252706MR_Solicitation_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

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

IFB #: 252706MR

IFB TITLE: Trash Pump Maintenance

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 all labor, materials, supervision, equipment, transportation, and tools to perform industrial self-priming trash pump maintenance services.

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 references demonstrating their

experience servicing at least thirty (30) industrial self-priming trash pumps, 4” or larger for a single customer within the past five (5) years preceding the submission deadline in OpenGov. A minimum of 2 references are required.

3.1.2. Bidder must be authorized by manufacturers for both Godwin & Thompson Pump to service and purchase Original Equipment Manufacturers (OEM) parts for repairs.

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

3.2 Required Licenses/Certifications/Authorizations

IFB Part I Revised 10/11/23 Page 2 of 5

3.2.1. Bidder must have letters of authorization from both Xylem and Thompson Required authorizations must be active at time of bid opening.

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.

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.

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

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 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.

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

IFB Part I Revised 10/11/23 Page 4 of 5

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.

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.

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

12.0 PERFORMANCE AND PAYMENT BOND

Only applicable if this box is checked

12.1 The awarded bidder will be required to obtain a performance and payment bond equal to INSERT AMOUNT. Any bonding company submitting a performance and payment bond to Sarasota County Government must be licensed to transact a fidelity and surety business in the State of Florida, and shall have an A.M. Best rating of: if bond is under $500,000 “B+” (very good) or better, and over $500,000 “A-” (excellent) or better, and a “T” Underwriting Limitation not exceeded by this project’s bond.

12.2 Execution of Bonds and Power of Attorney

12.2.1. If the successful Bidder is a partnership, each bond should be signed by each of the individuals who are partners; if a corporation, the bonds should be signed in the correct corporate name by a duly authorized officer, agent or attorney-in-fact. The appropriate number of bonds should be executed to correspond to the number of signatories to the contract. Each executed bond should be accompanied by (a) appropriate acknowledgment of the respective parties; (b) appropriate duly certified copy of power-of-attorney or other certification of authority where bond is executed by agent, officer or other representative of successful Bidder or surety;

(c) duly certified extract from by-laws or resolutions of Surety under which power-of-attorney or other certificate of authority of its agent, officer or representative was issued.

12.2.2. Attorneys-in-fact who sign bid bonds or performance and payment bonds must file with such bond a certified copy of their power-of-attorney to sign such bonds. Attorneys-in-fact must place name, address, and telephone number on this certificate.

PART II

SCOPE OF SERVICES

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1. BACKGROUND

A. Contractor shall furnish all labor, materials, supervision, equipment, transportation, and tools to perform industrial self-priming trash pump maintenance services. The County currently operates a majority of Godwin and Thompson brand pumps, including but not limited to Godwin CD, Godwin NC, Thompson JSC. The County may add or remove make/model pumps from fleet at any time. so long as the Contractor or its subcontractor is appropriately authorized to service them.

2. PREVENTATIVE MAINTENANCE REQUIREMENTS

A. Preventative Maintenance shall be performed on a routine basis as prescribed in the Pricing Table. At the start of the Contract, the County and the Contractor shall create a mutually agreeable schedule for Preventative Maintenance. The Contractor shall perform routine maintenance and testing procedures on equipment in accordance with manufacturer’s specifications and follow the Operations & Maintenance (O&M) specifications for the equipment for startup, shutdown, and malfunction response plan. In addition, Contractor shall also comply with all other requirements outlined under this section.

B. The Contractor shall review previous test reports, and if necessary, consult County's representative for their comments on performance and knowledge of present test schedule.

C. The Contractor shall document and coordinate with County personnel of any deficiencies of equipment or systems found during Preventative Maintenance.

i. Deficiencies found during Preventive Maintenance may be repaired pursuant to Section 4, Corrective Maintenance at the County request.

D. The Contractor shall change equipment’s motor oil and filter, coolant, fuel, and air filters as specified by the manufacturer and submit documentation showing proper and legal disposal of the used oil and filters.

Documentation shall be provided to the County representative with the test report(s).

i. The Contractor shall change equipment motor oil and filter and inspect hoses and belts (replacing as necessary) every 500 hours of operation or annually, whichever comes first, or according to the manufacturer’s maintenance specifications if they call for more frequent intervals.

ii. The Contractor shall inspect the air filters every 1,000 hours of operation or annually, whichever comes first or according to the manufacturer’s maintenance specifications if they call for more frequent intervals.

E. The Contractor shall make 360 degree walk around physical inspection.

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F. The Contractor shall only use original equipment from the manufacturer, unless otherwise authorized by the Administrative Agent or designee.

G. The Contractor shall perform or inspect the following on the engine mounted radiator cooling system:

i. Cooling level.

ii. Inhibitor (anti-corrosion) strength.

iii. Anti-freeze strength.

iv. Cap seal-spring tension.

v. Hose condition plus clamps.

vi. Re-check level after starting.

vii. Current run hours.

H. The Contractor shall check if the inlet and discharge louvers open properly on the air handling system.

I. The Contractor shall perform the following on the air induction system:

i. Air cleaner: remove and perform light test.

ii. Observe turbo wheel is free from dirt inside the air cleaner, if applicable.

iii. Check air cleaner gasket seal.

J. The Contractor shall perform the following on the fuel system:

i. Check main tank level.

ii. Check for water and sediment.

iii. Check for algae.

iv. Drain water and sediment from day tank.

v. Test level controls and alarms.

vi. Check fuel transfer pump.

vii. Clean primary filter.

viii. Visually inspect complete fuel piping system.

ix. Secure vents and bleed screws.

x. Observe fuel pressure.

xi. Inspect condition of flex fuel lines.

K. The Contractor shall perform the following on the starting system:

i. Conduct startup in accordance with the O&M Manual.

ii. Check jacket water temperature before starting.

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iii. Cycle thermostat on jacket water heater.

iv. Check battery voltage, charger on.

v. Turn charger off, check electrolyte.

vi. Check battery terminals, inner connectors.

vii. Perform voltage drop test.

viii. Start engine, then time initial crank, to load voltage time starter disengagement.

ix. Verify that the engine’s idle time during start up is less than 30 minutes. If the idle time during start up is 30 minutes or more, coordinate with County personnel to adjust the idle time during startup to be less than 30 minutes.

x. Check starting and control connections in junction box, cranking panel and automatic transfer switch.

xi. Check relays in cranking panel.

xii. Turn battery charger on. Observe charge rate, voltage.

L. The Contractor shall check the safety shut-off and alarms for proper operation.

M. The Contractor shall start, observe and log the following on the engine and pump instruments:

i. Jacket water temperature

ii. Oil pressure

iii. Fuel pressure

iv. Alternating Current (AC) ammeter

v. AC voltmeter

N. If any readings are suspect, the Contractor shall verify with the master instrument.

O. The Contractor shall check unit for vibration both horizontal and vertical.

P. The Contractor shall check crankcase pressure.

Q. The Contractor shall check and maintain the Crankcase Ventilation System in accordance with O&M Manual.

R. The Contractor shall observe exhaust characteristics including, but not limited to, flexibility, any condensation build-up, soot deposits, and the like.

S. The Contractor shall prep any rust spots on fuel tank and then spray with a rust inhibiting, outdoor, heat tolerant, metal spray paint in black.

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T. The Contractor shall check the following on the lube oil:

i. Check level before starting, drain or fill.

ii. Check records for service date.

iii. Properly dispose of oil, if applicable.

U. The Contractor shall perform the following on the exhaust system:

i. Inspect for possible leaks and fire hazard.

ii. Drain moisture traps.

iii. Check for allowance for growth at full load.

iv. For those engines with Oxidation Catalysts, Contractor shall operate and maintain the Oxidation Catalyst in accordance with the O&M Manual and manufacturer’s instructions. The Contractor shall document and coordinate with County personnel in correcting any malfunction of the Catalyst system.

V. The Contractor shall also perform the following preventive maintenance inspections at a pump site:

i. Inspect pump and remove dirt, debris, tools, etc. Open volute and discharge drains valves and remove any product from pump. Visually inspect volute from suction flange for any obstructions and remove accordingly.

ii. The Contractor shall check for proper front and rear wear plate clearances with impeller.

iii. The Contractor shall disconnect ejector assembly and inspect for wear and condition of O rings and nozzle, clean venturi, remove housing and check condition of ball, seat and screen.

iv. The Contractor shall drain oil from mechanical seal and replace.

v. The Contractor shall check and replenish grease at Motor Adaptor.

vi. The Contractor shall check compressor timing belt tension.

vii. The Contractor shall inspect compressor oil for damage, air lines, and leaks.

viii. If pump is trailer mounted, check for proper operation of jack stands, tire pressure, wheel bearings, fuel tank cap, and hitch fittings.

ix. Record vacuum gauge readings.

W. The Contractor shall perform, upon request, an "Operability Test" on each pump in compliance with applicable regulations and codes that meet or exceed the requirements of the agency having jurisdiction over that pump. This Operability Test shall be furnished to the County within thirty (30) days of the request and shall be invoiced at the

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Service Technician Regular Hourly rate.

3. AS NEEDED REPORTING REQUIREMENTS

A. The Contractor shall complete an inspection/checklist form to report on all tests performed and submit this form to the County contact responsible for that particular pump. This form submittal is required, and invoices will not be approved for payment until the completed form has been submitted to the County’s satisfaction. The County shall approve the inspection sheet used by the Contractor prior to first use. The Contractor must note any deficiencies or significant problems and report them to the user department within twenty-four (24) hours of discovery. All maintenance records and completed inspection forms shall be submitted to the County within three (3) days of maintenance being performed.

Maintenance records are required to be kept on site for two (2) years.

B. The Contractor shall provide an annual inspection summary report listing all pumps maintained and/or serviced for the previous twelve (12) months and submit to the County Administrative Agent or designee by January 30th of each year.

C. The Contractor shall comply with all reporting requirements of 40 Code of Federal Regulations (CFR) Part 63, Subpart ZZZZ, 40 CFR Part 60, Subpart JJJJ, 40 CFR Part 60, Subpart IIII, and Florida Department of Environmental Protection for all pumps.

i. The Contractor shall prepare and submit to the County Administrative Agent or designee the required semi-annual reports 30 days prior to the reporting date required under the rule.

ii. The Contractor shall prepare and submit to the County Administrative Agent or designee all required notifications 30 days prior to the notification date required under the rule.

4. CORRECTIVE MAINTENANCE / RESPONSE TIME

A. On an as-needed basis, the Contractor shall perform Corrective Maintenance service. Corrective Maintenance is defined as unscheduled maintenance events and services.

B. Service requests shall be dispatched by the County by means of a telephone call or e-mail and followed up with a Work Order (WO). The WO number must be referenced on all correspondence for each job including the final invoice to the County.

C. The Contractor shall be issued a Purchase Order (PO). The PO will be accompanied by the WO which will identify the location and the County’s contact for the site.

D. The County shall designate all service requests as either an emergency or a non-emergency situation.

E. Fuel samples will be performed as needed.

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F. Dispatch:

i. Non-Emergency/Regular hours: The Contractor shall verbally respond to the initial request for maintenance or repair service within twenty-four hours. The County reserves the right to schedule time and dates for non-emergency services to be performed.

a. When a project estimate is requested by the County via Work Order, the Contractor shall verbally respond to the initial request within 24 hours and provide the written estimate within five business days of the initial request.

ii. Emergency/After Hours: The Contractor shall verbally respond to the initial request for emergency repair service within one (1) hour of notification and shall have a qualified service person on the job site within two hours of the initial request.

a. The Contractor shall provide a cellular telephone number for 24-hour contact between the County and the Contractor’s representative.

G. Assessments for Corrective Maintenance service requests shall be paid a one (1) time fee for inspecting and drafting a quote for recommended service repair. If quote is approved, the Contractor shall be paid the appropriate time and materials rates for performing corrective maintenance. If quote is not approved or degradation beyond repair is found, at the sole opinion on the County, the Contractor shall be paid an assessment fee only.

H. In the event repairs cannot be completed with the initial response, the Contractor shall make every effort to provide limited repair to the equipment such as that it can function effectively until complete restoration can be made.

I. The Contractor shall respond to the County’s requests for status updates regarding ongoing work in writing within 24 hours of request.

J. All work shall be performed within 30 days of WO issuance, unless otherwise listed on the WO. Any request for time extension must be approved in writing by the County Site Manager identified on the WO.

5. NEW EQUIPMENT, PARTS, MATERIALS

A. If new equipment and additional parts or material are necessary to repair or replace an existing piece of equipment, the Contractor shall furnish a written quote to the County. The quote shall include the Contractor’s evidence of the direct cost for parts and materials, plus the markup percentage as listed on the Pricing Table. Only after approval from the County shall the Contractor supply the products.

B. The County reserves the right to directly purchase equipment or parts for the Contractor to install without the addition of the Contractor’s percentage markup. Sarasota County may directly purchase any parts in order to provide cost savings, when applicable, in terms of requirements.

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C. All parts supplied or installed shall meet original equipment manufacturer (OEM) specifications.

6. CONTRACTOR RESPONSIBILITIES

A. Contractor shall provide all expertise, personnel, labor, supervision, permits, parts, materials, tools, equipment, transportation, travel, and all other resources necessary to perform the work as described herein and in accordance with the manufacturer’s specifications on the equipment.

i. Some equipment may be located on the roof of some buildings, or at County intersections at various locations.

ii. Contractor shall expect that access to some equipment will have constraints and obstacles due to the sensitive nature of their locations (i.e. jails, courthouses, emergency centers, intersections, etc.)

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

C. All Contractor’s personnel shall have access to cell phone or radio to communicate with the Contractor or the County.

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

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

F. Contractor shall provide all personnel and equipment necessary to perform the services described herein.

G. All employees of the Contractor shall be considered to be, all times, the sole employees of the Contractor, under the Contractor’s sole direction, unless the use of sub-contractors has been approved by the County.

H. Contractor shall ensure conditions on the work site reflect good housekeeping and safety practices at all times. The Contractor shall be responsible for all trash and debris disposal from the work site.

I. The Contractor shall document and report all safety-related incidents on the project site immediately to the County’s Site Manager.

J. 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.

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

L. When requested by the County’s Administrative Agent and within five (5) business days of request, the Contractor shall provide a written contingency plan for an All-Hazards, Emergency Response Plan which shall identify pre-event and post-event preparations for their equipment on site and their continuity of operations program. The Contractor shall address reliability in their All-Hazards Emergency Response Plan to show how their continuity of operations in adverse situations will meet the reliability expectations of the County. For instance: tropical storm, hurricane or similar adverse conditions.

M. The Contractor shall document and coordinate with County personnel in correcting any malfunction or repair of any equipment or system.

N. The Contractor shall sign in and sign out where required.

O. Contractor is required to participate in performance and project report meetings as deemed necessary by the County, at no additional cost to the County.

P. Contractor shall comply with all applicable federal, state and local laws and regulations.

7. COUNTY RESPONSIBILITIES

A. County will provide the Contractor with lists from each department of units to be serviced under this contract. List may be modified as units are added or removed from service by the County.

B. County will ensure the Contractor has adequate space for the equipment and materials required to perform work.

8. ASSIGNMENT OF WORK

A. Service requests will be dispatched by the County by means of a telephone call or e-mail and followed up with a WO. This WO number shall be referenced on all correspondence to each job including the final invoice to the County.

B. The Contractor shall be issued a Purchase Order (PO). The PO shall be accompanied by a WO which shall identify the location and describe the work to be performed with the required deadline to complete the work, as well as the County's contact for the site.

9. RESPONSE TIME

A. The County will designate all service requests as either an emergency or a non-emergency situation.

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i. Non-Emergency/Normal business hours: The Contractor shall verbally respond to the initial request for maintenance or repair service within 24 hours. The County reserves the right to schedule time and dates for non-emergency services to be performed.

a. When a project estimate is requested by the County via WO, the

Contractor shall verbally respond to the initial request within 24 hours and provide the written estimate within five (5) business days of the initial request.

ii. Emergency/After-Hours: The Contractor shall verbally respond to the initial request for emergency repair service within one (1) hour of notification and shall have a qualified service person on the job site within two (2) hours of the initial request.

a. The Contractor shall provide a cellular telephone number for 24-hour contact between the County and the Contractor’s representative.

B. In the event repairs cannot be completed with the initial response, the Contractor shall make every effort to provide limited repair to the equipment such as that it can function effectively until complete restoration can be made.

C. The Contractor shall respond to the County’s requests for status updates regarding ongoing work in writing within 24 hours of request.

D. Any request for extension must be approved in writing by the County Site Manager identified on the WO.

10. HOURS OF WORK

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

B. Weekend, after/early hours, and Holiday work may be performed upon written approval of the County. There shall be no additional cost considered for working these hours for convenience.

11. INVOICING

A. The Contractor’s invoices shall include the PO and WO numbers.

B. All pricing shall be all inclusive of supervision, driving time, and all other expenses necessitated to perform any preventive or corrective maintenance.

C. Labor costs are inclusive of on-site and shop costs.

D. The Contractor shall provide supporting documentation for each invoice submitted to the County.

E. All Preventive Maintenance shall be provided during normal business

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F. All Corrective Maintenance provided during normal business hours will be paid at the Non-Emergency/Regular Hours hourly rate as provided on the Fee Schedule.

G. All Corrective Maintenance provided after normal business hours must be pre-approved in writing by the County and shall be paid at the Emergency/After Hours hourly rate provided on the Fee Schedule.

H. Emergency service-related calls shall only be performed with written preapproval of the County and shall be paid at the Emergency/After Hours hourly rate provided on the Fee Schedule.

I. The 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 as outlined in the solicitation bid documents.

J. Lower unit prices and decreased percent markups may be extended to the County, on a permanent or temporary basis.

K. The Contractor’s invoices for parts and equipment shall include documentation clearly showing the total cost paid by the Contractor for the equipment, parts and materials and show a percent markup less than or equal to the appropriate line item on the Fee Schedule.

L. The Contractor’s invoices for subcontracted services shall include a copy of the subcontractor’s invoice to the Contractor and show a percent markup less than or equal to the appropriate line item on the Fee Schedule.

12. WARRANTY

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

13. SUBCONTRACTING

A. Any use of subcontractors shall be approved in writing by the County.

B. The contractor shall be reimbursed for the cost of the subcontractor plus the percent markup listed on the contract Fee schedule.

14. COUNTY WORK MANAGEMENT SYSTEM

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

B. If available, 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 WOs 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 the 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

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 $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.

PR - PART III