252743WG_Project_Documents.pdf

INVITATION FOR QUOTES (“IFQ”) – PART I

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

IFQ #: 252743WG

IFQ TITLE: FIRE STATION 14 SOLAR WATER HEATER REPLACEMENT

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 supplier to perform the replacement and installation of the solar water heater collector located on the roof of Fire Station 14, necessitated by damage sustained during Hurricane Milton. 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 in the repair, replacement, and installation of rooftop solar water heater collectors and associated plumbing within the past seven (7) preceding the submission deadline in OpenGov.

3.1.2. A single reference may be used to verify multiple

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

3.2 Required Licenses and/or Certifications

3.2.1. Offeror must have a Certified Plumbing Contractor license.

License(s) must be active at the time of bid opening. Required certification(s) must be achieved prior to bid opening.

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

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

3.2.2. Failure to submit proof of required license(s) or certification(s) withing (5) five business days after request from the County may result in offeror being declared non-responsive.

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.

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.

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

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.

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

The County intends to issue a Purchase Order to the successful Bidder.

The terms and conditions that the successful Bidder may be expected to accept (General Terms and Conditions of Purchase Orders) are posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type including a two-party agreement, or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/home/showpublisheddocument/48019/637418 050919500000

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

8.6 Grant terms

Grant terms shall be as outlined in Attachment A and shall control over any contract terms in the draft contract posted on the Procurement website.

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.

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.

IFQ 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 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/WORK SPECIFICATIONS

Revised 10/07/20 Part II - Page 1 of 2 Prepared by Emergency Services Department

1. OVERVIEW

The Facilities Division of Sarasota County Fire Department, a Division of the Emergency Services Department for Sarasota County Government, requires replacement of the hurricane damaged solar water heater collector on the roof of Fire Station 14.

2. SERVICES

A. Contractor shall remove the existing Alternate Energy (AE-32) solar thermal collector and install a new AE-32 (or approved equivalent) solar hot water collector unit. The work includes all associated components such as mounting hardware, plumbing connections, insulation, and integration with the existing solar hot water system.

B. Contractor shall verify compatibility of replacement collector with existing system components.

C. Contractor shall remove mounting hardware and carefully take down the collector panel.

D. Contractor shall inspect the mounting surface or rack for damage or corrosion; repair as needed.

E. Contractor shall dispose of old collector unit in accordance with environmental and safety regulations.

F. Contractor shall assemble and secure new AE-32 collector using approved mounting hardware.

G. Contractor shall ensure proper pitch, tilt, and orientation (south-facing, angle per local latitude).

H. Contractor shall connect plumbing lines (supply and return) using appropriate solar-rated fittings.

I. Contractor shall insulate all exterior piping with UV-resistant insulation.

J. Contractor shall reconnect temperature sensors and control wiring, if applicable.

K. Contractor shall refill the closed-loop or drain back system with appropriate heat transfer fluid if required.

L. Contractor shall bleed air from the system and pressure test all connections.

M. Contractor shall restart the pump station and control system.

N. Contractor shall test full system function under operational conditions.

O. Contractor shall adjust flow rates and controller settings as needed.

P. Contractor shall submit for permits and attend necessary inspections.

3. CONTRACTOR RESPONSIBILITIES

A. 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.

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

PART II

SCOPE OF SERVICES/WORK SPECIFICATIONS

Revised 10/07/20 Part II - Page 2 of 2 Prepared by Emergency Services Department

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.

D. Contractor is required to participate in performance and project report meetings as deemed necessary by the County.

E. Contractor shall be required to comply with all applicable federal, state, and local laws and regulations.

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

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

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

I. 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.

4. HOURS OF WORK

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

B. Contractor will notify the County 48 hours in advance if additional services must be completed out side of normal business hours.

5. WARRANTY

All work and materials provided by the 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 the Contractor or by the materials manufacturer, whichever is greater.

6. PERMITS

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

Contractor’s invoices for permits must include supporting documentation, clearly showing the cost paid by Contractor for the permit.

7. SUBCONTRACTING

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

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.