252772RM_Project_Documents.pdf

INVITATION FOR QUOTES (“IFQ”) – PART I

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

IFQ #: 252772RM

IFQ TITLE: CONVEYANCE SYSTEMS INSPECTION SERVICES

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 conveyance systems inspection services. Offerors are required to comply with Part II, Scope of Services.

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) verifiable commercial, industrial, or governmental references demonstrating their experience providing conveyance system inspection services within the past seven (7) years preceding the submission deadline in OpenGov.

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

3.2 Required Licenses and/or Certifications

3.2.1. Contractor shall possess and maintain for the duration of the contract, a State of Florida Registered Elevator Company License. Upon request by the County, Contractor shall be required to provide the County’s Administrative Agent with current license information.

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

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

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

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

3.2.4. Bidder shall be required to meet all requirements of Part II, Section 3 prior to award and throughout the term of any resulting Contract. Following verification of Qualifications, the County will require the apparent low responsive and responsible Bidder(s) to provide evidence demonstrating it satisfies all requirements of Part II, Section 3. Failure of the Bidder to provide evidence of requirements that demonstrate the Bidder’s ability to perform the Scope of Services to the County’s satisfaction may result in a determination by the County that the Bidder is non-responsible.

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.

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

6.0 SUBMITTAL INSTRUCTIONS

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

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

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

7.2 Pricing

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

8.0 AWARD

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

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

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.

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

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

8.5 Contract

A draft of the contract that the successful Offeror(s) will be expected to sign (a Term Contract) is posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

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

9.0 PRICING

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

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

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

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

10.0 COUNTY WORKPLACE REQUIREMENTS

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

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).

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

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

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

11.0 CONTINGENCY

Only applicable if this box is checked.

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

PART II

SCOPE OF SERVICES

Revised 10/07/20 Part II - Page 1 of 3 Prepared by General Services Department

1. OVERVIEW

Contractor shall provide yearly certified elevator inspection services as required by Florida Statutes on all conveyance systems in County owned and operated facilities. Conveyances are defined as: an elevator, dumbwaiter, escalator, moving sidewalk, platform lift, or stairway chair lift, as defined in Florida Statutes (F.S.) 399.01(3).

2. INSPECTION REQUIREMENTS

A. The Florida Elevator Safety Act requires all elevators or other conveyances be inspected annually by a Florida-licensed Certified Elevator Inspector pursuant to F.S. 399.13.

B. Contractor shall not be a current County contractor performing repair and/or maintenance services on any County conveyance system subject to inspection.

C. Contractor shall provide annual conveyance system inspections pursuant to the requirements outlined in F.S. 399, Elevator Safety Act.

i. Attachment 1 – Conveyance List, attached hereto and incorporated herein, contains the type of conveyance, location, current license number, manufacturer, capacity, number of landings, and the five-year load test due date.

ii. The list of conveyances is subject to change by the County as needed and will be provided on an annual basis to the Contractor.

D. In the 4th quarter of each calendar year, the County will coordinate with the Contractor to create an inspection schedule that will commence in January of the following year.

i. Contractor shall be responsible for checking the State of Florida’s licensing website to check on the required inspection due dates for Sarasota County conveyances.

a. The majority of County conveyances have annual inspections due during the months of February, March and April.

ii. Contractor shall coordinate the inspection schedule with the County’s elevator Conveyance Systems Service Contractor (CSC).

iii. Contractor shall ensure that the maintenance and repair reports have been completed correctly and are in accordance with the specifications and requirements required by the State of Florida. This function shall be included in the unit price on the Fee Schedule.

iv. Contractor shall complete an Inspection Report in conformance with F.S. 399.

a. Contractor shall provide two copies of the report for each conveyance, detailing any requirements and attention needed, to the County within five (5) days after the date of inspection.

Revised 10/07/20 Part II - Page 2 of 3

v. Contractor may request a call back to recheck a failed inspection. A "call back" inspection is a follow-up inspection to determine if violations cited on the conveyance inspection report or Order to Correct, have been corrected.

a. Contractor is entitled to a call back fee for devices that failed inspection. The rate for a call back is the same rate as the initial failed inspection, as indicated on the Fee Schedule.

b. The County representative shall be notified in writing via email, within 24 hours of the failure and the reason for the failure. The County will work with the CSC to correct issues related to the failed inspection.

c. The County will notify the Contractor via email once all repairs have been completed. Contractor shall coordinate call back inspection with the CSC and shall complete such inspection within 20 calendar days of County notification.

3. CONTRACTOR RESPONSIBILITIES

A. Contractor must have at least one employee that holds a Certified Elevator Inspector license. License(s) must be in active status.

B. Contractor must submit proof of required licenses or certification within three (3) business days after request from the County.

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

D. Contractor shall keep the County fully apprised of the status from each inspection.

E. Inspections and certification are to be done in a coordinated and cooperative manner.

F. Contractor shall provide prompt and completed paperwork required for inspection and certification to the State of Florida, pursuant to F.S. 399.

G. All correspondence between the County and Contractor concerning contract or the Scope of Services shall contain the contract number, work order (WO) number (if provided) and purchase order (PO) number.

H. 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 coordinate work so that there is minimal to no interruption to daily work at any location.

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.

K. Meeting Attendance.

Revised 10/07/20 Part II - Page 3 of 3

i. 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.

ii. Initial Inspection Schedule Meeting: The County and Contractor shall also meet to coordinate an initial inspection schedule that considers County-observed holidays, hours of work and Contractor schedules.

It is required that the County know in advance when inspections are being performed.

iii. Performance and Inspection Meetings: Contractor shall be required to participate in performance meetings or to periodically confirm the inspection schedules and review the outcome of inspections performed on conveyance systems.

iv. 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.

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

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

ii. 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.

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. Unless otherwise agreed to by the County, the Contractor shall perform inspection services during Normal Business Hours.

5. INVOICING

A. Contractor shall invoice the County at the end of each month for all inspections and/or call backs that have been performed for that time period. The invoice shall clearly indicate the County’s PO number, Work Order number (if assigned), and the PO line number that is being billed, at the applicable rate as listed on the Fee Schedule.

B. Contractor shall invoice the County for inspections started but failed and/or completed inspections, based on the rates listed on the Fee Schedule.

(END PART II)

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.

D. UMBRELLA/EXCESS LIABILITY: Contractor agrees to maintain Umbrella or Excess Liability insurance with limits not less than $2,000,000.00 each occurrence and in the aggregate. Coverage shall follow the terms of the underlying insurance, including the additional insured provisions.

Part II.pdf