252781RM_Project_Documents_Addendum_3.pdf

INVITATION FOR BIDS (“IFB”) - PART I

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

IFB #: 252781RM

IFB TITLE: RETENTION WALL 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 perform preventative and corrective maintenance to the retaining wall structures at two (2) reclaimed water ponds located on the property of the Laurel Oak Country Club, 2700 Gary Player Blvd., Sarasota, FL 34240.

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

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

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 providing pond retaining wall maintenance and repair services within the past 7 years preceding the submission deadline in OpenGov. A minimum of 2 references is required.

3.1.2. A single reference may be used to verify multiple

requirements. 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.

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

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

3.2 Required Licenses/Certifications

3.2.1. Bidder must have a Certified Specialty Contractor, Division II Marine Contractor License or a Certified General Contractor License. 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.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders must complete the required forms and information included

IFB Part I Revised 10/11/23 Page 3 of 5 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(s) provided in OpenGov.

Bidders who fail to fully complete the pricing table(s) in OpenGov 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 https://www.scgov.net/government/procurement/contract-templates

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

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.

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.

PART II

SCOPE OF SERVICES (ADDENDUM 3)

Revised 10/07/20 Part II - Page 1 of 7 Prepared by Public Utilities Department

1. OVERVIEW

A. Contractor shall furnish all labor, materials, supervision, equipment, tools and all other resources needed to perform preventative and corrective maintenance to the retaining wall structures at two (2) reclaimed water ponds located on the property of the Laurel Oak Country Club, 2700 Gary Player Blvd., Sarasota, FL 34240. Attachment A – Aerial View and Examples provided for reference.

i. Pond #1 is located west of the parking lot of the Country Club’s clubhouse, 2700 Gary Player Blvd.

ii. Pond #2 is located on Tom Morris Dr. at the intersection of Hugh Alison Place.

B. Work may include but is not limited to minor excavation, winching of toppled posts and panels into alignment, installation of new tieback systems (rods and/or deadman), and backfilling to grade. Work does not include rReplacement of sod is not included in the scope of services as it will be performed by the Country Club’s grounds crew. However, Contractor shall be responsible for purchasing the specific sod requested by the Country Club to replace the sod disturbed as a result of the Contractor’s work which is completed by the grounds crew of the country club. (Addendum 3)

2. PREVENTATIVE MAINTENANCE

A. Contractor shall provide quarterly Preventative Maintenance services, to include:

i. Scheduled site visits to inspect and evaluate the retaining wall of each pond.

ii. Contractor shall walk the entire perimeter of each pond to observe if there are any existing breaches, any budding safety hazards, and/or visible faults of the retention walls.

iii. Contractor shall document the observations and submit evaluation to the County for review in the form of a report which shall include photographs, solutions for mitigation, and proposed costs to perform corrective maintenance.

iv. As needed, Contractor shall create a Corrective Action Plan (“Plan”), which shall include photos, and submit to the County for review. The actual work performed on the items listed in the Plan shall be completed by Contractor as described herein for corrective maintenance.

3. CORRECTIVE MAINTENANCE

A. Contractor shall perform corrective maintenance as needed. Corrective maintenance is defined as unscheduled maintenance events to perform repairs.

Revised 10/07/20 Part II - Page 2 of 7

i. Contractor shall respond to the County’s request for corrective maintenance within one (1) business day.

a. Contractor shall perform a site visit within five (5) business days after initial response to County’s request.

b. Contractor shall submit a written quote within seven (7) business days after performing a site visit.

ii. Contractor shall be provided a Work Order (WO) which shall reflect the target start and finish date of each individual corrective maintenance event.

iii. Contractor shall coordinate with County administrative agent or their designee to identify, prioritize, and select the locations and extent of repairs to be conducted under each WO prior to issuance of a purchase order (PO).

B. The corrective maintenance work may include the following tasks, which will be described in a WO upon written approval by County prior to beginning the work.

i. Mobilization and Demobilization

a. Contractor shall mobilize for the proper performance and completion of each WO, or multiple WOs for efficiency, for corrective maintenance. Upon completion of the WO(s), Contractor shall demobilize.

b. Contractor shall provide all-inclusive mobilization and demobilization, defined as all labor, regardless of how many persons on a crew, and all equipment needed to complete the work. No additional charges shall be permitted.

ii. Excavation and Backfill

a. Contractor shall excavate to complete the work required at each site. Excavation may be required below the water table.

b. Upon completion of the work, Contractor shall backfill with excavated soil to provide a smooth grade.

iii. Winch Piles to Vertical

a. Contractor shall take appropriate measures to return the existing wooden piles to near vertical. Every effort shall be made to prevent damage to and re-use existing wooden elements.

Payment shall only be made to replace wooden elements scheduled in the WO or upon written approval by County.

b. Piles or wooden elements damaged by Contractor during the work shall be replaced at no additional cost to County.

iv. Install Tieback Rod

Revised 10/07/20 Part II - Page 3 of 7

a. Any existing tieback cable shall be removed and disposed of appropriately. The existing deadman shall be disturbed as little as possible and reused.

b. New hot dip galvanized (HDG) tieback rod shall be installed. Rod shall be minimum 7/8” (inch) diameter.

c. The new tieback rod shall be through-bolted at the righted pile and secured with a nut and suitable ogee washer. The rod may be anchored to the existing deadman using a loop or a hooked end. Tension shall be developed in the rod. All materials shall be

HDG.

d. If the deadman cannot be located, is inaccessible, or is deteriorated, Contractor may provide alternative deadman. One

(1) alternative may be a three-foot by five-foot (3’ x 5’) concrete deadman with two (2) horizontal and two (2) vertical #5 deformed reinforcing bars equally spaced. The second alternative may be a 13,000-pound (lb.) MS-RS Manta Ray anchor installed per manufacturer’s recommendations.

v. Replacement of Top Rail, Waler, or Stringer

Contractor shall replace existing nominal five-foot (5’) lengths of top rail, waler, or stringer, fastened at suitable locations using HDG fasteners. New stringer to match existing, detailed as three-inch by eight-inch (3”x 8”) pressure treated (PT) rough sawn timber.

vi. Replacement of Five-foot (5’) Panel

Contractor shall replace nominal five-foot (5’) lengths of existing retaining wall panels consisting of top rail, walers and vertical eight-foot (8’) long PT rough sawn three-inch by eight-inch (3” x 8”) timber. Panels shall be embedded and set to an elevation consistent with the adjacent wall.

vii. Replacement of Wooden Pile

Contractor shall replace existing timber pile with new PT timber pile, twelve-foot by nine-inch (12’ x 9”) butt. Pile may be rough sawn.

viii. Materials

a. All timber shall be PT to a minimum of 0.21 pounds per cubic foot (pcf) Copper Azole (CA), 0.23 pcf Micronized Copper Azole (MCA), or 0.40 pcf Copper Quaternary (ACQ).

b. All steel and fasteners shall be HDG.

c. Steel rod shall be ASTM A-615 or A-307, grade 60.

ix. Site Conditions

a. Contractor is notified that the work is to be conducted adjacent to existing water bodies and golf course turf. Work may require working in, on, or over the water, and/or saturated soils.

Revised 10/07/20 Part II - Page 4 of 7

b. It is Contractor’s responsibility to determine the suitability of Contractor’s equipment for working under the site conditions and that the capacity of Contractor’s equipment is sufficient for completion of the work.

c. Contractor shall make all reasonable efforts to minimize damage and disturbance to adjacent properties and golf course turf.

d. Disposal of any materials, wastes, effluent, trash, garbage, oil, grease, and chemicals, etc., in and adjacent to the project site shall not be permitted. If any waste materials are dumped in unauthorized areas, Contractor shall remove the material and restore the area to the original condition as it existed before being disturbed. If necessary, contaminated ground shall be excavated, disposed of as directed by the County or engineer, and replaced with suitable compatible fill material at Contractor’s expense.

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

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

D. Contractor is required to participate in performance and WO report meetings as deemed necessary by the County at no additional fee.

E. Contractor is solely responsible for all means, methods, techniques, and procedures to perform the work.

F. Contractor shall provide a cell phone number, or other means by which the Contractor may be reached at any time.

G. 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 the performance of the work, from the work site.

H. Contractor shall document existing conditions of sites or equipment (photographs or videos) and submit that evidence to the County before commencing work, as requested by the County.

I. All Contractor’s vehicles and personnel shall clearly show Contractor’s identification by name.

i. All vehicles shall be equipped with proper safety equipment as deemed required by transportation authorities.

Revised 10/07/20 Part II - Page 5 of 7

J. Within five (5) business days of request by the County’s Administrative Agent or designee, 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.

i. Contractor shall address reliability in their All-Hazards Emergency Response Plan to show how their continuity of operations in adverse situations shall meet the reliability expectations of the County. For example: tropical storm, hurricane, or similar adverse conditions.

5. ASSIGNMENT OF WORK

A. Service requests will be dispatched by the County by means of a telephone call or email, and a WO number will be issued. This WO number must be referenced on all correspondence, including invoicing.

B. The Contractor shall evaluate any request for service before submitting a written, detailed quote, if applicable. There shall be no consideration for any claim for additional work, payment, or time in the event the Contractor fails to appropriately assess work to be completed.

C. The Contractor shall provide a detailed quote for each Corrective Maintenance using the rates on the Exhibit B - Fee Schedule. The County may, at its discretion, add a contingency amount to the Contractor’s quote.

Contingency shall be pre-approved by the County and shall not exceed 10% of the detailed quote for the WO.

D. The detailed price quoted by the Contractor, and the contingency added by the County, if any, constitutes the maximum price the County shall pay the Contractor upon completion of the WO.

6. 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. Services provided outside of normal business hours shall only be performed with written approval of the County.

7. INVOICING

A. Invoices shall include PO and WO numbers.

B. All trip charges, mileage, vehicle charges, travel time and labor shall be included in the Unit Price(s) listed on the Fee schedule.

C. Contractor’s invoices for parts and equipment shall include a documentation clearly showing the total cost paid by Contractor for the parts/materials and show the percent markup, less than or equal to what is listed on the Fee Schedule. Percent Markup shall not apply to taxes, fees, or delivery charges.

Revised 10/07/20 Part II - Page 6 of 7

D. Contractor’s invoices for subcontracted services shall include a copy of the subcontractor’s invoice to Contractor. There shall be no additional reimbursement for subcontractors.

E. Contractor’s invoices for permits must include supporting documentation, clearly showing the cost paid by Contractor for the permit. Contractor shall be reimbursed for the cost of the permit fee only. No percentage markup shall be paid to the Contractor for permit fees.

F. Contractor’s invoices for sod must include supporting documentation clearly showing the cost paid by Contractor for the sod. Contractor shall be reimbursed for the cost of the sod only. No percent markup shall be paid to the Contractor for the purchase of the sod. (Addendum 3)

8. SAFETY AND HEALTH

A. Contractor shall always be in compliance with all applicable health and safety standards of Sarasota County, the State of Florida, and the Federal Government and its regulatory agencies. Contractor shall maintain accurate records of all incidents on the work site.

B. Accidents shall be reported by phone or email immediately to the County’s Administrative Agent or designee and to the Country Club’s Administrative Office.

C. All incidents shall be documented in writing, and the completed report shall be submitted to the County via email to the County’s Administrative Agent or designee.

9. COUNTY INSPECTIONS

Sites and work shall be inspected by the County for WO compliance.

Inspections shall occur, as soon as practically possible, upon notice of completion from Contractor for each individual WO.

10. RESPONSE TIME

A. Contractor shall verbally respond to each request for service within one (1) business day of notification.

B. Project Estimates - When a project estimate is requested by the County, Contractor shall verbally respond within one (1) business day and provide a written estimate within seven (7) business days.

11. 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.

12. PERMITS

A. Contractor is responsible for determining if a permit is required for any WO and shall obtain all necessary permits.

Revised 10/07/20 Part II - Page 7 of 7

B. Upon completion of any work requiring a permit, the Contractor shall provide evidence the work was approved by the regulatory authorities and completed.

13. SUBCONTRACTING

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

Changes to this Exhibit are indicated using underlined text to show additions and strike-through text to show deletions. Changes made pursuant to this Addendum No. 3 are in bold.

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.