26-8626_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

OVERHEAD CRANE & HOIST PREVENTATIVE

MAINTENANCE AND REPAIR

SOLICITATION NO.: 26-8626

EMILY JACKSON, PROCUREMENT STRATEGIST, I

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8947

Emily.jackson@collier.gov (Email)

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB)

NUMBER:

26-8626

PROJECT TITLE: OVERHEAD CRANE & HOIST PREVENTATIVE

MAINTENANCE AND REPAIR

PRE- BID MEETING: August 11, 2026 @ 10:00 AM (EST)

LOCATION: PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM

A, 3295 TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA

34112

DUE DATE: August 31, 2026 @ 3:00 PM (EST)

PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All bids shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/portal/collier-county-fl.

INTRODUCTION

As requested by the Solid & Hazardous Waste Management Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified Bidders in accordance with the terms, conditions and specifications stated or attached. The Bidders, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated herein. All references to “Bidder” are also referred to as “Contractor” and “Vendor.”

The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Procurement Ordinance.

The County anticipates an approximate annual spending of $50,000 due to aging equipment and growth within the County; however, this may not be indicative of future buying patterns.

BACKGROUND

The Public Utilities Department is soliciting for responsive and responsible bidders to provide required routine and urgent preventative maintenance and repair services for County owned cranes, hoists and davits. The bidder shall, at a minimum, be able to achieve the scope of work listed in this solicitation.

TERM OF CONTRACT/AGREEMENT

The contract term, if an award(s) is made is intended to be for three (3) years with two (2) one (1) year renewal options.

Price shall remain firm for the initial term of the awarded contract. See Section 11.0 below for additional information on price modifications.

AWARD CRITERIA

ITB award criteria are as follows:

The County’s Procurement Services Division reserves the right to clarify a Bidder’s submittal prior to the award of the solicitation.

It is the intent of Collier County to award to the lowest, responsive and responsible Bidder(s) that represents the best value to the County.

For the purposes of determining the winning bidder, the County will select the Bidder with the lowest price, as outlined below:

• Lowest Total Bid

Collier County reserves the right to select one, or more than one Bidder award on a line-item basis, establish https://procurement.opengov.com/portal/collier-county-fl a pool for quoting, or other options that represent the best value to the County; however, it is the intent to:

• Primary, Secondary and Tertiary

The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.

DETAILED SCOPE OF WORK

The intent of this solicitation is to provide preventative maintenance and repairs on cranes, hoists, and davits for the Public Utilities Department. The cranes and hoists serve varying purposes and are located County-wide. Each piece of equipment has its own operating manual and specified maintenance requirements. The intent is to maximize the lifespan of the equipment.

1. LOCATIONS

Location:

SCWRF - 5600 Warren Street Naples, FL 34113 (Water Reclamation Facilities)

1 Unit #1: Transfer Pump Room 2-Ton Monorail with Harrington Hoist 2 Unit #2: MLE 1-Ton Jib Crane with Stearns Hoist 3 Unit #3: Storage Area 2-Ton Monorail with Shawbox Hoist 4 Unit #4: Maintenance Shop 1-Ton Monorail with Little Mule Hoist NCWRF- 10500 Goodlette Frank Rd (Water Reclamation Facilities) 5 Unit #1: MLE 2-Ton Jib Crane with Dayton Hoist 6 Unit #2: Blower Room 2-Ton Monorail with R&M Hoist 7 Unit #3: Old Chlorine Building 2-Ton Monorail with Harrington Hoist 8 Unit #4: Operation Building 2-Ton Crane with Shawbox Hoist 9 Unit #5: North West Press Room 1-Ton Monorail with Shawbox Hoist 10 Unit #6: North East Press Room 1-Ton Monorail with Shawbox Hoist 11 Unit #7: South East Press Room 1-Ton Monorail with Shawbox Hoist NCRWTP - 8005 Vanderbilt Beach Rd. Naples, FL 34120( Water Treatment Plants) 12 Unit #1: Process Floor 5-Ton Crane with Shawbox Hoist 13 Unit #2: High Service Room 2-Ton Crane with Shawbox Hoist 14 Unit #3: Chlorine Room 2-Ton Monorail with R&M Hoist SCRWTP - 3851 City Gate Drive Naples, FL 34117 (Water Treatment Plants) 15 Unit #1: High Service Pump Room 3-Ton Crane with R&M Hoist 16 Unit #2: Process Floor 5-Ton Crane with Yale Hoist 17 Unit #3: Chlorine Room 2-Ton Monorail with Coffing Hoist 18 Unit #4: Chlorine Room 2-Ton Monorail with Shawbox Hoist 19 Unit #5: Lime Room Processing 2-Ton Monorail with Harrington Hoist Piper Blvd - 2323 Piper Blvd. Naples, Fl. 34109 20 2-Ton Crane with R&M Hoist

Heather Lane - 10015 Heather Lane Naples, Fl. 34109 21 2-Ton Crane with R&M Hoist

Shirley St - 6027 Shirley Street Naples, FL 34109 22 Unit #1: West 2-Ton Crane with Harrington Hoist 23 Unit #2: East 2-Ton Crane with Harrington Hoist Foxfire - 5500 Radio Road (IQ Pump Station)

24 1-Ton Manual Crane w/Harrington Hoist Glades - 105 Palm Drive (IQ Pump Station) 25 1-Ton Manual Crane w/Chester Hoist

Pelican Bay - Watergate Way (IQ Pump Station) 26 Unit # 1 - Pump Room, 2 -Ton Monorail w/Harrington Hoist 27 Unit # 2 - Storage Area, 2 -Ton Monorail w/Shawbox Hoist Royal Palm – 5600 Warren Street, Naples, FL 34113 (IQ Pump Station) 28 Pump Room, ½ -Ton Jib Crane with Harrington Hoist CC2-1590 F450 Truck Mounted 29 Mobile Crane Lift More 2550 30 Mobile Crane Lift More 2550 Raw Water Booster Station – 841 7th St SW, Naples, FL

31 3-Ton SGUH Bridge Crane with Runway 3749 Carica Re-pump Station – 7200 Goodlette Frank Road, Naples, FL

32 3-Ton SGUR Bridge Crane with Runway system NOTE: The locations included herein are for information purposes only. Project Manager may add or remove equipment and/or locations by informing the vendor via email.

2. PREVENTATIVE MAINTENANCE AND REPAIRS

2.1. Preventative maintenance will be conducted on all cranes, hoists and davits at the locations listed above in accordance with the manufacturers’ recommendations and industry standards. The Vendor must complete the Collier County Public Utilities Department Preventative Maintenance Program Annual Crane Inspection Checklist attached after completion of inspection. The Vendor shall provide the following with each Inspection Checklist:

• Remarks for each crane, hoist and davit inspection

• A minimum of three photos (before, during, after) of the crane, hoist and davit being serviced.

• Recommend repairs, if applicable

• A complete Checklist must be submitted by the Vendor to County Representative upon completion or within three (3) business days if repairs are recommended. Note: Failure to provide the completed, signed and dated Checklist may delay the Vendor’s payment.

2.2. Material used during preventative maintenance including but not limited to grease, lube, fluids, filters, and sundries would be considered part of the service by industry standards, which should not be invoiced to the County and shall be included in the unit rate preventative maintenance price as provided on the Bid Schedule.

2.3. The Vendor shall provide a master schedule of days for all preventative maintenance after an award is determined.

2.4. All cranes must receive annual certifications provided by the Vendor during the preventative maintenance.

2.5. Should a repair or replacement part be recommended, the Vendor shall provide a quote for all parts and labor in the “Recommendations for Repairs” section of the Inspection Checklist. Prior to the repair the Vendor must obtain the County Representative’s signature and approval to perform the repair. The quote shall be provided within three (3) business days from the date of the preventative maintenance. Labor rates and allowable 10% markup on equipment parts, and rentals must be billed as listed on the Vendor’s Bid Schedule.

2.6. It shall be to the sole discretion of the County Representative to determine if the quote provided is reasonable. If the County Representative determines the quote is not reasonable, the County shall request quotes from the secondary and the tertiary Vendors. The secondary and tertiary Vendors shall be allowed to evaluate the recommended repair, at no cost to the County. The County Representative may evaluate the quotes and recommendations to determine a course of action in the best interest of the County.

2.7. Should the quote for repairs or replacements change, it is both the Vendor and the County Representative’s responsibility to assure a modified Purchase Order is issued. Failure to update the Purchase Order may delay payment.

2.8. If the Vendor intends to use a Subcontractor, the Vendor must obtain written approval from the Owner prior to engagement. Subcontractor invoices shall be passed through at actual cost with no markup unless a different rate is expressly approved in writing by the Owner. Subcontractor hourly rates may not exceed the Vendor’s hourly rates listed in the Bid Schedule, and a copy of the Subcontractor’s invoice shall be submitted with each Vendor invoice.

2.9. The Vendor may only invoice for actual time at the job site. The County Representative will confirm the charges. Travel and related travel expenses will not be accepted.

2.10. The Vendor shall perform a joint inspection with the County upon completion of all work, unless waived by the County Representative. The work shall not be deemed complete until all requested documentation has been provided to the County Representative.

3. EQUIPMENT & PARTS

3.1. All equipment and parts provided and installed by the Vendor under the resultant agreement shall be new and free of defects and may require County Representative approval prior to installation. At a minimum, replacement parts and/or maintenance materials shall be based on the crane and hoist manufacturer’s recommendations.

3.2. Equipment and parts with a single item of up to $250.00 or more shall require backup documentation.

Equipment and parts may be invoiced at cost plus a non-negotiable 10% markup. Markup does not apply to tariffs, sales tax, or freight charges. All shipping or freight charges must have backup documentation.

3.3. Should the Vendor need to rent equipment to complete the project, rental charges may be invoiced at cost plus a non- negotiable 10% markup. A copy of the rental receipt shall be required with the Vendor’s invoice.

4. ASSIGNMENT OF WORK

4.1. The Vendor shall provide a company contact name, phone number and email address for all requests and shall be available twenty-four (24) hours per day, 365 days per year.

4.2. The County will issue a PURCHASE ORDER. No work shall be performed until the Vendor is in receipt of an approved purchase order.

4.3. A Purchase Order shall survive Contract expiration to allow completion of an order.

5. WORK HOURS

5.1. Normal business hours shall be 7:00 am to 5:00 pm, Monday through Friday, excluding County observed holidays, located on the County’s website. Requests outside of the normal business hours shall follow the Urgent Response listed below.

6. RESPONSE TIMES

6.1. Normal Request

• The Vendor shall acknowledge a request for a quote via email or phone call within twelve (12) hours from the time the County issued the request.

• The Vendor shall provide a written quote to the requestor via email within three (3) business days of the initial request from the County.

• The County may request that the Vendor start work within two (2) business days after a valid Purchase Order has been e-mailed to the Vendor by an appropriate County Representative.

6.2. Urgent Request

• The Vendor shall acknowledge an urgent request via email or phone call within one (1) hour of the request being sent by the County.

• The Vendor shall be on-site within three (3) hours after the County’s initial request. A response time that exceeds the three (3) hours must be approved by the County Representative.

• The County will provide a valid Purchase Order within forty-eight (48) hours of the initial urgent request.

• The Vendor shall be paid 1.5x straight time hourly rate for urgent requests regardless of the day or time the work is performed.

6.3. If the primary Vendor fails to respond within the required response times for both Normal and Urgent requests, the County will request services from the secondary and then the tertiary Vendors. If all contracted Vendors fail to perform the requested work, the County reserve the right to seek services outside of the contract.

7. BID SCHEDULE

7.1. The Bid Schedule line items 1-14 shall include all-inclusive unit pricing for preventative maintenance and certification. Line items 15-19 are hourly for all recommended repairs.

7.2. All line items in bid schedule must be completed – failure to complete all line items with an amount may deem the bidder non-responsive.

8. BID SCHEDULE ADDITIONS AND DELETIONS OF ITEMS AND SERVICES

8.1. The County may remove or add a crane and/or hoist from the Contract at any time.

9. PERMITS

9.1. The Vendor shall be responsible for permit submissions, unless otherwise instructed in writing by the

County. Permit fees will be reimbursed at cost; no mark-up shall be allowed. Supporting documentation showing the fee paid must be included with the Vendor’s invoice.

9.2. If the permit submissions require engineering services, the Vendor must use a Florida licensed Engineer with all applicable certifications.

10. SAFETY

10.1. The awarded Vendors shall comply with all Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA), the National Institute of Occupational Safety Hazards (NIOSH), the American National Standards Institute (ANSI), the National Fire Protection Association (NFPA), the Crane Manufacturers Association of America, Inc. (CMAA), National Electric Code (NEC), American Society of Mechanical Engineers (ASME), State and County regulations while performing work under the resultant Contract. The Vendor shall be responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site.

10.2. Barricades shall be provided and utilized by the Vendor when work is performed in public areas, or when deemed necessary by the County.

10.3. Hazardous conditions shall be immediately reported to the County site manager via phone call.

11. PRICE MODIFICATIONS

11.1. Price increase requests may be submitted on an annual basis after the initial term of the awarded contract.

Retroactive price adjustments are not authorized. All requests must be submitted to the County Representative or designee. Any requested adjustment shall be fully documented and submitted to the County no less than thirty (30 days) prior to the contract anniversary date. Any approved cost adjustments shall become effective as of the anniversary date or upon Procurement Director/Board approval.

11.2. Contractor shall provide supporting documentation justifying price increases (examples: Contractor’s material agreements, distributor invoices, proof of fuel increases, etc.).

11.3. County Representative or designee shall analyze prices to determine if increases are fair and reasonable using the following methods: price competition (reviewing competitive bids or offers), market prices, historical prices, or independent estimates.

11.4. Contractor shall continue to fill all purchase orders received at the current agreement prices during the review process.

11.5. The Procurement Director has the authority to approve price adjustments in accordance with the

Procurement Ordinance, as amended. The bid tabulation shall be modified with the price increases and uploaded into the County’s Finance system.

11.6. Price increase requests are not guaranteed. If approved, the Procurement Director or designee will notify the Contractor in writing with the effective date of any approved price increases. Retroactive price adjustments are not authorized.

11.7. The County may, after examination, refuse to accept the adjusted costs if they are not properly documented, are considered to be excessive, or if decreases are considered to be insufficient. In the event the County does not wish to accept the adjusted costs and the matter cannot be resolved to the satisfaction of the County, a contract termination will have to be processed.