262793WG_Project_Documents.pdf

INVITATION FOR QUOTES (“IFQ”) – PART I

IFQ Part I Revised 10/6/25 Page 1 of 4

IFQ #: 262793WG

IFQ TITLE: LIQUID CARBON DIOXIDE AND OXYGEN 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 selecting a supplier to provide rental cylinder services and gas refills of liquid carbon dioxide (CO2) and liquid Oxygen (O2) for the County’s Mosquito Management Program on an as-needed basis for an initial term of three years. 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 references demonstrating their

experience providing the following:

a. Liquid carbon dioxide (CO2) cylinder rental and refill services

b. Liquid oxygen (O2) cylinder rental and refill services

3.1.2. Two (2) references are required for each criterion above.

References must be for services provided within the past seven (7) years preceding the submission deadline in OpenGov. 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

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

IFQ Part I Revised 10/6/25 Page 2 of 4

3.2.1. Offeror shall be required to meet all requirements of Part II, Section 3.A 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 Offeror(s) to provide evidence demonstrating it satisfies all requirements of Part II, Section 3.A. Failure of the Offeror to provide evidence of requirements that demonstrate the Offeror's ability to perform a Scope of Services to the County's satisfaction may result in a determination by the County that the Offeror 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

In the event a meeting and/or site visit is scheduled it 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

IFQ Part I Revised 10/6/25 Page 3 of 4 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 table 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

A draft of the contract that the successful Offeror 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 https://www.scgov.net/government/procurement/contract-templates

IFQ Part I Revised 10/6/25 Page 4 of 4

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.

PART II

SCOPE OF SERVICES

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

1. INTRODUCTION

The County’s Mosquito Management Program uses liquid Carbon Dioxide (C02) in 10lb and 20lb cylinders to trap mosquitoes year-round. The County also uses liquid Oxygen (02) to aid in the transportation and survival of mosquito fish that are bred by the County for mosquito control. The County requires the ability to rent and refill cylinders of CO2 and O2 on an as-needed basis.

2. LIQUID CARBON DIOXIDE AND OXYGEN SPECIFICATIONS

A. CO2 supplied by Contractor shall meet the following specifications:

i. Industrial grade of 99.5%

ii. Delivered in aluminum cylinders

a. 20lb CO2 size

b. 10lb CO2 size

B. O2 supplied by Contractor shall meet the following specifications:

i. Industrial grade of 99.5%

ii. Delivered in steel cylinders

a. 50 to 60 cubic feet size

3. CONTRACTOR RESPONSIBILIIES

A. Every Contractor driver transporting cylinders must have a Florida Commercial Driver License (CDL).

B. Contractor shall be required to provide supporting documentation to the County annually, as well as within five (5) business days from any County request, that provides verification of the liquid gas cylinders “Hydrostatic Pressure Test” testing results, indicating the tanks are in compliance with the Department of Transportation (DOT) regulations.

C. Every Contractor crew shall have at least one employee on site that can effectively communicate in English with the County staff and with the general public.

D. 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.

4. PRICING

Contractor’s pricing shall be inclusive of all costs necessary to supply this scope of services. No additional costs/fees will be paid by the County. Rental fees are for rental of the cylinder only, and do not include the cost of the cylinder’s contents. Cylinder contents (liquid CO2 or O2) are charged separately as refills.

5. DELIVERY REQUIREMENTS

A. Product shall be delivered in accordance with Federal Regulations, Title 49, Part 173.301.

PART II

SCOPE OF SERVICES

Revised 10/07/20 Part II - Page 2 of 2 Prepared by Health and Human Services Department

B. Product shall be delivered to the following location:

Sarasota County Mosquito Management Services 16500 Honore Ave Nokomis, FL 34275

i. Delivery Hours: Monday-Friday 8:00 AM- 2:00 PM.

ii. No deliveries on weekends or County observed holidays.

iii. Contractor shall unload delivery.

iv. Delivery shall be Free on Board (FOB) destination.

v. If products are available to order online, the County will place an online order which will be considered the Work Order.

vi. If products are not available via online web order, the County will contact Contractor via email. Upon confirmation from Contractor, the County will issue a Work Order.

vii. Contractor shall complete product delivery within five (5) business days after receipt of the work order.

viii. Any need for extension of delivery time frame must be approved in writing (via email is acceptable) by the County.

6. PRODUCT ACCEPTANCE

A. Upon delivery, the County will inspect and determine if the delivery and the product is acceptable and as specified herein.

B. If the product or delivery does not meet specifications herein, at the County’s discretion, the County will reject and communicate any deficiencies with Contractor.

C. If the shipment is rejected, it shall be Contractor’s responsibility to remove the product from the County’s location, at no expense to the County, and provide another product shipment delivery within 48 hours or remove it from the invoice.

7. INVOICING

A. Rental, refill, and delivery shall be invoiced at the rate provided on the Fee Schedule.

i. Rental charges shall be invoiced monthly.

ii. Refill charges shall be invoiced upon delivery of product.

iii. Delivery charges shall be invoiced upon delivery of the product; only one delivery charge shall be assessed for each delivery, regardless of the number of products being delivered.

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 each occurrence and in the aggregate. Coverage shall follow the terms of the underlying insurance, including the additional insured provisions.