262795FB_Solicitation_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/6/25 Page 1 of 5

IFB #: 262795FB

IFB TITLE: ELEVATORS & CONVEYANCE SYSTEM SERVICES

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 Contractor to provide conveyance system preventative maintenance and repair services for elevators, dumbwaiters, escalators, moving sidewalks, platform lifts and stairway chairlifts, as defined in Florida Statute 399.01(3) as stated herein.

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 within the past seven (7) years preceding the submission deadline in OpenGov. At least one (1) reference must be for a governmental institution.

3.1.2. Bidder must provide at least two (2) references for

preventative maintenance and repair services for traction and hydraulic elevators.

3.1.3. Bidder must provide at least one (1) reference for preventative maintenance and repair services for each of the following:

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

IFB Part I Revised 10/6/25 Page 2 of 5

a. wheelchair lifts and/or dumbwaiters

b. escalators

3.1.4. 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 that qualifications have been met.

3.2 Required Licenses/Certifications

3.2.1. Bidder must be licensed by the Florida Department of Business and Professional Regulation (DBPR) as a State of Florida Registered Elevator Company (as per Florida Statute Chapter 399, Elevator Safety Act).

3.2.2. License must be active at time of bid submittal.

3.2.3. Failure to submit proof of required licenses or certifications within three (3) 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 2 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 2. 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 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

IFB Part I Revised 10/6/25 Page 3 of 5 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 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 attached to this solicitation as an Excel file. Bidders who fail to fully complete the Pricing Table, in the format provided, and submit the completed Pricing Table with their bid 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.

IFB Part I Revised 10/6/25 Page 4 of 5

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

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 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.

11.0 COUNTY WORKPLACE COMPLIANCE

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

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

IFB Part I Revised 10/6/25 Page 5 of 5

11.2 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.

11.3 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.

11.4 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).

11.5 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.

(End of Part I)

PART II

SCOPE OF SERVICES

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1. OVERVIEW

Contractor shall provide elevator and conveyance system preventative maintenance (PM) and repair services for elevators, dumbwaiters, escalators, moving sidewalks, platform lifts and stairway chairlifts, as defined in Florida Statutes, Section 399.01(3). Services shall be provided monthly for preventative maintenance and on an as-needed basis for repair services as required by the County. County conveyances are listed on Attachment A – Conveyance Systems Locations.

2. CONTRACT REQUIREMENTS

A. Contractor shall ensure that only State of Florida Certified Elevator Technicians perform maintenance and repair services on County conveyances.

B. Contractor shall possess and maintain for the duration of the contract, State of Florida Certified Elevator Technician Certificates for all employees that perform maintenance services at County facilities. Contractor shall submit proof of required certifications or licenses within five (5) business days after request from the County.

C. All parts, and components installed, regardless of size and function, shall be 100% non-proprietary. Where an exception must be made, Contractor shall first obtain written permission from the County. Installation of proprietary software, parts and/or components, in the absence of written permission to do so, shall require Contractor to remove said installation and reinstall as required, at the sole cost of Contractor.

D. Lubricants used shall be those recommended by manufacturer’s engineering specifications and requirements. It is the responsibility of Contractor to stock routine replacement parts.

3. PREVENTATIVE MAINTENANCE SERVICES

A. At the time of contract implementation, the County and Contractor shall meet to coordinate a PM schedule that takes into account County-observed holidays, hours of work and Contractor schedules. It is required that the County know in advance when maintenance is being performed.

B. Contractor shall maintain all equipment under this Contract in first-class operating condition to comply with all requirements of the current American National Standards Institute (ANSI)/American Society of Mechanical Engineers (ASME), A17 Elevator Safety Standards.

C. Contractor shall maintain the efficiency, safety, and rated speeds of the units including full running speed, acceleration, deceleration, landing and leveling and floor-to-floor time, including door opening and closing time where power-door operation exists, all per manufacturer’s specifications as indicated by code requirements.

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D. Contractor shall provide monthly PM services to include, but not be limited to:

i. All labor, materials, parts, and equipment necessary to ensure safe and proper running condition of all conveyances; and

ii. Inspection of each unit’s component parts and operation; and

iii. Adjustment, lubrication, cleaning, repairing, or replacing parts and mechanisms as necessary to keep the equipment in proper, safe operating condition; and

iv. Contractor’s technician shall complete a Maintenance Task Log for each conveyance system PM service. Examples of logs are attached as, Attachment B – Maintenance Task Logs, reflecting the tasks that were performed during monthly PM services. Contractor may use their own versions of these attachments with review and approval by the County prior to implementation.

v. The original maintenance task log shall be retained in the mechanical room of the conveyance. If there is no mechanical room, the paperwork is kept onsite at an agreed location with the County.

E. PM costs are all-inclusive; however, if during the course of PM services, Contractor determines repair services are needed, Contractor will not be responsible for the following costs, which would be covered under Section 4 Repair Services:

i. Material costs and markup for the repair, refinishing or replacement of balustrades, trim, moldings, or power lines to escalators.

ii. Maintenance of conveyance cabs or cars including panels, floor, handrails, cabs and hoistway door frames and sill, and hoistway enclosures.

iii. Materials costs and markup for repair or replacement work, which is necessitated by reason of negligence on the part of the County, accident or misuse of equipment and apparatus by the County, or due to any other causes beyond the Contractor’s control, including door entrance, cars, and fixtures.

iv. Installation of new attachments on the equipment that are non-existent on the date of the Contract.

F. New Monthly PM Service Locations: Occasionally the County may require PM services at a new County owned or operated site or require revisions to a site due to site changes.

i. The County shall provide Contractor with a Conveyance PM Monthly Services Quote form, attached as Attachment C, when services for a new or revised site are needed.

ii. Contractor shall have ten days from the date of County’s request to respond by completing and returning the PM Monthly Services Quote form.

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iii. The Conveyance PM Monthly Services Quote, if accepted by the County, shall be effective for the new or revised services for no longer than 120 days while the County prepares a written amendment to the Term Contract to add or revise the fee schedule at the price outlined in the Conveyance PM Monthly Services Quote form.

G. In conjunction with the County’s contracted Certified Elevator Inspector (CEI), Contractor shall perform inspections and safety tests as required by the American Standard Safety Code for Elevators, Dumbwaiters and Escalators including but not limited to a five-year full load and full speed test and annual tests as required by current codes. All required testing shall be done in the presence of the County’s designated CEI.

H. Contractor shall cooperate with the CEI and inspection process of all County conveyances, at no additional cost. Contractor will promptly respond to the CEI’s requests and inquiries and shall keep the County fully apprised.

Inspections and certification are to be done in a cooperative and timely manner. Contractor shall provide prompt and completed paperwork required for inspection and certification to the State of Florida.

4. REPAIR SERVICES (Outside of PM Services)

A. Contractor shall provide repair and part replacement services, which do not fall within the preventative maintenance scope, in cases of vandalism or other causes beyond the County or Contractor’s control. These services will be paid based on the Contractor’s hourly rate as listed on the Fee Schedule.

B. Contractor shall complete a service log for each elevator conveyance system, reflecting the repairs that were performed, to comply with all requirements of the current ANSI) ASME, A17 Elevator Safety Standards.

The original service log shall be retained in the mechanical room of the conveyance. If there is no mechanical room, the paperwork is kept onsite at an agreed location with the County.

C. Contractor shall order all parts for repair services. All part orders must be manufactured by the Original Equipment Manufacturer (OEM). If the OEM parts are not available, parts equal in quality may be substituted with prior written approval from the County. Contractor shall charge their actual cost for materials plus the materials markup as listed on the Fee Schedule for repair services.

i. The County reserves the right to determine the urgency and necessity of emergency shipping, and the County shall be responsible for any such charges (i.e., overnight shipping) incurred as a result. At the request of the County, by phone or in writing, Contractor shall perform all tasks for expediting the work and shall include the emergency shipping and other expediting costs in their invoice. Any emergency shipping costs shown on the invoice shall also designate, by name, the County employee who authorized the shipping.

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ii. Prior to the County’s express acceptance of delivery of products, Contractor assumes full responsibility for all transportation, transportation scheduling, packing, handling, insurance, and other services associated with delivery of all products deemed necessary under this scope of services.

D. For all repair service requests initiated by the County, Contractor shall complete the repair by the end of the service call. In the event repairs cannot be completed with the initial response, Contractor shall make every effort to provide limited repair to the system such that it can function effectively until complete restoration can be made.

5. PROJECT ESTIMATES

A. Contractor shall provide project-based services, including but not limited to conveyance modernizations, interior cab remodeling, or controller updates.

The total estimated cost of such services, inclusive of contingency, shall fall below the threshold established under Florida Statutes § 255.05(1)(d) for payment and performance bond requirements for projects undertaken for any county, municipality, political subdivision, or public authority— currently set at $200,000.00 but subject to future revision.

B. Contractor shall provide project estimates to include the scope of work, the estimated length of the project, and a detailed cost estimate, which includes the number of work hours, materials, special equipment, and permits. The County shall add a 10% contingency to the total project estimate to be used only with prior written approval by the County.

C. Contractor hourly rates and markup percentages shall be in accordance with the contract’s Fee Schedule for project services.

D. Contractor shall verbally respond within 24 hours acknowledging County request for project estimate. Contractor shall issue a written estimate within five business days, unless otherwise mutually agreed between County and Contractor.

E. Contractor shall not charge the County for a project estimate.

F. Contractor shall provide an estimated start date to provide the County with an idea of when Contractor will be available to start the project.

G. If unforeseen or unknown issues arise not within the scope of the original proposal, resulting in additional costs to the project, Contractor shall provide a revised proposal with the same criteria that is required for the initial project estimate and indicate the additional costs that will be required from the contingency funds. In no instance shall the total cost of the project exceed the threshold established under Florida Statutes § 255.05(1)(d) for payment and performance bond requirements for projects undertaken for any county, municipality, political subdivision, or public authority.

H. No additional work shall commence until the County approves the revised proposal. Evidence of the County’s approval will be through a change order to the original purchase order (PO).

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6. CONTRACTOR RESPONSIBILITIES

A. Contractor shall follow all current best practice procedures as determined by industry standards or as directed by the County.

B. Contractor shall coordinate yearly inspection schedules with the County and CEI, prior to inspection dates. Contractor shall be accompanied by County staff during the inspection process.

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

D. 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.

E. Contractor shall provide a qualified employee who shall be present during the course of work, who can make on-site decisions, and shall act as a fully authorized agent of Contractor. The qualified employee shall be knowledgeable about all procedures and practices applicable to the contracted service requirements and conditions.

F. All Contractor’s personnel shall have access to cell phone or radio to communicate with each other, any subcontractors and the County.

G. Contractor’s employees shall have identification, including a uniform or lanyard with badges for the staff identifying the company name.

H. Contractor’s vehicles shall have identification (i.e., a sign affixed to the vehicle) and be equipped with proper safety equipment as required by transportation authorities.

I. Contractor shall coordinate work so that there is minimal to no interruption to daily work at any location and shall notify the County whenever on County property to perform requested work.

J. Meeting Attendance

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. Performance and Project Report Meetings: Contractor shall be required to participate in performance and project report meetings as deemed necessary by the County, during the term of the contract.

iii. 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.

K. Contractor shall provide the County’s AA with either:

i. The phone number of their answering service that is monitored 24-hours per day for emergency response, or

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

iii. If the phone number or points of contact change during the duration of the contract, Contractor shall immediately notify the County’s AA of the change and provide updated information.

L. All correspondence between the County and Contractor concerning services within the scope of this agreement shall contain the contract number, work order (WO) number (if provided) and PO number.

M. 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.

N. 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 work performed by Contractor, from the work site.

O. Contractor shall document and report all safety-related incidents on the project site immediately to the County’s Project Manager or the County’s

AA.

P. All material stored at a County facility by Contractor or subcontractors working for Contractor to be used in work performed at that facility must be stored in an approved area, authorized by the County representative in charge of the project.

i. Stored tools, equipment and materials (all parts and pieces), belonging to Contractor or a representative (subcontractor) of Contractor, and stored at a County site, will be the sole responsibility of Contractor.

The County shall not be held liable for missing or stolen items.

ii. If required by the County, and within 48 hours written notice by the County’s Project Manager or AA, Contractor shall remove any stored tools, equipment and materials from County sites.

Q. Contractor shall be responsible for any and all permitting and must send a copy of the permit to the County’s project manager, as listed on the County’s PO, prior to commencing work.

R. Contractor shall, under no circumstances, remove any equipment containing a County asset sticker. Contractor shall notify the County’s project manager or AA by phone or in writing that equipment identified for removal contains an asset sticker. Once the asset tag is removed by County staff, Contractor may proceed with removal.

7. BACKGROUND CHECKS

A. Contractor’s personnel may be required to have unescorted access to County and Judicial offices and other areas containing certain criminal justice records and is now required by federal and state law to submit to an electronic criminal background check, fingerprinting and a biannual short

Prepared by General Services Department Part II - Page 7 of 10 training program provided by the Florida Department of Law Enforcement (FDLE). An authorization and consent for release of personal information form must be completed and acknowledges that Sarasota County Government and the Sarasota County Sheriff’s Office may conduct an investigation of criminal history information on file in local, state or federal agencies. A Secure Criminal Justice Information Services (CJIS) Facilities Addendum is attached hereto and incorporated herein and details the security requirements.

B. All Contractor personnel who will perform services in designated Sarasota County facilities must pass FDLE’s CJIS background checks. Sarasota County will provide the forms to Contractor for completion. Said forms will be forwarded to the County to perform the background checks for acceptance or rejection before Contractor’s personnel may enter County facilities to provide the services herein described.

C. The County reserves the right, in its sole discretion, to preclude or deny access to any person known to be or thought to be a security risk. Failure of Contractor’s personnel who will perform services in Sarasota County facilities to pass the CJIS clearance may result in termination of the Contract.

D. Contractor shall ensure that unauthorized persons cannot gain access to rooms, areas, or buildings under the control of their personnel. At no time shall Contractor violate building and/or room security by propping doors or gates open and leaving them unattended unless the County has provided its own security door monitor. All gates, entrance and exit doors shall be secured at all times.

E. Contractor staff working in the 12th Judicial Circuit Court buildings will also be required to complete an “Authorization and Consent for Release of Personal Information and Criminal Background Check” form provided by the Court.

F. All work performed at the County’s jail facilities shall require Contractor’s employees to provide a Vendor Tool Inventory pursuant to the rules and regulations of the Sarasota County Sheriff’s Office. The County’s jail facilities shall provide Contractor’s employees with the Vendor Tool Inventory form to complete as directed by County Jail staff. The Vendor Tool Inventory form requires Contractor to list all inventory brought into the jail and out of the jail, which shall be verified by County jail staff.

8. HOURS OF WORK

A. Contractor shall be available to perform requested services at the times specified by the County, which include normal business hours, after normal business hours, weekends, and County observed holidays.

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

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ii. After Normal Business Hours are defined as Monday through Friday 5:01 p.m. – 6:59 a.m., weekends, and County observed Holidays.

B. Emergency service may occur during normal business hours and after normal business hours.

C. Any service performed outside of normal business hours requires verbal or written pre-approval of the County.

9. DISPATCH OF WORK / RESPONSE TIME

The County will designate each request for dispatch of work as either a PM inspection, repair service, or installation. The County will designate whether a request for service is an emergency or a non-emergency situation.

A. Preventative Maintenance - PM services will be dispatched by means of a phone call or email and may include a WO number.

i. PM service dates shall be coordinated with the County through a mutually agreeable schedule.

B. Service Calls – Requests for service will be dispatched by means of a phone call or email, followed up with a WO number.

i. The County will designate each repair service request as either an emergency or a non-emergency situation.

ii. The WO number must be referenced in all correspondence, including invoicing.

C. Non-Emergency Service Calls: Service calls for non-emergencies shall be dispatched by means of a phone call or email.

i. Contractor shall verbally respond to non-emergency service requests within 24 hours of notification.

ii. The County reserves the right to schedule times and dates for performance of non-emergency services.

iii. Unless approved by the County by phone or in writing (via email), the date of service shall not be greater than five business days from the date of the initial service request.

iv. If a WO number is issued, this number must be referenced on all correspondence, including invoicing.

D. Emergency Service Calls: Service calls for emergencies shall be dispatched by means of a phone call; the County shall follow up with written documentation to Contractor regarding that request.

i. Contractor shall be available for emergency service seven days a week, 24 hours a day.

ii. Contractor shall verbally respond to each request for emergency service within one hour of notification and shall have a qualified person on site within two hours of the initial notification.

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iii. Contractor shall invoice the County at the applicable emergency rate as indicated on the Fee Schedule.

E. Contractor must respond to the County by phone or in writing as to the status of all work within 24 hours of the County’s request. This response shall occur after any change in project status.

10. RENTAL EQUIPMENT

A. The use of rental equipment may be required. This is for equipment that is used on occasion, not in the regular course of the scope of services described herein.

B. The cost of the rental equipment will be paid at Contractor’s actual cost from the rental facility plus the percentage mark-up on the Fee Schedule.

A mark-up on sales tax will not be allowed. Rental is for active use. Payment for inactive use will not be allowed. Written approval from the County is required prior to the rental of this equipment.

11. INVOICING

A. Preventative maintenance inspections shall be invoiced at the end of each month and at the rate listed on the Fee schedule.

B. Repair services shall be invoiced within two weeks of completion of work.

The invoice shall clearly indicate the County’s WO number and PO number.

Contractor shall indicate on the invoice if it is the final billing.

i. Contractor shall invoice for time spent on the job for repair services, at the hourly rate listed on the Fee Schedule. Hourly charges are to begin when the appropriate technician arrives at the jobsite. All trip charges, mileage, vehicle charges, travel time and labor shall be included in the hourly rate.

ii. If parts and materials are listed on Contractor’s invoice, Contractor shall provide supporting documentation (such as a quote or invoice) indicating the cost paid to the supplier. The markup claimed by Contractor shall be listed separately (either by total or by individual item) for ease of review and payment by the Clerk of the Circuit Court Finance Office.

iii. Rental equipment costs shall clearly show the description of the rental equipment used, number of hours or days of active use on the jobsite, and a copy of the rental equipment invoice shall be submitted with Contractor’s invoice.

iv. Subcontracted services invoiced by Contractor shall include a copy of the subcontractor’s invoice to Contractor. Contractor’s percentage markup, as listed on the Fee Schedule, shall be listed separately.

v. Permit charges on Contractor’s invoice shall include a copy of the receipt from the permitting authority and shall clearly show the cost paid by Contractor for the permit. The County shall only pay the

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vi. Tax and shipping costs shall be listed separately on Contractor’s invoice and shall be reimbursed at cost. No percentage markup is allowed.

12. 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.

13. PERMITS

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

14. SUBCONTRACTING

A. Any use of subcontractors shall be approved by phone or in writing by the County.

B. Contractor shall be reimbursed at the bid line-item price for the work of the subcontractor. In the event there is no line item for such work, Contractor will be reimbursed for the actual cost of the subcontractor’s work plus the percent markup listed on the contract Fee schedule.

(End of 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 $5,000,000 each occurrence and in the aggregate. Coverage shall follow the terms of the underlying insurance, including the additional insured provisions.