262804MN_Project_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB #: 262804MN

IFB TITLE: SECURITY SERVICES for SCHEDULED OPENING, CLOSING, AND SAFETY

INSPECTIONS AT COUNTY PARKS

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 provide security officer services at designated Sarasota County park locations. Services may include, but are not limited to entrance gate openings and closings, visual inspections of parking and other public areas within the park, and reporting any unsafe conditions, vandalism, or evidence of illegal activity as stated herein.

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

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

Bidder must provide a minimum of two (2) references demonstrating their experience providing security services for parks or outdoor spaces at governmental, industrial, commercial, or educational properties within the past seven (7) years preceding the submission deadline in OpenGov.

3.2 Required Licenses/Certifications

3.2.1. Bidder must have a Private Security Agency Class B License issued by the Florida Department of Agriculture and Consumer https://procurement.opengov.com/portal/scgov

Services (FDACS). Required certification(s) must be achieved prior to bid opening.

3.2.2. Failure to submit proof of required licenses or certifications within five (5) business days after request from the County 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 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 provided in OpenGov.

Bidders who fail to fully complete the pricing table 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 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.

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

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.

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

Revised 10/07/20 Part II - Page 1 of 4 Prepared by PRNR Department

Sarasota County Parks, Recreation and Natural Resources requires the services of a Contractor to provide security officer services for scheduled facility opening, closing, and safety inspection services at designated County Park locations. The types of services provided include, but are not limited to, entrance gate openings and closings, visual inspections of parking lots or structures and other public areas within the park, and reporting any unsafe conditions, vandalism, or evidence of illegal activity.

1. CONTRACTOR RESPONSIBILTIES

A. Contractor must have at least one employee on site that can effectively communicate in English.

B. 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.

C. Contractor shall participate in performance and project report meetings as deemed necessary by the County.

D. Contractor must maintain a Florida Department of Agriculture and Consumer Services (FDACS) - Private Security Agency Class B License throughout the term of the Contract and provide proof of licensure within five days of any County requests.

E. Contractor's employees performing security services must hold a FDACS Security Officer Class D License and shall carry this license on their person while performing the services set forth in this Scope of Services, providing proof of licensure immediately upon request by the County.

F. Contractor's staff providing onsite services shall:

i. be familiar with Sarasota County Code of Ordinances, Chapter 90, Article II. Use of Parks, Beaches and Public Land, provided in Attachment A and linked here:

https://library.municode.com/fl/sarasota%20county/codes/code%20of% 20ordinances?nodeId=PTIICOOR_CH90PAREPULA_ARTIIUSPABEPULA

ii. be properly attired in a neat and clean uniform that clearly identifies them as an employee of Contractor,

iii. possess a valid State Driver's License while at a County site or facility,

iv. possess a mobile phone, and

v. be in a clearly identified Contractor vehicle that remains on pavement, designated parking areas, or other driving surfaces at all times observing marked speed limits (15 mph if not marked).

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

https://library.municode.com/fl/sarasota%20county/codes/code%20of%20ordinances?nodeId=PTIICOOR_CH90PAREPULA_ARTIIUSPABEPULA https://library.municode.com/fl/sarasota%20county/codes/code%20of%20ordinances?nodeId=PTIICOOR_CH90PAREPULA_ARTIIUSPABEPULA

Revised 10/07/20 Part II - Page 2 of 4

H. All employees of Contractor shall be considered to be, all times, the sole employees of the Contractor, under the Contractor’s sole direction, unless the use of sub-contractors has been approved by the County.

2. FACILITY LOCATIONS AND SCHEDULE

A. The current list of all Park locations is provided in Attachment B - Parks Master List. Contractor may be required to perform services at any of these locations throughout the term of the Contract. The County reserves the right to add or delete locations from this list.

B. Currently, 20 Park locations require scheduled open and/or close services and safety inspections on various days throughout the week. Those locations are shown on the example of Scheduled Service Locations Report provided in Attachment C. Each month, the County will confirm the schedule by providing Contractor with an updated Scheduled Service Locations Report via email no later than ten (10) calendar days prior to the beginning of each month.

C. Temporary closures: There may be occurrences of temporary facility closures (example: flooding after a storm) during a scheduled service month. When that occurs, the County will provide Contractor with 24- hours' notice of the closure to cease service and also provide 24-hours' notice of a re-opening to resume service.

D. Contractor shall be required to provide services on County observed Holidays.

No additional fees shall be invoiced to the County when this occurs. The following are County observed holidays: New Year's Day, Martin Luther King Jr. Day, President's Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Thanksgiving Friday, Christmas Eve Day, Christmas Day, New Year's Day.

3. REQUIREMENTS

A. Facility Opening - Contractor shall:

i. Open the facility by 6:00am; however no earlier than 5:00am, unless otherwise noted on the Scheduled Service Locations Report provided monthly to Contractor by the County.

ii. Inspect the facility by foot or vehicle to ensure public safety.

Restrooms should be inspected to ensure they remain locked and unoccupied. Report all unsafe conditions, signs of vandalism, evidence of illegal activity such as fire, burglary, cruelty to animals, removal of plants, fungi, or animal life or material, unauthorized entry by a person or vehicle, broken water lines/sprinklers, and areas of concern immediately by phone to Parks On Call at (941) 375-9791.

iii. Contractor shall provide written documentation of any reported incidents via email to the County's Administrative Agent no later than 24 hours from the time of incident.

B. Facility Closing - Contractor shall:

i. Secure the facility no later than 1 hour after the closing time and no

Revised 10/07/20 Part II - Page 3 of 4 more than 30 minutes before the closing time, unless otherwise indicated on the Scheduled Service Locations Report provided monthly to Contractor by the County. Closing times provided shall be based on the latest sunset times, plus 30 minutes, each month, unless otherwise noted.

ii. Inspect the facility on foot or by vehicle to ensure public safety and to verify that no unauthorized vehicles or patrons remain in the facility.

Restrooms should be inspected to ensure they are unoccupied and locked.

a. Sarasota County Government vehicles displaying a County logo or a vehicle exhibiting a parking permit issued by Sarasota County on the front windshield of the vehicle are authorized to remain at a facility during non-operating hours, and do not need to be reported to Parks On Call.

b. For all non-occupied unauthorized vehicles remaining at the facility after closure, Contractor must report these vehicles on the written daily report per Section 3.C. The information provided in that report should include the vehicle's make, model, color, and license plate number.

c. Report all unsafe conditions, signs or vandalism, evidence of illegal activity such as fire, burglary, cruelty to animals, removal of plants, fungi, or animal life or material, unauthorized entry by a person or vehicle, broken water lines/sprinklers, etc., immediately by phone to Parks On Call at (941) 375-9791.

d. Contractor shall provide written documentation of any reported incidents via email to the County's Administrative Agent no later than 24 hours from the time of incident.

C. Reporting - Contractor shall:

i. Provide the County a daily report detailing the previous day's scheduled opening and closing activities. The report should include at a minimum: service date, actual times each site was opened and/or closed, Contractor staff name providing the service, reported incidents/issues, photos, and staff comments. Photos included should show locked-in vehicles, including the license plate number, the locked or unlocked gate, including the lock, and any areas of concern noted in the report.

ii. The daily report shall be provided via email to the County’s Administrative Agent each morning for the previous day’s services.

D. Keys

The County will issue keys, as necessary, to provide access to designated service areas. Contractor shall assume full responsibility for any theft, misuse, or loss of issued keys and shall bear the cost of re-keying all locks

Revised 10/07/20 Part II - Page 4 of 4 operated by those keys. Keys shall not be duplicated under any circumstances and must be returned to the County upon contract completion or termination.

4. INVOICING AND PAYMENT

A. Services shall be invoiced at the hourly rate provided on the Fee Schedule.

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

C. Contractor shall invoice the County monthly for services provided the previous month. Contractor's documented failure to open or close a facility within the specified time as indicated on the Scheduled Service Locations Report will result in non-payment for that service.

(END PART II)

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract.

Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

262804MN PART III Insurance