262805KR_Project_Documents.pdf

INVITATION FOR QUOTES (“IFQ”) – PART I

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

IFQ #: 262805KR

IFQ TITLE: BIOMEDICAL SHARPS DISPOSAL

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 pick up and disposal of biomedical sharps from specific locations and supply sharps containers. Offerors are required to comply with Part II, Scope of Services/Work Specifications.

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 two (2) references demonstrating their experience providing the pick up and disposal of biomedical sharps and supplying sharps containers within the past five

(5) years preceding the submission deadline in OpenGov.

3.2 Required Licenses and/or Certifications

3.2.1. Offeror must be a registered Florida Department of Health Biomedical Waste Transporter. Registration must be active at the time of bid opening. Required registration must be achieved prior to bid opening.

3.2.2. Failure to submit proof of required registration within five (5) business days after request from the County may result in offeror being declared non-responsive.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFQ, reference to https://procurement.opengov.com/portal/scgov

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

IFQ Part I Revised 10/6/25 Page 3 of 4 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(s) 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

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

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

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 provided the original quote plus contingency does not exceed $150,000. 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/WORK SPECIFICATIONS

I. MOBILIZATION AND COLLECTION OF BIOMEDICAL WASTE

A. Contractor shall transport all biomedical wastes in accordance with Chapter 64E-16, Florida Administrative Code Biomedical Waste.

B. Contractor shall provide the County with a proposed pick-up schedule in calendar format, via email for each site identified in Attachment A within ten

(10) business days after execution of the contract. The required calendar format is provided in Attachment B.

i. Proposed pick-up schedule shall meet the service needs for each pick-up location identified by Attachment A.

ii. Proposed pick-up schedule shall include a minimum of two (2) pick-ups every twenty-eight (28) calendar days, scheduled at least fourteen (14) calendar days apart, for each pick-up location.

iii. Proposed pick-up schedule shall be approved by the County, in writing, prior to beginning of service.

C. Contractor shall submit any proposed changes to the schedule a minimum of one week in advance of such changes via email for County’s approval. The County shall approve or deny requests within two (2) business days.

D. The County may need to arrange unscheduled pick-ups at locations listed in Attachment A. In those instances, the County shall notify Contractor in writing of the request. Contractor shall respond in writing via email to the County’s Administrative Agent the date the pick-up shall occur.

E. Contractor shall complete requested unscheduled pick-ups within three (3) business days of County’s initial request.

II. OPERATION REQUIREMENTS

A. Contractor shall transport biomedical sharps to treatment facilities that are permitted by the Florida Department of Health, per Chapter 64E-16.008(6), Florida Administrative Code.

B. Contractor shall store biomedical sharps at storage facilities that are permitted by the Florida Department of Health per Chapter 64E- 16.008(6), Florida Administrative Code.

C. Contractor shall provide proof of permits to the County on an annual basis, as well as within 5 business days of any County request.

III. SUPPLIES

A. Contractor shall provide each location with biomedical waste disposal bags that meet the requirements of 64E-16.004(2)(c) of the State of Florida Department of Health Bureau of Community Environmental Health Chapter 64E-16, Florida Administrative Code.

i. Biomedical waste disposal bags provided shall be compliant with

Chapter 64E-16, of the Florida Administrative Code:

https://www.floridahealth.gov/environmental-health/biomedical-waste/red-bag-list.html

B. Contractor shall provide 30-gallon disposable corrugated cardboard boxes to each site for the consolidation of sharps containers.

C. Contractor shall label boxes in accordance with 64E-16.005(1)(b) of the State of Florida Department of Health Bureau of Community Environmental Health Chapter 64E-16, Florida Administrative Code.

D. Contractor shall provide Multi-Purpose Sharps Container with Sliding Lids to each location as needed (sample monthly and yearly estimates are provided in Attachment A) and according to the specifications below:

i. 1 gallon, red container with clear sliding lid;

ii. Temporary and permanent closure;

iii. Clear locking top with large horizontal load opening;

iv. Nestable container;

v. Easy, simple assembly;

vi. Containers lock for final disposal;

vii. Plastics and pigments safe to autoclave or incinerate;

viii. For countertop use or mounted on a wall.

E. Contractor shall be solely responsible for all the loading and unloading of sharp’s containers, bags, supplies, or associated items and shall not accept any assistance from any person not employed by Contractor.

IV. PLANS

A. Contractor shall generate a biomedical waste operating plan for the management of biomedical waste and all sharps pick-up processes including, but not limited to, methods of transportation, drop-off and disposal per the State of Florida Department of Health-Biomedical Waste, Chapter 64E- 16.003(2), Facility Policies and Procedures of the Florida administrative Code.

i. Contractor shall provide the County with operating plan via email within ten (10) business days of execution of this contract.

ii. Any updates to the operating plan must be emailed to the County within ten (10) business days prior to such updates taking effect.

B. Contractor shall provide the County with an adaptable biomedical waste operating plan for each pick-up location on an annual basis. Plan template can be found at:

https://www.floridahealth.gov/environmental-health/biomedical-waste/_documents/BiomedicalWasteOperatingPlan.pdf

i. Contractor shall provide the County with biomedical waste plans via email within ten (10) business days of execution of this contract and annually thereafter at contract anniversary.

C. The biomedical waste operating plan shall serve as a guide to the employees https://www.floridahealth.gov/environmental-health/biomedical-waste/red-bag-list.html https://www.floridahealth.gov/environmental-health/biomedical-waste/red-bag-list.html https://www.floridahealth.gov/environmental-health/biomedical-waste/_documents/BiomedicalWasteOperatingPlan.pdf https://www.floridahealth.gov/environmental-health/biomedical-waste/_documents/BiomedicalWasteOperatingPlan.pdf who handle biomedical waste per Chapter 64E- 16.003(2)(a), Facility Policies and Procedures of the Florida Administrative Code.

V. MANIFESTS

A. Contractor shall provide the County with manifests for each scheduled or unscheduled pick-up. Manifests shall include the number of sharp containers collected from the locations, pounds collected, and type of sharp container.

B. Contractor shall provide the County via email, manifests, certificates of destruction, invoices, and logs of each item that was collected from the point of generation to the point of disposal on a monthly basis.

VI. CONTRACTOR RESPONSIBILITIES

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

B. Contractor will coordinate work so that there is minimal to no interruption to daily work at any location.

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

D. Contractor is required to participate in performance and project report meetings as deemed necessary by the County.

E. Contractor is responsible for implementing safety procedures to protect all surfaces and personnel not included in this scope from any safety hazard (i.e., spill of biomedical sharps) associated with the activities in supplying and disposing of the sharp’s containers.

VII. INVOICING

A. Contractor shall submit all invoices to the address designated on the purchase order for payment according to the agreed upon price in the Fee Schedule.

Each invoice shall have a copy of the corresponding manifests attached as listed in Section V above.

B. Contractor shall invoice scheduled and unscheduled pick-up on a monthly basis. Invoices for scheduled and unscheduled pick-ups shall include the following:

i. Purchase Order Number

ii. Site location

iii. Date of collection

iv. Number and type of boxes collected at each site

v. Pounds of material collected at each site

VIII. MODIFICATIONS TO ASSETS

A. Current site locations and average monthly usage included in Attachment A.

B. If sites are added or deleted, the Administrative Agent will provide the updated listing to Contractor. The unit pricing in the Fee Schedule shall apply to any new site added.

C. Changes will take effect when the revised Attachment A is provided to the Contractor. Contractor will add or delete site from the schedule and provide County with an updated calendar.

D. For payment purposes, the Contractor will attach the then-current Attachment A with each invoice submitted.

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. PROFESSIONAL LIABILITY: Consultant agrees to maintain Professional Liability insurance, or equivalent Errors & Omissions Liability insurance, with limits not less than $1,000,000 per claim/occurrence and in the aggregate for professional services rendered under this contract. If coverage is written on a claims-made basis: a. Any retroactive date shall precede the effective date of this contract; b. Consultant shall provide certificates of insurance evidencing the required coverage for a period of two years after final payment under this contract is made, or provide evidence showing Consultant has obtained a two year extended reporting period endorsement.

262805KR Part III