262811RM_Project_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

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

IFB #: 262811RM

IFB TITLE: ODOR CONTROL MULCH BED MEDIA REFURBISHMENT & REPLACEMENT

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 annual media refurbishment services over a four-year period and to perform a full replacement of its odor control media in the fifth year of service at the mulch beds at County-owned public utility vacuum stations 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 references demonstrating their

experience providing odor control mulch bed refurbishment services withing the past seven (7) years preceding the submission deadline in OpenGov. A minimum of 2 references are required.

3.1.2. Only references submitted at the time of bid submittal in the format specified by the County will be used to verify qualifications have been met.

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

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

4.0 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 posted in OpenGov.

5.0 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.

6.0 SUBMITTAL DOCUMENTS

6.1 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.

6.2 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.

7.0 AWARD

7.1 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.

7.2 In the event of a tie, the IFB tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

7.2.1. 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.

7.3 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

IFB Part I Revised 10/6/25 Page 3 of 4 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

7.4 Contract

A draft of the contract that the successful bidder(s) will be expected to sign (a Purchase Agreement) 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

8.0 PRICING

8.1 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.

8.2 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.

9.0 COUNTY WORKPLACE COMPLIANCE

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

9.2 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.

9.3 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.

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

IFB Part I Revised 10/6/25 Page 4 of 4 employees: name, date of birth, social security number and green card (if applicable).

9.5 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.

PART II

SCOPE OF SERVICES

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1. OVERVIEW

A. The County requires the annual refurbishment and full replacement, at the end of a five-year service life or as requested by the County, of its odor control media in the mulch beds at County-owned public utility vacuum stations as stated herein:

i. VPS-019-0003, Barcelona, Area A, 4757 Barcelona Ave (fenced)

ii. VPS-055-0004, Carter, Area C, across from 1350 Carter Ave

iii. VPS-057-0007, Goldenrod, Area D, 2744 Goldenrod St.

iv. VPS-061-0006, Webber (West), Area K, 4010 Webber St.

v. VPS-062-0005, Java Plum (Webber East), Area K, 4851 Webber St.

(fenced)

vi. VPS-075-0002, Pine Terrace, Area F, 2368 Pine Terrace (fenced)

vii. VPS-076-0001, Red Rock, Area E, 3987 Camino Real (fenced)

viii. VPS-076-0008, Wilkinson, Area N, 2631 Wilkinson Rd (fenced)

ix. VPS-088-0009, Ruby Lane, Area O-P, 5508 Ruby Lane (fenced)

B. The sites listed herein are those currently anticipated to be maintained by the Contractor. However, the County reserves the right to add or remove locations at any time by issuing a written modification or work order. Any added locations shall be paid at the rates established for the other locations in the Contract Fee Schedule.

C. Attachments:

i. Attachment A – Mulch Bed Design is provided to illustrate the design and requirements of a typical odor control mulch bed.

ii. Attachment B – Mulch Bed Locations provides photographs of locations that require mulch media refurbishment/replacement.

2. SCOPE OF SERVICES

A. Refurbishment of Mulch Media

i. The Contractor shall perform annual refurbishment of the mulch media at each designated site, commencing each year upon issuance of a work order.

ii. Prior to the commencement of any work on the mulch media inside the mulch beds, Contractor shall conduct atmospheric testing to determine the presence and concentration of hydrogen sulfide (H₂S).

In the event such gases are detected, Contractor shall implement all prescriptive mitigation measures and protective practices as required under the Occupational Safety and Health Administration (OSHA) 29 Code of Federal Regulations (CFR) 1910 and CFR § 1926.1207 regulations, including, without limitation, those pertaining to

Prepared by Public Utilities Department Part II - Page 2 of 7 permissible exposure limits, respiratory protection, and confined space entry. Upon verification by the Contractor that atmospheric conditions within the work area are safe for performance of the work, Contractor shall proceed with the turning and aeration of the mulch bed media. Contractor shall employ tools, equipment, and procedures that ensure effective turning, loosening, and aeration of the mulch media while maintaining the integrity of the bed liner, underdrain, and filter fabric.

iii. Turning Process:

a. Prior to commencing work, Contractor shall turn off the water supply to the irrigation system.

b. Contractor shall gently agitate and rotate the mulch material to promote uniform aeration, break up compacted areas, and restore porosity.

c. Contractor shall conduct operations from outside the bed perimeter using extended-handled or mechanical tools capable of reaching the full bed area.

d. Contractor shall maintain even depth and avoid displacement of mulch beyond original design elevations.

iv. Contractor shall maintain the depth and heights of the mulch media in accordance with Attachment A, including forming an even crown height down the middle of the mulch beds.

a. If, after turning the mulch, the required crown elevation as prescribed in Attachment A cannot be achieved, Contractor shall add additional mulch media as necessary to reach and sustain the specified elevation.

b. Contractor shall then turn and blend the mulch media again to ensure a uniform volume.

c. Only the mulch media specified in Attachment A shall be used.

v. No employees of the Contractor shall step inside the bed at any time.

vi. All aeration methods shall minimize disturbance to underlying components and prevent compaction or contamination of the media.

Contractor may use any combination of the following non-invasive or light mechanical tools suited to the conditions of the site:

a. Hand Tools: Non-metallic rakes, pitchforks, or shovels for shallow turning near edges and confined areas.

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b. Low-Impact Mechanical Agitators: Small, remote-controlled agitators equipped with adjustable tines and load-spreading tracks to distribute weight evenly and avoid liner damage.

c. Portable Aeration Devices: Pneumatic or rotary aerators capable of mixing the upper layers of the mulch without penetrating the liner or filter fabric.

vii. Any damage caused by the Contractor to the fabric filter inside the mulch bed shall be repaired immediately with a chemically resistant geotextile material as prescribed in Attachment A, at no additional cost to the County.

viii. When work is completed, Contractor shall turn the irrigation system back on to operational mode at each site prior to leaving the location.

B. Removal and Replacement of Mulch Media

i. In the fifth year of service, or when requested by the County, Contractor shall replace all of the media material inside each bed.

ii. Contractor shall turn off the water supply to the irrigation system within the mulch bed.

iii. Contractor shall remove and properly dispose of all existing mulch media from the mulch bed.

iv. Contractor shall not allow any of the removed media materials to contact the ground/earth. A non-pervious tarp, bag, or the like, for staging is acceptable.

v. All removal and disposal of materials shall be in compliance with current Florida laws germane to the handling of hazardous waste (Chapter 62-730 of the Florida Administrative Code and title 40 CFR Parts 260-271).

vi. Once the mulch bed has been emptied of media, Contractor shall inspect the fabric filter for damage. If damage is found, Contractor shall provide an estimate to the County’s project manager indicating the complete cost to repair in accordance with the Contract Fee Schedule. The County shall provide written approval prior to the commencement of repairs. Contractor shall apply a percentage markup for materials as specified on the Contract Fee Schedule.

vii. Any damage to the fabric filter inside the mulch bed shall be repaired immediately with a chemically resistant geotextile material as prescribed in Attachment A.

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viii. Contractor shall fill the mulch bed with the mulch media as prescribed in Attachment A.

C. When work is completed, Contractor shall turn the irrigation system back on to operational mode at each site prior to leaving the location.

D. When Contractor adds or completely replaces mulch media, Contractor shall submit to the County’s Project Manager a manifest from the supplier indicating that the mulch media is certified in accordance with Florida Department of Transportation (FDOT) and Florida Department of Environmental Protection (FDEP) requirements (FDOT Section 987-2.3, Type “Y”) as specified in Attachment A.

3. CONTRACTOR RESPONSIBILITIES

A. Contractor shall provide and be responsible for all labor, equipment, materials, transportation, fuel, disposal, permitting, certifications, and all other resources required to perform the services requested herein.

B. Contractor shall ensure that no employees are prohibited from working in public spaces near children.

C. Contractor shall maintain a safe and clean work site to comply with all federal, state, and local environmental and anti-pollution laws, ordinances, codes, and regulations.

D. Contractor shall have at least one (1) employee on site who can effectively communicate in English with the County staff and the public.

E. Contractor shall provide a qualified employee (“agent”) who is present during the course of work, who shall act as a fully authorized agent of the Contractor and who is capable of making on-site decisions. The agent shall be knowledgeable of all procedures and practices applicable to the contracted service requirements and conditions.

F. Contractor shall not leave the site with the mulch bed open and exposed.

G. Contractor must completely secure the work site before leaving.

H. Contractor may only store equipment and materials directly related to the services at the work site.

I. Contractor shall coordinate the staging area with County’s Project Manager to ensure that vehicular access is maintained to allow the County to manage operations.

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

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K. 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.

L. Contractor shall perform site visit(s) to ascertain existing conditions of the sites prior to performing work.

M. Contractor personnel shall be equipped with a means of communicating with Contractor and/or County. All trucks and other service vehicles shall be equipped with proper safety equipment and identification.

5. COUNTY RESPONSIBILITIES

The County shall ensure Contractor has adequate access to each location, including staging space for the equipment and materials.

6. ASSIGNMENT OF WORK/RESPONSE TIME

The County shall issue a Purchase Order (PO) and Work Order(s) (WO) to the Contractor for the requested services. Contractor shall be adequately staffed and equipped with all necessary resources to respond to the request.

A. Contractor, upon receipt of the PO and WO, shall mobilize within ten (10) calendar days, and the work shall be completed at all locations within 60 calendar days, or as outlined in the WO.

7. HOURS OF WORK

A. Standard working hours are defined as Monday through Friday between 8:00 a.m. – 6:00 p.m. Eastern Standard Time.

B. Weekend, after/early hours, and holiday work may be performed, at the Contractor’s convenience, upon written approval of the County. There shall be no additional fees considered for performing services outside of standard working hours.

8. INVOICING

A. Invoicing and payment shall be as described in the General Terms and Conditions for Solicitations, Section 3.27 Invoicing.

B. Contractor’s invoice(s) shall include the County’s PO number and WO number.

C. Contractor’s invoice(s) shall clearly show the total costs as reflected on the PO and on any documentation related to the work.

D. Contractor shall invoice at the rate for each site as listed on the Contract Fee Schedule. All trip charges, mileage, vehicle charges, fuel, travel time, materials, equipment and labor shall be included in the lump sum price for

Prepared by Public Utilities Department Part II - Page 6 of 7 each site. No additional costs, aside from reimbursable items stated herein, shall apply.

E. Reimbursable items shall be listed on a separate line on the invoice.

Disposal fees will be reimbursed at Contractor’s cost. Contractor shall provide supporting documentation clearly showing the cost paid. No percent markup shall apply.

F. Charges for tax must be pre-approved by the County’s Project Manager and on a separate line item on the invoice.

G. Contractor’s invoices for labor, parts, and materials shall include documentation clearly showing the total cost paid by the Contractor for the parts/materials, indicating the percent markup and labor rate as listed on the Contract Fee Schedule.

9. WARRANTY

All labor and materials provided by the Contractor shall be fully warrantied from the date of the County’s Final Acceptance of the work, for a period of one

(1) year or for the standard warranty period provided by the Contractor. This section shall survive the termination or expiration of this Agreement. The date of final acceptance is the date of payment of the invoice(s).

10. HEALTH AND SAFETY

A. Contractor shall follow current Occupational Safety and Health Administration (OSHA) guidelines for working with hydrogen sulfides (H2S).

Contractor shall follow the OSHA recommendations for working conditions of time-weighted average exposure and short-term exposure limits, act appropriately and as necessary, when working, to maintain safety and acceptable exposure levels for its staff and the public.

B. Contractor shall bear full responsibility for ensuring that all its employees comply with such regulatory requirements and shall take all necessary steps to eliminate, control, or otherwise mitigate the harmful effects of said gases prior to and during the performance of the work.

C. Contractor, including its onsite staff, shall be certified by OSHA in Confined Spaces prior to performance of any work in confined spaces.

D. As needed, after determining the atmospheric conditions, Contractor shall utilize a confined space entry permit while performing the services requested herein. The permit shall verify that all pre-entry preparations for working on the mulch beds have been completed. Furthermore, the duration of the entry permit shall not exceed the time required to complete the assignment.

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i. Entry permits must include, but are not limited to:

a. Name of permit space to be entered and authorized entrant(s)

b. Competent attendants and individuals authorized to work on the site

c. Name and signature of Contractor’s supervisor who authorized entry

d. Purpose of entry

e. Known space hazards (example: H2S poisoning)

ii. Contractor is responsible for posting any confined space permit documentation in an obvious place on site when necessary pursuant to OSHA 1910.146.

E. The air in and around the work site must be continuously tested for the presence and concentration of H2S using test equipment to measure the levels of H2S at the work site. Contractor shall determine if fire/explosion precautions are necessary at each site.

i. If the H2S levels are lower than 100 parts per million (ppm), an air-purifying respirator (face mask) may be used if the filter cartridge/canister is appropriate for H2S.

ii. Atmospheres containing high concentrations (greater than 100 ppm) are considered immediately dangerous to life and health, and a self-contained breathing apparatus (SCBA) is required.

a. If the H2S levels are above 100 ppm, a full facepiece pressure demand SCBA with a minimum thirty (30) minute service life is required, or a combination full facepiece pressure demand supply air respirator with an auxiliary self-contained air supply is needed.

iii. Eyes shall be protected at all times with proper-fitting goggles, especially if a full-face respirator is not used.

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.