262814KR_Project_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

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

IFB #: 262814KR

IFB TITLE: DISASTER LOGISTICS 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 suppliers to provide disaster-related logistics services in support of Sarasota County disaster response and recovery operations. Contractor shall provide all personnel and equipment to perform logistics support and transportation services, including vehicles staffed with a driver and co-driver responsible for loading, securing, transporting, and offloading cargo, 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

3.1.1. Bidder must provide two (2) verifiable commercial, industrial, or governmental references within the past seven (7) years preceding the submission deadline in OpenGov demonstrating their experience providing:

a. Ground transport operations

b. Loading and offloading operations

c. Load configuration https://procurement.opengov.com/portal/scgov

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

3.1.2. 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 qualifications that have been met.

3.2 Required Licenses/Certifications

3.2.1. Bidder must have an active United States Department of Transportation Number issued by the Federal Motor Carrier Safety Administration. Required registration number must be active at time of bid opening.

3.2.2. Failure to submit proof of required registration number with bid submittal may result in bidder being declared non-responsive.

4.0 RESPONSIBILITY

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 may 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 required licenses/certifications, and equipment/labor 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.

5.0 ALTERNATES

5.1 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.

5.2 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.

5.3 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.

IFB Part I Revised 10/6/25 Page 3 of 5

5.4 A bid containing a substitution that has not been approved by the County shall be disqualified.

6.0 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.

7.0 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.

8.0 SUBMITTAL DOCUMENTS

8.1 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.

8.2 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.

9.0 AWARD

9.1 It is the intent of the County to award up to two (2) contracts to the responsive and responsible bidders submitting the lowest total bid prices. Unless otherwise noted, bidders must submit a price for every line item to be considered for award.

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

9.2.1. 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.

9.3 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

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

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

9.4 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

10.0 PRICING

10.1 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.

10.2 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 Bidder 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.

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.

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

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

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.

12.0 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/WORK SPECIFICATIONS

Revised 10/07/20 Part II - Page 1 of 5 Prepared by Emergency Services Department

1. OVERVIEW

A. Contractor shall provide disaster-related logistics services in support of Sarasota County (County) disaster response and recovery operations.

Contractor shall provide personnel and equipment to perform three-phase logistics support and transportation services:

i. load from staged location – loading dock, storage bay, or similar

ii. transport point to point in Contractor provided vehicle, and

iii. offload to receiving area – loading dock, storage bay, or similar

B. Contractor shall provide trained and licensed operators for all contracted vehicles and equipment. All drivers and co-drivers must maintain a Commercial Driver’s License (CDL) recognized by the State of Florida appropriate to their assigned vehicle(s).

C. Contractor must maintain an active United States Department of Transportation Number issued by the Federal Motor Carrier Safety Administration for the duration of the contract.

2. REQUIREMENTS

A. Contractor shall provide all necessary equipment and personnel to perform required logistics functions to support the County’s before and immediately after disasters.

B. General Requirements of Transportation Logistics: Each vehicle contracted for services shall include at a minimum, a driver and co-driver who will be responsible for loading, securing, transporting, and offloading cargo.

Contractor is responsible for providing small material handling equipment (MHE) such as rolling dollies and pallet jacks.

C. Vehicle Fleet Requirements: Contractor shall maintain a vehicle selection that includes: (Minimum cargo box dimensions: length x width x height)

i. 16 ft box truck with ramp (15 ft x 7 ft x 6 ft)

ii. 26’ box truck with ramp (25 ft x 8 ft x 7 ft)

iii. 26’ box trucks with lift gate (25 ft x 8 ft x 7 ft)

iv. Semi-truck with 53’ trailer, w/o lift gate (52 ft x 8 ft x 9 ft)

v. Semi-truck with 53’ reefer trailer, w/o lift gate (52 ft x 8 ft x 9 ft)

vi. Semi-truck with 53’ trailer, with lift gate (52 ft x 8 ft x 9 ft)

vii. Semi-truck with 53’ reefer trailer, with lift gate (52 ft x 8 ft x 9 ft)

viii. Semi-truck with flatbed capable of transporting 1ea 40’ or 2ea 20’ intermodal containers

D. Flatbed and Heavy Handling Requirements: Contractor team shall include at a minimum a driver and co-driver, and is responsible for loading, securing, transporting, and offloading cargo. Contractor shall provide MHE such as rolling dollies, pallet jacks, and a 2-ton (or larger) ‘moffett’ style piggy-back forklift.

i. Flatbed Vehicle options:

Revised 10/07/20 Part II - Page 2 of 5

a. Truck with 32’ flatbed and trailer mounted forklift (2 Ton lift / Contractor operated)

b. Truck with 48’ flatbed and trailer mounted forklift (2 Ton lift / Contractor operated)

E. Intermodal Container Service

i. Intermodal container 20ft – includes drop off, up to 1 month leave time, and pick up

ii. Intermodal container 40ft – includes drop off, up to 1 month leave time, and pick up

iii. Extended leave time beyond one month – subject to a prorated daily charge

F. Contractor shall transport equipment and supplies to, from, and within County. Shifts will routinely include multiple local short-haul trips.

G. County equipment and supplies to be transported may include:

i. Rolling storage racks with wheels containing 10 emergency folding cots per rack (approx. rack dimensions are 38in x 43in x 80in high)

ii. Wheeled chrome wired storage cages with supplies (approx. cage dimensions are 40in x 28in x 70in high)

iii. Plastic collapsible bulk containers with pet crates (approx. container dimensions are 48in x 40in x 39in high)

iv. Palletized (48in x 40in x approx. 60in high) supplies and equipment including water, Meals Ready to Eat (MRE), construction supplies, and other pre-configured loads

v. Other supplies and equipment within the weight and handling capabilities of the equipment and vehicles provided

H. Inventory Management: accurate inventories must be maintained for every load.

i. Contractor and County representative will conduct a joint inventory for each cargo load at the loading point.

ii. Contractor shall maintain a manifest, signed by both parties, which verifies the quantity and condition of equipment and supplies being transported.

iii. Contractor and County representative will use the manifest to document the equipment and supplies at the receiving point. A County representative will sign for receipt of cargo once the equipment and supplies are off-loaded. Copies shall be maintained by both parties.

iv. Any losses or damages shall be documented on the manifest.

3. ASSIGNMENT OF WORK

A. Service requests will be dispatched by the County by means of a telephone call and confirmed via email, and a work order number will be issued.

Contractor shall verbally respond to each request for service within eight

(8) hours of initial notification.

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B. Work order number must be referenced on all correspondence, including invoicing.

C. Requests for Logistics Services will be assigned to the Contractor best able to meet the need and timeline, in the sole opinion of the County.

4. ACTIVATION AND DEPLOYMENT

A. Contract Activation

i. The County will notify Contractor via phone or email of its intent to activate the contract. The County will provide an overview of anticipated needs as part of the initial notification.

ii. Contractor responds via phone or email within 12 hours of notification confirming ability to support the County (or declining with a stated reason).

iii. The County will confirm details and reporting location and identify a County point of contact or designee for the activated event.

iv. Contractor shall provide estimated costs in accordance with the contract fee schedule.

v. The County will issue a Purchase Order (PO) to Contractor.

B. Mobilization and Check-in

i. Contractor shall mobilize all required equipment and personnel, as specified by the County, for the assignment, and on arrival at the specific reporting location will check in with the designated point of contact.

ii. The County designee will verify Contractor vehicles and equipment are of the type and kind specified in the contract and purchase order.

County designee will review and verify the condition of contracted vehicles and equipment on arrival and make note of any concerns or discrepancies.

iii. Contractor begins performing transport assignments as directed by the County designee or the contract Administrative Agent.

C. Cancellation and Cessation

i. The County may cancel or cease services for any Purchase Order at any time.

ii. Only the services specified in the issued Purchase Order shall be performed.

iii. Contractor shall not charge the County for cancellations that occur prior to mobilization.

iv. For cancellations that occur after Contractor has mobilized, but before check-in, Contractor may charge 50% of the one-day rate (using the contract fee schedule) for mobilized equipment and vehicles.

v. Cessation of services and demobilization may only be ordered by the Administrative Agent or their designee. Upon written notification via email of cessation of services, Contractor shall complete required

Revised 10/07/20 Part II - Page 4 of 5 transportation assignments and then relocate vehicles and equipment to the designated check-out location.

vi. The final day may be charged as a full day (not pro-rated) in order to allow for check-out and demobilization.

D. Check-out and Demobilization

i. Contractor shall report with required equipment and vehicles to the designated check-out location.

ii. County designee will review and verify the condition of contracted vehicles and equipment prior to Contractor departure and make note of any concerns or discrepancies.

iii. County will notify Contractor via the provided business email of the demobilization order, completion of inspections, and departure times.

E. Invoicing

i. Contractor shall submit invoices using the instructions provided in the Purchase Order. Every invoice must include the purchase order number in the header.

ii. All costs must be in accordance with the contract fee schedule and only include services required by the purchase order.

5. CONTRACTOR RESPONSIBILITIES

A. Contractor shall coordinate daily with the County designee for in-progress assignments and may be required to participate in daily planning meetings.

B. Contractor may be responsible for loss or damage to equipment or supplies incurred while performing services under the contract. Contractor shall report any damage or losses incurred during the transport process to the County designee or Administrative Agent. Contractor shall also report any damage to its personnel, property, or equipment sustained while performing services under this contract.

C. Damage to Contractor equipment caused by County employees will be reported to the County designee or Administrative Agent for resolution.

Where feasible, photos should be taken to document any such damage.

D. Contractor must be able to write and verbally communicate effectively in English.

E. Contractor personnel shall wear appropriate personal protective equipment while conducting loading and unloading operations, and at a minimum shall wear work boots, gloves, and ANSI Class 2 safety vests at all times.

F. Contractor shall provide all necessary operators, support staff, and equipment to complete the assigned work as identified in the purchase order.

G. Contractor is responsible for sustainment of personnel and equipment. This includes food, lodging, fuel, and maintenance. All sustainment costs shall be included in daily rates unless otherwise specified.

Revised 10/07/20 Part II - Page 5 of 5

H. Contractor must maintain its equipment in good working order. On-road vehicles must maintain compliance with the Florida Commercial Motor Vehicle Manual, also known as the Florida Motor Carrier Trucking Manual.

If vehicles or equipment require repairs which cannot be completed on site, Contractor shall remove the item and provide a replacement at no cost to the County.

(Manual: https://www.flhsmv.gov/pdf/cve/2016truckingmanual.pdf) https://www.flhsmv.gov/pdf/cve/2016truckingmanual.pdf

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. PROPERTY COVERAGE (COUNTY PROPERTY): Contractor agrees to maintain Bailee’s Customer Property insurance, All Risk Property insurance, or equivalent coverage for County property in the care, custody and control of Contractor. Limits shall not be less than full replacement cost for the amount of County property in Contractor’s possession.