262825MKM_Solicitation_Documents.pdf

INVITATION FOR QUOTES (“IFQ”) – PART I

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

IFQ #: 262825MKM

IFQ TITLE: PETROLEUM STORAGE TANK TESTING AND INSPECTION SERVICES

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 contractor to provide petroleum storage tank testing and inspection services as stated herein. Offerors are required to comply with Part II, Scope of Services.

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 a minimum of two verifiable commercial, industrial, or governmental references demonstrating their experience providing testing and inspection services for petroleum products storage tanks within the past seven years preceding the submission deadline in OpenGov.

3.1.2. At least one (1) reference must be for a governmental

institution.

3.1.3. A single reference may be used to verify multiple

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

3.2 Required Licenses and/or Certifications

3.2.1. Offeror must be a Certified Pollutant Storage Systems

Contractor. License(s) must be active at the time of bid https://procurement.opengov.com/portal/scgov

IFQ Part I Revised 10/6/25 Page 2 of 5 opening. Required certification(s) must be achieved prior to bid opening.

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

3.3 Responsibility

Offeror shall be required to meet all requirements of Part II, Section 4 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 Offeror(s) to provide evidence demonstrating it satisfies all requirements of Part II, Section 4. Failure of the Offeror to provide evidence of requirements that demonstrate the Offeror’s ability to perform the Scope of Services to the County’s satisfaction may result in a determination by the County that the Offeror is non-responsible.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFQ, 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 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.

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

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 for a three-year term, including line items for percent markup and/or percent discount.

Unless otherwise noted, offerors must submit a price for every line item to be considered for award.

8.1.1. The Contractor awarded this IFQ #262825MKM Petroleum

Storage Tank Testing and Inspection Services shall not be eligible for award of either of the following solicitations:

a. IFB #262827MKM Petroleum Storage Tank Repair Services

b. IFB#262829MKM Petroleum Storage Tank Corrosion Control & Painting Services

8.1.2. If the lowest responsive and responsible Offeror for this IFQ is also considered the lowest responsive and responsible Bidder for either or both solicitations identified in 8.1.1 a. or 8.1.1. b. above, the County shall contact the Offeror to determine Offeror’s preference 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

IFQ Part I Revised 10/6/25 Page 4 of 5 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 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 https://www.scgov.net/government/procurement/contract-templates

IFQ Part I Revised 10/6/25 Page 5 of 5 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.

(End of Part I)

PART II

SCOPE OF SERVICES

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1. OVERVIEW

Sarasota County requires a Contractor to provide testing, retesting and inspection services for County-owned storage tank systems containing petroleum products such as gasoline, diesel fuel, diesel exhaust fluid (DEF) and motor oil.

Petroleum storage tanks (PST) are any one or combination of above-ground storage tanks (AST), underground storage tanks (UST) and all connecting pipes that contain petroleum products. The storage tanks range in size from approximately 100 gallons to 30,000 gallons. Construction consists of steel and concrete tank exteriors and secondary containment basins.

These tanks are located throughout the County and managed by multiple departments within the County. A list of qualifying tanks can be found in Attachment A – Sarasota County Petroleum Storage Tank List, as part of the solicitation.

2. TESTING, RETESTING, AND REPORTING SERVICES

A. Contractor shall provide annual and three-year testing and retesting services, including reporting for all fuel, fueling sites and oil storage tanks as required and in accordance with 62-761, Florida Administrative Code (F.A.C.).

B. Annual Testing shall not exceed 12 months between testing to certify the functionality of the tanks and systems.

i. UST annual testing shall include:

a. Operability testing of all installed release detection devices, gauges and sensors.

b. Operability testing of all installed overfill protection and detection devices, gauges and sensors.

c. Operability testing of all leak detection sensors on fuel station tank systems and sumps.

d. Operability testing of line leak detectors.

e. Hydrostatic testing of single-walled spill buckets and double-walled spill buckets that failed and are regulated under the provisions of single-walled testing requirements.

ii. AST annual testing shall include:

a. Operability testing of all installed release detection devices, gauges, and sensors.

b. Operability testing of all installed overfill protection & detection devices, gauges, and sensors.

c. Operability testing of line leak detectors.

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C. Three-year Integrity Testing services shall not exceed 36 months.

i. UST three-year testing shall include:

a. Dispenser sumps

b. Double-walled spill buckets

c. Line secondaries

d. Piping sumps

e. Storage tanks

f. Submersible turbine pump sumps

ii. AST three-year testing shall include:

a. Dispenser sumps

b. Line secondaries

c. Piping sumps

D. Retesting services for both UST and AST are required if any of the tests fail.

i. Contractor shall return to perform the test again after repairs have been completed. The County will notify Contractor when retesting services are ready to be scheduled. The retesting schedule shall be agreed upon by both parties, but in no case be greater than fourteen

(14) calendar days of notification by the County, unless mutually agreed to in writing by both parties.

ii. Contractor shall be entitled to charge another fee at testing rate as listed on the contract Fee Schedule for the retest being performed.

E. Expedited testing or retesting for both UST and AST.

i. Expedited testing or retesting may be required to meet FDEP compliance.

ii. Expedited service is defined as provided within five (5) calendar days of notification by the County.

iii. Contractor will be notified by phone and the County will follow up in writing via email confirming the scheduled date.

F. Reporting services for both UST and AST are required.

i. Contractor shall prepare and provide to the County, via email and within two (2) weeks of testing or retesting services, all reports and additional required reporting in accordance with 62-761, F.A.C.

ii. All reports shall include, but not be limited to:

a. FDEP Facility Identification (ID) and Tank ID number.

b. Tank capacity and content.

c. Type of component and model (if available).

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d. Location of the component respective to tank, i.e., on a remote box, generator panel, top of tank, etc.

e. Status of audible alarms, i.e., can or cannot be heard by a fueling technician during refueling operation.

f. Pictures of any failed components and the reason why they failed.

3. VISUAL INSPECTION SERVICES

A. Contractor shall provide, on an as-needed and upon request basis by the County, visual inspection services for both UST and AST based on the criteria established in Attachment B – Storage Tank Annual Visual Inspection Checklist.

B. Contractor shall complete a visual inspection of the tank and tank system parts in conjunction with annual leak detection and operability testing, including, but not limited to, components for corrosion, labeling, damage, end of service life, or recommended upgrades.

C. Contract shall provide photos and recommendations for repairs, replacement, and the like.

D. Contractor shall prepare and provide a report to the County, via email and within two (2) weeks of inspection.

4. CONTRACTOR REQUIREMENTS

A. Contractor shall ensure that a Certified Pollutant Storage System Specialty Contractor (certified by the Department of Business and Professional Regulation) performs all testing services. Contractor shall furnish proof of certification upon County request.

B. Contractor shall comply with all federal, state and local regulations.

C. Contractor shall comply with all OSHA fall protection requirements while performing services on storage tanks.

D. Contractor shall take appropriate precautions against leaks, spills, overfills and other fuel discharges and shall clean up and remediate the area in compliance with the U.S. Environmental Protection Agency (EPA) requirements at no cost to Sarasota County.

i. Fuel spilled into overspill containments during nozzle connection and disconnection shall be appropriately recycled and not discharged onto the ground at the facility.

ii. Spills exceeding five gallons shall be immediately reported to the County’s onsite representative and the County’s Administrative Agent

(AA).

iii. Spills of 25 gallons or more shall be immediately reported to the State of Florida Department of Environmental Protection (FDEP), National Response Center, Public Notice of Pollution, the County’s onsite representative, and the County’s AA.

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iv. Spills of any amount into storm drains, ditches, or waterways shall be immediately reported to the State of Florida Department of Environmental Protection (FDEP), National Response Center, Public Notice of Pollution, the County’s onsite representative, and the County’s AA.

v. Contractor shall be accountable to recover, assess and remediate fuel spills to a “no further action” determination by the EPA and the County.

E. Contractor shall ensure conditions on the work site reflect good housekeeping and safety practices at all times. The Contractor shall be responsible for all trash and debris disposal from the work site.

5. CONTRACTOR RESPONSIBILITIES

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

B. Contractor shall coordinate testing or inspection schedules with the County prior to scheduling dates. Contractor shall be accompanied by County staff during the testing or inspection process.

C. 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.

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

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

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

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

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

I. Meeting Attendance

i. Mandatory Kick-Off Meeting: Upon approval of the contract, Contractor shall attend a mandatory kick-off meeting with County representatives to discuss important information related to the contract and scope of services.

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

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iii. The County shall not be responsible for payment to Contractor for any briefings or meetings held between the County and Contractor, as these meetings are to the mutual benefit of both parties.

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

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

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

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

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

L. Contractor is responsible for any damage to County or third-party property caused by Contractor or their employees. Contractor shall report all damage on the site immediately to the County’s Project Manager or the County’s AA. Restoration shall be made to the County’s satisfaction.

M. Contractor shall ensure conditions on the work site always reflect good housekeeping and safety practices. Contractor shall be responsible for all trash and debris disposal, resulting from work performed by Contractor, from the work site.

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

AA.

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

i. Stored tools, equipment and materials (all parts and pieces), belonging to Contractor, and stored at a County site, will be the sole responsibility of Contractor. The County shall not be held liable for missing or stolen items.

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

iii. All tools, equipment, and materials must be removed from the County site upon completion of work.

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

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6. HOURS OF WORK

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

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

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

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

7. DISPATCH OF WORK / RESPONSE TIME

The County will designate each request for dispatch of work as a testing, retesting or inspection service. The County will designate if the request needs to be expedited.

A. Non-Expedited Testing or Retesting services will be dispatched by means of a phone call or email and may include a work order (WO) number.

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

B. Expedited Testing or Retesting services shall be dispatched by means of a phone call; the County shall follow up with written documentation to Contractor regarding that request.

i. Contractor shall be available for expedited service within five (5) calendar days of the request.

ii. Contractor shall verbally respond to each request for expedited service and mutually agree to a service date over the phone or by email within one (1) business day of the initial notification.

C. Contractor must respond to the County by phone or in writing as to the status of all testing, retesting or inspection service calls within 48 hours of the County’s request. This response shall occur after any change in project status.

8. INVOICING

A. Contractor shall invoice the County within two weeks of completion of the work. The invoice shall clearly indicate the County’s WO number and PO number. Photos of all component failures and areas of concern associated with the testing, retesting or inspection, shall be included with invoice. The preferred method is to include the photos embedded into a .PDF file.

B. Contractor shall only invoice for testing, retesting or inspection rates as indicated on the contract fee schedule. All trip charges, mileage, vehicle charges, travel time and labor shall be included in the testing or inspection rates.

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C. Testing or retesting rates shall be at the rate listed on the contract fee schedule.

9. WARRANTY

All work and materials provided by the Contractor shall be fully warrantied from the date of County’s acceptance of the work for a period of one year, or for the standard warranty period provided by the Contractor or by the materials manufacturer, whichever is greater.

(End of Part II)

PART III – INSURANCE REQUIREMENTS

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

CONTRACTOR’S INSURANCE

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

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

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

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

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

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

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

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

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

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

PART III – INSURANCE REQUIREMENTS

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

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

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

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

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

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

D. POLLUTION LIABILITY: Contractor agrees to maintain Pollution Liability coverage with limits not less than $1,000,000 per claim/occurrence for bodily injury, property damage and environmental damage from sudden and gradual occurrences resulting from pollution conditions arising out of the work or services performed under this contract (including any transportation and disposal of hazardous materials or pollutants). Coverage shall include, but not be limited to, third party liability, clean up, corrective action including assessment, remediation and defense costs. If coverage is written on a claims-made basis: a. Any retroactive date shall precede the effective date of this contract; b. Contractor 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 Contractor has obtained a two year extended reporting period endorsement.