262846RM_Project_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

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

IFB #: 262846RM

IFB TITLE: 2026 SMALL WATER METER PARTS

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting a supplier to supply and deliver the requested small meter fittings in accordance with the specifications provided herein. The County will not accept used, refurbished, or any other sub quality standard.

Bidders are required to comply with Part II, 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 references demonstrating their

experience providing small water meter parts within the past ten (10) years preceding the submission deadline in OpenGov. A minimum of one (1) reference is 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.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFB, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall not be construed as limiting https://procurement.opengov.com/portal/scgov

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

4.2 If a bidder wishes to make a substitution in the specifications, the bidder shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

4.3 To be considered, substitutions must be submitted to the Procurement Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

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

5.0 PRE-BID MEETINGS

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.

6.0 SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a bid. Bidders are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with bidder’s response in OpenGov. Bidders who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Pricing

All bidders must complete the Pricing Table provided in OpenGov.

Bidders who fail to fully complete the pricing table in OpenGov may be found non-responsive.

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

8.0 AWARD

8.1 It is the intent of the County to award a contract to the responsive and responsible bidder submitting the lowest total bid price. Unless otherwise noted, bidders must submit a price for every line item to be

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

8.2.1. To be considered, tied bidders will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.3 Preferences

Bidders wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this bid, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this bid due to grant funding requirements

8.4 Contract

A draft of the contract that the successful bidder(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

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

IFB Part I Revised 10/6/25 Page 4 of 4 an initial contract for a greater not-to-exceed amount than that submitted by the Bidder.

10.0 COUNTY WORKPLACE COMPLIANCE

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

10.2 Parking – The Bidder’s representatives shall abide by all parking restrictions. The Bidder’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

10.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities.

Any person known or thought to be under these influences will be escorted off County property.

10.4 Security - The Bidder must adhere to all Sarasota County security procedures. The Bidder’s work force shall be made up of persons legally authorized to perform work in the United States. The Bidder shall, at the County’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

10.5 Identification - The Bidder shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. The Bidder shall require all employees to wear a company uniform, which shall include the name of the employee and the company. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the Bidder’s responsibilities herein.

PART II

SPECIFICATIONS

2/17/2026 Part II - Page 1 of 3

1. OVERVIEW

Contractor shall supply and deliver the requested small meter fittings in accordance with the specifications provided herein. The County will not accept, used, refurbished, or any other sub quality standard.

2. DEFINITIONS

A. "Approved Equal" shall be defined as having the same, or higher quality, standards of performance, design, and requisites (no variances) as required for the requested product as deemed so by the County.

B. "AISI" denotes the American Iron and Steel Institute.

C. "ANSI" denotes the American National Standards Institute.

D. "AWWA" denotes the American Water Works Association.

E. "ASTM" denotes the American Society for Testing and Materials.

F. “NSF” denotes NSF International formerly known as National Sanitation Foundation.

G. “SDWA” denotes Safe Drinking Water Act.

3. TECHNICAL SPECIFICATIONS: Products shall comply with the following technical specifications:

A. Made in the USA or foreign-made parts of equal quality. The County is the sole judge of foreign-made part acceptability. Parts larger than one and one-half inch (1 ½”) that are used in the water distribution system shall comply with NSF/ANSI 61 standards. All parts shall conform to ANSI/AWWA/ASTM and Sarasota County Code Article III Uniform Water, Wastewater, and Reclaimed Water Systems Section 126-81.

https://library.municode.com/fl/sarasota_county/codes/code_of_ordinance s?nodeId=PTIICOOR_CH126UT_ARTIIIWAWARESYCO

B. All waterworks and plumbing brass materials supplied shall comply with the maximum lead content requirements of SDWA 42 USC Section 300f et seq.as well as the Community Fire Safety Act of 2013.

C. All materials supplied shall meet the following specifications for lead content:

All wetted areas of brass materials listed in this document shall contain no more than a weighted average of one quarter percent (0.25%) of lead and meet NSF/ANSI 61 “Drinking Water System Components-Health Effects”, NSF/ANSI 61 - Annex F, NSF/ANSI 61 - Annex G, or NSF 372 “Drinking Water System Components – Lead Content”.

D. CDA 89833, Federalloy I and CDA 89520 Envirobrass II are considered acceptable.

i. Waterworks brass shall meet ANSI/AWWA C800 standards, as amended, in addition to meeting the lead requirements as stated in 5(B)(i) & 5(B)(ii).

https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH126UT_ARTIIIWAWARESYCO https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH126UT_ARTIIIWAWARESYCO

2/17/2026 Part II - Page 2 of 3

ii. All waterworks brass shall be marked or stamped accordingly by the manufacturer indicating the product meets SDWA requirements for lead content.

E. Contractor must provide parts from specified manufacturers and comply with the specifications as outlined herein:

i. C38-23-2-5-NL: FORD STRAIGHT METER COUPLING 3/4 x 2-1/2 MIP STRT

MTR COUPLING

ii. BA43-444W-U-AWT-NL: FORD ANGLE BALL METER VALVE LF 1 CTS

ULTRA-TITE X MTR ANG BV

iii. H-10889N: MUELLER BUSHING, BRASS, 3/4" x 1" X 1.25

iv. BA43-444W-NL: FORD ANGLE BALL METER VALVE LF 1 CTS X MTR ANG

BV

v. A03118526: HUBBELL METER W/BOX & LID SINGLE 11"x 18" MTR BX W/AMR HOLE TIER 8 (Stamped with SUD)

vi. C001118569: HUBBELL METER, LID, SINGLE 11" X 18" LID W/AMR HOLE TIER 8 (Stamped with SUD)

vii. C001517532: HUBBELL METER LID, DUAL 15" x 17" COVER ONLY W/AMR HOLE TIER 8 (Stamped with SUD)

viii. VB42-7W-NL: FORD METER RESETTER 5/8" X 3/4" - NO LEAD. BALL VALVE by PLAIN TUBE 7" HIGH

ix. VB42-9W-NL: FORD METER RESETTER 5/8" X 3/4"- NO LEAD. BALL VALVE by PLAIN TUBE, 9" HIGH

x. C38-44-2-62-NL: FORD COUPLING - NO LEAD, 2.625" LG - NO LEAD. 1" METER SWIVEL NUT by 1" MALE IRON PIPE THREAD

xi. XNL114-1612: MERIT BRASS – RED BRASS HEX BUSHING 1” X ¾” 125#

NPT ASTM B584

xii. XNL114-2416: MERIT BRASS – RED BRASS HEX BUSING 1-1/2” X 1” 125#

NPT ASTM B584

xiii. The Contractor shall submit a request to substitute any manufacturer listed herein if the manufacturer(s) no longer makes or supplies the products requested. Documentation from manufacturer shall be provided with the request. Requests for substitute products shall be approved in writing by the County prior to any substitutions being made.

4. ASSIGNMENT OF WORK

The County will issue a Purchase Order (PO) to the Contractor for the desired quantities.

2/17/2026 Part II - Page 3 of 3

5. DELIVERY REQUIREMENTS

A. Vendor shall deliver the Products, Free on Board (F.O.B.) Destination, within sixty (60) calendar days from the receipt of County’s Purchase Order (PO), unless an alternate delivery date has been mutually agreed upon in writing by the parties, to:

Sarasota County’s Meter Maintenance Yard 369 Sarasota Center Boulevard Sarasota, FL34240

Monday to Friday, 8:00 a.m. to 3:00 p.m. Eastern Standard Time. No delivery shall be made on weekends or County observed holidays.

B. For the County to accept delivery, the Products shall be packaged and shipped using well-suited established industrial shipping procedures and supplies (e.g., pallets, shrink wrap/banding, when applicable).

6. INSPECTION AND ACCEPTANCE

A. Delivered Products shall be inspected by the County within five (5) business days from the date of receipt. The County shall notify the Contractor of its acceptance or rejection of the Product(s) after such inspection.

B. The County reserves the right to reject and return the Product(s) at the Contractor’s expense if the County determines, at its sole discretion, that the Product(s), in whole or in part, is unacceptable due to noncompliance with the required specifications, unusable, or damaged. The County will include reasonable documentation and evidence (e.g. photographs and videos) in support of the return.

C. The County may request the Contractor to replace the rejected Product(s) and, in such case, Contractor shall replace the rejected Product(s) no later than thirty (30) calendar days from the date of return.

7. INVOICING

A. Contractor’s price shall be inclusive of all costs, including freight.

B. Invoices shall include the County’s Purchase Order number and conform to Contract Fee Schedule.

C. Contractor shall submit an invoice to the County within thirty (30) calendar days of Product acceptance. Contractor shall not be paid for any returned product.

9. WARRANTY

All materials provided by the Contractor shall be fully warranted from the date of County’s acceptance of the material for a period of one (1) year, or for the standard warranty period provided by the Contractor or by the materials manufacturer, whichever is greater.

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.