262863MKM_Solicitation_Documents.pdf

INVITATION FOR QUOTES (“IFQ”) – PART I

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

IFQ #: 262863MKM

IFQ TITLE: LOCK AND KEY PARTS & ACCESSORIES

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive quotes on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting a supplier to provide lock and key parts and accessories as stated herein. Offerors are required to comply with Part II, Specifications.

OpenGov is located at https://procurement.opengov.com/portal/scgov

Do not submit a quote of more than $150,000.00 per project or per contract year. In the event no responsive and responsible quotes are received under the quote threshold, the County may elect to cancel this IFQ and re-solicit using another procurement method.

2.0 OFFEROR

2.1 For the purpose of this IFQ, the term “Offeror” is defined as the legal entity submitting the offer and/or identified on the electronic bid submittal.

2.2 Offerors intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Offeror.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Offeror must provide one (1) verifiable reference

demonstrating their experience providing commercial lock and key parts and accessories within the past seven (7) years preceding the submission deadline in OpenGov.

3.1.2. Only references submitted at the time of 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 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 https://procurement.opengov.com/portal/scgov

IFQ Part I Revised 10/6/25 Page 2 of 4 model number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

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

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

5.0 PRE-BID MEETINGS

In the event a meeting and/or site visit is scheduled it will take place at the time, date, and location specified in the Solicitation Timeline in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

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

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

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

7.2 Pricing

All offerors must complete the Pricing Table in OpenGov. Offerors who fail to fully complete the pricing table may be found non-responsive.

8.0 AWARD

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

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

8.2.1. To be considered, tied offerors will be required to provide documentation certifying they have implemented a drug-free

IFQ Part I Revised 10/6/25 Page 3 of 4 workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.3 Preferences

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

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

Local and American business preferences do not apply in the award of this IFQ, due to Grant funding requirements.

8.4 In the event that no responsive and responsible quotes are received within the quote threshold, the County may elect to cancel the solicitation and re-solicit using the competitive sealed bid process.

8.5 Contract

A draft of the contract that the successful Offeror(s) will be expected to sign (a Term Contract) is posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

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

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

9.2 As applicable, estimated usage for each item is listed on the bid form.

This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the work at the unit price as quoted. The County, at its discretion, may 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, https://www.scgov.net/government/procurement/contract-templates

IFQ Part I Revised 10/6/25 Page 4 of 4 limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

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

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

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

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

11.0 CONTINGENCY

Only applicable if this box is checked.

If during the performance of construction or repair work, an unforeseen circumstance occurs that triggers an additional expense, a contingency of up to 10% may be allowed provided the original quote plus contingency does not exceed $150,000. Any use of contingency funds is subject to the written approval of the County project manager, and any unused contingency shall not be paid out as a part of any final payment.

(END OF PART I)

PART II

SPECIFICATIONS

Revised 10/07/20 Prepared by General Services Part II - Page 1 of 3

1. PRODUCT REQUIREMENTS

A. Vendor shall provide lock and key parts and accessories (“Product”) as needed and as requested by the County. The County routinely uses Products manufactured by BEST, CORBIN, LCN, NORTON, SECO-LARM, VON DUPRIN and YALE; however, Vendor shall provide Product(s) of other manufacturers as needed or required.

B. Vendor shall provide specific Product at the Unit Cost listed on the Contract Fee Schedule (“Fee Schedule”). Vendor shall not require a minimum order amount for County delivery.

C. For those parts not specifically listed on the Fee Schedule, Vendor shall provide Product at the percent discount off list price indicated on the Fee Schedule for each manufacturer.

D. All Product(s) supplied shall be as specified by the County. Unless otherwise specified Products shall be new, and of the most current Product version/model. Sarasota County shall not accept used, refurbished, or any other quality standard.

E. Vendor shall have a catalog of their current merchandise and shall provide two copies of their current catalog to the County’s Administrative Agent at the beginning of the term contract. Vendor shall provide updated catalogs whenever a revision is made. If Vendor’s catalog is available online, Vendor shall provide the website address to the County’s Administrative Agent in lieu of providing printed copies of their catalog.

2. DELIVERY REQUIREMENTS

A. Orders shall be placed either by phone or by email from the County. Vendor shall respond within 24 hours to acknowledge receipt of County’s order request. Within three business days of County’s initial request, Vendor shall follow up with a quote for the Product requested or respond with additional questions if unable to produce a quote based on the information provided by the County.

B. Delivery shall be Free On Board (FOB) Destination.

C. Delivery is expected within 10 business days after order is placed by the County. If an item requires a longer delivery time, Vendor shall notify the County in writing prior to processing the order. If a longer delivery time is acceptable to the County, the County shall approve the delivery time period in writing.

D. All materials shall be shipped and packaged using sound established industrial shipping procedures (pallets as required, shrink wrap/banding when appropriate, etc.). “Drop Shipments” (i.e., materials shipped directly from manufacturer or another source other than the Vendor) shall not be permitted without prior written approval by the County.

Revised 10/07/20 Prepared by General Services Part II - Page 2 of 3

E. Vendor shall not mix individual orders shipped to the same address, unless all orders are individually packaged and list the name of the person who placed the order.

F. A packing slip shall accompany each order. The packing slip shall include Vendor’s name, purchase order (PO) number, work order (WO) number, if provided, part description, quantity shipped and line item unit cost.

G. The County reserves the right to cancel any orders, or any part thereof without obligation if delivery is not made within the time specified. Any deliveries made after a cancellation of order(s) may be returned at Vendor’s expense.

3. PRODUCT ACCEPTANCE

A. Following delivery, the County shall have a reasonable amount of time to inspect and determine if the Product is acceptable and as specified.

B. If Product(s) does not meet specifications, at the County’s sole discretion, the County will reject and communicate any deficiencies in writing with Vendor. Vendor shall have five business days to cure the order.

C. The County reserves the right to return at Vendor’s expense, any shipments, partial or whole, that do not meet specifications or that have been determined to be unacceptable, unusable, whether damaged or used.

D. Vendor shall provide full purchase amount credits to the County for all defective or rejected unit exchanges. All credits shall be itemized and detailed on a separate credit memo referencing the original invoice and PO.

4. PRICING

A. Vendor’s Unit Cost shall be inclusive of all costs, including delivery. No additional costs/fees will be paid by the County.

B. Vendor shall not charge restocking fees (or other charges) for Product returned by the County, provided Product is returned in the original packaging and in good, saleable condition.

C. Unit prices shall remain firm for the first term contract. On an annual basis and prior to renewal of each contract term, the County may consider a price adjustment due to changes in the Producer Price Index (PPI), if requested in writing by either party. Vendor is responsible for providing sufficient documentation to support a request for any price increase.

D. Prices may be increased or decreased by the percentage change reflected in the nationally published PPI for Hardware Manufacturing (Industry Code 332510), as published by the U.S. Bureau of Labor Statistics. The base index shall be the PPI for August 2026. The formula for the price adjustment is as follows: Adjusted Price = Base Price x (Current Index ÷ Base Index).

E. Notwithstanding the foregoing, any increase in price resulting from this calculation shall not exceed ten percent (10%) of the Base Price during any

Revised 10/07/20 Prepared by General Services Part II - Page 3 of 3 adjustment period. Decreases in price shall not be subject to this cap and shall be applied in full.

5. VENDOR RESPONSIBILITIES

A. Meeting Attendance

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

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

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

B. Vendor shall provide the County’s Administrative Agent with either:

i. Main contact phone number and email address for placing orders.

ii. If either phone number or email change during the duration of the contract, Vendor shall immediately notify the County’s Administrative Agent of the change and provide updated information.

6. INVOICING AND PAYMENT

A. Vendor shall invoice the County within two (2) weeks of delivery of Product.

Prepayment is not allowed.

B. Vendor’s invoice shall clearly indicate the County’s PO number and WO number, if WO is provided.

C. Vendor’s invoice shall include the shipping address and contact information from the purchase order to indicate where the product was delivered.

D. Vendor’s invoices for Product shall include documentation clearly showing the total cost paid by Vendor for Product and show the Unit Cost or Percent Off, as listed on the Fee Schedule.

7. WARRANTY

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

(END OF PART II)

PART III – INSURANCE REQUIREMENTS

Insurance Template Adopted 04/19/19 Page 1 of 1

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. 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.