262911KR_Project_Documents.pdf

INVITATION FOR QUOTES (“IFQ”) – PART I

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

IFQ #: 262911KR

IFQ TITLE: INTERIOR FACILITY REPAIRS - YOUTH ATHLETIC COMPLEX

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 qualified contractor to provide facility repairs services including carpentry, flooring, ceiling, and painting on the second floor of the baseball building at the Youth Athletic Complex located at 2810 17th St, Sarasota, FL 34234. The second floor of the baseball building sustained damage from Hurricane Milton.

Offerors are required to comply with Part II, Scope of Services/Work 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 two (2) references demonstrating their experience providing building interior facility repairs services completed within the past seven (7) years prior to the OpenGov submission deadline. Each reference must include carpentry, flooring, ceiling installation and painting.

3.2 Required Licenses and/or Certifications

3.2.1. Offeror must have a General Contractor or Building Contractor license. Required license must be active at the time of bid opening.

3.2.2. Failure to submit proof of required license(s) or certification(s) withing five (5) business days after request from the County may result in offeror being declared non-responsive.

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

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

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.

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.

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

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 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 Small Construction 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

8.6 Grant terms

Grant terms shall be as outlined in Attachment A and shall control over any contract terms in the draft contract posted on the Procurement website.

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

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

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 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

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

PART II

SCOPE OF SERVICES/WORK SPECIFICATIONS

Revised 10/07/20 Part II - Page 1 of 3 Prepared by PRNR Department

1. OVERVIEW

A. The Contractor shall provide facility repairs services including carpentry, flooring, ceiling, and painting work on the second floor of the baseball building at the Youth Athletic Complex, located at 2810 17th St, Sarasota, FL 34234, to repair and/or replace damage sustained from Hurricane Milton.

B. The project area is shown in Attachment B – Project Location Map, and existing interior conditions are illustrated in Attachment C – Site Photographs.

2. CONTRACTOR RESPONSIBILITIES

A. Every Contractor crew must have at least one onsite employee who can effectively communicate in English with the County staff and with the public.

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

C. Contractor is responsible for any damage to County or third-party property caused by Contractor or their employees. Restoration shall be made to the County’s satisfaction.

D. Contractor is required to participate in performance and project report meetings as deemed necessary by the County.

E. Contractor shall be required to comply with all applicable federal, state, and local laws and regulations.

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

G. Contractor is responsible for all debris, waste, and removed materials generated during the project. All debris must be collected, removed from County property, and properly disposed of at the contractor’s expense. Dumping on-site or in County dumpsters is prohibited unless expressly approved by the County.

3. SCOPE REQUIREMENTS

A. Walls, Baseboards, Flooring

i. Walls: Contractor shall assess existing wall conditions and perform all necessary repairs and/or replacement of drywall, including patching, sanding, and caulking restoration of damaged areas.

ii. Baseboards: Contractor shall remove and replace all baseboards on the second floor with 4” dark grey vinyl trim.

iii. Bathroom Flooring: Contractor shall clean, buff, and polish water-damaged floors in the two bathrooms.

Revised 10/07/20 Part II - Page 2 of 3

iv. Hallway and small score room flooring: Contractor shall supply and install Interface Studio Set color: Pewter (#A00702) - Size (25 cm x 1m) or equal. Flooring shall be glued down.

A. Ceiling Tiles and Insulation

i. Contractor shall remove and replace all ceiling tiles on the second floor.

a. Ceiling tiles shall be Armstrong Dune White Beveled Tegular #B1776B, 2' x 4', or approved equal.

ii. Contractor shall remove and replace all ceiling grid frames with new bright white ceiling grid frames.

iii. Contractor shall remove and replace 14 white 2' x 2' ceiling vents.

iv. Contractor shall replace all damaged or compromised ceiling insulation.

a. Ceiling insulation shall meet the 2025 Florida Building Code (Energy Conservation) requirements for South Florida climate zone, requiring R-30 minimum. Insulation shall be approximately 10 inches thick, 24 inches wide, fiberglass, and paper-faced with a vapor retarder, or equivalent product providing R-30 performance.

B. Carpeting

i. Contractor shall remove and dispose of existing carpet.

ii. Contractor shall prepare all floors as required for installation of the new carpet.

iii. Contractor shall install new carpet throughout the second floor in all rooms, except bathrooms, hallway, and small score room.

Installation shall include all required transitions and adhesives in accordance with the manufacturer’s written specifications.

iv. Carpet specifications: shall be Interface Carpet Square Ice Breaker color: Granite (#105771) or equal; carpet tile size 50 cm x 50 cm and must be approved by the County.

v. Carpet shall have a minimum face weight of 50 oz/sq. yd., meeting commercial office performance standards.

C. Painting

i. Contractor shall prepare all walls as listed in Section 3.A.i. before painting.

ii. Contractor shall caulk all open joints using 230 Dynaflex.

iii. Contractor shall not apply paint until the County’s Project Manager inspects and approves all prep and prime work.

Revised 10/07/20 Part II - Page 3 of 3

iv. Contractor shall paint all interior walls, doors, trim, and stairwell — full coverage, corner-to-corner.

a. Approved Products

• Primer: Zinsser

• Wall Color: Sherwin Williams Super Paint (Interior) Lazy

Gray - SW6254, satin

• Doorframes, Doors, and Railing: Sherwin Williams Pro

Industrial (Interior), Serious Gray – SW 6256, satin

• Ceiling: Sherwin Williams Super Paint (Interior) – Ceiling

Bright White - SW 7007, flat

v. Contractor shall paint concrete floors with an H&C COLORTOP Solvent-Based Solid Color Concrete Sealer Color, Dark Grey, satin.

• First-floor stairwell entry

• Stair treads and risers leading to the second floor

• Second-floor stair landing

D. Lighting

All light fixtures to be replaced will be handled by the County.

4. PROJECT DURATION

All work shall be completed within 90 calendar days from the date of the County-issued Purchase Order.

5. INVOICING AND PAYMENT

Payment will be made upon satisfactory completion of all work as determined by the County, per the General Terms and Conditions of Purchase Orders.

6. WARRANTY

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

7. PERMITS

Contractor is responsible for determining if a permit is required for the work and shall obtain all necessary permits. Contractor shall be reimbursed for the cost of the permit fee only. No percent markup shall be paid to Contractor for permit fees. Contractor’s invoices for permits must include supporting documentation, clearly showing the cost paid by Contractor for the permit.

8. HOURS OF WORK

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

B. Contractor will notify the County 48 hours in advance if additional services must be completed outside of normal business hours.

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.