262913MKM_Solicitation_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

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

IFB #: 262913MKM

IFB TITLE: Towing 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 a contractor to provide towing services as stated herein.

Bidders are required to comply with Part II, Scope of Services.

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 verifiable commercial, industrial, or governmental references demonstrating the Bidder’s experience providing each of the below services within the past seven (7) years preceding the submission deadline in OpenGov:

a. 24-Hour Dispatch service

b. Emergency towing

c. Towing of vehicles and equipment (operable or inoperable) up to the size of a 1.5 ton truck

d. Towing of heavy equipment (operable or inoperable) including any of the following: low floor transit buses, trolley buses, or rescue vehicles https://procurement.opengov.com/portal/scgov

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

3.1.2. A minimum of two (2) references are required. Each service listed in 3.1.1.a. through 3.1.1.d. must be demonstrated a minimum of one (1) time among the references provided.

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

institution.

3.1.4. 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 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 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

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

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.

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 considered for award.

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

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

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 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.

(End of Part I)

PART II

SCOPE OF SERVICES

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1. OVERVIEW

A. Contractor shall provide towing services for Sarasota County Fleet, Emergency Services and Sarasota County Area Transit (BREEZE) vehicles (herein after referred to as “assets”) and equipment throughout the County, pursuant to the guidelines listed in Attachment A - Asset Drop Off Procedures (Attachment A), attached hereto and incorporated herein.

Transport of such assets may be a result of equipment failure, accident, deemed unsafe to operate, or as directed by Fleet or Breeze Management.

B. Contractor shall be capable of towing and removing all types of assets and equipment as listed in this Scope of Services, in as needed and emergency situations, and have the capacity and staffing to serve the County. The number of County assets is approximate and is subject to change at any time.

C. The types of assets in current inventory for Sarasota County consist of passenger cars, light, medium and heavy-duty trucks, medium and heavy-duty transit buses, fire and rescue vehicles and earth moving equipment.

An approximate number of these assets are listed for informational purposes as follows:

Category 1 – Light/Medium Duty Towing For assets less than 33,000 pounds (Class 1 – Class 7)

Current Inventory

Passenger Vehicles 277

Light/Medium Duty Trucks (F150 – F550) 584

Golf Carts 2

Off-Road Side-by-Side Utility Vehicles 115

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2. CONTRACTOR SERVICES

A. Contractor shall follow all current best practice procedures as determined by industry standards or as directed by the County. Towing services shall meet or exceed industry standards for the safe and non-damaging transfer of County assets.

B. Contractor shall respond to a call with towing equipment classified to meet or exceed the size of the asset to be towed.

C. When towing any Sarasota County asset, Contractor shall ensure adequate clearance is maintained under all bridges and interstate overpasses, as applicable.

D. Contractor shall have the ability to provide towing and equipment capable of providing Winch-Out services. Winch-Out services are used to remove assets located in off road conditions such as down an embankment, stuck in the mud, in a swamp, etc., and a winch must be used before the asset can be towed.

E. Contractor shall provide 24 hours per day, 7 days per week, 365 days a year dispatch service.

F. The County shall specify delivery destinations throughout Sarasota County.

Category 2 – Heavy Duty Towing For assets greater than 33,000 pounds (Class 8 & above)

Current Inventory

Heavy Duty Trucks (Class 8) 31

Heavy Duty Trucks (Class 9) 20

Fire and Rescue Vehicles

(Ladder trucks 240-250” wheelbase, 11.6 overall height, 300 gallons of water on board)

See Attachment B - Sarasota County Fire Department Ladder Truck

See Attachment C - Sarasota County Fire Department Tiller Truck

Earth Moving Equipment

(for example, loaders, excavators, skid steer loaders, crawler excavators)

High or Low Floor Clean Diesel Buses (32 – 41 feet in length)

See Attachment D - Sarasota County Transit Bus

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G. Contractor shall also provide out-of-county transportation when requested.

H. Contractor shall adhere to the Drop-off procedures in Attachment A.

I. Contractor shall provide operators thoroughly familiar with the operations of the equipment they operate. Contractor shall provide adequate operators to load and unload equipment.

J. Towing Services for Category 1 assets are preferably performed using a flatbed tow truck or a flatbed trailer, whenever possible. Some of the assets included in Category 1 require trailer or flatbed towing and the County will direct the Contractor as to the required towing method at the time of the request for service.

K. Towing Services for Category 2 assets require the Contractor provide services using the following methods listed below. The County will direct Contractor as to the required towing method at the time of the request for service. Changes to the type of towing method shall not be allowed at the site unless additional verbal authorization is confirmed with the County staff that made the initial towing request.

i. Transit buses shall be towed using one of the following methods:

a. A 53-foot (minimum) low profile flatbed trailer, or other County authorized equipment.

b. Heavy duty towing where the rear wheels are touching the ground.

Contractor shall remove the drive axles at the pickup site before commencing towing services. Contractor shall re-install the axles at the destination site. The County will provide replacement gaskets.

c. Where heavy duty towing results in the rear wheels touching the ground, Contractor shall remove the driveshaft at the pickup site before commencing towing services. Contractor shall re-install the driveshaft at the destination site.

ii. Other Class 8 or higher Assets shall be towed using one of the following methods:

a. A 53-foot (minimum) low profile flatbed trailer, or other County authorized equipment.

b. Heavy duty towing where the rear wheels are touching the ground and the tow is from the front of the asset. Contractor shall remove the driveshaft at the pickup site before commencing towing services. Contractor shall re-install the driveshaft at the destination site.

c. Some Class 8 or higher assets may be towed from the rear with prior verbal authorization from the County at the time of the request.

d. Sarasota County Fire Department ladder assets shall be pulled from the front only and Contractor shall remove the driveshaft at the

Prepared by General Services Department Part II - Page 4 of 8 pickup site before commencing towing services. Contractor shall re-install the driveshaft at the destination site.

L. Contractor shall leave a copy of their towing receipt with the County upon arrival at the asset destination drop-off location. If delivery is after-hours, the receipt is to be left inside the towed asset or as directed by the County.

4. CONTRACTOR REQUIREMENTS

A. Contractor’s employees and any subcontractor shall have the required licensing to provide towing services. Licensure must not lapse during the term of the contract with the County. The County reserves the right to request verification of licensure at any time during the term of the resulting contract.

B. 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.

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

D. Contractor, subcontractors, and their employees shall have identification, including a uniform or lanyard with badges for the staff identifying the company name.

E. 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.

F. Contractor shall coordinate work so that there is minimal to no interruption to County services at any location.

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

H. Contractor shall immediately notify Sarasota County Fleet or Breeze management of any damage caused to a County asset.

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. 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 Administrative Agent with either:

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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.

K. All correspondence between the County and Contractor concerning services described herein shall contain the resulting contract number, and purchase order (PO) number.

5. CONTRACTOR SAFETY

A. Contractor shall be responsible for the provision of adequate and proper safety precautions for their employees, the public and safety equipment in or around the service area.

B. The County may perform random spot checks for general safety and operating equipment on each of Contractor’s towing vehicles, as well as overall vehicle condition, to ensure safety and compliance stated herein.

6. RESPONSE TIME

A. Contractor shall provide towing services for the County’s assets on a 24 hours per day, 7 days per week basis.

B. Upon receipt of a towing request by the County, Contractor shall inquire if the caller is in a safe location. If the caller is not in a safe location, Contractor shall make every effort to arrive as quickly as possible at the towing destination to ensure the safety of the County asset operator.

C. Towing services for Emergency Services and Breeze transit assets must always be given first priority over all other requests for towing services from Sarasota County. Emergency Services assets have priority over Breeze transit assets.

D. Contractor shall arrive on scene of a disabled Emergency Services or Breeze transit asset within 45 minutes after receipt of the initial call for towing service.

i. Failure of Contractor to arrive on the scene to provide towing services within 45 minutes from receipt of the initial call shall result in a 50% deduction of the allowable charge.

E. Contractor shall arrive on scene for all other County assets within 60 minutes from receipt of the initial call for towing service.

i. Failure of Contractor to arrive on the scene to provide towing services within 60 minutes from receipt of the initial call shall result in a 50% deduction of the allowable charge.

F. If Contractor arrives two hours or longer after the initial call for service of any asset, Contractor shall not charge the County for the towing service, and a copy of the $0.00 invoice shall be submitted to the County for record keeping purposes.

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7. PASSENGER TRANSPORTATION

A. Contractor shall provide passenger transportation for the County’s asset operator 24 hours per day, 7 days per week, to their requested County facility.

i. Additional passenger transport – If there is more than one County employee in a disabled asset and that employee requires transport to a different County location than their coworker, Contractor may charge a mobilization fee and applicable miles from the first County facility drop off to the additional passenger’s requested County facility site.

The mileage charge for an additional passenger transport is to be applied only if transportation to another County facility, listed in Attachment A, is required.

ii. If mobilization of an additional transport vehicle is necessary in order to provide transportation for the additional passenger, the tow vehicle is to remain on site until the additional passenger transport vehicle arrives. For safety reasons, no County asset operator or additional passenger is ever to be left at the site of the towing service.

B. County employees and operators of assets are not allowed to ride in the asset being towed. The County asset operator and passenger must ride in the tow truck or passenger transport vehicle.

8. IMPOUND / STORAGE

A. The County has the need for post-accident impound services. This is generally at the request of law enforcement, pending an investigation.

i. Contractor shall provide secure impound and storage services that ensure the asset is not accessible to unauthorized individuals or in clear view for unauthorized photographing.

ii. Contractor shall ensure only personnel identified in writing by the County be granted access to an impounded County asset.

a. All impound costs are based on a per day, 24-hour period. For instance, 10:00 a.m. Monday to 10:00 a.m. Tuesday shall be considered one 24-hour period.

b. Impounds generally occur one to two times per year with the impounded asset remaining on site for an average of two to three business days.

9. PRICING

A. Mobilization Fee and Mileage

i. Mobilization is the cost to Contractor to dispatch a towing vehicle to the site of the asset being towed.

ii. The mobilization fee shall be a one-time charge by Contractor at the time of the initial dispatch. If Contractor must dispatch multiple towing vehicles for one service call, the mobilization fee shall be charged only

Prepared by General Services Department Part II - Page 7 of 8 once. It is Contractor’s responsibility to have access to adequate towing vehicles needed to meet the requirements listed herein.

iii. Additional mobilization fee charges are only applicable under the provisions of Section 7.

iv. The mobilization fee shall not be charged if the towing request is cancelled by the County, prior to dispatch of the towing vehicle.

v. Mileage shall be invoiced pursuant to the rates in the Contract Fee Schedule (Fee Schedule) and shall be from the point of hook up to the final destination. Additional mileage charges are only applicable pursuant to the provisions of Section 7.

B. Flat Rate Service

i. The Flat Rate Service as listed on the Fee Schedule applies to jump-start and lock out services only.

C. Winch-Out Services

i. The Winch-Out Service as listed on the Fee Schedule shall be based on each quarter-hour (fifteen-minute) increments.

D. Accident Clean Up

i. Should Contractor personnel be responsible for cleaning up debris from a County asset as a result of an accident, Contractor shall charge their time according to the rate listed on the Fee Schedule in quarter-hour (fifteen-minute) increments.

E. Impound Services

i. Rates are charged in accordance with the provisions of Section 8 contained herein, at the rate listed on the Fee Schedule.

10. INVOICING

A. Contractor shall invoice the County within two weeks of completion of the work performed. The invoice shall clearly indicate the County’s PO number.

B. Contractor shall invoice for mobilization based on the category Fee Schedule rate for which the tow is mobilized and adhere to the requirements listed in the Scope of Services.

C. Contractor shall submit a separate invoice to the County for each service call. The invoice must include the following information:

i. Name of the County employee who requested towing services.

ii. The Florida Department of Motor Vehicle (DMV) tag and County asset number (if there is one).

iii. If the asset is a Breeze bus, the bus number should be included.

iv. Year, Make, Model, Color, and VIN number of the asset being towed.

v. Location of service.

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vi. Time and date of call/request for service.

vii. Total miles towed from point of hook up to the final destination.

viii. Services provided.

ix. Final destination and time of arrival.

x. Printed name and signature of disabled asset’s operator.

xi. Final destination of transported operator and/or passenger.

xii. Passenger mileage, if applicable.

xiii. Accident Clean up hours, if applicable.

(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. GARAGEKEEPER’S LEGAL LIABILITY: Contractor agrees to maintain Garagekeeper’s Legal Liability, or equivalent Garage Liability coverage at a limit of not less than $500,000 per occurrence against Comprehensive and Collision/Upset causes of loss. An “on-hook liability” endorsement, or equivalent coverage, is required for the above limits in the event Contractor is responsible for towing any County vehicles.

(End of Part III)