5-ITB-26-00389 Mobile Welding Services.pdf

Invitation to Bid Mobile Welding Services

ITB-26-00389

ITB-26-00389 Page 1

SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-26-00389

SOLICITATION TITLE: Mobile Welding Services

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from experienced and qualified contractors to provide mobile welding and fabrication services for minor facility welding repairs, roll-off containers, loaders, backhoes, excavators, stationary cranes, and other equipment, on an as-needed basis at their Solid Waste Management Department South County Facility locations for a three (3) year period.

DUE DATE & TIME: September 16, 2026, 2:00 PM Eastern Time (as recorded by the County’s Electronic Bidding System)

ISSUING DEPARTMENT DIRECTOR:

The Director of Procurement is considered the issuing department director for the purpose of Section 2-567(c) of the Hillsborough County Procurement Protest Policy and Procedures Ordinance.

BID SUBMISSION: The County will only accept bids submitted through its electronic bidding system (Euna Procurement). Bids that are submitted or delivered by non-electronic means (hard-copy paper), facsimile, electronic mail (e-mail), electronic file, or means other than through the County's electronic bidding system (Euna Procurement) will not be accepted or considered. Please visit our vendors webpage (hcfl.gov/vendors) for information regarding vendor registration, electronic bid submission, procurement opportunities, and other important resources.

TIMELINESS: To preserve the integrity of the competitive sealed bid process, bids submitted after the due date and time listed above, unless otherwise amended, cannot and will not be accepted. Please do not wait until the last minute, hour, or day to submit your bid, as you may encounter technical difficulties or issues that cannot be resolved before the due date and time. When preparing to submit your bid, please read and follow all instructions regarding formatting and other details related to the form(s) to be used. Again, please do not wait until it’s too late for assistance. We value and need your participation, so the last thing we want is for you to miss this opportunity.

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

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QUESTIONS: ● Questions regarding technical difficulties or errors encountered while submitting proposals through Euna Procurement must be directed to Euna Procurement Support at 1-844-226-3862 or support.bonfire @eunasolutions.com.

● Questions regarding the specifications or solicitation document must be directed to the County using the “messages” section in Euna Procurement for this particular procurement.

• To be given consideration, such requests must be received no later than ten (10) calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-bid conference, whichever is later.

● Questions regarding vendor registration, training, or general questions must be directed to the Supplier Engagement Team at (813) 272-5790 or iSupplier@HCFL.gov.

CONE OF SILENCE: A Cone of Silence is in effect for this procurement; therefore, no bidder, interested party and/or their principals, officers, employees, attorneys, or agents shall communicate with County employees, the Hearing Master assigned to hear the applicable protest appeal and/or members of the Board of County Commissioners, including their aides and employees regarding this procurement and/or a related protest, except as otherwise provided in the Hillsborough County Procurement Protest Policy and Procedures Ordinance. The Cone of Silence does not prohibit a bidder from communicating with the Director of Procurement, staff in the Procurement Services Department, or the County’s attorney assigned to this procurement. Violating the Cone of Silence may disqualify the bidder from consideration for award. Please refer to the Instructions for complete details about the Cone of Silence.

INSURANCE: Insurance coverage is required for this procurement. Please see ITB-26- 00389 Insurance Requirements Attachment and Special Terms and Conditions.

SURETY (BONDS): Bid, performance, and/or payment surety is not required for this procurement.

E-VERIFY: The Department of Homeland Security's Image Program and E-Verify apply to this procurement. Please see General Terms and Conditions for complete details and requirements.

mailto:support.bonfire@eunasolutions.com mailto:support.bonfire@eunasolutions.com mailto:iSupplier@HCFL.gov https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a?nodeId=HICOCOORLA_CH2AD_ARTVIPR_DIV3HICOPRPRPOPR_S2-562TI https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a?nodeId=HICOCOORLA_CH2AD_ARTVIPR_DIV3HICOPRPRPOPR_S2-562TI

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DIGITAL ACCESSIBILITY COMPLIANCE:

Any and all information and communications technology developed, provided, procured, maintained, or otherwise made available under this Contract and intended for public access or use, shall comply with various accessibility standards. Please see General Terms and Conditions for complete details and requirements.

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1. SPECIFICATIONS

1.1. Scope

Hillsborough County Board of County Commissioners (County) seeks competitive bids from experienced and qualified contractors to provide mobile welding and fabrication services for minor facility welding repairs, roll-off containers, loaders, backhoes, excavators, stationary cranes, and other equipment, on an as-needed basis at the South County Solid Waste Management Department (SWMD) Facility locations.

1.2. Applicable Publications and Terminology

The following publication(s) of the issue in effect on date of this solicitation, forms a part of this specification:

1.2.1 Occupational Safety and Health Administration General Requirements, Section 29, CFR 1910.252(b)(2)(ii):

https://www.osha.gov/laws-regs/regulations/standardnumber/1910/1910.252

1.2.2 Occupational Safety and Health Administration General Requirements, Section 29, CFR 1910.1000:

https://www.osha.gov/laws-regs/regulations/standardnumber/1910/1910.1000

1.3. Minimum Requirements

1.3.1 The Contractor shall provide a list of all personnel who will perform on-site work under this contract. The Contractor shall also provide a list of all machinery and equipment to be utilized in the performance of this contract.

1.3.2 The Contractor shall furnish all labor, tools, equipment, and materials required to perform on-site repairs. Parts required for the repairs shall be paid for by the County in accordance with the Line Template, either under the designated part line items or the allowance line for unspecified parts. All other resources necessary to complete the work shall be provided by the Contractor at no additional cost to the County.

1.3.3 The Contractor’s equipment shall be capable of welding various thicknesses and grades of metals, including the ability to perform single pass welds on steel 1/4-inch to 5/16-inch, at a minimum.

1.3.4 The Contractor shall be responsible for obtaining all permits necessary for the performance of the work specified under this contract. Costs associated with required permits shall be paid for by the Allowance Line in the Line Template, as authorized by the County.

1.3.5 The Contractor shall be solely responsible for obtaining any inspections required by applicable local, state, or regulatory agencies.

https://www.osha.gov/laws-regs/regulations/standardnumber/1910/1910.252 https://www.osha.gov/laws-regs/regulations/standardnumber/1910/1910.1000

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1.3.6 The Contractor shall provide copies of all permits and inspection reports to the County Project Manager (PM) at a maximum of 15 Days after award of the contract.

1.3.7 The Contractor shall provide an emailed task/project estimate, including the date of service, to the PM within two (2) Business Days of request to facilitate the issuance of a purchase order.

A purchase order must be issued prior to the beginning of any work. The purchase order number for the work shall be reflected on the invoice.

1.3.7.1 A materials and hardware list for each task/project shall be provided with the estimate, for review by the PM, showing the price per item. The PM shall review and approve or deny all or part of the materials and hardware list. Work is not to commence until the Contractor receives an approved purchase order (unless it is an emergency and authorized by the PM).

1.3.7.2 The Contractor shall notify the PM and provide an amended estimate for approval by the PM, of any additional costs requiring a revision of the purchase order.

1.3.8 On-site services at the SWMD facilities shall be billed at the South Group On-site Welding Services hourly rate for each Journeyman Welder and/or Apprentice/Laborer performing the work. The hourly rate shall be inclusive of all travel time, mileage, and related expenses. No additional fees will be invoiced unless the PM has approved and modified the purchase order.

1.3.8.1 A flat-rate service call fee shall be charged for non-hourly service work. Only one (1) service call fee may be charged per incident. This fee shall include all travel time and associated expenses.

1.3.8.2 The Emergency On-site Welding Services hourly labor rate shall include all travel time and associated expenses.

1.3.9 Upon email or phone call notification by the PM, the Contractor shall respond to on-site service calls within four (4) hours for locations within Hillsborough County during standard working hours, Monday through Friday, 7:00 AM to 3:30 PM Eastern Standard Time (EST), excluding County recognized holidays and weekends.

1.3.10 For service calls received outside of standard business hours, the Contractor shall respond as soon as possible, but no later than 8:00 AM EST on the following Business Day, unless deemed as an emergency by the PM.

1.3.10.1 Emergency repairs and/or fabrication shall be completed within 24 hours of notification.

1.3.10.2 Emergency repairs may require work to be performed outside of standard business hours, including evenings, weekends, and holidays.

1.3.10.3 All Emergency repairs or fabrications, including after-hours work, shall require prior authorization from the PM via email.

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1.3.11 The Contractor shall perform welding, fabrication, and repairs on various systems, including pins, bushings, axles, lift gates, hinge door, tarp systems, attachments, and walking floor trailers.

1.3.12 Custom fabrication and repairs include, but are not limited to, racks, brackets, pedestals, and other related assemblies, as well as repairs and modifications to existing structures. Custom fabrication and repairs shall be provided at the Journeyman Welder Labor hourly rate in the Line Template. All necessary hardware and supplies shall be provided by the Contractor.

1.3.13 The types of welding operations shall include, but are not limited to:

1.3.13.1 Metal heating and cutting with oxy-acetylene welding

1.3.13.2 Brazing, soldering, and plasma cutting

1.3.13.3 Shielded metal arc welding in the flat, horizontal, vertical, and overhead positions

1.3.13.4 Gas Metal Arc Welding (GMAW/MIG) in all positions

1.3.13.5 Gas Tungsten Arc Welding (GTAW/TIG) in all positions

1.3.13.6 Use of Arc Welding in joining pipe sections

1.3.13.7 All types of metallization

1.3.14 Welding, Cutting, and Torch Safety

Welding operations pose physical hazards due to the heat generated and the presence of compressed gas. In addition, welding operations may produce gases or fumes from metal, flux, metal surface coatings, or surface contaminants. Eyes shall be protected from the ultraviolet, visible, and infrared bands of non-ionizing radiation produced by welding operations.

1.3.15 Welding Practices

1.3.15.1 The Contractor shall follow the proper welding procedures and shall guarantee that the finished weldment shall meet the requirements of the intended use.

1.3.15.2 All work shall comply with applicable laws, ordinances, and regulations. The Contractor shall perform such service in accordance with the latest industry regulations and applicable safety standards.

1.3.15.3 The Contractor shall perform no work unless directed by the PM. All work performed under such direction shall comply with the PM’s instructions and be acceptable for its intended use.

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1.3.15.4 Base metals shall be thoroughly cleaned of all slag, paint, grease, corrosion, oils, moisture, etc. and any foreign materials shall be removed.

1.3.15.5 All weld slag shall be removed, and each weld shall be thoroughly cleaned before making the next weld or weld pass.

1.3.15.6 All defective welds shall be removed prior to further welding. All welds shall be thoroughly inspected, and any defective welds shall be removed and replaced with welds that meet the required standards.

1.3.15.7 Welds shall have a uniform finished appearance. Any overlaps, undercuts, or other surface defects shall be properly repaired so that all welds meet applicable quality standards.

1.3.16 General Fire Safety Requirements

1.3.16.1 No welding, cutting, or torching operations shall be conducted on the open face or near any landfill gas vents. The object to be cut shall be moved to a safe work area prior to performing any such operations.

1.3.16.2 If the object is to be welded or cut, and the fire hazards in the vicinity cannot be moved, guards shall be installed to confine the heat, sparks and slag produced by the operation and to protect immovable flammable or combustible materials.

1.3.16.3 Welding or cutting operations are prohibited whenever the object cannot be safely moved or sufficient protective guarding cannot be installed.

1.3.16.4 Suitable fire extinguishing equipment (e.g., buckets of sand, fire extinguisher, water pail) shall be maintained and readily available for immediate use in the vicinity of combustible materials.

1.3.16.5 All combustible materials shall be relocated at a minimum of 35 feet from the work site.

1.3.16.6 If appreciable combustible materials are present within 35 feet from the point of operation, and/or if work is performed in locations where more than a minor fire might develop, a fire watcher shall be present. A fire watcher is an individual remaining at the work area at least 30 minutes after hot work has been performed to ensure that sparks or slag do not start a fire.

1.3.17 Prohibitions

1.3.17.1 Cutting or welding is prohibited on pipes or other metal in contact with combustible materials that could be ignited by thermal conduction.

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1.3.17.2 Welding is prohibited in the presence of explosive atmospheres, in areas with an accumulation of combustible dust, or near large quantities of exposed readily ignitable materials. Do not perform welding near a degreasing operation.

1.3.17.3 Cutting or welding is prohibited on used drums, barrels, or similar containers until they are thoroughly cleared of any flammable materials.

1.3.18 Personnel Protection Measures

1.3.18.1 A first aid kit shall be available for use at all times while performing welding operations.

1.3.18.2 Goggles or other suitable eye protection shall be worn during gas welding or oxygen cutting. Spectacles without side shields, with suitable filter lenses, are permitted for use during gas welding operations on light work (e.g., torch blazing).

1.3.18.3 Lenses for eye protection shall be shaded and tempered.

1.3.18.4 Helmets and hand shields shall meet specifications defined in Occupational Safety and Health Administration (OSHA) general requirements, Section 29 CFR 1910.252(b)(2)(ii). In general:

1.3.18.4.1 Helmets, shields and goggles shall be constructed of non-flammable materials.

1.3.18.4.2 Approved protective helmets or face shields shall be worn to protect the face, neck and ears from radiant energy.

1.3.18.4.3 Helmets and hand shields shall be constructed of a material that will not readily corrode or discolor the skin.

1.3.18.4.4 Goggles shall be ventilated to prevent fogging of the lenses as much as possible.

1.3.18.4.5 Lenses shall bear some permanent marking from the manufacturer, readily identifying the level of protection provided.

1.3.18.5 Employees exposed to hazards created by welding or cutting operations shall be protected by noncombustible or flameproof screens or shields, and/or shall be required to wear appropriate goggles.

1.3.18.6 When welding operations are conducted indoors, local exhaust or ventilation systems shall be provided to keep the level of toxic fumes, gases and dusts below the maximum allowable concentrations specified in OSHA 29 CFR 1910.1000.

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1.3.18.7 Ventilation systems meeting the specifications as defined in OSHA 29 CFR 1910.252(c)(5)-(c)(10) shall be used, if indoor welding or cutting operations involve any of the following compounds:

1.3.18.7.1 Zinc-bearing base or filler metals coated with zinc-bearing materials.

1.3.18.7.2 Lead-based metals.

1.3.18.7.3 Cadmium-bearing filler metals.

1.3.18.7.4 Beryllium-containing base metals or filler metals.

1.3.18.7.5 Mercury-bearing materials, including paint.

1.3.19 Gas Cylinders

1.3.19.1 Compressed gas cylinders shall be legibly marked identifying contents.

1.3.19.2 Only approved devices and apparatus such as manifolds, torches and regulators shall be used for oxygen-fuel gas welding and cutting.

1.3.19.3 Acetylene shall not be stored or used at a pressure in excess of 15 pounds per square inch gauge.

1.3.19.4 Gas cylinders shall be stored as outlined below:

1.3.19.4.1 Store in a well-ventilated and secure area.

1.3.19.4.2 Keep away from radiators and other heat sources.

1.3.19.4.3 Keep 20 feet away, at a minimum, from highly combustible materials.

1.3.19.4.4 Valve protection caps and collars shall be kept in place until the cylinder is being used.

1.3.19.4.5 Acetylene cylinders shall be stored with the valve end up.

1.3.19.5 Piping for acetylene shall be constructed of steel or wrought iron.

1.3.20 The Contractor shall complete the work at the following Solid Waste Management South Group Facility Locations:

1.3.20.1 South County Transfer Station: 13000 US 41 South, Gibsonton, FL 33534

1.3.20.2 Southeast County Landfill, 15960 County Road 672, Lithia, FL 33547

1.3.20.3 Alderman Ford Community Collection Centers (CCC), 9402 CR 39, Lithia, FL 33569

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1.3.20.4 Wimauma CCC, 16180 Westlake Dr., Wimauma, FL 33598

1.3.21 The Contractor shall warrant all components against defects in materials and workmanship under normal use and service for a minimum period of one (1) year from the date of acceptance by the PM.

1.3.22 Failure of any repair within one (1) year due to improper workmanship or materials shall be corrected at no additional cost to the County. Any workmanship errors shall be addressed by the Contractor immediately, and repeated failures may result in contract termination.

1.3.23 A final invoice shall be provided upon completion of the work which reflects:

1.3.23.1 The purchase order number

1.3.23.2 Site/facility location

1.3.23.3 Date of service

1.3.23.4 Description of work performed

1.3.23.5 Serial number or Property Control Number (PCN) of the equipment, if applicable

1.3.23.6 Hours billed according to the purchase order lines

1.3.24 If the invoice and the purchase order do not match, the Contractor shall review the charges with the PM prior to resubmitting the invoice. Any unapproved changes may be rejected.

1.4. Preparation for Delivery

1.4.1 Delivery of the goods and/or performance of the Services and/or Work must be no later than seven (7) Days after Contractor's receipt of a Purchase Order from the County. The Contractor shall be solely responsible for all freight charges. Offers that propose delivery timelines that do not fall within the aforementioned delivery time frame will be subject to rejection.

2. SPECIAL TERMS AND CONDITIONS

2.1. Allowance

An Allowance, in the amount of $15,000.00, will be added to the total Bid amount for permits and unspecified parts.

Commodities and/or Services ordered through the Allowance are limited to the items/services listed above. Costs for the commodities/services must be pre-approved by the County and deemed to be fair and reasonable by County staff.

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2.2. Basis for Award (Overall Low)

Award will be made to the lowest, responsive, and responsible Bidder meeting Specifications. Award will be made to a single Bidder for all line items. If a Bidder fails to submit an Offer on all line items, then that Bidder is not eligible for award.

2.3. Insurance, Contractor

See ITB-26-00389 Insurance Requirements Attachment for more specific details regarding the type of coverage and amounts required.

2.3.1 No work for the County shall commence or occupancy of any of its property take place until the required Certificates of Insurance and copies of the policies, if requested, are received by the County and written Notice to Proceed is issued to the Contractor by the County.

2.3.2 The insurance coverages and limits required of the Contractor under the Contract Documents are designed to meet the minimum requirements of the County. They are not designed as a recommended insurance program for the Contractor. Contractor shall be responsible for the sufficiency of its own insurance program. Should the Contractor have any questions concerning its exposure to loss under the Contract Documents or the insurance coverages needed therefore, it should seek professional assistance.

2.3.3 If the insurance coverage initially provided by the Contractor is to expire prior to completion of the Work, renewal Certificates of Insurance shall be furnished to the County the ten (10) Days prior to expiration of current coverages.

2.3.4 Should the Contractor fail to maintain the insurance coverages required by the Contract Documents, the County may, at its option, either terminate this Agreement for default or procure and pay for such coverage, charge the Contractor for and deduct the costs of the same from payments due the Contractor. A decision by the County to procure and pay for such insurance coverage shall not operate as a waiver of any of its rights under the Contract Documents.

2.3.5 Failure of the Contractor to submit the required Certificates of Insurance within the times required by this Section may result in a delay in issuing the Notice to Proceed. The parties specifically agree that such a delay is neither excusable nor compensable and will not entitle the Contractor to a change in the Contract Price or Time.

2.4. Contract Period for Term Contract

The Contract resulting from this Solicitation Document will be in effect for a three (3)-year period (ending on the last Business Day of the final month) from the effective date of the Contract as established by the County’s Blanket Purchase Agreement (BPA) or Contract Purchase Agreement

(CPA).

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2.5. Price Escalation/De-Escalation (CPI)

2.5.1 Any reference in the solicitation to price adjustments or price escalations shall mean price decreases as well as increases unless otherwise stipulated. Unit prices or rates in contracts that are longer than twelve (12) months and include a provision for price adjustments based on movement in the U.S. Department of Labor's Consumer Price Index for All Urban Consumers (CPI- U) (1982 84=100) may be adjusted annually (contract redetermination period). The awarded unit prices or rates will be effective for one (1) year beginning on the date of purchase order issuance or contract effective date, whichever is later. The awarded vendor may request unit price or rate adjustments no later than 30 days prior to the start of the next contract redetermination period.

The unit prices or rates may be adjusted, up or down, based on the percentage movement of the “CPI for All Urban Consumers (CPI-U) 1982-84=100 (Unadjusted)” posted at https://data.bls.gov/cgi-bin/surveymost?bls.

2.5.2 The baseline index will be the month and year in which the contract begins. The adjustments will not be cumulative and will be computed from the original awarded (base) prices or rates. Adjustments shall be computed using the latest cited CPI-U that is published and available on the date the County receives the adjustment request in writing. The unit price(s) changed as a result of these adjustments shall become effective on the first day of the next contract redetermination period. Adjustments will not be retroactive or prorated. If an adjustment is requested during the term of the contract, the County reserves the right to also request an adjustment in the same prescribed manner, especially if the CPI-U decreases and it is deemed to be in the County's best interest. Price adjustments shall be accomplished using the simple percentage method, which will adjust the base rate by the same percentage as the percent change in the CPI-U. Following is an example of the calculation:

Calculation Example

CPI2 = CPI-U at time of adjustment calculation (May 2019): 146.8 CPI1 = CPI-U at time base rate was awarded and set (June 2018): 143.4

CPI2/CPI1: 1.023

https://data.bls.gov/cgi-bin/surveymost?bls

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Base rate: $1,000.00 Multiplied by 1.023 Equals adjusted rate $1,023.00

For subsequent years, the base rate (CPI1) remains the same and the adjustment calculation will show the change from the base rate. Following shows the second adjustment using the example above:

CPI2 = CPI-U at time of adjustment calculation (May 2020): 140.6 CPI1 = CPI-U at time base rate was awarded and set (June 2018): 143.4

CPI2/CPI1: 0.980

Base rate: $1,000.00 Multiplied by 0.980

Equals adjusted rate $980.00

2.6. Estimated Quantities

Quantities given represent the best estimate for use and shall be the basis for award. However, these quantities are not intended to represent actual requirements, which are not known at this time and may vary during the Contract Period. The County does not guarantee a minimum total purchase.

Furthermore, the requirements of the County may exceed best estimates and the Successful Bidder/Proposer shall provide such requirements to the extent they are reasonable.

2.7. Hillsborough County Governmental Purchasing Council: Reference Laws of Florida 69-1112 and 69-1119

All Offers received by the County in response to this Solicitation Document shall be considered as Offers to members of the Hillsborough County Governmental Purchasing Council. Members, at their discretion, may utilize the Contract that results from this Solicitation Document. Members may purchase the goods, Services and/or Work under the same terms and conditions as the Contract between the Contractor and the County. Members will issue their own purchase orders, issue payments and coordinate the service locations with the Contractor, as applicable. The Hillsborough County Governmental Purchasing Council consists of Hillsborough County Board of County Commissioners and the following agencies:

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Children’s Board of Hillsborough County City of Plant City City of Tampa City of Tampa Housing Authority City of Temple Terrace Clerk of the Circuit Court Expressway Authority Hillsborough Area Regional Transit Authority Hillsborough County Aviation Authority Hillsborough Community College

Hillsborough County School Board Hillsborough County Sheriff Property Appraiser State Attorney’s Office Supervisor of Elections Tampa Palms Community Development District Tampa Port Authority Tampa Sports Authority Tax Collector

2.8. Ordering

The County shall issue a Blanket Purchase Agreement (BPA) or Contract Purchase Agreement (CPA) to cover any goods, Services, and/or Work to be furnished under this Contract. County user departments will issue Standard Purchase Orders against the BPA/CPA on an as‑needed basis. The Successful Bidder/Proposer shall deliver applicable goods, Services, and/or Work only upon receipt of a Standard Purchase Order. No goods, Services, and/or Work shall be provided until a Standard Purchase Order is issued. Any Standard Purchase Order issued prior to the expiration of the Contract Period shall remain valid after the Contract Period has expired and shall be governed by the terms and conditions of this Contract; all applicable goods, Services and/or Work provided after expiration of the Contract Period shall comply with the provisions of the Standard Purchase Order and shall be governed by the terms and conditions of this Contract. Orders shall be issued only during the Contract Period. The County reserves the right to modify the delivery location(s) at any time during the Contract Period.

2.9. Termination for Convenience

In the event the County elects to terminate the Contract, the County shall provide the Contractor with notice of termination in writing by electronic and/or certified mail. The County shall pay the Contractor for any accepted goods, Services and/or Work provided by the Contractor to the County prior to the Contractor’s receipt of said termination notice.

3. DEFINITIONS

The following words and expressions (or pronouns) shall, wherever they appear in this Solicitation Document and the Contract Documents, be construed as follows unless a different meaning is clear from the context.

3.1. Agreement

"Agreement" shall mean the written agreement between the County and the Contractor covering the goods and/or Services to be provided and/or the Work to be performed pursuant to this Solicitation Document. The Agreement (if one is required for this particular Solicitation Document) will be attached to and made a part of the Contract Documents.

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3.2. Amendment(s), Addendum, or Addenda

"Amendment(s)", "Addendum", or "Addenda" shall mean the additional information and/or requirements concerning this Solicitation Document that are issued by the County, in writing, prior to the Close Date.

3.3. Bid(s), or Bidder's Bid

"Bid(s)", "Bidder’s Bid”, "Proposal(s)", or "Quote(s)" shall mean the offer, bid, proposal, or quote of the Bidder/Proposer submitted on the prescribed forms setting forth the prices for the Work to be performed, along with all other documents submitted by the Bidder/Proposer in response to this Solicitation Document.

3.4. Bidder

"Bidder" or "Proposer" shall mean any person, partnership, corporation or other entity or organization submitting a Bid, Proposal, or Quote to provide the goods, Services and/or Work solicited by the County in this Solicitation Document.

3.5. Blanket Purchase Agreement (BPA)

“Blanket Purchase Agreement (BPA)” shall mean the County’s written document to the Contractor stating the products/Services/Work to be provided, the pricing for said products/Services/ Work, the effective dates for the provision of said products/Services/Work, and any additional terms and conditions of the Contract, if applicable.

3.6. Board of County Commissioners

"Board of County Commissioners" shall mean the Board of County Commissioners of Hillsborough County, Florida.

3.7. Bond

"Bond" or "Earnest Money Deposit (EMD)" shall mean bid bond, performance bond, and/or payment bond and other instruments of security furnished by the Bidder/Proposer/Contractor and its Surety in accordance with this Solicitation Document and/or the Contract Documents.

3.8. Business Day(s)

“Business Day(s) "shall mean Monday through Friday excluding public holidays.

3.9. Change Order

“Change Order” shall mean a written order or alteration to a Contract or Purchase Order signed by the appropriate County and Contractor authority directing an addition, deletion, or revision in the provision of the goods and/or Services or an adjustment in the Contract Price and/or Contract Time.

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3.10. Close Date

"Close Date" shall mean the date and time set for delivery to the County of all Offers submitted in response to this Solicitation Document.

3.11. Contract or Contract Documents

"Contract" or "Contract Documents" shall mean the Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Equal Employment Opportunity and Affirmative Action Requirements, all Amendment(s) issued, the Offer, the Agreement (if applicable), all the attached documents identified in this Solicitation Document, all supplementary drawings issued after award of the contract, all Change Orders, all Allowance Authorization Releases, and all provisions required by law to be a part of the Contract Documents, whether actually inserted therein or not.

3.12. Contract Price

"Contract Price" shall mean the total monies payable to the Contractor under the Contract Documents.

3.13. Contract Purchase Agreement (CPA)

“Contract Purchase Agreement (CPA)” shall mean the County’s written document to the Contractor stating the products/Services/Work to be provided, the pricing for said products/Services/ Work, the effective dates for the provision of said products/Services/Work, and additional terms and conditions of the Contract, if applicable.

3.14. Contract Time or Contract Period

"Contract Time" or “Contract Period” shall mean the number of calendar Days stated in the Contract Documents for the completion of the Work and/or the provision of the goods and/or Services specified therein.

3.15. Contractor

"Contractor" shall mean the Successful Offeror, whether a corporation, partnership, individual or any combination thereof, and its, their or his/her successors, personal representatives, executors, administrators, and permitted assignees.

3.16. County

"County" shall mean the Board of County Commissioners, Hillsborough County, Florida, for whom the Contract is being performed.

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3.17. County Administrator

"County Administrator" shall mean Hillsborough County's County Administrator, or a designee identified by the County Administrator to perform certain functions on behalf of the County Administrator.

3.18. Day(s)

"Day(s)" shall mean one calendar day.

3.19. Designee

"Designee" shall mean the person appointed by the Board of County Commissioners and/or the County Administrator to act on his/her behalf.

3.20. Earnest Money Deposit (EMD)

"Earnest Money Deposit (EMD)" or "Bond" shall mean bid bond, performance bond, and/or payment bond and other instruments of security furnished by the Bidder/Proposer and/or Contractor and its Surety in accordance with this Solicitation Document and/or the Contract Documents.

3.21. Electronic Bidding System

"Electronic Bidding System" shall mean the County’s Electronic Bidding System.

3.22. Invitation To Bid

“Invitation to Bid” shall mean the Solicitation Document issued by the County for the goods, Services and/or Work specified herein; and shall include the Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Requirements, and all Amendment(s) issued.

3.23. Minimum Specifications

"Minimum Specifications" shall mean the portion of the Specifications that address the technical requirements of the Work to be performed under this Contract including materials, equipment, and workmanship.

3.24. Modification Agreement

“Modification Agreement(s)” shall mean the written order to the Contractor authorizing an addition, deletion, or revision in the goods, Services and/or Work to be provided under the Contract Documents or an adjustment in the Contract Price issued after the award of and/or execution of the Contract/Agreement. Such written order must be approved and/or executed by the applicable authorized representatives of the County in accordance with County policy. Modification Agreements

ITB-26-00389 Page 18 that are required to be approved by the Board of County Commissioners pursuant to County policy must be executed by the Contractor and the Chair of the Board of County Commissioners.

3.25. Notice

"Notice" shall mean a written notice for the County and the Contractor as set forth in this Solicitation Document and/or the Contract Documents.

3.26. Notice of Award

"Notice of Award" shall mean the written notice given by the County to the Successful Bidder/Proposer that said Bidder/Proposer has been selected by the County to provide the goods/Services and/or perform the Work specified in this Solicitation Document.

3.27. Notice to Proceed

"Notice to Proceed" shall mean the written notice given by the County to the Successful Bidder/Proposer and/or Contractor of the date for the Work to start and/or for the date of the Successful Bidder/Proposer and/or Contractor to provide the goods and/or Services specified in the Contract Documents.

3.28. Offer(s)

"Offer(s)" or "Bid(s)" or "Proposal(s)" or "Quote(s)" shall mean the offer, bid, proposal, or quote of the Offeror submitted on the prescribed forms setting forth the prices for the Work to be performed, along with all other documents submitted by the Offeror in response to this Solicitation Document.

3.29. Offeror

"Offeror" shall mean any person, partnership, corporation or other entity or organization that has submitted an Offer, Bid, or Proposal to the County in response to a procurement solicitation issued by the County to provide equipment, supplies, materials, or Services.

3.30. Project

"Project" shall mean the entire action and/or improvement which is the subject of this Solicitation Document and/or the Contract Documents.

3.31. Project Manager

"Project Manager" shall mean the duly authorized representative of the Board of County Commissioners during the Contract Period.

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3.32. Proposal(s)

"Proposal(s)" or "Bid(s)" or "Bidder’s Bid(s)” or "Quote(s)" shall mean the offer, bid, proposal, or quote of the Bidder/Proposer submitted on the prescribed forms setting forth the prices for the Work to be performed, along with all other documents submitted by the Bidder/Proposer in response to this Solicitation Document.

3.33. Proposer

"Proposer" or "Bidder" shall mean any person, partnership, corporation or other entity or organization submitting a Bid, Proposal, or Quote to provide the goods, Services and/or Work solicited by the County in this Solicitation Document.

3.34. Purchase Order

“Purchase Order” shall mean the County’s written document to the Contractor authorizing Work.

3.35. Quote(s)

"Quote(s)" or "Bid(s)" or "Bidder’s Bid(s)” or "Proposal(s)" shall mean the offer, bid, proposal, or quote of the Bidder/Proposer submitted on the prescribed forms setting forth the prices for the Work to be performed, along with all other documents submitted by the Bidder/Proposer in response to this Solicitation Document.

3.36. Service(s)

"Service(s)" shall mean the activity/improvement and/or the means or methods necessary for implementation and prosecution of the Project and/or Work that is the subject of the Contract Documents.

3.37. Site(s)

"Site(s)" shall mean the area(s) upon or in which the Contractor’s operations are carried on and such other areas adjacent thereto as may be designated as such by the County.

3.38. Solicitation Document

"Solicitation Document" shall mean the solicitation issued by the County for the goods, Services and/or Work specified herein; and shall include the Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Requirements, and all Amendment(s) issued.

3.39. Specifications

"Specifications” shall mean the detailed information set forth in the “Specifications” Section of this Solicitation Document describing and/or concerning the goods, Services and/or Work being solicited

ITB-26-00389 Page 20 by the County via this Solicitation Document, including, but not limited to, any terms and conditions contained within the “Specifications” Section, any Amendment(s) issued related to the “Specifications” Section, and/or any drawings or maps relating to the “Specifications” Section of this Solicitation Document.

3.40. Subcontractor

"Subcontractor" shall mean any person, firm or corporation other than employees of the Contractor who or which contracts with the Contractor to furnish, or actually furnishes labor, materials, and/or equipment for the Work and/or Project to be performed that is the subject of the Contract Documents.

3.41. Successful Bidder/Proposer

“Successful Bidder” or "Successful Proposer" shall mean the Contractor and vice versa, whether a corporation, partnership, individual or any combination thereof, and its, their or his/her successors, personal representatives, executors, administrators, and permitted assignees.

3.42. Surety

"Surety" shall mean any corporation that executes, as surety, the Bidder’s/Proposer's Bid/Proposal bond, and/or any corporation that executed, as surety, the Contractor’s Bid/Proposal, performance, and/or payment Bond.

3.43. Unilateral Change Order

“Unilateral Change Order” shall mean a written order or alteration to a Contract or Purchase Order signed by the appropriate County authority directing an addition, deletion, or revision in the provision of the goods and/or Services or an adjustment in the Contract Price and/or Contract Time that does not require concurrence of the Contractor.

3.44. Work

"Work" shall mean any and all obligations, duties and responsibilities necessary for the successful delivery of the goods and/or the successful completion of the Services, Project and/or tasks assigned to or undertaken by the Contractor pursuant to the Contract Documents, including, but not limited to, the furnishing of all labor, materials, equipment and other incidentals contemplated by and/or related to the Contracted Documents.

4. INSTRUCTIONS

4.1. Bid Submissions

4.1.1 The County shall only accept Offers through its Electronic Bidding System.

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4.1.2 Offers delivered by non-electronic means, facsimile, electronic mail (e-mail) or electronic means other than through the County's Electronic Bidding System will not be considered.

4.2. Non-Discrimination and Compliance with Laws

4.2.1 Bidder shall comply with the requirements of all applicable federal, state and local laws prohibiting discrimination and the rules, regulations, policies, and executive orders promulgated thereunder, all of which are incorporated herein by reference.

4.2.2 The County prohibits any person/business involved in County contracting and procurement activities, to discriminate on the basis of actual or perceived race, color, religion, sex, national origin, age, marital status, disability, sexual orientation, or gender identity or expression.

4.2.3 Bidder shall comply with the requirements of all applicable federal, state and local laws and the rules, regulations, policies and executive orders promulgated thereunder, all of which are incorporated herein by reference.

4.3. Award of Contract and Rejection of Bids

4.3.1 A Contract, if awarded, will be awarded to the lowest responsive and responsible Bidder in accordance with this Solicitation Document and applicable law.

4.3.2 The County, in its sole discretion, may determine whether acceptance of the Bid/Quote is in the best interest of the County. Further, the County reserves the right to reject any and all Bids/Quotes and to waive any informality concerning a Bid/Quote whenever such rejection or waiver is in the best interest of the County and in conformance with Florida Law.

4.3.3 The County also reserves the right to reject the Bid/Quote of any Bidder:

4.3.3.1 determined to be non-responsible due to failure to perform properly or timely on a comparable contract; and

4.3.3.2 who is not in a position to perform the contract.

4.3.4 Bidder must have the capacity, knowledge, skill and general ability to fully perform. Bidder must also have the integrity, reliability and other applicable qualities that will ensure good faith performance. The County reserves the right to require Bidder to submit documentation and other evidence attesting to the Bidder’s responsibility. The County may reject Bidder’s Bid/Quote if, at the County’s sole discretion, Bidder fails to submit documents and evidence of responsibility and/or the County has determined that the Bidder is not responsible.

4.4. Bid Documents

4.4.1 The Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Requirements, any Amendment(s) issued, ITB-26-00389 Page 22 together with all the attached documents herein identified constitute the entire Solicitation Document, and must be the basis of all Offers.

4.4.2 Bidder’s/Proposer's Offer pricing, in addition to all Amendment(s) issued, and any other documentation required by this Solicitation Document that is submitted by the Bidder/Proposer in response to this procurement shall constitute the Offer. The Bidder/Proposer is only required to submit its Offer in addition to any Amendment(s) issued and any other documentation required by this Solicitation Document.

4.4.3 The Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Requirements, Insurance and Bond requirements, Specifications, Equal Employment Opportunity and Affirmative Action requirements, all Amendment(s) issued, the Bidder’s/Proposer's Offer, the Agreement, if applicable, together with all other attached documents herein identified and all supplementary drawings issued after award of the Contract shall constitute the “Contract Documents” upon the award of this Solicitation Document.

4.5. Bid/Proposal/Quote Pricing

Pricing must be quoted only in the space(s) provided within this Solicitation Document; no other form(s) will be accepted. When applicable, all prices quoted are to be free-on-board (F.O.B.) to the job site or specified delivery location in Hillsborough County, Florida.

4.6. Bid/Proposal/Quote Results

Preliminary results are generally available within two (2) Business Days to Bidders/Proposers in the County’s Electronic Bidding System.

4.7. Bidder/Proposer Request for Interpretation of Solicitation Document

No interpretation of the meaning of the Specifications or Scope of Work contained in this Solicitation or related Contract Documents will be made to any Bidder/Proposer orally. Every request for such interpretation must be submitted in writing through the electronic bidding system (Euna Procurement). To be given consideration, such requests must be received no later than ten (10) calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-bid conference, whichever is later. All interpretations and supplemental instructions provided by the County will be in the form of a written amendment which, if issued, will be communicated to all Bidders/Proposers who have acknowledged participation within Euna Procurement. All issued amendments shall become part of the Contract Documents. No Bids or Proposals shall be submitted or accepted through electronic mail (e-mail), facsimile, or by hard copy (paper). Bids and Proposals will only be accepted and considered if submitted through Euna Procurement.

4.8. Bidder/Proposer Responsible for Examining/Investigating Work Site(s)

If applicable to this Solicitation Document, Bidder/Proposer is solely responsible for examining all Sites of the proposed Work and conducting any investigations necessary to inform itself of any difficulties

ITB-26-00389 Page 23 that may be involved in the completion of the Work. Bidder’s/Proposer's failure to conduct such examinations and investigations shall not:

4.8.1 excuse the Successful Bidder’s/Proposer's failure to complete the Work in accordance with the Specifications and requirements set forth in this Solicitation Document based on the Successful Bidder’s/Proposer's ignorance of conditions or difficulties that may exist prior to the Close Date or of conditions or difficulties that may be encountered during the execution of the Work; and/or

4.8.2 be a basis for any claims for additional compensation and/or for any extensions of time.

4.9. Procurement Policy and Procedures and Hillsborough County Ordinance – Protest Process and Procedures

Offeror is advised that by submitting an Offer, Offeror hereby agrees to comply with the County’s Procurement Policy and Procedures, including, but not limited to, the County’s policy and procedures regarding Bid protests and Hillsborough County Code of Ordinances and Laws, Part A, Chapter 2, Article VI, Division 3. The County’s Procurement Policy and Procedures can be found on the County’s website at:

https://hcfl.gov/businesses/doing-business-with-hillsborough/vendors/vendor-policies-forms-and-documents

Offeror is further advised that pursuant to Hillsborough County Code of Ordinances and Laws, Part A, Chapter 2, Article VI, Division 3, Sec. 2-567(b)(i), any protest of the Specifications and/or terms and conditions contained within this Solicitation Document must be received by the County no later than five (5) Business Days before the Close Date/Bid Submittal Deadline set forth in this Solicitation Document.

4.10. Bidder's/Proposer's Understanding of the Solicitation Document

Bidder/Proposer is solely responsible for reading and completely understanding this Solicitation Document in its entirety.

4.11. Brand Names, Etc.

4.11.1 In instances where the Specifications make this subject applicable, any use therein of brand names, manufacturers' names, trade names, information and/or catalog numbers are used solely for the purpose of providing descriptions and for establishing acceptable quality levels.

Such references are not intended to place restriction on the Bidders/Proposers (other than as to quality) and Bidders/Proposers may propose and describe upon the Bid/Proposal/Quote forms deviations that the Bidder/Proposer believes to be equal to or better than the requirements set forth in this Solicitation Document. The burden of proof that the Bidder's/Proposer's proposed brand is in fact equal lies with the Bidder/Proposer.

https://hcfl.gov/businesses/doing-business-with-hillsborough/vendors/vendor-policies-forms-and-documents https://hcfl.gov/businesses/doing-business-with-hillsborough/vendors/vendor-policies-forms-and-documents

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4.11.2 Bidders/Proposers must furnish all requested information in the spaces provided on the Bid Proposal.