Invitation to Bid Canals, Roadside Ditches, and Off System Mowing

Services

ITB-26-00431

ITB-26-00431 Page 1

SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-26-00431

SOLICITATION TITLE: Canals, Roadside Ditches, and Off System Mowing Services

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from experienced and qualified Contractors to provide ongoing and as-needed canals, roadside ditches, and off system mowing services for various locations throughout Hillsborough County for a three (3)-year period.

DUE DATE & TIME: October 15, 2026, [2:00 P.M.] 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.

QUESTIONS: ● Questions regarding technical difficulties or errors encountered while submitting proposals through Euna Procurement must be directed to

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

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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-26-00431 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.

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.

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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1. SPECIFICATIONS

1.1. Scope

The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from experienced and qualified Contractors to provide ongoing and as-needed canals, roadside ditches, and off system mowing services for the Engineering and Operations Department (E&O) for primary water conveyance systems and off-system areas at various locations throughout Hillsborough County for a three (3)-year period.

1.2. Background

1.2.1 E&O maintains hundreds of miles of ditches and canals as well as over 3,200 centerline miles of roadways.

1.2.2 The County is looking to retain a qualified Contractor to assist with the E&O efforts for canals, roadside ditches, and off system mowing, cleaning, and/or maintenance work orders. The services requested will vary in size, quantity, and location, based on the needs.

1.3. Applicable Publications, Terminology, and Acronyms

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

1.3.1 Florida Department of Transportation Guide for Roadside Vegetation Management.

https://www.fdot.gov/maintenance/Cont/AM/asset-maintenance-guides

1.3.2 Florida Department of Transportation Approved Product List.

https://www.fdot.gov/maintenance/Cont/AM/asset-maintenance-guides

1.3.3 Florida Department of Transportation Maintenance of Traffic Guidelines.

https://www.fdot.gov/construction/engineers/mot/motmain.shtm

1.3.4 American National Standards Institute A300, Tree Care Standards.

https://treecareindustryassociation.org/business-support/ansi-a300-standards/

1.3.5 National Cooperative Highway Research Program Report 350.

https://mutcd.fhwa.dot.gov/?_gl=1*iz3xth*_ga*NDg3OTQxMzk5LjE3NzA4Mjk4NDM.*_ga_VW1 SFWJKBB*czE3ODc4NTU5MDMkbzMkZzEkdDE3ODc4NTU5NzckajUwJGwwJGgw https://www.fdot.gov/maintenance/Cont/AM/asset-maintenance-guides https://www.fdot.gov/maintenance/Cont/AM/asset-maintenance-guides https://www.fdot.gov/construction/engineers/mot/motmain.shtm https://treecareindustryassociation.org/business-support/ansi-a300-standards/ https://mutcd.fhwa.dot.gov/?_gl=1*iz3xth*_ga*NDg3OTQxMzk5LjE3NzA4Mjk4NDM.*_ga_VW1SFWJKBB*czE3ODc4NTU5MDMkbzMkZzEkdDE3ODc4NTU5NzckajUwJGwwJGgw https://mutcd.fhwa.dot.gov/?_gl=1*iz3xth*_ga*NDg3OTQxMzk5LjE3NzA4Mjk4NDM.*_ga_VW1SFWJKBB*czE3ODc4NTU5MDMkbzMkZzEkdDE3ODc4NTU5NzckajUwJGwwJGgw

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1.3.6 Manual for Assessing Safety Hardware.

https://highways.dot.gov/safety/rwd/reduce-crash-severity/aashto-guidance

1.3.7 U.S. Department of Transportation, Federal Highway Administration, Manual on Uniform Traffic Control Device https://mutcd.fhwa.dot.gov

1.3.8 Florida Statutes, Title XXIII, Chapter 316, State Uniform Traffic Control https://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0300- 0399/0316/0316ContentsIndex.html&StatuteYear=2026&Title=%2D%3E2026%2D%3EChapter% 20316

The following terminology forms a part of this specification:

1.3.9 “Appurtenances” shall mean, but is not limited to, signposts and bases, delineator posts, fences, guardrails, barrier walls, end walls, retaining walls, pipes, drainage structures, poles, guide wire, mailboxes, handrails, landscaped areas, and trees.

1.3.10 “Attenuators” shall mean hydraulic truck attachments that crush progressively to absorb the kinetic energy and protect the driver and road crew.

1.3.11 “Debris and Litter” shall mean, but is not limited to, varied sizes of bottles, cans, paper, tires, tire pieces, lumber, vehicle parts, metal junk, small outdoor advertisement signs, grass, weeds, brush, tree limbs, trimmings, vegetation, and other items to be removed under this Solicitation.

1.3.12 “Mowing Cycle” shall mean the specific period of time between one (1) mowing area and the next, or the total time required to mow a designated area once.

1.3.13 “Normal Work Hours” shall mean 8:00 A.M. to 5:00 P.M, Monday through Friday, except for County and State observed Holidays.

1.3.14 “Vegetation” shall mean, but is not limited to, planted and/or natural grasses, weeds, vines, and other vegetation within the Work areas.

The following acronyms form a part of this specification:

ANSI American National Standards Institute FDOT Florida Department of Transportation MASH Manual for Assessing Safety Hardware MOT Maintenance of Traffic MUTCD Manual on Uniform Traffic Control Devices NCHRP National Cooperative Highway Research Program PM County’s Project Manager (or designee) https://highways.dot.gov/safety/rwd/reduce-crash-severity/aashto-guidance https://mutcd.fhwa.dot.gov/ https://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0300-0399/0316/0316ContentsIndex.html&StatuteYear=2026&Title=%2D%3E2026%2D%3EChapter%20316 https://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0300-0399/0316/0316ContentsIndex.html&StatuteYear=2026&Title=%2D%3E2026%2D%3EChapter%20316 https://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0300-0399/0316/0316ContentsIndex.html&StatuteYear=2026&Title=%2D%3E2026%2D%3EChapter%20316

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1.4. Minimum Requirements

1.4.1 County Responsibilities

1.4.1.1 The County will provide any plans, specifications, technical inspections, and directions along with any special labor requirements, when applicable, to complete the Work.

1.4.1.2 The County will orient the Contractor’s personnel at the beginning of Work, at each location, to cover any technical aspects such as safety and environmental considerations. The work locations, areas, and details will be identified and assigned on an as-needed basis through individual Purchase Orders.

1.4.1.3 The County’s Project Manager (PM) may provide special instructions to the Contractor, when applicable.

1.4.2 Mobilization

1.4.2.1 The Contractor shall perform all Work, unless authorized by the PM, during Normal Work Hours. This shall include the parking of equipment for the night. No Work requiring lane closures is to be performed on Saturdays, Sundays or State legal holidays unless authorized in writing by the PM. Due to traffic congestion, Work outside the Normal Work Hours may be required, as requested by the PM. In the case of extreme conditions or weather, the Contractor may be required to remove their operation from the area and/or right-of-way, at the discretion of the PM.

1.4.2.2 The Contractor shall provide transportation, for all Contractor’s personnel and equipment, to and from project sites and furnish tools, equipment, and machinery necessary to complete the Work described in this Solicitation.

1.4.2.3 Mobilization costs shall be included in the submitted pricing, as per the Bid Pricing Table.

1.4.3 Equipment

1.4.3.1 The County reserves the right to inspect the Contractor’s equipment, at any time, during the term of the resulting Contract. Inspection of equipment by the County will not relieve the Contractor of its responsibility or liability for injury to people or damage to property caused by the operation of the equipment, nor will it relieve the Contractor of the responsibility to meet the established time for the completion of the Work.

1.4.3.2 The Contractor shall provide and maintain, throughout the term of the resulting Contract, all specialized equipment, hand tools, and power tools, as required, to perform the specified Work identified in this Solicitation, to include but not limited to:

1.4.3.2.1 Large Mowing Equipment: For mowing in areas with a three (3) horizontal to one (1) vertical or less slope conductive to large mowing equipment.

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1.4.3.2.2 Slope Mowing Equipment: For mowing on slopes with a greater or steeper than three (3) horizontal to one (1) vertical slope or other areas that are relatively inaccessible to the use of conventional style equipment.

1.4.3.2.3 Intermediate Mowing Equipment: For mowing in areas of three (3) horizontal to one (1) vertical slope or less that are not accessible by large mowing equipment but not conducive to the use of small machine mowing equipment.

1.4.3.2.4 Small Mowing Equipment: For mowing in areas of three (3) horizontal to one

(1) vertical slope or less that are not accessible by large or intermediate mowing equipment.

1.4.3.3 The Contractor shall provide mowing equipment with the capability of cutting a height from four (4) inches to 12 inches.

1.4.3.4 The Contractor shall provide equipment of types and quantities required to perform the Work as required under this Specifications and within the specified time periods.

1.4.3.5 The Contractor shall immediately remove equipment deficient in safety devices and keep said equipment out of service until the deficiency is corrected.

1.4.4 Contractor’s Personnel

1.4.4.1 The Contractor shall provide work crews which may be divided based on assigned activities, locations, or tasks.

1.4.4.2 The Contractor shall assign and identify, to the PM, at least one (1) on-site, competent supervisor who is able to communicate in English. The supervisor shall be responsible for maintaining work site order, monitoring the Work, and directing the Contractor’s personnel during the operation and completion of Work.

1.4.4.3 The Contractor’s personnel shall perform the services contemplated herein in a safe, efficient, competent, and timely manner. The Contractor’s personnel are prohibited from bringing unauthorized people, such as but not limited to, friends and/or family members, onto a County work site. Should such an event occur, the PM will cause the removal of such unauthorized people from the County’s work site.

1.4.4.4 The Contractor’s personnel shall be properly attired in a manner appropriate and commensurate with the Work being performed and in compliance with all applicable safety standards and regulations. The County reserves the right to require Contractor’s personnel to stop Work and leave the site if they are not dressed in accordance with these requirements.

The Contractor shall ensure that each of its representatives wear a shirt that plainly and prominently identifies the Contractor's company name and/or which contains the Contractor's imprinted, embroidered, or an appliqué of the company logo affixed thereto.

Such shirts shall be always worn by the Contractor’s representatives in performance of this contract.

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1.4.5 Mowing

1.4.5.1 The Contractor shall perform mowing for outfall, drainage ditches, canals, and other areas, to include but not limited to:

1.4.5.1.1 Grass and/or vegetation within the project limits, as per each Work Order.

Locations may consist of roadside areas, ponds, ditches, or other areas as specified.

1.4.5.1.2 Grass and/or vegetation on slopes or around appurtenances, within the project limits, concurrent with the mowing operation.

1.4.5.1.3 Up to the area limits maintained by E&O and around existing appurtenances located within the project limits, as directed by the PM.

1.4.5.2 The Contractor shall produce a clean, sharp cut, and uniform distribution of the cuttings.

1.4.5.3 If weather conditions and/or other situations of a temporary nature prevent the mowing of any area(s), and such conditions are eliminated during the period designated for that mowing cycle, the adopted pattern for mowing may be altered to complete mowing of these areas during the mowing cycle.

1.4.5.4 The Contractor shall notify the PM by phone or email, no later than 24 hours prior to beginning Work, of any area(s) saturated with standing water to the point that standard mowing equipment would cause excessive damage to the turf. The saturated area(s) shall be mowed during a subsequent cycle or cut to the surface of the water using hand or power tools, or other specialized equipment as directed by the PM.

1.4.5.5 The Contractor shall consult with the PM prior to beginning Work in any questionable area(s).

1.4.5.6 The Contractor shall notify the PM by phone or email, by close of day on the next Business Day, after a project area has been completed. If any area does not meet the specified requirements, the Contractor shall re-mow the area, at no additional cost to the County.

1.4.5.7 In some areas it may be necessary to collect, remove, and dispose of grass clippings and other vegetation from the mowing operation. Disposal shall be in accordance with applicable Federal, State, and Local Rules and Regulations.

1.4.5.8 Use of specialized equipment will be of no additional cost to the County.

1.4.5.9 The Contractor shall mow all grass and vegetation to a height of six (6) inches plus or minus a ½ inch. When directed by the PM, the Contractor shall mow grass and vegetation to a height of four (4) inches plus or minus a ½ inch in specified areas.

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1.4.5.10 The Contractor shall mow all grass and vegetation on slopes and/or around appurtenances to the same height and quality as the surrounding mowed area when using hand or power tools.

1.4.5.11 Negligence that results in damage to turf, curbs, sidewalks, pavement, signs, structures, mailboxes, appurtenances, etc., shall be repaired or replaced by the Contractor at no additional cost to the County. The Contractor shall complete repairs prior to submission of the invoice for Work accomplished during the cycle.

1.4.5.12 The Contractor shall not leave any accumulation of clippings in curbs and gutters or on sidewalks. When permitted by Federal, State, and Local Rules and Regulations, the use of blowers (away from traffic) to remove cuttings is acceptable.

1.4.6 Vegetation Trimming

1.4.6.1 The Contractor shall provide trimming services for areas that are inaccessible to the mowing equipment, such as against walls, fences, and around trees.

1.4.6.2 Pricing shall include, but is not limited to, furnishing all equipment, materials, labor, disposal, and incidentals necessary to complete vegetation trimming.

1.4.6.3 Trimming costs shall be included in the submitted pricing for edging, as per the Bid Pricing Table.

1.4.7 Brush and Tree Trimming

1.4.7.1 The Contractor shall provide brush and tree trimming services at work sites to provide safe movement of equipment for maintenance of the areas.

1.4.7.2 Brush and tree trimming shall be in accordance with ANSI A300 Tree Care Standards.

1.4.7.3 The Work shall achieve a minimum vertical clearance of 16 feet with a maximum height of 16.5 feet or shall be cut back to the fence line and/or right-of-way. Trees and Brush shall be trimmed in a manner that maintains the natural symmetry and form typical of the species.

1.4.8 Debris and Litter Removal

1.4.8.1 The Contractor shall pickup, remove, and dispose of Debris and Litter within the maintained work site area(s), to include but not limited to:

1.4.8.1.1 Median island curbs and roadside curbs

1.4.8.1.2 Gutters and Grates

1.4.8.1.3 Front and backside and joint areas of sidewalks

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1.4.8.1.4 Bike paths

1.4.8.1.5 Inlets throats

1.4.8.1.6 Stormwater systems

1.4.8.1.7 Other areas as designated by the PM.

1.4.8.2 The Contractor shall pickup, remove, and dispose of Debris and Litter within the maintained work site limits from the outside edge of travel way to the right-of-way line, including the median on divided highways from the inside edge of travel way to the inside edge of travel way, ponds, and remote areas as specified in the Contract Documents.

1.4.8.3 The Contractor shall transport Debris and Litter using equipment capable of preventing further distribution or loss of Debris and Litter along the roadway. The Contractor shall cover and secure all open top carriers with tarpaulins.

1.4.8.4 The Contractor shall remove all Debris and Litter at the end of each working day.

Disposal of Debris and Litter shall be in accordance with applicable Federal, State, and Local Rules and Regulations. The Contractor shall not store or stockpile Debris and Litter within the project limits.

1.4.8.5 The Contractor shall sweep all Work areas, as applicable, or as designated by the PM.

1.4.8.6 Pricing shall include, but is not limited to, furnishing all equipment, materials, labor, disposal, and incidentals necessary to complete Debris and Litter removal. Landfill receipts may be required with invoice submittals.

1.4.9 Miscellaneous Manual Labor (Manhours)

1.4.9.1 Unless otherwise specified, manual labor required to perform Work around appurtenances will be incidental to the type of services being performed.

1.4.9.2 Manual Weed Control: For areas with densely planted trees and steep slopes that are not accessible to mowing equipment, when directed by the Work Orders, the Contractor shall remove grass, weeds, vines, and other underbrush using hand and/or power tools.

1.4.10 Maintenance of Traffic

1.4.10.1 The Contractor shall provide any required MOT, which shall be considered incidental to the Work.

1.4.10.2 The Contractor shall perform all MOT-related Work in accordance with FDOT MOT requirements.

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1.4.10.3 The Contractor shall furnish, place, and maintain all traffic control devices throughout the duration of the Work, within the maintenance limits, for the protection of the public and employees. The Contractor shall operate the equipment in the same direction of the traffic, unless the adjacent lane is closed to traffic, when mowing within four (4) feet of the travel-way/travel lane.

1.4.10.4 Crossings and Intersections:

1.4.10.4.1 The Contractor shall provide and maintain adequate accommodations for intersecting and crossing traffic.

1.4.10.4.2 The Contractor shall not block or unduly restrict any median opening, road, or street, crossing the project, unless approved by the PM.

1.4.10.4.3 The Contractor shall maintain all existing actuated and/or traffic responsive mode signal operations for main and side street movements for the duration of the Work.

1.4.10.4.4 The Contractor shall restore any loss of detection capabilities no later than 12 hours after loss, and use only the detection technology listed on the FDOT’s APL, as approved by the PM.

1.4.10.4.5 Before beginning Work, the Contractor shall submit, by email to the PM, the names and phone numbers of personnel that can be contacted when signal operations malfunction.

1.4.10.5 Truck Mounted Attenuators and Trailer Mounted Attenuators:

1.4.10.5.1 The Contractor shall furnish, install and maintain only those attenuators that meet the requirements of NCHRP 350 or the MASH.

1.4.10.5.2 The Contractor shall use truck mounted or trailer mounted attenuators, when called for, as per the MOT and MUTCD design standards.

1.4.10.5.3 The Contractor shall use attenuators listed on the FDOT’s APL. When attenuators are called for, the Contractor shall use either a truck mounted attenuator or a trailer mounted attenuator system designed and installed in accordance with the manufacturers’ recommendations. The Contractor shall equip the attenuator cartridge with lights and reflectors in compliance with Florida Statutes, Title XXIII, Chapter 316, State Uniform Traffic Control, including turn signals, dual taillights, and brake lights. The Contractor shall ensure that lights are visible in both the raised and lowered positions if the unit is capable of being raised.

1.4.10.6 MOT cost shall be included in the submitted pricing for the Work being performed, excluding full lane closure, as per the Bid Pricing Table

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1.4.11 Quality Control

Completed Work areas will be inspected by the PM for quality and acceptance. Areas determined to be unsatisfactory by the County shall be directly re-worked by the Contractor within two (2) working days, at no additional cost to the County.

1.4.12 Safety

1.4.12.1 The Contractor shall comply with and ensure that the Contractor's personnel and all subcontracted personnel comply with current applicable local, state and federal policies, regulations and standards relating to safety and health.

1.4.12.2 The County reserves the right to request the removal and replacement of any employee or equipment of the Contractor at the work site when, in the County's opinion, that person or equipment is not performing safely, or for any other reason. Any operations of the Contractor determined hazardous by the PM, shall be immediately discontinued upon the Contractor’s receipt of either written or verbal notice from the PM to discontinue such practice. Work shall only be resumed upon receipt of either written or verbal notice by the

PM.

1.4.13 High Voltage Power Lines

1.4.13.1 When necessary, the Contractor shall be responsible for having properly certified personnel to perform services in and around high voltage power lines.

1.4.13.1.1 Tampa Electric Company Primary lines 7020 volts, the Contractor shall not come within ten (10) feet of all primary lines.

1.4.13.1.2 Secondary lines, anything under 600 volts, the Contractor shall not come within two (2) feet of all secondary lines.

1.4.13.1.3 Residential Service Lines 120/240, Commercial service lines 120/240/480, the Contractor shall provide services where Service lines have no minimum distance requirement.

1.4.13.2 Prior to initiation of the Work, the Contractor shall advise the appropriate utility company and County personnel when working near any high voltage power lines or for the location of any underground services situated in the work site area that could be damaged by the Contractor's operation. Should damage occur, the Contractor shall directly contact the appropriate utility company and the County PM. The Contractor shall be responsible for all claims for damages to utilities.

1.4.14 Weather Conditions

Work areas that are normally accessible, but which are saturated with standing water to the point where, in the opinion of the Contractor or PM, equipment may not be used without excessive

ITB-26-00431 Page 12 damage to the area, shall not be accessed when such conditions exist, unless approved by the PM. Within the Contractor's regular reports, the Contractor shall notify the County when and where these conditions existed. No service operation shall be conducted when there are climatic conditions present or forecasts that would make such an operation ineffectual or dangerous, including, but not limited to heavy rain, tornadoes, hurricanes, etc. The Contractor may suspend operations only to ensure the protection of the public and property if conditions are such that Work cannot be carried out in an effective and safe manner. The Contractor is required to contact the PM immediately upon the suspension of Work with acceptable evidence of such conditions.

1.4.15 Reporting

1.4.15.1 The Contractor shall submit, by email to the County’s Contract Manager, a daily production report.

1.4.15.2 The Contractor shall provide a written daily report (preferably by email) to include the Work completed the prior day, and the schedule of Work to be completed the day of the report, including the number of crew members for MOT.

1.4.15.3 The Contractor shall submit to the PM and include with invoicing, all disposal receipts/tickets for location(s) of Work completed. Failure to submit required documentation may lead to suspension of future Work assignments and/or payment delays until compliance is met.

1.4.16 Invoicing

1.4.16.1 The Contractor shall furnish (preferably by email) the PM with complete itemized invoices for Work performed. Invoices are to reflect the prices stipulated on the purchase order and as outlined in the Bid Pricing Table, per line item. All bid pricing shall be inclusive of all additional costs of performance such as, but not limited to, travel time, mileage, mobilization, and waste disposal. All invoices will be approved by PM with all support documentation attached prior to payment. Invoices shall comply with and contain details as required by the County’s Standard Purchase Order Terms and Conditions, as well as include the following additional information:

1.4.16.1.1 Applicable line-item number(s)

1.4.16.1.2 Date(s) of service

1.4.16.1.3 Location(s) of Work performed

1.4.16.1.4 Supporting documentation (e.g., Work Orders, inspection reports, disposal receipts/tickets, time sheets, or other required backup)

1.4.16.2 Failure to provide complete and accurate documentation may result in delay or rejection of payment.

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1.5. Preparation for Delivery

Delivery of the goods and/or performance of the Services and/or Work must be no later than 14 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. 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.

2.2. Insurance, Contractor

See ITB-26-00431 Insurance Requirements Attachment for more specific details regarding the type of coverage and amounts required.

2.2.1 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.

2.2.2 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.

2.2.3 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.

2.2.4 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.

2.2.5 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.

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2.3. 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.

2.4. Price Escalation/De-Escalation (CPI)

2.4.1 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.

2.4.2 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:

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

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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

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

2.5. 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.

2.6. 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:

ITB-26-00431 Page 16

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

2.7. 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.

2.8. 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-26-00431 Page 20 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-26-00431 Page 22 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…