Invitation to Bid Appliance Maintenance and Repair Services

ITB-26-00130

ITB-26-00130 Page 1

SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-26-00130

SOLICITATION TITLE: Appliance Maintenance and Repair

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from a licensed, certified and qualified Contractor to provide installation, repair, and routine annual preventative maintenance services for commercial-grade ranges and other appliances located at Fire Rescue Stations throughout Hillsborough County. The resulting contract for a two (2) year term.

DUE DATE & TIME: February 27, 2026, 2:00 P.M. Eastern Time

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 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.

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

mailto:support.bonfire@eunasolutions.com mailto:support.bonfire@eunasolutions.com

ITB-26-00130 Page 2

• To be given consideration, such requests must be received no later than 14 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- 00130 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: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

ITB-26-00130 Page 3

1. SPECIFICATIONS

1.1. Scope

Hillsborough County Fire Rescue (HCFR) is seeking a licensed, certified and qualified Contractor to provide installation, repair, and routine annual preventative maintenance on commercial-grade ranges, and other appliances located at Fire Rescue Stations located throughout Hillsborough County. The resulting contract for a two (2) year term.

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 Appliances shall be defined as refrigerators, freezers, ovens, stoves, cook tops, warming bins, clothing washers, clothing dryers, hoods, dishwashers, and microwaves.

1.2.2 Cleaning shall be defined as the removal of unwanted matter, contaminants, or pollutants from small appliances at fire facilities.

1.2.3 Major Deficiency shall be defined as any condition affecting the safety or the personnel and/or public, the inability of an appliance to function reliably.

1.2.4 Preventative Maintenance shall be defined as annual preventative maintenance and inspection of all ranges.

1.2.5 Original Equipment Manufacturer (OEM) parts shall be defined as parts supplied by the same manufacturer that made the appliance. Using aftermarket or universal replacement parts is not allowed, as it will void any warranty that may be left on the unit.

If the manufacturer has discontinued a part, the PM will evaluate and approve the replacement part recommended.

1.2.6 Inspection Report shall be defined as the Contractor’s documented finding(s) of preventative maintenance performed on each appliance. The Contractor shall provide a written report to the PM signed by the inspecting technician within five (5) business days after inspection completion. The Contractor shall notify the PM immediately if an inspection identifies a major deficiency.

1.3. Minimum Qualifications

1.3.1 The Bidder or principal thereof shall demonstrate recent experience in providing substantially similar services.

1.3.2 Contractor shall possess all applicable licenses/certifications required to perform repairs on equipment specified within this agreement and kept current throughout the term of the awarded contract.

ITB-26-00130 Page 4

1.3.2.1 Contractor shall be licensed to handle gas and propane ranges; Category V LP Gas Installer (LI) Gas Licenses.

1.3.2.2 Contractor shall be licensed to handle refrigerators per Environmental Protection Agency (EPA) Section 608 - "EPA 608 Certification."

1.3.3 The Bidder shall provide a copy of the license upon the County's request.

1.4. Minimum Requirements

1.4.1 Service Requirements

1.4.1.1 Contractor shall possess sufficient capabilities to satisfactorily perform all services while adhering to the time standards described herein. Therefore, Bidders must possess trained technicians who adhere to all requirements and time standards described herein. Technicians assigned to work through this contract shall be conversant in English or have a human translator present.

1.4.1.2 Contractor shall be able to install all brands included under the resulting contract without voiding existing warranties, see Attachment A (Kitchen Appliance Make Model List).

1.4.1.3 Contractor shall provide and install new parts that meet or exceed the original equipment manufacturer's specifications. The use of used, re-manufactured and/or after-market parts is prohibited. Should the County discover the use of said prohibited parts, the Contractor shall be required to replace all prohibited parts within 24 hours to include necessary labor at no cost to the County.

1.4.1.4 Contractor shall maintain on-hand parts and parts availability to adhere to all requirements and time standards described herein.

1.4.1.5 Contractor shall provide, at no additional cost, all necessary equipment, and tools to facilitate the maintenance and repair of kitchen appliances and laundry appliances.

1.4.1.6 Contractor shall provide, at no additional cost, all necessary equipment and tools to facilitate the maintenance of ranges.

1.4.1.7 Contractor shall provide all necessary labor to facilitate the removal and installation of dishwashers, ranges, ovens, and induction stoves.

1.4.1.8 Removal of appliances and installation of replacement shall be based on a flat fee per appliance. Contractor shall dispose of all items, except for ranges which shall be picked up and disposed of by the County.

ITB-26-00130 Page 5

1.4.1.9 The hourly labor rate shall be based upon one (1) technician per hour.

The County will not pay for the use of additional technicians.

1.4.1.10 Prior to the beginning of any work, the Contractor shall provide (in electronic format) a preliminary itemized estimate or inspection report, containing an estimate for the work to be performed. The County, at its sole discretion and at no cost to the County, may require the vendor to perform an on-site visit and review the work to be performed prior to the issuance of a standard purchase order.

1.4.1.11 Contractor shall immediately notify the PM through an amended estimate (in electronic format) if any additional repair work not quoted on the original estimate is required. Prior to beginning additional new work, a revised purchase order shall be received. Failure to comply with this procedure may result in non-payment.

1.4.1.12 Contractor shall provide an hourly labor rate for Hillsborough County Fire Rescue's normal operating hours (8:00am—5:00pm Monday through Friday, Eastern Standard Time (EST)excluding county-observed holidays and weekends).

1.4.1.13 All other fees and travel expenses are to be included in the applicable hourly labor rate. No other charges will be paid to the Contractor.

1.4.1.14 Contractor shall arrive at the worksite within one (1) business day after notification by the PM during standard workweek hours.

1.4.1.15 The County reserves the right to suspend work at any time.

1.4.1.16 In the event of an officially declared emergency, the Contractor shall give priority to County repairs.

1.4.1.17 Due to the potential for unforeseen operational issues, the County may cancel a request for service any time prior to and including arrival at service location at no cost to the County. While the County shall endeavor to minimize cancellations of service, under no circumstance will the Contractor fail to arrive at the service location as requested (no show). A documented pattern of complaints received by the County regarding the Contractor not arriving at the service location (no-show) may result in the termination of the awarded contract.

1.4.1.18 In the event of documented service quality issues, the County reserves the right to prohibit specific Contractor technicians from participating in the resulting contract.

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1.4.1.19 The County reserves the right to conduct monthly or more frequent meetings with the Contractor to discuss service and performance-related issues as necessary.

1.4.1.20 Contractor shall always follow the manufacturer's cleaning instructions and best industry practices, using the correct type and mixing solution for the cleaner. For example, units with plated evaporators require a nickel-safe cleaner.

1.4.1.21 Annual preventative maintenance of ranges shall include, but not be limited to, the following:

• Check/adjust oven door gaskets.

• Check/lube oven door latch assembly

• Clean/degrease surface burners

• Clean pilot assembly (gas stoves)

• Clean ovens and warming drawers

• Check surface burner operations

• Check broiler operation

• Check oven operation

• Check/adjust oven thermostat

• Check electronic ignition system

• Check Electronic Range Control (ERC)/Know Range Control (KRC) delayed oven operation

• Check/replace oven light

• Check/tighten gas/electric supply connections

• Provide label indicating date of service

• Provide an Inspection Report indicating any findings

1.4.2 Quality and Warranty

1.4.2.1 The PM shall be the sole judge of quality of workmanship, materials and services provided under the resulting contract. All materials purchased and

ITB-26-00130 Page 7 delivered shall be Original Equipment Manufacturer (OEM) (not damaged and/or factory second).

1.4.2.2 Contractor shall warranty new parts for the length of the OEM's part warranty from the date of the sale to the County. The Contractor shall provide all applicable warranty information to the PM within five (5) business days of service completion, if applicable. Failure of any Contractor installed part and/or labor within the warranty time period due to improper workmanship or materials shall be replaced at no cost to the County.

1.4.2.3 Contractor shall fully warrant all repairs against defect in material and/or workmanship for a period of (90) ninety days from the date of repair. Should any defects in material or workmanship, except or ordinary wear and tear, appear during the above stated warranty period, the Contractor shall repair or replace the same at no cost to the County, immediately upon written notice from the PM.

1.4.2.4 Freight shall be F.O.B. destination to the ship address requested by HCFR.

The Contractor shall be responsible for all freight charges.

1.4.3 Contract Pricing

1.4.3.1 All parts pricing validation shall be achieved by the Contractor including a copy of the applicable parts pricing catalogue page(s).

1.4.3.2 Labor line-item pricing will be calculated using OEM standard applicable labor rate clearly denoted on the estimate.

1.4.3.3 Annual preventative maintenance shall be based on a flat fee per appliance.

1.4.3.4 Installation shall be based on a flat fee per appliance.

1.4.3.5 Diagnosis cost shall be included in the price of the repair.

1.5 Preparation for Delivery

1.5.1 Locations

1.5.1.1 PSOC 9450 East Columbus Drive Tampa, Florida 33619

1.5.1.2 Station 1 3302 S. 78th Street Tampa 33619

1.5.1.3 Station 2 6726 Lithia-Pinecrest Road Lithia 33547

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1.5.1.4 Station 3 10817 Big Bend Road Riverview 33579

1.5.1.5 Station 4 11826 US Highway 92 Seffner 33584

1.5.1.6 Station 5 1113 E. 139th Avenue Tampa 33613

1.5.1.7 Station 6 10100 Henderson Road Tampa 33625

1.5.1.8 Station 7 1292 E. Bloomingdale Avenue Valrico 33596

1.5.1.9 Station 8 602 Lightfoot Road Wimauma 33598

1.5.1.10 Station 9 3225 Falkenburg Road Tampa 33619

1.5.1.11 Station 10 8430 N. Grady Avenue Tampa 33614

1.5.1.12 Station 11 117 Ridgewood Avenue Brandon 33510

1.5.1.13 Station 12 8612 Gibsonton Drive Gibsonton 33534

1.5.1.14 Station 13 7502 Gunn Highway Tampa 33625

1.5.1.15 Station 14 1404 E. 131st Avenue Tampa 33612

1.5.1.16 Station 15 715 S. 58th Street Tampa 33619

1.5.1.16.1 Replacement Station (Under Construction) 6212 12th Avenue South, Tampa Florida, 33619

1.5.1.17 Station 16 9205 Kevin Drive Riverview 33569

1.5.1.18 Station 17 410 E. College Avenue Ruskin 33570

1.5.1.19 Station 18 3096 S. Kingsway Rd. Seffner 33584

1.5.1.20 Station 19 13201 N. Dale Mabry Highway Tampa 33618

1.5.1.21 Station 20 7020 W. Hillsborough Avenue Tampa 33634

1.5.1.22 Station 21 11641 Flint Avenue Thonotosassa 33592

1.5.1.22.1 Replacement Station 10504 Main Street Thonotosassa, Fl 33592

1.5.1.23 Station 22 6005 Highway 674 Wimauma 33598

1.5.1.24 Station 23 3138 Sydney-Dover Road Dover 33527

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1.5.1.25 Station 24 129 Lutz-Lake Fern Road Lutz 33548

1.5.1.26 Station 25 2606 E. Trapnell Road Plant City 33566

1.5.1.27 Station 26 5302 W. Thonotosassa Road Plant City 33566

1.5.1.28 Station 27 4705 E. Bloomingdale Avenue Valrico 33594

1.5.1.29 Station 28 4551 Sun City Center Blvd. Sun City Ctr. 33573

1.5.1.30 Station 29 626 Golf & Sea Blvd. Apollo Beach 33572

1.5.1.31 Station 30 2526 Charlie Taylor Road Plant City 33565

1.5.1.32 Station 31 8901 Memorial Highway Tampa 33615

1.5.1.33 Station 32 6321 Harney Road Tampa 33610

1.5.1.34 Station 33 850 S. Falkenburg Road Tampa 33558

1.5.1.35 Station 34 6415 Van Dyke Road Lutz 33549

1.5.1.36 Station 35 10401 Country way Blvd. Tampa 33626

1.5.1.37 Station 36 116 N. Dover Road Dover 33527

1.5.1.38 Station 37 5602 Providence Road Riverview 33578

1.5.1.39 Station 38 9755 Sheldon Road Tampa 33635

1.5.1.40 Station 39 7371 Montague Street Tampa 33635

1.5.1.41 Station 40 16304 N. Nebraska Avenue Lutz 33549

1.5.1.42 Station 41 15905 Mapledale Blvd. Tampa 33624

1.5.1.43 Station 42 5209 Ehrlich Road Tampa 33624

1.5.1.44 Station 43 UCH Hospital - 3100 E. Fletcher Ave. Tampa 33613

1.5.1.45 Station 44 13601 Fishhawk Blvd Lithia 33547

1.5.1.46 Station 45 1209 Oakfield Drive, Bandon, 33511

1.5.1.47 Station 46 10707 Rhodine Rd, Riverview, 33579

1.5.1.48 Station 47 14495 S Hwy US 301, Ruskin 33573 (Under Construction)

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1.5.1.49 Station 48 7412 S 78th Street, Riverview 33578 (Under Construction)

1.5.1.50 Station 49 5516 W Sligh Ave, Tampa 33634 (Design Phase)

1.5.1.51 Station 50 TBD

2. SPECIAL TERMS AND CONDITIONS

2.1 Allowance

An Allowance, in the amount of $30,000.00, will be added to the total Bid amount for repair or replacement appliance parts that cannot clearly be defined at this time. Price Discount requested in bid questionnaire.

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.

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-26-00130 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.

ITB-26-00130 Page 11

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 Optional Provision for Other Agencies

Unless otherwise stipulated by the Bidder/Proposer in its Offer, the Bidder/Proposer agrees to make available to all government agencies, departments, and municipalities the Offer prices submitted in accordance with the terms and conditions of this Solicitation Document, should any governmental entity desire to buy under the Contract resulting from this Solicitation Document.

2.5 Purchase Order/Contract

By submitting an Offer, the Bidder/Proposer declares that it understands and agrees that Bidder’s/Proposer’s Offer in addition to the Specifications, the Instructions, the General Terms and Conditions, the Special Terms and Conditions, the Insurance and Bond requirements, any Amendment(s) issued and all applicable attachments to this Solicitation Document shall become a valid contract between the County and the Contractor upon approval of the contract award by the Board of County Commissioners (if applicable), upon approval of the contract award by the County Administrator (if applicable), or upon the County’s issuance of a Contract Purchase Agreement, Blanket Purchase Agreement, or Purchase Order, whichever occurs sooner.

2.6 Contract Period for Term Contract

The Contract resulting from this Solicitation Document will be in effect for a two (2)-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).

2.7 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.

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2.8 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 the following agencies:

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 County Board of County Commissioners 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

2.9 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. The County user departments will then issue Standard Purchase Orders against the BPA/CPA on an as-needed basis. The Successful Bidder/Proposer shall deliver the applicable goods, Services and/or Work only upon receipt of a Standard Purchase Order. No goods, Services and/or Work are to be provided until a Standard Purchase Order is issued. However, any Standard Purchase Order issued PRIOR to the end of the Contract Period shall be completed, invoiced and paid after the expiration of the Contract. Orders shall be issued only during the Contract Period. The County reserves the right to modify the delivery location(s) identified throughout the Contract Period.

ITB-26-00130 Page 13

2.10 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.

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.

ITB-26-00130 Page 14

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.

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

ITB-26-00130 Page 15 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.

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.

ITB-26-00130 Page 16

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 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

ITB-26-00130 Page 17 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.

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.

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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 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.

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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.

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.

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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, 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.

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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 14 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. The “Primary Contact” information on Page 1 of this Solicitation is provided in the event assistance is needed. 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 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.

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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.

4.11.2 Bidders/Proposers must furnish all requested information in the spaces provided on the Bid Proposal. Additionally, where required pursuant to the provisions of this solicitation, Bidders must submit the following with their Bid Proposal: catalog cuts, sketches, descriptive literature, and/or complete specifications relative to the items proposed and offered. References to previously submitted material concerned with previous Bid Proposals are not acceptable to County.

4.12 Cancellation of Solicitation Document

The County reserves the right to cancel, in whole, or in part, this Solicitation Document when deemed to be in the best interest of the County.

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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4.13 Compliance With Occupational Safety and Health Act (O.S.H.A.)

In instances where such is applicable due to the nature of a Solicitation Document, all material, equipment, etc., as proposed and offered by the Bidder/ Proposer must meet and conform to all O.S.H.A. requirements.

4.14 Condition of Goods, Shipping Costs, and Claims Against Carrier

Unless otherwise specified, all goods supplied will be new, not used or re-manufactured.

Bid/Proposal/Quote prices shall include costs of delivery, shipping and handling. Any claims against the carrier will be the responsibility of the Contractor.

4.15 Cone of Silence

Pursuant to Hillsborough County Code of Ordinances and Laws, Part A, Chapter 2, Article VI, Division 3, there shall be a Cone of Silence for all procurement solicitations (except sole source procurement) issued by the County that are at or over the County's formal bid limit in order to safeguard the integrity of the County’s procurement and protest process. Except as otherwise provided in this Section, the Cone of Silence shall go into effect on the date a procurement solicitation is issued by the County and shall end the earlier of five (5) Business Days after the County posts its notice of intent to award the contract(s) associated with this solicitation or on the date the procurement solicitation is canceled by the County. However, if a protest is timely filed, then the Cone of Silence shall remain in effect for the duration of the protest process including the exhaustion of any related appeals related to the protest. Unless otherwise provided for in Hillsborough County Code of Ordinances and Laws, Part A, Chapter 2, Article VI, Division 3, during the time period the Cone of Silence is in effect, no Offeror, 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 a procurement solicitation and/or its related protest. The Cone of Silence does not prohibit an Offeror from communicating with the Director of the County’s Procurement Services Department, County Procurement staff, or the attorney in the County Attorney’s office that is directly responsible for the applicable procurement solicitation (this information can be obtained by contacting the County Procurement staff person listed as the contact in the applicable procurement solicitation).

It is the responsibility of any Offeror/interested party to ensure that the Cone of Silence is no longer in effect prior to communicating with any person under the Cone of Silence (including determining whether protests have been filed for the subject solicitation and the status of such protests – which extends the Cone of Silence time period as stated above). A violation of the Cone of Silence will result in the disqualification of the Offeror from consideration in the award of the procurement solicitation unless it is determined that the violation is unintentional and/or not material.

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4.16 Deviations

Bidder’s/Proposer's Offer must state all deviations to the exact requirements imposed upon the Bidder/Proposer. Such deviations must be stated upon the Bidder’s/Proposer's Offer form;

otherwise, the County may consider Bidder’s/Proposer's Offer as being made in strict compliance with the requirements of this Solicitation Document. The County reserves the right to accept or reject any and all Offers, or separable portions thereof, and to waive any minor irregularity, technicality, or omission if doing so will serve the County’s best interest.