Invitation to Bid Fuel Site Maintenance and Repair Services

ITB-26-00147

ITB-26-00147 Page 1

SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-26-00147

SOLICITATION TITLE: Fuel Site Maintenance and Repair

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 automated and non-automated fuel site maintenance and repair services for all fuel system components and related hardware at various locations throughout the County for a three (3) year period.

DUE DATE & TIME: March 12, 2026, 2:00 PM Eastern Time (our clock)

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

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• 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.

MANDATORY SITE VISIT: A mandatory site visit will be held on February 10th at 9:30 AM and 1:30 PM, February 11th at 9:30 AM and 1:30 PM, February 17th at 9:30 AM and 1:30 PM, and February 18th at 9:30 AM and 1:30 PM, at 9815 Sheldon Road, Tampa, FL 33635, 2709 E Hanna Ave, Tampa FL 33610, 410 South 78th Street, Tampa, FL 33619, and 15960 County Road 672 Balm (Lithia), FL 33547. Please see Section

2.5 (Site Visit) for time by location. All interested parties are required to attend.

The purpose of the site visit is to allow potential bidders an opportunity to review fuel site conditions, equipment configurations, access limitations, and operational requirements that cannot be fully conveyed through written documents. Because the County considers the site visit to be critical to understanding the bid requirements, interested firms are required to arrive within the first thirty (30) minutes of the start time to qualify as a bidder.

INSURANCE: Insurance coverage is required for this procurement. Please see ITB-26-00147 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

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1. SPECIFICATIONS

1.1. Scope

1.1.1 The Hillsborough County Fleet Management Department (FMD) is seeking competitive sealed bids from experienced and qualified Contractors to provide ongoing and as-needed automated and non-automated fuel site maintenance and repair services for all fuel system components and related hardware at various locations throughout the County. Services shall include support for above-ground diesel and gasoline fuel storage tanks that support the County’s dispensing fuel sites, backup generators, and backup storage tanks. The County’s dispensers, pumps, nozzles, and related hardware and components vary from site to site; therefore, Contractors are strongly encouraged to visit the fuel site locations; refer to Attachment A – Fuel Site Locations.

1.1.2 FMD’s existing automated monitoring and inventory control systems are Fuel Master, Veeder-Root, SCADA, and Pneumercator, which shall be serviced through this resulting contract. Each site shall require periodic diagnostics, maintenance, testing, repair refurbishment, and tank cleaning, to ensure proper operation and compliance with federal, state, and local environmental regulations. Fuel cleaning may also be required for the fuels in certain tanks and generators

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 Fuel Sites: Any County-owned location containing above-ground gasoline, diesel, or generator fuel storage tanks and associated equipment.

1.2.2 Fuel Site Listing: A comprehensive record of inventory of all County-owned fuel site locations.

1.2.3 Automated Monitoring Systems: Inventory and operational monitoring systems including FuelMaster, Veeder-Root, SCADA, and Pneumercator.

1.2.4 Environmental Protection Agency, (EPA) Forms: Forms required by the EPA to document overfill protection, leak detection, and other mandated inspections.

1.2.5 FuelMaster: A computerized fuel management system that monitors, controls, and records, fuel dispensing and inventory at fuel sites. FuelMaster systems provide automated tracking of fuel usage, access control, and reporting to ensure accurate accountability and compliance.

1.2.6 Veeder-Root: a fuel tank monitoring and leak detection system designed to measure fuel levels, detect leaks, and provide automated alerts for regulatory compliance, and operational safety.

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1.2.7 Supervisory Control and Data Acquisition, (SCADA) – a system that provides centralized monitoring, control, and data acquisition for fuel site operations. SCADA collects real-time information from equipment, enabling remote management, alarms, and historical reporting.

1.2.8 Pneumercator: a precision fuel measurement and monitoring system that uses air displacement (pneumatic) technology to accurately track fuel tank inventory and dispensing activity for operational and regulatory purposes.

1.2.9 Preventive Maintenance: Scheduled maintenance services performed to ensure optimal operation of fuel storage, dispensing, and monitoring equipment, and to prevent malfunctions or regulatory non-compliance.

1.2.10 Corrective Repair: Repairs performed in response to operational failures or deficiencies to restore tanks, pumps, meters, pulsars, or monitoring systems to full function.

1.2.11 Parts Supply: Procurement and installation of OEM or County-approved equivalent parts required to maintain fuel sites.

1.2.12 Quality Control: Processes ensuring that maintenance, testing, and repair services meet or exceed manufacturer and regulatory standards.

1.2.13 Emergency Repairs: Repairs that require immediate response to prevent operational downtime, fuel loss, environmental hazards, or safety risks.

1.2.14 Central Florida: For purposes of this Contract, it is including the following Counties: Hillsborough, Pasco, Orange, Brevard, Seminole, Volusia, Osceola, Lake, Marion, Sumter, Pinellas, Manatee, Polk, Pasco, Hernando, and Citrus.

1.3. Minimum Qualifications

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

1.4. Minimum Requirements

1.4.1 The Contractor shall provide comprehensive maintenance, repair, testing, and parts supply services for County-owned full sites in accordance with federal, state, and local regulations, as well as manufacturer specifications. The Contractor shall possess all licenses, certifications, and authorizations required to perform services under this Contract and shall employ qualified technicians capable of servicing both automated and non-automated fuel systems. These services shall be performed on a scheduled and as-needed basis and shall include

1.4.1.1 Preventive maintenance and inspection

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1.4.1.2 Corrective and emergency repairs

1.4.1.3 Refurbishment of fuel system components

1.4.1.4 Tank cleaning and fuel cleaning services

1.4.1.5 Servicing of automated monitoring and inventory control systems

1.4.1.6 Regulatory compliance testing and reporting

1.4.2 Qualifications and Certification

1.4.2.1 The Contractor shall maintain all qualifications, certifications, and authorizations to provide parts, labor field service repairs and/or installation for all County-owned gasoline and diesel fuel storage tanks, related piping, valves, dispensers, nozzles, hose, sumps, leak detector systems, FuelMaster units, Remote Data Collectors (RDCU), Veeder-Root systems and associated mechanical, electrical and associated networking components as required.

1.4.2.1.1 All technicians performing work under this Contract shall be properly factory-trained and certified technicians to ensure services are completed safely, accurately, and in accordance with industry standards.

1.4.2.2 The Contractor shall provide current documentation upon request and notify the County immediately of any changes that could affect service capability or compliance. These licenses, certifications, and authorizations necessary to perform services under this Contract and shall be current, including but not limited to: Pollution Storage Contractor License, Meter Mechanic License, FuelMaster certification, Veeder-Root certification, Bennet certification, Gasboy certification, Gilbarco certification, Pneumercator certification, EVO certification (Franklin Electric Fueling Systems).

1.4.3 Preventive Maintenance:

1.4.3.1 Contractor shall perform scheduled preventive maintenance for all fuel storage tanks, dispensers, nozzles, hoses, valves, piping, leak detection systems, and automated monitoring systems. Preventive maintenance shall include, but is not limited to:

1.4.3.1.1 Inspection, servicing, and calibration of meters, pulsars, and fuel pumps

1.4.3.1.2 Cleaning of tanks and generators, as required.

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1.4.3.1.3 Testing of overfill protection devices, leak detection systems, and containment sumps

1.4.3.1.4 Diagnostics and calibration of automated monitoring and inventory control systems, including FuelMaster, Veeder-Root, SCADA, and Pneumercator.

1.4.3.1.5 Inspection of safety systems, hoses, valves, and associated piping.

1.4.4 Corrective Repairs:

1.4.4.1 The Contractor shall perform corrective repairs necessary to restore fuel site equipment to proper operational condition. Corrective repair services shall include, but are not limited to:

1.4.4.1.1 Diagnostic evaluation of all fuel storage and dispensing equipment

1.4.4.1.2 Replacement or repair of worn, failed, or non-compliant components

1.4.4.1.3 Repair or replacement of meters, pulsars, pumps, and automated monitoring hardware

1.4.4.1.4 Electrical, mechanical, and network component repairs associated with automated fuel monitoring systems

1.4.5 Regulatory Testing and Reporting

1.4.5.1 The Contractor shall perform scheduled preventive maintenance for all federal, state, local, and county-mandated testing of all County-owned above-ground gasoline and diesel fuel storage tanks, related piping, valves, dispensers, leak detector systems, and associated mechanical and electrical components as requested. County Departments may elect to have the Contractor manage and monitor required Environmental Protection Agency (EPA) tank testing to ensure timely inspections and tank compliance.

1.4.5.2 The County reserves the right to add new testing requirements, including specialized tests such as shear valve inspections as needed during the Contract term. The Contractor shall perform such tests in accordance with applicable regulations and County directives. Testing and reporting responsibilities shall include but not be limited to:

1.4.5.2.1 Annual operability testing

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1.4.5.2.2 Annual leak detector testing

1.4.5.2.3 Periodic integrity testing (every 3 years)

1.4.5.2.4 Annual meter or pulsar calibrations

1.4.5.3 The Contractor shall be responsible for preparing all required reporting associated with testing and shall provide the completed EPA forms:

1.4.5.3.1 Overfill Protection (C-5 Ball valves & floats, C-6 ATG, alarms, C- 7 ATG, C-8 Liquid sensors/probes)

1.4.5.3.2 Release Detection (C-9 Line Leak Detectors – Electronic and mechanical

1.4.5.3.3 C-4 Containment Sump Integrity Hydrostatic Testing

1.4.6 Parts Supply

1.4.6.1 The Contractor shall supply and install Original Equipment Manufacturer (OEM) parts, or County approved equivalent parts. The Contractor is responsible for ensuring the availability of all parts necessary to minimize fuel site downtime and ensure continuity of service. The Contractor shall ensure the supply and delivery of parts as follows:

1.4.6.1.1 Procurement and prompt delivery of parts

1.4.6.1.2 Maintain an inventory of critical parts

1.4.6.1.3 All parts supplied shall be covered under manufacturer’s warranty.

1.4.7 Quality Control

1.4.7.1 The Contractor shall maintain and apply effective quality control procedures to ensure that all services performed under this Contract are completed accurately, safely, and in accordance with manufacturer specifications and industry standards. The County reserves the right to conduct periodic reviews, including inspections and documentation checks, to verify that work is being performed correctly and consistently. Any deficiencies identified through these quality control measures must be promptly corrected at no additional cost to the County. Repeated or unresolved deficiencies may result in documentation of non-performance and potential Contract remedies.

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1.4.8 Local Repair Facilities

1.4.8.1 The Contractor shall maintain repair facilities within a reasonable proximity to the County’s operational locations to facilitate timely repairs and minimize fuel site downtime. The Contractor shall maintain repair facilities that are reasonably located within the County’s service area to ensure that all services and repairs can be performed in a timely manner. The Contractor shall be responsible for ensuring that their facilities are adequately equipped to handle all necessary repairs and services as outlined in this Contract.

1.4.9 Types of Fuel Sites

1.4.9.1 The Contractor shall provide services for all County-owned fuel sites, which include locations with above-ground gasoline, diesel, and generator fuel storage tanks. These sites may vary in size, tank capacity and configuration, and may include automated or non-automated dispensing systems. Each fuel site is equipped with related infrastructure such as pumps, nozzles, hoses, valves, piping, leak detection systems, containment sumps, and automated inventory monitoring systems including FuelMaster, Veeder-Root, SCADA, and Pneumercator. Services shall be provided at all fuel sites listed in Exhibit A- Fuel Site Locations. The County retains the right to add or remove fuel sites during the Contract term. The Contractor shall ensure all fuel sites are maintained and operated in compliance with federal, state, and local regulations.

1.4.10 Authorized Brands

1.4.10.1 The Contractor shall be authorized to service, maintain, repair, and supply parts for the County’s automated and non-automated fuel sites, including all associated equipment. This includes but is not limited to: FuelMaster, Veeder- Root, SCADA, and Pneumercator automated monitoring and inventory systems.

All parts installed must be factory-certified OEM or County-approved equivalents.

All service and repairs shall be performed by technicians certified or authorized by the respective equipment manufactures. The use of unauthorized brands or non-certified technicians for service, maintenance, or repair of systems is strictly prohibited. Deviation from this requirement must receive prior written approval from the County

1.4.11 Geographic Proximity

1.4.11.1 To ensure timely response and service delivery, the Contractor shall maintain a physical business presence within Central Florida. This presence must include sufficient personnel, equipment, and logistical capacity to respond to service requests in accordance with the response times and performance standards set forth in this Contract. The County shall not be responsible for delays in performance attributable to the Contractor’s failure to maintain

ITB-26-00147 Page 9 adequate proximity or staffing. Noncompliance with the geographic proximity requirements set forth in this clause shall constitute a material breach of contract and may result in corrective action, including but not limited to issuance of a cure notice or termination for cause.

1.4.12 Minimum Performance Measures:

The Contractor is contractually obligated to meet the following performance measures to ensure the timely, efficient, and effective execution of services under this Contract.

Failure to comply with these performance standards may result in penalties, corrective action, or other remedies as determined by the County.

1.4.12.1 Service Hours: Services shall be performed Monday–Friday, 7:00 AM – 4:00 PM Eastern Standard Time (EST), excluding County holidays and weekends.

1.4.12.2 Repair Turnaround: Repairs shall be completed within five (5) business days after receipt of the SPO, unless otherwise mutually agreed in advance.

1.4.12.3 Response Time, Standard Hours: The Contractor shall respond to all non-emergency service requests within one (1) business day during normal business hours (Monday–Friday, 7:00 AM – 4:00 PM, EST), excluding County holidays and weekends.

1.4.12.4 Response Time, Emergencies and After-Hours (if applicable): For all service requests received outside of normal business hours, the Contractor shall acknowledge the initial request and respond by 8:00 AM EST the following business day. A response includes confirmation of receipt and coordination of next steps with the County.

1.4.12.4.1 For all emergency service requests, the Contractor shall acknowledge the initial request within three (3) hours of email and/or phone notification. This acknowledgement shall be followed up by an email and/or phone call to confirm receipt of the request. The Contractor is then required to arrive on-site within three (3) hours of the initial request, unless an alternative timeframe is pre-approved by the County.

For severe weather events, the County and Contractor shall agree on adjusted time frames based on urgency.

1.4.12.4.2 These emergency service response requirements apply during all hours, including after-hour periods. After hours are defined as Monday through Friday from 4:01 P.M. to 6:59 A.M. EST, and all-day Saturday and Sunday from 12:00 A.M. to 11:59 P.M. EST (including all County recognized holidays and weekends).

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1.4.12.4.3 Emergency Services (if applicable): Emergency service requests shall be responded to within three (3) hours of notification. For severe weather events, the County and Contractor will agree on adjusted time frames based on urgency.

1.4.12.5 Technician and Service Vehicle Requirements: The Contractor shall maintain a sufficient number of qualified technicians and fully equipped service vehicles to provide service for up to four (4) service calls simultaneously throughout the County in accordance with the response and completion time frames specified in this Contract. The County shall only compensate the Contractor for one (1) service call per incident, regardless of the number of service calls dispatched.

1.4.12.6 Service Call Fees: Service call fees shall be charged at a flat rate and include travel costs and associated expenses. The County shall not provide additional reimbursement for mileage, fuel, or other travel-related expenses.

1.4.12.7 The County reserves the right to delete or add fuel sites/locations at the same contracted rates.

1.4.13 Warranty and Service Guarantee

1.4.13.1 The Contractor shall process all warranty claims directly with the manufacturer, eliminating the need for the County to pay for warranty repairs.

All parts are warranted per manufacturer specifications for a minimum of one (1) year, and all workmanship is warranted for a minimum of one (1) year after service completion. The Contractor is not responsible for damage caused by misuse and neglect.

1.4.13.2 Parts Warranty: The Contractor guarantees new parts for the length of the warranty from the date of sale to the County. Any failure due to improper workmanship or materials will be replaced at no cost to the County. All parts must meet or exceed specifications

1.4.13.3 Labor Warranty: The County will be the sole judge of workmanship quality. Any damaged or materials shall be exchanged within 24 hours at no cost to the County. Only certified parts and technicians will be used, unless otherwise pre-approved by the County. The Contractor shall correct any defects in workmanship at no additional cost, with a minimum one (1) year warranty on labor.

1.4.13.4 Warranty Process: The Contractor shall handle all warranty claims directly with the manufacturers and provide necessary warranty repairs at no additional cost to the County.

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1.4.14 Use of County-Authorized Parts Supplier

1.4.14.1 In the event the Contractor is unable to source the required parts through their own supply channels, the Contractor may, with prior approval from the County, obtain the necessary part(s) through the County’s Vehicle and Equipment Parts Management and Supply Vendor. The Contractor shall only charge the County for labor associated with the installation or service. No markup or reimbursement shall be applied for the part itself when obtained through the County’s supplier. This option is intended to prevent service delays and ensure continuity of operations. All parts procured through the County’s vendor must be properly documented and invoiced in accordance with County procedures.

This provision is intended solely to ensure service continuity and shall not substitute the Contractor’s responsibility to maintain access to authorized fuel system parts.

1.4.15 Subcontracting

1.4.15.1 The Contractor shall not subcontract, assign, or delegate any portion of the services or obligations under this Contract without the prior written consent of the County. All work shall be performed in-house by the Contractor’s own employees, utilizing the Contractor’s own equipment, tools, and facilities. The use of third-party vendors, subcontractors, temporary labor providers, or any external entities to perform any portion of the work is strictly prohibited unless expressly authorized in advance and in writing by the County. The County reserves the right to review and approve or deny any subcontractor or third-party vendor proposed for such services. Unauthorized subcontracting shall constitute a material breach of this Contract and may result in termination for cause, withholding of payment, or other remedies available to the County.

1.4.16 Communication

1.4.16.1 The Contractor shall maintain effective, timely, and continuous communication with the County throughout the term of this Contract. A qualified point of contact (POC), based in Central Florida, shall be designated by the Contractor to serve as the primary liaison and shall be authorized to respond to service requests, provide updates, and make decisions.

1.4.16.2 The Contractor’s point of contact (POC) shall be accessible during normal business hours and available by phone and email within three (3) hours for emergencies. Similarly, the County shall assign a POC to ensure open communication between both parties. All service requests, updates, and emergency notices shall be communicated via phone, email, or other agreed-upon methods. Email will be the preferred method for non-emergencies, with responses expected within one (1) business day.

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1.4.16.3 The Contractor shall provide regular updates on services; attend required meetings or site visits and promptly report any issues affecting performance or compliance. Written records of all communications, including emails, phone logs, and reports, shall be maintained and made available to the County upon request. Failure to meet communication requirements including responsiveness, reporting, or availability shall be considered a material breach of Contract and may result in corrective action, including withholding of payment, cure notices, or termination for cause.

1.4.17 Remedies and Financial Consequences for Failure to Provide Service: In the event the Contractor fails to perform any required service under this Contract, including but not limited to timely repairs, maintenance, or other services the County reserves the right to pursue the following remedies and impose financial consequences. These remedies are cumulative and non-exclusive; the exercise of any one remedy shall not preclude the County from exercising any other rights or remedies available under this Contract or applicable law.

1.4.17.1 Corrective Action: The County may issue a written notice to the Contractor specifying the failure and requiring the Contractor to correct the failure within a reasonable time frame, as determined by the County.

1.4.17.2 Third-Party Services: If the Contractor fails to cure the deficiency within the time frame specified by the County in a written notice, the County may obtain the required services from a third party. All reasonable and documented costs incurred by the County in procuring such services shall be deducted from any amounts due or payable to the Contractor under this Contract.

1.4.17.3 Withholding of Payment: The County may withhold payment for any services that are not performed, are improperly performed, or remain incomplete until the Contractor has fully and satisfactorily corrected the deficiencies in accordance with the Contract’s requirements.

1.4.17.4 Dispute Resolution: In the event of a dispute under this Contract, the parties agree to first attempt to resolve the matter through good-faith negotiations. If the dispute cannot be resolved within thirty (30) days, the Contract will be subject to termination proceedings by the County.

1.4.18 Post Award Conference

1.4.18.1 Following contract award and prior to the issuance of any work authorizations, the Contractor shall attend a post-award conference with representatives of the County’s Fleet Management Department (FMD). The purpose of this conference shall be to review contract requirements, establish POCs, confirm operational procedures, and address any questions or concerns related to the execution of the Contract.

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1.4.19 Invoicing

1.4.19.1 The Contractor shall provide a written quote for all requested work prior to performing any services. The quote must include a detailed description of the scope of work, itemized costs, and estimated totals. No work shall begin without prior written approval from the County based on the submitted quote.

1.4.19.2 Within two (2) business days of work completion, the Contractor shall provide a proper invoice for payment processing. A proper invoice must reference the approved pro forma and include all supporting documentation confirming satisfactory performance, such as delivery confirmations, service logs, and inspection signoffs. The County reserves the right to reject or delay payment for any invoice not preceded by a pro forma invoice, submitted prior to work verification, or lacking the required documentation.

1.4.19.3 If the County determines that an invoice contains errors, it will be returned to the Contractor for correction. The Contractor shall correct and resubmit the invoice within two (2) business days to ensure prompt payment and continued contract compliance. All final invoices shall be approved by the County prior to electronic submission

1.5. Preparation for Delivery

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

(5) Days after Contractor's receipt of a Purchase Order from the County. The Contractor shall be solely responsible for all freight charges. Offers that propose delivery timelines that do not fall within the aforementioned delivery time frame will be subject to rejection.

2. SPECIAL TERMS AND CONDITIONS

2.1 Allowance

An Allowance, in the amount of $420,000.00, will be added to the total Bid amount for parts, services, miscellaneous shop supplies, environmental fees, or other related items that may be required to complete the work.

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

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2.2 Basis for Award (Overall Low)

Award will be made to the lowest, responsive, and responsible Bidder meeting Specifications.

Award will be made to a single Bidder for all line items. If a Bidder fails to submit an Offer on all line items, then that Bidder is not eligible for award.

2.3 Insurance, Contractor

See ITB-26-00147 Insurance Requirements Attachment for more specific details regarding the type of coverage and amounts required.

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

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

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

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

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

2.4 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.

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2.5 Site Visit

A Mandatory Site Visit has been scheduled for this Solicitation Document. Failure of a Bidder to attend a meeting at each of the locations will cause the Bid to be deemed non-responsive.

A Site Visit concerning this present Solicitation Document will be conducted by Hillsborough County at:

DATE: February 10, 2026 9815 Sheldon Road, Tampa, FL 33635 TIME: 9:30 am – 11:00 am EST

AND

2709 E Hanna Ave, Tampa FL 33610 TIME: 1:30 pm – 3:00 pm EST

PHONE NUMBER: (813) 675-3134

DATE: February 11, 2026 410 South 78th Street, Tampa, FL 33619 TIME: 9:30 am – 11:00 am EST

AND

15960 County Road 672 Balm (Lithia), FL 33547 TIME: 1:30 pm – 3:00 pm EST

PHONE NUMBER: (813) 675-3134

DATE: February 17, 2026 410 South 78th Street, Tampa, FL 33619 TIME: 9:30 am – 11:00 am EST

AND

15960 County Road 672 Balm (Lithia), FL 33547 TIME: 1:30 pm – 3:00 pm EST

PHONE NUMBER: (813) 675-3134

DATE: February 18, 2026 9815 Sheldon Road, Tampa, FL 33635 TIME: 9:30 am – 11:00 am EST

AND

2709 E Hanna Ave, Tampa FL 33610 TIME: 1:30 pm – 3:00 pm EST

PHONE NUMBER: (813) 675-3134

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2.6 Contract Period for Term Contract

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

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.

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

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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.

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.

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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.

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

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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.

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.

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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 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.

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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.

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.

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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 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.

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3.40 Subcontractor

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

3.41 Successful Bidder/Proposer

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

3.42 Surety

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

3.43 Unilateral Change Order

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

3.44 Work

"Work" shall…