6-ITB-26-00204 Roadside Ditch and Canal Cleaning Maintenance Services.pdf

Invitation to Bid Roadside Ditch and Canal Cleaning Maintenance

Services

ITB-26-00204

ITB-26-00204 Page 1

SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-26-00204

SOLICITATION TITLE: Roadside Ditch and Canal Cleaning Maintenance Services

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from qualified Contractors to primarily perform roadside ditch, canal cleaning and grading, and to secondarily perform the reworking of shoulders, slopes, and roadside ditches in open conveyance systems throughout Hillsborough County for a three (3) year period.

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

ISSUING DEPARTMENT DIRECTOR:

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

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

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

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

ITB-26-00204 Page 2

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

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

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

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

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

INSURANCE: Insurance coverage is required for this procurement. Please see ITB-26- 00204 Insurance Requirements Attachment and Special Terms and Conditions.

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

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

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

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DIGITAL ACCESSIBILITY COMPLIANCE:

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

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1. SPECIFICATIONS

1.1. Scope

1.1.1 The Hillsborough County Engineering and Operations Department (Department) is seeking an experienced Contractor who can primarily perform roadside ditch, canal cleaning and grading, and to secondarily perform the reworking of shoulders, slopes, and roadside ditches in open conveyance systems throughout Hillsborough County .

1.1.2 The Department maintains hundreds of miles of ditches and canals as well as over 3,200 centerline miles of roadways. The work locations, areas, and details will be assigned on an as needed basis through individual purchase orders. Hillsborough County has a backlog of clean and/or repair work orders for ditches, canals, and shoulders. Purchase orders may vary greatly in size, quantity and location.

1.1.3 The County is seeking a Contractor who is knowledgeable in:

1.1.3.1 The repair and stabilization of side slopes embankment material of ditches and canals with high water tables.

1.1.3.2 The reworking of shoulders, slopes, and roadside ditches along Hillsborough County maintained right of way.

1.1.4 The resulting contract will utilize the current Florida Department of Transportation (FDOT) Standard Specifications and FDOT Standard Plans. Any clarification of the specifications will be coordinated with the County Project Manager (PM), or designee.

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 FDOT Standard Specifications https://www.fdot.gov/specifications/standard-specification-library

1.2.2 FDOT Standard Plans https://www.fdot.gov/design/standardplans/current

1.2.3 Hillsborough County Stormwater Management Technical Manual 2023 https://assets.contentstack.io/v3/assets/blteea73b27b731f985/bltb859e75c281dd885/S tormwater%20Management%20Technical%20Manual%202023.pdf

1.2.4 Federal Highway Administration (FHWA) Manual on Uniform Traffic Control Devices (MUTCD) 2009 Edition with Revisions No. 1 and 2 Incorporated, dated May 2012 (PDF) -

FHWA MUTCD

1.2.5 FDOT Approved Products List (APL) https://path.fdot.gov/Specifications https://www.fdot.gov/specifications/standard-specification-library https://www.fdot.gov/specifications/standard-specification-library https://www.fdot.gov/design/standardplans/current https://assets.contentstack.io/v3/assets/blteea73b27b731f985/bltb859e75c281dd885/Stormwater%20Management%20Technical%20Manual%202023.pdf https://assets.contentstack.io/v3/assets/blteea73b27b731f985/bltb859e75c281dd885/Stormwater%20Management%20Technical%20Manual%202023.pdf https://mutcd.fhwa.dot.gov/pdfs/2009r1r2/pdf_index.htm https://mutcd.fhwa.dot.gov/pdfs/2009r1r2/pdf_index.htm https://path.fdot.gov/Specifications

ITB-26-00204 Page 5

1.2.6 National Cooperative Highway Research Program (NCHRP) 350 https://onlinepubs.trb.org/onlinepubs/nchrp/nchrp_rpt_350-a.pdf

1.2.7 Manual for Assessing Safety Hardware (MASH)

https://store.transportation.org/Item/CollectionDetail?ID=211 (Member and Non-Member Fee Associated with Purchase)

1.3. Minimum Qualifications

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

1.4. Minimum Requirements

1.4.1 The Contractor shall provide services utilizing a variety of equipment including, but not limited to, long reach telescoping boom excavator, mini-wheeler dump trucks, track hoe and front-end loader. A spider type excavator may be necessary in some locations where channel width or depth is wider than the capabilities of a long reach excavator.

1.4.2 The Contractor shall be responsible for restoring all work activity related disturbed areas.

1.4.3 The Contractor shall use Best Management Practices for Stormwater Management Systems and refer to the Hillsborough County Stormwater Management Technical Manual (2023) for any maintenance activities to minimize water quality issues that may arise from the work.

1.4.4 Ditch Cleaning

1.4.4.1 Ditch Cleaning Light

1.4.4.1.1 Cleaning shall consist of removing vegetation and/or sediment from the flow line. Cleaning shall be at grade from bottom of pipe to bottom of pipe. Sediment shall not be removed below grade to minimize ponding in the flow line. Light cleaning is defined as from the bottom of the pipe to 25% of the flow line blocked of the pipe.

1.4.4.2 Ditch Cleaning Medium

1.4.4.2.1 Cleaning shall consist of removing vegetation and/or sediment from the flow line. Cleaning shall be at grade from bottom of pipe to bottom of pipe. Sediment shall not be removed below grade to minimize ponding in the flow line. Medium cleaning is defined as from 25% of the flow line blocked of the pipe to 50% of the flow line blocked of the pipe.

https://onlinepubs.trb.org/onlinepubs/nchrp/nchrp_rpt_350-a.pdf https://store.transportation.org/Item/CollectionDetail?ID=211

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1.4.4.3 Ditch Cleaning Heavy

1.4.4.3.1 Cleaning shall consist of removing vegetation and/or sediment from the flow line. Cleaning shall be at grade from bottom of pipe to bottom of pipe. Sediment shall not be removed below grade to minimize ponding in the flow line. Heavy cleaning is defined as from 50% of the flow line blocked of the pipe to 100% of the flow line blocked of the pipe.

1.4.5 Canal Cleaning

1.4.5.1 Canal Cleaning Light

1.4.5.1.1 Cleaning shall consist of removing vegetation and/or sediment from the flow line. Cleaning shall be at grade from bottom of pipe to bottom of pipe. Sediment shall not be removed below grade to minimize ponding in the flow line. Light cleaning is defined as from the bottom of the pipe to 25% of the flow line blocked of the pipe.

1.4.5.2 Canal Cleaning Medium

1.4.5.2.1 Cleaning shall consist of removing vegetation and/or sediment from the flow line. Cleaning shall be at grade from bottom of pipe to bottom of pipe. Sediment shall not be removed below grade to minimize ponding in the flow line. Medium cleaning is defined as from 25% of the flow line blocked of the pipe to 50% of the flow line blocked of the pipe.

1.4.5.3 Canal Cleaning Heavy

1.4.5.3.1 Cleaning shall consist of removing vegetation and/or sediment from the flow line. Cleaning shall be at grade from bottom of pipe to bottom of pipe. Sediment shall not be removed below grade to minimize ponding in the flow line. Heavy cleaning is defined as from 50% of the flow line blocked of the pipe to 100% of the flow line blocked of the pipe.

1.4.6 Shoulder/Slope Work

1.4.6.1 Shoulder and Slope Work shall consist of repairing wash outs, regrading slopes and regrading shoulders to allow runoff to flow into conveyance systems.

1.4.7 Debris/Sediment Removal and Disposal

1.4.7.1 All Debris/Sediment Removal and Disposal shall be the responsibility of the Contractor. All costs incurred for the disposal and removal is the responsibility of the Contractor. Disposal of the Debris or Sediment shall be in accordance with the Florida Department of Environmental Protection (FDEP) and Hillsborough County Environmental Protection Commission (EPC) guidelines, policies and procedures.

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1.4.8 Work Hours

1.4.8.1 Normal working hours shall be Monday through Friday, from 7:00 AM to 5:00 PM Eastern Standard Time (EST), excluding County observed holidays and weekends. No work shall proceed outside these hours without prior notice and written authorization by the PM or designee. The Contractor may be required to work weekends, early morning, evening hours or holidays in order to complete the work within schedule and/or to preclude disruption of vehicle traffic. Work performed outside of the normal working hours indicated above shall be coordinated in advance with the PM or designee. The Contractor shall not be entitled to an afterhours or weekend/holiday rates. All costs shall be all inclusive, per bid pricing.

1.4.9 Maintenance of Traffic (MOT)

1.4.9.1 Maintenance of Traffic shall include all flagmen, signage, temporary paint, and notifications, as per latest FHWA Manual on Uniform Traffic Control Devices (MUTCD). The Contractor shall have at least one (1) representative on site with intermediate MOT certification. MOT costs shall be all-inclusive per bid pricing.

1.4.9.2 All work, unless authorized by the PM, shall be performed during daylight hours, Monday through Friday. Daylight hours are 30 minutes after sunrise to 30 minutes prior to sunset, which includes the parking of equipment for the night. No routine work requiring lane closures is to be performed on Saturdays, Sundays or State legal holidays unless authorized in writing by the PM. Due to traffic congestion, work hours other than normal established hours may be required by the PM. In the case of extreme conditions or weather, the Contractor may be required to remove their operation from the area and/or right of way, at the discretion of the PM.

1.4.9.3 Crossings and Intersections: The Contractor shall provide and maintain adequate accommodations for intersecting and crossing traffic. Do not block or unduly restrict any median opening, road or street crossing the project unless approved by the PM. Maintain all existing actuated or traffic responsive mode signal operations for main and side street movements for the duration of the work.

Restore any loss of detection within 12 hours. Use only detection technology listed on the FDOT’s Approved Products List (APL) and approved by the PM to restore detection capabilities. Before beginning any construction, submit to the PM the names and phone numbers of individuals that can be contacted when signal operation malfunctions.

1.4.9.4 Truck Mounted Attenuators and Trailer Mounted Attenuators: Furnish, install and maintain only those attenuators that meet the requirements of the National Cooperative Highway Research Program (NCHRP) 350 or the Manual for Assessing Safety Hardware (MASH). Use truck mounted attenuators or trailer

ITB-26-00204 Page 8 mounted attenuators, when called for in the Design Standards. Use attenuators listed on the APL. When attenuators are called for, use either a truck mounted attenuator or a trailer mounted attenuator system designed and installed in accordance with the manufacturers recommendations. Equip the attenuator cartridge with lights and reflectors in compliance with applicable Florida motor vehicle laws, including turn signals, dual taillights, and brake lights. Ensure that lights are visible in both the raised and lowered positions if the unit is capable of being raised.

1.4.10 Damage to Property

1.4.10.1 Any damage to public or private property caused by the Contractor shall be reported by the Contractor the same day. Property shall be repaired within 48 hours or alternate negotiated time authorized by the PM, or designee, to the satisfaction of the County, at no additional expense to the County. In the event the Contractor fails to repair, rebuild, restore, or otherwise make good any damage to property resulting from its work, the County may, upon providing 48 hours’ written notice to the Contractor, proceed to perform or cause to be performed such repair, restoration, rebuilding, or replacement as the County deems necessary. All costs incurred by the County in connection with such corrective work shall be the responsibility of the Contractor and may be deducted from any amounts due or to become due under the Contract or recovered by any other lawful means. If the Contractor performs no further work, the cost will be billed to the Contractor for full restitution.

1.4.11 Sunshine 811 / Permits

1.4.11.1 The Contractor shall give all necessary formal notices required in conjunction with the lawful prosecution of the work of the contract at their expense. All work shall have a Sunshine 811 locate before work is performed. The Contractor shall be required to comply with all provisions of any applicable permits or lists regarding workmanship, schedules, maintenance of traffic, and other conditions under which the permit list is issued.

1.4.12 Contractor’s Supervision

1.4.12.1 The Contractor shall identify to the PM, or designee, at least one (1) on-site person who is the Contractor's competent supervisor who is fluent in English.

The supervisor shall be a qualified, authorized person on the worksite who is to maintain order, monitor the work, and direct the employees during the operation and completion of work detailed in this contract.

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1.4.13 Quality Control

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

1.4.13.2 The County reserves the right to utilize County personnel, equipment, and materials, or other contractors, in Work Areas if such utilization is required, in the opinion of the County, to provide for the immediate health, safety, and welfare of the public or to perform maintenance omitted or not properly performed by the Contractor.

1.4.14 Safety

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

1.4.14.2 The County reserves the right to request the removal and replacement of any employee or equipment of the Contractor at the job site when, in the County's opinion, that person or equipment is not performing safely or for any other reason.

Any operations of the Contractor determined hazardous by the PM, shall be discontinued by the Contractor upon receipt of either written or verbal notice by the PM or designee to discontinue such practice. Work shall only resume upon receipt of either written or verbal notice by the PM or designee.

1.4.15 High Voltage Power Lines

1.4.15.1 When necessary, the Contractor shall have appropriate certified personnel to perform services in and around High Voltage Power Lines. The list below is for reference only. The Contractor is responsible for updates and/or revisions to these requirements.

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

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

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

1.4.15.2 The Contractor shall advise the appropriate Utility Company and County personnel when working near any high voltage power lines or for location of any

ITB-26-00204 Page 10 underground services situated in the work area that could be damaged by the Contractor's operation prior to initiation of the work. Should damage occur, the Contractor shall directly contact the appropriate utility organization and PM or designee. The Contractor shall be responsible for all claims for damages due to the utility.

1.4.16 Weather Conditions

1.4.16.1 Work areas that are normally accessible but which are saturated with standing water to the point where, in the opinion of the Contractor or PM or designee, equipment may not be used without excessive damage to the area, such areas shall not be accessed when such conditions exist unless with approval by the PM or designee. Within the Contractor's regular reports, the Contractor shall notify the County when and where these conditions existed. No service operation shall be conducted when there are climatic conditions present or forecasts that would make such an operation ineffectual or dangerous, including, but not limited to heavy rain, tornadoes, hurricanes, etc. The Contractor may suspend operations only to ensure the protection of the public and property if conditions are such that work cannot be carried out in an effective and safe manner. The Contractor is required to contact the PM, or designee, immediately upon the suspension of work with acceptable evidence of such conditions.

1.4.17 Disposal Sites

1.4.17.1 The Contractor may choose to utilize for disposal at the following County disposal sites. It is the Contractor's responsibility to verify the availability, requirements and terms of each site, prior to use. The Contractor may be required to set up a commercial account at any of these sites:

1.4.17.1.1 Northwest Transfer Facility

8001 West Linebaugh Avenue Tampa, FL 33625 813-264-3816

1.4.17.1.2 South County Transfer Station

13000 US Highway 41 Gibsonton, FL 33534 813-671-7611

1.4.17.1.3 Resource Recovery Facility

350 North Falkenburg Road Tampa, FL 33619 813-744-5599

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1.4.18 Reporting

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

1.4.18.2 The Contractor shall submit to the PM and include with invoicing all dump tickets per location of work completed. Failure to submit required documentation may lead to suspension of future work assignments and/or payment delays until compliance is met.

1.4.19 County Project Manager

1.4.19.1 In addition to the other responsibilities enumerated herein, the County Project Manager, or designee, may:

1.4.19.1.1 provide special instructions to the Contractor;

1.4.19.1.2 review the Contractor's performance.

1.4.20 Contractor Personnel

1.4.20.1 The Contractor shall have sufficient qualified personnel available to perform the services contemplated herein in a safe, efficient, competent, and timely manner. Contractor personnel are prohibited from bringing unauthorized people, such as, but not limited to, friends and/or family members, onto a County work site. Should such an event occur, the PM or designated onsite representative shall remove the unauthorized people from the County work site.

1.4.21 Onsite Worker Attire and Uniform Name and/or Logo Requirements

1.4.21.1 Contractor personnel shall be properly attired in a manner appropriate and commensurate with the work being performed and in compliance with all applicable safety standards and regulations. The County reserves the right to require Contractor personnel to stop work and leave the site if they are not dressed in accordance with these requirements. At a minimum, Contractor personnel are expressly prohibited from wearing short shorts, tank tops, muscle shirts, halter tops, sandals, flip-flops, open-toed shoes, or working barefoot while on County property or project sites. The Contractor shall ensure that each of its representatives wear a shirt that plainly and prominently identifies the Contractor's company name and/or which contains the Contractor's imprinted, embroidered, or an appliqué of the company logo affixed thereto. Such shirts shall be worn at all times by each Contractor representative in performance of this contract.

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1.4.22 Invoicing

1.4.22.1 The Contractor shall furnish the PM, for approval, complete itemized invoices for work performed. Invoices are to reflect the prices stipulated on the purchase order and as outlined in this bid per line item. All bid pricing shall be inclusive of all additional costs of performance such as, but not limited to, travel time, mileage, mobilization, waste disposal, etc. All invoices shall be approved by the PM, or designee, with all support documentation attached prior to payment.

Invoices shall contain, at a minimum, the information:

1.4.22.1.1 Contract number and Purchase Order number

1.4.22.1.2 Invoice number and invoice date

1.4.22.1.3 Description of work performed

1.4.22.1.4 Applicable line-item number(s)

1.4.22.1.5 Unit price, quantity, and extended total per line item

1.4.22.1.6 Dates of service or work performed

1.4.22.1.7 Location of work performed

1.4.22.1.8 Supporting documentation (e.g., work orders, inspection reports, delivery tickets, disposal receipts, timesheets, or other required backup)

1.4.22.1.9 Total amount due

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

1.4.22.3 All invoices must be approved by the PM or designee.

1.5. Preparation for Delivery

Delivery of the goods and/or performance of the Services and/or Work must be no later than 30 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.

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2. SPECIAL TERMS AND CONDITIONS

2.1 Basis for Award (Overall Low)

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

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

2.2 Insurance, Contractor

See ITB-26-00204 Insurance Requirements Attachment for more specific details regarding the type of coverage and amounts required.

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

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

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

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

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

2.3 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

ITB-26-00204 Page 14 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.

2.4 Price Escalation/De-Escalation (CPI)

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

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

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

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Calculation Example

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

CPI2/CPI1: 1.023

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

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

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

CPI2/CPI1: 0.980

Base rate: $1,000.00 Multiplied by 0.980 Equals adjusted rate $980.00

2.5 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 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.

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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.

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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.

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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-26-00204 Page 19 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.

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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-26-00204 Page 21 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.

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.

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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.

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.

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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.

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:

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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.