6-ITB-26-00408 Street Sweeping Services.pdf

Invitation to Bid Street Sweeping Services

ITB-26-00408

ITB-26-00408 Page 1

SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-26-00408

SOLICITATION TITLE: Street Sweeping Services

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from experienced and qualified contractors to provide street sweeping services for designated Hillsborough County Roadways and other County maintained impervious surfaces, including parking lots and paved shoulders, for a two (2) year period.

DUE DATE & TIME: September 25, 2026, [2:00 P.M.] Eastern Time (as recorded by the County’s Electronic Bidding System)

ISSUING DEPARTMENT DIRECTOR:

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

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

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

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

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

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Euna Procurement Support at 1-844-226-3862 or support.bonfire @eunasolutions.com.

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

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

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

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

INSURANCE: Insurance coverage is required for this procurement. Please see ITB-26- 00408 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

The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from experienced and qualified contractors to provide street sweeping services for designated Hillsborough County roadways and other County-maintained impervious surfaces, including parking lots and paved shoulders.

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 Federal Manual on Uniform Traffic Control Devices (MUTCD):

https://mutcd.fhwa.dot.gov/

1.2.2 FDOT Design Standard 102 Series:

https://www.fdot.gov/roadway/fdm/default.shtm

1.2.3 FDOT Guidelines on Worksite Safety:

https://www.fdot.gov/roadway/ttc/default.shtm

1.2.4 OSHA Guidelines on Worksite Safety:

https://www.osha.gov/laws-regs/regulations/standardnumber/1926

1.2.5 FDOT Index 102-607:

https://www.fdot.gov/design/standardplans/2026/standard-plans-fy-2025-26

The following terminology forms a part of this specification:

1.2.6 “Lane Mile” shall mean 5,280 linear feet of one (1) travel lane swept. In areas where designated travel lanes do not exist, including gore areas, a lane mile shall be measured using an average standard lane width of 11 feet over one (1) mile.

1.3. Minimum Requirements

1.3.1 The Bidder or principal thereof shall, at the time of bid submission and throughout the term of the resulting Contract, have at least one (1) employee certified in Intermediate Maintenance of Traffic by the Florida Department of Transportation (FDOT). The County may ask for evidence https://mutcd.fhwa.dot.gov/ https://www.fdot.gov/roadway/fdm/default.shtm https://www.fdot.gov/roadway/ttc/default.shtm https://www.osha.gov/laws-regs/regulations/standardnumber/1926 https://www.fdot.gov/design/standardplans/2026/standard-plans-fy-2025-26

ITB-26-00408 Page 5 of this certification during evaluation or throughout the term of the Contract. Failure to demonstrate possession of this certification is grounds for rejection and/or termination.

1.3.2 The Contractor shall provide sufficient personnel, supervision, materials, tools, equipment, and transportation necessary to perform all Work and to complete multiple assignments concurrently throughout the County. The Contractor shall furnish the resources necessary to ensure that up to 3,500 lane miles per month can be swept when directed by the County.

1.3.3 The Contractor shall provide street sweeping services and removal of debris for all designated Hillsborough County roadways, including multi-lane arterial, collector, and local roads with urban and rural cross-sections. Sweeping shall include bridge decks, curbs and gutters along both sides of the roadways, the edge of pavement where no curb exists, all curbs on raised medians, turn lanes, bike lanes, golf cart lanes, portioned lanes with barriers or markers, painted medians including gore areas, intersection gross gutters, and parking areas , when required.

1.3.4 Noses or ends of curbed medians, arterial intersection turn pockets, and arterial intersection center areas shall be swept at the same frequency as the roadway or median with which they are associated and shall be included in the lane mile price.

1.3.5 The Contractor shall remove all loose debris including sand, gravel, glass, bottles, cans, leaves, silt, paper, litter, and all other applicable materials. Completed swept areas shall be free from visible debris, trails, or tracks, regardless of the number of passes required to achieve the specified standard. Any debris which is too large or difficult to remove including accumulated sediment with vegetation growth, shall be reported to the PM, along with the location of the debris, so that the County can address it.

1.3.6 The Contractor shall provide continuous sweeping operations and shall fully complete each road corridor once commenced, without deferring any portion for another day.

1.3.7 The Contractor shall sweep streets in the direction of the traffic flow. Vehicles parked within the sweeping area shall be swept around, documented in the daily report, and considered as Work completed for the affected segment.

1.3.8 The Contractor shall begin Work no later than two (2) days after Contractor’s receipt of a Purchase Order from the County.

1.3.9 All Work shall be performed during standard hours of 10:00 P.M. to 5:00 A.M. EST, with the work week commencing Sunday 10:00 P.M. and ending Friday at 5:00 A.M.. Temporary alternate schedules may be requested by the Contractor. Any deviation from standard hours shall be approved in writing, or assigned directly by the PM, prior to commencing the scheduled Work.

1.3.10 Standard Street Sweeping

1.3.10.1 The Contractor shall perform standard street sweeping on a routine schedule, with payment based on the actual number of lane miles swept. Each swept segment shall be

ITB-26-00408 Page 6 brought up to the required standard, regardless of the number of the passes necessary to achieve compliance.

1.3.10.2 The County shall provide a map listing all arterial, collector, and local roads requiring service. The PM shall establish the quantities of roadway segments and the required sweeping frequencies and may modify these quantities and frequencies as necessary throughout the contract term.

1.3.10.3 Standard street sweeping for arterial and collector roads shall be performed one (1) time per month. Standard street sweeping for local roads shall be performed two (2) times per year between March and December.

1.3.11 Special Street Sweeping

The Contractor shall perform special street sweeping as directed by the PM, for isolated or non-routine locations, including driveways, parking areas, intersections, roadways, impervious surfaces where sweeping cannot be measured in lane miles, and all follow-up work associated with Emergency Response incidents. Special street sweeping shall be paid on an hourly basis.

1.3.12 Emergency Response

1.3.12.1 The Contractor shall perform emergency response services upon written or verbal notification from the PM and respond on site within two (2) hours of notification. Emergency response shall be paid as a one-time, lump sum fee per incident and covers the immediate deployment for conditions that require urgent cleanup.

1.3.12.2 Emergency response shall include, but is not limited to, activities such as cleaning debris caused by accidents, storms, spills, or other conditions requiring same-day attention.

After the initial emergency stabilization, any continued sweeping, debris removal, or cleanup shall be billed under Special Street Sweeping.

1.3.13 Select Street Sweeping

Select street sweeping shall be performed as needed between January and February to collect leaf debris on local roads or other designated areas. Select street sweeping applies only when seasonal conditions require additional debris removal.

1.3.14 Damage to Property

1.3.14.1 The Contractor shall use caution while performing Work on County property or near private property. The Contractor shall immediately report any damage to County or private property to the PM and notify the owner of the damaged property. The Contractor shall provide the PM with a written report of the damage within 48 hours of the damage incident occurring.

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1.3.14.2 The County will assess the property damage, and the County will have the sole discretion under this contract to determine how the damage will be repaired and who shall repair the damage. This does not preclude the possibility that there may be an alternate finding of liability by a law enforcement officer and/or a court of law. If, at the sole discretion of the County, it has been determined that the Contractor caused the damage, then the Contractor shall repair the damage at its sole expense within 48 hours of the Project Manager's notification to the Contractor, to the pre-damage condition.

1.3.15 Maintenance of Traffic

All Work shall be conducted to ensure the least possible obstruction to vehicle and pedestrian traffic, including access to all public and private properties during all stages of the services performed. Only one (1) lane of traffic shall be affected while the road is being serviced. The requirements of the Federal Manual on Uniform Traffic Control Devices (MUTCD) and FDOT Design Standard 102 series (latest edition) are hereby incorporated by reference.

1.3.16 Work Authorization

1.3.16.1 The Contractor shall notify the Project Manager (“PM”) and obtain approval before sweeping additional locations not specified in the PO, or when a correction to the estimated mileage is required. The County will issue each PO with an accompanying map or spreadsheet for reference.

1.3.16.2 If a street segment fails inspection on the second attempt, that segment shall not be eligible to invoice for the current cycle. It may only be invoiced once it is satisfactorily completed in accordance with contract requirements.

1.3.16.3 No charges shall be allowed for lost time, including equipment downtime, equipment becoming stuck off road, equipment maintenance, cleaning, tune-ups, or routine maintenance.

1.3.17 Inspection

1.3.17.1 Within three (3) business days of receipt of the Contractor’s report, the PM shall review the completed work. If the PM determines that any area has not been swept to an acceptable standard, the County may, at its sole discretion, direct the Contractor to re-sweep the deficient area. The Contractor shall complete the re-sweep within two (2) business days of receiving notification.

1.3.17.2 Any delay by the Contractor in corrective sweeping beyond two (2) business days may set the monthly cycle behind schedule, as the next sweeping cycle may begin before the corrected resweep inspection has been performed.

1.3.17.3 The Contractor shall submit invoices, with all support documentation attached, no later than five (5) business days after notification that sweeping has passed inspection.

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1.3.18 Safety and Work Attire

1.3.18.1 The Contractor shall provide all safety devices and equipment and shall exercise measures necessary to safeguard both property and persons during performance of the Work.

The Contractor shall adhere to all pertinent safety laws and regulations, including FDOT and OSHA guidelines on worksite safety, where applicable.

1.3.18.2 The Contractor shall provide fully equipped first aid kits and ensure access at all times for Contractor personnel. All licensed vehicles shall contain first aid kits with non-expired contents.

1.3.18.3 The County reserves the right to request the removal and replacement of any personnel or equipment from the Work areas when, in the County's opinion, such personnel or equipment is operating in an unsafe manner. Any operations or practices determined to be dangerous shall be discontinued immediately upon receipt of written or verbal notice from the PM. Work shall only resume upon receipt of the cancellation of the stop-work order issued by the PM.

1.3.18.4 The Contractor's personnel shall properly wear attire and proper safety equipment in a manner that is commensurate with the Work being performed.

1.3.18.5 The Contractor shall ensure that each of its representatives wears a shirt that plainly and prominently identifies the Contractor's company name and/or company logo.

1.3.19 Weather Conditions

All weather-related delays and/or other incidents shall be documented in the appropriate daily report. Sweeping shall not be conducted when such conditions are present that would reduce the effectiveness of the sweeping activity.

1.3.20 Disposal Sites

1.3.20.1 The Contractor shall store vehicles and/or storage bins on County properties with prior written approval by the County.

1.3.20.2 The cost associated with debris disposal shall be the sole responsibility of the Contractor and included in the Contractor's contract unit price(s). Debris shall be disposed of at a site approved by the Florida Department of Environmental Protection and shall not be disposed of at County landfills. Proof of disposal shall be provided to the County upon request.

1.3.21 Equipment

1.3.21.1 The Contractor shall utilize mechanical broom sweepers or regenerative vacuum sweepers capable of sweeping bike lanes, including lanes with intermittent barriers or reflective markers separating the motorist lane from the bike lane.

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1.3.21.2 The Contractor shall utilize sweepers with a minimum capacity of three (3) cubic yards, equipped with a water-supply system for dust control to minimize disruption once sweeping operations begin.

1.3.21.3 All sweepers shall have dual steering and be equipped with both right and left gutter brooms. Vacuum sweepers may be used for leaf and small debris pick up as determined by the PM. Each sweeper shall be operated only at the manufacturer’s recommended speed as specified in the equipment owner’s manual.

1.3.21.4 All sweeping vehicles used under this contract shall be equipped with a functioning Global Positioning System (GPS) mobile unit capable of tracking the sweepers’ position, direction, speed, time and operational status (sweeping or not sweeping), in all weather conditions. The Contractor shall maintain daily electronic GPS tracking files to submit to the County in the daily report.

1.3.21.5 Each sweeper shall display a rear-mounted "Slow Moving Vehicle" sign and a Type B high intensity warning light mounted on top of the unit in accordance with FDOT Index 102-

607. Additionally, a sequencing arrow panel in conformance with Section 6F.61 of the Manual on Uniform Traffic Control Devices (MUTCD) shall be mounted on the top-rear of the sweeper.

1.3.21.6 A shadow vehicle equipped with an attenuator shall be used when sweeping operations occur on any roadway with four (4) or more lanes or where the posted speed limit exceeds 35 miles per hour. The optimal speed for accurate street sweeping is between three

(3) and seven (7) miles per hour, which ensures effective debris removal.

1.3.21.7 The Contractor shall be solely responsible for providing all water required for dust-control activities under this contract. While the Contractor may secure water from Hillsborough County Water Resource Services per their regulations, this shall not be construed as an obligation of the County to provide water. The Project Manager shall not coordinate or facilitate water-access arrangements on behalf of the Contractor.

1.3.21.8 The Contractor shall maintain an additional sweeper readily available for immediate use. In the event of a mechanical breakdown of the primary sweeper, the Contractor shall promptly resume service using the backup unit.

1.3.22 Reporting

1.3.22.1 On a daily basis, the Contractor shall submit real-time GPS tracking data for all sweeping vehicles, including time and mileage, either through a live hyperlink or by emailing a report containing street segment data or scanned marked-up maps. The Project Manager shall receive the hyperlink and/or report within three (3) hours of sweeping completion, or by 8:00 A.M. during standard hours, to allow for timely inspection by County personnel.

1.3.22.2 Each daily report shall include the following information:

1.3.22.2.1 Date of sweeping

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1.3.22.2.2 Equipment and personnel used

1.3.22.2.3 Sites swept including the road name, start location, end location, and number of travel lanes swept

1.3.22.2.4 Descriptions of any deviations or setbacks including parked cars within the road, damage to property, weather conditions, or other impediments

1.3.22.2.5 Time(s) when debris tank was emptied

1.3.22.2.6 Quantity of debris removed, listed in tons and/or cubic yards

1.3.22.3 The Project Manager may request additional data to be included in the daily reports, which may include historical GPS speed data for the last thirty (30) days or other operational metrics necessary for performance verification.

1.3.22.4 The contractor shall submit a Debris Disposal Quantity Log to the PM by the fifth (5th) day of each month for the preceding month. The log shall include:

1.3.22.4.1 Total debris disposed, listed in tons and/or cubic yards

1.3.22.4.2 Disposal location(s)

1.3.22.4.3 Copies of all corresponding dump tickets

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-26-00408 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

ITB-26-00408 Page 11 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. Contract Period for Term Contract

The Contract resulting from this Solicitation Document will be in effect for a two (2)-year period (ending on the last Business Day of the final month) from the effective date of the Contract as established by the County’s Blanket Purchase Agreement (BPA) or Contract Purchase Agreement

(CPA).

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

ITB-26-00408 Page 12 adjustment is requested during the term of the contract, the County reserves the right to also request an adjustment in the same prescribed manner, especially if the CPI-U decreases and it is deemed to be in the County's best interest. Price adjustments shall be accomplished using the simple percentage method, which will adjust the base rate by the same percentage as the percent change in the CPI-U. Following is an example of the calculation:

Calculation Example

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

CPI2/CPI1: 1.023

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

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

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

CPI2/CPI1: 0.980

Base rate: $1,000.00 Multiplied by 0.980

Equals adjusted rate $980.00

2.5. Estimated Quantities

Quantities given represent the best estimate for use and shall be the basis for award. However, these quantities are not intended to represent actual requirements, which are not known at this time and

ITB-26-00408 Page 13 may vary during the Contract Period. The County does not guarantee a minimum total purchase.

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

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

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

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

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

2.7. Ordering

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

2.8. Termination for Convenience

In the event the County elects to terminate the Contract, the County shall provide the Contractor with notice of termination in writing by electronic and/or certified mail. The County shall pay the

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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.

3.6. Board of County Commissioners

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

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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 products/Services/ Work, the effective dates for the provision of said products/Services/Work, and additional terms and conditions of the Contract, if applicable.

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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.

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

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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 performed, along with all other documents submitted by the Offeror in response to this Solicitation Document.

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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:

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

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

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

4.4. Bid Documents

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

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

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

4.5. Bid/Proposal/Quote Pricing

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

4.6. Bid/Proposal/Quote Results

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

4.7. Bidder/Proposer Request for Interpretation of Solicitation Document

No interpretation of the meaning of the Specifications or Scope of Work contained in this Solicitation or related Contract Documents will be made to any Bidder/Proposer orally. Every request for such interpretation must be submitted in writing through the electronic bidding system (Euna Procurement). To be given consideration, such requests must be received no later than ten (10)

ITB-26-00408 Page 22 calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-bid conference, whichever is later. All interpretations and supplemental instructions provided by the County will be in the form of a written amendment which, if issued, will be communicated to all Bidders/Proposers who have acknowledged participation within Euna Procurement. All issued amendments shall become part of the Contract Documents. No Bids or Proposals shall be submitted or accepted through electronic mail (e-mail), facsimile, or by hard copy (paper). Bids and Proposals will only be accepted and considered if submitted through Euna Procurement.

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

If applicable to this Solicitation Document, Bidder/Proposer is solely responsible for examining all Sites of the proposed Work and conducting any investigations necessary to inform itself of any difficulties that may be involved in the completion of the Work. Bidder’s/Proposer's failure to conduct such examinations and investigations shall not:

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

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

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

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

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

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

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

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

https://hcfl.gov/businesses/doing-business-with-hillsborough/vendor…