7-ITB-25-00343 Vertical Turbine Pumps - Final.pdf

Invitation to Bid Vertical Turbine Pumps Maintenance Services and

Parts

ITB-25-00343

ITB-25-00343 Page 1

SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-25-00343

SOLICITATION TITLE: Vertical Turbine Pumps Maintenance Services and Parts

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from qualified and licensed Contractors to provide vertical pump maintenance and repair services.

DUE DATE & TIME: September 22, 2025, 2:00 P.M. Eastern Time (our clock)

PRIMARY CONTACT: Tracy Edwards, Senior Buyer

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

TIMELINESS: To preserve the integrity of the competitive sealed bid process, bids submitted after the due date and time listed above, unless otherwise amended, cannot and will not be accepted. Please do not wait until the last minute, hour, or day to submit your bid, as you may encounter technical difficulties or issues that cannot be resolved before the due date and time.

When preparing to submit your bid, please read and follow all instructions regarding formatting and other details related to the form(s) to be used.

Again, please do not wait until it’s too late for assistance. We value and need your participation, so the last thing we want is for you to miss this opportunity.

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

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

mailto:support.bonfire@eunasolutions.com

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

• To be given consideration, such requests must be received no later than 14 calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-bid conference, whichever is later.

● 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 Special Terms and Conditions for complete details and requirements.

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

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

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

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1. SPECIFICATIONS

1.1. Scope

The Hillsborough County Water Resources Department (WRD) is seeking competitively sealed bids from qualified and licensed Contractors to provide vertical pump maintenance and repair services.

1.2. Minimum Qualifications

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

1.3. INTRODUCTION:

The Hillsborough County Water Resources Department (WRD) has a requirement for vertical pump maintenance and repair services. The Contractor will be responsible for an on-site evaluation/consultation of work needed to be performed. An estimate of required work shall be submitted to the Project Manager. Whenever possible, work shall be performed on-site. In the event that the equipment cannot be repaired onsite, then the Contractor is responsible for the disconnection of pumps, removal, and transportation to their facility. The Contractor shall provide all equipment and personnel needed to un-install, re-install, and test pumps.

1.4. BACKGROUND:

There are (8) different facilities with vertical turbine pumps. See “ATTACHMENT NO. 1”

1.5. LICENSING:

1.5.1 The Contractor shall possess and maintain a license issued by the Florida Department of Business and Professional Regulations, as either Certified or locally Registered Contractors, in the field of: General Building Contractor; Mechanical Contractor OR Plumbing Contractor.

1.5.2 The trades of mechanical and/or plumbing will have to be subcontracted in the event the Contractor does not have properly licensed personnel to perform this work.

1.5.3 A General Building Contractor license alone precludes the licensee from performing mechanical or plumbing work themselves.

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1.6. SCOPE OF WORK/TECHNICAL SPECIFICATIONS:

1.6.1 REPAIR AND INSTALLATION OF VERTICAL PUMPS

1.6.1.1 The Contractor is responsible for disconnect of pumps, removal, and transportation to their facility. Contractor is required to provide all equipment and personnel needed to un-install, re-install, and test pumps. Pumps are to be in operational condition after repair and installation. All replacement parts are to be Original Equipment Manufacturer (OEM). In the event that OEM parts are not available, or cannot be purchased in a timely manner, the Project Manager (or designee) can authorize the use of aftermarket parts that are equal to the quality and standards specified by the original equipment manufacturer.

1.6.1.2 Pump and Motor are to be trimmed and balanced. Contractor shall perform vibration testing after installation and start up. Vibration recording shall meet all criteria for vertical turbine installations. All corrections needed to meet vibration standards shall be witnessed by the Hillsborough County Public Utilities Department (HCPUD) representative.

1.6.2 Pump

Contractor shall disconnect pumps from piping, pull pumps, and transport to their facility for repair and inspection. Contractor shall also be responsible for all related electrical work.

1.6.3 Shaft

1.6.3.1 The bowl shaft shall be constructed from ASTM 582 type 416 stainless steel. It shall be precision ground and polished with surface finish better than 40 RMS.

1.6.3.2 Contractor shall complete replacement of line shaft and shaft couplings with new OEM parts. In the event that OEM parts are not available, or cannot be purchased in a timely manner, the Project Manager (or designee) can authorize the use of after market parts that are equal to the quality and standards specified by the original equipment manufacturer.

1.6.4 Bearings

The contractor shall replace line shaft bearings with new OEM bearings according to manufacturer specifications. In the event that OEM parts are not available, or cannot be purchased in a timely manner, the Project Manager (or designee) can authorize the use of after market parts that are equal to the quality and standards specified by the original equipment manufacturer.

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1.6.5 Suction Pipe and Strainer

The suction pipe shall be same length as the original and shall have minimum inside diameter and weight equal to or larger than that of the discharge column pipe. Replace strainer basket with 316 Stainless Steel material as needed. A suitable cone strainer shall be provided having a free area of at least five times the flow area of the suction pipe.

1.6.6 Stuffing Box

Install bushing for stuffing box (bronze or other heavy-duty material). Machine outer stuffing box to accommodate new seal. It shall have a pressure relief connection.

1.6.7 Bowl Assembly

Bowls are to be free from sand holes, blowholes, or other faults and must be accurately machined and fitted to close tolerances. The intermediate bowls shall have enamel or epoxy lined waterways for maximum efficiency and wear protection. A discharge bowl shall be used to connect bowl assembly to the discharge column. All the bowls (including the discharge bowls) shall be fitted with sleeve type bearings according to manufacturer specifications as needed. Bowls and bearings are to be inspected, repaired and replaced with new OEM parts.

1.6.8 Enclosing Tube

1.6.8.1 The tube shall be of such overall assembled length that properly matches the length of the discharge column.

1.6.8.2 Clean and re-coat outer shaft tube and/or replace as needed in accordance with OEM specifications.

1.6.9 Packing Seals

1.6.9.1 Contractor shall Replace all packing seals with Chesterton, John Crane or equivalent cartridge type or split mechanical seals. Project Manager (and/or authorized representative) will provide final recommendation on cartridge vs. split.

1.6.9.2 All other pumps that already have a mechanical seal in place shall be replaced with like for like seals.

1.6.9.3 Pump and motor to be trimmed and balanced.

1.7. Hillsborough County Responsibility

WRD will provide a representative per pump who will provide direction and scheduling information necessary to minimize any impact to facility operations.

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1.8. Warranty

The Contractor shall warrant against defects in material and workmanship for a period of one (1) year from date of acceptance. The warranty shall cover the cost of labor, materials, removal, and reinstallation costs required to correct any warrantable defects.

1.9. Field Service

Field Service shall be provided by an authorized, factory trained representative of the Pump Manufacturer. The field service representative shall supervise installation and start up. Service shall include, but not necessarily be limited to, inspection of the completed installation to ensure that it has been performed in accordance with the manufacturer’s instructions and recommendations and supervision of all field-testing including activation of the manufacturer’s prescribed warranties.

1.10. Work

Except as otherwise provided herein, the Contractor shall furnish all labor, tools, vehicles, fuel, testing equipment, supplies, and materials necessary to accomplish the work contemplated in these Technical Specifications in an expeditious and workmanlike manner.

1.11. Personnel

The Contractor shall have sufficient qualified personnel available to perform the work contemplated in these Technical Specifications in a timely manner. All craftsmen utilized by the Contractor shall be experienced in the type of repairs contemplated by these Technical Specifications. The Project Manager may inspect the Contractor’s records to verify the hours and qualifications of the personnel utilized on Work Assignments.

1.12. Materials, Parts, and Equipment

1.12.1 Except as otherwise provided herein, the Contractor shall provide all materials, and equipment necessary to perform the work contemplated in these Technical Specifications in a timely manner. All County-furnished parts, materials, or other appurtenances shall be installed at the cost of labor only.

1.12.2 Parts provided per Section 1.31 “Notes”, (At MSRP or discounted), Bidder to submit a percentage on Bid Table No. BT-49FN.

1.13. Disposal of Parts

Unless otherwise specified in the Release Order, the Contractor shall dispose of all defective parts, components, and equipment removed by the Contractor in completing the Work Assignment.

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1.14. Safety

The Contractor shall exercise all reasonable measures necessary to safeguard property and persons from its operations hereunder.

1.15. Injuries and Damage

The Contractor shall immediately report to the Project Manager, all injuries and property damage resulting from the Contractor’s performance hereunder. Unless advised otherwise by the Project Manager, the Contractor shall correct all such property damage at no cost to the County.

1.16. Rejected Work

The Project Manager will inspect completed work for compliance with applicable codes and these Technical Specifications. Within forty-eight (48) hours of notification of such determination, the Contractor shall correct all work determined by the Project Manager to be defective. The Contractor shall not charge for a callback or follow-up work to the County to correct defective work.

1.17. Release Orders

The Contractor shall not perform Work Assignments without the prior authorization of the Project Manager. Each authorization shall be evidenced by a Release Order issued by the Project Manager. Each Release Order shall describe (a) the defective unit, (b) the suspected defects, (c) the extent of repairs contemplated, and (d) the status of the authorization as either routine or Emergency.

1.18. Review of Estimates

Completed Work Assignments will be reviewed by the Project Manager on a periodic basis to evaluate the Contractor’s ability to perform the required work within established estimates.

Frequent or excessive overruns of estimates may result in termination of the Contract and may limit County consideration of future bidding by the Contractor.

1.19. Estimate for Repairs

In the event the equipment cannot be repaired on-site, The Contractor shall pick up defective units at the designated addressee(s). The Contractor shall transport the units to the Contractor’s premises for inspection. Each unit will include both stator and housing. The Contractor shall provide an Estimate of Repair to the Project Manager for said units within 48 hours.

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1.20. Record of Possession

When taking possession of a defective unit, the Contractor shall provide the Project Manager with a record that describes the unit(s) taken. Each record shall be signed by a Contractor’s representative and by a Department employee.

1.21. Authorization

Commencement of work shall not take place prior to work authorization in the form of a release purchase order. The actual compensation to be paid the Contractor for any repairs authorized by the Project Manager shall be determined in accordance with the technical specifications and bid.

1.22. Completion of Work Assignments

The Contractor shall complete Work Assignments with a minimum of delay and inconvenience to the operations of the Water/Wastewater System.

1.23. Change Orders

The Contractor shall obtain the authorization of the Project Manager before proceeding with any changes to scheduled or authorized work. All such authorizations shall be reduced to writing and delivered to the Contractor in the same manner prescribed herein for the issuance of Release Orders.

1.24. Subcontracting/Authorization

The Contractor shall obtain prior approval from the Project Manager to use any subcontractor proposed by the Contractor to perform any and all work to be performed. Proof of appropriate license(s) shall be made available upon request by the Project Manager.

1.25. Evaluation of Units

The Contractor shall determine the cause of failure for each unit received from the Department.

The Contractor shall provide the Project Manager with (a) a written report of the cause(s) of failure and (b) an Estimate of Repairs along with pictures of failed parts.

1.26. Data Tags

The Contractor shall reattach data tags. If a data tag is missing, the Contractor shall stamp and attach a new tag.

1.27. Bearing Replacement Procedures

When authorized in a Release Order, the Contractor shall replace the bearings on a defective unit with “original equipment” bearings.

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1.28. Standard Hours

The appropriate hourly rate for each category of employee (mechanic, machinist) utilized by the Contractor to complete Routine release orders during standard hours of Monday – Friday, 7:00 a.m. to 3:30 p.m.

1.29. Non- Standard Hours

The appropriate hourly rate for each category of employee (mechanic, machinist) utilized by the contractor to complete release orders during non-standard hours. These hours must be authorized by the Project Manager prior to contractor’s service.

1.30. Inventory

(Attachment 1) is a current estimate of pumps and may vary during the term of this contract.

Additional pumps, similar in make and model, may require service under this contract, without invalidating the contract.

1.31. Notes

1.31.1 Bid Table No. BT-49FN contains an estimated amount of $300,000.00 for parts not able to be defined prior to inspection of each pump being refurbished. The bidder will enter a percentage discount off manufacturer suggested retail price for all additional parts to be applied during the refurbishing process.

1.31.1.1 In example, a 10% discount will be entered as 10, this will create a bid price of $270,000.00, which will be factored into the low bid price and awarded at said price to the overall low bidder.

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

2.2.1 During the life of the Agreement, the Contractor shall provide, pay for and maintain insurance of the types and in the amounts described herein. All such insurance shall be provided by responsible companies with A.M. Best ratings of A-, Class 7 or better, authorized to transact business in the State of Florida, and which are satisfactory to the County.

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2.2.2 All policies of insurance required by the Agreement shall require that the Contractor give the County thirty (30) Days written notice of any cancellation, intent not to renew, or reduction in coverage and ten (10) Days written notice of any non-payment of premium. Such notice shall be delivered by U.S. Mail to: Director, Risk Management Division, Hillsborough County, 601 E. Kennedy Blvd, Tampa, Florida 33602. In the event of any reduction in the aggregate limit of any policy, the Contractor shall immediately restore such limit to the amount required herein.

2.2.3 All insurance coverages provided by the Contractor shall be primary to any insurance or self-insurance program of the County which is applicable to the Work provided for in the Agreement.

2.2.4 Receipt by the County of any Certificate of Insurance or copy of any policy evidencing the insurance coverages and limits required by the Contract Documents does not constitute approval or agreement by the County that the insurance requirements have been satisfied or that the insurance policies shown on the Certificates of Insurance are in compliance with the requirements of the Contract Documents.

2.2.5 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.

2.2.6 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.

2.2.7 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.

2.2.8 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.

2.2.9 All Liability Insurance Policies, with the exception of Worker’s Compensation and Professional Errors and Omissions, obtained by the Contractor to meet the requirements of the Contract Documents shall provide that the County, its employees and agents shall be additional insureds under the Policy and shall also incorporate a Severability of Interest

ITB-25-00343 Page 11 provision. All insurance coverages provided under this Section shall apply to all the Contractor's activities under the Contract Documents without regard for the location of such activity. Liability policies shall only be written on the Occurrence form.

2.2.10 Coverage amounts and type of insurance shall conform to the following minimum requirements with the use of current Insurance Service Office form and endorsements or their equivalent.

2.2.11 Worker's Compensation and Employer's Liability Insurance. Coverage shall be maintained by the Contractor for all employees engaged in the Work, in accordance with the laws of the State of Florida.

2.2.12 The amount of such insurance shall not be less than:

2.2.12.1 Workers' Compensation - Florida Statutory Requirements

2.2.12.2 Employer's Liability:

$500,000.00 Limit Each Accident

$100,000.00 Limit Disease Each Employee

$500,000.00 Limit Disease Aggregate

2.2.12.3 Commercial General Liability Insurance. Coverage shall include, but not be limited to: Bodily Injury and Property Damage, Damage, Damage to Rented Premises, Medical expenses, Personal and Advertising Injury, and Products and Completed Operations:

$1,000,000.00 Bodily Injury and Property Damages - Each Occurrence

$50,000.00 Damages to Rented Premises - Each Occurrence

$5,000.00 Medical Expenses - Any One Person

$1,000,000.00 Personal and Advertising Injury - Each Occurrence

$1,000,000.00 Products/Completed Operations - Each Occurrence

$2,000,000.00 General Aggregate

$2,000,000.00 Products/Completed Operations Aggregate

2.2.12.4 Business Automobile Liability Insurance. Coverage shall be maintained by the Contractor as to the ownership, maintenance, and use all of its owned, non-owned, leased or hired vehicles (“any auto”) with limits of not less than:

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2.2.12.4.1 Bodily Injury & Property Damage Liability: $3000,000.00 Combined Single Limit Each Accident.

2.2.12.5 All Risk Coverage: For Purposes of this Contract, Builder's Risk coverage is not required; and Installation Floater Coverage is not required. If either or both are required, the Contractor shall provide coverage which includes the following minimum requirements:

2.2.12.5.1 All Risk coverage shall be issued by insurance company(s) approved by the State of Florida Department of Insurance and acceptable to the County. Coverages and endorsements must be on forms acceptable to the County. The premium for this insurance shall be paid for by the Contractor, with any deductibles being the sole responsibility of the Contractor.

2.2.12.5.2 Builder's Risk limits of coverage shall be 100% of the completed value of any building(s) or structure (s), or 100% of the value of the equipment to be installed, as appropriate; Installation structure(s), or 100% of the value of the equipment to be installed, as appropriate;

Installation Floater coverage shall provide for loss of the installed equipment, no labor or fees, prior to final completion of the project.

2.2.12.5.3 Waiver of Occupancy Clause or Warranty: Policy must be specifically endorsed to eliminate any “occupancy clause”; or similar warranty or representation that the building(s) or structure(s) will not be occupied.

2.2.12.6 Professional Liability/Errors and Omissions Insurance is not required.

Minimum $N/A

2.2.12.7 Pollution/Environmental Liability Insurance is required. Minimum $1,000,000.00

2.2.12.8 Cyber Liability is not required. Contractor shall provide cyber liability insurance for the duration of the contract and for the period in which Contractor (or its business associates or subcontractor(s)) maintains, possesses, stores, or has access to client data, whichever is longer, with a combined single limit of no less than $N/A per claim or incident. This insurance shall include coverage for third party claims and for losses, thefts, unauthorized disclosures, access or use of Hillsborough County or client data (which may include, but is not limited to, Personally Identifiable Information (“PII”), payment card data and Protected Health Information (“PHI”) in any format, including coverage for accidental loss, theft, unauthorized disclosure access or use of Hillsborough County data.

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2.2.12.9 Certificates of Insurance. Certificates of Insurance evidencing the insurance coverage specified herein, when required, shall be filed with the Procurement Services Department within ten (10) Days after Notice of Award.

The required Certificates of Insurance not only shall name the types of policies provided, but also shall refer specifically to the Agreement. Certificates shall have the signature of the producer or authorized Representative of the insurer(s).

Certified copies of insurance policies shall be provided to the County upon request.

2.2.13 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 Markdown Multiplier

2.3.1 Some or all Offer price(s) in this Solicitation Document are based on a markdown multiplier from the most recent manufacturers’ list pricing or catalog. These line item(s) represent the total dollar value expected to be purchased and is utilized in this solicitation document for evaluation purposes only. The markdown multiplier will apply to the entire manufacturers’ published price list and/or catalog.

2.3.2 Prices shall be submitted in the form of a markdown multiplier to be calculated from the current preprinted manufacturer’s catalog prices, or an established manufacturer’s price list. A markdown multiplier of zero (0) will be accepted; however, the space provided on the pricing form for the markdown multiplier must be filled in or that line will be considered a “No Bid”.

2.3.3 While manufacturer’s catalog and/or manufacturer’s price lists may change throughout the year, the markdown multiplier must remain firm for the entire Contract Period.

2.3.4 Bidders/Proposers should attach the manufacturer’s catalog(s) and/or manufacturer’s price list(s) with their Offer.

2.3.5 In the event replacement manufacturer’s catalogs and/or manufacturer’s price lists are published, the Contractor shall forward a copy of the replacements to the Department.

2.3.6 Examples: A 10% discount correlates to a markdown multiplier of 10. A 25% discount correlates to a markdown multiplier of 25.

2.4 Optional Provision for Other Agencies

Unless otherwise stipulated by the Bidder/Proposer in its Offer, the Bidder/Proposer agrees to make available to all government agencies, departments, and municipalities the Offer prices

ITB-25-00343 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.

2.5 Price Escalation/De-Escalation (CPI)

2.5.1 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.

2.5.2 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

2.6 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.

2.7 Contract Period for Term Contract

The Contract resulting from this Solicitation Document will be in effect for a four (4)-year period (ending on the last 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).

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2.8 Estimated Quantities

Quantities given represent the best estimate for use and shall be the basis for award. However, these quantities are not intended to represent actual requirements, which are not known at this time and may vary during the Contract Period. The County does not guarantee a minimum total purchase. Furthermore, the requirements of the County may exceed best estimates and the Successful Bidder/Proposer shall provide such requirements to the extent they are reasonable.

2.9 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

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State Attorney’s Office

Supervisor of Elections

Tampa Palms Community Development District

Tampa Port Authority

Tampa Sports Authority

Tax Collector

2.10 Ordering

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

2.11 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.

3.0 Definitions

The following words and expressions (or pronouns) shall, wherever they appear in this Solicitation Document and the Contract Documents, be construed as follows unless a different meaning is clear from the context.

3.1 Agreement

"Agreement" shall mean the written agreement between the County and the Contractor covering the goods and/or Services to be provided and/or the Work to be performed pursuant to this Solicitation Document. The Agreement (if one is required for this particular Solicitation Document) will be attached to and made a part of the Contract Documents.

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3.2 Amendment(s), Addendum, or Addenda

"Amendment(s)", "Addendum", or "Addenda" shall mean the additional information and/or requirements concerning this Solicitation Document that are issued by the County, in writing, prior to the Close Date.

3.3 Bid(s), or Bidder's Bid

"Bid(s)", "Bidder’s Bid”, "Proposal(s)", or "Quote(s)" shall mean the offer, bid, proposal, or quote of the Bidder/Proposer submitted on the prescribed forms setting forth the prices for the Work to be performed, along with all other documents submitted by the Bidder/Proposer in response to this Solicitation Document.

3.4 Bidder

"Bidder" or "Proposer" shall mean any person, partnership, corporation or other entity or organization submitting a Bid, Proposal, or Quote to provide the goods, Services and/or Work solicited by the County in this Solicitation Document.

3.5 Blanket Purchase Agreement (BPA)

“Blanket Purchase Agreement (BPA)” shall mean the County’s written document to the Contractor stating the products/Services/Work to be provided, the pricing for said products/Services/ Work, the effective dates for the provision of said products/Services/Work, and any additional terms and conditions of the Contract, if applicable.

3.6 Board of County Commissioners

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

3.7 Bond

"Bond" or "Earnest Money Deposit (EMD)" shall mean bid bond, performance bond, and/or payment bond and other instruments of security furnished by the Bidder/Proposer/Contractor and its Surety in accordance with this Solicitation Document and/or the Contract Documents.

3.8 Business Day(s)

“Business Day(s) "shall mean Monday through Friday excluding public holidays.

3.9 Change Order

“Change Order” shall mean a written order or alteration to a Contract or Purchase Order signed by the appropriate County and Contractor authority directing an addition, deletion, or revision in

ITB-25-00343 Page 19 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.

3.14 Contract Time or Contract Period

"Contract Time" or “Contract Period” shall mean the number of calendar Days stated in the Contract Documents for the completion of the Work and/or the provision of the goods and/or Services specified therein.

3.15 Contractor

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

3.16 County

"County" shall mean the Board of County Commissioners, Hillsborough County, Florida, for whom the Contract is being performed.

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3.17 County Administrator

"County Administrator" shall mean Hillsborough County's County Administrator, or a designee identified by the County Administrator to perform certain functions on behalf of the County Administrator.

3.18 Day(s)

"Day(s)" shall mean one calendar day.

3.19 Designee

"Designee" shall mean the person appointed by the Board of County Commissioners and/or the County Administrator to act on his/her behalf.

3.20 Earnest Money Deposit (EMD)

"Earnest Money Deposit (EMD)" or "Bond" shall mean bid bond, performance bond, and/or payment bond and other instruments of security furnished by the Bidder/Proposer and/or Contractor and its Surety in accordance with this Solicitation Document and/or the Contract Documents.

3.21 Electronic Bidding System

"Electronic Bidding System" shall mean the County’s Electronic Bidding System.

3.22 Invitation To Bid

“Invitation to Bid” shall mean the Solicitation Document issued by the County for the goods, Services and/or Work specified herein; and shall include the Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Requirements, and all Amendment(s) issued.

3.23 Minimum Specifications

"Minimum Specifications" shall mean the portion of the Specifications that address the technical requirements of the Work to be performed under this Contract including materials, equipment, and workmanship.

3.24 Modification Agreement

“Modification Agreement(s)” shall mean the written order to the Contractor authorizing an addition, deletion, or revision in the goods, Services and/or Work to be provided under the Contract Documents or an adjustment in the Contract Price issued after the award of and/or execution of the Contract/Agreement. Such written order must be approved and/or executed by the applicable authorized representatives of the County in accordance with County policy.

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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.

3.29 Offeror

"Offeror" shall mean any person, partnership, corporation or other entity or organization that has submitted an Offer, Bid, or Proposal to the County in response to a procurement solicitation issued by the County to provide equipment, supplies, materials, or Services.

3.30 Project

"Project" shall mean the entire action and/or improvement which is the subject of this Solicitation Document and/or the Contract Documents.

3.31 Project Manager

"Project Manager" shall mean the duly authorized representative of the Board of County Commissioners during the Contract Period.

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3.32 Proposal(s)

"Proposal(s)" or "Bid(s)" or "Bidder’s Bid(s)” or "Quote(s)" shall mean the offer, bid, proposal, or quote of the Bidder/Proposer submitted on the prescribed forms setting forth the prices for the Work to be performed, along with all other documents submitted by the Bidder/Proposer in response to this Solicitation Document.

3.33 Proposer

"Proposer" or "Bidder" shall mean any person, partnership, corporation or other entity or organization submitting a Bid, Proposal, or Quote to provide the goods, Services and/or Work solicited by the County in this Solicitation Document.

3.34 Purchase Order

“Purchase Order” shall mean the County’s written document to the Contractor authorizing Work.

3.35 Quote(s)

"Quote(s)" or "Bid(s)" or "Bidder’s Bid(s)” or "Proposal(s)" shall mean the offer, bid, proposal, or quote of the Bidder/Proposer submitted on the prescribed forms setting forth the prices for the Work to be performed, along with all other documents submitted by the Bidder/Proposer in response to this Solicitation Document.

3.36 Service(s)

"Service(s)" shall mean the activity/improvement and/or the means or methods necessary for implementation and prosecution of the Project and/or Work that is the subject of the Contract Documents.

3.37 Site(s)

"Site(s)" shall mean the area(s) upon or in which the Contractor’s operations are carried on and such other areas adjacent thereto as may be designated as such by the County.

3.38 Solicitation Document

"Solicitation Document" shall mean the solicitation issued by the County for the goods, Services and/or Work specified herein; and shall include the Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Requirements, and all Amendment(s) issued.

3.39 Specifications

"Specifications” shall mean the detailed information set forth in the “Specifications” Section of this Solicitation Document describing and/or concerning the goods, Services and/or Work being

ITB-25-00343 Page 23 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.

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.

4.0 Instructions

4.1 Bid Submissions

4.1.1 The County shall only accept Offers through its Electronic Bidding System.

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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 Affirmative Action/Equal Employment Opportunity (AA/EEO) Compliance

4.2.1 The County hereby notifies all Offerors that Minority Business Enterprises (MBE's), Disadvantaged Minority Business Enterprises (DMBE's), and Disadvantaged Women Business Enterprises (DWBE's) will be afforded an equal opportunity to participate in any award made by the County pursuant to this Solicitation Document and will not be subjected to discrimination on the basis of actual or perceived race, color, religion, sex, national origin, age, marital status, disability, sexual orientation, or gender identity or expression. 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.

4.2.2 Offeror acknowledges and agrees that it shall comply with all applicable state and federal Affirmative Action/Equal Employment Opportunity (AA/EEO) requirements.

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

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…