7-ITB-25-00374 Elevator Inspection Services.pdf

Invitation to Bid Elevator Inspections Services

ITB-25-00374

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SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-25-00374

SOLICITATION TITLE: Elevator Inspection Services

BRIEF DESCRIPTION: The Hillsborough County Facilities Management & Real Estate Services Department (FMRES) seeks a qualified Contractor to provide ongoing and as-needed elevator conveyance system inspection services for various Hillsborough County-owned facilities. The Contract resulting from this Solicitation Document will be in effect for a five (5)-year period.

DUE DATE & TIME: October 27, 2025, 2:00 P.M. Eastern Time (our clock)

PRIMARY CONTACT: Yuen Leones, 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

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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 ITB-25- 00374 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.

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1. SPECIFICATIONS

1.1. Scope

The Hillsborough County Facilities Management & Real Estate Services Department (FMRES) seeks a qualified Contractor to provide ongoing and as-needed elevator conveyance system inspection services for various Hillsborough County-owned facilities. Refer to Attachment A for the Elevator Inspection Locations List.

1.2. Applicable Publications and Terminology

The following publication(s) and terminology of the issue in effect on date of this solicitation, forms a part of this specification:

1.2.1 American Society of Mechanical Engineers (ASME) standards and specifications as adopted by the State of Florida: https://www.asme.org/codes-standards

1.2.2 Occupational Safety and Health Administration (OSHA), https://www.osha.gov/

1.2.3 Standards of Conduct for public officers, 112.3136, F.S.: Statutes & Constitution :View Statutes : Online Sunshine

1.2.4 Florida Statutes Chapter 399 - Elevator Safety Act: Statutes & Constitution :View Statutes : Online Sunshine

1.2.5 The National Association of Elevator Safety Authority International (NAESA): NAESA International - Elevator Inspector QEI Training

1.2.6 The Elevator Industry Work Preservation Fund (EIWPF): Elevator Industry Work Preservation Fund l EIWPF

1.2.7 Florida Department of Business and Professional Regulations, Bureau of Elevator Safety Standards: Bureau of Elevator Safety – MyFloridaLicense.com

1.2.8 Conveyance refers to the mechanism that moves the elevator car up and down the hoist way. The term is also used more broadly to refer to the various equipment used to move people and goods in buildings, such as elevators, escalators, and moving walkways, chair lifts and stage lifts.

1.3. Minimum Requirements

1.3.1 The Contractor shall be registered and certified with the Florida Department of Business and Professional Regulations, Bureau of Elevator Safety Standards. The Contractor shall maintain all required certifications during the term of the contract and provide a copy of the certifications throughout the Contract term.

1.3.2 Per the Florida Statutes Chapter 399, Elevator Safety Act, the Inspector shall be

ITB-25-00374 Page 4 a Certified Elevator Inspector credentialed as a Qualified Elevator Inspector (QEI) through the National Association of Elevator Safety Authority International (NAESA) or the Elevator Industry Work Preservation Fund (EIWPF).

1.3.3 The Contractor and the Inspector shall provide a copy of any of the above certifications, licenses, etc., upon the County’s request. Additionally, each time personnel are changed, the Contractor and/or Inspector is required to provide the County with a copy of the individual's required certifications.

1.3.4 The Contractor and the Inspector shall conform to all Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA), and ASME Regulations and Standards.

1.3.5 All work performed shall conform to all existing City, County, State and Federal laws, codes, and regulations. All work shall conform to the current American Society of Mechanical Engineers (ASME) standards and specifications as adopted by the State of Florida and as per each equipment manufacturer's recommendations and specifications.

1.3.6 All bid prices shall include all associated costs, including labor and equipment required to complete the service. No additional fuel charges, surcharges, or trip charges will be accepted.

1.3.7 The work shall be accomplished with professional methods employing all known and customary standards of the trade and industry.

1.3.8 The Contractor shall be knowledgeable of the services specified herein, including any addendum. All services shall be performed as required within the specifications.

1.3.9 The Contractor shall ensure that each of its representatives who operate a motor vehicle in performance of the Contractor's responsibilities hereunder is properly licensed by the State of Florida for the operation of that vehicle.

1.4. Subcontractor/Subcontracting

1.4.1 The Contractor and/or Subcontractor warrants that has not employed or retained any company or person (other than a bona fide employee working solely for the Contractor and/or Subcontractor), to solicit or secure this term Contract and that the Contractor and/or Subcontractor has not paid or agreed to pay any person, company, corporation, individual, or firm other than a bona fide employee working solely for the Contractor and/or Subcontractor; any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award of this Term Contract.

1.4.2 All employees of the Contractor and the Inspector shall be at all times; the

ITB-25-00374 Page 5 employees of the Contractor or Inspector shall be under his/her sole direction.

1.4.3 The Contractor, Contractor employees, and Subcontractors shall be bound by the Florida State Statute §112.313, Standards of Conduct as it relates to the work performed under this term Contract.

1.5. Identification while on County-owned Property

1.5.1 The Contractor personnel are prohibited from wearing short-shorts, sleeveless shirts, halter tops, sandals, flip-flops, or any open-toed shoes and/or being barefoot.

Clothes should fit properly and be clean in appearance. Uniform shirts shall be worn at all times by each Contractor representative. The Contractor personnel shall report to work dressed in uniform, as no locker spaces/changing rooms are provided.

1.5.2 The Contractor’s personnel shall carry an identification (ID) card with their name and photo.

1.6. Reports

1.6.1 All inspection sheets/reports shall be submitted within three (3) days after work is performed. All violations shall be reported within 24 hours of the inspection.

1.6.2 Reports shall obtain the following information:

Elevator Locations and building name Elevator manufacturer Elevator number Serial numbers Elevator inspection dates Elevator five (5)-year load test date Landings of each elevator Elevator type (traction, hydro, etc.)

Maintenance Company

1.7. Response Time

1.7.1 The timely performance and completion are critical to the County.

1.7.2 All elevator units shall be scheduled with the respective Elevator Companies within 30 days of the inspection due date and communicated to the Hillsborough County Project Manager (PM), no less than 30 days in advance of the scheduled inspection date. All inspections shall be completed prior to August 1st of each calendar year.

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1.7.3 All regular inspections shall be performed by the Contractor during approved scheduled hours, by mutual agreement with the PM, Monday through Saturday, excluding County-approved holidays. No payment will be made for travel time to work sites.

1.8. County Project Manager (PM)

The County's PM is authorized to take all actions necessary to properly administer the terms and conditions of this term contract.

1.9. Inspector

1.9.1 The Contractor shall provide consistent communication between the Elevator Companies and the Hillsborough County PM as follows:

1.9.1.1 All scheduled inspections.

1.9.1.2 The Inspector shall provide consistent communication to the PM and the elevators companies to ensure that ANY violations identified during the annual inspection and pressure testing are being corrected to keep Hillsborough County in compliance with Florida Statute(s). The communication regarding outstanding violations should occur as required with the PM until violations have been re-inspected/cleared. The Contractor/Inspector is responsible for ensuring that all corrections are completed and properly scheduled with the elevator companies.

All repairs shall be completed by the elevator companies under contract with the County.

1.9.2 The Contractor and the Inspector shall be responsible for acting in accordance with specific facility security guidelines during the entering and exiting of buildings.

1.9.3 The Contractor shall assign the same inspector to perform all inspections and re-inspections throughout the duration of the project. A change in inspector may only occur with prior written approval from the County PM. The Inspector is required to reside within the Tri-County area (Hillsborough, Pinellas, or Polk County). The Contractor shall provide name, address, and Certified Elevator Inspector (CEI) license number. Any variance of the assigned Inspector will need approval from Hillsborough County.

1.9.4 At the County’s sole discretion, the County may request that the Contractor's employee no longer perform services contained herein due to poor performance, incompetence, carelessness, and disruptive, or objectionable behavior. This is not a dismissal but rather it is the removal of the objective employee from the County-owned facilities.

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1.10. Trash, Litter, and Debris

The Contractor shall remove and legally dispose of all trash, litter, and debris resulting from its operations at their expense and at no additional cost to the County unless permission is given by the County's PM to do otherwise.

1.11. Damages

1.11.1 The Contractor shall take all reasonable and necessary precautions to ensure the safety and protection of the persons and property while performing its work under this Contract.

1.11.2 The Contractor and/or the Inspector shall be responsible for any damage to any person (s) and/or property caused by their negligence.

1.11.3 The Contractor shall immediately report to the PM any injuries or property damage resulting from the Contractor's performance under this Contract. Unless otherwise directed by the property owner or the owner's authorized representative, the Contractor at no additional cost to the County and/or the property owner promptly correct all property damage caused by its operations. This includes but is not limited to the immediate repair or replacement of damaged County-owned or County employee-owned property, furniture, equipment, or personal possessions.

1.12. Annual Inspections and Pressure Testing Services

1.12.1 The County shall engage a State of Florida-registered elevator company that employs certified elevator technicians. This registered elevator company shall provide maintenance and repair services in accordance with the specifications outlined herein and in compliance with all applicable State of Florida regulations. The Contractor shall coordinate inspection services with the registered elevator companies and shall keep the County fully informed of all activities, findings, and schedules related to elevator maintenance and inspections.

1.12.2 The Contractor/Inspector shall maintain any and all required inspection reports for the duration of the contract, these may be requested, for verification at any time, by the County.

1.12.3 Inspections/Pressure Testing Required:

1.12.3.1 The County will provide a list of conveyances to be inspected. The list shall include: the building name (if any), address, current license number, landings, and type of elevator.

1.12.3.2 The Inspector shall perform all the annual inspections during the months specified by/from the last inspection. A current inspection list will be provided at the time of the award.

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1.12.3.3 Call Backs: The County will call the Inspector to return to individual locations to clear deficiencies, and the inspector must complete all such callbacks required complying with the Florida Department of Business and Professional Regulations, Bureau of Elevator Safety Standards.

1.12.3.4 The Inspector shall provide prompt and complete paperwork required for inspection and certification to the State of Florida.

1.12.3.5 The Inspector shall provide a copy of the inspection reports within three (3) days of the inspection. These reports shall detail any required action(s) needed by the PM, facility manager and/or designee.

1.12.3.6 The annual conveyances elevator inspection and pressure testing shall comply with the Florida Bureau of Elevator Safety Standards.

1.12.3.7 The County reserves the right to add additional conveyances and locations/facilities as needed to the inspection list.

1.12.4 Five (5) Year Full Load Test Inspection

Full load testing is a legal requirement under the Lifting Operations and Lifting Equipment Regulations (LOLER) and shall include without limitation to:

1.12.4.1 Loading the elevator with weights that are 25% higher than its maximum rated capacity to ensure it can lift and move its maximum load at its maximum speed.

1.12.4.2 Verify that the elevator’s safety systems are working properly.

1.12.4.3 Check ropes, brakes, and stop distance.

1.12.4.4 Ensure all systems, components and drives are operational by the manufacture inspection guidance.

1.12.5 Annual No Load Testing Inspection

No load testing is a visual inspection of equipment, the Inspector shall check for damage, wear, and proper functioning without applying an actual load. This may include, without limitation to:

1.12.5.1 Examining components like hooks, chains, ropes, brakes, etc.

1.12.5.2 Check for deterioration

1.12.5.3 Verify proper operation of controls and mechanisms under no-load conditions

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1.12.5.4 Ensure all systems, components, and drives are operational per the manufacturer's inspection guidance.

1.12.6 Annual Emergency Generator Testing

The County and Contractor shall confirm that the elevators are capable of operating on emergency power. The Contractor’s inspector shall witness and verify proper operation during emergency power mode. This inspection shall be conducted on a non-workday (Saturday or Sunday) to avoid disruption of normal County operations. Annual emergency generator testing is required for all facilities equipped with emergency power systems.

1.13. Standard Labor Hours (per man hour)

Standard labor hours shall be defined as work that occurs during the County's normal business hours Monday through Friday, 8:00 A.M. - 5:00 P.M. Eastern Standard Time (EST), excluding the Hillsborough County holidays. The Contractor shall respond to the work request for normal labor hours worked (on site) within 24 hours of receiving notification from the County PM and/or designee. Prior to beginning any work, the Contractor shall receive authorization from the County PM and/or designee. The standard labor hours shall be used for repairs and additional services outside of the scope of work. No compensation shall be paid for travel time.

1.14. Non- Standard Labor Hours (per man hour)

Non-standard labor hours shall be defined as work that occurs after the County’s normal business hours Monday through Friday, 5:01 P.M. - 7:59 A.M. Eastern Standard Time (EST), all day weekends, including the Hillsborough County holidays. The non-standard labor hours shall be used for repairs and additional services outside of the scope of work. No compensation shall be paid for travel time.

1.15. Invoicing

1.15.1 The Contractor shall submit a monthly invoice for services that have been fully rendered and approved. All invoices must include the following:

1.15.1.1 The location, the County representative's name who approved the services rendered, the Invoice number, invoice date, the Contractor name and address, the Contractor's tax identification (ID) number, billed to Board of County Commissioners (BOCC) Hillsborough County Florida, purchase order (PO) number (only one PO number per invoice), department name and/or location of the receiving department, shipping date or date services were rendered/received, description of the goods/services purchased/received, quantity by item or hours of Work performed, correct unit of measure price, and extended price by item.

1.15.1.2 The discounts/allowances must be listed separately.

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1.15.2 All invoices shall be submitted within 90 days of service completion date. If invoices are not received within 90 days after completion, the County shall reject them for payment.

1.15.3 The Contractor shall send all Invoices to Hillsborough County Finance, 12th Floor County Center, PO Box 1110, Tampa, FL 33601, or email to:

countyfinanceinvoices@hillsclerk.com.

1.15.4 Please follow these instructions when submitting invoices electronically:

1.15.4.1 No color or grayscale, black and white only, Tif. or PDF, and 300 dpi resolution. Do not email payment requests with Health Insurance Portability and Accountability Act (HIPAA) protected information, banking account numbers, social security numbers, or other confidential/sensitive information. Each invoice, memo, and supporting documentation must be a separate attachment

2. SPECIAL TERMS AND CONDITIONS

2.1 Allowance

An Allowance, in the amount of $15,000.00, will be added to the total Bid amount for unforeseen parts, materials, additional special inspections services, and other related items that may be required to complete the work.

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

2.2 Basis for Award (Overall Low)

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

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

2.3 Insurance, Contractor

See ITB-25-00374 Insurance Requirements Attachment

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

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

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

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

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

2.4 Jessica Lunsford Act

2.4.1 Non-instructional school district employees or contractual personnel who are permitted access on school grounds when students are present, must meet level 2 screening requirements as described in Florida Statutes Section 1012.32 and Section

1012.465. The Act focuses primarily on increasing the measures used to monitor sexual offenders or predators. However, part of the Act is specifically related to individuals with access to school district campuses. Hillsborough County Children Services, Head Start facilities and Park sites that serve the School Board have adopted this as policy.

2.4.2 Contractual personnel shall include any vendor, individual, Contractor, Sub- Contractor, or entity under contract with the school board or in this case Hillsborough County who work or may work in a child occupied area or space. The Contractor shall pay all costs associated with meeting the level 2 requirements. Be advised that this process may take up to thirty (30) Days.

2.5 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-25-00374 Page 12 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.

2.6 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 five (5)-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).

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

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City of Temple Terrace

Clerk of the Circuit Court

Expressway Authority

Hillsborough Area Regional Transit Authority

Hillsborough County Aviation Authority

Hillsborough County Board of County Commissioners

Hillsborough Community College

Hillsborough County School Board

Hillsborough County Sheriff

Property Appraiser

State Attorney’s Office

Supervisor of Elections

Tampa Palms Community Development District

Tampa Port Authority

Tampa Sports Authority

Tax Collector

2.10 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.

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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.

3.2 Amendment(s), Addendum, or Addenda

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

3.3 Bid(s), or Bidder's Bid

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

3.4 Bidder

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

3.5 Blanket Purchase Agreement (BPA)

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

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3.6 Board of County Commissioners

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

3.7 Bond

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

3.8 Business Day(s)

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

3.9 Change Order

“Change Order” shall mean a written order or alteration to a Contract or Purchase Order signed by the appropriate County and Contractor authority directing an addition, deletion, or revision in the provision of the goods and/or Services or an adjustment in the Contract Price and/or Contract Time.

3.10 Close Date

"Close Date" shall mean the date and time set for delivery to the County of all Offers submitted in response to this Solicitation Document.

3.11 Contract or Contract Documents

"Contract" or "Contract Documents" shall mean the Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Equal Employment Opportunity and Affirmative Action Requirements, all Amendment(s) issued, the Offer, the Agreement (if applicable), all the attached documents identified in this Solicitation Document, all supplementary drawings issued after award of the contract, all Change Orders, all Allowance Authorization Releases, and all provisions required by law to be a part of the Contract Documents, whether actually inserted therein or not.

3.12 Contract Price

"Contract Price" shall mean the total monies payable to the Contractor under the Contract Documents.

3.13 Contract Purchase Agreement (CPA)

“Contract Purchase Agreement (CPA)” shall mean the County’s written document to the Contractor stating the products/Services/Work to be provided, the pricing for said

ITB-25-00374 Page 16 products/Services/ Work, the effective dates for the provision of said products/Services/Work, and additional terms and conditions of the Contract, if applicable.

3.14 Contract Time or Contract Period

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

3.15 Contractor

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

3.16 County

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

3.17 County Administrator

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

3.18 Day(s)

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

3.19 Designee

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

3.20 Earnest Money Deposit (EMD)

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

3.21 Electronic Bidding System

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

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3.22 Invitation To Bid

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

3.23 Minimum Specifications

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

3.24 Modification Agreement

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

Modification Agreements that are required to be approved by the Board of County Commissioners pursuant to County policy must be executed by the Contractor and the Chair of the Board of County Commissioners.

3.25 Notice

"Notice" shall mean a written notice for the County and the Contractor as set forth in this Solicitation Document and/or the Contract Documents.

3.26 Notice of Award

"Notice of Award" shall mean the written notice given by the County to the Successful Bidder/Proposer that said Bidder/Proposer has been selected by the County to provide the goods/Services and/or perform the Work specified in this Solicitation Document.

3.27 Notice to Proceed

"Notice to Proceed" shall mean the written notice given by the County to the Successful Bidder/Proposer and/or Contractor of the date for the Work to start and/or for the date of the Successful Bidder/Proposer and/or Contractor to provide the goods and/or Services specified in the Contract Documents.

3.28 Offer(s)

"Offer(s)" or "Bid(s)" or "Proposal(s)" or "Quote(s)" shall mean the offer, bid, proposal, or quote of the Offeror submitted on the prescribed forms setting forth the prices for the Work to be

ITB-25-00374 Page 18 performed, along with all other documents submitted by the Offeror in response to this Solicitation Document.

3.29 Offeror

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

3.30 Project

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

3.31 Project Manager

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

3.32 Proposal(s)

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

3.33 Proposer

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

3.34 Purchase Order

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

3.35 Quote(s)

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

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3.36 Service(s)

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

3.37 Site(s)

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

3.38 Solicitation Document

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

3.39 Specifications

"Specifications” shall mean the detailed information set forth in the “Specifications” Section of this Solicitation Document describing and/or concerning the goods, Services and/or Work being solicited by the County via this Solicitation Document, including, but not limited to, any terms and conditions contained within the “Specifications” Section, any Amendment(s) issued related to the “Specifications” Section, and/or any drawings or maps relating to the “Specifications” Section of this Solicitation Document.

3.40 Subcontractor

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

3.41 Successful Bidder/Proposer

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

3.42 Surety

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

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3.43 Unilateral Change Order

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

3.44 Work

"Work" shall mean any and all obligations, duties and responsibilities necessary for the successful delivery of the goods and/or the successful completion of the Services, Project and/or tasks assigned to or undertaken by the Contractor pursuant to the Contract Documents, including, but not limited to, the furnishing of all labor, materials, equipment and other incidentals contemplated by and/or related to the Contracted Documents.

4.0 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 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.

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4.3.2 The County, in its sole discretion, may determine whether acceptance of the Bid/Quote is in the best interest of the County. Further, the County reserves the right to reject any and all Bids/Quotes and to waive any informality concerning a Bid/Quote whenever such rejection or waiver is in the best interest of the County and in conformance with Florida Law.

4.3.3 The County also reserves the right to reject the Bid/Quote of any Bidder:

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

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

4.3.4 Bidder must have the capacity, knowledge, skill and general ability to fully perform.

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

4.4 Bid Documents

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

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

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

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4.5 Bid/Proposal/Quote Pricing

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

4.6 Bid/Proposal/Quote Results

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

4.7 Bidder/Proposer Request for Interpretation of Solicitation Document

No interpretation of the meaning of the Specifications or Scope of Work contained in this Solicitation or related Contract Documents will be made to any Bidder/Proposer orally. Every request for such interpretation must be submitted in writing through the electronic bidding system (Euna Procurement). To be given consideration, such requests must be received no later than 14 calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-bid conference, whichever is later. All interpretations and supplemental instructions provided by the County will be in the form of a written amendment which, if issued, will be communicated to all Bidders/Proposers who have acknowledged participation within Euna Procurement. All issued amendments shall become part of the Contract Documents. The “Primary Contact” information on Page 1 of this Solicitation is provided in the event assistance is needed. No Bids or Proposals shall be submitted or accepted through electronic mail (e-mail), facsimile, or by hard copy (paper). Bids and Proposals will only be accepted and considered if submitted through Euna Procurement.

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

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

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

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

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

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

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

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

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

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

4.11 Brand Names, Etc.

4.11.1 In instances where the Specifications make this subject applicable, any use therein of brand names, manufacturers' names, trade names, information and/or catalog numbers are used solely for the purpose of providing descriptions and for establishing acceptable quality levels. Such references are not intended to place restriction on the Bidders/Proposers (other than as to quality) and Bidders/Proposers may propose and describe upon the Bid/Proposal/Quote forms deviations that the Bidder/Proposer believes to be equal to or better than the requirements set forth in this Solicitation Document. The burden of proof that the Bidder's/Proposer's proposed brand is in fact equal lies with the Bidder/Proposer.

4.11.2 Bidders/Proposers must furnish all requested information in the spaces provided on the Bid Proposal.