7-ITB-26-00128 Carpet, Luxury Vinyl and Tile Floor Cleaning (SBE Set-Aside).pdf

Invitation to Bid Carpet, Luxury Vinyl and Tile Floor Cleanings (SBE Set-Aside)

ITB-26-00128

ITB-26-00128 Page 1

SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-26-00128

SOLICITATION TITLE: Carpet, Luxury Vinyl and Title Floor Cleaning (SBE Set-Aside)

BRIEF DESCRIPTION:

DUE DATE & TIME:

BID SUBMISSION:

TIMELINESS:

The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from qualified Contractors to provide carpet, custom Cuban cement tile, and luxury vinyl tile plank cleaning at various County facilities. The resulting contract will be for a four (4) year term.

March 6, 2026, 2:00 P.M. Eastern Time

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.

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

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

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

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

mailto:support.bonfire@eunasolutions.com mailto:support.bonfire@eunasolutions.com

ITB-26-00128 Page 2

• 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.

SBE SET-ASIDE: This is a Small Business Enterprise (SBE) Set-Aside Contract that is subject to the policies and procedures governing the County’s Small Business Encouragement Program. Accordingly, the County will only accept bids from bidders who are registered with the County’s Small Business Enterprises Division as a Hillsborough County SBE as of the date and time when bids are due. Please see Special Terms and Conditions for complete details and requirements.

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

INSURANCE: Insurance coverage is required for this procurement. Please see ITB-26- 00128 Insurance Requirements Attachment and Special Terms and Conditions.

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

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

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

ITB-26-00128 Page 3

1. SPECIFICATIONS

1.1. Scope

1.1.1 The Hillsborough County Library and Children’s Services Department seeks a qualified Contractor to provide ongoing and as needed cleaning services for carpet (hot water extraction and HOST), custom Cuban cement title (CCT) and luxury vinyl tile plank (LVP), at various facilities throughout the County.

1.1.2 The Contractor shall supply all labor, equipment, supplies, materials, and tools necessary to successfully perform the services.

1.1.3 The Contractor shall not subcontract services, except for Cuban cement tile (CCT) cleaning as long as the subcontractor meets the County’s requirements and is approved by the County. The County may request proof of the subcontractor’s qualifications.

1.2. Minimum Qualifications

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

1.3. Minimum Requirements

1.3.1 The Contractor shall have, at time of bid submission and maintain throughout the resulting Contract an Institute of Inspection Cleaning and Restoration Certification (IICRC) for the company and every employee shall have and maintain a Commercial Carpet Maintenance Technician (CCMT) certification if they clean carpets.

1.3.2 The Contractor shall perform regularly scheduled and as needed carpet, CCT, and LVP cleanings in accordance with Exhibit A (Locations), Exhibit B (Library Floor Plans), and Exhibit C (Children’s Services Floor Plans). Approximate floor compositions and types may change throughout the term of the agreement. Pricing for a location’s full cleaning will remain the same regardless of changes to the type of carpet and/or the carpet-to-LVP composition. When required, HOST dry extraction cleanings may be needed and will be charged to the large area HOST carpet cleaning line item (priced by square footage).

1.3.3 Carpet Cleaning – Hot Water Carpet Extraction

1.3.3.1 Equipment

• Vacuum: Vacuum machine or equivalent equipment that provides a double filtration system that prevents re-distribution of dust and dirt picked up in normal course of vacuuming. Filters shall be a combination of at least 0.3 Microns and 0.1 Microns and shall be emptied and cleaned daily.

ITB-26-00128 Page 4

• Pile Lifter Machine

• Truck Mount Machine with the following minimum specifications:

o Engine that provides a minimum of 46 horsepower (HP).

o Vacuum blower rated to provide a minimum of 490 cubic feet per minute (CFM) of air with a minimum 15-inch water lift.

o The truck mount machine will provide high heat with a minimum of 180-degree Fahrenheit (F).

o The truck mount machine which performs efficiently from a minimum of 100 feet to a maximum of 350 feet from truck mount machine to the cleaning tool.

1.3.3.2 Contractor shall:

• Not use bonnets and/or rotary devices.

• Not leave excess water on the carpets. The carpets shall be completely dry before the building opens the following day.

• Use a hot water extraction process to clean the carpets at the required location. See Attachment A for a list of locations requiring this process.

• Vacuum the entire carpet area of each location using approved vacuum machines or equivalent equipment that provides a double filtration system or approved equivalent to remove as much dry soil as possible.

• Pre-spray the carpets with an approved cleaning solution for commercial carpets by major manufacturers such as Tarkett, Mohawk, and Armstrong.

• Agitate, break up, dislodge soil using an approved mechanical pile lifter or approved equivalent.

• Use an approved truck mount machine to rinse and extract the soil using a hot water extraction process

1.3.4 HOST Dry Extraction Carpet Cleanings

1.3.4.1 Equipment Requirements

• HOST System vacuum and pile lifting machine.

ITB-26-00128 Page 5

• HOST System applicator (optional)

1.3.4.2 The Contractor shall:

• Use a HOST dry extraction cleaning process to clean carpets located in high-moisture buildings. See Attachment A for a list of locations requiring this process.

• Use a HOST System vacuum and pile lifting machine to remove soil from the carpet.

• Apply a HOST System cleaning product to the carpet using a HOST System applicator or by hand, brush it into carpet, and remove it using HOST System vacuum and pile lifting machine.

• Not leave excess HOST System cleaning product on the carpet.

1.3.5 Luxury Vinyl Title (LVT) Cleanings

1.3.5.1 The Contractor shall:

• Dry dust mop and then treat the entire floor with an approved cleaning solution and approved applicator according to the manufacturer’s instructions.

• Not use any scraping tools which could remove the wear layer of tile.

• Not use any highly abrasive or solvent-based cleaners.

• Not apply a wax to the LVT floors and shall be responsible for the full replacement cost of the floor if such a situation occurs.

1.3.6 Custom Cuban Tile (CCT) Cleaning

1.3.6.1 Equipment Requirements

• Dry dust mop.

• Wet mop or commercial machine.

• Ph-neutral cleaning product.

• Approved sealer and supplies.

1.3.6.2 The Contractor shall:

ITB-26-00128 Page 6

• Clean the CCT flooring which is currently on in the West Tampa Branch Library.

• Dry dust mop floor.

• Wet mop floor using a damp mop and bucket of clean water or commercial machine and a pH-neutral cleaning product.

• Rinse the floor with clean water.

• To seal the flooring o Clean the floor.

o Allow the tiles to completely dry.

o Apply the sealer.

o Allow the sealer to penetrate the tiles.

o Remove any excess sealer.

o Apply additional coats if needed.

o Allow the sealer to cure for the time specified by the manufacturer.

• Treat spills, stains, spots and minor group discoloration.

• Apply a quality penetrating/impregnating sealer. Ensure the floor is clean and dry before applying it. Ensure that the sealer is specifically designed for use on porous tiles and is resistant to water, oil, and stains.

1.3.7 Contractor shall:

1.3.7.1 Be responsible for the replacement cost of floor due to damages from using incorrect cleaning methods, equipment, products.

1.3.7.2 Provide cleaning according to the according to the schedule in Attachment A or as approved by the County Project Manager (PM) or designated representative.

• The County reserves the right to add and remove locations, change the flooring carpet to LVP composition/ratio, change the flooring make and model, and change the frequency of cleaning as needed.

ITB-26-00128 Page 7

• All area measurements are estimates and verification of them is the Contractor's responsibility.

1.3.7.3 Identify and report any pre-existing damage of the floored areas prior to starting services.

1.3.7.4 Schedule the Library Services' cleanings for times after 9:00PM, Monday through Thursday or after 6:00PM Eastern Standard Time (EST) on Friday through Sunday when library staff are not in the buildings unless a different schedule is approved by the County. The carpet cleaning shall be completed so that carpets are completely dry before staff arrive at 8:00AM EST the following day.

1.3.7.5 Schedule the Children's Services' cleanings for times between 8:00AM and 5:00PM EST, Monday through Friday unless a different schedule is approved by the County.

1.3.7.6 Unlock doors and disarm the alarm system before beginning work and must secure doorways to prevent customers from entering a building when providing services during non-operating hours.

1.3.7.7 Lock doors and arm alarm systems after providing requested services during non-operating hours.

1.3.7.8 Provide full cleanings which comprises all the carpeted, CCT, and LVP floor areas for the Library Services and carpeted areas for the Children's Services.

Additional full cleaning may be provided to other County departments as needed.

Full cleanings are defined as applying the full cleaning protocol as identified within these specifications for each type of flooring.

1.3.7.9 Combine service visits so that carpet, CCT, and LVP floor cleanings at the same location are performed during the same visit unless approved by the County

PM.

1.3.7.10 Clean the walk-off mats located at entrances and exits of the County buildings.

1.3.7.11 Contact the County’s designated representatives for scheduling and planning.

1.3.7.12 Schedule cleanings around events such as early voting and polling.

1.3.7.13 Provide a monthly calendar or list of service dates and locations to the department's designated representatives by the 15th day of the month prior to the next month's service visits.

ITB-26-00128 Page 8

1.3.7.14 Send an email to the department's designated representatives to confirm and document service from the County staff following each cleaning unless another County-approved method of service documentation is provided.

1.3.7.15 Perform work before or after operating hours for Library Services.

1.3.7.16 Clean spills, stains, or spots found on carpets, CCT, and LVP floors in addition to regularly scheduled cleanings within 36 hours of a request. Cleanings shall be scheduled with the County’s designated representatives.

1.3.7.17 Clean large carpeted, LVP, and CCT floor areas in addition to regularly scheduled cleanings within seven (7) days of a special request.

1.3.7.18 Notify the County representative if the air-conditioning system is not on or not working properly while performing services.

1.3.7.19 Move chairs, garbage cans, and other small items to clean as much of the floor as possible.

1.3.7.20 Adhere to the cleaning product and machine/equipment manufacturer's specifications and requirements.

1.3.7.21 Provide a list of equipment that will be used prior to commencing work and prior to any change for approval by the County’s. designated representatives.

The list shall have the name of the manufacturer, the brand name, and use of each piece of equipment the Contractor proposes to use in the performance of the work.

1.3.7.22 Follow the manufacturers' warranty and instructions when handling equipment and cleaning products.

1.3.7.23 Provide a list of products that will be used and properly labeled samples of each of them prior to commencing work and prior to any change in products for approval by the County’s designated representatives.

1.3.7.24 Test all cleaning products, sealers, and equipment in a small, isolated area and receive written approval from the County’s designated representatives prior to working on the floors.

1.3.7.25 Provide the County’s designated representatives with a complete set of Safety Data Sheets (SDS) for the products that will be used to perform the work.

1.3.7.26 Follow all applicable laws and regulations to discharge water and cleaning products. The water shall not be drained or discharged into streets nor storm drains. Parts shall not be cleaned in the street nor near storm drains.

ITB-26-00128 Page 9

1.3.7.27 Maintain clean and safe work areas, including unobstructed walkways, while performing service.

1.3.7.28 Provide copies of requested documents via email to the County’s designated representatives within 24 business hours of a request.

1.3.7.29 The County reserves the right to refuse a Contractor’s employee from performing services for any reason. The Contractor is responsible for ensuring adequate staff is available at all times to perform services as scheduled.

1.3.7.30 The Contractor may be subject to scheduled or random inspections of work to ensure quality assurance and compliance with these specifications

1.3.7.31 The Contractor shall be responsible for the cost for personnel to commute to and from the buildings and third-party charges such as toll fees, parking fees, fuel expenses, equipment rental expenses, and disposal fees.

1.3.7.32 Follow industry, safety, and environmental rules, regulations, and best management practices.

1.3.7.33 Obtain and maintain, at its own expense, during the contract period all equipment, applicable licenses and permits that are necessary to conduct business in Hillsborough County, including but may not be limited to motor vehicle licenses, permits, and/or other certifications as required by all local, state, and federal agencies.

1.3.7.34 Bring the required equipment and materials onto library property in a vehicle that displays the company's legal name legibly and is in good working order without visible damage that would promote a negative image of the County.

1.3.7.35 Ensure that each of its representatives wear work clothing with a legible company and employee names. Clothes shall fit properly and be clean in appearance. The Contractor’s personnel are expressly prohibited from wearing short-shorts, tank tops, muscle shirts, halter-tops, sandals, flip-flops, or any type of open-toed shoes or being in bare feet.

1.3.7.36 Contractor employees that will be working on County property shall be required to pass Level 2 background screening. Screening is available by appointment from Hillsborough County Children’s Services Department, 3191 Clay Mangum Lane, Tampa, Florida 33618, 813-264-3807 x 53113. The cost is $79.84 (subject to change) per screening to be paid at time of service. Otherwise, the Contractor may obtain the screening from an outside supplier and provide copies to the County’s designated representative.

ITB-26-00128 Page 10

1.4. Notes

Bidders are encouraged to visit County libraries, at their own discretion, during their standard business hours for insight into the solicitation. Suggestions for libraries to visit are some of the County’s larger branches, branches with new flooring, and/or multi-level sites such as the following: John F. Germany Public Library, C. Blythe Andrews Jr. Public Library, Riverview Public Library, Southshore Regional Library, 78th Street Community Library, New Tampa Regional Library, Jane Kaminis Platt Regional Library, and Robert W. Saunders, Sr.

Public Library.

2. SPECIAL TERMS AND CONDITIONS

2.1 Basis for Award (Overall Low)

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

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

2.2 Insurance, Contractor

See ITB-26-00128 Insurance Requirements Attachment for more specific details regarding the type of coverage and amounts required.

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

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

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

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

ITB-26-00128 Page 11

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

2.3 Jessica Lunsford Act

2.3.1 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.

2.3.2 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.

2.4 Optional Provision for Other Agencies

Unless otherwise stipulated by the Bidder/Proposer in its Offer, the Bidder/Proposer agrees to make available to all government agencies, departments, and municipalities the Offer prices submitted in accordance with the terms and conditions of this Solicitation Document, should any governmental entity desire to buy under the Contract resulting from this Solicitation Document.

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

ITB-26-00128 Page 12

(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:

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

ITB-26-00128 Page 13

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 Small Business Enterprise (SBE)

2.7.1 SBE Set-Aside Contract - This project is a Small Business Set-Aside Contract and is subject to the policies and procedures governing the Hillsborough County Small Business Encouragement Program. Accordingly, the County will only accept Bids/Offers from businesses/firms that are registered with the County as a Hillsborough County Small Business Enterprise (SBE) at the time of the Close Date of this solicitation. SBEs with reciprocal registrations are not eligible. Bids/Offers from businesses/firms that are not registered by Hillsborough County as an SBE will NOT be accepted. Information regarding registration as a County SBE can be directed to the Hillsborough County Small Business Enterprises Division at (813) 829-2650. Additional information regarding Small Business development can be found at the following URL:

https://hcfl.gov/businesses/doing-business-with-hillsborough/small-business-encouragement-program

2.7.2 Rejection of Bids - In the event all Offers submitted under the Small Business Encouragement Program are deemed to be excessive and unreasonable by the County, the County shall have the right to reject all Bids/Offers and re-solicit the project/contract, wherein this project/Contract shall be open to all qualified bidders.

2.8 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 Business Day of the final month.) from the effective date of the Contract as established by the County’s Blanket Purchase Agreement (BPA) or Contract Purchase Agreement

(CPA).

2.9 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 https://hcfl.gov/businesses/doing-business-with-hillsborough/small-business-encouragement-program https://hcfl.gov/businesses/doing-business-with-hillsborough/small-business-encouragement-program

ITB-26-00128 Page 14 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.

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

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

Children’s Board of Hillsborough County City of Plant City City of Tampa City of Tampa Housing Authority City of Temple Terrace Clerk of the Circuit Court Expressway Authority Hillsborough Area Regional Transit Authority Hillsborough County Aviation Authority Hillsborough County Board of County Commissioners Hillsborough Community College Hillsborough County School Board Hillsborough County Sheriff Property Appraiser State Attorney’s Office Supervisor of Elections Tampa Palms Community Development District Tampa Port Authority Tampa Sports Authority Tax Collector

2.11 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

ITB-26-00128 Page 15 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.

2.12 Termination for Convenience

In the event the County elects to terminate the Contract, the County shall provide the Contractor with notice of termination in writing by electronic and/or certified mail. The County shall pay the Contractor for any accepted goods, Services and/or Work provided by the Contractor to the County prior to the Contractor’s receipt of said termination notice.

3. DEFINITIONS

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

3.1 Agreement

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

3.2 Amendment(s), Addendum, or Addenda

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

3.3 Bid(s), or Bidder's Bid

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

3.4 Bidder

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

3.5 Blanket Purchase Agreement (BPA)

“Blanket Purchase Agreement (BPA)” shall mean the County’s written document to the Contractor stating the products/Services/Work to be provided, the pricing for said products/Services/ Work, ITB-26-00128 Page 16 the effective dates for the provision of said products/Services/Work, and any additional terms and conditions of the Contract, if applicable.

3.6 Board of County Commissioners

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

3.7 Bond

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

3.8 Business Day(s)

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

3.9 Change Order

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

3.10 Close Date

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

3.11 Contract or Contract Documents

"Contract" or "Contract Documents" shall mean the Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Equal Employment Opportunity and Affirmative Action Requirements, all Amendment(s) issued, the Offer, the Agreement (if applicable), all the attached documents identified in this Solicitation 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.

ITB-26-00128 Page 17

3.13 Contract Purchase Agreement (CPA)

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

3.14 Contract Time or Contract Period

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

3.15 Contractor

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

3.16 County

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

3.17 County Administrator

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

3.18 Day(s)

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

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.

ITB-26-00128 Page 18

3.21 Electronic Bidding System

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

3.22 Invitation To Bid

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

3.23 Minimum Specifications

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

3.24 Modification Agreement

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

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

3.25 Notice

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

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.

ITB-26-00128 Page 19

3.28 Offer(s)

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

3.29 Offeror

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

3.30 Project

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

3.31 Project Manager

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

3.32 Proposal(s)

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

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.

ITB-26-00128 Page 20

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.

ITB-26-00128 Page 21

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. INSTRUCTIONS

4.1 Bid Submissions

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

4.1.2 Offers delivered by non-electronic means, facsimile, electronic mail (e-mail) or electronic means other than through the County's Electronic Bidding System will not be considered.

4.2 Non-Discrimination and Compliance with Laws

4.2.1 Bidder shall comply with the requirements of all applicable federal, state and local laws prohibiting discrimination and the rules, regulations, policies, and executive orders promulgated thereunder, all of which are incorporated herein by reference.

4.2.2 The County prohibits any person/business involved in County contracting and procurement activities, to discriminate on the basis of actual or perceived race, color, religion, sex, national origin, age, marital status, disability, sexual orientation, or gender identity or expression.

4.2.3 Bidder shall comply with the requirements of all applicable federal, state and local laws and the rules, regulations, policies and executive orders promulgated thereunder, all of which are incorporated herein by reference.

4.3 Award of Contract and Rejection of Bids

4.3.1 A Contract, if awarded, will be awarded to the lowest responsive and responsible Bidder in accordance with this Solicitation Document and applicable law.

ITB-26-00128 Page 22

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.

ITB-26-00128 Page 23

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.

ITB-26-00128 Page 24

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.