7-ITB-26-00420 Ford-Branded Vehicles Maintenance, Repairs, and OEM Parts.pdf

Invitation to Bid Ford-Branded Vehicles Maintenance, Repairs, and

OEM Parts Supply Services

ITB-26-00420

ITB-26-00420 Page 1

SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-26-00420

SOLICITATION TITLE: Ford-Brand Maintenance and Repair Services and Parts

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from multiple experienced and qualified Contractors to provide ongoing and as-needed Ford-brand maintenance and repair services and parts for a period of three (3)-years.

DUE DATE & TIME: October 16, 2026, 2:00 PM Eastern Time (as recorded by the County’s Electronic Bidding System)

ISSUING DEPARTMENT DIRECTOR:

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

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

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

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

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

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

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

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

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

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

INSURANCE: Insurance coverage is required for this procurement. Please see ITB-26- 00420 Insurance Requirements Attachment and Special Terms and Conditions.

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

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

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

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DIGITAL ACCESSIBILITY COMPLIANCE:

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

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1. SPECIFICATIONS

1.1. Scope

1.1.1 The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from multiple experienced and qualified Contractors to provide ongoing and as-needed Ford-brand maintenance and repair services and parts for the Fleet Management Department (FMD) for a period of three (3)-years.

1.1.2 FMD seeks to establish multiple Contracts to provide maintenance, repairs, and supply of Original Equipment Manufacturer (OEM) parts supply services for the County’s fleet of Ford Motor Company branded vehicles.

1.1.3 The services outlined in this solicitation are essential to maintaining vehicle operational readiness, extending vehicle lifespan, and ensuring safe, efficient, and optimal performance to support the various County departments that rely on these vehicles.

1.2. Background

1.2.1 The County maintains a fleet of Ford Motor Company branded vehicles, including, but not limited to, cars, light-duty trucks, heavy duty trucks, sport utility vehicles (SUVs), and specialty fleet vehicles. The numbers and types of vehicles to be covered under the resulting Contract(s) are subject to change, as the County may remove and/or add vehicles to its current fleet throughout the term of the resulting Contract(s).

1.2.2 The current list of vehicles is provided as Attachment A – Current Ford Vehicle Inventory.

1.3. Fleet Locations

The following Fleet locations are designated to receive services under this solicitation. This list is subject to change by the County at any time during the term of the resulting Contract(s). Revision of this list will not require formal Contract modification. The County’s Contract Manager or Project Manager will notify the Contractor by way of e-mail or verbally regarding any changes to this list.

1.3.1 Fleet Central/Headquarters - 410 South 78th Street, Tampa, FL 33619

1.3.2 Fleet West County Satellite Unit 2 - 9815 Sheldon Road, Tampa, FL 33635

1.3.3 Fleet South County Satellite Unit 3 - 10751 Rhodine, Road, Riverview, FL 33579

1.3.4 Fleet East County Satellite Unit 4 - 14081 Sydney Road, Dover, FL 33527

1.3.5 Fleet Fire Rescue Unit 5 - 9430 E. Columbus Drive, Tampa, FL 33619

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1.4. Applicable Publications and Terminology

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

1.4.1 Ford Motor Company’s manuals and guides.

https://www.fordpro.com/en-us/fleet-vehicles/manuals-and-guides/

1.4.2 Ford Motor Company’s Service and Maintenance Standards and schedules.

https://www.ford.com/support/category/service-maintenance/

1.4.3 Federal Motor Vehicle Safety Standards (FMVSS) administered by the National Highway Traffic Safety Administration (NHTSA).

https://www.nhtsa.gov/

The following terminology forms a part of this specification:

1.4.4 “Corrective Repairs” shall mean repairs required to restore a vehicle to proper working condition due to failure, wear, or damage.

1.4.5 “Emergencies” shall mean unforeseen events that require immediate attention or response to prevent further damage, system failure, or loss of operational functionality. This includes, but is not limited to, situations like vehicle breakdowns, system failures, or natural disasters such as hurricanes, where the immediate restoration of service is necessary to maintain critical operations.

1.4.6 “Ford Vehicles” shall mean any cars, trucks, vans, SUVs or specialty fleet vehicles manufactured by Ford Motor Company, including gasoline, diesel, hybrid, or electric models used within the County fleet.

1.4.7 “Normal Business Hours” shall mean Monday through Friday, 7:00 A.M. to 4:00 P.M., Eastern Time, excluding County holidays and weekends

1.4.8 “OEM Parts” shall mean Original Equipment Manufacturer (OEM) parts, components, and materials manufactured by or for Ford Motor Company that meet original factory specifications.

1.4.9 “Parts Supply” shall mean provision of OEM Ford parts or County approved equivalents necessary for maintenance and repair services.

1.4.10 “Quality Control” shall mean the process by which the Contractor ensures that all services and deliverables meet the required standards, specifications, and performance expectations of the County through regular monitoring, inspections, and corrective actions as needed.

https://www.fordpro.com/en-us/fleet-vehicles/manuals-and-guides/ https://www.ford.com/support/category/service-maintenance/ https://www.nhtsa.gov/

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1.4.11 “Remedies” shall mean the rights and actions available to the County in the event of the Contractor's breach or failure to perform under this Contract. These actions are available to the County as per the terms outlined in this Contract for non-performance, failure to meet standards, or other contractual violations.

1.4.12 “Sublet Vendors” shall mean third-party service providers approved by the County for specialized services not performed in-house.

1.5. Minimum Requirements

1.5.1 The Bidder/Contractor shall, at the time of bid submission and throughout the term of the resulting Contract(s), be an authorized Ford service provider or dealer for Ford Motor Company vehicles. The Bidder shall submit, with bid submission, a copy of their Ford Motor Company service provider or dealer authorization.

1.5.2 The Bidder/Contractor shall, at the time of bid submission and throughout the term of the resulting Contract(s), be certified to perform diagnostics, maintenance, repairs, warranty services, and OEM parts replacement services. The Bidder shall submit, with bid submission, a copy of their Ford Motor Company certification.

1.5.3 The Contractor shall provide, on a scheduled and/or as-needed basis, comprehensive maintenance, repairs, and OEM parts supply services for the County’s fleet of various Ford vehicles in accordance with Ford Motor Company’s manuals and guides, Ford Motor Company’s service and maintenance standards and schedules, and applicable FMVSS safety standards administered by the NHTSA, as follows:

1.5.3.1 Corrective Repairs

The Contractor shall perform corrective repairs to address any operational deficiencies, mechanical failures, or safety concerns. Corrective repairs shall be performed upon the County's request and as necessary to maintain functionality. The Contractor shall provide corrective repair services that include, but are not limited to the following:

1.5.3.1.1 Computerized diagnostics and troubleshooting

1.5.3.1.2 Engine, transmission, and drivetrain repairs, or replacement

1.5.3.1.3 Electrical system diagnostics and repairs

1.5.3.1.4 Brake system repairs

1.5.3.1.5 HVAC system repairs

1.5.3.1.6 Steering and suspension repairs

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1.5.3.1.7 Post-repair inspection and testing to ensure functionality, safety, and performance

1.5.3.1.8 Identification and completion of manufacturer recall repairs

1.5.3.2 Parts Supply

The Contractor shall supply and install OEM Ford parts or County approved equivalent parts required for the maintenance and repair services as defined in this Specifications. The Contractor is responsible for ensuring the availability of all parts necessary to minimize vehicle downtime. The Contractor shall ensure the supply of parts as follows:

1.5.3.2.1 Procurement of OEM Ford parts or County approved equivalent parts.

1.5.3.2.2 All parts supplied shall be covered under manufacturer’s warranty.

1.5.3.2.3 In the event the Contractor is unable to source the required Ford OEM parts through their own supply channels, the Contractor may, with prior approval from the County, obtain the necessary part(s) through the County’s Vehicle and Equipment Parts Management and Supply Vendor. The Contractor shall only charge the County for labor associated with the installation or service. No markup or reimbursement shall be applied for the part itself when obtained through the County’s supplier. This option is intended to prevent service delays and ensure continuity of operations. This provision is intended solely to ensure service continuity and shall not substitute the Contractor’s responsibility to maintain access to authorized Ford OEM parts.

1.5.3.3 Quality Control

1.5.3.3.1 The Contractor shall maintain and apply effective quality control procedures to ensure that all services performed under this Solicitation are completed accurately and safely.

1.5.3.3.2 The County reserves the right to conduct periodic reviews, including inspections and documentation checks, to verify that work is being performed correctly and consistently.

1.5.3.3.3 The Contractor shall promptly correct, at no additional cost to the County, any deficiencies identified through these quality control measures. Repeated or unresolved deficiencies may result in documentation of non-performance and potential Contract remedies.

1.5.3.4 The Contractor’s facilities shall be subject to inspection by the County upon request.

1.5.3.5 The Contractor shall provide 24 hour security for all County vehicles while such vehicles are located on the Contractor’s premises. For purposes of this Contract “security” shall mean, at minimum, a fenced and lockable enclosure.

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1.5.3.6 Communication

1.5.3.6.1 The Contractor shall maintain effective, timely, and continuous communication with the County throughout the term of this Contract. A qualified point of contact (POC), shall be designated by the Contractor to serve as the primary liaison and shall be authorized to respond to service requests, provide updates, and make decisions.

1.5.3.6.2 The Contractor’s POC shall be accessible during Normal Business Hours and available by phone and email within two (2) hours for emergencies. Similarly, the County shall assign a POC to ensure open communication between both parties. All service requests, updates, and emergency notices shall be communicated via phone, email, or other agreed-upon methods. Email will be the preferred method for non-emergencies, with responses expected within one (1) business day.

1.5.3.6.3 The Contractor shall provide regular updates on services, attend required meetings or site visits, and promptly report any issues affecting performance or compliance. Written records of all communications, including emails, phone logs, and reports, must be maintained and made available to the County upon request. Failure to meet communication requirements including responsiveness, reporting, or availability shall be considered a material breach of Contract and may result in corrective action, including withholding of payment, cure notices, or termination for cause.

1.5.3.7 Warranty and Service Guarantees

1.5.3.7.1 The Contractor shall provide maintenance, repairs and OEM parts supply services specifically for vehicles manufactured by Ford Motor Company and shall process all applicable warranty claims directly with Ford Motor Company or its authorized representatives, thereby eliminating the need for the County to pay for covered warranty repairs. All parts supplied under this Contract shall be genuine Ford OEM parts or Ford approved equivalent parts and shall be warranted in accordance with Ford Motor Company warranty specifications for a minimum period of one (1) year. All workmanship performed under this Contract shall be warranted for a minimum of one (1) year from the date of service completion.

1.5.3.7.2 The Contractor guarantees that all new parts furnished under this Contract shall carry the full manufacturer’s warranty provided by Ford Motor Company from the date of sale to the County. Any part failure resulting from defective materials, improper installation, or faulty workmanship shall be repaired or replaced at no cost to the County.

All replacement parts shall meet or exceed Ford OEM specifications.

1.5.3.7.3 The County shall be the sole judge of the quality and acceptability of workmanship performed under this Contract. Any damaged, defective, or non-OEM material identified by the County shall be removed and replaced within forty-eight (48) hours at no additional cost to the County. All repairs and maintenance services shall be performed using certified Ford OEM parts and by properly trained and certified

ITB-26-00420 Page 9 technicians. The Contractor shall correct any defects in workmanship at no additional cost to the County during the applicable warranty period.

1.5.3.7.4 The Contractor shall administer and process all warranty claims directly with Ford Motor Company or authorized Ford warranty providers. The Contractor shall provide all necessary warranty repairs, replacements, and related services at no additional cost to the County for items covered under applicable manufacturer warranties.

1.5.3.8 Delivery and Performance Measures

The Contractor shall be obligated to meet the following delivery and performance measures to ensure the timely, efficient, and effective execution of services under the resulting Contract(s). Failure to comply with these performance standards may result in corrective action or other remedies as determined by the County.

1.5.3.8.1 The Contractor shall provide a written quote for all requested work prior to performing any services. The quote must include a detailed description of the scope of work, itemized costs, and estimated totals. No work shall begin without prior written approval from the County based on the submitted quote.

1.5.3.8.2 Delivery of the goods and/or performance of the Services and/or Work must be no later than 10 Days after Contractor's receipt of a Purchase Order from the County, unless otherwise mutually agreed in advance. The Contractor shall be solely responsible for all freight charges. Offers that propose delivery timelines that do not fall within the aforementioned delivery time frame will be subject to rejection.

1.5.3.8.3 Standard Requests:

The Contractor shall respond to all non-emergency service requests within one (1) Business Day during Normal Business Hours.

1.5.3.8.4 After-Hours Requests:

The Contractor shall acknowledge the initial request and respond by 8:00 AM the following Business Day. A response includes confirmation of receipt and coordination of next steps with the County. After hours are defined as Monday through Friday from 5:31 P.M. to 6:59 A.M. (Eastern Time), and all-day Saturday and Sunday from 12:00 A.M. to 11:59 P.M.

1.5.3.8.5 Emergency Requests (All hours)

1.5.3.8.5.1 The Contractor shall acknowledge the initial request within one (1) hour of email and/or phone notification from the County. This acknowledgement shall be followed up by an email and/or phone call to confirm receipt of the request.

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1.5.3.8.5.2 The Contractor shall arrive on-site within two (2) hours of the initial request, unless an alternative timeframe is pre-approved by the County. For severe weather events, the County and Contractor will agree on adjusted time frames based on urgency.

1.5.3.8.5.3 These emergency service response requirements apply during all hours, including after-hour periods.

1.5.3.9 Subcontracting

1.5.3.9.1 The Contractor shall not subcontract, assign, or delegate any portion of the services or obligations under this Contract without the prior written consent of the County. All work shall be performed in-house by the Contractor’s own employees, utilizing the Contractor’s own equipment, tools, and facilities.

1.5.3.9.2 The use of third-party vendors, subcontractors, temporary labor providers, or any external entities to perform any portion of the work is strictly prohibited unless expressly authorized in advance and in writing by the County. The County reserves the right to review and approve or deny any subcontractor or third-party vendor proposed for such services. Unauthorized subcontracting shall constitute a material breach of the resulting Contract(s) and may result in termination for cause or other remedies available to the County

1.5.4 Invoicing

1.5.4.1 Within two (2) Business Days of work completion, the Contractor shall provide a proper invoice for payment processing. A proper invoice must reference the approved quote and include all supporting documentation confirming satisfactory performance, such as delivery confirmations, service logs, and inspection signoffs. The County reserves the right to reject or delay payment for any invoice not preceded by a quote submitted prior to work verification, or lacking the required documentation.

1.5.4.2 If the County determines that an invoice contains errors, it will be returned to the Contractor for correction. The Contractor shall correct and resubmit the invoice within two

(2) Business Days to ensure prompt payment and continued contract compliance. All final invoices shall be approved by the County and shall be submitted as per the Standard Purchase Order Terms and Conditions, with copies to:

1.5.4.2.1 BOCCInvoices@HCFL.gov and;

1.5.4.2.2 Fleetserviceadvisors@hcfl.gov (For invoice processing only)

1.6. Post-Award Conference

Following Contract award and prior to the issuance of any work authorizations, the Contractor shall attend a post-award conference with representatives of the County’s Fleet Management Department

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(FMD). The purpose of this conference shall be to review Contract requirements, establish points of contact, confirm operational procedures, and address any questions or concerns related to the execution of the Contract.

1.7. Notes

The Bidder shall provide pricing per hour for repair and maintenance labor and a percentage discount off MSRP for the OEM parts allowance, as per the Bid Pricing Tables. The resulting Contract(s) will be issued based on those unit prices and discounts per the awarded Contractor(s).

2. SPECIAL TERMS AND CONDITIONS

2.1. Allowance

An Allowance, in the amount of $120,060.00, will be added to the total Bid amount for shop supplies, fuel surcharges, environmental fees, and other miscellaneous fees.

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 (Multiple Contractors)

2.2.1 The County reserves the right to award one (1) or more Contracts to the responsive and responsible Offeror(s) meeting salient specifications who submit the lowest total bid prices, based on the estimated quantities included herein.

2.2.2 If the County makes multiple awards, the maximum aggregate award, including Allowances, shall not exceed $4,300,000.00. The total awarded Contract amounts will be at the sole discretion of the County.

2.2.3 The amount of award referenced in the above statement is defined as the upper dollar limit beyond which no further work may be authorized without additional approval of the Board of County Commissioners. Specifically, the amount of award shall not be construed as indicating the actual value of work anticipated by the County under this Contract. To the contrary, the actual value of work to be authorized will not be determined until the time of need for that work occurs and may be significantly less than the amount indicated in the award.

2.2.4 If the County makes multiple awards, the procedures for issuing Work Orders are as follows:

2.2.4.1 The County will have the equipment delivered to the nearest Contractor based on the equipment’s current location.

2.2.4.2 If it is determined to be in the best interest of the County, the County may elect to seek an additional estimate, and a Purchase Order may be awarded to the Contractor with the overall best value for the completion of the Work.

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2.2.4.3 The Contractor shall email a preliminary itemized estimate for repairs to the County Project Manager (PM) within two (2) Business Days of receiving the equipment, except when circumstances dictate a longer time frame agreed upon in advance by both the County and the Contractor. The Contractor’s preliminary estimate shall be based on the unit prices and percentage discounts submitted in the Contractor's Bid Pricing Table and will include an estimated date of completion of the Work.

2.2.4.4 A Purchase Order will then be issued, prior to the beginning of any Work. Failure to comply with this procedure may result in non-payment.

2.2.4.5 The Contractor shall immediately notify (not to exceed one (1) business day) the County PM through an amended estimate if any additional Work not quoted on the original estimate is required. Prior to beginning additional Work, the Contractor shall receive a revised Purchase Order. Failure to comply with this procedure may result in non-payment.

2.2.5 Any references in this bid package to "Contractor" or "Contract" shall be construed to apply individually to any one of the selected contractors and/or the respective contract to which it is a party.

2.2.6 Bidders are hereby informed that if bids are received from two or more separate firms that have the same corporate officers or whose majority interest is held by the same owner, no more than one such firm may be eligible for award of a contract under this solicitation.

2.2.7 The County reserves the right to reject any or all bids where, in the opinion of the County, the award would not be in the County's best interest.

2.3. Insurance, Contractor

See ITB-26-00420 Insurance Requirements Attachment for more specific details regarding the type of coverage and amounts required.

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.

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. 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.

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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. Percentage Discount Off List Price

2.4.1 Some or all Offer price(s) in this Solicitation Document are based on a percentage discount off the manufacturers’ list pricing or catalog pricing as of the date the Offer is submitted to the County. These line item(s) represent the total dollar value expected to be purchased and is utilized in this solicitation document for evaluation purposes only. The percentage discount will apply to the entire manufacturers’ published price list and/or catalog.

2.4.2 Prices shall be submitted in the form of a percentage discount to be applied to the preprinted manufacturer’s catalog prices or an established manufacturer’s price list as of the date the Offer is submitted to the County. A percentage discount of zero (0) will be accepted; however, the space provided on the pricing form for the percentage discount must be filled in or that line will be considered a “No Bid”.

2.4.3 Bidder/Proposer understands and agrees that if there are changes to the manufacturer’s catalog and/or manufacturer’s price lists during the Contract Period, that the percentage discount stated in its Offer shall remain the same for the entire Contract Period.

2.4.4 Bidders/Proposers must attach or provide a web link to the manufacturer’s catalog(s) and/or manufacturer’s price list(s) with their Offer.

2.4.5 After award of the Contract, if replacement/updated manufacturer’s catalogs and/or manufacturer’s price lists are published during the Contract Period, the Contractor shall forward a copy or provide a new web link of the replacement/updated catalogues and/or price lists to the Project Manager.

2.4.6 After award of the Contract, pricing shall be based on the most recent manufacturer’s catalog(s) and/or manufacturer’s price list(s) provided to the County.

2.5. Contract Period for Term Contract

The Contract resulting from this Solicitation Document will be in effect for a three (3)-year period (ending on the last Business Day of the final month) from the effective date of the Contract as established by the County’s Blanket Purchase Agreement (BPA) or Contract Purchase Agreement

(CPA).

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2.6. 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.

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

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

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

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

2.8. Ordering

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

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2.9. Termination for Convenience

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

3. DEFINITIONS

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

3.1. Agreement

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

3.2. Amendment(s), Addendum, or Addenda

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

3.3. Bid(s), or Bidder's Bid

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

3.4. Bidder

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

3.5. Blanket Purchase Agreement (BPA)

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

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3.6. Board of County Commissioners

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

3.7. Bond

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

3.8. Business Day(s)

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

3.9. Change Order

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

3.10. Close Date

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

3.11. Contract or Contract Documents

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

3.12. Contract Price

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

3.13. Contract Purchase Agreement (CPA)

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

ITB-26-00420 Page 17 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 performed, along with all other documents submitted by the Offeror in response to this Solicitation Document.

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3.29. Offeror

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

3.30. Project

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

3.31. Project Manager

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

3.32. Proposal(s)

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

3.33. Proposer

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

3.34. Purchase Order

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

3.35. Quote(s)

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

3.36. Service(s)

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

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3.37. Site(s)

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

3.38. Solicitation Document

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

3.39. Specifications

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

3.40. Subcontractor

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

3.41. Successful Bidder/Proposer

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

3.42. Surety

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

3.43. Unilateral Change Order

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

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3.44. Work

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

4. INSTRUCTIONS

4.1. Bid Submissions

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

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

4.2. Non-Discrimination and Compliance with Laws

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

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

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

4.3. Award of Contract and Rejection of Bids

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

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

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

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

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

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

4.4. Bid Documents

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

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

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

4.5. Bid/Proposal/Quote Pricing

Pricing must be quoted only in the space(s)…