Invitation to Bid Comprehensive Occupational Wellness Examinations

ITB-26-00315

ITB-26-00315 Page 1

SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-26-00315

SOLICITATION TITLE: Comprehensive Occupational Wellness Examinations

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from experienced and qualified medical service providers (Contractors), with a proven and documented track record of providing medical examinations, fitness assessments, and consultations. The resulting contract will be for a three (3)-year period.

DUE DATE & TIME: July 21, 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-26-00315 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.

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.

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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1. SPECIFICATIONS

1.1. Scope

1.1.1 The Hillsborough County Fire Rescue Department (HCFR) seeks a qualified medical service provider (Contractor), with experience substantially similar in scope and size, to conduct medical examinations, fitness assessments, and consultations for up to 1,300 HCFR members on an ongoing and as-needed basis.

1.1.2 The goal is to provide HCFR with a high‐quality health, wellness, and fitness program to ensure the health and wellbeing of the department’s most valued resource, it’s employees.

1.1.3 The medical evaluations and assessments are based on the National Fire Protection Association (NFPA) 1500 and 1582 Standard on Medical Requirements for Firefighters, as well as the International Association of Fire Fighters (IAFF) and the International Association of Fire Chiefs (IAFC) Joint Labor Management Wellness‐Fitness Initiative.

1.1.4 Testing and screening processes described within these specifications have been agreed to, in principle, by HCFR Labor and Management, in accordance with the collective bargaining agreement with IAFF Local 2294, article 30.6 A.

1.2. Background

1.2.1 Each year, IAFF Death and Injury Surveys demonstrate that firefighting remains one

(1) of the most dangerous occupations in the United States.

1.2.2 Research has repeatedly shown the need for high levels of fitness to perform safely in the fire service. The firefighters' long hours, shift work, and sporadic high‐intensity work, strong emotional involvement, and exposure to human suffering place firefighting amongst the most stressful occupations in the world. High levels of stress, intense physical demands, and long‐term exposure to chemicals and infectious disease contributes to heart disease, lung cancer, and cancer, the three leading causes of death and occupational disease disability.

1.3. Applicable Publications and Terminology

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

1.3.1 National Fire Protection Association (NFPA) 472, Standard for Competence of Responders to Hazardous Materials/Weapons of Mass Destruction Incident https://www.nfpa.org/codes-and-standards/nfpa-472-standard-development/472 https://www.nfpa.org/codes-and-standards/nfpa-472-standard-development/472

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1.3.2 NFPA 1500, Standard on Fire Department Occupational Safety, Health, and Wellness Program.

https://www.nfpa.org/codes-and-standards/nfpa-1500-standard-development/1500

1.3.3 NFPA 1582 Standard on Comprehensive Occupational Medical Program for Fire Departments.

https://www.nfpa.org/codes-and-standards/nfpa-1582-standard-development/1582

1.3.4 Occupational Safety and Health Administration (OSHA) 29 CFR 1910.120, 1910.134, and 1910.156.

https://www.osha.gov/laws-regs/regulations/standardnumber/1910

1.3.5 Firestrong organization

https://www.firestrong.org

1.3.6 Diagnostic and Statistical Manual of Mental Disorders (DSM) https://www.appi.org/Products/dsm

1.3.7 Columbia‐Suicide Severity Rating Scale (C-SSRS)

https://www.samhsa.gov/resource/dbhis/columbia-suicide-severity-rating-scale-c-ssrs

1.4. Minimum Qualifications

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

1.4.2 The Bidder’s Medical Director shall, at the time of bid submission and throughout the term of the Contract, hold a current, active, and unrestricted Medical Doctor license issued by the Florida Department of Health, with a recognized specialty certification in Emergency Medicine, Internal Medicine, or Family Practice.

1.4.2.1 Licensure and associated specialty certification(s) must be verifiable in good standing through primary source verification via the Florida Department of Health’s official online provider lookup system. Third-party verification services shall not be accepted.

1.4.3 The Bidder shall, at the time of bid submission and throughout the term of the Contract, have one or more physical location(s) within Hillsborough County capable of performing the outlined examinations and tests in 1.5.20.

https://www.nfpa.org/codes-and-standards/nfpa-1500-standard-development/1500 https://www.nfpa.org/codes-and-standards/nfpa-1582-standard-development/1582 https://www.osha.gov/laws-regs/regulations/standardnumber/1910 https://www.firestrong.org/ https://www.appi.org/Products/dsm https://www.samhsa.gov/resource/dbhis/columbia-suicide-severity-rating-scale-c-ssrs

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1.5. Minimum Requirements

1.5.1 Contractor shall possess, throughout the term of the resulting contract, sufficient capabilities to satisfactorily perform all services identified within these specifications, while adhering to the same standards described in these specifications.

1.5.2 Physicians providing services under this Contract shall be qualified to perform and interpret examinations in accordance with NFPA 1500, NFPA 1582, OSHA 29 CFR 1910.120, and NFPA 472.

1.5.3 The Bidder/Contractor shall ensure that all licensure and specialty certification information remains accurate, current, and continuously maintained in the Florida Department of Health system for the duration of the Contract.

1.5.3.1 The County reserves the right to independently verify licensure and specialty certification(s) at any time. Failure to maintain required licensure, specialty certification, or verifiable status in good standing shall constitute a material breach of Contract.

1.5.3.2 The Bidder/Contractor shall provide primary source documentation of licensure and specialty certification(s) upon County request.

1.5.4 The Contractor shall maintain sufficient on-site clinical and support staff to ensure all required examination components are completed within the prescribed appointment duration without delays, staging, or deferral of services. All exam components identified in the subject specifications are administered annually to all participants.

1.5.4.1 Minimum One (1) Medical Director (Physician) meeting the qualifications of Section 1.4.2.

1.5.4.2 Minimum One (1) Advanced Practice Registered Nurse (APRN)

1.5.4.3 Minimum One (1) Clinical Exercise Physiologist

1.5.4.4 Minimum One (1) Sonographer

1.5.5 Staffing levels shall be sufficient to meet all scheduling, throughput, and time requirements identified within this solicitation, including the ability to complete required examinations within the specified four (4)-hour appointment window.

1.5.6 Staffing Availability

1.5.6.1 All required personnel shall be on-site and actively engaged during scheduled examination periods. The use of remote, on-call, or shared staffing models that delay or fragment the examination process is not permitted unless approved in writing by the County.

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1.5.6.2 The Contractor shall have experience in performing mental health screenings and be capable of processing referrals in accordance with www.firestrong.org requirements. This is a referral to a group of mental health professionals with experience in Emergency Management Services (EMS)/Fire.

The requirement is to comply with NFPA standards.

1.5.6.3 The Contractor’s staff assigned to perform work under a contract resulting from this solicitation shall be conversant in the English language or have a translator available.

1.5.7 The Contractor shall not hire subcontractor(s) to perform duties as described within these specifications.

1.5.8 The Contractor shall conduct all screenings and testing following the most current standards (NFPA 1500 and 1582, OSHA 1910.156, OSHA 1910.134, and OSHA 1910.120).

1.5.9 No exams shall be conducted within any County facility.

1.5.10 The Contractor shall conduct all testing, examinations, and assessments onsite at a location(s) within Hillsborough County at the Contractor’s facility, or a facility approved by the County for off-site examinations should such a request be made by the Contractor.

1.5.11 The Contractor shall ensure absolute privacy for each participant during the examination process.

1.5.12 The Contractor shall keep all records confidential. Results of employee medical assessments shall not be released to the employer, Hillsborough County. The release of any medical record is prohibited unless specifically requested in writing by the employee.

1.5.12.1 A Pass/Fail for HazMat fit for duty shall be reported. No specific medical information shall be provided to the County without written consent by the employee.

1.5.13 The Contractor shall supply all equipment, supplies, locations, and personnel as specified herein to monitor and administer all services as described herein.

1.5.14 The Contractor shall have facilities and staff and/or support personnel capable of administering a minimum of nine (9) health assessments, Hazardous Material (HazMat) baselines, and associated procedures each day and a minimum of 30 per week or as agreed upon by the Fire Chief or designee.

1.5.15 The Contractor shall provide, upon County request, an example comprehensive medical questionnaire.

1.5.15.1 The HCFR Health and Wellness Chief will coordinate with the Contractor to develop, finalize, and approve the comprehensive medical questionnaire.

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1.5.15.2 The Contractor shall provide the assessments electronically via the Contractor’s patient portal for completion by participating personnel.

1.5.15.3 The Contractor shall notify the County, in writing, 30 Calendar Days before any portal changes.

1.5.16 The Contractor shall schedule and perform all blood draws in advance of the examination and assessment. The results of both shall be available to the healthcare practitioner for review with the patient in person during the exam and assessment.

1.5.17 The comprehensive occupational physical examination and assessment shall be conducted at a single location in a single session.

1.5.18 The Contractor shall complete all required services within the four (4)-hour appointment window for each participant at a single location, without requiring return visits or extended scheduling.

1.5.19 The County will schedule all examinations, assessments, and related consultations (Monday – Friday, during normal business hours, 8 am-5 pm, excluding holidays).

1.5.20 The Contractor shall structure and perform all examination protocols, medical evaluations, and clinical decision-making in accordance with NFPA 1500, NFPA 1582, OSHA 29 CFR 1910.120, and NFPA 472, including physician familiarity with firefighter occupational demands and hazard exposures. Comprehensive Physical Examinations, to include, but not limited to:

1.5.20.1 Health Risk Appraisal

1.5.20.2 Prostate Exam for Men

1.5.20.3 Pelvic Exam for Women

1.5.20.4 Breast Exam for Women

1.5.20.5 Skin Cancer Screening

1.5.20.6 Mental Health Assessment, conducted and reviewed by the onsite ARNP, performed in person only, for all participants to include, but not limited to;

1.5.20.6.1 Primary Care Post-Traumatic Stress Disorder (PTSD) Screen for Diagnostic and Statistical Manual of Mental Disorders- 5 (DSM-5).

1.5.20.6.2 PTSD Checklist for DSM-5

1.5.20.6.3 Patient Health Questionnaire-2 (PHQ-2)

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1.5.20.6.4 Patient Health Questionnaire-9 (PHQ-9)

1.5.20.6.5 Columbia-Suicide Severity Rating Scale Screen with Triage for Primary Care (C-SSRS)

1.5.20.6.6 CAGE-AID Questionnaire

1.5.20.6.7 Alcohol Use Disorder Identification Test (AUDIT)

1.5.20.6.8 Drug Abuse Screening Test-10 (DAST-10)

1.5.20.6.9 Should the individual indicate, within any of the assessment questionnaires, a need for further mental health screening, the Contractor shall refer that individual to www.firestrong.org. This is all confidential, and the County shall have no knowledge of the referral.

1.5.20.7 Stress Test Treadmill electrocardiogram (EKG)s shall be conducted and monitored by a licensed physician, physician's assistant (PA), or nurse practitioner

(NP).

1.5.20.8 Cardiac Assessment

1.5.20.9 Echocardiogram

1.5.20.10 Resting EKG

1.5.20.11 Cardiac Stress Test Annually

1.5.20.12 Carotid Artery Ultrasound

1.5.20.13 Abdominal Aorta Ultrasound

1.5.20.14 Total Lipid Profile

1.5.20.15 Peripheral Vascular Test

1.5.20.16 Cancer and Disease Assessment, to include, but not limited to;

1.5.20.16.1 Digital Exam with Occult Screening

1.5.20.16.2 Prostate Specific Antigen (PSA) for Men ages 45 and older

1.5.20.16.3 Thyroid Ultrasound

1.5.20.16.4 Liver, Pancreas, Gall Bladder, Spleen, and Renal Ultrasound

1.5.20.16.5 Osteoporosis Bone Density Assessment

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1.5.20.16.6 Diabetes (Glucose) Test

1.5.20.16.7 Pelvic Ultrasound for Women

1.5.20.16.8 Papanicolaou Test (PAP Smear)

1.5.20.16.9 Pulmonary Function Test

1.5.20.16.9.1 Shall be conducted in accordance with applicable OSHA standards, including but not limited to 29 CFR 1910.120 and 29 CFR 1910.134, and NFPA 1582.

1.5.20.16.9.2 The PFT shall include spirometry testing and

evaluation sufficient to determine the participant’s medical ability to safely perform duties that require the use of a self-contained breathing apparatus (SCBA) and other respiratory protective equipment in hazardous environments.

1.5.20.16.9.3 All results shall be reviewed and interpreted by a Physician or Licensed Health Care Professional (PLHCP), who shall provide a determination regarding the participant’s medical clearance for respirator use consistent with OSHA requirements regarding Fit For Duty exams.

1.5.20.17 Visual Acuity Test

1.5.20.18 Hearing Exam, to include but not limited to;

1.5.20.18.1 Audiometric exam

1.5.20.19 Personal consultation with review of testing results.

1.5.20.20 Recommendations for medical interventions and behavioral modification changes

1.5.20.21 Fitness Assessment

1.5.20.22 Functional Movement Screening

1.5.20.22.1 Body Composition

1.5.20.22.2 Endurance

1.5.20.22.3 Muscle Endurance

1.5.20.22.4 Flexibility

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1.5.20.22.5 Exercise Prescription

1.5.20.22.6 Muscular Strength

1.5.20.23 Laboratory Tests, to include but not limited to;

1.5.20.23.1 Urinalysis

1.5.20.23.2 Complete Blood Count (CBC)

1.5.20.23.3 Comprehensive Metabolic Panel

1.5.20.23.4 Thyroid Panel

1.5.20.23.5 TSH Level

1.5.20.23.6 Hemoccult

1.5.20.23.7 Hemoglobin A1C

1.5.20.23.8 Lipid Panel with LDL/HDL Ratio

1.5.20.23.9 Male: Testosterone, Serum

1.5.20.23.10 Female: Cancer Antigen

1.5.20.24 Chest X-Rays with Radiologist Review are required for annual thoracic radiographs

1.5.20.24.1 The patient/participant is permitted to decline

1.5.20.24.2 Two (2) view baseline, with radiologist review

1.5.20.25 HazMat Labs

1.5.20.25.1 The Contractor shall provide laboratory testing for HazMat Team members in accordance with OSHA 29 CFR 1910.120 and NFPA 472, based on occupational exposure risk. The following laboratory tests shall be performed:

1.5.20.25.1.1 Testing for members of the HazMat Team

(approximately 150 personnel) in compliance with OSHA 29 CFR

1910.120 and NFPA 472

1.5.20.25.1.1.1 Arsenic

1.5.20.25.1.1.2 Lead

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1.5.20.25.1.1.3 Mercury

1.5.20.25.1.1.4 Cholinesterase

1.5.21 Physicals that reveal conditions that dictate further testing, or treatment shall require notification to the employee within three (3) Business Days so he/she may follow up with his/her personal physician. These conditions include, but are not limited to:

1.5.21.1 Abnormal EKG and other related cardiac abnormalities

1.5.21.2 New onset of hypertension or uncontrolled hypertension

1.5.21.3 Asthma

1.5.21.4 Failure of Pulmonary Function Test (PFT)

1.5.21.5 Any significant abnormal lab values

1.5.21.6 Any condition(s) that may show cause for a Fit-For-Duty examination

1.5.21.7 Any conditions that do not meet the current standards

1.5.22 Final Evaluation shall be reviewed and signed by a board-certified physician in Emergency Medicine, Internal Medicine, or Family Practice

1.5.23 Reporting

1.5.23.1 The Contractor shall provide HCFR’s Health and Safety Chief or designee with a quarterly statistical analysis summary of department personnel’s overall physical and mental health (exclusive of any personal identification) in an Excel format

1.5.23.2 The Contractor shall recommend programs and training to reduce the chance of injury and illness.

1.5.24 Billing and Fees

1.5.24.1 The Contractor’s billing shall be a flat fee per service as outlined in the specifications.

1.5.24.1.1 Comprehensive Physical Examinations

1.5.24.1.2 Laboratory Tests

1.5.24.1.3 Chest X-Rays with Radiologist Review

1.5.24.1.4 HazMat Labs

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1.5.24.1.5 Cancellation/No-Show Fees

1.5.24.2 Cancellation/No-Show Fees

1.5.24.2.1 During a declared state of emergency, whereupon the County is activated, the County may cancel/reschedule employee(s) without incurring cancellation fees.

1.5.24.2.2 Outside of a declared state of emergency, employees are solely responsible for any no-show or cancellation fees charged by the Contractor. The County shall not be responsible for any cancellation fees related to missed appointments.

1.5.24.2.3 Should an employee not cancel or reschedule their

appointment within two (2) business days of said appointment, a cancellation fee may be generated at the sole discretion of the contractor.

1.5.24.2.4 Cancellation fee shall not exceed $50.00.

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 Health Insurance Portability and Accountability Act (HIPAA)

Offeror shall comply with the requirements of the Health Insurance Portability and Accountability Act (HIPAA), as amended, P.L. 104-191, 45 C.F.R. 160 and Part 164, as amended. The awarded Offeror shall be required to execute the HIPAA Business Associate Agreement (attached) upon notification of award.

2.3 Insurance, Contractor

See ITB-26-00315 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.

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

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

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

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

2.4 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).

2.5 Estimated Quantities

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

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

All Offers received by the County in response to this Solicitation Document shall be considered as Offers to members of the Hillsborough County Governmental Purchasing Council. Members, at their discretion, may utilize the Contract that results from this Solicitation Document. Members may purchase the goods, Services and/or Work under the same terms and conditions as the

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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

2.7 Ordering

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

2.8 Termination for Convenience

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

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Contractor for any accepted goods, Services and/or Work provided by the Contractor to the County prior to the Contractor’s receipt of said termination notice.

3. DEFINITIONS

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

3.1 Agreement

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

3.2 Amendment(s), Addendum, or Addenda

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

3.3 Bid(s), or Bidder's Bid

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

3.4 Bidder

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

3.5 Blanket Purchase Agreement (BPA)

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

3.6 Board of County Commissioners

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

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3.7 Bond

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

3.8 Business Day(s)

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

3.9 Change Order

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

3.10 Close Date

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

3.11 Contract or Contract Documents

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

3.12 Contract Price

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

3.13 Contract Purchase Agreement (CPA)

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

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3.14 Contract Time or Contract Period

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

3.15 Contractor

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

3.16 County

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

3.17 County Administrator

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

3.18 Day(s)

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

3.19 Designee

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

3.20 Earnest Money Deposit (EMD)

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

3.21 Electronic Bidding System

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

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3.22 Invitation To Bid

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

3.23 Minimum Specifications

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

3.24 Modification Agreement

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

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

3.25 Notice

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

3.26 Notice of Award

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

3.27 Notice to Proceed

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

3.28 Offer(s)

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

ITB-26-00315 Page 19 performed, along with all other documents submitted by the Offeror in response to this Solicitation Document.

3.29 Offeror

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

3.30 Project

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

3.31 Project Manager

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

3.32 Proposal(s)

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

3.33 Proposer

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

3.34 Purchase Order

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

3.35 Quote(s)

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

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3.36 Service(s)

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

3.37 Site(s)

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

3.38 Solicitation Document

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

3.39 Specifications

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

3.40 Subcontractor

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

3.41 Successful Bidder/Proposer

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

3.42 Surety

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

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3.43 Unilateral Change Order

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

3.44 Work

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

4. 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.

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

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

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

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

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

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

4.4 Bid Documents

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

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

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

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4.5 Bid/Proposal/Quote Pricing

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

4.6 Bid/Proposal/Quote Results

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

4.7 Bidder/Proposer Request for Interpretation of Solicitation Document

No interpretation of the meaning of the Specifications or Scope of Work contained in this Solicitation or related Contract Documents will be made to any Bidder/Proposer orally. Every request for such interpretation must be submitted in writing through the electronic bidding system (Euna Procurement). To be given consideration, such requests must be received no later than ten (10) calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-bid conference, whichever is later. All interpretations and supplemental instructions provided by the County will be in the form of a written amendment which, if issued, will be communicated to all Bidders/Proposers who have acknowledged participation within Euna Procurement. All issued amendments shall become part of the Contract Documents. No Bids or Proposals shall be submitted or accepted through electronic mail (e-mail), facsimile, or by hard copy (paper). Bids and Proposals will only be accepted and considered if submitted through Euna Procurement.

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

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

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

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

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

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

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

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

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

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

4.11 Brand Names, Etc. (Pre)

4.11.1 In instances where the Specifications make this subject applicable, any use therein of brand names, manufacturers' names, trade names, information and/or catalog numbers are used solely for the purpose of providing descriptions and for establishing acceptable quality levels. Such references are not intended to place restriction on the Bidders/Proposers (other than as to quality) and Bidders/Proposers may submit items for approval up to ten (10) Days prior to the Close Date in writing. If the items are approved, an Amendment will be issued and the approved products shall become part of the Specifications.

4.11.2 Bidders/Proposers must furnish all requested information in the spaces provided on the Bid Proposal. Additionally, where required pursuant to the provisions of this solicitation, Bidders must submit the following with their Bid Proposal: catalog cuts, sketches, descriptive literature, and/or complete specifications relative to the items proposed and offered. References to previously submitted material concerned with previous Bid Proposals are not acceptable to County.

4.12 Cancellation of Solicitation Document

The County reserves the right to cancel, in whole, or in part, this Solicitation Document when deemed to be in the best interest of the County.

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

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4.13 Compliance With Occupational Safety and Health Act (O.S.H.A.)

In instances where such…