8-ITB-27-00005 Lift Station Landscaping Maintenance Services (SBE Set-Aside).pdf

Invitation to Bid Lift Station Landscaping Maintenance Services (SBE

Set-Aside)

ITB-27-00005

ITB-27-00005 Page 1

SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-27-00005

SOLICITATION TITLE: Lift Station Landscaping Maintenance Services (SBE Set-Aside)

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners is seeking competitive sealed bids from experienced and qualified contractors with a proven and documented track record of providing landscaping maintenance services to include, but not limited to, mowing, weed eating, and edging.

These services will be performed at pump station facilities and various other sites throughout the County for a five (5)-year period.

DUE DATE & TIME: October 29, 2026, 2:00 P.M. 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 Euna Procurement Support at 1-844-226-3862 or support.bonfire @eunasolutions.com.

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

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

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

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• 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.

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

CONE OF SILENCE: A Cone of Silence is in effect for this procurement; therefore, no bidder, interested party and/or their principals, officers, employees, attorneys, or agents shall communicate with County employees, the Hearing Master assigned to hear the applicable protest appeal and/or members of the Board of County Commissioners, including their aides and employees regarding this procurement and/or a related protest, except as otherwise provided in the Hillsborough County Procurement Protest Policy and Procedures Ordinance.

The Cone of Silence does not prohibit a bidder from communicating with the Director of Procurement, staff in the Procurement Services Department, or the County’s attorney assigned to this procurement. Violating the Cone of Silence may disqualify the bidder from consideration for award. Please refer to the Instructions for complete details about the Cone of Silence.

INSURANCE: Insurance coverage is required for this procurement. Please see ITB-27-00005 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:iSupplier@HCFL.gov https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a?nodeId=HICOCOORLA_CH2AD_ARTVIPR_DIV3HICOPRPRPOPR_S2-562TI

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1. SPECIFICATIONS

1.1. Scope

The Hillsborough County Board of County Commissioners (County) seeks competitive, sealed bids from experienced and qualified contractors with a proven and documented record of providing landscaping maintenance services to include, but not limited to, mowing, blowing, weed eating, and edging. These services will be performed at pump station facilities and various other sites throughout the County for a five (5)-year period.

1.2. Applicable Publications and Terminology

The following terms, as defined below and as used in this solicitation, form a part of this specification:

1.2.1 “Appurtenances” shall mean, but is not limited to, signposts and bases, delineator posts, fences, guardrails, barrier walls, end walls, retaining walls, pipes, drainage structures, poles, guide wire, mailboxes, handrails, landscaped areas, and trees.

1.2.2 “Bank” shall mean the slope of land between the berm and the adjoining body of water.

1.2.3 “Berm” shall mean the ledge, shelf, or flat area along the top edge of the slope.

1.2.4 “Debris and Litter” shall mean, but is not limited to, varied sizes of bottles, cans, paper, tires, tire pieces, lumber, vehicle parts, metal junk, small outdoor advertisement signs, grass, weeds, brush, tree limbs, trimmings, vegetation, and other items to be removed under this Solicitation.

1.2.5 “Edging” shall mean the cut edge at the limits of turf or vegetation. Typically, a vertical cut is done with a mechanical type of blade edger. The cut edge shall appear as a clean, straight line.

1.2.6 “Facility” shall refer to County owned/operated sites where services are to be conducted. Facilities are identified in Attachment A – Mowing Sites by name, address, facility ID and asset number.

1.2.7 “Finish Cutting” shall mean the operation by authorized Contractor personnel of sufficient motorized grass cutting equipment of suitable size and horsepower to accomplish the per site grass cutting requirements to the specified finished mowing height specified in the paragraph outlining Finish Cutting Height in these Specifications.

1.2.8 “Fixed Object” shall mean an object (i.e. Monitoring wells, gas wells, tanks, piping, etc.) within the finish and/or field mowing area that is not permitted to have herbicides used on or around them.

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1.2.9 “Mowing” shall mean to cut grass or grain with a mechanical device. Also called finish Mowing and Field Mowing.

1.2.10 “Trimming” shall mean the maintenance of vegetation at specified heights adjacent to any structure, fence, sidewalk, or paved area. Typically, a horizontal cut made by a monofilament string trimmer.

1.2.11 “Vegetation” shall mean, but is not limited to, planted and/or natural grasses, weeds, vines, and other vegetation within the Work areas.

1.2.12 “Weed(s)” shall mean any vegetation other than the grasses listed in this solicitation or any ground cover, plant, or shrub not intentionally planted.

1.2.13 “Work Area” shall mean an area of a facility to be mowed, trimmed, edged, or having other services applied as defined in these specifications.

1.3. Minimum Requirements

1.3.1 Except as otherwise provided herein, the Contractor shall furnish all resources necessary to perform the services required of these Specifications.

1.3.2 The Contractor shall not enter any building, structure, or fenced equipment area within the grounds of any facility without prior coordination with the County’s Project Manager (PM).

1.3.3 The Contractor shall provide the PM with a telephone number for a member of its staff to serve as a point of contact Monday through Friday, from 7:00 A.M. to 5:00 P.M.

for the duration of the contract.

1.3.4 Unless otherwise authorized by the PM in writing, all Work furnished under the resulting contract shall be performed Monday through Friday between the hours of 7:00 A.M. and 5:00 P.M.

1.3.5 The Contractor and its supervisory personnel shall be sufficiently proficient in the English language as required to effectively communicate with County personnel or shall have personnel readily available to serve as translators.

1.3.6 Mowing Schedule

1.3.6.1 Unless otherwise directed by the PM, the Contractor shall mow the grassed areas of each facility listed in Attachment A – Mowing Sites 25 times per year in accordance with the following schedule:

1.3.6.1.1 December through February: once per month

1.3.6.1.2 March through May: twice per month

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1.3.6.1.3 June through September: three times per month

1.3.6.1.4 October through November: twice per month

1.3.6.2 The Contractor shall perform additional mowing services at any facility upon request by the PM. Additional mowing services shall be completed within three (3) Business Days of the PM’s request and the Contractor shall be compensated at the contractually established unit prices for the facilities serviced.

1.3.7 Pond and Slope Mowing and Vegetation Control

1.3.7.1 The Contractor shall mow and otherwise maintain inside pond slopes down the existing water lines of ponds within property boundaries unless specifically exempted by the PM.

1.3.7.2 The Contractor shall not use any type of herbicide, chemical spray, or eradicate growth on pond slopes or ditches leading into or away from ponds.

1.3.7.3 Upon entering any pond Berm, the Contractor shall raise and disengage all cutting blades on all cutting equipment to avoid scalping the Berm.

1.3.7.4 The Contractor shall avoid the use of wheeled/motorized grass-cutting equipment whenever a pond’s land surface is soft, wet, or would be adversely affected using such equipment. In such cases, the Contractor shall use line trimmers and/or other handheld mechanical devices to bring existing vegetation and grass heights to those required in these specifications.

1.3.7.5 If pond bottoms are dry and hard, the Contractor shall mow such dry/hard land surfaces. The use of wheeled/motorized grass-cutting equipment is permitted in such cases.

1.3.8 Finish Cutting Height and Weeds

1.3.8.1 The Contractor shall provide an even cut yielding an average grass blade height in compliance with the following:

1.3.8.1.1 Bahia or St. Augustine (standard varieties) – four inches (4”)

1.3.8.1.2 Bahia or St. Augustine (dwarf varieties) – two and a half inches (2.5”)

1.3.8.1.3 Bermuda – one inch (1”)

1.3.8.2 Each facility shall have only standard varieties of Bahia, Bermuda, or Saint Augustine grass unless otherwise noted for the facility. Weeds located in

ITB-27-00005 Page 6 designated mowing areas shall be mowed in the same manner as the facility’s standard grass variety.

1.3.8.3 Unless otherwise requested, the Contractor shall provide a finish cut to all grass types independent of terrain or geography.

1.3.8.4 Dry pond beds and slopes shall be mowed to a height of six inches (6”).

1.3.8.5 The Contractor shall remove all grass clippings from ponds. Grass clippings shall be blown out of pond beds and slopes, and no grass clippings shall be left below the top of the pond bank or Berm.

1.3.8.6 All grass and vegetation around all appurtenances, structures, and piping shall be cut or mowed.

1.3.8.7 Grass and vegetation near structures shall be mowed/cut to the same height and quality as surrounding mowed areas when cut or mowed using hand tools.

1.3.9 Line Trimming, Edging, and Weeding

Concurrently with each mowing at a facility, the Contractor shall:

1.3.9.1 Line trim grass wherever they border parking lots, roadways, buildings, structures, trees, shrubs, or other fixed objects that are not safely accessible to the Contractor’s mowing equipment.

1.3.9.2 Edge each grassed area to maintain a neat and distinct separation between grassed areas and paved, rocked, graveled, or mulched areas. Sidewalks and paved areas, including parking lots, shall be edged on both sides using mechanical edgers or line trimmers and shall be swept or blown clean.

1.3.9.3 Remove all grass and weeds from joints, cracks, crevices, and holes on all sidewalks, driveways, or paved areas adjoining the landscaped areas of each facility using a line trimmer or by hand.

1.3.9.4 The Contractor shall leave paved areas of each facility in a clean condition after mowing and trimming grassed areas.

1.3.10 Trees and Shrubs

The Contractor shall ensure that tree trunks and shrubs are not injured as a result of its mowing and trimming activities.

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1.3.11 Cleanup

1.3.11.1 The Contractor shall remove and properly dispose of all waste materials generated by its operations hereunder and all other trash or debris present on the landscape areas and adjoining paved areas of each facility.

1.3.11.2 The Contractor shall remove all grass clippings that are not inconspicuous or that would inhibit the desired growth of grassed areas, and shall ensure that grass clippings and debris are not blown into paved areas or storm drains, nor onto building exteriors or fences.

1.3.11.3 The Contractor shall remove all debris that could reasonably be lifted by one (1) person, including small amounts of loose twigs, dead or fallen tree branches/limbs (under 4” diameter), loose moss on the ground, litter and small accumulations of dead tree/brush leaves from all mowing areas prior to mowing.

1.3.11.4 If any debris larger than an individual could reasonably be expected to lift are discovered, the Contractor shall notify the PM or designated onsite representative.

1.3.11.5 All inlet and outlet grates of ponds and storm drains shall be cleaned and free of all debris, litter, tree limbs, palm fronds, and other vegetative matter so that they flow freely at every mowing occurrence.

1.3.12 Quality Control and Rejection of Work

1.3.12.1 Completed Work is subject to inspection by the PM or designee and may be rejected by the County if it is found to be defective. Work that is determined to be unsatisfactory or defective is subject to rework by the Contractor at no additional cost to the County, within 48 hours of notification of such a determination, and prior to the next scheduled service at that facility.

1.3.12.2 Tire ruts created by the Contractor during mowing activities shall be corrected the same day or within seven (7) Business Days of Work, dependent on the weather.

1.3.13 Work Schedule

1.3.13.1 The Contractor shall provide via email a completed Work schedule on a weekly basis that indicates actual Work performed. The report for the previous week’s Work shall be due the following Monday by 10:00 A.M. This completed Work schedule will be used by the County to perform quality control inspections.

1.3.13.2 The Contractor shall retain before and after photos of serviced facilities and shall provide these photos to the PM upon request. Photos shall be retained by the Contractor for a minimum of 90 days.

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1.3.14 Personnel and Licensure

1.3.14.1 The Contractor shall have qualified personnel in sufficient quantities to perform the services required in a safe, efficient, professional, and timely manner.

1.3.14.2 Only the Contractor and its personnel performing the Work prescribed herein are authorized to access facilities to be serviced under the resulting contract. Any unauthorized person found at a County Work site will be subject to removal by the PM or designated onsite representative.

1.3.14.3 During the performance of the services described herein, the Contractor’s personnel shall be required to wear a uniform shirt that prominently displays the Contractor’s name and/or bears the Contractor’s logo. The Contractor’s personnel performing services under the resulting contract shall also be required to wear long pants, protective footwear, and other personal protective equipment (PPE) such as gloves, safety glasses, and ear protection to safeguard against injury during operations. Personnel may be required to stop Work if not attired in the manner described above.

1.3.14.4 The Contractor shall ensure that any of its personnel that operate a motor vehicle in the performance of these services is properly licensed for the operation of that vehicle.

1.3.15 Vehicles and Equipment

1.3.15.1 The Contractor shall maintain all vehicles and equipment used to perform the services required under the resulting contract and shall ensure each vehicle or piece of equipment is in working order and sound mechanical condition.

1.3.15.2 All of the Contractor’s vehicles shall bear the Contractor’s name and/or logo displayed plainly and prominently.

1.3.16 Safety

1.3.16.1 The Contractor shall be responsible for the safety of its operations for the duration of the resulting contract, including the safety of its personnel, property, and equipment. The Contractor shall provide all reasonable measures necessary to safeguard property, persons, and the public from its operations.

1.3.16.2 The Contractor shall provide all traffic control devices and methods necessary to perform the requested services.

1.3.16.3 The Contractor shall immediately report any and all injuries and damages occurring to public or private property as a result of their operations to

ITB-27-00005 Page 9 the PM. If directed by the PM, the Contractor shall correct all damages to public or private property at no additional cost to the County.

1.3.17 Facilities

1.3.17.1 Attachment A – Mowing Sites is a list of facilities that will require services, as well as approximate sizes of each site and of each site’s service area.

These approximations are provided for illustrative and informational purposes only; it shall be the Contractor's responsibility to familiarize itself and its staff with each facility to provide adequate mowing and landscaping services as requested herein and as directed by the PM.

1.3.17.2 Attachment B – Mowing Site Maps contains illustrative and informational aerial map views of each facility.

1.3.17.3 The County reserves the right to add facilities to or remove facilities from the service plan as deemed necessary.

1.3.17.4 The cost of service at added facilities shall be agreed upon by the Contractor and the County prior to its addition to the service plan.

1.3.17.5 The Contractor shall begin service at a newly added facility within two

(2) weeks of the site’s addition to the service plan.

1.3.17.6 The County shall provide the Contractor with 30 days’ notice when a facility is removed from the service plan.

1.3.17.7 Each facility has a facility number assigned by the Water Resources Department which shall be used when referring to facilities. These facility numbers are used by the County for the identification of sites, and it is especially important that they are used for the term of the resulting contract , as many facilities have similar names or have addresses that may change during the term of this contract period.

1.3.18 Access and Security of Facilities

1.3.18.1 Some facilities are gated and inaccessible to the public. The Contractor will be provided with a master key that will allow access to such gated facilities and shall be provided with additional keys upon request.

1.3.18.2 The Contractor shall return all original keys and all duplicates to the PM upon submitting its final invoice.

1.3.18.3 After completing each scheduled service at a facility not accessible to the public, the Contractor shall re-lock the facility’s gated entrance unless other

ITB-27-00005 Page 10 authorized personnel are present at the site. The Contractor shall report missing or damaged locks to the PM as soon as possible.

2. SPECIAL TERMS AND CONDITIONS

2.1 Basis for Award (Overall Low)

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

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

2.2 Insurance, Contractor

See ITB-27-00005 Insurance Requirements Attachment for more specific details regarding the type of coverage and amounts required.

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

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

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

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

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

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2.3 Price Escalation/De-Escalation (CPI)

2.3.1 Any reference in the solicitation to price adjustments or price escalations shall mean price decreases as well as increases unless otherwise stipulated. Unit prices or rates in contracts that are longer than twelve (12) months and include a provision for price adjustments based on movement in the U.S. Department of Labor's Consumer Price Index for All Urban Consumers (CPI-U) (1982 84=100) may be adjusted annually (contract redetermination period). The awarded unit prices or rates will be effective for one (1) year beginning on the date of purchase order issuance or contract effective date, whichever is later. The awarded vendor may request unit price or rate adjustments no later than 30 days prior to the start of the next contract redetermination period. The unit prices or rates may be adjusted, up or down, based on the percentage movement of the “CPI for All Urban Consumers (CPI-U) 1982-84=100 (Unadjusted)” posted at https://data.bls.gov/cgi-bin/surveymost?bls.

2.3.2 The baseline index will be the month and year in which the contract begins. The adjustments will not be cumulative and will be computed from the original awarded (base) prices or rates. Adjustments shall be computed using the latest cited CPI -U that is published and available on the date the County receives the adjustment request in writing. The unit price(s) changed as a result of these adjustments shall become effective on the first day of the next contract redetermination period. Adjustments will not be retroactive or prorated. If an adjustment is requested during the term of the contract, the County reserves the right to also request an adjustment in the same prescribed manner, especially if the CPI-U decreases and it is deemed to be in the County's best interest. Price adjustments shall be accomplished using the simple percentage method, which will adjust the base rate by the same percentage as the percent change in the CPI- U. Following is an example of the calculation:

Calculation Example

CPI2 = CPI-U at time of adjustment calculation (May 2019): 146.8 https://data.bls.gov/cgi-bin/surveymost?bls

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CPI1 = CPI-U at time base rate was awarded and set (June 2018): 143.4

CPI2/CPI1: 1.023

Base rate: $1,000.00 Multiplied by 1.023 Equals adjusted rate $1,023.00

For subsequent years, the base rate (CPI1) remains the same and the adjustment calculation will show the change from the base rate. Following shows the second adjustment using the example above:

CPI2 = CPI-U at time of adjustment calculation (May 2020): 140.6 CPI1 = CPI-U at time base rate was awarded and set (June 2018): 143.4

CPI2/CPI1: 0.980

Base rate: $1,000.00 Multiplied by 0.980 Equals adjusted rate $980.00

2.4 Purchase Order/Contract

By submitting an Offer, the Bidder/Proposer declares that it understands and agrees that Bidder’s/Proposer’s Offer in addition to the Specifications, the Instructions, the General Terms and Conditions, the Special Terms and Conditions, the Insurance and Bond requirements, any Amendment(s) issued and all applicable attachments to this Solicitation Document shall become a valid contract between the County and the Contractor upon approval of the contract award by the Board of County Commissioners (if applicable), upon approval of the contract award by the County Administrator (if applicable), or upon the County’s issuance of a Contract Purchase Agreement, Blanket Purchase Agreement, or Purchase Order, whichever occurs sooner.

2.5 Small Business Enterprise (SBE)

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

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

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

2.6 Contract Period for Term Contract

The Contract resulting from this Solicitation Document will be in effect for a five (5)-year period (ending on the last 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).

2.7 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.

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

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

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

ITB-27-00005 Page 14

State Attorney’s Office Supervisor of Elections Tampa Palms Community Development District Tampa Port Authority Tampa Sports Authority Tax Collector

2.9 Ordering

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

2.10 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.

2.11 Travel Reimbursement

Travel reimbursement expenses must be pre-authorized by the Department Director and be consistent with and be reimbursed in accordance with the County's Policy for Authorization and Reimbursement for Travel and Section 112.061 Florida Statute.

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.

ITB-27-00005 Page 15

3.2 Amendment(s), Addendum, or Addenda

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

3.3 Bid(s), or Bidder's Bid

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

3.4 Bidder

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

3.5 Blanket Purchase Agreement (BPA)

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

3.6 Board of County Commissioners

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

3.7 Bond

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

3.8 Business Day(s)

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

3.9 Change Order

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

ITB-27-00005 Page 16 the provision of the goods and/or Services or an adjustment in the Contract Price and/or Contract Time.

3.10 Close Date

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

3.11 Contract or Contract Documents

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

3.12 Contract Price

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

3.13 Contract Purchase Agreement (CPA)

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

3.14 Contract Time or Contract Period

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

3.15 Contractor

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

3.16 County

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

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3.17 County Administrator

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

3.18 Day(s)

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

3.19 Designee

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

3.20 Earnest Money Deposit (EMD)

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

3.21 Electronic Bidding System

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

3.22 Invitation To Bid

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

3.23 Minimum Specifications

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

3.24 Modification Agreement

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

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

3.25 Notice

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

3.26 Notice of Award

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

3.27 Notice to Proceed

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

3.28 Offer(s)

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

3.29 Offeror

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

3.30 Project

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

3.31 Project Manager

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

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3.32 Proposal(s)

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

3.33 Proposer

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

3.34 Purchase Order

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

3.35 Quote(s)

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

3.36 Service(s)

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

3.37 Site(s)

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

3.38 Solicitation Document

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

3.39 Specifications

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

ITB-27-00005 Page 20 solicited by the County via this Solicitation Document, including, but not limited to, any terms and conditions contained within the “Specifications” Section, any Amendment(s) issued related to the “Specifications” Section, and/or any drawings or maps relating to the “Specifications” Section of this Solicitation Document.

3.40 Subcontractor

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

3.41 Successful Bidder/Proposer

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

3.42 Surety

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

3.43 Unilateral Change Order

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

3.44 Work

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

4. INSTRUCTIONS

4.1 Bid Submissions

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

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

4.2 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

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.

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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) 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

ITB-27-00005 Page 23 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.