9-ITB-27-00003 Laboratory Courier Services.pdf

Invitation to Bid Laboratory Courier Services

ITB-27-00003

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SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-27-00003

SOLICITATION TITLE: Laboratory Courier Services

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners is seeking competitive sealed bids from experienced and qualified contractors to provide daily and on-call laboratory courier services to transport daily wastewater samples and supplies between plants and the laboratory for a three (3)-year period.

DUE DATE & TIME: October 30, 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.

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

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● 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-27- 00003 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.

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1. SPECIFICATIONS

1.1. Scope

The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from experienced and qualified contractors to provide daily and on-call laboratory courier services to transport daily wastewater samples and supplies between plants and the Public Utilities Department Environmental Laboratory.

1.2. Background

Service locations and procedures are defined in Attachment A – Service Locations, Attachment B – North Route SOP, and Attachment C – South Route SOP.

1.3. Applicable Publications, Terminology, and Acronyms

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

1.3.1 County’s Holiday Schedule

https://www.hillsboroughcounty.org/en/residents/citizens/official-county-holidays

The following Terminology forms a part of this specification:

1.3.2 “Chain of Custody” shall mean a form to be signed by the Contractor’s courier confirming receipt of samples from the Plants for transport and delivery to the LAB.

1.3.3 “Ongoing Local Limits” shall mean a quarterly project requiring pick up of additional samples.

1.3.4 “Plant” shall mean a County owned or operated wastewater treatment plant.

1.3.5 “Safety Data Sheet” shall mean an information sheet on a particular chemical identifying its potential toxic effect and proper handling procedures.

The following acronyms form a part of this specification:

COC Chain of Custody form FKB Falkenburg Advanced Wastewater Treatment Plant NWRWRF Northwest Regional Water Reclamation Facility ONLL Ongoing Local Limits PUDEL Public Utilities Department Environmental Laboratory SCR South County Regional Advanced Wastewater Treatment Plant SDS Safety Data Sheet SOP Standard Operating Procedures

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VAL Valrico Advanced Wastewater Treatment Plant VND Van Dyke Wastewater Treatment Plant

1.4. Minimum Requirements

1.4.1 The County reserves the right to add or remove locations in the North or South Service Areas based on Plant closures and/or the addition of new Plants. The County shall provide the Contractor with a 60-day notification, in writing (email is acceptable), prior to expected pick-up changes being required.

1.4.2 County Project Manager Authority

1.4.2.1 In addition to any other authority granted to the Project Manager (PM) under this Contract, the PM may delegate any or all portions of such authority to another individual.

1.4.2.2 The PM or designee will prepare and package samples and chemicals with sufficient care to prevent spillage and unnecessary exposure during transport.

1.4.3 The County’s Plant Managers oversee the day-to-day operations at each Plant. Each Plant Manager may delegate any or all portions of his or her authority hereunder to another individual.

1.4.4 The Contractor shall obtain and maintain all applicable licenses and permits necessary to perform the services contemplated herein. A Florida State Department of Transportation permit to transport wastewater samples is not required for this Contract at the present time.

1.4.5 The Contractor shall, unless otherwise provided herein, furnish all labor, tools, equipment, transportation, supplies, and materials necessary to perform laboratory courier services in accordance with these specifications, the following two (2) routes, which shall run concurrently:

1.4.5.1 North Route

1.4.5.1.1 The Contractor shall pick up samples from NWRWRF and VND and deliver them to the PUDEL, in accordance with the requirements of Attachment A – Service Locations and Attachment B – North Route SOP.

1.4.5.1.2 The Contractor shall arrive at the first Plant location at a time necessary to ensure that samples are delivered to the PUDEL no later than 9:00 A.M.

1.4.5.2 South Route

1.4.5.2.1 The Contractor shall pick up samples from VAL, SCR, and FKB and deliver them to the PUDEL, in accordance with the requirements of Attachment A – Service Locations and Attachment C – South Route SOP.

1.4.5.2.2 The Contractor shall arrive at the first Plant at a time necessary to ensure that samples are delivered to the PUDEL no later than 9:00 A.M.

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1.4.6 Routine Courier Services:

The Contractor shall provide courier services, for both the North and South Service Areas, seven

(7) days a week, including weekends and all County Holidays, in accordance with this solicitation and each SOP.

1.4.7 Non-Routine Courier Service:

The Contractor shall provide non-routine courier service for individual runs outside of the normal Routes that can occur at any time of the day. Non-routine courier services will be requested by the PM.

1.4.8 Quarterly Project – ONLL

The Contractor shall provide ONLL services simultaneously with the routine courier services, Monday through Friday, requiring additional courier capacity to transport the additional supplies and samples, as follows:

1.4.8.1 The PM will notify the Contractor via email, at least one (1) week prior to the event, identifying the estimated supplies and samples (additional coolers, crates, and glass equipment).

1.4.8.2 The North ONLL will encompass approximately three (3) consecutive days of additional supplies and samples.

1.4.8.3 The South ONLL will encompass approximately four (4) consecutive days of additional supplies and samples.

1.4.8.4 The costs associated with ONLL project services shall be compensated as per the bid price submitted on the Bidder’s Bid Pricing Table.

1.4.9 Timeliness of Delivery

1.4.9.1 The Contractor shall initiate pickup for routine courier services at 7:00 A.M. and deliver samples to the PUDEL by no later than 9:00 A.M. to prevent compromising the samples. The Contractor shall notify the PM immediately if they anticipate arriving at the PUDEL later than 9:00 A.M.

1.4.9.2 The Contractor shall respond to all non-routine courier service requests within two

(2) hours of the receipt of request, confirming availability of service and timeframe of the service. Non-routine courier service shall be completed within two (2) hours of pick-up to prevent compromising the samples.

1.4.9.3 If the Contractor misses picking up a sample(s) from a Plant(s) then the Contractor shall return to the Plant(s) within two (2) hours of the non-compliant delivery to the PUDEL to pick up the sample and deliver them to the PUDEL at no additional cost.

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1.4.9.4 Due to the compromising of samples, the Contractor shall be compensated, for only those deliveries completed within the required timeframes specified, as per the bid prices submitted on the Bidder’s Bid Pricing Table.

1.4.10 Sample Handling

The Contractor shall obtain wastewater samples, water, chemicals, and supplies from the Plants and deliver them to the PUDEL. Unless otherwise directed by the PM, the Contractor shall follow the procedures listed below:

1.4.10.1 Retrieve the collected samples from the Plant refrigerator and inventory the samples using the COC. If a discrepancy is noted, the Contractor shall contact a Plant employee for resolution. If a Plant employee is not available, the Contractor shall contact the Env PM Sophie Whitworth by telephone at (813)-797-1077 before leaving the Plant to receive further instructions.

1.4.10.2 Acknowledge receipt of the samples by signing and dating the COC. Before the Courier departs, Plant personnel must make a copy of the completed COC. The courier will retain the original COC and transport it with the samples to the PUDEL.

1.4.10.3 Transfer the samples to an ice chest, pack the samples in ice, and place the ice chest in the vehicle for transit to the PUDEL. The Contractor shall retain secure custody of all collected samples, locking the ice chests in the vehicle when unattended to prevent tampering. The Contractor shall comply with the requirements that the samples be kept at or below 4° (four degrees) Celsius during transit. This can be accomplished by ensuring the wet ice covers the samples in the ice chests. The Contractor shall ensure that enough ice is maintained in the ice chests. The initial supply of ice can be obtained at designated ice machines at the following Plants:

1.4.10.3.1 NWRWRF and VAL

1.4.10.3.2 SCR and FKB

1.4.10.4 The Contractor shall transport small amounts of chemicals or chemical reagents from the PUDEL to the Plant(s), in conjunction with the scheduled delivery services, as directed by the PM. Items picked up from the PUDEL for delivery to a Plant(s), the Contractor may request the SDS for all transported chemicals from the PM. Small amounts of chemicals are identified as:

1.4.10.4.1 Daily

Approximately 5% of the Wastewater samples are preserved with sulfuric acid and secondarily contained in ice chests. These daily samples are 500 milliliter sample volumes (full bottles) which are preserved at the Plants with 1 (one) milliliter of sulfuric acid.

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1.4.10.4.2 Monthly

Non-hazardous Ferrous Ammonium Sulfate in secondary containers to prevent spillage.

The reagent bottles are 500 milliliters to one (1L) liter volumes which are transferred from the L PUDEL AB to the Plants.

1.4.10.4.3 Quarterly

Small amounts, approximately one to two (1-2) milliliters of acids (sulfuric acid and hydrochloric acid), are added to ten percent (10%) of the empty sample bottles which are also secondarily contained in ice chests.

1.4.10.5 If any samples are placed in ice chests by the Plant(s), the Contractor is responsible for ensuring that there is sufficient ice covering the samples in the cooler prior to transit. All samples picked up by the Courier on a daily basis must be delivered to the PUDEL on that day.

No samples shall ever be left inside the Courier vehicle overnight!

1.4.10.6 If the Contractor does not comply with the requirement of preserving the samples with wet ice during transit, the Contractor shall return to the Plant(s) within two (2) hours of the non-compliant delivery to the PUDEL to pick up replacement samples and re-deliver them to the PUDEL at no additional charge.

1.4.10.7 Deliver samples and COC(s) to the contact person who is responsible for receiving and signing for the samples at the PUDEL. Before leaving the PUDEL, the Contractor shall obtain empty sample bottles, water, chemicals, paperwork, and/or special sampling equipment required to be dropped off at the Plant(s) on the following day. The contractor shall sign the logbook associated with sample bottle kits as proof the kits were transported to the plants.

1.4.11 Personnel – Contractor Representative

1.4.11.1 Prior to beginning Work under this contract, the Contractor shall provide the PM with a name, telephone number, and email address of the Contractor's representative.

1.4.11.2 The Contractor shall also provide the PM, prior to services commencing, with a list of all regular courier’s name, telephone number, and individual portrait photograph.

1.4.11.2.1 Portrait photographs shall have a solid-color background.

1.4.11.2.2 Each regular courier shall complete and sign an access badge form and will receive an access badge from the County.

1.4.11.3 The Contractor shall ensure that additional representatives are available to provide coverage when their scheduled representative is not available, to ensure non-interruption of services provided. The Contractor must notify the PM immediately to inform them of any replacement representatives.

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1.4.11.4 The Contractor's personnel shall be able to effectively communicate with all PUDEL staff members to receive instructions, delivery information and/or read instructions left with unattended sample kits.

1.4.11.5 The Contractor shall not use subcontractors to perform courier services without the prior written consent of the PM.

1.4.11.6 The Contractor shall provide each of its personnel performing courier services with a cellular telephone. Contractor personnel are prohibited from bringing unauthorized persons, such as but not limited to, friends and/or family members, onto a County Work site.

Should such an event take place, the PM will request the removal of such unauthorized person(s) from the County Work site.

1.4.11.7 Onsite Worker Attire and Uniform Name and/or Logo Requirements

The Contractor’s personnel may be required to stop Work if not properly attired in a manner that is commensurate with the Work being performed. The Contractor shall ensure that each of its representatives wear a shirt which plainly and prominently identifies the Contractor's/Sub-Contractor's company name and/or which contains the Contractor's imprinted, embroidered, or an applique of the company logo affixed thereto.

1.4.12 Equipment

1.4.12.1 The Contractor shall clearly display their company logo while on County property.

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

1.4.12.3 The Contractor may utilize such vehicles as it deems appropriate to perform courier services. However, the Contractor's vehicles must have sufficient space, at a minimum, for:

1.4.12.3.1 Three (3) 48-quart ice chests.

1.4.12.3.2 One (1) 10-quart ice chest.

1.4.12.3.3 Two (2) forty-gallon capacity sized trash bags with empty sample bottles which may weigh approximately five (5) pounds.

1.4.12.3.4 Field-sampling equipment (approximate sizes of 14 inches wide x 22 inches long x 23 inches height crates) or carboys of deionized water.

1.4.12.4 The Contractor shall furnish and maintain in good mechanical condition all vehicles necessary to perform courier services.

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1.4.12.5 The Contractor shall provide all necessary insurance on all vehicles used to provide courier services.

1.4.13 Safety

1.4.13.1 The Contractor shall implement all reasonable measures necessary to safeguard property and persons from its operations

1.4.13.2 The Contractor shall ensure that all personnel wear the appropriate personal protective equipment, including safety glasses, gloves; and suitable clothing.

1.4.13.3 The Contractor shall immediately report to the PM any injuries or any damage to public or private property resulting from its performance.

1.4.13.4 The Contractor shall repair or replace any such damaged property at its own expense and shall not invoice the County for such repairs.

1.4.14 The County reserves the right to inspect the Contractor's Work at any time, for compliance with applicable regulations, permit requirements, and these specifications. The Contractor shall correct all Work that is determined to be unsatisfactory within 48 hours of notification of such determination. The Contractor shall not invoice the County until all unsatisfactory Work has been corrected.

1.4.15 Post Award

1.4.15.1 After receiving the award and prior to receiving any authorizations from the PM, the Contractor shall meet with Department personnel to discuss procedures, issues, and expectations regarding the execution of the Work contemplated by these Specifications.

1.4.15.2 The County will provide:

1.4.15.2.1 Contact names and telephone numbers at each pick-up and delivery site.

1.4.15.2.2 Ice chests (10-quart and 48-quart), sufficient ice for the ice chests, containers for samples, and empty sample bottles as per Section 1.4.12.3.

1.4.15.2.3 COCs and SDS.

1.4.15.2.4 Access badges for the Contractor’s regular courier personnel.

1.4.15.2.5 Refrigerator keys for the North and South service locations, as applicable.

1.4.15.2.6 The Department will provide a one-time, initial training for Contractor personnel to ensure they understand the services required under this Contract. The training will include a detailed review of all attachments and SOPs and will allow Contractor personnel to ask questions. After the initial training, the Contractor shall be

ITB-27-00003 Page 10 solely responsible for training any subsequent back-up or replacement personnel and shall assume all associated costs.

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-27-00003 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 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 to 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.

2.3. Contract Period for Term Contract

2.3.1 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

ITB-27-00003 Page 11 as established by the County’s Blanket Purchase Agreement (BPA) or Contract Purchase Agreement (CPA).

2.4. Price Escalation/De-Escalation (CPI)

2.4.1 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.

2.4.2 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:

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Calculation Example

CPI2 = CPI-U at time of adjustment calculation (May 2019): 146.8 CPI1 = CPI-U at time base rate was awarded and set (June 2018): 143.4

CPI2/CPI1: 1.023

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

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

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

CPI2/CPI1: 0.980

Base rate: $1,000.00 Multiplied by 0.980

Equals adjusted rate $980.00

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 Contract between the Contractor and the County. Members will issue their own purchase orders, issue payments and coordinate the service locations with the Contractor, as applicable. The Hillsborough County Governmental Purchasing Council consists of Hillsborough County Board of County Commissioners and the following agencies:

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

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

2.7. 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 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.

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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 the provision of the goods and/or Services or an adjustment in the Contract Price and/or Contract Time.

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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. Modification Agreements

ITB-27-00003 Page 17 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.

ITB-27-00003 Page 18

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 solicited

ITB-27-00003 Page 19 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.

ITB-27-00003 Page 20

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.

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, ITB-27-00003 Page 21 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 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

ITB-27-00003 Page 22 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.

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. 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.

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

In instances where such is applicable due to the nature of a Solicitation Document, all material, equipment, etc., as proposed and offered by the Bidder/ Proposer must meet and conform to all O.S.H.A. requirements.

ITB-27-00003 Page 23

4.13. Condition of Goods, Shipping Costs, and Claims Against Carrier

Unless otherwise specified, all goods supplied will be new, not used or re-manufactured.

Bid/Proposal/Quote prices shall include costs of delivery, shipping and handling. Any claims against the carrier will be the responsibility of the Contractor.

4.14. Cone of Silence

Pursuant to Hillsborough…