9-ITQ-26-00124 Uniform for HC Sunshine Line.pdf

Invitation to Quote Uniforms for Hillsborough County Sunshine Line

ITQ-26-00124

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IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

SOLICITATION TYPE: Invitation to Quote

SOLICITATION NUMBER: ITQ-26-00124

SOLICITATION TITLE: Uniforms for Hillsborough County Sunshine Line

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive quotes from experienced and qualified suppliers with proven and documented track record of providing uniforms, including onsite fitting, alterations, and embroidered emblems on garments for a two (2) year term.

DUE DATE & TIME: February 26, 2026, 5:00 P.M. Eastern Time

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 Invitation to Quote 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 primary contact listed above using the “messages” section in Euna Procurement for this particular procurement.

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 14 calendar days after the date of Solicitation issuance in Euna Procurement.

● 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: Cone of Silence does not apply to Invitation to Quote procurements that are below the County’s current formal bid limit of $50,000.

INSURANCE: Insurance coverage is required for this procurement. Please see ITQ-26-00124 Insurance Requirements Attachment and Special Terms and Conditions.

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

mailto:iSupplier@HCFL.gov

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1. SPECIFICATIONS

1.1. Scope

Hillsborough County Sunshine Line Department seeks to establish a two (2) year contract with a qualified Contractor to provide uniforms for approximately 50 paratransit drivers.

1.2. Minimum Qualifications

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

1.3. Minimum Requirements

1.3.1 Contractor shall provide uniforms as ordered by the Sunshine Line Department (the County) meeting the following specifications.

1.3.2 Where included, brand names are for reference purposes and to establish a standard of quality.

1.3.2.1 Bidders offering an equivalent to the specified brand shall submit with their bid, descriptive literature and/or detailed specifications which will be reviewed by the County to determine acceptability in accordance with Section

4.11 (Brand Names, Etc.).

1.3.3 The County will not accept male-cut clothing for female employees unless requested by a female employee. Bidders are encouraged to respond to the brands listed in the Bid Table.

1.3.3.1 All pants, shirts and jackets shall be available in male and female sizes, including size ranges from small through 4XL and include tall/long.

1.3.3.2 All fabric shall meet a standard shrinkage allowance of approximately 2%, be colorfast, and be guaranteed washable.

1.3.3.3 All garments shall be pressed completely and properly with pant side seem, inseam, and seat seam pressed open.

1.3.3.4 Pants and Shorts shall be delivered hemmed.

1.3.3.5 Bid price shall include all costs for embroidery.

1.3.3.6 Bid price for dry-fit shirts shall include all costs for screen printing.

1.3.3.7 Work Pants

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1.3.3.7.1 Brand: Propper Summerweight Tactical Pants; Color: Navy Blue; Styles: Male and Female

1.3.3.8 Work Shorts

1.3.3.8.1 Brand: Propper Summerweight Tactical Shorts; Color: Navy Blue; Style: Male

1.3.3.8.2 Brand: 5.11 Brand Women’s Taclite Pro 9’ Ripstop short; Color:

Navy Blue, Style: Female

1.3.3.9 Work Shirts and Polo Shirts shall be embroidered with Sunshine Line logo:

1.3.3.9.1 Color of Text: White or Black thread depending on color of item

1.3.3.9.2 Color of Image: Black and Yellow Thread (Attachment A, B, C) – Sunshine Line Logo – PDF version of the EPS file for production will be provided to awarded Contractor.

1.3.3.9.3 Approximate size of logo 4.25 inches wide by 2 inches high, to scale based on graphic file provided.

1.3.3.9.3.1 Attachment B: Sunshine Line Logo on shirt

1.3.3.9.3.2 Attachment C: PNG file of Sunshine Line Logo

mockup

1.3.3.9.4 The maximum number of stitches that the artwork and size permit shall be used.

1.3.3.10 Long Sleeve Work Shirts

1.3.3.10.1 Brand: Port Authority Long Sleeve Easy Care Shirt (button up);

Color: Royal Blue; Styles Male and Female

1.3.3.11 Short Sleeve Work Shirts

1.3.3.11.1 Brand: Port Authority Short Sleeve Easy Care Shirt (button up); Color: Royal Blue; Styles Male and Female

1.3.3.12 Short Sleeve Polo Shirts

1.3.3.12.1 Brand: CornerStone Select Lightweight Snag-Proo f

Tactical Polo; Style: Male; Color: Royal Blue (at a minimum. Staff can request any of the approved colors), Carolina Blue, Purple Grey, Maroon, Black or Navy

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1.3.3.12.2 Brand: CornerStone Ladies Select Snag-Proof; Style:

Female; Color: Royal Blue (at a minimum. Staff can request any of the approved colors), Carolina Blue, Purple Grey, Maroon, Black or Navy

1.3.3.13 Long Sleeve Polo Shirts

1.3.3.13.1 CornerStone Select Long Sleeve Snag-Proof Tactical Polo; Style: Male; Color: Royal Blue (at a minimum. Staff can request any of the approved colors), Carolina Blue, Purple Grey, Maroon, Black or Navy

1.3.3.14 Short Sleeve Dry-Fit Shirts- Dry-Fit Shirts shall have screen print with Sunshine Line logo

1.3.3.14.1 Brand: Port & Company Performance Tee; Style: Male;

Color: True Royal (at a minimum, staff can request any of the approved colors) Athletic Maroon, Jet Black, Carolina Blue, Team Purple, Grey Concrete, Neon Pink

1.3.3.14.2 Brand: Port & Company Women’s Performance Tee;

Color: Royal Blue (at a minimum, staff can request any of these approved colors), Silver, Neon Pink

1.3.3.15 Long Sleeve Dry-Fit Shirts

1.3.3.15.1 Brand: Port & Company Long Sleeve Performance Tee;

Color: True Royal (at a minimum, staff can request any of these approved colors), Athletic Maroon, Jet Black, Carolina Blue, Grey Concrete

1.3.3.16 Jackets

1.3.3.16.1 Brand: Port Authority Waterproof All-Season II Jack with Hood; Color: True Navy/Dark Gray; Styles: Male and Female

1.3.3.16.2 Jacket shall include drawstring to secure hood

1.3.3.16.3 Jacket shall be embroidered with Sunshine Line logo (see Attachment A, B, C)

1.3.4 Fit and Finish: Contractor shall be responsible for County staff individ ua l measurement, sample of garments in conjunction with measuring staff to ensure a proper fit for all garments provided. The Contractor shall ensure a proper fit for all garments provided.

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1.3.4.1 Contractor shall provide staff and services for measuring and sizing County personnel to eliminate errors in sizes at no additional cost.

1.3.4.2 Any and all alterations shall be included in the cost of the garment to include the tapering of uniform shirts that are required. Please Note: All sizes shall be recognized only by USA industry standard adult sizes. Contractor shall not use employee civilian clothing size as a means of sizing work uniforms pieces.

1.3.4.3 Contractor shall allow County staff to try on sample garments in conjunction with measuring.

1.3.4.4 Contractor shall use personnel sufficiently equipped, trained, and knowledgeable in making alterations to ensure proper fitting of uniform products to include but not limited to, embroidery, fittings, size modifications, adjustments, etc.

1.3.4.5 All garments shall have a permanently attached and readable label stating manufacturer's name, style number, and size. All garments shall also have a permanently attached and readable care label stating fabric content and complete care instructions.

1.3.4.6 All direct embroidery and screen printing shall be of high-quality appearance for the life of the garment. Embroidery shall be made with colorfast thread, A sample of all embroidery and patches shall be approved by the designated Department Representative prior to production.

1.3.4.7 Font shall be Calibri for Department name. (See Attachment A, B, C for specific patch design and information).

1.3.4.8 Orders that contain mistakes in sizing or spelling due to Contractor error shall be corrected at the Contractor's expense.

1.3.4.9 All seams shall be surged or finished to prevent fabric unraveling.

All stress points and openings shall be bar tacked. All loose threads shall be removed.

1.3.4.10 Any deviation from stated procedure may be considered cause for contract termination. All approved substitutes will be annotated as such on the shipping documents.

1.3.4.11 All products offered shall be new, unused and no factory seconds will be accepted, including all replacement. Any attempt to furnish the County with other than first quality items shall result in rejection of acceptance.

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1.3.4.12 Returns: The Contractor shall provide applicable credit to the County for all merchandise returns that meet the following criteria:

1.3.4.12.1 Returned merchandise is unused.

1.3.4.12.2 Merchandise is returned within 30 business days.

1.3.4.12.3 Under no circumstance will the County pay a restocking fee for any returned merchandise.

1.3.5 Customer Support

1.3.5.1 Contractor shall have a single point of contact for any customer support.

1.3.5.2 Contactor shall provide contact information (phone number and email) for customer support at the post award meeting.

1.3.5.3 Contractor shall respond to phone and email communication within 24 hours.

1.3.5.4 All items delivered shall meet the specifications described herein.

1.3.5.5 Items delivered not as specified or substituted without prior written authorization from the PM or designated County department representative may be returned to the Contractor at no expense to the County.

1.3.5.6 The County may return for full credit any unused items received which fail to meet the County’s performance standards.

1.3.5.7 Replacement items meeting specifications shall be provided to the items County within 15 business days after rejection of the non-conforming by the County.

1.3.5.8 Contractor shall notify the designated PM or designed County department representative within five (5) business days in writing, via email, of any item discontinuation or cancellation upon receipt of the Contractor's notification from the manufacturer. In such instances, the Contractor shall identify a proposed equivalent including sample of descriptive language, detailed specifications for County review and approval.

1.3.5.9 Contractor shall notify the County of any back-ordered items within ten

(10) business days of receipt of order to include an approximate order fill date. If the backordered item(s) cannot be filled within the specified timeframe, Contractor shall notify the PM or designated department representative in writing, via email thereby permitting the County to pursue the product(s) from an alternative source. In such instances, the Contractor may identify a proposed

ITQ-26-00124 Page 8 equivalent, including sample of descriptive language, and detailed specifications for County review and approval.

1.3.6 The designated County department representative(s) shall contact the Contractor to establish a date and time for employee measurements.

Employee measurements shall be conducted at the Contractor's physical storefront in Hillsborough County or at Sunshine Line’s main office at 2709 E. Hanna Ave, Tampa, FL 33610.

1.3.6.1 For measurements conducted at Sunshine Line’s main office following shall apply:

1.3.6.1.1 Contractor shall provide on-site representative for employee measurements within a minimum of 15 calendar days’ scheduling request from Sunshine Line.

1.3.6.1.2 Sunshine Line will provide office space on-site at Sunshine Line for scheduled employee measurements.

1.3.6.1.3 Contractor representatives shall come to scheduled employee measurements with all tools, documents, sample uniforms and equipment necessary to determine measurements and sizes for uniforms orders.

1.3.6.1.4 Contractor shall not store uniforms or equipment on-site at Sunshine Line.

1.3.6.1.5 Sunshine Line will not provide payment for travel or expenses incurred for on-site measurements.

1.3.7 Employee Database

1.3.7.1 Contractor shall be responsible for initiating and maintaining a database of personnel sizes as personnel are fitted.

1.3.7.2 The database shall be the property of the County and shall be provided to the County in Excel format upon termination or non-renewal of the Contract at no cost to the County.

1.3.7.2.1 Personal employee information such as social security numbers, home address, phone numbers, and email address shall not be stored in the database.

1.3.8 Product Distribution Control

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1.3.8.1 Contractor shall not make any items identifying the County available to the general public or any other customer. Any such occurrence may result in contract termination and any other legal action deemed appropriate by the County.

1.3.8.2 Contractor shall not allow for the direct purchase of any uniform items under this Contract to County employees.

1.3.8.3 Contractor shall not allow for the sale or rental of uniforms which are customized with the County's Emblem or Embroidery to any party outside the County.

1.3.8.4 All County employees appearing in person to order or pick up an order shall be subject to verification via a County identification check.

1.3.9 Post Award Meeting

1.3.9.1 After award, and prior to receiving any orders from the County, Contractor shall meet with the designated PM or designated County department representative to discuss procedures and expectations regarding the execution of the work contemplated by these specifications.

1.3.10 Business Review Meeting

1.3.10.1 To maintain the partnership between the County and the Contractor, from time to time, the County may request a business review meeting to discuss contract performance and related issues.

1.3.11 Invoices

1.3.11.1 Upon award, the Contractor shall provide a central point of contact and managerial-level point of contact for invoicing and billing.

1.3.11.2 Each invoice and credit memo shall be a summary with all itemized charges attached.

1.3.11.3 Itemization shall include employee names, quantity, and type of garments.

1.3.11.4 Invoices and credit memos shall be generated and submitted by email to PM or designated County representative on a monthly basis.

1.3.11.5 In the event an online website is available, orders would be made using the purchase order number associated with this contract, and not with a credit card or Purchasing Card.

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1.3.12 Warranty

1.3.12.1 Contractor shall fully warrant all uniform items furnished hereunder against defect in materials and/or workmanship for a period of one (1) year from date of delivery/acceptance by the County.

1.3.12.2 Should any defect in materials or workmanship, except ordinary wear and tear, appear during the above stated warranty period, the Contractor shall repair or replace same at no cost to the County, immediately upon written notice from PM or the designated County department representative.

1.4. Preparation for Delivery

1.4.1 Delivery of the goods and/or performance of the Services and/or Work must be no later than 21 Days after Contractor's receipt of a Purchase Order from the County. The Contractor shall be solely responsible for all freight charges. Offers that propose delivery timelines that do not fall within the aforementioned delivery time frame will be subject to rejection.

1.4.2 Delivery timeline begins after contractor obtains employee measurements and receipt of an approved purchase order.

1.4.3 Deliveries shall be made to 2709 E. Hanna Ave, Tampa, FL 33610

1.4.4 Contractor shall work with the County to arrange delivery schedule during normal business hours, Monday through Friday, 8:00am to 4:00pm Eastern Standard Time, except for County recognized holidays.

1.4.5 All orders shall be individually packaged for delivery and/or pickup. The name of the employee shall appear boldly on the front of each package.

1.4.6 Picking up an order(s) instead of delivery will be the option of the County and communicated to the Contractor by the PM or designated department representative.

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 ITQ-26-00124 Insurance Requirements Attachment

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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.

2.3 Optional Provision for Other Agencies

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

2.4 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.

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2.5 Contract Period for Term Contract

The Contract resulting from this Solicitation Document will be in effect for a two (2)-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).

2.6 Estimated Quantities

Quantities given represent the best estimate for use and shall be the basis for award. However, these quantities are not intended to represent actual requirements, which are not known at this time and may vary during the Contract Period. The County does not guarantee a minimum total purchase.

Furthermore, the requirements of the County may exceed best estimates and the Successful Bidder/Proposer shall provide such requirements to the extent they are reasonable.

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

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

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

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2.8 Ordering

The County shall issue a Blanket Purchase Agreement (BPA) or Contract Purchase Agreement (CPA) to cover any goods, Services and/or Work to be furnished under this Contract. 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.

2.9 Termination for Convenience

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

3. DEFINITIONS

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

3.1 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.

3.2 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.

3.3 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.

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3.4 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.

3.5 Board of County Commissioners

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

3.6 Business Day(s)

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

3.7 Change Order

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

3.8 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.

3.9 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, Non- Discrimination 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.

3.10 Contract Price

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

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3.11 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.

3.12 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.

3.13 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.

3.14 County

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

3.15 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.

3.16 Day(s)

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

3.17 Designee

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

3.18 Electronic Bidding System

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

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3.19 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.

3.20 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.

3.21 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.

3.22 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.

3.23 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.

3.24 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.

3.25 Project

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

3.26 Project Manager

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

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3.27 Purchase Order

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

3.28 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.

3.29 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.

3.30 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.

3.31 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.

3.32 Specifications

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

3.33 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.

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3.34 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.

3.35 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.

3.36 Work

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

4. INSTRUCTIONS

4.1 Bid Submissions

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

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

4.2 Non-Discrimination and Compliance with Laws

4.2.1 Bidder/Proposer 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/Proposer 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.

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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, 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, non-discrimination requirements, all Amendment(s) issued, the Bidder’s/Proposer's Offer, the Agreement, if applicable, together with all other attached documents herein identified and all supplementary drawings issued after award of the Contract shall constitute the “Contract Documents” upon the award of this Solicitation Document.

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4.5 Bid/Proposal/Quote Pricing

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

4.6 Bid/Proposal/Quote Results

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

4.7 Bidder/Proposer Request for Interpretation of Solicitation Document

No interpretation of the meaning of the Specifications or Scope of Work contained in this Solicitation or related Contract Documents will be made to any Bidder/Proposer orally. Every request for such interpretation must be submitted in writing through the electronic bidding system (Euna Procurement). To be given consideration, such requests must be received no later than 14 calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-bid conference, whichever is later. All interpretations and supplemental instructions provided by the County will be in the form of a written amendment which, if issued, will be communicated to all Bidders/Proposers who have acknowledged participation within Euna Procurement. All issued amendments shall become part of the Contract Documents. The “Primary Contact” information on Page 1 of this Solicitation is provided in the event assistance is needed. No Bids or Proposals shall be submitted or accepted through electronic mail (e-mail), facsimile, or by hard copy (paper). Bids and Proposals will only be accepted and considered if submitted through Euna Procurement.

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

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

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

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

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

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

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

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

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

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

4.11 Brand Names, Etc.

4.11.1 In instances where the Specifications make this subject applicable, any use therein of brand names, manufacturers' names, trade names, information and/or catalog numbers are used solely for the purpose of providing descriptions and for establishing acceptable quality levels. Such references are not intended to place restriction on the Bidders/Proposers (other than as to quality) and Bidders/Proposers may propose and describe upon the Bid/Proposal/Quote forms deviations that the Bidder/Proposer believes to be equal to or better than the requirements set forth in this Solicitation Document. The burden of proof that the Bidder's/Proposer's proposed brand is in fact equal lies with the Bidder/Proposer.

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

4.12 Cancellation of Solicitation Document

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

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

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

In instances where such 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.

4.14 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.

4.15 Deviations

Bidder’s/Proposer's Offer must state all deviations to the exact requirements imposed upon the Bidder/Proposer. Such deviations must be stated upon the Bidder’s/Proposer's Offer form;

otherwise, the County may consider Bidder’s/Proposer's Offer as being made in strict compliance with the requirements of this Solicitation Document. The County reserves the right to accept or reject any and all Offers, or separable portions thereof, and to waive any minor irregularity, technicality, or omission if doing so will serve the County’s best interest. Only Offers which conform in all material respects to this Solicitation Document will be accepted. The County may reject any Offer not submitted in the manner specified by this Solicitation Document.

4.16 Drug Free Workplace Program

Pursuant to Section 287.087, Florida Statutes, Bidders/Proposers may submit with their Offers a certificate certifying that they have implemented a drug free workplace program. If two or more Offers are equal in price, quality, and service, preference will be given in the award process to the Bidder/Proposer who has furnished such certification with its Offer. A copy of the Drug-Free Workplace Form is attached to this solicitation and is also available from the Procurement Services Department website at:

https://hcfl.gov/departments/procurement

4.17 Electronic Payment Solution

4.17.1 Automated Clearing House (ACH). Payments from the County will be made through an ACH payment solution where Offerors are paid with direct deposit. If the Offeror requests to opt out of being paid by direct deposit, then the Offeror should indicate its opt out in its Offer.

Note: If Bidder is already enrolled in the County's ACH solution for an existing contract/award, the Bidder will automatically receive payment using their enrolled solution in the event the Bidder is the Successful Bidder.

https://hcfl.gov/departments/procurement

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4.17.2 To enroll in ACH, Bidders must complete the Direct Deposit Authorization Form (included in this solicitation) or at:

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

4.18 Equipment Demonstration

Prior to the Award of this Solicitation Document, the County reserves the right to require a demonstration of equipment as proposed in Bidder’s/Proposer's Offer. Each Bidder/Proposer shall be prepared to schedule a demonstration of the type of equipment proposed at a time and location mutually agreeable to the Bidder/Proposer and the County. The location should be within reasonable traveling distance from the County, and the County shall be responsible for the travel expenses of its County staff members attending such demonstration. Equipment demonstration may be of Bidder/Proposer-owned equipment or third-party-owned equipment.

Failure on the Bidder's/Proposer’s part to provide the equipment demonstration as described may result in the rejection of its Offer and/or suspension from consideration for award of bids, proposals, or contracts with the County for a period of up to twenty-four (24) months.

4.19 Facilities Inspection

Prior to the award of this Solicitation Document, the County reserves the right to inspect the Bidder's/Proposer's facility and place of business to determine that the Bidder/Proposer has a regular, bona fide established business that is presently an on-going concern and is likely to continue as such, and is capable of providing the products and/or services, including any later warranty service, or replacement parts support as may be required.

4.20 Hillsborough County Business Tax

All Offerors are required to comply with Hillsborough County Code of Ordinances and Laws, Part A, Chapter 46, Article III, as may be amended in the future. Failure of an Offeror to comply with such regulation shall not be a basis to protest the County’s award of the Contract; instead, any reported failure of an Offeror to comply with these regulations will be referred to the Hillsborough County Tax Collector.

4.21 Inspection of Samples

After the Bid Submittal Deadline/Close Date, the County reserves the right to review and inspect representative samples of the products/goods being proposed by the apparent lowest responsive Bidder/Proposer. Within ten (10) Business Days of receiving a request from the County, Bidder/Proposer shall provide the County with samples of each item requested for the purpose of the County conducting a quality test or comparison without cost to the County. At the County’s option, this inspection may take place locally, at the Bidder’s/Proposer's place of business or at a location selected by the County. The County will not be responsible for shipping or other expenses incurred by the Bidder/Proposer in the qualification of its products or company. The County makes no guarantee that samples will be returned; however, samples not destroyed in testing https://hcfl.gov/businesses/doing-business-with-hillsborough

ITQ-26-00124 Page 24 may be available for return upon request (at the Bidder’s/Proposer's expense) after testing is completed and after award of the Contract. Failure to provide the samples described above may result in the rejection of Bidder’s/Proposer's Offer and/or suspension of Bidder/Proposer from bidding/proposing on County procurements.

4.22 Licensing

Bidder/Proposer shall be properly licensed for the appropriate category of Work specified in this Solicitation Document. All Bidders/Proposers are requested to submit any required license(s) with their Offers. License(s) must be effective as of the Bid Submittal Deadline/Close Date and must be maintained throughout the Contract Period. Failure to be properly licensed as stated above will result in the rejection of the Offer as non-responsive.

4.23 Modification and/or Withdrawal of Offer Prior to Close Date

Prior to the Bid Submittal Deadline/Close Date, Offers may be withdrawn upon written request signed by the Bidder/Proposer and submitted and/or postmarked to the County prior to the Bid Submittal Deadline/Close Date. Withdrawn Offers will not be returned to the Bidder/Proposer.

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