Addendum No. 1.pdf

DOT-ITB-24-8015-RM

State of Florida DOT

M E M O R A N D U M

ADDENDUM NO. 1

Date: April 5, 2024

To: Bidders

From: Robin Morgan

Senior Contract Specialist

Florida’s Turnpike Enterprise

Subject: DOT-ITB-24-8015-RM

Life Safety Monitoring, Inspection and Repair at SunTrax Test Facility, City of Auburndale, Polk County, Florida

Bidders and other interested parties are informed that the referenced documents are hereby revised changed and supplemented as set forth below:

• Exhibit “A,” Scope of Services, Pages A-2 and A-3

• Exhibit “B,” Method of Compensation, Pages B-1 through B-5

• Exhibit “C,” Bid Blank, Pages C-1 through C-4

Please replace the above referenced pages in the Complete Bid Package with the attached revised pages, dated

4/5/2024.

Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

FPID: 437300-3-7B-01

2.0 Location and Site Description:

The Suntrax Test Facility is located off Interstate 4 (I-4) between Orlando and Tampa.

Physical Address: 100 Transformation Way, Auburndale, Florida, 33823.

3.0 Vendor’s Requirements

The Vendor shall maintain and keep in force throughout the life of the Contract, renewals, and extensions, the requirements specified below. Failure of the Vendor to comply with these requirements will be sufficient grounds for the Department to declare the Vendor in default pursuant to the terms of Section 7, Termination and Default, of the Standard Written Agreement.

3.1 Licensure, Certification and Registration

The Vendor providing services shall hold and keep in force during the term of the Contract, a valid and current certificate/license, in accordance with the laws of the State of Florida, authorizing the

Vendor, or approved sub-vendor, to perform the specified work and have all required federal, state, and local licenses and permits.

3.2 Business Location

The Vendor shall hold and maintain a current valid Business Tax Receipt which states the name of the

Vendor and street address of the business location for the duration of the Contract.

3.3 The Vendor shall complete all services as outlined in accordance with the following Standards below.

a. NFPA 25 – Standard for the Inspection, Testing and Maintenance of Water-Based Fire

Protection Systems (NFPA Fire Sprinkler Inspections).

b. NFPA 72- National Fire Alarm and Signaling Code (Fire Alarm Inspections and Testing)

c. NFPA 10 – Standard for Portable Fire Extinguishers (Extinguishers)

d. NFPA 30 – Flammable and Combustible Liquids Code (Fueling Facility)

e. NFPA 70 – National Electric Code

f. NFPA 70B – Recommended Practice for Electrical Equipment Maintenance

g. NFPA 70E – Standard for Electrical Safety in the Workplace

h. NFPA 101 – Life Safety Code

i. NFPA 214 – Standard on Water-Cooling Towers

4.0 Vendor’s Responsibilities (Scope of Work)

4.1 Life Safety Monitoring and Inspection Requirements

A. Fire Alarm Monitoring

The Vendor shall provide twenty-four (24) hours a day, three hundred sixty-five (365) days a year monitoring of the fire alarm system. The Vendor shall configure the existing fire alarm service to allow all signals to be reported to a Central Monitoring System. The Vendor shall respond to reported alarms by contacting the respective emergency services and complete the hierarchy of contacts as provided by the Department. The Department’s approval of the monitoring company is required as part of this Contract.

NOTE:

Fire alarm monitoring will be required for the main fire alarm panel in the Administration

Building which includes all the infield sub-panel locations. There is also a standalone fire alarm in the Operations Building that includes the Storage Building which also requires monitoring.

The Vendor shall perform and complete the annual and semi-annual inspection and recertification of the fire alarm system for each building as shown in Attachment “D”- SunTrax Life Safety

Systems. Drawings for the fire alarm systems are included in Attachment “E”. Test and inspection shall be done in accordance with the respective NFPA standards where each device is tested for operation and reporting. The Vendor shall provide a 3-ring binder with the name of the report written on the cover sheet. Copies of all reports and tests shall be left on site.

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NOTE:

Annual fire alarm inspection will be required for the main fire alarm panel in the

Administration Building which includes all the infield sub-panel locations. There is also a standalone fire alarm in the Operation Building that includes the Storage Building which also requires inspections.

B C. Fire Suppression System Inspections and Recertifications

1. The Vendor shall perform and complete the quarterly, semi-annual and annual inspection and recertification of the wet sprinkler systems for each building as shown in Attachment “D”- SunTrax Life Safety Systems. Drawings for the wet sprinkler system are included in

Attachment “E”. Test and inspection shall be done in accordance with the respective NFPA standards where each piece of equipment and device is tested for operation and reporting. The

Vendor shall provide a 3-ring binder with the name of the report written on the cover sheet.

Copies of all reports and tests shall be left on site.

2. The Vendor shall perform and complete the quarterly and annual inspections and recertifications of the dry chemical systems for kitchen system as shown on Attachment “D”.

C D. Fire Extinguisher Inspections

The Vendor shall perform, and complete inspection of each fire extinguisher listed in Attachment

“D”. A new tag shall be affixed to each extinguisher, or the existing tag updated with the new inspection date. The cost to recharge or replace any individual extinguisher will be charged to

Parts/Materials pay item.

D E. Personnel Lift or Bucket Truck

Upon the Department’s request, the Vendor shall furnish a personnel lift or bucket truck with an operator, outfitted with amber strobes and Department approved cones. The personnel lift or bucket truck may be used to perform work other than fire alarm service work (e.g. removal of bird’s nest or fixing canopy signs). The personnel lift shall be capable of holding two (2) persons and reaching up to thirty feet (30’) high. The work shall be authorized at the discretion of the

Department’s Project/Contract Manager.

4.2 Other Services Requirements (Emergency and Non-Emergency Services)

A. The Vendor shall provide unscheduled services, to resolve or mitigate problems to the fire alarm and/or suppression systems including response to nuisance and supervisory alarms, defective sensors, false alarm, fire pump issues, leaks, and all other issues associated with this system. The

Vendor shall make available qualified technicians to service all aspects of the fire alarm and/or suppression systems regardless of manufacturer or model on an emergency basis as deemed warranted by the Department.

B. The Department’s Project/Contract Manager will notify the Vendor when to proceed with work by issuance of a Work Document. The Work Document will identify the location and describe the anticipated work. Work requests can either be written or verbal. All verbal work requests will be confirmed by the Department in writing within seventy-two (72) hours.

C. In the event of any emergencies, the Vendor shall respond within three (3) hours after notification from the Department’s Project/Contract Manager. The Vendor shall be available on the site within the specified response time and be prepared to respond to the problem.

D. Any required repairs will be paid on a time and material basis, under a separate Work Document, using the applicable pay items as approved by the Department’s Project/Contract Manager.

E. The Vendor shall notify the Department’s Project/Contract Manager for approval prior to conducting work if the work will exceed five percent (5%) of the original work document estimate.

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EXHIBIT “B”

METHOD OF COMPENSATION

LIFE SAFETY MONITORING, INSPECTION AND REPAIR AT SUNTRAX TEST FACILITY

CITY OF AUBURNDALE, POLK COUNTY, FLORIDA

ESTIMATED QUANTITIES CONTRACT

1.0 General

The Vendor shall accept the compensation as provided in this Contract as full payment for furnishing all labor, materials and equipment, for performing all work under this Contract, and for all other costs including, but not limited to: tolls, dump fees, fuel, permits, and any documentation required in this Contract. All work not specifically defined shall be included in the Bid item(s).

The Contract is governed by budgetary restrictions. The reimbursement to the Vendor will be based on the unit price of the actual amount of work authorized for completion and approved by the Department’s Project/Contract

Manager. The planned quantities can be increased or decreased depending on site conditions. Final reimbursement shall not exceed the amount set forth in Exhibit “C,” Bid Blank, but may be less than the Contract amount since all quantities are estimated and no quantities are guaranteed.

The Vendor shall not be obligated to perform services or incur costs that would result in exceeding the Contract dollar amount, nor shall the Department be obligated to reimburse the Vendor’s for services which result in exceeding the Contract dollar amount, except to the extent said amount is increased by a Supplemental Agreement.

Execution of this Contract does not guarantee that the work will be authorized.

This is an estimated quantities Contract whereby the Vendor agrees to furnish the services specified herein during the term of the Contract and any renewals and extensions thereto. It is further agreed that the unit price bid by the

Vendor shall remain unchanged if the actual quantities used are less or greater than what is identified. The

Department, based on need and availability of budget, may increase or decrease the quantity of services required of the Vendor within the general description of the project.

2.0 Pay Item Definition (Basis of Payment)

The Department agrees to pay the Vendor for the services performed, an amount of compensation and method of payment as described and detailed herein and in Exhibit "C," Bid Blank.

2.1 Life Safety Monitoring and Inspection Requirements

Payment will be made on the basis of the Contract unit prices as shown in Exhibit “C,” Bid Blank under the following item numbers:

• Pay Item No. 1 – Fire Alarm Monitoring Services (Per Each)

The Contract unit rate for this pay item shall cover the cost for all services associated with the monitoring of the fire alarm systems and associated reporting as outline in Exhibit “A”, Section 4.1 (A). Any modifications or upgrades need to the existing panels to allow monitoring shall be part of the monthly cost for this line item and not any additional costs.

Pay Item No. 2 – Annual Fire Alarm Inspections and Recertifications, Each (EA)

The Contract unit rate for this pay item shall cover the cost for all work associated with the annual inspections and recertifications of all fire alarms as described in Exhibit “A”, Section 4.1 (B). Any need repairs or modification found during the respective inspection shall have payment provide using labor and material/part pay items. Include the cost of any lift equipment and other incidentals needed to accomplish the tasks under this pay item.

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• Pay Item No. 3 – Semi-Annual Fire Alarm Inspections and Recertifications, Each (EA)

The Contract unit rate for this pay item shall cover the cost for all work associated with the semi-annual inspections and recertifications of all fire alarms as described in Exhibit “A”, Section 4.1 (B). Any need repairs or modification found during the respective inspection shall be paid using labor and material/part pay items. Include the cost of any lift equipment and other incidentals needed to accomplish the tasks under this pay item.

• Pay Item No. 3 4 – Quarterly Fire Suppression Inspection and Recertification, Each (EA)

The Contract unit rate for this pay item shall cover the cost for all work associated with the quarterly inspection and recertification of all fire wet and dry fire suppressions systems as described in Exhibit

“A”, Section 4.1 (C). Any needed repairs or modifications found during the respective inspection shall be paid using the labor and parts/materials pay items. Include the cost of any lift equipment and other incidentals needed to accomplish the tasks under this pay item.

• Pay Item No. 5 – Semi-Annual Fire Suppression Inspection and Recertification, Each (EA)

The Contract unit rate for this pay item shall cover the cost for all work associated with the semi-annual inspection and recertification of all fire wet and dry fire suppressions systems as described in Exhibit

“A”, Section 4.1 (C). Any needed repairs or modifications found during the respective inspection shall be paid using the labor and parts/materials pay items. Include the cost of any lift equipment and other

• Pay Item No. 4 6 – Annual Fire Suppression Inspection and Recertification, Each (EA)

The Contract unit rate for this pay item shall cover the cost for all work associated with the annual inspection and recertification of all fire wet and dry fire suppressions systems as described in Exhibit

“A”, Section 4.1 (C). Any needed repairs or modifications found during the respective inspection shall be paid using the labor and parts/materials pay items. Include the cost of any lift equipment and other

• Pay Item No. 5 7 – Fire Extinguisher Inspections, Each (EA)

The Contract unit rate for this pay item shall cover the cost to perform inspection and recertification of each fire extinguisher as described in Exhibit “A”, Section 4.1 (D).

2.2 Labor and Parts/Materials Pay Items

A. The Department will pay the Vendor a one (1) hour minimum for approved service personnel rate and/or personnel lift/bucket truck hourly rate, as applicable, for each work document requiring such service at each site. Multiple work documents at the same site per visit will be considered as a single repair and replacement call for the purpose of the one (1) hour minimum charge. For work performed at the site in excess of the one (1) hour minimum, the Vendor’s time will be pro-rated and paid in quarter-hour (.25) increments.

B. In cases of emergencies, where immediate action is required, as specified in Exhibit “A,” Scope of

Services, Section 4.2, Other Services Requirements (Emergency and Non-Emergency Services) the Department will pay the Vendor two (2) hours minimum for the approved service personnel rate, as applicable, for repair services at each site. Site designations are shown in Attachment “D,”

SunTrax Life Safety Systems. Multiple work documents at the same site per visit will be considered as a single repair and replacement call for the purpose of the two (2) hours minimum charge. For work performed at the site in excess of the two (2) hours minimum, the Vendor’s time will be pro-rated and paid in quarter-hour (0.25) increments.

C. The Vendor shall apply an hourly rate that will be applicable to each technician on site.

• Pay Items No. 6 8 – Fire Alarm Technician, Hour (HR)

The Contract unit rate for this pay item shall cover the cost of each hour the Vendor’s service personnel is performing the duties of a Fire Alarm Technician.

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• Pay Items No. 7 9 – Fire Suppression Technician, Hour (HR)

The Contract unit rate for this pay item shall cover the cost of each hour the Vendor’s service personnel is performing the duties of a Fire Suppression Technician.

• Pay Items No. 10 – Helper, Hour (HR)

The Contract unit rate for this pay item shall cover the cost of each hour the Vendor’s service personnel is performing the duties of a Helper.

2.3 Parts/Materials for Repair, Installation and Replacement Work

Pay Items 8 11 and 9 12 are an allowance for purchase, handling, storage, and inventory of supplies and for overhead, profit, and sales tax associated with these parts/materials, and a percentage mark-up allowance.

• Pay Item No. 8 11 - Parts/Materials Allowance, Dollars ($)

The Parts/Materials Allowance covers ONLY the actual cost of Parts/Materials; it does not include state sales tax, packing freight, shipping, demurrage, or any other handling charges.

• Pay Item No. 9 12 - Mark-Up Allowance for Parts/Materials, Percent (%):

The fixed percentage for mark-up allowance will be full compensation for state sales tax, packing freight, shipping, demurrage or any other handling charges, overhead, profit, unloading and handling of parts/materials on-site, and any other applicable expenses.

2.4 Personnel Lift or Bucket Truck

• Pay Item No. 10 13 - Personnel Lift or Bucket Truck, Including an Operator/Technician, Hour (HR).

The Contract unit rate for this pay item shall cover the cost of each hour the Vendor furnishes a personnel lift or bucket truck as described on Exhibit “A,” Section 4.1 (F E) including an operator/technician if the personnel lift or bucket truck is operated by the technician from within the bucket. However, if the personnel lift or bucket truck is operated from the ground, the work on the ground shall be considered the operator included in this pay item, and the technician in the bucket will be covered under pay item

7 8 or 8 9. Use of Personnel Lift or Bucket Truck, including an operator, shall be used when directed by the Department’s Project/Contract Manager.

2.5

Subcontractor

• Pay Item No. 14 - Sub-vendor Costs Allowance, Dollars.

All work requiring specific State of Florida Licenses which the Vendor does not hold or is not qualified to perform i.e. repair or programming of a proprietary fire alarm control panel. Obtain quote(s) on Sub-vendor’s office letterhead for review and approval, including breakdown of costs by work activities, disciplines, and/or labor-material-equipment format, as applicable. The Department reserves the right to reject or ask for additional quote(s) if necessary.

• Pay Item No. 15 - Sub-vendor Mark-up Allowance, Percentage (%).

Mark-up shall be all inclusive to the Vendor for obtaining quote(s) and managing a Sub-vendor and shall include but not be limited to the supervision, coordination, scheduling, overhead, profits and work acceptance.

3.0 Method of Measurement

All measurement of payment will be based on the actual amount of work completed and accepted, in strict accordance with the specifications and all codes/standards specified herein and approved by the Department’s Project/Contract Manager. Work completed under this Contract shall be measured according to the methods outlined in the basis of payment hereunder and shall be paid for at the contract unit price for such activity.

3.1 Compensation

The Vendor shall be paid, per the compensation details in this Exhibit and price schedule in the Exhibit “C,” kn852ac Cross-out kn852ac Highlight kn852ac Cross-out kn852ac Highlight kn852ac Cross-out kn852ac Highlight kn852ac Cross-out kn852ac Highlight kn852ac Cross-out kn852ac Highlight kn852ac Cross-out kn852ac Highlight kn852ac Cross-out kn852ac Highlight kn852ac Cross-out kn852ac Highlight kn852ac Cross-out

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Bid Blank for the work accomplished and accepted by the Department’s Project/Contract Manager. The total payment made to the Vendor shall not exceed the maximum amount of the face value of the Contract, without a Supplemental Agreement being processed.

3.2 Invoicing

Payment will be made following receipt and approval of a monthly invoice package for all work performed and accepted by the Department’s Project/Contract Manager.

The Vendor’s monthly invoice package shall be submitted to the address below.

Department of Transportation

PO Box 613069

Ocoee FL 34761

Attn: TBD

A. The itemized monthly invoice package shall be a legible summary on the Vendor’s letterhead that includes the following:

1. Company Name & Address

2. Financial Project Identification and Contract Number

3. Remittance address if different from mailing address

4. Service Period ((First day work began to the last day work was completed, e.g. Jan. 2, 20XX to

Feb. 3, 20XX)

5. List of Contract Maintenance Work Document Number(s)

6. Pay Item Number & Description

7. Total cost per Work Document

8. Total Amount of Invoice

9. Total Labor Hours

B. The “LABOR HOURS” are the total number of expended hours multiplied by the number of employees assigned to perform the work. The information is required for entry into the Department’s Maintenance

Management System (MMS) only, and not intended as a basis of payment.

3.3 The Vendor shall provide a statement (Form 7 - Disbursement of Previous Payment), with all but the first and last pay request to the Department which certifies that the Vendor has disbursed to all sub-vendors, laborers, and materials suppliers, having an interest in the Contract, their pro-rata shares of the payment, out of the previous payments received by the Vendor for all work completed and materials furnished in the previous period. This certification shall be in the form designated by the Department. The Department shall not make any payments after the initial payment until the Vendor furnishes said certification, unless the Vendor demonstrates good cause for not making any such required payment and provides written notification of any such good cause to both, the Department and the affected sub-vendors, laborers, and material suppliers.

3.4 Payment for parts/materials will be made upon presentation of receipt from the parts/materials supplier to the Vendor. The receipt shall be attached to the Vendor’s invoice when billing the Department for parts/materials. This documentation of the supplier’s receipt is a requirement of the State Comptroller in order to receive reimbursement for parts/materials.

3.5 Any work performed by unlicensed or unapproved personnel shall result in non-payment.

3.6 In case there are discrepancies between the Department’s records and the unscheduled service hours stated in the Vendor’s invoice, the visitor log will be used to verify the Vendor’s hours. Should the Vendor fail during that assignment to comply with the sign-in/sign-out requirements, the Department reserves the right to pay the Vendor for a maximum of one (1) hour, regardless of the hours invoiced by the Vendor for that work order.

3.7 No compensation shall be paid separately for travel time, expenses or tolls. Therefore, all anticipated travel time and travel expenses incurred by the Vendor shall be included in the Vendor’s unit bid prices. The

Vendor and any sub-vendor shall pay toll charges for all vehicles and equipment at the standard rate

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3.8 The Vendor shall submit a Certificate of Contract Completion with the final invoice (see Form 8).

3.9 In the event that funds paid to the Vendor under this Contract are subsequently disallowed by the Department because of accounting errors or charges not in conformity with this Contract, the Vendor agrees that such disallowed amounts are due to the Department upon demand. Further, Vendor agrees that the Department shall have the right to deduct from any payment due to the Vendor under any other contract between the

Vendor and the Department or under this Contract, an amount sufficient to satisfy any amount due and owing the Department by the Vendor.

4.0 Financial Consequences

See Exhibit “A,” Scope of Services, Section 4.12 Performance Measures.

C-1

EXHIBIT “C”, BID BLANK

FORMULA (FOR FILLING IN BID BLANK PAY ITEM): QUANTITY OF ITEM X(times) THE UNIT RATE($) = PAY ITEM TOTAL ($)

Name of Bidder: Subtotal Amount of Pay Item Nos. 1 – 8: $ .

* All quantities, including allowance for parts, represent estimated quantities. If the actual is less than or greater than what is identified, the unit rate shall remain unchanged.

PAY

ITEM

NO.

DESCRIPTION UNIT

QUANTITY

OF ITEM*

UNIT RATE PAY ITEM TOTAL

1 Fire Alarm Monitoring Services Each 12

Annual Fire Alarm Inspections and

Recertifications Each 1

Semi-Annual Fire Alarm Inspections and

Recertifications

Quarterly Fire Suppression Inspection and

Recertification Each 2

Semi-Annual Fire Suppression Inspection and Recertification

Annual Fire Suppression Inspection and

Recertification

7 Fire Extinguisher Inspections Each 118

8 Fire Alarm Technician Hour 100

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FORMULA (FOR FILLING IN BID BLANK PAY ITEM): QUANTITY OF ITEM X(times) THE UNIT RATE($) = TOTAL ($)

Name of Bidder: Subtotal Amount of Pay Item Nos. 9 – 15: $ .

* All quantities, including allowance for parts, represent estimated quantities. If the actual is less than or greater than what is identified, the unit rate shall remain unchanged.

PAY

ITEM

NO.

DESCRIPTION UNIT

QUANTITY

OF ITEM*

UNIT RATE PAY ITEM TOTAL

9 Fire Suppression Technician Hour 30

10 Helper Hour 30

11 Parts/Materials Allowance Dollars 1 DO NOT BID $10,000.00

(Include in Subtotal)

Mark-Up Allowance for Parts/Materials

(Not to Exceed 20%) Percent

$10,000.00

Personnel Lift or Bucket Truck, Including an Operator/Technician Hour 30

14 Sub-vendor Costs Allowance Dollars 1 DO NOT BID $2,500.00

(Include in Subtotal)

Sub-vendor Mark-up Allowance

(Not to Exceed 20%) Percent

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EXHIBIT “C,” BID BLANK

SUBTOTAL AMOUNT FOR PAY ITEMS 1 – 8: $ .

SUBTOTAL AMOUNT FOR PAY ITEMS 9 – 15: $ .

TOTAL AMOUNT OF BID FOR THIS CONTRACT $ .

(Add together all above subtotals)

MFMP Transaction Fee: All payment(s) to the Vendor resulting from this competitive solicitation WILL be subject to the MFMP Transaction Fee in accordance with the referenced Form PUR 1000

General Contract Condition #14. The Transaction Fee imposed shall be based upon the date of issuance of the payment.

Name of Bidder: __________________________________________________

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The Bidder has completed and is returning the following documents as part of its Bid.

___ Bid Blank: Exhibit C, Page C-1 thru C-4.

___ All forms required by the Bid Package (Forms 1 thru 6). Be certain to fill in all the blanks on the forms supplied; do not leave any blank lines on the forms.

Sign and return each form.

Fill in the following information, complete with authorized signature and date.

By signing below, the undersigned certifies that the undersigned is authorized to execute this document on behalf of, and to bind, the Bidder, on whose behalf the undersigned executes this document.

Name of Bidder: (Print) Federal I.D. No. :

Address: M.B.E.: □Yes □No

City: County: State: Zip: -

Phone Number: ( ) - E-mail Address:

Authorized Signature: Title:

Print/Type Name: □Mr. □Ms. □Mrs. Date:

Emergency Contact Information (After Hours):

Name: Phone Number: ( ) - E-mail Address: