Annual_Fire_Protection_Repairs__Maintenance__and_New_Installations_JOC_(Job_Order_Contract).pdf

REQUEST FOR PROPOSAL

RFP 27-213 MB

ANNUAL FIRE PROTECTION REPAIRS, MAINTENANCE, AND NEW

INSTALLATIONS JOC (JOB ORDER CONTRACT)

Alachua County, Florida

County Administration Building

Gainesville, FL 32601

RELEASE DATE: June 17, 2026

DEADLINE FOR QUESTIONS: July 12, 2026

RESPONSE DEADLINE: July 22, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/alachuacounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

Alachua County, Florida

REQUEST FOR PROPOSAL

Annual Fire Protection Repairs, Maintenance, and New Installations JOC

(Job Order Contract)

I. Introduction II. Instruction to Proposers

III. Terms and Conditions IV. Insurance Requirements V. Scope of Services

VI. Requirements and Organization VII. Selection Procedures

VIII. Evaluation Phases IX. Submittals X. Pricing

XI. Sample Agreement

Request For Proposal #RFP 27-213 MB Title: Annual Fire Protection Repairs, Maintenance, and New Installations JOC (Job Order Contract)

1. Introduction

1.1. Summary

Alachua County Board of County Commissioners (hereinafter, the “County” or “Alachua County”) is seeking proposals from qualified individuals or entities (hereinafter, referred to as "Proposer”) for the provision of RFP 27-213 MB Annual Fire Protection Repairs, Maintenance, and New Installations JOC

(Job Order Contract).

The following apply to this request for proposal: Instruction to Proposers, Terms and Conditions, Insurance, Scope of Work, Proposal Requirements and Organization, Request for Proposal Selection

Procedures, Evaluation Phases, Submittals and Sample Agreement.

The Alachua County Facilities Management Department is responsible for maintaining the safety, reliability, and operational performance of building systems across County-owned facilities. These systems are critical to supporting daily operations, life safety functions, public services, and regulatory compliance. Timely maintenance, upgrades, and repairs are essential to ensure uninterrupted service and long-term asset preservation.

To support these objectives, the County is seeking qualified, licensed, and experienced contractors to provide fire Protection Repairs, Maintenance, and New Installations JOC (Job Order Contract) throughout County-owned facilities.

Under the resulting contract, the Contractor(s) will furnish all labor, supervision, materials, equipment, and incidentals necessary to perform the services described in the Scope of Services.

The County intends to utilize a Job Order Contract (JOC) structure, which provides flexibility to complete multiple small and mid-sized projects without issuing separate solicitations. Work will be assigned through individual job orders issued on an as-needed basis in accordance with competitively bid adjustment factors and pre-established unit pricing.

The resulting contract will be administered in accordance with the pricing and delivery structure identified in this solicitation and will support the County’s commitment to safety, quality workmanship, cost control, and operational continuity.

1.2. Background

Location: Alachua County is located in North Central Florida. The County government seat is situated in

Gainesville. Gainesville is located 70 miles southwest of Jacksonville, 129 miles southeast of Tallahassee, 140 miles northeast of Tampa - St. Petersburg and 109 miles northwest of Orlando. Alachua County has a population of over 250,000 and a regional airport. The County itself consists of a total area of 969 square miles.

Form of Government: Alachua County is governed by a Board of five (5) elected County Commissioners and operates under the established County Manager Charter form of government. In addition to the five

County Commissioners, there are five elected Constitutional Officers: Supervisor of Elections, Sheriff, Clerk of the Court, Tax Collector, and the Property Appraiser. The Alachua County Attorney also reports to the Board.

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1.3. Contact Information

Markisha Boykin

Procurement Agent III

Email: mboykin@alachuacounty.us

Phone: (352) 384-3092

Department:

Facilities Management

1.4. Timeline

Solicitation Release Date June 17, 2026

Question Submission Deadline July 12, 2026, 12:00am mailto:mboykin@alachuacounty.us tel:(352)384-3092

Solicitation Submission Deadline July 22, 2026, 2:00pm

Here's the Zoom link and information:

The scheduled solicitation opening will occur via

Zoom during a public meeting; the information to join is provided below. Attendance (live viewing) of the proposals opening is not required.

Join Zoom Meeting https://alachuacounty-us.zoom.us/j/87802786974?pwd=ii3kK5yOdz4m42

EyOrENoYfX9G87wq.1

Meeting ID: 878 0278 6974

Passcode: 581222

One tap mobile

+13052241968,,87802786974# US

+13092053325,,87802786974# US

Join instructions https://alachuacounty-us.zoom.us/meetings/87802786974/invitations?sig nature=1J2hqRmLm122SztMEmb5eqdWpfjKtjG_s2

8_mdhAyvM

If you have a disability and need an accommodation in order to participate, please contact the Alachua County ADA Coordinator at

ADA@alachuacounty.us or Equal Opportunity

Office at 352-374-5275 at least 7 business days prior to the event. If you are unable to notify the

Office prior to the event, please inform an Alachua

County employee that you need assistance.

TDD/TTY users, please call 711 (Florida Relay

Service).

https://alachuacounty-us.zoom.us/j/87802786974?pwd=ii3kK5yOdz4m42EyOrENoYfX9G87wq.1 https://alachuacounty-us.zoom.us/j/87802786974?pwd=ii3kK5yOdz4m42EyOrENoYfX9G87wq.1 https://alachuacounty-us.zoom.us/j/87802786974?pwd=ii3kK5yOdz4m42EyOrENoYfX9G87wq.1 https://alachuacounty-us.zoom.us/meetings/87802786974/invitations?signature=1J2hqRmLm122SztMEmb5eqdWpfjKtjG_s28_mdhAyvM https://alachuacounty-us.zoom.us/meetings/87802786974/invitations?signature=1J2hqRmLm122SztMEmb5eqdWpfjKtjG_s28_mdhAyvM https://alachuacounty-us.zoom.us/meetings/87802786974/invitations?signature=1J2hqRmLm122SztMEmb5eqdWpfjKtjG_s28_mdhAyvM https://alachuacounty-us.zoom.us/meetings/87802786974/invitations?signature=1J2hqRmLm122SztMEmb5eqdWpfjKtjG_s28_mdhAyvM mailto:ADA@alachuacounty.us

2. Instruction to Proposers

2.1. Submission of Solicitation

To submit a solicitation response, the Vendor must be registered with the County's Public Portal.

Submittals must be received with all required submissions included. Failure to comply may preclude consideration of the submittal.

Each Vendor is responsible for full and complete compliance with all laws, rules, requirements and regulations which may be applicable.

The cost for the preparation and submittal in response to this Solicitation are entirely the obligation of the Vendor and shall not be chargeable in any manner to Alachua County.

The proposal response, containing all required documents, must be received by Alachua County

Procurement by 2:00 pm on Wednesday, July 22, 2026. The proposer's submittal must be completed in the Public Portal prior to the 2:00 pm deadline. THE COUNTY WILL NOT ACCEPT LATE SUBMITTALS. Any required uploaded documents should be done in PDF format and be labeled correctly unless the solicitation states otherwise. The PDF document should be titled with proposer’s name, RFP number, and if the response is submitted in parts, include “Part # of x”.

The response must be submitted with the proposer’s name by an officer or an authorized representative of the business entity who is legally authorized to enter into a contractual relationship on behalf of the

Consultant. An authorized representative who is not an officer may submit the proposal; in this case the

Consultant must say yes to the Submittals section granting authorization to the officer or authorized representative to execute on behalf of the business entity.

2.2. Withdrawal of Submittals

Modifications to or withdrawal of a Vendor's submittal can be made up to the deadline date.

Modifications and withdrawals must be documented in the County's Public Portal in order to be recognized by the County. Any Vendor may withdraw their submittal electronically at any time prior to the scheduled closing time for receipt of submittals. Any submittal not withdrawn will constitute an irrevocable offer, for a period of one hundred twenty (120) days, to provide the County adequate time to award the Solicitation for the services and/or goods specified.

2.3. Addenda and Notices - Question and Answers

After thoroughly reading the Solicitation and Attachments, any Vendor who has a question about a requirement, term, attachments, or related documents, may submit a written interpretation request, via the Question and Answer Tab, by the deadline date for questions and answers referenced in the

Introduction, to be considered for a response.

All such interpretations and any supplemental instructions, duly issued, will be posted to the Public

Portal. Oral answers will not be authoritative. All addenda so issued shall become part of the Solicitation documents.

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Addenda Notification: Vendors are required to register for an account via the County's e-Procurement

Public Portal. Once a Vendor has completed registration, they will receive addenda notifications to their email by clicking “Follow” on the project. It is sole responsibility of each Vendor to periodically check the site for any addenda and further notices issued at https://secure.procurenow.com/portal/alachuacounty. Failure to receive or review an addenda or notice by the Vendor is not the fault of the County or County staff.

2.4. Acceptance and Rejection of Submittals

Alachua County reserves the right to reject any submittal which may be considered incomplete, unbalanced, show serious omission, unauthorized alteration of form, unauthorized alternate submittals, or contain irregularities of any kind.

Submittal requirements of this Solicitation are for evaluation and selection purposes only. The County may allow alterations, modifications, or revisions to individual elements of the successful submittal at any time during the period of the award which results from this Solicitation.

Alachua County reserves the right to accept or reject any or all submittals in whole or in part, with or without cause, to waive technicalities, or to accept submittals or portions thereof which, in the County's judgment, best serve the interests of the County. Additionally, the County reserve the right to award a contract to the next most qualified Vendor if a selected Vendor does not execute a contract within thirty

(30) days after the award of the proposal. The thirty-day (30) time period may be extended an additional twenty (20) days where the selected Vendor is unavailable during the initial thirty-day (30) period.

Upon submission, all submittals become the property of Alachua County. Alachua County then has the right to use any or all documents, statements, and ideas presented in any submittal in response to this

Solicitation, whether or not the submittal is accepted.

All work papers/products developed as part of this solicitation become property of the County upon termination or completion of the provision of services, unless otherwise stated.

2.5. Electronic Signatures

An electronic version of the submittal shall have the same legal effect and enforceability as a paper version. An Electronic Submittal may be executed by use of electronic signatures. Electronic signatures shall have the same legal effect and enforceability as manually written signatures. Delivery and submission of a submittal any other associated document bearing an manually written or electronic signature, by facsimile transmission (whether directly from one facsimile device to another by means of a dial-up connection or whether mediated by the worldwide web), by e-mail in “portable document format” (“.pdf”) form, or by any other electronic means intended to preserve the original graphic and pictorial appearance of a document, will have the same effect as physical delivery of the paper document bearing an original or electronic signature.

2.6. Public Record Exemption or Proprietary Confidential Information

Responses to this solicitation received by the County become public records subject to the provisions of

Chapter 119 F.S., Florida's Public Records Law. If you believe that any portion or all of your response is https://secure.procurenow.com/portal/alachuacounty https://secure.procurenow.com/portal/alachuacounty exempt from public records disclosure or exempt from disclosure because it constitutes a trade secret or proprietary confidential business information under Florida Law or is otherwise exempt from disclosure as a Public Record, you should clearly assert such exemption and state the specific legal authority for the asserted exemption. All material that is designated as exempt from Chapter 119 must be submitted in in the Submittals section, clearly identified as “PUBLIC RECORDS EXEMPT".

Furthermore, you must complete all of the Proprietary Information subsection found in the Submittals section.

Please be aware that the designation of an item as exempt from disclosure as a Public Record may be challenged in court by any person. By your designation of material in your proposal as "Public Records

Exempt”, you agree to defend and hold harmless the County and its commissioners, officers, and employees from any claims, judgments, damages, penalties, and attorney's fees and costs, of the challenger and for costs and attorney's fees incurred by the County, by reason of any legal action challenging the designation.

2.7. Drug Free Workplace

Florida Statutes, Section 287.087 states that whenever two or more submittals or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. A Vendor certifying a drug-free workplace shall complete the Submittals section.

2.8. Term of Contract and Renewals

The resulting agreement for services or goods with the selected Vendor will be effective for the period beginning on October 1, 2026. Generally, the term will begin on October 1, 2026, and continue through

September 30, 2027 unless earlier terminated as provided herein. The County has the option to renew this agreement for two additional two year-periods at the same terms and conditions outlined here in.

The Vendor may choose not to renew with the County provided we have written notice ninety (90) days prior to our fiscal year starting on October 1st for each term renewal.

The amendments to extend the contract will be issued once the County has exercised the option to renew. A contract as a result of the solicitation, shall be deemed effective only to the extent of appropriations available to the County at any time during the contract period.

2.9. Corporate Resolution

A business entity can engage in business in its own name, entering into contracts, deeds and other legal documents, just like an individual. The board of directors can name the officers with authority to sign those documents in its bylaws or corporate resolutions. These officers named have the express, actual authority to legally bind the corporation to the documents they sign. That is, any document they sign will be considered signed by the business entity itself.

A vendor certifying a corporate resolution shall complete the Submittals section.

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2.10. Manufacturer's Certification

The County reserves the right to request from Vendor a separate manufacturer certification of all statements made in the solicitation. Failure to provide such certification may result in rejection of submittal or default termination of Agreement for which the Vendor must bear full liability.

2.11. Right to Protest

Protests and appeals of solicitations and awards by a Vendor will be by the method provided in the

Alachua County Procurement Code https://alachuacounty.us/depts/procurement/pages/procurementmanual.aspx . The term “Proposer” for this part includes any person or entity that responds to any type of solicitation issued by the County

(e.g., ITB, RFP, ITN), and is not limited solely to a person or entity that submits a proposal in response to a Solicitation.

2.12. Responsible Agent

The Vendor shall designate and submit a responsible agent and alternate as necessary, for all dealings, communications, or notices or contracts between the County and the Vendor, see Submittals section.

The Director will be the responsible agent for the County. Any notice or communication to or from the responsible agent shall be deemed to be a communication to the Vendor.

2.13. Small Business Enterprise (SBE) Program Participation

The Alachua County Board of County Commissioners has adopted a 15% participation goal of SBE's in the provision of goods, services, construction and utilize a participation program, where permitted. SBE is a vendor that is certified by the Alachua County Equal Opportunity Office prior to the solicitation deadline. The Small Business Enterprise Program Certificate should be uploaded in the Submittals section be considered responsive.

The County will award a price preference to certified SBE vendor or Proposer that meet the SBE participation goal in its response.

SBE preference does not apply to contracts that are reserved in accordance with Section 22.11-205, Alachua County Procurement Code, in which the County reserved contracts for only by SBEs. SBE preferences will not be combined.

OPTION 1: Procurement will award 5% of the total evaluation points to any certified SBE that submits a bid. Proposer must provide the SBE certification or zero preference points will be given.

OPTION 2: Procurement will award 3% of the total evaluation points to any Proposer to any vendor who commits to meet or exceed thirty percent SBE participation in response to an RFP. Proposer must provide the SBE certification and percentage they are committing to use or zero preference points will be given.

OPTION 3: Proposers will certify that their company will perform ALL the work and no SBE subcontractors will be utilized for this bid.

https://alachuacounty.us/depts/procurement/pages/procurementmanual.aspx

OPTION 4: A Proposer will not receive SBE bid price preference if all work is to be performed by the

Proposer and subcontractors are not SBE vendors. The Proposer should demonstrate a good faith effort to utilize SBE as subcontractors substantiating compliance with good faith effort requirements, if and when the work is not being completed entirely by the Proposer.

Good Faith Effort Requirements: Every competitive solicitation if not submitted by a certified SBE, should demonstrate good faith efforts to utilize SBE as subcontractors. Unless your company will perform all the work and no subcontractors. The Proposer may be expected to furnish documents substantiating compliance with good faith effort requirements

Procurement shall determine what constitutes a “good faith effort” for purposes of Proposer compliance relating to the use of services or commodities of a certified SBE’s, under Section 22.11-207, Alachua County Procurement Code.

The Equal Opportunity Office maintains a directory of certified SBE’s. The certified Alachua County SBE

Directory is available at: Alachua County Small Business Directory or Visit our web address at http://www.alachuacounty.us/government/depts/as/eo/ for a current listing of SBEs.

For information or to become certified as a SBE in Alachua County, contact the Equal Opportunity Office and request an application at: 352-374-5275 or TDD/TTY: Please Call 711 (Florida Relay System).

2.14. Volume of Previous Work

Volume of previous work will be determined by the actual fees rendered to the Consultant by Alachua

County. These fees are based on actual payments made to the Consultant and are retrieved from the

County’s electronic financial system. Only a portion of these fees (Adjusted fee) will be considered based on the fiscal year payments and the factor listed below (see below).

SAMPLE

PERIOD ACTUAL FEE FACTOR ADJUSTED FEE

Current and last year (Oct 1 – Sept 30) $ 100,000.00 X 1.0 $ 100,000.00

Second year past (Oct 1 – Sept 30) $ 100,000.00 X .08 $ 80,000.00

Third year past (Oct 1 - Sept 30) $ 100,000.00 X .06 $ 60,000.00

TOTAL ADJUSTED FEE CONSIDERED $ 240,000.00

POINTS ADJUSTED FEE (AF) *

5 AF < 50,000

4 50,000 < AF < 100,000

3 100,000 < AF < 200,000

2 200,000 < AF < 300,000

https://smallbusdir.alachuacounty.us/ https://alachuacounty.us/depts/eo/smallbusiness/pages/smallbusinessprogram.aspx

1 300,000 < AF < 400,000

0 AF > 400,000

2.15. Alachua County Location Preference

The Local Preference Program has the goals of employing local residents and businesses, reducing local unemployment, generating tax revenue in Alachua County, rewarding local residents and businesses who contribute to the County through payment of taxes, and providing continuous, stable work for local residents and businesses. A business entity is local based on the following criteria:

• A Vendor that owns or leases a physical business address within the geographic boundary of

Alachua County, Florida, for at least twelve months immediately prior to the issuance of the ITB by the County; and

• is the principal Offeror, not a subcontractor or a joint venturer.

A post office box or a facility that receives mail, or a non-permanent structure such as a construction trailer, storage shed, or other non-permanent structure, does not constitute a physical business address.

Depending on the County’s funding source and certain requirements, the Proposer must certify their location status in Submittals, and will receive a 5% of the total evaluation points, provided by

Procurement, in the RFP evaluation.

2.16. Award of Contract(s)

The County may choose to award to multiple vendors. However, the actual assignment of work shall be subject to County's needs starting with the primary vendor and then determining the workload and the

Proposer's availability at the time the work is required. Proposer acknowledges that work assignments may vary over the term of the agreement and that no Proposer is guaranteed a specific amount of work.

2.17. Consideration of Submittals

Submittals will be considered from Vendors normally engaged in providing and performing the services specified herein. The Vendor must have adequate organization, facilities, equipment and personnel to ensure prompt and efficient service, as stated in the scope, to the County. The County reserves the right to inspect the facilities and organization of the Vendor or to take any other action necessary to determine ability for the Vendor to perform in accordance with specifications, terms, and conditions before recommending any award.

2.18. Disqualification of Vendors

Only the Response from an individual, firm, partnership, or corporation, under the same or different names, will be considered for the same Work. Should it be evident that any Vendor is interested in more than one response for the same Work, all responses in which such Vendor is interested will be rejected.

Should there be reasonable ground for the County or Director to believe that collusion or combination exists among Vendors, all Responses may be rejected and all participants in such combination or collusion may be barred from submitting future Responses for the same Work.

https://procurement.opengov.com/portal/alachuacounty/projects/255225/document?section=2442458

Only reliable Vendors, capable of performing the class of Work proposed, will be considered in awarding the contract. If the available evidence of competency of any Vendor is not satisfactory to the County, the Response of such Vendor may be rejected.

2.19. Escalation Clause

This clause is designed to accommodate changes in market conditions, inflation rates, and other economic factors over the duration of the contract. The annual price escalation percentage will be determined based on reliable economic indicators and industry trends and not exceed 3%. The purpose of this clause is to ensure fair and equitable pricing throughout the contract term. Bidders are required to provide clear information on how price adjustment requests were provided to the County. Bidders are advised that price escalation request are required 120 days prior to the start of a new term or renewal. The County reserves the right to accept or reject any escalation request, regardless of when it was received.

3. Terms and Conditions

The following are the general terms and conditions, supplemental to those stated elsewhere in the

Request for Proposal, to which the selected Consultant must comply with in order to be consistent with the requirements for this Request for Proposal. If the event of any conflict between the terms and conditions contained herein and the terms and conditions contained in the awarded agreement between the County and the awarded Consultant, the terms and conditions contained in the executed for the services/project Agreement will prevail. Any deviation from these or any other stated requirements, must be listed as exceptions in a separate appendix of the proposal provided by the

County.

3.1. Non-Warranty of Request for Proposals

Due care and diligence has been used in preparing this Request for Proposal. The County shall not be responsible for any error or omission in this Request for Proposal, nor for the failure on the part of the

Consultants to ensure that they have all information necessary to affect their proposals.

3.2. Request for Clarification

The County reserves the right to request clarification of information submitted and to request additional information of one or more Consultants, either orally or in writing.

3.3. Required U.S. Department of Homeland Security E-Verify System

Pursuant to F.S. sec. 448.095, Proposer shall register with and use the U.S. Department of Homeland

Security’s E-Verify system to verify the work authorization status of all new employees of the Proposer during the term of the Agreement. Proposer shall require any subcontractors performing work or providing Services under this Agreement to register and use the U.S. Department of Homeland

Security’s E-Verify system to verify the work authorization status of all new employees of the subcontractor during the term of this Agreement, and otherwise comply with Florida law. The E-Verify system is located at https://www.uscis.gov/E-Verify. Failure to comply with this section is grounds for termination and the Proposer (a) may not be awarded a contract with the County for at least 1 year after the date on which the contract was terminated and (b) is liable for any additional costs incurred by the County as a result of termination of this Agreement.

3.4. Public Entity Crimes

A person or affiliate who has been placed on the convicted vendor list following a conviction of a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a Consultant, supplier, subconsultant, or Consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

https://www.uscis.gov/E-Verify

3.5. Discriminatory Vendor List

An entity or affiliate who has been placed on the discriminatory/disbarment vendor list may not submit a proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a Proposer, supplier, subcontractor, or Consultant under a contract with any public entity; and may not transact business with any public entity.

3.6. Vendor Eligibility

An entity or affiliate who has been placed on any of the list's below may not respond to solicitation.

Convicted Vendor List

Suspended Vendor List

Discriminatory Vendor List

Scrutinized List of Prohibited Companies

Federal Excluded Parties List

Lists are available at the following Department of Management Services site:

http://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted

_suspended_discriminatory_complaints_vendor_lists

3.7. Workplace Violence

Employees of proposer's are prohibited from committing any act of workplace violence. Violation may be grounds for termination. Workplace violence means the commission of any of the following acts by a proposer's employee.

Battery: intentional offensive touching or application of force or violence to another.

Stalking: willfully, maliciously and repeatedly following or harassing another person.

3.8. Governing Law

This solicitation, its terms and conditions, and the resulting agreement shall be governed in accordance with the laws of the State of Florida. In the event any related legal action is brought, venue shall be in a court of competent jurisdiction in and for Alachua County, Florida.

3.9. Laws, Permits and Regulations

The selected Consultant shall, at the Consultant’s expense, obtain and pay for all necessary permits, permit application fees, licenses or any fees required.

The Consultant shall comply with all federal, state, and local laws, ordinances, rules, regulations and building code requirements applicable to the project and services contemplated in the proposal. The https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists selected Consultant is presumed to be familiar with all federal, state, and local laws, ordinances, code rules and regulations that may in any way affect the project and services. Ignorance on the part of the selected Consultant will in no way relieve it of responsibility.

All corporations, LLCs, limited and general partnerships, LLPs and LLLPs wishing to do business within the

County must register, and be in active status, with the Florida Department of State, Division of

Corporations at the following web site: http://www.sunbiz.org/. Failure to register and be active with the Florida Department of State may result in the proposal being determined as non-responsive.

The selected Consultant must agree to abide by and conduct its programs and provide its services in compliance with the provisions of the Civil Rights Act of 1866, Civil Rights Act of 1871, Equal Pay Act of

1963, Civil Rights Act of 1964, Age Discrimination and Employment Acts of 1967, Rehabilitation Act of

1973, 1990 Americans with Disabilities Act, 1991 Federal Civil Rights Act, 1992 Florida Civil Rights Act, and all other applicable ordinances, statutes, laws and amendments thereto.

3.10. Indemnification

If the Consultant is selected to provide services for the County, then an agreement will be entered between the County and the Consultant, and Consultant, or as Proposer, shall agree to protect, defend, indemnify, and hold harmless the County and its commissioners, officers, employees and agents (the

“County”) from and against any and all claims, losses, penalties, damages, costs, charges, liabilities and cause of actions of every kind and character, including attorneys’ fees and costs, arising out of or directly or indirectly relating to scope of services and/or the Agreement and/or the performance hereof.

Without limiting the generality of the foregoing, any and all such claims, etc., including but not limited to personal injury, death, damage to property (including destruction) defects in materials or workmanship, actual or alleged infringement of any patent, trademark, copyright (or application for any thereof) or of any other tangible or intangible personal or property right, or any actual or alleged violation of any applicable statutes, ordinance, administrative order, rule, or regulation or decree of any court, shall be included in the indemnity. Proposer agrees that indemnification of the County shall extend to any and all work performed by the Proposer, its subcontractors, employees, agents, servants or assigns. This obligation shall in no way be limited in any nature whatsoever by any limitation on the amount or type of Proposer's insurance coverage. In the event the County is alleged to be liable on account of alleged acts or omissions, or both, of Proposer or Proposer’s employees, representatives or agents, then

Proposer will investigate, respond to and provide a defense for any allegations and claims, at Proposer’s sole costs and expense. Furthermore, Proposer will pay all costs, fees and other expenses of any defense, including but not limited to, all attorneys' fees, court costs and expert witness fees and expenses. Proposer and County will jointly cooperate with each other in the event of any litigation, including any request for documentation. This indemnification provision will survive the termination of the Agreement. Nothing contained herein shall constitute a waiver by the County of sovereign immunity or the provisions or limitation of liability of §768.28, Florida Statutes, as may be amended.

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3.11. Default and Termination

The failure of either party to comply with any provision of the contract shall place that party in default.

Prior to terminating the contract, the non-defaulting party shall notify the defaulting party in writing.

Notification shall make specific reference to the provision which gave rise to the default.

The defaulting party shall be given seven (7) days in which to cure the default. The Department Director is authorized to provide written notice of default on behalf of the County, and if the default situation is not corrected within the allotted time, the County Manager is authorized to provide final termination notice on behalf of the County to the selected Consultant.

The County may terminate the contract without cause by first providing at least 72 hours written notice to the selected Consultant prior to the termination date. The County's Manager is authorized to provide written notice of termination on behalf of the County.

In the event funds to finance the contract become unavailable, the County may terminate the contract with no less than twenty-four hours’ notice in writing to the selected Consultant. The County shall be the final authority as to the availability of funds.

3.12. Independent Contractor

The Consultant will be acting in the capacity of an independent contractor and not as an agent, employee, partner, joint venturer, or associate of the County. The Consultant shall be solely responsible for the means, method, technique, sequences, and procedures utilized by the Consultant in the full performance of the services or work.

3.13. Non Waiver

The failure of either party to exercise any right shall not be considered a waiver of such right in the event of any further default or noncompliance.

3.14. Successors and Assigns

The Consultant binds its respective successors and assigns in all respects to all of the terms, conditions, covenants, and provisions of this Request for Proposal. Any assignment or transfer by the selected

Consultant of its interests in the resulting Agreement without the written consent of the County shall be void. Nothing herein shall be construed as creating any personal liability on the part of any officer or agent of the County or the selected Consultant, nor shall it be construed as giving any right or benefit hereunder to anyone other than the County or the selected Consultant.

3.15. Amendments

The requirements of this Request for Proposal may only be amended upon written instrument or addenda issued by the County.

3.16. Assignment of Personnel

All personnel assigned to the project and services by the Consultant will be subject to the approval of the County and no changes shall be allowed unless prior written approval is obtained.

3.17. Conflict of Interest

The Proposer certifies that to the best of their knowledge or belief, no elected/appointed official or employee of the County is financially interested, directly or indirectly, in the purchase of the goods or services specified in this Request for Proposal.

Proposers are required to complete and answer the questions located in the Submittals section.

3.18. Collusion

The Consultant, by submitting their proposal form, declares that the proposal is made without any previous understanding, agreement, or connections with any persons, firms or corporations making a proposal on the same items and that it is in all respects, fair, and in good faith without any outside control, collusion, or fraud.

The Consultant, by submitting their proposal, declares that no County Commissioner, other County officer, or County employee, directly or indirectly owns more than five (5) percent of the total assets or capital stock of the proposing entity, nor will directly or indirectly benefit by more than five (5) percent from the profits or emoluments.

3.19. Purchases by Other Public Agencies

With the consent and agreement of the successful Proposer(s), purchases may be made under the agreement by other governmental agencies, municipal corporations or political subdivisions. . Such purchases shall be governed by the same pricing, terms and conditions stated herein with no deviations allowed. The agreement in no way restricts or interferes with the right of any public agency or political subdivision to bid any or all of the items or services independently.

3.20. Examination of Request for Proposals

Before submitting a proposal, it shall be the Consultant's responsibility to examine thoroughly the

Request for Proposals or other related documents (where applicable) to be informed regarding any and all conditions and requirements that may in any manner affect the work to be performed under the

Contract. Failure to do so will not relieve the selected Consultant of complete performance under the contract.

3.21. Payments

All payments will be made in accordance with the terms and conditions set forth in the resulting

Agreement.

If awarded, the Consultant shall accept payment from the County via EFT (Electronic Fund Transfer), and upon receipt of the approved Contract Order complete process with Alachua County.

All applications for payment shall be processed and paid in accordance with the provisions of Chapter

218, Part VII Florida Statutes (“Local Government Prompt Payment Act”), unless otherwise provided.

3.22. Assignment of Interest

The parties recognize that in actual economic practice, overcharges resulting from antitrust violations are in fact usually borne by the County. Therefore, the vendor hereby assigns to the County any and all claims for such overcharges as to goods, material or services purchased in connection with the

Agreement. However, for all other assignments, neither party will assign, convey, pledge, sublet, transfer or otherwise dispose any interest in this Agreement and shall not transfer any interest in same without prior written consent of the other party.

3.23. Book and Records

The County shall have the right to audit, review, examine and transcribe any pertinent records or documents relating to any contract resulting from this solicitation held by the Proposer. The Proposer will retain all documents applicable to the contracts for a period of not less than three years after final payment is made.

3.24. Warranty

In addition to any warranty implied by law or fact, and any other express warranties, bidder expressly warrants all items to be free from defects in design, workmanship and materials; to conform strictly to applicable specifications and to be fit and sufficient for the purpose intended to be merchantable. All warranties shall survive inspection, test, acceptance of and payment by the County

3.25. Taxes

The County is exempt from any taxes imposed by the State and/or Federal Government. Exemption

Certificate will be provided upon request.

3.26. Quality

All materials shall be new and in no case will used, reconditioned or obsolete parts be acceptable. All equipment specifications are to be considered minimum requirements.

3.27. Modifications

This agreement constitutes the entire agreement and understanding between the parties hereto, and it shall not be considered modified, altered, changed or amended in any respect unless in writing and signed by the Procurement Manager.

The County will not be bound under this agreement for similar or like services being provided by County agencies or for services entered into by the County under a separate agreement.

3.28. Severability

If any provisions of this agreement shall be declared illegal, void or unenforceable, the other provisions shall not be affected but shall remain in full force and effect.

4. Insurance Requirements

4.1. TYPE A INSURANCE REQUIREMENTS: Trade Contractors/ Service Contracts

The Contractor shall procure and maintain for the duration of this contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by the contractor/vendor, his agents, representatives, employees or subcontractors.

COMMERCIAL GENERAL LIABILITY

Coverage must be afforded under a per occurrence form policy for limits not less than $1,000,000

General Aggregate, $1,000,000 Products / Completed Operations Aggregate, $1,000,000 Personal and

Advertising Injury Liability, $1,000,000 each Occurrence, $50,000 Fire Damage Liability and $5,000

Medical Expense.

AUTOMOBILE LIABILITY

Coverage must be afforded including coverage for all Owned vehicles, Hired and Non-Owned vehicles for Bodily Injury and Property Damage of not less than $1,000,000 combined single limit each accident.

WORKERS COMPENSATION AND EMPLOYER’S LIABILITY

Coverage to apply for all employees at STATUTORY Limits in compliance with applicable state and federal laws; if any operations are to be undertaken on or about navigable waters, coverage must be included for the USA Longshoremen & Harbor Workers Act.

Employer’s Liability limits for not less than $100,000 each accident; $500,000 disease policy limit and

$100,000 disease each employee must be included.

BUILDER’S RISK / INSTALLATION FLOATERS (when applicable)

When this contract or agreement includes the construction of and/or the addition to a permanent structure or building; including the installation of machinery and/or equipment, the following insurance coverage must be afforded:

Coverage Form: Completed Value, All Risk in an amount equal to 100% of the value upon completion or value of equipment to be installed.

When applicable: Waiver of Occupancy Clause or Cessation of Insurance clause. Flood Insurance as available under the National Flood Insurance Program.

CYBER LIABILITY COVERAGE (when applicable)

Vendor shall procure and maintain for the life of the contract in an amount not less than $1,000,000 per loss for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.

TECHNOLOGY/PROFESSIONAL LIABILITY: with limits of $1 million. Coverage is for the life of the contract and must continue for five (5) years after contract expiration. This coverage must include Cyber Liability coverage for negligent retention of data as well as notification and related costs for actual or alleged breaches of data.

EMPLOYEE FIDELITY COVERAGE (only applicable to vendors whose employees handle funds)

Employee Dishonesty coverage must be afforded for not less than $500,000 Blanket all employees ISO

Form

OTHER INSURANCE PROVISIONS

The policies are to contain, or be endorsed to contain, the following provisions:

I. Commercial General Liability and Automobile Liability Coverages

A. The Alachua County Board of County Commissioners, its officials, employees and volunteers are to be covered as an Additional Insured as respects: Liability arising out of activities performed by or on behalf of the Contractor/Vendor; to include Products and/or Completed Operations of the Contractor/Vendor;

Automobiles owned, leased, hired or borrowed by the Contractor.

B. The Contractor’s insurance coverage shall be considered primary insurance as respects the County, its officials, employees and volunteers. Any insurance or self-insurance maintained by the County, its officials, employees or volunteers shall be excess of Contractor/Vendor’s insurance and shall be non-contributory.

II. All Coverages

The Contractor/Vendor shall provide a Certificate of Insurance to the County with a notice of cancellation. The certificate shall indicate if cover is provided under a “claims made” or “per occurrence” form. If any cover is provided under claims made from the certificate will show a retroactive date, which should be the same date of the contract (original if contact is renewed) or prior.

SUBCONTRACTORS

The Contractor/Vendor shall be responsible for all subcontractors working on their behalf as a condition of this agreement. All subcontractors of the Contractor/Vendor shall be subject to the same coverage requirements stated herein.

CERTIFICATE HOLDER: Alachua County Board of County Commissioners

Email certificate to : Facilities Management - pthomas@alachuacounty.us

MAIL, EMAIL or FAX CERTIFICATES

The County must be identified as an “Additional Insured” in either the Description of Operations section or elsewhere on the Certificate. While the contract may call for elaborate “additional insured” wording a

Certificate stating that: “The Alachua County Board of County Commissioners, its officials, employees and volunteers are to be covered as an Additional Insured as respects: Liability arising out of activities performed by or on behalf of the Vendor; products and completed operations of the Vendor; claims arising out of the condition of the land; or automobiles owned, leased, hired or borrowed by the

Vendor.” is acceptable. It is the County itself rather than the department that must be listed as the

“additional insured.”

5. Scope of Services

The services requested by the County under this solicitation are for Annual Fire Protection Repairs, Maintenance, and New Installations JOC (Job Order Contract).

5.1. General Requirements:

Licensing and Qualifications

Bidders shall possess, either directly or through properly licensed subcontractors, all licenses required by the State of Florida and all applicable authorities having jurisdiction to perform the services described in this solicitation. Copies of all required licenses shall be submitted with the bid proposal and maintained throughout the duration of the contract. Failure to provide the required documentation may result in the bid being deemed non-responsive.

Minimum required licenses include, but are not limited to, the following:

• State of Florida Fire Protection System Contractor Type I License – Required for fire sprinkler systems, standpipes, fire pumps, underground fire lines, and associated water-based fire protection systems.

• State of Florida Fire Protection System Contractor Type II License – Required for clean agent suppression systems, kitchen hood suppression systems, fuel point suppression systems, and other pre-engineered fire suppression systems.

• State of Florida Class A Fire Equipment Dealer License – Required for inspection, testing, maintenance, recharge, repair, certification, replacement, and servicing of portable fire extinguishers.

• State of Florida Alarm System Contractor License or Electrical Contractor License, as applicable –

Required for fire alarm systems, initiating devices, notification devices, monitoring equipment, control panels, and associated fire alarm components.

• State of Florida Backflow Prevention Assembly Tester Certification, where applicable – Required for testing and certification of fire line backflow prevention assemblies.

Technicians performing services under this contract shall possess all licenses, permits, and portable permits required by the State of Florida for the work being performed.

Failure to maintain required licenses may result in suspension of work, disqualification, or contract termination.

5.2. Project Overview

Description of Project:

The Contractor shall provide repair, maintenance, replacement, and installation services for fire protection systems at Alachua County facilities.

Location(s):

Services shall be performed at various County-owned facilities throughout Alachua County.

Intent:

The intent of this contract is to provide timely, efficient, and…