DOT-ITB-24-7023-EG - ITB PACKAGE.pdf

DOT-ITB-24-7023-EG

State of Florida Department of Transportation

INVITATION TO BID

TRAFFIC SIGNAL MODIFICATION AND REPAIR SERVICES

FOR DISTRICT 7

DOT-ITB-24-7023-EG

CONTACT FOR QUESTIONS:

Enrique Garcia, Purchasing Agent III enrique.garcia@dot.state.fl.us

Phone: (813) 975-6156 or (800) 226-7220 x6156 Fax: (813) 975-6473

Florida Department of Transportation Procurement Office, MS 7-700 11201 North McKinley Drive Tampa, Florida 33612-6456

State of Florida Department of Transportation Procurement Office, MS 7-700 11201 North McKinley Drive Tampa, Florida 33612-6456

INVITATION TO BID REGISTRATION

PLEASE COMPLETE AND RETURN THIS FORM ASAP

E-MAIL TO ENRIQUE GARCIA AT ENRIQUE.GARCIA@DOT.STATE.FL.US

Bid number: DOT-ITB-24-7023-EG

Title: Traffic Signal Modification and Repair Services for District 7.

Bid due date and time (on or before): See Introduction Section 2, Timeline.

Potential bidders should notify our office by returning this Bid Registration Form as soon as possible after downloading. Complete the information below and email to Enrique Garcia at enrique.garcia@dot.state.fl.us.

THE INVITATION TO BID DOCUMENT YOU RECEIVED IS SUBJECT TO CHANGE.

Notice of changes (Addenda) will be posted on the Florida Vendor Information Portal (VIP) at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

Company Name:

Address:

City, State, Zip:

Telephone: Contact Person:

Internet E-Mail Address:

For further information on this process, e-mail, or telephone: Enrique Garcia, Purchasing Agent at enrique.garcia@dot.state.fl.us or (813) 975-6156 or (800) 226-7220 x6156.

I N T R O D U C T I O N S E C T I O N

1) INVITATION

The State of Florida Department of Transportation (FDOT), hereinafter referred to as the "Department", is soliciting written bids from qualified bidders to establish a contract to provide traffic signal modification and repair services for District 7. It is anticipated that the term of the contract will begin upon contract execution and be effective for two years thereafter.

For the purpose of this document, the term "bidder" means the bidder acting on their own behalf and those individuals, partnerships, firms, or corporations comprising the bidder team. The term "bid package" means the complete response of the bidder to the invitation to bid (ITB), including properly completed forms and supporting documentation. After the award, said bidder will be referred to as the "Vendor".

2) TIMELINE

Provided below is a list of critical dates and actions. These dates are subject to change. Notice of changes (Addenda) will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

ACTION / LOCATION DATE LOCAL TIME

PRE-BID MEETING 7-2-2024 11:00 AM

Florida Department of Transportation Executive Conference Room 11201 North McKinley Drive Tampa, Florida 33612-6456

DEADLINE FOR TECHNICAL QUESTIONS 7-3-2024 5:00 PM

There is no deadline for administrative questions.

BIDS DUE (ON OR BEFORE) 7-9-2024 5:00 PM

ELECTRONIC SUBMISSIONS OF BIDS – PLEASE SEE NO.3 BELOW

PUBLIC OPENING 7-10-2024 10:00 AM

Florida Department of Transportation Flamingo Conference Room 11201 North McKinley Drive Tampa, Florida 33612-6456

POSTING OF INTENDED DECISION/AWARD 7-16-2024 05:00 PM

3) ELECTRONIC SUBMISSION OF BIDS

Electronic Bid Submittals

Please follow the below instructions for the submittal of electronic bids, failure to do so may result in your bid being found non-responsive. Non-responsive bids will not be evaluated.

a) Subject line must show: DOT-ITB-24-7023-EG – VENDOR’S NAME

b) Email shall contain one file attachment marked as the following: DOT-ITB-24-7023-EG –

VENDOR’S NAME

c) Documents shall be submitted in portable document format (PDF).

d) The body of the email shall not contain any information other than the PDF documents, and the signature line (text only, no graphics).

e) Email limit is 25MB per message. That total includes all attachments, email body and if you use stationary backgrounds, artwork, etc.

f) Bids shall be submitted ONLY to: D7.Purch@dot.state.fl.us

NOTE: It is the bidder’s responsibility to assure that the bid is delivered to the email address above on or before the bid due date and time (See Introduction Section 2 Timeline).

Bids which for any reason are not so delivered, will not be considered.

4) AGENDA FOR PUBLIC MEETINGS

Agenda for Pre-Bid Meeting

All pre-bid meetings are open to the public and will be conducted according to the following agenda:

- Opening remarks - Approximate time of two minutes by Department Procurement Office personnel.

- Review contract administrative requirements.

- Review scope of services, method of compensation, and bid sheet.

- Technical and administrative question and answer session.

Adjourn meeting.

Agenda for Bid Opening Public Meeting

The sealed bids will be opened by the Department's Procurement Office personnel at the date, time, and location in the Timeline. All bid openings are open to the public and will be conducted according to the following agenda:

- Opening remarks – Approximate time of two minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the bid solicitation.

- Bids opened – At conclusion of public input or 15 minutes, whichever occurs first, bids received timely will be opened with bidder’s name to be read aloud.

- Adjourn - After all bids received timely have been opened, the meeting will be adjourned.

5) SPECIAL ACCOMMODATIONS

Any person with a qualified disability requiring special accommodations at a pre-bid conference, public meeting, and/or opening shall contact the contact person at the phone number, e-mail address or fax number provided on the title page at least five working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at (800) 955-8771 (TDD).

S P E C I A L C O N D I T I O N S

1) MYFLORIDAMARKETPLACE

BIDDERS MUST BE REGISTERED IN THE STATE OF FLORIDA’S

MYFLORIDAMARKETPLACE SYSTEM BY THE TIME AND DATE OF THE BID OPENING OR

THEY MAY BE CONSIDERED NON-RESPONSIVE (see Special Condition 21). All prospective bidders that are not registered should go to https://vendor.myfloridamarketplace.com/ to complete on-line registration, or call (866) 352-3776 for assisted registration.

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. The Transaction Fee imposed shall be based upon the date of issuance of the payment.

2) FLORIDA DEPARTMENT OF FINANCIAL SERVICES W-9 REQUIREMENT

The Florida Department of Financial Services (DFS) requires all vendors that do business with the state to submit an electronic Substitute Form W-9. Vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com to receive payments from the state. Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions.

3) QUESTIONS AND ANSWERS

In accordance with section 287.057(25), Florida Statutes (F.S.), respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Any technical questions arising from this ITB must be forwarded, in writing, to the procurement agent identified below. Questions must be received no later than the time and date reflected on the Timeline. The Department’s written response to written inquiries submitted timely by bidders will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

WRITTEN TECHNICAL QUESTIONS should be submitted to:

Enrique Garcia at D7-PurchQuestions@dot.state.fl.us

Questions regarding administrative aspects of the bid process should be directed to the procurement agent in writing at the address above or by phone: (813) 975-6156 or (800) 226- 7220 extension 6156.

4) ORAL INSTRUCTIONS / CHANGES TO THE ITB (ADDENDA)

No negotiations, decisions, or actions will be initiated or executed by a bidder as a result of any oral discussions with a state employee. Only those communications which are in writing from the Department will be considered as a duly authorized expression on behalf of the Department.

Notices of changes (Addenda) will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting their bid. All Addenda will be acknowledged by signature and subsequent submission of Addenda with bid when so stated in the Addenda.

5) DIVERSITY ACHIEVEMENT

MINORITY BUSINESS ENTERPRISE (MBE) UTILIZATION

The Department, in accordance with Title VI of the Civil Rights Act of 1964, 42 USC 2000d- 2000d-4, Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that the Department will affirmatively ensure that in any contract/agreement entered into pursuant to this advertisement, minority and disadvantaged business enterprises will be afforded the full opportunity to submit bids in response to this invitation and will not be discriminated on the basis of race, color, national origin, or sex in consideration for an award.

The Department encourages small, minority, women, and service-disabled veteran businesses to compete for Department contracts, both as “Vendor” and as subcontractors. The Department, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that small, minority, women, and service-disabled veteran businesses have the opportunity to compete for and perform contract work for the Department in a nondiscriminatory environment.

Bidders are requested to indicate their intention regarding MBE participation on the MBE Planned Utilization form and to submit the completed form with their bid sheet. The contract vendor will be asked to submit payment certification for MBE subcontractors used.

To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Department of Management Services at (850) 487-0915, or access their MBE directory on the Internet at www.osd.dms.state.fl.us/.

6) SCOPE OF SERVICES

Details of the services, information, and items to be furnished by the Vendor are described in Exhibit “A”, Scope of Services, attached hereto and made a part hereof.

7) INTENDED AWARD

The Department intends to award this contract to the responsive and responsible bidder that submits the lowest responsive bid. If the Department is confronted with identical pricing or scoring from multiple vendors, the Department shall determine the order of award using the following criteria, in the order of preference listed below (from highest priority to lowest priority):

1. Section 295.187(4), F.S.; Veteran Business Enterprise

2. Section 287.087, F.S.; Drug Free Workplace

3. Section 287.057(11) F.S.; Minority Business Enterprise

In the event that the application of the above referenced preferences does not resolve the identical bids, the Department shall determine the award by means of random drawing.

8) PRE-BID MEETING

The Department will convene a meeting to provide an open forum for the Department to review the scope of services for this ITB and respond to questions from potential bidders regarding the scope of services, ITB requirements, contractual requirements, method of compensation, and other conditions or requirements that may, in any manner, affect the work to be performed. The pre-bid meeting will be held at the date, time and location in the Timeline. Any changes and/or resulting Addenda to the ITB will be the sole prerogative of the Department.

Attendance at this pre-bid meeting is highly recommended. Each vendor should fully acquaint themselves with the conditions relating to the performance of services under the conditions of this solicitation. No allowances will be made to the awarded vendor because of lack of knowledge about conditions or requirements, and the awarded vendor will not be relieved of any liabilities or obligations.

9) QUALIFICATIONS

9.1 GENERAL

The Vendor must meet the following minimum qualifications:

9.1.1 The Vendor must have performed signal work under at least two FDOT, other state DOT, city, or county contracts. The Vendor must provide the financial project identification number and contract number (if FDOT project), location, and completion date of the contracts they performed work for to meet this requirement, along with a summary of the work they performed.

9.1.2 The Vendor must meet the staffing requirements described in the scope of services. The Vendor is required to submit a list of certified technicians who will be available to perform work under this contract, including their certifications, to demonstrate that these requirements will be met.

9.1.3 The Vendor must have an office within 40 miles of FDOT District 7 headquarters, located at 11201 McKinley Drive, Tampa Florida, 33612. The Vendor’s office must have the ability to deploy staff and equipment capable of completing work under this contract.

9.2 BIDDER QUALIFICATIONS

When submitting the bid, each bidder must submit a written statement (“Minimum Qualifications Statement” form), detailing their qualifications that demonstrate they meet the minimum qualifications contained in Special Condition 9.1 above. Failure by the bidder to provide the above item(s) will constitute a non-responsive determination. Bids found to be non-responsive will not be considered.

9.3 AUTHORIZED TO DO BUSINESS IN THE STATE OF FLORIDA

In accordance with sections 607.1501, 605.0211(2)(b), and 620.9102, F.S., out of state corporations, out of state limited liability companies, and out of state limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the bid due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

9.4 LICENSE TO CONDUCT SERVICES IN THE STATE OF FLORIDA

If the services being provided requires that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by the bid due date and time, but in any case, must be obtained prior to posting of the intended award of the contract.

For licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-1395

10) WARRANTY/SUBSTITUTIONS

When performance of the services requires the supply of commodities, a warranty is required on all items provided against defective materials, workmanship, and failure to perform in accordance with required industry performance criteria, for a period of not less than 180 days from the date of acceptance by the purchaser. Any deviation from this criterion must be documented in the bid response or the above statement shall prevail. Delivery of substitute commodities requires prior written approval from the ordering location.

Replacement of all materials found defective within the warranty period shall be made without cost to the purchaser, including transportation if applicable. All fees associated with restocking cancelled orders shall be the responsibility of the vendor.

All items provided during the performance of the contract found to be poorly manufactured will not be accepted, but returned to the vendor, at their expense, for replacement. Replacement of all items found defective shall be made without cost to the Department, including transportation, if applicable. As it may be impossible for each facility to inspect all items upon arrival, a reasonable opportunity must be given to these facilities for inspection of the items and returning those that are defective.

Additional warranty provisions are described in Exhibit “A”, Scope of Services, Section 3.

11) LIABILITY INSURANCE

The Vendor shall not commence any work until they have obtained the following types of insurance, and certificates of such insurance have been received by the Department. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been obtained. The Vendor shall submit the required Certificates of Insurance (COI) to the Florida Department of Transportation, Procurement Office, MS 7-700, Enrique Garcia, enrique.garcia@dot.state.fl.us, 11201 North McKinley Drive, Tampa, Florida 33612-6456 within 10 days after the ending date of the period for posting the intended award decision.

The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the State of Florida, affording public liability insurance with combined bodily injury limits of at least $200,000.00 minimum per person and $300,000.00 minimum each occurrence, and property damage insurance of at least $200,000.00 minimum each occurrence, for the services to be rendered in accordance with this contract.

With respect to any general liability insurance policy required pursuant to this agreement, all such policies shall be issued by companies licensed to do business in the State of Florida. The Vendor shall provide the Department certificates showing the required coverage to be in effect with endorsements showing the Department to be an additional insured prior to commencing any work under this contract. The certificates and policies shall provide that in the event of any material change in or cancellation of the policies reflecting the required coverage, 30 days advance notice shall be given to the Department or as provided in accordance with Florida law.

The Department shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance. Policies that include Self Insured Retention (SIR) will not be accepted.

12) PERFORMANCE BOND

A performance bond is not required for this project.

13) METHOD OF COMPENSATION

Details of the method of compensation are described in Exhibit “B”, Method of Compensation, attached hereto and made a part hereof.

14) CONTRACT DOCUMENT

STANDARD WRITTEN AGREEMENT

The Department’s “Standard Written Agreement” is attached hereto and made a part hereof. The terms and conditions contained therein will become an integral part of the contract resulting from this solicitation. In submitting a bid, the bidder agrees to be legally bound by these terms and conditions.

15) REVIEW OF BIDDER'S FACILITIES AND QUALIFICATIONS

After the bid due date and prior to contract execution, the Department reserves the right to perform or to have performed an on-site review of the bidder's facilities and qualifications. This review will serve to verify data and representations submitted by the bidder and may be used to determine whether the bidder has adequate facilities, equipment, qualified and experienced staff, and overall management capabilities to provide the required services. The review may also serve to verify whether the bidder has financial capabilities adequate to meet the contract requirements.

Should the Department determine that the bid package has material misrepresentations or that the size or nature of the bidder's facilities, equipment, management capabilities, or the number of experienced personnel (including technical staff) are not adequate to ensure satisfactory contract performance, the Department has the right to reject the bid.

16) PROTEST OF ITB SPECIFICATIONS

Any person who is adversely affected by the contents of this ITB must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within 72 hours after the posting of the solicitation, the notice of protest may be faxed to (850) 414-5264, and

2. A formal written protest in compliance with Section 120.57(3), F.S., within 10 days of the date on which the written notice of protest is filed.

Failure to file a protest within the time prescribed in section 120.57(3), F.S., 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, F.S.

17) UNAUTHORIZED ALIENS

The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

18) SCRUTINIZED COMPANIES LISTS

ALL Responses, regardless of dollar value, must include a completed Vendor Certification Regarding Scrutinized Companies Lists to certify the respondent is not on either of those lists.

The form should be submitted with the price proposal.

A Vendor is ineligible to enter into a contract with the Department for goods or services of any amount if, at the time of entering into such contract, the Vendor is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, F.S., or is engaged in a boycott of Israel.

Section 287.135, F.S., also prohibits companies from entering into a contract for goods or services of $1 million or more that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to s. 215.473, F.S.

If the Department determines the Vendor submitted a false certification under Section 287.135 of the F.S., the Department shall either terminate the contract after it has given the Vendor notice and an opportunity to demonstrate the Department’s determination of false certification was in error pursuant to Section 287.135 of the F.S. or maintain the contract if the conditions of Section

287.135 of the F.S. are met.

19) RESERVATIONS

The Department reserves the right to accept or reject any or all bids received and reserves the right to make an award without further discussion of the bids submitted. Therefore, the bidder should make sure that the bid package submitted is complete and accurate and submitted to ensure delivery on or before the bid opening time and date specified in this solicitation. It is understood that the bid will become a part of the Department's official file, without obligation to the Department.

20) ADDITIONAL TERMS AND CONDITIONS

No conditions may be applied to any aspect of the ITB by the bidder. Any conditions placed on any aspect of the bid documents by the bidder may result in the bid being rejected as a conditional bid (see “RESPONSIVENESS OF BIDS”). DO NOT WRITE IN CHANGES ON ANY ITB SHEET.

The only recognized changes to the ITB prior to bid opening will be a written Addenda issued by the Department.

21) RESPONSIVENESS OF BIDS

Bids will not be considered if not received by the Department on or before the date and time specified as the due date for submission. All bids must be typed or printed in ink. A responsive bid is an offer to provide the services specified in this ITB in accordance with all requirements of this ITB. Bids found to be non-responsive will not be considered. Bids may be rejected if found to be irregular or not in conformance with the requirements and instructions herein contained. A bid may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete prescribed forms, modifying the bid requirements, submitting conditional bids or incomplete bids, submitting indefinite or ambiguous bids, or executing forms or the bid sheet with improper and/or undated signatures. Other conditions which may cause rejection of bids include evidence of collusion among bidders, obvious lack of experience or expertise to provide the required services, and failure to perform or meet financial obligations on previous contracts. ALL determinations of responsiveness will be the responsibility of the FDOT Procurement Office.

22) BID SHEET

The bidder must use the attached bid sheet to submit its bid. The bid sheet must be signed and dated in ink by a representative who is authorized to contractually bind the bidder. All bid sheets and other documentation submitted in response to this solicitation must be executed and submitted in accordance with Introduction Section No.3, Electronic Submissions of Bids.

23) ESTIMATED QUANTITIES

The Department anticipates purchasing the estimated quantities shown on the bid sheet, for a two-year period of any contract resulting from this bid. The estimated quantities are given only as a guideline for preparing your bid and should not be construed as representing the actual quantities to be authorized under this contract. The Vendor(s) shall supply, at bid prices, the actual quantities authorized regardless of whether the total of such quantities is more or less than anticipated. This bid and the resulting contracts will be subject to annual appropriated funding.

24) "DRUG-FREE WORKPLACE" PREFERENCE

Whenever two or more bids which are equal with respect to price, quality, and service are received, the Department shall determine the order of award first in accordance with section 295.187(4), F.S., giving preference to “Veteran Business Enterprise” then to bid responses from vendors that certify the business has implemented a drug-free workplace program in accordance with Section 287.087, F.S. The “Drug-Free Workplace Program Certification” must be completed and submitted with the bid response to be eligible for this preference.

25) COPYRIGHTED MATERIAL

Copyrighted material will be accepted as part of a bid only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, F.S. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

26) ATTACHMENT TO ITB SUBMITTAL - CONFIDENTIAL MATERIAL

The bidder must include any materials it asserts to be exempted from public disclosure under Chapter 119, F.S., in a separate bound document labeled "Attachment to ITB, Number DOT-ITB- 24-7023-EG - Confidential Material". The bidder must identify the specific statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the bidder asserts to be exempt from public disclosure and placed elsewhere in the bid will be considered waived by the bidder upon submission, effective after opening.

27) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

Bidders may modify submitted bids at any time prior to the bid due date. Requests for modification of a submitted bid shall be in writing and must be signed by an authorized signatory of the bidder.

Upon receipt and acceptance of such a request, the entire bid will not be considered unless is resubmitted by the due date and time. Bidders may also send a change in separate email to be opened at the same time as the bid. Bid modification and changes must be submitted in accordance with Introduction Section No.3, Electronic Submissions of Bids.

28) POSTING OF INTENDED DECISION/AWARD

28.1 General:

The Department’s decision will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/, under this bid number, on the date and time in the Timeline, and will remain posted for a period of 72 hours. Any bidder who is adversely affected by the Department's recommended award or intended decision must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within 72 hours after posting of the Intended Award, the notice of protest may be faxed to (850) 414-5264, and

2. A formal written protest and protest bond in compliance with Section 120.57(3), F.S., within 10 days of the date on which the written notice of protest is filed. At the time of filing the formal written protest, a bond (a cashier’s check or money order may be accepted) payable to the Department must also be submitted in an amount equal to 1% of the estimated contract amount based on the contract price submitted by the protestor.

Failure to file a protest within the time prescribed in Section 120.57(3), F.S., 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, F.S.

28.2 Inability to Post:

If the Department is unable to post as defined above, the Department will notify all bidders by electronic notification on the Florida VIP (see special condition 28.1, above) or by mail, fax, and/or telephone. The Department will provide notification of any future posting in a timely manner.

28.3 Request to Withdraw Bid:

Requests for withdrawal will be considered if received by the Department, in writing, within 72 hours after the bid opening time and date. Requests received in accordance with this provision will be granted by the Department upon proof of the impossibility to perform based upon obvious error on the part of the bidder. Bidders that do not withdraw as stated above will forfeit their bid bond, if applicable.

29) AWARD OF THE CONTRACT

Services will be authorized to begin when the Vendor receives the following document(s), as appropriate, indicating the encumbrance of funds and award of the contract:

A Standard Written Agreement executed by both parties.

30) RENEWAL

Upon mutual agreement, the Department and the contract Vendor may renew the contract for a period that may not exceed three years or the term of the original contract, whichever is longer.

The renewal must be in writing and signed by both parties and is subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties. Any renewal shall specify the renewal price, as set forth in the solicitation response except that an agency may negotiate lower pricing. Renewal is contingent upon satisfactory performance evaluations and subject to the availability of funds.

31) ATTACHED FORMS

Exhibit “C”, Bid Sheet Minimum Qualifications Statement Drug-Free Workplace Program Certification (Form 375-040-18)

Vendor Certification Regarding Scrutinized Companies Lists (Form 375-030-60) MBE Planned Utilization (Form 375-040-24) E-Verify (Form 375-031-06)

32) TERMS AND CONDITIONS

32.1 General Contract Conditions (PUR 1000)

The State of Florida’s General Contract Conditions are outlined in form PUR 1000, which is a downloadable document incorporated into this ITB by reference. Any terms and conditions set forth in this ITB document take precedence over the PUR 1000 form where applicable.

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf

The following paragraphs do not apply to this ITB:

Paragraph 31, Dispute Resolution - PUR 1000 Paragraph 40, PRIDE – PUR 1000, when federal funds are utilized.

32.2 General Instructions to Respondents (PUR 1001)

The State of Florida’s General Instructions to Respondents are outlined in form PUR 1001, which is a downloadable document incorporated into this ITB by reference. Any terms and conditions set forth in this ITB document take precedence over the PUR 1001 form where applicable.

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

The following paragraphs do not apply to this ITB:

Paragraph 3, Electronic Submission – PUR 1001 Paragraph 4, Terms and Conditions – PUR 1001 Paragraph 5, Questions – PUR 1001

32.3 MFMP Purchase Order Terms and Conditions

All MFMP Purchase Order contracts resulting from this solicitation will include the terms and conditions of this solicitation and the State of Florida’s standardized Purchase Order Terms and Conditions, which can be found at the Department of Management Services website at the following link:

http://www.dms.myflorida.com/content/download/117735/646919/Purchase_Order_Terms_Sept _1,_2015_.pdf Section 8(B), PRIDE, is not applicable when using federal funds.

33) ORDER OF PRECEDENCE

All responses are subject to the terms and conditions of this solicitation, which, in case of conflict, shall have the following order of precedence listed:

Special Conditions Exhibit “A”, Scope of Services Exhibit “B”, Method of Compensation Exhibit “C”, Bid Sheet Standard Written Agreement Instructions to Respondents (PUR 1001)

General Conditions (PUR 1000) Introduction Section

34) LIQUIDATED DAMAGES

Details of liquidated damages are specified in Section 7.0 of Exhibit “B”, Method of Compensation.

35) REPLACEMENT/RESTOCKING

Replacement of all materials found defective within the warranty period shall be made without cost to the purchaser, including transportation if applicable. All fees associated with restocking cancelled orders shall be the responsibility of the vendor.

BID CHECKLIST

(DOES NOT NEED TO BE RETURNED WITH YOUR BID)

This checklist is provided as a guideline only, to assist bidders in the preparation of their bid response. Included are some important matters that the bidder should check. This checklist is just a guideline and is not intended to include all matters required by the ITB. Bidders are responsible to read and comply with the ITB in its entirety.

Check off each the following:

____ 1. Exhibit “C”, Bid Sheet has been filled out completely, signed, and enclosed in the bid response.

____ 2. The Federal Employers Identification Number or Social Security Number has been entered in the space provided.

____ 3. “Minimum Qualifications Statement” form has been completed and enclosed in the bid response along with “list of certified technicians, including certification and location”.

____ 4. “Drug-Free Workplace Program Certification” form has been read, signed, and enclosed in the bid response, if applicable.

____ 5. “Scrutinized Companies Lists” certification form has been read, signed, and enclosed in the bid response.

____ 6. “E-Verify” form has been read, signed, and enclosed in the bid response.

____ 7. “MBE Planned Utilization” form has been read, signed, and enclosed in the bid response.

____ 8. Exhibit “A”, Scope of Services, has been thoroughly reviewed for compliance to the bid requirements.

____ 9. The bid prices have been reviewed for accuracy and all price corrections have been initialed in ink.

____ 10. The https://vendor.myfloridamarketplace.com/ website has been checked and any Addendums posted have been completed, signed, and included in the bid response.

____ 11. The bid response must be received, at the location specified, on or before the bid due date and time designated in the ITB.

____ 12. Electronic Submission of Bid guidelines laid out in Special Condition 3 are strictly followed.

MINIMUM QUALIFICATIONS STATEMENT

1. The Vendor must have performed signal work under at least two FDOT, city, or county contracts. The Vendor must provide the financial project identification number and contract number (if FDOT project), location, and completion date of the contracts they performed work for to meet this requirement, along with a summary of the work they performed.

2. The Vendor must meet the staffing requirements described in the scope of services. The Vendor is required to submit a list of certified technicians who will be available to perform work under this contract, including their certifications, to demonstrate that these requirements will be met.

3. The Vendor must have an office within 40 miles of FDOT District 7 headquarters, located at 11201 McKinley Drive, Tampa Florida, 33612. The Vendor’s office must have the ability to deploy staff and equipment capable of completing work under this contract.

Provide a written statement detailing your qualifications:

(Use additional sheets if necessary)

WORK REFERENCES

List the names of three references for which your business has provided similar services.

BUSINESS NAME ADDRESS CONTACT PERSON PHONE NO.

1.

2.

3.

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EXHIBIT “A”

SCOPE OF SERVICES

TRAFFIC SIGNAL MODIFICATION AND REPAIR SERVICES

FOR DISTRICT 7

1.0 PURPOSE

The purpose of this contract is to provide district-wide modification and repair services to existing signals on state and local roadways within the Florida Department of Transportation (FDOT) District 7 jurisdiction (Citrus, Hernando, Hillsborough, Pasco, and Pinellas counties). The Vendor shall perform services, on as needed basis and at the direction of the FDOT.

1.1 KEY TO ACRONYMS AND ABBREVIATIONS

APL - Approved Products List CADD – Computer-Aided Design and Drafting CFR – Code of Federal Regulations EPA - Environmental Protection Agency FDEP – Florida Department of Environmental Protection FHWA - Federal Highway Administration IMSA - International Municipal Signal Association LCIS – Lane Closure Information System MOT – Maintenance of Traffic NESHAP - National Emission Standard for Hazardous Air Pollutants OSHA – Occupational Safety and Health Administration RTMC – Regional Transportation Management Center SUE – Subsurface Utility Engineering TTC – Temporary Traffic Control TWO – Task Work Order

2.0 SERVICES TO BE PROVIDED

Re-span of existing span wire assembly at locations to be determined.

This work includes replacement of the span wire, disconnects, and other ancillary equipment (furnish, install, and remove existing), but does not include signal heads. This work does not include replacing strain poles. No poles will be replaced. The span would be a two-point attachment. The unit is per span, e.g. a box span location would have four spans, while a diagonal span would have one span.

Modification of signal head assemblies.

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This work is expected to involve the replacement of five-section signal heads with flashing yellow arrow displays at locations to be determined.

Work may include installing backplates, brackets, wiring, disconnect hangers, and other required signal head auxiliary parts. The Vendor shall be responsible for all related work, including modification of traffic controller assemblies to accommodate signal modifications.

Miscellaneous work.

This work is labor only. Materials, if needed, will be provided by the Department and installed by the Vendor. Work includes, but is not limited to, setup, installation, modification, integration, and testing of signal equipment including:

o Vehicular signal assemblies.

o Pedestrian signals and beacons.

o Detection systems.

2.1 COORDINATION

The Vendor shall coordinate with rail, local utilities, and local government. This includes checking with the local maintaining agency to ensure that equipment is compatible with their system and considers their preferences.

2.2 EQUIPMENT/PARTS

The Vendor shall not purchase or install equipment that has not been approved by the FDOT Contract Manager. The Vendor shall be responsible for inventory control of all devices, parts, and materials used to perform work.

The Vendor will be responsible for picking up FDOT provided equipment, such as that provided for install only work, from the FDOT’s warehouse located at 2822 Leslie Rd, Tampa, FL 33619.

2.3 CONTROL OF MATERIALS

The Vendor shall maintain and store any FDOT equipment and spare parts provided in a location approved by the FDOT Contract Manager. The Vendor shall maintain a tracking list of all FDOT equipment and indicate the project locations where it was installed.

Upon termination or ending date of the contract, all FDOT property shall be returned to FDOT.

All equipment and component parts that are furnished shall be new, unused, will meet all requirements of this contract, and will be in operable condition at the time of delivery. All parts will be of high-quality workmanship and no part or attachment

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2.4 VENDOR FACILITIES

The Vendor shall have a warehouse and office in a location that will best serve FDOT. The facility may house FDOT’s spare equipment plus any equipment waiting for disposal or repair. The proposed facility shall have the ability to segregate District 7 inventory from any other equipment.

2.5 EQUIPMENT, MACHINERY, TOOLS, AND VEHICLES

The Vendor shall provide any on-site equipment needed to perform the work specified under this contract, including, but not limited to, bucket trucks, cranes, inspection/maintenance trucks/vehicles, field engineering equipment, air compressor, machinery, tools, materials, cellular phones, and other equipment necessary to perform the service required.

The Vendor shall provide vehicles for their field staff capable to carry out the tasks allowed for the completion of the work. The cost of equipment shall be the Vendor’s responsibility and shall be included in the Vendor’s unit rates. The Vendor shall be responsible for all fixed and recurring costs for maintaining their equipment, machines, tools, and vehicles.

Vendor logos shall be required on vehicles dedicated for use and performance of work. This requirement also applies to temporary vehicles, but in this case the requirement can be satisfied by a magnetic logo. Vehicles shall be outfitted with the appropriate strobe and safety lights required to perform their field duties.

2.6 UTILITY LOCATING SERVICES

During construction, the Vendor shall be responsible for maintaining infrastructure within the work area. The FDOT is part of the Sunshine 811 system. The Vendor shall comply with all applicable requirements and process utility locating tickets within the work area.

It shall be the Vendor’s responsibility to locate utilities within the work area as required to complete the TWO.

2.7 GENERAL REQUIREMENTS FOR EXECUTION OF WORK

The Vendor shall provide all labor, material (unless provided by FDOT), and equipment required to complete the work including maintenance of traffic, mobilization, and demobilization unless otherwise directed by FDOT Contract

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Manager. Work may be required to be completed at night as directed by the FDOT Contract Manager. Conduct all work in accordance with all applicable federal, state, and local laws and regulations.

Existing traffic signal timings are to remain in place except that the Vendor may make changes required for ‘green’ time durations only on a temporary basis due to maintenance operations or to maintain a satisfactory signal operation such as when there is a detection failure. Changes to clearance intervals must be approved by the FDOT Contract Manager. Notify the FDOT and local traffic signal maintaining agency of any required temporary modified signal timings and restore temporary modified signal timings to original condition when directed by the FDOT or as soon as practical.

The Vendor shall follow the FDOT’s latest Standard Specifications for Road and Bridge Construction. The Vendor shall review the FDOT’s APL for devices required as part of the work and must utilize approved products. All devices furnished by the Vendor must be new and unused unless authorized by the FDOT Contract Manager.

Services will be assigned via TWO. TWOs can consist of more than one task. The Vendor will be required to complete work 30 days from assignment or from receipt of necessary equipment, whichever is later, or as assigned in the TWO. Services are to be provided by a trained crew under the following requirements.

All work shall be prepared using English units in accordance with the latest editions of standards and requirements utilized by the FDOT, which include, but are not limited to:

CFR, including:

o 29 CFR, Part 1910.1101 – Asbestos Standard for Industry, U.S. OSHA.

o 29 CFR, Part 1926, 1101 – Asbestos Standard for Construction, OSHA.

o 40 CFR, Part 61, Subpart M - NESHAP, EPA.

o 40 CFR, Part 763, Subpart E – Asbestos-Containing Materials in

Schools, EPA, o 40 CFR, Part 763, Subpart G – Asbestos Worker Protection, EPA.

Americans with Disabilities Act Accessibility Guidelines.

CADD Manual.

CADD Production Criteria Handbook.

F.S., including:

o Chapter 469, F.S. – Asbestos Abatement, Florida Department of Business and Professional Regulation.

F.A.C., including:

o Chapter 62-257, F.A.C – Asbestos Program, FDEP.

Florida Department of Business and Professional Regulations Rules.

FDEP Rules.

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FDOT Basis of Estimates Manual.

FDOT Design Standards for Design, Construction, Maintenance, and Utility

Operations on the State Highway System.

FDOT Instructions for Structures Related Design Standards, FDOT Materials Manual.

FDOT Plans Preparation Manual.

FDOT Standard Specifications for Road and Bridge Construction.

Manual of Uniform Minimum Standards for Design, Construction, and

Maintenance for Streets and Highways.

Manual on Uniform Traffic Control Devices, FHWA.

Standard Highway Signs Manual, FHWA.

National Electrical Safety Code.

National Electrical Code.

FDOT Structures Manual.

FDOT Structures Design Office Temporary Design Bulletins (available on

FDOT Structures web site only).

FDOT Preferred Details (available on FDOT Structures web site only).

FDOT Traffic Engineering Manual.

The Vendor is responsible for all work required to execute and complete the requirements, including, but not limited to, the following:

Project management and contract administration.

Communications and coordination with the FDOT.

Communications and coordination with other contractors, vendors, and agencies.

Personnel requirements.

Project recordkeeping.

TWO requirements for payment of services.

Status meetings, including meeting minutes and agendas.

Utility coordination.

The Vendor shall fully cooperate with all utility owners during activities associated with this contract. The Vendor shall call Sunshine 811 a minimum of 48 hours and a maximum of 96 hours before any excavation work requiring locate services from member operators of Sunshine 811.

The Vendor shall perform all work in accordance with all applicable standards and procedures. The Vendor is responsible for ascertaining the exact location of all utilities prior to beginning work in an area. Utility locations as shown on FDOT plans are approximate and may not include all utilities. If any utility damages are incurred as a result of Vendor’s operations, it shall be the Vendor’s sole responsibility to repair such damages or bear the cost of repairs performed by others.

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The Vendor shall be responsible for coordinating and meeting with all utility companies having overhead or underground facilities in proximity with work performed. The Vendor shall be responsible for determining and performing any needed SUE work.

2.8 SCHEDULING AND EXECUTION OF WORK

Work considered to be outside of normal work hours (see Section 6.0) shall be scheduled with and approved by the FDOT Contract Manager.

2.9 MOBILIZATION

Mobilization, including the cost for the Vendor to move equipment and materials to the location of work to be performed and the cost of demobilization, shall be paid as 10% of the TWO amount unless the Vendor can justify otherwise. Mobilization costs in excess of 10% may be considered on a case-by-case basis and require approval by the FDOT Contract Manager.

2.10 MAINTENANCE OF TRAFFIC

MOT shall include the planning, furnishing, installing, maintaining, and removing of traffic control and safety devices. The need for lane closures shall be determined on a case-by-case basis as requested by the Vendor. Any request for a planned lane closure shall be submitted to FDOT’s District 7 LCIS two weeks in advance of the proposed lane(s) closure for FDOT managerial approval. The Vendor will be given a notification list by the FDOT containing all contacts that shall be notified of the lane(s) closure by the Vendor. The Vendor shall coordinate MOT activity with RTMC operations and any other governing operations center. The Vendor will schedule, to the extent possible, lane closures in a geographic area to be done together to reduce costs. MOT shall be deployed and function in accordance with Standard Plans for Road Construction, current edition, Series 102 MOT.

The Vendor shall have at least one person who possesses an Advanced TTC MOT Certification in accordance with the requirements detailed in the FDOT TTC MOT Training Handbook.

MOT shall be paid as 10% of the TWO amounts unless the Vendor can justify otherwise. MOT costs in excess of 10% may be considered on a case-by-case basis and require approval by the FDOT Contract Manager.

MOT plans shall be developed by the Vendor and included with the Vendor’s estimate for each TWO.