INVITATION FOR BIDS (“IFB”) - PART I

IFB #: 262854KR

IFB TITLE: Englewood Main Street District Wayfinding Signs

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting a supplier to repair and provide and install new wayfinding signs as stated herein.

Bidders are required to comply with Part II, Scope of Services/Work Specifications.

OpenGov is located at https://procurement.opengov.com/portal/scgov

A public bid opening will be held in accordance with Florida Statutes §255.0518. The public bid opening will take place on the bid end date and time listed in OpenGov, or as soon thereafter as possible. The location of the public bid opening will be posted on the County’s Calendar of Events.

2.0 BIDDER

2.1 For the purpose of this IFB, the term “Bidder” (also identified as “Offeror”) is defined as the legal entity submitting a bid and/or identified on the electronic bid submittal.

2.2 Bidders intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Bidder.

2.2.1. Bidders proposing to engage in construction contracting as a joint venture or partnership must apply for registration with the State of Florida, Department of Business and Professional Regulation and any other state or local licensing agencies, as required by Florida State Statute 489.119, prior to the date bids are due.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide references demonstrating their

experience providing sign fabrication and installation within the past seven (7) years preceding the submission deadline in OpenGov. A minimum of two (2) references are required.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFB, reference to any equipment, material, article or patented process, by trade name, https://procurement.opengov.com/portal/scgov brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall not be construed as limiting competition.

4.2 If a bidder wishes to make a substitution in the specifications, the bidder shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

4.3 To be considered, substitutions must be submitted to the Procurement Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

4.4 A bid containing a substitution that has not been approved by the County shall be disqualified

5.0 PRE-BID MEETINGS

In the event a meeting and/or site visit is scheduled it will take place at the time, date, and location specified in the Solicitation Timeline posted in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a bid. Bidders are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with bidder’s response in OpenGov. Bidders who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Pricing

All bidders must complete the Pricing Table provided in OpenGov.

Bidders who fail to fully complete the pricing table in OpenGov may be found non-responsive.

8.0 AWARD

8.1 It is the intent of the County to award a contract to the responsive and responsible bidder submitting the lowest total bid price. Unless otherwise noted, bidders must submit a price for every line item to be considered for award.

8.2 In the event of a tie, the IFB tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

8.2.1. To be considered, tied bidders will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.3 Preferences

Bidders wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this bid, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this bid due to grant funding requirements.

8.4 Contract

A draft of the contract that the successful bidder(s) will be expected to sign (a Purchase Agreement) is posted on the Procurement website shown below. The County may, at its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

8.5 Grant Terms

This project includes grant funding from the Federal Emergency Management Agency (FEMA). All applicable grant documents will be included in OpenGov. Grant documents that require Offeror’s signature will be available in the Vendor Questionnaire section. Offerors shall comply with Attachment A and any other applicable grant terms included in OpenGov, which shall control over any solicitation or contract terms.

https://www.scgov.net/government/procurement/contract-templates

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

9.2 As applicable, estimated usage for each item is listed in the bid. This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the work at the unit price as bid. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the Bidder.

10.0 COUNTY WORKPLACE COMPLIANCE

10.1 Smoking – Smoking is not permitted inside any County facility. Smoking is restricted to designated smoking areas outside a facility.

10.2 Parking – The Bidder’s representatives shall abide by all parking restrictions. The Bidder’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

10.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities.

Any person known or thought to be under these influences will be escorted off County property.

10.4 Security - The Bidder must adhere to all Sarasota County security procedures. The Bidder’s work force shall be made up of persons legally authorized to perform work in the United States. The Bidder shall, at the County’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

10.5 Identification - The Bidder shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. The Bidder shall require all employees to wear a company uniform, which shall include the name of the employee and the company. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the Bidder’s responsibilities herein.

11.0 CONTINGENCY

Only applicable if this box is checked

If during the performance of construction or repair work, an unforeseen circumstance occurs that triggers an additional expense, a contingency of up to 10% may be allowed. Any use of contingency funds is subject to the written approval of the County project manager, and any unused contingency shall not be paid out as a part of any final payment.

12.0 BOND REQUIREMENTS

12.1 BID BOND

Only applicable if this box is checked

12.1.1. If bid exceeds $350,000.00, per 2 CFR § 200.326, Bidder must upload a copy of its Bid Bond in the Vendor Questionnaire section in OpenGov.

12.2 PERFORMANCE AND PAYMENT BOND

Only applicable if this box is checked

12.2.1. The awarded bidder will be required to obtain a performance and payment bond equal to 100% of contract amount if the award amount exceeds $350,000.00 per 2 CFR 200.326. Any bonding company submitting a performance and payment bond to Sarasota County Government must be licensed to transact a fidelity and surety business in the State of Florida, and shall have an A.M. Best rating of: if bond is under $500,000 “B+” (very good) or better, and over $500,000 “A- ” (excellent) or better, and a “T” Underwriting Limitation not exceeded by this project’s bond.

12.2.2. Execution of Bonds and Power of Attorney

a. If the successful Bidder is a partnership, each bond should be signed by each of the individuals who are partners; if a corporation, the bonds should be signed in the correct corporate name by a duly authorized officer, agent or attorney-in-fact. The appropriate number of bonds should be executed to correspond to the number of signatories to the contract. Each executed bond should be accompanied by (a) appropriate acknowledgment of the respective parties; (b) appropriate duly certified copy of power-of-attorney or other certification of authority where bond is executed by agent, officer or other representative of successful Bidder or surety; (c) duly certified extract from by-laws or resolutions of Surety under which power-of-attorney or other certificate of authority of its agent, officer or representative was issued.

b. Attorneys-in-fact who sign bid bonds or performance and payment bonds must file with such bond a certified copy of their power-of-attorney to sign such bonds. Attorneys-in-fact must place name, address, and telephone number on this certificate.

PART II

SCOPE OF SERVICES/WORK SPECIFICATIONS

Revised 10/07/20 Part II - Page 1 of 3 Prepared by Planning and Development Services Department

1. OVERVIEW

A. Sarasota County seeks a contractor to repair, supply and install wayfinding signs in Englewood. These signs were originally installed in 2022 during the West Dearborn Street Improvement Project. These signs were severely damaged during the 2024 hurricane season and need to be repaired or replaced. Some signs completely fell over and broke their concrete bases but still have footers intact. The fallen signs and the loose signs were removed by the County while some are missing altogether.

B. Services needed on signs:

Sign

Paint or other damage to be repaired

New sign fabricated and installed

(with new pole bases)

Remove and replace

Breakaway Kit

Remove and replace

Breakaway Kit Cover only

Sign A X Sign B X Sign C X X Sign D X X Sign E X X Sign F X Sign G X X X Sign H X X Sign I X Sign J X X Sign K X X Sign L X X Sign M X X Sign N X X Sign O X Sign P X Sign Q X Sign R X Sign S X X

2. SCOPE OF SERVICES

A. Evaluate and Repair of Damaged Signs

i. Evaluate and repair 14 existing signs identified as A, B, D, E, F, G, I, J, K, M, O, P, Q, R in Attachment B – Sign Specifications for Park and Preserve Entrance Signs, to match existing as close as possible.

ii. Replacement of footers is not required for these locations.

iii. Remove existing (if applicable) and install with new Breakaway Kits to existing footer on signs identified as: D, E, G, J, and K.

Revised 10/07/20 Part II - Page 2 of 3

iv. Dispose of removed signs and breakaway kits in accordance with applicable regulations and proper waste management practices.

B. Installation of New Street Signage

i. Fabricate and install 5 6 signs C, G, H, L, N, S (damaged signs have been removed by the County).

ii. Contractor shall fabricate all signs to the specifications outlined in Attachment B.

iii. Contractor shall submit shop drawings prior to fabrication of signs for County’s approval.

iv. Signs shall be installed with new pole bases and new breakaway kits to existing footers.

C. Installation of Breakaway Sign Pole Base for New Street Signage

i. Contractor shall furnish and install a Break Away Sign Pole Base, Shutter Products or County approved equal, meeting FDOT standards.

ii. Replacement of footers is not required for these locations.

iii. An aluminum cover shall be fabricated and installed around the sign pole to fully enclose and protect the breakaway system.

iv. The breakaway base shall be connected to the existing foundation and the proposed sign pole to ensure proper functionality of the breakaway system in accordance with manufacturer’s requirements and FDOT specifications.

3. CONTRACTOR RESPONSIBILITIES

A. Every Contractor crew must have at least one employee on site that can effectively communicate in English with the County staff and with the general public.

B. Contractor shall coordinate work so that there is minimal to no interruption to daily work at any location.

C. Contractor is responsible for any damage to County or third-party property caused by the Contractor or their employees. Restoration shall be made to the County’s satisfaction.

D. Contractor is required to participate in performance and project report meetings as deemed necessary by the County.

4. REQUIREMENTS

A. Contractor shall provide all personnel and equipment necessary to perform the services described herein.

B. All employees of the Contractor shall be considered to be, at all times, the sole employees of the Contractor, under the Contractor’s sole direction, unless the use of sub-contractors has been approved by the County.

Revised 10/07/20 Part II - Page 3 of 3

C. Contractor shall ensure conditions on the work site reflect good housekeeping and safety practices at all times. The Contractor shall be responsible for all trash and debris disposal from the work site daily.

D. Contractor shall coordinate work so that one block at a time is completed before the next block is begun.

E. Contractor shall provide the County their block by block work schedule a minimum of two weeks prior to work beginning. This schedule is subject to County approval.

F. Contractor shall be responsible for contacting Sunshine State One Call of Florida, before any excavation or penetration of the earth more than ten

(10) inches takes place per Florida Statutes Chapter 556.105. The Contractor shall also notify the County prior to their intent to excavate or penetrate the earth. The Contractor shall notify Sunshine State One Call and the County forty-eight (48) hours before such work shall commence.

5. PROJECT DURATION

Work shall be completed in no more than twelve (12) months after receipt of a County Purchase Order.

6. WARRANTY

All work and materials provided by the Contractor shall be fully warrantied from the date of County’s acceptance of the work for a period of one year, or for the standard warranty period provided by the Contractor or by the materials manufacturer, whichever is greater.

7. PERMITS

A. Contractor is responsible for determining if a permit is required and shall obtain all necessary permits. Contractor shall be reimbursed for the cost of the permit fee only. No percent markup shall be paid to the Contractor for permit fees.

B. Contractor’s invoices for permits must include supporting documentation, clearly showing the cost paid by the Contractor for the permit.

8. SUBCONTRACTING

Any use of subcontractors shall be approved in writing, in advance by the County.

Changes to Part II are indicated using underlined text to show additions and strikethrough text to show deletions. Changes made pursuant to this Addendum No. 2 are in bold.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract.

Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.