Motor_Repair_and_Rewinding_Services.pdf

IFB- 24 - 204

MOTOR REPAIR AND REWINDING SERVICES

City of St. Petersburg

P.O. Box 2842

St. Petersburg, FL 33731

RELEASE DATE: June 17, 2024

DEADLINE FOR QUESTIONS: June 24, 2024

RESPONSE DEADLINE: July 11, 2024, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/stpete

City of St. Petersburg

Motor Repair and Rewinding Services

I. Introduction

II. Solicitation Information

III. Vendor Questionnaire

IV. Scope of Work

V. Cost Proposal

VI. General Terms

VII. Insurance

Attachments:

A - Attachment A - Cost Proposal- Motor Repair & Rewinding

B - Attachment B - Specifications, Non-Inverter Duty Motors 2024

C - Attachment C - Specifications, Inverter Duty Motors 2024

D - Attachment D- Agreement

#IFB- 24 - 204

Title: Motor Repair and Rewinding Services

1. Introduction

1.1. Summary

The City of St. Petersburg (the City) is seeking responses from qualified vendors to provide electric motor and generator repair, rewind, and remanufacturing services City wide as needed.

1.2. Contact Information

Adam Williams Procurement Analyst Email: adam.williams@stpete.org Phone: (727) 551-3186

Department:

Water Resources

1.3. Timeline

*Timeline is subject to change

Solicitation Published June 17, 2024

Deadline for Questions June 24, 2024, 3:00pm

Deadline for Question Response June 28, 2024, 12:00pm

Deadline for Submittals July 11, 2024, 3:00pm mailto:adam.williams@stpete.org tel:(727)551-3186

2. Solicitation Information

2.1. Submission or Receipt of Bid

Bids will be received through the City’s online bidding system no later than 3:00 pm on Thursday, July

11, 2024.

2.2. Standard for Award

The City will award to one vendor by written notice to the lowest responsible and responsive Vendor.

2.3. Bid Evaluation

Bids will be unconditionally accepted without alteration or correction unless the Procurement Director permits the correction or withdrawal of inadvertently erroneous bids. Bids will be evaluated based on the requirements and specifications set forth in the scope.

2.4. Submittal Requirements

The following documents are required to be considered responsive:

• A. Complete response to Attachment A - Cost Proposal

• B. Satisfactory answers to the Vendor Questionnaire

• C. Satisfactory site visit/inspection if requested.

https://procurement.opengov.com/portal/stpete/projects/98323

3. Vendor Questionnaire

3.1. General Information

3.1.1. Is the Vendor registered with the Florida Department of State, Division of

Corporations (Sunbiz) in accordance with Florida Statute §607.1501?* ☐ Yes

☐ No

*Response required

3.1.2. Is the Vendor a City of St. Petersburg certified SBE? * ☐ Yes

☐ No

*Response required

3.1.3. Is the Vendor a City of St. Petersburg certified MWBE? * ☐ Yes

☐ No

*Response required

3.1.4. Address for Headquarters location.*

*Response required

3.1.5. Address of office providing service, if different than above.

3.1.6. Contact Information for Contact Person.*

This person must be capable of committing the company to an agreement with the City.

• Name

• Title

• Phone

• Email

*Response required

3.1.7. Description of nature of company’s business.*

*Response required

3.1.8. Year the Company was Founded.*

*Response required

3.1.9. Number of years company has operated under the current name.* *Response required

3.1.10. Number of years company has been in the present business.* *Response required

3.1.11. Company’s bank of record.*

3.1.12. Describe any litigation that the vendor has been a party to in the last five years where it was alleged that the offeror breached a contract for similar services with a client/customer and describe any contracts for similar services that the vendor failed to complete for similar services. Describe the facts and status of any such litigation or contract. * Type N/A if not applicable.

*Response required

3.1.13. Identify any government entity that has debarred or otherwise prohibited the vendor from responding to its competitive solicitations within the last five years. Describe the circumstances surrounding such debarment or other prohibition. * Type N/A if not applicable.

*Response required

3.1.14. The vendor acknowledges that it has read, understands and will comply with

Florida Statute §448.095 pertaining to required use of the U.S. Department of

Homeland Security E-Verify system. Should the City terminate the contract with the vendor for violation of §448.095, vendor may not be awarded a contract with the City for at least one year.* ☐ Please confirm

*Response required

3.1.15. The vendor acknowledges that its solicitation response is subject to Public

Records laws (Chapter 119, Florida Statutes).* ☐ Please confirm

*Response required

3.1.16. Will vendor allow other agencies to piggyback the contract if awarded?* ☐ Yes

☐ No

*Response required

3.1.17. The vendor hereby makes all certifications required by Florida Statute

§287.135 related to scrutinized companies.* ☐ Yes

☐ No

*Response required

3.1.18. Is vendor required to provide any disclosures to the City regarding a foreign country of concern pursuant to Florida Statutes §286.101 (3)(a)? *

☐ Yes

☐ No

*Response required

3.1.19. If YES, please provide the disclosure(s) in accordance with the requirements of

Florida Statute §286.101 (3)(a).

3.1.20. The vendor certifies that it takes no exceptions to the terms and conditions of the solicitation.* ☐ Yes

☐ No

*Response required

3.1.21. If exceptions are taken, specify in space below.

3.1.22. Has the vendor identified any trade secrets or confidential information in its solicitation response?* ☐ Yes

☐ No

*Response required

3.1.23. If yes to the above question, please upload your redacted proposal here.

3.2. Supplier Diversity Forms

3.3. Service Contracts Over $200,000

3.3.1. Does vendor employ more than 50 full time employees?*

☐ Yes

☐ No

*Response required

3.3.2. If YES, does the vendor agree to comply with the living wage requirements set forth in the St. Petersburg City Code? * ☐ Yes

☐ No

*Response required

3.3.3. Is Vendor required to provide any disclosures to the City regarding a foreign country of concern pursuant to Florida Statutes section 286.101 (3) (a)? * ☐ Yes

☐ No

3.3.4. Please attach your cost proposal

4. Scope of Work

4.1. Contract Term

The initial term of the agreement is three (3) years from date of contract execution, and may, by mutual agreement of the parties, be renewed for a period not to exceed three (3) years after the initial contract term by mutual agreement and, if needed, six months, (180 days) beyond the expiration date of the current contract period.

4.2. Minimum qualifications

At a minimum, the Vendor must meet the following qualifications:

1. Have been in the business of providing transportation, inspection, repair, rewind, recondition and remanufacture of electric low to medium voltage motors, up to 1000hp, for a minimum of

5 consecutive years.

2. All work to be performed and all parts and materials furnished shall be free from defects in structural and functional design, material and workmanship.

3. Motors are to be remanufactured to as new condition and shall meet or exceed the standards required by all applicable laws, regulations, ordinances, manufacturer specifications and appropriate standards generally accepted in the industry.

4. The vendor shall warrant all service and make all necessary adjustments, repairs and replacements to maintain the motor in good operating condition for a period of one year from the acceptance by the Administrator including any period that extends beyond the expiration date of the Agreement. Any motor which fails to operate accordingly for the duration of the warranty period shall be repaired by the vendor without cost to the City.

5. The vendor shall be a registered business within the State of Florida.

6. The vendor shall be a member in good standing of the Electrical Apparatus Service

Association (EASA).

7. The vendor shall have a current certification with Underwriters Laboratories Inc, (UL), or

Factory Mutual (FM) Approvals LLC.

8. The complete inspection, repair, rewind, recondition and remanufacture facilities in their entirety are to be located within eighty (80) miles from the boundary of the City of St.

Petersburg, Florida and its remote facility, COSME Water Treatment Plant at Racetrack

Road, Odessa, Florida.

9. Have the ability to obtain the minimum insurance requirements set for in the base agreement by the City.

10. All workmanship and materials shall conform to the latest American National Standards

Institute (ANSI)/ National Electrical Manufacturers Association (NEMA) and EASA standards, including EASA Standard AR100-2020.

11. All associated machines, such as baking and burn-out ovens, VPI tanks with resins, and tools, such as multimeters, micrometers, gauges and insulation testers, used in the re-manufacturing process to be annually calibrated and certified to National Institute of Standards and

Technology (NIST) traceable standards.

12. City background checks are required for all vendor’s personnel who provide site services to the City, including pick-up and delivery.

4.3. Vendor Responsibilities

1. The vendor shall provide a single point of contact to administer this contract. The vendor must notify the City within five (5) days of any changes in the account manager or service representative. The account manager’s responsibilities shall include but are not limited to overseeing all aspects of implementation, servicing, reporting and issue resolution.

2. The vendor shall provide the City with evening, weekend, holiday, and emergency service, to cope with any emergency situation which threatens public health and safety as determined by the City. The vendor shall furnish a 24hr/365day contact telephone number in the event of such an emergency. The vendor must respond to the City representative within one (1) hour of call.

3. The vendor shall be on-site to pick up motors within four (4) hours from the initial call for emergency requests and within seventy-two (72) normal working hours for non-emergency services or by special arrangement with the City staff.

4. The vendor shall provide first priority services to the City in the event of hurricane, flood, or other natural disaster, as defined by the City.

5. The vendor shall provide all labor, supervision, transportation, travel time and expenses, equipment, tools and diagnostic devices to inspect, repair, rewind, re-condition and re-manufacture of vertical, horizontal, T-frame, U-frame, inclusive of other standard and non-standard frame sizes, and Inverter Duty electric motors from 3 hp to 1000hp for their proper and continuous operation under load as needed. Motor Revolutions Per Minute (RPM) 3600, 1800,1200,900 or lower. Voltages low through medium voltage. Single or dual voltage, single or multispeed, single phase or three phase 60 hz. Electric Generators 5Kw to 2500Kw.

(Kilo watt), up to 12.47Kv (Kilo volts) as needed. This includes all replacement of parts and materials of OEM quality, meet UL,CSA, FM and other US electrical codes and standards.

New and not refurbished, unless otherwise authorized by the City, per manufacturer specifications and recommendations.

6. Services shall include, but are not limited to, pick-up and delivery at City site, dis-assembly, inspection, condition report, failure analysis (if required), bearing replacement, cleaning, dipping, and baking of stator, painting outside casing of motor, electrical rewind, re-assembly, and re-installation at City site by arrangement with City staff as needed.

7. The vendor shall be capable of providing authorized repair service per manufacturer’s or

EASA’s requirements for all of the motor types for the term of the Agreement.

8. Vendor warranty. The vendor shall fully warrant all materials, equipment, repair, rewind, recondition and remanufacture services furnished under the terms of this agreement, against poor and inferior quality, for a period of not less than one (1) calendar year from the date of final acceptance by the City. The vendor shall repair or replace inoperable materials or equipment in a timely manner to minimize disruption to City operations, including any period that extends beyond the expiration date. Any motor or generator which fails to operate for the duration of the warranty period shall be repaired by the vendor without cost to the City.

9. Manufacturer warranty. The manufacturer shall fully warrant all materials and equipment furnished under the terms of this agreement, against poor and inferior quality, for a period of not less than one (1) calendar year from the date of final acceptance by the City. The manufacturer shall repair or replace inoperable materials or equipment in a timely manner to minimize disruption to City operations without cost to the City.

10. The Vendor shall allow the City to inspect the Vendor’s facility, parts inventory, warehouse, and equipment at any time to ensure the Vendor has the capability to perform the required services for the City, to discuss work in progress, to view parts before final assembly, to ensure all options are included, to witness balancing of the rotor and perform spot checks to track work progress.

11. The vendor shall provide detailed repair and rewind estimates for all repairs costing $1500.00 or more or where costs exceed 50% of replacement value. Estimate to minimally include horsepower, frame type, voltage of motor, mechanical repair and electrical rewind costs, replacement bearing costs, any additional labor or machine work costs for items not covered in the specification, and any costs associated with emergency requests.

12. The Vendor should have all equipment and trained staff needed for the repair, rewind and remanufacture of all motors listed in this Agreement. If the vendor subcontracts any work, the vendor shall provide in writing prior to any subcontracted work, the subcontract service to be performed and include subcontractor’s name, phone number, and contact person.

13. The vendor shall provide field inspections when requested by the City on equipment that has been repaired and is covered under warranty.

14. The Vendor shall have sufficient access of inventory within 24-48 hours of original equipment manufacturer (OEM) quality repair parts and materials to meet the requirements of the City on a consistent basis.

15. Mechanical repair shall include all processes necessary from pick-up to delivery, such as, but not limited to, dis-assembly, inspections, condition report, failure analysis (if required), cleaning, dipping and baking of stator, all required testing, painting outside casing of motor with color to match City color code and re-assembly that will return a fully functioning motor to the City. A report stating repairs and rewinds made including an itemized list of parts and material shall be supplied upon delivery of motor.

16. Electrical rewind shall include, but is not limited to, new motor leads, removal of the original wires instead of cleaning, dipping and baking, and all required testing. The vendor must be capable of random and form winding.

17. The vendor must be capable of random and form winding.

18. A report stating repairs and rewinds made including an itemized list of parts and material shall be supplied upon delivery of motor. Motor leads to be identified for reconnection purposes.

19. The vendor shall have a controlled Quality Control System with a quality assurance manager, and a quality assurance manual for each process, with serialized copies issues to employees based upon EASA or ISO9001 standards.

20. The vendor shall have demonstrated experience with babbitt bearings.

21. The Vendor shall have a functioning vacuum impregnation pressure (VPI) tank ready for use, complete with a documented record for the resin, used in vacuum impregnation, available for inspection by the City, tested monthly either by a UL-approved lab or the manufacturer’s

Quality Control laboratory.

22. The minimum information to be returned with each repaired or rewound motor should be on an EASA AC/DC Motor Service Order form. The vendor’s forms may be used if acceptable to the City.

4.4. Deliverables

A. Unit pricing for mechanical repair shall include all processes necessary from pick-up to delivery, such as dis-assembly, inspections, condition report, failure analysis (if required), cleaning, dipping and baking of stator, all required testing, painting outside casing of motor with color to match City color code and re-assembly that will return a fully functioning motor to the City. A report stating repairs and rewinds made including an itemized list of parts and material shall be supplied upon delivery of motor.

B. Unit pricing for electrical rewind shall include new motor leads, removal of the original wires instead of cleaning, dipping and baking, and all required testing. A report stating repairs and rewinds made including an itemized list of parts and material shall be supplied upon delivery of motor.

C. Bearing replacement costs shall be actual cost charged by the manufacturer to the vendor plus a

15% mark-up charge. Documentation of bearing costs must accompany invoice.

D. For emergency motor repair services, expedited shipping costs for materials or parts without additional mark-up by the vendor shall be reimbursed by the City. Documentation of expedited shipping costs must accompany invoice.

E. For emergency motor repair services, the emergency repair charge multiplier will be applied to the unit pricing for the mechanical and electrical (if applicable) pricing listed in the cost proposal.

Any work required beyond the scope of services listed shall be billed at the emergency hourly rate for machine work and for labor as specified on the cost proposal.

F. In the event a motor is determined not to be repaired by the City, the vendor shall invoice per the inspection fee rate listed on the cost proposal.

G. The vendor shall provide documentation used for method of calculating unit prices with submission of IFB. Pricing for motors not listed in pricing page shall be based upon the same methodology for those listed on cost proposal. During the term of the Agreement, the vendor shall provide pricing details that utilize the appropriate pricing methodology and upon prior to repairs being made, if requested.

H. The vendor shall provide invoicing to individual departments with City-wide consolidated reporting capabilities.

I. If the vendor fails to respond to a service, whether scheduled or emergency, the City administrator shall file a “Vendor Complaint” report specifying the non-performance and forward to the Purchasing and Materials Management Director within three business days. The vendor shall be notified by the Purchasing and Materials Management Department and shall have two business days to correct the deficiency unless deemed an emergency by the City administrator.

4.5. Specifications

See section Attachments for specifications on inverter and non-invertor duty motors.

4.6. City’s Responsibilities

At a minimum, City shall provide and meet the following responsibilities:

1. The City shall provide a point of contact (City Contract Administrator) for each department to administer this agreement.

2. The City shall be responsible for providing access to the work site, shall keep the areas where motor equipment is located free of materials extraneous to said equipment, shall move any stock, fixtures, or partitions needed to facilitate the services of the vendor.

3. The City shall be responsible for acquiring and having in place any necessary cranes for the vendor to pick up the electric motor. The City is responsible for payment of the crane service.

4. The City shall be responsible for inspecting and verifying satisfactory completion of the electric motor repair, rewind, and remanufacturing services.

5. Failure to respond to a service, whether scheduled or an emergency, within the designated time, the City reserves the right to call any qualified contractor to make necessary repairs.

6. The City contract administrator shall file a “Vendor Complaint” report specifying the non-performance and forward to the Purchasing and Materials Management Director within three business days. The vendor shall be notified by the Purchasing and Materials Management

Department and shall have two business days to correct the deficiency unless deemed an emergency by the City administrator.

7. The City shall pay for expedited shipping costs for parts provided for emergency services with written approval by the City department contract administrator.

8. The City contract administrator shall assist with requests for quotes, planning, strategy, objectives, pick up, and delivery prior to providing electric motor repair, rewind, and remanufacturing services for each department.

9. The City contract administrator shall promptly respond to issues and inquiries so as not to hinder the progress, completion, or compensation for the electric motor repair, rewind, and remanufacturing services delivered.

10. The City shall pay the vendor after invoices have been approved by paper check sent via US

Mail, electronic transfer (ACH), or electronic payment via credit card payment.

5. Cost Proposal

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Enter total from Line 76, Column O from Attachment: Part A, Cost

Proposal- Motor Repair & Rewinding

1 Each

TOTAL

6. General Terms

6.1. Vendor Registration

Vendor must register online with the City of St. Petersburg via their online sourcing system at https://procurement.opengov.com/signup and subscribe to City's Portal at https://procurement.opengov.com/portal/stpete for solicitation notifications. Prior to an award of an

Agreement resulting from this solicitation, Vendor shall be registered with the Florida Department of

State, Division of Corporations to do business within the State of Florida in accordance with Florida

Statute 607.1501.

6.2. Solicitation Review

Vendors are required to carefully review this solicitation for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material must be made in writing to the Procurement Analyst of record for this solicitation and received by the City at least 10 days before the solicitation submission deadline. This will allow issuance of any necessary addendum. A protest based on omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the City, in writing, at least 10 days before the time set for submission deadline.

6.3. Solicitation Response Preparation

Vendors are expected to examine this solicitation and all related documents. Failure to do so is at the

Vendor’s risk. Each vendor shall furnish the information required by this solicitation. Vendor(s) shall retain a copy of all documents for future reference. All solicitation responses must be submitted with the

Vendor’s legal name and by an officer or employee having the authority to bind the Vendor by his or her signature.

The City will not pay any costs associated with the preparation, submittal, presentation, or evaluation of any solicitation response.

6.4. Questions

All questions must be submitted via City's online sourcing system's Question & Answer feature no later than 3:00 pm on Monday, June 24, 2024. Questions will be answered via City's online sourcing system no later than 12:00 pm on Friday, June 28, 2024. More complex questions may require a written addendum to the solicitation. Explanations or instructions will not materially alter this solicitation unless they are in writing. Oral explanations or instructions given before the award of an Agreement will not be binding. If necessary, a written addendum to this solicitation will be issued and posted on the City’s online sourcing system at https://procurement.opengov.com/portal/stpete/projects/98323 for download by Vendors.

6.5. Amendments

Any amendments issued for this solicitation will be posted as an addendum on the City’s online sourcing system at https://procurement.opengov.com/portal/stpete/projects/98323 and notifications will be released to vendors who are following the project by clicking "Follow". Vendors must submit their responses to the most current version of the solicitation as amended, if applicable.

6.6. Submission of Solicitation Responses

Solicitation responses will be received through the City’s online sourcing system. E-mail or in-person submittals will not be considered unless approved before the solicitation submission deadline by the https://procurement.opengov.com/signup https://procurement.opengov.com/portal/stpete https://procurement.opengov.com/portal/stpete/projects/98323

Procurement and Supply Management Director. Late proposals and modifications will not be considered;

however, solicitation responses may be modified online at any time prior to the submission deadline.

Failure to follow the instructions in this solicitation is cause for rejection of the submittal.

6.7. Mistakes in the Solicitation

Solicitation responses may be modified or withdrawn in the online application portal prior to the time and date set for the solicitation opening. Correction or withdrawal of solicitation responses after the solicitation opening because of an inadvertent non-judgmental mistake in the solicitation requires careful consideration to protect the integrity of the competitive solicitation process and to assure fairness. If the mistake is attributable to an error in judgment, the solicitation response may not be corrected. Solicitation response corrections or withdrawals by reason of non-judgmental mistakes are permissible but only to the extent they are not contrary to the interest of the City or the fair treatment of other vendors.

6.8. Information Designated a Trade Secret and/or Confidential and/or Proprietary

All solicitation responses (including all documentation and materials attached thereto or provided in connection with this solicitation) submitted to the City are subject to Florida’s public records laws (i.e., Chapter 119, Florida Statutes), which requires disclosure of public records, unless exempt, if a public records request is made. Solicitation responses (including all documentation and materials attached thereto or provided in connection with this solicitation (even if in a separate electronic file)) submitted to the City cannot be returned. DO NOT LIST YOUR ENTIRE SOLICITATION RESPONSE AS TRADE

SECRET AND/OR CONFIDENTIAL. The City will not consider solicitation responses if the entire response is labeled a Trade Secret and/or Confidential and/or Proprietary.

If Vendor believes that its solicitation response contains information that is a trade secret (as defined by

Florida law) and/or information that is confidential and/or proprietary and therefore exempt from disclosure, then such information must be submitted in a separate electronic file and comply with the following requirements. In addition to submitting the information in a separate or electronic file, Vendor must include a general description of the information designated as a trade secret and/or confidential and/or proprietary and provide reference to the Florida statute or other law which exempts such designated information from disclosure in the event a public records request.

The City does not warrant or guarantee that information designated by Vendor as a trade secret and/or confidential and/or proprietary is a trade secret and/or confidential and/or proprietary and exempt from disclosure. The City offers no opinion as to whether the reference to the Florida statute or other law by

Vendor is/are correct and/or accurate. Please be aware that the designation of information as a trade secret and/or confidential and/or proprietary may be challenged in court by any person or entity. By designation of information as a trade secret and/or confidential and/or proprietary Vendor agrees to defend and indemnify the City, its employees, agents, and elected and appointed officials (“Indemnified Parties”) against any and all claims, demands, and actions (whether or not a lawsuit is commenced) arising out of or in connection with Vendor's designation of information as a trade secret and/or confidential and/or proprietary and to hold harmless the Indemnified Parties for any award to a plaintiff for damages, costs and attorneys’ fees, and for costs and attorney's fees (including those of the City Attorney’s office) incurred by the City by reason of any claim, demand, or action arising out of or related to the Vendor's designation of information as a trade secret and/or confidential and/or proprietary.

Failure to comply with the requirements above shall be deemed as a waiver by Vendor to claim that any information in its solicitation response is a trade secret and/or confidential and/or proprietary, regardless of whether such information is labeled trade secret and/or confidential and/or proprietary. Vendor acknowledges, understands, and agrees that all information in Vendor's solicitation response (not including information submitted in a separate electronic file and designated trade secret and/or confidential and/or proprietary in accordance with the requirements in this section) will be disclosed, without any notice to Vendor, if a public records request is made for such information, and the City shall not be liable to Vendor for such disclosure.

Vendor acknowledges and understands that Vendor's proposal, including the information submitted in a separate electronic file and designated trade secret and/or confidential and/or proprietary in accordance with the requirements in this section, will be distributed to the evaluation committee members, City staff, and City consultants to allow Vendor's entire solicitation response, including the information submitted in a separate electronic file, to be evaluated and considered for award of the Agreement. The entire contents of the Vendor's solicitation response, including the information submitted in a separate electronic file, may be discussed at meetings that are open to the public, subject to the requirements set forth in

Chapter 286, Florida Statutes.

6.9. Bonds

Vendors will need to furnish a bid bond as indicated in the solicitation, if applicable.

6.10. Cash Discounts

When the City is entitled to a cash discount, the period of computations will commence on the date of delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount is part of the Agreement, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date it is determined by the City that a cash discount applies.

6.11. Award

The solicitation will be awarded based on the requirements outlined in the scope, the criteria or factors identified in the solicitation, and the standard for award for the solicitation. The City reserves the right to accept or reject any or all parts of the solicitation response, waive informalities, and request re-solicitations on the services or products outlined in the scope. The City reserves the right to award the

Agreement on a split-order, lump-sum, or individual item basis, or such combination as shall best serve the interest of the City unless otherwise specified.

Pursuant to Florida Statute sec. 287.05701, the City will not request documentation of a Vendor’s social, political, or ideological interests, consider such interests, or give preference to a vendor based on such interests.

6.12. Acceptance Period

Unless otherwise specified in this solicitation, the solicitation response may be held by the City for a period of ninety (90) days after the submission deadline and will continue in full effect and not be subject to withdrawal during that period until an Agreement has been executed with a Vendor. If no Agreement has been executed within the ninety-day period, any solicitation response may be withdrawn or nullified by either the City or the Vendor, or be deemed to be confirmed and extended in time for as long as permitted by the Vendor submitting each solicitation response.

6.13. Right to Reject

Vendors must comply with all the terms of the solicitation, all applicable provisions of the City of St.

Petersburg City Code, and all applicable federal and state laws. The City may reject any solicitation response that does not comply with all material and substantive terms, conditions, and performance requirements of the solicitation.

The City may waive minor informalities that (i) do not affect responsiveness; (ii) are merely matter of form or format; (iii) do not change the relative standing or otherwise prejudice other vendors; (iv) do not change the meaning or scope of the solicitation; (v) are trivial, negligible or immaterial in nature; (v) do not effect a material change in the work; or (vi) do not constitute a substantial exclusion or modification of a requirement or provision in the solicitation.

6.14. Vendor Complaints

All complaints or grievances should be first submitted in writing to the Procurement & Supply

Management Director, by email at Stephanie.Swinson@stpete.org or by mail to P. O. Box 2842, St.

Petersburg, FL 33731 who will promptly investigate the validity of the complaint and present the findings in writing to the person who submitted the complaint.

6.15. Protest

(a) All protests related to a solicitation or award must be first submitted in writing to the POD no later than seven (7) days preceding the date of the City Council meeting approving the contract, or no later than seven (7) calendar days following the selection of the successful bidder if the contract does not require City Council approval.

(b) The POD will consider the protest if it is timely filed and contains the following:

(1) Sufficient information to identify the solicitation or award that is the subject of the protest;

(2) The grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive or legally flawed;

(3) Evidence or supporting documentation that supports the grounds on which the protest is based; and

(4) The relief sought.

(c) If the protest meets the requirements of subsection (b) of this section, the POD will investigate the validity of the protest and present the findings in writing to the person or entity that submitted the protest. Otherwise, the POD will promptly notify the person or entity that submitted the protest that the protest is untimely or that the protest failed to meet the requirements of subsection (b) of this section and give the reasons for the failure.

(d) If the person or entity is dissatisfied with the POD’s response, the person or entity may then make an appeal to the City

Administrator, who will hear the appeal. The City may not establish appellate jurisdiction of the courts; however, if allowed by the

Florida Rules of Appellate Procedure or other rule or judicial decision, the decision from the City Administrator is the final decision of the City and may be subject to judicial review in the manner provided by law.

6.16. Public Entity Crimes

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not (i) submit a solicitation response on an Agreement to provide any goods or services to a public entity, (ii) submit a solicitation response on an Agreement with a public entity for the construction or repair of a public building or public work, (iii) submit a solicitation response for leases of real property to a public entity, (iv) be awarded or perform work as a contractor, supplier, subcontractor, or consultant under an Agreement with any public entity, or (v) 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.

mailto:stephanie.swinson@stpete.org

6.17. Nondiscrimination

Vendors for the City of St. Petersburg are required to comply with all applicable laws regarding discrimination in employment, including Pinellas County Code Section 70-53 (a)(1) (prohibiting discrimination in employment based on race, color, religion, national origin, gender, sexual orientation, age, marital status, or disability) and all other applicable federal, state and local laws. Vendors are encouraged to provide workplaces free of discrimination in terms of conditions of employment, including benefits.

6.18. Prohibited Communication

Vendors and their employees, agents, contractors, and representatives are prohibited from lobbying City

Council, the Mayor, City staff, selection committee members, and City project consultants relative to this solicitation until the solicitation selection and award processes have been completed. Non-compliance with this provision may result in disqualification from consideration of the award. Notwithstanding the foregoing, this provision shall not prohibit the Vendor from (i) providing public comment in accordance with applicable laws and City policies at public meetings where public comment is permitted, (ii) communicating with the assigned Procurement Analyst, (iii) making a presentation during a selection committee meeting if requested by the selection committee, or (iv) submitting a dispute or complaint in accordance with the requirements set forth in this solicitation.

6.19. Environmentally Preferable Purchasing

It is the policy of the City of St. Petersburg to purchase recycled and environmentally preferable goods.

Environmentally preferable goods are defined as “products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose.” This includes products that contain recycled content, reduced toxicity and pollution, conserve energy, conserve water, prevent waste, and promote sustainability and resiliency initiatives.

This policy does not require the City to specify environmentally preferable products or services when it can be demonstrated that they are not in the best interest of the City compared to products and services that are not as environmentally preferable. Best interests include but are not limited to, service life, life cycle cost, product effectiveness, or compatibility. This policy will be carried out consistent with the

City’s obligations and purpose, and with an overall intent to obtain competitive prices and to provide value to the taxpayer.

6.20. Health In All Policies

Pursuant to Executive Order EO-2018-04, it is the policy of the City to apply the consideration of health, health impacts, and the social determinants of health to the City’s decision-making, including policy development and implementation, budgeting, and the delivery of services and procurement of supplies and construction. Vendors are encouraged to propose services, supplies, and construction that promote health to the greatest extent practicable in their responses to City solicitations. Vendors are further encouraged to provide workplaces that promote the health and well-being of their employees.

6.21. American with Disabilities Act (ADA) Public Notice

In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990, the City of St. Petersburg will not discriminate against qualified individuals with disabilities on the basis of disability in the City’s services, programs, or activities. If Vendor requires an auxiliary aid or service for effective communication, or a modification of policies or procedures to adequately respond to this solicitation. Vendor should contact ADA Coordinator Lendel Bright at (727)-893-7229 or email at lendel.bright@stpete.org as soon as possible but no later than 72 hours before the applicable deadline.

6.22. Background Checks

In the event the solicitation or Agreement requires criminal history checks, Vendor will be responsible for conducting a criminal history check for each employee or subcontractor for which a criminal history check is required.

6.23. Disqualification

The City reserves the right to disqualify Vendors before or after opening, upon evidence of collusion with intent to defraud or other illegal practices on the part of the Vendors.

6.24. Taxes

The City of St. Petersburg is exempt from any taxes imposed by the State and/or Federal Government.

Exemption certificates will be provided upon request.

6.25. Compliance with State and/or Federal Requirements

All Vendors entering into a contract with the City with permit(s) issued by a state or federal agency, shall comply with the requirements set forth in the permit(s).

6.26. E-Verify

Vendor shall comply with Florida Statute §448.095 pertaining to required use of the U.S. Department of

Homeland Security's E-Verify system, and that should the City terminate§ the contract with the Vendor for violation of §448.09(1), Vendor may not be awarded a contract with the City fort at least one year.

7. Insurance

7.1. Commercial General Liability

Commercial general liability insurance in an amount of at least One Million Dollars ($1,000,000) per occurrence, Two Million Dollars ($2,000,000) aggregate in occurrences form. This policy must include coverage for bodily injury, property damage, personal and advertising injury, products and completed operations, and contractual liability under this Agreement.

7.2. Commercial Automobile Liability

Commercial automobile liability insurance of $1,000,000 combined single limit covering all owned, hired and non-owned vehicles.

7.3. Worker's Compensation

Workers’ Compensation insurance as required by Florida law and Employers’ Liability Insurance in an amount of at least $100,000 each accident, $100,000 per employee, and $500,000 for all diseases.