PC-700000-8380R.pdf

Model Term Bid for Services (01/16/2013) ITB# 12-DC-8380R

GENERAL CONTRACT CONDITIONS (PUR 1000)

The General Contract Conditions are outlined in PUR 1000 which is a downloadable document incorporated in this bid by reference. There is no need to return this document with the bid response.

http://dms.myflorida.com/content/download/2933/11777

GENERAL INSTRUCTIONS TO RESPONDENTS (PUR 1001)

The General Instructions to Respondents are outlined in PUR 1001 which is a downloadable document incorporated in this bid by reference. There is no need to return this document with the bid response.

http://dms.myflorida.com/content/download/2934/11780

THE BALANCE OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

TABLE OF CONTENTS

SECTION 1– DEFINITIONS

SECTION 2 – INTRODUCTION

2.1 Background and Statement of Purpose

2.2 Contract

2.3 Overview

SECTION 3 – SCOPE OF SERVICES

3.1 General Description of Services

3.2 Routine Maintenance Service

3.3 Hourly Repair Rate for Repairs and Emergency Repairs

3.4 General Successful Bidder(s) Requirements

3.5 Records and Documentation

3.6 Reporting Requirements

3.7 Response Time

SECTION 4 – PROCUREMENT RULES AND INFORMATION

4.1 Procurement Manager

4.2 Timeline

4.3 Procurement Rules

4.3.1 Mandatory Vendor Registration

4.3.2 Submission of Bids

4.3.3 Bid Opening

4.3.4 Costs of Preparing Bid

4.3.5 Disposal of Bids

4.3.6 Bid Rules for Withdrawal

4.3.7 Rejection of Bids

4.3.8 Site Visits and Bidder’s Conference

4.3.9 Bid Inquiries

4.3.10 Cost Discussions

4.3.11 Verbal Instructions

4.3.12 No Prior Involvement and Conflicts of Interest

4.3.13 Department of State Licensing Requirements

4.3.14 Field Testing of Point of Sale Equipment prior to Final Contract Execution

4.3.15 Filing Notices of Intent to Protest or Formal Protest

SECTION 5 – BID FORMAT AND CONTENTS

5.1 Responsiveness Requirements

5.2 Contact for Contract Administration

5.3 Addenda

5.4 Certificate of Insurance

5.5 Price Sheet Submission Requirements

SECTION 6 – AWARD OF CONTRACT

6.1 Posting of Recommended Award

6.2 Basis of Award

6.3 Identical Tie Bids

SECTION 7 – CONTRACT TERMS AND CONDITIONS

7.1 Contract

7.2 Termination

7.2.1 Termination at Will

7.2.2 Termination Because of Lack of Funds

7.2.3 Termination for Cause

7.2.4 Termination for Unauthorized Employment

7.3 Payments and Invoices

7.4 Travel Expenses

7.5 Vendor’s Expenses

7.6 Contract Management

7.6.1 Department’s Contract Manager

7.6.2 Department’s Contract Administrator

7.7 Contract Management Changes

7.8 Governing Law and Venue

7.9 Records

7.9.1 Disclosure of Bid Contents

7.9.2 Audit Records

7.9.3 Retention of Records

7.10 Procurement of Materials with Recycled Content

7.11 Employment of Department Personnel

7.12 Non-Discrimination

7.13 Americans with Disabilities Act

7.14 Indemnification

7.15 Bidder’s Insurance

7.16 Copyrights, Right to Data, Patents and Royalties

7.17 Disputes

7.18 Independent Vendor Status

7.19 Assignment

7.20 Severability

7.21 Use of Funds for Lobbying Prohibited

7.22 Reservation of Rights

7.23 Convicted Felons Certification

7.24 Scope Changes After Contract Execution

7.25 State Initiatives

7.25.1 Diversity in Contracting

7.25.2 Minority/Women/and Veterans

ATTACHMENT 1 –CONTACT FOR CONTRACT ADMINISTRATION

ATTACHMENT 2 – SAMPLE CERTIFICATE OF INSURANCE

ATTACHMENT 3 – REGION 1 – SITE VISIT SCHEDULE/LOCATIONS

ATTACHMENT 4 – REGION 2 – SITE VISIT SCHEDULE/LOCATIONS

ATTACHMENT 5 – REGION 3 – SITE VISIT SCHEDULE/LOCATIONS

ATTACHMENT 6 – SECURITY GUIDELINES

COST INFORMATION SHEET – REGION 1

COST INFORMATION SHEET – REGION 2

COST INFORMATION SHEET – REGION 3

EMERGENCY GENERATOR RENTAL RATES SCHEDULE

SECTION 1– DEFINITIONS

The following terms used in this Invitation to Bid (“ITB”), unless the context otherwise clearly requires a different construction and interpretation, have the following meanings:

1.1 Balance Of Line: Balance of line refers to additional items that may be needed by the Department. Awards are not based on pricing submitted for balance of line items, but bidders must submit pricing for all balance of line items in order for their bid to be considered responsive. When balance of line items are listed in a solicitation, the Department will clearly indicate what items will be considered in the basis for award.

1.2 Breach of Contract: The condition of the relationship between the Department and the Successful Bidder(s) which exists when the Successful Bidder(s) fails to perform under the terms and conditions of the Contract which may result from this ITB.

1.3 Contract: The agreement which results from this ITB between the Successful Bidder(s) and the Department.

1.4 Department or Owner: The Florida Department of Corrections referred to in this ITB document.

1.5 Desirable Conditions: The use of the words “should” or “may” in this ITB indicate desirable attributes or conditions, but are permissive in nature. Deviation from, or omission of, such a desirable feature, will not in itself cause rejection of a proposal.

1.6 Material Deviations: The Department has established certain requirements with respect to bids to be submitted by bidders. The use of shall, must or will (except to indicate simple futurity) in this ITB indicates a requirement or condition which may not be waived by the Department except where the deviation therefrom is not material. A deviation is material if, in the Department’s sole discretion, the deficient response is not in substantial accord with this ITB’s requirements, provides an advantage to one bidder over other bidders, has a potentially significant effect on the quantity or quality of items bid, or on the cost to the Department. Material deviations cannot be waived and shall be the basis for rejection of a bid.

1.7 Minor Irregularity: A variation from the ITB terms and conditions which does not affect the price of the bid or give the bidder an advantage or benefit not enjoyed by the other bidders or does not adversely impact the interests of the Department.

1.8 P-Card: Refers to the State of Florida’s purchasing card program, using the Visa platform.

1.9 Purchase Order: The Contract document issued by the Department to the Successful Bidder(s) to procure goods and services.

1.10 Responsible Vendor: A Vendor who has the capability in all respects to fully perform the contract requirements and the integrity and reliability that will assure good faith performance.

1.11 Responsive Bid: A bid, submitted by a responsive and responsible vendor that conforms in all material respects to the solicitation.

1.12 Successful Bidder(s) or Contractor(s): The business or entity submitting the lowest responsive bid, meeting all requirements of the Department’s ITB, who will be providing services to the Department in accordance with the terms of the Contract which results from this.

1.13 Vendor, Respondent and Bidder: A legally qualified corporation, partnership or other entity submitting a bid to the Department pursuant to this ITB.

SECTION 2 – INTRODUCTION

2.1 Background and Statement of Purpose

The Department is currently seeking competitive bids for generator routine repairs, emergency repairs and generator rental services. The Department has approximately 245 generators located in regional areas within the state of Florida.

The purpose of this Invitation to Bid (ITB) is to secure competitive bids, from qualified bidders, to furnish the services referenced above.

2.2 Contract

As a result of this ITB, the Successful Bidder(s) shall be awarded a three (3) year Contract with no renewals. (See subsection 7.1.2).

2.3 Overview

The Successful Bidder(s) shall provide routine repairs, emergency repairs and services as specified in Section 3 of this ITB. The Cost Information Sheet(s) listed on pages 51 through 67 provides a list of existing equipment currently in use by the Department. A bidder may bid on one (1), two (2), or all three (3) regions. There will be a separate award for each region. Bidders must bid on all makes/models of generators within each region. Bidders must also bid on the Emergency Generator Rentals Schedule listed on page 68; however, this schedule will not be used as a determining factor for award.

Pursuant to their own governing laws, and subject to the agreement of the Successful Bidder(s), other governmental entities may be permitted to make purchases in accordance with the terms and conditions contained herein. The Department shall not be a party to any transaction between the Successful Bidder(s) and any other purchaser.

SECTION 3 – SCOPE OF SERVICES

3.1 General Description of Services

The Successful Bidder(s) selected as a result of this ITB shall provide routine repairs, as well as emergency repairs and services, on the Department’s existing emergency generator systems including, but not limited to, generators; transfer switches; fuel delivery systems; and associated components with the exception of fuel storage tanks. The Successful Bidder(s) shall also provide the services as described in this ITB on any additional equipment acquired by the Department as outlined in subsection 3.4.5 (Additions and Deletions of Equipment). All services shall be provided in accordance with the requirements specified in the following section of this ITB, and must meet or exceed the service levels described in these sections.

3.2 Routine Maintenance Service

The Successful Bidder(s) shall be responsible for routine maintenance and service of generators identified in the Cost Information Sheet(s) as well as the provision of an hourly rate for necessary repairs. If it is determined that a repair is not in the best interest of the Department, the Department shall have the option to perform the repair with Department staff or to remove the unit from inclusion under the Contract. All services shall be provided in accordance with the requirements specified in the following sections of this ITB, and must meet or exceed the service levels described in these sections.

3.2.1 Eighteen (18) Month Maintenance

Eighteen (18) month maintenance shall include all of the requirements of the bi-annual inspections (Section 3.2.2) along with the following additional services:

3.2.1.1 Oil/FilterChange

Change the oil and filters in all generators to conform to the manufacturer’s specifications. This shall be done every eighteen (18) months and/or every 250 hours of operation, whichever occurs first. Only the manufacturer’s approved oil and filters shall be used.

3.2.1.2 Lubricating System

a. Change governor oil (where applicable);

b. Change injection pump oil (where applicable);

c. Change oil in crankcase breather (where applicable);

3.2.1.3 Fuel Delivery System

a. Lubricate the day tank float switch and manual pump (where applicable);

b. Replace fuel filters;

c. Lubricate carburetor and linkage (where applicable); and

d. Lubricate governor linkage and service air filters.

3.2.1.4 Cooling System

a. Replace water filters (where applicable).

3.2.1.5 Battery

a. Check specific gravity and load test.

3.2.1.6 Exhaust System

a. Drain condensation where possible; and

b. Check and lubricate heat riser plate.

3.2.1.7 Ignition System (where applicable)

a. Replace plugs;

b. Replace points;

c. Replace condenser;

d. Replace rotor;

e. Inspect cap and replace as necessary;

f. Lube point cam (where applicable);

g. Lube advance wick;

h. Lube upper and lower bearing;

i. Set timing;

j. Inspect and lube mechanical advance; and

k. Inspect wires.

3.2.1.8 Generator

a. Clean rings and commutator;

b. Lubricate overspeed switch;

c. Check diode heat sinks; and

d. Inspect rear bearing.

3.2.1.9 Engine Running

a. Test low oil pressure safety switch – Record seconds to shutdown;

b. Test high engine temperature safety switch – Record seconds to shutdown;

c. Test overspeed safety switch – Record seconds to shutdown;

d. Check pre-alarms (where applicable);

e. Check overcrank system – Record seconds to shutdown; and

f. Check cycle cranking time – Record seconds of cranking; seconds of rest.

3.2.1.10 Accessories

a. Lubricate all hinges, door locks, and snap covers, etc.

Note: Each time a filter is replaced, the date must be written on the filter with a permanent marker.

3.2.2 Bi-Annual Maintenance and Inspections

The Successful Bidder(s) shall provide bi-annual inspections and preventive maintenance services of all equipment at all indicated locations by a maintenance schedule provided by the Successful Bidder(s) and approved by the Contract Manager. Testing and adjusting of the equipment must be performed on-site, on a bi-annual basis, for the total term of the Contract including renewals. If, during a bi-annual inspection, it is determined that repairs need to be made, the Successful Bidder(s) shall submit a quote to the Maintenance Superintendent(s) and, if approved, a separate purchase order will be issued for the parts and labor necessary to complete the repairs. The Successful Bidder(s) shall perform the following services on all equipment, systems and components (See subsections 3.3 and 3.3.4):

3.2.2.1 Generator Testing

Test each generator for at least one (1) hour under full connected load for bi-annual inspections.

3.2.2.2 Lubricating System

a. Check lube oil level and add oil as necessary;

b. Inspect for oil leaks. Check and re-torque connections to manufacturer’s specifications;

c. Check governor oil level and add oil as necessary (where applicable);

d. Check condition of lube oil hoses and connections;

e. Check oil base heater and adjust if necessary;

f. Check injection pump oil level and add oil if necessary (where applicable);

g. Check engine breather. Clean and remove any oil residue, dust, dirt, or other restriction, start engine, check oil pressure;

h. Check engine oil stick for water or residue;

i. Check turbo-charger for oil leaks (where applicable);

j. Check front and rear crank shaft seals for oil leaks;

k. Check equipment hour meter for hours of operation. If hours of operation are near or exceed the

250 hour stipulated time for oil service, change oil and filter with the manufacturer’s approved oil and filter. Start engine and check for oil leaks at the filter. Check oil stick for proper oil level.

l. Take oil sample and send to laboratory for analysis; and

m. Provide a copy of the report to the respective Contract Manager and to the Maintenance

Supervisor of the Department’s facility.

3.2.2.3 Fuel Delivery System

a. Inspect fuel lines, hoses, connections, clamps, injectors/carburetors, injector pumps, and priming pump, etc. for leaks. Correct as needed;

b. Check operation of day tank (where applicable);

c. Drain water from fuel traps (where applicable);

d. Drain water from day-tank strainer (where applicable);

e. Clean sediment bowl (where applicable);

f. Check for water in fuel;

g. Inspect fuel filter. Change filter as necessary; and

h. Check fuel pressure. Ensure compliance with manufacturer’s specifications.

3.2.2.4 Cooling System

a. Check for leaks;

b. Check coolant level. Add if necessary;

c. Check coolant PH and add long-life antifreeze, as necessary;

d. Check all belts for cracks or wear. Replace as necessary;

e. Check all belts for proper tension. Replace as necessary;

f. Check condition of water hoses and clamps;

g. Check for leakage. Repair leaks;

h. Check water filter, and replace water filter elements as needed;

i. Pressure test radiator and cap;

j. Check water pump for leaks and bearing noise;

k. Verify the temperature gauge is reading the correct temperature using an infrared device;

l. Check operation of engine heater and switch;

m. Check fan & radiator for physical damage, obstruction & leaks; and

n. Test and replace antifreeze, when required.

3.2.2.5 Air Systems

a. Check air cleaner (dry type); replace as necessary;

b. Check turbocharger clearance (where applicable);

c. Check and service oil bath air cleaners as needed (where applicable); and

d. Check air hoses and connections (where applicable).

3.2.2.6 Electrical System

a. Check battery fluid. Correct if necessary;

b. Check battery specific gravity. Replace if necessary;

c. Check battery trickle charger. Record rate;

d. Check battery connections. Clean & tighten if necessary;

e. Lubricate generator, starter/cranking;

f. Check air compressor, if not electric start; and

g. Check for loose load line connections and emergency supply line connections.

3.2.2.7 Exhaust System

a. Inspect the entire exhaust system;

b. Check raincap for leaks; and

c. Inspect the manifold connection for leaks. Re-torque as necessary.

3.2.2.8 Engine Safety Controls

a. Check operations of all safety controls and emergency stops.

3.2.2.9 Engine Test- No Load

a. Start engine and check operation. Adjust RPM if necessary; and

b. Observe oil pressure load and record.

3.2.2.10 Engine Test- With Load

a. Test run the generator with the connected load energized for at least one (1) hour.

b. Observe and record volts, amps, cycles, engine water temperature, lube oil temperature, engine lube oil pressure, and battery charge rate; and

c. Shut down engine and return to normal automatic condition unless otherwise noted.

3.2.2.11 Ignition System (if applicable)

a. Inspect all wires;

b. Check ammeter for discharging while cranking; and

c. Check ammeter for full charge at start-up.

3.2.2.12 Generator Sets

a. Check slip rings;

b. Check commutator;

c. Check brushes to assure they are free;

d. Inspect generator wiring for fraying;

e. Check and record each phase volts, amps, and frequency. Check operation of transfer switch;

f. Check automatic start-up;

g. Check generator grounding;

h. Adjust voltage regulator;

i. Check generator windings and armature for cleanliness;

j. Check excitor belts for fraying or cracking;

k. Check excitor and regulator for cleanliness;

l. Check generator mounting bolts for tightness. Re-torque as required;

m. Lubricated generator bearings, drives and joints;

n. Inspect for potential hazards resulting from vibration and/or pressure;

o. Check for alternator vibration;

p. Inspect and torque (if necessary) all main supply, emergency supply, and load line connections;

and

q. Verify phase relay drop out and pickup points, adjust if necessary.

3.2.2.13 Transfer Switch

a. Check all wiring;

b. Inspect to assure all supply and load lines are tight;

c. Check for proper mechanical operation of the transfer mechanism;

d. Note settings on timers and assure they are proper for the application;

e. Verify phase relays drop out and pick up joints, traditionally drop out at 70% and pick up at 90% of rated voltage. Adjust if necessary;

f. Attach calibration tag with date and calibration of relays noted; and

g. Advise the Contract Manager as to any options he might want to add or change.

3.2.2.14 Engine

a. Test run engine under actual load for at least one (1) hour;

b. Check for engine noises;

c. Check carburetor/injectors for proper adjustments. Correct as necessary;

d. Check choke adjustment (where applicable);

e. Check engine for excessive smoke;

f. Check for air in the induction system;

g. Check cylinder head and head gasket;

h. Check for excessive blow-by;

i. Check turbocharger for noise;

j. Check pre-lube pump for proper operation;

k. Check engine run speed and correct if necessary;

l. Check engine low idle speed and correct if necessary;

m. Check emergency shutoff for proper operation;

n. Check engine for proper operation at rated speed;

o. Inspect engine mounting bolts. If bolts are loose, tighten. If bolts are broken, replace; and

p. Check engine wiring harness for breaks or wear. If wiring harness is broken, repair. If wiring harness is worn, repair and reroute to prevent wear.

3.2.2.15 Testing

a. While the engine is running under actual connected load, adjust voltage and frequency;

b. Adjust clock exerciser as necessary;

c. Test delay start;

d. Test delay pick-up;

e. Test delay retransfer;

f. Test delay cool down;

g. Test delay transition;

h. Test delay preheat;

i. Calibrate undervoltage sensors;

j. Calibrate overvoltage sensors;

k. Calibrate generator sensors;

l. Record load per leg;

m. Record voltage per leg;

n. Record frequency;

o. Record oil pressure;

p. Record water temperature;

q. Check battery charging system; and

r. Clean up work area.

The Successful Bidder(s) shall be responsible for removal and disposal of all oil filters and shall comply with all Federal, State, and Local regulations for disposal of hazardous materials.

3.2.3 Load Bank Test (Resistive only)

Test each generator under full-rated load for at least two (2) hours. These tests must be performed every twenty-four (24) months. Keep a record of all operating systems of the alternator and the engine during the load bank test. Provide a complete written report of the load bank test to the respective Contract Manager and the Maintenance Supervisor of the Department facility for each generator set.

3.2.4 General Maintenance Responsibilities

The Successful Bidder(s) shall provide, at no cost to the Department, all test equipment, tools, materials and parts necessary to maintain equipment as delineated in Section 3.2 Routine Maintenance Service. If, during a bi-annual inspection referenced in Section 3.2.2, it is determined that repairs need to be made, the Successful Bidder(s) shall submit a quote to the Maintenance Superintendent(s) and if approved, a separate purchase order will be issued for the parts and labor necessary to complete the repairs. (See page 9).

3.2.5 Warranted Equipment

All new equipment warranty work shall be provided by the original warranty supplier. All warranty responsibility for previously purchased, but still under warranty, equipment will continue to be provided by the original warranty supplied until expiration of the warranty period. Upon expiration of the warranty period, responsibility for maintenance shall automatically transfer to the Successful Bidder(s), unless otherwise directed by the Department’s Contract Manager. All trouble calls shall be initially reported to the Successful Bidder(s). If the trouble call involves a warranty item, the Successful Bidder(s) shall notify the Department’s Contract Manager, who will then have the responsibility of placing and tracking the warranty trouble call with the warranty supplier. Maintenance of the warranty inventory list and the notification of a warranty trouble call to the Department shall be provided by the Successful Bidder(s) at no additional cost to the Department.

3.3 Hourly Repair Rate for Repairs and Emergency Repairs

The Successful Bidder(s) shall bid an hourly rate for repair of the generators listed in the Cost Information Sheet(s). The hourly rate will be charged from the time that the technician arrives at the facility to the time the technician leaves the facility. A mileage charge of $2.00 per mile may be charged for the mileage from the Successful Bidder’s closest service center to the Department’s facility (one way only). The mileage charge shall not be increased during the term of the resulting Contract. This bid will establish an hourly rate for these services for both regular (8:00 A.M. - 5:00 P.M., Monday through Friday) repairs and after-hours repairs (including holidays and weekends). Purchase Orders will be issued for repairs and sent directly to the vendor.

3.3.1 Response Time for Emergency Repairs

The response time for emergency repairs shall be within four (4) hours from the time of notification to the Successful Bidder(s) by the Department. In the event the Successful Bidder(s) fails to meet this requirement, the Successful Bidder(s) may be found in default of the Contract at the Department’s discretion.

3.3.2 Response time for Non-Emergency Repairs

The response time for non-emergency repairs shall be within twenty-four (24) hours from time of notification to the Successful Bidder(s) by the Department. In the event the Successful Bidder(s) fails to meet this requirement, the Successful Bidder(s) may be found in default of the Contract at the Department’s discretion.

3.3.3 Pre-Approved Repairs

All repairs shall be pre-approved by the issuance of a Purchase Order before the commencement of any work, with the exception of after-hours emergencies. Pre-approval for after hours emergencies will be made verbally on-site by the Warden, his designee, or the Maintenance & Construction Superintendent, to be followed-up by a Purchase Order.

3.3.3.1 The Successful Bidder(s) shall make approved repairs at the hourly rate, bid plus parts, in accordance with Section 3.3.4, below.

3.3.3.2 If the use of a rental unit is necessary during the course of a repair, either minor or major, the

Successful Bidder(s) shall notify the Maintenance & Construction Superintendent. The Maintenance & Construction Superintendent will schedule delivery of the rental unit with the Successful Bidder(s). The bidder must provide an Emergency Generator Rental Rate Schedule with the bid (See page 68).

3.3.3.3 For all repairs, the Department shall have the option to solicit additional quotes or to bid out the repairs, as determined by the Contract Manager.

3.3.4 Cost of Repair Parts

All replacement/repair parts must be genuine original manufacturer’s parts, unless approved by the

Department, and must be either new or like-new refurbished parts. Replaced (old) parts shall become the property of the Successful Bidder(s). New and refurbished replacement/repair parts shall become the property of the Department. Only parts approved by the original manufacturer, for the specific device being serviced, shall be used when replacement/repair parts are required.

The cost of repair parts shall be in accordance with the following:

3.3.4.1 Cost shall not exceed the current manufacturer’s published list price, regardless of the reason for the replacement.

3.3.4.2 The Successful Bidder(s) is required to furnish the percent (%) savings, in prices offered, compared to the manufacturer’s retail list published, or other usual and customary prices that would be paid by the purchaser without benefit of a contract resulting from this bid. Successful Bidder(s) shall provide the manufacturer’s published price list upon request by the Department. If parts are obtained from a source other than that which they represent, the cost to the Department shall not exceed 15% of the invoice. Documentation shall be required.

3.4 General Contractor Requirements

This section delineates requirements for all generators listed in this bid.

3.4.1 Local Service Area Address Presence

Due to the critical operation of the generators, the Department requires the Successful Bidder(s) to have a local service area presence within each region to timely respond to service calls. The Successful Bidder(s) shall include, with the bid, the bid address from where services will be provided. See subsections 3.3.1, 3.3.2 and 3.3.3, page 13.

3.4.2 Subcontracting

No subcontracting will be permitted under the resulting Contract of this solicitation. The only exception to this requirement would be to subcontract with an authorized dealer of a particular brand of generator to perform routine or emergency repairs that the scope of work required would be beyond the area of expertise of the Successful Bidder(s). See subsection 7.2.6, page 33.

3.4.3 Scheduling

All bi-annual, eighteen (18) month routine maintenance and load bank tests and repairs shall be conducted during normal working hours, Monday through Friday, 8:00 am until 5:00 pm. To arrange for an appointment to perform service at a particular institution, contact the Maintenance and Construction Superintendent at the facility. A minimum of forty-eight (48) hours notice is required. The names and telephone numbers for the applicable Maintenance and Construction Superintendent(s) will be provided on the Contract.

The Successful Bidder(s) shall provide bi-annual, eighteen (18) month maintenance and load bank test schedules to the Contract Manager within thirty (30) days after execution of the Contract.

3.4.4 Inventory of Equipment

3.4.4.1 The list of equipment in the Cost Information Sheet(s) is the Department’s current comprehensive inventory. The Successful Bidder(s) shall maintain the inventory when performing scheduled maintenance of all equipment. Anytime the inventoried equipment changes through additions, deletions, re-location or transfer, the Successful Bidder(s) must modify his/her records to indicate such action and maintain an accurate equipment inventory. This inventory shall be communicated in writing to the Contract Manager and shall include, at a minimum, the following:

a. Make, model, KW rating and location of each piece of equipment;

b. Any existing manufacturer’s warranties on equipment added, if applicable;

c. Notation of any changes since the last bi-annual report; and

d. Type of service (Bi-annual or eighteen (18) month).

The Successful Bidder(s) shall, under no circumstances, remove any equipment containing a Department of Corrections’ property sticker. The Successful Bidder(s) shall request that, when replacing equipment, the property sticker be removed by an appropriated departmental staff member authorized to adjust equipment inventory records.

NOTE: All equipment specified in the Cost Information Sheet(s) is currently operational. Any additional equipment acquired by the Department shall be added to the Successful Bidder’s equipment inventory as specified in Section 3.4.5 (Additions and Deletion of Equipment).

3.4.5 Additions and Deletions of Equipment

3.4.5.1 The Department retains the right to add or to delete any equipment from service provided under this

Contract as described herein, upon notification by the Department to the Successful Bidder(s).

3.4.5.2 The Department shall attempt to provide advance notice to the Successful Bidder(s) of all additional and/or new equipment. However, should any of the Successful Bidder’s personnel receive a maintenance or repair call, and records show that the individual piece of equipment is not inventoried and covered by this Contract; the Successful Bidder’s personnel will perform repairs as if equipment was covered by this Contract and notify the Contract Manager(s). The Contract Manager(s) will provide official notice of the equipment addition, in writing, and amend the Contract document(s) as necessary. The Successful Bidder(s) may then charge for that piece of equipment, as described in 3.4.5.4 effective on the date the Successful Bidder(s) was called for service on that piece of equipment.

3.4.5.3 If removing equipment from coverage, the Department shall provide thirty (30 days) prior written notice. The Contract Manager will provide official notice of equipment deletion, in writing, and request an amendment to the Contract.

3.4.5.4 The Successful Bidder(s) shall provide service on additional and/or new equipment, of the same make and model, at the same rates or less as the unit/category price bid under this ITB.

3.4.6 Staffing Requirements

The Successful Bidder(s) shall ensure that he/she has sufficient personnel to provide the services outlined in this ITB for all regions bid. All technicians provided to perform services shall have at least forty (40) hours of factory training on generators similar to those identified herein, or related equipment. The Successful Bidder(s) shall have a verifiable in-house training program for its personnel on emergency power generator service to include diesel and electrical training as well as continuing educational training in emergency power generation units and diesel engines.

3.4.7 Institutional and Facility Security

3.4.5.1 The Successful Bidder(s) shall comply with the Department’s Security Guidelines (Attachment 6) on institutional and facility security policies. Violations of these rules could result in termination of the Contract. The Successful Bidder(s) shall contact, within ten (10) days of execution of any Contract which may result from this ITB, the institution or facility to obtain a copy of any specific institutional or facility rules.

3.4.5.2 Any Successful Bidder’s staff or representative, assigned to this project, who will enter any

Department institution or facility where offenders are present or housed, shall be subject at the Department’s expense, to a Florida Department of Law Enforcement (FDLE) Florida Crime Information Center/National Crime Information Center (FCIC/NCIC) background/criminal records check. These records checks will be coordinated by the respective Contract Manager and may re-occur at any time. The Department has full discretion to require the Successful Bidder’s to disqualify, prevent, or remove any staff from any work under the Contract. The Department is under no obligation to inform the Successful Bidder(s) of the records check findings or the criteria for disqualification or removal. In order to carry out this records check, the Successful Bidder(s) shall provide to the respective Contract Manager, within ten (10) days of Contract execution, the following data for individuals, the Successful Bidder’s or subcontractor’s staff or representative assigned to Contract: Full Name, Race, Sex, Date of Birth, Social Security Number, Drivers License Number and State of Issue.

3.4.5.3 The Successful Bidder(s) shall ensure that the representative Contract Manager is provided the information needed to have the NCIC/FCIC background check conducted prior to any Successful Bidder’s staff being hired or assigned to provide services under any Contract which may result from this ITB. The Successful Bidder(s) shall not offer employment to any individual nor assigned staff or representative to the Contract who have not had an NCIC/FCIC background check conducted.

3.4.5.4 The Successful Bidder(s) shall not hire any person to provide services under any Contract which may result from this ITB, who has been barred from any Department institution or other Department facility.

3.4.5.5 The Successful Bidder(s) shall not employ any individual to provide services at any institution or facility who is under supervision or jurisdiction of any parole, probation or correctional authority.

Persons under any such supervision may work for other elements of the Successful Bidder’s company that are independent of the services provided under any Contract which may result from this

ITB.

3.4.5.6 The Successful Bidder(s) shall disclose any business or personal relationship a Successful Bidder’s staff person, officer, agent, or potential hiree may have with anyone presently incarcerated or under the supervision of the Department.

3.4.5.7 The Successful Bidder(s) shall immediately report any new arrest, criminal charges or convictions of a current employee assigned to this Contract to the respective Contract Manager. In addition, the Successful Bidder(s) shall immediately report any new arrest, criminal charges or convictions of an employee or other representative whether assigned to this Contract or not, to the respective Contract Manager.

3.5 Records and Documentation

The Successful Bidder(s) shall maintain and update generator systems maintenance records for each type of equipment serviced. Such documentation shall include, but shall not be limited to, records of all service calls, preventative maintenance performed, and any system modifications, if applicable. The Successful Bidder(s) shall maintain a service log at the site of each piece of equipment maintained.

3.6 Reporting Requirements

3.6.1 Bi-annual Reports

A summary report of all services performed bi-annually, by Region, during the Contract period. The report shall be broken down by date of service, equipment and institution, and shall provide an itemized list of all services and repairs provided for each piece of equipment. The report shall be supplied to the Contract Manager and a copy to the Maintenance Superintendent of each respective institution, no later than ten (10) days following the end of each bi-annual period. Contents and format of the report shall be subject to change upon written notice from the Contract Manager.

3.6.2 Annual Reports

A summary report of all services performed annually, by region, during the Contract year. The report shall be broken down by date of service, equipment and institution and shall provide an itemized list of all services and repairs provided for each piece of equipment and an updated inventory of all generators. The report shall be supplied to the Contract Manager and a copy to the Maintenance Superintendent, of each respective institution, no later than ten (10) days following the end of every year. The report shall also summarize the bi-annual reports and state results of annual maintenance, repairs, and replacements that were made. Contents and format of the report shall be subject to change upon written notice from the Contract Manager.

3.7 Response Time

The Successful Bidder(s) shall begin providing services within forty-five (45) days after receipt of order.

SECTION 4 – PROCUREMENT RULES AND INFORMATION

4.1 Procurement Manager

Questions related to this procurement should be addressed to:

Trish Heinze Purchasing Analyst Bureau of Procurement and Supply Carlton Building 501 S. Calhoun Street Tallahassee, Florida 32399-2500 850-717-3702 (Telephone Number) 850-488-7189 (Facsimile Number) heinze.trish@mail.dc.state.fl.us

Florida Law:

Pursuant to Section 287.057(23), Florida Statutes, and in accordance with PUR 1001 #21, Bidders responding to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the seventy-two (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 person requiring special accommodations in responding to this solicitation because of a disability should call the Bureau of Procurement and Supply at 850-717-3700 at least five (5) days prior to any pre-solicitation conference, solicitation opening or meeting. If you are hearing or speech impaired, please contact the Bureau of Procurement and Supply by using the Florida Relay Service, which can be reached at 1-800-955-8771 (TDD).

Questions will only be accepted if submitted in writing and received on or before the date and time specified in the Timeline (Section 4.2). Responses will be posted on the Vendor Bid System (VBS) by the date referenced in the Timeline (Section 4.2).

4.2 Timeline

Listed below are the important actions and dates/times by which the actions must be taken or completed. If the Department finds it necessary to change any of these dates/times, it will be accomplished by addendum. All listed times are local time in Tallahassee, Florida. (Eastern Time)

Date Time Action

4.2.1 1/24/13 Release of ITB

4.2.2 2/28/13 Last day for receipt of written inquiries

4.2.3 3/6/13 Anticipated date that written responses to written inquiries will be posted on the Vendor Bid System

(VBS).

4.2.4 3/13/13 3:00 PM Bid opening

4.2.5 3/19/13 Anticipated date of posting of recommended award

4.2.6 3/25/13 Anticipated date for issuance of purchase order or other document

4.3 Procurement Rules

4.3.1 Mandatory Vendor Registration

In 2003, the State of Florida implemented an on-line e-procurement system called MyFloridaMarketplace (MFMP) through which all Purchase Orders are issued and distributed via e-mail or facsimile (fax) machine.

The method of automatic distribution is selected by the vendor during the registration process. Therefore, before doing business with any state agency, vendors must register in this system on-line at:

http://dms.myflorida.com/mfmp . Vendors needing assistance with the registration process may call 1-866- 352-3776. For information regarding the fees for this service, please refer to Section 7.3.1.

4.3.2 Submission of Bids

Each bid shall be prepared simply and economically, providing a straightforward, concise delineation of the bidder’s capabilities to satisfy the requirements of this ITB. Fancy bindings, colored displays, and promotional material are not desired. Emphasis in each bid must be on completeness and clarity of content. In order to expedite the review of bids, it is essential that bidders follow the format and instructions contained in the Bid Submission Requirements (Section 5), with particular emphasis on the Mandatory Responsiveness Requirements.

The Department will not consider any additional terms or conditions submitted by a bidder, including any appearing in documents attached as part of a bid response. In submitting its bid, a bidder agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect.

Bids are due at the time and date specified in the Timeline (Subsection 4.2) at the Department of Corrections, Bureau of Procurement and Supply, Carlton Building, 501 S. Calhoun Street, Tallahassee, Florida 32399-2500, and shall be submitted to the attention of the Contact Person at the address listed in Subsection 4.1. Bids received late will not be considered. No Department staff will incur responsibility for the inadvertent opening of a bid not properly sealed, addressed or identified.

In accordance with PUR 1001 #15, before award, the Department reserves the right to seek clarifications or request any information deemed necessary for proper review of submissions from any bidder deemed eligible for Contract award. Failure to provide requested information may result in rejection of the response.

4.3.3 Bid Opening

In accordance with PUR 1001 #12, bids will be publicly opened at the time and date specified in the “Timeline” (Subsection 4.2). The names of all bidders submitting bids shall be made available to interested parties upon written request to the Procurement Manager listed in Section 4.1.

4.3.4 Costs of Preparing Bid

The Department is not liable for any costs incurred by a bidder responding to this ITB, including those for oral presentations, if applicable.

4.3.5 Disposal of Bids

All bids become the property of the State of Florida and will be a matter of public record subject to the provisions of Chapter 119, Florida Statutes.

4.3.6 Bid Rules for Withdrawal

A submitted bid may be withdrawn by submitting a written request for its withdrawal to the Department, signed by an authorized representative of the bidder within seventy-two (72) hours after the bid due date indicated in the Timeline.

Any submitted bid that has not been properly withdrawn, shall remain a valid bid for twelve (12) months after the bid opening date.

4.3.7 Rejection of Bids

In accordance with PUR 1001 #16, the Department shall reject any and all bids containing material deviations. The following definitions are to be utilized in making these determinations.

4.3.7.1 Material Deviations

The Department has established certain requirements with respect to bids to be submitted by bidders.

The use of shall, must or will (except to indicate simple futurity) in this ITB indicates a requirement or condition which may not be waived by the Department except where the deviation therefrom is not material. A deviation is material if, in the Department’s sole discretion, the deficient response is not in substantial accord with this ITB’s requirements, provides an advantage to one bidder over other bidders, has a potentially significant effect on the quantity or quality of items bid, or on the cost to the Department. Material deviations cannot be waived and shall be the basis for rejection of a bid.

4.3.7.2 Minor Irregularities

In accordance with PUR 1001 #16, a variation from the ITB terms and conditions which does not affect the price of the bid or give the bidder an advantage or benefit not enjoyed by the other bidders or does not adversely impact the interests of the Department.

4.3.8 Site Visits and Bidder’s Conference

The Department encourages minority business enterprises to participate in any scheduled site visits, bidder’s conference, pre-solicitation, or pre-bid meeting.

All interested vendors, before submitting their response, may visit the locations listed in Attachments 3, 4, and 5 and become familiar with conditions that may in any manner affect the work to be done. The Department may set specific dates for the site visits and will not allow visits for individual vendors or visits at any other time. Interested parties must call the Local Contract Coordinator listed in section 7.6. at least two (2) business days prior to start date of the site visits listed in the Timeline and furnish them with the following information on all attendees, including the attendee’s full name, social security number, date of birth and driver’s license number. For security reasons, admittance of any vendor not previously approved is at the sole discretion of the institution. Vendors who do not seek prior approval may be denied access. Vendors must present photo I.D.

Verbal answers and decisions provided at the site shall not be binding on the Department.

4.3.9 Bid Inquiries

4.3.9.1 The bidder shall examine this ITB to determine if the Department’s requirements are clearly stated. If there are any requirements which restrict competition, the bidder may request, in writing, to the Department, that the specifications be changed. The bidder who requests changes to the Department’s specifications must identify and describe the bidder’s difficulty in meeting the Department’s specifications, must provide detailed justification for a change, and must recommend changes to the specifications. Requests for changes to this ITB must be received by the Department no later than the date shown for written inquiries in the “Timeline.” A bidder’s failure to request changes by the date described above shall be considered to constitute bidder’s acceptance of Department’s specifications.

The Department shall determine what changes to this ITB shall be acceptable to the Department. If required, the Department shall issue an addendum reflecting the acceptable changes to this ITB, and post as stated in Section 5.3 in order that all bidders shall be given the opportunity of proposing to the same specifications.

4.3.9.2 Any inquiries from bidders concerning this ITB shall be submitted in writing, identifying the submitter, to the individual identified in Section 4.1 of this ITB and must be received no later than the date and time specified in Section 4.2 of the Timeline. (E-mail inquiries are preferred with the bidder following up by mailing or faxing a hard copy.) It is the responsibility of the bidder to confirm receipt of e-mailed and faxed inquiries.

4.3.10 Cost Discussions

Any discussion by the bidder with any employee or authorized representative of the Department involving cost information, occurring prior to bid opening or notice of recommended award, or notice of rejection of all bids, will result in rejection of said bidder’s bid.

4.3.11 Verbal Instructions

No negotiations, decisions, or actions shall be initiated or executed by the bidder as a result of any discussions with any Department employee. Only those communications that are in writing from the Department’s staff identified in Section 4.1 of this ITB shall be considered a duly authorized expression on behalf of the Department. Only communications from the bidder’s representative, which are in writing and signed, will be recognized by the Department as duly authorized expressions on behalf of the bidder.

4.3.12 No Prior Involvement and Conflicts of Interest

The bidder shall not compensate in any manner, directly or indirectly, any officer, agent or employee of the Department for any act or service that he/she may do, or perform for, or on behalf of, any officer, agent, or employee of the bidder. No officer, agent, or employee of the Department shall have any interest, directly or indirectly, in any contract or purchase made, or authorized to be made, by anyone for, or on behalf of, the Department or the State of Florida.

The bidder shall have no interest and shall not acquire any interest that shall conflict in any manner or degree with the performance of the services required under this Contract.

4.3.13 Department of State Licensing Requirements

All entities defined under Chapters 607, 617 or 620, Florida Statutes, seeking to do business with the Department shall be on file and in good standing with the Florida Department of State.

4.3.14 Field Testing of Point of Sale Equipment prior to Final Contract Execution

The Department may request field testing where equipment is included as part of service delivery. The purpose of these field tests is to demonstrate, to the satisfaction of the Department, that all proposed equipment will perform in a completely acceptable manner, as determined by the Department. Field testing will be conducted prior to Purchase Order execution and implementation of services. The Department will field test only equipment from the responsive, responsible bidder offering the lowest cost.

Failure to perform during field testing in a manner satisfactory to the Department shall be reason for delay of contract execution. In the event of unsatisfactory performance, the Department shall address specific deficiencies in a written report of field testing results and allow the bidder three (3) days to correct deficiencies. Failure to correct deficiencies after three (3) days of receipt of the report of field test results may result in rejection of the intended award and the Department may move to contract with the next lowest responsive and responsible bidder.

4.3.15 Filing Notices of Intent to Protest or Formal Protest

In accordance with PUR 1001 #20, Intent to Protest or Formal Protest shall be filed with the Clerk of the Agency, located at 501 South Calhoun Street, Tallahassee, Florida 32399-2500, (telephone 850-717-3605).

Protest related documents may be hand-delivered to the Clerk of the Agency by entering the Calhoun Street entrance and asking the person at the Security Desk to call the agency clerk to come down to the entrance to receive the documents for filing. Documents left at the Security Desk will not be considered filed until received by the agency clerk. Formal protests may not be faxed. Protest documents received after hours will be filed the next business day.