Plotter_Repair_&_Maintenance_Contract_for_HP_DesignJet_Z6_44-in_Postscript_Printer.pdf

27-0058-ITQ

PLOTTER REPAIR & MAINTENANCE CONTRACT FOR HP

DESIGNJET Z6 44-IN POSTSCRIPT PRINTER

Pinellas County

Pinellas County Courthouse Annex Bldg., Sixth Floor

Clearwater, FL 33765

THE MISSION OF PINELLAS COUNTY

"Pinellas County Government is committed to progressive public policy, superior public service, courteous public contact, judicious exercise of authority and sound management of public resources to meet the needs and concerns of our citizens today and tomorrow."

The proposal due date below is subject to change. This informal solicitation may be closed once adequate competition is received.

ISSUE/RELEASE DATE: November 6, 2026

PROPOSAL SUBMISSION DEADLINE: November 19, 2026, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/pinellasfl https://procurement.opengov.com/portal/%7bproject.government.code%7d

Pinellas County

Plotter Repair & Maintenance Contract for HP DesignJet Z6 44-in

Postscript Printer

Table of Contents No table of contents entries found.

#27-0058-ITQ

Title: Plotter Repair & Maintenance Contract for HP DesignJet Z6 44-in Postscript Printer

1. Notice

Small Business Enterprises

The Board of County Commissioners recognizes that the County's growth and prosperity depend on the full participation of all its citizens and businesses and is firmly committed to the principles of equal opportunity, supplier diversity, and equity.

To increase the impact of County purchases on the growth and prosperity of the Pinellas County community, Pinellas County Purchasing, in coordination with Economic Development, have implemented the Small

Business Enterprise Program to increase the access and participation of regional small businesses.

Pinellas County Certified Small Business Enterprises (SBEs) shall be given preference on informal quotes from

$25,000 to $150,000 to the lowest responsive, responsible quoter that meets the Pinellas County SBE Program criteria at time of award, at the discretion of the Board or designated representative. On Invitation to Quote

(ITQ) solicitations over $100,000, preference will be given to SBEs that submit within the first five (5) business days of the solicitation. If a responsive and responsible SBE submits a quote after the first five (5) business days, they shall receive a five percent (5%) preference above open market pricing. SBEs shall be awarded economically feasible contracts or portions of contracts.

For more information on eligibility, registration, and certification, please visit Pinellas County Economic

Development at www.pced.org or contact Economic Development at businesshelp@pinellas.gov.

https://www.pced.org/ mailto:businesshelp@pinellas.gov

2. Introduction

SUBMITTALS ARE ACCEPTED VIA OPENGOV

27-0058-ITQ

Plotter Repair & Maintenance Contract for HP DesignJet Z6 44-in Postscript Printer

ALL QUESTIONS MUST BE SUBMITTED IN OPENGOV WITHIN THE QUESTION & ANSWER SECTION

THE MISSION OF PINELLAS COUNTY

Pinellas County Government is committed to progressive public policy, superior public service, courteous public contact, judicious exercise of authority and sound management of public resources to meet the needs and concerns of our citizens today and tomorrow.

The Purchasing Division of the Office of Management and Budget for the Pinellas County Board of

County Commissioners uses OpenGov Procurement for contractor/vendor registration, and for posting, submitting and receiving bids, quotes and proposals for active solicitations.

Contractors/Vendors must register with OpenGov Procurement

(https://procurement.opengov.com/signup) to participate in active County solicitations.

Should you need technical assistance with OpenGov, the following options are available:

Phone: (650) 336-7167

Email: procurement-support@opengov.com

Chat is available in the OpenGov application

Web: https://help.procurement.opengov.com

Vendor Guides: https://help.procurement.opengov.com/en/collections/1392366-vendor-guides

AUTHORIZED BY:

Merry Celeste, CPPO, CPPB, NIGP-CPP, CPM, FCCM

Purchasing Official

Procurement Contact:

Sharon Beacht sbeacht@pinellas.gov

(727) 464-5255 https://procurement.opengov.com/signup mailto:procurement-support@opengov.com https://help.procurement.opengov.com/ https://help.procurement.opengov.com/en/collections/1392366-vendor-guides

Timeline:

Release Project Date: November 6, 2026

Proposal Submission Deadline: November 19, 2026, 3:00pm

3. Instructions & General Conditions for Submittals

3.1. INSTRUCTIONS & PROCEDURES

A. PREPARATION OF SUBMITTAL - Submittal will be prepared in accordance with the following:

1. Submittals must be uploaded on forms furnished, utilizing the OpenGov procurement website.

Failure to comply could result in the submission being rejected.

2. If price is factor, unit prices must be shown and where there is an error in extension of price, the unit price will govern.

3. Alternate submittals will not be considered unless authorized by the solicitation.

4. Proposed delivery time must be shown and any date calculations must include weekends and holidays.

5. Contractor is advised that exceptions to any terms and conditions contained or referenced in this solicitation must be stated with specificity in its response to the solicitation. Contractor is deemed to have accepted and to be bound by the solicitation and referenced agreement terms and conditions that contractor does not take exception to in its response. The County reserves the right to modify or add terms and conditions based upon the exceptions stated by the contractor, or to declare any terms and conditions non-negotiable, as determined by the County in its sole discretion.

6. Contractors will thoroughly examine the drawings, specifications, schedule, instructions and/or all other solicitation documents.

7. Contractors will make all investigations necessary to thoroughly inform themselves regarding plant and facilities for delivery of material and equipment as required by the solicitation. Plea of ignorance by the contractor of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the contractor to make the necessary examinations and investigations, or failure to fulfill in every detail the requirements of the solicitation documents, will not be accepted as a basis for varying the requirements of the County or the compensation to the contractor.

8. Contractors are advised that all County solicitations are subject to all legal requirements provided for in the Purchasing Ordinance and/or State and Federal Statutes.

B. SUBMITTAL METHOD & FORMAT

1. Submittals must be uploaded utilizing the OpenGov procurement website

(https://procurement.opengov.com/portal/pinellasfl). Failure to comply could result in the submittal being rejected.

2. Submittals must be uploaded in the Vendor Questionnaire section of this solicitation. Submittals sent via email, facsimile, or delivered in-person will not be considered.

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

3. The preferred format for submittal is PDF conversion from your source files (to minimize file size and maximize quality and accessibility) rather than scanning. Instructions for Providing Files in

PDF Format to Pinellas County Government:

a. How do I convert my files to PDF format?

b. Answer- If you have a program such as Adobe Acrobat, creating a PDF of any file is a simple print function. Rather than printing to a traditional printer, the file converts to a PDF format copy of your original. Any program (such as Word, PowerPoint, Excel, etc.) can be converted this way by simply selecting the print command and choosing PDF as the printer.

c. Should I scan everything and save as PDF?

d. Answer- Not unless you are scanning with OCR (optical character recognition). Scanning will create unnecessarily large files because a scan is just a picture of a page rather than actual page text. Furthermore, the result of scanning is that your pages will not look nearly as

“clean” or professional as simply using the print to PDF method from the program from which the file originates. Additionally, since scan pages are pictures of text, not really text, they may not be considered accessible* under Federal ADA guidelines (*unless the scans are

OCR.)

C. SUBMITTALS FROM RELATED PARTIES OR MULTIPLE SUBMITTALS RECEIVED FROM ONE

CONTRACTOR

1. Where two (2) or more related parties each upload a submittal, or multiple submittals are received from one (1) contractor, for any solicitation, such submittals will be judged non-responsive. Related parties mean contractors or the principles thereof, which have a direct or indirect ownership interest in another contractor for the same solicitation or in which a parent company or the principles thereof of one (1) contractor have a direct or indirect ownership interest in another contractor for the same solicitation.

D. INTEGRITY OF SOLICITATION DOCUMENTS

1. Contractors will use the original solicitation form(s) provided by the Purchasing & Risk

Management Division and enter information only in the spaces where a response is requested.

Contractors may use an attachment as an addendum to the solicitation form(s) if sufficient space is not available on the original form for the contractor to enter a complete response. Any modifications or alterations to the original solicitation documents by the contractor, whether intentional or otherwise, will constitute grounds for rejection of a solicitation. Any such modifications or alterations a contractor wishes to propose must be clearly stated in the contractor’s submittal response and presented in the form of an addendum to the original solicitation documents.

E. LATE SUBMISSION OR MODIFICATIONS

1. Submittals and modifications received after the time set for the submission will not be considered. This upholds the integrity of the process.

2. Modifications in writing received prior to the time set for the submittal will be accepted.

F. WITHDRAWAL OF SUBMITTAL

1. The submittal may be withdrawn prior to the solicitation opening date.

G. WRITTEN REQUESTS FOR INTERPRETATIONS/CLARIFICATIONS

1. No oral interpretations will be made to any firms as to the meaning of specifications or any other contractor documents. All questions pertaining to the terms and conditions or scope of work of this solicitation must be sent in writing (electronically) to the Purchasing Division and received by the date specified in solicitation. Responses to questions may be handled as an addendum if the response would provide clarification to requirements of the solicitation. All such addenda will become part of the agreement documents. The County will not be responsible for any other explanation or interpretation of the proposed solicitation made or given prior to the award of the agreement. The Purchasing Division will be unable to respond to questions received after the specified time frame.

H. REJECTION OF SUBMISSION

1. The County may reject a submittal if:

a. The contractor incorrectly states or conceals any material fact in the solicitation.

b. The solicitation does not strictly conform to the law or requirements of solicitation including insurance requirements.

c. The solicitation is conditional, except that the contractor may qualify its submittal for acceptance by the County on an "all or none" basis, or a "low item" basis. An "all or none" basis submittal must include all items upon which the contractor was invited.

2. The respective constitutional officer, County Administrator, on behalf of the Board of County

Commissioners or within their delegated financial approval authority, or Director of Purchasing, within their delegated financial approval authority, has the authority when the public interest will be served thereby to reject all submittals or parts of submittals at any stage of the procurement process through the award of an agreement.

3. The County reserves the right to waive minor informalities or irregularities in any submittal.

I. PUBLIC REVIEW AT OPENING

1. Pursuant to Florida Statute, Section 119.071(1)(b)2, all submittals will be subject to review as public records after 30-days from opening, or earlier if an intended decision is reached before the thirty-day period expires. Unless a specific exemption exists, all documents submitted will be released pursuant to a valid public records request. All trade secrets claims must be dispositively determined by a court of law prior to trade secret protection being granted.

J. TABULATION INQUIRIES

1. Inquiries relating to the results of this solicitation, prior to the official award by the Pinellas

County Board of County Commissioners may be made by visiting OpenGov or by visiting pinellas.gov/public-records after 30 days to comply with Florida Statute, Section 119.071(1)(b)2.

3.2. ADA REQUIREMENT FOR PUBLIC NOTICES

Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 727-464-4062 (voice/tdd) fax 727-464-4157.

3.3. LOBBYING

All Contractors agree to adhere to Pinellas County Code Section 2-189, which states:

Lobbying shall be prohibited on all county competitive selection processes and purchasing contract awards pursuant to this division, including, but not limited to, requests for proposals, requests for quotations, requests for qualifications, bids or the award of purchasing contracts of any type. The purpose of this prohibition is to protect the integrity of the procurement process by shielding it from undue influences prior to the contract award, or the competitive selection process is otherwise concluded. However, nothing herein shall prohibit a prospective respondent/proposer/protestor from contacting the Purchasing Department or the County Attorney's Office to address situations such as clarification and/or pose questions related to the procurement process.

Lobbying of evaluation committee members, county government employees, elected/appointed officials, or advisory board members regarding requests for proposals, requests for quotations, requests for qualifications, bids, or purchasing contracts, by the respondent, any member of the respondent's staff, any agent or representative of the respondent, or any person employed by any legal entity affiliated with or representing a respondent, is strictly prohibited from the date of the advertisement, or on a date otherwise established by the Board, until either an award is final, or the competitive selection process is otherwise concluded. Any lobbying activities in violation of this section by or on behalf of a respondent/proposer shall result in the disqualification or rejection of the proposal, quotation, statement of qualification, bid or contract.

For purposes of this provision, "lobbying" shall mean influencing or attempting to influence action or non-action, and/or attempting to obtain the goodwill of persons specified herein relating to the selection, ranking, or contract award in connection with any request for proposal, request for quotation, request for qualification, bid or purchasing contract through direct or indirect oral or written communication. The final award of a purchasing contract shall be the effective date of the purchasing contract.

Any evaluation committee member, county government employee, elected/appointed official, or advisory board member who has been lobbied shall immediately report the lobbying activity to the director.

(Ord. No. 02-35, 5-7-02; Ord. No. 04-64, § 12, 9-21-04; Ord. No. 04-87, § 1, 12-7-04; Ord. No. 10-09, § 6, 2-16-

10; Ord. No. 11-23, § 2, 7-26-11; Ord. No. 14-11, § 5, 2-11-14; Ord. No. 18-34, 10-23-18).

3.4. AWARD OF CONTRACT - ITQ

A. The County reserves the right to accept and award item by item, and/or by group, or in the aggregate.

B. Prices quoted must be Free on Board (FOB) Pinellas County with all transportation charges prepaid unless otherwise specified in the Invitation to Quote.

https://pinellas.gov/public-records

C. A written award of acceptance (Purchase Order), mailed or otherwise furnished to the successful respondent, will result in a binding contract without further action by either party.

3.5. PROTEST PROCEDURE

Protest procedures are governed by Pinellas County Code Section 2-162, which states:

Right to Protest. "A vendor who is aggrieved by the contents of the bid or proposal package, or a vendor who is aggrieved in connection with the recommended award on a bid or proposal solicitation, may file a written protest to the director, as provided herein. This right to protest is strictly limited to those procurements of goods and/or services solicited through invitations to bid or requests for proposals, including solicitations pursuant to F.S. § 287.055, the "Consultants' Competitive Negotiation Act." No other actions or recommendations in connection with a solicitation can be protested, including: (i) requests for quotations, negotiations, qualifications or letters of interest; (ii) rejection of some, all or parts of bids or proposals; (iii) disqualification of respondents or proposers as non-responsive or non-responsible; or (iv) recommended awards less than the mandatory bid or proposal amount. Protests failing to comply with the provisions of this section will not be reviewed."

(Ord. No. 94-51, § 5, 6-7-94; Ord. No. 04-87, § 1, 12-7-04; Ord. No. 14-11, § 2, 2-11-14; Ord. No. 18-34, 10-23-

18)

3.6. CONTRACT STANDARD TERMS & CONDITIONS

The County has deemed the following contract terms, County’s Purchase Order Standard Terms &

Conditions for Goods & Services to be non-negotiable. Pinellas County Purchase Order Standard Terms &

Conditions - Pinellas County.

3.7. EXCEPTIONS

Contractor is advised that if it wishes to take exception to any of the terms contained or referenced in this solicitation it must explicitly identify the term and the exception in its response to the solicitation.

Contractor's stated exception to a non-negotiable term may disqualify it from consideration for award.

3.8. VARIANCE FROM GENERAL CONDITIONS

All general conditions stated in this section apply to this Agreement except as specifically stated in the subsequent sections of the document, which take precedence over this section, and should be fully understood by contractors prior to submitting on this requirement.

3.9. CONTRACT CAPABILITY / REFERENCES

Prior to award, any Contractor may be required to show that the company has the necessary facilities, equipment, ability and financial resources to perform the work specified in a satisfactory manner and within the time specified. In addition, the company must have experience in work of the same or similar nature, and can provide references, which will satisfy the County. Contractors must furnish a reference list of at least four

(4) customers for whom they have performed similar services.

3.10. CONTRACTOR LICENSE REQUIREMENT

All Contractors performing construction and related work in Pinellas County must comply with our regulatory legislation, Chapter 75-489, Laws of Florida, as amended. Failure to have a competency license in a regulated trade will be cause for rejection of any submittal and/or award.

https://pinellas.gov/pinellas-county-purchase-order-standard-terms-conditions/

3.11. Contractor(s) failure to respond to a request may result in financial consequences

In accordance with Florida Statutes Section 252.505, a Contractor that breaches this contract during an emergency recovery period will be liable to pay a $5,000 penalty and damages, which may be either actual and consequential damages or liquidated damages. As used in this section, the term “emergency recovery period” means a 1-year period that begins on the date that the Governor initially declared a state of emergency for a natural emergency.

3.12. CORPORATE REGISTRATION

An award may not be issued without proof that your firm is registered with the Florida Division of

Corporations, as per Florida Statute §607.1501 www.flsenate.gov/Laws/Statutes/2011/607.1501.

A foreign corporation (foreign to the State of Florida) may not transact business in this state until it obtains a certificate of authority from the Department of State. Please visit dos.myflorida.com/sunbiz/ for this information on how to become registered.

3.13. JOINT VENTURES

Contractors intending to submit as a joint venture are required to have filed proper documents with the

Florida Department of State, the Division of Professions, Construction Industry Licensing Board and any other state or local licensing Agency prior to submitting (see Section 489.119 Florida Statutes). Joint ventures must provide an affidavit attesting to the formulation of a joint venture and provide either proof of incorporation as a joint venture or a copy of the formal joint venture agreement between all joint venture parties, indicating their respective roles, responsibilities and levels of participation for the project.

3.14. INSURANCE

The Contractor must provide a certificate of insurance and endorsement in accordance with the insurance requirements listed in the insurance section below. Failure to provide a compliant certificate of insurance and endorsement(s) in accordance with the solicitation/contract documents within a 10-day period following the determination or recommendation of award may result in the County to vacate the original determination or recommendation and proceed with recommendation to another

Contractor.

3.15. DESCRIPTION OF GOODS/SERVICES/SUPPLIES

A. Any manufacturer's names, trade names, brand name, or catalog numbers used in specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Submittals will be considered for all brands which meet the quality of the specifications listed for any items.

B. Contractors are required to state exactly what they intend to furnish otherwise they will be required to furnish the items as specified.

C. Contractor submission must include all data necessary to evaluate and determine the quality of the item(s) they intend to furnish.

https://www.flsenate.gov/Laws/Statutes/2011/607.1501 https://dos.myflorida.com/sunbiz/

D. ALTERNATES: Alternates will not be considered unless authorized by the solicitation. Such alternates may or may not be accepted by the County. If approved, it is at the County’s discretion to accept said alternate(s) in any sequence or combination therein.

E. OR EQUAL DETERMINATION: Where submitting other than specified, the determination of equivalency will be at the sole discretion of Pinellas County and its specialized personnel.

3.16. PUBLIC EMERGENCIES

It is hereby made a part of this solicitation that before, during, and after a public emergency, disaster, hurricane, tornado, flood, or other acts of God that Pinellas County will require a first priority for goods and services. It is vital and imperative that the majority of citizens are protected from any emergency situation that threatens public health and safety, as determined by the County. contractor agrees to rent/sell/lease all goods and services to the County or governmental entities on a first priority basis. The County expects to pay a fair and reasonable price for all products and services rendered or contracted in the event of a disaster, emergency, hurricane, tornado or other acts of God.

3.17. PROCUREMENT POLICY FOR RECYCLED MATERIALS

A. Pinellas County wishes to encourage its contractors to use recycled products in fulfilling contractual obligations to the County and that such a policy will serve as a model for other public entities and private sector companies.

B. When awarding a purchase or recommending a purchase for products, materials, or services, the

Director of Purchasing may allow a preference to a responsive contractor who certifies that their product or material contains the greatest percentage of postconsumer material. If solicitation includes paper products, contractor must certify that their materials and/or products contain at least the content recommended by the Environmental Protection Agency (EPA) guidelines.

C. On all quotes, or as required by law, the Director of Purchasing require Contractors to specify which products have recycled materials, what percentage or amount is postconsumer material, and to provide certification of the percentages of recycled materials used in the manufacture of goods and commodities procured by the County.

D. Price preference is not the preferred practice the County wishes to employ in meeting the goals of this resolution. If a price preference is deemed to serve the best interest of the County and further supports the purchase of recycled materials, the Director of Purchasing will make a recommendation that a price preference be allowed up to an amount not to exceed 10% above the lowest complying submittal received.

Definitions for Recycled Materials:

Recovered Materials: Materials that have recycling potential, can be recycled, and have been diverted or removed from the solid waste stream for sale, use or reuse, by separation, collection, or processing.

Recycled Materials: Materials that contain recovered materials. This term may include internally generated scrap that is commonly used in industrial or manufacturing processes, waste or scrap purchased from another manufacturer and used in the same or a closely related product.

Postconsumer Materials: Materials which have been used by a business or a consumer and have served their intended end use, and have been separated or diverted from the solid waste stream for the purpose of recycling, such as; newspaper, aluminum, glass containers, plastic containers, office paper, corrugated boxes, pallets or other items which can be used in the remanufacturing process.

4. Special Conditions

4.1. INTENT

In accordance with attached specifications, it is the intent of Pinellas County to establish a contract for

Plotter Repair & Maintenance Contract for HP DesignJet Z6 44-in Postscript Printer to be ordered as and when required.

4.2. NON-NEGOTIABLE TERMS

The County has deemed the following contract terms, Pinellas County Purchase Order Standard Terms &

Conditions - Pinellas County. to be non-negotiable.

4.3. QUANTITIES

Any quantities stated are an estimate only and no guarantee is given or implied as to quantities that will be used during the Agreement period. Estimated quantities are based upon previous use and/or anticipated needs.

4.4. PRICING/PERIOD OF CONTRACT

Unit prices bid of listed items shall be held firm for the duration of the contract. Duration of the contract shall be for 36-months from the date of contract award and any extension thereof.

The contract may be extended subject to written notice of agreement from the County and successful vendor, for an additional 2, twelve (12) months beyond the primary contract period. The extension shall be exercised only if all prices, terms, and conditions remain the same and approval is granted by the County

Administrator or Division Director of Purchasing.

The vendor may request the appropriate U.S. Bureau of Labor Statistics Consumer Price Index (CPI) or

Producer Price Index (PPI) or other approved index adjustment twelve (12) months after the date of award and thereafter annually for the life of the contract, in an amount not to exceed the requested index average for the twelve (12) months prior.

The vendor’s request for adjustment shall be submitted 90 to 120 days prior to contract anniversary date, utilizing the available index at the time of request. The vendor adjustment request shall not be in excess of the relevant pricing index change. If no adjustment request is received from the vendor, the County will assume the vendor has agreed to continue without a pricing adjustment. Any adjustment request received outside of the 90- to 120-day period above shall not be considered. The County has the right to request pricing decreases at any time.

4.5. SITE VISIT

To request and schedule a site visit, the vendor must call the County Contact in advance to request and schedule a site visit date, time, and location.

Elizabeth Farley

(727) 464-5550

The sole purpose of the site visit is to provide a tour of the site(s) that will be supported by the contract. The scope of work and/or quote specifications shall not be discussed during this visit. All questions relating to this quote and the scope of work or technical specifications must be submitted in the Question & Answer section in OpenGov.

4.6. PRE-COMMENCEMENT MEETING

Upon award of bid, the County will coordinate a pre-commencement meeting with the successful Contractor.

The meeting will require Contractor and the County Representative to review specific contract details and deliverable documents at this meeting to ensure the scope of work and work areas are understood.

4.7. ASBESTOS MATERIALS

The contractor shall perform all Work in compliance with Federal, State and local laws, statutes, rules, regulations and ordinances, including but not limited to the Department of Environmental Protection (DEP)'s asbestos requirements, 40 CFR Part 61, Subpart M, and OSHA Section 29 CFR 1926.58. Additionally, the contractor shall be properly licensed and/or certified for asbestos removal as required under Federal, State and local laws, statutes, rules, regulations and ordinances.

The County shall be responsible for filing all DEP notifications and furnish a copy of the DEP notification and approval for demolition to the successful contractor. The County will furnish a copy of the asbestos survey to the successful contractor. The contractor must keep this copy on site at all times during the actual demolition.

5. Insurance Requirements

5.1. INSURANCE (General)

The Vendor must provide a certificate of insurance and endorsement in accordance with the insurance requirements listed below, prior to recommendation for award. The Vendor shall obtain and maintain, and require any subcontractor to obtain and maintain, at all times during its performance of the

Agreement in Phase 1 insurance of the types and in the amounts set forth. For projects with a

Completed Operations exposure, Vendor shall maintain coverage and provide evidence of insurance for

2 years beyond final acceptance. All insurance policies shall be from responsible companies duly authorized to do business in the State of Florida and have an AM Best rating of VIII or better.

5.2. INSURANCE (Requirements)

A. Submittals should include, the Vendor’s current Certificate(s) of Insurance. If Vendor does not currently meet insurance requirements, Vendor shall also include verification from their broker or agent that any required insurance not provided at that time of submittal will be in place prior to the award of contract. Upon selection of Vendor for award, the selected Vendor shall email certificate that is compliant with the insurance requirements. If the certificate received is compliant, no further action may be necessary. The Certificate(s) of Insurance shall be signed by authorized representatives of the insurance companies shown on the Certificate(s).

B. The Certificate holder section shall indicate Pinellas County, a Political Subdivision of the State of Florida, 400 S Fort Harrison Ave, Clearwater, FL 33756. Pinellas County, a Political

Subdivision shall be named as an Additional Insured for General Liability. A Waiver of

Subrogation for Workers Compensation shall be provided if Workers Compensation coverage is a requirement.

C. Approval by the County of any Certificate(s) of Insurance does not constitute verification by the

County that the insurance requirements have been satisfied or that the insurance policy shown on the Certificate(s) of Insurance is in compliance with the requirements of the Agreement.

County reserves the right to require a certified copy of the entire insurance policy, including endorsement(s), at any time during the Bid and/or contract period.

D. If any insurance provided pursuant to the Agreement expires or cancels prior to the completion of the Work, you will be notified by CTrax, the authorized vendor of Pinellas County. Upon notification, renewal Certificate(s) of Insurance and endorsement(s) shall be furnished to

Pinellas County Risk Management at InsuranceCerts@pinellascounty.org and to CTrax c/o JDi

Data at PinellasSupport@ididata.com by the Vendor or their agent prior to the expiration date.

1. Vendor shall also notify County within twenty-four (24) hours after receipt, of any notices of expiration, cancellation, nonrenewal or adverse material change in coverage received by said Vendor from its insurer Notice shall be given by email to Pinellas County Risk mailto:InsuranceCerts@pinellascounty.org mailto:PinellasSupport@ididata.com

Management at InsuranceCerts@pinellascounty.org. Nothing contained herein shall absolve

Vendor of this requirement to provide notice.

2. Should the Vendor, at any time, not maintain the insurance coverages required herein, the

County may terminate the Agreement.

E. If subcontracting is allowed under this Bid, the Primary Vendor shall obtain and maintain, at all times during its performance of the Agreement, insurance of the types and in the amounts set forth; and require any subcontractors to obtain and maintain, at all times during its performance of the Agreement, insurance limits as it may apply to the portion of the Work performed by the subcontractor; but in no event will the insurance limits be less than $500,000 for Workers’

Compensation/Employers’ Liability, and $1,000,000 for General Liability and Auto Liability if required below.

1. All subcontracts between the Vendor and its Subcontractors shall be in writing and are subject to the County’s prior written approval. Further, all subcontracts shall

a. Require each Subcontractor to be bound to the Vendor to the same extent the Vendor is bound to the County by the terms of the Contract Documents, as those terms may apply to the portion of the Work to be performed by the Subcontractor;

b. Provide for the assignment of the subcontracts from the Vendor to the County at the election of Owner upon termination of the Contract;

c. Provide that County will be an additional indemnified party of the subcontract;

d. Provide that the County will be an additional insured on all insurance policies required to be provided by the Subcontractor except workers compensation and professional liability;

e. Provide a waiver of subrogation in favor of the County and other insurance terms and/or conditions

f. Assign all warranties directly to the County; and

g. Identify the County as an intended third-party beneficiary of the subcontract. The

Vendor shall make available to each proposed Subcontractor, prior to the execution of the subcontract, copies of the Contract Documents to which the Subcontractor will be bound by this Section and identify to the Subcontractor any terms and conditions of the proposed subcontract which may be at variance with the Contract Documents.

F. Each insurance policy and/or certificate shall include the following terms and/or conditions:

1. The Named Insured on the Certificate of Insurance and insurance policy must match the entity’s name that responded to the solicitation and/or is signing the agreement with the

County.

mailto:InsuranceCerts@pinellascounty.org

2. Companies issuing the insurance policy, or policies, shall have no recourse against County for payment of premiums or assessments for any deductibles which all are at the sole responsibility and risk of Vendor.

3. The term "County" or "Pinellas County" shall include all Authorities, Boards, Bureaus, Commissions, Divisions, Departments and Constitutional offices of County and individual members, employees thereof in their official capacities, and/or while acting on behalf of

Pinellas County.

4. All policies shall be written on a primary, non-contributory basis.

The minimum insurance requirements and limits for this Agreement, which shall remain in effect throughout its duration and for two (2) years beyond final acceptance for projects with a Completed

Operations exposure, are as follows:

5.3. WORKERS' COMPENSATION INSURANCE

Worker’s Compensation Insurance is required if required pursuant to Florida law. If, pursuant to Florida law, Worker’s Compensation Insurance is required, employer’s liability, also known as Worker’s

Compensation Part B, is also required in the amounts set forth herein.

A. Limits

1. Employers’ Liability Limits Florida Statutory

a. Per Employee $ 500,000

b. Per Employee Disease $ 500,000

c. Policy Limit Disease $ 500,000

If Vendor is not required by Florida law, to carry Workers Compensation Insurance in order to perform the requirements of this Agreement, County Waiver Form for workers compensation must be executed, submitted, and accepted by Risk Management. The County Waiver Form is found at https://pinellas.gov/services/submit-a-workers-compensation-waiver-request/. Failure to obtain required Worker’s Compensation Insurance without submitting and receiving a waiver from Risk

Management constitutes a material breach of this Agreement.

5.4. COMMERCIAL GENERAL LIABILITY INSURANCE

Includes, but not limited to, Independent Vendor, Contractual Liability Premises/Operations, Products/Completed Operations, and Personal Injury. No explosion, collapse, or underground damage exclusions allowed.

A. Limits

1. Combined Single Limit Per Occurrence $ 1,000,000

2. Products/Completed Operations Aggregate $ 2,000,000

3. Personal Injury and Advertising Injury $ 1,000,000 https://pinellas.gov/services/submit-a-workers-compensation-waiver-request/

4. General Aggregate $ 2,000,000

5.5. BUSINESS AUTOMOBILE OR TRUCKER'S/GARAGE LIABILITY INSURANCE

To cover owned, hired, and non- owned vehicles. If the Vendor does not own any vehicles, then evidence of Hired and Non-owned coverage is sufficient. Coverage shall be on an "occurrence" basis, such insurance to include coverage for loading and unloading hazards, unless Vendor can show that this coverage exists under the Commercial General Liability policy.

A. Limit

1. Combined Single Limit Per Accident $1,000,000

5.6. EXCESS OR UMBRELLA LIABILITY INSURANCE

Excess of the primary coverage required, in paragraphs above. No explosion, collapse, or underground damage exclusions allowed.

A. Limits

1. Each Occurrence $ 1,000,000

2. General Aggregate $ 1,000,000

5.7. PROFESSIONAL LIABILITY (ERRORS AND OMISSIONS) INSURANCE

Minimum limits as follows. If “claims made” coverage is provided, “tail coverage” extending three (3) years beyond completion and acceptance of the project with proof of “tail coverage” to be submitted with the invoice for final payment. In lieu of “tail coverage”, Proposer may submit annually to the

County, for a three (3) year period, a current certificate of insurance providing “claims made” insurance with prior acts coverage in force with a retroactive date no later than commencement date of this contract.

A. Limits

1. Each Occurrence or Claim $ 1,000,000

2. General Aggregate $ 1,000,000

B. For acceptance of Professional Liability coverage included within another policy required herein, a statement notifying the certificate holder must be included on the certificate of insurance and the total amount of said coverage per occurrence must be greater than or equal to the amount of Professional Liability and other coverage combined.

5.8. PROPERTY INSURANCE

Vendor will be responsible for all damage to its own property, equipment and/or materials.

6. Scope of Work

6.1. OBJECTIVE/JUSTIFICATION

It is the intent of Pinellas County Purchasing Department to obtain quotes for Plotter Maintenance

Services from interested firms in accordance with the Scope of Work. This will be a three (3) year contract with two (2) twelve (12) month extensions.

6.2. REQUIREMENTS

A. The Awarded Contractor shall provide Plotter Maintenance for an HP DesignJet Z6 44-in

Postscript Printer, per the specifications of this Invitation to Quote.

B. A response time of five (5) business days is required from the time of the County's request for routine maintenance.

C. A response time of one (1) business day is required from the time of the County's request for emergency repair.

D. Furnish all supervision, labor, insurance, and supplies necessary to perform services as specified in this ITQ.

E. Provide proper equipment and trained personnel to execute the requirements of the contract as specified in this ITQ.

F. Certifications are required for HP service technicians. Other certifications may be needed if required by the manufacturer.

G. Report observed damages to the County’s designated authorized representative prior to performing services. Failure to report any damages may result in the Contractor being held responsible for such damages.

H. Confine work to the area assigned by County designee. The County will not be liable for damage to property due to the Contractor’s negligence. The Contractor will be responsible for repairing any damage.

I. Contractor shall cover costs for one (1) preventative maintenance/service annually to include parts and labor. Annual maintenance costs included are: parts, labor, mileage, travel time.

J. Additional Toner and Bond Paper will be made available upon request at a discounted rate and will be available for delivery with annual maintenance request.

K. Unit Location: 10750 Ulmerton Road, Building 1, Suite 267, Largo, FL 33778

L. Location is a secured facility.

https://government-project.s3.us-west-2.amazonaws.com/85290/516df159-ed3a-4e2a-ae9c-9f86482c9729_Plotter_Final_3-25-24.xlsx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4IYBQ6NN4%2F20240409%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240409T151200Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEN%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIFATqjQSSAQSFtbxBjPM9OjhlaYd1sfiEaFx4yKl39TfAiAI6hNc8UfnJcWBx1%2FOyCQlQ9J1EQyReV0AyNeDPJAlUiqDBQgYEAIaDDg5MjM2NDY4NzY3MiIMyP47iQOxxfr2fhYbKuAEHeH0%2F8ecdaIK9n2wYLJDkJ15%2B8AkiHcxTJzMAVJT%2BnS4n%2BETBmWFWHJoJycCPzhC%2B48yGJHHrDZOnIn01uoxNmnWlUwOg3qNLpeHe1JBEWc6xn%2BZ2PfXYOClqEc6e25yXg59sJLZh3Smni6VNJCQ5toILJiBqPNZwzvCZF47ptVhfQtwxH1D2ZVohimSReG3XcZq%2FY9i6h%2BLbBocLLrmC22nNh93iLd8jLTCeorI7P22WrCXrdN43v%2B%2F87S8168O1lESTWbmoTyMP4LPXa%2BgWhtI2iqVg1UNMqXK%2FtG2mPWsPqZR02Q397BSsfDU%2Bj%2FXrNUXI%2B6b%2FkOdZSeXiDnlw3JHE5dGOdCFz9EWioEQRx01e6HAJ50GuGfRTb4W%2F3vKPUZiyZVtGNdpNZ%2BN9QQ8DdQoGfx1ruE8keMRJpUtBZ9D%2FqKCE58yKTeH0RckfXVwWcS93Qe1Ai5oKwCGXrjj2MKfHFBLmxrw4J%2FC2kZvHjUGw2Slr79wiXeeKVWwZskLa5OAfdoZokX6yVbv4iUDqlCCLhtiFphoivKfX2p6%2B5EQWIdL2zRiwlnEY0NGBHMbCOx4P6zMaf%2BFmlxhZqlZN5c%2BFQvnB%2BzAYWZaqIARdGgsNoL%2BODxB9LdE%2BhbSI6X6ZcQPDVy1qTJnyY2ehdh1x2fhHFESy8uzeleXvdNaqKp1nz9q2ZELxG9B8%2FZz9Aguj9fmgxV86CYENUAXCWCKmShoK%2F8jR4800sVRp2OMpqJQpFq5uLWDN1DSeUyAvXG9io1cfLLmGdoUmUq868FJBASlfJeb%2Buw75Ntk4lMxjZIwu6XVsAY6nAEbiDsq923hJ6LItyoyX58LD%2F8qUw7KasO%2FtZ6%2BG98CCP0OnO%2FpyIgfr6SLLEjGwVf9dBG8OPwK778ssDsWryX3Br%2BeziK2Lj9C9iPPiDhLKT1Qup793YzCGjUrv9BghwMxeq5fljW0qOGOrc7iUDfbJVKo%2BAOzxc6gwRiXS4BlS5TQn416v5j5Rb%2B3h8Xh1nfbXqo0%2BCqZMk4D4ZM%3D&X-Amz-Signature=2384793e9223f186073dc9630b868192a53050f21459f2c70a3d10887a160eed&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Plotter_Final_3-25-24.xlsx%22&x-id=GetObject

6.3. Specifications

Maintenance contract shall cover maintenance/service (labor), parts and two (2) preventative maintenances per year.

This maintenance contract is for the HP DesignJet Z6 44-inch Postscript Printer and equipment.

7. Pricing Proposal

Contract is for a period of thirty-six (36) months, with an option for two (2) twelve-month (12) extensions.

COST FOR SERVICE AND SUPPLIES

Line Item Description Quantity Unit of

Measure Unit Cost Annual Total

1 Annual Cost for (1) Preventative

Maintenance, per year for a period of three (3) years.

1 Dollars

2 Supplies - Paper (roll) 1 Dollars

3 Supplies - Toner Cartridge(s) 1 Dollars

TOTAL

8. Vendor Questionnaire

8.1. Are you a Pinellas County Certified Small Business Enterprise (SBE)?* ☐ Yes

☐ No

*Response required

8.2. CONTRACTOR ACCEPTANCE*

Please download the below documents, complete, and upload.

• 11.13.2024.Vendor.acceptanc...

*Response required

8.3. Delivery ARO*

See Pricing Proposal. Pricing must be submitted within the Pricing Proposal and all pricing must be completed.

An award may not be issued without proof that your firm is registered with the Florida Division of

Corporations, as per Florida Statute §607.1501 www.flsenate.gov/Laws/Statutes/2011/607.1501.

A foreign corporation (foreign to the State of Florida) may not transact business in this state until it obtains a certificate of authority from the Department of State. Please visit dos.myflorida.com/sunbiz/ for this information on how to become registered.

DELIVERY WILL BE ________ DAYS AFTER RECEIPT OF ORDER

*Response required https://government-project.s3.us-west-2.amazonaws.com/49687/361bb5bd-afe3-4163-a218-5f5450a04edf_11.13.2024.Vendor.acceptance.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4NLQY2LUF%2F20261106%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20261106T211145Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEB0aCXVzLXdlc3QtMiJIMEYCIQDnjdQn%2B8yXL%2FEBQuT4G9Es3ld%2FzdmgihsvgqqTDtFLsQIhANRZfZvUaEUH27B5P9HI83JFbKDpD%2FAryvojU1o7eKn7KpUFCOX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgxNCxdZarEg6LMool8q6QTE2n6OyXsHOXyzqu99EvA8dcKn9fAKG4MGLVZVFBWqTqLqVOmwCoUzmn3bgWpISqryMKKcnzI8WCKRG4slAvDwTl%2B5zwcEDCihGA8zQVpBvw19HW7oCwhhD6oRXPlVP7K1AHAQaqR2iM4%2Fg4YDFM%2BOpFvoDkzBiropLVOoJZ%2B43H1VP7ZlMSD%2BeA0Kk0ClGpOb9gvbtAQo%2BhJCuyiOqTbahFxei%2BrDkS3JVU1t2HjUGI7Eo7b%2F8ExFV47equiy8qFsX8WPbAJqh00U4GKHJ1iYm3tuCBuGh00UUApkKmTrIua%2BXv8eW%2BqxIJxSBuOUPBB1giiwjm0pmCcL%2BQMC87oxW9zn4j5gsSZJHRmGcfaPlQlBfu4zfI75HAHdXvQMbZ3ujLa5dwty1XJEyS4Wxin3FuCAhbJYiW6rhISYGDFyeCFCFWx%2Blr%2FWau3IMjl180oqF5EyJMJaOuPLl%2FZNRoT7%2B%2B6hIaBrxNcDg9UqRKv4%2FLX3YbQi7aEaTZwW%2BvnTp%2FVPS6zuSvxe5gTPQufIFRWYQOnNXqrcix8yaOQtnGG%2FFNHc0sQWYH7cx%2F15inwLyM7zKdmd6k3QQzTk%2F%2BKWw%2BFIMDN%2FaCqeVXL%2FWpmu8X1Bj1YBgK8MHzOYQ02IpNtXxU17cQI8iy5klkivaR16ZomOcYu6y46H8rx4DqQiI8I3h11CkDUmkkYdlCCn2IYVbGwQiZi%2F%2BWhpk8JM048imcnZTxTP8p0fHHaDAayF0QDxokCSF3%2B2nYnGr6Yv120pFw6k6mGqz9y5XylEKVleLn%2FfwKij3gMENjpHYAXUVBdc3shh0WX2VspKWzDP97jXBjqYAc4lVDmAhBEPWNFgDaXzqd7rFtta3HqUZa7bk4a1N9G0%2BFsrEMAPjAJ4iAkIJm974dGsVa1UJUCEunlFSfu1vWFm5lEiJ5pnF56%2B1BGjeu5asb2XWH4qcoESJP6uEbnxL%2BrveCyHkk%2FHfpruDKHJANi1Fsfh2mx2JOBgXmdtREKQFKWg6fLOo8Go5VgKqlc6TxNt6QvxKMnh&X-Amz-Signature=dfe8ad79856b9894c64c6e86cf6cc27cf50c6a2725b8b2340acdb912d5691670&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%2211.13.2024.Vendor.acceptance.pdf%22&x-id=GetObject https://procurement.opengov.com/portal/pinellasfl/projects/322126/document?section=3047864 https://procurement.opengov.com/portal/pinellasfl/projects/322126/document?section=3047864 http://www.flsenate.gov/Laws/Statutes/2011/607.1501 http://dos.myflorida.com/sunbiz/