Project_Documents_Addendum_1.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/6/25 Page 1 of 5

IFB #: 262842AMS

IFB TITLE: CANAL AND DRAINAGE MAINTENANCE

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting a contractor to maintain and clear County canal and drainage system assets as stated herein.

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

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

2.0 BIDDER

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

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

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

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide verifiable commercial, industrial, or governmental references demonstrating their experience providing each of the following services within the past 7 years preceding the submission deadline in OpenGov:

a. Hand clearing of ditches, canals, or drainage systems using string type or blade hand-held cutting equipment with limited access. (Addendum 1)

b. Canal clearing using mobile mowing equipment or machinery.

c. Upland invasive plant treatment and removal.

(Addendum 1)

d. Wetland and aquatic invasive plant treatment and https://procurement.opengov.com/portal/scgov

IFB Part I Revised 10/6/25 Page 2 of 5 removal. (Addendum 1)

3.1.2. A minimum of 1 reference for each service listed in 3.1.1 is required.

3.1.3. A single reference may be used to verify multiple

requirements. Only references submitted at the time of bid submittal in the format specified by the County will be used to verify qualifications have been met.

4.0 ALTERNATES

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

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

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

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

5.0 PRE-BID MEETINGS

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

6.0 SUBMITTAL INSTRUCTIONS

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

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders must complete the required forms and information included

IFB Part I Revised 10/6/25 Page 3 of 5 in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with bidder’s response in OpenGov. Bidders who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Pricing

All bidders must complete the Pricing Table provided in OpenGov.

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

8.0 AWARD

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

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

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

8.3 Preferences

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

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

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

8.4 Contract

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

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

IFB Part I Revised 10/6/25 Page 4 of 5

9.0 PRICING

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

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

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

10.0 COUNTY WORKPLACE COMPLIANCE

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

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

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

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

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

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

11.0 CONTINGENCY

Only applicable if this box is checked

IFB Part I Revised 10/6/25 Page 5 of 5

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

Changes to this Exhibit are indicated using underlined text to show additions and strikethrough text to show deletions. Changes made pursuant to this Addendum No. 1 are in bold.

(END OF PART I)

PART II

SCOPE OF WORK

Revised 9/2/2025 Prepared by Stormwater Department Part II - Page 1 of 15

1. OVERVIEW

Contractor shall provide maintenance and clearing services for Sarasota County (County) canal and drainage system assets, primarily using handheld equipment and machinery. Activities include cutting, removal, and legal disposal. Trees measuring four inches in diameter or less are included, as well as the collection, removal, and disposal of vegetation and litter. This includes herbicide treatment of the flow line upon completion of specified maintenance.

2. CANAL & DRAINAGE SYSTEM MAINTENANCE & CLEARING

A. Canal and Drainage System Assets:

1. The Canal assets to be maintained and/or cleared are listed by month in Attachment A – Asset List.

2. The County may add or delete assets from Attachment A at the prevailing contract prices.

3. Maps of assets listed in Attachment A are available at:

https://ftp.scgov.net/StormWater/CanalMaintenance/.

4. Visual explanations of canal and drainage system maintenance and clearing requirements are in Attachment B - Illustrative Guide to Maintenance Performance Expectations.

B. Asset Conditions:

1. Assets are generally stabilized with vegetative cover, have slopes steeper than a 3:1 grade with uneven terrain, and are in areas inaccessible to large machinery.

2. For gauging the work to be completed, assets are assigned monthly and last maintained within the past 12 months.

3. Contractor is encouraged to visit the sites to assess the existing conditions of the areas listed in Attachment A. Work should be performed in accordance with this Scope of Work and the prices bid in the Fee Schedule. The County will not consider any claims for additional work, payment, or time if the Contractor fails to assess the work to be completed appropriately.

C. Maintenance Equipment:

1. Cutting methodology is to be determined by the Contractor.

2. When proposed by the Contractor, alternatives to handheld equipment may be used in appropriate locations. No adjustments will be made to payment items for work completed using alternative equipment.

Contractor shall be responsible for obtaining all necessary permits to use such equipment. Any damage to the canal banks resulting from the use of alternative methods will be repaired at the Contractor’s expense and is not reimbursable.

https://ftp.scgov.net/StormWater/CanalMaintenance/

Revised 9/2/2025 Prepared by Stormwater Department Part II - Page 2 of 15

3. To prevent the transport of undesirable and exotic invasive plant species into other areas of the County, all equipment used must be inspected and cleaned by the Contractor before leaving each job site to ensure the removal of any exotic vegetation or seed contamination.

D. Limits of Work:

1. Work shall be performed horizontally from the top of the bank (TOB) to TOB where an adjacent travel-way is mowed (see Attachment B – Figures 1 and 3).

2. Where the travel-way is not mowed, work will be performed horizontally from the start to the end of the right-of-way (ROW) (see Attachment B Figures 2 and 4). ROW limits are generally defined by fences, hedge rows, telephone poles, or areas maintained by adjacent property owners. If unclear, the County will assist the Contractor in determining ROW limits.

3. In Attachment B, Figures 1 and 2 illustrate the horizontal limits of work but do not indicate the typical magnitude of vegetative growth.

4. Vertical limits of work begin at the waterline and extend to a height that accommodates the work activities outlined in this Scope of Work (see Attachment B, Figure 3 and ROW limits of work, Figure 4).

3. WORK ITEMS

Work will be performed monthly according to the Contractor's work schedule provided by the County in Attachment A and paid according to the Fee Schedule. Estimated work item quantities are not guaranteed, and Contractor shall make no claim for lost profit or overhead expenses if actual quantities differ from those listed in the Fee Schedule.

Estimated quantities are provided for annual budgeting purposes and will be ordered through the County Maintenance Management System (CMMS).

A. Canal & Drainage System Maintenance:

To include the cutting of vegetation within the asset to six inches (6") ± one inch (1") in height, down to the flow line. Within the flow line, plants shall be cut back to the water surface (e.g., cattails, primrose). All cut vegetation shall be removed at a minimum of 80% and legally disposed of. Heavy raking and disposal of cut vegetation may be required, and such material shall be removed from the asset. The County will determine reasonableness, but it is intended that all woody brush and the majority of cut vegetation be removed from the drainage system. Efforts should be made to minimize cut material being discharged into or left within the flow line.

1. All invasive tree and shrub species classified under Category I and Category II by the Florida Invasive Species Council (FISC) shall be removed if they have a trunk diameter of four inches (4") or less at

Revised 9/2/2025 Prepared by Stormwater Department Part II - Page 3 of 15 ground level. Vegetation shall be cut flush with the ground surface.

Contractor shall reference the most current FISC invasive plant list, available at:https://www.floridainvasives.org/plant-list/2023-invasive-plant-species/. Stumps shall either be treated to prevent regrowth or ground. When treated, each stump shall be treated on the same day, according to the County’s Integrated Pest Management (IPM) Guidelines and the herbicide manufacturer’s instructions. The IPM Guidelines are referenced at: https://www.epa.gov/safepestcontrol/integrated-pest-management-ipm-principles. All material shall be removed and legally disposed of. The County may add or delete species as needed. If a species addition is mutually determined to significantly impact vendor services, the County reserves the right to negotiate additional services.

2. Vegetation shall be cut around all objects within the work area, including but not limited to street signs, headwalls, stormwater structures, light poles, power poles, handrails, guardrails, cross pipes, fences, etc.

3. Vines or vegetative growth shall be removed from the side of fences facing the County ROW. Exceptions may be considered if removing vines or vegetation could damage private fences or property. Vines that have grown into trees need not be removed, but Contractor shall cut or sever vines at the base of fences without removing them.

4. Vegetation shall be trimmed vertically within the work area to allow access for regular maintenance under Line Item 1 Canal & Drainage System Monthly Maintenance of the Contract Fee Schedule. Excessive vertical vegetation trimming shall be considered under Line Item 4 Vertical Vegetation Trimming, only with prior approval from the County.

5. All litter shall be removed from the asset’s banks, slopes, easements, ditches, and fence lines (including litter on the County side of a fence) immediately before scheduled maintenance.

6. Litter shall be kept out of the asset from ROW to ROW and removed on the same day the work is done. Required removal, hauling, and legal disposal of all litter is incidental to monthly maintenance. Excessive litter removal is covered under Line Item 7.

7. Beehives, ground wasp nests, etc., shall not be disturbed. If encountered, Contractor shall notify the County’s Administrative Agent or designee. Work surrounding the hive or nest may continue, and work will be considered complete upon County approval.

8. Contractor shall prevent the growth of invasive/nuisance vegetation by performing preventative maintenance. This includes the removal or treatment of emergent, submerged, floating, invasive, and nuisance plants that inhibit or could potentially inhibit canal use. Herbicides shall be applied according to the County’s IPM Guidelines.

https://www.floridainvasives.org/plant-list/2023-invasive-plant-species/ https://www.floridainvasives.org/plant-list/2023-invasive-plant-species/ https://www.epa.gov/safepestcontrol/integrated-pest-management-ipm-principles https://www.epa.gov/safepestcontrol/integrated-pest-management-ipm-principles

Revised 9/2/2025 Prepared by Stormwater Department Part II - Page 4 of 15

B. Maintenance of Phillippi Creek Parallel Storage Facility:

1. This item includes maintenance of a 4.1-acre drainage system asset to be serviced twice annually (in February and August), consistent with the scope detailed with funding under Line Item 2 Maintenance of Phillippi Creek Parallel Storage Facility.

2. Contractor shall:

a) Remove all material clinging to the fence;

b) Trim vegetation up to the inside of the fence; and

c) Trim a minimum of 1 foot outside the fence along the pedestrian path.

3. Herbicide shall be applied to the fence line per the County’s IPM Guidelines and the herbicide manufacturer’s labeling.

4. Site access is through a gated entrance at the intersection of Locklear Avenue and Gerhardt Street. The County will provide a key to Contractor. If the key is lost, a replacement fee at cost will be deducted from Contractor’s invoice.

4. ADDITIONAL MAINTENANCE ITEMS (TRIMMING, REMOVAL, OVERGROWTH)

A. Tree Removal 4-to-12-inch diameter:

1. Includes removal of all invasive tree species classified under Category I and II by the FISC that have a trunk diameter greater than four inches (4") but less than twelve inches (12") at ground level and are either downed or obstructing access. These trees shall be cut flush with the ground. Stumps shall either be treated to prevent regrowth or ground, with the exception of Australian Pine (Casuarina spp.). Australian Pine tree stumps shall remain untreated. Each stump shall be treated the same day according to the County’s IPM Guidelines and the herbicide manufacturer’s instructions. All material shall be removed and legally disposed of. Species may be added or deleted as the County deems appropriate. If species addition significantly impacts vendor services, the County reserves the right to negotiate for additional services.

2. Tree diameter will be determined at Diameter Breast Height (DBH), which will be measured in full inches at four and one-half (4-1/2) feet above ground level. Compensation for removal is based on these measurements and is specified in Line Item 3.

Revised 9/2/2025 Prepared by Stormwater Department Part II - Page 5 of 15

B. Vertical Vegetation Trimming:

1. Payment for Line Item 4 Vertical Vegetation Trimming for vegetation removed per ton includes all Category I and II of the FISC list. This work involves vertical trimming, removal, and legal disposal of overgrown vegetation within County drainage systems that exceed the height needed for routine maintenance access. Work under this item shall be legally disposed of by Contractor with documentation for invoicing and payment.

C. Woody Vegetation Removal:

1. Includes the removal of all sizes of woody vegetation (both invasive and non-invasive) from within County drainage systems. Vegetation is to be cut flush to the ground, and stumps shall be treated or ground, except for Australian Pine, whose stumps shall remain untreated as specified in Line Item 5.

2. Treatment and Disposal:

a) Stumps shall be treated the same day in accordance with the County's IPM Guidelines and the herbicide manufacturer’s instructions.

b) All cut material shall be removed and legally disposed of.

c) Any bare soil left as a result of clearing shall be revegetated with appropriate seasonal species. Contractor shall report to the County upon completion to ensure reseeding is completed immediately following clearing activities, subject to inspection.

D. Clearing Overgrown County Canal or Drainage System:

1. Includes cutting and clearing vegetation within the County assets that are either newly acquired or have not been maintained in over 12 months.

a) Vegetation shall be cut to a height of 6" ± 1" down to the flow line. Within the flow line, vegetation such as cattails and primrose shall be cut back to the water surface.

b) Cut vegetation that can be reasonably hand-collected shall be removed and legally disposed of. Heavy raking and removal of vegetation not reasonably collectible by hand is not required and may be left on the asset bank, as determined by the County. The intent is for all woody brush and the majority of vegetation to be cleared.

c) Invasive Tree and Shrub Removal:

(1) All Category I and II of the FISC list invasive species up to 2 inches in diameter at ground level shall be removed and cut flush.

Revised 9/2/2025 Prepared by Stormwater Department Part II - Page 6 of 15

(2) Stumps shall be treated or ground.

(3) Treated stumps shall follow IPM Guidelines and herbicide labeling.

d) Vegetation shall be cut around all objects within the work area, including but not limited to: street signs, headwalls, stormwater structures, utility poles, guardrails, fences, etc.

e) Vines or vegetation growing on County-facing sides of fences shall be cut or severed at the base. Complete vine removal from trees is not required.

f) Vegetation shall be trimmed vertically within the work area to allow for routine access. Trimming beyond this threshold shall be approved in advance and will fall under Line Item 6 Clearing Overgrown County Canal or Drainage System.

g) All litter shall be removed from banks, slopes, easements, ditches, and fence lines prior to scheduled maintenance. Litter removal, hauling, and disposal are incidental to the bid price for this item.

h) In the presence of beehives, wasp nests, or similar hazards, Contractor shall notify the County. The surrounding area may be completed, and work will be considered complete with County approval.

5. EXCESSIVE LITTER REMOVAL

Litter is considered as all non-permanent vegetative and non-vegetative matter existing within the County assets that are either newly acquired or have not been maintained in over 12 months within the work limits.

A. Vegetative Litter Includes:

1. Existing piles of vegetation, leaves, or grass less than one (1) cubic yard in volume.

2. Individual limbs, branches, fronds, or sticks ≥ 1 inch in diameter (measured at the narrowest point of the petiole for fronds).

B. Cut vegetation generated from Contractor’s Work under Line Item 7 Excessive Litter Removal. Non-Vegetative Litter Includes:

1. White goods/appliances

2. Wood, glass, plastic, metal, paper, or similar debris

3. Tires

4. Other materials that interfere with stormwater system functionality

C. Litter Removal Process:

1. Litter shall be hand-removed prior to using machinery.

Revised 9/2/2025 Prepared by Stormwater Department Part II - Page 7 of 15

2. All material shall be legally disposed of per applicable laws.

3. Disposal tickets for each site are required and shall distinguish vegetative vs. non-vegetative waste.

D. Litter Removal Requirements:

1. All litter (including fence-clinging litter) shall be removed before scheduled maintenance.

2. Any litter unintentionally cut or mulched shall be removed immediately.

3. Contractor may request County inspection for amounts considered unreasonable (e.g., too large or unsafe to lift or transport with standard equipment). Final determination rests with the County.

4. The amount of litter should be quantified in repetitive litter disposal trips that may be necessary to complete a litter cleanup. The County shall make the final determination as to reasonableness for payment and invoicing.

E. Special Conditions:

1. If hazardous materials are encountered, Contractor shall contact the County immediately. If County staff are unavailable, contact the Sarasota County Call Center at (941) 861-5000.

2. All disposal shall comply with the Sarasota County Solid Waste Disposal referenced at:

https://library.municode.com/fl/sarasota_county/codes/code_of_ordin ances?nodeId=PTIICOOR_CH106SOWA_ARTIICODIRE.

6. AS-NEEDED CANAL HERBICIDE TREATMENT

Contractor shall provide as-needed herbicide treatments to control or prevent invasive/nuisance vegetation, including but not limited to emergent, submerged, and floating plants impeding canal function (Line Item 8 As-Needed Canal Herbicide Treatment). Application shall comply with the County’s IPM Guidelines and herbicide manufacturer labeling.

7. WORK ADJACENT TO ENERGIZED POWERLINES

For any asset where woody tree or vegetation exists within 10 feet of an energized powerline over 500 volts, the following procedure shall be followed:

A. Contractor shall immediately notify the County and record the condition in the open work order.

B. Contractor shall not perform work within 10 feet unless Occupational Safety and Health Administration (OSHA) 1910.269-certified for line clearance. (This certification is not required for contract award.)

C. Contractor shall continue maintenance on unaffected areas.

D. If certified, and work is performed within the 10-foot zone, payment shall fall https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH106SOWA_ARTIICODIRE https://library.municode.com/fl/sarasota_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH106SOWA_ARTIICODIRE

Revised 9/2/2025 Prepared by Stormwater Department Part II - Page 8 of 15 under Line Item 1 Canal & Drainage System Monthly Maintenance. Tree Removal or Overgrowth, Felled Trees (DBH) that is 4 to 12 inch diameter as applicable shall fall under Line Item 3 Tree Removal.

E. If not certified, the County will either:

1. Engage a qualified contractor, or

2. Coordinate with Florida Power and Light (FPL) for completion.

3. Contractor shall maintain assets so future growth does not conflict with powerlines.

8. COUNTY MAINTENANCE MANAGEMENT SYSTEM (CMMS)

A. The County operates a computer-based Computerized Maintenance Management System (CMMS). Contractor’s costs and expenses associated with Contractor’s required use of the CMMS shall not be reimbursed or paid by the County and shall be borne in full by the Contractor.

B. The Contractor shall be required to utilize the county’s CMMS via the internet website to interact with work orders and report performance.

C. Contractor’s employees designated to schedule, manage, and report work may attend a CMMS training session provided by the County to learn how to properly use the system.

D. The CMMS training session is expected to last no longer than one business day.

Contractor shall not be required to purchase software to utilize the CMMS but may be required to install the County-provided system on their computing equipment to access and use the system.

E. Contractor shall maintain computing equipment with the following minimum specifications to run the County’s CMMS:

1. Hardware: Any tablet or personal computer running IOS 7 or Windows 7 or later.

2. Software: Chrome, Edge or Safari

3. Internet: High-speed internet connection & power source.

F. If the County’s CMMS is unavailable, the County may substitute a spreadsheet-based reporting process.

G. Contractor shall report completed work on the County’s CMMS provided and send completed work reports to the County Inspector, Administrative Agent, or Contract Manager.

H. Inspections and any resulting deficiency will be communicated to Contractor via email with an updated spreadsheet.

I. Contractor shall continue to report work status by email until notified by the County that the CMMS is operational.

Revised 9/2/2025 Prepared by Stormwater Department Part II - Page 9 of 15

9. SERVICE SCHEDULE OF WORK ITEMS / ASSIGNMENT OF WORK

A. The preliminary monthly service schedule is provided in Attachment A.

Contractor shall have sufficient personnel and equipment to complete tasks at the listed frequencies.

B. The County will issue work orders through CMMS each month, specifying assets to be serviced. Work shall adhere to this schedule unless instructed otherwise.

C. Work may not start before the first of the month and shall be finished by the last day of the month.

D. The County will track progress and notify Contractor if the pace is insufficient to ensure timely and satisfactory completion.

E. Work Schedule: Within 10 days of contract execution, Contractor shall provide to the County, a written, proposed work schedule for approval before implementation. After approval, any alteration to the schedule must be requested in writing and approved by the County Administrative Agent or Contract Manager prior to implementation.

F. The County shall provide access to the sites. Gate keys will be provided.

G. Services shall be completed within the first 30 days of the award per the Fee Schedule.

H. Maintenance shall be performed Monday through Saturday, between the hours of 7:00 a.m. and 7:00 p.m., unless otherwise agreed upon by the County.

I. Once assigned, a schedule of services to be performed shall be submitted and approved by the County along with the anticipated completion timeframe.

J. Contractor shall have a contingency plan in place to compensate for inclement weather, equipment failures, and other delays.

K. Sundays and holidays work may be performed upon written approval of the County. No additional fee shall be considered for work performed on Sundays and holidays.

10. CONTRACTOR REPORTING OF WORK SPECIFICATION

A. If CMMS becomes temporarily unavailable, Contractor shall submit a weekly report of completed Fee Schedule items by 9:00 AM each Monday for the prior week. If system downtime persists, the County may provide a spreadsheet-based alternative.

B. If no work is completed, Contractor shall still submit a report stating “No work completed."

C. Weekly reports shall include:

1. IPM Report for each site where herbicide was applied

2. Litter Weight Report, itemizing vegetative vs. non-vegetative quantities

Revised 9/2/2025 Prepared by Stormwater Department Part II - Page 10 of 15

3. Contractor shall also report any observed concerns including:

4. Illegal dumping

5. Fallen trees

6. Erosion/washouts

7. Other damage or obstructions, and reports shall include street name and number.

D. Payment for Reporting:

All costs associated with required reporting are incidental and included in the Fee Schedule.

11. WORK EVALUATION

The County shall assign Contractor work orders through the CMMS. After completing assigned work, Contractor shall update work orders as being completed for invoicing and payment. The County shall subsequently inspect the site and either Pass or Fail work based on the following indicators:

A. Vegetation cut and removed horizontally and vertically per the contract requirements within the limits of work.

B. All site and job-related litter and debris removed and properly and legally disposed of.

C. Removal and disposal of Category I and II of the FISC list invasive trees and shrubs with a diameter four inches or less ground height.

D. IPM use reported and litter weights required on the work order.

E. The County shall inspect the sites on a continual basis as Contractor updates work orders to the ‘completed’ status in the CMMS.

F. Work orders receiving a Pass evaluation will be eligible for payment. Work orders receiving a Fail, will not be eligible for invoicing and payment until the evaluation process is complete through the CMMS.

12. DEFICIENCY ASSESSMENT

A. The County shall evaluate the required service for each canal and other drainage assets per Section 10.0 Contractor Reporting of Work Specification to determine whether the service activities are complete to specification.

B. If deficiencies are identified, a written notice, in the form of a Deficiency Work Order, with a status of Fail will be provided to Contractor listing deficiencies with photo-documentation. Contractor shall correct all deficiencies within three

(3) calendar days from date of receiving the County’s Deficiency Work Order and, when complete, update the CMMS work status to ‘done’. The County will then re-evaluate and update accordingly per Section 9.0.

Revised 9/2/2025 Prepared by Stormwater Department Part II - Page 11 of 15

C. The completion of a satisfactory subsequent service schedule will not negate any prior deficiencies.

D. Deficiencies due to loss of equipment or personnel will not be considered extenuating circumstances.

E. Failure to correct deficiencies within the time frame specified may result in the County self-performing corrections and withholding actual costs including fully burdened labor rates from Contractor’s subsequent monthly payment.

F. Reoccurring, excessive or uncorrected deficiencies will be considered grounds for default and termination of Contractor’s contract with the County.

13. DAMAGE TO COUNTY OR PRIVATE PROPERTY

A. Any damage to County or private property caused by Contractor shall be reported to County Risk Management and the inspector assigned to the area by the close of business the day the damage occurs. If damage occurs after 5 p.m. or on weekends or holidays, notification must take place by 10 a.m. the first business day after damage occurs. Damage as a result of Contractor’s operation shall be repaired at no costs to the County within ten business days of the date of damage. Failure to notify the County or repair the damage within the time frame specified may result in the County self-performing repairs withholding actual costs including fully burdened labor rates from Contractor’s subsequent monthly payment.

B. Reoccurring or excessive damages will be considered as ground for default and termination of Contractors contracts with the County.

14. WEATHER CONDITIONS

A. Contractor shall incorporate a plan for any adverse weather conditions that may interfere with normally scheduled service.

B. The County shall not negotiate new prices for excessive growth due to rain delays or pay for overtime incurred by Contractor.

C. Contractor shall restore the designated asset locations to specifications as soon as reasonably possible.

D. During events where excessive rainfall has occurred and the threat of damage to drainage features by equipment or human encroachment is evident, one or more service activities may be delayed or cancelled through written notice by the County.

E. The County, at its discretion, can declare drought conditions, whereby during time of dry weather the County determines that services and related activities will cause structural or aesthetic damage to County assets, can, with written notice, cancel or limit service activities.

Revised 9/2/2025 Prepared by Stormwater Department Part II - Page 12 of 15

15. CONTRACTOR REQUIREMENTS

A. IPM: All herbicide applications shall comply with Sarasota County’s IPM standards. Contractors shall submit proof of licensing, adhere to the list of County-approved herbicides, and strictly follow all label instructions and legal requirements.

B. Herbicide applications shall be performed under the supervision of an employee with a valid Florida Department of Agriculture and Consumer Services (DOACS) Pesticide Applicator License, in the appropriate category, including Category 5A – Aquatic Pest Control and Category 21 – Natural Areas Weed Management. (Addendum 1)

C. Contractor staff shall be capable of identifying nuisance and invasive plant species listed on the current FISC Category list.

D. Contractor shall have at least one employee who has completed Sarasota County's approved training for Florida Green Industries Best Management Practices (BMP). All persons who apply or supervise the application of pesticide/herbicide shall be knowledgeable in nuisance vegetation in accordance with the University of Florida IFAS Extension’s Green Industries Best Management Practices (BMP) and IPM Guidelines. At the request of the County’s Administrative Agent, or Contract Manager, Contractor shall provide a copy of this certificate as applicable at https://ffl.ifas.ufl.edu/ffl-and-you/gi-bmp-program/.

E. All licenses must be verified by the County prior to commencement of work. (Addendum 1)

F. Herbicide and pesticide applications shall not damage County property or desirable vegetation. Contractor shall be responsible for repairing or reimbursing the County for any damages resulting from improper application.

G. Payment for herbicide application is incidental to the applicable work item and is included in the line-item pricing.

16. SAFETY

A. Upon notification by the County or law enforcement of any safety violation, Contractor shall immediately cease operations and take corrective action to comply with applicable laws and specifications. Any delays caused will be at Contractor’s expense.

B. When operating equipment within ten feet of a roadway, it shall be operated in the direction of traffic, unless the area is protected by flaggers and signs per the Manual on Uniform Traffic Control Devices (MUTCD).

C. When crossing a roadway, Contractor shall use locations that offer at least 500 feet of clear sight distance and shall yield to oncoming traffic.

D. All safety-related compliance and operations are incidental to the contract and https://ffl.ifas.ufl.edu/ffl-and-you/gi-bmp-program/ https://ffl.ifas.ufl.edu/ffl-and-you/gi-bmp-program/

Revised 9/2/2025 Prepared by Stormwater Department Part II - Page 13 of 15 not separately compensated.

17. INVESTIGATION OF SITE

A. Contractors shall inspect each assigned area prior to dispatching crews. If unanticipated conditions are present (e.g., high water levels), Contractor shall notify the County before commencing work. The County will respond within three (3) calendar days with direction.

B. Contractor shall not remove locate flags until verification by Sunshine State One Call (811). Flags installed as part of ongoing utility work may be considered an extenuating circumstance only if they cause sustained access disruption.

18. REGULATORY COMPLIANCE

A. Contractor shall comply with all federal, state, and local regulations, including Sarasota County’s IPM Guidelines.

B. Mangroves: Protected under the 1996 Mangrove Trimming and Preservation Act. No trimming of red, white, or black mangroves shall occur without explicit County authorization.

C. Additional regulatory resources can be found on the Sarasota County Water Atlas: http://www.sarasota.wateratlas.usf.edu

D. Key search terms: NPDES, TMDL, Fertilizer.

E. Includes information on MS4 permits and Philippi Creek TMDL requirements.

19. CONTRACTOR RESPONSIBILITIES

A. Each Contractor crew must have at least one English-speaking representative capable of communicating effectively with County staff and the public.

B. Contractor shall coordinate work to minimize disruption at service locations.

C. Contractor shall be liable for any property damage caused by its personnel or subcontractors; all repairs must meet County standards.

D. Participation in County-requested performance and project meetings is mandatory.

20. INVOICING FOR PAYMENT

A. Payment shall be made in accordance with the Contract Fee Schedule for Work satisfactorily performed as described in this Scope of Work as specified to include all assets completed.

B. Contractor shall submit a monthly invoice to include all asset areas. The completed canals shall be indicated on the invoice, and not individual statements per canal for payment.

C. All Invoices shall include:

http://www.sarasota.wateratlas.usf.edu/

Revised 9/2/2025 Prepared by Stormwater Department Part II - Page 14 of 15

1. The dates of service for all work completed.

2. Contractor's invoices shall match the County's Purchase Order (PO).

3. The invoice shall reference the contract number, line-item number, and required asset numbers.

D. Payment for Line Item 1 Canal & Drainage System Monthly Maintenance is priced per linear foot. The linear foot measurement is the centerline length of the asset. Asset widths vary, and no additional compensation is given for wider assets or deductions for narrower assets. The linear foot price includes all Contractor expenses, including overhead, profit, labor, and equipment. There is no separate reimbursement for equipment or litter disposal.

E. Payment for Line Item 2 Maintenance of Phillippi Creek Parallel Storage Facility shall be made on a lump sum basis as scheduled. The lump sum price includes all Contractor expenses, including labor, equipment, disposal, and overhead.

No separate reimbursement will be made for litter removal or equipment.

F. Measurement and Payment for Line Items 3, 4 and 5 shall be measured per ton of debris removed. Final approval of payable quantities invoiced will be based on Contractor submittal, verification, and disposal documentation.

These work items are priced per ton of debris removed.

G. The unit price includes all Contractor expenses including labor, equipment, litter removal, and quantity for disposal required. Invoices must include the appropriate work order number and documentation, and the disposal ticket.

Contractor shall provide all disposal tickets with the invoice.

H. Payment for Line Item 6 must include all Category 1 and II of the FISC list invasive species up to 2 inches in diameter at ground level shall be removed and cut flush. Paid per linear foot, measured along the centerline of the asset.

The asset width may vary; no adjustments will be made for variations in width.

The linear foot unit price includes all labor, equipment, overhead, profit, and disposal. No separate reimbursement will be made for litter disposal or equipment.

I. Payment for Line Item 7 including routine litter removal is incidental to other work items. Excessive litter (deemed unreasonable and pre-approval by the County) is paid per ton, inclusive of all costs, with a landfill ticket. The County reserves the right to self-perform this work.

J. Payment for Line Item 8 for As-Needed Canal Herbicide Treatment is paid per linear foot.

21. MODIFICATION OF ASSETS

A. Current asset locations and descriptions are included in Attachment A.

Revised 9/2/2025 Prepared by Stormwater Department Part II - Page 15 of 15

B. Upon changes to the asset list, the Administrative Agent or Contract Manager will provide the updated listing to the Contractor. The unit pricing in the Fee Schedule will be utilized to calculate prices for modified assets.

C. Changes will take effect at the start of the next monthly maintenance. The revised Attachment A will be provided to the Contractor in advance of the next monthly maintenance. For payment purposes, the Contractor will attach the then-current Attachment A with each invoice submitted due for all work completed for the previous month to be billed for that month after completion in a combined invoice, or as agreed upon by the County.

Changes to this Exhibit are indicated using underlined text to show additions and strikethrough text to show deletions. Changes made pursuant to this Addendum No. 1 are in bold.

(END OF PART II)

PART III – INSURANCE REQUIREMENTS

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

CONTRACTOR’S INSURANCE

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

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

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

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

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

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

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

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

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

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

PART III – INSURANCE REQUIREMENTS

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

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

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

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

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

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

D. POLLUTION LIABILITY (PESTICIDES/HERBICIDES): Contractor agrees to maintain Pollution Liability coverage with limits not less than $1,000,000 per claim/occurrence for bodily injury, property damage and environmental damage from sudden and gradual occurrences resulting from pollution conditions arising out of the application of pesticides and/or herbicides as part of the services performed under this contract This requirement may be satisfied via endorsement to Contractor’s Commercial General Liability policy amending the pollution exclusion to include coverage for such exposures. If coverage is written on a claims-made basis: a. Any retroactive date shall precede the effective date of this contract; b. Contractor shall provide certificates of insurance evidencing the required coverage for a period of two years after final payment under this contract is made, or provide evidence showing Contractor has obtained a two year extended reporting period endorsement.

(END OF PART III)