Project_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/11/23 Page 1 of 4

IFB #: 252756AMS

IFB TITLE: AGGREGATE MATERIALS

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 suppliers to provide aggregate materials used County-wide for an initial term of one year as stated herein.

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

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

2.0 BIDDER

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

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

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

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide references demonstrating their

experience providing and delivering aggregate materials within the past 7 years preceding the submission deadline in OpenGov. A minimum of 2 references are required.

3.1.2. 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 https://procurement.opengov.com/portal/scgov

IFB Part I Revised 10/11/23 Page 2 of 4 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

All meetings and site visits will take place at the time, date, and location specified in the Solicitation Timeline posted in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

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

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

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

7.2 Pricing

All bidders must complete at least one Pricing Table provided in OpenGov. Bidders are not required to submit a price for every Pricing Table to be considered for award.

IFB Part I Revised 10/11/23 Page 3 of 4

8.0 AWARD

8.1 It is the intent of the County to award up to 3 contracts per Pricing Table to the responsive and responsible bidder(s) submitting the lowest price(s) per Pricing Table, provided the bid(s) are reasonable and in the best interest of the County to accept. Bidders are not required to submit a bid for all Pricing Tables. A bidder may submit a bid for, and be awarded, multiple Pricing Tables.

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

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.

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

IFB Part I Revised 10/11/23 Page 4 of 4

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

10.0 COUNTY WORKPLACE COMPLIANCE

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

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

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

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

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

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

11.0 CONTINGENCY

Only applicable if this box is checked

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

PART II

SCOPE OF SERVICES

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1. MATERIAL SPECIFICATIONS

Contractor shall supply and deliver fine and coarse aggregates that shall conform to the specific requirements of the current edition 2025-26 Florida Department of Transportation (FDOT) Standard Specifications for Road and Bridge Construction (“Specifications”) or as amended at:

http://www.dot.state.fl.us/programmanagement/Implemented/SpecBooks/d efault.shtm

2. DEFINITIONS

A. Shell: All shell material shall consist of naturally occurring deposits formed essentially of broken mollusk shells, corals, and skeletal remains of other marine invertebrates in accordance with FDOT Specifications, Section 911.

B. Bank Run Shell: Shell materials meeting the requirements of FDOT Specifications Section 911 are presently found as “dry land” deposits.

C. Lime Rock: All lime rock (Rip-Rap) material shall consist of unconsolidated or partly consolidated limestone of marine origin in accordance with FDOT Specifications, Section 911.

D. Coarse Aggregate: All coarse aggregate shall be in accordance with the FDOT Specifications Section 901.

E. Fine Aggregate: All fine aggregate shall be in accordance with FDOT Specifications Section 902.

F. Landfill Drainage Sand: Landfill drainage sand shall be washed natural or manmade sand of durable and non-carbonaceous origin, as approved by the County, which is free of roots, sod, organic matter, frozen material, clay lumps, soft and friable particles, salt, alkali, adherent coatings, and other substances not defined which may possess undesirable characteristics. The following technical requirements shall be met:

i. Non-calcareous: carbonate content per American Society for Testing and Materials (ASTM) D4373 < 15% by weight.

ii. 100% passing ¼ IN sieve and < 10% passing #200 sieve per ASTM D422.

iii. Permeability greater than or equal to 1.0 x 10-3 cm/sec per ASTM D2434.

G. Athletic Maintenance Sand (USGA Topdressing Mix): Product must comply with the particle size listed below: Particle size analysis documentation (per ASTM tests F-1632, D-422, D-4972) shall be provided by the Contractor within three business days of request as described below:

http://www.dot.state.fl.us/programmanagement/Implemented/SpecBooks/default.shtm http://www.dot.state.fl.us/programmanagement/Implemented/SpecBooks/default.shtm

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Particle Size Distribution of USGA Topdressing Mix Name Particle Diameter Specification Fine Gravel 2.0 - 3.4 mm Not more than 5% of the total particles in this range, including a maximum of 1% fine gravel (preferably none)

Very Coarse Sand 1.0 - 2.0 mm

Coarse Sand 0.5 - 1.0 mm At least 65% of the particles must fall in this range.

Medium Sand 0.25 - 0.5 mm

Fine Sand 0.15 - 0.25 mm Up to 20% of the particles may fall in this range.

Very Fine Sand 0.05 - 0.15 mm No more than

5% Total particles in this range should not exceed 10%.

Silt 0.002 - 0.05 mm No more than 5%

Clay < 0.002 mm No more than 5%

H. Clean Fill Dirt: Topsoil shall consist of a natural surface soil without admixtures of undesirable subsoil, refuse or foreign materials. It shall be screened and free of roots, hard clay, coarse gravel, stone or rock larger than 1/2” dimension, noxious weeds, tall grass, brush, sticks, stubble or any other material which would be detrimental to development of desirable vegetative growth. Topsoi l shall be obtained from naturally drained sites where topsoil occurs at least 6” deep. It shall not be obtained from bogs or marshes.

I. Golf Course Bunker Sand: Free-draining silica sand specially formulated to perform in golf course bunkers. Silica sand shall be composed only of naturally occurring hard, strong, durable, uncoated grains of quartz, reasonably graded from coarse to fine and meet the United States Golf Association (USGA) specifications for particle distribution, as shown:

SIEVE ANALYSIS – Particle Size USGA Recommended % Retained

#10 Gravel

2.0 mm

#18 Very

Coarse

1.0 mm

#35 Coarse

0.5 mm

#60 Medium

0.25 mm

#80 Fine

0.18 mm

#100 Fine

0.15 mm

#140 Very Fine

0.10 mm

#270 Very Fine

0.05 mm

≤ 3% ≤ 10% ≥ 60% #35 + #60

≤ 20% #80 + #100

≤ 5% #140 + #270 & ≤ 10% w/Silt + Clay ≤ 10% #10 + #18

J. Reclaimed Asphalt Paving: This shall be in accordance with the FDOT’s

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Section 283.

K. Recycled Crushed Concrete: This shall be made up of debris from concrete material derived from the crushing of hard Portland cement concrete, and shall be asbestos free as per FDOT Section 911.

L. Beach-compatible sand: Shall contain essentially all of the exact grain sizes that exist on the native beaches of Sarasota County.

M. The County reserves the right to independently test the material before acceptance to verify that the material meets the specified requirements.

3. CONTRACTOR RESPONSIBILITIES

A. Contractor shall only use FDOT-approved facilities on the Aggregate Production Facility Listing to provide aggregate materials. Contractor shall immediately provide the County with documentation for any production facility being used to verify their approval to provide materials under the contract at the following hyperlink:

https://www.fdot.gov/materials/quality/programs/qualitycontrol/material slistings/postjuly2002.shtm

B. Contractor shall supply and deliver materials to various County locations as specified by individual work orders.

C. Contractor shall comply with all weight regulations and traffic laws.

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

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

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

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

4. REQUIREMENTS

A. Contractor shall have a contingency plan in place to compensate for equipment failures and other delays.

B. Contractor shall conform to all Occupational Safety and Health Administration (OSHA) regulations. It is the responsibility of Contractor to keep informed as to changes and act accordingly.

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

5. ASSIGNMENT OF WORK

Service requests will be dispatched from the County by means of a telephone call or email, and a work order number will be issued. This work order number must be referenced on all correspondence, including invoices.

6. HOURS OF WORK / INVOICING

A. Normal Business Hours are defined as Monday through Friday, 7:00 a.m. – 6:00 p.m., except County observed Holidays.

B. Some public buildings and properties lend themselves to early, late, or weekend work, and the County will work with Contractor to establish a schedule to facilitate safe, productive work conditions and hours.

C. The County will work with Contractor to establish a work schedule for buildings and properties accessible before or after normal business hours or weekends.

D. Contractor shall provide state certified scale receipt(s) as documentation with each invoice.

7. RESPONSE TIME

A. Standard Services – Contractor shall verbally respond to each request for Standard Services within 48 hours of notification and provide an expected delivery date. The request will be followed by the issuance of a work order.

Contractor shall contact the County 24 hours in advance of scheduled delivery to provide an estimated arrival time and confirm the location request within Sarasota County boundaries.

B. Emergency Services – Contractor shall verbally respond to each request for Emergency Service within 24 hours of notification and provide an expected delivery date. The request will be followed by the issuance of a work order within one business day of the initial notification. Materials are to be delivered within the timeframe specified on the work order.

8. COUNTY COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM

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

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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 must maintain computing equipment with the following minimum specifications to run the County’s CMMS.

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

ii. Software: Chrome, Edge or Safari

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

a. If the county’s CMMS is unavailable for a long time, the county may substitute a spreadsheet-based reporting process.

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

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

d. The Contractor will continue to report work status by email until notified by the County that the CMMS is operational.

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.