Project_Documents.pdf

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

IFB #: 252764AMS

IFB TITLE: HIGH DENSITY POLYETHYLENE (HDPE)

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 supplier to supply and deliver high density polyethylene (HDPE) piping, couplings, fittings, and accessories on an as-needed basis 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 references demonstrating their

experience providing HDPE piping and accessories 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 the Pricing Table attached to this solicitation as an Excel file. Bidders who fail to fully complete the Pricing Table, in the format provided, and submit the completed Pricing Table with their bid may be found non-responsive.

8.0 AWARD

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

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

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

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

Sarasota County requires a Contractor to supply and deliver High-Density Polyethylene (HDPE) piping, couplings, fittings, and accessories that meet all American Society for Testing Materials (ASTM) standards on an as-needed basis.

2. MINIMUM TECHNICAL SPECIFICATIONS

A. The Fee Schedule contains a list of HDPE products the County anticipates needing annually, including annual estimated quantities. All products must meet the minimum technical specifications as described below.

i. Sizes may be annular

ii. Pipe may be N-12®

iii. Products must comply with ASTM D3212, ASTM 2306/F2306, and

ASTM D2412

iv. Product must comply with AASHTO M294-06

v. Product must comply with Class II HDPE requirements per FDOT

Section 948-2.3.1

vi. Product must be constructed of virgin polyethylene compounds which conform to ASTM D3350 cell class 435400C.

vii. Parallel plate stiffness values shall comply with ASTM D2412 when tested. Products must be visibly labeled.

3. CONTRACTOR RESPONSIBILITIES

A. Contractor shall never represent itself or act as an agent of the County. The Contractor will always be considered an independent Contractor for the purpose of fulfilling the scope required of the contract

B. Contractor must have at least one employee available during delivery who can effectively communicate in English with the County staff or with the general public.

C. Each representative of the Contractor shall conduct themselves in a respectful manner at all times.

D. Contractor will coordinate their delivery so that there is minimal to no interruption to daily work at any County Facility.

E. Contractor’s delivery vehicles shall be operated in compliance with FDOT and OSHA safety standards. Spotters and other safety procedures must be used when necessary to protect people and property.

F. Contractor is responsible for any damage to County or personal property due to negligence on the part of the Contractor or their employees.

Restoration shall be made to the County’s satisfaction.

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G. Contractor is required to participate in meetings as deemed necessary by the County.

4. REQUIREMENTS

A. Contractor will furnish materials in full accordance with all applicable rules and regulations using Federal and State Standards as guidelines:

i. Local Laws and ordinances

ii. State and Federal Laws

iii. Florida Department of Transportation (FDOT)

iv. Underwriter’s Laboratory (UL)

v. American National Standards Institute (ANSI)

vi. American Association of State Highway and Transportation Officials

(AASHTO)

vii. Occupational Health and Safety Act (OSHA)

viii. American Society for Testing and Materials (ASTM)

ix. Florida Building Codes

x. Construction Specifications Institute Master Format (CSI)

B. The Contractor must always be in compliance with all applicable health and safety standards by Sarasota County, State of Florida, and the Federal Government and its regulatory agencies. The Contractor must maintain accurate records of all instances while on county property.

i. Accidents shall be reported immediately to the County.

ii. All incidents shall be documented, and the completed report must be submitted to the County.

5. ASSIGNMENT OF WORK

A. The County will issue a purchase order for the purchases.

B. A work order number through the County’s Work Order Management

System may be issued and must be referenced on all correspondence, including invoicing.

6. INSPECTIONS

A. The County will inspect the products the Contractor delivers to ensure the Contractor is in accordance with the work order.

B. If deficiencies are noted, the Contractor will be notified of the specific deficiencies on a Sarasota County Corrective Action Report Form which the Contractor must rectify prior to the County approving payment. Inspections will occur, as practically as possible after delivery.

C. The County reserves the right to reject and return the product(s) at the Vendor’s expense if the County determines, at its sole discretion, that the Product(s), in whole or in part, are unacceptable due to noncompliance with required specifications, are unusable, or are damaged. The County will

Prepared by Public Works Part II - Page 3 of 4 provide reasonable documentation and evidence (e.g., photographs or videos) in support of the return.

D. The County may request the Contractor to replace the rejected product(s).

In such cases, the Contractor shall replace the rejected product(s) no later than thirty (30) calendar days from the date of return.

E. The Contractor shall not be paid for any returned product(s).

7. HOURS OF WORK / INVOICING

A. Normal Business Hours are defined as Monday through Friday 7:00 a.m. – 5:00 p.m., except County observed Holidays.

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

C. Invoicing and payment shall be as described in the Sarasota County General Terms and Conditions of Solicitations.

D. Expedited delivery requests for special orders must be approved in writing by the County. For such approved deliveries, Contractor shall prepay shipping and freight charges and shall be reimbursed by the County for the actual costs incurred. All deliveries shall be FOB Destination. Contractor shall provide supporting documentation (such as an invoice) indicating the cost paid for shipping and freight.

8. WARRANTY

All materials for product purchases provided by the Contractor shall be fully warranted from the date of County’s acceptance of the product for a period of one year, or for the standard warranty period provided by the Contractor or by the materials manufacturer, whichever is greater.

9. COUNTY WORK MANAGEMENT SYSTEM

A. The County utilizes a computer-based work management system (WMS).

Contractor may opt to utilize the County’s WMS via an internet website for interacting with staff and reporting performance.

B. Contractor may elect to attend a WMS training session provided by the County to learn how to properly use the County’s WMS to access work tasks and report performance. This training session is expected to last no longer than four hours. The costs associated with training and utilization of the WMS shall be considered overhead and incidental to the contract. The County will not pay the Contractor for attending WMS training.

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C. Contractor is not required to purchase or install software to utilize the County’s WMS. If utilizing the County’s WMS, Contractor shall maintain computing equipment with the following minimum specifications:

i. Hardware: Any tablet or personal computer running IOS 8 or Windows 7 or later;

ii. Software: Safari or Chrome

iii. Internet: High speed internet connection & power source

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.