Uninterruptible_Power_Supply_(UPS)_Maintenance,_and_Repair_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

RFP-5082-25/LTT

UNINTERRUPTIBLE POWER SUPPLY (UPS)

MAINTENANCE, AND REPAIR SERVICES

1301 East Second St.

Sanford, FL 32771

RELEASE DATE: July 25, 2025

DEADLINE FOR QUESTIONS: August 15, 2025

RESPONSE DEADLINE: August 27, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/seminolefl https://secure.procurenow.com/portal/%7bproject.government.code%7d

Seminole County

RFP #RFP-5082-25/LTT

Uninterruptible Power Supply (UPS) Maintenance, and Repair

Services

TABLE OF CONTENTS

I. Introduction II. Scope of Services

III. Instructions to Proposers IV. Additional Terms & Conditions - Maintenance Svcs V. Instructions for the preparation of Submittals VI. Evaluation Phases

Attachments:

A - Insurance Requirements

B - Sample Purchase Order

C - RFP-5082 Draft Contract

D - County Wide Equipment List

Title: Uninterruptible Power Supply (UPS) Maintenance, and Repair Services

1. Introduction

1.1. Summary

The Seminole County Office of Emergency Management Telecommunications Division is seeking proposals from qualified vendors to provide comprehensive Uninterruptible Power

Supply (UPS) system maintenance, services, and related electrical services for all County facilities with UPS systems.

1.2. Contact Information

Liduvina Torres Senior Procurement Analyst 1301 E. Second St Sanford, FL 32771 Email: ltorres@seminolecountyfl.gov Phone: (407) 665-7117

Department:

Resource Management - Purchasing & Contracts

1.3. Timeline

Release Project Date July 25, 2025

Question Submission Deadline August 15, 2025, 5:00pm

Proposal Submission Deadline August 27, 2025, 2:00pm

Attend bid opening Via TEAMS at https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwY i00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40 thread.v2/0?context=%7b%22Tid%22%3a%22

9d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%2246

2f8932-cfb6-408b-89d3-e432396ca876%22%7d mailto:ltorres@seminolecountyfl.gov tel:(407)665-7117 https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d

2. Scope of Services

2.1. PROJECT DESCRIPTION

A. Overview

The County is seeking proposals from qualified vendors to provide comprehensive

Uninterruptible Power Supply (UPS) system maintenance, services, and related electrical services for all County facilities with UPS systems. These services are crucial for maintaining continuous power for essential County operations and protecting against disruptions like power surges, sags, and outages. The County utilizes numerous UPS units, including models from Toshiba, Power Quality, and

Xtreme Power, to support critical infrastructure. The goal is to streamline maintenance and improve response times by combining UPS and electrical support under one contract.

B. Scope of Services

The selected vendor shall furnish all labor, tools, and expertise required to perform the following services for the County:

1. UPS Maintenance and Service: Provide ongoing maintenance and repair for all existing County UPS systems, including units from Toshiba, Power Quality, and Xtreme Power brands. Services shall be available for all County facilities and infrastructure, ensuring coverage at any location where UPS units are installed. The Contractor must be prepared to support both mission-critical sites (e.g., data centers, public safety facilities) and standard business sites under this contract.

2. Emergency Response Times: Adhere to strict response time requirements for service calls. The Contractor shall acknowledge any service request within 15 minutes of notification. For critical infrastructure facilities (high-priority sites designated by the County), an on-site technical response is required within 2 hours of the initial service call. For business infrastructure facilities (standard

County sites with non-critical operations), on-site response is required within 4 hours of a service call. These response standards apply 24/7, and the

Contractor must maintain the capability to respond to emergencies at any time, including after hours and holidays.

3. Preventative Maintenance Program: Implement a comprehensive preventive maintenance schedule for all covered UPS units. Semi-annual preventive maintenance (PM) visits shall be conducted for each UPS - one Major PM and one Minor PM per year. During each PM visit, the Contractor shall perform thorough inspections and testing of the UPS and its batteries, including but not limited to verifying electrical readings, checking battery health, examining connections to include network monitoring, cleaning components, and performing functional tests. The Contractor must provide detailed documentation and test results for each PM visit, including measurements

(voltages, loads, etc.), tasks performed, and any issues found. A written PM report shall be submitted to the County after each service, along with any recommendations on battery replacement or battery lifecycle based on test results. All preventive maintenance tasks should align with manufacturer guidelines and the best industry practices to ensure UPS reliability and longevity.

4. Inclusive Labor (Batteries Excluded): All routine labor required for maintenance and repairs of covered equipment shall be included in the contract's scope and pricing. The County will not incur additional labor charges for standard preventive maintenance or emergency repair work under this contract. However, the cost of replacement batteries (and other replaceable power components not covered by routine labor) is excluded from the base contract pricing. When battery replacements or new equipment and/or parts are needed, the Contractor shall obtain County approval and invoice these materials separately at agreed rates or cost-plus pricing as defined in the contract.

5. New Equipment Provision: Supply and install new UPS units or related power equipment as needed, upon County request. If an existing UPS is deemed end-of-life or if the County requires additional UPS systems, the Contractor must be capable of providing new equipment from County-approved brands. The

Contractor shall obtain written approval from the County for any new UPS hardware and ensure that all new units meet the County's specifications

(including the monitoring capabilities described below). Pricing for new equipment will be provided for approval prior to purchase. All installation work for new units shall be performed by the Contractor in accordance with applicable building codes, electrical codes and manufacturer instructions.

6. Traditional Electrical Services: In addition to UPS-specific work, the

Contractor shall serve as an on-call provider of general electrical services for the County critical redundant power. This includes performing traditional electrical installation, maintenance, and repair tasks at County facilities when requested. Examples include electrical wiring or rewiring, panel installations, circuit breaker replacement, generator/transfer switch hookups, lighting or outlet repairs, and other related services within the scope of a licensed electrical contractor. These services will supplement the County's needs beyond UPS systems, providing a solution for critical power support and general electrical work.

7. Comprehensive System Component Support: Ensure full maintenance coverage of all components associated with the UPS systems. The Contractor must be able to inspect, repair, maintain, replace, and service all parts of a UPS system, not only the UPS units themselves. This includes but is not limited to input power panels and output distribution panels serving the UPS, automatic transfer switches (ATS) that work in conjunction with UPS/generator systems, maintenance bypass switches, and surge arrestors/suppressors that protect the UPS and downstream equipment. All such components at a covered site are considered in scope for service under this contract. The Contractor's personnel should be fully trained to work on these electrical components to ensure safe and effective maintenance.

8. Monitoring and Alarming Capabilities: All UPS equipment provided or serviced under this contract must support remote monitoring and alarm notification functionality. Any new UPS units or system components installed for the County shall be capable of interfacing with the County's network to transmit alarm notifications (e.g., via SNMP) or similar protocols. At minimum, the equipment should support Simple Network Management Protocol (SNMP) traps or web/SNMP-based monitoring so that County personnel can receive real-time alerts for power events, malfunctions, or battery status. The

Contractor shall ensure that these features are configured and tested when new equipment is put into service. Additionally, the Contractor should be prepared to assist in integrating UPS status monitoring with the County's existing building management or network monitoring systems as needed.

9. Disposal: The Contractor shall ensure that all disposal of Uninterruptible

Power Supply (UPS) batteries is conducted in strict compliance with all applicable Federal, State, and local laws, regulations, and ordinances governing hazardous waste and electronic waste management.

C. Vendor Qualifications

Firms responding to this RFP must meet the following minimum qualifications to be considered for the award. The County may require proof of these qualifications and may disqualify any proposer that does not clearly demonstrate the ability to meet them:

1. Local Facility and Presence: The vendor shall operate a bona fide brick-and-mortar business facility in Central Florida, with preference given to a facility located within Seminole County. This local presence is required to ensure quick response times and availability of support. The facility should be appropriately equipped to support the contract (office space, service center, warehouse, etc.), and the vendor should have established business operations in the

Central Florida region.

2. Spare Parts Inventory: The vendor must maintain a physical inventory of spare parts and equipment sufficient to support the UPS models under contract. At a minimum, the vendor should stock common replacement parts

(e.g., control boards, capacitors, fans) and consumables for Toshiba, Power

Quality, Xtreme Power, and other County-approved UPS units, as well as batteries of the types used in the County's UPS systems. Having spare parts readily available locally will minimize downtime in the event of failures and expedite repairs.

3. Annual Inventory Reporting: The vendor shall provide the County with an annual inventory report detailing all UPS systems and related equipment covered under the contract and non-contract. This report must be updated and submitted once per year (or as otherwise requested by the County) and include, at minimum, the following information for each UPS system: the make and model, serial number, County asset identification number (if provided), date of installation or in-service date, expiration date of any manufacturer's warranty, battery installation date and battery warranty period, the date of the last preventive maintenance service, and the name of the technician who performed the last service. The inventory report ensures transparency and helps the County track the status and history of each unit. The vendor is expected to keep this inventory accurate to reflect any equipment changes

(new installations, decommissions, battery replacements, etc.) over the contract term.

4. Licensed Master Electrician: The vendor must employ at least one State of

Florida certified Master Electrician on staff, who will be involved in overseeing or performing the electrical work under this contract. The Master Electrician must hold an active Florida Electrical Contractor's license (EC license), and the license number and qualification must be verifiable. This qualification ensures that the vendor is knowledgeable of Florida Electrical Code requirements and is authorized to perform electrical contracting work in the state. The Master

Electrician may serve as the responsible supervising electrician for all services, ensuring safety and code compliance for UPS installations, maintenance, and any general electrical work performed.

5. Manufacturer-Trained Technicians: All technicians assigned to service the

County's UPS equipment must be factory-trained or certified by the respective

UPS manufacturers. The County's current UPS inventory includes multiple brands; accordingly, technicians should have training and experience with

Toshiba, Xtreme Power, and Power Quality (or equivalent) UPS systems.

Manufacturer training certificates or credentials should be available upon request to verify this qualification. Using manufacturer-trained technicians ensures that maintenance and repairs are performed according to the manufacturers' recommended procedures and technical specifications, thereby preserving equipment warranties and ensuring a high quality of service.

6. Experience and Performance History: The vendor must have prior experience servicing large-scale UPS installations and providing electrical services for clients of a similar size or complexity to the County. The County may consider the vendor's past performance, client references, safety record, and financial stability as part of the qualification evaluation. (Vendors should include relevant experience and references in their proposals, although this is not a numbered requirement in this Scope of Services.)

D. Performance Metrics and Reporting

To ensure a high level of service quality and contract compliance, the County will use specific performance metrics and reporting requirements. The Contractor will be expected to meet the following performance standards and provide regular reports to the County demonstrating compliance:

1. Response Time Compliance: The Contractor's adherence to the required response times will be closely monitored. This includes meeting the 15-minute call acknowledgment and the 2- hour/4-hour on-site response windows for critical and non-critical facilities, respectively. The Contractor should achieve these response targets consistently for all service calls. The County may require the vendor to log in response times for each incident and include this data in periodic performance reports. Repeated failure to meet the response time requirements will be considered a serious performance issue and may lead to penalties or contract remedies.

2. Maintenance Reporting and Documentation: The accuracy and completeness of the Contractor's documentation will be a key performance indicator. The Contractor must provide all required reports on time, including preventive maintenance service reports after each visit and the annual inventory update. Reports should be thorough and error-free, containing all information as specified in the Scope of Work (test results, measurements, recommendations, inventory details, etc.). The County will review these submissions for quality and completeness. Any deficiencies or omissions in documentation must be corrected promptly. Reporting requirements are mandatory, and vendors must meet all outlined reporting obligations to ensure transparency and contract compliance.

3. Quality of Service and Reliability: The ultimate measure of performance is the reliability and uptime of the County's UPS systems as supported by the

Contractor's services. The County will track the frequency of UPS failures or emergency incidents and may review whether proper preventive maintenance was performed to possibly prevent each issue. The expectation is that thorough maintenance will result in fewer emergency failures and extended equipment life. The Contractor should strive for a high first-time fix rate on repairs and minimize any repetitive issues on the same equipment. The quality of replacements (e.g., batteries) and repairs will be evaluated; all work must meet professional standards and manufacturer guidelines. Additionally, the County may solicit feedback from facility managers or end-users regarding the professionalism and effectiveness of the Contractor's technicians. Consistently positive performance in these areas will be required to maintain the contract.

4. Communication and Customer Service: Although not a formal metric with numbers, the County values clear communication and proactive customer service from the Contractor. This includes updating County staff on work order status, informing them of any delays or issues immediately, and providing expert guidance when asked (such as advising on UPS capacity planning or electrical improvements). The Contractor should designate a primary point of contact (and alternates) to liaise with the County for all service calls and contract matters. All communications and interactions should be handled promptly and professionally.

The Contractor shall submit periodic performance reports to the County, at least quarterly or semi-annually. These reports will summarize key metrics, including service call volume, response times, preventive maintenance completion, deviations, and inventory updates. The County reserves the right to audit performance and compliance at any time. Regular meetings will occur to review the results and address concerns. Failure to meet standards or provide reports may result in remedial actions or contract termination for non-performance, according to County policy.

E. Pricing Structure

Proposers must submit pricing in a clear schedule that covers all aspects of the required services. The pricing structure shall differentiate between various service categories to account for the different levels of urgency and effort. At a minimum, the proposal must include rates for the following categories of rates:

1. Critical Infrastructure Rate: This rate applies to services performed on critical infrastructure facilities or systems. These are the high-priority locations that demand a 2-hour on-site response. The Critical Infrastructure Rate may be expressed as an hourly labor rate or a fixed annual cost for covering all critical sites, as defined by the County. It should account for the expedited response and specialized expertise required for mission-critical systems.

2. Business Infrastructure Rate: This is the standard service rate for business infrastructure - i.e., routine maintenance and repairs at non-critical County facilities. These locations have a 4- hour on-site response requirement. Like the critical rate, the Business Infrastructure Rate can be an hourly rate or a flat maintenance fee covering all such sites. This rate is expected to be lower than the Critical Infrastructure rate, reflecting the less urgent response requirement.

3. After-Hours Service Rate: An after-hours or overtime rate for work performed outside of normal business hours. Any services (whether at critical or non-critical sites) that are requested during evenings, nights, weekends, or County-observed holidays will be compensated at this after-hours rate (if different from the regular rates). Proposers should specify the definition of standard vs. after-hours in their pricing (e.g., after 5:00 PM weekdays, or on weekends/holidays) and any minimum call-out hours if applicable. This ensures the County knows the cost implication for emergency calls that occur at night or other times off-hours.

4. Disaster/Emergency Response Rate: A specialized rate for service calls during a declared disaster or extreme emergency situation. This rate would apply when the County is under an emergency declaration (such as during a hurricane, major storm, or other crisis) where the Contractor's resources might be stretched, or travel may be hazardous. The Disaster Response Rate may account for conditions requiring extended continuous service, on-site standby, or mobilization of additional resources. If the Contractor has different rates or multipliers for emergency response under such extraordinary conditions, it must be specified here.

5. Non-Contract Equipment Rate: An hourly rate (or separate fee structure) for servicing equipment not covered under the contract. Occasionally, the County might request the Contractor to work on a UPS system or electrical equipment that is not on the official covered inventory list (for example, newly acquired equipment not yet added to the contract, or a piece of equipment owned by a third party in a County facility). The Non-Contract Equipment Rate will apply to such ad-hoc services. This rate provides the County with a predetermined cost framework for any work outside the original scope of covered devices.

All pricing must be submitted in the requested format and be all-inclusive of travel, labor, tools, and overhead (excluding parts and materials for batteries and new equipment). No separate fuel surcharges or miscellaneous fees are permitted without prior agreement. Vendors are encouraged to offer competitive and fair pricing reflecting the comprehensive scope of this contract.

Price redeterminations shall be reviewed in accordance with the terms outlined in the Request for Proposal (RFP) documents.

Proposers must ensure their submission clearly addresses all outlined elements. Any exceptions or deviations from these requirements shall be explicitly stated within the proposal. Non-compliance with any aspect of this Scope of Services may result in the proposal being deemed non-responsible or lead to contract termination if discovered post-award. The County seeks a partner committed to upholding these standards and providing reliable UPS maintenance and electrical services for its operations.

3. Instructions to Proposers

3.1. Contact

All prospective Proposers are hereby instructed not to contact any member of the Seminole

County Board of County Commissioners, the County Manager or Deputy Manager, or any

Seminole County Staff members other than the noted Purchasing & Contracts Division (herein referred to as ‘PCD’) Contact Person, Liduvina Torres, regarding this RFP or their written proposal at any time prior to the posting on the COUNTY’S Website of the recommendation and intent to award by County staff for this project. Any such contact shall be cause for rejection of your proposal. Interpretation of this clause will be solely at the discretion of the COUNTY.

3.2. Pre-Proposal Conference

There will not be a Pre-Proposal Conference for this RFP.

3.3. Public Opening

Electronic submittals shall be received by PCD online in accordance with the instructions in this solicitation documents, unless otherwise revised via posted Addenda. Persons with disabilities needing assistance to participate in the Public Opening should call the noted PCD Contact

Person at least forty-eight (48) hours in advance of the Public Opening at (407) 665-7117. The

Public Opening TEAMS at https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40t hread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d

3.4. Delays

The COUNTY, at its sole discretion, may delay the scheduled due date and time for submission, if it is to the advantage of the COUNTY to do so. The COUNTY will post all changes in the scheduled due date and time for submission by written addendum posted to the COUNTY’s

Website: (https://secure.procurenow.com/portal/seminolefl)

3.5. Proposal Submission and Withdrawal

The COUNTY will accept submittals electronically via the COUNTY’s e-Procurement Portal until

2:00 pm on Wednesday, August 27, 2025. Proposals received after the scheduled due date and time for submission shall not be considered. Proposals submitted in any other format other than via the COUNTY’S e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed. Companies shall register on the COUNTY’S e-Procurement Portal. Once registered, Companies may view and click "Follow" to be a prospective Proposer for this solicitation and will appear on the Follower’s list. Proposers that fail to Follow this project will not receive automatic addenda notifications, nor will they be able to draft a response in the COUNTY’S e-Procurement Portal, and therefore will be unable to participate or be considered for this RFP. If a Proposer encounters technical difficulties using the COUNTY’S e-Procurement Portal, or needs assistance using the Portal, Proposers may access the Help Center for vendor training guides provided by OpenGov-Procurement, the https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%40thread.v2/0?context=%7b%22Tid%22%3a%229d380a55-ed10-44b9-813b-b83cfe0e80d4%22%2c%22Oid%22%3a%22462f8932-cfb6-408b-89d3-e432396ca876%22%7d http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training

Software Administrator. Proposers may also contact the Software Administrator using the real-time chat function on the COUNTY’S e-Procurement Portal (located in lower right-hand corner of the screen), or via email at support@procurenow.com for support.

The COUNTY will not be responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, or use of a malfunctioning electronic device, or the like, neither the COUNTY, nor the Software Administrator, will be held responsible. Proposers shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the Proposer is using to submit a response. Failure of the Proposer to successfully submit an electronic proposal before the deadline indicated herein shall be at the Proposer's sole risk, and no relief will be given for late and/or improperly submitted proposals. Once file(s) have been uploaded and the

Submission Status shows as “Submitted” the submission is complete. At that point, the

Proposer will also receive an email confirmation from the COUNTY’s e-Procurement Portal.

Telephone confirmation of timely receipt of any submittal should be made by calling (407) 665-

7117, before the 2:00 pm deadline.

The Proposer is required to submit ONE (1) ELECTRONIC FORMATTED file of their complete written submittal.

Proposers may withdraw their submittal electronically via the COUNTY’S e-Procurement Portal at any time prior to the scheduled due date and time for submission.

3.6. Inquiries

All Proposers should carefully examine the RFP documents. Any ambiguities or inconsistencies shall be brought to the attention of PCD Contact Person in writing via the Q&A tab in the

COUNTY’S e-Procurement Portal prior to the scheduled due date and time for submission.

Failure to do so, on the part of the Proposer, shall constitute an acceptance by the Proposer of any subsequent decision made by the COUNTY. Any questions concerning the intent, meaning and interpretations of the RFP documents including the attached Draft Agreement, shall be requested in writing, and received no later than 5:00 pm on Friday, August 15, 2025. Written requests shall be submitted via the COUNTY’S e-Procurement Portal The COUNTY will not be responsible for oral instructions made by employees of the COUNTY or its authorized representatives in regard to this RFP. If the Q&A deadline has passed, a Proposer may contact the COUNTY directly if necessary at ltorres@seminolecountyfl.gov. The COUNTY reserves the right to reject any questions sent after the Q&A deadline.

3.7. Addenda

Should revisions to the RFP documents become necessary, the COUNTY will post Addenda information on the COUNTY's e-Procurement Portal. The COUNTY’s e-Procurement Portal will issue an automated email notification to all “Followers” on the RFP’s Followers list. All

Proposers should check the COUNTY's Website or notify Liduvina Torres to verify information regarding Addenda. Failure to do so may result in rejection of the Proposer’s submitted proposal and a determination as “Non-Responsive”. By execution of the Formal Notice for this RFP, the

Proposer acknowledges receipt of all Addenda issued under this solicitation. Addenda information will be posted on the COUNTY’s Website

(https://secure.procurenow.com/portal/seminolefl). It is the sole responsibility of the Proposer to ensure that they obtain information related to any Addenda.

3.8. Selection Process and Award

Proposals will be reviewed by the COUNTY Evaluation Committee in accordance with the evaluation criteria set forth in the RFP documents. The COUNTY reserves the right to conduct interviews and require presentations of any or all Proposers prior to selection. The COUNTY will not be liable for any costs incurred by the Proposer in connection with such presentations.

Should oral presentations for this RFP be required by the COUNTY, the evaluation criteria and weights shall be used to short-list the Proposers. The County will award a contract based on the proposal that best meets the County's requirements. The Proposer understands that this RFP does not constitute an agreement or a contract with the Proposer. The COUNTY reserves the right to reject all bids/proposals, make multiple awards (award to more than one vendor), make a partial award, to waive formalities, to re-solicit and advertise for new bids/proposals, or to cancel the project in its entirety.

3.9. Proposal Preparation Costs

Neither the COUNTY nor its representatives shall be liable for any expenses incurred in connection with preparation of a response to this RFP. Proposers should prepare their proposals simply and economically, providing a straightforward and concise description of the

Proposer's ability to meet the requirements of this RFP.

3.10. Accuracy of Proposal Information

By submission of a proposal, Proposer acknowledges that they have carefully examined the

Request for Proposal documents and agrees to furnish the services specified in the solicitation at the prices, rates or discounts as proposed. Proposers agree that their proposal will remain firm for a period of up to one hundred twenty (120) days in order to allow the County adequate time to evaluate the submittals.

By submission of a proposal, Proposer agrees to abide by all conditions of this proposal and understands that a background investigation may be conducted by the Seminole County

Sheriff’s Department prior to award. Proposer certifies that all information contained in their proposal is truthful to the best of their knowledge and belief. Proposer further certifies that they are duly authorized to submit this proposal on behalf of the vendor/Proposer as its act and deed and that the vendor/Proposer is ready, willing and able to perform if selected.

3.11. Insurance

A misstatement or omission of a material fact, whether intentional or not, regarding the

Proposer's insurance coverage, policies or capabilities may be grounds for rejection of the

Proposer’s submitted proposal and rescission of any ensuing Award Agreement.

The COUNTY recommends that all Proposers review the insurance requirements listed within the Draft Agreement with their insurance carriers. A copy of the insurance certificate shall be furnished to the COUNTY prior to the final execution of the COUNTY’s

Award Agreement. The COUNTY reserves the right to reject the award to any Proposer that fails to provide the insurance as required within the COUNTY’s Award Agreement.

3.12. Licenses

Proposers, both corporate and individual, must be fully licensed and certified for the type of work to be performed in the State of Florida at the time of submittal under this RFP. Failure of the Proposer to be fully licensed and certified, may result in rejection of the Proposer’s submitted proposal and a determination as “Non-Responsive”. Any permits, licenses, or fees required shall be the responsibility of the Proposer. No separate or additional payment will be made for these costs. Adherence to all applicable code regulations, Federal, State, County, City, etc., is the responsibility of the Proposer.

3.13. Posting of the RFP’s Recommendation and Intent to Award

The recommendation and intent to award for this RFP will be posted on the COUNTY’s Website

(https://secure.procurenow.com/portal/seminolefl). Failure to file a protest with the COUNTY’s

Purchasing & Contracts Manager within the time prescribed in the COUNTY's Purchasing Code, Policies and Procedures shall constitute a waiver of proceedings.

3.14. Public Records

Upon recommendation and intent to award this RFP as posted to the COUNTY’s website or thirty (30) calendar days after closing, proposals are considered “public records" and shall be subject to the public disclosure regulations consistent with Chapter 119, Florida Statutes.

Proposers must invoke the exemptions to disclosure provided by law in their response to the solicitation and must identify the data or other materials to be protected by uploading any information deemed confidential separately under “Confidential Files,” and must state the reasons why such exclusion from public disclosure is necessary pursuant to the COUNTY’s, “Compliance With Public Records Law” Form, which is required as part of the RFP documents.

Ownership of all data, material, and documentation originated and prepared for the County pursuant to the RFP shall belong exclusively to the County and be subject to public inspection in accordance with the Public Records Law. Trade secrets or proprietary information submitted by a Proposer shall not be subject to public disclosure under the Public Records Law; however, the

Proposer must invoke the protection of this section prior to or upon submission of the data or other materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary.

3.15. Prohibition Against Contingent Fees

It shall be unethical for any person to be retained, or to retain any company or person, other than a bonafide employee working solely for the Proposer to solicit or secure the Award

Agreement for this RFP, and that it has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bonafide employee working solely for the Proposer, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from award or making of this Award Agreement. For the breach or violation of this provision, the

COUNTY shall have the right to terminate the Award Agreement at its sole discretion, without liability and to deduct from the Award Agreement price, or otherwise recover, the full amount of such fee, commission, percentage, gift, or consideration.

3.16. Rejection/Disqualification

The COUNTY reserves the right to reject the proposal of any Proposer who has failed to perform, in a timely manner, the scope of services of a previously awarded agreement. The

COUNTY reserves the right to inspect all facilities of Proposers in order to make a determination as to the available resources to perform properly under this award. The COUNTY reserves the right to waive any irregularities, informalities, and technicalities and may, at its discretion, issue a re-procurement. More than one (1) proposal from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that a Proposer is involved in more than one proposal submittal will be cause for rejection of all proposals in which such Proposers are believed to be involved. Any or all proposals will be rejected if there is reason to believe that collusion exists between Proposers.

Proposals in which the prices obviously are unbalanced will be subject to rejection.

3.17. Purchasing Code

Seminole County Code Chapter 220 (Purchasing Code), Administrative Code Section 3.55

(Purchasing Policy), and County Manager Policies apply to this RFP in their entirety.

3.18. Affirmation

By submission of a proposal, the Proposer affirms that their proposal is made without prior understanding, agreement or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. The Proposer agrees to abide by all conditions of this RFP and the resulting Award Agreement as prepared by Seminole County.

3.19. Governmental Restrictions

In the event that any governmental restrictions are imposed which would necessitate alteration of the material quality, workmanship or performance of the items offered on this proposal prior to their delivery, it shall be the responsibility of the Proposer to notify the Purchasing and

Contracts Division at once, indicating in his/her letter the specific regulation which required an alteration, including any price adjustments occasioned thereby. The County reserves the right to accept such alteration or to cancel the contract or order at no further expense to the County.

3.20. Advertising

In submitting a proposal, Proposer agrees not to use the results therefrom as a part of any commercial advertising, without the express written approval of the County Manager’s Office.

3.21. Patents and Royalties

Unless otherwise provided, the Proposer shall be solely responsible for obtaining the right to use any patented or copyrighted materials in the performance of the contract resulting from this

PS. The Proposer, without exception, shall indemnify and save harmless the County and its employees from liability of any nature or kind, including cost and expenses for or on account of any copyrighted, patented, or unpatented invention, process, or article manufactured or supplied by the Proposer. In the event of any claim against the County of copyright or patent infringement, the County shall promptly provide written notification to the Proposer. If such a claim is made, the Consultant shall use its best efforts to promptly purchase for the County the legitimate version of any infringing products or services or procure a license from the patent or copyright holder at no cost to County that will allow continued use of the service or product. If none of the alternatives are reasonably available, the County agrees to return the article on request to the Proposer and receive reimbursement, if any, as may be determined by a court of competent jurisdiction.

3.22. Drug-Free Workplace Compliance

Proposer shall comply with Section 287.087, Florida Statutes, and failure to comply shall result in rejection/disqualification of the proposal and all agreements as a result of this solicitation.

3.23. Public Entity Crime

Any Person or affiliate, as defined in Section 287.133, Florida Statutes, shall not be allowed to contract with the COUNTY, nor be allowed to enter into a subcontract for Work on this Project, if such a person or affiliate has been convicted of a public entity crime within three (3) years from the date this Project was advertised for Proposal, or if such person or affiliate was listed on the

State's convicted vendor list, within three (3) years of the date this Project was advertised, whichever time period is greater. A public entity crime means a violation of any state or federal law with respect to and directly related to the transaction of business with any public entity or agency (federal, state or local), including but not limited to, any contract for the construction or repair of a public building or public work involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, forgery, falsification of records, receiving stolen property or material misrepresentation. Any Agreement with the COUNTY obtained in violation of this Section shall be subject to termination for cause. A sub-contractor who obtains a subcontract in violation of this Section shall be removed from the Project and promptly replaced by a sub-contractor acceptable to the COUNTY.

3.24. Proprietary/Restrictive Specifications

Proposers who feel the specifications contained herein are proprietary or restrictive in nature, thus potentially resulting in reduced competition, must notify the Purchasing and Contracts

Division of their rejection upon receipt of this Request for Proposals and prior to the due date.

3.25. Payment Terms/Discounts

The County’s payment terms are in accordance with Section 218, Part VII, Florida Statutes, Florida Prompt Payment Act. Cash discounts for prompt payment shall not be considered in determining the lowest net cost for evaluation purposes.

3.26. Additional Terms and Conditions

Unless expressly accepted by the County, only the terms and conditions in this document and

Award Agreement shall apply. Any and all additional terms and conditions shall have no force and effect, and are inapplicable to this proposal if submitted either purposely through intent or design, or inadvertently appearing separately in transmittal letters, specifications, literature, price lists or warranties. It is understood and agreed that the general and/or special conditions in these RFP documents and any Addenda issued under this solicitation are the only conditions applicable to this proposal and the Proposer's authorized signature on the Proposal Response

Form attests to this.

3.27. Price Redeterminations

1. During the Renewal Term: Petitions for price redeterminations must be made at the time of

County’s notification to the Contractor of the renewal period. Any such petition must be made pursuant to the provisions of this Section and only for those price redetermination categories specified herein. Unless otherwise expressly set forth in this document, no other price redeterminations will be allowed. All price redeterminations will be approved by a duly executed amendment to the Contract to reflect the new prices for the renewal term.

2. Outside the Renewal Term: Petitions for price redeterminations must be made within thirty

(30) days of the anniversary date of the Contract. Any such petition must be made pursuant to the provisions of this Section and only for those price redetermination categories specified herein. Unless otherwise expressly set forth in this document, no other price redeterminations will be allowed. All price redeterminations will be approved by a duly executed amendment to the Contract.

BASIS FOR PRICE REDETERMINATIONS. The Contractor may petition the Purchasing and

Contracts Division for price redetermination based on the increased costs of wages, fuel, or materials. Price redeterminations will be based solely upon changes in pricing or costs documented by either the Employment Cost Index (ECI) or Producer Price Index (PPI), whichever is applicable, as published by the Bureau of Labor Statistics. The base index number for the ECI will be for the quarter in which the solicitation opens. The base index number for the

PPI will be for the month the solicitation opens. Any subsequent price redeterminations will use the last price redetermination approved for that price redetermination category as the "base index number." The County shall have the right to audit the Contractor's records, including, but not limited to, payroll, materials, and fuel cost records, to verify or otherwise investigate the validity of any price redetermination request.

WAGE PRICE REDETERMINATION. When requesting a price redetermination based upon an increase in wage costs, the Contractor shall refer to and utilize the Pay & Benefits, Employment

Cost Index, Private Industry, Compensation as prepared by the Bureau of Labor Statistics in the

U.S. Department of Labor available at www.bls.gov.

MINIMUM WAGE PRICE REDETERMINATION. If the minimum wage increases during the term of the Contract, including any renewal or extension period thereunder, the Contractor may petition the Purchasing and Contracts Division for price redetermination for those job categories where the pay to the Contractor's employee(s) is the current minimum wage. Upon verification of the information provided, the County will grant an increase of exactly the amount of the minimum wage increase (not the percentage increase). The Contractor must increase the pay to the employee(s) by the amount the Contractor has requested, which shall not exceed the amount of the minimum wage increase. The amount paid to the Contractor will be the increase plus any written and documented increase in FICA, Medicare, and Workers' Compensation insurance. The Contractor must supply written documentation of any other increase that is beyond the scope and control of the Contractor. All written documentation must satisfy the reasonable expectations of the Purchasing and Contracts Division.

• Example: Minimum wage increases from $7.31 to $7.56 per hour. The Contractor may petition for an increase of $0.25 per hour to be paid to the affected employee(s) and shall provide written and documented cost increases for FICA, Medicare and Workers' Compensation. The resulting increase in costs shall be incorporated into fees/rates billed to the County.

If the Contractor bills the County at a higher price according to any price redetermination granted by the County, and the Contractor fails to increase the hourly rate paid to the employee for the same period, the Contractor will be considered in Contract default and the Contract will be immediately terminated.

FUEL PRICE REDETERMINATION. If and when the price of fuel increases by a minimum of ten

(10%) percent, the Contractor may petition the Purchasing and Contracts Division for a fuel price redetermination. As a condition of petitioning for a fuel price increase, the Contractor shall be required to petition for a fuel price redetermination decrease if and when the price of fuel decreases by a minimum often (10%) percent. Failure to make such petition may be grounds for

Contract termination and shall entitle the County to a refund of the cumulative increase in pay to the Contractor due to any prior fuel price redetermination increase(s). Fuel price redetermination must be based solely upon changes as documented by the Producer Price Index (PPI) for the commodity "Gasoline - WPU057".

MATERIALS PRICE REDETERMINATION. At the anniversary date of the Agreement, the

Contractor may petition the Purchasing and Contracts Division for a materials price redetermination. As a condition of petitioning for a materials price increase, the Contractor shall be required to petition for a materials price redetermination decrease if/when the price of materials used by the Contractor in connection with the Contract decreases. Failure to make such petition may be grounds for Contract termination and shall entitle the County to a refund of the cumulative increase in pay to the Contractor due to any prior materials price redetermination increase(s). Materials price redetermination must be based solely upon changes as documented by the Producer Price Index (PPI) under Inflation & Prices, Industry Data, Construction Machinery Mfg. PCU 333120333120, as published by the Bureau of Labor

Statistics.

PRICE REDETERMINATION CALCULATION. All Price Redeterminations shall be…