Solicitation 153010JLS Uninterruptable Power System


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Sarasota County

Bid 153010JLS

5

Solicitation 153010JLS

Uninterruptable Power System Preventative Maintenance and Service

Bid designation: Public

Sarasota County

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Sarasota County

Bid 153010JLS

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Bid 153010JLS Uninterruptable Power System Preventative Maintenance and Service Bid Number   

153010JLS

Bid Title   

Uninterruptable Power System Preventative Maintenance and Service

Bid Start Date

Jan 15, 2015 3:15:41 PM EST

Bid End Date

Feb 18, 2015 2:30:00 PM EST

Question & Answer End Date

Jan 28, 2015 5:00:00 PM EST

Bid Contact   

John L Spence Procurement Analyst OFM 941-232-9131 [email protected]

Contract Duration    3 years Contract Renewal    2 annual renewals Prices Good for   

120 days

Bid Comments

The purpose of this bid is to select a supplier to provide Uninterruptable Power System Preventative Maintenance and Service. Item Response Form

Item    

153010JLS-- 01-01 - Total Bid Price

Quantity   

1 each

Unit Price    Delivery Location          Sarasota County No Location Specified Qty 1

Description From Excel Spreadsheet. 

Item    

153010JLS-- 01-02 - Excel Spreadsheet Upload

Quantity   

1 each

Prices are not requested for this item. Delivery Location          Sarasota County No Location Specified Qty 1

Description Must upload a copy of your Excel Spreadsheet for the purpose of identifying line item pricing. 

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Sarasota County

Bid 153010JLS

INVITATION FOR BIDS (“IFB”) IFB #:

153010JLS

IFB TITLE: Uninterruptable Power System Preventative Maintenance and Service 1.0

PURPOSE Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in BidSync for the purpose of selecting a supplier or suppliers to provide annual manufacturer's preventative maintenance and quarterly service inspections of Uninterruptable Power Supply (UPS) Systems, static transfer switches and all associated Power Distribution Units (PDUs). Bidders are required to comply with the scope of services specified in Attachment “A”, Scope of Work/Specifications, attached hereto and incorporated herein.

2.0

AVAILABILITY OF DOCUMENTS This Invitation for Bid (“IFB”) document is available via BidSync at www.bidsync.com. Sarasota County is not responsible for the accuracy of solicitation documents and information obtained from any source other than BidSync. A link to BidSync is available on Sarasota County’s eprocure site at https://eprocure.scgov.net.

3.0

4.0

QUALIFICATIONS 3.1

The firm submitting a bid must have experience providing uninterruptable power system preventative maintenance and service for their bid to be considered responsible.

3.2

Please provide three (3) verifiable references using the Reference Form provided in BidSync. Failure to provide references that verify required experience preferably within the last seven (7) years may cause the offeror to be deemed non-responsible.

3.3

(REQUIRED) No Lobby Affirmation: All bidders must complete a No Lobby qualification in BidSync prior to the submittal due date and time.

3.4

(REQUIRED) Employment Eligibility: All bidders must verify they meet Federal and State employment eligibility requirements by completing the Employment Eligibility qualification in BidSync prior to the submittal due date and time.

3.5

(REQUIRED) Drug Free Workplace Program Certification: Bidders that have implemented a drug-free workplace program pursuant to Section 287.087, Florida Statutes should complete the Drug-Free Workplace Statement in BidSync prior to the submittal due date and time.

QUESTIONS AND ANSWERS Requests for information must be submitted electronically using the question/answer feature in BidSync. Questions submitted after the stated deadline will not be accepted. No verbal questions will be honored. The electronic response posted in BidSync or the posting of an addendum in BidSync are the only official methods whereby interpretation, clarification or additional information will be provided.

5.0

PRE-BID CONFERENCE AND/OR SITE VISIT 5.1

All conferences and site visits will take place at the time, date and location specified in BidSync.

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Sarasota County

Bid 153010JLS

INVITATION FOR BIDS (“IFB”) There will be a mandatory pre-bid conference or site visit There will be a non-mandatory pre-bid conference or site visit No pre-bid conference or site visit is scheduled 5.2

6.0

When applicable, bidders are advised to visit each location to familiarize themselves with all work areas. Failure to do so will in no manner relieve the Bidder from furnishing materials or services that may be required to carry out and complete the contract in accordance with the intent of the specifications listed herein.

BIDDER For the purpose of this IFB, the term “Bidder” is defined as the legal entity submitting the bid and/or identified on the electronic bid submittal.

7.0

TERM The anticipated term of any contract resulting from this solicitation is specified in BidSync under Contract Duration and Contract Renewal.

8.0

GENERAL TERMS AND CONDITIONS Bidders shall be required to abide by all terms and conditions set forth in the General Terms and Conditions of Solicitations and Purchase Orders, available as an attachment to this solicitation, and incorporated herein.

9.0

INSURANCE REQUIREMENTS Before performing any work, the successful bidder shall procure and maintain insurance listed in Sarasota County’s Insurance Requirements, available as an attachment to this solicitation, and incorporated herein. Failure to submit proof of required insurance within three (3) business days of request by the County may result in an award being rescinded.

10.0

DELIVERY 10.1

Should a bid call for delivery to either north or south County, the dividing line is Blackburn Point Road, between Laurel and Osprey, Florida. a. Delivery required: As needed b. Shipping Method: Best method c. Special Instructions: Complete and ready for use d. Shipping Terms: FOB Destination e. Location: Various locations as required

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Sarasota County

Bid 153010JLS

INVITATION FOR BIDS (“IFB”) 11.0

SUBMITTAL INSTRUCTIONS 11.1

12.0

Bidders must submit all files requested electronically in BidSync. Failure to provide any of the required documents with a submittal, by the specified due date and time, may be cause to declare a bidder non-responsive.

SUBMITTAL DOCUMENTS 12.1

The documents listed below are provided as attachments to this IFB. Failure to provide any of the required forms electronically with your submittal may be cause to declare a bidder non-responsive. a. Reference Form – Minimum of three (3) verifiable references preferred Required

Optional

Not Applicable

b. Local Business Affidavit – Select “N/A” on the Local Business Affidavit if you do not qualify as a local business. Required

Optional

Not Applicable

c. Other: N/A

12.2 13.0

Bidders wishing to be considered for local preference must submit a Local Business Affidavit with their bid submittal.

AWARD 13.1

The bid shall be awarded to: a.

The responsive and responsible bidder submitting the lowest total extended bid price.

b.

The responsive and responsible bidder(s) submitting the lowest price per line item.

c.

The responsive and responsible bidder(s) submitting the lowest price per category.

d.

Other: N/A

13.2

Local Preference is only applicable if this box is checked. In awarding this bid, preference shall be given to local businesses in accordance with Section 2-215 of the Sarasota County Procurement Code. a.

When applying local preference to el ect r oni c competitive bids, a Procurement representative will notify the responsive and responsible lowest local business bidder that they have five (5) business days to resubmit a bid that matches or beats the low bid submitted by the non‐local business, provided the local businesses original bid was within 10% of the lowest bid submitted by the non‐local business.

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Sarasota County

Bid 153010JLS

INVITATION FOR BIDS (“IFB”)

13.3

14.0

b.

Only the lowest responsive and responsible local business bidder within 10% of the low bid shall have the opportunity to match the bid submitted by the lowest nonlocal bidder.

c.

If the lowest bid submitted is from a non-local business, the lowest local business bidder may submit a revised bid that matches, or beats, the bid submitted by the lowest non‐local business bidder, and Procurement will award the bid to that local business. If the lowest local business bidder fails to submit a bid that matches or beats the bid submitted by the lowest non‐local business bidder, Procurement will award the bid to the non‐local business. If the lowest bid is from a local business, this section does not apply.

In the event that no responsive and responsible bids are received within the bid threshold, the County may elect to cancel the solicitation and re-solicit using an alternative solicitation method.

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.

15.0

16.0

TERMINATION 15.1

Any resulting contract may be terminated for convenience by Sarasota County by giving written notice to the bidder thirty (30) days in advance of termination.

15.2

The County reserves the right to cancel the contract on shorter notice if, in the sole opinion of the County, bidder performance poses a threat to County property, operation or to the health or safety of any person.

15.3

The bidder may terminate any resulting contract with no less than ninety (90) days written notice prior to the annual renewal date.

ASSURANCE OF QUALITY 16.1

Preferred makes and models are listed in the Technical Specifications. These makes and models are specified for the purpose of establishing a grade or quality of material.

16.2

Equal alternate makes and models may be acceptable if, in the sole opinion of the County, they are comparable to those specified. Bidders wishing to submit alternative makes or models must provide a product specification for each item no later than ten (10) days before the bid opening date. The County will reply in writing to each alternative submitted to allow or deny its acceptance. If accepted, the alternate product must be noted on the bid form.

16.3

If an alternate product is proposed and accepted by the County, that is the brand the Bidder must supply for the duration of the contract unless the Bidder submits a written

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Sarasota County

Bid 153010JLS

INVITATION FOR BIDS (“IFB”) request for a change to be approved by the County. The Technical Specifications contain a representation of products for bid evaluation purposes only. 17.0

18.0

19.0

PRICING 17.1

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.

17.2

Estimated usage for each item is listed on the bid form. This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts. Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the work at the unit price as bid. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the bidder.

COUNTY WORKPLACE POLICY COMPLIANCE 18.1

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

18.2

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.

18.3

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.

18.4

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).

18.5

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.

QUALITY GUARANTEE 19.1

Unless otherwise specifically provided in the specifications, all equipment, materials and articles incorporated in the work covered by any resulting contract shall be new and of the most suitable grade for the purpose intended. Unless otherwise specifically provided in the specifications, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a standard of quality and shall not be construed as limiting competition. 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

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Sarasota County

Bid 153010JLS

INVITATION FOR BIDS (“IFB”) 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. 19.2

A bid containing a substitution is subject to disqualification if the substitution is not approved by the County. Items bid must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments.

19.3

If any product/service delivered does not meet performance representations or other quality assurance representations as published by manufacturers, producers or distributors of such products or the specifications listed in this bid, the vendor shall pick up the product from the County at no expense to the County. The County reserves the right to reject any or all materials if, in its judgment, the item reflects unsatisfactory workmanship or manufacturing or shipping damage. Also, the bidder shall refund to Sarasota County any money which has been paid for same.

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Sarasota County

Bid 153010JLS

ATTACHMENT A TECHNICAL SPECIFICATIONS UNINTERRUPTABLE POWER SYSTEM PREVENTATIVE MAINTENANCE AND SERVICE 1.0

PURPOSE 1.1

2.0

3.0

The County seeks a vendor to provide Uninterruptable Power System Preventative Maintenance and Service who will comply with the scope of services specified herein as Attachment “A” Technical Specifications.

SCOPE OF WORK 2.1

The vendor is to provide the annual manufacturers’ preventative maintenance and quarterly service inspections that allow Sarasota County to operate the equipment listed in Exhibit 1, attached hereto and incorporated herein, continuously, reliably, safely and effectively.

2.2

The vendor shall meet or exceed the manufacturers’ documented preventative maintenance (PM) service as described by the manufacturer of the Uninterruptable Power Supply (UPS) System, static transfer switches, and all associated Power Distribution Units (PDUs) as listed in Exhibit 1.

2.3

The vendor is to perform repairs as directed by the County and as part of the scope of work. Any and all repairs required are to have the equipment meet the original manufacturers’ specifications for performance.

2.4

The vendor is also responsible for battery maintenance and testing as part of the quarterly inspection and annual maintenance. Replacement of batteries is defined in section 4.0.

2.5

The quarterly inspections will satisfy the manufacturers’ suggested maintenance requirements.

2.6

The vendor understands that this is to be considered a full service maintenance contract with no additional billable services authorized unless preapproved by the County.

2.7

The vendor is to perform the manufacturers’ preventative maintenance, quarterly inspections, and or scheduled service and repairs only as directed and or pre-approved by the County.

ORIGINAL EQUIPMENT MANUFACTURER PARTS 3.1

The vendor is required to utilize factory new, warrantied replacement parts and associated equipment. All parts used in the provision of services and repairs must be Original Equipment Manufacturer parts. No refurbished or third party parts or equipment may be used.

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Sarasota County

Bid 153010JLS

ATTACHMENT A TECHNICAL SPECIFICATIONS UNINTERRUPTABLE POWER SYSTEM PREVENTATIVE MAINTENANCE AND SERVICE 4.0

5.0

SCHEDULED SERVICE PROCEDURES 4.1

The vendor is responsible for knowledge of manufacturers’ maintenance requirements as provided in the manufacturers’ literature. The vendor will be required to obtain these documents. The vendor will perform the required service maintenance within the timeframe and to specifications listed in the manufacturers’ service maintenance literature, unless otherwise approved by the County.

4.2

The vendor is required to visit each site quarterly to inspect and service all equipment and batteries and write service reports that detail the status and functionality of all the specified equipment.

4.3

At no time is the vendor authorized to transfer a load to a generator set without the County’s approval.

4.4

At no time is the vendor authorized to power down any equipment without the County’s approval.

4.5

When the vendor is notified by the County that a non-emergency service call is needed, the vendor is required to respond to the location by the next business day and diagnose the problem. The vendor is required to stabilize the power system and make any and all repairs without delay. When the equipment is repaired, the vendor is required to complete a service report detailing all work and repairs before leaving the site. This service report is to detail all hours spent on site and all parts used to make the repairs to the equipment.

4.6

The County will authorize payment for on-site time only. All parts required for repair will be billed as shown on the vendor’s factory invoice plus markup.

BATTERIES 5.1

All replaced batteries are to meet or exceed the load rating and capacity of the existing batteries. Replacement batteries shall meet or exceed the UPS manufacturers’ rated battery specifications.

5.2

The vendor will provide the required quarterly maintenance reports which will include data that details the operating capacity and “battery health” of all batteries within every string. Batteries identified as not operating to full capacity will be replaced as part of the labor rate with pricing as detailed in the awarded vendor’s bid form.

5.3

The County reserves the right to add additional locations and or sites as needed or as new equipment comes on line. The vendor agrees to add these sites at a negotiated cost that is proportional to existing sites and equipment type.

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Sarasota County

Bid 153010JLS

ATTACHMENT A TECHNICAL SPECIFICATIONS UNINTERRUPTABLE POWER SYSTEM PREVENTATIVE MAINTENANCE AND SERVICE 6.0

SERVICE REPORTS 6.1

7.0

8.0

The vendor is required to provide written service reports detailing the operating condition and all repairs or maintenance done on the equipment at the completion of every site visit. All service reports are to be location and equipment specific, show all work performed, show all materials or parts used on each system, and the time on site by the vendor. The vendor is responsible to include on each service report any conditions found which may adversely affect the operation of the equipment. This report is also to show the vendor’s arrival and departure time and be signed the County’s Administrative Agent or their designee.

USE OF PREMISES 7.1

The vendor must conform to all site rules and regulations. These include but are not limited to keeping the public areas free of waste materials, removing all rubbish from site(s) daily before leaving the premises and strictly adhering to all local and/or State safety codes.

7.2

The vendor is required to submit to Florida Department of Law Enforcement level three or higher criminal background checks for all personnel. The County’s Administrative Agent will provide required forms to be completed for each employee. These forms will be returned to the County’s Administrative Agent for processing. The County reserves the right, at its sole discretion, to preclude or deny access to any person known to be or thought to be a security risk.

WORK SCHEDULE 8.1

All maintenance work is to be scheduled with the County’s administrative agent to be identified by the County. The County may require the vendor to perform the maintenance services during “off hours” (any hours before or after the normal business hours) or during normal business hours (between 8:00 a.m. – 3:00 p.m., Monday Friday) as needed. Any maintenance performed during “off hours” will be paid at the awarded vendor’s bid form overtime rate. Repair services not considered an emergency by the County will be scheduled as soon as possible and reasonable, between the vendor and the County.

8.2

Repair services requiring immediate response by the vendor (such as critical alarms or equipment not functioning properly) will require the vendor to respond on site within two (2) hours of notification. The vendor is to diagnose the equipment status, stabilize the power supply and make required repairs immediately. If unable to make repairs, the vendor will contact the County representative immediately. The vendor will prepare an equipment service report for all service repairs. Only service reports signed by the County’s Administrative Agent or their designee will be considered valid.

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Sarasota County

Bid 153010JLS

ATTACHMENT A TECHNICAL SPECIFICATIONS UNINTERRUPTABLE POWER SYSTEM PREVENTATIVE MAINTENANCE AND SERVICE 9.0

10.0

WARRANTY 9.1

All parts, labor, and batteries replaced as part of this contract will be considered under full replacement warranty for a minimum period of one (1) year from installation. All costs associated with a warranty repair will be the responsibility of the contractor.

9.2

All necessary repairs required under an existing equipment warranty will be facilitated by the vendor. Replacement batteries shall meet or exceed manufacturers’ specifications.

EQUIPMENT AND SITE LISTING 10.1

It is recommended that bidders visit some or all of the facilities listed in Exhibit 1 “Site Addresses and Equipment List” to view the assets requiring maintenance under this bid. This is a current list of all Uninterruptable Power System equipment in operation by Sarasota County; however, equipment may be added or deleted as required by the County. Contact the Procurement Analyst listed on page 2 of this solicitation for assistance in accessing any secure facility. Failure to do so will in no manner relieve the successful bidder from furnishing materials or services that may be required to carry out and complete the contract in accordance with the intent of the specifications listed herein.

END OF ATTACHMENT A

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Sarasota County

Bid 153010JLS

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1.0

DEFINITIONS County shall mean Sarasota County. Offer shall mean the response submitted by an offeror to the County’s solicitation.   Offeror shall mean the legal entity or individual submitting an offer to the County in response to a solicitation. Evaluation Committee shall mean those individuals approved by the Procurement Official, or designee, to evaluate offers.

2.0

3.0

4.0

AVAILABILTY OF DOCUMENTS 2.1

All documentation related to Sarasota County solicitations is available through BidSync at www.bidsync.com.

2.2

It is solely the responsibility of each offeror to ensure they have obtained current copies of all documents issued by the County in relation to any solicitation.  

2.3

Only documents obtained directly from BidSync (www.bidsync.com) are official versions.  Offerors who rely on any other sources for such documents, do so at their  own risk. 

QUESTIONS & ADDENDA 3.1

Any inquiries, suggestions or requests concerning interpretation, clarification or additional information pertaining to the solicitation shall be submitted electronically through BidSync.  All questions must be received no later than the deadline specified in the solicitation.  No verbal requests for information will be honored. 

3.2

The electronic response posted in BidSync or the posting of an addendum in BidSync are the only official methods whereby interpretation, clarification or additional information will be provided.  It shall be the responsibility of each offeror, prior to  submitting their offer, to visit BidSync and determine if addenda were issued and to make such addenda a part of their offer.

3.3

Only documents obtained directly from BidSync (www.bidsync.com) are official versions.  Offerors who rely on any other sources for such documents, do so at their  own risk. 

3.4

By submitting a response, offerors acknowledge receipt of any and all issued addenda, and agree to the provisions of each.

PUBLIC MEETINGS Notice of any public meetings pertaining to this solicitation shall be posted on the County calendar at www.scgov.net.  

5.0

COMPLIANCE WITH SOLICITATION REQUIREMENTS

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Each offer must meet the requirements specified in the solicitation.

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www.scgov.net.   5.0

6.0

Sarasota County

COMPLIANCE WITH SOLICITATION REQUIREMENTS 5.1

Each offer must meet the requirements specified in the solicitation.

5.2

Failure to submit the required forms and information in the manner specified may result in the offer being found non-responsive, at the sole discretion of the County.

5.3

Offerors failing to demonstrate the stated minimum qualifications may be deemed nonresponsible, at the sole discretion of the County. 

5.4

The County objects to and shall not consider any additional terms or conditions submitted by an offeror, including any appearing in documents attached as part of an offeror’s response.  In submitting its response offeror agrees that any additional terms or  conditions, whether submitted intentionally or inadvertently, shall have no force or effect.  Failure to comply with terms and conditions, including those specifying  information that must be submitted with a response, shall be grounds for rejecting a response. 

Bid 153010JLS

RETENTION OF OFFER All offers submitted in response to this solicitation shall be retained by the County.

7.0

IRREVOCABLE OFFER Any offer may be withdrawn up until the due date and time specified on the solicitation summary.   Any offer not so withdrawn shall, upon opening, constitute an irrevocable offer for a period of 120 days.

8.0

INSURANCE The offeror shall submit proof of insurance per Sarasota County's specifications including additional insured upon request and per the solicitation requirements.

9.0

RESERVED RIGHTS 9.1

The County reserves the right to accept or reject any or all offers, to waive irregularities and technicalities, and to request clarifications or additional information from offerors.

9.2

The County reserves the right to accept all or any part of the offer and to increase or decrease quantities to meet additional or reduced requirements of the County.

9.3

Any sole offer received by the submission date may be accepted or rejected by the County Administrator or designee.  In the event the County rejects the sole offer, it may  elect to negotiate with any responsible provider. 

9.4

The County reserves the right to cancel a solicitation at any time and to cancel any recommended award or recommended contract at any time prior to execution. 

9.5

To be responsive, offeror shall submit an offer which conforms in all material respects to the requirements set forth in the solicitation. 

9.6

To be responsible, offeror shall have the demonstrated ability or capability to fully perform the requirements of the solicitation and has the integrity and reliability to assure contractual performance. 

9.7

Offerors are advised that any person, firm, or other party to whom they propose to award a subcontract must meet all minimum qualifications as stated in the specifications.

9.8

Offerors are required to submit pricing on forms supplied by the County.  Offers, may  be deemed non-responsive if required forms are not used and duly signed by an authorized representative of the offeror.

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9.7

10.0

Offerors are advised that any person, firm, or other party to whom they propose to award a subcontract must meet all minimum Sarasota Countyqualifications as stated in the specifications.

9.8

Offerors are required to submit pricing on forms supplied by the County.  Offers, may  be deemed non-responsive if required forms are not used and duly signed by an authorized representative of the offeror.

9.9

Offerors submitting more than one bid form or price proposal in response to a solicitation may be deemed non-responsive.

9.10

Unless otherwise stated in the specifications, any contracts resulting from this solicitation are non-exclusive.  The County reserves the right, in its sole opinion, to direct  purchase items listed in this solicitation.

9.11

Offerors submitting unbalanced bids or quotes (e.g. excessively high or excessively low line items) may be deemed non-responsive by the County.  The County reserves the  right to request price justification, if, in its sole opinion, offeror has submitted a bid or quote that appears to be unbalanced.  

9.12

County may remove materials from a contract and make direct purchases of those materials when the County determines it’s in the best interest of the County. The contract price shall be adjusted based on the price of the materials removed and any related indirect costs. 

Bid 153010JLS

ADDITIONAL INFORMATION The County reserves the right to request clarifications or additional information from any offeror.   Specific questions may be addressed to each of the offerors as applicable.

11.0

PROTESTS Protests are processed in accordance with the procedures set forth in the Sarasota County Procurement Code.   

12.0

13.0

CONTACT WITH COUNTY STAFF 12.1

After the issuance of the solicitation, prospective offerors or any agent, representative or person acting at the request of such offeror shall not contact, communicate with or discuss any matter relating in any way to the solicitation with any officer, agent or employee of Sarasota County, including members of evaluation committees, other than the Procurement Official or Procurement Analyst named in the solicitation.  Failure to  comply with this provision may result in the disqualification of the offeror, at the option of the County. 

12.2

This prohibition begins with the issuance of any solicitation, and ends upon issuance of a purchase order or execution of the contract, whichever comes first, or upon cancellation of the solicitation. Violation of this prohibition may result in the offeror being considered non-responsible.

12.3

Notwithstanding the forgoing, during the negotiation period, Offeror may communicate with those members of County staff, consultants, or third parties designated by the County.

CODE OF ETHICS 31.1

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13.2

With respect to this offer, if any offeror violates or is a party to a violation of the State of Florida Code of Ethics for Public Officers and Employees,  Chapter 112, Part III,  F.S., such offeror may be disqualified from performing the work described in the solicitation or from furnishing the goods or services for which the offer is submitted and may be further disqualified from submitting future offers. The Florida Code of Ethics regulates the ability of the County to contract with its public

p. 15

of Florida Code of Ethics for Public Officers and Employees,  Chapter 112, Part III,  F.S., such offeror may be disqualified from performing the work described in the Sarasota County solicitation or from furnishing the goods or services for which the offer is submitted and may be further disqualified from submitting future offers. 13.2

14.0

15.0

16.0

Bid 153010JLS

The Florida Code of Ethics regulates the ability of the County to contract with its public officers (including board members), employees, and their immediate relatives. Offerors shall disclose any such potential conflicts on the provided Conflict of Interest Form.   Offerors are responsible for reviewing Section 112.313, F.S. to determine whether they may have a conflict.  If offeror is in doubt as to their ability to contract with the County  they shall seek a conflicts of interest opinion from the County prior to submittal of a response. 

COLLUSION 14.1

Pursuant to Subsection 287.133(a), F.S., a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.

14.2

An offer may be disqualified if an offeror submits more than one offer or if there is evidence of collusion.

PUBLIC ENTITY CRIMES 15.1

Pursuant to Subsection 287.133(a), F.S., a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.

15.2

Additionally, pursuant to County policy, a conviction of a public entity crime may cause the rejection of an offer.  The County may make inquiries regarding alleged convictions of  public entity crimes.  The failure of an offeror to promptly supply information in connection  with an inquiry may be grounds for rejection of an offer.

PUBLIC RECORDS 16.1

By participating in this solicitation process and submitting an Offer, an offeror acknowledges the requirements of the Florida Public Record laws found in Ch. 119, F.S., and s. 24(a), Art. I of the Florida Constitution (the “Public Record Laws”), and agrees to the provisions set forth in this section.

16.2

Sarasota County is a public entity subject to the Public Record Laws. All offers and written communications regarding this solicitation become public records upon receipt by Sarasota County and therefore are subject to public disclosure. If an offeror asserts that any portion of its Response or written communication is exempt from disclosure under the Public Record Laws (a “Protected Record”) then the offeror MUST comply with the following process:

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a.

Clearly identify each portion of its Protected Record(s) that it believes is statutorily protected from disclosure;

p. 16

any portion of its Response or written communication is exempt from disclosure under the Public Record Laws (a “Protected Record”) then the offeror MUST comply with Sarasota County the following process:

17.0

a.

Clearly identify each portion of its Protected Record(s) that it believes is statutorily protected from disclosure;

b.

Submit a separate electronic copy of offeror ’s Response or written communication with only protected portions redacted; and

c.

Submit a separate redaction log that provides a specific statutory citation justifying each redaction.

16.3

If offeror does not identify each portion of a Protected Record as specified herein, Sarasota County may produce offeror’s non-redacted copy in response to a public records request.

16.4

If offeror has complied with the provisions of this section by identifying certain documents as offeror’s Protected Record(s) and Sarasota County receives a public record request for a Protected Record, then Sarasota County will produce the redacted copy provided by offeror in response to the public record request. In the event a party is seeking the entire un-redacted Response and  offeror continues to assert in good faith  that offeror’s Protected Record(s) are confidential or exempt from disclosure or production pursuant to Chapter 119, F.S., then offeror shall be solely responsible for defending its position, or seeking a judicial determination.

16.5

Notwithstanding the provisions of this section, in accordance with Federal or State law, Sarasota County will comply with any court order or government agency directive to produce a Protected Record.

Bid 153010JLS

EQUAL EMPLOYMENT OPPORTUNITY Offeror shall comply with all federal, state, and local laws, regulations and ordinances applicable to the work or payment for work thereof, and shall not discriminate on the grounds of race, color, religion, sex, or national origin in the performance of work under the resulting contract or purchase order.

18.0

19.0

NON-DISCRIMINATION AND PUBLIC ACCOMODATIONS 18.1

Sarasota County prohibits discrimination in all services, programs or activities on the basis of race, color, national origin, age, disability, sex, marital status, familial status, religion, or genetic information. Persons with disabilities who require assistance or alternative means for communication of program information (Braille, large print, audiotape, etc.), or who wish to file a complaint, should contact: Sarasota County ADA/ Civil Rights Coordinator, 1660 Ringling Blvd., Sarasota, Florida 34236, Phone: 941-8615000, TTY: 7-1-1 or 1-800-955-8771, Email: [email protected].

18.2

Sarasota County does not discriminate upon the basis of any individual’s disability status.  This non-discrimination policy involves every aspect of the County’s functions including one’s access to, participation, employment, or treatment in its programs or activities.  Anyone requiring reasonable accommodation for the public meetings related  to any solicitation should contact the Procurement Analyst named in the solicitation at least 24 hours in advance of the meeting.

PROTECTION OF RESIDENT WORKERS 19.1

Sarasota County supports the Federal Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification and nondiscrimination.  The Offeror is held responsible to establish appropriate procedures and  controls so no service under this contract will be performed by any worker who is not legally eligible to perform such services. 

19.2

Sarasota County shall have the right to immediately terminate a contract if the County determines that the Offeror has failed to perform satisfactorily with respect to its

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controls so no service under this contract will be performed by any worker who is not Sarasota County legally eligible to perform such services. 

20.0

19.2

Sarasota County shall have the right to immediately terminate a contract if the County determines that the Offeror has failed to perform satisfactorily with respect to its employment practices in support of INA.

19.3

Offerors shall be required to confirm the employment eligibility of all employees through participation in E-Verify or an employment eligibility program approved by the Social Security Administration and will require same requirement to confirm employment eligibility of all subcontractors. 

Bid 153010JLS

RESULTING CONTRACT Any contract resulting from a solicitation may, at the sole discretion of the County, contain provisions that differ from the terms of the solicitation.  

21.0

APPLICABLE LAWS 21.1

Prior to entering into a contract with Sarasota County, an Offeror must be authorized to transact business in the State of Florida. 

21.2

Each offeror is responsible for full compliance with all applicable local, state and federal laws, ordinances and regulations.  The offeror shall have and must provide all applicable  insurance, permits, licenses, etc. which may be required by federal, state or local law as requested by the County.  The successful offeror shall be required to submit proof of all  licenses and/or certifications required by the County upon request.

21.3

The County shall deem any offeror to be non-responsible and ineligible for any award of a contract when either of the following conditions is present as a result of any County code enforcement action: a. A Code Enforcement Special Magistrate has determined that the offeror violated the Sarasota County Code of Ordinances, and the offeror has not corrected the violation; or b. Any code enforcement fines, whether originating from a Code Enforcement Special Magistrate proceeding or citations, remain unpaid. This prohibition shall remain during any appeal or other challenge to the validity of the code enforcement action.  An offeror must inform County procurement staff and the  Evaluation Committee about any pending code enforcement matters.  In the event the  County awards a contract to offeror and there is a subsequent violation of the Sarasota County Code of Ordinances, as determined by a Code Enforcement Special Magistrate or through the citation process, then such violation shall be grounds for termination of the contract.  

21.4

22.0

23.0

Offerors located in Sarasota County must comply with the Local Business Tax ordinance.  It shall be the responsibility of the Offeror to obtain a current local business  tax receipt from the Sarasota County Tax Collector (www.sarasotataxcollector.com) and supply a copy of that receipt to the County upon request. 

CONTRACT FORMS 22.1

Any contract or purchase order resulting from the acceptance of an offer shall be on forms either supplied by or approved by the County.

22.2

Any amendments to the resulting contract shall require the formal written approval of both parties.

TAXES 23.1

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Sarasota County is exempt from paying state and local tax when payment is made directly by the County (Section 212.08(6), F.S.).  This exemption does not include sales  of tangible personal property made to contractors employed either directly or as agents

p. 18

23.0

TAXES 23.1

Sarasota County

Bid 153010JLS

Sarasota County is exempt from paying state and local tax when payment is made directly by the County (Section 212.08(6), F.S.).  This exemption does not include sales  of tangible personal property made to contractors employed either directly or as agents by the County when such tangible personal property goes into or becomes a part of public works owned by the County.  Sarasota County has the following tax exempt  certificate assigned:   Department of Revenue Certification No. 85-8012515235C-5

23.2

24.0

Sarasota County, being tax-exempt from State of Florida sales tax, reserves the right to require offeror to assign some or all of its or subcontractor’s bids and contracts with materials suppliers directly to the County.  All transactions shall be in accordance with  Section 212.08(6), F.S. and FAC Rule 12A-1.094.  The County will issue a Certificate  of Entitlement to both the offeror and supplier for each purchase.   

SHIPPING/DELIVERY The price shall include any freight, handling, delivery, surcharges or other incidental charges.  Unless  otherwise specified in the solicitation, prices shall be F.O.B. Destination.

25.0

26.0

INVOICING 25.1

The County shall pay offeror through payment issued by the Clerk of the Circuit Court in accordance with Section 218.70 et seq., F.S., Local Government Prompt Payment Act, upon receipt of the offeror’s properly submitted invoice. 

25.2

Offerors shall not perform any service or provide products until they have been issued a Purchase Order number.  If the County has arranged to make payments with a  purchasing card, the procedures below shall apply.

25.3

The County reserves the right to pay for purchases made under any contract resulting from a solicitation through its Purchasing Card Program. 

TIME EXTENSION The County may unilaterally extend a Term Contract up to ninety (90) days beyond the expiration date of the existing contract.  The unit prices in effect on the last day of the contract shall remain in effect  for the contract extension period.

27.0

DUE DILIGENCE Due care and diligence have been exercised in the preparation of the solicitation, and all information contained within is believed to be substantially correct.  However, the responsibility for determining the  full extent of the services or goods being solicited rests solely with the offeror.  The offeror’s failure to familiarize itself with such conditions will in no way relieve the successful offeror from the necessity of furnishing any materials or performing any work that may be required to complete the work in accordance with the drawings and specifications.  

28.0

MATHEMATICAL ERRORS In the event of multiplication /extension error(s), the unit price will prevail.  In the event of addition  error(s) the extension totals will prevail.  Written prices shall prevail over figures.  All bids shall be  reviewed mathematically and corrected, if necessary, using these standards, prior to additional evaluation.   

29.0

FUNDING This solicitation is subject to availability of lawfully budgeted and appropriated funds by the County.  

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29.0

Sarasota County

FUNDING

Bid 153010JLS

This solicitation is subject to availability of lawfully budgeted and appropriated funds by the County.   30.0

SOLICITATION EXPENSES Offerors shall bear all costs and expenses incurred with developing, preparing, and submitting their offers.  

31.0

OWNERSHIP AND FORMAT OF WORK PRODUCT All plans and specifications developed under any contract resulting from this solicitation  shall become  the property of Sarasota County Government and may not be re-used by the offeror without the County’s permission.  

32.0

ROYALTIES AND PATENTS The offeror shall pay all royalties and license fees for equipment or processes in conjunction with the equipment and/or services being furnished.  Offerors shall defend all suits or claims for infringement  of any patent, trademark or copyright, and shall save the County harmless from loss on account thereof, including costs and attorney's fees.

33.0

34.0

INDEMNIFICATION OF THE COUNTY AND OFFICERS AND EMPLOYEES 33.1

For all procurements other than construction services and design professional services as defined in Section 725.06(2) and Section 725.08(1), F.S. respectively, the following indemnification requirements apply:   The offeror shall pay on behalf of or indemnify and hold harmless Sarasota County Government from and against any and all claims, actions, damages, fees, fines, penalties, defense costs, suits or liabilities which may arise out of any act, neglect, error, omission or default of the offeror arising out of or in any way connected with the offerors or subcontractor’s performance or failure to perform under the terms of any contract resulting from any solicitation.   

33.2

For  construction services, the following indemnification requirements apply: Pursuant to Section 725.06(2), F.S. the Contractor shall indemnify and hold harmless Sarasota County Government from liabilities, damages, losses and costs, including but not limited to, reasonable attorney’s fees to the extent caused by the negligence, recklessness or intentional wrongful misconduct of the Contractor and persons employed or utilized by the Contractor in the performance of the contract.

33.3

For design professional services, as defined by Section 725.08(1), F.S., the following indemnification requirements apply: Pursuant to Section 725.08(1), F.S. the design professional shall indemnify and hold harmless Sarasota County Government from liabilities, damages, losses, and costs, including but not limited to, reasonable attorneys’  fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the design professional and other persons employed or utilized by the design professional in the performance of the contract.  

TECHNOLOGY 34.1

35.0

Computer systems and databases used for providing the documents necessary to any contract shall be compatible with existing County systems and Enterprise Information Technology policies.  The County has standardized on MS Office (DOCX, XLSX, etc)  and Adobe (PDF) for documents and images.  

SUSTAINABILITY

Sarasota 1/15/2015 1:16 PM

County encourages sustainable practices as set forth in its Procurement Code.

p. 20

and Adobe (PDF) for documents and images.   35.0

SUSTAINABILITY

Sarasota County

Bid 153010JLS

Sarasota County encourages sustainable practices as set forth in its Procurement Code. 36.0

LOCAL PREFERENCE (As Applicable) 36.1

Unless otherwise noted in the solicitation, preference shall be given to a “local business”  in the awarding of any Invitation for Quote, Invitation for Bid or Request for Proposal, in accordance with the Sarasota County Procurement Code.  Local preference shall not  apply to other types of solicitations unless explicitly stated in subject solicitation.

36.2

"Local business" means (1) The vendor has paid a local business tax either to Sarasota, Manatee or Charlotte County, if applicable, or is a business entity registered with the State of Florida Division of Corporations indicating a principal office located in Sarasota, Manatee, or Charlotte County or presents other verifiable documents to substantiate business location in Sarasota, Manatee or Charlotte County that are satisfactory to the Procurement Official and (2) Has maintained a permanent physical business address located within the limits of either Sarasota, Manatee or Charlotte County from which the vendor operates or performs business for at least one year prior to the submission of a response to a Sarasota County solicitation and, (3)  Has at least five full time employees  or one principal officer at this location.

36.3

Offerors wishing to be granted local preference must submit a Local Business Affidavit with their solicitation response

36.4

Offerors who submit falsified data may be suspended or debarred in accordance with the Sarasota County Procurement Code.  To determine if you may qualify for local business preference, please refer to the Local Preference Checklist for Vendors located at: www.scgov.net/procurement

36.5

For local preference to be granted, the name of the company represented on required forms must be the same as the name on the local business affidavit.

36.6

Information regarding Sarasota County's Local Business Tax can be found at http://sarasotataxcollector.governmax.com. 

36.7

In the case of a proposal submitted by more than one entity, any one of those entities can qualify the proposal for the local preference.  Subcontractors cannot qualify a  proposal for local preference. 

6

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Sarasota County

Bid 153010JLS

ATTACHMENT INSURANCE REQUIREMENTS

A.

INSURANCE Before performing any contract work, Contractor shall procure and maintain, during the life of the contract, unless otherwise specified, insurance listed below. The policies of insurance shall be primary and written on forms acceptable to the County and placed with insurance carriers approved and licensed by the Insurance Department in the State of Florida and meet a minimum financial AM Best Company rating of no less than “A- Excellent: FSC VII.” No changes are to be made to these specifications without prior written specific approval by County Risk Management. IF CHECKED, COVERAGE IS REQUIRED Required

TYPE OF INSURANCE 1.

WORKERS’ COMPENSATION: Contractor will provide Workers’ Compensation insurance on behalf of all employees who are to provide a service under this contract, as required by the laws of the state where the contractor is domiciled. Florida Contractors must provide evidence of Workers’ Compensation insurance which meets the requirements of Florida Statutes, Chapter 440, AND Employer’s Liability with limits of not less than $100,000 per employee per accident, $500,000 disease aggregate, and $100,000 per employee per disease. If applicable, coverage for the Jones Act and Longshore Harbor Workers Exposures must also be included. **NOTE** 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. 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.

Required – Specify Amount Below

2.

COMMERCIAL GENERAL LIABILITY: Including but not limited to bodily injury, property damage, contractual, products and completed operations, and personal injury with limits of not less than the amount shown at left for each occurrence, covering all work performed under this contract.

3.

BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability at a limit of liability not less than the amount shown at left for each accident covering all work performed under this contract.

$500,000 $1,000,000

Required – Specify Amount Below $500,000 $1,000,000 $5,000,000

Contractor further agrees coverage shall include liability for Owned, Non-Owned & Hired automobiles. 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 private passenger automobiles are used in the business, they must be commercially insured.

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p. 22

Sarasota County

Bid 153010JLS

ATTACHMENT INSURANCE REQUIREMENTS IF CHECKED, COVERAGE IS REQUIRED

TYPE OF INSURANCE

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

4.

UMBRELLA LIABILITY: With limits of not less than the amount shown at left each occurrence covering all work performed under this contract.

5.

PROFESSIONAL LIABILITY: With limits of not less than the amount shown at left for professional services rendered in accordance with this contract. The Consultant shall maintain such insurance for at least two (2) years from the termination of this contract and during this two (2) year period the Consultant shall use his best efforts to ensure that there is no change of the retroactive date on this insurance coverage. If there is a change that reduces or restricts the coverage carried during the contract, the Consultant shall notify County Risk Management within thirty (30) days of the change.

6.

HAZARDOUS MATERIALS INSURANCE: For the purpose of this section, the term “hazardous materials” includes all materials and substances that are now designated or defined as hazardous by Florida or Federal law or by the rules or regulations of Florida or any Federal Agency. If work being performed involves hazardous materials, the need to procure and maintain any or all of the following coverage will be specifically addressed upon review of exposure. However, if hazardous materials are identified while carrying out this contract, no further work is to be performed in the area of the hazardous material until County Risk Management has been consulted as to the potential need to procure and maintain any or all of the following coverage through an addendum to the contract:

$1,000,000 $2,000,000 $5,000,000 10,000,000

Required – Specify Amount Below $500,000 $1,000,000

Required

a.

CONTRACTORS POLLUTION LIABIL1TY – For sudden and gradual occurrences and in an amount no less than $1,000,000 per claim and $1,000,000 in the aggregate arising out of work performed under this contract, including but not limited to, all hazardous materials identified under the contract.

b.

ASBESTOS LIABILITY – For sudden and gradual occurrences and in an amount no less than $1,000,000 per claim and $1,000,000 in the aggregate arising out of work

Required

Required

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Sarasota County

Bid 153010JLS

ATTACHMENT INSURANCE REQUIREMENTS IF CHECKED, COVERAGE IS REQUIRED

TYPE OF INSURANCE performed under this contract. c.

DISPOSAL – When applicable, the Contractor shall designate the disposal site and furnish a Certificate of Insurance from the disposal facility for Environmental Impairment Liability Insurance, covering liability for sudden and accidental occurrences in an amount not less than $3,000,000 per claim and $3,000,000 in the aggregate and shall include liability for non-sudden occurrences in an amount not less than $6,000,000 per claim and $6,000,000 in the aggregate.

d.

HAZARDOUS WASTE TRANSPORTATION – When applicable, the Contractor shall designate the hauler and furnish a Certificate of Insurance from the hauler for Automobile Liability insurance with Endorsement MCS90 for liability arising out of the transportation of hazardous materials with an amount not less than $1,000,000 annual aggregate and provide a valid EPA identification number.

Required

Required

*****Note: CERTIFICATES OF INSURANCE shall clearly state the hazardous material exposure work being performed under the contract. *****

Required

7.

BUILDERS’ RISK – PROPERTY COVERAGE: When applicable (none required on projects below $25,000), a special form coverage shall include, but not be limited to: a.

Storage and transport of materials, equipment, supplies of any kind whatsoever to be used on or incidental to the project

b.

Theft coverage

c.

Waiver of Occupancy Clause endorsement, which will enable the County to occupy the facility under construction/renovation during such activity

d.

Limits of insurance to equal 100% of the insurable completed contract amount of such addition(s), building(s) or structure(s), on an agreed amount/replacement cost basis, and

e.

Maximum deductible clause of $10,000 each claim

Required

8.

INSTALLATION COVERAGE BUILDERS’ RISK: For installation, Contractor must provide Builders’ Risk installation coverage to include coverage for materials stored at the project site, property while in transit, and property stored at a temporary location for the amount of materials involved in this contract.

Required

9.

LIQUOR LIABILITY: With limits of not less than $1,000,000 per occurrence, when applicable. This coverage shall be required if,

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p. 24

Sarasota County

Bid 153010JLS

ATTACHMENT INSURANCE REQUIREMENTS IF CHECKED, COVERAGE IS REQUIRED

TYPE OF INSURANCE at any time, the sale or distribution of alcoholic beverages of any kind is inherent or implied within the provisions of the contract.

Required

10.

GARAGE KEEPERS LIABILITY: With limits equal to the full value of the lot or garage. Legal liability form will be acceptable. This coverage shall be required if the maintenance, servicing, cleaning or repairing of any County motor vehicles is inherent or implied within the provisions of the contract.

Required

11.

BAILEE’S CUSTOMER: All risk coverage with property limits equal to the County assets in the vendor’s Care, Custody and Control.

Required

12.

OTHER: Specify

___________________________________________________

B.

POLICY FORM 1.

Unless specific approval is given, all policies required by exception of Professional Liability and Workers’ Compensation occurrence basis. Commercial General Liability policies shall Government as additional insured as their interest may appear

this contract with the are to be written on an name Sarasota County under this contract.

2.

Insurance requirements itemized in this contract and required of the Contractor shall be provided on behalf of all sub-contractors to cover their operations performed under this contract. The Contractor shall be held responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

3.

Each insurance policy required by this contract shall: a.

Apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability

b.

Not be suspended, voided or canceled by either party except after thirty (30) calendar days prior written notice by certified mail, return receipt requested, has been given to County Risk Management.

4.

The County shall retain the right to review, at any time, coverage, form, and amount of insurance.

5.

The procuring of required policies of insurance shall not be construed to limit Contractor’s liability nor to fulfill the indemnification provisions and requirements of this contract.

6.

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.

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Sarasota County

Bid 153010JLS

ATTACHMENT INSURANCE REQUIREMENTS 7.

Claims Made Policies will be accepted for Professional Liability, Workers’ Compensation and Hazardous Materials, and such other risks as are authorized by County Risk Management. All Claims Made Policies contributing to the satisfaction of the insurance requirements herein shall have an extended reporting period option or automatic coverage of not less than two years. If provided as an option, the Contractor agrees to purchase the extended reporting period on cancellation or termination unless a new policy is effected with a retroactive date, including at least the last policy year.

8.

Certificates of Insurance evidencing Claims Made or Occurrence Form Coverage and conditions to this Contract are to be furnished to Sarasota County Risk Management (1660 Ringling Boulevard, 4th Floor, Sarasota, FL 34236) prior to commencement of work AND a minimum of thirty (30) calendar days prior to expiration of the insurance contract, when applicable. All insurance certificates shall be received by County Risk Management before the Contractor will be allowed to commence or continue work.

9.

Notices of Accidents (occurrences) and Notices of Claims associated with work being performed under this Contract, shall be provided to the Contractor’s/subContractor’s/Consultant’s insurance company and County Risk Management as soon as practicable after notice to the insured.

10.

The Certificate of Insurance must include the following: a.

b.

In the “Description of Operations/Special Provisions” section: 

Sarasota County Government is named as an additional insured, as their interests may appear on Commercial General Liability.



Note: ACORD 2009 edition can use “X” for General Liability Additional Insured inclusion.

In the “Certificate Holder” section: Sarasota County Government Attn: Risk Management 1660 Ringling Blvd., 4th floor Sarasota, FL 34236

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p. 26

Sarasota County

Bid 153010JLS

EXHIBIT 1 UNINTERRUPTABLE POWER SYSTEM PREVENTATIVE MAINTENANCE AND SERVICE SITE ADDRESSES AND EQUIPMENT LIST Location

Quantity

Manufacturer

Size/Description

Model #

Serial #

Install Date

1

Exide Electronics

225 kVA

System 225

EL524ACA05

12/1994

Intra Pack

None – Battery Cabinet

12/1994

1

Administration Center 1660 Ringling Blvd. Sarasota

1a

Administration Center 1660 Ringling Blvd. Sarasota

4

Exide Electronics External Battery Cabinet

2

Terrace Bldg. 101 S. Washington Blvd. Sarasota

1

Mitsubishi Electric

100 kVA

9700 Series

09-7M72971-05

7/2010

2a

Terrace Bldg. 101 S. Washington Blvd. Sarasota

2

Power Battery

Metal cabinet w/ 620 batteries, #TC1290S

1MCA30TC90S-360T300-BA-UVR24UL

None – Battery Cabinet

7/2010

3

Corrections Facility 2020 Main St., 1st Floor Sarasota

1

Eaton/Best Power

.3 kVA

FE4.3kVA

FE43K06944

12/2001

4

Corrections Facility 2020 Main St., 2nd Floor Sarasota

1

Eaton/Best Power

.50 kVA

FE8.50kVA

FE850V16542

11/2001

5

Corrections Facility 2020 Main St., 3rd Floor Sarasota

Eaton/Best Power

.15 kVA

FE1.15kVA

15K 09421

11/2001

1

Page 1 of 3 1/15/2015 1:16 PM

p. 27

Sarasota County

Bid 153010JLS

EXHIBIT 1 UNINTERRUPTABLE POWER SYSTEM PREVENTATIVE MAINTENANCE AND SERVICE SITE ADDRESSES AND EQUIPMENT LIST Location

Quantity

Manufacturer

Size/Description

Model #

Serial #

Install Date

6

Corrections Facility 2020 Main St., 4th Floor Sarasota

1

Eaton/Best Power

.8 kVA

FE1.8kVA

8K 25558

11/2001

7

Corrections Facility 2020 Main St., 5th Floor Sarasota

1

Eaton/Best Power

.1 kVA

FE2.1kVA

1K 25757

11/2001

8

Correction Facility 2020 Main St., 6th Floor Sarasota

1

Eaton/Best Power

.8 kVA

FE1.8kVA

8K 2557

11/2001

9

Phillippi Estate Mansion 5500 S. Tamiami Trail Sarasota

1

Tripp-Lite

2.4 kVA

APS 2248UL

9933DYOAC507300195

11/2010

10

Carlton WTF* 1255 Mabry Carlton Pkwy. Venice

1

Eaton/Best Power

.6 kVA

9170+660C060AA AAAAAI

BE046T0029

4/29/2011

11

Central County WTF* 7509 McIntosh Rd. Sarasota

1

Eaton/Best Power

.6kVA

9170+

BE343T0013

2013

Central County WTF* 11a 7509 McIntosh Rd. Sarasota

1

Internal Battery System

2013

Page 2 of 3 1/15/2015 1:16 PM

p. 28

Sarasota County

Bid 153010JLS

EXHIBIT 1 UNINTERRUPTABLE POWER SYSTEM PREVENTATIVE MAINTENANCE AND SERVICE SITE ADDRESSES AND EQUIPMENT LIST Location Emergency Operations Ctr. Unit #1 12 6050 Porter Way Sarasota Emergency Operations Ctr. Unit #1 12a 6050 Porter Way Sarasota Emergency Operations Ctr. Unit #2 13 6050 Porter Way Sarasota Emergency Operations Ctr. Unit # 13a 6050 Porter Way Sarasota

Quantity

Manufacturer

Size/Description

Model #

Serial #

Install Date

1

Eaton/Best Power

120 kVA

9390

pending

2015

1

Eaton/Best Power

None – Battery Cabinet

2015

1

Eaton/Best Power

pending

2015

1

Eaton/Best Power

None – Battery Cabinet

2015

120 kVA

9390

*Water Treatment Facility

Page 3 of 3 1/15/2015 1:16 PM

p. 29

Sarasota County

Bid 153010JLS

IFB # 153010JLS

UNINTERRUPTABLE POWER SUPPLY SYSTEMS PREVENTATIVE MAINTENANCE AND SERVICE Altering the bid form will deem bidder non-responsive Bidders must provide prices for each line item for their bid to be considered responsive. Please enter company name in the box to the right ITEM

DESCRIPTION

MODEL NUMBER

1

Exide Electronics

S225

1a

Exide Electronics

External Battery Cabin / Intra Pack

2

Mitsubishi Electric

9700 Series

2a

Power Battery

1MCA-30TC90S-360T300-BA-UVR24-UL

3

Eaton / Best Power

FE4.3kVA

4

Eaton / Best Power

5

SERIAL NUMBER

quarterly

4

X

$0.00 =

$0.00

quarterly

4

X

$0.00 =

$0.00

semi-annual

2

X

$0.00 =

$0.00

semi-annual

2

X

$0.00 =

$0.00

FE4 3K06944

semi-annual

2

X

$0.00 =

$0.00

FE8.50kVA

FE8 50V16542

semi-annual

2

X

$0.00 =

$0.00

Eaton / Best Power

FE1.15kVA

15K 09421

semi-annual

2

X

$0.00 =

$0.00

6

Eaton / Best Power

FE1.8kVA

8K25558

semi-annual

2

X

$0.00 =

$0.00

7

Eaton / Best Power

FE2.1kVA

1K 25757

semi-annual

2

X

$0.00 =

$0.00

8

Eaton / Best Power

FE1.8kVA

8K 2557

semi-annual

2

X

$0.00 =

$0.00

9

Trip-Lite

Power Verter APS 2248UL

9933DYOAC-507300195

semi-annual

2

X

$0.00 =

$0.00

10

Eaton / Best Power

9170+660C0AAAAAAAI

BE046T0029

semi-annual

2

X

$0.00 =

$0.00

11

Eaton / Best Power

9170+

BE343T0013

semi-annual

2

X

$0.00 =

$0.00

12

Internal Battery System

semi-annual

2

X

$0.00 =

$0.00

13

Communications Support Admin HV10500 Cont Power

HV-01085 16 HX13512FR Batts

semi-annual

2

X

$0.00 =

$0.00

14

Eaton / Best Power

9390 120KVA

pending

semi-annual

2

X

$0.00 =

$0.00

15

Eaton / Best Power

Battery Cabinet

semi-annual

2

X

$0.00 =

$0.00

17

Eaton / Best Power

9390 120KVA

semi-annual

2

X

$0.00 =

$0.00

18

Eaton / Best Power

Battery Cabinet

semi-annual

2

X

$0.00 =

$0.00

20

Service Technician, Regular Time

50

X

$0.00 =

$0.00

21

Battery Technician, Regular Time

50

X

$0.00 =

$0.00

1/15/2015 1:16 PM

EL524ACA05

UNIT OF MEASURE

Enter your bid price in the blue shaded area only UNIT BID EXTENDED BID ESTIMATED QUANTITY PRICE PRICE

09-7M72971-05

pending

p. 30

Sarasota County

Bid 153010JLS

IFB # 153010JLS

UNINTERRUPTABLE POWER SUPPLY SYSTEMS PREVENTATIVE MAINTENANCE AND SERVICE Altering the bid form will deem bidder non-responsive Bidders must provide prices for each line item for their bid to be considered responsive. Please enter company name in the box to the right ITEM

DESCRIPTION

MODEL NUMBER

SERIAL NUMBER

UNIT OF MEASURE

Enter your bid price in the blue shaded area only UNIT BID EXTENDED BID ESTIMATED QUANTITY PRICE PRICE

22

Service Technician, Overtime

10

X

$0.00 =

$0.00

23

Battery Technician, Overtime

10

X

$1.00 =

$10.00

Percent Markup

$45,000.00

X

10.00% =

$4,500.00

Percent Markup

$1,000.00

X

10.00% =

$100.00

TOTAL BID PRICE

$4,610.00

Materials Mark-up - up to 10% only. 24

25

Example: Contractor Cost $100.00 X 6% = $6.00. $100.00 + $6.00 = $106.00 cost to County. Subcontractor Mark-up - up to 10% only. Example: Contractor Cost $100.00 X 6% = $6.00. $100.00 + $6.00 = $106.00 cost to County.

1/15/2015 1:16 PM

p. 31

Sarasota County

Bid 153010JLS

5

LOCAL BUSINESS AFFIDAVIT When applicable, Sarasota County grants preference to local businesses in accordance with Section 2 -215 of the Sarasota County Procurement Code.  All vendors submitting a response to this solicitation must submit a local  business affidavit as part of their bid/proposal submittal.  N/A. Vendor does not wish to be considered for local business preference (do not respond to items 1-4 below). Vendor would like to be considered for local business preference. If this box is checked, vendor must respond to items 1 – 4 below.

1.

Place of Business The business named below is legally authorized to engage in the sale of goods and/or services and has a permanent Sarasota County Charlotte County physical place of business in Manatee County Current Business Address: State:

City:

Zip: [months]

Length of time at current location: [years]

If the business has been located at the address above for less than 1 year, provide the previous address: Previous Business Address: State:

City:

Zip: [months]

Length of time at previous location: [years]

2.

Local Business Tax The business named below is located in and has an active local business tax receipt in: Sarasota County

Charlotte County

Local Business Tax Receipt #:

If the business named below is located in Manatee County, the business must be able to submit verifiable documentation (utility bill, tax receipt, etc) to substantiate the location of the business, within 5 business days of request by the County.

3.

Local Business Employees Number of full-time employees employed by the business named below:

4.

Principal Officer A Principal Officer of the Business listed below is employed at the location identified in Section 1. Yes (If yes, please provide name and title)

No

Name of Principal Officer: 1/15/2015 1:16 PM

Title of Principal Officer:

p. 32

Yes (If yes, please provide name and title)

NoSarasota County

Bid 153010JLS

Name of Principal Officer: Title of Principal Officer: The undersigned hereby certifies that the information provided above is true and correct.    Businesses who submit falsified data shall be subject to Section 2-213 of the Sarasota County Procurement Code and subject to suspension and debarment pursuant to Chapter 13 of the Sarasota County Procurement Manual.

Business Name:

Authorized Representative:

Title:

Solicitation #:

Date:

6

1/15/2015 1:16 PM

p. 33

Sarasota County

Bid 153010JLS

5

REFERENCES REFERENCE #1 Company Name: Address: Contact Name: Telephone:

Email:

REFERENCE #2 Company Name: Address: Contact Name: Telephone:

Email:

REFERENCE #3 Company Name: Address: Contact Name: Telephone:

Email:

REFERENCE #4 Company Name: Address: Contact Name: Telephone:

Email:

REFERENCE #5 Company Name: Address: Contact Name: Telephone:

Email:

Submitted by:   Business Name: Authorized Representative: Solicitation #: 1/15/2015 1:16 PM

Title: 153010JLS

Date: p. 34

Authorized Representative: Solicitation #:

Title: Sarasota County

153010JLS

Bid 153010JLS

Date:

6

1/15/2015 1:16 PM

p. 35

Sarasota County

Bid 153010JLS

Question and Answers for Bid #153010JLS - Uninterruptable Power System Preventative Maintenance and Service

5

OVERALL BID QUESTIONS There are no questions associated with this bid.    Question Deadline: Jan 28, 2015 5:00:00 PM EST

6 1/15/2015 1:16 PM

p. 36