Agenda 01/24/2017 Item #16E101/24/2017
EXECUTIVE SUMMARY
Recommendation to authorize payment of outstanding invoices under quantum meruit for
Contract #15-6432 - Preventative Maintenance Inspection Services and On-Call Mechanical
Contractor Services for projects to Johnson Controls, Inc.
_____________________________________________________________________________________
OBJECTIVE: To authorize payment for outstanding invoices related to on-call mechanical contractor
services already completed.
CONSIDERATIONS: On June 9, 2015 the Board approved Agenda Item 16E4, for the award of ITB
#15-6432 - Preventative Maintenance Inspection Services and On-Call Mechanical Contractor Services.
Division staff worked with the Procurement Services Division to add pricing, by releasing three
individual change orders (CO#1 - 12/16/2015, CO#2 - 6/13/2016, and CO#3 - 9/7/2016), for services
listed in the original solicitation. This was done because the pricing for these services were not priced at
the time of the award.
Procurement staff has cancelled the three change orders because after additional review it was determined
that the pricing obtained for the three change orders was done without a competitive process.
Procurement will re-solicit for this service with an expanded scope and bid form, so the resulting award
will provide for all the required work. Work can continue under the existing award for the pricing that
was obtained competitively, and any additional services will be obtained by competitive quote. The
resulting award from the re-solicitation will result in the termination of the existing award.
During the time when the three change orders were in place, the vendor performed work under staff
direction. Procurement staff is now bringing forward, under quantum meruit, the invoices for the ser vices
performed under the three change orders. Work was completed to the Division’s satisfaction and the
pricing was deemed fair and reasonable by the Division.
The contract allows for the limited addition of related work line items, and also allows for the addition
and subtraction of work locations, along with the increases or decreases in frequencies to meet normal
operational needs. These limited changes are addressed via the normal change order process and would
not require Board approval. In this case the changes required by the Department far exceed the normal
administration of the agreement. It is on this basis that staff is informing the Board.
FISCAL IMPACT: The total amount for the work performed under the three change orders is
$61,060.90. Funds are available from divisional operating budgets under which the Purchase Orders were
originally issued.
GROWTH MANAGEMENT IMPACT: There are no Growth Management Impacts associated with
this Executive Summary.
LEGAL CONSIDERATIONS: This item has been reviewed by the Office of the County Attorney.
Broadly speaking, quantum meruit is an equitable legal principle to determine the amount to be paid for
services when no contract exists or when there is doubt as to the amount due for work performed that was
completed under circumstances when payment could be expected. Payment is under dispute,,
notwithstanding the fact that the desired services were listed in the original solicitation, because the
pricing for the services were not competitively bid at the time of the award. As set forth in the back-up,
Staff has reviewed the invoices as well as the work that has been done and have concluded that in each
instance the payment requested by the contractor represents fair market value and is reasonable for the
16.E.1
Packet Pg. 827
01/24/2017
work performed. Accordingly, this item is approved as to form and legality, and requires a majority vote
for approval.-SRT
RECOMMENDATION: That the Board of County Commissioners authorizes payment of outstanding
invoices in the amount of $61,060.90 for work performed under three separate change orders (CO#1-
12/16/2015, CO#2 - 6/13/2016, and CO#3 - 9/7/2016) to Johnson Controls, Inc. Under ITB #15-6432 -
Preventative Maintenance Inspection Services and On -Call Mechanical Contractor Services so that
invoices may be processed and paid by the Clerk’s Office under quantum meruit.
Prepared by: Edward Coyman Jr., Procurement Services Director
ATTACHMENT(S)
1. change orders 1 - 3 (PDF)
2. 15-6432 On Call Mech Solicitation (PDF)
3. 15-6432 - JCI Contract Documents (PDF)
4. 15-6432 Invoice list 122016 (PDF)
16.E.1
Packet Pg. 828
01/24/2017
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.1
Item Summary: Recommendation to authorize payment of outstanding invoices under quantum
meruit for Contract #15-6432 - Preventative Maintenance Inspection Services and On-Call Mechanical
Contractor Services for projects to Johnson Controls, Inc.
Meeting Date: 01/24/2017
Prepared by:
Title: Procurement Specialist – Procurement Services
Name: Adam Northrup
12/09/2016 7:37 AM
Submitted by:
Title: – Procurement Services
Name: Ted Coyman
12/09/2016 7:37 AM
Approved By:
Review:
Procurement Services Adam Northrup Additional Reviewer Skipped 12/19/2016 11:54 AM
Procurement Services Lissett DeLaRosa Level 1 Purchasing Gatekeeper Completed 12/21/2016 3:28 PM
Administrative Services Department Len Price Level 1 Division Reviewer Completed 12/21/2016 5:46 PM
Procurement Services Ted Coyman Additional Reviewer Completed 12/22/2016 1:01 PM
Procurement Services Sandra Herrera Additional Reviewer Completed 12/22/2016 1:48 PM
Administrative Services Department Len Price Level 2 Division Administrator Review Completed 01/09/2017 12:29 PM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 01/10/2017 10:28 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 01/11/2017 10:30 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 01/11/2017 10:43 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 01/11/2017 3:15 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 01/16/2017 10:39 AM
Board of County Commissioners MaryJo Brock Meeting Pending 01/24/2017 9:00 AM
16.E.1
Packet Pg. 829
16.E.1.a
Packet Pg. 830 Attachment: change orders 1 - 3 (2474 : JCI Invoices - Quantum Meruit)
16.E.1.a
Packet Pg. 831 Attachment: change orders 1 - 3 (2474 : JCI Invoices - Quantum Meruit)
16.E.1.a
Packet Pg. 832 Attachment: change orders 1 - 3 (2474 : JCI Invoices - Quantum Meruit)
16.E.1.a
Packet Pg. 833 Attachment: change orders 1 - 3 (2474 : JCI Invoices - Quantum Meruit)
16.E.1.a
Packet Pg. 834 Attachment: change orders 1 - 3 (2474 : JCI Invoices - Quantum Meruit)
16.E.1.a
Packet Pg. 835 Attachment: change orders 1 - 3 (2474 : JCI Invoices - Quantum Meruit)
16.E.1.a
Packet Pg. 836 Attachment: change orders 1 - 3 (2474 : JCI Invoices - Quantum Meruit)
16.E.1.a
Packet Pg. 837 Attachment: change orders 1 - 3 (2474 : JCI Invoices - Quantum Meruit)
qp&trV
lJ Work Order iitodificaliotl I Amandrnent
Procursmsnt $ervices
Change Order Form
Project #:4500t61353
Gontractor/Firm Name:
contract r: llJJil-l o'u*a" *,
[]purchase
ordor#:
proJect Manage, No,n",l lulguet carballo I atvlston N",n*,
below)
Johnson Controlq lnc.f54432
Faclliiies Management Division
ContnctlProjectt
Nollce to pro"""aFi----l orlglnal Last Approved TNr^
-_-l
Ravis€d Dare m/A**_lDate Goirpleilon Date !---J Dato - '
tlndudos thts change)
f^?j.P*y" Addsd I
N/A
I $skcr lasks I Add new task{s} E Detoto rask{s) fl Change task{s} Xl Orher (sse
Provide e response to the followingl 1.) deialled and speclflc explanalionrrallonale of lhe requesled change(s) to the task{s} and / or
the additiotml days added (if re questod); 2,) why thls change was not Included ilr the origlnal contract; and, 0.1 describe ihe impact
if this change fs not processod. Allach additionaf information fronr the Design Profsssional ind/or Contractor if needed,
1. The chsnge order ls to add pricing for services Included ln the odginal solicitallon thal were not separalely priced.
2. The llems being added by change order were originally included in the solicitation's scope of saMce; howdvar, pric€s wer€ not
oblained for lhe services at lhe time of solicitallon. This occurred because at lhe llme of the soliciiaton, these seMces vrere
items {hat may be needed- but were nct being requested.
3. lf these dtanges sre not proc€ssed then proper p{eventative maintaince cannot be completed for lha air handllng unlt interior
fan secllons, llfilhoul proper prevsnlative maintenance being completed, lt inoeases the risks of equlpment failuro and life
safety is-sues.
Servlces belng add€d are in unit price by sie€ of mlt (flat fee). No additjonal charges €xc€eding the flat fee unit p*ces will be sllo\rJ€d lnperfomance of lhe additlonal preventatlve maintenanca.
Prdvontativo Maintenance $ervices for Air Handling Unlt Interior Fan Sections will include. but not be limited lo:
r lMpe dolrn air handling unit fan Indudi,ng; blcwer frame assonibly, exterlor blower housing, Bnd motor oxt€rior. tAfipe down air handling unit interior llner including: interior panels within the fan seclion (i.e. side walls, floor, ceillng, etc.). Befoto and aftor photographs vrlll be required as part of documenlation lor proof of service
Preventative Malntenance Service Clarifications:
. Work shall ba compleled during regular buslness hours,
r Work shallpghS approval from the Collier Counly Representative or designeo end services added Egg! be requested and
approved during lhe course of the standard preventative maintenance service and will be completed in .i{unctbn with lhe
standard preventalive maintenance service,
o The additional abovo soMces does not include a separate and additional trip to lhe location. The service is intended
to be completed during standard prevenlatlve maintenance" lf a separale trip is requlred, an additional charge may be
added in lhe arnount of $50.00 per locatlon por Mslt rvith no charge allowed for rnileage.
. Removal of rust or conoslon and/or repair of llnishes is not Included,
r Cleanlng solution used shall be'Simpls Gre€n' orequirralent,
. All work shall be performed with tlte air handling unlt energy source locked and tagged out (i.e. units turfied off),r Cleaning of coils, drain pan, and blower wheels ls covered by the cunent conkact preventalive main{onance lasking and not
included ln this proposal, and
r This proposal is only valld for units with aderluate and safe servlce acress,
PR'CUREIIEHI USE O'{LY
M"BCC
B9l BCC€S
(Dlvlslons r*o may requho addilio,rrsl slgnaturos nay lnclude on seFarate sheel)llevised: 1!,n$12O14
16.E.1.a
Packet Pg. 838 Attachment: change orders 1 - 3 (2474 : JCI Invoices - Quantum Meruit)
Pricing for services being added;
AIr Handlinq Unit lnlerlor Fan Sections
llx AHIJ urder 2'5 tons
DX AHU
DXAHU
DX AI{U
DXAHU
DXAHU
DXAHU
Chilled Water Air Handlers Blor'ver Molor
Chilted WaterAir Handlers Blower Motor
Chlll€d Water Alr Handlers Blower Motor
Chilled Water Air Handlers Blower Motor
.AHU,g vith tan arays or multiple supply fans shall tre caleuleted by multiplyhrg lhe lrorsepower by llre number of fans' A<Idltlonal
;upportillS documenialian nraybe required io prove lhe unils horsepower'
2.5 to under 5.0 tons
5 tons
6.0 to 10 tons
11 to 20 tons
21 to 1O0 tons
tO0+ tons
lVendor/
$ 37.25 each
$ 48.4B eactl
$ 60.97 each
$ 74.50 each
$143.25 each
$212.00 each
$372.50 eaclt
O 1o 4.99 HP
5.0 io 19.99 flP
20.0 to 49,s9 HP
50+ HP
$106.00 each
$138.65 each
$174.75 each
S212.00 each
Professionat Nanto of Flnn, if proiect applicable)
oata; !/to/?a//Preparsd by:
Accepted by:
Approved
Revlsed: 1012312A,4 (DMsions wtra mayrequire addilional signatures may lnclude on separats sheel,)
16.E.1.a
Packet Pg. 839 Attachment: change orders 1 - 3 (2474 : JCI Invoices - Quantum Meruit)
nnn on'$)k{
Controls
Proposal
TO:BOARD OF COUNTY
COMMISSIONERS
ATTN FINANCE DEPARTMENT
3299 TAMISMI TRL E STE 7OO
NAPLES, FL 34J12
Mr. Hemantha RanatungeAfiN:
{Pricing and Terms & Condtlions are as set forth in lhe Preventative Maintonance lnspection Services & On-Call
Mechanical Contraclor Services RFP #15-6432)
Thls ls lumpsurn proposal to add cleaning of air handling unft interiorfan sections, as an addltional prevenfatlve mahtenance
service, per the followlng;
L. Wipe down alr handllng unit fan. This would Include blower frame assetnblg exterlor blov,rer housing and motor exterior.
?.. Wipe down air handllng unit Interlor liner. lhis would Include all Inte rlor panels withln the fan section, i,e... slde walls, ffoor
and ceiling" ,
3. Before and after photo to be provlded, as documentatlon ofservice provided'
Clarificatlons:
A. Wsrk shall be completed durhg regular contrict business hours,
B. Work shall be completed upon approval by Colller €ounlry Representatlve, as added servlces during the course of current
preventatlve malntenance tasking. A separate mobilizatlon to perform tlris servlce is not included.
C. Removal of rust or csrroslon andfor repalr oflinlshes ls not Included.
D. Cleanlng solutlon used shall be "sltnple Green" or slmllar.
E. All wark shall be performed with the air lundling unit energy source locked and tagged out.
F, Cleanlng of coils, draln pan and blower rvheels ls covered by the current contract preventatlve maintenance tasklng attd not
included In thls proposal"
G. Thls proposal is valid for unlts r.vith adequate and safe service accesr.
H. AHU's with fan arrays or multlple supply fans shall lre calculated by muttiplying the horsepourer by the number of fans.
Psge I 1
Serviceffi
JOHNSON CONTROLSTAMPA FL CB -
0N0c
3BO2 SUGAR PALM DR
TAMPA FL 33619-1312
PH: (866) 866 0880
FAX: iBl3J 83s2276
Date: 08/2312016
Quote Ref: 1-GxR4FXc-Revised-08/09/2O1 6
Prcject Nams; Added Prevenfative Maintenance Services
Slte: General
16.E.1.a
Packet Pg. 840 Attachment: change orders 1 - 3 (2474 : JCI Invoices - Quantum Meruit)
rcnnron ilt{a
Controls
Serviceffi
Bill on performance pricing is per lhe following:
l. DXAHU'sunder2.5Tons=$37.25ca.
ll. Dx AHU,s 2.5- under 5 Ton5= g48.48ea-
lll. DX AHU's 5 Tons= $60.97ea.
lV. DX AHtJ's 6-10 Tons= $74,50ea.
v, DX Al-lU's 11-20 Tons= sla:.zsea.
Vl. DXAHU,s21_100Tons=g212.00ea.
vll. DX AHU,s 100+Tons= $S7Z.Soea,
Vlll. Chill Water,Air Handfers Blower Motor $4.99HP= $t06.00ea.
lX, Chlll WaterAir Handlers Slower Motor 5.0+9.99HP= $138.65ea.
X. frrill WaterAlr flandlers Elower Motor 20'49.99HP=5174,75ea.
Xl. Chlll Water Air Handlers Slower Motor 50+HFs $?12.00ea,
Xll. Addltlonal trips will have a charge of $50.00 flat fee per visit with no mlleage
This proposal DOES NOT include:
1. Labor or nralerial not specifically described above is excluded from this proposal.
2. Unless olher-wise stated, any and alloverlime labor is oxcluded from this proposal.
3. Applicable taxes or specialfreight charges are excluded from this proposal.
4. Repair or replacement parts and labor.
This proposal is hereby acceptqd and
Johnson Gonlrols is aulhorized to proceed
with the work, subject to oredit approval by
Johnson Controls, lnc. Milwaukee, W.
This proposal is valid through contract expiration.
Johnson Controls
Signature:taadr6 PaWa'tce
;qu*". Frank DiMarco
Seruice and Installation Manger SVIiFL
08-23-2016
Signature:
Name:
Titla:
Date:
PO:Title:
Date:
Page I 2
16.E.1.a
Packet Pg. 841 Attachment: change orders 1 - 3 (2474 : JCI Invoices - Quantum Meruit)
ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services
INVITATION TO BID
Date: March 12, 2015
From: Rhonda Cummings, CPPB, Procurement Strategist
(239) 252-8941 (Telephone)
(239) 252-6700 (FAX)
RhondaCummings@colliergov.net (Email)
To: Prospective Vendors
Subject: Solicitation: 15-6432 Preventative Maintenance Inspection Services
and On-Call Mechanical Contractor Services
As requested by the Facilities Department, the Collier County Board of County
Commissioners Purchasing Department has issued this Invitation to Bid (ITB) for the
purpose of obtaining fair and competitive responses.
Please refer to the Public Notice included in this document for the opening date and
time and any applicable pre-ITB conference.
All questions regarding this ITB must be submitted online on the Collier County
Purchasing Department Online Bidding System website: www.colliergov.net/bid. All
responses to questions will be posted on the website with electronic notification to all
prospective vendors.
We look forward to your participation in Collier County’s competitive procurement
process.
cc: Dennis Linguidi, Interim Director, Facilities Management
Note: All ITB responses submitted on paper must include one (1) original labeled
MASTER, along with one (1) exact duplicate copy, including all required forms.
16.E.1.b
Packet Pg. 842 Attachment: 15-6432 On Call Mech Solicitation (2474 : JCI Invoices - Quantum Meruit)
ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services
Invitation to Bid
Index
Public Notice .............................................................................................................................. 3
Exhibit I: Scope of Work, Specifications and Response Format ............................................... 4
Exhibit III: Standard Purchase Order Terms and Conditions ....................................................22
Exhibit IV: Additional ITB Terms and Conditions ......................................................................25
Attachment 1: Vendor Submittal - Vendor’s Non-Response Statement ....................................33
Attachment 2: Vendor’s Check List ..........................................................................................34
Attachment 3: Vendor Submittal - Bid Response Form ............................................................35
Attachment 4: Vendor Submittal – Local Vendor Preference Affidavit .......................................39
Attachment 5: Vendor Submittal – Immigration Affidavit ............................................................40
Attachment 6: Vendor Substitute W – 9 .....................................................................................41
Attachment 7: Vendor Submittal - Insurance and Bonding Requirements ................................42
Exhibit IA: Collier County Inventory: Made a part of this solicitation and found at
http://bid.colliergov.net/bid/
Attachment 8: Bid Schedule: Made a part of this solicitation and found at
http://bid.colliergov.net/bid/
16.E.1.b
Packet Pg. 843 Attachment: 15-6432 On Call Mech Solicitation (2474 : JCI Invoices - Quantum Meruit)
ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services
Public Notice
Sealed bid responses for Solicitation 15-6432 Preventative Maintenance Inspection
Services and On-Call Mechanical Contractor Services, will be received electronically or
manually only at the Collier County Government, Purchasing Department, 3327 Tamiami Trail
E, Naples, FL 34112 until 2:30 PM, Collier County local time on April 2, 2015. Solicitation
responses received after the stated time and date will not be accepted.
Solicitation 15-6432 Preventative Maintenance Inspection Services and On-Call
Mechanical Contractor Services
A non-mandatory pre-bid conference will be held on March 19, 2015, commencing promptly at
10:00 AM and held at Collier County Government, Purchasing Department, 3327 Tamiami Trail
E, Naples, FL 34112. It is not necessary to attend the pre-bid conference in order to be
considered for an award.
All questions regarding this ITB must be submitted online on the Collier County Purchasing
Department Online Bidding System website: www.colliergov.net/bid. All responses to questions
will be posted on the website with electronic notification to all prospective vendors.
All solicitation responses must be made on the official ITB response form included and only
available for download from the Collier County Purchasing Department Online Bidding System
website noted herein. ITB Documents obtained from sources other than Collier County
Purchasing may not be accurate or current.
Collier County encourages vendors to utilize recycled paper on all manual bid response
submittals.
Collier County does not discriminate based on age, race, color, sex, religion, national origin,
disability or marital status.
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
BY: /s/ Joanne Markiewicz
Director, Procurement Services Division
Publicly posted on the Collier County Purchasing Department website:
www.colliergov.net/purchasing and in the lobby of the Purchasing Building on March 10, 2015.
16.E.1.b
Packet Pg. 844 Attachment: 15-6432 On Call Mech Solicitation (2474 : JCI Invoices - Quantum Meruit)
ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services
Exhibit I: Scope of Work, Specifications and Response Format
As requested by the Collier County Facilities Management Department (hereinafter, the “Division or
Department”), the Collier County Board of County Commissioners Purchasing Department
(hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining
bids from interested and qualified firms in accordance with the terms, conditions and specifications
stated or attached. The Vendor, at a minimum, must achieve the requirements of the Scope of Work
and specifications stated.
The results of this solicitation may be used by other County departments once awarded according to
the Board of County Commissioners Purchasing Policy.
Brief Description of Purchase
The Facilities Management Department is responsible for maintaining the mechanical systems in
various County owned and leased buildings throughout Collier County. In order to maintain the
integrity and continuous operation of these systems, the County intends to award a contract to
perform:
1. Preventative maintenance inspection services; and,
2. Provide labor and parts for on-call mechanical services.
The County reserves the right to select one, or more than one contractors, for a single service, or
for both services. Should the County award the services for two (2) or more contractors, and one
of the contractor(s) consistently does not perform their assigned responsibilities, the County
retains the right and authority to reassign work to one of the other contractors awarded so as not
to leave the equipment vulnerable or in disrepair.
Historically, County departments have spent approximately $700,000 annually
Detailed Scope of Work
It is the intent of the Department of Facilities Management that the County systems experience
minimal down time, therefore bidder’s response time shall be a factor in the award of this bid.
While the County intends to use the contractor(s) awarded as a part of this solicitation, the County
reserves the right at any time to use the awarded contractors for the services described, or to
request additional quotes or bids from other contractors [per the Board’s Purchasing Ordinance].
A qualified bidder will provide preventative maintenance inspection services and for on-call
mechanical services including but not limited to HVAC, Chiller, Boiler and Water Heater systems,
as well as capable of furnishing the following services:
IAQ testing, reporting and remediation
Design build engineering
Insulation installation
Industrial/commercial/residential electrical service installation and repair
16.E.1.b
Packet Pg. 845 Attachment: 15-6432 On Call Mech Solicitation (2474 : JCI Invoices - Quantum Meruit)
ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services
All bidders should be comfortable with various automation controls and software packages used
by Collier County Department of Facilities Management; which include, but are not limited to:
Johnson Controls (Metasys), Automated Logic, Trane (Tracer Summit).
Bidder(s) may also be required to conform to Department of Facilities Management Work
Management procedures, such as utilizing Department of Facilities Management work order
forms, or future online work order system at no additional cost to the County.
All bidders must provide requested certifications and licenses necessary to perform the services
outlined in the bid specifications.
The contractor shall use qualified technicians, the Division anticipates a minimum of eight (8), to
provide labor, supervision, equipment, and materials necessary to maintenance inspection
services and for on-call mechanical services all in accordance with the requirements specified in
the bid specifications. Hourly time will be paid only for actual time at the worksite.
The systems covered by this scope of work includes:
1. HVAC and Related Control System Services: mechanical components, compressors,
condensers, air handlers, capillary systems, fans, filters, drive belts, direct-drive, rooftop
units, radiant systems, electric assistance systems, recovery units, duct work, dampers,
louvers, defusers, return grates, and other adjacent / integrated equipment.
The contractor shall perform refrigerant recovery on any system that contains refriger ant and
needs to be opened to the atmosphere.
2. Chiller and related control system services: Centrifugal; Absorption, Screw, and Scroll
Chillers; all of which may either be water or air cooled and associated hardware, including
but not limited to: air handlers, exhaust fans, fan coils, cooling towers, chilled water pumps,
condensers, evaporators, variable air volume boxes, variable frequency drives,
microprocessor controller systems, thermal ice systems, and other adjacent / integrated
equipment.
3. Boiler and related services, including: Installation, maintenance, repair, inspection and
cleaning.
4. Water Heater and related services, including: Installation, maintenance, repair, inspection
and cleaning.
5. Other mechanical equipment and/or related work associated with mechanical
equipment may be required under this contract, including, but not limited to:
Boiler maintenance/repair/installation/inspection and/or cleaning
Water heater maintenance/repair/installation and/or cleaning
General Duct and associated duct components (ie dampers, louvers, defusers, return
grates) maintenance/repair/installation and/or cleaning
DX Unit maintenance/repair/installation and/or cleaning
Air Handling Unit maintenance/repair/installation and/or cleaning
Cooling Tower maintenance/repair/installation and/or cleaning
Water pump maintenance/repair/installation and/or cleaning
Chiller maintenance/repair/installation and/or cleaning
Thermal Ice system maintenance/repair/installation and/or cleaning
VAV maintenance/repair/installation and/or cleaning
Fan Coil maintenance/repair/installation and/or cleaning
Any mechanical system controls maintenance/repair/installation and/or cleaning
16.E.1.b
Packet Pg. 846 Attachment: 15-6432 On Call Mech Solicitation (2474 : JCI Invoices - Quantum Meruit)
ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services
Mechanical Engineering or design services required for permitting. For large or
complicated projects, engineering services and drawings may be provided through
Collier County design contracts. In these cases, the Mechanical Contractor will be asked
to provide quotes or bids based on the provided designs.
Contractors Responsibilities
The Contractor(s) awarded for preventative maintenance inspection services and for on-call
mechanical services will provide:
1. All necessary labor, materials, equipment, tools, consumables, transportation, skills, and
incidentals required for the preventative maintenance inspection services and for on-call
mechanical services for the County’s mechanical systems. Except as noted herein, travel,
fees and surcharges will not be accepted in conjunction with this contract, and such charges
should be incorporated into the pricing structure.
All work shall be a “turn key” operation to include all repairs, site clean-up and restoring the
work area to its original condition. This contract provides for any services deemed necessary
to complete the job, through means of Contractor(s) in-house expertise or sub-contracted work
as needed. The contractor shall ensure that all mechanical rooms and equipment (i.e. air
handler, piping, equipment rooms, roofs, etc.) be kept clean and free from dirt, dust and
debris.
Where necessary, work shall include proper permitting as required by the Authority Having
Jurisdiction (AHJ) and the contractor(s) shall be responsible for permit submissions, unless
otherwise instructed by the County. Permit fees may be included as a line item on
invoices/quotes.
The awarded contractor(s) will maintain sufficient personnel (am and pm/service) to
accomplish County’s work schedule.
2. Technicians who are trained and experienced with commercial HVAC and related control
systems; commercial chillers (any tonnage and type), chiller valves that may range in size
from 3 inch to 18 inches and related control systems; boilers and adjacent / integrated
systems; service pumps of various sizes from ½ hp to 250 hp; mechanical piping, underground
piping and mechanical insulation; and, water heaters and adjacent / integrated equipment.
The Contractors technicians will be available for response twenty-four (24) hours a day, seven
(7) days a week for any emergency repairs. Emergency response shall be provided in no more
than one (1) hour. Non-emergency response within two (2) hours is acceptable.
3. A qualified mechanical engineer (with all related licenses and certifications being current and
in full force and effect) with the experience and ability to "pull" all permits required for any and
all system renovations. The Contractor's technicians shall have at least a Type II CFC
certification and documentation shall be submitted upon request.
There is a multitude and variety of different systems currently in place. Exhibit IA: Equipment
Locations is location at http://bid.colliergov.net/bid/ and downloadable is separate file so that
interested bidders understand the County’s current equipment and location. This list is for the
bidder’s analysis only, it is a constantly changing list as buildings are added / removed, and
equipment is modified.
4. PREVENTATIVE MAINTENANCE INSPECTION SERVICES requirements for mechanical
units two (2) times per year:
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All Preventative Maintenance Service shall be billed at a monthly rate based on the tonnage
rate identified in the contractor’s bid.
A. Air Conditioning Systems (DX AC/System):
a) Check for refrigerant leaks.
b) Inspect all electrical connections. (Contactors, relays, check amperage draw,
tighten all electrical connections as needed
c) Lubricate bearings and inspect for abnormal operation.
d) Replace belts, inspect pulleys, sheaves for abnormal wear/damage ensure proper
ailment. Leave spare belts at unit. Report all deficiencies to Facilities HVAC staff.
e) Clean condenser/evap coils and sanitize.
f) Maintain County service logs in all the equipment.
g) Clean drain pan, flush drain lines and install drain pan pills.
h) Check Temperature Differential to ensure proper operation per manufacturers
design.
i) Adjust as needed.
j) Check and clean condensate pump if applicable.
k) Secure all door panels with proper screws.
l) Inspect air filter condition. Report dirty filters.
m) Remove blower wheel, clean and reinstall.
n) Maintain good housekeeping. Ensure area is free of trash and work debris.
o) Check all safety controls for proper operation. Report all malfunctions to Facilities
HVAC staff.
p) Cycle heat mode for proper operation.
q) Update records in all existing equipment.
r) Take before and after pictures of unit coils, blower wheels and drain pans.
B. Exhaust Fans:
a) Replace belts. Leave spare belts at unit. Align pulleys and sheaves as needed.
b) Lubricate bearings, check pulley and blower wheel.
c) Check motor operation. (record amps, voltages, check for excessive vibration)
Adjust/repair all abnormalities.
d) Clean air vents and wheels.
e) Maintain County service logs in all equipment.
f) Check and secure all equipment panel screws and attachments.
g) Update records in all existing equipment.
h) Take before and after pictures of fan blades.
C. Package Units
a) Maintain County service logs in all the equipment.
b) Clean and sanitizes evaporator /condenser coils.
c) Lubricate bearings and inspect for alignment Replace belts, leave a spare set of
belts at unit, inspect and adjust pulleys.
d) Clean drain pan, flush drain lines and install drain pan pills.
e) Check all electrical connections tighten as needed.
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f) Inspect air filter condition and filter access cover. Report dirty filters and damaged
covers to Facilities HVAC staff.
g) Clean blower wheel.
h) Secure all door panels with proper screws.
i) Check motor operation. (record amps, voltages, check for excessive vibration)
Adjust/repair all abnormalities.
j) Maintain good housekeeping.
k) Check Temperature Differential to ensure proper operation per manufacturers
design.
Adjust as needed.
l) Checks crank case heater operation.
m) Check safety control.
n) Check heat mode operation.
o) Update records in all existing equipment.
p) Take before and after pictures
D. Chilled Water Air Handlers:
a) Clean and sanitizes chilled water coils.
b) Lubricate bearings. and inspect for alignment, adjust if needed. Replace belts,
leave a spare set of belts at unit, inspect pulleys and sheaves for wear/damage.
Inspect for alignment, adjust if needed. Report all abnormalities to Facilities HVAC
staff. Clean drain pan, flush drain lines and install drain pan pills
c) Check all electrical connections tighten as needed.
d) Maintain county service logs in all equipment
e) Check chill water valve linkage, water leaks and valve packing. Adjust/repair as
needed.
f) Inspect air filter condition and filter access cover.
g) Secure all door panels with proper screws
h) Check for deteriorating insulation. Replace as needed.
i) Clean blower wheel.
j) Check motor operation. (record amps, voltages, check for excessive vibration)
Adjust/repair all abnormalities.
k) Check Temperature Differential to ensure proper operation per manufacturers
design.
l) Adjust as needed.
m) Maintain good housekeeping.
n) Update records in all existing equipment.
o) Take before and after pictures of blower wheels and drain pans.
E. Pumps
a) Check motor operation. (record amps, voltages, check for excessive vibration)
Adjust/repair all abnormalities.
b) Maintain county service logs in all the equipment.
c) Lubricate bearings, (if necessary).
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d) Maintain good housekeeping.
e) Check all electrical connections tighten as needed.
f) Check VFD operation.
h) Take before and after pictures of pumps.
F. Boiler Maintenance
a) Maintain county service logs in all the equipment.
b) Update records in all existing equipment.
c) Maintain good housekeeping.
d) Check all safety controls and report all faulty controls.
e) Repair water/steam leaks.
f) Replace deteriorating insulation
g) Check burner’s efficiency adjust for efficient operation.
h) Check motor operation, (record amps, voltages, check for excessive vibration)
Adjust/repair all abnormalities.
i) Check all electrical connections tighten as needed..
j) Perform annual state inspection.
k) Inspect operation of heat exchanger. Report all issues to Facilities HVAC staff
l) Take before and after picture of fire boxes, burners and water sides of boilers.
G. Scheduling: All normal inspections, maintenance, service, and repairs shall be
conducted during normal working hours, Monday through Friday, 8:00 am until 5:00
pm. To arrange for an appointment to perform service at a particular facility; contact the
County designee a minimum of 24 hours in advance of the work.
H. The County and the Contractor may conduct an inspection of the completed services
provided in response to any resulting purchase order.
Any deficiencies noted during an inspection shall be corrected before final acceptance.
Such deficiencies will be corrected within 24 hours after receipt of notification, at the
Contractor's expense.
If the Contractor fails to correct the defects within this time frame, the County shall be
entitled to have such work remedied and the Contractor shall be fully liable for all costs
and expenses reasonably incurred by the County.
I. Equipment Inventory: The Contractor shall prepare a comprehensive mechanical
equipment and related parts updated inventory list of all equipment and related parts
currently in place at each of the County's buildings and facilities. The Contractor shall
maintain and update the minimum inventory requirements when performing scheduled
maintenance of all equipment. Anytime the inventoried equipment changes through
additions, deletions, relocation or transfer, the Contractor will modify its records to
indicate such action and maintain an accurate equipment inventory. All changes to the
inventory shall be communicated in writing to the County designee. The County has
the ability to update the minimum inventory requirements as needed, with notice to the
contractor.
The Contractor shall, under no circumstances, remove any equipment containing a
County asset sticker. The Contractor shall request that, when replacing equipment, the
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asset sticker be removed by an appropriate County staff member authorized to adjust
equipment inventory records.
Note: Exhibit IA: Equipment Location has been included for reference purposes only, to
give an idea of the quantity and different types of equipment currently in place
throughout the County. It is not an all inclusive list and will need to be updated and
finalized as outlined above.
At a minimum, the required information will include:
Location
Type of equipment
Description
Serial Number
Model number
Manufacturer
Any existing warranties on equipment, if applicable
Report on condition of equipment and related parts; to also include age of
equipment and related part (if known/ discernible), recommendation for repair or
replacement (as needed) with estimate of cost for repair or replacement and
identification of required equipment and parts to do so.
5. ON-CALL MECHANICAL SERVICES for regular and emergency mechanical equipment
maintenance, repair, and replacement identified in the scope of work.
The two types of maintenance, repair, and replacement services required are:
On Call Repair Work: The project manager will provide a scope of work to be performed
to the contractors and request that a “time and materials” or “lump sum” quote be provided.
The County expects that for on-call repair work, the contractor provides a price quote within
a reasonable time (one to two business days) from the point of initial contact. Once a
purchase order is issued, the project manager would expect that the on-call mechanical
service for regular maintenance, repair and replacement commence within two (2) business
days, unless otherwise directed by the project manager. In the event that the contractor
does not fulfill these response requirements the County reserves the right to contact other
contractor to perform the scope of work.
Emergency Repair Work: The project manager will identify the needed maintenance,
repair and replacement for the life, health, safety or equipment/facility emergency and
request that a quote be provided as soon as reasonably practicable. The project manager
may direct the contractor to commence work through a verbal direction; and a purchase
order will be issued to the contractor as soon as possible.
In each scope of work the County’s project manager reserves the right to specify: the period of
completion; collection of liquidated damages in the event of late completion; and “lump sum” or
“time and material” sums.
If “lump sum” quote is requested, the Contractor shall provide: A not-to-exceed total cost
for the entire scope of work including a brief description of the work to be completed;
If “time and material” quote is requested, the Contractor shall provide:
A not-to-exceed total estimated cost for the entire scope of work;
The expected number of work hours by each position (and the hourly rate) and the
extended total;
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The breakdown of the cost for supplies, parts and equipment used for the scope of
work; the contractor must provide itemized documentation of any supply, part or
piece of equipment that is greater than five hundred ($500) dollars; for
supplies/materials, parts and equipment five hundred ($500) or less, the contractor
does not need to provide itemized documentation;
If applicable, a five (5%) percent mark-up of subcontractor’s labor, supplies /
materials and equipment may be included; the contractor must provide itemized
documentation of any subcontractor’s labor, supplies / materials, and equipment
that is greater than five hundred ($500) dollars; for labor, supplies / materials and
equipment five hundred ($500) or less, the contractor does not need to provide
itemized documentation.
6. On-Call Schedule: Contractor(s) awarded will provide an on-call schedule twenty-four (24)
hours a day, seven (7) days per week. Successful bidder(s) shall provide the County with an
on-call telephone number(s) for both standard and emergency service. Response time shall
not exceed one (1) hour from time of call for emergencies.
7. Replacement/ Repair Parts: All replacement/ repair parts must be approved and be of
genuine and original manufacturer's parts.
The Contractor shall be required to expressly warrant that all replacement are new and free
from defects, warranted for their merchantability and meet the performance specifications of
the original equipment. In the event a portion, or all of an order, is found to be defective when
delivered and/ or installed, the Contractor shall immediately replace the equipment at no cost
to the County.
8. Warranties: All new equipment warranty work shall be provided by the original warranty
supplier. All warranty responsibility for previously purchased, but still under warranty,
equipment will continue to be provided by the original warranty supplier until expiration of the
warranty period. Upon expiration of the warranty period, responsibility for maintenance shall
automatically transfer to the contractor, unless otherwise directed by the project manager.
All trouble calls shall be initially reported to the Contractor. If the trouble call involves a
warranty item, the Contractor shall notify the project manager, who will then have the
responsibility of placing and tracking the warranty trouble call with the warranty supplier.
Maintenance of the warranty inventory list and the notification of a warranty trouble call to the
project manager shall be provided by the Contractor at no additional cost to the County.
9. Additions and Deletions of Equipment: The County retains the right to add or to delete any
equipment from service provided under this Contract as described herein, upon written
notification by the County designee to the Contractor.
a. The County shall attempt to provide advanced notice to the Contractor of all additional
and/or new equipment. However, should Contractor personnel receive a maintenance or
repair call and records show that the individual piece of equipment is not inventoried and
covered by this contract; Contractor personnel will perform repairs as if equipment was
covered by this Contract and shall notify the County designee.
b. The County, or designee, will provide notice of equipment addition in writing to the
Contractor. The Contractor may then charge for that piece of equipment, as described
below, respectively, effective the date the Contractor was called for service on that piece
of equipment.
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c. If removing equipment from coverage, the County shall provide fifteen (15) days prior
written or electronic notice. Equipment removed from coverage prior to the 15th shall not
be billed for that month; equipment removed after the 15th shall be billed for the whole
month. Any prepaid coverage fees will be refunded pro-rata to the County in the form of
credit on a subsequent billing.
10. Facility Safety and Security: The Contractor(s) employees are to comply with all legal and
safety requirements, including, and without limitation, the requirements of the Occupational
Safety and Health Act (OSHA) and the National Institute for Occupational safety and Health
(NIOSH).
The Contractor will exercise all necessary caution to protect public pedestrian and employee
traffic and to protect all public and private property from injury or damage caused by the
Contractor's operations. Any practice deemed hazardous by qualified County staff will be
immediately halted upon verbal or written notification to the Contractor by the project manager
or designee.
Work must be performed in accordance with industry standards & guidelines. The contractor
will comply with all applicable federal, state and local laws, ordinances, rules and regulations
pertaining to the performance of the services requested herein. Any fines levied due to
inadequacies, or failure to comply with any requirements, will be the sole responsibility of the
Contractor. Any employee or representative of the contractor found not in conformance with
any laws, statutes, rules or regulations will not be allowed on job sites. Violations by a
contractor may constitute cause for immediate termination of the Agreement. The Contractor
shall replace or repair any loss at their cost. The County may withhold payment or make such
deductions as it may deem necessary to insure reimbursement for loss or damage to property
or persons through negligence of the Contractor and its employees.
The contractor must comply with Federal and State right-to-know laws if hazardous materials
are used. Material Safety Data Sheets (MSDS) will be made available and provided to the
County per the project manager’s direction. The Contractor is required to immediately report to
the project manager any spillage or dumping of hazardous material on County property. The
Contractor shall bear all costs associated with the cleanup of any such incidents.
All Contractor personnel will have on their shirts the name of the Contractor's business name
and County issued photo identification available at all times. Site access will be limited to
required company vehicles and delivery vehicles only. Any parking at any of the County
buildings or facilities is to be coordinated, in advance of starting a purchase order, with the
County designee. Contractor parking shall not interfere with County personnel or general
public parking or pedestrian traffic. Violator's will be towed at owner's expense.
Proper behavior and language by all Contractor employees will be enforced at all times while
working on County property. Contractor employees shall be prohibited from disturbing items in
County offices, and from smoking in any County facility.
The successful contractor(s) will be asked to work in the County Jails and other areas
considered being “high security”, which require thorough background checks of personnel and
tools taken into the jails.
Records and Documentation: The contractor is responsible to maintain and update AC
systems maintenance records for each type of equipment serviced. The documentation will
include, and not be limited to, records of all service calls, preventative maintenance performed,
and any system modifications, if applicable. The Contractor will maintain a service log at the
site of each piece of equipment maintained. The contractor will not charge for any call back
work. All recovery reports shall be sent to the County contract manager, or their designee,
noting date, type, quantity, location, and disposal information.
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11. Performance Measures: The Contractor shall maintain compliance with the following
performance measures:
a. The Contractor will provide 100% of all required reports and records within the time
frame specified to the County, or their designee.
b. The Contractor will advise the County, in writing, of any extenuating circumstances that
will prohibit the Contractor from meeting the above-outlined performance measures.
c. The Contractor will furnish all necessary labor, tools, equipment and services to perform
the HVAC services specified in the contract. The term contract officer or project manager
as used herein, shall mean Facilities Manager or his designee. The Facilities Manager
shall be the final authority on any issues that may arise as to the quality and acceptability
of any work performed under this contract. If, in the opinion of the Contract Officer, any
part if the Contractor’s performance becomes unsatisfactory; the County will immediately
levy a deduction on the Contractor’s invoice for lack of service. This deduction will be no
less that one hundred dollars ($100) and no more than ($1000) dollars per instance
depending upon the severity or number of repeat notifications.
The County shall have the immediate right to complete the work to it’s satisfaction,
through the use of County employees or outside contractors as deemed necessary, and
shall immediately deduct from the Contractor’s monthly invoice an amount for lack of
service and/or lack of response at the Contract Officer’s discretion, plus actual cost to
correct.
13. Contract Deductions: It is the County’s intent to have all tasks performed satisfactorily and
completed in accordance with the specifications and frequencies set forth under the contract.
It is important that the Contractor perform all tasks as prescribed. If any tasks are omitted or
not performed satisfactorily and completely and with the frequency designated by the contract,
the entire affected area as defined solely by the Building Maintenance Supervisor shall be
found to be a non-performance area and a deduction shall be levied.
A set amount determined by the Building Maintenance Supervisor shall be used, one hundred
dollars ($100.00) to five hundred dollars ($500.00) per occurrence, per day, plus actual cost to
correct violation.
Fines shall be administered through the County Building Maintenance Supervisor. Should the
Contractor wish to appeal these charges, they may do so in writing to the Facilities Manager.
The appeal should state dates, times and other associated facts, along with a clear description
of their argument or disagreement with the fine. The argument should also reference this bid
document and / or other supporting documentation. Should the fine appeal be rejected by the
Facilities Manager, the next and final appeal may then be made to the Director of Facilities
Management. Each of these appeals should be made within one (1) day of the incident (for
the appeal to the Facilities Manager).
Award Criteria
ITB award criteria is as follows:
All questions on the Bid document shall be answered as to price(s), time requirements, and
required document submissions.
Award shall be based upon the responses to all questions on the Bid Response Page(s).
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Further consideration may include but not be limited to, references, completeness of bid
response and past performances on other County bids/projects.
Prices will be read in public exactly as input on the electronic bid response form or written on
the manually submitted Bid Response Page(s) at the time of the bid opening; however, should
an error in calculations occur whenever unit pricing and price extensions are requested, the
unit price shall prevail. Mathematical miscalculations may be corrected by the County to
reflect the proper response.
The County’s Purchasing Department reserves the right to clarify a vendor’s proposal prior to
the award of the solicitation.
It is the intent of Collier County to award to the contractor(s) who are deemed the lowest
responsive bidder(s):
Responsive: to be deemed responsive the County will evaluate the following
documents (See Attachment 3: Vendor Submittal)
1) Attachment 2:Vendor Checklist
2) Attachment 3: Vendor Submittal
a. Provide evidence of five (5) years of primary experience working in heating,
ventilation and air condition with commercial, industrial or large corporate
businesses.
b. Provide at least three (3) current customer references, including names, addresses,
phone numbers and email addresses.
c. Provide a current and valid Mechanical Contractor’s license per Florida Statutes
489.105 (I).
d. Provide a Collier or Lee County license to operate business.
e. Provide evidence of contractor’s procedure for the recovery of CFC's.
3) Attachment 4: Local Vendor Preference
4) Attachment 5: Immigration Affidavit
5) Department of Homeland Security’s E-Verify profile page or Memorandum of
Understanding
6) Attachment 6: Vendor Substitute W9
7) Attachment 7: Insurance and Bonding
The County reserves the right to award the contractor who is the lowest responsive bidder
individually per service (one contractor for Preventative Maintenance Inspection Service and
one contractor for On-Call Service), OR, for the lowest (OVERALL TOTAL) responsive
combined bidder’s offer (calculated by adding the weighted totals for Preventative
Maintenance Inspection Services plus the On-Call Service).
Lowest Cost per Service (See Attachment 3: Vendor Submittal): Should the County award
to two separate contractors (one contractor for Preventative Maintenance Inspection Services
and one contractor for On-Call Mechanical Services), each service will be calculated
independently of the other and awarded to the responsive and lowest contractor’s TOTAL for
each service.
Preventative Maintenance Inspection Services: Complete information on Attachment 8:
Vendor Bid Schedule via the County’s Online Bidding System. The contractors will be
ordered from lowest TOTAL to highest TOTAL (the County’s Local Vendor Preference
consideration will be reviewed on this service).
On-Call Mechanical Services: Complete information on Attachment 8: Vendor Bid
Schedule via the County’s Online Bidding System. The contractors will be ordered from
lowest TOTAL to highest TOTAL (the County’s Local vendor Preference consideration will
be reviewed on this service).
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Lowest Cost for both Services (See Attachment 3: Vendor Submittal): Should the County
award to one contractor for both services (Preventative Maintenance Inspection Services and
On-Call Mechanical Services), each service TOTAL will be weighted by the following weighted
multiplier:
Preventative Maintenance Inspection Services x 25% = Weighted TOTAL
On-Call Mechanical Services x 75% = Weighted TOTAL
Note: the weighted multiplier is a representative multiplier of the historical cost comparison between the
two services.
The Weighted TOTAL for both services will be added together to determine the contractor with
the lowest OVERALL TOTAL for both services combined. The County’s Local Vendor
Preference consideration will then be evaluated using the contractor’s OVERALL TOTAL.
Term of Award
The award term, if an award(s) is/are made is intended to be for one (1) – two (2) year term
beginning on the date of award, with three (3) additional one (1) year renewal options. The County
Manager, or his designee, may, at his discretion, extend the Agreement under all of the terms and
conditions contained in this Agreement for up to one hundred eighty (180) days. The County
Manager, or his designee, shall give the Contractor written notice of the County's intention to
extend the term not less than ten (10) days prior to the end of the term then in effect.
Prices shall remain firm for the initial term of this award. Price adjustments are dependent upon
the consumer price index (CPI) over the past twelve (12) months, budget availability and program
manager approval.
Surcharges will not be accepted in conjunction with this contract except as described in the scope
of work.
Projected Timetable
Event Date
Issue Solicitation Notice March 12, 2015
Pre-Bid Conference March 19, 2015,
10:00 AM, Naples
Local Time
Last Date for Receipt of Written Questions March 26, 2015, 4:00
PM, Naples Local
Time
Addendum Issued Resulting from Written Questions or Pre-
Proposal Conference
TBD
Solicitation Deadline Date and Time April 2, 2015, 2:30
PM, Naples Local
Time
Anticipated Evaluation of Submittals April 2015
Anticipated Board of County Commissioner’s Contract
Approval Date
April 2015
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Exhibit II: General Bid Instructions
1. Purpose/Objective
As requested by the Collier County departments or divisions identified in Exhibit 1, the Collier
County Board of County Commissioners Purchasing Department (hereinafter, the County) has
issued this Invitation to Bid (hereinafter, the “ITB”, or “Bid”) with the sole purpose and intent of
obtaining bid responses from interested and qualified firms in accordance with the terms,
conditions, and specifications stated and/or attached herein/hereto. The successful vendor will
hereinafter be referred to as the “Vendor”
All bids must be submitted on the Bid form furnished by the County noted in Attachments
2, 3, 4, 5, 6, and 7 of this ITB. No bid will be considered unless the Bid form is properly
signed. Vendor is responsible to read and follow the instructions very carefully, as any
misinterpretation or failure to comply with these instructions could lead to the bid submitted as
being rejected as non-responsive.
2. Pricing
Vendors must provide unit prices using the unit of measured specified by the County. All prices
will remain firm for a period of one hundred and eighty (180) calendar days from date of bid
opening. After award by the Board of County Commissioners, prices may only be adjusted as
outlined in Exhibit I: Term of Contract.
3. Alternate Bid Pricing
In the event that alternate pricing is requested, it is an expressed requirement of the bid to provide
pricing for all alternates as listed. The omission of a response or a no-bid or lack of a submitted
price will be the basis for the rejection of the submitted bid response. All bids responses received
without pricing for all alternates as listed will be considered technically non-responsive and will not
be considered for award.
4. Equal Product
Manufacturer’s name, brand name and/or model number are used in these specifications for the
purpose of establishing minimum requirements of level of quality, standards of performance and/or
design required, and is in no way intended to prohibit the bidding of other manufacturer’s items of
equal or similar material. An equal or similar product may be bid, provided that the product is
found to be equal or similar in quality, standard of performance, design, etc. to the item specified.
Where an equal or similar is bid, the Bid must be accompanied with two (2) complete sets of
factory information sheets (specifications, brochures, etc.) and test results, if applicable, of unit bid
as equal or similar.
Equal product samples, if required for evaluation, and at no cost to the County, must be submitted
with Bid. Unless otherwise directed in the solicitation, the bid will not be considered unless
samples are delivered to specified address by bid due date. The County shall be sole judge of
equality or similarity, and its decision shall be final in the best interest.
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5. Discounts
Any discounts or terms must be shown on the Bid form. Such discounts, if any, may be
considered in the award of tie bids. In no instance should payment terms less than fifteen (15)
calendar days be offered.
6. Exceptions
Vendors taking exception to any part or section of these specifications shall indicate such
exceptions on a separate sheet entitled “EXCEPTIONS TO SPECIFICATIONS.” Failure to
indicate any exceptions to the specifications shall be interpreted as the Vendors intent to fully
comply with the specifications as written. The County, at its sole discretion, shall determine if the
exceptions are material in nature, and if the Vendor’s exceptions may be declared grounds for
rejection of bid proposal.
7. Addenda
The County reserves the right to formally amend and/or clarify the requirements of the bid
specifications where it deems necessary. Any such addendum/clarification shall be in writing and
shall be distributed electronically to all parties who received the original bid specifications prior to
the deadline for submission of Bids. All changes to this ITB will be conveyed electronically through
a notice of addendum or questions and answers to all vendors registered under the applicable
commodity code(s) at the time when the original ITB was released, as well as those vendors who
downloaded the ITB document. Additionally, all addendums are posted on the Collier County
Purchasing Department Online Bidding System website: www.colliergov.net/bid. Before submitting
a bid response, please make sure that you have read all, understood clearly and complied
completely with any changes stated in the addenda as failure to do so may result in the rejection
of your submittal.
8. Bid Submission
For electronic submissions...
All electronic bids shall be submitted online via the Collier County Purchasing Department Online
Bidding System: www.colliergov.net/bid.
For paper submissions...
All paper bids shall be submitted to the County Procurement Director, Collier County Government,
Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112, by the date and time as stated
in the Legal Notice. The County assumes no responsibility for bid responses received after the
due date and time, or at any office or location other than that specified herein, whether due to mail
delays, courier mistakes, mishandling, inclement weather or any other reason. Late bid responses
shall be returned unopened, and shall not be considered for award.
Vendors must submit one (1) paper copy clearly labeled “Master,” and one (1) compact disks
(CD’s) with one copy of the proposal on each CD in Word, Excel or PDF. List the Solicitation
Number and Title on the outside of the box or envelope. All bids sent by courier service must
have the bid number and title on the outside of the courier packet.
Vendors who wish to receive copies of bids after the bid opening may view and download same
from the Collier County Purchasing Department Internet bid site.
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9. Questions
If the vendor should be of the opinion that the meaning of any part of the Bid Document is
doubtful, obscure or contains errors or omissions it should report such opinion to the Procurement
Strategist before the bid opening date. Direct questions related to this ITB only to the Collier
County Purchasing Department Internet website: www.colliergov.net/bid. Questions will not be
answered after the date noted on the ITB.
Vendors must clearly understand that the only official answer or position of the County will be the
one stated on the Collier County Purchasing Department Online Bidding System website. For
general questions, please call the referenced Procurement Strategist identified in the Public
Notice.
10. Protests
Any prospective vendor / proposer who desires to protest any aspect(s) or provision(s) of the
solicitation (including the form of the solicitation documents or procedures) shall file their protest
with the Procurement Director prior to the time of the bid opening strictly in accordance with the
County’s then current purchasing ordinance and policies.
11. Rejection and Waiver
The County reserves the right to reject any and all bids, to waive defects in the form of bid, also to
select the bid that best meets the requirements of the County.
Vendors whose bids, past performance or current status do not reflect the capability, integrity or
reliability to fully and in good faith perform the requirements denoted may be rejected as non-
responsive. Bids that do not meet all necessary requirements of this solicitation or fail to provide
all required information, documents or materials may be rejected as non-responsive.
12. Local Vendor Preference (LVP)
The County is using the Competitive Sealed Quotation methodology of source selection for this
procurement, as authorized by Ordinance Number 2013-69 establishing and adopting the Collier
County Purchasing Ordinance.
Local business means the vendor has a current Business Tax Receipt issued by the Collier
County Tax Collector for at least one year prior to bid or proposal submission to do business
within Collier County, and that identifies the business with a permanent physical business address
located within the limits of Collier County from which the vendor’s staff operates and performs
business in an area zoned for the conduct of such business. A Post Office Box or a facility that
receives mail, or a non-permanent structure such as a construction trailer, storage shed, or other
non-permanent structure shall not be used for the purpose of establishing said physical address.
In addition to the foregoing, a vendor shall not be considered a "local business" unless it
contributes to the economic development and well-being of Collier County in a verifiable and
measurable way. This may include, but not be limited to, the retention and expansion of
employment opportunities, support and increase to the County's tax base, and residency of
employees and principals of the business within Collier County. Vendors shall affirm in writing their
compliance with the foregoing at the time of submitting their bid or proposal to be eligible for
consideration as a "local business" under this section. A vendor who misrepresents the Local
Preference status of its firm in a proposal or bid submitted to the County will lose the privilege to
claim Local Preference status for a period of up to one year.
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Under this solicitation, bidders desiring to receive local preference will be invited and required to
affirm atively state and provide documentation as set forth in the solicitation in support of their
status as a local business. Any bidder who f ails to submit sufficient documentation with their bid
offer shall not be granted local preference consideration for the purposes of that specific
contract award. Except where federal or state law, or any other funding source, mandates to the
contrar y, Collier County and its agencies and instrumentalities, will give preference to local
businesses in the following manner.
Competitive bid (local price match option). Each formal competitive bid solicitation shall
clearly identif y how the price order of the bids received will be evaluated and determined.
W hen a qualified and responsive, non-local business submits the lowest price bid, and the bid
subm itted by one or more qualified and responsive local businesses is within ten percent of the
price submitted by the non-local business, then the local business with the apparent lowest bid
offer (i.e., the lowest local bidder) shall have the opportunity to submit an offer to match the
price(s), less one (1) dollar, offered by the overall lowest, qualified and responsive bidder. In
such instances, staff shall first verif y if the lowest non-local bidder and the lowest local bidder
are in fact qualif ied and responsive bidders. Next, the Purchasing Department shall determine if
the lowest local bidder meets the requirements of Fla. Stat. Sec.287.087 (Preferences to
businesses with drug-free workplace programs). If the lowest local bidder meets the
requirements of Fla. Stat. Sec. 287.087, the Purchasing Department shall invite the lowest
local bidder to subm it a matching offer, less one (1) dollar, within five (5) business days
thereafter. If the lowest local bidder submits an offer that fully matches the lowest bid, less
one (1) dollar, from the lowest non-local bidder tendered previously, then award shall be made
to the local bidder. If the lowest local bidder declines or is unable to match the lowest non-local
bid price(s), then award will be made to the lowest overall qualified and responsive bidder. If the
lowest local bidder does not meet the requirement of Fla. Stat. Sec 287.087, and the lowest
non-local bidder does, award will be made to the bidder that meets the requirements of the
reference state law.
Bidder must complete and submit with their bid response the Affidavit for Claiming Status as a
Local Business which is included as part of this solicitation.
Failure on the part of a Bidder to submit this Affidavit with their bid response will preclude
said Bidder from being considered for local preference on this solicitation.
A Bidder who misrepresents the Local Preference status of its firm in a bid submitted to the
County will lose the privilege to claim Local Preference status for a period of up to one (1) year.
The County may, as it deems necessary, conduct discussions with responsible bidders
determined to be in contention for being selected for award for the purpose of clarification to
assure full understanding of, and responsiveness to solicitation requirements.
13. Immigration Affidavit Certification
Statutes and executive orders require employers to abide by the immigration laws of the United
States and to employ only individuals who are eligible to work in the United States.
The Employment Eligibility Verification System (E-Verify) operated by the Department of
Homeland Security (DHS) in partnership with the Social Security Administration (SSA), provides
an Internet-based means of verifying employment eligibility of workers in the United States; it is
not a substitute for any other employment eligibility verification requirements. The program will be
used for Collier County formal Invitations to Bid (ITB) and Request for Proposals (RFP) including
professional services and construction services.
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Exceptions to the program:
Commodity based procurement where no services are provided.
Where the requirement for the affidavit is waived by the Board of County
Commissioners
Vendors / Bidders are required to enroll in the E-Verify program, and provide acceptable evidence
of their enrollment, at the time of the submission of the vendor’s/bidder’s proposal. Acceptable
evidence consists of a copy of the properly completed E-Verify Company Profile page or a copy of
the fully executed E-Verify Memorandum of Understanding for the company. Vendors are also
required to provide the Collier County Purchasing Department an executed affidavit certifying they
shall comply with the E-Verify Program. The affidavit is attached to the solicitation documents. If
the Bidder/Vendor does not comply with providing both the acceptable E-Verify evidence
and the executed affidavit the bidder’s / vendor’s proposal may be deemed non-responsive.
Additionally, vendors shall require all subcontracted vendors to use the E-Verify system for all
purchases not covered under the “Exceptions to the program” clause above.
For additional information regarding the Employment Eligibility Verification System (E-Verify)
program visit the following website: http://www.dhs.gov/E-Verify. It shall be the vendor’s
responsibility to familiarize themselves with all rules and regulations governing this program.
Vendor acknowledges, and without exception or stipulation, any firm(s) receiving an award shall
be fully responsible for complying with the provisions of the Immigration Reform and Control Act of
1986 as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be
amended and with the provisions contained within this affidavit. Failure by the awarded firm(s) to
comply with the laws referenced herein or the provisions of this affidavit shall constitute a breach
of the award agreement and the County shall have the discretion to unilaterally terminate said
agreement immediately.
14. Lobbying
All firms are hereby placed on NOTICE that the County Commission does not wish to be lobbied
either individually or collectively about a project for which a firm has submitted a bid. Firms and
their agents are not to contact members of the County Commission for such purposes as
meetings of introduction, luncheons, dinners, etc. During the bidding process, from bid opening to
final Board approval, no firm or its agent shall contact any other employee of Collier County with
the exception of the Purchasing Department.
15. Certificate of Authority to Conduct Business in the State of Florida (Florida Statute
607.1501)
In order to be considered for award, firms must be registered with the Florida Department of State
Divisions of Corporations in accordance with the requirements of Florida Statute 607.1501 and
provide a certificate of authority (www.sunbiz.org/search.html) prior to execution of a contract. A
copy of the document may be submitted with the solicitation response and the document number
shall be identified. Firms who do not provide the certificate of authority at the time of response
shall be required to provide same within five (5) days upon notification of selection for award. If the
firm cannot provide the document within the referenced timeframe, the County reserves the right
to award to another firm.
16. General Information
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When it is deemed by the County that a bid cannot be awarded as originally intended, the County
reserves the right to award this bid through an approach which is the best interest of the County.
Alternate bids will not be considered unless authorized by the ITB. In case of identical bids tying
as low bid, the County shall ask vendors to submit certification that they have a drug-free
workplace in accordance with Section 287.087 Florida Statutes. Should all vendors provide said
certification; the County will give local vendor preference.
17. Bid Award Process
Award of contract will be made by the Board of County Commissioners in public session.
Award shall be made in a manner consistent with the County’s Purchasing Policy. Award
recommendations will be posted outside the offices of the Purchasing Department as well as on
the Collier County Purchasing Department website on Wednesdays and Thursdays prior to the
County Commission meetings.
Any actual or prospective respondent who desires to formally protest the recommended contract
award must file a notice of intent to protest with the Procurement Director within two (2) calendar
days (excluding weekends and County holidays) of the date that the recommended award is
posted. Upon filing of said notice, the protesting party will have five (5) days to file a formal
protest and will be given instructions as to the form and content requirements of the formal protest.
A copy of the “Protest Policy” is available at the office of the Procurement Director.
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Exhibit III: Standard Purchase Order Terms and Conditions
1. Offer
This offer is subject to cancellation by the
COUNTY without notice if not accepted by
VENDOR within fourteen (14) days of issuance.
2. Acceptance and Confirmation
This Purchase Order (including all documents
attached to or referenced therein) constitutes
the entire agreement between the parties, unless
otherwise specifically noted by the COUNTY on
the face of this Purchase Order. Each delivery of
goods and/or services received by the COUNTY
from VENDOR shall be deemed to be upon the
terms and conditions contained in this Purchase
Order.
No additional terms may be added and Purchase
Order may not be changed except by written
instrument executed by the COUNTY. VENDOR
is deemed to be on notice that the COUNTY
objects to any additional or different terms and
conditions contained in any acknowledgment,
invoice or other communication from VENDOR,
notwithstanding the COUNTY’S acceptance or
payment for any delivery of goods and/or
services, or any similar act by VENDOR.
3. Inspection
All goods and/or services delivered hereunder
shall be received subject to the COUNTY’S
inspection and approval and payment therefore
shall not constitute acceptance. All payments are
subject to adjustment for shortage or rejection.
All defective or nonconforming goods will be
returned pursuant to VENDOR'S instruction at
VENDOR’S expense.
To the extent that a purchase order requires a
series of performances by VENDOR, the
COUNTY prospectively reserves the right to
cancel the entire remainder of the Purchase
Order if goods and/or services provided early in
the term of the Purchase Order are
non-conforming or otherwise rejected by the
COUNTY.
4. Shipping and Invoices
a) All goods are FOB destination and must be
suitably packed and prepared to secure the
lowest transportation rates and to comply
with all carrier regulations. Risk of loss of
any goods sold hereunder shall transfer to
the COUNTY at the time and place of
delivery; provided that risk of loss prior to
actual receipt of the goods by the COUNTY
nonetheless remain with VENDOR.
b) No charges will be paid by the COUNTY for
packing, crating or cartage unless otherwise
specifically stated in this Purchase Order.
Unless otherwise provided in Purchase
Order, no invoices shall be issued nor
payments made prior to delivery. Unless
freight and other charges are itemized, any
discount will be taken on the full amount of
invoice.
c) All shipments of goods scheduled on the
same day via the same route must be
consolidated. Each shipping container must
be consecutively numbered and marked to
show this Purchase Order number. The
container and Purchase Order numbers must
be indicated on bill of lading. Packing slips
must show Purchase Order number and
must be included on each package of less
than container load (LCL) shipments and/or
with each car load of equipment. The
COUNTY reserves the right to refuse or
return any shipment or equipment at
VENDOR’S expense that is not marked with
Purchase Order numbers. VENDOR agrees
to declare to the carrier the value of any
shipment made under this Purchase Order
and the full invoice value of such shipment.
d) All invoices must contain the Purchase Order
number and any other specific information as
identified on the Purchase Order. Discounts
of prompt payment will be computed from the
date of receipt of goods or from date of
receipt of invoices, whichever is later.
Payment will be made upon receipt of a
proper invoice and in compliance with
Chapter 218, Fla. Stats., otherwise known as
the “Local Government Prompt Payment
Act,” and, pursuant to the Board of County
Commissioners Purchasing Policy.
5. Time Is Of the Essence
Time for delivery of goods or performance of
services under this Purchase Order is of the
essence. Failure of VENDOR to meet delivery
schedules or deliver within a reasonable time, as
interpreted by the COUNTY in its sole judgment,
shall entitle the COUNTY to seek all remedies
available to it at law or in equity. VENDOR
agrees to reimburse the COUNTY for any
expenses incurred in enforcing its rights.
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VENDOR further agrees that undiscovered
delivery of nonconforming goods and/or services
is not a waiver of the COUNTY’S right to insist
upon further compliance with all specifications.
6. Changes
The COUNTY may at any time and by written
notice make changes to drawings and
specifications, shipping instructions, quantities
and delivery schedules within the general scope
of this Purchase Order. Should any such change
increase or decrease the cost of, or the time
required for performance of the Purchase Order,
an equitable adjustment in the price and/or
delivery schedule will be negotiated by the
COUNTY and VENDOR. Notwithstanding the
foregoing, VENDOR has an affirmative obligation
to give notice if the changes will decrease costs.
Any claims for adjustment by VENDOR must be
made within thirty (30) days from the date the
change is ordered or within such additional
period of time as may be agreed upon by the
parties.
7. Warranties
VENDOR expressly warrants that the goods
and/or services covered by this Purchase Order
will conform to the specifications, drawings,
samples or other descriptions furnished or
specified by the COUNTY, and will be of
satisfactory material and quality production, free
from defects and sufficient for the purpose
intended. Goods shall be delivered free from any
security interest or other lien, encumbrance or
claim of any third part y. These warranties shall
survive inspection, acceptance, passage of title
and payment by the COUNTY.
8. Statutory Conformity
Goods and services provided pursuant to this
Purchase Order, and their production and
transportation shall conform to all applicable
laws, including but not limited to the Occupational
Health and Safety Act, the Federal
Transportation Act and the Fair Labor Standards
Act, as well as any law or regulation noted on the
face of the Purchase Order.
9. Advertising
No VENDOR providing goods and services to the
COUNTY shall advertise the fact that it has
contracted with the COUNTY for goods and/or
services, or appropriate or make use of the
COUNTY’S name or other identifying marks or
property without the prior written consent of the
COUNTY’S Purchasing Department.
10. Indemnification
VENDOR shall indemnify and hold harmless the
COUNTY from any and all claims, including
claims of negligence, costs and expenses,
including but not limited to attorneys' fees, arising
from, caused by or related to the injury or death
of any person (including but not limited to
employees and agents of VENDOR in the
performance of their duties or otherwise), or
damage to property (including property of the
COUNTY or other persons), which arise out of or
are incident to the goods and/or services to be
provided hereunder.
11. Warranty of Non-Infringement
VENDOR represents and warrants that all goods
sold or services performed under this Purchase
Order are: a) in compliance with applicable laws;
b) do not infringe any patent, trademark,
copyright or trade secret; and c) do not constitute
unfair competition.
VENDOR shall indemnify and hold harmless the
COUNTY from and against any and all claims,
including claims of negligence, costs and
expense, including but not limited to attorneys'
fees, which arise from any claim, suit or
proceeding alleging that the COUNT Y’S use of
the goods and/or services provided under this
Purchase Order are inconsistent with VENDOR'S
representations and warranties in section 11 (a).
If any claim which arises from VENDOR'S breach
of section 11 (a) has occurred, or is likely to
occur, VENDOR may, at the COUNTY’S option,
procure for the COUNTY the right to continue
using the goods or services, or replace or modify
the goods or services so that they become
non-infringing, (without any material degradation
in performance, quality, functionality or additional
cost to the COUNTY).
12. Insurance Requirements
The VENDOR, at its sole expense, shall provide
commercial insurance of such type and with such
terms and limits as may be reasonably
associated with the Purchase Order. Providing
and maintaining adequate insurance coverage is
a material obligation of the VENDOR. All
insurance policies shall be executed through
insurers authorized or eligible to write policies in
the State of Florida.
13. Compliance with Laws
In fulfilling the terms of this Purchase Order,
VENDOR agrees that it will comply with all
federal, state, and local laws, rules, codes, and
ordinances that are applicable to the conduct of
its business. By way of non-exhaustive example,
this shall include the American with Disabilities
Act and all prohibitions against discrimination on
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the basis of race, religion, sex creed, national
origin, handicap, marital status, or veterans’
status. Further, VENDOR acknowledges and
without exception or stipulation shall be fully
responsible for complying with the provisions of
the Immigration Reform and Control Act of 1986
as located at 8 U.S.C. 1324, et seq. and
regulations relating thereto, as either may be
amended. Failure by the awarded firm(s) to
comply with the laws referenced herein shall
constitute a breach of the award agreement and
the County shall have the discretion to
unilaterally terminate said agreement
immediately. Any breach of this provision may
be regarded by the COUNTY as a material and
substantial breach of the contract arising from
this Purchase Order.
14. Force Majeure
Neither the COUNTY nor VENDOR shall be
responsible for any delay or failure in
performance resulting from any cause beyond
their control, including, but without limitation to
war, strikes, civil disturbances and acts of nature.
When VENDOR has knowledge of any actual or
potential force majeure or other conditions which
will delay or threatens to delay timely
performance of this Purchase Order, VENDOR
shall immediately give notice thereof, including all
relevant information with respects to what steps
VENDOR is taking to complete delivery of the
goods and/or services to the COUNTY.
15. Assignment
VENDOR may not assign this Purchase Order,
nor any money due or to become due without the
prior written consent of the COUNTY. Any
assignment made without such consent shall be
deemed void.
16. Taxes
Goods and services procured subject to this
Purchase Order are exempt from Florida sales
and use tax on real property, transient rental
property rented, tangible personal purchased or
rented, or services purchased (Florida Statutes,
Chapter 212), and from federal excise tax.
17. Annual Appropriations
The COUNTY’S performance and obligation to
pay under this Purchase Order shall be
contingent upon an annual appropriation of
funds.
18. Termination
This Purchase Order may be terminated at any
time by the COUNTY upon 30 days prior written
notice to the VENDOR. This Purchase Order
may be terminated immediately by the COUNTY
for breach by VENDOR of the terms and
conditions of this Purchase Order, provided that
COUNTY has provided VENDOR with notice of
such breach and VENDOR has failed to cure
within 10 days of receipt of such notice.
19. General
a) This Purchase Order shall be governed by
the laws of the State of Florida. The venue
for any action brought to specifically enforce
any of the terms and conditions of this
Purchase Order shall be the Twentieth
Judicial Circuit in and for Collier County,
Florida
b) Failure of the COUNTY to act immediately in
response to a breach of this Purchase Order
by VENDOR shall not constitute a waiver of
breach. Waiver of the COUNTY by any
default by VENDOR hereunder shall not be
deemed a waiver of any subsequent default
by VENDOR.
c) All notices under this Purchase Order shall
be sent to the respective addresses on the
face page by certified mail, return receipt
requested, by overnight courier service, or by
personal delivery and will be deemed
effective upon receipt. Postage, delivery and
other charges shall be paid by the sender. A
party may change its address for notice by
written notice complying with the
requirements of this section.
d) The Vendor agrees to reimbursement of any
travel expenses that may be associated with
this Purchase Order in accordance with
Florida Statute Chapter 112.061, Per Diem
and Travel Expenses for Public Officers,
employees and authorized persons.
e) In the event of any conflict between or
among the terms of any Contract Documents
related to this Purchase Order, the terms of
the Contract Documents shall take
precedence over the terms of the Purchase
Order. To the extent any terms and /or
conditions of this Purchase Order duplicate
or overlap the Terms and Conditions of the
Contract Documents, the provisions of the
Terms and/or Conditions that are most
favorable to the County and/or provide the
greatest protection to the County shall
govern.
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Exhibit IV: Additional ITB Terms and Conditions
1. Additional Items and/or Services
During the contract term, Collier County reserves the right to add related items and/or services
upon negotiation of a satisfactory price by the Project Manager and Vendor.
2. Conflict of Interest
Vendor shall provide a list of any businesses and/or organizations to which the firm has any
affiliation or obligations within the past five (5) years; whether paid or donated, which could be
construed by the County as a conflict of interest. Disclosure of any potential or actual conflict of
interest is subject to County staff review and does not in and of itself disqualify a firm from
consideration. These disclosures are intended to identify and or preclude conflict of interest
situations during contract selection and execution.
3. Vendor Performance Evaluation
Collier County has implemented a Vendor Performance Evaluation System for all contracts
awarded in excess of $25,000. To this end, vendors will be evaluated on their performance upon
completion/termination of agreement.
5. Use of Subcontractors
Bidders on any service related project, including construction, must be qualified and directly
responsible for 10% or more of the solicitation amount for said work.
6. Deductions for Non-Performance
The County reserves the right to deduct a portion of any invoice for goods not delivered, or
services not performed in accordance with requirements, including required timeframe. The
County may also deduct, or chargeback the Vendor the costs necessary to correct the deficiencies
directly related to the Vendor’s non-performance.
7. Offer Extended to Other Governmental Entities
Collier County encourages and agrees to the successful vendor extending the pricing, terms and
conditions of this solicitation or resultant contract to other governmental entities at the discretion of
the successful vendor.
8. Environmental Health and Safety
All Vendors and Sub vendors performing service for Collier County are required and shall comply
with all Occupational Safety and Health Administration (OSHA), State and County Safety and
Occupational Health Standards and any other applicable rules and regulations. Vendors and Sub
vendors shall be responsible for the safety of their employees and any unsafe acts or conditions
that may cause injury or damage to any persons or property within and around the work site. All
firewall penetrations must be protected in order to meet Fire Codes.
Collier County Government has authorized OSHA representatives to enter any Collier County
facility, property and/or right-of-way for the purpose of inspection of any Vendor’s work operations.
This provision is non-negotiable by any department and/or Vendor.
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All new electrical installations shall incorporate NFPA 70E Short Circuit Protective Device
Coordination and Arc Flash Studies where relevant as determined by the engineer.
All electrical installations shall be labeled with appropriate NFPA 70E arch flash boundary and
PPE Protective labels.
9. Florida Wood Products
The Vendor/Contractor agrees to comply with Florida Statute 255.20 to provide lumber, timber and
other forest products produced and manufactured in the State of Florida as long as the price,
fitness and quality are equal.
10. Public Records Compliance
The Vendor/Contractor agrees to comply with the Florida Public Records Law Chapter 119
(including specifically those contractual requirements at F.S. § 119.0701(2) (a)-(d) and (3)),
ordinances, codes, rules, regulations and requirements of any governmental agencies.
11. Standards of Conduct
The Vendor shall employ people to work on County projects who are neat, clean, well-groomed
and courteous. Subject to the American with Disabilities Act, Vendor shall supply competent
employees who are physically capable of performing their employment duties. The County may
require the Vendor to remove an employee it deems careless, incompetent, insubordinate or
otherwise objectionable and whose continued employment on Collier County projects is not in the
best interest of the County.
12. Licenses
The Vendor is required to possess the correct professional and other licenses, and any other
authorizations necessary to perform the required work pursuant to all applicable Federal, State
and Local Law, Statute, Ordinances, and rules and regulations of any kind. Additionally, copies
of all the required licenses must be submitted w ith the bid response indicating that the
entity bidding, as well as the team assigned to the County account, is properly licensed to
perform the activities or work included in the ITB documents. Failure on the part of any
vendor to supply this documentation with their bid response may be grounds for deeming
vendor non-responsive. A Vendor with an office within Collier County is required to have an
occupational license.
All State Certified contractors who may need to pull Collier County permits or call in inspections
must complete a Collier County Contractor License registration form and submit the required fee.
After registering the license/registration will need to be renewed thereafter to remain “active” in
Collier County.
Questions regarding professional licenses should be directed to Contractor Licensing, Community
Development and Environmental Services at (239) 252-2431, 252-2432 or 252-2909. Questions
regarding required Business Tax Receipt (formerly known as Occupational Licenses) should be
directed to the Tax Collector’s Office at (239) 252-2477.
13. Protection of Property
The Vendor shall ensure that the service is performed in such manner as to not damage any
property. In the event damage occurs to any property as a direct result of the Vendor or their Sub
vendor in the performance of the required service, the Vendor shall repair/replace, to the County’s
satisfaction, damaged property at no additional cost to the County. If the damage caused by the
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Vendor or their Sub vendor has to be repaired/replaced by the County, the cost of such work will
be deducted from the monies due the Vendor.
The County’s project manager, shall coordinate with the Vendor / Contractor the return of any
surplus assets, including materials, supplies, and equipment associated with the scope or work.
14. Prohibition of Gifts to County Employees
No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan,
fee, service or other item of value to any County employee, as set forth in Chapter 112, Part III,
Florida Statutes, the current Collier County Ethics Ordinance and County Administrative
Procedure 5311. Violation of this provision may result in one or more of the following
consequences: a. Prohibition by the individual, firm, and/or any employee of the firm from contact
with County staff for a specified period of time; b. Prohibition by the individual and/or firm from
doing business with the County for a specified period of time, including but not limited to:
submitting bids, RFP, and/or quotes; and, c. immediate termination of any contract held by the
individual and/or firm for cause.
15. Invoice and Payments
Payments are made in accordance with the Local Government Prompt Payment Act, Chapter 218,
Florida Statutes. Vendor’s invoices must include:
Purchase Order Number
Description and quantities of the goods or services provided per instructions on the County’s
purchase order or contract.
Invoices shall be sent to:
Board of County Commissioners
Clerk’s Finance Department
ATTN: Accounts Payable
3299 Tamiami Trail E Ste 700
Naples FL 34112
Or emailed to: bccapclerk@collierclerk.com.
Collier County, in its sole discretion, will determine the method of payment for goods and/or
services as part of this agreement.
Payment methods include:
Traditional – payment by check, wire transfer or other cash equivalent.
Standard – payment by purchasing card. Collier County’s Purchasing Card Program is
supported by standard bank credit suppliers (i.e. VISA and MasterCard), and as such, is cognizant
of the Rules for VISA Merchants and MasterCard Merchant Rules.
The County may not accept any additional surcharges (credit card transaction fees) as a result of
using the County’s credit card for transactions relating to this solicitation. The County will
entertain bids clearly stating pricing for standard payment methods. An additional separate
discounted price for traditional payments may be provided at the initial bid submittal if it is clearly
marked as an “Additional Cash Discount.”
Upon execution of the Contract and completion of each month’s work, payment requests may be
submitted to the Project Manager on a monthly basis by the Contractor for services rendered for
that prior month. Services beyond sixty (60) days from current monthly invoice will not be
considered for payment without prior approval from the Project manager. All invoices should be
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submitted within the fiscal year the work was performed. (County's fiscal year is October 1 -
September 30.) Invoices submitted after the close of the fiscal year will not be accepted (or
processed for payment) unless specifically authorized by the Project Manager.
Payments will be made for articles and/or services furnished, delivered, and accepted, upon
receipt and approval of invoices submitted on the date of services or within six (6) months after
completion of contract. Any untimely submission of invoices beyond the specified deadline period
is subject to non-payment under the legal doctrine of “laches” as untimely submitted. Time shall be
deemed of the essence with respect to the timely submission of invoices under this agreement.
In instances where the successful contractor may owe debts (including, but not limited to taxes or
other fees) to Collier County and the contractor has not satisfied nor made arrangement to satisfy
these debts, the County reserves the right to off-set the amount owed to the County by applying
the amount owed to the vendor or contractor for services performed of for materials delivered in
association with a contract.
Invoices shall not reflect sales tax. After review and approval, the invoice will be transmitted to the
Finance Division for payment. Payment will be made upon receipt of proper invoice and in
compliance with Chapter 218 Florida Statutes, otherwise known as the “Local Government Prompt
Payment Act.” Collier County reserves the right to withhold and/or reduce an appropriate amount
of any payment for work not performed or for unsatisfactory performance of Contractual
requirements.
16. Survivability
Purchase Orders: The Contractor agrees that any Purchase Order that extends beyond the
expiration date of the original Solicitation 14-6359R will survive and remain subject to the terms
and conditions of that Agreement until the completion or termination of this Purchase Order.
17. Insurance Requirements
The Vendor shall at its own expense, carry and maintain insurance coverage from responsible
companies duly authorized to do business in the State of Florida as set forth in Insurance and
Bonding Requirements Attachment of this solicitation. The Vendor shall procure and maintain
property insurance upon the entire project, if required, to the full insurable value of the scope of
work.
The County and the Vendor waive against each other and the County’s separate Vendors,
Contractors, Design Consultant, Subcontractors agents and employees of each and all of them, all
damages covered by property insurance provided herein, except such rights as they may have to
the proceeds of such insurance. The Vendor and County shall, where appropriate, require similar
waivers of subrogation from the County’s separate Vendors, Design Consultants and
Subcontractors and shall require each of them to include similar waivers in their contracts.
Collier County shall be responsible for purchasing and maintaining, its own liability insurance.
Certificates issued as a result of the award of this solicitation must identif y “For any and all work
performed on behalf of Collier County.”
The General Liability Policy provided by Vendor to meet the requirements of this solicitation shall
name Collier County, Florida, as an additional insured as to the operations of Vendor under this
solicitation and shall contain a severability of interests provisions.
Collier County Board of County Commissioners shall be named as the Certificate Holder. The
"Certificate Holder" should read as follows:
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Collier County
Board of County Commissioners
Naples, Florida
The amounts and types of insurance coverage shall conform to the minimum requirements set
forth in the Insurance and Bonding Requirements Attachment, with the use of Insurance Services
Office (ISO) forms and endorsements or their equivalents. If Vendor has any self-insured
retentions or deductibles under any of the below listed minimum required coverage, Vendor must
identify on the Certificate of Insurance the nature and amount of such self- insured retentions or
deductibles and provide satisfactory evidence of financial responsibility for such obligations. All
self-insured retentions or deductibles will be Vendor’s sole responsibility.
Coverage(s) shall be maintained without interruption from the date of commencement of the Work
until the date of completion and acceptance of the scope of work by the County or as specified in
this solicitation, whichever is longer.
The Vendor and/or its insurance carrier shall provide 30 days written notice to the County of policy
cancellation or non-renewal on the part of the insurance carrier or the Vendor. The Vendor shall
also notify the County, in a like manner, within twenty-four (24) hours after receipt, of any notices
of expiration, cancellation, non-renewal or material change in coverage or limits received by
Vendor from its insurer and nothing contained herein shall relieve Vendor of this requirement to
provide notice. In the event of a reduction in the aggregate limit of any policy to be provided by
Vendor hereunder, Vendor shall immediately take steps to have the aggregate limit reinstated to
the full extent permitted under such policy.
Should at any time the Vendor not maintain the insurance coverage(s) required herein, the
County may terminate the Agreement or at its sole discretion shall be authorized to purchase
such coverage(s) and charge the Vendor for such coverage(s) purchased. If Vendor fails to
reimburse the County for such costs within thirty (30) days after demand, the County has the right
to offset these costs from any amount due Vendor under this Agreement or any other agreement
between the County and Vendor. The County shall be under no obligation to purchase such
insurance, nor shall it be responsible for the coverage(s) purchased or the insurance company or
companies used. The decision of the County to purchase such insurance coverage(s) shall in no
way be construed to be a waiver of any of its rights under the Contract Documents.
If the initial or any subsequently issued Certificate of Insurance expires prior to the completion of
the scope of work, the Vendor shall furnish to the County renewal or replacement Certificate(s) of
Insurance not later than ten (10) calendar days after the expiration date on the certificate. Failure
of the Vendor to provide the County with such renewal certificate(s) shall be considered
justification for the County to terminate any and all contracts.
18. Collier County Information Technology Requirements
All vendor access will be done via VPN access only. All access must comply with current
published County Manager Agency (CMA) policies.
Current policies that apply are CMAs 5402, 5403 and 5405. These policies will be available upon
request from the Information Technology Department. All vendors will be required to adhere to IT
policies for access to the County network. Vendors are required to notify the County in writing
twenty-four (24) hours in advance as to when access to the network is planned. Included in this
request must be a detailed work plan with actions that will be taken at the time of access. The
County IT Department has developed a Technical Architecture Requirements Document that is
required to be filled out and submitted with your bid response. This document can be found on the
Collier County Purchasing Department website: www.colliergov.net/purchasing. On the left hand
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side of the menu, click on CC Technical Requirements. If this document is not submitted with your
bid response, your bid response may be deemed non-responsive.
19. Security and Background Checks
If required, Vendor / Contractor / Proposer shall be responsible for the costs of providing
background checks by the Collier County Facilities Management Department, and drug testing for
all employees that shall provide services to the County under this Agreement. This may include,
but not be limited to, checking federal, state and local law enforcement records, including a state
and FBI fingerprint check, credit reports, education, residence and employment verifications and
other related records. Contractor shall be required to maintain records on each employee and
make them available to the County for at least four (4) years.
20. Maintenance of Traffic Policy
For all projects that are conducted within a Collier County Right-of-Way, the Vendor shall provide
and erect Traffic Control Devices as prescribed in the current edition of the Manual On Uniform
Traffic Control Devices (MUTCD), where applicable on local roadways and as prescribed in the
Florida Department of Transportation’s Design Standards (DS) on state roadways. These projects
shall also comply with Collier County’s Maintenance of Traffic Policy, #5807, incorporated herein
by reference. Copies are available through the Risk Management and/or Purchasing Departments
and are available on-line at colliergov.net/purchasing.
The Vendor will be responsible for obtaining copies of all required manuals, MUTCD, FDOT
Roadway & Traffic Design Standards Indexes, or other related documents, so to become familiar
with their requirements. Strict adherence to the requirements of the Maintenance of Traffic
(“MOT”) policy will be enforced under this Contract.
All costs associated with the Maintenance of Traffic shall be included on the line item on the bid
page. If MOT is required, MOT is to be provided within ten (10) days of receipt of Notice of
Award.
21. Debris
Vendor shall be responsible for the removal and disposal of all debris from the site and the
cleaning of the affected areas. Vendor shall keep the premises free of debris and unusable
materials resulting from their work and as work progresses; or upon the request of the County’s
representative, shall remove and dispose such debris and materials from the property. The
Vendor shall leave all affected areas as they were prior to beginning work.
22. Direct Material Purchase
The County reserves the right to require Vendor to assign some or all of its agreements with
material suppliers directly to the County. Any such goods and/or materials purchased by the
County pursuant to such an assignment of a material supply agreement shall be referred to as
“County Furnished Materials” and the responsibilities of both the County and the Vendor relating
to said materials shall be governed by the terms and conditions of this solicitation.
Additionally, the County at its sole option may choose to purchase some or all of the goods and/or
materials from other suppliers. In either instance the County may require the following information
from the Vendor:
Required quantities of material.
Specifications relating to goods and/or materials required for job including brand and/or model
number or type if applicable
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Pricing and availability of goods and/or materials provided under Vendor’s agreements with
material suppliers
23. Grant Compliance
The purchase of any goods and/or services that are funded through Federal Grant Appropriations,
the State of Florida, or any other public or private foundations shall be subject to the compliance
and reporting requirements of the granting agency.
24. Equipment
Vendor shall have available and in good working condition, the necessary equipment to perform
the required service. If required, the Vendor shall supply a list of equipment and an hourly rate for
each. Hourly rates will commence once equipment arrives at the service site.
In the event that additional specialized and/or heavy equipment (backhoe, crane, mudhog, etc.) is
needed, the Project Manager must be notified in advance for approval. The reimbursement of
additional equipment expense shall be at cost and will commence once equipment arrives at the
service site. The County reserves the right to request and obtain documentation of the Vendor’s
cost, and to withhold payments until documentation is provided.
The scope of these specifications is to ensure the delivery of a complete unit ready for operation.
Omission of any essential detail from these specifications does not relieve the Vendor from
furnishing a complete unit.
All equipment must be new and of current manufacture in production at the time of ITB opening,
and carry standard warranties. At the time of delivery, at least two (2) complete shop repair
manuals and parts lists must be furnished with each type of equipment. Vendor must service all
equipment prior to delivery and/or acceptance by the County.
25. Storage Tank Installation and Closure Requirements
The contractor shall ensure compliance with all NFPA regulations: specifically 110 & 30/30A;
FDEP chapter 62 regulations: specifically 761, 762, 777, and 780; 376 & 403 Florida Statutes; and
STI, UL, PEI, ASME, NACE, NLPA, NIST & API referenced standards pertaining to the storage of
hazardous materials and petroleum products.
The contractor shall notify the Solid & Hazardous Waste Management Department (SHWMD) prior
to the installation, removal, or maintenance of any storage tank, including day tanks for
generators, storing / will be storing petroleum products or hazardous materials. The contractor
shall provide a 10 day and 48 hour notice to SHWMD 239-252-2508 prior to commencement.
The contractor shall provide the plans pertaining to the storage tank systems containing
hazardous materials / petroleum products to the SHWMD prior to plans submittal to a permitting
entity and then SHWMD must approve the plans prior to contractor’s submittal for permitting.
26. 62-761.300 Applicability
1) General Requirements:
a) Underground storage tank systems: The requirements of this Chapter, unless specified
otherwise, apply to owners and operators of facilities, or owners and operators of UST
systems with individual storage tank capacities greater than110 gallons that contain or
contained:
i) Vehicular fuel, subject to Chapter 17-61, F.A.C., after May 21, 1984
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ii) Pollutants or hazardous substances after December 10, 1990; or
iii) Regulated substances in unmaintained storage tank systems.
b) This rule is applicable to non-residential facilities. Under 40 C.F.R. 280, residential tanks
greater than 1100 gallons containing motor fuels are subject to Federal UST rules
(advisory information only-not required by this Chapter).
27. 62-762.301, F.A.C. Applicability
1) General Requirements:
a) Aboveground storage tank systems: The requirements of this chapter, unless specified
otherwise, apply to owners and operators of facilities, or owners and operators of
aboveground stationary storage tank systems with individual storage tank capacities
greater than 550 gallons that contain or contained: Vehicular fuel, subject to Chapter 17-
61, F.A.C., after May 21, 1984
(1) Vehicular fuel, subject to Chapter 17-61, F.A.C., after May 21, 1984;
(2) Pollutants after March 12, 1991; or
(3) Pollutants in unmaintained storage tank systems.
b) Aboveground compression vessels and hazardous substance storage tank systems:
Owners and operators of compression vessels and hazardous substance storage tanks
with capacities of greater than 110 gallons containing hazardous substances are only
required to comply with subsections 62-762.401(1)-(2), F.A.C.
c) Aboveground mineral acid storage tank systems: Owners and operators of facilities, or
owners and operators of aboveground mineral acid storage tank systems with capacities of
greater than 110 gallons containing mineral acids are only required to comply with Rule 62-
762.891, F.A.C.
28. Definitions
62-761.200(11) and 62-762.201(16), F.A.C.: “County” means a locally administered program
under contract with the Department to perform compliance verification activities at facilities with
storage tank systems.
62-761.200(48) and 62-762.201(62), F.A.C.: “Pollutants” includes any “product” as defined in
Section 377.19(11), F.S., pesticides, ammonia, chlorine and derivatives thereof, excluding
liquefied petroleum gas.
62-761.200(51) and 62-762.201(65), F.A.C.: “Product” as defined in Section 377.19(11), F.S.,
means any commodity made from oil or gas and includes refined crude oil, crude tops, topped
crude, processed crude petroleum, residue from crude petroleum, cracking stock, uncracked fuel
oil, fuel oil, treated crude oil, residuum, gas oil, casing head gasoline, natural gas gasoline,
naphtha, distillate, condensate, gasoline, used oil, kerosene, benzene, wash oil, blended
gasoline, lubricating oil, blends or mixtures of oil with one or more liquid products or byproducts
derived from oil or gas, and blends or mixtures of two or more liquid products or byproducts
derived from oil or gas, whether hereinabove enumerated or not.
62-761(73) and 62-762(84), F.A.C.: “Vehicular fuel” means a petroleum product used to fuel
motor vehicles, including aircraft, watercraft and vehicles used on and off roads and rails.
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Attachment 1: Vendor Submittal - Vendor’s Non-Response Statement
The sole intent of the Collier County Purchasing Department is to issue solicitations that are clear,
concise and openly competitive. Therefore, we are interested in ascertaining reasons why prospective
Vendors did not wish to respond to this ITB. If your firm is not responding to this ITB, please indicate
the reason(s) by checking any appropriate item(s) listed below and return this form via email or fax to
the Procurement Strategist listed on the first page or mail to: Collier County Purchasing Department,
3327 Tamiami Trail East, Naples, Florida 34112.
We are not responding to this ITB for the following reason(s):
Solicitation: 14-6359R On-Call Mechanical Services
Services requested not available through our company.
Our firm could not meet specifications/scope of work.
Specifications/scope of work not clearly understood (too vague, rigid, etc.)
Project is too small.
Insufficient time allowed for preparation of response.
Incorrect address used. Please correct mailing address:
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Other reason(s):
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
Firm’s Complete Legal Name
__________________________________________________
Address
__________________________________________________
City, State, Zip
__________________________________________________
Telephone Number
__________________________________________________
FAX Number
__________________________________________________
Signature / Title
__________________________________________________
Type Name of Signature __________________________________ Date: ______
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Attachment 2: Vendor’s Check List
IMPORTANT: THIS SHEET MUST BE SIGNED BY VENDOR. Please read carefully, sign in the
spaces indicated and return with bid.
Vendor should check off each of the following items as the necessary action is completed:
1. The Bid has been signed.
2. The Bid prices offered have been reviewed.
3. The price extensions and totals have been checked.
4. The payment terms have been indicated.
5. Any required drawings, descriptive literature, etc. have been included.
6. Any delivery information required is included.
7. If required, the amount of bid bond has been checked, and the bid bond or cashiers check has
been included.
8. Addendum have been signed and included, if applicable.
9. Affidavit for Claiming Status as a Local Business, if applicable.
10. Immigration Affidavit and company’s E-Verify profile page or memorandum of understanding.
11. Copies of licenses, equipment lists, subcontractors or any other information as noted in this
ITB.
12. The mailing envelope must be addressed to:
Procurement Director
Collier County Government
Purchasing Department
3327 Tamiami Trail E
Naples FL 34112
The mailing envelope must be sealed and marked with:
Solicitation: 15-6432 Preventative Maintenance Inspection Services and On-
Call Mechanical Contractor Services
Opening Date: April 2, 2015
13. The bid will be mailed or delivered in time to be received no later than the specified opening date
and time. (Otherwise bid cannot be considered.)
14. If submitting a manual bid, include any addenda (initialed and dated noting understanding and
receipt). If submitting bid electronically, bidder will need to download all related documents on
www.colliergov.net/bid. The system will date and time stamp when the addendum files were
downloaded
ALL COURIER DELIVERED BIDS MUST HAVE THE BID NUMBER AND TITLE ON THE OUTSIDE
OF THE COURIER PACKET.
Company Name
Signature & Title
Date
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Attachment 3: Vendor Submittal - Bid Response Form
FROM: __________________________________
Board of County Commissioners
Collier County Government Center
Naples, Florida 34112
RE: Solicitation: 15-6432 Preventative Maintenance Inspection Services and On-Call
Mechanical Contractor Services
Dear Commissioners:
The undersigned, as Vendor, hereby declares that the specifications have been fully examined and
the Vendor is fully informed in regard to all conditions pertaining to the work to be performed for as
per the scope of work. The Vendor further declares that the only persons, company or parties
interested in this Bid or the Contract to be entered into as principals are named herein; that this Bid is
made without connection with any other person, company or companies submitting a Bid; and it is all
respects fair and in good faith, without collusion or fraud.
The Vendor proposes and agrees if this Bid is accepted, to contract, either by a County issued
purchase order or formal contract, to comply with the requirements in full in accordance with the
terms, conditions and specifications denoted herein, according to the following:
The Contractor may submit written materials one (1) through 10 (ten),
OR
electronically submit all materials on the County’s Online Bidding System.
1. Attachment 2:Vendor Checklist
2. Attachment 3: Vendor Submittal
a. Provide evidence of five (5) years of primary experience working in heating, ventilation and air
condition with commercial, industrial or large corporate businesses.
b. Provide at least three (3) current customer references, including names, addresses, phone
numbers and email addresses.
c. Provide a current and valid Mechanical Contractor’s license per Florida Statutes 489.105 (I).
d. Provide a Collier or Lee County license to operate business.
e. Provide evidence of contractor’s procedure for the recovery of CFC's.
3. Attachment 4: Local Vendor Preference
4. Attachment 5: Immigration Affidavit
5. Department of Homeland Security’s E-Verify profile page or Memorandum of Understanding
6. Attachment 6: Vendor Substitute W9
7. Attachment 7: Insurance and Bonding
8. Attachment 8: Bid Schedule and any signed addendums issued as a result of this bid
9. Price for Preventative Maintenance Inspection Services: to determine the lowest TOTAL
bidder for this portion of the service, the contractor will provide per unit prices for any system
description identified below. All system description per unit prices (one through seven) must be
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complete in order to be considered responsive for this preventative maintenance inspection
services award. The contractor agrees, if awarded a contract, to utilize these per unit prices for
the services described in the scope of work.
Enter the price per unit in Column B; then, multiply that price entered for each of the items by
the multiplier; enter the TOTAL price in the final column; and total the final column labeled
TOTAL by adding one (1) through seven (7) to determine the Contractor’s overall TOTAL.
System Description
A
Weighted
Multiplier
B
Price per
Unit
TOTAL
(Multiply Column A
by Column B and
Enter)
1. Under 2.5 Tons 15
2. 2.5 – under 5 Tons 41
3. 5 Tons 19
4. 6 – 10 Tons 12
5. 11 – 20 Tons 9
6. 21 – 100 Tons 2
7. Greater than 100 Tons 1
TOTAL (Add the one (1) through seven (7) to
determine the overall total (which is representative of
the equipment in Collier county.
$ _______________
Note: the weighted multiplier represents the equipment tonnage that the County currently has in place.
10. Cost for On-call Mechanical Services: The scenarios below are typical on-call service scopes of
work for the Facilities Department. To determine the lowest TOTAL bidder for this portion of the
service, the contractor will provide the cost (fully burdened with labor, materials, supplies and
equipment) for the typical scenario described below. All scenarios (one through five) must be
complete in order to be considered responsive for the On-call Mechanical Services award.
Enter the price for the service (fully burdened) in Column B; then, multiply that price entered
for each of the items by the multiplier; enter the TOTAL price in the final column; and total the
final column labeled TOTAL by adding one (1) through five (5) to determine the Contractor’s
overall TOTAL.
Typical Scenarios
A
Weighted
Multiplier
B
All costs fully
burdened with
labor, materials,
supplies and
equipment
TOTAL
(Multiply
Column A by
Column B and
Enter)
1. Typical Scope of Work Under
$1,000: The following issues have
been found for a unit and needs to
be addressed
Found Compressor wire cut by
condenser fan blade
The compressor was pulling
lock roto amps
Found C/U#1 Head Pressure is
high (295 P.S.I.G)
28
$ _________
$ _________
2. Typical Scope of Work Between
$1,000 and $3,000: Found bearing
18
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blower making a loud noise and
needs to be replaced
Pillow block size of 6 inches
$ _________
$ _________
3. Typical Scope of Work Between
$3,000 and $20,000 Remove two
compressors and drier, install new
compressors and drier. Pressure
test and place on vacuum until
system reaches 500 microns. Add
acid away to system and 35lbs R22
to system.
Trane 7.5 Ton Compressor
Trane Drier 164S ½”
27
$ _________
$ _________
4. Typical Scope of Work Between
$20,000 – 40,000: Replace existing
unit with a Trane 25 Ton, air cooled
condensing unit
Model #RAUJC25EB
17
$ _________
$ _________
5. Typical Scope of Work Between
$40,000 and $50,000: Furnish and
install, a AAON Packaged Roof Top
Unit
Install concrete pads
Remove existing equipment
10
$ _________
$ _________
TOTAL (Add the one (1) through five (5) to determine the overall total
(which is representative of the requested service in Collier County.
$ ___________
Note: the weighted multiplier represents the repair services that the County completes in a “typical
year.”
By signature below, the bidder certifies that they comply with all current statutes and local
ordinance relating to providing these parts, equipment and services identified in the
solicitation requirements.
Further, if awarded, the contractor agrees to maintain all licenses, certifications and
registrations, and will continue to comply with State and local laws.
________________________________________________________ ____________________
Contractor Signature Date
______________________________________________________________________________
Contractor Printed Name
______________________________________________________________________________
Name of Contractor
Note: If Contractor chooses to bid in writing, please submit an ORIGINAL and ONE COPY of
your bid response pages. The undersigned agrees that should this Bid be accepted, to execute a
the award, if required, and present the formal contract to the County Procurement Director for
approval within fifteen (15) days after being notified of an award.
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Packet Pg. 878 Attachment: 15-6432 On Call Mech Solicitation (2474 : JCI Invoices - Quantum Meruit)
ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services
IN WITNESS WHEREOF, WE have hereunto subscribed our names on this _______ day of
_______________, 20 in the County of ________________, in the State of ________.
Firm’s Complete Legal Name
__________________________________________________
Address
__________________________________________________
City, State, Zip
__________________________________________________
Florida Certificate of Authority
Document Number
Federal Tax Identification
Number
CCR # or CAGE Code
__________________________________________________
Telephone Number
__________________________________________________
FAX Number
__________________________________________________
Signature / Title
__________________________________________________
Type Name of Signature
__________________________________________________
Date
__________________________________________________
****************************************************************************************************
Additional Contact Information
Send Payments To: (REQUIRED ONLY if different from above)
Firm’s Complete Legal Name
__________________________________________________
Address
__________________________________________________
City, State, Zip
__________________________________________________
Contact Name
__________________________________________________
Telephone Number
__________________________________________________
FAX Number __________________________________________________
Email Address
__________________________________________________
16.E.1.b
Packet Pg. 879 Attachment: 15-6432 On Call Mech Solicitation (2474 : JCI Invoices - Quantum Meruit)
ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services
Attachment 4: Vendor Submittal – Local Vendor Preference Affidavit
Solicitation: 15-6432 Preventative Maintenance Inspection Services and On-Call Mechanical Contractor
Services (Check Appropriate Boxes Below)
State of Florida (Select County if Vendor is described as a Local Business
Collier County
Lee County
Vendor affirms that it is a local business as defined by the Purchasing Policy of the Collier County Board of
County Commissioners and the Regulations Thereto. As defined in Section XI of the Collier County Purchasing
Policy:
Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax
Collector for at least one year prior to bid or proposal submission to do business within Collier County, and
that identifies the business with a permanent physical business address located within the limits of Collier
County from which the vendor’s staff operates and performs business in an area zoned for the conduct of
such business. A Post Office Box or a facilit y that receives mail, or a non-permanent structure such as a
construction trailer, storage shed, or other non-permanent structure shall not be used for the purpose of
establishing said physical address. In addition to the foregoing, a vendor shall not be c onsidered a "local
business" unless it contributes to the economic development and well-being of Collier County in a verifiable
and measurable way. This may include, but not be limited to, the retention and expansion of employment
opportunities, support and increase to the County's tax base, and residency of employees and principals of
the business within Collier County. Vendors shall affirm in writing their compliance with the foregoing at the
time of submitting their bid or proposal to be eligible for consideration as a "local business" under this
section. A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to
the County will lose the privilege to claim Local Preference status for a period of up to one year under this
section.
Vendor must complete the following information:
Year Business Established in Collier County or Lee County: ________
Number of Employees (Including Owner(s) or Corporate Officers):_________
Number of Employees Living in Collier County or Lee (Including Owner(s) or Corporate Officers):_______
If requested by the County, vendor will be required to provide documentation substantiating the information
given in this affidavit. Failure to do so will result in vendor’s submission being deemed not applicable.
Vendor Name: _________________________________________
Date: ________________________
Address in Collier or Lee County: _________________________________________________________
Signature: ____________________________________________
Title: ________________________
STATE OF FLORIDA
COLLIER COUNTY LEE COUNTY
Sworn to and Subscribed Before Me, a Notary Public, for the above State and County, on this __________ Day
of ______________, 20_____.
_____________________________________________
Notary Public
My Commission Expires: ________________________
(AFFIX OFFICIAL SEAL)
16.E.1.b
Packet Pg. 880 Attachment: 15-6432 On Call Mech Solicitation (2474 : JCI Invoices - Quantum Meruit)
ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services
Attachment 5: Vendor Submittal – Immigration Affidavit
Solicitation: 15-6432 Preventative Maintenance Inspection Services and On-Call Mechanical Contractor
Services
This Affidavit is required and should be signed, notarized by an authorized principal of the firm and submitted with formal
Invitations to Bid (ITB’s) and Request for Proposals (RFP) submittals. Further, Vendors / Bidders are required to enroll
in the E-Verify program, and provide acceptable evidence of their enrollment, at the time of the submission of the
vendor’s/bidder’s proposal. Acceptable evidence consists of a copy of the properly completed E-Verify Company
Profile page or a copy of the fully executed E-Verify Memorandum of Understanding for the company. Failure to
include this Affidavit and acceptable evidence of enrollment in the E-Verify program, may deem the Vendor /
Bidder’s proposal as non-responsive.
Collier County will not intentionally award County contracts to any vendor who knowingly employs unauthorized alien
workers, constituting a violation of the employment provision contained in 8 U.S.C. Section 1324 a(e) Section 274A(e) of
the Immigration and Nationality Act (“INA”).
Collier County may consider the employment by any vendor of unauthorized aliens a violation of Section 274A (e) of the
INA. Such Violation by the recipient of the Employment Provisions contained in Section 274A (e) of the INA shall be
grounds for unilateral termination of the contract by Collier County.
Vendor attests that they are fully compliant with all applicable immigra tion laws (specifically to the 1986 Immigration Act
and subsequent Amendment(s)) and agrees to comply with the provisions of the Memorandum of Understanding with E-
Verify and to provide proof of enrollment in The Employment Eligibility Verification System (E-Verify), operated by the
Department of Homeland Security in partnership with the Social Security Administration at the time of submission of the
Vendor’s / Bidder’s proposal.
Company Name ____________________________________________________________________
Print Name
Title _______________________
Signature
Date _______________________
State of ___________________
County of _________________
The foregoing instrument was signed and acknowledged before me this ______day of ________________, 20___, by
_______________________________ who has produced _____________________________ as identification.
(Print or Type Name) (Type of Identification and Number)
_____________________________________
Notary Public Signature
_____________________________________
Printed Name of Notary Public
_____________________________________
Notary Commission Number/Expiration
The signee of this Affidavit guarantees, as evidenced by the sworn affidavit required herein, the truth and accuracy of
this affidavit to interrogatories hereinafter made.
16.E.1.b
Packet Pg. 881 Attachment: 15-6432 On Call Mech Solicitation (2474 : JCI Invoices - Quantum Meruit)
ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services
Attachment 6: Vendor Substitute W – 9
Request for Taxpayer Identification Number and Certification
In accordance with the Internal Revenue Service regulations, Collier County is required to collect the following
information for tax reporting purposes from individuals and companies who do business with the County (includin g
social security numbers if used by the individual or company for tax reporting purposes). Florida Statute
119.071(5) require that the county notify you in writing of the reason for collecting this information, which will be
used for no other purpose than herein stated. Please complete all information that applies to your business and
return with your quote or proposal.
1. General Information (provide all information)
Taxpayer Name ___________________________________________________________________________________
(as shown on income tax return)
Business Name ___________________________________________________________________________________
(if different from taxpayer name)
Address ____________________________________ City _______________________________________________
State ______________________________________ Zip ________________________________________________
Telephone __________________ FAX ______________________ Email __________________________________
Order Information
Address ___________________________________
Remit / Payment Information
Address ____________________________________________
City __________
State ________ Zip ___________
City _____________
State _________ Zip ______________
FAX ______________________________________
Email _____________________________________
FAX ______________________________________________
Email _____________________________________________
2. Company Status (check only one)
Individual / Sole Proprietor Corporation Partnership
Tax Exempt (Federal income tax-exempt entity
under Internal Revenue Service guidelines IRC
501 (c) 3)
Limited Liability Company
Enter the tax classification
(D = Disregarded Entity, C = Corporation, P = Partnership)
3. Taxpayer Identification Number (for tax reporting purposes only)
Federal Tax Identification Number (TIN) _______________________________________________________________
(Vendors who do not have a TIN, will be required to provide a social security number prior to an award of the contract.)
4. Sign and Date Form
Certification: Under penalties of perjury, I certify that the information shown on this form is correct to my knowledge.
Signature ____________________________________________________
Date _____________________________
Title ________________________________________________________
Phone Number _____________________
16.E.1.b
Packet Pg. 882 Attachment: 15-6432 On Call Mech Solicitation (2474 : JCI Invoices - Quantum Meruit)
ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services
Attachment 7: Vendor Submittal - Insurance and Bonding Requirements
Insurance / Bond Type Required Limits
1. Worker’s
Compensation
Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government
Statutory Limits and Requirements
2. Employer’s Liability
$1,000,000 single limit per occurrence
3. Commercial General
Liability (Occurrence Form)
patterned after the current
ISO form
Bodily Injury and Property Damage
$1,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury
Liability and Property Damage Liability. This shall include Premises and
Operations; Independent Contractors; Products and Completed Operations
and Contractual Liability.
4. Indemnification To the maximum extent permitted by Florida law, the
Contractor/Vendor/Consultant shall indemnify and hold harmless Collier
County, its officers and employees from any and all liabilities, damages,
losses and costs, including, but not limited to, reasonable attorneys’ fees and
paralegals’ fees, to the extent caused by the negligence, recklessness, or
intentionally wrongful conduct of the Contractor/Vendor/Consultant or anyone
employed or utilized by the Contractor/Vendor/Consultant in the performance
of this Agreement.
4. Automobile Liability $ 1,000,000 Each Occurrence; Bodily Injury & Property Damage,
Owned/Non-owned/Hired; Automobile Included
5. Other insurance as
noted:
Watercraft $ __________ Per Occurrence
United States Longshoreman's and Harborworker's Act coverage shall be
maintained where applicable to the completion of the work.
$ __________ Per Occurrence
Maritime Coverage (Jones Act) shall be maintained where applicable to
the completion of the work.
$ __________ Per Occurrence
Aircraft Liability coverage shall be carried in limits of not less than
$5,000,000 each occurrence if applicable to the completion of the Services
under this Agreement.
$ __________ Per Occurrence
Pollution $ __________ Per Occurrence
Professional Liability $__________ per claim and in
the aggregate
$1,000,000 per claim and in the aggregate
$2,000,000 per claim and in the aggregate
Project Professional Liability $__________ Per Occurrence
Valuable Papers Insurance $__________ Per Occurrence
16.E.1.b
Packet Pg. 883 Attachment: 15-6432 On Call Mech Solicitation (2474 : JCI Invoices - Quantum Meruit)
ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services
6. Bid bond
Shall be submitted with proposal response in the form of certified funds,
cashiers’ check or an irrevocable letter of credit, a cash bond posted with the
County Clerk, or proposal bond in a sum equal to 5% of the cost proposal. All
checks shall be made payable to the Collier County Board of County
Commissioners on a bank or trust company located in the State of Florida and
insured by the Federal Deposit Insurance Corporation.
7. Performance and
Payment Bonds
For jobs in excess of $200,000, bonds shall be submitted with the executed
Work Order by Proposers receiving award, and written for 100% of the Work
Order award amount, the cost borne by the Proposer receiving an award. The
Performance and Payment Bonds shall be underwritten by a surety authorized
to do business in the State of Florida and otherwise acceptable to Owner;
provided, however, the surety shall be rated as “A-“ or better as to general
policy holders rating and Class V or higher rating as to financial size category
and the amount required shall not exceed 5% of the reported policy holders’
surplus, all as reported in the most current Best Key Rating Guide, published
by A.M. Best Company, Inc. of 75 Fulton Street, New York, New York 10038.
8. Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is
required to meet. The same Vendor shall provide County with certificates of insurance meeting the
required insurance provisions.
9. Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for
Commercial General Liability where required.
10. The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board
of County Commissioners in Collier County, OR Collier County Government, OR Collier County. The
Certificates of Insurance must state the Contract Number, or Project Number, or specific Project
description, or must read: For any and all work performed on behalf of Collier County.
11. Thirty (30) Days Cancellation Notice required.
LJB 1/2/2015
Vendor’s Insurance Statement
We understand the insurance requirements of these specifications and that the evidence of insurability may
be required within five (5) days of the award of this solicitation.
Name of Firm
_______________________________________ Date ____________________________
Vendor Signature
_________________________________________________________________________
Print Name
_________________________________________________________________________
Insurance Agency
_________________________________________________________________________
Agent Name
_______________________________________ Telephone Number _________________
16.E.1.b
Packet Pg. 884 Attachment: 15-6432 On Call Mech Solicitation (2474 : JCI Invoices - Quantum Meruit)
ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services
Attachment 8: Bid Schedule
(See attached Excel Spreadsheet)
http://bid.colliergov.net/bid/
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Packet Pg. 885 Attachment: 15-6432 On Call Mech Solicitation (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 886 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 887 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 888 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 889 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 890 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 891 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 892 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 893 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 894 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 895 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 896 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 897 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 898 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 899 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 900 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 901 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
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Packet Pg. 902 Attachment: 15-6432 - JCI Contract Documents (2474 : JCI Invoices - Quantum Meruit)
Outstanding invoices due to Change Orders 1, 2, and 3
Invoice number Invoice Date Invoice Amount Note Amount outstanding due to
change orders
1-35297802126 6/21/2016 $59,281.80 PM May $21,190.00
1-38611920671 9/14/2016 $9,976.32 PM July $2,965.00
1-38749459748 9/15/2016 $20,930.42 PM August $675.00
1-41066552516 10/5/2016 $21,285.86 PM Sept $1,050.00
1-42506818192 11/18/2016 $36,138.62 PM Oct $22,713.40
1-43169356009 12/15/2016 $24,426.72 PM Nov $11,145.00
1-40783640769 9/27/2016 $1,285.00 hourly rates $345.00
1-40812955832 9/28/2016 $690.00 hourly rates $690.00
1-41052204369 10/4/2016 $287.50 hourly rates $287.50
$174,302.24 $61,060.90
16.E.1.d
Packet Pg. 903 Attachment: 15-6432 Invoice list 122016 (2474 : JCI Invoices - Quantum Meruit)