Agenda 02/10/2015 Item #16A 9 2/10/2015 16.A.9.
EXECUTIVE SUMMARY
Recommendation to award Invitation to Bid (ITB) #15-6370, Motorola Central
Control Irrigation Supplies and Services to Contemporary Controls &
Communications, Inc.
OBJECTIVE: To award ITB #15-6370, Motorola Central Control Irrigation Supplies and
Services to Contemporary Controls& Communications,Inc.
CONSIDERATIONS: In order to assist in managing the growth of the roadway landscape
program, in 2001 (10/23/2011 BCC Meeting Agenda Item 16.B.2), the Board of County
Commissioners approved a policy for a Countywide Automated Motorola Irrigation Central
Control System for the management of landscaping improvements in state/county road rights-of-
way. The system requires maintenance services and replacement parts that are utilized through
this bid.
On November 13, 2014, the Procurement Services Department solicited bids to provide
Motorola parts and services of Central Control Irrigation Supplies and Services through ITB
#15-6370 to approximately eight hundred (800) email addresses and twenty (20) addresses
downloaded the specification. On December 8, 2014, the County staff opened the bids
submitted. Contemporary Controls, Inc. submitted the only responsive bid.
Thereafter, Procurement staff members contacted certified Motorola irrigation supply
and repair companies. One (1) company was no longer in business and one (1)
o t h e r company indicated that i t was not interested in pursuing the County's
business at this time. In addition, Procurement staff researched procurement contracts
and solicitations in Palm Beach County, City of Palm Beach, Manatee County, City of
Lakeland, Broward County, City of Miami Beach, Miami-Dade County and Florida
Government bid could not find the existence of a comparable Motorola bid. Where
Motorola is used, the product is sole sourced. Staff recommends awarding this ITB # 15-
6370 to Contemporary Controls, Inc. as it was deemed the only responsive, qualified and
lowest bidder.
The original solicitation document intended to award a standard contract [per the Award Criteria
found on page 4 of the solicitation document]. However, staff has determined that issuing a
Purchase Order for the services in place of a contract will be adequate and requests the Board to
waive this minor irregularity (per Purchasing Ordinance Section l OE Waiver of Irregularities).
FISCAL IMPACT: Funding for irrigation supplies and services has been budgeted in various
Landscaping cost centers in accordance with availability and level of service requirements as
adopted by the BCC. Source of funds is Unincorporated General Fund. The FY14 annual
expenditure was approximately $63,000.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires
majority vote for Board approval.—SRT
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GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management
Plan related to this action.
RECOMMENDATION: Recommendation that the Board of County Commissioners award
Invitation to Bid #15-6370, Motorola Central Control Irrigation Supplies and Services to
Contemporary Controls & Communications, Inc., waive the requirement to award through a
standard contract and authorize that supplies and services to be procured through the issuance of
a county approved Purchase Order.
Prepared by: Pamela Lulich, Landscape Operations Manager, Road Maintenance Department,
GMD
Attachments: 1) ITB # 15-6370; and 2) Bid Tabulation
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.A.16.A.9.
Item Summary: Recommendation to award Invitation to Bid (ITB)#15-6370, Motorola
Central Control Irrigation Supplies and Services to Contemporary Controls & Communications,
Inc.
Meeting Date: 2/10/2015
Prepared By
Name: Salma Nader
Title:VALUE MISSING
1/14/2015 1:39:24 PM
Submitted by
Title: Manager-Landscape Operations,Landscape Operations
Name: LulichPamela
1/14/2015 1:39:25 PM
Approved By
Name: HerreraGloria
Title: Management/Budget Analyst,Transportation Administration
Date: 1/16/2015 11:15:09 AM
Name: LulichPamela
Title: Manager-Landscape Operations, Landscape Operations
Date: 1/20/2015 10:44:39 AM
Name: GossardTravis
Title: Superintendent-Roads &Bridges,Road Maintenance
Date: 1/20/2015 3:29:04 PM
Name: EvelynColon
Title:Purchasing-Procurement Specialist
Date: 1/21/2015 12:34:10 PM
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2/10/2015 16.A.9.
Name: MarkiewiczJoanne
Title: Director-Purchasing/General Services, Purchasing&General Services
Date: 1/22/2015 7:13:36 AM
Name: KearnsAllison
Title: Manager Financial &Operational Support,Transportation Administration
Date: 1/22/2015 4:39:44 PM
Name: LynchDiane
Title: Supervisor-Operations,Road Maintenance
Date: 1/22/2015 6:54:25 PM
Name: ShueGene
Title: Director-Operations Support, Transportation Administration
Date: 1/23/2015 9:22:53 AM
Name: HerreraSandra
Title: Manager-Procurement, Purchasing&General Services
Date: 1/23/2015 11:50:58 AM
Name: JohnsonScott
Title: Manager-Procurement, Purchasing&General Services
Date: 1/23/2015 3:00:13 PM
Name: VlietJohn
Title: Director-Road Maintenance, Road Maintenance
Date: 1/26/2015 12:57:52 PM
Name: TeachScott
Title: Deputy County Attorney, County Attorney
Date: 1/28/2015 3:50:36 PM
Name: MarcellaJeanne
Title: Executive Secretary, Transportation Planning
Date: 1/29/2015 3:47:43 PM
Name: IsacksonMark
Title: Director-Corp Financial and Mngmt Svs, Office of Management&Budget
Date: 1/30/2015 9:06:04 AM
Name: KlatzkowJeff
Title: County Attorney,
Date: 1/30/2015 10:27:13 AM
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Name: OchsLeo
Title: County Manager, County Managers Office
Date: 2/2/2015 11:56:42 AM
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Cofer County
Administrative Services Division
Procurement Services
Invitation to Bid
Date: November 13, 2014
From: Evelyn Colon, Procurement Strategist
(239) 252-2810 (Telephone)
(239) 252-2667 (FAX)
evelyncolon @colliergov.net (Email)
To: Prospective Vendors
Subject: Solicitation 15-6370 Motorola Central Control Irrigation Supplies & Services
As requested by the Growth Management Division, the Collier County Board of County
Commissioners Purchasing Department has issued this ITB for the sole intent and purpose of
obtaining fair and competitive bid responses on the above referenced ITB.
Please refer to the Public Notice included in this document for the time and date of the opening
date and any applicable pre-ITB conference.
Any and all questions regarding this ITB must be asked online on the Collier County Purchasing
Department Online Bidding System website: www.colliergov.net/bid. All answers to questions
will be posted on the noted website with electronic notification to all prospective bidders.
We look forward to your participation in Collier County's competitive procurement process.
cc: Pam Lulich, Project Manager
Note: All ITB responses submitted must include one (1) original labeled MASTER,
along with one (1) exact duplicate copies, including all required forms.
Prauxernwt Services De lmera•3327 Taman Tra9 East•Naples,fleet,34112 4901•www.eelliergovnesrpumhasing
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Invitation to Bid
Index
PUBLIC NOTICE 3
EXHIBIT I: SCOPE OF WORK, SPECIFICATIONS AND RESPONSE FORMAT 4
EXHIBIT II: GENERAL BID INSTRUCTIONS 6
EXHIBIT III: STANDARD PURCHASE ORDER TERMS AND CONDITIONS 12
EXHIBIT IV: ADDITIONAL ITB TERMS AND CONDITIONS 15
ATTACHMENT 1: VENDOR'S NON-RESPONSE STATEMENT 22
ATTACHMENT 2: VENDOR'S CHECK LIST 23
ATTACHMENT 3: VENDOR SUBMITTAL— BID RESPONSE FORM 24
ATTACHMENT 4: AFFIDAVIT FOR CLAIMING STATUS AS A LOCAL BUSINESS 26
ATTACHMENT 5: IMMIGRATION LAW AFFIDAVIT CERTIFICATION 27
ATTACHMENT 6: VENDOR SUBSTITUTE W—9 28
ATTACHMENT 7: INSURANCE AND BONDING REQUIREMENTS 29
EXHIBIT 1 —A: IRRIGATION SPECIFICATIONS 31
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Cotter County
Administrative Services Division
Procurement Services
PUBLIC NOTICE
Sealed bid responses for Solicitation 15-6370, Motorola Central Control Irrigation Supplies
& Services will be received electronically or manually only at the Collier County Government,
Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112 until 3:00PM Collier County
local time on December 8, 2014. ITB responses received after the stated time and date will not
be accepted.
Solicitation 15-6370, Motorola Central Control Irrigation Supplies & Services
Any and all questions regarding this ITB must be asked online on the Collier County Purchasing
Department Online Bidding System website: www.colliergov.net/bid. All answers to questions
will be posted on the noted website with electronic notification to all prospective bidders.
All ITB responses must be made on the official ITB response form included as part of this ITB
and only available for download from the Collier County Purchasing Department Online Bidding
System website noted herein. Solicitation documents obtained from sources other than
Collier County Purchasing may not be accurate or current.
Collier County encourages bidders 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
Publicly posted on the Collier County Purchasing Department website:
www.colliergov.net/purchasinq and in the lobby of the Purchasing Building on November 13,
2014.
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Exhibit I: Scope of Work, Specifications and Response Format
As requested by the Collier County Growth Management Division (hereinafter, the "Division"), 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 Ordinance.
Brief Description of Purchase
Collier County is seeking bids from qualified firms that are full service, Certified Motorola dealerships
in both sales and service of Central Control Irrigation Supplies and Services. It is the intent of the
County to award to one vendor. Historically, County departments have spent approximately $66,500
annually.
Detailed Scope of Work—See Exhibit 1-A— Scope of Services
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).
• 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 lowest, qualified and responsive vendor(s)
in accordance with the following methodology:
On Section 1 and 2 award will be made to the lowest most responsive bidder on a
primary/secondary basis.
• Collier County reserves the right to select one vendor.
• The contract will be in the form of a Collier County standard contract.
Term of Contract
The contract term, if an award(s) is/are made is intended to be for one (1) year with three (3) one
year renewal options.
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Surcharges will not be accepted in conjunction with this contract, and such charges should be
incorporated into the pricing structure.
Projected Timetable
Event Date
Issue Solicitation Notice November 13, 2014
Last Date for Receipt of Written Questions November 24, 2014 @ 3:00PM
Addendum Issued November 26, 2014 @ 3:00PM
Solicitation Deadline Date and Time December 8, 2014 @ 3:00PM
Anticipated Evaluation of Submittals January 2015
Anticipated Board of County Commissioner's Contract Approval January 2015
Vendor Required Documents
Scope of Work:
These specifications are intended to provide the information by which prospective bidders may
understand the requirements of Collier County relative to furnishing and servicing Motorola Central
Control Irrigation Supplies and Services.
Collier County is seeking bids from qualified firms that are full service, Certified Motorola dealerships
in both sales and service of Central Control Irrigation Supplies and Services. It is the intent of the
County to award to one vendor. The County reserves the right to award this contract through an
approach which best serves the interests of the County, i.e., to a single vendor or to multiple vendors,
primary, secondary, etc.).
1. Provide documentation that the company is a certified Motorola dealership.
2. Provide Resume and Qualifications: Provide resume of the individuals who have completed
formal Motorola training and certification program. Must demonstrate proficiency in
programming and configuration of these hardware and software products specific to Motorola.
Must display an interdisciplinary understanding of all Motorola supported communication
methods and their interaction with the Motorola system. This individual will be skilled in
Motorola ICC, STS, and Toolbox applications, as well as system maintenance,
troubleshooting, and programming of the Irrinet, Scorpio, XM, XL,XR, Irrinet - ACE, and Irrinet
M irrigation controller equipment. The MSE will effectively communicate system requirements
or issues, and provide knowledgeable solutions for system optimization.
3. Motorola Certification: Bidders must include with bid package a list of all qualified staff and
office location(s). Sub-contracting is limited to 49%.
4. Three (3) letters of references within the State of Florida are required at bid submittal. The
letters of reference must address maintenance and repair qualifications.
5. Attachments:
• Attachment 2: Vendor's Check List
• Attachment 3: Vendor Bid Response Form
• Attachment 4: Local Vendor Preference
• Attachment 5: Immigration Law Affidavit
• Attachment 6: Vendor Substitute W-9
• Attachment 7: Insurance and Bonding Requirement
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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-A, 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
All electronic bids shall be submitted online via the Collier County Purchasing Department Online
Bidding System website: www.colliergov.net/bid.
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.
All bids submitted manually must be an original and one exact duplicate copy and placed in a
sealed envelope, and plainly marked as follows:
• The due date and time of receipt of the bids by the County Procurement Director.
• The number of the bid and the bid title.
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 Collier County Board of County Commissioners has adopted a Local Preference policy to
enhance the opportunities of local businesses to receive awards of Collier County contracts.
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.
Under this solicitation, bidders desiring to receive local preference will be invited and required to
affirmatively state and provide documentation as set forth in the solicitation in support of their
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status as a local business. Any bidder who fails 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
contrary, 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 identify how the price order of the bids received will be evaluated and determined.
When a qualified and responsive, non-local business submits the lowest price bid, and the bid
submitted 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 verify if the lowest non-local bidder and the lowest local bidder
are in fact qualified 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 submit 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. 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.
14. Certificate of Authority to Conduct Business in the State of Florida (Florida Statute
607.1501)
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15. 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.orq/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. 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.
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 BidderNendor 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.
17. 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.
18. 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 Ordinance. 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 actual receipt of the goods by the COUNTY
This offer is subject to cancellation by the nonetheless remain with VENDOR.
COUNTY without notice if not accepted by b) No charges will be paid by the COUNTY for
VENDOR within fourteen (14) days of issuance. packing, crating or cartage unless otherwise
specifically stated in this Purchase Order.
2. Acceptance and Confirmation Unless otherwise provided in Purchase
This Purchase Order (including all documents Order, no invoices shall be issued nor
attached to or referenced therein) constitutes payments made prior to delivery. Unless
the entire agreement between the parties, unless freight and other charges are itemized, any
otherwise specifically noted by the COUNTY on discount will be taken on the full amount of
the face of this Purchase Order. Each delivery of invoice.
goods and/or services received by the COUNTY c) All shipments of goods scheduled on the
from VENDOR shall be deemed to be upon the same day via the same route must be
terms and conditions contained in this Purchase consolidated. Each shipping container must
Order. be consecutively numbered and marked to
show this Purchase Order number. The
No additional terms may be added and Purchase container and Purchase Order numbers must
Order may not be changed except by written be indicated on bill of lading. Packing slips
instrument executed by the COUNTY. VENDOR must show Purchase Order number and
is deemed to be on notice that the COUNTY must be included on each package of less
objects to any additional or different terms and than container load (LCL) shipments and/or
conditions contained in any acknowledgment, with each car load of equipment. The
invoice or other communication from VENDOR, COUNTY reserves the right to refuse or
notwithstanding the COUNTY'S acceptance or return any shipment or equipment at
payment for any delivery of goods and/or VENDOR'S expense that is not marked with
services, or any similar act by VENDOR. Purchase Order numbers. VENDOR agrees
to declare to the carrier the value of any
3. Inspection shipment made under this Purchase Order
All goods and/or services delivered hereunder and the full invoice value of such shipment.
shall be received subject to the COUNTY'S d) All invoices must contain the Purchase Order
inspection and approval and payment therefore number and any other specific information as
shall not constitute acceptance. All payments are identified on the Purchase Order. Discounts
subject to adjustment for shortage or rejection. of prompt payment will be computed from the
All defective or nonconforming goods will be date of receipt of goods or from date of
returned pursuant to VENDOR'S instruction at receipt of invoices, whichever is later.
VENDOR'S expense. Payment will be made upon receipt of a
proper invoice and in compliance with
To the extent that a purchase order requires a Chapter 218, Fla. Stats., otherwise known as
series of performances by VENDOR, the the "Local Government Prompt Payment
COUNTY prospectively reserves the right to Act," and, pursuant to the Board of County
cancel the entire remainder of the Purchase Commissioners Purchasing Policy.
Order if goods and/or services provided early in
the term of the Purchase Order are 5. Time Is Of the Essence
non-conforming or otherwise rejected by the Time for delivery of goods or performance of
COUNTY. services under this Purchase Order is of the
essence. Failure of VENDOR to meet delivery
4. Shipping and Invoices schedules or deliver within a reasonable time, as
a) All goods are FOB destination and must be interpreted by the COUNTY in its sole judgment,
suitably packed and prepared to secure the shall entitle the COUNTY to seek all remedies
lowest transportation rates and to comply available to it at law or in equity. VENDOR
with all carrier regulations. Risk of loss of agrees to reimburse the COUNTY for any
any goods sold hereunder shall transfer to expenses incurred in enforcing its rights.
the COUNTY at the time and place of VENDOR further agrees that undiscovered
delivery; provided that risk of loss prior to delivery of nonconforming goods and/or services
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is not a waiver of the COUNTY'S right to insist including but not limited to attorneys' fees, arising
upon further compliance with all specifications. from, caused by or related to the injury or death
of any person (including but not limited to
6. Changes employees and agents of VENDOR in the
The COUNTY may at any time and by written performance of their duties or otherwise), or
notice make changes to drawings and damage to property (including property of the
specifications, shipping instructions, quantities COUNTY or other persons), which arise out of or
and delivery schedules within the general scope are incident to the goods and/or services to be
of this Purchase Order. Should any such change provided hereunder.
increase or decrease the cost of, or the time
required for performance of the Purchase Order, 11. Warranty of Non-Infringement
an equitable adjustment in the price and/or VENDOR represents and warrants that all goods
delivery schedule will be negotiated by the sold or services performed under this Purchase
COUNTY and VENDOR. Notwithstanding the Order are: a) in compliance with applicable laws;
foregoing, VENDOR has an affirmative obligation b) do not infringe any patent, trademark,
to give notice if the changes will decrease costs. copyright or trade secret; and c) do not constitute
Any claims for adjustment by VENDOR must be unfair competition.
made within thirty (30) days from the date the
change is ordered or within such additional VENDOR shall indemnify and hold harmless the
period of time as may be agreed upon by the COUNTY from and against any and all claims,
parties. including claims of negligence, costs and
expense, including but not limited to attorneys'
7. Warranties fees, which arise from any claim, suit or
VENDOR expressly warrants that the goods proceeding alleging that the COUNTY'S use of
and/or services covered by this Purchase Order the goods and/or services provided under this
will conform to the specifications, drawings, Purchase Order are inconsistent with VENDOR'S
samples or other descriptions furnished or representations and warranties in section 11 (a).
specified by the COUNTY, and will be of
satisfactory material and quality production, free If any claim which arises from VENDOR'S breach
from defects and sufficient for the purpose of section 11 (a) has occurred, or is likely to
intended. Goods shall be delivered free from any occur, VENDOR may, at the COUNTY'S option,
security interest or other lien, encumbrance or procure for the COUNTY the right to continue
claim of any third party. These warranties shall using the goods or services, or replace or modify
survive inspection, acceptance, passage of title the goods or services so that they become
and payment by the COUNTY. non-infringing, (without any material degradation
in performance, quality, functionality or additional
8. Statutory Conformity cost to the COUNTY).
Goods and services provided pursuant to this
Purchase Order, and their production and 12. Insurance Requirements
transportation shall conform to all applicable The VENDOR, at its sole expense, shall provide
laws, including but not limited to the Occupational commercial insurance of such type and with such
Health and Safety Act, the Federal terms and limits as may be reasonably
Transportation Act and the Fair Labor Standards associated with the Purchase Order. Providing
Act, as well as any law or regulation noted on the and maintaining adequate insurance coverage is
face of the Purchase Order. a material obligation of the VENDOR. All
insurance policies shall be executed through
9. Advertising insurers authorized or eligible to write policies in
No VENDOR providing goods and services to the the State of Florida.
COUNTY shall advertise the fact that it has
contracted with the COUNTY for goods and/or 13. Compliance with Laws
services, or appropriate or make use of the In fulfilling the terms of this Purchase Order,
COUNTY'S name or other identifying marks or VENDOR agrees that it will comply with all
property without the prior written consent of the federal, state, and local laws, rules, codes, and
COUNTY'S Purchasing Department. ordinances that are applicable to the conduct of
its business. By way of non-exhaustive example,
this shall include the American with Disabilities
10. Indemnification Act and all prohibitions against discrimination on
VENDOR shall indemnify and hold harmless the the basis of race, religion, sex creed, national
COUNTY from any and all claims, including origin, handicap, marital status, or veterans'
claims of negligence, costs and expenses, status. Further, VENDOR acknowledges and
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without exception or stipulation shall be fully notice to the VENDOR. This Purchase Order
responsible for complying with the provisions of may be terminated immediately by the COUNTY
the Immigration Reform and Control Act of 1986 for breach by VENDOR of the terms and
as located at 8 U.S.C. 1324, et seq. and conditions of this Purchase Order, provided that
regulations relating thereto, as either may be COUNTY has provided VENDOR with notice of
amended. Failure by the awarded firm(s) to such breach and VENDOR has failed to cure
comply with the laws referenced herein shall within 10 days of receipt of such notice.
constitute a breach of the award agreement and
the County shall have the discretion to 19. General
unilaterally terminate said agreement a) This Purchase Order shall be governed by
immediately. Any breach of this provision may the laws of the State of Florida. The venue
be regarded by the COUNTY as a material and for any action brought to specifically enforce
substantial breach of the contract arising from any of the terms and conditions of this
this Purchase Order. Purchase Order shall be the Twentieth
Judicial Circuit in and for Collier County,
14. Force Majeure Florida
Neither the COUNTY nor VENDOR shall be b) Failure of the COUNTY to act immediately in
responsible for any delay or failure in response to a breach of this Purchase Order
performance resulting from any cause beyond by VENDOR shall not constitute a waiver of
their control, including, but without limitation to breach. Waiver of the COUNTY by any
war, strikes, civil disturbances and acts of nature. default by VENDOR hereunder shall not be
When VENDOR has knowledge of any actual or deemed a waiver of any subsequent default
potential force majeure or other conditions which by VENDOR.
will delay or threatens to delay timely c) All notices under this Purchase Order shall
performance of this Purchase Order, VENDOR be sent to the respective addresses on the
shall immediately give notice thereof, including all face page by certified mail, return receipt
relevant information with respects to what steps requested, by overnight courier service, or by
VENDOR is taking to complete delivery of the personal delivery and will be deemed
goods and/or services to the COUNTY. effective upon receipt. Postage, delivery and
other charges shall be paid by the sender. A
15. Assignment party may change its address for notice by
VENDOR may not assign this Purchase Order, written notice complying with the
nor any money due or to become due without the requirements of this section.
prior written consent of the COUNTY. Any d) The Vendor agrees to reimbursement of any
assignment made without such consent shall be travel expenses that may be associated with
deemed void. this Purchase Order in accordance with
Florida Statute Chapter 112.061, Per Diem
16. Taxes and Travel Expenses for Public Officers,
Goods and services procured subject to this employees and authorized persons.
Purchase Order are exempt from Florida sales e) In the event of any conflict between or
and use tax on real property, transient rental among the terms of any Contract Documents
property rented, tangible personal purchased or related to this Purchase Order, the terms of
rented, or services purchased (Florida Statutes, the Contract Documents shall take
Chapter 212), and from federal excise tax. precedence over the terms of the Purchase
Order. To the extent any terms and /or
17. Annual Appropriations conditions of this Purchase Order duplicate
The COUNTY'S performance and obligation to or overlap the Terms and Conditions of the
pay under this Purchase Order shall be Contract Documents, the provisions of the
contingent upon an annual appropriation of Terms and/or Conditions that are most
funds. favorable to the County and/or provide the
greatest protection to the County shall
18. Termination govern.
This Purchase Order may be terminated at any
time by the COUNTY upon 30 days prior written
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Exhibit IV: Additional ITB Terms and Conditions
1. Additional Items and/or Services
Additional items and /or services may be added to the resultant contract, or purchase order, in
compliance with the Purchasing Ordinance.
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.
4. Use of Subcontractors
Bidders on any service related project, including construction, must be qualified and directly responsible
for 49% 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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.
10. 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 with 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.
11. 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 Vendor or their Sub
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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.
12. 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 Ill, 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.
13. 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(a�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
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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 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.
14. Survivability
Purchase Orders: The Consultant/Contractor/Vendor agrees that any Purchase Order that extends
beyond the expiration date of the original Solicitation 15-6370, Motorola Central Control Irrigation
Supplies & Services will survive and remain subject to the terms and conditions of that Agreement until
the completion or termination of this Purchase Order.
15. 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 Attachment 3 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 identify "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.
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Collier County Board of County Commissioners shall be named as the Certificate Holder. The
"Certificate Holder" should read as follows:
Collier County
Board of County Commissioners
Naples, Florida
The amounts and types of insurance coverage shall conform to the minimum requirements set forth in
Attachment 3, 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.
16. 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
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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/purchasinq. On the left hand 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.
17. 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.
18. 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.
19. 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.
20. 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.
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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
• Pricing and availability of goods and/or materials provided under Vendor's agreements with material
suppliers
21. 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.
22. 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 bid 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.
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Gorier County
Administrative Services Division
Procurement Services
Attachment 1: 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 Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 3411.
We are not responding to this ITB for the following reason(s):
Solicitation # and Title: 15-6370, Motorola Central Control Irrigation Supplies & 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
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Co ier County
Administrative Services Division
Procurement Services
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 licenses, 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 certification and the 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
11. The mailing envelope must be sealed and marked with:
• Solicitation: 15-6370, Motorola Central Control Irrigation Supplies & Services
• Opening Date: December 8, 2014 @ 3:00PM
12. 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.)
13. 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
#15-6370
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Co -ie-r County
Administrative Services Division
Procurement Services
Attachment 3: Vendor Submittal — Bid Response Form
FROM:
Board of County Commissioners
Collier County Government Center
Naples, Florida 34112
RE: Solicitation 15-6370, Motorola Central Control Irrigation Supplies & 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 unit prices:
* ** SEE FOLLOWING PAGES *
Any discounts or terms must be shown on the Bid Response Form. Such discounts, if any, will be
considered and computed in the tabulation of the bids. in no instance should terms for less than fifteen (15)
days payment be offered.
Prompt Payment Terms: % Days; Net_ Days
® Bid Response Form is electronic or manual. Please input your prices online.
❑ Bid Response is as follows:
Note: If you choose to bid manually, please submit an ORIGINAL and ONE COPY of your bid
response pages. The undersigned do agree that should this Bid be accepted, to execute a formal contract,
if required, and present the formal contract to the County Procurement Director for approval within fifteen
(15) days after being notified of an award.
#15-6370 24
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2/10/2015 16.A.9.
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
#15-6370 25
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Co jer County
Administrative Services Division
Procurement Services
Attachment 4: Affidavit for Claiming Status as a Local Business
Solicitation: 15-6370, Motorola Central Control Irrigation Supplies &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 Ordinance of the Collier County Board of County
Commissioners and the Regulations Thereto. As defined in 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
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:
Collier or Lee County Address:
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)
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Coder County
Administrative Services Division
Procurement Services
Attachment 5: Immigration Law Affidavit Certification
Solicitation #and Title:15-6370, Motorola Central Control Irrigation Supplies &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 immigration 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.
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Collier County
Administrative Services Division—
Procurement 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 (including
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 Remit/Payment Information
Address Address
City State Zip City State Zip
FAX FAX
Email Email
2. Company Status (check only one)
_Individual/Sole Proprietor _Corporation _Partnership
Tax Exempt(Federal income tax-exempt entity Limited Liability Company
under Internal Revenue Service guidelines IRC
501 (c)3) 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
#15-6370 28
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Co ier County
Administrative Services Division
Procurement Services
Attachment 7: Insurance and Bonding Requirements
Insurance/Bond Type Required Limits
1. ® Worker's Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government
Compensation Statutory Limits and Requirements
2. ® Employer's Liability $500,000 single limit per occurrence
3. ® Commercial General Bodily Injury and Property Damage
Liability(Occurrence Form)
patterned after the current $1,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury
ISO form 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
ContractorNendor/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 ContractorNendor/Consultant or anyone
employed or utilized by the ContractorNendor/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 ❑Watercraft $ Per Occurrence
noted:
❑ 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
• $2,000,000 each claim and in the aggregate
❑ Project Professional Liability $ Per Occurrence
#15-6370 29
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2/10/2015 16.A.9.
❑ Valuable Papers Insurance $ Per Occurrence
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 For projects in excess of$200,000, bonds shall be submitted with the
Payment Bonds executed contract by Proposers receiving award, and written for 100% of the
Contract 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.
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
#15-6370 30
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Exhibit 1 —A: Irrigation Specifications
Collier County is seeking bids from qualified firms that are full service, Certified Motorola dealerships in
both sales and service of Central Control Irrigation Supplies and Services. It is the intent of the County
to award to one vendor. The County reserves the right to award this contract through an approach which
best serves the interests of the County, i.e., to a single vendor or to multiple vendors, primary,
secondary, etc.). The Scope of Services includes, but is not limited to, the following.
Packages/Parts/Services:
1. Full service Certified Motorola dealer(sales and services).
2. Qualified to perform full installation of Motorola products, components and wiring.
3. Qualified to troubleshoot controller to identify grounding, electrical, communication issues on-site.
4. Repair of controllers requires a three (3) day turnaround.
5. Qualified to program and repair Motorola radios; including antenna work.
6. Supply and install rental controllers where needed.
7. Possess working knowledge and qualified to support auxiliary equipment (for example: Hoover
pumps, filters, bermad master meter and 2-wire decoder systems).
8. Possess knowledge of central control computer program. Able to program computer and monitor
Motorola program.
9. All prices must include shipping and handling charges.
10. Bidders must include with bid package a list of all qualified staff and office location. Awarded
vendor must be able to provide all services within a timely manner. Three (3) letters of
references within the State of Florida are required at bid submittal. The letters of reference must
address maintenance and repair qualifications as requested in items 1 through 8.
11. Note: If Pricing for Item Equivalents are submitted, specifications for equivalents are to be
submitted at the time of bid.
12. Pricing shall be inclusive of all costs. Payment shall be full compensation for all services, labor,
tools, equipment, travel and any other items required for project completion and/or completion of
services.
13. Packaging receipts, field reports, and inspection reports are required at time of invoicing.
14. Substitution of equivalent priced items is allowed for Packages/Parts/Services.
Service Level Agreement:
Vendor will provide services to maintain the current Collier County Motorola Irrigation Control Center
software and operation in optimum operating condition. ICC software may be maintained on Collier
County IT computer server and network. The vendor will need to keep ICC up to date and configured
properly to Collier County Irrigation requirements while conforming to Collier IT process and procedure
requires.—Remote (VPN or web session appointments per IT CMA's) or onsite support of ICC system
providing change management to potential equipment\software\configuration for
#15-6370 31
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changes\additions\deletions, Collier Irrigation equipment inspections of hardware\equipment\software or
inventory of county equipment as determined by Collier County Landscaping Department. Timely and
current Motorola ICC updates to address new patches, field controller installations, etc. Provide Collier
County Road Maintenance Department technical guidance in planning and implementing irrigation
solutions. Provide change management methodology to record changes of
equipment\hardware\software\configuration providing ongoing change management reports for historical
and future planning.
Provide Resume and Qualifications of Engineer:
The Motorola Systems Engineer (MSE) is an individual who has completed formal Motorola training and
certification program. An MSE will demonstrate proficiency in programming and configuration of these
hardware and software products specific to Motorola. They will also display an interdisciplinary
understanding of all Motorola supported communication methods and their interaction with the Motorola
system. This individual will be skilled in Motorola ICC, STS, and Toolbox applications, as well as system
maintenance, troubleshooting, and programming of the Irrinet, Scorpio, XM, XL,XR, Irrinet - ACE, and
Irrinet M irrigation controller equipment. The MSE will effectively communicate system requirements or
issues, and provide knowledgeable solutions for system optimization.
Motorola Certification:
Bidders must include with bid package a list of all qualified staff and office location(s). Sub-contracting
is limited to 49%.
Three (3) letters of references within the State of Florida are required at bid submittal. The letters of
reference must address maintenance and repair qualifications as requested on page 5.
Pricing
Pricing shall be inclusive of all costs including freight (FOB: Collier County Growth Management Division,
Road Maintenance Department, 2885 South Horseshoe Drive, Naples, FL 34104. Payment shall be full
compensation for all services, labor, tools, equipment, travel and any other items required for project
completion and/or completion of services.
Reporting
At any point, at a maximum six (6) times a year, the County may request detailed inventory reports. This
service is included in your pricing.
#15-6370 32
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