Agenda 03/25/2014 Item #16D9 3/25/2014 16.D.9.
EXECUTIVE SUMMARY
Recommendation to award Invitation to Bid No. 14-6199, Older Americans Act Title IIIE
Facility Respite and Adult Daycare,to Arden Courts-Lely Palms of Naples Florida, LLC.
OBJECTIVE: To provide Facility Respite and Adult Daycare services to Collier County
Services for Seniors' clients.
CONSIDERATIONS: Collier County Services for Seniors has provided support services to
Collier County's qualified senior citizens for over thirty-three years through Older Americans
Act (OAA) programs. Services for Seniors is a comprehensive program offered to qualified
seniors in need of services to prevent, decrease, or delay expensive placement in nursing homes
or other institutions. The goal of the program is to assist the elderly in living as independently as
possible in their own home, or in the homes of caregivers. OAA Title IIIE Facility Respite and
Adult Daycare services are the provision of short-term, temporary relief to those caring for
family members who might otherwise require costly permanent placement in a facility outside
the home.
As a Lead Agency, Services for Seniors is required to enter into a contractual agreement with
area service providers to administer the OAA IIIE Facility Respite and Adult Daycare services,
which have an estimated annual expenditure of$50,000. A unit rate reimbursement is provided
through Grant Agreement OAA 203.14 between Collier County and the Area Agency on Aging
for Southwest Florida, Inc, d/b/a Senior Choices of Southwest Florida (Senior Choices). The
contract period of the OAA programs is January 1, 2014 through December 31, 2014. The grant
award was approved by the Board on February 11, 2014(Agenda item 16D5).
As a requirement of the grant, services must be competitively procured and contracted by the
Lead Agency. Housing, Human, and Veteran Services and the Purchasing Department developed
an Invitation to Bid with applicable federal and state grant requirement language. The County's
Local Vendor Preference language was omitted, as this practice is prohibited by grant
regulations. Notices were sent to 207 firms, and a legal ad published in Naples Daily News on
December 13, 2013. Nineteen solicitation packages were downloaded and one bid response was
received by the established deadline of January 15, 2014. Arden Courts was the only vendor to
respond, and their response was partially incomplete. Staff contacted them and all required forms
are now included and meet all requirements of the Invitation to Bid and is recommended for
award. Staff recommends that the Board find this a minor irregularity as no changes were made
to bid pricing.
FISCAL IMPACT: No new fiscal impact is associated with this action. The vendor will be
reimbursed at a unit rate established in the contract, estimated at $50,000; Collier County
Services for Seniors will in turn be reimbursed in accordance with the Grant Agreement OAA
203.14. Funds are made available by the Area Agency on Aging for Southwest Florida, and are
budgeted in Human Services Grant Fund 707, OAA 3E Project Number 33307.
GROWTH MANAGEMENT IMPACT: There is no growth management impact from this
recommendation.
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3/25/2014 16.D.9.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and
requires a majority vote for Board approval.-ERP
RECOMMENDATION: That the Board of County Commissioners awards Invitation to Bid
No. 14-6199, Older Americans Act Title IIIE Facility Respite and Adult Daycare, to Arden
Courts-Lely Palms of Naples Florida, LLC and authorizes the Chairman to execute a County
attorney-approved contract.
Prepared By: Lisa N. Carr, Grants Coordinator, Housing, Human and Veteran Services
Attachments:
1) OAA IIIE Arden Courts Contract(Due to the size of the contract, a web link has be provided for
viewing at
http://www.col liergov.net/ftp/AgendaMar25 l 4/PubServices/l 6D 1 41 1295 ArdenCourtsCo
ntract.pdf. A hard copy is also available at the County Manager's Office.)
2) Bid Tabulation
3) Invitation to Bid
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3/25/2014 16.D.9.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.9
Item Summary: Recommendation to award Invitation to Bid No. 14-6199,Older Americans Act
Title IIIE Facility Respite and Adult Daycare,to Arden Courts-Lely Palms of Naples Florida,LLC.
Meeting Date: 3/25/2014
Prepared By
Name: LisaCarr
Title: Grants Coordinator,Housing,Human&Veteran Services
Approved By
Name: DeSearJacquelyn
Title: Accountant, Housing,Human&Veteran Services
Date: 3/10/2014 2:43:09 PM
Name: WardKelsey
Title: Manager-Procurement, Purchasing&General Services
Date: 3/10/2014 3:20:45 PM
Name: MarkiewiczJoanne
Title: Director-Purchasing/General Services,Purchasing&General Services
Date: 3/10/2014 3:30:27 PM
Name: SonntagKristi
Title: Manager-Federal/State Grants Operation,Housing, Human& Veteran Services
Date: 3/10/2014 4:39:20 PM
Name: KaseeskaMillie
Title: Procurement Specialist, Purchasing&General Services
Date: 3/11/2014 9:44:12 AM
Name: Bendisa Marku
Title: Supervisor-Accounting,Housing, Human&Veteran Services
Date: 3/11/2014 10:11:40 AM
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3/25/2014 16.D.9.
Name: JohnsonScott
Title: Procurement Specialist,Purchasing&General Services
Date: 3/11/2014 8:28:19 PM
Name: TownsendAmanda
Title: Director-Operations Support, Public Services Division
Date: 3/12/2014 7:07:20 AM
Name:AlonsoHailey
Title: Operations Analyst,Public Services Division
Date: 3/12/2014 1:33:58 PM
Name: GrantKimberley
Title: Director-Housing, Human and Veteran S, Housing, Human&Veteran Services
Date: 3/13/2014 10:01:55 AM
Name: CarnellSteve
Title: Administrator-Public Services,Public Services Division
Date: 3/13/2014 1:18:48 PM:
Name: PepinEmily
Title: Assistant County Attorney, CAO Litigation
Date: 3/13/2014 3:13:53 PM:
Name: RobinsonErica
Title: Accountant, Senior, Grants Management Office
Date 3/14/2014 9:02:28 AM :
Name: FinnEd
Title: Management/Budget Analyst, Senior, Transportation Engineering&Construction Management
Date: 3/17/2014 10:06:02 AM
Name: StanleyTherese
Title: Management/Budget Analyst, Senior, Grants Management Office
Date: 3/17/2014 10:48:13 AM
Name: CarrLisa
Title: Grants Coordinator,Housing, Human&Veteran Services
Date: 3/17/2014 11:23:42 AM
Name: KlatzkowJeff
Title: County Attorney,
Date: 3/17/2014 11:57:12 AM
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3/25/2014 16.D.9.
Name: ochs_l
Title: County Manager, County Managers Office
Date: 3/17/2014 3:45:51
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3/25/2014 16.D.9.
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3/25/2014 16.D.9.
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Administrative Services Division
Purchasing
GRANT FUNDED
INVITATION TO BID
Date: December 13, 2013
From: Millie Kaseeska, Procurement Strategist
(239) 252-8935,
Telephone Number
(239) 252-6756, FAX
MillieKaseeska @colliergov.net, Email Address
To: Prospective Vendors
Subject: Solicitation: 14-6199 Older Americans Act (OAA) Title IIIE
Facility Respite and Adult Daycare Services
As requested by Collier County Housing, Human and Veterans Services
Department, the Collier County Board of County Commissioners Purchasing
Department has issued this 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: Ashley Royer
Note: All ITB responses submitted manually must be submitted as
one (1 ) original labeled MASTER and one (1 ) exact duplicate copy,
including any required forms. All ITB responses submitted
electronically must be submitted at: www.colliergov.net/bid.
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3/25/2014 16.D.9.
Invitation to Bid
Index
LEGAL NOTICE 3
EXHIBIT I: SCOPE OF WORK,SPECIFICATIONS AND RESPONSE FORMAT 4
EXHIBIT LA:GRANTING AGENCY REQUIREMENTS 15
EXHIBIT 1B 17
EXHIBIT III:STANDARD PURCHASE ORDER TERMS AND CONDITIONS 23
EXHIBIT IV:ADDITIONAL ITB TERMS AND CONDITIONS 26
ATTACHMENT 1:VENDOR'S NON-RESPONSE STATEMENT 35
ATTACHMENT 2:VENDOR'S CHECK LIST 36
ATTACHMENT 3:VENDOR RESPONSE FORM 37
ATTACHMENT 4:IMMIGRATION LAW AFFIDAVIT CERTIFICATION 39
ATTACHMENT 5:VENDOR SUBSTITUTE W-9 40
ATTACHMENT 6:INSURANCE AND BONDING REQUIREMENTS 41
ATTACHMENT 7: STATE FORM 7033 43
ATTACHMENT 8:SERVICE PROVIDER SUMMARY INFORMATION PAGE 46
ATTACHMENT 9:MATCH COMMITMENT 48
ATTACHMENT 10:CERTIFICATION OF 60 DAYS OPERATING FUNDS 49
ATTACHMENT 11:HIPAA COMPLIANCE ASSURANCE 50
ATTACHMENT 12:STATEMENT OF NO INVOLVEMENT AND CONTRACT TERMS AND CONDITIONS 51
ATTACHMENT 13:STATEMENT OF COMPLIANCE WITH SERVICE STANDARDS AND REQUIREMENTS AND
ACKNOWLEDGEMENT OF COMPLIANCE WITH ALL GRANT REQUIREMENTS 52
ATTACHMENT 14:DEBARMENT AND SUSPENSION 53
ATTACHMENT 15:CONFLICT OF INTEREST AFFIDAVIT 54
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3/25/2014 16.D.9.
Legal Notice
Sealed bid responses for Solicitation 14-6199 Older Americans Act (OAA) Title IIIE Facility
Respite and Adult Daycare Services, will be received electronically at www.colliergov.net/bid
or manually at the Collier County Government, Purchasing Department, 3327 Tamiami Trail E,
Naples, FL 34112 until 2:30 p.m. Collier County local time on 01/15/2014. ITB responses
received after the stated time and date will not be accepted.
Solicitation 14-6199
Older American Act(OAA) Title IIIE Facility Respite and Adult Daycare Services
A non-mandatory pre-bid conference will be held on 01/3/2014, commencing promptly at
11:00 AM and held at 3327 Tamiami Trail East, Naples Florida.
All questions regarding this ITB must be submitted online on the Collier County Purchasing
Department Online Bidding System website: www.collierciov.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 forms 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 Online Bidding System 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
Joanne Markiewicz
Interim Purchasing/General Services Director
Publicly posted on the Collier County Purchasing Department website:
www.colliergov.net/purchasinq and in the lobby of the Purchasing Building on 12/13/13.
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Exhibit I: Scope of Work, Specifications and Response Format
As requested by the Collier County Housing, Human and Veterans Services 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 purpose of this Invitation to Bid is to secure vendors for the provision of 24 hour Facility Respite
and Adult Day Care community-based services to be delivered under Older Americans Act Title IIIE
(OAA)to persons sixty years and older within the geographic area of Collier County. Historically,
County departments have spent approximately$84,500. This document contains essential information
about the organization including items considered part of"essential criteria." The contract period for
OAA funding is January 1, 2014 through December 31, 2019. The maximum possible duration for any
contractor under this ITB for OAA funding will be six (6) years. As outlined in the regulations pertaining
to this funding source, Florida Statute 430.024 requires each vendor must contribute an in-kind match
of no less than 10%for the OAA program.
Background
The OAA program is a federal program initiative that provides assistance to older persons and
caregivers and is the only federal supportive services program directed solely towards improving the
lives of older people. The program provides a framework for a partnership among the different
levels of government and the public and private sectors with a common objective, improving the quality
of life for all older individuals by helping them to remain independent and productive. The primary
purpose of the OAA program is to foster and development and implementation of comprehensive and
coordinated systems to serve older individuals. The OAA program uses these systems to assist older
individuals to attain and maintain maximum independence and dignity in a home environment and
allows for the capability of self-care with appropriate supportive services. Collier County Housing,
Human and Veteran Services, "Services for Seniors.Program is the Lead Agency for Collier County
and has been providing case management services to Collier County's seniors for over 33 years.
The relevant authority governing this program and reference memoranda are detailed within the Lead
agency's contract and may be provided upon request.
Collier County is the largest county in the State of Florida, comprised of over 2,305 square miles.
Southwest Florida elders are the fastest growing population in the state. This area is home to more than
528,300 persons over the age of sixty years.
Detailed Scope of Work
The purpose of this solicitation is to secure vendors for the provision of community-based services to be
delivered to persons sixty years and older under the OAA program, within the geographic area of Collier
County. Unless otherwise stated, For Adult Day Care minimum hours of availability 7:00 am to 5:00 pm
Monday through Saturday, except for federal and state holidays. Facility Respite services must be
available 24 hours/day, 365 days/year if needed.
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Definitions, standards, and requirements of these services are included in the 2012 Deb,3/25/2014 16.D.9.–.—
Affairs' Home and Community Based Services (DOEA) Handbook. Those interested in providing the
services detailed below must adhere to all requirements in this ITB, in addition to maintaining adherence
with the guidelines set for by the then current DOEA Handbook. Lack of knowledge of all requirements of
a service listed in the bid shall not relieve the provider of liability and obligations under the agreement.
Collier County shall serve as the Lead Agency for service authorization and coordination. In an effort to
comply with the requirements of the OAA Program, clients entering the service system will be assessed
and prioritized by the Lead Agency. Upon determination of the service level to be provided, the Lead
Agency will offer the client a listing of service vendors for specific service(s) outlined in their care plan.
The client will be encouraged to pick a service provider of their choice, and have the option of
interviewing potential service providers. Should the client not have a preference, the Lead Agency will
select a service provider from the centralized provider list, using a rotation basis (rotating to the next
vendor on the list). In this manner, all service providers will be equally treated unless, the client has a
preference. The Lead Agency shall not endorse one service provider over another.
Upon determination of the service, the service levels, and the selected vendor, the Lead Agency will
contact the vendor agency, and authorize the service, number of hours, and frequency. In keeping with
the state policy of client choice of services, Collier County does not guarantee a minimum or maximum
number of clients that will be referred, or a minimum or maximum number of service hours that will be
requested during the contract period.
Should a client later indicate dissatisfaction with the chosen service provider, they will again be offered
their choice of the remaining service providers for that service.
The Lead Agency shall send the agreed-upon Service Authorization to the chosen provider. These
"service authorizations" or"service orders" must contain necessary client information, such as street
address, telephone number, and services or items needed, as well as the name and telephone number
of the Lead Agency case manager authorizing the service. In order to meet client needs, some services
may be required outside of normal office hours(8:00 AM to 5:00 PM, Monday- Friday).
The Lead Agency reserves the right to request adding additional service providers throughout the
resultant agreement period. The County may do so through a competitive and publicly announced
selection process, which shall be coordinated through the County's Purchasing Department. Services
shall be provided in the manner described in the then current DOEA manual, and outlined herein.
Services covered by this agreement include:
1. Adult Day Care: A program of therapeutic social and health activities and services provided to
adults who have functional impairments, in a protective environment that provides as non-
institutional an environment as possible.
2. Facility Respite: (funded by OAA) 24 hour care in State of Florida Licensed Nursing Facility.
The successful service provider shall provide all pre-required documents identified in this solicitation
prior to the due date of this solicitation, and shall:
Provide services ordered only by the Lead Agency; Service Providers are not permitted to provide
services outside of that which is ordered by the Lead Agency. Service Providers will only be reimbursed
for the services and hours authorized by the Lead Agency. The Service Provider shall solely be
responsible for the conduct of their employees, and the services provided to the client.
Respond to requests by the Lead Agency to provide services to clients. The service network
co v e r s the entirety of Collier County; should the service provider fail to staff three consecutive requests
to
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clients, the vendor may be subject to removal from the rotation list. The County is not res 3/25/2014 16.D.9.
providing any type of warning to when a service provider chooses not to staff a request, nor does a request
after three consecutive decisions by the provider not to staff a request constitute a waiver of this provision.
Adhere to strict compliance of"Confidentiality" of patient information. Information about persons
who receive services under the Older Americans Act Program is confidential (Section 430.207, F.S.).
Information received through files, reports, inspections, or otherwise, by the Lead Agency, Lead Agency
employees, persons who volunteer services, or by persons who provide services through contracts with
the Lead Agency, area agencies, departments, or other contracting agencies is confidential and exempt
from the provisions of Section 119.07(1), F.S. Such information may not be disclosed publicly in any
manner so as to identify a functionally impaired elderly person, unless that person, or his or her legal
guardian, as appropriate, provides written consent. The exemption is subject to the Open Government
Sunset Review Act in accordance with Section 119.14, F.S. At no time should a client's Social Security
number be included on individual worker's forms.
Lead Agencies and Service Providers, along with their employees and volunteers, must ensure
confidentiality of client information as required by state laws.This may include use of locking file
cabinets, safes, and establishment of procedures that promote security of information, including protection
from loss, damage, defacement or unauthorized access.
Comply with all HIPAA Requirements: "Health Insurance Portability and Accountability Act" (HIPAA) is a
federal law enacted in 1996. Its intent is to maintain strong protections for the privacy of individually
identifiable health information, better access to health insurance, limit fraud and abuse and reduce
administrative costs. All contracted service providers must comply with the requirements of this Act. The
Standards for Privacy of Individually Identifiable Health Information: 45CFR, Parts 160 and 164, Subparts
A and E, are explained in the Final Rule published in the Federal Register on August 14, 2002. All
"business associates" must agree to not use or disclose "protected health information," other than as
permitted or required by contract, or as required by law. All vendors must have a plan to comply with
HIPAA, and have policies and procedures for such in place.
Document referral information/instructions from the Lead Agency: Referrals are made to contracted
vendors in writing. In some cases, telephone orders may be issued; in those cases, written confirmation
orders will be forwarded/faxed to providers on the next working day.
Immediately report to the 1-800-96ABUSE registry any situation in which an elderly person is the
suspected or apparent victim of abuse, neglect or exploitation.
Service Provider personnel are also required to inform Lead agency case managers of abuse, neglect and
exploitation situations, and that a call has been placed to the Abuse Registry. In cases of Adult Protective
Services (APS) referrals, services may be required to begin on an immediate basis (as above, under
"Urgent Service"). State law mandates delivery of service (other than case management)to High Risk
victims of abuse, neglect or exploitation referred by the APS unit of the Department of Children and
Families.
Establish protocols for contacting Lead Agency Case Managers in emergency or unusual
circumstances, and include the documentation requirements (oral and written) in the Service Provider
Application.
Provide disaster response protocols, plans and services: In the event of a natural disaster(hurricane,
tropical storm,tornado, flood, heat wave, etc.), the provider will have staff available to serve those clients
in critical need of services, as designated by the Lead Agency Case Managers.
Establish a client grievance process: Each service provider agency must have a policy addressing
client grievances and/or complaints.
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Establish and provide staff training: All services provided with funding from DOEA 3/25/2014 16.D.9.
delivery personnel to have general pre-service orientation and training specific to the service being
provided. Lead Agencies are responsible for provision of the pre-service training (on program and billing
requirements, in particular)for all paid staff, volunteer staff and assigned staff of service providers.
Pre-service orientation also must include:
• An overview of the aging process
• An overview of the aging network
• Communication techniques with the elderly
• Observation of abuse, neglect, exploitation and incident reporting
• Local agency service procedures and protocol
• Client confidentiality.
NOTE: All "hands-on" service personnel must receive training emphasizing the necessity of Universal
Precautions. Home Health Aides must have documentation of successful completion of 40 hours
required training, and CNAs must have on file a copy of their State of Florida certification. In-service
training hours and topics are to be provided at the discretion of the service provider agency and shall
meet state requirements.
Compile and report program service delivery statistics and other data as identified by the Lead Agency.
These are reported to the Area Agency on Aging and Department of Elder Affairs in accordance with the
reporting requirements developed by the Department. Lead agencies are responsible for entry of data in
the Client Information and Registration Tracking System (CIRTS), which generates payment to the
service provider agency. Therefore, service provider agencies are required to provide Lead
Agencies with correct and timely service data to comply with these requirements. Timely
submission is considered to be no later than noon on Wednesday of the week following the week
services are performed(service week defined as Monday through Sunday).
Maintain complete and accurate records: Service delivery logs, at a minimum, must be legible and
contain the name of client, type/s of services and date/s and hour/s of service.
Provide complete, clear and accurate invoices: Weekly invoices must be submitted by noon on the
Wednesday following the week that the service was provided and shall include service provided. The
service week is defined as Monday through Sunday. Monthly reporting requirements for CIRTS dictate
that all client and service data for the previous month to be entered into CIRTS by the 9th day of the
month. Collier County"Services for Seniors"will coordinate with vendors to determine due dates
for invoices. This will insure compliance with DOEA reporting requirements. Failure to record or
report units of service will result in nonpayment (or delayed payment) for such services.
Data required on weekly invoices and weekly timesheets include:
• Vendor name
• Vendor address
• Vendor telephone number
• Client name
• Service Provider employee who delivered the service(s)
• Services ordered and services delivered date
• Number of service hours, cost per hour and total cost
• Person preparing the report and the date it was prepared
• Collier County Purchase Order Number services were provided under
Prepare for annual on-site compliance audits by the Lead Agency or members of the Collier County
staff as directed the grant requirements.
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Term of Contract 3/25/2014 16.D.9.
The County intends to award a two (2) year contract, with the possibility of extending the contract for
two (2) additional two (2) year terms pending funding from grantors and acceptable performance by
the awarded vendor. The maximum possible duration for any contractor under this OAA funding is
approximately six years (through December 31, 2019). As outlined in the regulations pertaining to
this funding source, the County requires each vendor must contribute a cash or in-kind match of
no less than 10%for the Older Americans Act Program.
Rates shall remain firm for the initial term of this contract. Requests for consideration of a rate
adjustment must be made on the contract anniversary date, in writing, to the Purchasing Director.
Rate adjustments are dependent upon budget availability and Program Manager Approval.
Surcharges will not be accepted in conjunction with this contract, and such charges should be
incorporated into the pricing structure.
Response Format
The Vendor understands and agrees to abide by all of the ITB specifications, provisions, terms
and conditions of same, and all ordinances and policies of Collier County. The Vendor further
agrees that if it is awarded a contract, the work will be performed in accordance with the
provisions, terms and conditions of the contract.
To facilitate the fair evaluation and comparison of bids, all bids must conform to the guidelines set
forth in this ITB.
Any portions of the bid that do not comply with these guidelines must be so noted and explained
in the Acceptance of Conditions section of the bid. However, any bid that contains such variances
may be considered non-responsive.
Bids should be prepared simply and economically, providing a straightforward concise
description of the Vendor's approach and ability to meet the County's needs, as stated in this
ITB. All bids should be presented as described in this ITB in PDF or Microsoft Word format with
Tabs clearly marked. If outlined in this ITB, the utilization of recycled paper for bid submission
is strongly encouraged.
The items listed below shall be submitted with each bid and should be submitted in the order
shown. Each section should be clearly labeled, with pages numbered and separated by tabs.
Failure by a Vendor to include all listed items may result in the rejection of its bid.
1. Tab I, Cover Letter/ Management Summary
Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying
philosophy of the firm in providing the services stated herein. Include the name(s), telephone
number(s) and email(s) of the authorized contact person(s) concerning bid. Submission of a
signed Bid is Vendor's certification that the Vendor will accept any awards as a result of this
ITB. List all proposed subcontractors who will participate on the team.
The County may deem the vendor non-responsive if any of this information is not
submitted with their bid.
a. Submit Bidder's Agency for Health Care Administration (AHCA) Certification: If
certification is not provided at time of bid submission, the firm may be deemed
non-responsive. .-
b. Submit Collier County Business License for service/s bidder will provide.
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c. Provide statement that Bidder does have Supervisory Staff on call twe 3/25/2014 16.D.9.
hours a day/three hundred sixty five days (365)per year.
d. Provide statement as to whether or not the bidder license has ever been denied,
suspended or revoked by Medicare, Medicaid, and any Federal/State Agency.
e. Provide the most recent copy of annual audit completed by a Certified Public
Accountant or Independent Accounting Firm.
f. Provide acknowledgement that Criminal Background Checks are completed on
individuals prior to employment.
g. Provide a copy of the Agency's Disaster Plan.
h. Provide a copy of the Agency's Quality Assurance Plan.
i. Provide proof of Client Satisfaction Survey and Analysis of Surveys Completed.
j. Provide a sample incident report.
2. Tab Ii, Costs
Provide the specific cost as requested below. It is the County's intent to award based on lowest
TOTAL Cost per Service.
Less 10%
Cost (subtract
Item Services 10% for TOTAL Cost
per unit) Bidder's
Match
1. Adult Day Care $ / HR - $ $ / HR
2. Facility Respite $ /Day - $ $ / Day
3. Tab III, References
The County requests that the vendor submits three (3) completed reference forms(next page)
from clients whose projects are of a similar nature to this solicitation as a part of their bid.
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Colter County
Administrative Senn=Conlon
Reference Questionnaire
Solicitation: 14-6199 Older Americans Act(OAA)Title IIIE Facility Respite and Adult Daycare Services
Reference Questionnaire for:
(Name of Company Requesting Reference Information)
(Name of Individuals Requesting Reference Information)
Name: Company:
(Evaluator completing reference questionnaire) (Evaluator's Company completing reference)
Email: FAX: Telephone:
Collier County is implementing a process that collects reference information on firms and their key personnel to
be used in the selection of firms to perform this project. The Name of the Company listed in the Subject above
has listed you as a client for which they have previously performed work. Please complete the survey. Please
rate each criteria to the best of your knowledge on a scale of 1 to 10, with 10 representing that you were very
satisifed (and would hire the firm/individual again)and 1 representing that you were very unsatisfied (and
would never hire the firm/indivdival again). If you do not have sufficient knowledge of past performance in a
particular area, leave it blank and the item or form will be scored "0."
Item Citeria
Score
1 Ability to manage the project costs (minimize change orders to scope).
2 Ability to maintain project schedule(complete on-time or early).
3 Quality of work.
4 Quality of consultative advice provided on the project.
•
5 Professionalism and ability to manage personnel.
6 Close out project process (final product turnover; invoices; manuals or going
forward documentation, etc.)
7 Ability to verbally communicate and document information clearly and succinctly.
8 Abiltity to manage risks and unexpected project circumstances.
9 Ability to follow County policies, procedures, rules, regulations, etc.
10 Overall comfort level with hiring the company in the future(customer
satisfaction).
TOTAL SCORE OF ALL ITEMS
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Award Criteria
ITB award criteria are 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 bid 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 per Service:
Less 10%
Cost (subtract TOTAL Cost
Service 10% for
(per unit)
proposer's
match
Adult Day Care Respite $ 9.90/HR - $ .90 $ 9.00 / HR
Service
Less 10%
Cost (subtract
Service 10% for TOTAL Cost
(per unit)
proposer's
match
Facility Respite Service $ 138.89/ - $ 13.89 $ 125.00/ DAY
For Adult Day Care: The cost per hour minus the 10% bidder match will represent the
total cost for hourly day care. In accordance with the Senior Choices of Southwest
Florida price cannot exceed $9.00 Per Hour.
For Facility Respite Care the cost per day minus the 10% bidder match will represent the
total cost for daily Respite Care. In accordance with the Senior Choices of Southwest
Florida price cannot exceed $125 Per Day.
It is Collier County's intention to award to multiple responsive bidders.
The contract will be in the form of a Collier County standard contract.
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Projected Solicitation Timetable
Event Date
Issue Solicitation Notice 12/13/2013
Last Date for Receipt of Written Questions 01/10/2014, 3:30 PM,
Naples Local Time
Non-mandatory pre-bid meeting: 3327 Tamiami Trl E 01/3/2014, 11:00 AM,
Conference Room A Naples Local Time
Solicitation Deadline Date and Time 01/15/2013, 2:30 PM,
Naples Local Time
Anticipated Evaluation of Submittals Jan-Feb 2014
Anticipated Board of County Commissioner's Contract Feb-Mar 2014
Vendor Required Documents
• Tab 1, 2 and 3 Information
• Attachment 2: Vendor's Check List and all required information notated on that checklist.
• Attachment 3: Vendor Bid Response Form
• Attachment 4: Immigration Law Affidavit
• Attachment 5: Vendor Substitute W-9
• Attachment 6: Insurance and Bonding Requirement
• Attachment 7: State Form 7033
• Attachment 8: Service Provider Summary Information Page
• Attachment 9: Match Commitment
• Attachment 10: Certification of 60 Days Operating Funds
• Attachment 11: HIPAA Compliance Assurance
• Attachment 12: Statement of No Involvement and Contract Terms and Conditions
• Attachment 13: Statement of Compliance with Service Standards and Requirements
• Attachment 14: Certification Regarding Debarment, Suspension, Ineligibility and
Voluntary Exclusion Contracts/Subcontracts
• Attachment 15: Conflict of Interest
• Copy of State of Florida License
• Copy of State of Florida Division of Corporation Registration
• Grant forms as listed in Exhibit IB
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Exhibit I.A: Granting Agency Requirements
Governing Laws and Regulations
A. Governing Laws and Regulations include, but are not limited to the
following:
1. U.S. Constitution
2. Statutes and Executive Orders
3. Grant Enabling Statutes
4. OMB Circulars and Codes of Federal Regulation and
5. Public Policy Requirements
B. Policy Requirements: As a condition of receipt, federally- funded
programs are governed by a myriad of federal rules and regulations.
The below rules and regulations apply to all programs funded by
federal resources and are as follows:
1. Civil Rights Act of 1964: Prohibits discrimination on
the basis of race, color or national origin in all federally
funded programs.
2. 45CFR Part 80 Regulates implementation of Civil
Rights Act of 1964.
3. Age Discrimination Act of 1975: Prohibits
discrimination on the basis of age in federally funded
programs.
4. 49CFR Part 90: Regulates implementation of Age
Discrimination Act of 1975.
5. Americans with Disabilities Act of 1990, Public Law
(P.L.) 101-336: Prohibits discrimination on the basis of
disability and provides equal opportunities in
employment, state and local governmental entities,
public accommodations, transportation and
telecommunications for persons with disabilities.
6. 28CFR Part 35: Regulates implementation of Subtitle
A of Title II of the Americans with Disabilities Act of
1990.
C. Government Imposed Restrictions:
1. Debarment and Suspension (Executive Order 12549):
Prohibits doing business with persons suspended or
barred from doing business with any agency of the
executive branch.
2. 45 CFR Part 76: Regulates implementation of Executive
Order 12549, certifying that contractors have not been
declared ineligible for participation in public transaction
by a federal department or agency.
3. Anti-Lobbying Act (P.L. 101-121 Section 319): Prohibits
contractors of federal contracts, grants and loans from
using appropriated funds for lobbying the executive or
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legislative branches of the federal Government in
connection with a specific contract grant or loan.
4. Section 1352, Title 31 U.S.C: Regulates implementation
of the Anti Lobbying Act. Contractor receiving more than
$100,000 per award of federally appropriated funds per
fiscal year must certify that they will not use these funds
to pay lobbying activities. They must also disclose each
instance of lobbying that does occur.
5. Drug-Free Workplace Act of 1988 (41 U.S.V 702 et
seq): Requires contractors and grantees of federal
agencies to certify that they will provide drug-free
workplaces. (P.L. 100-690)
6. 45 CFR Part 82: Regulates implementation of Drug-
Free Act of 1988.
7. Section 504 of the Rehabilitation Act of 1073: Prohibits
discrimination on the basis of handicap in federally
funded programs.
8. Health Insurance Portability and Accountability Act
(HIPAA) of 1996 (P.L. 104-191, Sections 261-2640:
Requires covered entities to comply with HIPAA
standards for the electronic exchanges, privacy and
security of health information.
9. Domestic Volunteer Act (P.L. 93-113): Senior
Companion Sections 430.07-430.071, Florida Statutes.
10.45 CFR Part 84: Regulates implementation of uniform
administrative requirements for grants and cooperative
agreements to state, local and tribal governments.
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EXHIBIT I: B
Forms Due with Bid Packaae
• Acknowledgement of Terms,Conditions,and Grant Clauses
• Certification Regarding Debarment,Suspension,and Other Responsibility
Matters
• Certification Regarding Lobbying
• Drug Free Workplace
• Request for DUNS number
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Collier County
Acknowledgement of Terms, Conditions, and Grant Clauses
Flow Down of Terms and Conditions from the Grant Agreement
Subcontracts: If the vendor subcontracts any of the work required under this Agreement, a copy of
the signed subcontract must be forwarded to the Department for review and approval. The vendor agrees
to include in the subcontract that (1) the subcontractor is bound by the terms of this Agreement, (ii)
the subcontractor is bound by all applicable state and federal laws and regulations, and
(iii) The subcontractor shall hold the Department and Recipient harmless against all claims of whatever
nature arising out of the subcontractor's performance of work under this Agreement, to the extent
allowed and required by law. The recipient shall document in the quarterly report the subcontractor's
progress in performing its work under this agreement. For each subcontract, the Recipient s h a l l
provide a written statement to the Department as to whether the subcontractor is a minority vendor as
defined in Section 288.703, Fla. Stat.
Grant Clauses
On behalf of my firm, I acknowledge, and agree to perform all of the specifications and grant requirements
identified in this solicitation document(s).
Vendor/Contractor Name Date
Authorized Signature
Address
Solicitation Contract#
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Certification Regarding Debarment,Suspension,and Other Responsibility Matters Primary Covered Transactions
(1) The prospective primary participant certifies to the best of its knowledge and belief, that it and its
principals:
(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from covered transactions by any Federal department or agency;
(b) Have not within a three-year period preceding this proposal been convicted of or had a civil
judgment rendered against them for commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or
contract under a public transaction; violation of Federal or State antitrust statutes or commission of
embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements,
or receiving stolen property;
(c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity
(Federal, State or local) with commission of any of the offenses enumerated in paragraph (I)(b) of
this certification; and
(d) Have not within a three-year period preceding this application/proposal had one or more public
transactions(Federal, State or local)terminated for cause or default.
(2) Where the prospective primary participant is unable to certify to any of the statements in this
certification, such prospective participant shall attach an explanation to this proposal.
Name Project Name
Title Project Number
Firm Tax ID Number
Street Address DUNS Number
City, State, Zip
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CERTIFICATION REGARDING DRUG-FREE WORKPLACE REQUIREMENTS
The grantee certifies that it will provide a drug-free workplace by:
(a) Publishing a statement notifying employees that the unlawful manufacture, distribution,
dispensing,possession or use of a controlled substance is prohibited in the grantee's
workplace and specifying the actions that will be taken against employees for violation of
such prohibition;
(b) Establishing a drug-free awareness program to inform employees about—
(1) The dangers of drug abuse in the workplace;
(2) The grantee's policy of maintaining a drug-free workplace;
(3) Any available drug counseling, rehabilitation and employee assistance programs, and
(4) The penalties that may be imposed upon employees for drug abuse violations occurring
in the workplace.
(c) Making it a requirement that each employee to be engaged in the performance of the grant be
given a copy of the statement required by paragraph (a);
(d) Notifying the employee in the statement required by paragraph(a) that, as a condition of
employment under the grant,the employee will—
(1) Abide by the terms of the statement; and
(2) Notify the employer of any criminal drug statute conviction for a violation occurring in
the workplace no later than five days after each conviction;
(e) Notifying the agency within ten days after receiving notice under subparagraph (d)(2) from
an employee or otherwise receiving actual notice of such conviction;
(f) Taking one of the following actions, within 30 days of receiving notice under subparagraph
(d)(2), with respect to any employee who is so convicted—
(1) Taking appropriate personnel action against such an employee,up to and including
termination; or
(2) Requiring such employee to participate satisfactorily in a drug abuse assistance or
rehabilitation program approved for such purposes by a Federal, State, or local health,
law enforcement, or other appropriate agency;
(g) Making a good faith effort to continue to maintain a drug-free workplace through
implementation of paragraphs (a), (b), (c), (d), (e) and(f).
Typed Name and Title of Certification Official
Signature Date
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CERTIFICATION REGARDING LOBBYING
The undersigned (Vendor/ Contractor) certifies, to the best of his or her
knowledge a n d belief,that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any
person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an
officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any
Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any
cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal
contract,grant,loan,or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for making
lobbying contacts to an officer or employee of any agency, a Member of Congress, an officer or employee of
Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or
cooperative agreement, the undersigned shall complete and submit Standard Form--LLL, "Disclosure Form to Report
Lobbying," in accordance with its instructions [as amended by "Government wide Guidance for New Restrictions on
Lobbying,"61 Fed. Reg. 1413 (1/19/96). Note: Language in paragraph
(2) herein has been modified in accordance with Section 10 of the Lobbying Disclosure Act of 1995(P.L. 104-65,to be
codified at 2 U.S.C.1601,etseq.)]
(3) The undersigned shall require that the language of this certification be included in the award documents for all
subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative
agreements)and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made
or entered into. Submission of this certification is a prerequisite for making or entering into this transaction
imposed by 31, U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the
required certification shall be subject to a civil penalty of not less than $10,000 and not more than$100,000 for each
such failure.
[Note: Pursuant to 31 U.S.C. § 1352(c)(1)-(2)(A), any person who makes a prohibited expenditure or fails to file or
amend a required certification or disclosure form shall be subject to a civil penalty of not less than $10,000 and not
more than$100,000 for each such expenditure or failure.]
The Vendor/Contractor, , certifies or affirms the truthfulness and accuracy
of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that
the provisions of 31
U.S.C.A 3801,et seq.,apply to this certification and disclosure,if any.
Signature of Vendor/Contractor's Authorized Official
Name and Title of Vendor/Contractor's Authorized Official
Date
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DUNS NUMBER REQUEST
Please provide a DUNS numbers as applicable.
ENTITY NAME DUNS#
VENDOR/PRIME
SUB#1
SUB#2
SUB#3
SUB#4
SUB#4
D-U-N-S Numbers
Dun & Bradstreet, or D-U-N-S, Number, is a unique nine-digit identification number for each
physical location of your business. D-U-N-S Number assignment is free for all businesses
required to register with the federal government for contracts or grants.
What do I need to get my D-U-N-S Number?
When registering for your D-U-N-S Number,you will need the following on hand:
• Legal name
Headquarters name and address for your business
Doing Business As (DBA)or other name by which your business is commonly recognized
F Physical address, city,state and ZIP Code
Mailing address(if separate from headquarters and/or physical address)
• Telephone number
• Contact name and title
Number of employees at your physical location
Whether you are a Home-Based Business
How do I get my D-U-N-S Number?
Good news! Getting your D-U-N-S Number is easy.Visit D-U-N-S Request Service to obtain more
detailed instructions on applying for your D-U-N-S Number.
Also,see the FAQs for obtaining a D-U-N-S Number and visit Central Contractor Registrations
(CCR).
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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 forms 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 sianed. 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 the Bid. These samples must be submitted to the County during the bid
evaluation period. 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 are 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 shall be interpreted as the Vendors intent to fully complies with the
specifications as written. Exceptions taken by the Vendor may be deemed grounds for
rejection of bid response.
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.
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
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Any actual or prospective respondent to an Invitation to Bid, who has a serious and
legitimate issue with the ITB, shall file a written protest with the Purchasing Director prior to
the opening of the bid or the due date for acceptance of bid. All such protests must be filed
with the Purchasing Director no later than 11:00 a.m. Collier County time on the advertised
date for the opening of the bid or the acceptance date for the Invitation to Bids.
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,
i n t e g r i t y 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. 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.
13. 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.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.
14. General Information
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.
15. Bid Award Process
Award of contract will be made by the Board of County Commissioners in public session.
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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 Purchasing 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 Purchasing Director.
16. Grant Funded Purchases
Vendors submitting bids for this purchase must validate that they are not excluded from
receiving Federal contracts, certain subcontracts, and certain Federal financial and
nonfinancial assistance and benefits, pursuant to the provisions of 31 U.S.C. 6101, note,
E.O. 12549, E.O. 12689, 48 CFR 9.404, and each agency's codification of the Common
Rule for Nonprocurement suspension and debarment. Information for the former"Excluded
Parties List System" may be found at the System for Award Management(SAM)website
at www.sam.gov, and select SEARCH. This is a free web-site which consolidates Federal
procurement systems and the Catalog of Federal Domestic Assistance. Currently CCR,
FedReg, ORCA and EPLS have been migrated into SAM.
a. American Recovery and Reinvestment Act of 2009 Special Terms and Conditions: The
American Recovery and Reinvestment Act of 2009, Pub. L. 111-5, (Recovery Act)was
enacted to preserve and create jobs and promote economic recovery, assist those most
impacted by the recession, provide investments needed to increase economic efficiency by
spurring technological advances in science and health, invest in transportation,
environmental protection, and other infrastructure that will provide long-term economic
benefits, stabilize State and local government budgets, in order to minimize and avoid
reductions in essential services and counterproductive State and local tax increases.
i. Registration: Section 1512 provides that first tier Contractors of ARRA funds must
register with Central Contractor Registration database (CCR). CCR registration can
be completed at http://www.ccr.gov. CCR registration must be completed before the
first quarterly Section 1512 report is due.
ii. Reporting: Section 1512 provides for federal reporting on projects funded by the
American Recovery and Reinvestment Act of 2009 (ARRA), requires vendors
contractors to report their Dun and Bradstreet number(DUNS). Vendors who do not
know their DUNS number may receive more information through www.dnb.com and
select "D & B D-U-N-S Number." A DUNS number request takes approximately 30
days to receive and there is no cost. Vendors will need this number if they are
awarded a project with ARRA funds by Collier County. If a project is grant funded,
and to satisfy the grant reprinting requirements, the County may require additional
reporting information from the vendor(i.e.job reports, etc.).
iii. Buy American: Section 1605(a) of the Recovery Act directs that, subject to certain
exceptions, no funds appropriated or otherwise made available for a project may be
used for the construction, alteration or repair of a public building or public work unless
all the iron, steel and manufactured goods used are produced in the United States.
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The law covers Recovery Act-funded federal contracts as well as Recovery Act-
funded state and local public works projects.
iv. Davis Bacon: Section 1606 of the Recovery act directs that projects awarded as a result
of this contract may be subject to federal grant requirements involving prevailing
wages as described in the US Department of Labor's site
http://www.gpo.gov/davisbacon/fl.html.
v. Waste Disposal: The County may request the assistance of the awarded supplier to
assist with developing a disposal plan for sanitary or hazardous waste generated by a
specific project.
c. Davis Bacon: Projects awarded as a result of this contract may be subject to federal grant
requirements involving prevailing wages as described in the US Department of Labor's site
http://www.gpo.gov/davisbacon/fl.html.
d. Department of Transportation Disadvantaged Business Enterprise (DBE) program is
intended to ensure nondiscrimination in the award and administration of DOT-assisted
contracts in the Department's highway, transit, airport, and highway safety financial
assistance programs. Projects awarded as a result of this contract may be subject to federal
grant requirements under the DBE program. Additional information may be found at:
http://www.dotcr.ost.dot.gov/asp/dbe.asp.
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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
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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. 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 party. 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 COUNTY'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
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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 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.
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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
Additional items and/or services may be added to the resultant contract, or purchase order, in
compliance with the Purchasing Policy.
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 % 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.
All new electrical installations shall incorporate NFPA 70E Short Circuit Protective Device Coordination
and Arc Flash Studies where relevant as determined by the engineer.
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All electrical installations shall be labeled with appropriate NFPA 70E arch flash boundary and PPE
Protective labels.
9. 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.
10.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.
11.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.
12.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
vendor has to be repaired/replaced by the County, the cost of such work will be deducted from the
monies due the Vendor.
13.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
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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, ITB, and/or quotes; and, c. immediate
termination of any contract held by the individual and/or firm for cause.
14. Invoice and Payments
Payments are made in accordance with the Local Government Prompt Payment Act, Chapter 218,
Florida Statutes. Vendor's invoices must include:
a. Purchase Order Number
b. 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: bccapclerkcollierclerk.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 must 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,
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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.
15. NonUsed
16. Survivability
Purchase Orders: The Consultant/ContractorNendor agrees that any Purchase Order that extends
beyond the expiration date of the original Solicitation 14-6199 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 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.
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.
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The Vendor and/or its insurance carrier shall provide 30 days written notice to the Cour„3/25/2014 16.D.9.,
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
e x p i ratio n , 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
s h a l l 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. Immigration Law 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 Invitation to Bids(ITB) 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 bid. 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 providina the acceptable E-Verifv evidence and the executed affidavit the
bidder's/vendor's bid 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.
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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.
19. Collier County InformationTechnology 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.collieroov.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.
20. Background Checks
If required, Vendor/ Contractor/Bidder 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.
21. 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.
22. 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
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dispose such debris and materials from the property.The Vendor shall leave all affected areas as they
were prior to beginning work.
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 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.
36
Packet Page-1217-
3/25/2014 16.D.9.
GIL
,Gmnris-aawe Services Dvisor.
^'ur_hasrc,
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 Purchasing Department, 3301 Tamiami Trail East, Naples, Florida 34112.
We are not responding to this ITB for the following reason(s):
Solicitation: 14-6199 OAA Title IIIE Facility Respite Services and Adult Day Care
❑ 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:
37
Packet Page -1218-
3/25/2014 16.D.9.
Goer county
Acn rusaative Services Divisor,
urchasmc
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. All granting agency requirements have been met including submittal of required forms.
6. Any required drawings, grant forms, descriptive literature, etc. have been included.
7. Any delivery information required is included.
8. If required, the amount of bid bond has been checked, and the bid bond or cashier's check has been
included.
9. Addendum have been signed and included, if applicable.
10. Copy of Internet certification that the Vendor is not on the Federal Excluded Parties List System at:
www.sam.aov.
11. Immigration Affidavit and a copy of the company's E-Verify profile page or memorandum of
understanding.
12. Copies of licenses, equipment lists, subcontractors or any other information as noted in this ITB.
13. The mailing envelope must be addressed to:
Purchasing Director
Collier County Government
Purchasing Department
3327 Tamiami Trail E
Naples FL 34112
The mailing envelope must be sealed and marked with:
• Solicitation: 14-6199
• Opening Date: 01/15/2014 2:30 PM
11. 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.)
ALL COURIER DELIVERED BIDS MUST HAVE THE$ID NUMBER AND TITLE ON THE OUTSIDE OF
THE COURIER PACKET.
Company Name
Signature & Title
Date
Packet Page -1219- 38
3/25/2014 16.D.9.
Corer Cn��t,
Actet nIstra ve Servio DivIMIwr1
urciias,n::,
Attachment 3: Vendor Response Form
FROM:
Board of County Commissioners
Collier County Government Center
Naples, Florida 34112
RE: Solicitation: 14-6199
OAA Title IIIE Facility Respite Services and Adult Day Care
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 unit prices provided on bid schedule:
*** 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: To Days; Net Days
❑ Bid Response Form is electronic. 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 Purchasing Director for approval within fifteen (15)
days after being notified of an award.
Packet Page-1220- 3q
IN WITNESS WHEREOF, WE have hereunto subscribed our names on this day of 3/25/2014 16.D.9.
2010 in the County of , in the State of
Firm's Complete Legal Name
Firm's Dun and Bradstreet
Number(DUNS)
(Found at www.dnb.com)
CCR#or CAGE Code
(Found at www.ccr.gov)
Florida Certificate of Authority
Document Number
(http://www.sunbiz.orq)
Federal Tax Identification
Number
Address
City, State, Zip
Telephone Number
FAX Number
Check one of the following: Sole Proprietorship
❑ Corp or P.A. State of
❑ Limited Partnership
❑ General Partnership
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
Packet Page-1221- 40
3/25/2014 16.D.9.
Colter Cozam v
..s. —s..--.
Atirnnsrtawe Services S'ttnsor,
s?ur,;hasrc
Attachment 4:Immigration Law Affidavit Certification
Solicitation#and Title:14-6199 OAA Title IIIE Facility Respite Services and Adult Day Care
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 Invitation to Bids(ITB)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 bid. 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
tibia Affidavit and acceptable evidence of enrollment in the E-Verifv oroaram.may deem the Vendor/Bidder's
kid 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 bid.
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 N u m b e r/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.
Packet Page -1222- 41
3/25/2014 16.D.9.
C.ser-County
A.drnri +-awes Dt isior
.urhasn-
Attachment 5: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 bid.
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
Order Information Remit/Payment Information
Address
C Address
FAX City State _ Zip
Email FAX
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
Packet Page-1223- 42
3/25/2014 16.D.9.
Glea- azalf-r
mdrrtntsTatIvP,Servuce Divisor
;;ur:r,usin,a
Attachment 6: Insurance and Bonding Requirements
Insurance I 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 $1,000,000 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 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.
This indemnification obligation shall not be construed to negate, abridge or
reduce any other rights or remedies which otherwise may be available to an
indemnified party or person described in this paragraph. This section does not
pertain to any incident arising from the sole negligence of Collier County.
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 $1,000,000 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
® Employee Dishonesty Bond $100,000 Per Occurrence
Packet Page-1224- 43
3/25/2014 16.D.9.
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
Packet Page-1225- 44
3/25/2014 16.D.9.
Cote-CotiarlrY
,Adm nm cal ve Se cares C.ursior
?vr_:iasr�c•
Attachment 7: State Form 7033
PUR State Form 7033: COLLIER COUNTY GOVERNMENT
SUBMIT PROPOSAL TO: REQUEST FOR PROPOSAL
Collier County Purchasing Department CONTRACTUAL SERVICES
3301 Tamiami Trail E,Bldg.G Acknowledgment
Naples,FL 34109
Telephone Number: (239)774-8407
Page 1 of PROPOSALS WILL BE OPENED PROPOSAL NO.
and may not be withdrawn within sixty(60)days after such date and time
Pages
AGENCY MAILING DATE: PROPOSAL TITLE:
FEDERAL EMPLOYER IDENTIFICATION NUMBER OR
S.S. NUMBER
VENDOR NAME REASON FOR NO PROPOSAL
VENDOR MAILING ADDRESS
CITY-STATE-ZIP POSTING OF PROPOSAL TABULATIONS
Proposal tabulations with recommended awards will be posted for review
AREA CODE TELEPHONE NUMBER by interested parties at the location where proposals were opened and
w i 1 1 remain posted for a period of 72 hours. Failure to file a protest
TOLL-FREE NUMBER within the time prescribed in Section 10.53(5). Florida statutes shall
constitute a waiver of proceedings under chapter 120.Florida Statutes.
Posting will be on or about
I certify that this proposal is made without prior understanding,agreement,or
connection with any corporation,firm,or person submitting a proposal for
t h e same contractual services,and is in all respects fair and without
collusion or fraud.I agree to abide by all conditions of this proposal and
certify that I am authorized to sign this proposal for the Proposer and that the AUTHORIZED SIGNATURE(MANUAL)
Proposer is in compliance with all requirements of the request for Proposal,
including but not limited to,certification requirements,in submitting a
proposal to an agency for the State of Florida,the Proposer offers and agrees
that if the proposal is accepted,the Proposer will convey,sell,assign or
transfer to the State of Florida all rights,title and interest in and to all causes AUTHORIZED SIGNATURE AND TITLE(TYPED/WRTTTEN)
of action it may now or hereafter acquire under the Anti-trust laws of the
United States and the State of Florida for price fixing relating to the particular
commodities or services purchased or acquired by the State of Florida. At
the discretion, such assignment shall be made and become effective at the
time the purchasing agency tenders final payment to the Proposer.
Packet Page-1226- 45
• 3/25/2014 16.D.9.
GENERAL CONDITIONS
SEALED PROPOSALS: All proposal sheets and this original (d) INVOICING AND PAYMENT:The contractor shall be paid upon
acknowledgment form must be executed and submitted in a sealed envelope. submission of property certified invoices to the purchaser at the prices
(DO NOT INCLUDE MORE THAN ONE PROPOSAL PER ENVELOPE.) stipulated on the contract at the time the order is placed,after delivery and
The face of the envelope shall contain,in addition to the above address,the acceptance of goods,less deduction if any as provided. Invoices shall
date and time of the proposal number.Proposal prices not submitted on contain the contract number,purchase order number and the contractors'
attached proposal price sheets when required shall be rejected.All proposals Federal Employer Identification Number. An original and three(3)copies
are subject to the conditions specified herein. Those not complying with of the invoice shall be submitted. The fmal payment shall not be made until
these conditions are subject to rejection. after the contract is complete unless the Agency has agreed otherwise.
Invoices for fees or other compensation for services or expenses submitted
1. EXECUTION OF PROPOSAL:Proposal must contain a manual for contractual services shall be submitted in detail sufficient for a proper
signature of authorized representative in the space provided above. preaudit and postaudit thereof and invoices for any travel expenses shall be
Proposal must be typed or printed in ink. Use of erasable ink is not submitted in accordance with the rates at or below those specified in
permitted. All corrections to prices made by Proposer must be initialed. Sections 112.061 and 287.058,F.S.Interest Penalties:Payment shall be
The company name and F.E.I.D.or social security number must appear made in accordance with section 215.422,F.S.,which states the contractors'
on each pricing page of the proposal as required. rights and the Agency's responsibilities concerning interest penalties and
time limits for payment of invoices. VENDOR OMBUDSMAN:vendors
2.NO PROPOSAL SUBMTt I ED:It not submitting a proposal, providing goods and services to an agency should be aware of the following
responds by returning only this acknowledgment form,marking it"NO time frames. Upon receipt,an agency has five(5)working days to inspect
PROPOSAL",and explain the reason in the space provided above. and approve the goods and services,unless the bid specifications,purchase
Failure to respond to a procurement solicitation without giving order or contract specifies otherwise.An agency has 20 days to deliver a
justifiable reasons for such failure,nonconformance to contract request for payment(voucher).The 20 days are measured from the latter of
conditions,or other pertinent factors deemed reasonable and valid shall the date the invoice is received or the goods or services are received,
be cause for removal of the Proposers name from the proposal mailing inspected and approved.If a payment is not available within 40 days,a
list. NOTE:To qualify as a respondent,Proposer must submit a"NO separate interest penalty of.03333 percent per day will be due and payable,
PROPOSAL",and it must be received no later than the stated proposal in addition to the invoice amount,to the vendor.The interest penalty
opening date and hour. provision applies after a 35 day time period to health care providers,as
defined by rule.Interest penalties of less than one(1)dollar will not be
3.PROPOSAL OPENING:Shall be public,on the date,location and enforced unless the vendor requests payment. Invoices which have to be
the time specified on the acknowledgment form. It is the Proposer's returned to a vendor because of vendor preparation errors will result in a
responsibility to assure that his proposal is delivered at the proper time delay in the payment. The invoice payment requirements do not start until
and place of the proposal opening. Proposals,which for any reason are properly completed invoice is provided to the agency.A Vendor
not so delivered,will not be considered. Offers by telegram or Ombudsman has been established within the Department of Banking and
telephone are not acceptable. A proposal may not be altered after Finance. The duties of this individual include acting as an advocate for
opening of the price proposals. NOTE:Proposal tabulations will be vendors who may be experiencing problems in obtaining timely payment(s)
furnished upon written request with an enclosed,self addressed, from the agency. The Vendor Ombudsman may be contacted at(904)488-
stamped envelope and payment of a predetermined fee. Proposal 2924)or by calling the State Comptroller's Hotline,1-800-848-3792.The "r`"`'
tabulations will not be provided by telephone. Area Agency On Aging review the conditions and circumstances
surrounding non-payment and unless there is a bonafide dispute,the Area
4. PRICES,TERMS AND PAYMENT:Finn prices shall be proposed and Agency on Aging may in writing authorize the contract supplier to reject
include all services rendered to the purchaser. and return purchase orders from said agency until such time as the agency
(a)TAXES: The Area Agency on Aging does not pay Federal Excise complies with the provisions of Section 215,422,F.S.
and Sales taxes on direct purchases of services. See tax exemption (e) ANNUAL APPROPRIATIONS:The Area Agency on Aging performance
number on face of purchase order or agreement form. This and obligation to pay under this contract is contingent upon an annual
e x e m p t i o n does not apply to purchases of services in the appropriation by the Legislature.
performance of contracts for the improvement of state-owned real
property as defined in Chapter 192,Florida Statutes. 5. CONFLICT OF INTEREST:The award hereunder is subject to the provisions
of Chapter 112,Florida Statutes. Proposers must disclose with their proposal
(b) DISCOUNTS:Cash discount for prompt payment shall not be the name of any officer,director,or agent who is also an employee of the Area
considered in determining the lowest net cost for proposal evaluation Agency On Aging or any of its agencies. Further,all Proposers must disclose
purposes. the name of any Area Agency On Aging employee who owns,directly or
indirectly,an interest of five(5%)or more in the Proposer's firm or any of its
(c)MISTAKES:Proposers are expected to examine the conditions, branches. In accordance with Chapter 287,Florida Statutes,no person or firm
scope of work,proposal prices,extensions,and all instructions receiving a contract that has not been procured pursuant to Section 287.057)20
pertaining to the services involved. Failure to do so will be at the or(3)to perform a feasibility study of the potential implementation of a
Proposer's risk. subsequent contract participating in the drafting of a request for proposals,or
developing a program for future implementation shall be eligible to contract
with the agency for any contacts dealing with that specific subject matter,and
Proposers must disclose with their proposal any such conflict of interest.
Packet Page-1227- 46
3/25/2014 16.D.9.
6. AWARDS:As the best interest of the County may require,the right is 1 1. ADVERTISING:In submitting a proposal,Proposer agrees not to use
reserved to reject any and all proposals or waive any minor irregularity or the results there from as a part of any commercial advertising.
technicality in proposals received. Proposers are cautioned to make no
assumptions unless their proposal has been evaluated as being responsive. 12. ASSIGNMENT:Any Contract or Purchase Order issued pursuant to
this request for proposal and the monies which may become due
7.INTERPRETATIONS/DISPUTES:Any questions concerning conditions hereunder are not assignable,except with the prior written approval of
and specifications shall be directed in writing to this office for receipt no the purchaser.
later than ten(10)days prior to the proposal opening. Inquiries must
reference the date of proposal opening and proposal number. No 13. LIABILITY:On any contract resulting from this proposal the Proposer
interpretation shall be considered binding unless provided in writing by shall hold and save the Area Agency on Aging.its officers,agents and
Collier County Purchasing Department in response to requests in full employees harmless against claims by third parties resulting from the
compliance with this provision. Any person who is adversely affected by contractor's breach of this contract or the contracts negligence. This
the County's decision or intended decision concerning a procurement requirement does not apply to contracts between governmental
solicitation or contract award and who wants to protest such decision or agencies.
intended decision shall file a protest in compliance with Rule I3A-1.006(3).
Florida Administrative Code. Failure to file a protest within the time 14. FACILITIES:The Agency reserves the right to inspect the Proposer's
prescribed in Section 120.53(5).Florida Statutes shall constitute a waiver of facilities at a time with prior notice.
proceedings under Chapter 120,Florida Statutes.
15. CANCELLATION:The County shall have the right to unilateral
8. GOVERNMENTAL RESTRICTIONS:hr the event any governmental cancellation for refusal by the contractor to allow public access to all
restrictions may be imposed which would necessitate alteration of the documents,papers,letters,or other material subject to the provisions of
material quality of the services offered on this proposal prior to their Chapter 119,Florida Statutes,and made or received by the contractor in
completion,it shall be the responsibility of the successful Proposer to notify conjunction with contract.
the purchaser at once,indicating in his letter the specific regulation which
required an alteration.The Agency reserves the right to accept any such 16. PUBLIC RECORDS:Any material submitted in response to this
alteration,including any price adjustments occasioned thereby,or to cancel Request for Proposal will become a public document pursuant to
the contract at no further expense to the Agency. Section 119.07,F.S. This includes material which the responding
Proposer might consider to be confidential of a trade secret. Any claim
9. DEFAULT:Failure to perform according to this proposal and/or resulting of confidentiality is waived upon submission,effective after opening
contract shall be cause for your firm to be found in default which event any pursuant to Section 119.07,F.S.
and all re-procurement costs maybe charged against your firm. Any
violations of these stipulations may also result in:
a) Contractor's name being removed from the Division of Purchasing
vendor mailing list.
b)All Agencies being advised not to do business with the contractors
without written approval of the Purchasing Department.
10. LEGAL REQUIREMENTS:Applicable provision of all Federal,State,
county and local laws,and of all ordinances,rules,and regulations shall
development,submittal and evaluation of all proposals received in response
hereto and shall govern any and all claims and disputes which may arise
between person(s)submitting a proposal response hereto and Collier
County Purchasing Department,by and through its officers,employees and
authorized representatives,or any other person,natural:or otherwise,and
lack of knowledge by any Proposer shall not constitute a cognizable
defense against the legal effect thereof.
NOTE:ANY AND ALL SPECIAL CONDITIONS AND
SPECIFICATIONS ATTACHED HERETO WHICH VARY FROM
THESE GENERAL CONDITIONS SHALL HAVE PRECEDENCE.
Packet Page-1228- 47
3/25/2014 16.D.9.
Colter er Co 1fi
Admnistrative Services Drvrsicr
vurhasinq
Attachment 8: Service Provider Summary Information Page
PSA: 8 ORIGINAL SUBMISSION [ ]
1. PROVIDER INFORMATION: 2. GOVERNING BOARD CHAIR:
Executive Director: {Name/Address/Phone
{Name/Address/Phone}
Legal Name of Agency:
Name of Grantee Agency:
Mailing Address 3. ADVISORY COUNCIL CHAIR:
applicable) (if
{Name/Address/Phone}
Telephone Number: [ ]
4. TYPE OF AGENCY/ORGANIZATION: 5. PROPOSED FUNDING PERIOD:
NOTFORPROFIT: PRIVATE A. New Applicant
PUBLIC PRIVATE FOR PROFIT B. Continuation
6. FUNDS REQUESTED:
[] OAA Title I1IB [] ADI []JTPA
[] OAA Title IIIC-1 [] CCE [] HCBS
[] OAA Title IIIC-2 [] CSS [] PROJECT CARE
[] OAA Title IIIE [ ] EHEAEP [] SHINE
[] OAA Title VII [] ELDERLY MEALS [] USDA
[] OAA Training [] LSP [] HCE
[] CONTRACTED SERVICES [ ] USDA [] OTHER(SPECIFY)
RVICE AREA: [ ] Single County
DDRES S FOR PAYMENT OF CHECKS ITEM#: [ ] #1 [ ] #2
I hereby certify that the contents of this document are true,accurate and complete statements. I acknowledge
that intentional misrepresentation or falsification may result in the termination of financial assistance.
Name: Signature:
Title: Date:
Packet Page-1229- 48
3/25/2014 16.D.9.
,Giir Courtly
Admrnssrat re Sennoes Divisor
-,urhasinc
Attachment 9: Match Commitment
[X] Original,dated .
SFY: 2012 - 13 FFY: [] Revision,dated .
Contract Amendment#
Agency Name: Program: Community Care for the Elderly
Donor Identification:
Name:
Street:
City: State: Zip:
Phone: Email Authorized
Representative:
Service:
Total Unit Cost:
Match Funds(10%):
Reimbursement:
Donor Certification:
I hereby certify intent to donate 10% of the cost per unit of service provided for use in
the specified program during the program's upcoming funding period. These funds are
not included as contribution for any other State or Federally assisted program or any
Federal contract and are not borne by the Federal government directly or indirectly
under any federal grant or contract.
Date:
Signature of Donor or Representative
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3/25/2014 16.D.9.
Criger C01414ry
dries ServIces Drovon
zvurzhasinc,
Attachment 10: Certification of 60 Days Operating Funds
,as an authorized representative of
,certify that this firm has and maintains sufficient funds to continue operating at
current levels for a minimum of 60 days.
Authorized Representative Date
Packet Page-1231- 50
3/25/2014 16.D.9.
Collier County
A,v:irnnistraTive Servio Division
ur.hasing
Attachment 11: HIPAA Compliance Assurance
, as an authorized representative of
,hereby issue this statement of assurance that this agency/company
has determined that:
[ ] it is considered a"covered entity"and is in compliance with and is able to meet all of the requirements of the
Health Insurance Portability and Accountability Act of 1996.
[ ] it is not considered a "covered entity," but will comply with the intent of the Act in the areas of privacy,
security and billing.
Authorized Representative
Date
Documentation of satisfactory prior performance:
[ ] Continuation Pronoser Documentation of Effective Management/Service: Quality(If Monitoring
Reports indicate program management and/or service delivery problems,please explain in detail the steps
taken to avoid recurrence.)
OR
[ ] New Proposer Documentation of Effective Management/Service Ouality: (Provide documentation in
form of official reports and/or service evaluations indicating ability to effectively manage agency
operations,provide quality services and staff requests promptly. Include the number of years of experience
in similar service/s)
Authorized Representative Date
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3/25/2014 16.D.9.
Cavalry
Arerynis%rarve Services 'vision
ur..t s n
Attachment 12: Statement of No Involvement and Contract Terms and Conditions
•
STATEMENT OF NO INVOLVEMENT
I, ,as an authorized representative of
,certify that no member of firm or any person having interest in this
firm has been awarded a contract by the Department of Elder Affairs on a noncompetitive basis to:
(1)Develop this Request for Proposal;
(2)Perform a feasibility study concerning the scope of work contained in this RFP;or
(3)Develop a program similar to what is contained in this RFP.
Authorized Representative
Date
CONTRACT TERMS AND CONDITIONS
I, , as an authorized representative of
,certify that this firm agrees to all the terms and conditions of the contract as set
forth in this solicitation.
Authorized Representative Date
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3/25/2014 16.D.9.
CIL County
Aom nst rive Services Division
=ITrhasin.
Attachment 13: Statement of Compliance with Service Standards and Requirements and
Acknowledgement of Compliance with all Grant Requirements
I, have read and understand the requirements and standards for the
service/s for which my agency/company, is making a proposal. I hereby issue this
statement of assurance that this agency/company is in compliance with and is able to meet all of the requirements
and standards noted in the most current Department of Elder Affairs Home and Community Based Services
Handbook for said service/s.
Further,I agree that my firm will comply with all grant requirements as identified under separate attachment
labeled Grant Requirements_Redacted and downloadable at: http://bid.collieraov.net/bid/.
Authorized Representative Date
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3/25/2014 16.D.9.
Go Cav7
kdmrraistrawe Sertil ,vision
,urcnasin:
Attachment 14: Debarment and Suspension
Certification Regarding Debarment,Suspension,Ineligibility and Voluntary Exclusion Contracts/
Subcontracts
This certification is required by the regulation implementing Executive Order 12549,Debarment and Suspension,
signed February 18, 1986.The guidelines were published in the May 29, 1987 Federal Register(52 Fed.Reg.,
pages 20360-20369).
(1) The prospective recipient certifies, by signing this certification, that neither he nor his principals is presently
debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation
in contracting with the Department of Elder Affairs by any federal department or agency.
(2) Where the prospective recipient is unable to certify to any of the statements in this certification,such
prospective recipient shall attach an explanation to this certification.
Signature
Date
Name and Title of Authorized Individual
(Print or type)
Name of Organization
DOEA FORM 112B
(Revised April 2001)
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3/25/2014 16.D.9.
i r Couvrty
Ariminisuetwe Serums Division
7urchasinr•
Attachment 15: Conflict of Interest Affidavit
By the signature below,the firm(employees,officers and/or agents)certifies,and hereby discloses,that,to the best
of their knowledge and belief,all relevant facts concerning past,present,or currently planned interest or activity
(financial,contractual,organizational,or otherwise)which relates to the proposed work; and bear on whether the
firm(employees,officers and/or agents)has a possible conflict have been fully disclosed.
Additionally,the firm(employees,officers and/or agents)agrees to immediately notify in writing the
Purchasing/General Services Director,or designee.if any actual or potential conflict of interest arises during the
contract and/or project duration.
Firm:
Signature and Date:
Print Name
Title of Signatory
State of
County of
SUBSCRIBED AND SWORN to before me this day of ,20
_, by ,who is
personally known to me to be the
for the Firm, OR who produced the following identification
Notary Public
My Commission Expires
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