Agenda 01/08/2019 Item #16C 501/08/2019
EXECUTIVE SUMMARY
Recommendation to award Invitation to Bid No. 18-7418, “Storm Shutter Preventative
Maintenance and Repair,” to ADFS, LLC for County-wide shutter services.
OBJECTIVE: To obtain Storm Shutter Preventative Maintenance and Repair services.
CONSIDERATIONS: The Facilities Management Division and Public Utilities Department is
responsible for maintaining automatic and manual storm shutters, in various Collier County owned and
leased buildings. To maintain the integrity and continuous operation of those systems, staff solicited for
services to provide manual and automatic storm shutter preventative maintenance and repair.
On August 15, 2018, the Procurement Services Division released notice of Invitation to Bid No. 18‐7418
to four hundred thirty eighty (438) vendors for Storm Shutter Preventative Maintenance and Repair.
Interested vendors downloaded thirty-three (33) bid packages and the County received three (3) proposals
by the September 25, 2018 deadline. Staff determined Atlas Door and Gate as non‐responsive for not
submitting requested bid documents. Staff found ADFS, LLC as the lowest, responsive and responsible
bidder.
Respondents:
Company Name Amount Responsive/Responsible
ADFS, LLC $273,000 Y/Y
Castle Services $755,000 Y/Y
Atlas Door and Gate $435,000 (Bid Documents Not
Submitted)
N/N
The bid amounts above are for evaluation purposes only and were based on pricing scenarios based upon
multipliers calculated using the vendors' hourly rates and services to identify the most re sponsive and
competitive bidder.
FISCAL IMPACT: Funds are available in the Division of Facilities Management Operating Budget
001-122240 and other user division cost centers. The historical annual expenditures are approximately
$45,000 per year, county-wide; however, future annual expenditures will be based on the County’s needs
and available Board approved budgets.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this
Executive Summary.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for Board approval. -SRT
RECOMMENDATION: To award Invitation to Bid No. 18-7418, “Storm Shutter Preventative
Maintenance and Repair,” to ADFS, LLC for County-wide storm shutter preventative maintenance and
repair services, and to authorize the Chair to execute the attached Agreement.
Prepared By: Linda Jackson Best, Sr. Operations Analyst, Facilities Management Division
16.C.5
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01/08/2019
ATTACHMENT(S)
1. 18-7418 ADFS_Contract_VendorSigned(PDF)
2. 18-7418 ADFS_Insurance_12-5-18 (PDF)
3. NORA 18-7418 (PDF)
4. 18-7418 Bid Tabulation (PDF)
5. ADFS Submittal (PDF)
6. Addendum 1 (PDF)
7. 18-7418 Solicitation (PDF)
8. PM Inspection Checklist (PDF)
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.C.5
Doc ID: 7513
Item Summary: Recommendation to award an Agreement for Invitation to Bid No. 18 -7418,
“Storm Shutter Preventative Maintenance and Repair,” to ADFS, LLC for County-wide shutter services.
Meeting Date: 01/08/2019
Prepared by:
Title: – Facilities Management
Name: Linda Best
12/06/2018 10:45 AM
Submitted by:
Title: Director - Facilities Management – Facilities Management
Name: Damon Grant
12/06/2018 10:45 AM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 12/06/2018 12:18 PM
Facilities Management Damon Grant Director - Facilities Completed 12/06/2018 3:47 PM
Public Utilities Operations Support Joseph Bellone Additional Reviewer Completed 12/10/2018 10:38 AM
Procurement Services Sandra Herrera Additional Reviewer Completed 12/10/2018 1:59 PM
Procurement Services Kristofer Lopez Additional Reviewer Completed 12/10/2018 3:13 PM
Procurement Services Ted Coyman Additional Reviewer Completed 12/11/2018 9:07 AM
Procurement Services Swainson Hall Additional Reviewer Completed 12/12/2018 4:52 PM
Public Utilities Department Dan Rodriguez Additional Reviewer Completed 12/13/2018 11:01 AM
Public Utilities Department Sarah Hamilton Level 1 Division Reviewer Completed 12/17/2018 3:58 PM
Public Utilities Department George Yilmaz Level 2 Division Administrator Review Completed 12/18/2018 5:40 AM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 12/20/2018 2:15 PM
Office of Management and Budget Laura Wells Level 3 OMB Gatekeeper Review Completed 12/20/2018 2:34 PM
Budget and Management Office Ed Finn Additional Reviewer Completed 12/20/2018 5:49 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 12/21/2018 8:51 AM
County Attorney's Office Emily Pepin CAO Preview Completed 12/21/2018 3:49 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 12/27/2018 1:02 PM
Board of County Commissioners MaryJo Brock Meeting Pending 01/08/2019 9:00 AM
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16.C.5.aPacket Pg. 1222Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1223Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1224Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1225Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1226Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1227Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1228Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1229Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1230Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1231Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1232Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1233Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1234Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
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Packet Pg. 1235 Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1236Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1237Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1238Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1239Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1240Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1241Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1242Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1243Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
16.C.5.aPacket Pg. 1244Attachment: 18-7418 ADFS_Contract_VendorSigned (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance
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Packet Pg. 1245 Attachment: 18-7418 ADFS_Insurance_12-5-18 (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and
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Packet Pg. 1246 Attachment: 18-7418 ADFS_Insurance_12-5-18 (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and
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Packet Pg. 1247 Attachment: 18-7418 ADFS_Insurance_12-5-18 (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and
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Packet Pg. 1248 Attachment: 18-7418 ADFS_Insurance_12-5-18 (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and
16.C.5.cPacket Pg. 1249Attachment: NORA 18-7418 (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
Personnel Positions Hours*Price Per Hour Total Price Per Hour Total Price Per Hour Total
Project Manager 2000 55 110000 85 170000 55 110000
Site Superintendent 2000 35 70000 85 170000 55 110000
Technician 2000 19 38000 85 170000 40 80000
Apprentice 2000 10 20000 85 170000 30 60000
*number of hours used for bidding purposes only Total:238000 Total:680000 Total:360000
Service Units*Unit Price Total Unit Price Total Unit Price Total
Preventative Maintenance - Per shutter 1000 35 35000 75 75000 75 75000
*number of units used for bidding purposes only Total Award 273000 Total Award 755000 Total Award 435000
Conflict of Interest Yes No NO
Declaration Statement Yes Yes NO
Immigration Affidavit Yes Yes NO
W-9 Yes Yes NO
Insurance Requirements Yes Yes NO
Opened by: Kristofer Lopez, Procurement Strategist
Witnessed by: Eveyln Colon, Procurement Strategist
Castle Services Atlas Door & Gate
NON-RESPONSIVE
Pricing must be all inclusive. Mark up for any parts, leased equipment, materials, equipment, etc shall be 10%.Documenation of awardees' cost must be provided with actual invoice from the supplier. Mark up for
subcontractors shall be 15%. After hours will be calculated at 1 and 1/2 time. "Normal Business" hours is defined as County business hours; Monday through Friday 7:00 am to 6:00 pm. "After Hours" rates apply to
weekends, County holidays and Monday through Friday after 6:00 pm and before 7:00 am. If a requested service starts during Normal Business hours and extends into the After hours period, the After Hours rate shall
only be charged for time actually worked during the After Hours period.
18-7418 Shutter Preventative Maintenance and Repair Bid Tabulation
Category 2 - Services
Category 1 - Labor ADFS, LLC
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Packet Pg. 1250 Attachment: 18-7418 Bid Tabulation (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
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Packet Pg. 1251 Attachment: ADFS Submittal (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
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Packet Pg. 1252 Attachment: ADFS Submittal (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
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Packet Pg. 1253 Attachment: ADFS Submittal (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
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Packet Pg. 1254 Attachment: ADFS Submittal (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
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Packet Pg. 1255 Attachment: ADFS Submittal (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
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Packet Pg. 1256 Attachment: ADFS Submittal (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
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Packet Pg. 1257 Attachment: ADFS Submittal (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
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Packet Pg. 1258 Attachment: ADFS Submittal (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
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Packet Pg. 1259 Attachment: ADFS Submittal (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
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Packet Pg. 1260 Attachment: ADFS Submittal (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
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Packet Pg. 1261 Attachment: ADFS Submittal (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
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Packet Pg. 1262 Attachment: ADFS Submittal (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
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Packet Pg. 1263 Attachment: ADFS Submittal (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
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Packet Pg. 1264 Attachment: ADFS Submittal (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
Addendum #1
Date: 9/6/2018
From: Kristofer Lopez, Procurement Strategist
To: Interested Bidders
Subject: Addendum # 1
Solicitation # and Title 18-7418 Storm Shutter Preventative Maintenance and
Repair
The following change is made to the above mentioned Collier County solicitation:
1. A revised solicitation has been uploaded. The intent of the award has changed from
establishing a pool of vendors to selecting only a primary vendor.
If you require additional information please post a question on the Online Bidding site or contact
me at the information noted above.
C: Amanda Condomina
Please sign below and return a copy of this Addendum with your submittal for the above referenced solicitation.
(Signature)
Date
(Name of Firm)
Email: Kristofer.lopez@colliercountyfl.gov
Telephone: (239) 252-8944
16.C.5.f
Packet Pg. 1265 Attachment: Addendum 1 (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
INVITATION TO BID (ITB)
FOR
Storm Shutter Preventative Maintenance and Repair
SOLICITATION NO.: 18-7418
KRISTOFER LOPEZ, PROCUREMENT STRATEGIST
PROCUREMENT SERVICES DIVISION
3295 TAMIAMI TRAIL EAST, BLDG C-2
NAPLES, FLORIDA 34112
TELEPHONE: (239) 252-8944
Kristofer.lopez@colliercountyfl.gov (Email)
This solicitation document is prepared in a Microsoft Word format. Any alterations to this
document made by the Consultant may be grounds for rejection of proposal, cancellation of any
subsequent award, or any other legal remedies available to the Collier County Government.
16.C.5.g
Packet Pg. 1266 Attachment: 18-7418 Solicitation (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
SOLICITATION PUBLIC NOTICE
INVITATION TO BID (ITB) NUMBER: 18-7418
PROJECT TITLE: Storm Shutter Preventative Maintenance and Repair
LOCATION: PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A, 3295
TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA 34112
PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION
3295 TAMIAMI TRAIL EAST, BLDG C-2
NAPLES, FL 34112
All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:
https://www.bidsync.com/bidsync-cas/
INTRODUCTION
As requested by the Facilities Management Division (hereinafter, the “Division or Department”), the Collier County Board of County
Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the
intent of obtaining bid submittals from interested and qualified vendors in accordance with the terms, conditions and specifications
stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.
The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners
Procurement Ordinance.
BACKGROUND
The County is responsible for maintaining automatic and manual storm shutters, in various County owned and leased buildings
throughout Collier County. In order to maintain the integrity and continuous operation of these systems, the County intends to award a
contract to perform preventative maintenance, routine and Urgent repair services for Automatic and Manual Storm Shutters.
Historically, the County departments have spent, an average, of approximately $45,000 per year over the last three Fiscal Years.
However, future annual expenditures will be based on available budgets. All County Departments may utilize the resulting contract.
TERM OF CONTRACT
The contract term, if an award(s) is/are made is intended to be for three (3) years with two (2) one (1) year renewals.
Prices shall remain firm for the initial term of this contract.
Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.
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.
AWARD CRITERIA
ITB award criteria are as follows:
The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the
solicitation.
It is the intent of Collier County to award to the lowest, responsive and responsible vendor that represents the best value to the
County.
For the purposes of determining the winning bidder, the County will select the vendor with the lowest price as outlined below:
• Total base bid
Collier County reserves the right to select one, or more than one suppliers, award on a line item basis, establish a pool for
quoting, or other options that represents the best value to the County; however, it is the intent to:
• Intent is to identify a single vendor
16.C.5.g
Packet Pg. 1267 Attachment: 18-7418 Solicitation (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.
DETAILED SCOPE OF WORK
The intent of this solicitation is to obtain preventative maintenance and repairs for Automatic and Manual Storm Shutters on County owned
and leased buildings and facilities in order to minimize the down time and maintain the systems in top operating condition.
Awarded vendor will provide preventative maintenance services, routine repair services, and Urgent repair services including but not limited
to commercial / residential Storm Shutters. The Contract will be based upon time and materials.
Bidder(s) may also be required to conform to the County’s Work Management procedures, such as utilizing work order forms or future online
work order system, at no additional cost to the County. The Contractor will be responsible for utilizing any systems used by the County for
work order requests under this Agreement.
All bidders must provide requested certifications and licenses they hold necessary to perform the services outlined in the bid specifications;
however, currently there are no required licenses or certifications required to work on County equipment. The Contractor(s) shall use qualified
technicians to complete all work in accordance with the requirements specified in the bid.
Typically, maintenance and repair services will be completed during normal business hours; however, the County may request services during
off-hours, as deemed necessary by the County Representative and/or designee. Normal business hours are considered Monday through Friday
between 7:00 AM and 5:00 PM. After hours are considered before 7:00 AM and after 5:00 PM on weekdays and at any time on Saturday,
Sunday or County Observed Holiday. An after-hours rate will be allowed for off-hours services
PREVENTATIVE MAINTENANCE
Preventative maintenance will be requested as the County requires.
The County representative or designee will provide a full scope of work for each shutter preventative maintenance and remedial repair
project, including the shutter type (manual or automatic) and quantity per PM for maintenance and repairs to all the contractors. A
preventative maintenance checklist must be completed for each location (Attachment A) The Contractor will submit a time and
materials proposal for the cost of the work.
The Contractor may not begin work until a written approval and purchase order from the County representative or designee is
received.
The preventative maintenance covered by this scope of work includes (all checks, or processes, may not be applicable to all equipment types
or models):
1. Visual Inspection
• Check shutter operation utilizing both manual and/or motorized mechanisms. Caution: Electric shutter switches should be
in the neutral position when not in use. Complete the shutter cycle on electric shutters before reversing the direction.
Return switch to neutral position after test completed;
• Inspect all manual cranks;
• Inspect the tracks and wheel and clean the dirt, salt, insect nests or other particles that may cause problems with the
operation of the shutters
• Inspect all power connections and wires for signs of overheating; and
• Inspect the condition of removable hurricane shutter panels and that they are stored properly
• Inspect for damaged slats and note any other damaged, missing or worn parts.
• Check installation hardware of removable hurricane shutter panels for corrosion, tightness, missing parts
2. Internal Operating Parameters
• Calibrate and record all electronics to system specifications;
• Update firmware, as necessary, with customer approval (parts if required are included at no charge with full parts
coverage);
• Lubricate the moving parts;
• Check cables; and
• Test the auto-reverse and safety features, if applicable.
3. External Operating Parameters
• Test door balance;
• Inspect and replace rollers, springs, cables;
16.C.5.g
Packet Pg. 1268 Attachment: 18-7418 Solicitation (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
• Replace weather-stripping;
• Test Urgent Evacuation Systems (EVAC), if applicable.
4. Monitoring System Parameters, if applicable
• Alarm archive review and printing;
• Alarm lamp test-local and remote, if applicable;
• Replace all open monitor bulbs;
• Inspect battery monitoring system; and
• Review battery test in history, if applicable.
5. Additional Items
• Clean dirt/dust accumulation, when possible;
• Check nuts, bolts, screws, connections for tightness and heat discoloration; and
• Operational system testing.
• Customer consultation;
• Verbal and written recommendations; and
• General Observations.
Following the preventative maintenance inspection, a written report / check list will be provided detailing the results of the inspection,
services completed, and making specific recommendations for future remedial action upgrades, etc.
Preventative maintenance on each unit / system is required to be completed in accordance with the manufacturer’s recommendations.
Preventative maintenance will be billed by item serviced. Actual records must be provided for payment. These records will include but
not be limited to: a summary spreadsheet for each unit serviced with the date of service and an attestation signed by the Contractor.
REPAIR SERVICES (including routine and urgent)
This section includes routine and urgent repair services for storm shutters, mechanical motors, and any other related mechanical
equipment and/or related work associated with storm shutters.
• Remedial repairs: Once a purchase order is issued, the County representative or designee would expect that the work
commence within two (2) business days, unless otherwise directed by the County representative or designee.
• Routine and Urgent Repair Work: The County will issue a written work request for on-call repair work. The County
representative or designee would expect that the on-call service for routine repair commence within one (1) business day from
the authorization notification, unless otherwise directed by the County representative or designee. Urgent repair work shall
commence within three (3) hours from the initial work request.
• After Hours Services: The County representative or designee will identify the needed maintenance and repair and request that
work be completed as soon as reasonably practicable. The County representative or designee may direct the Contractor to
commence work through a written communication.
Contractor’s Responsibilities
1. Contractor shall furnish all necessary labor, materials, equipment, tools, consumables, transportation, skills, and incidentals required
for the preventative maintenance, repairs, and miscellaneous services for the County’s systems.
2. On-Call Schedule: Contractor(s) awarded will provide an on-call schedule twenty-four (24) hours a day, seven (7) days per week,
365 days per year. Successful bidder(s) shall provide the County with an on-call telephone number(s) for both standard and Urgent
service.
3. Scheduling: All normal maintenance, service, and repairs shall be conducted during normal working hours, Monday through Friday
between 7:00am and 5:00pm, excluding County holidays or County observed holidays. To arrange for an appointment to perform
service at a particular facility, contact the County designee at a minimum of 24 hours in advance of the work.
4. Repair Parts: All repair parts must be approved and be of genuine and original manufacturer's parts. The Contractor(s) will be
required to provide proof of the Original Manufacturer’s parts through providing invoices or photographs at the time of invoice
submission.
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Packet Pg. 1269 Attachment: 18-7418 Solicitation (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
The Contractor shall be required to expressly warrant that all parts are new and free from defects, warranted for their merchantability
and meet the performance specifications of the original equipment. In the event a portion, or all of an order, is found to be defective
when delivered and/ or installed, the Contractor shall immediately replace the equipment at no cost to the County.
5. Additions and Deletions of Equipment: The County retains the right to add or to delete any equipment and/or locations from
service provided under this Contract as described herein, upon written notification by the County designee to the Contractor, without
needing additional Board approval.
6. Records and Documentation: The Contractor(s) is responsible to maintain and update records for each type of equipment serviced.
The documentation will include, and not be limited to, records of all service calls, preventative maintenance performed, and any
system modifications, if applicable. The Contractor(s) will not charge for any call back work.
7. Inspections: The County and the Contractor(s) may conduct an inspection of the completed services provided in response to any
resulting purchase order. Any deficiencies noted during an inspection shall be corrected before final acceptance. Such deficiencies
will be corrected within 24 hours after receipt of notification, at the Contractor’s expense, or the County may follow the provisions
in Section 12c (below). Deductions may be imposed at the time of initial notification for lack of performance.
If the Contractor(s) fails to correct the defects within this time frame, the County shall be entitled to have the work remedied, charge
a deduction / fine (see Section - Performance Measures and Contract Deductions), and the Contractor(s) shall be fully liable for all
costs and expenses reasonably incurred by the County.
8. Performance Measures: The Contractor(s) shall maintain compliance with the following performance measures:
• The Contractor(s) will provide all required reports and records within the time frame specified to the County Representative
or designee.
• The Contractor(s) will advise the County, in writing, of any extenuating circumstances that will prohibit the Contractor
from meeting the above-outlined performance measures.
• The Contractor(s) will furnish all necessary labor, tools, equipment and services to perform contracted services specified
in the contract. The Division Management and/or County Representative shall be the final authority on any issues that may
arise as to the quality and acceptability of any work performed under the resultant contract.
• If any tasks are omitted or not performed satisfactorily, fully, and completely and with the frequency designated by the
Contract, the entire affected area as defined solely by the County Representative or designee shall be found to be a non-
performance area.
9. Final Acceptance by County: The County shall consider the work complete when the Contractor has completed in its entirety all
of the work and the County has accepted all of the work and notified the Contractor in writing that the work is complete. Once the
County has approved and accepted the work, Contractor shall be entitled to payment in accordance with the Contract requirements.
10. Equipment Inventory: The Contractor(s) shall, under no circumstances, remove any equipment containing a County asset sticker.
The Contractor(s) shall request that, when replacing equipment, the asset sticker be removed by an appropriate County staff member
authorized to adjust equipment inventory records.
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Packet Pg. 1270 Attachment: 18-7418 Solicitation (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)
ATTACHMENT A
# of Storm Shutters:
1.
2.
3.
4.
5.
*
*
*
RECOMMENDATIONS FOR REPAIRS: (Include cost estimates. Continue on separate sheet if needed)
Date:
Date of Inspection:
Collier County Storm Shutter Preventative Maintenance Inspection Checklist
Facility Name:
Address:
Make & Model:
INSPECTION*REMARKS
Visual Inspection
• Check shutter operation utilizing both manual and/or motorized
mechanisms. Caution: Electric shutter switches should be in the neutral
position when not in use. Complete the shutter cycle on electric shutters
before reversing the direction. Return switch to neutral position after test
completed;
• Inspect all manual cranks;
• Inspect the tracks and wheel and clean the dirt, salt, insect nests or
other particles that may cause problems with the operation of the
shutters
• Inspect all power connections and wires for signs of overheating; and
• Inspect the condition of removable hurricane shutter panels and that
they are stored properly
• Inspect for damaged slats and note any other damaged, missing or
worn parts.
• Check installation hardware of removable hurricane shutter panels
Internal Operating Parameters
• Calibrate and record all electronics to system specifications;
• Update firmware, as necessary, with customer approval (parts if
required are included at no charge with full parts coverage);
• Lubricate the moving parts;
• Check cables; and
• Test the auto-reverse and safety features, if applicable.
External Operating Parameters
• Test door balance;
• Inspect and replace rollers, springs, cables;
• Replace weather-stripping;
• Test Emergency Evacuation Systems (EVAC), if applicable.
Monitoring System Parameters, if applicable
• Alarm archive review and printing;
• Alarm lamp test-local and remote, if applicable;
• Replace all open monitor bulbs;
• Inspect battery monitoring system; and
• Review battery test in history, if applicable.
Contractor's Representative:Signature:
Additional Items
• Clean dirt/dust accumulation, when possible;
• Check nuts, bolts, screws, connections for tightness and heat
discoloration; and
• Operational system testing.
• Customer consultation;
• Verbal and written recommendations; and
• General Observations.
Inspection checklist to be used in conjunction with the Manufacturer's written instructions for preventative maintenance.
Per site visit, Contractor must provide a minimum of three photos (before, during, after) of the storm shutters being serviced.
At all times, contractor is responsible to maintain a safe working environment, and compliance with any applicable OSHA and
Collier County Risk safety standards.
16.C.5.h
Packet Pg. 1271 Attachment: PM Inspection Checklist (7513 : Recommendation to award ITB 18-7418, Storm Shutter Preventative Maintenance and Repair)