Agenda 10/22/2019 Item #16C 9 (Grease Trap Hauling #19-7595)10/22/2019
EXECUTIVE SUMMARY
Recommendation to award an Agreement for Invitation to Bid (“ITB”) No. 19-7595, “Grease Trap
Hauling,” to Southern Sanitation Inc., for County-wide Grease Trap Hauling.
OBJECTIVE: To contract a vendor to provide service for grease tra ps at various locations throughout
Collier County.
CONSIDERATIONS: The Division of Facilities Management is required to provide service for grease
traps at various locations throughout Collier County. Services will be utilized to empty grease traps in
accordance with the guidelines of the various municipalities/agencies where a given facility is located.
The attached agreement secures a vendor to provide these services for the County.
On July 8, 2019, the Procurement Services Department released Invitation to Bid 19-7595 to 2,017
vendors for Grease Trap Hauling Services. The County did not receive any bids by the original August 7,
2019 deadline. As a result, the County extended this solicitation with a deadline to submit bids by August
23, 2019. Ultimately, interested vendors downloaded thirty (30) bid packages but the County only
received one (1) bid by the August 23, 2019 deadline.
This single bid was reviewed for reasonableness in collaboration with the Procurement Division.
Additionally, research was conducted to compare historical rates locally and within the region. It has been
determined the rates of this single bid are reasonable and appropriate.
Therefore, staff recommends awarding to the lowest/only responsive and responsible bidder, Southern
Sanitation Inc. detailed below:
Company Name City State Bid Amount Responsive/Responsible
Southern Sanitation, Inc. Naples FL $54,400.00 YES/YES
The sample bid corresponds to a rate of $350 per hour for cleaning and hauling grease traps and $150 per
hour for minor repairs.
FISCAL IMPACT: Funds are available in the Division of Facilities Management Operating Budget
001-122240 and other user division cost centers. The base annual amount of the contract is estimated to
be $54,400, however this may not be indicative of future buying patterns.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority
vote for Board approval.-SRT
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this
Executive Summary.
RECOMMENDATION: To award an Agreement for ITB # 19-7595, “Grease Trap Hauling,” to
Southern Sanitation, Inc., for County-wide Grease Trap Hauling services, and to authorize the Chairman
to sign the attached Agreement.
Prepared By: Katie Sibert, Operations Analyst, Facilities Management Division
16.C.9
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10/22/2019
ATTACHMENT(S)
1. 19-7595 Bid Tabulation (PDF)
2. 19-7595 NORA (PDF)
3. 19-7595 Solicitation (PDF)
4. 19-7595 Southern Sanitation Proposal (PDF)
5. 19-7595 SouthernSanitation_VendorSigned (PDF)
6. 19-7595 SoutherSanitation_Insurance_10-1-19 (PDF)
16.C.9
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10/22/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.C.9
Doc ID: 10421
Item Summary: Recommendation to award an Agreement for Invitation to Bid (“ITB”) No. 19-
7595, “Grease Trap Hauling,” to Southern Sanitation Inc., for County-wide Grease Trap Hauling.
Meeting Date: 10/22/2019
Prepared by:
Title: – Facilities Management
Name: Kathleen Sibert
10/04/2019 4:13 PM
Submitted by:
Title: Director - Facilities Management – Facilities Management
Name: Damon Grant
10/04/2019 4:13 PM
Approved By:
Review:
Procurement Services Michael Cox Level 1 Purchasing Gatekeeper Skipped 10/10/2019 5:43 PM
Public Utilities Department Michael Cox Level 1 Division Reviewer Skipped 10/10/2019 5:46 PM
County Attorney's Office Michael Cox Level 2 Attorney Review Skipped 10/10/2019 5:47 PM
Public Utilities Department Michael Cox Level 2 Division Administrator Review Skipped 10/10/2019 5:47 PM
County Attorney's Office Michael Cox Level 3 County Attorney's Office Review Skipped 10/10/2019 5:48 PM
Office of Management and Budget Michael Cox Level 3 OMB Gatekeeper Review Skipped 10/10/2019 5:48 PM
County Manager's Office Michael Cox Level 4 County Manager Review Skipped 10/10/2019 5:49 PM
Procurement Services Opal Vann Additional Reviewer Completed 10/04/2019 4:33 PM
Procurement Services Viviana Giarimoustas Additional Reviewer Completed 10/07/2019 11:56 AM
Public Utilities Operations Support Joseph Bellone Additional Reviewer Completed 10/07/2019 1:55 PM
Procurement Services Priscilla Doria Additional Reviewer Completed 10/07/2019 2:49 PM
Procurement Services Evelyn Colon Additional Reviewer Completed 10/07/2019 2:49 PM
Procurement Services Ted Coyman Additional Reviewer Completed 10/07/2019 2:51 PM
Public Utilities Department Drew Cody Additional Reviewer Completed 10/07/2019 3:29 PM
Public Utilities Department Drew Cody Additional Reviewer Skipped 10/11/2019 8:55 AM
Facilities Management Drew Cody Director - Facilities Skipped 10/11/2019 8:55 AM
Public Utilities Department George Yilmaz Additional Reviewer Completed 10/08/2019 11:30 AM
16.C.9
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10/22/2019
County Attorney's Office Scott Teach Additional Reviewer Completed 10/09/2019 5:01 PM
County Attorney's Office Scott Teach Additional Reviewer Completed 10/10/2019 10:42 AM
Office of Management and Budget Laura Wells Additional Reviewer Completed 10/10/2019 1:32 PM
Budget and Management Office Ed Finn Additional Reviewer Completed 10/11/2019 9:10 AM
County Manager's Office Nick Casalanguida Additional Reviewer Completed 10/12/2019 11:42 AM
Board of County Commissioners MaryJo Brock Meeting Pending 10/22/2019 9:00 AM
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Project Manager: Kathleen Sibert
Procurement: Viviana Giarimoustas
Opened: 8/23/19 10:00 AM EST
Witness: Sara Schneeberger
Bid Tabulation
# 19-7595 Grease Trap
Hauling Services
Notifications Sent: 2,017
Downloaded: 30
Submissions: 1
Personnel Positions Hours*Price Per Hour Total
Grease Traps (also Organics) Cleaning and Hauling 155 $ 350.00 54,250.00$
*number of hours used is for bidding purposes only and based off Facilities Management historical use
General Requirements for bidding purposes. The County has the right to add work as necessary.
Service Labor Price Per
Hour
Minor Repairs to Grease Trap Related Items $ 150.00
Total 150.00$
Total Category 1 & 2 54,400.00$
Description YES/NO
Form 2: Vendor Check List YES
Form 3: Conflict of Interest Affidavit YES
Form 4: Vendor Declaration Statement YES
Form 5: Immigration Affidavit Certification YES
Form 6: Vendor Substitute W – 9 YES
Form 7: Vendor Submittal – Local Vendor Preference Affidavit YES
Insurance and Bonding Requirements YES
E-Verify YES
Pricing must be all inclusive. Mark up for any parts, materials, equipment, etc shall be 10%. A breakdown of material shall be required, including
documentation of costs, when such costs exceed five hundred dollars ($500.00). Miscellaneous items totaling $500.00 or less will not require
documentation. Subcontractors shall be on a strictly cost plus 15%. Documentation of awardees' cost must be provided with actual invoice from the
supplier. After hours will be calculated at 1 and 1/2 time. After hours are considered before 7:00 AM and after 5:00 PM. Normal business hours are
considered between 7:00am and 5:00pm.
Category 1 - Service
Category 2 - Additional Services and Repairs
Southern Sanitation
1 of 1
16.C.9.a
Packet Pg. 2054 Attachment: 19-7595 Bid Tabulation (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No.
16.C.9.b
Packet Pg. 2055 Attachment: 19-7595 NORA (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
INVITATION TO BID (ITB)
FOR
GREASE TRAP HAULING
SOLICITATION NO.: 19-7595
VIVIANA GIARIMOUSTAS, PROCUREMENT STRATEGIST
PROCUREMENT SERVICES DIVISION
3295 TAMIAMI TRAIL EAST, BLDG C-2
NAPLES, FLORIDA 34112
TELEPHONE: (239) 252-6098
Viviana.Giarimoustas@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.9.c
Packet Pg. 2056 Attachment: 19-7595 Solicitation (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
SOLICITATION PUBLIC NOTICE
INVITATION TO BID (ITB) NUMBER: 19-7595
PROJECT TITLE: GREASE TRAP HAULING SERVICES
DUE DATE: Wednesday, August 7, 2019 10:00 AM EST
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 Collier County 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
Collier County Facilities Management Division is required to provide service for grease traps at various locations throughout Collier
County. Services will be utilized to empty grease traps in accordance with guidelines of the various municipalities where the facility is
located. Historically, County departments have spent approximately $25,000.
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.
The County Manager, or designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this
Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the
County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.
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(s) 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, lowest discount,
or criteria established in the solicitation as outlined below:
• Lowest total bid
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Packet Pg. 2057 Attachment: 19-7595 Solicitation (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
Collier County reserves the right to select one, or more than one supplier, 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:
• Award to a Primary and Secondary
The County reserves the right to issue a formal contract, standard County Purchase Order, or utilize the County Purchasing
Card for the award of this solicitation.
DETAILED SCOPE OF WORK
The Contractor(s) understands the requirements of the Department/Division relative to furnishing both scheduled and urgent grease removal
and disposal service.
A. Material:
1. The material primarily consists of raw untreated grease.
2. Other organics and plastics may be incorporated in the raw grease.
B. Method of Disposal:
1. The Contractor shall supply all equipment and labor to perform the required tasks.
2. The Contractor must respond with an empty truck. A partially loaded truck may be accepted at the County's discretion,
approval will be documented on the invoice.
3. The Contractor shall remove raw grease from a grease trap and directly haul to a State approved disposal and receiving
facility.
4. The Contractor shall be responsible for cleaning up any material spills in accordance with State, Federal, and local regulations.
The Contractor must equip their trucks with a spill kit to be used in the event of a spill of raw wastewater, grease, scum, fuel,
or any other discharge at all times while performing this Agreement.
5. The Contractor shall maintain hauling records for a period of seven (7) years after the occurrence.
6. Each load shall have a load ticket/manifest signed by an agent of the Contractor and the County.
7. Compensation for transportation, labor and equipment is all inclusive in the per hour charge. Additional requests for
compensation for disposal will not be accepted.
8. The disposal site shall be identified on the load ticket/manifest for official records.
9. The Contractor shall provide clear color photographs as well as post job completion of clean and empty grease
interceptor/under sink trap showing piping inside and surrounding area along with invoices.
10. The Contractor has the sole responsibility to comply with any Local, State, Federal and/or Department of Transportation
(DOT) rules and laws and/or regulations in regard to transportation and disposal of material removed, at no additional cost
to the County.
C. Per Hour Rate for Pumping and Disposal Services:
1. The Contractor shall provide pumping and disposal work pursuant to the all-inclusive hourly rate supplied on the bid schedule.
2. The Contractor will be permitted to charge a two (2) hour minimum for trucks that were requested by the County, arrived
onsite within the required response timeframe, and were subsequently dismissed by the County without pumping or hauling
waste.
D. Response Time and Availability:
1. The Contractor shall provide the County with a single, local, on-call telephone number for contact.
a) The Contractor must respond/return Collier County’s phone calls within thirty (30) minutes. If response is not
received, the County reserves the right to move on to the Secondary vendor on contract.
b) For urgent work requests, the Contractor must arrive on-site with a truck capable of removing a minimum of 4,000
gallons within one (1) hour of notification by County personnel.
c) For routine/scheduled work requests, the Contractor must have a minimum availability of two (2) trucks within
four (4) hours of notification.
2. The Contractor must be available on a twenty-four (24) hour basis, 365 days per year.
3. Should the Contractor fail to provide the requested service, the County reserves the right to ask for and obtain said service
from another contractor(s).
4. Normal business hours are considered Monday through Friday between 7:00 AM and 5:00 PM. Afterhours are considered
before 7:00 AM and after 5:00 PM on weekdays and at any time on Saturday, Sunday or County Observed Holiday.
Afterhours rate will be calculated at 1 and 1/2 time the hourly rate provided in the bid schedule. If a requested service starts
during “Regular Time”, and extends into the Afterhours period, the Afterhours rate shall only be charged for time actually
worked during the Afterhours period.
E. Damage to Structures:
1. Damage caused by the Contractor to pipes, manholes, property, or any other system appurtenances shall be repaired by the
16.C.9.c
Packet Pg. 2058 Attachment: 19-7595 Solicitation (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
Division at the Contractor's expense.
a) The Contractor shall contact the Division immediately of any damage.
b) The Division will coordinate the repair and charge the Contractor for all associated fees involved in such work.
F. Safety:
1. The Contractor has the sole responsibility to comply with all Federal, State, and local OSHA rules, laws and/or regulations including
best management practices.
G. Payment:
1. The Contractor shall invoice the Division on a per job basis and the invoice shall have a description of the following:
a. Date and time of the work - start to finish
b. Location of work
2. Each invoice submitted for payment must be accompanied by the Contractor’s load ticket/manifest for each truck.
H. Licenses:
1. All required licenses, permits, and insurance as mandated by Florida Department of Environmental Protection are to be
maintained by the Contractor at all times during the term of this Agreement.
I. Repairs:
1. Vendor shall provide repair services to grease trap structures on an as needed basis.
2. Costs for all materials necessary to complete a project shall be listed on the invoice. A breakdown of material shall be
required, including documentation of costs, when such costs exceed five hundred dollars ($500.00). Miscellaneous items
totaling $500.00 or less will not require documentation. However, the County reserves the right to periodically spot check
items less than the threshold. Items under $500.00 will be labeled as “miscellaneous supplies”.
J. Work Distribution:
1. All urgent work and work under $5,000 will be given to the primary vendor on contract. The Division reserves the right to move to
the secondary vendor if the primary vendor does not meet required response times or declines the work. The Division will obtain
bids from all awarded vendors for work over $5,000 and will award to the lowest responsive bidder. However, the Division reserves
the right, for any job regardless of dollar value, to request quotes from all contractors on contract and award to the lowest responsive
bidder. Any work over $25,000 will be competitively solicited.
VENDOR CHECKLIST
***Vendor should check off each of the following items as the necessary action is completed (please see, Form 2: Vendor Check
List):
The Solicitation Submittal has been signed.
The Solicitation Pricing Document (Bid Schedule/Quote Schedule/Proposal Pricing/etc.) has been completed and attached.
All applicable forms have been signed and included, along with licenses to complete the requirements of the project.
Any addenda have been signed and included.
Affidavit for Claiming Status as a Local Business, if applicable.
Division of Corporations - Florida Department of State – http://dos.myflorida.com/sunbiz/ (If work performed in the State).
E-Verify/Immigration Affidavit (Memorandum of Understanding).
.
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Packet Pg. 2059 Attachment: 19-7595 Solicitation (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.dPacket Pg. 2060Attachment: 19-7595 Southern Sanitation Proposal (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.dPacket Pg. 2061Attachment: 19-7595 Southern Sanitation Proposal (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.dPacket Pg. 2062Attachment: 19-7595 Southern Sanitation Proposal (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.dPacket Pg. 2063Attachment: 19-7595 Southern Sanitation Proposal (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.dPacket Pg. 2064Attachment: 19-7595 Southern Sanitation Proposal (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.dPacket Pg. 2065Attachment: 19-7595 Southern Sanitation Proposal (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.dPacket Pg. 2066Attachment: 19-7595 Southern Sanitation Proposal (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.dPacket Pg. 2067Attachment: 19-7595 Southern Sanitation Proposal (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.dPacket Pg. 2068Attachment: 19-7595 Southern Sanitation Proposal (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.dPacket Pg. 2069Attachment: 19-7595 Southern Sanitation Proposal (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.dPacket Pg. 2070Attachment: 19-7595 Southern Sanitation Proposal (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.dPacket Pg. 2071Attachment: 19-7595 Southern Sanitation Proposal (10421 : Grease Trap Hauling award on Invitation
16.C.9.dPacket Pg. 2072Attachment: 19-7595 Southern Sanitation Proposal (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.dPacket Pg. 2073Attachment: 19-7595 Southern Sanitation Proposal (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
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16.C.9.ePacket Pg. 2083Attachment: 19-7595 SouthernSanitation_VendorSigned (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.ePacket Pg. 2084Attachment: 19-7595 SouthernSanitation_VendorSigned (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.ePacket Pg. 2085Attachment: 19-7595 SouthernSanitation_VendorSigned (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.ePacket Pg. 2086Attachment: 19-7595 SouthernSanitation_VendorSigned (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.ePacket Pg. 2087Attachment: 19-7595 SouthernSanitation_VendorSigned (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.ePacket Pg. 2088Attachment: 19-7595 SouthernSanitation_VendorSigned (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
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16.C.9.ePacket Pg. 2091Attachment: 19-7595 SouthernSanitation_VendorSigned (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.ePacket Pg. 2092Attachment: 19-7595 SouthernSanitation_VendorSigned (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.ePacket Pg. 2093Attachment: 19-7595 SouthernSanitation_VendorSigned (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.ePacket Pg. 2094Attachment: 19-7595 SouthernSanitation_VendorSigned (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.ePacket Pg. 2095Attachment: 19-7595 SouthernSanitation_VendorSigned (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
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16.C.9.ePacket Pg. 2098Attachment: 19-7595 SouthernSanitation_VendorSigned (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
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16.C.9.ePacket Pg. 2100Attachment: 19-7595 SouthernSanitation_VendorSigned (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.ePacket Pg. 2101Attachment: 19-7595 SouthernSanitation_VendorSigned (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.ePacket Pg. 2102Attachment: 19-7595 SouthernSanitation_VendorSigned (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.fPacket Pg. 2103Attachment: 19-7595 SoutherSanitation_Insurance_10-1-19 (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)
16.C.9.fPacket Pg. 2104Attachment: 19-7595 SoutherSanitation_Insurance_10-1-19 (10421 : Grease Trap Hauling award on Invitation to Bid (“ITB”) No. 19-7595)