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Agenda 06/09/2015 Item #16E4 6/9/2015 16.E.4. EXECUTIVE SUMMARY Recommendation to award Invitation to Bid 15-6432 "Preventative Maintenance Inspection Services and On-Call Mechanical Contractor Services" to Johnson Controls, Inc. as primary vendor and Conditioned Air Corporation of Naples, Inc., as secondary vendor, for Preventative Maintenance and On-Call Services; authorize the payment of $17,058.67 to Conditioned Air Corporation of Naples, Inc. on the predecessor contract; and approve and direct the Clerk of Courts to issue payment to Conditioned Air. OBJECTIVE: To obtain preventative maintenance inspection services and repair and maintenance work for the agency on its mechanical units and to provide a fair competitive price. CONSIDERATIONS: The Division of Facilities Management is responsible for the maintenance, repair, capital replacement, and construction of County owned facilities. Invitation to Bid(ITB) 15-6432 allows the awarded contractor(s) to inspect, install, repair, replace, and maintain all HVAC equipment including but not limited to: chilled water systems, pumps, air-handlers, VAV boxes, outside air units (dehumidification), fans, compressors, condensers, direct exchange units, and variable frequency drives. On March 12, 2015, the Purchasing Division solicited bids to contract for the inspection, purchase, repair, maintenance, engineering and installation of mechanical equipment. The selection of vendors was based on the lowest qualified responsive bidder as outlined in the solicitation. A total of nine hundred forty- eight (948) notices were sent, thirty-nine (39) downloaded and three (3) submissions. One of the submissions was deemed non-responsive. Staff requests the following action of the Board: • Approve a minor modification to the solicitation document Exhibit IV Additional ITB Terms and Conditions (Item 5) and add the following bolded and underlined language: "Bidders on any service related project, including construction, must be qualified and directly responsible for 10% or more of the solicitation amount for said work or as otherwise approved by the County Manager or designee." • Award this solicitation to the lowest qualified responsive bidder, Johnson Controls, Inc. as the primary and Conditioned Air as the secondary and for "On-Call Mechanical Contractor Services." A bid tabulation sheet is attached along with the contractor's pricing. The award will commence on the date approved by the Board; staff will initiate work using the methodology identified in the solicitation document and through a purchase order. • Approve and direct the Clerk of Courts to issue payment in the amount of $17,058.67 to Conditioned Air Corporation of Naples, Inc., for mechanical work performed (Item #4 in the attached Conditioned Air letter). Conditioned Air provided an estimate (of $21,500) to change the glycol supply and return hoses on the ice storage tanks, with its subcontractor to conducting twenty (20%) percent of the work as specified in Contract 13-6057. In doing so, Conditioned Air was able to significantly reduce the total expenses [by more than $4,000] for the repair by reducing its own expenses; resulting in a higher percentage of subcontracted labor than is allowed per the Contract. Staff requests that the Board authorizes the increased contracted percentage provision for this specific job, then approve and direct the Clerk of Courts to issue payment for the completed work which has been accepted by Staff Packet Page-1202- 6/9/2015 16.E.4. FISCAL IMPACT: Mechanical services for the County average $850,000 annually based on approved building maintenance and capital budgets. Fund in the amount of $17,058.67 are budgeted in the appropriate General Fund(001)and Facilities Management Cost Center(122240). LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires majority vote for approval.—CMG GROWTH MANAGEMENT IMPACT: There is no impact on the Collier County Growth Management Plan. RECOMMENDATION: That the Board of Collier County Commissioners awards ITB 15-6432 "Preventative Maintenance Inspection Services and On-Call Mechanical Contractor Services" to Johnson Controls, Inc. as primary vendor and Conditioned Air Corporation of Naples, Inc., as secondary vendor, for Preventative Maintenance and On-Call Services; approves the modification to solicitation document Exhibit IV; authorizes the payment of $17,058.67 to Conditioned Air Corporation of Naples, Inc. for work completed on the predecessor contract; and directs the Clerk of Courts to issue payment to Conditioned Air. PREPARED BY: Miguel Carballo, CPM,Interim Facilities Manager, Division of Facilities Management Attachments: • Solicitation# 15-6432, On-Call Mechanical Contractor • Exhibit 1A Equipment Locations • 15-6432_Add 1 Exhibit IA—Bid Tab • Conditioned Air Bid Response • Conditioned Air Proposal, Invoice#3143081-1J and Letter Packet Page-1203- 6/9/2015 16.E.4. COLLIER COUNTY Board of County Commissioners Item Number: 16.16.E.16.E.4. Item Summary: Recommendation to award Invitation to Bid 15-6432 "Preventative Maintenance Inspection Services and On-Call Mechanical Contractor Services" to Johnson Controls, Inc. as primary vendor and Conditioned Air Corporation of Naples, Inc., as secondary vendor, for Preventative Maintenance and On-Call Services; and authorize the payment of $17,058.67 to Conditioned Air Corporation of Naples, Inc. on the predecessor contract; and, direct the Clerk of Courts to issue payment to Conditioned Air. Meeting Date: 6/9/2015 Prepared By Name: CarballoMiguel Title: Supervisor-Building Automation Center, Administrative Services Department 5/18/2015 11:29:18 AM Submitted by Title: Supervisor-Building Automation Center, Administrative Services Department Name: CarballoMiguel 5/18/2015 11:29:19 AM Approved By Name: LinguidiDennis Title: Manager-Facilities,Administrative Services Department Date: 5/18/2015 2:59:26 PM Name: JohnsonScott Title: Manager-Procurement, Administrative Services Department Date: 5/18/2015 3:16:02 PM Name: pochopinpat Title: Administrative Assistant, Administrative Services Department Date: 5/19/2015 9:17:02 AM Packet Page-1204- 6/9/2015 16.E.4. Name: MarkiewiczJoanne Title: Division Director-Purchasing&Gen Svc,Administrative Services Department Date: 5/19/2015 2:20:31 PM Name: PriceLen Title: Department Head-Administrative Svc,Administrative Services Department Date: 5/21/2015 5:16:20 PM Name: GreeneColleen Title: Assistant County Attorney, CAO General Services Date: 5/22/2015 9:56:47 AM Name: KlatzkowJeff Title: County Attorney, Date: 5/22/2015 1:49:37 PM Name: KimbleSherry Title: Management/Budget Analyst, Senior, Office of Management&Budget Date: 5/22/2015 3:07:52 PM Name: KlatzkowJeff Title: County Attorney, Date: 5/22/2015 4:30:28 PM Name: CasalanguidaNick Title: Deputy County Manager, County Managers Office Date: 5/24/2015 10:03:21 AM Packet Page-1205- 6/9/2015 16.E.4. Co ic-v County Administrative Services Department Procurement Services Division INVITATION TO BID Date: March 12, 2015 From: Rhonda Cummings, CPPB, Procurement Strategist (239) 252-8941 (Telephone) (239) 252-6700 (FAX) RhondaCummings @colliergov.net (Email) To: Prospective Vendors Subject: Solicitation: 15-6432 Preventative Maintenance Inspection Services and On-Call Mechanical Contractor Services As requested by the Facilities Department, the Collier County Board of County Commissioners Purchasing Department has issued this Invitation to Bid (ITB) for the purpose of obtaining fair and competitive responses. Please refer to the Public Notice included in this document for the opening date and time and any applicable pre-ITB conference. All questions regarding this ITB must be submitted online on the Collier County Purchasing Department Online Bidding System website: www.colliergov.net/bid. All responses to questions will be posted on the website with electronic notification to all prospective vendors. We look forward to your participation in Collier County's competitive procurement process. cc: Dennis Linguidi, Interim Director, Facilities Management Note: All ITB responses submitted on paper must include one (1) original labeled MASTER, along with one (1) exact duplicate copy, including all required forms. Proaacmel Savres Deprmert•3327 TAMNIMI Tram East•Naples,Honda 34112-4407•week eolpergos noVpurchasing ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1206- 6/9/2015 16.E.4. Invitation to Bid Index Public Notice 3 Exhibit I: Scope of Work, Specifications and Response Format 4 Exhibit III: Standard Purchase Order Terms and Conditions 22 Exhibit IV: Additional ITB Terms and Conditions 25 Attachment 1: Vendor Submittal -Vendor's Non-Response Statement 33 Attachment 2: Vendor's Check List 34 Attachment 3: Vendor Submittal - Bid Response Form 35 Attachment 4: Vendor Submittal— Local Vendor Preference Affidavit 39 Attachment 5: Vendor Submittal— Immigration Affidavit 40 Attachment 6: Vendor Substitute W—9 41 Attachment 7: Vendor Submittal - Insurance and Bonding Requirements 42 • Exhibit IA: Collier County Inventory: Made a part of this solicitation and found at http://bid.colliers ov.net/bid/ • Attachment 8: Bid Schedule: Made a part of this solicitation and found at http://bid.colliergov.net/bid/ ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1207- 6/9/2015 16.E.4. Collier County Adrrinistrative Services Department Procurement Services Division Public Notice Sealed bid responses for Solicitation 15-6432 Preventative Maintenance Inspection Services and On-Call Mechanical Contractor Services, will be received electronically or manually only at the Collier County Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112 until 2:30 PM, Collier County local time on April 2, 2015. Solicitation responses received after the stated time and date will not be accepted. Solicitation 15-6432 Preventative Maintenance Inspection Services and On-Call Mechanical Contractor Services A non-mandatory pre-bid conference will be held on March 19, 2015, commencing promptly at 10:00 AM and held at Collier County Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112. It is not necessary to attend the pre-bid conference in order to be considered for an award. All questions regarding this ITB must be submitted online on the Collier County Purchasing Department Online Bidding System website: www.colliergov.net/bid. All responses to questions will be posted on the website with electronic notification to all prospective vendors. All solicitation responses must be made on the official ITB response form included and only available for download from the Collier County Purchasing Department Online Bidding System website noted herein. ITB Documents obtained from sources other than Collier County Purchasing may not be accurate or current. Collier County encourages vendors to utilize recycled paper on all manual bid response submittals. Collier County does not discriminate based on age, race, color, sex, religion, national origin, disability or marital status. BOARD OF COUNTY COMMISSIONERS COLLIER COUNTY, FLORIDA BY: /s/Joanne Markiewicz Director, Procurement Services Division Publicly posted on the Collier County Purchasing Department website: www.colliercov.net/purchasinq and in the lobby of the Purchasing Building on March 10, 2015. ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1208- 6/9/2015 16.E.4. Exhibit I: Scope of Work, Specifications and Response Format As requested by the Collier County Facilities Management Department (hereinafter, the "Division or Department"), the Collier County Board of County Commissioners Purchasing Department (hereinafter, "County") has issued this Invitation to Bid (hereinafter, "ITB") with the intent of obtaining bids from interested and qualified firms in accordance with the terms, conditions and specifications stated or attached. The Vendor, at a minimum, must achieve the requirements of the Scope of Work and specifications stated. The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Purchasing Policy. Brief Description of Purchase The Facilities Management Department is responsible for maintaining the mechanical systems in various County owned and leased buildings throughout Collier County. In order to maintain the integrity and continuous operation of these systems, the County intends to award a contract to perform: 1. Preventative maintenance inspection services; and, 2. Provide labor and parts for on-call mechanical services. The County reserves the right to select one, or more than one contractors, for a single service, or for both services. Should the County award the services for two (2) or more contractors, and one of the contractor(s) consistently does not perform their assigned responsibilities, the County retains the right and authority to reassign work to one of the other contractors awarded so as not to leave the equipment vulnerable or in disrepair. Historically, County departments have spent approximately $700,000 annually Detailed Scope of Work It is the intent of the Department of Facilities Management that the County systems experience minimal down time, therefore bidder's response time shall be a factor in the award of this bid. While the County intends to use the contractor(s) awarded as a part of this solicitation, the County reserves the right at any time to use the awarded contractors for the services described, or to request additional quotes or bids from other contractors [per the Board's Purchasing Ordinance]. A qualified bidder will provide preventative maintenance inspection services and for on-call mechanical services including but not limited to HVAC, Chiller, Boiler and Water Heater systems, as well as capable of furnishing the following services: • IAQ testing, reporting and remediation • Design build engineering • Insulation installation • Industrial/commercial/residential electrical service installation and repair ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1209- 6/9/2015 16.E.4. All bidders should be comfortable with various automation controls and software packages used by Collier County Department of Facilities Management; which include, but are not limited to: Johnson Controls (Metasys), Automated Logic, Trane (Tracer Summit). Bidder(s) may also be required to conform to Department of Facilities Management Work Management procedures, such as utilizing Department of Facilities Management work order forms, or future online work order system at no additional cost to the County. All bidders must provide requested certifications and licenses necessary to perform the services outlined in the bid specifications. The contractor shall use qualified technicians, the Division anticipates a minimum of eight (8), to provide labor, supervision, equipment, and materials necessary to maintenance inspection services and for on-call mechanical services all in accordance with the requirements specified in the bid specifications. Hourly time will be paid only for actual time at the worksite. The systems covered by this scope of work includes: 1. HVAC and Related Control System Services: mechanical components, compressors, condensers, air handlers, capillary systems, fans, filters, drive belts, direct-drive, rooftop units, radiant systems, electric assistance systems, recovery units, duct work, dampers, louvers, defusers, return grates, and other adjacent/ integrated equipment. The contractor shall perform refrigerant recovery on any system that contains refrigerant and needs to be opened to the atmosphere. 2. Chiller and related control system services: Centrifugal; Absorption, Screw, and Scroll Chillers; all of which may either be water or air cooled and associated hardware, including but not limited to: air handlers, exhaust fans, fan coils, cooling towers, chilled water pumps, condensers, evaporators, variable air volume boxes, variable frequency drives, microprocessor controller systems, thermal ice systems, and other adjacent/ integrated equipment. 3. Boiler and related services, including: Installation, maintenance, repair, inspection and cleaning. 4. Water Heater and related services, including: Installation, maintenance, repair, inspection and cleaning. 5. Other mechanical equipment and/or related work associated with mechanical equipment may be required under this contract, including, but not limited to: • Boiler maintenance/repair/installation/inspection and/or cleaning • Water heater maintenance/repair/installation and/or cleaning • General Duct and associated duct components (ie dampers, louvers, defusers, return grates) maintenance/repair/installation and/or cleaning • DX Unit maintenance/repair/installation and/or cleaning • Air Handling Unit maintenance/repair/installation and/or cleaning • Cooling Tower maintenance/repair/installation and/or cleaning • Water pump maintenance/repair/installation and/or cleaning • Chiller maintenance/repair/installation and/or cleaning • Thermal Ice system maintenance/repair/installation and/or cleaning • VAV maintenance/repair/installation and/or cleaning • Fan Coil maintenance/repair/installation and/or cleaning • Any mechanical system controls maintenance/repair/installation and/or cleaning ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1210- 6/9/2015 16.E.4. • Mechanical Engineering or design services required for permitting. For large or complicated projects, engineering services and drawings may be provided through Collier County design contracts. In these cases, the Mechanical Contractor will be asked to provide quotes or bids based on the provided designs. Contractors Responsibilities The Contractor(s) awarded for preventative maintenance inspection services and for on-call mechanical services will provide: 1. All necessary labor, materials, equipment, tools, consumables, transportation, skills, and incidentals required for the preventative maintenance inspection services and for on-call mechanical services for the County's mechanical systems. Except as noted herein, travel, fees and surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure. All work shall be a "turn key" operation to include all repairs, site clean-up and restoring the work area to its original condition. This contract provides for any services deemed necessary to complete the job, through means of Contractor(s) in-house expertise or sub-contracted work as needed. The contractor shall ensure that all mechanical rooms and equipment (i.e. air handler, piping, equipment rooms, roofs, etc.) be kept clean and free from dirt, dust and debris. Where necessary, work shall include proper permitting as required by the Authority Having Jurisdiction (AHJ) and the contractor(s) shall be responsible for permit submissions, unless otherwise instructed by the County. Permit fees may be included as a line item on invoices/quotes. The awarded contractor(s) will maintain sufficient personnel (am and pm/service) to accomplish County's work schedule. 2. Technicians who are trained and experienced with commercial HVAC and related control systems; commercial chillers (any tonnage and type), chiller valves that may range in size from 3 inch to 18 inches and related control systems; boilers and adjacent/integrated systems; service pumps of various sizes from % hp to 250 hp; mechanical piping, underground piping and mechanical insulation; and, water heaters and adjacent/ integrated equipment. The Contractors technicians will be available for response twenty-four (24) hours a day, seven (7) days a week for any emergency repairs. Emergency response shall be provided in no more than one (1) hour. Non-emergency response within two (2) hours is acceptable. 3. A qualified mechanical engineer(with all related licenses and certifications being current and in full force and effect) with the experience and ability to "pull" all permits required for any and all system renovations. The Contractor's technicians shall have at least a Type II CFC certification and documentation shall be submitted upon request. There is a multitude and variety of different systems currently in place. Exhibit IA: Equipment Locations is location at http://bid.collierqov.net/bid/and downloadable is separate file so that interested bidders understand the County's current equipment and location. This list is for the bidder's analysis only, it is a constantly changing list as buildings are added /removed, and equipment is modified. 4. PREVENTATIVE MAINTENANCE INSPECTION SERVICES requirements for mechanical units two (2) times per year: ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1211- 6/9/2015 16.E.4. All Preventative Maintenance Service shall be billed at a monthly rate based on the tonnage rate identified in the contractor's bid. A. Air Conditioning Systems (DX AC/System): a) Check for refrigerant leaks. b) Inspect all electrical connections. (Contactors, relays, check amperage draw, tighten all electrical connections as needed c) Lubricate bearings and inspect for abnormal operation. d) Replace belts, inspect pulleys, sheaves for abnormal wear/damage ensure proper ailment. Leave spare belts at unit. Report all deficiencies to Facilities HVAC staff. e) Clean condenser/evap coils and sanitize. f) Maintain County service logs in all the equipment. g) Clean drain pan, flush drain lines and install drain pan pills. h) Check Temperature Differential to ensure proper operation per manufacturers design. i) Adjust as needed. j) Check and clean condensate pump if applicable. k) Secure all door panels with proper screws. I) Inspect air filter condition. Report dirty filters. m) Remove blower wheel, clean and reinstall. n) Maintain good housekeeping. Ensure area is free of trash and work debris. o) Check all safety controls for proper operation. Report all malfunctions to Facilities HVAC staff. p) Cycle heat mode for proper operation. q) Update records in all existing equipment. r) Take before and after pictures of unit coils, blower wheels and drain pans. B. Exhaust Fans: a) Replace belts. Leave spare belts at unit. Align pulleys and sheaves as needed. b) Lubricate bearings, check pulley and blower wheel. c) Check motor operation. (record amps, voltages, check for excessive vibration) Adjust/repair all abnormalities. d) Clean air vents and wheels. e) Maintain County service logs in all equipment. f) Check and secure all equipment panel screws and attachments. g) Update records in all existing equipment. h) Take before and after pictures of fan blades. C. Package Units a) Maintain County service logs in all the equipment. b) Clean and sanitizes evaporator/condenser coils. c) Lubricate bearings and inspect for alignment Replace belts, leave a spare set of belts at unit, inspect and adjust pulleys. d) Clean drain pan, flush drain lines and install drain pan pills. e) Check all electrical connections tighten as needed. ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1212- 6/9/2015 16.E.4. f) Inspect air filter condition and filter access cover. Report dirty filters and damaged covers to Facilities HVAC staff. g) Clean blower wheel. h) Secure all door panels with proper screws. i) Check motor operation. (record amps, voltages, check for excessive vibration) Adjust/repair all abnormalities. j) Maintain good housekeeping. k) Check Temperature Differential to ensure proper operation per manufacturers design. Adjust as needed. I) Checks crank case heater operation. m) Check safety control. n) Check heat mode operation. o) Update records in all existing equipment. p) Take before and after pictures D. Chilled Water Air Handlers: a) Clean and sanitizes chilled water coils. b) Lubricate bearings. and inspect for alignment, adjust if needed. Replace belts, leave a spare set of belts at unit, inspect pulleys and sheaves for wear/damage. Inspect for alignment, adjust if needed. Report all abnormalities to Facilities HVAC staff. Clean drain pan, flush drain lines and install drain pan pills c) Check all electrical connections tighten as needed. d) Maintain county service logs in all equipment e) Check chill water valve linkage, water leaks and valve packing. Adjust/repair as needed. f) Inspect air filter condition and filter access cover. g) Secure all door panels with proper screws h) Check for deteriorating insulation. Replace as needed. i) Clean blower wheel. j) Check motor operation. (record amps, voltages, check for excessive vibration) Adjust/repair all abnormalities. k) Check Temperature Differential to ensure proper operation per manufacturers design. I) Adjust as needed. m) Maintain good housekeeping. n) Update records in all existing equipment. o) Take before and after pictures of blower wheels and drain pans. E. Pumps a) Check motor operation. (record amps, voltages, check for excessive vibration) Adjust/repair all abnormalities. b) Maintain county service logs in all the equipment. c) Lubricate bearings, (if necessary). ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1213- 6/9/2015 16.E.4. d) Maintain good housekeeping. e) Check all electrical connections tighten as needed. f) Check VFD operation. h) Take before and after pictures of pumps. F. Boiler Maintenance a) Maintain county service logs in all the equipment. b) Update records in all existing equipment. c) Maintain good housekeeping. d) Check all safety controls and report all faulty controls. e) Repair water/steam leaks. f) Replace deteriorating insulation g) Check burner's efficiency adjust for efficient operation. h) Check motor operation, (record amps, voltages, check for excessive vibration) Adjust/repair all abnormalities. i) Check all electrical connections tighten as needed.. j) Perform annual state inspection. k) Inspect operation of heat exchanger. Report all issues to Facilities HVAC staff I) Take before and after picture of fire boxes, burners and water sides of boilers. G. Scheduling: All normal inspections, maintenance, service, and repairs shall be conducted during normal working hours, Monday through Friday, 8:00 am until 5:00 pm. To arrange for an appointment to perform service at a particular facility; contact the County designee a minimum of 24 hours in advance of the work. H. The County and the Contractor may conduct an inspection of the completed services provided in response to any resulting purchase order. Any deficiencies noted during an inspection shall be corrected before final acceptance. Such deficiencies will be corrected within 24 hours after receipt of notification, at the Contractor's expense. If the Contractor fails to correct the defects within this time frame, the County shall be entitled to have such work remedied and the Contractor shall be fully liable for all costs and expenses reasonably incurred by the County. I. Equipment Inventory: The Contractor shall prepare a comprehensive mechanical equipment and related parts updated inventory list of all equipment and related parts currently in place at each of the County's buildings and facilities. The Contractor shall maintain and update the minimum inventory requirements when performing scheduled maintenance of all equipment. Anytime the inventoried equipment changes through additions, deletions, relocation or transfer, the Contractor will modify its records to indicate such action and maintain an accurate equipment inventory. All changes to the inventory shall be communicated in writing to the County designee. The County has the ability to update the minimum inventory requirements as needed, with notice to the contractor. The Contractor shall, under no circumstances, remove any equipment containing a County asset sticker. The Contractor shall request that, when replacing equipment, the ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1214- 6/9/2015 16.E.4. asset sticker be removed by an appropriate County staff member authorized to adjust equipment inventory records. Note: Exhibit IA: Equipment Location has been included for reference purposes only, to give an idea of the quantity and different types of equipment currently in place throughout the County. It is not an all inclusive list and will need to be updated and finalized as outlined above. At a minimum, the required information will include: • Location • Type of equipment • Description • Serial Number • Model number • Manufacturer • Any existing warranties on equipment, if applicable • Report on condition of equipment and related parts; to also include age of equipment and related part (if known/discernible), recommendation for repair or replacement (as needed) with estimate of cost for repair or replacement and identification of required equipment and parts to do so. 5. ON-CALL MECHANICAL SERVICES for regular and emergency mechanical equipment maintenance, repair, and replacement identified in the scope of work. The two types of maintenance, repair, and replacement services required are: • On Call Repair Work: The project manager will provide a scope of work to be performed to the contractors and request that a "time and materials" or"lump sum" quote be provided. The County expects that for on-call repair work, the contractor provides a price quote within a reasonable time (one to two business days) from the point of initial contact. Once a purchase order is issued, the project manager would expect that the on-call mechanical service for regular maintenance, repair and replacement commence within two (2) business days, unless otherwise directed by the project manager. In the event that the contractor does not fulfill these response requirements the County reserves the right to contact other contractor to perform the scope of work. • Emergency Repair Work: The project manager will identify the needed maintenance, repair and replacement for the life, health, safety or equipment/facility emergency and request that a quote be provided as soon as reasonably practicable. The project manager may direct the contractor to commence work through a verbal direction; and a purchase order will be issued to the contractor as soon as possible. In each scope of work the County's project manager reserves the right to specify: the period of completion; collection of liquidated damages in the event of late completion; and "lump sum" or "time and material" sums. • If"lump sum" quote is requested, the Contractor shall provide: A not-to-exceed total cost for the entire scope of work including a brief description of the work to be completed; • If"time and material" quote is requested, the Contractor shall provide: ➢ A not-to-exceed total estimated cost for the entire scope of work; ➢ The expected number of work hours by each position (and the hourly rate) and the extended total; ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1215- 6/9/2015 16.E.4. ➢ The breakdown of the cost for supplies, parts and equipment used for the scope of work; the contractor must provide itemized documentation of any supply, part or piece of equipment that is greater than five hundred ($500) dollars; for supplies/materials, parts and equipment five hundred ($500) or less, the contractor does not need to provide itemized documentation; ➢ If applicable, a five (5%) percent mark-up of subcontractor's labor, supplies / materials and equipment may be included; the contractor must provide itemized documentation of any subcontractor's labor, supplies/ materials, and equipment that is greater than five hundred ($500) dollars; for labor, supplies/ materials and equipment five hundred ($500) or less, the contractor does not need to provide itemized documentation. 6. On-Call Schedule: Contractor(s) awarded will provide an on-call schedule twenty-four(24) hours a day, seven (7) days per week. Successful bidder(s) shall provide the County with an on-call telephone number(s) for both standard and emergency service. Response time shall not exceed one (1) hour from time of call for emergencies. 7. Replacement/ Repair Parts: All replacement/ repair parts must be approved and be of genuine and original manufacturer's parts. The Contractor shall be required to expressly warrant that all replacement are new and free from defects, warranted for their merchantability and meet the performance specifications of the original equipment. In the event a portion, or all of an order, is found to be defective when delivered and/or installed, the Contractor shall immediately replace the equipment at no cost to the County. 8. Warranties: All new equipment warranty work shall be provided by the original warranty supplier. All warranty responsibility for previously purchased, but still under warranty, equipment will continue to be provided by the original warranty supplier until expiration of the warranty period. Upon expiration of the warranty period, responsibility for maintenance shall automatically transfer to the contractor, unless otherwise directed by the project manager. All trouble calls shall be initially reported to the Contractor. If the trouble call involves a warranty item, the Contractor shall notify the project manager, who will then have the responsibility of placing and tracking the warranty trouble call with the warranty supplier. Maintenance of the warranty inventory list and the notification of a warranty trouble call to the project manager shall be provided by the Contractor at no additional cost to the County. 9. Additions and Deletions of Equipment: The County retains the right to add or to delete any equipment from service provided under this Contract as described herein, upon written notification by the County designee to the Contractor. a. The County shall attempt to provide advanced notice to the Contractor of all additional and/or new equipment. However, should Contractor personnel receive a maintenance or repair call and records show that the individual piece of equipment is not inventoried and covered by this contract; Contractor personnel will perform repairs as if equipment was covered by this Contract and shall notify the County designee. b. The County, or designee, will provide notice of equipment addition in writing to the Contractor. The Contractor may then charge for that piece of equipment, as described below, respectively, effective the date the Contractor was called for service on that piece of equipment. ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1216- 6/9/2015 16.E.4. c. If removing equipment from coverage, the County shall provide fifteen (15) days prior written or electronic notice. Equipment removed from coverage prior to the 15th shall not be billed for that month; equipment removed after the 15th shall be billed for the whole month. Any prepaid coverage fees will be refunded pro-rata to the County in the form of credit on a subsequent billing. 10. Facility Safety and Security: The Contractor(s) employees are to comply with all legal and safety requirements, including, and without limitation, the requirements of the Occupational Safety and Health Act (OSHA) and the National Institute for Occupational safety and Health (NIOSH). The Contractor will exercise all necessary caution to protect public pedestrian and employee traffic and to protect all public and private property from injury or damage caused by the Contractor's operations. Any practice deemed hazardous by qualified County staff will be immediately halted upon verbal or written notification to the Contractor by the project manager or designee. Work must be performed in accordance with industry standards & guidelines. The contractor will comply with all applicable federal, state and local laws, ordinances, rules and regulations pertaining to the performance of the services requested herein. Any fines levied due to inadequacies, or failure to comply with any requirements, will be the sole responsibility of the Contractor. Any employee or representative of the contractor found not in conformance with any laws, statutes, rules or regulations will not be allowed on job sites. Violations by a contractor may constitute cause for immediate termination of the Agreement. The Contractor shall replace or repair any loss at their cost. The County may withhold payment or make such deductions as it may deem necessary to insure reimbursement for loss or damage to property or persons through negligence of the Contractor and its employees. The contractor must comply with Federal and State right-to-know laws if hazardous materials are used. Material Safety Data Sheets (MSDS) will be made available and provided to the County per the project manager's direction. The Contractor is required to immediately report to the project manager any spillage or dumping of hazardous material on County property. The Contractor shall bear all costs associated with the cleanup of any such incidents. All Contractor personnel will have on their shirts the name of the Contractor's business name and County issued photo identification available at all times. Site access will be limited to required company vehicles and delivery vehicles only. Any parking at any of the County buildings or facilities is to be coordinated, in advance of starting a purchase order, with the County designee. Contractor parking shall not interfere with County personnel or general public parking or pedestrian traffic. Violator's will be towed at owner's expense. Proper behavior and language by all Contractor employees will be enforced at all times while working on County property. Contractor employees shall be prohibited from disturbing items in County offices, and from smoking in any County facility. The successful contractor(s) will be asked to work in the County Jails and other areas considered being "high security", which require thorough background checks of personnel and tools taken into the jails. Records and Documentation: The contractor is responsible to maintain and update AC systems maintenance records for each type of equipment serviced. The documentation will include, and not be limited to, records of all service calls, preventative maintenance performed, and any system modifications, if applicable. The Contractor will maintain a service log at the site of each piece of equipment maintained. The contractor will not charge for any call back work. All recovery reports shall be sent to the County contract manager, or their designee, noting date, type, quantity, location, and disposal information. ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1217- 6/9/2015 16.E.4. 11. Performance Measures: The Contractor shall maintain compliance with the following performance measures: a. The Contractor will provide 100% of all required reports and records within the time frame specified to the County, or their designee. b. The Contractor will advise the County, in writing, of any extenuating circumstances that will prohibit the Contractor from meeting the above-outlined performance measures. c. The Contractor will furnish all necessary labor, tools, equipment and services to perform the HVAC services specified in the contract. The term contract officer or project manager as used herein, shall mean Facilities Manager or his designee. The Facilities Manager shall be the final authority on any issues that may arise as to the quality and acceptability of any work performed under this contract. If, in the opinion of the Contract Officer, any part if the Contractor's performance becomes unsatisfactory; the County will immediately levy a deduction on the Contractor's invoice for lack of service. This deduction will be no less that one hundred dollars ($100) and no more than ($1000) dollars per instance depending upon the severity or number of repeat notifications. The County shall have the immediate right to complete the work to it's satisfaction, through the use of County employees or outside contractors as deemed necessary, and shall immediately deduct from the Contractor's monthly invoice an amount for lack of service and/or lack of response at the Contract Officer's discretion, plus actual cost to correct. 13. Contract Deductions: It is the County's intent to have all tasks performed satisfactorily and completed in accordance with the specifications and frequencies set forth under the contract. It is important that the Contractor perform all tasks as prescribed. If any tasks are omitted or not performed satisfactorily and completely and with the frequency designated by the contract, the entire affected area as defined solely by the Building Maintenance Supervisor shall be found to be a non-performance area and a deduction shall be levied. A set amount determined by the Building Maintenance Supervisor shall be used, one hundred dollars ($100.00) to five hundred dollars ($500.00) per occurrence, per day, plus actual cost to correct violation. Fines shall be administered through the County Building Maintenance Supervisor. Should the Contractor wish to appeal these charges, they may do so in writing to the Facilities Manager. The appeal should state dates, times and other associated facts, along with a clear description of their argument or disagreement with the fine. The argument should also reference this bid document and /or other supporting documentation. Should the fine appeal be rejected by the Facilities Manager, the next and final appeal may then be made to the Director of Facilities Management. Each of these appeals should be made within one (1) day of the incident (for the appeal to the Facilities Manager). Award Criteria ITB award criteria is as follows: • All questions on the Bid document shall be answered as to price(s), time requirements, and required document submissions. • Award shall be based upon the responses to all questions on the Bid Response Page(s). ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1218- 6/9/2015 16.E.4. • Further consideration may include but not be limited to, references, completeness of bid response and past performances on other County bids/projects. • Prices will be read in public exactly as input on the electronic bid response form or written on the manually submitted Bid Response Page(s) at the time of the bid opening; however, should an error in calculations occur whenever unit pricing and price extensions are requested, the unit price shall prevail. Mathematical miscalculations may be corrected by the County to reflect the proper response. • The County's Purchasing Department reserves the right to clarify a vendor's proposal prior to the award of the solicitation. • It is the intent of Collier County to award to the contractor(s) who are deemed the lowest responsive bidder(s): Responsive: to be deemed responsive the County will evaluate the following documents (See Attachment 3: Vendor Submittal) 1) Attachment 2:Vendor Checklist 2) Attachment 3: Vendor Submittal a. Provide evidence of five (5) years of primary experience working in heating, ventilation and air condition with commercial, industrial or large corporate businesses. b. Provide at least three (3) current customer references, including names, addresses, phone numbers and email addresses. c. Provide a current and valid Mechanical Contractor's license per Florida Statutes 489.105 (I). d. Provide a Collier or Lee County license to operate business. e. Provide evidence of contractor's procedure for the recovery of CFC's. 3) Attachment 4: Local Vendor Preference 4) Attachment 5: Immigration Affidavit 5) Department of Homeland Security's E-Verify profile page or Memorandum of Understanding 6) Attachment 6: Vendor Substitute W9 7) Attachment 7: Insurance and Bonding • The County reserves the right to award the contractor who is the lowest responsive bidder individually per service (one contractor for Preventative Maintenance Inspection Service and one contractor for On-Call Service), OR, for the lowest (OVERALL TOTAL) responsive combined bidder's offer (calculated by adding the weighted totals for Preventative Maintenance Inspection Services plus the On-Call Service). Lowest Cost per Service (See Attachment 3: Vendor Submittal): Should the County award to two separate contractors (one contractor for Preventative Maintenance Inspection Services and one contractor for On-Call Mechanical Services), each service will be calculated independently of the other and awarded to the responsive and lowest contractor's TOTAL for each service. • Preventative Maintenance Inspection Services: Complete information on Attachment 8: Vendor Bid Schedule via the County's Online Bidding System. The contractors will be ordered from lowest TOTAL to highest TOTAL (the County's Local Vendor Preference consideration will be reviewed on this service). • On-Call Mechanical Services: Complete information on Attachment 8: Vendor Bid Schedule via the County's Online Bidding System. The contractors will be ordered from lowest TOTAL to highest TOTAL (the County's Local vendor Preference consideration will be reviewed on this service). ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1219- 6/9/2015 16.E.4. Lowest Cost for both Services (See Attachment 3: Vendor Submittal): Should the County award to one contractor for both services (Preventative Maintenance Inspection Services and On-Call Mechanical Services), each service TOTAL will be weighted by the following weighted multiplier: • Preventative Maintenance Inspection Services x 25% =Weighted TOTAL • On-Call Mechanical Services x 75% =Weighted TOTAL Note: the weighted multiplier is a representative multiplier of the historical cost comparison between the two services. The Weighted TOTAL for both services will be added together to determine the contractor with the lowest OVERALL TOTAL for both services combined. The County's Local Vendor Preference consideration will then be evaluated using the contractor's OVERALL TOTAL. Term of Award The award term, if an award(s) is/are made is intended to be for one (1) — two (2) year term beginning on the date of award, with three (3) additional one (1) year renewal options. The County Manager, or his designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred eighty (180) days. The County Manager, or his designee, shall give the Contractor written notice of the County's intention to extend the term not less than ten (10) days prior to the end of the term then in effect. Prices shall remain firm for the initial term of this award. Price adjustments are dependent upon the consumer price index (CPI) over the past twelve (12) months, budget availability and program manager approval. Surcharges will not be accepted in conjunction with this contract except as described in the scope of work. Projected Timetable Event Date Issue Solicitation Notice March 12, 2015 Pre-Bid Conference March 19, 2015, 10:00 AM, Naples Local Time Last Date for Receipt of Written Questions March 26, 2015, 4:00 PM, Naples Local Time Addendum Issued Resulting from Written Questions or Pre- TBD Proposal Conference Solicitation Deadline Date and Time April 2, 2015, 2:30 PM, Naples Local Time Anticipated Evaluation of Submittals April 2015 Anticipated Board of County Commissioner's Contract April 2015 Approval Date 1TB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1220- 6/9/2015 16.E.4. Exhibit II: General Bid Instructions 1. Purpose/Objective As requested by the Collier County departments or divisions identified in Exhibit 1, the Collier County Board of County Commissioners Purchasing Department (hereinafter, the County) has issued this Invitation to Bid (hereinafter, the "ITB", or"Bid") with the sole purpose and intent of obtaining bid responses from interested and qualified firms in accordance with the terms, conditions, and specifications stated and/or attached herein/hereto. The successful vendor will hereinafter be referred to as the "Vendor" All bids must be submitted on the Bid form furnished by the County noted in Attachments 2, 3, 4, 5, 6, and 7 of this ITB. No bid will be considered unless the Bid form is properly signed. Vendor is responsible to read and follow the instructions very carefully, as any misinterpretation or failure to comply with these instructions could lead to the bid submitted as being rejected as non-responsive. 2. Pricing Vendors must provide unit prices using the unit of measured specified by the County. All prices will remain firm for a period of one hundred and eighty (180) calendar days from date of bid opening. After award by the Board of County Commissioners, prices may only be adjusted as outlined in Exhibit I: Term of Contract. 3. Alternate Bid Pricing In the event that alternate pricing is requested, it is an expressed requirement of the bid to provide pricing for all alternates as listed. The omission of a response or a no-bid or lack of a submitted price will be the basis for the rejection of the submitted bid response. All bids responses received without pricing for all alternates as listed will be considered technically non-responsive and will not be considered for award. 4. Equal Product Manufacturer's name, brand name and/or model number are used in these specifications for the purpose of establishing minimum requirements of level of quality, standards of performance and/or design required, and is in no way intended to prohibit the bidding of other manufacturer's items of equal or similar material. An equal or similar product may be bid, provided that the product is found to be equal or similar in quality, standard of performance, design, etc. to the item specified. Where an equal or similar is bid, the Bid must be accompanied with two (2) complete sets of factory information sheets (specifications, brochures, etc.) and test results, if applicable, of unit bid as equal or similar. Equal product samples, if required for evaluation, and at no cost to the County, must be submitted with Bid. Unless otherwise directed in the solicitation, the bid will not be considered unless samples are delivered to specified address by bid due date. The County shall be sole judge of equality or similarity, and its decision shall be final in the best interest. ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1221- 6/9/2015 16.E.4. 5. Discounts Any discounts or terms must be shown on the Bid form. Such discounts, if any, may be considered in the award of tie bids. In no instance should payment terms less than fifteen (15) calendar days be offered. 6. Exceptions Vendors taking exception to any part or section of these specifications shall indicate such exceptions on a separate sheet entitled "EXCEPTIONS TO SPECIFICATIONS." Failure to indicate any exceptions to the specifications shall be interpreted as the Vendors intent to fully comply with the specifications as written. The County, at its sole discretion, shall determine if the exceptions are material in nature, and if the Vendor's exceptions may be declared grounds for rejection of bid proposal. 7. Addenda The County reserves the right to formally amend and/or clarify the requirements of the bid specifications where it deems necessary. Any such addendum/clarification shall be in writing and shall be distributed electronically to all parties who received the original bid specifications prior to the deadline for submission of Bids. All changes to this ITB will be conveyed electronically through a notice of addendum or questions and answers to all vendors registered under the applicable commodity code(s) at the time when the original ITB was released, as well as those vendors who downloaded the ITB document. Additionally, all addendums are posted on the Collier County Purchasing Department Online Bidding System website: www.colliergov.net/bid. Before submitting a bid response, please make sure that you have read all, understood clearly and complied completely with any changes stated in the addenda as failure to do so may result in the rejection of your submittal. 8. Bid Submission For electronic submissions... All electronic bids shall be submitted online via the Collier County Purchasing Department Online Bidding System: www.colliergov.net/bid. For paper submissions... All paper bids shall be submitted to the County Procurement Director, Collier County Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112, by the date and time as stated in the Legal Notice. The County assumes no responsibility for bid responses received after the due date and time, or at any office or location other than that specified herein, whether due to mail delays, courier mistakes, mishandling, inclement weather or any other reason. Late bid responses shall be returned unopened, and shall not be considered for award. Vendors must submit one (1) paper copy clearly labeled "Master," and one (1) compact disks (CD's) with one copy of the proposal on each CD in Word, Excel or PDF. List the Solicitation Number and Title on the outside of the box or envelope. All bids sent by courier service must have the bid number and title on the outside of the courier packet. Vendors who wish to receive copies of bids after the bid opening may view and download same from the Collier County Purchasing Department Internet bid site. ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1222- 6/9/2015 16.E.4. 9. Questions If the vendor should be of the opinion that the meaning of any part of the Bid Document is doubtful, obscure or contains errors or omissions it should report such opinion to the Procurement Strategist before the bid opening date. Direct questions related to this ITB only to the Collier County Purchasing Department Internet website: www.colliergov.net/bid. Questions will not be answered after the date noted on the ITB. Vendors must clearly understand that the only official answer or position of the County will be the one stated on the Collier County Purchasing Department Online Bidding System website. For general questions, please call the referenced Procurement Strategist identified in the Public Notice. 10. Protests Any prospective vendor/ proposer who desires to protest any aspect(s) or provision(s) of the solicitation (including the form of the solicitation documents or procedures) shall file their protest with the Procurement Director prior to the time of the bid opening strictly in accordance with the County's then current purchasing ordinance and policies. 11. Rejection and Waiver The County reserves the right to reject any and all bids, to waive defects in the form of bid, also to select the bid that best meets the requirements of the County. Vendors whose bids, past performance or current status do not reflect the capability, integrity or reliability to fully and in good faith perform the requirements denoted may be rejected as non- responsive. Bids that do not meet all necessary requirements of this solicitation or fail to provide all required information, documents or materials may be rejected as non-responsive. 12. Local Vendor Preference (LVP) The County is using the Competitive Sealed Quotation methodology of source selection for this procurement, as authorized by Ordinance Number 2013-69 establishing and adopting the Collier County Purchasing Ordinance. Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax Collector for at least one year prior to bid or proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier County from which the vendor's staff operates and performs business in an area zoned for the conduct of such business. A Post Office Box or a facility that receives mail, or a non-permanent structure such as a construction trailer, storage shed, or other non-permanent structure shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a vendor shall not be considered a "local business" unless it contributes to the economic development and well-being of Collier County in a verifiable and measurable way. This may include, but not be limited to, the retention and expansion of employment opportunities, support and increase to the County's tax base, and residency of employees and principals of the business within Collier County. Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as a "local business" under this section. A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to one year. ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1223- 6/9/2015 16.E.4. Under this solicitation, bidders desiring to receive local preference will be invited and required to affirmatively state and provide documentation as set forth in the solicitation in support of their status as a local business. Any bidder who fails to submit sufficient documentation with their bid offer shall not be granted local preference consideration for the purposes of that specific contract award. Except where federal or state law, or any other funding source, mandates to the contrary, Collier County and its agencies and instrumentalities, will give preference to local businesses in the following manner. Competitive bid (local price match option). Each formal competitive bid solicitation shall clearly identify how the price order of the bids received will be evaluated and determined. When a qualified and responsive, non-local business submits the lowest price bid, and the bid submitted by one or more qualified and responsive local businesses is within ten percent of the price submitted by the non-local business, then the local business with the apparent lowest bid offer (i.e., the lowest local bidder) shall have the opportunity to submit an offer to match the price(s), less one (1) dollar, offered by the overall lowest, qualified and responsive bidder. In such instances, staff shall first verify if the lowest non-local bidder and the lowest local bidder are in fact qualified and responsive bidders. Next, the Purchasing Department shall determine if the lowest local bidder meets the requirements of Fla. Stat. Sec.287.087 (Preferences to businesses with drug-free workplace programs). If the lowest local bidder meets the requirements of Fla. Stat. Sec. 287.087, the Purchasing Department shall invite the lowest local bidder to submit a matching offer, less one (1) dollar, within five (5) business days thereafter. If the lowest local bidder submits an offer that fully matches the lowest bid, less one (1) dollar, from the lowest non-local bidder tendered previously, then award shall be made to the local bidder. If the lowest local bidder declines or is unable to match the lowest non-local bid price(s), then award will be made to the lowest overall qualified and responsive bidder. If the lowest local bidder does not meet the requirement of Fla. Stat. Sec 287.087, and the lowest non-local bidder does, award will be made to the bidder that meets the requirements of the reference state law. Bidder must complete and submit with their bid response the Affidavit for Claiming Status as a Local Business which is included as part of this solicitation. Failure on the part of a Bidder to submit this Affidavit with their bid response will preclude said Bidder from being considered for local preference on this solicitation. A Bidder who misrepresents the Local Preference status of its firm in a bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to one (1) year. The County may, as it deems necessary, conduct discussions with responsible bidders determined to be in contention for being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to solicitation requirements. 13. Immigration Affidavit Certification Statutes and executive orders require employers to abide by the immigration laws of the United States and to employ only individuals who are eligible to work in the United States. The Employment Eligibility Verification System (E-Verify) operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA), provides an Internet-based means of verifying employment eligibility of workers in the United States; it is not a substitute for any other employment eligibility verification requirements. The program will be used for Collier County formal Invitations to Bid (ITB) and Request for Proposals (RFP) including professional services and construction services. ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1224- 6/9/2015 16.E.4. Exceptions to the program: • Commodity based procurement where no services are provided. • Where the requirement for the affidavit is waived by the Board of County Commissioners Vendors/ Bidders are required to enroll in the E-Verify program, and provide acceptable evidence of their enrollment, at the time of the submission of the vendor's/bidder's proposal. Acceptable evidence consists of a copy of the properly completed E-Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of Understanding for the company. Vendors are also required to provide the Collier County Purchasing Department an executed affidavit certifying they shall comply with the E-Verify Program. The affidavit is attached to the solicitation documents. If the BidderNendor does not comply with providing both the acceptable E-Verify evidence and the executed affidavit the bidder's/vendor's proposal may be deemed non-responsive. Additionally, vendors shall require all subcontracted vendors to use the E-Verify system for all purchases not covered under the "Exceptions to the program" clause above. For additional information regarding the Employment Eligibility Verification System (E-Verify) program visit the following website: http://www.dhs.gov/E-Verify. It shall be the vendor's responsibility to familiarize themselves with all rules and regulations governing this program. Vendor acknowledges, and without exception or stipulation, any firm(s) receiving an award shall be fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended and with the provisions contained within this affidavit. Failure by the awarded firm(s) to comply with the laws referenced herein or the provisions of this affidavit shall constitute a breach of the award agreement and the County shall have the discretion to unilaterally terminate said agreement immediately. 14. Lobbying All firms are hereby placed on NOTICE that the County Commission does not wish to be lobbied either individually or collectively about a project for which a firm has submitted a bid. Firms and their agents are not to contact members of the County Commission for such purposes as meetings of introduction, luncheons, dinners, etc. During the bidding process, from bid opening to final Board approval, no firm or its agent shall contact any other employee of Collier County with the exception of the Purchasing Department. 15. Certificate of Authority to Conduct Business in the State of Florida (Florida Statute 607.1501) In order to be considered for award, firms must be registered with the Florida Department of State Divisions of Corporations in accordance with the requirements of Florida Statute 607.1501 and provide a certificate of authority (www.sunbiz.orq/search.html) prior to execution of a contract. A copy of the document may be submitted with the solicitation response and the document number shall be identified. Firms who do not provide the certificate of authority at the time of response shall be required to provide same within five (5) days upon notification of selection for award. If the firm cannot provide the document within the referenced timeframe, the County reserves the right to award to another firm. 16. General Information ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1225- 6/9/2015 16.E.4. When it is deemed by the County that a bid cannot be awarded as originally intended, the County reserves the right to award this bid through an approach which is the best interest of the County. Alternate bids will not be considered unless authorized by the ITB. In case of identical bids tying as low bid, the County shall ask vendors to submit certification that they have a drug-free workplace in accordance with Section 287.087 Florida Statutes. Should all vendors provide said certification; the County will give local vendor preference. 17. Bid Award Process Award of contract will be made by the Board of County Commissioners in public session. Award shall be made in a manner consistent with the County's Purchasing Policy. Award recommendations will be posted outside the offices of the Purchasing Department as well as on the Collier County Purchasing Department website on Wednesdays and Thursdays prior to the County Commission meetings. Any actual or prospective respondent who desires to formally protest the recommended contract award must file a notice of intent to protest with the Procurement Director within two (2) calendar days (excluding weekends and County holidays) of the date that the recommended award is posted. Upon filing of said notice, the protesting party will have five (5) days to file a formal protest and will be given instructions as to the form and content requirements of the formal protest. A copy of the "Protest Policy" is available at the office of the Procurement Director. ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1226- 6/9/2015 16.E.4. Exhibit III: Standard Purchase Order Terms and Conditions 1. Offer delivery; provided that risk of loss prior to This offer is subject to cancellation by the actual receipt of the goods by the COUNTY COUNTY without notice if not accepted by nonetheless remain with VENDOR. VENDOR within fourteen (14) days of issuance. b) No charges will be paid by the COUNTY for packing, crating or cartage unless otherwise 2. Acceptance and Confirmation specifically stated in this Purchase Order. This Purchase Order (including all documents Unless otherwise provided in Purchase attached to or referenced therein) constitutes Order, no invoices shall be issued nor the entire agreement between the parties, unless payments made prior to delivery. Unless otherwise specifically noted by the COUNTY on freight and other charges are itemized, any the face of this Purchase Order. Each delivery of discount will be taken on the full amount of goods and/or services received by the COUNTY invoice. from VENDOR shall be deemed to be upon the c) All shipments of goods scheduled on the terms and conditions contained in this Purchase same day via the same route must be Order. consolidated. Each shipping container must be consecutively numbered and marked to No additional terms may be added and Purchase show this Purchase Order number. The Order may not be changed except by written container and Purchase Order numbers must instrument executed by the COUNTY. VENDOR be indicated on bill of lading. Packing slips is deemed to be on notice that the COUNTY must show Purchase Order number and objects to any additional or different terms and must be included on each package of less conditions contained in any acknowledgment, than container load (LCL) shipments and/or invoice or other communication from VENDOR, with each car load of equipment. The notwithstanding the COUNTY'S acceptance or COUNTY reserves the right to refuse or payment for any delivery of goods and/or return any shipment or equipment at services, or any similar act by VENDOR. VENDOR'S expense that is not marked with Purchase Order numbers. VENDOR agrees 3. Inspection to declare to the carrier the value of any All goods and/or services delivered hereunder shipment made under this Purchase Order shall be received subject to the COUNTY'S and the full invoice value of such shipment. inspection and approval and payment therefore d) All invoices must contain the Purchase Order shall not constitute acceptance. All payments are number and any other specific information as subject to adjustment for shortage or rejection. identified on the Purchase Order. Discounts All defective or nonconforming goods will be of prompt payment will be computed from the returned pursuant to VENDOR'S instruction at date of receipt of goods or from date of VENDOR'S expense. receipt of invoices, whichever is later. Payment will be made upon receipt of a To the extent that a purchase order requires a proper invoice and in compliance with series of performances by VENDOR, the Chapter 218, Fla. Stats., otherwise known as COUNTY prospectively reserves the right to the "Local Government Prompt Payment cancel the entire remainder of the Purchase Act," and, pursuant to the Board of County Order if goods and/or services provided early in Commissioners Purchasing Policy. the term of the Purchase Order are non-conforming or otherwise rejected by the 5. Time Is Of the Essence COUNTY. Time for delivery of goods or performance of services under this Purchase Order is of the 4. Shipping and Invoices essence. Failure of VENDOR to meet delivery a) All goods are FOB destination and must be schedules or deliver within a reasonable time, as suitably packed and prepared to secure the interpreted by the COUNTY in its sole judgment, lowest transportation rates and to comply shall entitle the COUNTY to seek all remedies with all carrier regulations. Risk of loss of available to it at law or in equity. VENDOR any goods sold hereunder shall transfer to agrees to reimburse the COUNTY for any the COUNTY at the time and place of expenses incurred in enforcing its rights. ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1227- 6/9/2015 16.E.4. VENDOR further agrees that undiscovered VENDOR shall indemnify and hold harmless the delivery of nonconforming goods and/or services COUNTY from any and all claims, including is not a waiver of the COUNTY'S right to insist claims of negligence, costs and expenses, upon further compliance with an specifications. including but not limited to attorneys'fees, arising from, caused by or related to the injury or death 6. Changes of any person (including but not limited to The COUNTY may at any time and by written employees and agents of VENDOR in the notice make changes to drawings and performance of their duties or otherwise), or specifications, shipping instructions, quantities damage to property (including property of the and delivery schedules within the general scope COUNTY or other persons), which arise out of or of this Purchase Order. Should any such change are incident to the goods and/or services to.be increase or decrease the cost of, or the time provided hereunder. required for performance of the Purchase Order, an equitable adjustment in the price and/or 11. Warranty of Non-Infringement delivery schedule will be negotiated by the VENDOR represents and warrants that all goods COUNTY and VENDOR. Notwithstanding the sold or services performed under this Purchase foregoing, VENDOR has an affirmative obligation Order are: a) in compliance with applicable laws; to give notice if the changes will decrease costs. b) do not infringe any patent, trademark, Any claims for adjustment by VENDOR must be copyright or trade secret; and c) do not constitute made within thirty (30) days from the date the unfair competition. change is ordered or within such additional period of time as may be agreed upon by the VENDOR shall indemnify and hold harmless the parties. COUNTY from and against any and all claims, including claims of negligence, costs and 7. Warranties expense, including but not limited to attorneys' VENDOR expressly warrants that the goods fees, which arise from any claim, suit or and/or services covered by this Purchase Order proceeding alleging that the COUNTY'S use of will conform to the specifications, drawings, the goods and/or services provided under this samples or other descriptions furnished or Purchase Order are inconsistent with VENDOR'S specified by the COUNTY, and will be of representations and warranties in section 11 (a). satisfactory material and quality production, free from defects and sufficient for the purpose If any claim which arises from VENDOR'S breach intended. Goods shall be delivered free from any of section 11 (a) has occurred, or is likely to security interest or other lien, encumbrance or occur, VENDOR may, at the COUNTY'S option, claim of any third party. These warranties shall procure for the COUNTY the right to continue survive inspection, acceptance, passage of title using the goods or services, or replace or modify and payment by the COUNTY. the goods or services so that they become non-infringing, (without any material degradation 8. Statutory Conformity in performance, quality, functionality or additional Goods and services provided pursuant to this cost to the COUNTY). Purchase Order, and their production and transportation shall conform to all applicable 12. Insurance Requirements laws, including but not limited to the Occupational The VENDOR, at its sole expense, shall provide Health and Safety Act, the Federal commercial insurance of such type and with such Transportation Act and the Fair Labor Standards terms and limits as may be reasonably Act, as well as any law or regulation noted on the associated with the Purchase Order. Providing face of the Purchase Order. and maintaining adequate insurance coverage is a material obligation of the VENDOR. All 9. Advertising insurance policies shall be executed through No VENDOR providing goods and services to the insurers authorized or eligible to write policies in COUNTY shall advertise the fact that it has the State of Florida. contracted with the COUNTY for goods and/or services, or appropriate or make use of the 13. Compliance with Laws COUNTY'S name or other identifying marks or In fulfilling the terms of this Purchase Order, property without the prior written consent of the VENDOR agrees that it will comply with all COUNTY'S Purchasing Department. federal, state, and local laws, rules, codes, and ordinances that are applicable to the conduct of its business. By way of non-exhaustive example, 10. Indemnification this shall include the American with Disabilities Act and all prohibitions against discrimination on ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1228- 6/9/2015 16.E.4. the basis of race, religion, sex creed, national conditions of this Purchase Order, provided that origin, handicap, marital status, or veterans' COUNTY has provided VENDOR with notice of status. Further, VENDOR acknowledges and such breach and VENDOR has failed to cure without exception or stipulation shall be fully within 10 days of receipt of such notice. responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 19. General as located at 8 U.S.C. 1324, et seq. and a) This Purchase Order shall be governed by regulations relating thereto, as either may be the laws of the State of Florida. The venue amended. Failure by the awarded firm(s) to for any action brought to specifically enforce comply with the laws referenced herein shall any of the terms and conditions of this constitute a breach of the award agreement and Purchase Order shall be the Twentieth the County shall have the discretion to Judicial Circuit in and for Collier County, unilaterally terminate said agreement Florida immediately. Any breach of this provision may b) Failure of the COUNTY to act immediately in be regarded by the COUNTY as a material and response to a breach of this Purchase Order substantial breach of the contract arising from by VENDOR shall not constitute a waiver of this Purchase Order. breach. Waiver of the COUNTY by any default by VENDOR hereunder shall not be 14. Force Majeure deemed a waiver of any subsequent default Neither the COUNTY nor VENDOR shall be by VENDOR. responsible for any delay or failure in c) All notices under this Purchase Order shall performance resulting from any cause beyond be sent to the respective addresses on the their control, including, but without limitation to face page by certified mail, return receipt war, strikes, civil disturbances and acts of nature. requested, by overnight courier service, or by When VENDOR has knowledge of any actual or personal delivery and will be deemed potential force majeure or other conditions which effective upon receipt. Postage, delivery and will delay or threatens to delay timely other charges shall be paid by the sender. A performance of this Purchase Order, VENDOR party may change its address for notice by shall immediately give notice thereof, including all written notice complying with the relevant information with respects to what steps requirements of this section. VENDOR is taking to complete delivery of the d) The Vendor agrees to reimbursement of any goods and/or services to the COUNTY. travel expenses that may be associated with this Purchase Order in accordance with 15. Assignment Florida Statute Chapter 112.061, Per Diem VENDOR may not assign this Purchase Order, and Travel Expenses for Public Officers, nor any money due or to become due without the employees and authorized persons. prior written consent of the COUNTY. Any e) In the event of any conflict between or assignment made without such consent shall be among the terms of any Contract Documents deemed void. related to this Purchase Order, the terms of the Contract Documents shall take 16. Taxes precedence over the terms of the Purchase Goods and services procured subject to this Order. To the extent any terms and /or Purchase Order are exempt from Florida sales conditions of this Purchase Order duplicate and use tax on real property, transient rental or overlap the Terms and Conditions of the property rented, tangible personal purchased or Contract Documents, the provisions of the rented, or services purchased (Florida Statutes, Terms and/or Conditions that are most Chapter 212), and from federal excise tax. favorable to the County and/or provide the greatest protection to the County shall 17. Annual Appropriations govern. 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 ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1229- 6/9/2015 16.E.4. Exhibit IV: Additional ITB Terms and Conditions 1. Additional Items and/or Services During the contract term, Collier County reserves the right to add related items and/or services upon negotiation of a satisfactory price by the Project Manager and Vendor. 2. Conflict of Interest Vendor shall provide a list of any businesses and/or organizations to which the firm has any affiliation or obligations within the past five (5) years; whether paid or donated, which could be construed by the County as a conflict of interest. Disclosure of any potential or actual conflict of interest is subject to County staff review and does not in and of itself disqualify a firm from consideration. These disclosures are intended to identify and or preclude conflict of interest situations during contract selection and execution. 3. Vendor Performance Evaluation Collier County has implemented a Vendor Performance Evaluation System for all contracts awarded in excess of$25,000. To this end, vendors will be evaluated on their performance upon completion/termination of agreement. 5. Use of Subcontractors Bidders on any service related project, including construction, must be qualified and directly responsible for 10% or more of the solicitation amount for said work. 6. Deductions for Non-Performance The County reserves the right to deduct a portion of any invoice for goods not delivered, or services not performed in accordance with requirements, including required timeframe. The County may also deduct, or chargeback the Vendor the costs necessary to correct the deficiencies directly related to the Vendor's non-performance. 7. Offer Extended to Other Governmental Entities Collier County encourages and agrees to the successful vendor extending the pricing, terms and conditions of this solicitation or resultant contract to other governmental entities at the discretion of the successful vendor. 8. Environmental Health and Safety All Vendors and Sub vendors performing service for Collier County are required and shall comply with all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Vendors and Sub vendors shall be responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site. All firewall penetrations must be protected in order to meet Fire Codes. Collier County Government has authorized OSHA representatives to enter any Collier County facility, property and/or right-of-way for the purpose of inspection of any Vendor's work operations. This provision is non-negotiable by any department and/or Vendor. ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1230- 6/9/2015 16.E.4. All new electrical installations shall incorporate NFPA 70E Short Circuit Protective Device Coordination and Arc Flash Studies where relevant as determined by the engineer. All electrical installations shall be labeled with appropriate NFPA 70E arch flash boundary and PPE Protective labels. 9. Florida Wood Products The Vendor/Contractor agrees to comply with Florida Statute 255.20 to provide lumber, timber and other forest products produced and manufactured in the State of Florida as long as the price, fitness and quality are equal. 10. Public Records Compliance The Vendor/Contractor agrees to comply with the Florida Public Records Law Chapter 119 (including specifically those contractual requirements at F.S. § 119.0701(2) (a)-(d) and (3)), ordinances, codes, rules, regulations and requirements of any governmental agencies. 11. Standards of Conduct The Vendor shall employ people to work on County projects who are neat, clean, well-groomed and courteous. Subject to the American with Disabilities Act, Vendor shall supply competent employees who are physically capable of performing their employment duties. The County may require the Vendor to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable and whose continued employment on Collier County projects is not in the best interest of the County. 12. Licenses The Vendor is required to possess the correct professional and other licenses, and any other authorizations necessary to perform the required work pursuant to all applicable Federal, State and Local Law, Statute, Ordinances, and rules and regulations of any kind. Additionally, copies of all the required licenses must be submitted 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. 13. Protection of Property The Vendor shall ensure that the service is performed in such manner as to not damage any property. In the event damage occurs to any property as a direct result of the Vendor or their Sub vendor in the performance of the required service, the Vendor shall repair/replace, to the County's satisfaction, damaged property at no additional cost to the County. If the damage caused by the ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1231- 6/9/2015 16.E.4. Vendor or their Sub vendor has to be repaired/replaced by the County, the cost of such work will be deducted from the monies due the Vendor. The County's project manager, shall coordinate with the Vendor/Contractor the return of any surplus assets, including materials, supplies, and equipment associated with the scope or work. 14. Prohibition of Gifts to County Employees No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida Statutes, the current Collier County Ethics Ordinance and County Administrative Procedure 5311. Violation of this provision may result in one or more of the following consequences: a. Prohibition by the individual, firm, and/or any employee of the firm from contact with County staff for a specified period of time; b. Prohibition by the individual and/or firm from doing business with the County for a specified period of time, including but not limited to: submitting bids, RFP, and/or quotes; and, c. immediate termination of any contract held by the individual and/or firm for cause. 15. Invoice and Payments Payments are made in accordance with the Local Government Prompt Payment Act, Chapter 218, Florida Statutes. Vendor's invoices must include: • Purchase Order Number • Description and quantities of the goods or services provided per instructions on the County's purchase order or contract. Invoices shall be sent to: Board of County Commissioners Clerk's Finance Department ATTN: Accounts Payable 3299 Tamiami Trail E Ste 700 Naples FL 34112 Or emailed to: bccapclerk(a�collierclerk.com. Collier County, in its sole discretion, will determine the method of payment for goods and/or services as part of this agreement. Payment methods include: • Traditional— payment by check, wire transfer or other cash equivalent. • Standard —payment by purchasing card. Collier County's Purchasing Card Program is supported by standard bank credit suppliers (i.e. VISA and MasterCard), and as such, is cognizant of the Rules for VISA Merchants and MasterCard Merchant Rules. The County may not accept any additional surcharges (credit card transaction fees) as a result of using the County's credit card for transactions relating to this solicitation. The County will entertain bids clearly stating pricing for standard payment methods. An additional separate discounted price for traditional payments may be provided at the initial bid submittal if it is clearly marked as an "Additional Cash Discount." Upon execution of the Contract and completion of each month's work, payment requests may be submitted to the Project Manager on a monthly basis by the Contractor for services rendered for that prior month. Services beyond sixty (60) days from current monthly invoice will not be considered for payment without prior approval from the Project manager. All invoices should be ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1232- 6/9/2015 16.E.4. submitted within the fiscal year the work was performed. (County's fiscal year is October 1 - September 30.) Invoices submitted after the close of the fiscal year will not be accepted (or processed for payment) unless specifically authorized by the Project Manager. Payments will be made for articles and/or services furnished, delivered, and accepted, upon receipt and approval of invoices submitted on the date of services or within six (6) months after completion of contract. Any untimely submission of invoices beyond the specified deadline period is subject to non-payment under the legal doctrine of"laches" as untimely submitted. Time shall be deemed of the essence with respect to the timely submission of invoices under this agreement. In instances where the successful contractor may owe debts (including, but not limited to taxes or other fees) to Collier County and the contractor has not satisfied nor made arrangement to satisfy these debts, the County reserves the right to off-set the amount owed to the County by applying the amount owed to the vendor or contractor for services performed of for materials delivered in association with a contract. Invoices shall not reflect sales tax. After review and approval, the invoice will be transmitted to the Finance Division for payment. Payment will be made upon receipt of proper invoice and in compliance with Chapter 218 Florida Statutes, otherwise known as the "Local Government Prompt Payment Act." Collier County reserves the right to withhold and/or reduce an appropriate amount of any payment for work not performed or for unsatisfactory performance of Contractual requirements. 16. Survivability Purchase Orders: The Contractor agrees that any Purchase Order that extends beyond the expiration date of the original Solicitation 14-6359R will survive and remain subject to the terms and conditions of that Agreement until the completion or termination of this Purchase Order. 17. Insurance Requirements The Vendor shall at its own expense, carry and maintain insurance coverage from responsible companies duly authorized to do business in the State of Florida as set forth in Insurance and Bonding Requirements Attachment of this solicitation. The Vendor shall procure and maintain property insurance upon the entire project, if required, to the full insurable value of the scope of work. The County and the Vendor waive against each other and the County's separate Vendors, Contractors, Design Consultant, Subcontractors agents and employees of each and all of them, all damages covered by property insurance provided herein, except such rights as they may have to the proceeds of such insurance. The Vendor and County shall, where appropriate, require similar waivers of subrogation from the County's separate Vendors, Design Consultants and Subcontractors and shall require each of them to include similar waivers in their contracts. Collier County shall be responsible for purchasing and maintaining, its own liability insurance. Certificates issued as a result of the award of this solicitation must 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: ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1233- 6/9/2015 16.E.4. Collier County Board of County Commissioners Naples, Florida The amounts and types of insurance coverage shall conform to the minimum requirements set forth in the Insurance and Bonding Requirements Attachment, with the use of Insurance Services Office (ISO) forms and endorsements or their equivalents. If Vendor has any self-insured retentions or deductibles under any of the below listed minimum required coverage, Vendor must identify on the Certificate of Insurance the nature and amount of such self- insured retentions or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or deductibles will be Vendor's sole responsibility. Coverage(s) shall be maintained without interruption from the date of commencement of the Work until the date of completion and acceptance of the scope of work by the County or as specified in this solicitation, whichever is longer. The Vendor and/or its insurance carrier shall provide 30 days written notice to the County of policy cancellation or non-renewal on the part of the insurance carrier or the Vendor. The Vendor shall also notify the County, in a like manner, within twenty-four(24) hours after receipt, of any notices of expiration, cancellation, non-renewal or material change in coverage or limits received by Vendor from its insurer and nothing contained herein shall relieve Vendor of this requirement to provide notice. In the event of a reduction in the aggregate limit of any policy to be provided by Vendor hereunder, Vendor shall immediately take steps to have the aggregate limit reinstated to the full extent permitted under such policy. Should at any time the Vendor not maintain the insurance coverage(s) required herein, the County may terminate the Agreement or at its sole discretion shall be authorized to purchase such coverage(s) and charge the Vendor for such coverage(s) purchased. If Vendor fails to reimburse the County for such costs within thirty (30) days after demand, the County has the right to offset these costs from any amount due Vendor under this Agreement or any other agreement between the County and Vendor. The County shall be under no obligation to purchase such insurance, nor shall it be responsible for the coverage(s) purchased or the insurance company or companies used. The decision of the County to purchase such insurance coverage(s) shall in no way be construed to be a waiver of any of its rights under the Contract Documents. If the initial or any subsequently issued Certificate of Insurance expires prior to the completion of the scope of work, the Vendor shall furnish to the County renewal or replacement Certificate(s) of Insurance not later than ten (10) calendar days after the expiration date on the certificate. Failure of the Vendor to provide the County with such renewal certificate(s) shall be considered justification for the County to terminate any and all contracts. 18. Collier County Information Technology Requirements All vendor access will be done via VPN access only. All access must comply with current published County Manager Agency (CMA) policies. Current policies that apply are CMAs 5402, 5403 and 5405. These policies will be available upon request from the Information Technology Department. All vendors will be required to adhere to IT policies for access to the County network. Vendors are required to notify the County in writing twenty-four(24) hours in advance as to when access to the network is planned. Included in this request must be a detailed work plan with actions that will be taken at the time of access. The County IT Department has developed a Technical Architecture Requirements Document that is required to be filled out and submitted with your bid response. This document can be found on the Collier County Purchasing Department website: www.colliergov.net/purchasinq. On the left hand ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1234- 6/9/2015 16.E.4. side of the menu, click on CC Technical Requirements. If this document is not submitted with your bid response, your bid response may be deemed non-responsive. 19. Security and Background Checks If required, Vendor/Contractor/Proposer shall be responsible for the costs of providing background checks by the Collier County Facilities Management Department, and drug testing for all employees that shall provide services to the County under this Agreement. This may include, but not be limited to, checking federal, state and local law enforcement records, including a state and FBI fingerprint check, credit reports, education, residence and employment verifications and other related records. Contractor shall be required to maintain records on each employee and make them available to the County for at least four (4) years. 20. Maintenance of Traffic Policy For all projects that are conducted within a Collier County Right-of-Way, the Vendor shall provide and erect Traffic Control Devices as prescribed in the current edition of the Manual On Uniform Traffic Control Devices (MUTCD), where applicable on local roadways and as prescribed in the Florida Department of Transportation's Design Standards (DS) on state roadways. These projects shall also comply with Collier County's Maintenance of Traffic Policy, #5807, incorporated herein by reference. Copies are available through the Risk Management and/or Purchasing Departments and are available on-line at colliergov.net/purchasing. The Vendor will be responsible for obtaining copies of all required manuals, MUTCD, FDOT Roadway & Traffic Design Standards Indexes, or other related documents, so to become familiar with their requirements. Strict adherence to the requirements of the Maintenance of Traffic ("MOT") policy will be enforced under this Contract. All costs associated with the Maintenance of Traffic shall be included on the line item on the bid page. If MOT is required, MOT is to be provided within ten (10) days of receipt of Notice of Award. 21. Debris Vendor shall be responsible for the removal and disposal of all debris from the site and the cleaning of the affected areas. Vendor shall keep the premises free of debris and unusable materials resulting from their work and as work progresses; or upon the request of the County's representative, shall remove and dispose such debris and materials from the property. The Vendor shall leave all affected areas as they were prior to beginning work. 22. Direct Material Purchase The County reserves the right to require Vendor to assign some or all of its agreements with material suppliers directly to the County. Any such goods and/or materials purchased by the County pursuant to such an assignment of a material supply agreement shall be referred to as "County Furnished Materials" and the responsibilities of both the County and the Vendor relating to said materials shall be governed by the terms and conditions of this solicitation. Additionally, the County at its sole option may choose to purchase some or all of the goods and/or materials from other suppliers. In either instance the County may require the following information from the Vendor: • Required quantities of material. • Specifications relating to goods and/or materials required for job including brand and/or model number or type if applicable ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1235- 6/9/2015 16.E.4. • Pricing and availability of goods and/or materials provided under Vendor's agreements with material suppliers 23. Grant Compliance The purchase of any goods and/or services that are funded through Federal Grant Appropriations, the State of Florida, or any other public or private foundations shall be subject to the compliance and reporting requirements of the granting agency. 24. Equipment Vendor shall have available and in good working condition, the necessary equipment to perform the required service. If required, the Vendor shall supply a list of equipment and an hourly rate for each. Hourly rates will commence once equipment arrives at the service site. In the event that additional specialized and/or heavy.equipment (backhoe, crane, mudhog, etc.) is needed, the Project Manager must be notified in advance for approval. The reimbursement of additional equipment expense shall be at cost and will commence once equipment arrives at the service site. The County reserves the right to request and obtain documentation of the Vendor's cost, and to withhold payments until documentation is provided. The scope of these specifications is to ensure the delivery of a complete unit ready for operation. Omission of any essential detail from these specifications does not relieve the Vendor from furnishing a complete unit. All equipment must be new and of current manufacture in production at the time of ITB opening, and carry standard warranties. At the time of delivery, at least two (2) complete shop repair manuals and parts lists must be furnished with each type of equipment. Vendor must service all equipment prior to delivery and/or acceptance by the County. 25. Storage Tank Installation and Closure Requirements The contractor shall ensure compliance with all NFPA regulations: specifically 110 & 30/30A; FDEP chapter 62 regulations: specifically 761, 762, 777, and 780; 376 &403 Florida Statutes; and STI, UL, PEI, ASME, NACE, NLPA, NIST &API referenced standards pertaining to the storage of hazardous materials and petroleum products. The contractor shall notify the Solid & Hazardous Waste Management Department (SHWMD) prior to the installation, removal, or maintenance of any storage tank, including day tanks for generators, storing /will be storing petroleum products or hazardous materials. The contractor shall provide a 10 day and 48 hour notice to SHWMD 239-252-2508 prior to commencement. The contractor shall provide the plans pertaining to the storage tank systems containing hazardous materials/ petroleum products to the SHWMD prior to plans submittal to a permitting entity and then SHWMD must approve the plans prior to contractor's submittal for permitting. 26. 62-761.300 Applicability 1) General Requirements: a) Underground storage tank systems: The requirements of this Chapter, unless specified otherwise, apply to owners and operators of facilities, or owners and operators of UST systems with individual storage tank capacities greater than110 gallons that contain or contained: i) Vehicular fuel, subject to Chapter 17-61, F.A.C., after May 21, 1984 ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1236- 6/9/2015 16.E.4. ii) Pollutants or hazardous substances after December 10, 1990; or iii) Regulated substances in unmaintained storage tank systems. b) This rule is applicable to non-residential facilities. Under 40 C.F.R. 280, residential tanks greater than 1100 gallons containing motor fuels are subject to Federal UST rules (advisory information only-not required by this Chapter). 27. 62-762.301, F.A.C. Applicability 1) General Requirements: a) Aboveground storage tank systems: The requirements of this chapter, unless specified otherwise, apply to owners and operators of facilities, or owners and operators of aboveground stationary storage tank systems with individual storage tank capacities greater than 550 gallons that contain or contained: Vehicular fuel, subject to Chapter 17- 61, F.A.C., after May 21, 1984 (1) Vehicular fuel, subject to Chapter 17-61, F.A.C., after May 21, 1984; (2) Pollutants after March 12, 1991; or (3) Pollutants in unmaintained storage tank systems. b) Aboveground compression vessels and hazardous substance storage tank systems: Owners and operators of compression vessels and hazardous substance storage tanks with capacities of greater than 110 gallons containing hazardous substances are only required to comply with subsections 62-762.401(1)-(2), F.A.C. c) Aboveground mineral acid storage tank systems: Owners and operators of facilities, or owners and operators of aboveground mineral acid storage tank systems with capacities of greater than 110 gallons containing mineral acids are only required to comply with Rule 62- 762.891, F.A.C. 28. Definitions 62-761.200(11) and 62-762.201(16), F.A.C.: "County' means a locally administered program under contract with the Department to perform compliance verification activities at facilities with storage tank systems. 62-761.200(48) and 62-762.201(62), F.A.C.: "Pollutants" includes any "product" as defined in Section 377.19(11), F.S., pesticides, ammonia, chlorine and derivatives thereof, excluding liquefied petroleum gas. 62-761.200(51) and 62-762.201(65), F.A.C.: "Product" as defined in Section 377.19(11), F.S., means any commodity made from oil or gas and includes refined crude oil, crude tops, topped crude, processed crude petroleum, residue from crude petroleum, cracking stock, uncracked fuel oil, fuel oil, treated crude oil, residuum, gas oil, casing head gasoline, natural gas gasoline, naphtha, distillate, condensate, gasoline, used oil, kerosene, benzene, wash oil, blended gasoline, lubricating oil, blends or mixtures of oil with one or more liquid products or byproducts derived from oil or gas, and blends or mixtures of two or more liquid products or byproducts derived from oil or gas, whether hereinabove enumerated or not. 62-761(73) and 62-762(84), F.A.C.: "Vehicular fuel" means a petroleum product used to fuel motor vehicles, including aircraft, watercraft and vehicles used on and off roads and rails. ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1237- 6/9/2015 16.E.4. Colter County Adrrtinistrative Services Department Procurement Services Division Attachment 1: Vendor Submittal -Vendor's Non-Response Statement The sole intent of the Collier County Purchasing Department is to issue solicitations that are clear, concise and openly competitive. Therefore, we are interested in ascertaining reasons why prospective Vendors did not wish to respond to this ITB. If your firm is not responding to this ITB, please indicate the reason(s) by checking any appropriate item(s) listed below and return this form via email or fax to the Procurement Strategist listed on the first page or mail to: Collier County Purchasing Department, 3327 Tamiami Trail East, Naples, Florida 34112. We are not responding to this ITB for the following reason(s): Solicitation: 14-6359R On-Call Mechanical Services ❑ Services requested not available through our company. ❑ Our firm could not meet specifications/scope of work. ❑ Specifications/scope of work not clearly understood (too vague, rigid, etc.) ❑ Project is too small. ❑ Insufficient time allowed for preparation of response. ❑ Incorrect address used. Please correct mailing address: ❑ Other reason(s): Firm's Complete Legal Name Address City, State, Zip Telephone Number FAX Number Signature/Title Type Name of Signature Date: ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1238- 6/9/2015 16.E.4. Coer County Administrative Seances Department Procurement Services Division Attachment 2: Vendor's Check List IMPORTANT: THIS SHEET MUST BE SIGNED BY VENDOR. Please read carefully, sign in the spaces indicated and return with bid. Vendor should check off each of the following items as the necessary action is completed: 1. The Bid has been signed. 2. The Bid prices offered have been reviewed. 3. The price extensions and totals have been checked. 4. The payment terms have been indicated. 5. Any required drawings, descriptive literature, etc. have been included. 6. Any delivery information required is included. 7. If required, the amount of bid bond has been checked, and the bid bond or cashiers check has been included. 8. Addendum have been signed and included, if applicable. 9. Affidavit for Claiming Status as a Local Business, if applicable. 10. Immigration Affidavit and company's E-Verify profile page or memorandum of understanding. 11. Copies of licenses, equipment lists, subcontractors or any other information as noted in this ITB. 12. The mailing envelope must be addressed to: Procurement Director Collier County Government Purchasing Department 3327 Tamiami Trail E Naples FL 34112 The mailing envelope must be sealed and marked with: • Solicitation: 15-6432 Preventative Maintenance Inspection Services and On- Call Mechanical Contractor Services • Opening Date: April 2, 2015 13. The bid will be mailed or delivered in time to be received no later than the specified opening date and time. (Otherwise bid cannot be considered.) 14. If submitting a manual bid, include any addenda (initialed and dated noting understanding and receipt). If submitting bid electronically, bidder will need to download all related documents on www.colliergov.net/bid. The system will date and time stamp when the addendum files were downloaded ALL COURIER DELIVERED BIDS MUST HAVE THE BID NUMBER AND TITLE ON THE OUTSIDE OF THE COURIER PACKET. Company Name Signature &Title Date ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1239- 6/9/2015 16.E.4. Co'.tier County Administrative Services Department Procurement Services Division Attachment 3: Vendor Submittal - Bid Response Form FROM: Board of County Commissioners Collier County Government Center Naples, Florida 34112 RE: Solicitation: 15-6432 Preventative Maintenance Inspection Services and On-Call Mechanical Contractor Services Dear Commissioners: The undersigned, as Vendor, hereby declares that the specifications have been fully examined and the Vendor is fully informed in regard to all conditions pertaining to the work to be performed for as per the scope of work. The Vendor further declares that the only persons, company or parties interested in this Bid or the Contract to be entered into as principals are named herein; that this Bid is made without connection with any other person, company or companies submitting a Bid; and it is all respects fair and in good faith, without collusion or fraud. The Vendor proposes and agrees if this Bid is accepted, to contract, either by a County issued purchase order or formal contract, to comply with the requirements in full in accordance with the terms, conditions and specifications denoted herein, according to the following: The Contractor may submit written materials one (1)through 10 (ten), OR electronically submit all materials on the County's Online Bidding System. 1. Attachment 2:Vendor Checklist 2. Attachment 3: Vendor Submittal a. Provide evidence of five (5) years of primary experience working in heating, ventilation and air condition with commercial, industrial or large corporate businesses. b. Provide at least three (3) current customer references, including names, addresses, phone numbers and email addresses. c. Provide a current and valid Mechanical Contractor's license per Florida Statutes 489.105 (I). d. Provide a Collier or Lee County license to operate business. e. Provide evidence of contractor's procedure for the recovery of CFC's. 3. Attachment 4: Local Vendor Preference 4. Attachment 5: Immigration Affidavit 5. Department of Homeland Security's E-Verify profile page or Memorandum of Understanding 6. Attachment 6: Vendor Substitute W9 7. Attachment 7: Insurance and Bonding 8. Attachment 8: Bid Schedule and any signed addendums issued as a result of this bid 9. Price for Preventative Maintenance Inspection Services: to determine the lowest TOTAL bidder for this portion of the service, the contractor will provide per unit prices for any system description identified below. All system description per unit prices (one through seven) must be ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1240- 6/9/2015 16.E.4. complete in order to be considered responsive for this preventative maintenance inspection services award. The contractor agrees, if awarded a contract, to utilize these per unit prices for the services described in the scope of work. • Enter the price per unit in Column B; then, multiply that price entered for each of the items by the multiplier; enter the TOTAL price in the final column; and total the final column labeled TOTAL by adding one (1) through seven (7) to determine the Contractor's overall TOTAL. A B TOTAL System Description (Multiply Column A Weighted Price per by Column B and Multiplier Unit Enter) 1. Under 2.5 Tons 15 2. 2.5 —under 5 Tons 41 3. 5 Tons 19 4. 6- 10 Tons 12 5. 11 —20 Tons 9 6. 21 — 100 Tons 2 7. Greater than 100 Tons 1 TOTAL (Add the one(1) through seven (7) to determine the overall total (which is representative of $ the equipment in Collier county. Note: the weighted multiplier represents the equipment tonnage that the County currently has in place. 10. Cost for On-call Mechanical Services: The scenarios below are typical on-call service scopes of work for the Facilities Department. To determine the lowest TOTAL bidder for this portion of the service, the contractor will provide the cost (fully burdened with labor, materials, supplies and equipment) for the typical scenario described below. All scenarios (one through five) must be complete in order to be considered responsive for the On-call Mechanical Services award. • Enter the price for the service (fully burdened) in Column B; then, multiply that price entered for each of the items by the multiplier; enter the TOTAL price in the final column; and total the final column labeled TOTAL by adding one (1) through five (5) to determine the Contractor's overall TOTAL. B A TOTAL All costs fully (Multiply Typical Scenarios burdened with Column A by Weighted labor, materials, Column B and Multiplier supplies and Enter) equipment 1. Typical Scope of Work Under $1,000: The following issues have been found fora unit and needs to 28 $ $ be addressed • Found Compressor wire cut by condenser fan blade • The compressor was pulling lock roto amps • Found C/U#1 Head Pressure is high (295 P.S.I.G) 2. Typical Scope of Work Between 18 $1,000 and $3,000: Found bearing ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1241- 6/9/2015 16.E.4. blower making a loud noise and $ $ needs to be replaced • Pillow block size of 6 inches 3. Typical Scope of Work Between 27 $3,000 and $20,000 Remove two compressors and drier, install new $ $ compressors and drier. Pressure test and place on vacuum until system reaches 500 microns.Add acid away to system and 35Ibs R22 to system. • Trane 7.5 Ton Compressor • Trane Drier 164S 1/" 4. Typical Scope of Work Between 17 $20,000—40,000: Replace existing unit with a Trane 25 Ton, air cooled $ $ condensing unit • Model#RAUJC25EB 5. Typical Scope of Work Between 10 $40,000 and $50,000: Furnish and install, a AAON Packaged Roof Top $ $ Unit • Install concrete pads • Remove existing equipment TOTAL(Add the one (1) through five (5)to determine the overall total (which is representative of the requested service in Collier County. $ Note: the weighted multiplier represents the repair services that the County completes in a"typical year." By signature below, the bidder certifies that they comply with all current statutes and local ordinance relating to providing these parts, equipment and services identified in the solicitation requirements. Further, if awarded, the contractor agrees to maintain all licenses, certifications and registrations, and will continue to comply with State and local laws. Contractor Signature Date Contractor Printed Name Name of Contractor Note: If Contractor chooses to bid in writing, please submit an ORIGINAL and ONE COPY of your bid response pages. The undersigned agrees that should this Bid be accepted, to execute a the award, if required, and present the formal contract to the County Procurement Director for approval within fifteen (15) days after being notified of an award. ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1242- 6/9/2015 16.E.4. IN WITNESS WHEREOF,WE have hereunto subscribed our names on this day of , 20 in the County of , in the State of Firm's Complete Legal Name Address City, State, Zip Florida Certificate of Authority Document Number Federal Tax Identification Number CCR# or CAGE Code Telephone Number FAX Number Signature/Title Type Name of Signature Date Additional Contact Information Send Payments To: (REQUIRED ONLY if different from above) Firm's Complete Legal Name Address City, State, Zip Contact Name Telephone Number FAX Number Email Address ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1243- 6/9/2015 16.E.4. Goiter Gou-H.ty Administrative Services Department Procurement Services Division Attachment 4: Vendor Submittal—Local Vendor Preference Affidavit Solicitation: 15-6432 Preventative Maintenance Inspection Services and On-Call Mechanical Contractor Services (Check Appropriate Boxes Below) State of Florida (Select County if Vendor is described as a Local Business ❑ Collier County ❑ Lee County Vendor affirms that it is a local business as defined by the Purchasing Policy of the Collier County Board of County Commissioners and the Regulations Thereto. As defined in Section XI of the Collier County Purchasing Policy: Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax Collector for at least one year prior to bid or proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier County from which the vendor's staff operates and performs business in an area zoned for the conduct of such business. A Post Office Box or a facility that receives mail, or a non-permanent structure such as a construction trailer, storage shed, or other non-permanent structure shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a vendor shall not be considered a"local business" unless it contributes to the economic development and well-being of Collier County in a verifiable and measurable way. This may include, but not be limited to, the retention and expansion of employment opportunities, support and increase to the County's tax base, and residency of employees and principals of the business within Collier County. Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as a"local business" under this section.A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to the County will lose the privilege to claim Local Preference status for a period of up to one year under this section. Vendor must complete the following information: Year Business Established in ❑Collier County or ❑ Lee County: Number of Employees (Including Owner(s) or Corporate Officers): Number of Employees Living in ❑ Collier County or❑ Lee (Including Owner(s) or Corporate Officers): If requested by the County, vendor will be required to provide documentation substantiating the information given in this affidavit. Failure to do so will result in vendor's submission being deemed not applicable. Vendor Name: Date: Address in Collier or Lee County: Signature: Title: STATE OF FLORIDA ❑ COLLIER COUNTY ❑ LEE COUNTY Sworn to and Subscribed Before Me, a Notary Public, for the above State and County, on this Day of , 20 Notary Public My Commission Expires: (AFFIX OFFICIAL SEAL) ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1244- 6/9/2015 16.E.4. Colter Goullty Administrative Services Department Fro;urement Services Division Attachment 5: Vendor Submittal—Immigration Affidavit Solicitation: 15-6432 Preventative Maintenance Inspection Services and On-Call Mechanical Contractor Services This Affidavit is required and should be signed, notarized by an authorized principal of the firm and submitted with formal Invitations to Bid (ITB's) and Request for Proposals (RFP) submittals. Further, Vendors/ Bidders are required to enroll in the E-Verify program, and provide acceptable evidence of their enrollment, at the time of the submission of the vendor's/bidder's proposal. Acceptable evidence consists of a copy of the properly completed E-Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of Understanding for the company. Failure to include this Affidavit and acceptable evidence of enrollment in the E-Verify program, may deem the Vendor/ Bidder's proposal as non-responsive. Collier County will not intentionally award County contracts to any vendor who knowingly employs unauthorized alien workers, constituting a violation of the employment provision contained in 8 U.S.C. Section 1324 a(e) Section 274A(e) of the Immigration and Nationality Act("INA"). Collier County may consider the employment by any vendor of unauthorized aliens a violation of Section 274A(e) of the INA. Such Violation by the recipient of the Employment Provisions contained in Section 274A(e) of the INA shall be grounds for unilateral termination of the contract by Collier County. Vendor attests that they are fully compliant with all applicable immigration laws (specifically to the 1986 Immigration Act and subsequent Amendment(s)) and agrees to comply with the provisions of the Memorandum of Understanding with E- Verify and to provide proof of enrollment in The Employment Eligibility Verification System (E-Verify), operated by the Department of Homeland Security in partnership with the Social Security Administration at the time of submission of the Vendor's/ Bidder's proposal. Company Name Print Name Title Signature Date State of County of The foregoing instrument was signed and acknowledged before me this day of , 20 ,by who has produced as identification. (Print or Type Name) (Type of Identification and Number) Notary Public Signature Printed Name of Notary Public Notary Commission Number/Expiration The signee of this Affidavit guarantees, as evidenced by the sworn affidavit required herein, the truth and accuracy of this affidavit to interrogatories hereinafter made. ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1245- %, 6/9/2015 16.E.4. Colter County Administrative Services Department Procurement Services Division Attachment 6: Vendor Substitute W—9 Request for Taxpayer Identification Number and Certification In accordance with the Internal Revenue Service regulations, Collier County is required to collect the following information for tax reporting purposes from individuals and companies who do business with the County (including social security numbers if used by the individual or company for tax reporting purposes). Florida Statute 119.071(5) require that the county notify you in writing of the reason for collecting this information, which will be used for no other purpose than herein stated. Please complete all information that applies to your business and return with your quote or proposal. 1. General Information (provide all information) Taxpayer Name (as shown on income tax return) Business Name (if different from taxpayer name) Address City State Zip Telephone FAX Email Order Information Remit/Payment Information Address Address City State Zip City State Zip FAX FAX Email Email 2. Company Status (check only one) Individual/Sole Proprietor _Corporation _Partnership Tax Exempt(Federal income tax-exempt entity _Limited Liability Company under Internal Revenue Service guidelines IRC 501 (c) 3) Enter the tax classification (D=Disregarded Entity, C=Corporation, P=Partnership) 3. Taxpayer Identification Number(for tax reporting purposes only) Federal Tax Identification Number(TIN) (Vendors who do not have a TIN,will be required to provide a social security number prior to an award of the contract.) 4. Sign and Date Form Certification: Under penalties of perjury, I certify that the information shown on this form is correct to my knowledge. Signature Date Title Phone Number ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1246- 6/9/2015 16.E.4. Co er County Administrative Services Department Procurement Services Division Attachment 7: Vendor Submittal -Insurance and Bonding Requirements Insurance/Bond Type Required Limits 1. ®Worker's Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Compensation Statutory Limits and Requirements 2. ® Employer's Liability $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 ContractorNendor/Consultant shall indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys'fees and paralegals' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the ContractorNendor/Consultant or anyone employed or utilized by the ContractorNendor/Consultant in the performance of this Agreement. 4. ®Automobile Liability $ 1,000,000 Each Occurrence; Bodily Injury& Property Damage, Owned/Non-owned/Hired; Automobile Included 5. ❑ Other insurance as ❑Watercraft $ Per Occurrence noted: ❑ United States Longshoreman's and Harborworker's Act coverage shall be maintained where applicable to the completion of the work. $ Per Occurrence ❑ Maritime Coverage (Jones Act) shall be maintained where applicable to the completion of the work. $ Per Occurrence ❑Aircraft Liability coverage shall be carried in limits of not less than $5,000,000 each occurrence if applicable to the completion of the Services under this Agreement. $ Per Occurrence ❑ Pollution $ Per Occurrence ❑ Professional Liability $ per claim and in the aggregate • $1,000,000 per claim and in the aggregate • $2,000,000 per claim and in the aggregate ❑ Project Professional Liability $ Per Occurrence ❑Valuable Papers Insurance $ Per Occurrence ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page -1247- 6/9/2015 16.E.4. 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 jobs in excess of$200,000, bonds shall be submitted with the executed Payment Bonds Work Order by Proposers receiving award, and written for 100% of the Work Order award amount, the cost borne by the Proposer receiving an award. The Performance and Payment Bonds shall be underwritten by a surety authorized to do business in the State of Florida and otherwise acceptable to Owner; provided, however, the surety shall be rated as"A-" or better as to general policy holders rating and Class V or higher rating as to financial size category and the amount required shall not exceed 5% of the reported policy holders' surplus, all as reported in the most current Best Key Rating Guide, published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New York 10038. 8. ® Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions. 9. ® Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for Commercial General Liability where required. 10. ® The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of County Commissioners in Collier County, OR Collier County Government, OR Collier County. The Certificates of Insurance must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on behalf of Collier County. 11. ® Thirty (30) Days Cancellation Notice required. LJ B 1/2/2015 Vendor's Insurance Statement We understand the insurance requirements of these specifications and that the evidence of insurability may be required within five (5) days of the award of this solicitation. Name of Firm Date Vendor Signature Print Name Insurance Agency Agent Name Telephone Number ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1248- 6/9/2015 16.E.4. Attachment 8: Bid Schedule (See attached Excel Spreadsheet) http://bid.collierclov.net/bid/ ITB 15-6432 Prevent. Maint. and On-Call Mechanical Contractor Services Packet Page-1249- 6/9/2015 16.E.4. as w w w W z w z W z w z W I< o a s W w wg � a ° i W3w 4 E W W a s z i z W ° i L 0 o W f 1 z c W W W W o o o o w i z c s 'w e � g A`g s s �ss �� e �i rgg�_ F F sa srr: =R2Ps53 I A N a - a ° LWinWlln° dU8IIIRI 201sl a& ;o e "i" s ;isn 3lm m i"0 g mmElat”.mm. „mmmU @mYnsg%xWHit.g1gaim $ „ 1 „N$E$ "1V41 1F,M5M, §l i o jj i l i g m g g g g k -e e e d � g W m 2.i s 8 8 1 6 1,1 E i :i i 1 1 e 8 F o § §s§6k q z sii�o ss o"< O M 1s esss�lii1 LL°b °4=3351 " o "add333 3� ss t iaP z :mr.. =gE1 g2 mR ee e s emd8gg ma eai1�oNss ms ez _ k' g5E, E ,, , ,-W e. M kk fiME A o 3 �q KC6> 1 m „ mm2m. m mmm "... 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Tons Less than 1 ton 7 1 8 1.5 21 2 65 Inspection Piece 2.5 43 3 98 100 ` Inspection Service § e en y . ultiplae 4 f 4 84 Under 2.5 101 15.0% 15 5 130 2.5- under 5 276 40.9% 41 6 11 5 130 19.3% 19 7 1 6- 10 84 12.4% 12 7.5 30 11-20 61 9.0% 9 10 42 21- 100 16 2.4% 2 12 2 Greater than 100 7 1.0% 1 12.5 6 675 100.0% 14 1 On-Call Maintenance 15 31 Scenarios Weighted I Price Total Price Typical Scope of Work Under$1,000 (weighted multiplier: 20 21 28) 28 $ 927.00 $ 25,956.00 Typical Scope of Work Between $1,000 and $3,000 (weighted multiplier: 18) 21 1 18 $ 2,800.00 $ 50,400.00 Typical Scope of Work Between $3,000 and $20,000 (weighted multiplier: 25 3 27 27 $ 2,055.00 $ 55,485.00 Typical Scope of Work Between $20,000—40,000 Work (weighted 26 1 multiplier: 17) 17 $ 23,750.00 $ 403,750.00 Typical Scope of Work Between $40,000 and $50,000 (weighted multiplier: 30 1 10) 10 $ 42,500.00 $ 425,000.00 Packet Page -1270- 6/9/2015 16.E.4. 31 1 $ 72,032.00 e 50 2 55 1 60 1 70 3 80 2 130 1 170 2 185 1 300 3 Packet Page-1271- 6/9/2015 16.E.4. 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Y M O Q a V E vi O 0 ^i o `d a d O I c d N •a O Lgi io r C : O O � 0 M m N a7 d lf a"- a L d O a1 Qa o S O L O m a N C a U N U J = d> Q .- - u '. >> y 0 0 01 yy a 0 R > N y 2 L N .5 01 d 'a° oEn =� adit d U E U O G O 9 --m--,7, . 0a7, 0 0 p 2 Li FL-ii La a o O f- C a7 a U H C d d E CO 0 V d ar Packet Page-1276- 6/9/2015 16.E.4. 0 O 0 :00 u0) O O 0 00 N.: 6 0 v) 0 0 at C0.1 (00 < tiCD" '0 CO m a 0) in TO 63 t9 69 N U f9 4'f •C A 0 O O U O O O 0 O d O O t(0) O O N. O (D J N a < ¢ ^ co t9 9 9 0 9 63 0 O In 0 O O N C) O 0 6 M C O 0 h m CD o _ .-a CD vi u o CO N M a O ¢ 9 d d !+ 69 9 43 N C 69 63 O M 0 0 0 f .P C O O To N: ("1 O C UD eT o N a 1107 (.., f0D to C m N J N et L N F 0 9 to 9 0 9 M m U C O O O O N O 0 N O O co CD 9 N 0 O pre N 0 C d O a O a z a co RI 3 o 9 .- co a N. C N u 2 co, to 19 W 0 9 9 >▪ 5 u N U C m 0 C 'D E 00 00 00 0 m O D c m C N fD U 0 C N N 0 L N L0 m m u) co o O N w W C) c vi 0) Q -) m C m. o a w 0 a I- U C L Vi 69 t9 O 69 69 N u w r.... N. 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T m D) U p o U O it o II C) 01 - c W U d O co N N— o C w C — U co E O U y N y j U To O~~ 7 N C C N C N O C U F co (o. -I- (oFa oa w Cl. 0 N m a y 3 O J _ Packet Page-1277- Conditioned Air , _ 6/9/2015 16.E.4. �_ Conditioned Air n vo i ce The Comfort People Since 1962® "�— AIR CONDRIONING HEATING REFRIGERATION Date Invoice# (239)643-2445 03/24/15 3143081-1 J (239)643-0996 Fax �� \�__(! _t A . 3786 Mercantile Avenue v Contractors Page Naples,Florida 34104 CACA29360 WI THE YEAR 1 of 1 WINNER 14tO Bill to : 4005 Job# 3143081 ICE FARMS AT THE CHILLER- CC BOARD OF COUNTY COMMISSIONERS 3323 E TAMIAMI TRAIL ATTN:ACCOUNTS PAYABLE NAPLES, FL 34112 3299 TAMIAMI TRL E STE 700 NAPLES, FL 34112 Contact Name:JENNIFER COOPER 252-8380- FAX: 793-3795 Terms:45 DAYS AFTER RECEIVIP Salesman:015-VITO-DIPALMA Cust PO# Project Manager: Inv Description:REPLACE THE SUPPLY AND RETURN HOSES ON 13-CALMAC GLYCOL THERMAL STORAGE TANKS/INSULATE FAC.MGMT.PO#4500155702 Original Amount: 17,062.57 Change Orders: .00 Total Contract: 17,062.57 Amount Previously Billed: .00 Amount to Bill: 17,062.57 Total: 17,062.57 Sales Tax: .00 Gross Invoice: 17,062.57 .00 Net Invoice Due: 17,062.57 Conditioned Air® WV Packet Page -1278-I111 flO 6/9/2015 16.E.4. €1 0 = — tot_ NAP' 235-643-205 The Comfort Fr.�„ 5: 239.939-117 CHARLOTTE_941-235-6303 pile Since l 962'' sARA5crrA:'941.893-84513 C.ACA2o3eo CORPORATE HEADQUARTERS,NAPLES: BRANCH OFFICE,FT.MYERS: BRANCH OFFICE,SARASOTA: 3786 Mercantile Avenue • Naples,Florida 34104 14231 Jetport Loop W.,Unit*16 • Ft,Myers,Florida 33913 1040 Vaughn Trail Road,Unit A • North Venice,Florida 34275 Phone:239.643.2445 • Fax:239-643-0996 Phone:239-9394177 • Fax:239-561-4119 Phone:941-893-6450 • Fax:941-485-5902 www.conditionedair.com Dennis Linguidi May 18,2015 Facilities Manager Collier County Government RE: On-Call Mechanical Contractor—Conditioned Air Per our meeting this morning,Conditioned Air will no longer be providing On-Call Mechanical Services to Collier County as of today, May 18,2015, until we receive our full payment of outstanding services in the amount of$17,062.57 (see#4 below for an explanation of this charge). Over the past year, it has become increasingly difficult to do business with the County. Listed below are some of the things that are required,prior to payment being issued to Conditioned Air, We wanted to bring this to your attention, so you could gain a better understanding of the difficulties placed on the vendors that work for Collier County. 1. All decimal places for itemized invoices must be carried out 4 places, no rounding is allowed. One of our invoices was denied for being off by$.26. 2. All invoices for parts used on County facilities must be copied and attached with all billing requests from Conditioned Air. This quadruples the time it takes to bill County work. 3. When a price is sent to the County for proposed work,it must be broken down on a time and material basis. In most if not all instances,you cannot identify with 100%accuracy what it will take to do the job until you get into the scope of work. After the work is complete,the billing is also on a time and material basis. The breakdown has to be done twice,and ends up doubling the amount of administrative time it takes to bill County work. 4. On any particular estimate,Conditioned Air provides a price to do the work. In some cases,we have a subcontractor that will provide some of the scope and we make sure that it doesn't violate the 80/20 rule. In the instance noted above,and which led to us not being paid $17,062.57,we provided an estimate of$21,500 to change the glycol supply and return hoses on the ice storage tanks. In our estimate,we included the cost of a subcontractor that was responsible for a portion of our work,totaling$4,300 or approximately 20%. When we drafted up our bill to the County, on a time and material basis,we were able to perform the work more efficiently than what we had originally estimated. This resulted in savings to the county of approximately$4,000; however, because our bill was now$17,062.57,the subcontractor's bill of$4,300 was approximately 25%of the total,which now violates the 80/20 rule. We now lose the entire amount, which is both unreasonable and not fair. � � =Y >>, � Packet Page -1279 „ � rrr x k - '. <- t�l•~tn Y �i, e[ a ' B ,t., t ry . ' :.w �'"'`�.:n , `a"-rris, :' ...t"- '�' 6/9/2015 16.E.4. We would welcome another meeting to discuss any of the points noted above. If you have any questions, please don't hesitate contacting me directly at(239)643-2445 or via email at kaw@'conditionedair.com. Since ely,f., ad,bioti,_ tN ith A.Walker President&Chief Operations Officer Conditioned Air Corp. Packet Page -1280- ' "°"'a°'fOpi 6/9/2015 16.E.4. r� Monday—Friday GM Conditioned ' ir The Comfort People Since 1962 37855 Mercantile Ave Naples FL 34104 : � ��- Contractors ,,,2:0413)).4177 f r E Y a � �... '� 3010 ". PROPOSAL SUBMITTED TO: BOARD OF COUNTY COMMISSIONERS DATE: OCTOBER 23, 2014 3301 TAMIAMI TRAIL EAST RE: ICE FARMS NAPLES, FL 34112 CELL 239-465-9434 TELEPHONE: 239-252-8380 EMAIL: hemantharanatunge@colliergov.net 4, WE PROPOSE HEREBY TO FURNISH MATERIAL AND LABOR-COMPLETE IN ACCORDANCE WITH SPECIFICATIONS BELOW. SEE BELOW ALL MATERIAL IS GUARANTEED TO BE SPECIFIED.ALL WORK TO BE COMPLETED IN A WORKMANUKE MANNER ACCORDING TO STANDARD PRACTICES. ANY ALTERATION OR DEVIATION FROM SPECIFICATIONS BELOW INVOLVING EXTRA COSTS WILL BE EXECUTED ONLY UPON WRITTEN ORDERS,AND WILL BECOME AN EXTRA CHANGE OVER AND ABOVE THE ESTIMATED. ALL AGREEMENTS CONTINGENT UPON STRIKES,ACCIDENTS OR DELAYS BEYOND OUR CONTROL. OWNER TO CARRY FIRE, TORNADO AND OTHER NECESSARY INSURAN E. OUR WORKERS ARE FULLY COVERED BY WORKMAN'S COMPENTSTATION INSURANCE. I AUTHORIZED SIGNATURE: I • Vito DIPalma,Construction Manager NOTE:THIS PROPOSAL MAY BE WITHDRAWN IF NOT ACCEPTED WITHIN 30 DAYS. 1 WE HEREBY SUBMIT SPECIFICATIONS AND ESTIMATES FOR: FURNISH & INSTALL: • REPLACE THE SUPPLY AND RETURN HO S •N CALMA GLYCOL THERMAL STORAGE TANKS WITH 3" SCHEDULE 80 PVC I INSU WITH 2"THIC FOAMGLASS INSULATION AND .016 ALUMINUM JACKETING • OWNER TO DRAIN SYSTEM TOTAL: $21,500.00 f■� GP/ 4i,1,b Acceptance of Proposal—The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payment will be made as outlined above. Signature Date Of Acceptance Packet Page -1281-