2015-90 AGREEMENT FOR
PERSONAL PROTECTIVE EQUIPMENT INSPECTION, CLEANING, AND REPAIR
SERVICES
THIS AGREEMENT, made and entered into this day o l�Gl�� 2015,
A D , by and between the City of Clermont 685 West Montrose Street, Clermont, Flonda
(hereinafter referred to as "CITY"), and DONE RIGHT FIRE GEAR REPAIR, INC , 7621
Maryland Ave , Hudson, FL 34667 (hereinafter referred to as "CONTRACTOR")
WHEREAS, the Lake County B C C through the public procurement process awarded an
agreement for personal protective equipment inspection,cleaning,and repair, Lake County
B C C Number IFP 15-0621,
WHEREAS,CITY desires to utilize the above-referenced awarded bid, CONTRACTOR's
response thereto and agreement in accordance with CITY's procurement policy, and
WHEREAS,CONTRACTOR desires to enter into a contract with CITY based on the terms
and conditions of Lake County Contract Number 15-0621
WITNESSETH That the parties hereto, for the consideration hereinafter set forth,
mutually agree as follows
ARTICLE I - SCOPE OF WORK
The CONTRACTOR shall furnish personal protective equipment inspection,cleaning,and
repair services as described in Lake County B C C Contract Number 15-0621, which is
attached hereto and incorporated herein as Exhibit"A"and shall do everything required by
this Agreement and the other Agreement Documents contained in the specifications,which
are a part of these Documents Provided,however, that nothing herein shall require CITY
to purchase or acquire any items or services from CONTRACTOR To the extent of a
conflict between this Agreement and Exhibit "A", the terms and conditions of this
Agreement shall prevail and govern In all instances the CITY purchasing policy,
resolutions and ordinances shall apply
ARTICLE II - THE CONTRACT SUM
CITY shall pay CONTRACTOR,for the faithful performance of the Agreement as set forth
in the Agreement documents and the Unit Pnce Schedule as set forth in Exhibit `B',
attached hereto and incorporated herein
ARTICLE III—TERM AND TERMINATION
1 This Agreement is to become effective upon execution by both parties,and shall
remain in effect until September 30, 2016, unless terminated or renewed as
provided by Lake County B C C
2 Notwithstanding any other provision of this Agreement, CITY may, upon
1
written notice to CONTRACTOR, terminate this Agreement if a) without
cause and for convenience upon thirty (30) days wntten notice to
CONTRACTOR b) CONTRACTOR is adjudged to be bankrupt, c)
CONTRACTOR makes a general assignment for the benefit of its creditors, d)
CONTRACTOR fails to comply with any of the conditions of provisions of this
Agreement, or e) CONTRACTOR is expenencing a labor dispute, which
threatens to have a substantial, adverse impact upon performance of this
Agreement, without prejudice to any other right or remedy CITY may have
under this Agreement In the event of such termination, CITY shall be liable
only for the payment of all unpaid charges, determined in accordance with the
provisions of this Agreement, for work,properly performed and accepted prior
to the effective date of termination
ARTICLE IV - COMMENCEMENT AND COMPLETION OF WORK
The CONTRACTOR shall provide all items in the timeframe as set forth in the applicable
purchase order or notice to proceed
ARTICLE V - PAYMENTS
In accordance with the provisions fully set forth in the General Conditions,
CONTRACTOR shall submit a payment request by the third (3rd) day of each calendar
month for items provided dunng the preceding calendar month CITY shall make payment
to the CONTRACTOR, within thirty (30) calendar days, on the basis of a duly certified
and approved payment invoice by the CITY for services provided and accepted by the
CITY
ARTICLE VI—DISPUTE RESOLUTION - MEDIATION
1 Any claim, dispute or other matter in question arising out of or related to this
Agreement shall be subject to mediation as a condition precedent to voluntary
arbitration or the institution of legal or equitable proceedings by either party
2 The CITY and CONTRACTOR shall endeavor to resolve claims, disputes and
other matters in question between them by mediation
3 The parties shall share the mediator's fee and any filing fees equally The mediation
shall be held in Clermont,Lake County,Florida,unless another location is mutually
agreed upon Agreements reached in mediation shall be enforceable as settlement
agreements in any court having jurisdiction thereof
ARTICLE VII—INSURANCE AND INDEMNIFICATION RIDER
1 Worker's Compensation Insurance - The CONTRACTOR shall take out
and maintain during the life of this Agreement Worker's Compensation Insurance for all
his employees connected with the work of this Project and, in case any work is sublet, the
2
CONTRACTOR shall require the subcontractor similarly to provide Worker's
Compensation Insurance for all of the latter's employees unless such employees are
covered by the protection afforded by the CONTRACTOR Such insurance shall comply
with the Florida Worker's Compensation Law In case any class of employees engaged in
hazardous work under this Agreement at the site of the Project is not protected under the
Worker's Compensation statute, the CONTRACTOR shall provide adequate insurance,
satisfactory to the CITY, for the protection of employees not otherwise protected
2 CONTRACTOR's Public Liability and Property Damage Insurance - The
Contactor shall take out and maintain during the life of this Agreement Comprehensive
General Liability and Comprehensive Automobile Liability Insurance as shall protect it
from claims for damage for personal injury, including accidental death, as well as claims
for property damages which may arise from operating under this Agreement whether such
operations are by itself or by anyone directly or indirectly employed by it, and the amount
of such insurance shall be minimum limits as follows
(a) CONTRACTOR's Comprehensive General, $1,000,000 Each
($2,000,000 aggregate)
Liability Coverages, Bodily Injury Occurrence, & Property Damage
Combined Single Limit
(b) Automobile Liability Coverages, $1,000,000 Each
Bodily Injury& Property Damage Occurrence,
Combined Single Limit
Insurance clause for both BODILY INJURY AND PROPERTY DAMAGE
shall be amended to provide coverage on an occurrence basis
3 SubCONTRACTOR's Public Liability and Property Damage
Insurance-The CONTRACTOR shall require each of his subCONTRACTORs to procure
and maintain during the life of this subcontract, insurance of the type specified above or
insure the activities of his subCONTRACTORs in his policy, as specified above
4 Indemnification Rider
(a) To cover to the fullest extent permitted by law, the CONTRACTOR
shall indemnify and hold harmless the CITY and its agents and
employees from and against all claims, damages, losses and expenses,
including but not limited to attorney's fees, arising out of or resulting
from the performance of the Work, provided that any such claim,
damage, loss or expense (1) is attributable to bodily injury, sickness,
disease or death,or to injury to or destruction of tangible property(other
than the Work itself) , and (2) is caused in whole or in part by any
negligent act or omission of the CONTRACTOR, any
subCONTRACTOR, anyone directly or indirectly employed by any of
them or anyone for whose acts any of them may be liable, regardless of
whether or not it is caused in part by a party indemnified hereunder
Such obligation shall not be construed to negate, abridge, or otherwise
3
reduce any other right to obligation of indemnity which would otherwise
exist as to any party or person described in this Article
(b) In any and all claims against the CITY or any of its agents or employees
by any employee of the CONTRACTOR, any subcontractor, anyone
directly or indirectly employed by any of them or anyone for whose acts
any of them may be liable, the indemnification obligations under this
Paragraph shall not be limited in any way by any limitation on the
amount or type of damages, compensation or benefits payable by or for
the CONTRACTOR or any subcontractor under workers'or workmen's
compensation acts,disability benefit acts or other employee benefit acts
(c) The CONTRACTOR hereby acknowledges receipt of ten dollars and
other good and valuable consideration from the CITY for the
indemnification provided herein
ARTICLE VIII -NOTICES
All notices shall be in writing and sent by United States mail, certified or registered, with
return receipt requested and postage prepaid,or by nationally recognized overnight courier
service to the address of the party set forth below Any such notice shall be deemed given
when received by the party to whom it is intended
CONTRACTOR Done Right Fire Gear Repair, Inc
7621 Maryland Ave
Hudson, FL 34667
Contact Teresa L Moulton, CEO
CITY City of Clermont
Attn Darren Gray, City Manager
685 W Montrose Street
Clermont, FL 34711
ARTICLE IX—MISCELLANEOUS
1 Attorneys' Fees In the event a suit or action is instituted to enforce or interpret any
provision of this agreement, the prevailing party shall be entitled to recover such
sum as the Court may adjudge reasonable as attorneys' fees at trial or on any appeal,
in addition to all other sums provided by law
2 Waiver The waiver by city of breach of any provision of this agreement shall not
be construed or operate as a waiver of any subsequent breach of such provision or
of such provision itself and shall in no way affect the enforcement of any other
provisions of this agreement
4
3 Severability If any provision of this agreement or the application thereof to any
person or circumstance is to any extent invalid or unenforceable, such provision,or
part thereof,shall be deleted or modified in such a manner as to make the agreement
valid and enforceable under applicable law, the remainder of this agreement and
the application of such a provision to other persons or circumstances shall be
unaffected, and this agreement shall be valid and enforceable to the fullest extent
permitted by applicable law
4 Amendment Except for as otherwise provided herein, this agreement may not be
modified or amended except by an agreement in writing signed by both parties
5 Entire Agreement This agreement including the documents incorporated by
reference contains the entire understanding of the parties hereto and supersedes all
prior and contemporaneous agreements between the parties with respect to the
performance of services by CONTRACTOR
6 Assignment This agreement is personal to the parties hereto and may not be
assigned by CONTRACTOR, in whole or in part,without the prior written consent
of city
7 Venue The parties agree that the sole and exclusive venue for any cause of action
arising out of this agreement shall be Lake County, Florida
8 Applicable Law This agreement and any amendments hereto are executed and
delivered in the State of Florida and shall be governed, interpreted, construed and
enforced in accordance with the laws of the State of Florida
9 Public Records Contractor expressly understands records associated with this
project are public records and agrees to comply with Florida's Public Records law,
to include, to
(a) Keep and maintain public records that ordinarily and necessarily would
be required by the CITY in order to perform the services contemplated
herein
(b) Provide the public with access to public records on the same terms and
conditions that the CITY would provide the records and at a cost that
does not exceed the cost provided in this Florida's Public Records law
or as otherwise provided by law
(c) Ensure that public records that are exempt or confidential and exempt
from public records disclosure requirements are not disclosed except as
authorized by law
(d) Meet all requirements for retaining public records and transfer, at no
cost, to the CITY all public records in possession of CONSULTANT
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upon termination of the contract and destroy any duplicate public
records that are exempt or confidential and exempt from public records
disclosure requirements All records stored electronically must be
provided to the CITY in a format that is compatible with the information
technology systems of the CITY
ARTICLE X - AGREEMENT DOCUMENTS
The Agreement Documents, as listed below are herein made fully a part of this Agreement
as if herein repeated
Document Precedence
1 This Agreement
2 Purchase Order/Notice to Proceed
3 All documents contained in Lake County B C C Contract No 15-0621
1N
WW WHERE F, the arties hereto have executed this Agreement on
this g day of 2015
City of Clermont
Gail L Ash, Mayor
Attest, Aida&
�,,,�;;1►4,+��,,�Tracy Ackroyd, City °erk
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Done Right Fire Gear Repair, Inc
By 1 42N-90... L.
(Name Pnnted or Typed)
CEo
Title
Attest
lkA ��1 If1coo
Corporate Secretary
E %h c- \ VI
(Name Pnnted-or Typed)
7
EXHIBIT A
LAKE COUNTY
FLORIDA
CONTRACT NO 15-0621
Personal Protective Equipment Inspection, Cleaning, and Repair
LAKE COUNTY, FLORIDA,a political subdivision of the state of Florida,its successors and assigns through
its Board of County Commissioners (hereinafter"County")does hereby accept,with noted modifications, if
any, the proposal of Done Right Fire Gear Repair, Inc (hereinafter "Contractor") to supply inspection,
cleaning, and repair services for personal protective equipment to the County pursuant to County RFP
number 15-0621 (hereinafter "RFP"), addenda nos (N/A), and Contractor's proposal opened June 30,
2015, thereto with all County RFP provisions governing
A copy of the Contractor's signed proposal is attached hereto and incorporated herein,thus making it a part
of this Contract except that any items not awarded have been struck through The attachments noted below
(if any) are attached hereto and are also made a part of this Contract
Attachments (None)
No financial obligation under this contract shall accrue against the County until a specific purchase
transaction is completed pursuant to the terms and conditions of this contract
The County's Procurement Services Director shall be the sole judge as to the fact of the fulfillment of this
Contract, and upon any breach thereof, shall, at his or her option,declare this contract terminated, and for
any loss or damage by reason of such breach, whether this Contract is terminated or not, said Contractor
and their surety for any required bond shall be liable
This Contract is effective from October 1, 2015 through September 30, 2016,except the County reserves
the right to terminate this Contract immediately for cause and/or lack of funds and with thirty(30)day written
notice for the convenience of the County This Contract provides for four(4) additional one year renewal
options at Lake County's sole option, per the terms noted in the RFP
Any and all modifications to this Contract must be in writing signed by the County's Procurement Services
Director
LAKE COUNTY, FLORIDA
By 01/A ,
Senior Contracting Officer
Date I S —Z O l S
Distribution Original-RFP File
Copy-Vendor
Copy-Department
"Earning Community Confidence Through Excellence in Service"
Office of Procurement Services 315 W Main,Suite 441 P 0 Box 7800
Tavarac Flnrirla 3977R-7R(1n Ph 11521 3d%-9839 Fav 13691 3d3-Qd73
LAKE COUNTY
FLORIDA
REQUEST FOR PROPOSAL (RFP)
PERSONAL PROTECTIVE EQUIPMENT INSPECTION, CLEANING AND REPAIR
PURCHASING OFFICIALS OF LAKE ("P.O.O.L.") ENTITIES
RFP Number: 15-0621 Contracting Officer: D Villinis
Pre-Proposal Conf.
Proposal Due Date. June 30,2015 Date. Not Applicable
Proposal Due Time: 3 00 p m RFP Issue Date: June 3,2015
TABLE OF CONTENTS
SECTION 1 Special Terms and Conditions 2-16
SECTION 2 Statement of Work 1 7-1 8
SECTION 3 General Terms and Conditions 19-22
SECTION 4 Pricing/Certifications/Signatures 23-29
SECTION 5 Attachments 30-31
SPECIFIC SOLICITATION REQUIREMENTS ARE AS NOTED BELOW:
Proposal and/or Performance Bond Not applicable to this solicitation
Certificate of Competency/License Not applicable to this solicitation
Indemnification/Insurance See Section 1 8
Pre-Proposal Conference/Walk-Thru I Not applicable to this solicitation
At the date and time specified above, all proposals that have been received in a timely manner will
be opened, recorded, and accepted for consideration The names of the firms submitting proposals
will be read aloud and recorded The proposals will be available for inspection during normal business
hours in the Office of Procurement Services thirty (30) calendar days after the official proposal due date
When counter-signed by an authorized County representative, this document and any specifically
identified attachments may form the contract document binding the parties to all performance specified
herein
Vendors shall complete and return the entirety of this RFP Document, and attach all other
information requested in this RFP document (See Provision 1.13). Failure to sign the proposal
response, or to submit the proposal response by the specified time and date, may be cause for
rejection of the proposal.
NO-RESPONSE REPLY•
If any vendor does not want to respond to this solicitation at this time, or, would like to be removed from
Lake County's Vendor List,please mark the appropriate space,complete name below and return this page
only
0 Not interested at this time, keep our firm on Lake County's Vendors List for future solicitations for
this product/service
0 Please remove our firm from Lake County's Vendor's List for this product/service
VENDOR IDENTIFICATION: Q`+
Company Name. 0111Q, t r 1 , l rlione Number. ��� ` Ol� 9b ry
E-mail Address. 1"..1,X1 fig
1 • G Q Com Contact Person•• l uAp r
1
SECTION 1 — SPECIAL TERMS AND CONDITIONS RFP Number 15-0621
Section 1.1: Purpose
The purpose of this solicitation is to establish a contract for the inspection, cleaning, and
repairing of personal protective equipment on an as needed basis as determined by the Lake
County Board of County Commissioners (hereafter "County") and all Purchasing Officials of
Lake(hereafter"P 0 0 L ") as participating entities
This is an indefinite quantity term contract with no guarantee services will be required.
Neither the County nor any P.O.O.L. participating entity guarantee a minimum or
maximum dollar amount (if any) to be expended on any contract resulting from this
solicitation.
P 0 0 L entities that may participate in this action include the Lake County Board of County
Commissioners, Lake County School Board, Lake County Sheriff's Office, Lake Emergency
Medical Services, Lake County Water Authority, Cities of Clermont, Eustis, Fruitland Park,
Groveland, Leesburg, Mascotte, Minneola, Mount Dora, Tavares, Umatilla and the Towns of
Astatula, Lady Lake and Montverde
Other governmental entities (not listed above) may purchase under this agreement only with the
permission of the County and the Vendor
All entities identified shall be covered under the vendor's proposal No proposal shall be
considered unless all entities are contemplated by the vendor An award will be made by the
County and each organization collectively
All sales derived from the award of this request shall be made in accordance with the prices,
terms, and conditions of this solicitation
Each entity will order its own services under the contract and shall issue its own purchase order
throughout the contract period as its needs are determined Each entity will schedule and
expedite its own orders and will be billed separately Each entity will receive, inspect, and test
goods on an individual basis and when non-conforming shipments occur, each entity will seek
their own remedy with the contractor
The contractor will service personal protective equipment as required by this solicitation
All controversies relating to specifications or other provisions of the solicitation and the
evaluation of proposals or to subsequent contractual matters including failure to comply with
specified services is the responsibility of the County Any other controversies with which the
County has no control, should not be accountable, or have to resolve, such violation of the
contractual conditions, including late payment on the part of other participating entities, shall be
resolved with that entity and the vendor
2
SECTION 1 — SPECIAL TERMS AND CONDITIONS RFP Number 15-0621
Section 1.2: Designated Procurement Representative
Questions concerning any portion of this solicitation shall be directed in writing [fax and e-mail
accepted] to the below named individual who shall be the official point of contact for this
solicitation To ensure reply, questions should be submitted no later than eight (8) working days
before the proposal due date
Donna Villinis, CPPB
Senior Contracting Officer
Lake County BCC
Office of Procurement Services
315 W Main Street, Room 441
PO BOX 7800
Tavares, FL 32778-7800
Phone 352 343 9839
Fax 352 343 9473
E-mail dvillinis@lakecountyfl gov
No answers given in response to questions submitted shall be binding upon this solicitation
unless released in writing as an addendum to the solicitation by the Lake County Office of
Procurement Services
Section 1.3: Method of Award
Award will be made to the vendor who submits the overall proposal that is judged to provide the
best value to the County Proposals will be evaluated based upon the following criteria, which
are listed in order of descending importance
1 Proposed pricing
2 Proposed materials and plans to accomplish tasks
3 Firm's qualifications
4 Reports from direct and indirect references
5 Responsiveness and completeness of the written proposal to these instructions
with regard to the Scope of Service
6 Other relevant criteria
Section 1.4: Pre-Proposal Conference
Not applicable to this solicitation
Section 1.5: Term of Contract
This contract shall commence on the first calendar day of the month succeeding approval of the
contract by the Board of County Commissioners, or designee, unless otherwise stipulated in the
Notice of Award Letter distributed by the County's Office of Procurement Services, and
contingent upon the completion and submittal of all required pre-award documents The initial
3
SECTION 1 — SPECIAL TERMS AND CONDITIONS RFP Number 15-0621
contract term shall remain in effect for twelve (12) months, and then the contract will remain in
effect until completion of the expressed and/or implied warranty period The contract prices
resultant from this solicitation shall prevail for the full duration of the initial contract term unless
otherwise indicated elsewhere in this document
Section 1.6: Option to Renew
Prior to, or upon completion, of the initial term of this contract, the County shall have the option
to renew this contract for four(4) additional one (1) year period(s) Prior to completion of each
exercised contract term, the County may consider an adjustment to price based on changes in the
following pricing index published by the U S Department of Labor, Bureau of Labor Statistics
(http ///www bls gov), Product, Wage, Earnings and Benefits Calculators It is the vendor's
responsibility to request in writing any pricing adjustment under this provision The vendor's
written request for adjustment should be submitted thirty(30)calendar days prior to expiration of
the then current contract term The vendor adjustment request must clearly substantiate the
requested increase The written request for adjustment should not be in excess of the relevant
pricing index change If no adjustment request is received from the vendor, the County will
assume that the vendor has agreed that the optional term may be exercised without pricing
adjustment Any adjustment request received after the commencement of a new option period
shall not be considered
The County reserves the right to reject any written price adjustments submitted by the vendor
and/or to not exercise any otherwise available option period based on such price adjustments
Continuation of the contract beyond the initial period, and any option subsequently exercised, is
a County prerogative, and not a right of the vendor This prerogative will be exercised only
when such continuation is clearly in the best interest of the County
Section 1.6.1: Price Redetermination - Fuel
If the below-identified price index for fuel (gas and/or diesel as applicable to the vendor's
operation) increases by ten percent (10%) or more from the base index as defined below, the
vendor may petition the Procurement Services Manager in writing for an appropriate increase in
the contract price(s) Any increase in the contract price(s) will be applied considering the
relation of fuel cost to the contractor's total cost for the contracted product or service
Any price re-determination will be solely based upon the percentage change between the base
index and the current month index as documented by the
State of Florida Department of Management Services
http//www dms myflorida com/business opeiations/state purchasing/vendor information/st
ate_contracts agreements and_price lists/state term contracts/bulk fuel_gasoline and_dies
el for unleaded gas, Florida PAD 1, Orlando
The base index will be the index number for the month prior to the proposal due date stated in
the solicitation The current month index will be the last month's index published before the
request for a price re-determination is made
4
SECTION 1 — SPECIAL TERMS AND CONDITIONS RFP Number 15-0621
The vendor shall provide (in writing) a cost analysis as described below for each contract price
for which the vendor is requesting adjustment This analysis must include the percentage
increase calculation between the base and current month indices, a clear and detailed
representation of the fuel cost component of any contract price for which an adjustment is
requested, and a calculation showing the original contract price, the requested adjustment, and
the proposed revised price As an example if the fuel index increases by twelve percent (12%)
and the fuel cost accounts for ten percent (10%) of the cost of the product or service, then the
contract price may be increased by 1 2 % (0 12 * 010) The vendor may submit additional
clarifying or justifying information for the County's consideration Failure to provide sufficient
detail in the manner described above shall result in rejection of the vendor's request for pricing
adjustment
If the Procurement Services Manager grants any increase in any contract price based upon this
clause, the increased price(s) may be adjusted downward on a unilateral basis by the County if
the fuel index used to support any previous increase then decrease by ten percent (10%) or more
Any such decrease will be based on the calculations submitted by the vendor pertaining to any
previous price increase
This clause may be used in addition to any other price redetermination clause in this
invitation/contract
Section 1.7: Method of Payment
The vendor(s) shall submit invoices to the County user department(s) after each individual
purchase has been completed In addition to the general invoice requirements set forth below,
the invoices shall reference, as applicable,the corresponding delivery ticket number, packing slip
number, or other acceptance document that was signed by an authorized representative of the
County user department at the time the items were delivered and accepted Submittal of these
periodic invoices shall not exceed thirty (30) calendar days from the delivery of the goods or
services Under no circumstances shall the invoices be submitted to the County in advance of
the delivery and acceptance of the items
All invoices shall contain the contract and/or purchase order number, date and location of
delivery or service, and confirmation of acceptance of the goods or services by the appropriate
County representative Failure to submit invoices in the prescribed manner will delay payment,
and the vendor may be considered in default of contract and its contract may be terminated
Payments shall be tendered in accordance with the Florida Prompt Payment Act, Part VII,
Chapter 218, Florida Statutes
Section 1.8: Insurance
Each vendor shall include in its solicitation response package proof of insurance capabilities,
including but not limited to, the following requirements [This does not mean that the vendor
must have the coverage prior to submittal, but, that the coverage must be in effect prior to a
purchase order or contract being executed by the County]
5
SECTION 1 — SPECIAL TERMS AND CONDITIONS RFP Number 15-0621
An original certificate of insurance, indicating that the awarded vendor has coverage in
accordance with the requirements of this section, shall be furnished by the vendor to the
Contracting Officer within five (5) working days of such request and must be received and
accepted by the County prior to contract execution and/or before any work begins
The vendor shall provide and maintain at all times during the term of any contract, without cost
or expense to the County, policies of insurance, with a company or companies authorized to do
business in the State of Florida, and which are acceptable to the County, insuring the vendor
against any and all claims, demands or causes of action whatsoever, for injuries received or
damage to property relating to the performance of duties, services and/or obligations of the
vendor under the terms and provisions of the contract The vendor is responsible for timely
provision of certificate(s) of insurance to the County at the certificate holder address evidencing
conformance with the contract requirements at all times throughout the term of the contract
Such policies of insurance, and confirming certificates of insurance, shall insure the vendor is in
accordance with the following minimum limits
General Liability insurance on forms no more restrictive than the latest edition of the Occurrence
Form Commercial General Liability policy (CG 00 01) of the Insurance Services Office or
equivalent without restrictive endorsements,with the following minimum limits and coverage
Each Occurrence/General Aggregate $1,000,000/2,000,000
Products-Completed Operations $2,000,000
Personal & Adv Injury $1,000,000
Fire Damage $50,000
Medical Expense $5,000
Contractual Liability Included
Automobile liability insurance, including owned, non-owned, and hired autos with the following
minimum limits and coverage
Combined Single Limit $1,000,000
Workers' compensation insurance based on proper reporting of classification codes and payroll
amounts in accordance with Chapter 440, Florida Statutes, and/or any other applicable law
requiring workers' compensation (Federal, maritime, etc ) If not required by law to maintain
workers compensation insurance, the vendor must provide a notarized statement that if he or she
is injured, he or she will not hold the County responsible for any payment or compensation
Employers Liability insurance with the following minimum limits and coverage
Each Accident $1,000,000
Disease-Each Employee $1,000,000
Disease-Policy Limit $1,000,000
Professional liability and/or specialty insurance (medical malpractice, engineers, architect,
consultant, environmental, pollution, errors and omissions, etc ) insurance as applicable, with
minimum limits of$1,000,000 and annual aggregate of$2,000,000
6
SECTION 1 — SPECIAL TERMS AND CONDITIONS RFP Number 15-0621
The following additional coverage must be provided if a dollar value is inserted below
Loss of Use at coverage value $
Garage Keepers Liability at coverage value $
Lake County, a Political Subdivision of the State of Florida, and the Board of County
Commissioners, shall be named as additional insured as their interest may appear on all
applicable liability insurance policies
The certificate(s) of insurance, shall provide for a minimum of thirty (30) days prior written
notice to the County of any change, cancellation, or nonrenewal of the provided insurance It is
the vendor's specific responsibility to ensure that any such notice is provided within the stated
timeframe to the certificate holder
if it is not possible for the Vendor to certify compliance, on the certificate of insurance, with all
of the above requirements, then the Vendor is required to provide a copy of the actual policy
endorsement(s) providing the required coverage and notification provisions
Certificate(s) of insurance shall identify the applicable solicitation (ITB/RFP/RFQ) number in
the Description of Operations section of the Certificate
Certificate holder shall be
LAKE COUNTY, A POLITICAL SUBDIVISION OF THE STATE OF
FLORIDA,AND THE BOARD OF COUNTY COMMISSIONERS
P O BOX 7800
TAVARES,FL 32778-7800
Certificates of insurance shall evidence a waiver of subrogation in favor of the County, that
coverage shall be primary and noncontributory, and that each evidenced policy includes a Cross
Liability or Severability of Interests provision, with no requirement of premium payment by the
County
The Vendor shall be responsible for subcontractors and their insurance Subcontractors are to
provide certificates of insurance to the prime vendor evidencing coverage and terms in
accordance with the Vendor's requirements
All self-insured retentions shall appear on the certificate(s) and shall be subject to approval by the
County At the option of the County, the insurer shall reduce or eliminate such self-insured
retentions, or the vendor or subcontractor shall be required to procure a bond guaranteeing
payment of losses and related claims expenses
The County shall be exempt from, and m no way liable for, any sums of money, which may
represent a deductible or self-insured retention in any insurance policy The payment of such
deductible or self-insured retention shall be the sole responsibility of the vendor and/or sub
contractor providing such insurance
7
SECTION 1 — SPECIAL TERMS AND CONDITIONS RFP Number 15-0621
Failure to obtain and maintain such insurance as set out above will be considered a breach of
contract and may result in termination of the contract for default
Neither approval by the County of any insurance supplied by the vendor or Subcontractor(s), nor
a failure to disapprove that insurance, shall relieve the vendor or Subcontractor(s) of full
responsibility for liability, damages,and accidents as set forth herein
Note: The selected vendor shall provide a separate Certificate of Insurance that complies
with the requirements stated above to each participating entity citing that entity as a
certificate holder.
Section 1.9: Bonding Requirements
Not applicable to this solicitation
Section 1.10: Completion of Work
The vendor will guarantee to complete the work, repair, and/or service upon coordinating with
the County/participating entity's authorized representative for an appropriate location and time
schedule to complete the scope of services
All work shall be performed in accordance with good commercial practice The work schedule
and completion dates shall be adhered to by the vendor(s), except in such cases where the
completion date will be delayed due to acts of God, strikes, or other causes beyond the control of
the vendor In these cases, the vendor shall notify the County of the delays in advance of the
original completion date so that a revised delivery schedule can be appropriately considered by
the County
Should the vendor to whom the contract is awarded fail to complete the work within the agreed
upon number of days, it is hereby agreed and understood that the County reserves the authority
to cancel the contract with the vendor and to secure the services of another vendor to complete
the work If the County exercises this authority, the County shall be responsible for reimbursing
the vendor for work which was completed and found acceptable to the County in accordance
with the contract specifications The County may, at its option, demand payment from the
vendor, through an invoice or credit memo, for any additional costs over and beyond the original
contract price which were incurred by the County as a result of having to secure the services of
another vendor If the incumbent vendor fails to honor this invoice or credit memo, the County
may terminate the contract for default
Section 1.10.1: Shipping Terms
The F 0 B point for any product ordered as a result of this solicitation shall be F.O.B.:
DESTINATION — INSIDE DELIVERY. The title for each item will pass from the contractor
to the County only after the County receives AND accepts each item Delivery will not be
complete until the County has accepted each item Delivery to a common carrier shall not
constitute delivery to the County Any transportation dispute shall be between the contractor and
8
SECTION 1 — SPECIAL TERMS AND CONDITIONS RFP Number 15-0621
the carrier The County will not consider any bid or proposal showing a F 0 B point other than
F 0 B Destination—Inside Delivery
Section 1.10.2: Packing Slip/Delivery Ticket
The vendor shall enclose a complete packing slip or delivery ticket with any personal protective
equipment item to be serviced in conjunction with this solicitation The packing slip shall be
attached to the shipping carton(s) which contain the items and shall be made available to the
County's or participating entity's authorized representative during delivery The packing slip or
delivery ticket shall include, at a minimum, the following information purchase order number,
date of order, a complete listing of items being delivered, and any backordered items and
estimated delivery of backorders if applicable
Section 1.10.3: Delivery Times Specified
The vendor shall only be authorized to deliver items per County and each participating entity's
specific instructions Each entity will coordinate their delivery instructions with the awarded
vendor after award of contract
Section 1.10.4: Emergency/Hurricane/Disaster Events Deliveries
It is hereby made part of the solicitation that before, during, and after a public emergency,
disaster, hurricane, flood, other acts of God or similar events, the County and/or participating
entities under this contract shall require a first priority basis for services It is vital and
imperative that citizens are protected from any emergency situation which threatens public health
and safety, as determined by the County The County and/or participating entity expects to pay
contractual prices for the services required during an emergency situation The vendor shall
furnish a contact person's name and pertinent information including twenty four (24) hour
phone number in the event of such as emergency where requested in the pricing section of this
RFP
Section 1.11: Acceptance of Goods or Services
The product(s) delivered as a result of an award from this solicitation shall remain the property
of the contractor, and services rendered under the contract will not be deemed complete, until a
physical inspection and actual usage of the product(s) and/or service(s) is (are) accepted by the
County and shall be in compliance with the terms herein, fully in accord with the specifications
and of the highest quality
Any goods and/or services purchased as a result of this solicitation and/or contract may be
tested/inspected for compliance with specifications In the event that any aspect of the goods or
services provided is found to be defective or does not conform to the specifications, the County
reserves the right to terminate the contract or initiate corrective action on the part of the vendor,
to include return of any non-compliant goods to the vendor at the vendor's expense, requiring the
vendor to either provide a direct replacement for the item, or a full credit for the returned item
The vendor shall not assess any additional charge(s) for any conforming action taken by the
County under this clause The County will not be responsible to pay for any product or service
that does not conform to the contract specifications
9
SECTION 1 — SPECIAL TERMS AND CONDITIONS RFP Number 15-0621
In addition, any defective product or service or any product or service not delivered or performed
by the date specified in the purchase order or contract, may be procured by the County on the
open market, and any increase in cost may be charged against the awarded contractor Any cost
incurred by the County in any re-procurement plus any increased product or service cost shall be
withheld from any monies owed to the contractor by the County for any contract or financial
obligation
Section 1.12: Deficiencies in Work to be Corrected by the Vendor
The vendor shall promptly correct all apparent and latent deficiencies and/or defects in work,
and/or any work that fails to conform to the contract documents regardless of project completion
status All corrections shall be made within five (5) calendar days after such rejected defects,
deficiencies, and/or non-conformances are verbally reported to the vendor by the County's
project administrator, who may confirm all such verbal reports in writing The vendor shall bear
all costs of correcting such rejected work If the vendor fails to correct the work within the
period specified, the County may, at its discretion, notify the vendor, in writing, that the vendor
is subject to contractual default provisions if the corrections are not completed to the satisfaction
of the County within five (5) calendar days of receipt of the notice If the vendor fails to correct
the work within the period specified in the notice, the County shall place the vendor in default,
obtain the services of another vendor to correct the deficiencies, and charge the incumbent
vendor for these costs, either through a deduction from the final payment owed to the vendor or
through invoicing If the vendor fails to honor this invoice or credit memo, the County may
terminate the contract for default
Section 1.13: Warranty
The vendor agrees that, unless expressly stated otherwise in the bid or proposal, the product
and/or service furnished as a result of an award from this solicitation shall be covered by the
most favorable commercial warranty the vendor gives to any customer for comparable quantities
of products and/or services and the rights and remedies provided herein are in addition to said
warranty and do not limit any right afforded to the County by any other provision of this
solicitation
If any damage results to equipment and/or parts directly caused by a deficiency of any product,
the vendor shall pay for the repair to the equipment and/or parts, provided the equipment was
used under normal operating conditions and maintained according to the equipment
manufacturer's recommendations
The vendor hereby acknowledges and agrees that all materials, except where recycled content is
specifically requested, supplied by the vendor in conjunction with this solicitation and resultant
contract shall be new, warranted for their merchantability, and fit for a particular purpose
Section 1.14: Delivery of Solicitation Response
Unless a package is delivered by the vendor in person, all incoming mail from the U S Postal
Service and any package delivered by a third party delivery organization (FedEx, UPS, DHL,
10
SECTION 1 — SPECIAL TERMS AND CONDITIONS RFP Number 15-0621
private courier, etc ) will be opened for security and contamination inspection by the Lake
County Clerk of the Circuit Court Mail Receiving Center in an off-site secure controlled facility
prior to delivery to any Lake County Government facility, which includes the Lake County
Office of Procurement Services
To be considered for award, a bid or proposal must be received and accepted in the Office of
Procurement Services prior to the date and time established within the solicitation A response
will not be considered for award if received in the Office of Procurement Services after the
official due date and time regardless of when or how it was received by the Lake County Clerk
of Court Mail Receiving Center Allow sufficient time for transportation and inspection
Each package shall be clearly marked with the applicable solicitation number, title, and company
name Ensure that your bid or proposal is securely sealed in an opaque envelope/package to
provide confidentiality of the bid or proposal pnor to the due date stated in the solicitation
If you plan on submitting your bid or proposal IN PERSON, please bring it to
LAKE COUNTY PROCUREMENT SERVICES
315 W MAIN STREET
4Th FLOOR, ROOM 441
TAVARES, FLORIDA
If you submit your bid or proposal by the UNITED STATES POSTAL SERVICE (USPS),
please mail it to
LAKE COUNTY PROCUREMENT SERVICES
PO BOX 7800
TAVARES, FL 32778-7800
If you submit your bid or proposal by a THIRD PARTY CARRIER such as FedEx, UPS, or a
private courier, please send it to
LAKE COUNTY PROCUREMENT SERVICES
MAIL RECEIVING CENTER
32400 COUNTY ROAD 473
LEESBURG, FL 34788
Facsimile(fax) or electronic submissions(e-mail) will not be accepted
Section 1.15: Completion Requirements for Request for Proposal
One (1) signed original proposal and three (3) complete copies of the proposal shall be
sealed and delivered to the Office of Procurement Services no later than the official
proposal due date and time. Any proposal received after this time will not be considered
and will be returned unopened to the Proposer. The County is not liable or responsible for
any costs incurred by any Proposer in responding to this RFP including, without limitation, costs
11
SECTION 1 — SPECIAL TERMS AND CONDITIONS RFP Number 15-0621
for product and/or service demonstrations if requested All pages of the RFP document shall be
submitted, as this document will become the subsequent contract document
When you submit your proposal, you are making a binding offer to the County and are agreeing
to all of the terms and conditions in this Request for Proposal Use only the form(s) provided in
this document If you make any change to the content or format of any form, the County may
disqualify your offer All information shall be legible and either written in ink or typewritten If
you make a correction or change on any document, the person signing the proposal must initial
the change The proposal shall be manually signed in BLUE INK by an official authorized to
legally bind the Proposer to its provisions
COMPLETION OF PROPOSAL PACKAGE The vendor shall complete all required entries in
Section 4 of the proposal form such as, but not limited to, pricing pages, signature, certifications,
references, and acknowledgement of any solicitation addenda The vendor shall submit the
entire solicitation with all Section 4 entries completed in the number of copies specified to the
address specified in this solicitation The vendor shall also submit any supporting documents (to
include proof of insurability and provision of bid bonds as required), samples, and/or descriptive
literature required by any of the provisions in Section 2 of the solicitation in a separate sealed
envelope/package marked "Literature for RFP#15-0621 "Do not indicate prices on literature
Specific Completion Directions
• Submit the entire RFP document (all pages) as the proposal submittal, the RFP document
will become the contract document
• Pricing shall be completed as directed within Section 4
• Initial and date in BLUE INK the appropriate space(s) for each addendum you received for
this RFP
• Insert any prompt payment discount that you will offer Note payment is NET 30 DAYS
otherwise
• Complete all certifications included within Section 4 of the solicitation
• Complete the reference information sheets (mclude at least three references)contained within
the solicitation
• Complete the vendor information, and sign the proposal (IN BLUE INK) in the spaces
provided in Section 4 of the solicitation
• Submit the requested information under Scope of Services (Section 2)on company letterhead
at the back of the proposal document, immediately following the References form
• Submit either a certificate of insurance, or evidence of insurability,that is in compliance with
the stated insurance requirements as the last page(s)of the proposal document
Section 1.16: Additional Locations may be Added
Although specific locations or entities may be identified herein, it is hereby agreed and
understood that any County department or facility or other agencies may be added to this
contract at the option of the County When required by the pricing structure of the contract,
vendor under this contract shall be invited to submit price quotes for these additional facilities
If these quotes are determined to be fair and reasonable, then the additional work will be
12
SECTION 1 — SPECIAL TERMS AND CONDITIONS RFP Number 15-0621
awarded to the current contract vendor that offers the lowest acceptable pricing The additional
location shall be added to this contract by formal modification
The County may obtain price quotes for the additional facilities from other vendor in the event
that fair and reasonable pricing is not obtained from the current contract vendor, or for other
reasons at the County's discretion
Section 1.17: Additional Services may be Added
Although this solicitation and resultant contract identifies specific services to be performed, it is
hereby agreed and understood that services may be added to this contract at the option of the
County When required by the pricing structure of the contract, vendor under this contract shall
be invited to submit price quotes for these additional services The additional services shall be
added to this contract by formal modification
The County may obtain price quotes for the additional services from other vendor in the event
that fair and reasonable pricing is not obtained from the current contract vendor, or for other
reasons at the County's discretion
Section 1.18: Administrative Reports
Consistent with the administrative needs of the County or participating entity, certain relevant
data regarding purchases of goods and/or services under County contracts is to be gathered and
maintained Accordingly, each vendor under this contract is to provide quarterly reports to the
County as to the nature of the goods and/or services purchased from them by the County or
participating entity during the preceding three (3)months
The reports shall include the quantity, description and unit price(s)of the goods and/or services
The reports are to be submitted in writing to
Lake County Department of Public Safety
Jack Fillman,Assistant Chief-Administration
Lake County Fire Rescue
315 West Main Street
PO Box 7800
Tavares, FL 32778
O 352-343-9458
F 352-343-9516
The reports shall be submitted no later than fifteen (15) calendar days after the expiration of the
third (3rd) month of each contract period Failure to submit such reports in a timely manner may
be considered a breach of performance and subject to formal proceedings in that regard
13
SECTION 1 — SPECIAL TERMS AND CONDITIONS RFP Number 15-0621
Section 1.19: Background Screening (Applicable to Work or Deliveries at Public School
Premises Only)
The contractor represents and warrants that the contractor has read and is familiar with Sections
1012 32, 1012 465, 1012 467, and 1012 468, Florida Statutes, regarding background investigations
Contractor covenants to comply with all requirements of the above-cited statutes and shall provide
proof of compliance upon request Contractor agrees to indemnify and hold harmless all County and
other public sector entities from any liability in the form of physical injury, death, or property
damage resulting from the contractor's failure to comply with the requirements of this paragraph or
Sections 1012 32, 1012 465, 1012 467 and 1012 468, Florida Statutes
Section 1.20: Compliance with Federal Standards
All items to be purchased under this contract shall be in accordance with all governmental
standards, to include, but not be limited to, those issued by the Occupational Safety and Health
Administration (OSHA), the National Institute of Occupational Safety Hazards (NIOSH), and
the National Fire Protection Association(NFPA)
Section 1.21: Deletion of Locations
Although this solicitation identifies specific locations to be serviced, it is hereby agreed and
understood that any County department or agency may delete service location(s) when such
service is no longer required during the contract penod, upon fourteen(14) calendar days written
notice to the vendor
Section 1.22: Emergency Planning
Since the County, School Board, and other entities have been designated as a "first responder"
during a disaster, each vendor shall include a clear and concise capability plan and process as
described in Section 1 10 4 of this solicitation with their proposal submittal regarding services
that may be needed preceding an emergency such as a hurricane, and immediately following
The daily cost, if any, associated with this service should be included in your proposal response
Section 1.23: Exceptions/Additions
It shall be unacceptable for any vendor to make the statement "see specifications" in lieu of
listing all exceptions/additions from the preceding specifications It shall also be unacceptable
for any vendor to submit manufacturer's literature in lieu of specifically noting all
exceptions/additions from the preceding specifications All exceptions/additions to our
specifications shall be either handwritten or typed on an attached separate sheet and submitted
with the initial proposal response
Section 1.24: Key Contractor Personnel
In submitting a proposal, the Proposer is representing that each person listed or referenced in the
proposal shall be available to perform the services described for the Lake County Board of
County Commissioners, barring illness, accident, or other unforeseeable events of a similar
nature in which case the Proposer must be able to promptly provide a qualified replacement In
14
SECTION 1 — SPECIAL TERMS AND CONDITIONS RFP Number 15-0621
the event the Proposer wishes to substitute personnel, the Proposer shall propose a person with
equal or higher qualifications and each replacement person is subject to prior written County
approval In the event the requested substitute person is not satisfactory to the County and the
matter cannot be resolved to the satisfaction of the County, the County reserves the right to
cancel the contract for cause
Section 1.25: Labor, Materials, and Equipment
Unless otherwise stated in this solicitation the vendor shall furnish all labor, material and
equipment necessary for satisfactory contract performance When not specifically identified in
the technical specifications, such materials and equipment shall be of a suitable type and grade
for the purpose All material, workmanship, and equipment shall be subject to the inspection and
approval of the County or participating entity
Section 1.26: Minimum Wages
Under this contract, the wage rate paid to all laborers, mechanics and apprentices employed by
the vendor for the work under the contract, shall not be less than the prevailing wage rates for
similar classifications of work as established by the Federal Government and enforced by the
U S Department of Labor, Wages and Hours Division, and Florida's Minimum Wage
requirements in Article X, Section 24 (f) of the Florida Constitution and enforced by the Florida
Legislature by statute or the State Agency for Workforce Innovation by rule, whichever is
higher
Section 1.27: Omission from the Specifications
The apparent silence of this specification and any addendum regarding any details, or the
omission from the specification of a detailed description concerning any point, shall be regarded
as meaning that only the best commercial practices are to prevail, and that only materials and
workmanship of first quality are to be used All interpretations of this specification shall be
made upon the basis of this agreement
Section 1.28: Purchase of Other Items Not Listed Within this Solicitation
While the County has listed all major items within this solicitation which are utilized by County
departments in conjunction with their operations, there may be ancillary or similar items or
services that need to be purchased by the County during the term of this contract Under these
circumstances, a County representative will contact the vendor to obtain a price quote for the
ancillary items The County reserves the right to award these ancillary items to the contract
vendor or to acquire the items through a separate solicitation
Section 1.29: Risk of Loss
The vendor assumes the risk of loss of damage to the County's property during possession of
such property by the vendor, and until delivery to, and acceptance of, that property to the
County The vendor shall immediately repair, replace or make good on the loss or damage
without cost to the County, whether the loss or damage results from acts or omissions (negligent
15
SECTION 1 — SPECIAL TERMS AND CONDITIONS RFP Number 15-0621
or not)of the vendor or a third party
The vendor shall indemnify and hold the County harmless from any and all claims, liability,
losses and causes of action which may arise out of the fulfillment of this contract The vendor
shall pay all claims and losses of any nature whatsoever in connection therewith, and shall
defend all suits, in the name of the County when applicable, and shall pay all costs and
judgments which may issue thereon
Section 1.30: Special Notice to Vendors Regarding Federal and/or State Requirements
Upon award of a contract resulting from this solicitation, the vendor shall utilize the U S
Department of Homeland Security's E-Verify system in accordance with the terms governing use
of the system to confirm the employment eligibility of
1) All persons employed by the vendor during the term of the contract to perform
employment duties within Lake County, and
2) All persons, including subcontractors, assigned by the vendor to perform work pursuant
to the contract
Section 1.31: Stock Levels
The vendor(s) shall ensure that adequate stock levels are maintained at its place of business in
order to assure the County or participating entity prompt delivery If the delivery terms specified
in the solicitation are not fulfilled by the vendor, the County or participating entity reserves the
right to cancel the order, purchase the goods elsewhere, and charge the vendor for any re-
procurement costs incurred by the County or participating entity If the vendor fails to honor
these re-procurement costs, the County may terminate the contract for default
Section 1.32: Work References (Attachment A)
Vendor shall include at least three (3) references for which similar services have been provided
in the last five years The contact person listed for each reference shall be someone who has
personal knowledge of the vendor's performance for the specific requirements listed Vendors
shall not list persons who will be unable to answer specific questions regarding the services
provided
16
SECTION 2 — STATEMENT OF WORK RFP Number 15-0621
SCOPE OF SERVICES
The purpose of this solicitation is to establish a contract for the inspection, cleaning, repairing,
and tracking of personal protective equipment from an experienced, qualified vendor as needs
may be determined by the County and participating P 0 0 L entities
The County and participating entities' goal is to improve member safety through the use of
professional clothing management services with the economics and expertise their capitalization
and specialization allows
Personal protective equipment is to consist of but not limited to turnout gear, suspenders,
helmets, boots and miscellaneous items
Vendor proposals shall include:
• Availability of services for all NFPA #1851 required tracking/reporting, preferably Total
Fire Group Advanced Protective Tracking(APT) System
• Availability of services for all NFPA#1500 and NFPA#1851 required periodic advanced
cleanings
• Availability of services for all NFPA#1500 and NFPA#1851 required periodic advanced
inspections
• Availability of services for all NFPA#1500 and NFPA #1851 required basic and advance
repairs
• All necessary costs for services associated with surveying, tracking, cleaning, inspecting
and repairing of existing personal protective equipment
Record Tracking:
Proposal submittals shall include details on how ALL NFPA #1851 required record keeping and
reporting at NO additional cost to the County or participating entity will be provided
Proposal shall include details for any hardware needed to support the record keeping/tracking
program
Proposal shall include details on the software being utilized to support the record
keeping/tracking program
Proposal shall include details on whether the tracking program being offered utilizes interactive
databases
Proposal shall include details on whether the tracking program being offered allows the County
or participating entities data manipulation capabilities without hidden fees for programming keys
or supplier required intervention into programming
Proposal shall include details for training and implementation to designated County or
participating entities staff for the record keeping/tracking program
17
SECTION 2 — STATEMENT OF WORK RFP Number 15-0621
Proposal shall include details for a computerized inventory system to track and maintain
information for distribution, inventory control, tracking of repairs and replacements, tracking of
cleanings and invoicing of items and services throughout the history of all personal protective
equipment, items issued, returned, loaned and re-issued
Proposal shall include details for tracking information on all County or participating members
including, but not limited to name, employee ID number, work location, rank, size, item type,
size and quantity of items distributed, date distributed, repairs, replacements requested, and
alterations For each item, provide details for how the system will track the date distributed,
dates of personal protective equipment cleanings, person distributed to, and repairs performed
Quality and Features of Cleaning and Repair Program
Proposal shall include details on how cleaning, inspections, and repairs will be performed
Proposal shall include assurance that advanced cleanings, advanced inspections, and
basic/advanced repairs shall adhere to NFPA 1500 and NFPA 1851
Proposal shall include assurance of openness of cleaning/repair facility for department inspection
both before and during any contract award
Proposal shall include assurance that, after repairs completed by contracted vendor, any sizing
error correction becomes the responsibility of the vendor and not the department
**Include all above requested information on company letterhead at the back of the proposal
submittal document, immediately following the Reference form
18
SECTION 3-GENERAL TERMS AND CONDITIONS RFP Number 15-0621
31 DEFINITIONS provisions, or requirements of the solicitation The proposer
Addenda A written change to a solicitation should not rely on any representation, statement or explanation
Contract The agreement to perform the services set forth in this whether written or verbal,other than those made in this solicitation
document signed by both parties with any addenda and other document or in any addenda issued Where there appears to be a
attachments specifically incorporated conflict between this solicitation and any addenda, the last
Contractor The vendor to whom award has been made addendum issued shall prevail It is the proposer's responsibility
County Shall refer to Lake County,Florida to ensure receipt of all addenda and any accompanying
Modification A written change to a contract documentation Failure to acknowledge each addendum may
Proposal Shall refer to any offer(s)submitted in response to a prevent the proposal from being considered for award
Request for Proposal D Contents of Solicitation and Proposers'Responsibilities
Proposer Shall refer to anyone submitting an offer in response to The proposer shall become thoroughly familiar with the
a Request for Proposal requirements,terms, and conditions of this solicitation Pleas of
Request for Proposal (RFP) Shall mean this solicitation ignorance of these matters by the proposer of conditions that exist
documentation,including any and all addenda An RFP involves or may exist will not be accepted as a basis for varying the
evaluation of proposals,and award may be made on a best value requirements of the County,or the compensation to be paid
basis with price,technical,and other factors considered E Restncted Discussions
Solicitation The written document requesting either bids or From the date of issuance of this solicitation until final County
proposals from the marketplace action, vendors should not discuss the solicitation or any part
Vendor a general reference to any entity responding to this thereof with any employee, agent, or any other representative of
solicitation or performing under any resulting contract the County except as expressly authorized by the designated
The County has established for purposes of this Request for procurement representative The only communications that shall
Proposal (RFP)that the words"shall","must",or"will"indicate be considered pertinent to this solicitation are appropriately signed
an essential requirement or condition which may not be waived written documents from the vendor to the designated procurement
3 2 INSTRUCTIONS TO PROPOSERS representative and any relevant written document promulgated by
A Proposer Qualification the designated procurement representative
It is the policy of the County to encourage full and open F Change or Withdrawal of Proposals
competition among all available qualified vendors All vendors 1 Changes to Proposal-Prior to the scheduled due date,a proposer
regularly engaged in the type of work specified in the solicitation may change its proposal by submitting a new proposal specified in
are encouraged to submit proposals Vendors may enroll with the the solicitation with a letter on the firm's letterhead,signed by an
County to be included on a mailing list for selected categories of authorized agent stating that the new submittal replaces the
goods and services To be recommended for award the County original submittal The new submittal shall contain the letter and
requires that vendors provide evidence of compliance with the all information as required for submitting the original proposal
requirements below upon request 2 Withdrawal of Proposal—A proposal shall be irrevocable unless
I Disclosure of Employment the proposal is withdrawn as provided herein A proposal may be
2 Disclosure of Ownership withdrawn,either physically or by written notice,at any time prior
3 Drug-Free Workplace to the proposal due date If withdrawn by written notice, that
4 W-9 and 8109 Forms—The vendor must furnish these forms notice must be addressed to, and received by, the designated
as required by the Internal Revenue Service procurement representative pnor to the designated receipt date and
5 Social Security Number—The vendor must provide a copy of time A proposal may also be withdrawn after expiration of the
the primary owner's social security card if the social security designated acceptance period,and pnor to award,by submitting a
number is being used in lieu of the Federal Identification letter to the designated procurement representative The letter must
Number(F E I N) be on company letterhead and signed by an authorized agent of the
6 Americans with Disabilities Act(A D A) proposer
7 Conflict of Interest G Conflicts within the Solicitation
8 Debarment Disclosure Affidavit Where there appears to be a conflict between the General Terms
9 Nondiscrimination and Conditions,Special Conditions,the Technical Specifications,
10 Family Leave the Pricing Section, or any addendum issued, the order of
i I Antitrust Laws—By acceptance of any contract,the vendor precedence shall be the last addendum issued,the Proposal Price
agrees to comply with all applicable antitrust laws Section,the Technical Specifications,the Special Conditions,and
B Public Entity Cnmes then the General Terms and Conditions It is incumbent upon the
Pursuant to Section 287 133(2)(a)of the Florida Statutes,a person vendor to identify such conflicts to the designated procurement
or affiliate who has been placed on the convicted vendor list representative prior to the proposal due date
following a conviction for a public entity crime may not submit a H Prompt Payment Terms
bid on a contract to provide any goods or services to a public It is the policy of the County that payment for all purchases by
entity,may not submit a bid on a contract with a public entity for
the construction or repair of a public building or public work,may County agencies shall be made in a timely manner and that interest
not submit bids on leases of real property to a public entity,may payments will be made on late payments in accordance with Part
not be awarded or perform work as a contractor, supplier, VII,Chapter 218, Florida Statutes, known as the Florida Prompt
subcontractor, or consultant under a contract with any public Payment Act The proposer may offer cash discounts for prompt
entity, and may not transact business with any public entity in payments, however, such discounts will not be considered in
excess of the threshold amount provided in Section 287 017 of the determining the lowest price during proposal evaluation
Florida Statutes,for CATEGORY TWO for a period of 36 months 3 3 PREPARATION OF PROPOSALS
from the date of being placed on the convicted vendor list
C Request for Additional Information A The Pricing Section of this solicitation defines requirements
Any communication or inquiries,except for clarification of process of items to be purchased, and must be completed and
or procedure already contained in the solicitation,are to be made in submitted with the proposal Use of any other form or
writing to the attention of the procurement representative identified alteration of the form may result in rejection of the proposal
in the solicitation no later than five(5)working days prior to the B The proposal submitted must be legible Proposers shall use
proposal due date Such inquiries or request for information shall typewriter,computer or ink All changes must be crossed out
be submitted to the procurement representative in writing and shall and initialed in ink Failure to comply with these
t.ontain the requester's name,address,and telephone number The requirements may cause the bid to be rejected
Procurement Services office may issue an addendum in response to C An authorized agent of the proposers firm must sign the
any inquiry received, which changes or clarifies the terms, proposal FAILURE TO SIGN THE PROPOSAL MAY
19
SECTION 3-GENERAL TERMS AND CONDITIONS RFP Number 15-0621
BE CAUSE TO REJECT THE PROPOSAL exempt or confidential under the Public Records Act
D The proposer may submit alternate proposal(s)for the same 3 10 CANCELLATION OF SOLICITATION
solicitation provided that such offer is allowable under the The County reserves the right to cancel, in whole or in part,any
terms and conditions The alternate proposal must meet or solicitation when doing so reflects the best interest of the County
exceed the minimum requirements and be submitted as a 3 11 AWARD
separate proposal marked"Alternate Proposal" A The contract resulting from this solicitation may be awarded
E When there is a discrepancy between the unit prices and any to the responsible proposer which submits a proposal
extended prices,the unit prices will prevail determined to provide the best value to the County with
F Any proposal received after the designated receipt date through pnce,technical,and other applicable factors considered The
no fault or error of the County will be considered late,and, County reserves the nght to reject any and all proposals,to
except under the most exceptional circumstances,may not be waive irregularities or technicalities and to re-advertise for all
considered for award or any part of this solicitation as deemed in its best interest
3 4 COLLUSION The County shall be the sole judge of its best interest
Where two (2) or more related parties, as defined herein, each B When there are multiple line items in a solicitation, the
submit a proposal for the same contract,such proposals shall be County reserves the right to award on an individual item
presumed to be collusive Related parties shall mean proposer or basis, any combination of items, total low bid or in
the pnncipals thereof which have a direct or indirect ownership whichever manner deemed in the best interest of the County
interest in another proposer for the same contract or in which a This provision specifically supersedes any method of award
parent company or the principals thereof of one proposer have a cntena stated in the solicitation when such action is clearly
direct or indirect ownership interest in another proposer for the necessary to protect the best interests of the County
same contract Furthermore,any prior understanding,agreement, C The County reserves the nght to reject any and all proposals
or connection between two (2) or more corporations, firms, or if it is determined that prices are excessive or determined to
persons submitting a proposal for the same materials, supplies, be unreasonable, or it is otherwise determined to be in the
services, or equipment shall also be presumed to be collusive County's best interest to do so
Proposals found to be collusive shall be rejected Proposers which D Award of this solicitation will only be made to firms that
have been found to have engaged in collusion may be considered satisfy all necessary legal requirements to do business with
non-responsible,and may be suspended or debarred Any contract the County The County may conduct a pre-award inspection
resulting from collusive bidding may be terminated for default of the proposer's site or hold a pre-award qualification
3 5 PROHIBITION AGAINST CONTINGENT FEES hearing to determine if the proposer is capable of performing
The vendor warrants that they have not employed or retained any the requirements of this solicitation
company or person, other than a bona fide employee working E The proposer's performance as a prime contractor or
solely for the vendor to solicit or secure the contract and that they subcontractor on previous County contracts shall be taken
have not paid or agreed to pay any person,company,corporation, into account in evaluating the responsibility of a proposer
individual,or firm,other than a bona fide employee working solely that submitted a proposal under this solicitation
for the vendor,any consideration contingent upon or resulting from F Any tie situations will be resolved in consonance with current
the award or making of the contract written procedure in that regard
3 6 CONTRACTING WITH COUNTY EMPLOYEES G Award of the contract resulting from this solicitation may be
Any County employee or member of his or her immediate family predicated on compliance with and submittal of all required
seeking to contract with the County shall seek a conflict of interest documents as stipulated in the solicitation
opinion from the County Attorney prior to submittal of a response H A vendor wishing to protest any award decision resulting from
to contract with the County The affected employee shall disclose this solicitation shall do so as set forth in the County's
the employee's assigned function within the County and interest or Purchasing Procedure Manual
the interest of his or her immediate family in the proposed contract 3 12 GENERAL CONTRACT CONDITIONS
and the nature of the intended contract The contract shall be binding upon and shall inure to the benefit of
3 7 INCURRED EXPENSES each of the parties and of their respective successors and permitted
This RFP does not commit the County to make an award nor shall assigns The contract may not be amended,released,discharged,
the County be responsible for any cost or expense which may be rescinded or abandoned, except by a written instrument duly
incurred by any proposer in preparing and submitting a proposal, executed by each of the parties hereto The failure of any party
or any cost or expense incurred by any proposer prior to the hereto at any time to enforce any of the provisions of the contract
execution of a purchase order or contract. will in no way constitute or be construed as a waiver of such
3 8 COUNTY iS TAX-EXEMPT provision or of any other provision hereof,nor in any way affect
When purchasing on a direct basis,the County is generally exempt the validity of, or the right thereafter to enforce,each and every
from Federal Excise Taxes and all State of Florida sales and use provision of the contract Any dispute arising during the course of
taxes The County will provide an exemption certificate upon contract performance that is not readily rectified by coordination
request by the seller for such purchases Except for item(s) between the vendor and the County user department shall be
specifically identified by the vendor and accepted by the County referred to Procurement Services office for resolution
for direct County purchase under the Sales Tax Recovery Program, 3 13 OTHER AGENCIES
Contractors doing business with the County are not exempt from With the consent of the vendor, other agencies may make
paying sales tax to their suppliers for materials to fulfill contractual purchases in accordance with the contract Such purchases shall be
obligations with the County,nor shall any contractor be authonzed governed by the same terms and conditions as stated herein with
to use any of the County's Tax Exemptions in securing such the exception of the change in agency name
materials 3 14 CONTRACT EXTENSION
3 9 PROPRIETARY/CONFIDENTIAL INFORMATION The County has the unilateral option to extend a contract for up to
Proposers are hereby notified that all information submitted as part ninety(90)calendar days beyond the current contract period in
of a proposal will be available for public inspection in compliance such event,the County will notify the vendor(s)in writing of such
with Chapter I I9 of the Florida Statutes(the"Public Record Act") extensions The contract may be extended beyond the initial
The proposer should not submit any information in response to this ninety (90) day extension upon mutual agreement between the
RFP which the proposer considers proprietary or confidential The County and the vendor(s) Exercise of the above options requires
submission of any information to the County in connection with the prior approval of the Procurement Services Manager
this solicitation shall be deemed conclusively to be a waiver from 3 15 WARRANTY
release of the submitted information unless such information is All warranties express and implied,shall be made available to the
20
SECTION 3-GENERAL TERMS AND CONDITIONS RFP Number 15-0621
County for goods and services covered by this solicitation All the performance of the agreement by the vendor or its employees,
goods furnished shall be fully guaranteed by the vendor against agents,servants,partners,principals or subcontractors The vendor
factory defects and workmanship At no expense to the County, shall pay all claims and losses in connection therewith, and shall
the vendor shall correct any and all apparent and latent defects that investigate and defend all claims,suits or actions of any kind or
may occur within the manufacturer's standard warranty period nature in the name of the County, where applicable, including
The special conditions of the solicitation may supersede the appellate proceedings, and shall pay all costs, judgments, and
manufacturer's standard warranty attorney's fees which may be incurred thereon The vendor
3 16 ESTIMATED QUANTITIES expressly understands and agrees that any insurance protection
Estimated quantities or dollars are for vendor's guidance only No required by this Agreement or otherwise provided by the vendor
guarantee is expressed or implied as to quantities or dollar value shall in no way limit the responsibility to indemnify,keep and save
that will be used during the contract period The County is not harmless and defend the County or its officers,employees,agents
obligated to place any order for a given amount subsequent to the and instrumentalities as herein provided
award of this solicitation The County may use estimated quantities 3.24 MODIFICATION OF CONTRACT
in the award evaluation process Estimated quantities do not Any contract resulting from this solicitation may be modified by
contemplate or include possible additional quantities that may be mutual consent of duly authorized parties, in writing through the
ordered by other entities that may utilize this contract In no event issuance of a modification to the contract and/or purchase order as
shall the County be liable for payments in excess of the amount appropriate This presumes the modification itself is in compliance
due for quantities of goods or services actually ordered with all applicable County procedures
3 17 NON-EXCLUSIVITY 3 25 TERMINATION FOR CONVENIENCE
It is the intent of the County to enter into an agreement that will The County,at its sole discretion,reserves the right to terminate
satisfy its needs as described within this solicitation However,the this contract upon thirty(30)days written notice Upon receipt of
County reserves the right to perform,or cause to be performed,all such notice,the vendor shall not incur any additional costs under
or any of the work and services herein described in the manner this contract The County shall be liable only for reasonable costs
deemed to represent its best interests In no case will the County incurred by the vendor prior to notice of termination The County
be liable for billings in excess of the quantity of goods or services shall be the sole judge of`reasonable costs"
actually provided under this contract 3 26 TERMINATION DUE TO UNAVAILABILITY OF
3 18 CONTINUATION OF WORK CONTINUING FUNDING
Any work that commences prior to,and will extend, beyond the When funds are not appropnated or otherwise made available to
expiration date of the current contract period shall, unless support continuation of performance in a current or subsequent
terminated by mutual written agreement between the County and fiscal year,the contract shall be cancelled and the vendor shall be
the vendor,continue until completion without change to the then reimbursed for the reasonable value of any non-recumng costs
current prices,terms and conditions incurred amortized m the price of the supplies or services/tasks
3 19 LAWS,RULES,REGULATIONS AND LICENSES delivered under the contract
The vendor shall comply with all federal,state,and local laws and 3 27 TERMINATION FOR DEFAULT
regulations applicable to provision of the goods and/or services The County reserves the right to terminate this contract,in part or
specified in this solicitation During the term of the contract the in whole, or affect other appropriate remedy in the event the
vendor assures that it is in compliance with Title VII of the 1964 vendor fails to perform in accordance with the terms and
Civil Rights Act,as amended,and the Florida Civil Rights Act of conditions stated herein The County further reserves the right to
1992, in that the vendor does not on the grounds of race,color, suspend or debar the vendor in accordance with the County
national origin, religion, sex, age, disability or marital status, ordinances,resolutions and/or administrative orders The vendor
discrimination in any form or manner against the end/or employees will be notified by letter of the County's intent to terminate In the
or applicants for employment The vendor understands that any event of termination for default, the County may procure the
contract is conditioned upon the veracity of this statement required goods and/or services from any source and use any
3 20 SUBCONTRACTING method deemed in its best interest All re-procurement cost shall
Unless otherwise stipulated herein, the vendor shall not be borne by the vendor
subcontract any portion of the work without the prior written 3 28 FRAUD AND MISREPRESENTATION
consent of the County Subcontracting without the prior consent of Any individual,corporation or other entity that attempts to meet its
the County may result in termination of the contract for default contractual obligations through fraud, misrepresentation or other
3 21 ASSIGNMENT material misstatement,may be debarred for up to five(5)years
The vendor shall not assign or transfer any contract resulting from The County as a further sanction may terminate or cancel any other
this solicitation,including any rights,title or interest therein,or its contracts with such individual, corporation or entity with such
power to execute such contract to any person, company or vendor held responsible for all direct or indirect costs associated
corporation without the prior written consent of the County This with termination or cancellation,including attorney's fees
provision specifically includes any acquisition or hostile takeover 3 29 RIGHT TO AUDiT
of the awarded vendor Failure to comply in this regards may The County reserves the right to require the vendor to submit to an
result in termination of the contract for default audit by any auditor of the County's choosing The Contractor
3 22 RESPONSIBILITY AS EMPLOYER shall provide access to all of its records,which relate directly or
The employee(s)of the vendor shall be considered at all times its indirectly to this Agreement at its place of business dunng regular
employee(s), and not an employee(s) or agent(s) of the County, business hours The vendor shall retain all records pertaining to
The contractor shall provide employee(s) capable of performing this Agreement and upon request make them available to the
the work as required The County may require the contractor to County for a minimum of three(3)years,or as required by Florida
remove any employee it deems unacceptable All employees of law,whichever is longer,following expiration of the Agreement
the contractor may be required to wear appropriate identification The vendor agrees to provide such assistance as may be necessary
3 23 INDEMNIFICATION to facilitate the review or audit by the County to ensure compliance
To the extent permitted by law, the vendor shall indemnify and with applicable accounting and financial standards Additionally,
hold harmless the County and its officers,employees,agents and CONTRACTOR agrees to include the requirements of this
instrumentalities from any and all liability, losses or damages, provision in all contracts with subcontractors and material
including attorney's fees and costs of defense,which the County or suppliers in connection with the work performed hereunder If an
its officers,employees,agents or instrumentalities may incur as a audit inspection or examination pursuant to this section discloses
result of claims,demands,suits,causes of actions or proceedings overpricing or overcharges of any nature by the CONTRACTOR
of any kind or nature arising out of,relating to or resulting from to the COUNTY in excess of one percent(1%)of the total contract
21
SECTION 3-GENERAL TERMS AND CONDITIONS RFP Number 15-0621
billings,in addition to making adjustments for the overcharges,the County may require the contractor to provide any insurance
reasonable actual cost of the COUNTY's audit shall be reimbursed certificates required by the work to be performed
to the COUNTY by the CONTRACTOR Any adjustments and/or 3 34 FORCE MAJEURE
payments which must be made as a result of any such audit or The parties will exercise every reasonable effort to meet their
inspection of the CONTRACTOR's invoices and/or records shall respective obligations hereunder,but shall not be liable for delays
be made within a reasonable amount of time,but in no event shall resulting from force majeure or other causes beyond their
the time exceed ninety (90) days, from presentation of the reasonable control, including,but not limited to,compliance with
COUNTY's audit findings to the CONTRACTOR revisions to Government law or regulation,acts of nature,acts or
3 30 PUBLIC RECORDS/COPYRIGHTS omissions of the other party,fires,stnkes,national disasters,wars,
Pursuant to Section 119 0701, Florida Statutes, the awarded riots,transportation problems and/or any other cause whatsoever
contractor shall comply with the Florida Public Records'laws,and beyond the reasonable control of the parties Any such cause may
shall 1 Keep and maintain public records that ordinarily and be cause for appropriate extension of the performance period
necessarily would be required by the County in order to perform 3 35 NO CLAiM FOR DAMAGES
the services identified herein 2 Provide the public with access to No claim for damages or any claim other than for an extension of
public records on the same terms and conditions that the County time shall be made or asserted against the County because of any
would provide the records and at a cost that does not exceed the delays No interruption,interference, inefficiency,suspension,or
cost provided for by law 3 Ensure that public records that are delay in the commencement or progress of the Work shall relieve
exempt or confidential and exempt from public records disclosure the vendor of duty to perform,or give rise to any right to damages
requirements are not disclosed except as authorized by law 4 or additional compensation from the County The vendor's sole
Meet all requirements for retaining public records and transfer,at remedy shall be the right to seek an extension to the contract time
no cost, to the County all public records in possession of the However,this provision shall not preclude recovery of damages by
contractor upon termination of the contract and destroy any the vendor for hindrances or delays due solely to fraud,bad faith,
duplicate public records that are exempt or confidential and or active interference on the part of the County
exempt from public records disclosure requirements All records 3 36 TRUTH IN NEGOTIATION CERTIFICATE
stored electronically must be provided to the County in a format For each contract that exceeds One Hundred Ninety Five Thousand
that is compatible with the information technology systems of the dollars($195,000 00), any organization awarded a contract must
County Failure to comply with this section shall be deemed a execute a truth-in-negotiation certificate stating that the wage rates
breach of the contact and enforceable as set forth in Section and other factual unit costs are accurate,complete,and current,at
119 0701,Florida Statutes the time of contracting Any contract requiring this certificate shall
Any copyright derived from this Agreement shall belong to the contain a provision that the original contract price and any
author The author and the CONSULTANT shall expressly assign additions shall be adjusted to exclude any significant sums by
to the COUNTY nonexclusive,royalty free rights to use any and which the County determines the contract price was increased due
all information provided by the CONSULTANT in any deliverable to inaccurate, incomplete, or non-current wage rates and other
and/or report for the COUNTY's use which may include factual unit costs All such contract adjustments shall be made
publishing in COUNTY documents and distribution as the within one(1)year following the end of the contract
COUNTY deems to be in the COUNTY's best interests If 3 37 GRANT FUNDING
anything included in any deliverable limits the rights of the In the event any part of the contract is to be funded by federal,
COUNTY to use the information, the deliverable shall be state, or other local agency monies, the vendor hereby agrees to
considered defective and not acceptable and the CONSULTANT comply with all requirements of the funding entity applicable to
will not be eligible for any compensation the use of the monies, including full application of requirements
3 31 GOVERNING LAWS involving the use of minority firms,women's business enterprises,
The interpretation,effect,and validity of any contract(s)resulting and labor surplus area firms Vendors are advised that payments
from this solicitation shall be governed by the laws and regulations under the contract may be withheld pending completion and
of the State of Florida,and Lake County,Florida Venue of any submission of all required forms and documents required of the
court action shall be in Lake County,Flonda in the event that a vendor pursuant to the grant funding requirements
suit is brought for the enforcement of any term of the contract,or 3 38 TOBACCO PRODUCTS
any right arising there from, the parties expressly waive their Due to the acknowledged hazards arising from exposure to tobacco
respective rights to have such action tried by jury trial and hereby products,and to protect the public and employees' health,safety,
consent to the use of non-jury trial for the adjudication of such suit comfort and environment,tobacco use is prohibited on any County
3 32 STATE REGISTRATION REQUIREMENTS owned building and property Tobacco products include both
Any corporation submitting a bid in response to this RFP shall smoking and smokeless tobacco
either be registered or have applied for registration with the Flonda
Department of State in accordance with the provisions of Chapter
607,Florida Statutes A copy of the registration/application may
be required prior to award of a contract Any partnership
submitting a bid in response to this RFP shall have complied with
the applicable provisions of Chapter 620, Flonda Statutes For
additional information on these requirements, please contact the
Florida Secretary of State's Office, Division of Corporations,
800 755 5111(http.//wwv.dos state tl us)
3 33 PRIME CONTRACTOR
The vendor awarded the contract shall act as the pnme contractor
and shall assume full responsibility for the successful performance
under the contract The vendor shall be considered the sole point
of contact with regard to meeting all requirements of the contract
All subcontractors will be subject to advance review by the County
in regards to competency and security concerns After the award
of the contract no change in subcontractors will be made without
the consent of the County The vendor shall be responsible for all
insurance, permits, licenses, and related matters for any and all
subcontractors Even if the subcontractor is self-insured, the
22
SECTION 4—PRICING/CERTIFICATIONS/SIGNATURES RFP Number 15-0621
RFP TITLE: PERSONAL PROTECTIVE EQUIPMENT INSPECTION, CLEANING
AND REPAIR
NOTES
• When purchasing on a direct basis, Lake County is exempt from all taxes (Federal, State, Local) A
Tax Exemption Certificate will be furnished upon request for such purchases However, the vendor
will be responsible for payment of taxes on all materials purchased by the vendor for
incorporation into the project(see provision 3.8 for further detail).
• The vendor shall not alter or amend any of the information (including, but not limited to stated units
of measure, item description, or quantity) stated in the Pricing Section If any quantities are stated in
the pricing section as being "estimated" quantities, vendors are advised to review the "Estimated
Quantities"clause contained in Section 3 of this solicitation
• Any proposal containing a modifying or "escalator" clause not specifically allowed for under the
solicitation will not be considered
• Unit prices shall govern for all services priced on that basis as requested under this solicitation
• All pricing shall be FOB Destination unless otherwise specified in this solicitation document
• All pricing submitted shall remain valid for a 90 day period By signing and submitting a response to
this solicitation,the vendor has specifically agreed to this condition
• Vendors are advised to visit our website at httn://www.lakecountvfl.aov and register as a
potential vendor. Vendors that have registered on-line receive an e-mail notice when the
County issues a solicitation matching the commodity codes selected by a vendor during the
registration process.
ACKNOWLEDGEMENT OF ADDENDA
INSTRUCTIONS: Complete Part I or Part II,whichever applies
c - `s
Fart X: - - h^T ; x �- �: } w as r<
a � r __
The Proposer must list below the dates of issue for each addendum received in connection with this
RFP
Addendum#1,Dated
Addendum#2,Dated
Addendum#3,Dated
Addendum#4, Dated
t;. •::s C'r`6"3`�`eei"l�i i
/r No Addendum was received in connection with this RFP
23
EXHIBIT B
SECTION 4-PRICING/CERTIFICATIONS/SIGNATURES RFP Number 15-0621
PRICING SECTION
Complete the following information in its entirety
I Vendor's business location
�
Address 1 W a t 1�(11 0.1fLexiNA os/ .
City/State/Zip l\tA 65 ti's t c • 5 4 6Gr)
Telephone/Fax —1 Al - VS g ct b 19 -Iasi- Ws - C\O 310
2 Emergency contact 24 hours per day/7 days per week
Name 1 MoUAQ \
Telephone/Cell l ai 14 a o . 10 -1
3 Disaster Assistance contact 24 hours per day/7 days per week/365 days per year in declared disaster
Name lay\ 1� 10\k1\
Telephone/Cell 13,-} ' `tao 1 491
4 Calendar days required to commence contract t5 days(shall not exceed 60 days)
5 Minimum order(if any) E
6 Handling fee if less than minimum order(if applicable)
7 Response Time(from initial contact to services being conducted) 04 kr-
8 Does your firm offer pickup and delivery service Yes V No
If yes,please provide fee(s)for pick-up and delivery(if any) 1V 0 112.,
9 Will your firm accept Visa Purchasing Cards or E-Payable form of payment?
Yes Y No
if E-Payable would be acceptable please note a contact person/telephone number to set up payment
information
10 Exceptions/Additions to specifications
Yes* No
* If yes,attach separate sheet immediately following this nage detailing exceptions/additions.
24
SECTION 4—PRICING/CERTIFICATIONS/SIGNATURES RFP Number 15-0621
Unit Prices for Inspection, Cleaning/Washes, and Repair Items
- 'Unit
Item Item Description Price
INSPECTION
1 Inspect Bunker Gear Coat
2 Inspect Bunker Gear Pants cQ60
3 Inspect Brush Gear /�
4 Inspect Jumpsuits C
5 Inspect Helmets •rj -0Q
6 Inspect Boots 5 00
WASHES
7 Regular Wash Bunker Gear 00
8 Regular Wash Brush Gear /C
9 Bio Wash Bunker Gear -00
10 Bio Wash Brush Gear oc 00
11 Heavy Duty Wash Bunker Gear 1D-00
12 Heavy Duty Wash Brush Gear 0()p
13 Clean/Polish Boots a 5 00
14 Clean/Polish Helmets H/ 6 00
15 Regular Wash Miscellaneous Items c
16 Bio Wash Miscellaneous Items 0.00
REPAIR ITEMS
17 Replace Suspender button 00
18 Replace D Ring 5 too
19 Replace Grommet a 00
20 Replace or Add Hook 5.68
21 Replace or Add MIC Tab j 0(�
22 Replace Rivet f.fl
23 Replace Accessory Strap (�
24 Replace Strap Handles on Bag de p :nd c on S i7 -
25 Add Postman Buckle/Strap /C®O
26 Add Leather Tab
27 Replace Thumb Loop 07.0 0
28 Replace Wristlet /S 00
29 Replace Snap _6j on
30 Replace Zipper on Bunker Gear 35.0 0
31 Replace Zipper on Bag 00
32 Replace Zipper on Jumpsuit M.00
33 Sew on Letters or Numbers00
34 Make Reflective Letters or Numbers / 00
35 Make and Add New Name Plate 074 S'n
36 Install Pre-Made Name Plate on Coat 5 00
25
SECTION 4—PRICING/CERTIFICATIONS/SIGNATURES RFP Number 15-0621
37 Move Name Plate 0-0
38 Make and Add Name Plate w/Velcro on back 3/. S-D
39 Sew on Emblem Patch 5 00
40 Install or Replace Flashlight Tab .00
41 Move Both Knee Pads 1 -00
42 Re-stitch Seams /u G
43 Sew Our Patch on Coat 00
44 Patch Gear with Advance Material
/if 00
45 Patch Gear with Arashield Material00
46 Patch Gear with Basolfil Material /WO
47 Patch Gear with Black Advance Material
48 Patch Gear with Leather
49 Patch Gear with Nomex Material / 0 0
50 Patch Gear with PBI Material / .0(0
51 Patch Pocket with Kevlar Material Is. o
52 Patch Gear with Aluminized PBI Material I 08
53 Patch Gear with Ripstop Material /CSD
54 Patch Elbow Patch /S' [�
55 Replace Knee Pad with Arashield / (J
56 Replace Knee Pad with Black Advance l -06
57 Patch Tarp with Cordura Matenal 10.00
58 Replace Scotchlite on Jumpsuit o7-60
59 Replace Scotchhte on Entire Coat FD 00
60 Replace Scotchhte on Horizontal Strip fro(
_ 61 Replace Scotchhte on Vertical StripOO
62 Replace Scotchlite on Arm
�( (��
63 Replace Scotchhte on Leg ',COO
64 Replace Scotchhte on Tail /340
10
65 Replace Scotchlite on Pocket /c0 0
66 Scotchlite Patch [ZOO
67 Sew Reflective Trim on Jumpsuit o? ,0®
68 Replace Reflexite Strip Around Coat 020.(D
69 Replace Reflexite on Entire Coat (90-60
70 Replace Reflexite Vertical Strip 030 DO
71 Replace Reflexite on Arm o?D-QU
72 Replace Reflexite on Leg aQ -01)
73 Replace Reflexite on Tail on-00
74 Replace Reflexite on Pocket o70 .#9Q
75 Triple Trim Patch /c.Q()
76 Replace Velcro on Chm Guard /0-400
77 Replace Velcro on Collar /S O
78 Replace One Piece of Velcro on Collar /S. 4 Q
26
SECTION 4—PRICING/CERTIFICATIONS/SIGNATURES RFP Number 15-0621
Item
- l, ,
79 Replace Velcro on Neck .D
80 Replace Velcro on Flashlight Strap 6 f)
81 _Replace Velcro on Arm Cuff rj o Q
82 Replace Velcro on Fly /,N u
83 Replace Velcro on Hem of Coat •00
84 Add Velcro to Cuffs of JumpsuitQ
85 Replace Velcro Around Knee Pad ` .O(()
86 Replace Velcro on Bellow Pocket 1-00
87 Replace Velcro on Radio or Back Pocket ' QO
88 Replace Velcro on Storm Flap
89 Replace Velcro on Liner's Fly Z '
90 Replace Velcro on Harness tabs a .
91 Shorten Liner of Pants
92 Shorten Pants /U•�D
93 Shorten Pants and Liner 56.D17
94 Create Rapid Rescue Opening in Coat (3) 00
95 Rapid Rescue Harness for Above -60
96 Fabricate 10 Foot Howd Strap g"
97 Fabricate 6 Foot Howd Strap /�,
98 Fabricate SCBA Tags-Blk Adv w/3Letters or numbers /5.0 0
99 Letter and Numbers for SCBA Tags
OTHER CHARGES IF APPLICABLE
Pick-up/Delivery Charge(Portal to portal)
SQm' on site- per pyre.
09O0 pi C.P Min( IY1(A,ln
Free, of chatQ1 - I folic
and Done Wight bear
-rreirkihcj stjsTeni .
II Supperfi �JG
Notes:
1 Due to the current economic times and next year budget processes presently being
conducted, estimated quantities are not listed Prices shall be quoted per unit price
Actual quantities are unknown at this time For the purposes of this solicitation we are
estimating this contract value at$15,000 00 annually
27
SECTION 4—PRICING/CERTIFICATIONS/SIGNATURES RFP Number 15-0621
2. Vendor shall include any additional costs for services associated with surveying,
tracking, cleaning and inspecting the personal protective equipment, including cost
of pick-up and delivery (trip charges-portal to portal) if any, in the Pricing Section
where noted. Blanks have been provided for vendors to write in any additional
costs that may be invoiced.
3 It shall be unacceptable for any Proposer to make the statement "See specifications" in
lieu of listing all exceptions/additions from these specifications It shall also be
unacceptable for any Proposer to submit manufacturer's literature in lieu of completing
requested information All exceptions/additions to the specifications shall be handwritten
or typed on an attached separate sheet included in the proposal submittal
By Signing this Proposal the Proposer Attests and Certifies that:
• It satisfies all legal requirements(as an entity)to do business with the County
• The undersigned vendor acknowledges that award of a contract may be contingent upon a determination by the
County that the vendor has the capacity and capability to successfully perform the contract
• The Proposer hereby certifies that it understands all requirements of this solicitation,and that the undersigned
individual is duly authorized to execute this proposal document and any contract(s) and/or other transactions
required by award of this solicitation
Purchasing Agreements with Other Government Agencies
This section is optional and will not affect contract award If Lake County awarded you the proposed contract,
would you sell under the same terms and conditions,for the same price,to other governmental agencies in the State
of Florida? Each governmental agency desiring to accept to utilize this contract shall be responsible for its own
purchases and shall be liable only for materials or services ordered and received by it RYes 0 No(Check one)
Certification Regarding Felony Conviction
Has any officer, director, or an executive performing equivalent duties, of the proposing entity been convicted of a
felony during the past ten(10)years? 0 Yes 'No(Check one)
Certification Regarding Acceptance of County VISA-based Payment System
Vendor will accept payment through the County VISA-based payment system VrYes 0 No
Reciprocal Vendor Preference:
Vendors are advised the County has established, under Lake County Code, Chapter 2,Article VII, Sections 2-221
and 2-222,a process under which a local vendor preference program applied by another county may be applied in a
reciprocal manner within Lake County The following information is Veil tp support application of the Code
I Primary business location of the responding vendor(city/state) i'ri.iaSor cL._
2 Does the responding vendor maintain a significant physical location in Lake County at which employees are
located and business is regularly transacted 0 Yes 0 No If"yes" is checked, provide supporting detail
Conflict of Interest Disclosure Certification
Except as listed below, no employee,officer,or agent of the firm has any conflicts of interest,real or apparent,due
to ownership, other clients, contracts, or interests associated with this project, and, this proposal is made without
prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the
same services,and is in all respects fair and without collusion or fraud ncy RQ„
DUNS Number(Insert if this action involves a federal funded project) `U I- „gct S / t ,
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SECTION 4-PRICING/CERTIFICATIONS/SIGNATURES RFP Number 15-0621
General Vendor Information andel Proposal Signature:
Firm Name Ab'n(2-- ¶.1 r� G -k R-12P 1n C
Street Address: `-1(9,a,1 1 C?6t- 0.1(\.e, (�j t/ '� (Soh c L 3466-7
V
Mailing Address(if different) ,�
Telephone No 1a 111-18-01 t(et Fax No 111 C1' •Ck E-mai fl ;► (a��2 f1 • 11
FEIN No L - 1 Prompt Payment Terms % days, net
Signature • #/ Date ( ?3 ( S
.�ESQ„ L e( t u1� n
Print Name ti Title C 0
Award of Contract by the County: (Official Use Only)
By signature below,the County confirms award to the above-identified vendor under the above identified
solicitation A separate purchase order will be generated by the County to support the contract
Vendor awarded as: '
® Sole vendor ❑ Pre-qualified pool vendor based on price
❑ Pre-qualified pool vendor(spot bid) ❑ Primary vendor for items
0 Secondary vendor for items 0 Other status
Signature of authorized County official Date q—15-2-o 15
Printed name 1cnN0a U►1r1..W% S Title SON/10a_ Co N"cti(Nt--rtw1 G Of-Pi LET-
29