Item G3BOARD OF GOVERNORS OF
FIRE AND AMBULANCE DISTRICT 1
AGENDA ITEM SUMMARY
Meeting Date: May 15,
2013
Division:
Emergency Services
Bulk Item: Yes X
No _
Department:
Fire Rescue
Staff Contact Person: Holly Pfiester 289-6088
AGENDA ITEM WORDING: Request to issue a request for proposal (RFP) for maintenance of Monroe County fire
rescue vehicles.
ITEM BACKGROUND: At the September 21, 2012, Board of Governor's meeting the Board granted approval
and authorized execution of item G4, the 3'd and final renewal option effective October 1, 2012 through September 30,
2013, between Fire Tech Repair Service, Inc., and the Board of Governors, Fire and Ambulance District 1 of Monroe
County, Florida, per the original agreement.
PREVIOUS RELEVANT BOG ACTION: N/A.
CONTRACT/AGREEMENT CHANGES: N/A.
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: $900 advertising fees BUDGETED: Yes X No
COST TO COUNTY: $900 advertising fees SOURCE OF FUNDS: 11500-530340
REVENUE PRODUCING: Yes _ No X AMOUNT PER MONTH Year _
APPROVED BY: Count Att OMV/PurchasingRisk
Y YManagement_
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
REQUEST FOR PROPOSALS
MAINTENANCE OF
MONROE COUNTY FIRE RESCUE VEHICLES
MONROE COUNTY EMERGENCY SERVICES
BOARD OF GOVERNORS OF FIRE AND AMBULANCE DISTRICT 1
OF MONROE COUNTY
BOARD OF GOVERNORS MEMBERS:
Monroe County Mayor George Neugent, District 2
Commissioner Danny L. Kolhage, District 1
County Commissioner David Rice, District 4
Layton Mayor, Norm Anderson
Layton Councilman, Clark Snow
COUNTY ADMINISTRATOR
Roman Gastesi
CLERK OF THE CIRCUIT COURT
Amy Heavilin
MONROE COUNTY FIRE CHIEF
James Callahan
May 2013
Prepared by Monroe County Emergency Services
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TABLE OF CONTENTS
NOTICE OF REQUEST FOR PROPOSALS
SECTION ONE
Instruction to Respondents
SECTION TWO
Definitions
SECTION THREE
Draft Agreement
SECTION FOUR
Submissions Form & Required County Forms
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SECTION ONE: INSTRUCTION TO RESPONDENTS
1.01 DESCRIPTION
The Respondent awarded a Contract shall provide for the maintenance of Monroe County
Fire Rescue vehicles, consisting of various types of fire vehicles and apparatus, which
shall include both:
A. Semi -Annual Level I and Level II Preventative Maintenance
B. Unscheduled maintenance and repairs resulting from failure or malfunction
This Contract shall be a three (3) year Contract with two (2) optional one-year renewals
at the option of Monroe County Fire Rescue, subject to approval of the Board of
Governors of Fire and Ambulance District 1 of Monroe County, Florida.
All submissions must remain valid for a period of ninety (90) days from the date of the
deadline for submission stated above.
The Board will automatically reject the response of any person or affiliate who appears
on the convicted vendor list prepared by the Department of Management Services, State
of Florida, under Sec. 287.133(3)(d), Florida Statutes.
Once completed, the recommended Contract will be presented to the Board of Governors
of Fire and Ambulance District 1 for review and approval.
1.02 REQUEST FOR PROPOSALS (RFP) DOCUMENTS
A. Only complete sets of RFP documents will be issued and shall be used in
preparing responses. The Board of Governors of Fire and Ambulance District 1
does not assume any responsibility for errors or misinterpretations resulting from
the use of incomplete sets.
B. Complete sets of RFP documents may be obtained in the manner and at the
locations stated in the Notice of Request for Proposals.
1.03 DISQUALIFICATION OF RESPONDENT (Section Four contains these forms)
A. NON -COLLUSION AFFIDAVIT: Any person submitting a Proposal in response
to this invitation must execute the enclosed NON -COLLUSION AFFIDAVIT. If
it is discovered that collusion exists among the Respondents, the Proposals of all
participants in such collusion shall be rejected, and no participants in such
collusion will be considered in future Proposals for the same work.
B. PUBLIC ENTITY CRIME: A person or affiliate who has been placed on the
convicted vendor list following a conviction for a public entity crime may not
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submit a Proposal on a Contract to provide any goods or services to a public
entity, may not submit a Proposal on a Contract with a public entity for the
construction or repair of a public building or public work, may not submit
Proposals on leases or perform work as a Respondent, supplier, or subContractor
under a Contract with any public entity, and may not transact business with any
public entity in excess of the threshold amount provided in Section 287.017,
Florida Statutes, for CATEGORY TWO for a period of 36 months from the date
of being placed on the convicted vendor list. Category Two: $25,000.00.
C. DRUG -FREE WORKPLACE FORM: Any person submitting a Proposal or bid in
response to this invitation must execute the enclosed DRUG -FREE
WORKPLACE FORM and submit it with his Proposal. Failure to complete this
form in every detail and submit it with the Proposal or bid may result in
immediate disqualification of the Proposal or bid.
D. LOBBYING AND CONFLICT OF INTEREST ETHICS CLAUSE: Any person
submitting a Proposal or bid in response to this invitation must execute the
enclosed LOBBYING AND CONFLICT OF INTEREST CLAUSE and submit it
with his Proposal or bid. Failure to complete this form in every detail and submit
it with the Proposal or bid may result in immediate disqualification of the
Proposal or bid.
1.04 EXAM[NATION OF RFP DOCUMENTS
A. Each Respondent shall carefully examine the RFP and other Contract documents,
and inform himself thoroughly regarding any and all conditions and requirements
that may in any manner affect cost, progress, or performance of the work to be
performed under the Contract. Ignorance on the part of the Respondent shall in
no way relieve him of the obligations and responsibilities assumed under the
Contract.
B. Should a Respondent find discrepancies or ambiguities in, or omissions from, the
specifications, or should he be in doubt as to their meaning, he shall at once notify
the Board of Governors of Fire and Ambulance District 1.
C. Examination of Specification. Each Respondent is required before submitting a
Proposal, to be thoroughly familiar with the specifications contained herein. No
additional allowances will be made because of lack of knowledge of the
conditions. It is the responsibility of the successful Respondent to ascertain if any
components of the specification are unsafe or contrary to current applicable
regulations. If any unsafe or unlawful criteria are contained herein, they shall be
thoroughly explained to the Purchaser in the Proposal.
1.05 INTERPRETATIONS, CLARIFICATIONS, AND ADDENDA
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Request for additional information relating to the specifications of this Request for
Proposals shall be submitted in writing directly to:
Holly Pfiester, Executive Assistant Emergency Services
Pfiester-Holly @ MonroeCounty-FL.Gov
No oral interpretations will be made to any Respondent as to the meaning of the Contract
documents. Any inquiry or request for interpretation received seven (7) or more days
prior to the date fixed for opening of responses will be given consideration. All such
answers, changes or interpretation will be made in writing in the form of an addendum
and, if issued, will be furnished to all known prospective Respondents prior to the
established Proposal opening date. Each Respondent shall acknowledge receipt of such
addenda in his Proposal. In case any Respondent fails to acknowledge receipt of such
addenda or addendum, his response will nevertheless be construed as though it had been
received and acknowledged and the submission of his response will constitute
acknowledgment of the receipt of same. All addenda are a part of the Contract
documents and each Respondent will be bound by such addenda, whether or not received
by him. It is the responsibility of each Respondent to verify that he has received all
addenda issued before responses are opened.
1.06 GOVERNING LAWS AND REGULATIONS
The Respondent is required to be familiar with and shall be responsible for complying
with all federal, state, and local laws, ordinances, rules, and regulations that in any
manner affect the work. Knowledge of business tax requirements for Monroe County
and municipalities within Monroe County are the responsibility of the Respondent.
Monroe County is exempt from all local, state, and federal sales and use taxes.
1.07 SIGNATURES OF THE RESPONDENT
The Respondent must sign the appropriate forms in Section Four of this document. If the
Respondent is an individual, the words `Doing Business As, ' or `Sole Owner'
must appear beneath such signature. In the case of a partnership, the signature of at least
one of the partners must follow the firm name and the words `Member of the Firm'
should be written beneath such signature. If the Respondent is a corporation, the title of
the officer signing the Response on behalf of the corporation must be stated along with
the Corporation Seal Stamp and evidence of his authority to sign the Response must be
submitted. The Respondent shall state in the response the name and address of each
person having an interest in the submitting entity.
1.08 SUBMISSION OF RESPONSES
Interested firms or individuals shall submit four (4) completed Proposals [ one (1)
signed original and three (3) copies ] in a sealed envelope clearly marked on the outside
with the Respondent's name and `Proposal — Maintenance of Monroe County Fire
Rescue Vehicles'. If sent by mail or by courier, the above -mentioned envelope shall be
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enclosed in another envelope addressed to Monroe County Purchasing Department, 1100
Simonton Street, Room 1-213, Key West, FL 33040, which shall be received on or
before 3:00 P.M. local time on July 16, 2013. Faxed or e-mailed Proposals shall be
automatically rejected.
1.09 PRE -PROPOSAL CONFERENCE
Prospective bidders are to attend the Pre -Proposal meeting being held June 25, 2013 at
10:00 a.m., Station 22, Conference Room, 151 Marine Ave., Tavernier, FL 33070, MM
92. Mandatory RSVP is required. Please respond to pfiester-holly@inonroecouiity-fl.gov
1.10 PRE -PROPOSAL INSPECTION OF FIRE RESCUE VEHICLES
Prospective bidders are encouraged to complete site inspections of vehicles located at the
respective Fire Stations throughout Monroe County, listed at
www.monroecountyem.com, prior to preparing their proposals, for purposes of
familiarity. Arrangements for inspections can be coordinated through:
Logistics Office
Monroe County Fire Rescue Office
490 63`d Street Ocean
Marathon, FL 33050
(305) 289-6047 or (305) 289-6088
1.11 CONTENT OF SUBMISSION
The Proposal submitted in response to this Request for Proposals (RFP) shall be printed
on 8 1/2 x 11 white paper and bound; shall be clear and concise and provide the
information requested herein. Statements submitted without the required information
will not be considered. Responses shall be organized as indicated below. The
Respondent should not withhold any information from the written response in
anticipation of presenting the information orally or in a demonstration, since oral
presentations or demonstrations may not be solicited. Each Respondent must submit
adequate documentation to certify the Respondent's compliance with Monroe County
Fire Rescue's requirements. Respondent should focus specifically on the information
requested.
The following information, at a minimum, shall be included in the Submittal:
A. Cover Page
A cover page that states `Proposal — Maintenance of Monroe County Fire
Rescue Vehicles'. The cover page should contain Respondent's name, address,
telephone number, and the name of the Respondent's contact person.
B. Tabbed Sections
This Solicitation is written around specific needs of this department. The award
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shall be given to the Respondent's Proposal coming closest to meeting these
specifications, at the most competitive price.
TAB 1— (QUALIFICATIONS OF COMPANY / PERSONNEL
Respondent to provide following items:
A. Proof the Respondent has a minimum five (5) years of experience
repairing HD Fire Apparatus.
B. The overall number of years the Respondent has been providing the
services called for in this Request.
C. Proof the Respondent, Maintenance Contractor, or Company is or has
Emergency Vehicle Technician/Fire Apparatus Mechanic (EVT)
certification.
D. Proof the Respondent, Maintenance Contractor, or Company is or has an
Automotive Service Excellence (ASE) Technician certification.
E. Proof the Respondent / Maintenance Contractor is able to read tread depth
of tires, the manufacture date of tire, and give recommendations of tire
replacement per Department of Transportation (DOT) standards based
upon tread wear, damage and age.
F. The number of years the Respondent has operated under its present name.
G. If applicable, the number of years the Respondent has operated under a
different name.
H. Proof all personnel who perform maintenance work are certified EVT
(Emergency Vehicle Technicians), Pump Mechanics, General Mechanics,
Repair Mechanics, or personnel who are not certified, are overseen by
certified personnel.
I. Proof of past / current performance on other maintenance Contracts or
Agreements to include:
1. Name and full address
2. Telephone number of client contact
3. Date of initiation and completion of Contract
4. Summary of the services and area served
J. Certificates and / or licenses held by the Respondent.
K. Overall resume of Respondent.
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L. Customer References (at least three).
TAB 2 — AVAILABILITY AND EMERGENCY REPAIR PLAID
ACKNOWLEDGEMENT
Respondent will acknowledge its readiness to provide the following items:
A. Respondent maintains a state of readiness Monday thru Friday, and
responds to notification within two (2) hours.
B. If initial notification is during normal working hours, Respondent has
twelve (12) regular working hours to either make repairs or respond to
Monroe County Fire Rescue with a Repair Plan.
C. Respondent has four (4) hours to acknowledge notification if outside of
regular working hours
D. If initial notification is outside of normal working hours, Respondent has
Thirty-six (36) hours to either make repairs, or respond to Monroe County
Fire Rescue with a Repair Plan.
E. The Respondent shall ensure that all emergency repairs are performed in a
timely manner in accordance with operational needs.
F. The Respondent shall maintain adequate staff to ensure compliance.
t ►Vj a:4 6i18►/ A`IM M DiZ/1,116i
A. The Respondent will supply Monroe County Fire Rescue with:
1. Weekly Preventative Maintenance Schedule for each type of
vehicle, which can be performed by the individual Fire Station
Personnel. (Refer to Section Four (4) — Attachment A for vehicle
list).
2. Acknowledgement of a No Cost In -Service Training Session for
the Lieutenants on all three (3) shifts at all of the stations. This
will be scheduled by the Contractor with the on -duty Lieutenants,
and can be done during Level I and Level II Preventative
Maintenance visits.
B. The Respondent shall describe the approach and methodology he/she will
take to accomplish the services defined herein. This shall include:
1. Information on time for installation
2. Schedule and availability
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3. Staffing
4. Whether sub -contractors will be used (and if so, name(s) and
business address(es))
5. Whether Respondent owns the equipment used
6. Any other relevant information explaining how the delivery of the
product and the provisions of services are accomplished
C. The Respondent shall provide and maintain a `Maintenance Log' on each
vehicle. The log shall contain at a minimum, but not be limited to, the
following:
1. Date
2. Apparatus Serviced
3. Services Performed
4. Parts Used
5. Name of Service Personnel
6. Total Down Time of Equipment
D. The Respondent shall ensure that all maintenance and repairs are
performed in a timely manner in accordance with operational needs.
TAB 4 — SCOPE OF WORK ACKNOWLEDGEMENT
Respondent to acknowledge via a statement in this section the following items:
A. Maintenance of vehicles regardless of location, but at a minimum the
following sites:
1. Stock Island — STATION 8
2. Big Coppitt — STATION 9
3. Sugarloaf — STATION 10
4. Cudjoe —STATION 11
5. Big Pine —STATION 13
6. Crawl Key — MONROE COUNTY FIRE ACADEMY
7. Conch Key — STATION 17
8. Layton — STATION 18
9. Tavernier — STATION 22
B. Semi -Annual Preventative Maintenance shall be:
1. LEVEL I — SEMI ANNUAL
(250 hours, or 6 months — whichever comes first)
Full vehicle inspection (to include at a minimum) outlined as
follows:
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a) Engine oil and filter change
b) Fuel filter change (every 6 months)
c) Air filter inspection and replacement if necessary
d) Chassis lubrication
e) Outboard (forward) impeller shaft lubrication
f) Lubrication of all valve control linkages
g) Clean or replace air compressor strainer
h) Clean engine crankcase breather
i) Inspection of generator and service of lubricant system, full
system, and air filter according to its individual hours of
operation (not to exceed 6 months)
j) Cooling system, including fan belts, radiator supports,
hoses and clamps, and auxiliary cooler
k) Exhaust system, including hanger, clamps, muffler, and
pipes
1) Exhaust regeneration system
m) Diesel exhaust fluid (D.E.F.)
n) Clutch, including free play, linkage, and fluid levels
o) Manual transmission, including seals, linkage, and lube
level
p) Automatic transmission, including fluid level, seals,
modulator adjustment, and linkage
q) Drive train, including u joints, center support, and
companion flanges
r) Rear axle and springs, including oil links, spring hangers,
center bolts, and u-bolts
s) Front end, including steering box, linkage, kingpins and
bushings, spring hangers, and U-bolts
t) Mechanical brakes, including adjustment and fluid levels
u) Air brakes, including drain, adjustment, wear, and air leaks
v) Tires, including condition, wear, tread depth, year of tire
and replacement recommendations
w) Electrical system, including running lights, emergency
lights, battery cables, turn lights, 4-way flasher, headlights,
stop lights, hazards and switches
x) Fuel system, including hoses and fittings, filters and
brackets, and tank straps
y) Booster tank, including leaks and supports
z) Prime pump, including electrical wires, coupling, switch,
and valve discharge
aa) Plumbing and gates, including leaks, brackets, bleed
valves, control arms and knobs, and linkage
bb) Main pump, including vacuum test, pressure test, packing,
clappers, and mounting
cc) Pump transmission, including fluid levels, seals, shift
motors, and manual override
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2.
3.
dd) Aerial ladder, including power takeoff, drive shaft and
coupling, p.t.o. activating device outrigger controls and
auxiliary power control
ee) Aerial operation, including engine rpm., hydraulic pressure,
operation of all controls, warning devices, hoses and
fittings, rung covers, ladder locks, and ring gear
ff) Aerial platform, including lubrication, platform leveling,
electrical system, turntable and platform controls,
communications, and water tube.
LEVEL II — ANNUAL
(1000 hours, or one year — whichever comes first)
Full vehicle inspection performed in Level I, plus at a
minimum:
a) Replacement of coolant hoses, filter and coolant as needed
b) Replacement of all drive belts as needed
c) Replacement of pump transmission oil and filter
d) Replacement of engine transmission fluid and filter
e) Replacement of rear axle lube oil as needed
f) Inspection of front wheel bearing
g) Replacement and repacking as needed
h) Inspection and cleaning of relief valve strainer
i) Replacement of secondary fuel filters on both engine and
generator
j) Inspection of front wheel bearing
MAINTENANCE INSPECTION - SEMI-ANNUAL
Contractor to perform Level I (semi-annual) and Level II (annual)
preventative -maintenance inspections on all vehicles specified in
`Attachment A'.
Within ten (10) days after completion of inspection, a
computerized report will be emailed to Monroe County Fire
Rescue Logistic Office. The report must either be Microsoft Word
or Excel.
The report will indicate status of the items inspected:
a) Cooling system, including fan belts, radiator supports,
hoses and clamps, and auxiliary cooler
b) Exhaust system, including hanger, clamps, muffler, and
pipes
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c) Clutch, including free play, linkage, and fluid levels
d) Manual transmission, including seals, linkage, and lube
level
e) Automatic transmission, including fluid level, seals,
modulator adjustment, and linkage
f) Drive train, including u joints, center support, and
companion flanges
g) Rear axle and springs, including oil links, spring hangers,
center bolts, and U-bolts
h) Front end, including steering box, linkage, kingpins and
bushings, spring hangers, and U-bolts
i) Mechanical brakes, including adjustment and fluid levels
j) Air brakes, including drain, adjustment, wear, and air leaks
k) Tires, including condition, wear, tread depth, year of tire
and replacement recommendations
1) Electrical system, including running lights, emergency
lights, battery cables, turn lights, 4-way flasher, headlights,
stop lights, hazards and switches
m) Fuel system, including hoses and fittings, filters and
brackets, and tank straps
n) Booster tank, including leaks and supports
o) Prime pump, including electrical wires, coupling, switch,
and valve discharge
p) Plumbing and gates, including leaks, brackets, bleed
valves, control arms and knobs, and linkage
q) Main pump, including vacuum test, pressure test, packing,
clappers, and mounting
r) Pump transmission, including fluid levels, seals, shift
motors, and manual override
s) Aerial ladder, including power takeoff, drive shaft and
coupling, p.t.o. activating device outrigger controls,
auxiliary power control and
t) Aerial operation, including engine rpm., hydraulic pressure,
operation of all controls, warning devices, hoses and
fittings, rung covers, ladder locks, and ring gear
u) Aerial platform, including lubrication, platform leveling,
electrical system, turntable and platform controls,
communications, and water tube.
C. Annual Pump Test
Contractor shall perform annual pump test on all applicable apparatus with
documentation of performance being provided to Monroe County Fire
Rescue within ten (10) days of completion of the test. The documentation
must be in the form of an electronic version report that is emailed to
Monroe County Fire Rescue Logistics Support Services person. The form
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must either be in Microsoft Word or Excel.
D. Emergency Field Repair Forms
The Contractor shall respond to all repair forms by emailing the original
document to the Logistics office with documentation of repairs made,
parts used and any other miscellaneous information that is applicable.
E. The Contractor agrees to indemnify and hold harmless Monroe County for
all actions of Contractor's negligence as well as faulty or improper
workmanship for all work performed under the Contract including all
costs of collection, reasonable attorney fees, claim costs and others. It is
agreed that all property and equipment being directly worked on by the
Contractor is considered to be in its care, custody and control while such
work is being performed.
TAB 5 — RATES
Respondent to outline in this section the following items:
A. Hourly Rate — The Contractor's hourly rate per man hour with no travel
time or mileage charge shall be:
$ Per Hour
This includes all unscheduled maintenance resulting from equipment
failure or malfunction requiring service.
B. Parts Rate — All parts used for maintaining and repairing vehicles shall be
supplied by the Contractor and billed to the Monroe County Fire Rescue at
the cost to the Contractor plus:
Cost + %
C. Level I (semi-annual) Preventative Maintenance Rate — The
contractor's flat rate on all vehicles specified in `Attachment A' shall be:
$ Flat Rate
D. Level II (annual) Preventative Maintenance Rate — The contractor's
flat rate on all vehicles specified in `Attachment A' shall be:
$ Flat Rate
E. Pump Test Rate — The Contractor's pump test rate shall be:
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$ Flat Rate Per Vehicle, Per Attachment A
F. Overtime / Holiday Rate — The Contractor's overtime / holiday rate
outside of normal business hours and federal holidays shall be:
$ One and One Half Times the Hourly Rate
TAB 6 — LITIGATION
Respondent must supply answers to the following questions regarding claims and
suits:
A. Has the Respondent ever failed to complete work or provide the goods for
which it has Contracted? (If yes, provide details.)
B. Are there any judgments, claims, arbitration proceeding or suits pending
or outstanding against the Respondent, or its officers, managing members,
or general partners? (If yes, provide details.)
C. Has the Respondent, within the last five (5) years, been a party to any
lawsuit or arbitration with regard to a Contract for services, goods or
construction services similar to those requested in the RFP? (If yes, the
Respondent shall provide a history of any past or pending claims and
litigation in which the Respondent is involved as a result of the provision
of the same or similar services which are requested or described herein.)
D. Has the Respondent ever initiated litigation against the County or been
sued by the County in connection with any Contract to provide services,
goods or construction services? (If yes, provide details.)
E. Whether, within the last five (5) years, an officer, general partner,
controlling shareholder or major creditor or proposer was an officer,
general partner, controlling shareholder or major creditor of any other
entity that failed to perform services or furnish goods similar to those
sought in the request for bids.
TAB 7 — OTHER INFORMATION
Provide any additional information which will present evaluators with insight
about the knowledge, skills and abilities of the Respondent. Consider the
following:
A. The Qualification and Financial Stability of the Proposer
B. Service Turn -Around Time for Repairs
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C. Price
D. Response Time
E. Location of Nearest Personnel on Call
F. Location of Nearest Office
G. Ability to Furnish Parts
Specify if you are a Master Dealer and list the parts covered under dealer
license
H. Respondent's Logistical and Service Support
TAB 8 — COUNTY FORMS AND LICENSES
A. Respondent shall complete and execute the forms specified below, and
include them in the section tabbed 8. These forms are located in Section
Four of this RFP.
Submission Response Form (including acknowledgement of addenda if
applicable)
Non -Collusion Affidavit
Public Entity Crime Statement
Drug Free Workplace Form
Lobbying and Conflict of Interest Clause
Indemnification Statement
Local Preference Form (if applicable)
B. Respondent shall also include copies of all professional and occupational
licenses and shall include them in the section tabbed 8.
1.12 MODIFICATION OF RESPONSES
Written modification will be accepted from Respondents if addressed to the entity and
address indicated in the Notice of Request for Proposals and received prior to Proposal
due date and time. Modifications must be submitted in a sealed envelope clearly marked
on the outside, with the Respondents name and `Modification to Proposal —
Maintenance of Monroe County Fire Rescue Vehicles'. If sent by mail or by courier,
the above -mentioned envelope shall be enclosed in another envelope addressed to the
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entity and address stated in the Notice of Request for Proposal. Faxed or e-mailed
modifications shall be automatically rejected.
1.13 RESPONSIBILITY FOR RESPONSE
The Respondent is solely responsible for all costs of preparing and submitting the
response, regardless of whether a Contract award is made by the County.
1.14 RECEIPT AND OPENING OF RESPONSES
Responses will be received until the designated time and will be publicly opened.
Respondents names shall be read aloud at the appointed time and place stated in the
Notice of Request for Proposals. Monroe County's representative authorized to open
the responses will decide when the specified time has arrived and no responses received
thereafter will be considered. No responsibility will be attached to anyone for the
premature opening of a response not properly addressed and identified. Respondents or
their authorized agents are invited to be present.
1.15 DETERMINATION OF SUCCESSFUL RESPONDENT
The following describes the general guidelines to be used for analyzing and evaluating
the various Proposals. To decide the best qualified Respondents, Monroe County Fire
Rescue reserves the right to eliminate all factors it deems inappropriate, whether or not
such factors have been stated in this section. If a joint venture is proposed then each firm
must include all of the information required and the submittal shall be combined into a
single document. This Contract shall be awarded on the following criteria:
A. Response Time
20
B. Price 20
C. Service Turn -Around Time for Repairs 15
D. On —Going Maintenance and Reporting
10
E. Location of Nearest Personnel on Call 10
F. The Qualification and Financial Stability of the Proposer 5
G. Ability to Furnish Parts 5
Specify if you are a Master Dealer and list the parts covered
under dealer license
H. Respondent's Logistical and Service Support 5
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I. Location of Nearest Office
J. Local Preference 5
NOTE: In performing the evaluation, only information contained within the Respondents
written Proposal will be considered.
Monroe County Fire Rescue reserves the right to accept or reject any or all Proposals.
Monroe County Fire Rescue also reserves the right to (1) waive any non -substantive
irregularities and technicalities; (2) reject the Proposal of any Respondent who has
previously failed in the proper performance of a Contract of a similar nature, who has
been suspended or debarred by another government entity, or who is not in a position to
perform under this award; and (3) inspect all facilities of Respondents in order to make a
determination as to its ability to perform.
The Board of Governors of Fire and Ambulance District Ishall be the final authority in
the award of this Proposal.
1.16 AWARD OF CONTRACT
A. The Board reserves the right to reject any and all Proposals, or any part of any
Proposals; to award separate Contracts for the services based on geographic area
or other, and to waive any informality in any response, or to re -advertise for all or
part of the work contemplated.
B. The Board also reserves the right to reject the response of a Respondent who has
previously failed to perform properly or to complete Contracts of a similar nature
on time.
C. The recommendation of staff shall be presented to The Board of Governors of
Fire and Ambulance District 1 for final selection and award of Contract. If
Proposals are found to be acceptable to the Board, written notice will be given to
the selected Respondent of the acceptance of the Respondent's Proposal and the
award of the Contract to Respondent.
1.17 EXECUTION OF CONTRACT
The Respondent with whom a Contract is negotiated shall be required to return to
Monroe County Fire Rescue four (4) executed counterpart originals of the prescribed
Agreement.
1.18 CERTIFICATE OF INSURANCE AND INSURANCE REQUIREMENTS
The Respondent shall be responsible for all necessary insurance coverage as indicated
below. Certificates of Insurance must be provided to Monroe County Fire Rescue within
fifteen (15) days after award of Contract, with Monroe County BOCC listed as additional
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insured as indicated. If the proper insurance forms are not received within the fifteen (15)
day period, the Contract may be awarded to the next selected Respondent. Policies shall
be written by companies licensed to do business in the State of Florida and having an
agent for service of process in the State of Florida. Companies shall have an A.M. Best
rating of A- and a Financial Size of VI or better. The required insurance shall be
maintained at all time while Respondent is providing service to the Monroe County Fire
Rescue.
General Liability Insurance
Prior to the commencement of work governed by this Contract, the Contractor shall
obtain General Liability Insurance. Coverage shall be maintained throughout the life of
the Contract and include, as a minimum:
• Premises Operations
• Products and Completed Operations
• Blanket Contractual Liability
• Personal Injury Liability
• Expanded Definition of Property Damage
The minimum limits acceptable shall be:
$ 500,000 Combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
$ 250,000 per Person
$ 500,000 per Occurrence
$ 50,000 Property Damage
An Occurrence Form policy is preferred. If coverage is provided on a Claims Made
policy, its provisions should include coverage for claims filed on or after the effective
date of this Contract. In addition, the period for which claims may be reported should
extend for a minimum of twelve (12) months following the acceptance of work by the
County.
Vehicle Liability Insurance
Recognizing that the work governed by this Contract requires the use of vehicles, the
Contractor, prior to the commencement of work, shall obtain Vehicle Liability Insurance.
Coverage shall be maintained throughout the life of the Contract and include, as a
minimum, liability coverage for:
Owned, Non -Owned, and Hired Vehicles
The minimum limits acceptable shall be:
$100,000 Combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
$ 50,000 per Person
Page 19 of 45
$ 300,000 per Occurrence
$ 25,000 Property Damage
Monroe County shall be named as Additional insured on the General Liability and
Vehicle Liability Policies.
Workers Compensation Insurance
Prior to the commencement of work governed by this Contract, the Contractor shall
obtain Workers' Compensation Insurance with limits sufficient to respond to Florida
Statute 440.
In addition, the Contractor shall obtain Employers' Liability Insurance with limits of not
less than:
$ 500,000 Bodily Injury by Accident
$ 500,000 Bodily Injury by Disease, policy limits
$ 500,000 Bodily Injury by Disease, each employee
Coverage shall be maintained throughout the entire term of the Contract.
Coverage shall be provided by a company or companies authorized to transact business in
the state of Florida.
If the Contractor has been approved by the Florida's Department of Labor, as an
authorized self -insurer, the County shall recognize and honor the Contractor's status.
The Contractor may be required to submit a Letter of Authorization issued by the
Department of Labor and a Certificate of Insurance, providing details on the Contractor's
Excess Insurance Program.
If the Contractor participates in a self-insurance fund, a Certificate of Insurance will be
required. In addition, the Contractor may be required to submit updated financial
statements from the fund upon request from the County.
1.19 INDEMNIFICATION
The Respondent to whom a Contract is awarded shall defend, indemnify and hold
harmless the County as outlined below.
The Respondent covenants and agrees to indemnify, hold harmless and defend Monroe
County, its commissioners, officers, employees, agents and servants from any and all
claims for bodily injury, including death, personal injury, and property damage, including
damage to property owned by Monroe County, and any other losses, damages, and
expenses of any kind, including attorney's fees, court costs and expenses, which arise out
of, in connection with, or by reason of services provided by the Respondent or any of its
Subbidder(s) in any tier, occasioned by the negligence, errors, or other wrongful act or
Page 20 of 45
omission of the Respondent, its Sub-bidder(s) in any tier, their officers, employees,
servants or agents.
In the event that the service is delayed or suspended as a result of the Respondents failure
to purchase or maintain the required insurance, the Respondent shall indemnify the
County from any and all increased expenses resulting from such delay.
The first ten dollars ($10.00) of remuneration paid to the Respondent is consideration for
the indemnification provided for above. The extent of liability is in no way limited to,
reduced, or lessened by the insurance requirements contained elsewhere within this
Agreement.
This indemnification shall survive the expiration or earlier termination of the Contract.
Page 21 of 45
SECTION TWO: DEFINITIONS
2.01 DEFINITIONS
Wherever used in these General Conditions or in the other Contract documents the terms
below have the meanings indicated which are applicable to both the singular and the
plural thereof. The use of the terms `he', `him', `himself' or `his' shall refer to male and
female persons alike and should not be construed as derogatory or discriminatory to
female persons.
Purchaser — The end user of the equipment specified or the applicable Purchasing Agent
for Monroe County Fire Rescue and The Board of Governors of Fire and Ambulance
District I of Monroe County, Florida and Monroe County Board of County
Commissioners.
Respondent — The individual, firm, partnership, manufacturer or corporation to whom
the Contract is awarded by the County and who is subject to the terms thereof. For
purposes the terms, Contractor, Bidder, Vendor, and Respondent are synonymous.
Equal — Shall be taken in it is general sense and shall not mean identical. These
specifications are for the sole purpose of establishing minimum requirements for the level
of quality, standards of performance and design and is in no way intended to prohibit the
bidding of any manufacturer's item of equal material.
Note: Monroe County Fire Rescue shall be the sole judge of equality and this decision
shall befinal.
final.
Page 22 of 45
SECTION THREE: DRAFT AGREEMENT
Page 23 of 45
CONTRACT BETWEEN
THE BOARD OF GOVERNORS FIRE AND AMBULANCE DISTRICT 1
OF MONROE COUNTY, FLORIDA
h111
FOR MAINTENANCE OF FIRE / RESCUE VEHICLES
THIS CONTRACT, hereinafter `CONTRACT OR AGREEMENT' made and entered into this
day of , 2013 by and between the BOARD OF GOVERNORS OF
FIRE AND AMBULANCE DISTRICT 1, MONROE COUNTY, with principal offices located
at 490 63`d Street, Marathon, FL 33050 (hereinafter referred to as the `DISTRICT'), and
, (hereinafter referred to as `CONTRACTOR')
WITNESSETH:
WHEREAS, the DISTRICT advertised a notice of request for Proposals for MAINTENANCE
OF FIRE RESCUE VEHICLES
WHEREAS, the successful Respondent was
and;
WHEREAS, this CONTRACTOR represents that it is capable and prepared to provide such
services, and;
WHEREAS, the DISTRICT intends to enter into an Agreement for Maintenance of Fire Rescue
vehicles, semi-annual inspections, Preventative Maintenance, and unscheduled maintenance
resulting from malfunction or failure with the CONTRACTOR and;
WHEREAS, this Contract is an `Agreement' between both parties,
NOW, THEREFORE, in consideration of the promises contained herein, the parties agree
as follows:
1. Contract Documents: This Contract consists of the Agreement, the Contractor's
response to the RFP, and the documents referred to in the Agreement as a part of this
Agreement. In the event of any conflict between any of the Contract documents, the one
imposing the greater burden on the Contractor will control.
2. Contract Period and Renewal: The effective date of this Agreement shall be an initial
three (3) year term commencing on October 1, 2013 through September 30, 2016. This
Agreement may be renewed annually, not to exceed two (2) renewals, subject to approval
of the Fire Chief of Monroe County Fire Rescue, the Office of Management and Budget,
Page 24 of 45
and the Monroe County Board of Governors Fire and Ambulance District 1.
Contract Termination: This Agreement may be terminated for any reason by either
party on thirty (30) day written notice without cause. If the Contractor fails to fulfill the
terms of this Agreement, or attachments, properly or on time, or otherwise violates the
provisions of the Agreement or of applicable laws or regulations governing the use of
funds, the County may terminate the Contract by written notice. The notice shall specify
cause. All finished or unfinished supplies or services shall, at the option of the County,
become property of the County. The County shall pay the Contractor fair and equitable
compensation for expenses incurred prior to termination of the Agreement, less any
amount or damages caused by the Contractor's breach. If the damages are more than
compensation payable, the Contractor will remain liable after termination and the County
shall pursue collection for damages.
4. Subject Matter of Contract: This Agreement is for all fire rescue vehicles described in
`Attachment A' to receive:
Level I Preventative Maintenance / Semi -Annual
- Level II Preventative Maintenance / Annual
Pump Tests / Annually
Unscheduled maintenance and repair resulting from equipment failure or
malfunction
Hourly Rate: The hourly rate shall be $ per man-hour with no travel time or
mileage charge. Level I (Semi -Annual) and Level II (Annual) Preventative Maintenance,
and Pump Tests (Annually) are at quoted flat rates and excluded from hourly rate.
6. Overtime and Holidays: The overtime and holiday rate shall be one and one half times
the hourly rate of $ (as outlined in Section 5) per man-hour for emergency
repairs called outside normal business hours and federal holidays.
Inspections: During the year, Contractor shall perform twice per year on all vehicles
described in `Attachment A'.
Semi -Annual Level I Preventative Maintenance Service
Annual Level II Preventative Maintenance Service.
The number of vehicles on `Attachment A' may fluctuate from time to time due to new
purchases or removal of vehicles from inventory. The inspections shall be performed at
the respective fire stations.
Semi -Annual Level I Preventative Maintenance Service: 250 hours or 6 months
(whichever comes first)
Full vehicle inspection (to include at a minimum) outlined as follows:
Page 25 of 45
Engine oil and filter change
- Fuel filter change (every 6 months)
Air filter inspection and replacement if necessary
Chassis lubrication
- Outboard (forward) impeller shaft lubrication
- Lubrication of all valve control linkages
- Clean or replace air compressor strainer
Clean engine crankcase breather
Inspection of generator and service of lubricant system, full system, and air filter
according to its individual hours of operation (not to exceed 6 months)
- Cooling system, including fan belts, radiator supports, hoses and clamps, and
auxiliary cooler
- Exhaust system, including hanger, clamps, muffler, and pipes
Exhaust regeneration system
Diesel exhaust fluid (D.E.F.)
Clutch, including free play, linkage, and fluid levels
- Manual transmission, including seals, linkage, and lube level
Automatic transmission, including fluid level, seals, modulator adjustment, and
linkage
Drive train, including u joints, center support, and companion flanges
Rear axle and springs, including oil links, spring hangers, center bolts, and u-bolts
- Front end, including steering box, linkage, kingpins and bushings, spring hangers,
and U-bolts
Mechanical brakes, including adjustment and fluid levels
- Air brakes, including drain, adjustment, wear, and air leaks
Tires, including condition, wear, tread depth, year of tire and replacement
recommendations
Electrical system, including running lights, emergency lights, battery cables, turn
lights, 4-way flasher, headlights, stop lights, hazards and switches
- Fuel system, including hoses and fittings, filters and brackets, and tank straps
- Booster tank, including leaks and supports
Prime pump, including electrical wires, coupling, switch, and valve discharge
Plumbing and gates, including leaks, brackets, bleed valves, control arms and
knobs, and linkage
- Main pump, including vacuum test, pressure test, packing, clappers, and mounting
- Pump transmission, including fluid levels, seals, shift motors, and manual
override
Aerial ladder, including power takeoff, drive shaft and coupling, p.t.o. activating
device outrigger controls, auxiliary power control and
Aerial operation, including engine rpm., hydraulic pressure, operation of all
controls, warning devices, hoses and fittings, rung covers, ladder locks, and ring
gear
Aerial platform, including lubrication, platform leveling, electrical system,
turntable and platform controls, communications, and water tube.
Page 26 of 45
Annual Level II Preventative Maintenance: 1000 hours or one year
(whichever comes first)
Full vehicle inspection performed in Level I, plus at a minimum:
- Replacement of coolant hoses, filter and coolant as needed
- Replacement of all drive belts as needed
- Replacement of pump transmission oil and filter
- Replacement of engine transmission fluid and filter
- Replacement of rear axle lube oil as needed
- Inspection of front wheel bearing
- Replacement and repacking as needed
- Inspection and cleaning of relief valve strainer
- Replacement of secondary fuel filters on both engine and generator
- Inspection of front wheel bearing
The above Level I and Level II inspections shall include, at no additional labor charge,
the changing of all applicable filters and fluids used by the unit being inspected.
Filters and fluids shall be billed at cost plus %, as described in section 10 of
this Agreement.
Preventative Maintenance Inspections incorporating Level I (semi-annual) and Level II
(annual) shall be conducted at such intervals as are approved by Monroe County Fire
Rescue.
Upon completion of inspection a computerized report will be forwarded to the logistics
support services indicating the status of the items inspected. This will be done for every
vehicle when Level I (semi-annual) and Level II (annual) Preventative Maintenance is
performed on the vehicle.
This report must be emailed to the logistics support services office. The form must either
be in Microsoft Word or Excel.
Rates: Contractor shall charge Level I (semi-annual) and Level II (annual) Preventative
Maintenance Service at flat -rate annual total cost of:
RESCUE -TYPE VEHICLES (Without Pump) $
PUMPERS $
AERIALS $
TANKERS $
SQUADS $
Pump Test Rate: Contractor shall perform an annual pump test at a flat rate cost of.
Page 27 of 45
PUMP TEST RATE (All vehicles requiring such test) $
In order to facilitate the passing of the pump test, minor repairs and adjustments shall be
made as needed; price includes clean-up after salt water use. The Contractor shall
provide documentation of performance to Monroe County Fire Rescue. The
documentation must be in the form of an electronic version report that is emailed to the
logistics support services office within ten (10) days of completion of the test. The form
must either be in Microsoft Word or Excel.
10. Parts. Fluids and Lubricants Rate: Contractor shall supply all parts, fluids, and
lubricants used for maintaining and repairing vehicles to Monroe County Fire Rescue at:
Cost + %
For any individual parts, or if total of all parts for an individual repair, is $400.00 or over,
a copy of original parts supplier invoices shall be attached to the bill. Contractor will be
required to keep all original parts supplier invoices available at request by Monroe
County Fire Rescue for spot checking and auditing purposes.
11. Engine Oil and Filter Change: Complete drive train lubrication and any other fluids
and/or filter changes, shall be performed as recommended by the manufacturer.
12. Weekly Maintenance Schedule: Contractor shall also provide to Monroe County Fire
Rescue a Weekly Preventative Maintenance Schedule which can be performed by the
individual fire stations' personnel. The Contractor shall provide in-service training to the
Lieutenants on all three (3) shifts at all of the stations at no extra cost. This will be
scheduled by the Contractor with the on -duty Lieutenants and can be done during Level I
and Level II Preventative Maintenance visits.
13. Maintenance Log: Contractor shall maintain an inspection and maintenance chart on
each vehicle containing at least the following information:
- Date of Performance
- Apparatus Serviced
- Service Performed
- Parts Used
- Name of Service Person(s)
- Total Downtime of Vehicle
14. Maintenance Chart: A copy of chart outline above shall be supplied to the fire rescue
office within ten (10) days of the service.
15. Response Email: Contractor shall respond to all original emergency field repair forms
by emailing the original document to the logistics support services office with
documentation of repairs made, parts used and any other miscellaneous information that
Page 28 of 45
is applicable.
16. Communication Device: Contractor shall maintain a telephone, cell phone, email or
paging device such that prompt notification of request for service is possible twenty-four
(24) hours a day.
17. Response Time to Service Request: Contractor shall maintain a state of readiness
during normal working hours defined as 8:00 am — 5:00 pm Monday thru Friday, and
shall acknowledge and respond within two (2) hours to Monroe County Fire Rescue's
initial notification during normal working hours; Contractor then has twelve (12) regular
working hours to either make repairs, or respond to Monroe County Fire Rescue with a
Repair Plan; Response(s) can be by phone or email.
Contractor shall be available 24-hours a day per Item 16 of Contract; Contractor shall
acknowledge and respond within four (4) hours to the Monroe County Fire Rescue's
initial notification outside of normal working hours; Contractor then has thirty-six (36)
hours to either make repairs, or respond to Monroe County Fire Rescue with a Repair
Plan; Response(s) can be by phone or email.
18. Staffing: Contractor shall maintain adequate staff to ensure compliance.
19. Certification: Contractor shall provide evidence satisfactory to Monroe County Fire
Rescue that its personnel who perform maintenance work are certified
- EVT (Emergency Vehicle Technicians)
- Pump Mechanics
- General Mechanics
- Repair Mechanics
or personnel who are not certified, are overseen by certified personnel.
20. Oualifications of Maintenance Personnel: All personnel performing maintenance,
repairs, adjustments and related work on Monroe County Fire Rescue equipment shall be
a certified fire apparatus mechanic, or otherwise certified for the work to be performed.
Personnel performing work who are not certified or experienced in such work shall be
directly supervised (in person) by an individual with such certification.
21. Indemnification: Contractor shall indemnify and hold Monroe County harmless for all
actions of Contractor's negligence as well as faulty or improper workmanship, for all
work performed under this Contract, including all costs of collection, reasonable attorney
fees, claim costs, and as per `Attachment G'. All property or equipment being directly
maintained or repaired by Contractor shall be considered in its care, custody, and control
while such work is in progress and until physical control of such property or equipment is
restored to the County.
Page 29 of 45
22.
23.
RE
25.
Location of Work: This Contract is for maintenance of fire rescue vehicles located at
the following sites:
- Stock Island — STATION 8
- Big Coppitt — STATION 9
- Sugarloaf — STATION 10
- Cudjoe —STATION 11
- Big Pine — STATION 13
- Crawl Key — MONROE COUNTY FIRE ACADEMY
- Conch Key — STATION 17
- Layton — STATION 18
- Tavernier — STATION 22
Insurance: During the term of this Contract, the Contractor must keep in force and
affect the insurance required by `Attachment H' which is attached and incorporated into
this Contract.
Additional Required Statements / Verifications / Affidavits: Attached hereto:
Attachment C Non -Collusion Affidavit
Attachment D Public Entity Crime Statement
Attachment E Drug Free Workplace Form
Attachment F Lobbying & Conflict of Interest Clause (Ethics Clause)
Attachment G Indemnification and Hold Harmless
Attachment I Local Preference Form (if applicable)
Payments: All payments will be made in accordance with the Florida Local Government
Prompt Payment Act.
All unscheduled maintenance and repair resulting from equipment failure or malfunction
requiring service shall be billed by the Contractor at the applicable rates as specified in
contract.
The Contractor upon notification by Monroe County Fire Rescue of an equipment failure
or malfunction requiring unscheduled maintenance, shall in a timely manner investigate
the problem and provide to Monroe County Fire Rescue an estimate of the cost for repair
and vehicle downtime. The Contractor upon receiving authorization to proceed from
Monroe County Fire Rescue shall effectuate such repair; upon completion of same the
Contractor shall notify Monroe County Fire Rescue of the outcome and actual cost.
Monroe County Fire Rescue shall issue a separate purchase order for each occurrence of
unscheduled maintenance and repair.
Page 30 of 45
26. Monroe County's performance and obligation to pay under this Contract is contingent
upon an annual appropriation by the Board of County Commissioners of Monroe County,
Florida.
27. Venue for any litigation arising under this Contract must be in a court of competent
jurisdiction in Monroe County, Florida. This Agreement is not subject to arbitration.
IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first
above written.
(SEAL) BOARD OF GOVERNORS OF FIRE AND
ATTEST: AMY HEAVILIN, AMBULANCE DISTRICT 1 OF MONROE
COUNTY CLERK COUNTY, FL
By:
Deputy Clerk
RESPONDENT:
Print Name and Title
Date:
Page 31 of 45
Mayor / Chairman
SECTION FOUR: FORMS
Attachment A Scope of Work — Monroe County Fire Rescue Vehicle List
Attachment B Submission Response Form
Attachment C Non -Collusion Affidavit
Attachment D Public Entity Crime Statement
Attachment E Drug Free Workplace Form
Attachment F Lobbying & Conflict of Interest Clause- (Ethics Clause)
Attachment G Indemnification and Hold Harmless
Attachment H Insurance Documents
Attachment I Local Preference Form
Page 32 of 45
Attachment A
SCOPE OF WORK
MONROE COUNTY FIRE RESCUE VEHICLE LIST
LOCATION ^ A , VEHICLE DESCRIPTION
Stock Island 2003 Pierce Pumper
Big Co pitt 1999 Southern Coach American Tanker
2007 Pierce Pumper
_
1994 Ford Rehab Unit
2007 Pierce Ladder
1990 E- One Pumper ~�
1986 Chevrolet Rescue Pum er
Sugarloaf
2007 Pierce Pum r
1994 Southern Coach American Tanker
Cud'oe
2007 Pierce Pumper
;Big Pine Key
2005 Pierce Pumper
1996 Dodge Brush Truck
Marathon Airport — f _
2007 Hallmark Tanker Pumper
1997 E_-One_Ford 450 ARFF
1981 Osh Kosh Pumper j
�l
Monroe County Fire Academy
1989 Young Pumper
j
1989 Young Pumper
1994 Southern Coach Tanker Pumper
1990 E-One Pumper
1981 Saulsbury Tanker Pumper
-_
1981 Saulsbury Tanker Pumper
Conch Key
2005 Pierce Pumper
Layton
1990 E-One Pum_ per
1981 Saulsbury Tanker Pumper
Tavernier 1992 Saulsbury Hose Reel Truck
1988 Spartan Rescue/Pumper
1988/2004 E-One Aerial Platform
2001 Pierce Pumper
1992Ford Rehab Unit
Page 33 of 45
Attachment B
SUBMISSION RESPONSE FORM
Maintenance of Monroe County Fire Rescue Vehicles
Respondent's Name and Mailing Address:
Telephone and Fax Numbers:
Email Address
All amounts must be written AND in number format. In case of a conflict between the amount in
words and the amount in numbers, the amount in words shall control. Per vehicle price and
hourly rate to be inclusive of travel, mileage, etc.
Regularly scheduled semi-annual inspection and maintenance as specified on all apparatus.
Cost per vehicle Total Cost
Per Year Per Vehicle
Rescue Type Vehicle without pump $ $
Pumpers $ $
Aerials $ $
Tankers $ $
Squads $ $
Cost per vehicle
Annual Pump Test $
Unscheduled Maintenance — Service resulting from equipment malfunction or failure
Page 34 of 45
Hourly Rate $
Parts $
I have included:
Proposal
Submission Response Form
Non Collusion Affidavit
Public Entity Crime Statement
Lobbying and Conflict of Interest Clause Form
Drug Free Workplace Form
Indemnification and Hold Harmless
Local Preference Form (if applicable)
(Check mark items above, as a reminder that they are included).
I state that I am authorized to submit this Proposal.
STATE OF
COUNTY OF
(Signature of Respondent)
Date
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, (name of individual signing) affixed his/her signature in the
space provided above on this
day of
My commission expires:
NOTARY PUBLIC
Page 35 of 45
Attachment C
NON- COLLUSION AFFIDAVIT
of the city of
according to law on my oath, and under
penalty of perjury, depose and say that;
1) I am , the Respondent making the
Solicitation for the project described as follows:
2) The prices in this solicitation have been arrived at independently without collusion,
consultation, communication or Agreement for the purpose of restricting competition, as to any
matter relating to such prices with any other Respondent or with any competitor;
3) Unless otherwise required by law, the prices which have been quoted in this
solicitation have not been knowingly disclosed by the Respondent and will not knowingly be
disclosed by the Respondent prior to solicitation opening, directly or indirectly, to any other
Respondent or to any competitor; and
4) No attempt has been made or will be made by the Respondent to induce any other
person, partnership or corporation to submit, or not to submit, a solicitation for the purpose of
restricting competition; and
5) The statements contained in this affidavit are true and correct, and made with full
knowledge that Monroe County relies upon the truth of the statements contained in this affidavit
in awarding contracts for said project.
STATE OF
COUNTY OF
(Signature of Respondent)
Date
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, (name of
individual signing) affixed his/her signature in the space provided above on this
day of 920
My commission expires:
NOTARY PUBLIC
OMB - MCP FORM #1
Page 36 of 45
Attachment D
PUBLIC ENTITY CRIME STATEMENT
`A person or affiliate who has been placed on the convicted vendor list following a conviction
for public entity crime may not submit a solicitation on a contract to provide any goods or
services to a public entity, may not submit a solicitation on a contract with a public entity for the
construction or repair of a public building or public work, may not submit solicitations on leases
of real property to public entity, may not be awarded or perform work as a bidder, supplier,
subbidder, RESPONDENT or subRespondents under a contract with any public entity, and may
not transact business with any public entity in excess of the threshold amount provided in
Section 287.017, Florida Statutes, for CATEGORY TWO for a period of 36 months from the
date of being placed on the convicted vendor list.'
By executing this form, I acknowledge that I/my company is in compliance with the above.
STATE OF
COUNTY OF
(Signature of Respondent)
Date
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, (name of
individual signing) affixed his/her signature in the space provided above on this
day of , 20
My commission expires:
NOTARY PUBLIC
Page 37 of 45
Attachment E
DRUG -FREE WORKPLACE FORM
The undersigned Respondent in accordance with Florida Statute 287.087 hereby certifies that:
(Name of Business)
1. Publishes a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace
and specifying the actions that will be taken against employees for violations of such
prohibition.
2. Informs employees about the dangers of drug abuse in the workplace, the business's
policy of maintaining a drug -free workplace, any available drug counseling,
rehabilitation, and employee assistance programs, and the penalties that may be imposed
upon employees for drug abuse violations.
3. Gives each employee engaged in providing the commodities or contractual services that
are under solicitation a copy of the statement specified in subsection (1).
4. In the statement specified in subsection (1), notifies the employees that, as a condition of
working on the commodities or contractual services that are under solicitation, the
employee will abide by the terms of the statement and will notify the employer of any
conviction of, or plea of guilty or nolo contendre to, any violation of Chapter 893
(Florida Statutes) or of any controlled substance law of the United States or any state, for
a violation occurring in the workplace no later than five (5) days after such conviction.
5. Imposes a sanction on, or require the satisfactory participation in a drug abuse assistance
or rehabilitation program if such is available in the employee's community, or any
employee who is so convicted.
6. Makes a good faith effort to continue to maintain a drug -free workplace through
implementation of this section.
As the person authorized to sign the statement, I certify that this firm complies fully with the
above requirements.
Respondent's Signature
Date
OMB — MCP FORM #5
Page 38 of 45
Attachment F
LOBBYING AND CONFLICT OF INTEREST CLAUSE
SWORN STATEMENT UNDER ORDINANCE NO.10-1990
MONROE COUNTY, FLORIDA
ETHICS CLAUSE
warrants that he/it has not employed, retained or
otherwise had act on his/its behalf any former County officer or employee in violation of Section
2 of Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of
Ordinance No. 10-1990. For breach or violation of this provision the County may, in its
discretion, terminate this contract without liability and may also, in its discretion, deduct from
the contract or purchase price, or otherwise recover, the full amount of any fee, commission,
percentage, gift, or consideration paid to the former County officer or employee.
Respondent's Signature
Date
STATE OF
COUNTY OF
PERSONALLY APPEARED BEFORE ME, the undersigned authority,
who, after first being sworn by me, affixed his/her
signature (name of individual signing) in the space provided above on this day of
, 20
NOTARY PUBLIC
My commission expires:
OMB - MCP FORM #4
Page 39 of 45
Attachment G
MONROE COUNTY, FLORIDA
RISK MANAGEMENT
POLICY AND PROCEDURES
CONTRACT ADMINISTRATION
MANUAL
Indemnification and Hold Harmless
for
Other Respondents and subProposers
The Responder covenants and agrees to indemnify and hold harmless Monroe County Board of
County Commissioners AND Board of Governors for District I, its servants, agents and
employees from any and all claims for bodily injury (including death), personal injury, and
property damage (including property owned by Monroe County) and any other losses, damages,
and expenses (including consultant's fees) which arise out of, in connection with, or by reason of
services provided by the Bidder or any of its subRespondents (s) in any tier, occasioned by the
negligence, errors, or other wrongful act or omission of The Responder or its sub -Responder in
any tier, their employees, or agents.
In the event the completion of the project (to include the work of others) is delayed or suspended
as a result of the Responder's failure to purchase or maintain the required insurance, the
Respondent shall indemnify the County from any and all increased expenses resulting from such
delay.
The first ten dollars ($10.00) of remuneration paid to the Respondent is for the indemnification
provided for above.
The extent of liability is in no way limited to, reduced, or lessened by the insurance requirements
contained elsewhere within this Agreement.
Respondent's Signature
Date
Page 40 of 45
Attachment H
(1 of 4)
GENERAL LIABILITY
INSURANCE REQUIREMENTS
FOR CONTRACT
MAINTENANCE OF MONROE COUNTY FIRE RESCUE VEHICLES
BETWEEN
MONROE COUNTY, FLORIDA
AND
Prior to the commencement of work governed by this contract, the Respondent shall obtain
General Liability Insurance. Coverage shall be maintained throughout the life of the contract
and include, as a minimum:
• Premises Operations
• Products and Completed Operations
• Blanket Contractual Liability
• Personal Injury Liability
• Expanded Definition of Property Damage
The minimum limits acceptable shall be:
$500,000 Combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
$250,000 per Person
$500,000 per Occurrence
$ 50,000 Property Damage
An Occurrence Form policy is preferred. If coverage is provided on a Claims Made policy, its
provisions should include coverage for claims filed on or after the effective date of this contract.
In addition, the period for which claims may be reported should extend for a minimum of twelve
(12) months following the acceptance of work by the County.
The Monroe County Board of County Commissioners shall be named as Additional Insured on
all policies issued to satisfy the above requirements.
Page 41 of 45
Attachment H
(2 of 4)
VEHICLE LIABILITY
INSURANCE REQUIREMENTS
FOR CONTRACT
MAINTENANCE OF MONROE COUNTY FIRE RESCUE VEHICLES
BETWEEN
MONROE COUNTY, FLORIDA
AND
Recognizing that the work governed by this contract requires the use of vehicles, the
Respondent, prior to the commencement of work, shall obtain Vehicle Liability Insurance.
Coverage shall be maintained throughout the life of the contract and include, as a minimum,
liability coverage for:
• Owned, Non -Owned, and Hired Vehicles
The minimum limits acceptable shall be:
$100,000 Combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
$50,000 per Person
$300,000 per Occurrence
$ 25,000 Property Damage
The Monroe County Board of County Commissioners shall be named as Additional Insured on
all policies issued to satisfy the above requirements.
Page 42 of 45
Attachment H
(3 of 4)
WORKERS' COMPENSATION
INSURANCE REQUIREMENTS FOR CONTRACT
MAINTENANCE OF MONROE COUNTY FIRE RESCUE VEHICLES
BETWEEN
MONROE COUNTY, FLORIDA
AND
Prior to the commencement of work governed by this contract, the Respondent shall obtain
Workers' Compensation Insurance with limits sufficient to respond to the applicable state
statutes.
In addition, the Respondent shall obtain Employers' Liability Insurance with limits of not less
than:
$500,000 Bodily Injury by Accident
$500,000 Bodily Injury by Disease, policy limits
$500,000 Bodily Injury by Disease, each employee
Coverage shall be maintained throughout the entire term of the contract.
Coverage shall be provided by a company or companies authorized to transact business in the
state of Florida.
If the Respondent has been approved by the Florida's Department of Labor, as an authorized
self -insurer, the County shall recognize and honor the Respondent's status. The Respondent may
be required to submit a Letter of Authorization issued by the Department of Labor and a
Certificate of Insurance, providing details on the Respondent's Excess Insurance Program.
If the Respondent participates in a self-insurance fund, a Certificate of Insurance will be
required. In addition, the Respondent may be required to submit updated financial statements
from the fund upon request from the County.
Page 43 of 45
Attachment H
(4 of 4)
MONROE COUNTY, FLORIDA
Request for Waiver
of
Insurance Requirements
It is requested that the insurance requirements, as specified in the County's Schedule of Insurance Requirements, be
waived or modified on the following contract.
Respondent:
Contract for:
Address of Respondent:
Phone:
Scope of Work:
Reason for Waiver:
Policies Waiver
will apply to:
Signature of Respondent:
Risk Management
Date
Approved Not Approved
County Administrator appeal:
Approved:
Date:
Board of County Commissioners appeal:
Approved: _
Meeting Date:
Not Approved:
Not Approved:
Page 44 of 45
Attachment I
LOCAL PREFERENCE FORM
Vendors claiming a local preference according to Ordinance 023-2009 must complete this form.
Name of Bidder/Responder Date:
1. Does the vendor have a valid receipt for the business tax paid to the Monroe County Tax Collector dated at least
one year prior to the notice or request for bid or solicitation? (Please furnish copy. )
2. Does the vendor have a physical business address located within Monroe County from which the vendor operates
or performs business on a day to day basis that is a substantial component of the goods or services being offered to
Monroe County?
List Address:
Telephone Number:
B. Does the vendor/prime Respondent intend to subcontract 50% or more of the goods, services or construction to
local businesses meeting the criteria above as to licensing and location?
If yes, please provide:
1. Copy of Receipt of the business tax paid to the Monroe County Tax Collector by the subRespondent dated at least
one year prior to the notice or request for bid or solicitation.
2. SubRespondent Address within Monroe County from which the subRespondent operates:
Tel. Number
Print Name:
Signature and Title of Authorized Signatory for
Bidder/Responder
STATE OF
COUNTY OF
On this day of , 20 before me, the undersigned notary public, personally appeared
, known to me to be the person whose name is subscribed above or who produced
as identification, and acknowledged that he/she is the person who executed the above
Local Preference Form for the purposes therein contained.
Notary Public
Print Name
My commission expires: Seal
Page 45 of 45