Lake County, Florida

REQUEST FOR QUOTATION
(RFQ)

Commodity Code(s): 991-490

Open Market Existing Contract
Original Modified
RFQ No: Q2018-00015-4
Due Date: 11/7/2017 at 3 p.m.
This RFQ is closed.
Pre-Proposal Conference: Not Applicable
Send Response To
Name: Chris Macdonald
Address:  
Phone: 352-460-2902 12929 County Landfill Rd
Tavares, FL 32778
Fax: 352-742-3870
Email: cmacdonald@lakecountyfl.gov
THIS IS A PRICE INQUIRY. THIS IS NOT AN ORDER.
Terms and conditions governing this quotation are attached hereto. Insurance requirements, if applicable, are also attached hereto as part of this document. As this price request constitutes an inquiry, and not an order, it implies no obligation to purchase on the part of Lake County.

Mowing & Related Services for Trail Maintenance

All prices submitted are to be on the form below in accordance with all terms and conditions set forth in this Request for Quotation. Prices quoted should be in unit of measure shown. Any award resulting from this RFQ will be made to the responsive, responsible vendor which offers the lowest price on an aggregate basis. If award is noted to be made on an aggregate basis, any vendor response that fails to include pricing for all items may be rejected.

Quotations must be received by 3 p.m. on the due date and at the response location listed above.

Prices shall be quoted F.O.B. Destination – inside delivery, freight included and shall be inclusive of all costs. Current and/or anticipated applicable fuel costs should be considered and included in the price quoted.

Work must be completed no later than 2/28/2018 after issuance of purchase order or notice to proceed.

For questions regarding the commodities/services listed in this quote or for information regarding quotation procedures, terms and conditions, contact the County Point of Contact designated above.



Supporting Documents

Below are supporting documents that have been added to this RFQ. Please be sure to review these documents prior to responding to this RFQ.



DescriptionDetailsQuantityUnit of MeasureUnit PriceExtended Price
Mowing & Related Services for Trail Maintenance (December)

Services include but not limited to Mowing, Detail Edging, Overhang Trimming,  Trash Pick-up ( before Mowing ), and Blowing Off the Trail system.

As per scope of services

 

 

1Lump sum $______________ $______________
Mowing & Related Services for Trail Maintenance (January)

Services include but not limited to Mowing, Detail Edging, Overhang Trimming, Trash Pick-up (before mowing) and Blowing Off the Trail system 

As per scope of services

1Lump sum $______________ $______________
Mowing & Related Services for Trail Maintenance (February)

Services include but not limited to Mowing, Detail Edging, Overhang Trimming, Trash Pick-up (before mowing) and Blowing Off the Trail system 

 As per scope of services

1Lump sum $______________ $______________
Backround Check

Vendor understands and acknowledges this requirement by providing a unit price of one (1) in the pricing area 

Certification Regarding Background Checks

Under any County contract that involves vendor or subcontractor personnel working in proximity to minors, the vendor hereby confirms that any personnel so employed will have successfully completed an initial, and subsequent annual, Certified Background Check, completed by the vendor at no additional cost to the County.  The County retains the right to request and review any associated records with or without cause, and to require replacement of any vendor employee found in violation of this requirement.  Vendor shall indemnify the County in full for any adverse act of any such personnel in this regard.

 

1  $______________ $______________
Total Price: ___________________________

Specifications and/or Special Conditions

Detail Mowing, Weed eating, Edging, Overhang Trimming & Trash Pick-up before mowing ( Price per Month for the Months of December through February ( Minimum three (3) times per month )

Trash Pick-up and Blowing off every Monday & Friday only ( Except holidays then it is scheduled the day before or after )  

Hancock Trail ( 6.2 Miles )

South Lake Trail Phase II ( 5.5 Miles )

South Lake Trails Phase III A ( 2.6 Miles )

Black sill Lake Road Trail ( .75 Miles )

Wilson Lake Parkway Trail ( 3.0 Miles )

Sleepy Hollow road Trail ( .10 Miles )

 Addendum # 1-

  1. Question- How much area do we mow on each side of the trail?  Answer- See first paragraph under Scope of Services
  2. Question - Is the trail in need of major overhand trimming right now? Answer - Recommend you firm do a field visit at each location to verify conditions.
  3. Question - When the trail is close to a roadway are we responsible for edging the road ROW or just the sides of the trail? Answer- Edge the trail and any area 5 FT on either side.
  4. Question - Are we responsible for trash cans, or just trash on the ground? Answer - See item C under Scope of services

 

 

 



Ship To:


12929 County Landfill Rd
Tavares, FL 32778
Chris Macdonald
352-460-2902

Bill To:


12929 County Landfill Rd
Tavares, FL 32778
Chris Macdonald
352-460-2902

Certain insurance requirements apply to any purchase in response to this RFQ: No

If "yes" is specified above, the specific requirements are described within this RFQ. The vendor selected for award must provide a Certificate of Insurance that clearly complies with the stated insurance requirements prior to issuance of any purchase order. Failure to do so within the requested timeframe (five (5) working days under otherwise noted) may be cause for rejection of that vendor's response.

 

 

 

I acknowledge and agree to abide by all conditions contained in this quotation as well as any special instruction sheet(s) if applicable. Payment terms 30 Days from receipt of materials and/or services and receipt of a proper invoice; delivery FOB Destination – Inside Delivery.

Company Name ____________________________________ Signature ____________________________________
Address ____________________________________

____________________________________
Name/Title ____________________________________
Phone ____________________________________ Fax ____________________________________
Email ____________________________________ FEIN No _______-______________________ Date: ___________
Prompt payment discount: ______% if paid within ______ days.


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 needed to support application of the Code

Primary Business Location: City: _____________________________ State: ________
Does this business maintain a significant physical location in Lake County at which employees are located and business is regularly transacted? _____Yes _____No
If "yes", provide supporting detail:

___________________________________________________________________________________

___________________________________________________________________________________

REQUEST FOR QUOTATION TERMS AND CONDITIONS

1.1 DEFINITIONS
Contract: An agreement between all parties to perform the services described in this RFQ.
Contractor or Vendor: The company or individual responding to the RFQ, or to which award is made.
County: Unless otherwise stated, refers to Lake County, Florida.
Modification: Any written change to a contract agreed to by the vendor and the County.
Request for Quotation (RFQ): An informal solicitation used to secure competitive pricing.
Responsible: Refers to a vendor considered capable of successfully performing the required work.
Responsive: Refers to a vendor which has taken no substantial exception to any part of the RFQ.

The words "shall", "must", or "will" are equivalent and indicate a mandatory requirement or condition, generally not waived by the County. The words "should" or "may" are considered equivalent and indicate desirable conditions, or requirements that are permissive in nature

1.2 INSTRUCTIONS TO VENDORS
A. Vendor Qualification
The County supports full and open competition among all available qualified vendors. All vendors that perform the work specified in the RFQ are encouraged to submit quotations. Vendors are encouraged to register with the County to receive notices of goods and services to be purchased by the County. Award may require vendors to comply with certain administrative requirements upon request.
B. Public Entity Crimes
Pursuant to Section 287.133(2)(a) of the Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant 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 of the Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.
C. Request for Additional Information
Any inquiries regarding this RFQ are to be made in writing to the County representative identified on this RFQ. Vendors are urged to address all such issues as far ahead of the due date as possible.
D. Payment Terms
Payment for purchases by the County will be made pursuant to Florida Prompt Payment Act. Vendors are encouraged to offer discounts for payments processed quicker than what is required by the Act.

1.3 PREPARATION OF QUOTATION RESPONSES
Complete the pricing entries included in the RFQ, and return the entire RFQ document to the person, at the place, and in the time frame stated in the RFQ. Please double check your pricing for accuracy. All responses must be legible. An authorized agent of the vendor must sign the response. If there is a discrepancy between unit prices and extended prices, the unit prices will be used for evaluation.

1.4 CANCELLATION OF SOLICITATION
The County may cancel any part or all of this RFQ when such action serves the County's best interests

1.5 AWARD
Unless an alternate action clearly serves the best interests of the County, award will be made to the lowest priced responsive and responsible vendor. The County reserves the right to reject any and all responses, to waive minor irregularities or technicalities, and to re-advertise for all or any part of this solicitation as deemed in its best interest. When there are multiple line items in the RFQ, the County reserves the right to award on an individual item basis, on any combination of items, or on total low price. The County reserves the right to negotiate prices with the lowest priced vendor, provided that the scope of work is not amended. Award of this solicitation will only be made to firms that satisfy all necessary legal requirements to do business with the County. The County may conduct a pre-award inspection of the vendor's site to determine the capability of the vendor to perform the required work. A vendor's performance under previous County contracts shall be taken into account in evaluating vendor responsibility. Any ties will be resolved per the County's established procedure.

1.6 WARRANTY
All warranties express and implied, shall be made available to the County for goods and services covered by this solicitation. At no expense to the County, the vendor shall correct any and all apparent and latent defects that may occur within the expressed or implied standard warranty period.

1.7 ESTIMATED QUANTITIES
The County may use "estimated" within the RFQ is for general information and evaluation only. The County makes no guarantee as to actual quantities to be ordered. The County will not be liable for payments beyond the amount due for quantities of goods or services actually ordered.

1.8 NON-EXCLUSIVITY
The County reserves the right to contract for any work and services exact or similar to those described in the RFQ from any alternate source and in any appropriate manner that serves its best interests.

1.9 RULES, REGULATIONS AND LICENSES
The vendor must fully comply with all laws and regulations applicable to provision of the goods and/or services described in this RFQ.

1.10 ASSIGNMENT
The vendor shall not assign or transfer any of its assigned responsibilities resulting from this RFQ without the written consent of the County.

1.11 DELIVERY
Unless otherwise specified in the solicitation, prices quoted shall be F.O.B. Destination.

1.12 RESPONSIBILITY AS EMPLOYER
The employee(s) of the vendor shall be considered to be at all times its employee(s), and not an employee(s) or agent(s) of the County or any of its departments.

1.13 COLLUSION
Any evident prior understanding, agreement, or connection between two (2) or more vendors responding to this RFQ may be presumed to be collusive. Responses found to be collusive shall be rejected. Any vendor engaged in collusion may be suspended, debarred, or terminated for default.

1.14 FRAUD AND MISREPRESENTATION
Any vendor that attempts to meet its obligations with the County through fraud or misrepresentation may be debarred for up to five (5) years. The County as further sanction may terminate or cancel any other contracts with such vendor with that vendor being responsible in full for all direct or indirect costs associated with termination or cancellation, including attorney's fees.

1.15 ACCESS TO RECORDS
The County reserves the right to require the vendor to submit to an audit by any auditor of the County's choosing. The Contractor shall provide access to all of its records, which relate directly or indirectly to this Agreement at its place of business during regular business hours. The vendor agrees to provide such assistance as may be necessary to facilitate the review or audit by the County to ensure compliance with applicable accounting and financial standards.

1.16 PROPRIETARY/CONFIDENTIAL INFORMATION
Vendors are hereby notified that all information submitted as part of response to this RFQ will be available for public inspection in compliance with Chapter 119 of the Florida Statutes; the "Public Record Law." The vendor should not submit any information in response to this RFQ that the vendor considers to be a trade secret, proprietary or confidential. By responding to this RFQ, the vendor will deemed to waive of any protection which would otherwise be available under the Public Records Act.

1.17 CONTRACTING WITH COUNTY EMPLOYEES
Any County employee or member of his or her immediate family seeking to contract with the County shall seek a conflict of interest opinion prior to submitting a response to any contractual document.

1.18 INCURRED EXPENSES
The County is not responsible for any expense incurred by any vendor in association with the preparation and/or submittal of a response to this RFQ prior to the execution of a purchase order.

1.19 COUNTY IS TAX-EXEMPT
The County itself is generally exempt from Federal Excise Taxes and all Florida sales and use taxes. Do not include any separate tax to the County on any good or service provided directly to the County. The County will provide an exemption certificate upon request. Note: Vendors are not exempt from paying sales tax to suppliers on materials incorporated into projects or goods delivered to the County.

1.20 GOVERNING LAWS
All contractual action resulting from this RFQ shall be governed by the laws and regulations of the State of Florida, and Lake County, Florida. Venue of any court action shall be in Lake County, Florida. If a suit is brought for the enforcement of any term of the contract, or any right arising there from, the parties expressly waive their respective rights to have such action tried by jury trial and hereby consent to the use of non-jury trial for the adjudication of such suit.

1.21 STATE REGISTRATION REQUIREMENTS
Any vendor submitting a response to this RFQ shall either be registered or have applied for registration with the Florida Department of State in accordance with the provisions of Chapter 607, Florida Statutes. A copy of the registration may be required prior to award.

1.22 PRIME CONTRACTOR
The vendor awarded the contract shall act as the prime contractor for all required items and services. All subcontractors may be subject to advance review by the County in regards to competency and security concerns. The vendor shall be responsible for all insurance, permits, licenses, and related matters for any and all sub-contractors.

1.23 NO CLAIM FOR DAMAGES
No claim for damages or any claim other than for an extension of time shall be asserted against the County because of any delays. No interruption, interference, inefficiency, suspension, or delay in the commencement or progress of the Work shall relieve the vendor of duty to perform, or give rise to any right to damages or additional compensation from the County.

1.24 GRANT FUNDING
In the event any part of the contract is to be funded by federal, state, or other local agency monies, the vendor hereby agrees to comply with all requirements of the funding entity applicable to the use of the monies, including full application of requirements involving the use of minority firms, women's business enterprises, and labor surplus area firms. Vendors are advised that payments under the contract may be withheld pending completion and submission of all required forms and documents required of the vendor pursuant to the grant funding requirements. A copy of the requirements shall be supplied to the vendor by the County upon request.

1.25 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 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.

1.26 TERMINATION
The County reserves the right to terminate any contract resulting from this action for either convenience as may represent the best interests of the County, or for default in the event of a lack of successful performance by the awarded vendor. Any such action shall be processed in accordance with all current relevant procedures stated in the County's procurement manual.

1.27 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.

1.28 SPECIAL NOTICE TO VENDORS REGARDING FEDERAL AND/OR STATE REQUIREMENTS
Pursuant to Section 119.0701, Florida Statutes, the awarded contractor shall comply with the Florida Public Records’ laws, and shall: 1. Keep and maintain public records required by the County to perform the services identified herein. 2. Upon request from the County’s custodian of public records, provide the County with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided for by law. 3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency. 4. Upon completion of the contract, transfer, at no cost, to the County all public records in possession of the contractor or keep and maintain public records required by the County to perform the service. If the contractor transfers all public records to the County upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the County, upon request from the County’s custodian of public records in a format that is compatible with the information technology systems of the County. Failure to comply with this section shall be deemed a breach of the contact and enforceable as set forth in Section 119.0701, Florida Statutes. Any copyright derived from this Agreement shall belong to the author. The author and the CONSULTANT shall expressly assign to the COUNTY nonexclusive, royalty free rights to use any and all information provided by the CONSULTANT in any deliverable and/or report for the COUNTY’s use which may include publishing in COUNTY documents and distribution as the COUNTY deems to be in the COUNTY’s best interests. If anything included in any deliverable limits the rights of the COUNTY to use the information, the deliverable shall be considered defective and not acceptable and the CONSULTANT will not be eligible for any compensation.

1.29 If the contractor has questions regarding the applicability of Chapter 119, Florida Statutes, to the contractor’s duty to provide public records relating to this contract, contact the custodian of public records via the individual designated in provision 1.2 of this solicitation.

1.30 CERTIFICATION REGARDING SCRUTINIZED COMPANIES THAT BOYCOTT ISRAEL
By submitting a proposal, the vendor hereby certifies that, pursuant to Section 287.135, Florida Statutes, it is not listed on the Scrutinized Companies that Boycott Israel and is not participating in a boycott of Israel. The vendor understands that pursuant to Section 287.135, Florida Statutes, the submission of a false certification may subject it to civil penalties, attorneys’ fees, and costs. The vendor further understands that any contract with the County for goods or services may be terminated at the option of the County if the vendor is found to have submitted a false certification or has been listed on the Scrutinized Companies that Boycott Israel list or is participating in a boycott of Israel.