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City of Tamarac Resolution R-2011-117
1 1 Temp. Reso. # 12101 October 12, 2011 Page 1 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-2011- / A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, APPROVING THE PURCHASE AND INSTALLATION OF SPORTS CLUSTER GREEN MUSCO LIGHTING SYSTEMS AT A COST NOT TO EXCEED $202,120.00, UTILIZING THE CLAY COUNTY CONTRACT NO. 08/09-3 FOR THE HIGH ENERGY -SAVING LIGHTING FIXTURES PROJECT LOCATED AT THE TAMARAC SPORTS COMPLEX; APPROVING FUNDING FROM THE APPROPRIATE GRANT ACCOUNTS; AUTHORIZING BUDGET AMENDMENTS FOR PROPER ACCOUNTING PURPOSES; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City desires to provide high energy -saving lighting fixtures by purchasing and installing Sports Cluster Green Musco Lighting Systems for the tennis courts and multi -purpose field at the Tamarac Sports Complex, and WHEREAS, the City has secured funding in the amount of $800,000 from the Department of Energy (DOE) through its Energy and Water Development and Related Agencies Appropriations Act 2010 far the purchase and installation of High Energy -Saving Lighting Fixtures approved by City of Tamarac Commission via Resolution R-2011-83 on July 13, 2011, incorporated herein by reference and on file in the office of the City Clerk, and WHEREAS, said Agreement between DOE and the City of Tamarac for Congressionally Directed Project funding requires a minimum of a one-to-one match in local funds; and Temp. Reso. # 12101 October 12, 2011 Page 2 WHEREAS, funding exists in the amount of $165,120 for this project, and WHEREAS, An appropriation in the amount of $37,000 to provide sufficient funding for this contract will be included in a budget amendment prior to November 30, 2012 pursuant to F.S. 166.241(2). WHEREAS, Contract Agreement No. 08/09-3 currently exists between Clay County and Musco Sports Lighting, L.L.C., for the purchase of Sports Cluster Green Musco Lighting Systems, a copy of said Contract Agreement is incorporated herein by reference and on file in the office of the City Clerk; and WHEREAS, City Code Section 6-155 allows the Purchasing/Contracts Manager the authority to procure supplies, material and equipment, which are the subject of contracts with other governmental agencies; and WHEREAS, it is the recommendation of the Interim Director of Public Works and Purchasing and Contracts Manager to approve the purchase and installation of Sports Cluster Green Musco Lighting Systems from Musco Sports Lighting, L.L.C., at a cost not to exceed $202,120.00, per the vendor's quotation a copy of which is attached hereto as "Exhibit 1 ", utilizing the Clay County Contract Agreement No. 08/09-3 for the High Energy - Saving Lighting Fixtures Project; and WHEREAS, the City Commission of the City of Tamarac, Florida, deems it to be in the best interest of the citizens and residents of the City of Tamarac to approve said purchase and installation of Sports Cluster Green Musco Lighting Systems utilizing the Clay County Contract Agreement No. 08/09-3 for the High Energy -Saving Lighting Fixtures Project. Temp. Reso. # 12101 October 12, 2011 Page 3 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA THAT: SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution upon adoption hereof. All Exhibits attached hereto are hereby incorporated herein and made a specific part of this resolution. SECTION 2: The purchase and installation of Sports Cluster Green Musco Lighting Systems from Musco Sports Lighting, L. L.C., at a cost not to exceed $202,120.00, utilizing the Clay County Contract Agreement No. 08/09-3 for the High Energy -Saving Lighting Fixtures Project, is hereby approved. SECTION 3: Funding for the purchase and installation of Sports Cluster Green Musco Lighting Systems in the amount not to exceed $202,120.00 is available in the Energy and Water Development and Related Agencies Appropriations Act 2010. SECTION 4: The appropriate City Officials are hereby authorized to expend an amount not to exceed $202,120.00 for the purchase and installation of Sports Cluster Green Musco Lighting Systems. SECTION 5: An appropriation in the amount of $37,000 to provide sufficient funding for this contract will be included in a budget amendment prior to November 30, 2012 pursuant to F.S. 166.241(2). SECTION 6: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. Temp. Reso. # 12101 October 12, 2011 Page 4 SECTION 7: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 8: This Resolution shall become effective immediately upon its passage and adoption. PASSED, ADOPTED AND APPROVED this /Cz day of (/ if ,2011. ATTEST: Z�V"' A A/" If- 12F."4" �-IA J �P'qg OK- , ' - - - - q r04 Orr PETER M. J. 1`11COAROSON, CRIVI, CIVIC CITY CLERK. ```111ii1111// of TA Ai►,q!ii W ESTABLISHED*. a = 1963 :0 SEAL ' O� .......... C,t.�```� I HEREBY CERTIFY THAT I HAVE APPROVED THIS RESOLUTION AS TO FORM. -L A EL S. GOREN CITY ATTORNEY PAMELA BUSHNELL TAWke- RECORD OF COMMISSION VOTE: MAYOR BUSHNELL DIST 1: COMM. SWEN N DIST 2: V/M GOMEZ aI DIST 3: COMM. GLASSE DIST 4: COMM. DRESSLER G 1 A 19161 BOARD OF COUNTY COMMISSIONERS CLAY COUNTY, FLORIDA REQUEST FOR BID VARIOUS EQUIPMENT AND AMENITIES FOR PARKS AND PLAYGROUNDS CLAY COUNTY4 FLORIDA PARKS RECREATION & SPECIAL EVENTSDIVISION I IN r 1 1161111 31 Due Date: Monday, December 1, 2008 - 4:00 pm Open Date: Tuesday, December 2, 2008 -1:00 pm Issued By: Donna Fish Clay County Board of County Commissioners Purchasing Division Various Equipment and Amenities for Parks and Playgrounds Invitation.............................................................................................................................3 Request for Bid Advertisement....................................................................................... 4-6 Request for Bid Instructions........................................................................................... 7-8 Insurance Requirements................................................................................................ 9-10 BidSpecification.......................................................................................................... 11-1 S BidForms........................................................................................16-19 Procedures for Bid Openings...................................................................................... 20-34 Attachments: No Bid Statement Form W-9 2 BOARD OF COUNTY COMMISSIONERS Fritz A. Behring County Manager www.claycountygov.com Dear prospective bidder: Purchasing Division P.O. Box 1366, 477 Houston St Green Cove Springs, FL 32043 A 904-278--3761*Fax:904-278-3728 CLAY COUNTY You and your firm are cordially invited to submit a bid in accordance with the attached instructions and specifications for: RFP # 08/09-3, Various Equipment and Amenities for Parks and Playgrounds, Clay County, Florida Interested Vendors may contact me for clarification, by phone at (904) 278-3761 or e- mail at donna fish(a-)co.clay.11.us with any questions about this bid. All prospective bidders are hereby instructed NOT to contact any member of the Elected Officials, County Manager, or other County employees for meetings, conferences or technical discussions related to the bid. To remain on our active bidders list, you should reply in writing with a written quote or a "NO BID" response. Sincerely, Donna Fish Buyer Clay County Purchasing Division /df Att. Complete Bid. Pack which includes: Bid Instructions Bid Specifications Bid Forms Extract(s) from Clay County Purchasing Manual No Bid Statement W-9 Form 3 REQUEST FOR PROPOSALS NOTICE IS HEREBY GIVEN that sealed proposals will be received until 4:00 P.M., Monday, December 1, 2008, at the Clay County Administration Building, Purchasing Department, 4th floor, 477 Houston Street, Green Cove Springs, Florida 32043, for the following: RFP NO: 08/09-3, Various „Equipment and Amenities for Parks and Playgrounds, Clay County, Florida. Bids will be opened at 1:00 P.M., or as soon thereafter as possible, on Tuesday, December 2, 2008 in the Clay County Administration Building, Conference Room "B", fourth floor, 477 Houston Street, Green Cove Springs, Florida, in the presence of the Purchasing Department staff, and/or the Clerk or Deputy Clerk and all other interested persons. The opened bids will be read aloud, examined for conformance to specifications, tabulated, and preserved in the custody of the Purchasing Department. The Finance Committee of the Board will present its recommendations to the Board of County Commissioners at its meeting of December 23, 2008, or as soon thereafter as possible. Bids will not be valid unless received by the proposal deadline and in a sealed envelope marked "Sealed Bid, RFP No. 08/09-3, Various Equipment and Amenities for Parks and Playgrounds, Clay County, Florida", to be received until 4:00 P.M., Monday, December 1, 2008. Envelopes are to be mailed or delivered in person to the above address. All prospective Bidders are hereby instructed NOT to contact any member of the Elected Officials, County Manager or County Employees for meetings, conferences or technical discussions related to the Bid. Unauthorized contact with Elected Officials, County Manager or County personnel may result in rejection of the Vendor's Bid. All communications with the County regarding this Bid should be directed to: Donna Fish, Buyer, Clay County Purchasing Department, 477 Houston Street, Green Cove Springs, FL 32043, 904-278-3632or by email: donna.fish@,co.clay.fl.us The County reserves the right to waive formalities in any bid, to reject any or all bids with or without cause, including the lack of availability of adequate funds, regulatory agency requirements, and/or to accept the bid that, in its judgment, will be in the best interest of the County of Clay. .19 FOLLOWING THE BID OPENING AND TABULATION, A "NOTICE OF INTENT TO AWARD BID" OR A "NOTICE OF REJECTION OF ALL BIDS" WILL BE POSTED ON THE INTERNET AT: www.claycountygov.com/Departments/Purchasindecision bids.htm. THIS WEB PAGE CAN ALSO BE ACCESSED FROM THE HOMEPAGE OF THE COUNTY'S WEBSITE AT: www.claycountygov.com BY FOLLOWING THE "NOTICE OF INTENT BIDS" LINK UNDER THE "BUSINESS" ROLLOVER BUTTON ON THE COUNTY'S HOMEPAGE. NO OTHER NOTICE WILL BE POSTED. PROSPECTIVE BIDDERS ARE NOTIFIED THAT THE FAILURE TO INCLUDE WITHIN THE SEALED BID ENVELOPE, A PROPER BID BOND OR OTHER SECURITY APPROVED UNDER THE COUNTY'S PURCHASING POLICY, IF REQUIRED FOR THIS SOLICITATION, OR THE FAILURE TO FILE A WRITTEN PETITION INITIATING A FORMAL PROTEST PROCEEDING WITHIN THE TIMES AND IN THE MANNER PRESCRIBED IN SECTION 8. (N)., OF SAID POLICY, SHALL CONSTITUTE A WAIVER OF THE RIGHT TO PROTEST THE BID SOLICITATION, ANY ADDENDUM THERETO, OR THE BID DECISION, AS APPLICABLE, AND TO INITIATE A FORMAL PROTEST PROCEEDING UNDER SAID POLICY. THE COUNTY'S PURCHASING POLICY CAN BE VIEWED AT THE COUNTY'S WEBSITE BY FOLLOWING THE APPROPRIATE LINKS FROM THE HOMEPAGE ADDRESS SET FORTH ABOVE. IF A PROSPECTIVE BIDDER IS IN DOUBT WHETHER THIS SOLICITATION REQUIRES A BID BOND, SUCH PROSPECTIVE BIDDER IS SOLELY RESPONSIBLE FOR MAKING APPROPRIATE INQUIRY. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, 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, Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. Fritz A. Behring County Manager --------------------------------------------END OF NOTICE------------------- (CLAY TODAY) For Publication on November 6, 2008 (CLAY COUNTY LEADER) For Publication on November 6, 2008 PLEASE SEND ORIGINAL INVOICE AND OF PROOF OF PUBLICATION TO: Clay County Board of County Commissioners Purchasing Department P.O. Box 1366 Green Cove Springs, Florida 32043 ATTENTION: Donna Fish C" REQUEST FOR BID INSTRUCTIONS RFP NO.08/09-3 Various Equipment and Amenities for Parks and Playgrounds, Clay County, Florida 1. All Sealed proposals submitted shall be received by the Purchasing Department, Clay County, Florida. A. Bids submitted by mail should be addressed to: Clay County Board of County Commissioners Purchasing Department Attn: Donna Fish P O Box 1366 Green Cove Springs, Florida 32043 B. Bids submitted in person will be received at: Clay County Administrative Building 477 Houston Street Fourth Floor, Purchasing Department Green Cove Springs, Florida 32043 THREE paper copies of the bid package shall be submitted, IN WRITING, AND SEALED in an envelope. All requested bid information, proof of liability insurance in the minimum amount of $1,000,000.00, bids and performance data, and form W-9 taxpayer identification number and certification shall be included with all responses submitted. 2. The words "RFP #08/09-3, Various Equipment and Amenities for Parks and Plavgrounds, Clay County, FL" shall be clearly marked on the front and back of the envelope containing the proposals. 3. Bids will be received by mail or in person until 4:00 p.m., Monday, Decemberl, 2008 and will be opened after 1:00 p.m., on Tuesday, December 2, 2008 in the Clay County Administration Building, 477 Houston Street, Conference Room "B", Fourth Floor, Green Cove Springs, Florida. Proposals will be reviewed by Clay County as soon thereafter as possible. A. All bids will be "clocked" at the time they are received to indicate the time and date of receipt. Bids WILL NOT be accepted in person after the time and date specified. B. Bids received by mail WILL NOT be accepted if they are received after the Time and date specified regardless of the postmark or circumstances. 4. All prospective bidders are hereby instructed NOT to contact any member of the Elected Officials, County Manager or County Employees for meetings, conferences or technical discussions related to the bid. Unauthorized contact with VA Elected Officials, County Manager or County personnel may result in rejection of the Vendor's bid response. For information concerning procedures for responding to this Bid, contact Purchasing Buyer, Donna Fish at (904) 278-3761 or by e-mail to donna.fish(u)co.clay.tl.us. For all technical questions contact Parks, Recreation & Special Events, Tom Price at (904) 269-6378. Written inquiries/questions must be received by November 20, 2008 5. Each firm receiving an invitation should reply as noted above or reply with a written "NO RESPONSE." Either action will keep the firm on the appropriate active Professional Services list. Three (3) failures to respond to solicitations may result in deletion from the solicitation list. 6. If submitting proposals as a certified minority business enterprise as defined by the Florida Small and Minority Business Assistance Act of 1985, please include documentation of same. 7. Any firm affected adversely by Clay County's decision shall file with the Clay County Board of County Commissioners a Notice of Protest in writing within 72 hours after the posting of the selected vendor. Failure to file a written notice of Protest shall constitute a waiver of proceedings under Chapter 120.57(3)(a)(3) (Administrative Procedures Act), Florida Statutes. 8 The Board of County Commissioners of Clay County, Florida, reserves the right to waive formalities in any response, to reject any or all responses with or without cause, including the lack of availability of adequate funds, regulatory agency requirements, and/or to accept the response(s) that, in its judgment, will be in the best interest of the County of Clay. 9. Indemnification Statement: The awarded vendor must agree to defend, protect, indemnify and hold harmless the County and all its principals, employees, officers, agents and servants (collectively, the Indemnitees), from and against any and all suits, claims, demands, liabilities and costs and all damages, including reasonable attorney's fees and court costs, asserted against the Indemnitees or any of them by reason of injury to the persons or property of others, including any Participant, which is caused by the fault, acts, omissions or comparative negligence, whether active or passive, attributable the performance of its duties and obligations under this Agreement, or to any of the employees, officers, agents or servants, or to any subcontractor of the firm. The vendor's obligations under this paragraph shall also apply to actions by third parties performed on behalf of the firm pursuant to this Agreement. 10. The successful bidder(s) shall extend these prices to the City of Green Cove Springs, Town of Orange Park, City of Keystone Heights, Town of Penny Farms, and the Clay County Board of Public Instruction upon the written request of the using agency. Contractor's Insurance Requirement: 1. Any Contractor submitting a bid for any public works project must include, within its initial bid response, proof of the following insurance, in effect continuously from the date of submittal through the 60 days subsequent to the scheduled bid opening date: a. Commercial General Liability 1. General Aggregate $1,000,000 2. Products and Completed Operations Aggregate $1,000,000 3. Personal and Advertising Injury $1,000,000 4. Each Occurrence $1,000,000 5. Fire Damage (any one fire) $ 50,000 6. Medical Expense (any one person) $ 5,000 b. Automobile Liability 1. Any automobile -Combined bodily injury/ property damage, $1,000,000 With minimum limits for all additional coverages as required by Florida law c. Workers Compensation/Employers Liability 1. Workers Compensation statutory limits 2. Employers Liability a. Each Accident $ 100,000 b. Disease -Policy $ 500,000 c. Disease -Each Employee $ 100,000 d. Professional Liability 1. When required by contract -per occurrence $1,000,000 2. Upon being awarded the bid, the contractor must provide proof that such insurance will be in effect from the date of commencement of the project. The contractor will maintain insurance coverage at the above -prescribed levels through the date of completion of the project and that coverage will include all independent contractors and subcontractors. Either prior to or simultaneously with the execution of the contract, the successful bidder must deliver certificates of insurance for the required insurance coverages to the County naming "Clay County, a political subdivision of the State of Florida; The Board of County Commissioners, Clay County, Florida; and all public agencies of Clay county, as 7 their interests may appear" as "Additional Insureds." Said certificates of insurance shall also include a thirty day prior written notice of cancellation, modification or non -renewal to be provided to the County. The Board reserves the right to waive, raise or lower the minimum coverages required for particular projects prior to bid solicitation by affirmative action. The Board will not waive any defects in a bid submittal pertaining to matters under this subsection. 10 Bid Specifications for Price Agreement Contract Various Equipment and Amenities for Parks and Playgrounds Clay County Division of Parks, Recreation and Special Events SCOPE: The purpose of this bid invitation is to establish a firm, fixed percentage discount from manufacturer's and/or bidder's current catalog/supply/product information price list for the purchase of various equipment and amenities for parks and playgrounds as requested by the Clay County Division of Parks, Recreation and Special Events. Additionally, this bid invitation shall also establish a firm, fixed percentage of manufacturer's and/or bidder's current catalog/supply/product information price list, after applying the above requested discount for purchase, for the installation of various equipment and amenities for parks and playgrounds as requested by the Clay County Division of Parks, Recreation and Special Events. It is understood that bidder's current catalog/supply/product information price list are subject to change; however, percentages shall remain fixed. No extra charges or compensation will be allowed for installation above and beyond what has already been presented in your bid. If the bidder offers specialized catalogs, the catalogs must be submitted separately from any other catalog offered by the bidder. This bid is also a means for qualifying vendors for Ball Park lighting services. Qualifying vendors will be requested to provide pricing on a project by project basis as defined in the method of ordering section of this bid. The qualified vendor providing the lowest responsive quote will be awarded the project. RESPONSIBILITY: Bidder shall be responsible for all labor, materials, equipment, supervision, off-loading, storage, and installation, of various equipment and amenities for parks and playground equipment ordered, unless otherwise specified by the County. The County may elect, in certain circumstances, to purchase only materials and have those materials installed by others (e.g., volunteers), These items will be shipped to a designed location and off-loaded by the bidder or bidder's representative. QUALIFICATION OF INSTALLERS: If a bidder utilizes a sub -contracted installer for any park or playground equipment, a list of sub -contracted installer must be included with their bid. Additionally, the bidder must supply WRITTEN FACTORY/MANUFACTURER CERTIFICATION that its installer, or its sub -contracted installer, is an authorized installer, certified to install various equipment and amenities for parks and playground equipment as required by each manufacturer. Failure to complete this requirement of the bid proposal may result in the rejection of their bid. COMPLIANCE WITH SPECIFICATIONS: Bid only on items that meet specifications. Bid only a single offering for each bid item. Do not bid multiple offering or "alternates." All corrections will be initialed. Bid only new, unused material. CATALOGS AND MANUFACTURER SUGGESTED RETAIL PRICE MSRP LISTS: Each bidder shall submit with this bid, at no charge, two (2) sets of each current catalog/supply/product information price list as well as current MSRP list for each catalog submitted. All catalogs and/or MSRP lists shall clearly identify the bid number and the bidders name, address and telephone number. Additionally, each bidder awarded an option year renewal of this contract will submit, at no charge, two (2) sets of each then current catalog/supply/product information price list as well as current MSRP list for each catalog submitted, within 30 days of award of an option year renewal. COMPLIANCE WITH LAWS AND CODES: Bidders must strictly comply with Federal, State and local building and safety codes. Equipment must meet all State and Federal safety regulations. The following publications (issue in effect on date of invitation to bid) shall form a part of this specification: A. American Society for Testing and Materials (ASTM): ASTM-F1487 Standards — Methods of testing Playground Equipment for Public Use. ASTM-F1292 Standards - Method for testing various surfacing materials to determine their "critical height' (the fall height below which a life threatening head injury would not be expected to occur) Copies may be obtained from the - American Society for Testing and Materials 100 Barr Harbor Drive West Conshohocken, PA 19428 B. Consumer Product Safety Commission (CPSC) — printed Handbook for Public Playground Safety. Copies may be obtained from the - US Consumer Product Safety Commission 4330 East West Highway Bethesda, MD 20814 (301)504-7923 C. National Playground Safety Institute (NPSI) -- identification of 12 leading causes of injuries on playgrounds. Copies may be obtained from the - National Recreation and Park Association 22377 Belmont Ridge Road Ashburn, VA 20148-4150 (703) 858-0784 D. Americans with Disabilities Act (ADA) Regulations for Title III, Appendix A, Standards for Accessible Design, issued by the Department of Justice. Copies may be obtained by calling (800) 514-0301 Bidders certify that all products (materials, equipment, processes, age appropriate signage, or other items supplied in response to this bid) contained in its bid meet all Federal and State requirements, Upon completion of installation of play equipment and/or playground surfacing, bidder shall furnish to the County a certificate so stating the equipment /surfacing and its installation meet all Federal and State requirements as outlined in the above publications. 12 Bidders further certify that if the product(s) delivered and/or installed are subsequently found to be deficient in any if the aforementioned requirements in effect on date of delivery, all costs necessary to bring the product(s) and installation into compliance shall be borne by the bidder. AWARD: Performance and payment bonds may be required for specific projects. This requirement is driven by the size and price of each particular job. Vendors will be required to meet this requirement before receiving a purchase order for the project. Multiple awards will be made to any and all responsive bidders. There is no guarantee any purchase order will be issued after award. Purchase orders will be issued subject to availability of funds. INVOICING: Invoices may be issued once supplies are shipped, delivered and/or installed to the county's satisfaction. At a minimum, invoices must include: Purchase Order Number, Item Number and Description, Date of Shipment, Quantity Ordered, Unit Price, Unit of Measure, and a total for all purchases. Standard payment terms are Net 45 days per the Local Government Prompt Payment Act, TERMS OF CONTRACT: The Price Agreement Contract for various equipment and amenities for parks and playgrounds will be three (3) years, with two (2) one (1) year renewal options. Renewal options are at the discretion of the County based on the successful bidder(s) performance and adherence to the terms, conditions, and requirements in maintaining firm percentages(s) for the following year(s), within 30 days of contract expiration. All percentages will remain firm for the following years, within 30 days of contract expiration. STATE CONTRACTS: The County is entitled to purchase from contracts established by the State of Florida. Should the State establish a contract for items on this bid, the County reserves the right to cancel this contract in whole or in part and purchase those item(s) from the State Contract, if in its best interest. METHOD OF ORDERING: The County may generate a Request for Quotation (RFQ), on an "as needed" basis, for park and playground equipment, ball field lighting and additional services for individual projects, together with a request for additional services required to complete that project (see attached RFQ sample sheet). The County reserves the right to send such RFQ to any or all awarded bidders. The RFQ can define the project exactly or the RFQ can describe a desired end result, allowing the bidder to design the park or playground site. After generating a RFQ for a project, and before bidder's submission of its quotation in response to the RFQ, the County may require requested bidder (s) to attend a site visit with County personnel to familiarize 13 the bidder (s) with the site and determine additional services that may be required to complete the project. Bidders will be responsible for the accuracy of all fixed measurements. The bidder's quotation in response to the RFQ must contain each of the following; • A detailed breakdown of the cost for the entire project. Descriptions of additional services required, together with their price, shall also be listed. • Names of any and all subcontractors on the project, together with their designated work and costs. It is understood the bidder remains responsible for project completion and acceptance by the County. The County reserves the right to reject any quotation in response to an RFQ if said quotation names a subcontractor who has, in the sole opinion of the County, previously failed in the proper performance of an award or failed to deliver on time contracts of a similar nature, or who is not in a position to perform properly under this award. • A date certain by which the project must be completed. • Include an updated catalog, if needed and updated MSRP lists for the park and play equipment specifically quoted. The County will generate purchase orders as a result of approved "Request for Quotations" submitted, at the sole discretion of the County. The County reserves the right to not award to any, or to go outside the contract at lower prices. PROMOTIONAL PRICING: During the contract period, bidders will extend any pricing offered on a "promotional" basis from the manufacturer to the county. It will be the bidder's responsibility to monitor said items and report any that are or will be offered at lower prices. SUPERVISION: A bidder's job supervisor/representative will be on the work site at all times and be thoroughly knowledgeable of the materials, job requirements, plans, specifications and installation functions. FIiTidINT11;lI4911J, Bidder/contractor/installer will be responsible for all materials received and signed for from date of order to completion of job installation. Bidder/installer will be responsible for clean up and removal of all debris resulting in job completion, leaving work site in neat and orderly fashion at the end of each workday. Additionally, bidder/installer will be responsible for restoring the work site to its original condition at the completion of the project. RESPONSIBILITY FOR DAMAGES AND PRESERVATION OF PROPERTY: The bidder shall use due care to avoid damaging all property associated with, adjacent to, or in any way affected by the work being performed. This applies to private property and all utilities which may exist within the work area. Any damage occurring to such items by bidder shall be immediately repaired or replaced to a condition at least equal to that which existed prior to the damage. All costs incurred for repair or replacement shall be borne by the successful bidder. Any damages not repaired or replaced by the bidder within ten (10) calendar days from notification will be fixed by the County or its contractor and the cost shall be paid by the bidder or deducted from their invoice. 14 VIOLATIONS/DEFAULT: In the event the awarded bidder(s) should violate any provisions of this bid, such bidder will be given written notice stating the deficiencies and given ten (10) days to correct deficiencies found. The County reserves the right to terminate any contract at any time due to any violation. In the event the awarded bidder(s) should breach this contract, the County reserves the right to seek all remedies in law and/or in equity, Failure of an awarded bidder to adhere to completion dates defined by bidder and County may result in no further awards being made to such bidder under this Price Agreement Contract. GENERAL CONDITIONS: Signature on bid form verifies that the bidder is acquainted with the general conditions contained herein and will comply with all specifications, terms and conditions contained in this bid invitation. INSURANCEMORKER'S COMPENSATION: The contractor shall take out and maintain during the life of this agreement, worker's compensation insurance for all of his employees connected with the work of this project and in case any work is sublet, the contractor shall require the subcontractor similarly to provide worker's compensation insurance for all of the latter's employees unless such employees are covered by the protection afforded by the contractor. Such insurance shall comply fully with the Florida Worker's Compensation Law. In case any class of employees engaged in hazardous work under this contract at the site of the project is not protected under the worker's compensation statute, the contractor shall provide, and cause each sub -contractor to provide, adequate insurance, satisfactory to the purchaser, for the protection of his employees not otherwise protected. The awarded vendor must submit a copy of an insurance certificate naming the County as an additional insured with the following verbiage placed on the certificate no later than ten (10) days after the award has been made. "Clay County, a political subdivision of the State of Florida; The Board of County Commissioners, Clay County, Florida; and all public agencies of Clay County, as their interest may appear." Additional insurance requirements as listed on pages 24-25 apply. COOPERATIVE PURCHASES: This is a cooperative purchase contract. State law allows any government agency and any accredited school in the state to buy off this contract without going to bid, as long as it does not conflict with any of their local regulations. 15 Bidder: Add Bid Form Price Agreement Contract For Park and Playground Equipment Bid No. 08/09-3 City, State and Zip: Email: Contact Name(s): Signature of Bidder MANUFACTURER CATALOGS: Manufacturer: Fixed Percentage Discount off MSRP: Installation (Fixed Percentage of cost after discounts of equipment): Manufacturer: Fixed Percentage Discount off MSRP: Installation (Fixed Percentage of cost after discounts of equipment): Manufacturer: Fixed Percentage Discount off MSRP: Installation (Fixed Percentage of cost after discounts of equipment): Manufacturer: Fixed Percentage Discount off MSRP: Installation (Fixed Percentage of cost after discounts of equipment): LL SUB -CONTRACTOR EQUIPMENT INSTALLERS: Business Name: Address: Phone Number: Contact Name: Business Name: Address: Phone Number: Contact Name: Business Name: Address: Phone Number: Contact Name: Note: Attach vendor/manufacturer WRITTEN CERTIFICATION (s) naming bidder, and/or each of its sub -contractor installer(s), as an authorized installer certified to install park and playground equipment as required by each manufacturer. Failure to comply with this provision may result in rejection of bid. 17 WARRANTY INFORMATION FORM MAKE AND MODEL OF EQUIPMENT PROPOSED: Is there a warranty on the equipment proposed? Yes No Does the warranty apply to ALL components or only part? (State Explicitly) Parts Warranty Period: Nearest source for parts and/or service center (s): Service Warranty Period: Name, address and phone number of the authorized service center (s): 51 91 Name, address and phone number of the authority issuing this warranty: (Manufacturer, Distributor, etc.) COPY OF COMPLETE WARRANTY STATEMENT IS SUBMITTED HEREWITH: Name of Bidder: Signature Title Yes No Phone Number *Warranty period must meet or exceed the warranty conditions as stated in the specifications on the bid* Various Equipment and Amenities for Parks and Playgrounds Clay County Division of Parks, Recreation and Special Events Contract # 18 Request for Quotation Description of Project: A site plan (not to scale), along with drawing of proposed amenities, is attached. A mandatory site visit is scheduled for at Price Quotation: Manufacturer Item and Page Number Quantity MSRP Unit Price Contract Discount Extended Price Additional Services Required: Description Quantity Unit Price Extended Price Total: List any Subcontractors: 1. Name 2. Address 3. Telephone Number 4. Contact Name 5. Designated Work 6. Subcontractor Cost CHAPTER 8: PROCEDURES FOR PUBLIC BID OPENINGS (A) Purpose: The purpose of this chapter is to specify procedures for the submittal, receipt, opening and recording of all formal bids required by all of the various laws, ordinances, and other procedures and manuals governing the solicitation and awarding of public bids in Clay County, Florida, including but not limited to: a. Section 336.44, Florida Statues (2001). b. Applicable Provisions of Clay County Code. c. Florida Department of Transportation Standard Specifications, most recent edition. (B) Time of Opening: All bids shall be submitted to the Purchasing division, 4th Floor, Clay County Administration Building, 477 Houston Street, Green Cove Springs, Florida, which shall record receipt thereof by date and time on the bid envelope. Upon receipt, the Purchasing division will maintain custody and control of all bid submittals until after they have been opened. The deadline for a particular bid submittal shall be 4:00 P.M., of the Monday immediately preceding the Tuesday upon which the bid is to be opened. No bid shall be opened unless and until proof by publisher's affidavit of publication of the bid solicitation is received and filed by the Purchasing division. Bidders and the public are welcomed to attend the opening and all subsequent committee and commission meetings related to the bids. (C) Form of Bid Submittal: All bids shall be submitted in triplicate, (and if applicable only on the forms provided by the County or its staff). Each bid and its accompanying materials shall be submitted in a single, sealed and opaque envelope. The following items shall be prominently marked on the cover of the envelope by the party making the submittal prior thereto: a. The number assigned to the particular bid solicitation. b. The title of the bid exactly as it appeared in the published solicitation. C. The date of the bid opening. 20 (D) Bid Receipt Procedure: The County Manager shall, in cooperation with his or her Department heads and the Purchasing division, assign a specific and discrete number and title to each bid solicitation, which shall be contained in the Request for Bids, the newspaper publication, specifications and the Bid Form thereof. Three copies of each request for bid shall be submitted to the Purchasing division for distribution as provided in Section F hereof, and the "Request for Bids" (see Example 2 attached) shall be signed prior to publication. (E) Place of Opening: All bids properly submitted shall be opened in a public location so designated in the bid solicitation. (F) Distribution of Copies: Upon the opening of a bid, one copy shall be distributed to the head of the originating department. Purchasing shall submit to the Finance committee of the Board a tabulated list of all bidders and their bids, including bid number, name, staff assigned, a recommendation to include but not be limited to the lowest responsive and responsible bid, or in a proper circumstance the best bid, budget information and alternatives. All staff assigned to evaluate bid and RFP responses shall do so observing all requirements of the Sunshine Law and in meetings noticed at least 72 hours in advance thereof. The Purchasing division shall serve as the permanent record holder for the County Manager. (G) Committee Review Report and Recommendations: Bids shall be reviewed by the Board's Finance committee following the bid opening. The Committee should, in the absence of unusual circumstances, report its recommendation to the Board at the Board's next regularly scheduled meeting, which shall include a tabulated list of all bidders and their bids. In all events, the County Manager shall cause to be spread upon the minutes of the regular meeting of the Board next following the opening of a particular bid, a list of all bidders and their bids. Upon being awarded a bid, and if a contract is entered into with the successful bidder then the County's Standard Addendum and IRS Form W-9, Request for Taxpayer Identification and Certification must be completed. (H) Ineligible Bid: Any bid that does not meet the foregoing requirements for form, time of submittal, number of copies or the specifications advertised will be rejected and the reasons stated therefor; provided that the Purchasing division shall reject and return unopened all bids which do not meet the foregoing requirements for time of submittal, or envelope markings. Bids 21 that do not meet requirements for form will be rejected and declared "No Bid". The Board reserves the power to reject all bids and in its discretion to re -advertise the solicitation. (I) Bid Withdrawal Period: Any bid submitted requires a five (5) percent bond unless waived by the Board prior to solicitation, which cannot be withdrawn for a period of 30 days subsequent to the date of the bid opening, notice of which shall be incorporated in all requests for bids. As used herein, the term bond shall include cashier or certified checks payable to the County. All such checks shall be held by the Finance department for safekeeping immediately upon acceptance of the bid (but not deposited). The Finance department is hereby authorized to return each bond to the submitting party, as soon as practicable, upon written request to the Finance department, but only after a bid and contract have been awarded and executed between the County and the successful bidder for a particular project, or in the event that all bids have been rejected by the Board, or in the event the time provided that the bid shall remain in effect shall have expired and the bid submitter requests its return in writing. (1) Vendors bidding on SHIP rehabilitation projects are exempt from the bid bond requirements delineated in $(I) above or as may be otherwise stated elsewhere in this policy document. (2) Vendors bidding on commodities price contracts, or any other type of contract that does not commit the Board to an actual exchange transaction (purchase) but rather seeks only a fixed unit price commitment from a vendor in the event a future purchase decision is made, shall be exempt from the bid bond requirements delineated in $(I) above or as may be otherwise stated elsewhere in this policy document. (J) Bid Addenda: All addenda distributed subsequent to the initial distribution of specifications shall be sent by certified mail/return receipt requested, said return receipt to be returned to the Purchasing division identified by bid number. Prior to mailing, a copy of each addendum shall be received by the Purchasing division, provided that no addendum shall be mailed later than five (5) working days prior to the scheduled bid opening date. 22 (K) Bid Tabulation Form: The bid Tabulation Form used at bid openings shall include a place thereon for three witnesses to sign. This procedure will eliminate the need for signing each individual bid at the time of opening, thus requiring the three witnesses to sign only once for each bid number submitted. (L) Authority to Delay Bid Openings: The County Manager is hereby authorized, without seeking prior approval of the Board in any particular case, to order a delay of any bid opening from its scheduled date and time to a time certain on the agenda of the next regularly scheduled meeting of the Board, or such special meeting called for such purpose. The delay may be ordered at any time prior to the time of the scheduled opening, provided that such order be in writing, addressed and delivered to the Purchasing division with a copy delivered to the County Manager, and that copies thereof be mailed by certified mail, return receipt requested to all responding bidders as soon thereafter as is reasonably practicable. Upon receipt of the order, the Purchasing division shall immediately record the date and time thereof. The Purchasing division shall continue to accept sealed bids up until the applicable deadline. At the date and time originally scheduled for the bid opening, the Purchasing division shall announce the delay order to all in attendance and shall continue to maintain in its custody all properly submitted sealed bids until further order of the Board. At the time certain scheduled before the Board, the County Manager shall present his reason or reasons for the delay order and his recommendation for disposition of bids submitted. The Board may order the bids to be opened then and there, or at some other time and date certain; it may cancel the bid and order the return of all bids unopened; it may order a further delay of the bid opening; or it may make any other order appropriate to the circumstances. If the bids are ultimately opened, they shall be reviewed as provided elsewhere herein. If a delay occurs as provided herein, then the 30 day withdrawal period as provided in 8(I) shall commence upon the date of the actual bid opening, provided such date is not more than 60 days subsequent to the originally scheduled date. No delay shall be ordered beyond such 60 day period, unless the parties submitting timely bids consent to such delay in writing. In no event is the County Manager authorized to extend the deadline for bid submittals for any particular project, only the bid opening date. 23 (M) Contractor's Insurance Requirement: 1. Any Contractor submitting a bid for any public works project must include, within its initial bid response, proof of the following insurance, in effect continuously from the date of submittal through the 60 days subsequent to the scheduled bid opening date: a. Commercial General Liability 1. General Aggregate $11000,000 2. Products and Completed Operations Aggregate $1,000,000 3. Personal and Advertising Injury $1,000,000 4. Each Occurrence $1,000,000 5. Fire Damage (any one fire) $ 50,000 6. Medical Expense (any one person) $ 5,000 b. Automobile Liability 1. Any automobile -Combined bodily injury/property damage, $1,000,000 with minimum limits for all additional coverages as required by Florida law c. Workers Compensation/Employers Liability 1. Workers Compensation statutory limits 2. Employers Liability a. Each Accident $ 100,000 b. Disease -Policy $ 500,000 C. Disease -Each Employee $ 100,000 d. Professional Liability 1. When required by contract -per occurrence $1,000,000 2. Upon being awarded the bid, the contractor must provide proof that such insurance will be in effect from the date of commencement of the project. The contractor will maintain insurance coverage at the above -prescribed levels through the date of completion of the project and that coverage will include all independent contractors and subcontractors. Either prior to or 24 simultaneously with the execution of the contract, the successful bidder must deliver certificates of insurance for the required insurance coverages to the County naming "Clay County, a political subdivision of the State of Florida; The Board of County Commissioners, Clay County, Florida; and all public agencies of Clay County, as their interests may appear" as "Additional Insureds." Said certificates of insurance shall also include a thirty day prior written notice of cancellation, modification or non -renewal to be provided to the County. 3. The Board reserves the right to waive, raise or lower the minimum coverages required for particular projects prior to bid solicitation by affirmative action. The Board will not waive any defects in a bid submittal pertaining to matters under this subsection. (N) Bid Awards and Protests: 1. Both the INSTRUCTIONS and the PUBLISHED NOTICE for every sealed bid solicitation shall include conspicuously the following statements: FOLLOWING THE BID OPENING AND TABULATION, A "NOTICE OF INTENT TO AWARD BID" OR A "NOTICE OF REJECTION OF ALL BIDS" WILL BE POSTED ON THE INTERNET AT: [insert bid notice web address']. THIS WEBPAGE CAN ALSO BE ACCESSED FROM THE HOMEPAGE OF THE COUNTY'S WEBSITE AT: [insert County's homepage address 2] BY [insert suitable directions3]. NO OTHER NOTICE WILL BE POSTED. PROSPECTIVE BIDDERS ARE NOTIFIED THAT THE FAILURE TO INCLUDE WITHIN THE SEALED BID ENVELOPE A PROPER BID BOND OR OTHER SECURITY As of the date on which this Purchasing Policy was adopted, the bid notice web address was: http://www.claycountygov.com/Departments/Finance/decision bids.htm. 2 As of the date on which this Purchasing Policy was adopted, the County's homepage address was: http://www.claycountygov.com/. 3 As of the date on which this Purchasing Policy was adopted, suitable directions would be: "FOLLOWING THE "Notice of Intent Bids" LINK UNDER THE "Business" ROLLOVER BUTTON", PR APPROVED UNDER THE COUNTY'S PURCHASING POLICY, IF REQUIRED FOR THIS SOLICITATION, OR THE FAILURE TO FILE A WRITTEN NOTICE OF PROTEST AND TO FILE A WRITTEN PETITION INITIATING A FORMAL PROTEST PROCEEDING WITHIN THE TIMES AND IN THE MANNER PRESCRIBED IN SECTION 8.N. OF SAID POLICY, SHALL CONSTITUTE A WAIVER OF THE RIGHT TO PROTEST THE BID SOLICITATION, ANY ADDENDUM THERETO, OR THE BID DECISION, AS APPLICABLE, AND TO INITIATE A FORMAL PROTEST PROCEEDING UNDER SAID POLICY. THE COUNTY'S PURCHASING POLICY CAN BE VIEWED AT THE COUNTY'S WEBSITE BY FOLLOWING THE APPROPRIATE LINKS FROM THE HOMEPAGE ADDRESS SET FORTH ABOVE. IF A PROSPECTIVE BIDDER IS IN DOUBT WHETHER THIS SOLICITATION REQUIRES A BID BOND, SUCH PROSPECTIVE BIDDER IS SOLELY RESPONSIBLE FOR MAKING APPROPRIATE INQUIRY. 2. Unless otherwise expressly directed by the Board in its decision on a bid award, immediately following such decision the County Manager shall cause a "Notice of Intent to Award Bid" or a "Notice of Rejection of All Bids" to be posted on the County's website, with the time and date of posting appearing thereon. Notice shall not be posted elsewhere. The notice shall be posted in portable document format or other secure format. 3. The failure on the part of a prospective bidder to include within the sealed bid envelope a proper bid bond or other security approved under this policy, if required for the particular bid solicitation, or the failure by a prospective bidder to file a written notice of protest and to file a written petition initiating a formal protest proceeding within the times and in the manner prescribed in this section shall constitute a waiver of the prospective bidder's right to protest the bid solicitation, any addendum thereto, the Board's bid decision, as applicable, and to initiate a formal protest proceeding hereunder. 4. A prospective bidder is solely responsible for determining whether a particular bid solicitation requires a bid bond, and for resolving any doubt by making appropriate inquiry. 5. The County Manager shall cause a copy of this policy to be posted on the County's website in portable document format or other secure format. The County Manager shall cause to be established conspicuous and easy -to - follow links to the policy from the homepage. 6. Any person who is adversely affected by a bid solicitation, by any addendum thereto, or by a bid decision may file with the County Manager a written notice of protest no later than 4:30 p.m. on the third business day immediately following the date notice is published, with respect to a bid solicitation; no later than 4:30 p.m. on the third business day immediately following the date of issuance, with respect to a bid addendum; and within 72 hours after the posting of the notice, exclusive of hours occurring during days that are other than business days, with respect to a bid decision. 7. A formal protest proceeding shall be deemed commenced upon the timely filing of a written petition initiating the same. A written petition initiating a formal protest proceeding must be filed with the County Manager no later than 4:30 p.m. on the tenth calendar day immediately following the date on which the written notice of protest was filed; provided, if the tenth calendar day is not a business day, then the petition must be filed no later than 4:30 p.m. on the first business day immediately following said tenth calendar day. The petition must set forth with particularity the facts and law upon which the protest is based. The petition must conform substantially with the requirements for petitions set forth in Rule 28-106.201, Florida Administrative Code. References in this section to a petition shall mean a written petition initiating a formal protest proceeding filed in accordance with this subsection. 8. Any protest of a bid solicitation or bid addendum shall pertain exclusively to the terms, conditions, and specifications contained in a bid solicitation or bid addendum, including any provisions governing the methods for ranking bids, proposals, or replies, awarding contracts, reserving rights of further negotiation, or modifying or amending any contract. 27 9. Upon receipt of a formal written notice of protest that has been timely filed, the County Manager shall suspend the bid solicitation or bid award process until the subject of the protest is resolved by final action as specified. in this section, unless the County Manager sets forth in writing particular facts and circumstances which require the continuance of the solicitation or award process without delay in order to avoid an immediate and serious danger to the public health, safety, or welfare. Such suspension shall be lifted immediately in the event the protesting party shall have failed to timely file a petition. 10. Intervenors shall be permitted to participate in the formal protest proceeding in accordance with the procedures governing intervenor practice set forth in Rule Chapter 28-106, Florida Administrative Code, and shall be subject to all limitations provided therein applicable to intervenors. 11. In his or her discretion, the County Manager may provide an opportunity to resolve the protest by mutual agreement between the County Manager and the protesting party within 7 calendar days after receipt of a timely petition. Such agreement must be reduced to writing, signed by the County Manager and the protesting party or such parry's authorized agent, and submitted to the Board at the earliest opportunity. The agreement shall not be deemed effective unless ratified by the Board. If the Board shall fail to ratify the agreement, then the protest shall proceed to resolution as hereinafter provided. 12. Within 10 business days following the timely filing of a petition, or, if the Board shall have considered but failed to ratify an agreement submitted to it under subsection 11, then within 10 business days thereafter, a hearing shall be conducted pursuant to subsection 13 before a hearing officer, who shall be the County Manager or his or her designee. The County Manager may designate any department head as the hearing officer; provided, a department head who is substantially involved in or connected with the bid solicitation or bid award process shall be deemed disqualified from serving as the hearing officer, unless such involvement or connection is purely ministerial in nature. 13. All hearings shall be conducted pursuant to written notice to the protesting party, the County Attorney's Office and all intervenors by the hearing officer specifying the time, date and place of the hearing. Particular rules and procedures governing each such hearing are as follows: 28 a. The audio thereof shall be recorded electronically. b. Prior to the hearing only, motion practice may be permitted by the hearing officer in his or her discretion in accordance with the rules governing the same set forth in Rule Chapter 28-106, Florida Administrative Code. All motions shall be ruled upon prior to or at the start of the hearing, except that rulings on motions in limine may be deferred to an appropriate time during or after the hearing. C. Prior to the hearing, the protesting party, the County and all intervenors must confer and endeavor to stipulate to as many relevant and undisputed facts upon which the decision is to be based as may be practicable. Such stipulation must also identify those issues of material fact, if any, that remain in dispute. The stipulation must be reduced to a writing signed by or on behalf of the protesting party, the County and all intervenors, and be submitted to the hearing officer at least two business days prior to the hearing. The stipulation may include an appendix comprising documents that shall be deemed admitted and considered as evidence for purposes of the hearing, or referring to tangible items deemed admitted and considered as evidence for purposes of the hearing, which items shall either be presented at the hearing or, if such presentation is impractical, submitted to the hearing officer by graphic, descriptive, representational, photographic, videotape or similar medium properly depicting or characterizing the items. d. The protesting party and all intervenors shall have the right to appear before the hearing officer at the hearing in proper person or through counsel and, as to those issues of material fact, if any, that remain in dispute, as identified in the stipulation, to present relevant testimonial, documentary and tangible evidence, and to be heard on the substantive issues bearing on the protest. The County shall be deemed a party to the proceeding, and the County Attorney or any assistant county attorney may participate in the protest proceeding, appear before the hearing officer, present evidence and be heard on behalf of the County. 29 C. All witnesses shall be placed under oath by the hearing officer prior to testifying, and shall be subject to cross-examination by any hearing participant. f Hearsay evidence shall be admissible unless the hearing officer shall determine the same to be redundant, unreliable or prejudicial. g. At the hearing any hearing participant may offer appropriate argument and summation, and submit a written brief and a proposed order, but only after the conclusion of the evidentiary portion of the hearing, if any. h. Immediately following the hearing, the County Manager shall cause a written transcript of all testimonial evidence introduced at the hearing to be prepared expeditiously based upon the audio recording, and shall provide copies of the same to all of the hearing participants. i. Within 7 business days following the hearing, the hearing officer shall submit a recommended order to the County Manager and serve copies on all hearing participants; provided, if the County Manager is the hearing officer, then within 7 business days following the hearing, the County Manager shall issue a recommended order and serve copies on all hearing participants. The recommended order shall contain findings of fact and, based upon such facts, a disposition of the protest; provided, no finding of fact may be predicated solely upon the basis of hearsay. j . The recommended order shall thereafter be submitted to the Board along with the transcript of the hearing testimony and the entire written and tangible record of the protest proceedings at the earliest opportunity to be considered at a time certain, with notice thereof served upon the hearing participants. Each of the hearing participants shall be allowed 3 minutes to address the Board regarding the recommended order, unless the Chairman in his or her discretion shall allow additional time. If a hearing participant intends to challenge any finding of fact in a recommended order that was based upon testimonial evidence, such participant shall be allowed 2 additional minutes for such purpose, and may direct the attention of the Board members to any portion of the transcript relevant to the challenge. The other hearing participants shall each have the right to offer M1 argument in rebuttal to the challenge, and to direct the attention of the Board members to any portion of the transcript relevant to the rebuttal. No testimony or other evidence beyond the record and the transcript shall be presented to the Board. Thereafter the Board shall render its decision on the protest. In so doing the Board shall be bound by the findings of fact in the recommended order that are based upon testimonial evidence, except those for which it upholds a challenge. A challenge shall be upheld only if the finding of fact is not supported by competent, substantial evidence in the record or in the transcript. Otherwise, the Board shall not be bound by any of the provisions of the recommended order. The decision of the Board shall be reduced to a written order signed by the Chairman, and shall constitute final action of the County on the protest. k. The date, type and substance of all ex parte communications between any Board member and a hearing participant, including counsel therefor or any agent thereof, and between any Board member and third party, must be publicly disclosed by the Board member prior to the rendering of the Board's decision. All such communications that are written or received electronically must be filed for the record, and copies thereof provided to each Board member and hearing participant. 14. All proceedings before the hearing officer shall be informal, and customary rules of evidence shall be relaxed. In all respects both the hearing officer and the Board shall observe the requirements of procedural and substantive due process that are the minimum necessary for accomplishing a fair, just and expeditious resolution of the protest. 15. Ex parte communications between a hearing participant and the hearing officer are forbidden. The hearing officer may take such steps as he or she may deem just and appropriate to prevent or sanction attempted ex parte communications, including promptly disclosing the attempted communication, or requiring the offending hearing participant to disclose promptly the attempted communication, to the other hearing participants. Where necessary, the hearing officer may recuse himself or herself, and the subsequently designated hearing officer may order the offending participant to pay for all or any portion of the costs incurred by the County and any other hearing participant strictly as a consequence of the ex parte communication or attempted ex parte communication, else be excluded from 31 further participation. Neither the County Attorney nor any assistant county attorney shall be subject to this subsection or prohibited from engaging in ex parte communications with the hearing officer. 16. The purpose of this policy is to promote fairness and public confidence in the competitive bidding process. To further such end, and except as otherwise specifically provided herein, the substantive law governing the resolution of bid protests found in the decisions of the Florida appellate courts, as well as any statutes or agency rules that may be applicable to the particular bid solicitation, shall guide the hearing officer and the Board in rendering a decision on a bid protest under this section. The significant principles of law governing the bid protest and the resolution thereof, which shall prevail to the extent not otherwise in conflict with any governing statutes or agency rules, are as follows: a. The burden is on the party protesting the award of the bid to establish a ground for invalidating the award. b. The standard of proof for the protest proceeding shall be whether the proposed award was clearly erroneous, contrary to competition, arbitrary, or capricious. c. The proposed award shall be deemed arbitrary or capricious if it is contrary in a material way to any governing statutes, the County's rules or policies, or the bid or proposal instructions or specifications. d. The scope of the inquiry is limited initially to whether the proposed award is improper under the foregoing standard of proof. If and only if the hearing officer first determines on the basis of competent and substantial evidence that the proposed award is improper, then the hearing officer may recommend, in accordance with the law and this policy, an alternate disposition for the proposed award. Such disposition may include, but shall not be limited to, rejecting all bids, or awarding all or a portion of the bid to the protesting party. e. A bid protest proceeding may not serve as a vehicle for the Board to revisit the proposed award absent a determination of impropriety as set forth above. 32 17. By written agreement amongst the protesting party, the County, and all then -existing intervenors, any provision of this section pertaining to the procedures for resolving a protest for which a petition has been timely filed may be modified or waived so long as such modification or waiver shall not hinder or thwart the proper and expeditious resolution of the protest, or otherwise operate to undermine the salutary purposes of competitive, public bidding. 18. Only to the extent necessary to avoid a miscarriage of justice or to prevent a manifest violation of a hearing participant's procedural or substantive due process rights, a hearing officer may modify or suspend the applicability of any of the provisions or requirements of this section in the course of conducting a protest proceeding hereunder; provided, a hearing officer may not modify or suspend any of the provisions or requirements of subsections 3, 4, 6, 7, 81 16, 20, 21 and 22 hereof. 19. Except and to the extent specifically provided in this section, and except and to the extent otherwise specified provided by written agreement amongst the protesting party, the County, and all then -existing intervenors, no provisions of Rule Chapter 28-106, Florida Administrative Code, shall be deemed applicable to the resolution of protests under this section. 20. For purposes of this section, the filing with the County Manager of a written notice of protest or of a written petition initiating a formal protest proceeding shall be deemed accomplished only when the original written notice or original written petition has been physically received by the County Manager or his or her designee. A notice or petition shall be deemed original only if it bears the original signature of the protesting party or such party's authorized agent. No notice or petition may be filed by facsimile transmission or by e-mail, and any notice or petition received in such manner shall be deemed unfiled and ineffective. The use of an overnight delivery service or of the United States Postal Service to file a notice or petition shall be entirely at the risk of the person submitting the same, and any such notice or petition so received after the applicable deadline shall be deemed untimely. 21. For purposes of this section, a business day shall mean any 24-hour day that is not a Saturday, a Sunday, or a holiday observed by the County. 33 22. For purposes of this section, counsel shall mean an attorney who is a member of the Florida Bar in good standing. 23. For purposes of this section, all notices of protest and petitions initiating formal protest proceedings, and all stipulations, briefs, proposed findings of fact, written motions and proposed orders submitted to a hearing officer shall be on white, opaque paper 8 '/a by 11 inches in size. The pages of all such documents shall have margins on all sides of not less than 1 inch; shall be in Times New Roman or Courier New font no smaller than 12 in size, including footnotes and endnotes; shall have standard double-spacing between lines, excluding quotations, footnotes and endnotes; and shall be numbered at the bottom. All quotations shall be indented. Briefs shall not exceed 15 pages in length, and may not include any appendices. A digital copy of all written stipulations, briefs, proposed findings of fact, written motions and proposed orders submitted to the hearing officer must be simultaneously provided to the hearing officer in Word format, version 2000 or later, on compact disc or 3 V2" diskette. 24. For purposes of this section, a hearing participant shall mean and include the protesting party, the County and any intervenor. 25. This section shall be construed and implemented so as to secure the just, speedy, and inexpensive resolution of bid protests. 34 "NO BID" Statement RFP # 08/09-3 Various Equipment and Amenities for Parks and Playgrounds, Clay County, Florida If your company does not intend to bid on this procurement, please complete and return this form prior to the date shown for receipt of bids to: Clay County Purchasing Division, Attn: Donna Fish, P.O. Box 1366 Green Cove Springs, FL 32043 We, the undersigned, decline to bid on the above referenced invitation to bid for the following reasons: ■ Specifications are too restrictive (please explain below or attach separately) No. Unable to meet specifications ■ Specifications were unclear (please explain below or attach separately) ■ Insufficient time to respond ■ We do not offer this product or service ■ Our schedule would not permit us to perform at this time ■ Unable to meet bond requirements ■ Other (please explain below or attach separately) Remarks: Company Name: Telephone: Signature: Fax #: Print Name: Title: Address: City: Zip: Form 1111-9 Request for Taxpayer Give form to the (Rev. November 2005) Identification Number and Certification requester. Do not Department of the Treasury send to the IRS. Internal Revenue Service N Name (as shown on your income tax return) m cn 0 o- Business name, if different from above c 0 rn 0 ❑ Individual/ ❑ corporation ❑ Partnership ❑ Other ■ """"""""' ❑ Exempt from backup ` Check appropriate box: Sole proprietor withholding e Address (number, street, and apt or suite no.) Requester's name and address (optional) � c CL City, state, and ZIP code yU Q 0 List account number(s) here (optional) a> --Taxpa er Identification Number IN Enter your TIN in the appropriate box. The TIN provided must match the name given on Line 1 to avoid saaiai security number backup withholding. For individuals, this is your social security number (SSN). However, for a resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other entities, it is your employer identification number (EIN). If you do not have a number, see How to get a TIN on page 3. or Note. If the account Is in more than one name, see the chart on page 4 for guidelines on whose Employer identification number number to enter. I + I__ Certification Under penalties of perjury, I certify that: 1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me), and 2. 1 am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am no longer subject to backup withholding, and 3. 1 am a U.S. person (including a U.S. resident alien). Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and generally, payments other than interest and dividends, you are not required to sign the Certification, but you must provide your correct TIN. (See the instructions on page 4.) Sign Signature of Here I U.S. person 10, Date ■ Purpose of Form A person who is required to file an information return with the IRS, must obtain your correct taxpayer identification number (TIN) to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA. U.S. person. Use Form W-9 only if you are a U.S. person (including a resident alien), to provide your correct TIN to the person requesting it (the requester) and, when applicable, to: 1. Certify that the TIN you are giving is correct (or you are waiting for a number to be issued), 2. Certify that you are not subject to backup withholding, or 3. Claim exemption from backup withholding if you are a U.S. exempt payee. In 3 above, if applicable, you are also certifying that as a U.S. person, your allocable share of any partnership income from a U.S. trade or business is not subject to the withholding tax on foreign partners' share of effectively connected income. Note. If a requester gives you a form other than Form W-9 to request your TIN, you must use the requester's form if it is substantially similar to this Form W-9. For federal tax purposes, you are considered a person if you e An individual who is a citizen or resident of the United States, e A partnership, corporation, company, or association created or organized in the United States or under the laws of the United States, or e Any estate (other than a foreign estate) or trust. See Regulations sections 301.7701-6(a) and 7(a) for additional information. Special rules for partnerships. Partnerships that conduct a trade or business in the United States are generally required to pay a withholding tax on any foreign partners' share of income from such business. Further, in certain cases where a Form W-9 has not been received, a partnership is required to presume that a partner is a foreign person, and pay the withholding tax. Therefore, if you are a U.S. person that is a partner in a partnership conducting a trade or business in the United States, provide Form W-9 to the partnership to establish your U.S. status and avoid withholding on your share of partnership income. The person who gives Form W-9 to the partnership for purposes of establishing its U.S. status and avoiding withholding on its allocable share of net income from the partnership conducting a trade or business in the United States is in the following cases: e The U.S. owner of a disregarded entity and not the entity, are: Cat. No. 10231X Form W-9 (Rev. 11-2005) Form W-9 (Rev. 11-2005) • The U.S. grantor or other owner of a grantor trust and not the trust, and * The U.S. trust (other than a grantor trust) and not the beneficiaries of the trust. Foreign person. If you are a foreign person, do not use Form W-9. Instead, use the appropriate Form W-8 (see Publication 515, Withholding of Tax on Nonresident Aliens and Foreign Entitles). Nonresident alien who becomes a resident alien. Generally, only a nonresident alien individual may use the terms of a tax treaty to reduce or eliminate U.S. tax on certain types of income. However, most tax treaties contain a provision known as a "saving clause." Exceptions specified in the saving clause may permit an exemption from tax to continue for certain types of income even after the recipient has otherwise become a U.S. resident alien for tax purposes. If you are a U.S. resident alien who is relying on an exception contained in the saving clause of a tax treaty to claim an exemption from U.S. tax on certain types of income, you must attach a statement to Form W-9 that specifies the following five items: 1. The treaty country. Generally, this must be the same treaty under which you claimed exemption from tax as a nonresident alien. 2. The treaty article addressing the income. 3. The article number (or location) in the tax treaty that contains the saving clause and its exceptions. 4. The type and amount of income that qualifies for the exemption from tax. 5. Sufficient facts to justify the exemption from tax under the terms of the treaty article. Example. Article 20 of the U.S.-China income tax treaty allows an exemption from tax for scholarship income received by a Chinese student temporarily present in the United States. Under U.S. law, this student will become a resident alien for tax purposes if his or her stay in the United States exceeds 5 calendar years. However, paragraph 2 of the first Protocol to the U.S.-China treaty (dated April 30, 1984) allows the provisions of Article 20 to continue to apply even after the Chinese student becomes a resident alien of the United States. A Chinese student who qualifies for this exception (under paragraph 2 of the first protocol) and is relying on this exception to claim an exemption from tax on his or her scholarship or fellowship income would attach to Form W-9 a statement that includes the information described above to support that exemption. If you are a nonresident alien or a foreign entity not subject to backup withholding, give the requester the appropriate completed Form W-8. What is backup withholding? Persons making certain payments to you must under certain conditions withhold and pay to the IRS 28% of such payments (after December 31, 2002). This is called "backup withholding." Payments that may be subject to backup withholding include interest, dividends, broker and barter exchange transactions, rents, royalties, nonemployee pay, and certain payments from fishing boat operators. Real estate transactions are not subject to backup withholding, You will not be subject to backup withholding on payments you receive if you give the requester your correct TIN, make the proper certifications, and report all your taxable interest and dividends on your tax return. Payments you receive will be subject to backup withholding if: 1. You do not furnish your TIN to the requester, 2. You do not certify your TIN when required (see the Part If instructions on page 4 for details), Page 2 3. The IRS tells the requester that you furnished an incorrect TIN, 4. The IRS tells you that you are subject to backup withholding because you did not report all your interest and dividends on your tax return (for reportable Interest and dividends only), or 5. You do not certify to the requester that you are not subject to backup withholding under 4 above (for reportable interest and dividend accounts opened after 1983 only). Certain payees and payments are exempt from backup withholding. See the instructions below and the separate Instructions for the Requester of Form W-9. Also see Special rules regarding partnerships on page 1. Penalties Failure to furnish TIN. If you fail to furnish your correct TIN to a requester, you are subject to a penalty of $50 for each such failure unless your failure is due to reasonable cause and not to willful neglect. Civil penalty for false information with respect to withholding. If you make a false statement with no reasonable basis that results in no backup withholding, you are subject to a $500 penalty. Criminal penalty for falsifying information. Willfully falsifying certifications or affirmations may subject you to criminal penalties including fines and/or imprisonment. Misuse of TINS. If the requester discloses or uses TINs in violation of federal law, the requester may be subject to civil and criminal penalties. Specific Instructions Name If you are an individual, you must generally enter the name shown on your income tax return. However, if you have changed your last name, for instance, due to marriage without informing the Social Security Administration of the name change, enter your first name, the last name shown on your social security card, and your new last name. If the account is in joint names, list first, and then circle, the name of the person or entity whose number you entered in Part I of the form. Sole proprietor. Enter your individual name as shown on your income tax return on the "Name" line. You may enter your business, trade, or "doing business as (DBA)" name on the "Business name" line, Limited liability company (LLC). If you are a single -member LLC (including a foreign LLC with a domestic owner) that is disregarded as an entity separate from its owner under Treasury regulations section 301.7701-3, enter the owner's name on the "Name line. Enter the LLC's name on the "Business name" line. Check the appropriate box for your filing status (sole proprietor, corporation, etc.), then check the box for "Other" and enter "LLC" in the space provided. Other entities. Enter your business name as shown on required federal tax documents on the "Name" line. This name should match the name shown on the charter or other legal document creating the entity. You may enter any business, trade, or DBA name on the "Business name" line. Note. You are requested to check the appropriate box for your status (individual/sole proprietor, corporation, etc.). Exempt From Backup Withholding If you are exempt, enter your name as described above and check the appropriate box for your status, then check the "Exempt from backup withholding" box in the line following the business name, sign and date the form. Form W-9 (Rev. 11-2005) Generally, individuals (including sole proprietors) are not exempt from backup withholding. Corporations are exempt from backup withholding for certain payments, such as interest and dividends. Note. If you are exempt from backup withholding, you should still complete this form to avoid possible erroneous backup withholding. Exempt payees. Backup withholding is not required on any payments made to the following payees: 1. An organization exempt from tax under section 501(a), any IRA, or a custodial account under section 403(b)(7) if the account satisfies the requirements of section 401(f)(2), 2. The United States or any of its agencies or instrumentalities, 3. A state, the District of Columbia, a possession of the United States, or any of their political subdivisions or instrumentalities, 4. A foreign government or any of its political subdivisions, agencies, or instrumentalities, or 5. An international organization or any of its agencies or instrumentalities. Other payees that may be exempt from backup withholding include: 6. A corporation, 7. A foreign central bank of issue, 8. A dealer in securities or commodities required to register in the United States, the District of Columbia, or a possession of the United States, 9. A futures commission merchant registered with the Commodity Futures Trading Commission, 10. A real estate investment trust, 11. An entity registered at all times during the tax year under the Investment Company Act of 1940, 12, A common trust fund operated by a bank under section 584(a), 13. A financial institution, 14. A middleman known in the investment community as a nominee or custodian, or 15. A trust exempt from tax under section 664 or described in section 4947. The chart below shows types of payments that may be exempt from backup withholding, The chart applies to the exempt recipients listed above, 1 through 15. IF the payment is for ... THEN the payment is exempt for... Interest and dividend payments All exempt recipients except for 9 Broker transactions Exempt recipients 1 through 13. Also, a person registered under the Investment Advisers Act of 1940 who regularly acts as a broker Barter exchange transactions Exempt recipients 1 through 5 and patronage dividends Payments over $600 required Generally, exempt recipients to be reported and direct 1 through 7 sales over $5,000 1 See Form 1099-MISC, Miscellaneous Income, and its instructions. However, the following payments made to a corporation (including gross proceeds paid to an attorney under section 6045(f), even if the attorney is a corporation) and reportable on Form 1099-MISC are not exempt from backup withholding: medical and health care payments, attorneys' fees; and payments for services paid by a federal executive agency. 3 Part I. Taxpayer Identification Number (TIN) Enter your TIN in the appropriate box. If you are a resident alien and you do not have and are not ellgible to get an SSN, Iour TIN is your IRS individual taxpayer identification number TIN). Enter it in the social security number box. If you do not have an ITIN, see How to get a TIN below. If you are a sole proprietor and you have an EIN, you may enter either your SSN or EIN. However, the IRS prefers that you use your SSN. If you are a single -owner LLC that is disregarded as an entity separate from its owner (see Limited liability company (LLC) on page 2), enter your SSN (or EIN, if you have one). If the LLC is a corporation, partnership, etc., enter the entity's EIN. Note. See the chart on page 4 for further clarification of name and TIN combinations. How to get a TIN. If you do not have a TIN, apply for one immediately. To apply for an SSN, get Form SS-5, Application for a Social Security Card, from your local Social Security Administration office or get this form online at www.socialsecurity.gov. You may also get this form by calling 1-800-772-1213. Use Form W-7, Application for IRS Individual Taxpayer Identification Number, to apply for an ITIN, or Form SS-4, Application for Employer Identification Number, to apply for an EIN. You can apply for an EIN online by accessing the IRS website at www.irs.gov/businesses and clicking on Employer ID Numbers under Related Topics. You can get Forms W-7 and SS-4 from the IRS by visiting www.irs.gov or by calling 1-800-TAX-FORM (1-800-829-3676). If you are asked to complete Form W-9 but do not have a TIN, write "Applied For" in the space for the TIN, sign and date the form, and give it to the requester. For interest and dividend payments, and certain payments made with respect to readily tradable instruments, generally you will have 60 days to get a TIN and give it to the requester before you are subject to backup withholding on payments. The 60-day rule does not apply to other types of payments. You will be subject to backup withholding on all such payments until you provide your TIN to the requester, Note. Writing "Applied For" means that you have already applied for a TIN or that you intend to apply for one soon. Caution: A disregarded domestic entity that has a foreign owner must use the appropriate Form W-8. Form W-9 (Rev. 11-2005) Part II. Certification To establish to the withholding agent that you are a U.S. person, or resident alien, sign Form W-9, You may be requested to sign by the withholding agent even if items 1, 4, and 5 below indicate otherwise. For a joint account, only the person whose TIN is shown in Part I should sign (when required). Exempt recipients, see Exempt From Backup Withholding on page 2. Signature requirements. Complete the certification as indicated in 1 through 5 below. 1. Interest, dividend, and barter exchange accounts opened before 1984 and broker accounts considered active during 1983. You must give your correct TIN, but you do not have to sign the certification. 2. Interest, dividend, broker, and barter exchange accounts opened after 1983 and broker accounts considered inactive during 1983. You must sign the certification or backup withholding will apply. If you are subject to backup withholding and you are merely providing your correct TIN to the requester, you must cross out item 2 in the certification before signing the form. 3. Real estate transactions. You must sign the certification. You may cross out item 2 of the certification. 4. Other payments. You must give your correct TIN, but you do not have to sign the certification unless you have been notified that you have previously given an incorrect TIN. "Other payments" include payments made in the course of the requester's trade or business for rents, royalties, goods (other than bills for merchandise), medical and health care services (including payments to corporations), payments to a nonemployee for services, payments to certain fishing boat crew members and fishermen, and gross proceeds paid to attorneys (including payments to corporations). S. Mortgage interest paid by you, acquisition or abandonment of secured property, cancellation of debt, qualified tuition program payments (under section 529), IRA, Coverdell SSA, Archer MSA or HSA contributions or distributions, and pension distributions. You must give your correct TIN, but you do not have to sign the certification. Privacy Act Notice Page 4 What Name and Number To Give the Requester For this type of account: Give name and SSN of: 1. Individual The individual 2. Two or more individuals point The actual owner of the account account) or, if combined funds, the first individual on the account' 3. Custodian account of a minor The minor (Uniform Gift to Minors Act) 4. a. The usual revocable The grantor -trustee ' savings trust (grantor is also trustee) b. So-called trust account The actual owner' that is not a legal or valid trust under state law 5, Sole proprietorship or The owner a single -owner LLC For this type of account: Give name and EIN of: 6. Sole proprietorship or The owner s single -owner LLC i. A valid trust, estate, or Legal entity 4 pension trust 8. Corporate or LLC electing The corporation corporate status on Form 8832 9. Association, club, religious, The organization charitable, educational, or other tax-exempt organization 10. Partnership or multi -member The partnership LLC 11. A broker or registered The broker or nominee nominee 12. Account with the Department The public entity of Agriculture in the name of a public entity (such as a state or local government, school district, or prison) that receives agricultural program payments List first and circle the name of the person whose number you furnish. If only one person on a joint account has an SSN, that person's number must be furnished. Circle the minor's name and furnish the minor's SSN. s You must show your individual name and you may also enter your business or "DBA" name on the second name line. You may use either your SSN or EIN (if you have one). If you are a sole proprietor, IRS encourages you to use your SSN. List first and circle the name of the legal trust, estate, or pension trust. (Do not furnish the TIN of the personal representative or trustee unless the legal entity itself is not designated in the account title.) Also see Special rules regarding partnerships on page 1. Note. If no name is circled when more than one name is listed, the number will be considered to be that of the first name listed. Section 6109 of the Internal Revenue Code requires you to provide your correct TIN to persons who must file information returns with the IRS to report interest, dividends, and certain other income paid to you, mortgage interest you paid, the acquisition or abandonment of secured property, cancellation of debt, or contributions you made to an IRA, or Archer MSA or HSA. The IRS uses the numbers for identification purposes and to help verify the accuracy of your tax return. The IRS may also provide this information to the Department of Justice for civil and criminal litigation, and to cities, states, the District of Columbia, and U.S. possessions to carry out their tax laws. We may also disclose this information to other countries under a tax treaty, to federal and state agencies to enforce federal nontax criminal laws, or to federal law enforcement and intelligence agencies to combat terrorism. You must provide your TIN whether or not you are required to file a tax return. Payers must generally withhold 28% of taxable interest, dividend, and certain other payments to a payee who does not give a TIN to a payer. Certain penalties may also apply. Presented to: Clay County Sports Lighting Contract RFP # 08/09-3 Green Cove Springs, Florida LighteStructure Submitted by: Musco Sports Lighting, LLC 2107 Stewart Road Muscatine, Iowa 52761 Phone: 563/263-2281 Toll Free: 800/756-1205 Fax: 800/374-6402 LSG Spec - Revision Level: 1 © 2005 Musco Lighting, LLC This information is provided by Musco exclusively for this project. Reproduction or distribution of the enclosed documents or information without the written permission of Musco Lighting, LLC is prohibited. •T•T•T.on a Clay County RFP # 08/09-3 Sports Lighting Contract Green Cove Springs, FL A. BID FORMS Bid Documents Subcontractor List Warranties B. BID PRICING C. FORMS W-9 Certificate of Insurance Table of Contents Bid Form Price Agreement Contract For Park and Playground Equipment Bid No. 08/09-3 Bidder: Musco Sports Lighting, LLC Address: 2107 Stewart Road City, State and Zip: Muscatine, IA 52761 Phone: 800-756-1205 ext. 4738 Email: jim.freie@musco.com Contact Name(s): Jim Freie Signature of Bidder MANUFACTURER CATALOGS: Manufacturer: Musco Sports Lighting Fixed Percentage Discount off MSRP: Prices as listed Installation (Fixed Percentage of cost after discounts of equipment): Manufacturer: N/A Fixed Percentage Discount off MSRP: Installation (Fixed Percentage of cost after discounts of equipment): Manufacturer: N/A Fixed Percentage Discount off MSRP: Installation (Fixed Percentage of cost after discounts of equipment): Manufacturer: N/A Fixed Percentage Discount off MSRP: Installation (Fixed Percentage of cost after discounts of equipment): 16 SUB -CONTRACTOR EQUIPMENT INSTALLERS: Business Name: See attached list Address: Phone Number: Contact Name: Business Name: Address: Phone Number: Contact Name: Business Name: Address: Phone Number: Contact Name: Note: Attach vendor/manufacturer WRITTEN CERTIFICATION (s) naming bidder, and/or each of its sub -contractor installer(s), as an authorized installer certified to install park and playground equipment as required by each manufacturer. Failure to comply with this provision may result in rejection of bid. 17 WARRANTY INFORMATION FORM MAKE AND MODEL OF EQUIPMENT PROPOSED: Musco Sports Lighting equipment and services Is there a warranty on the equipment proposed? X Yes No Does the warranty apply to ALL components or only part? (State Explicitly) See attached warranties. Parts Warranty Period: Service Warranty Period: Nearest source for parts and/or service center (s): Musco Sports Lighting, LLC Name, address and phone number of the authorized service center (s): 1) Jason Thomes, 100 Avenue West, Oskaoosa, IA 52577, 800-825-6030 2) 3) Name, address and phone number of the authority issuing this warranty: (Manufacturer, Distributor, etc.) Musco Sports Lighting, L.L.C. 2107 Stewart Road., Muscatine, IA 52761 COPY OF COMPLETE WARRANTY STATEMENT IS SUBMITTED HEREWITH: X _ Yes No Name of Bidder: Musco Sports Lighting, L.L.C. Signature Title National Sales Manager Phone Number 800-756-1205 ext 4738 *Warranty period must meet or exceed the warranty conditions as stated in the specifications on the bid* Various Equipment and Amenities for Parks and Playgrounds Clay County Division of Parks, Recreation and Special Events Contract # 18 Subcontractors Musco Sports Lighting, LLC 100 lst Avenue West Oskaloosa, IA 52577 M Gay Constructors Mike Gay 11802 Industry Drive Jacksonville, FL 32226 904-714-4001 Davco Russ White/Pete Veins 4885 Park Ridge Boulevard Boynton Beach, FL 33426 561-732-3434 Southeast Electrical Contractors Timmy Carter 15888 County Road 108 Hilliard, FL 32046 904-879-4226 Electrical Contracting Service Charlie Floyd/ Chuck Floyd 2375 West 771h Street Hialeah, FL, 33016 305-556-0041 Florida Electric Contracting Services Inc. Rich Headley/Steve Siems 1491 SW 215t Avenue Ft. Lauderdale, FL 33355 954-587-6760 Cobblestone Electric Inc. Joe Stone 16171 Reiland Drive Istachatta, FL 34636 352-796-9000 Musco reserves the right to use other approved contractors, with the municipality's approval. Light Average Constant Light" levels of footcandles are guaranteed through Musco's Smart Lamp" and service technology, within the Illumination Engineering Society of North America RP-6-01 standards of +/-10% of the design criteria. Musco will electronically monitor lamp operation and operating hours, and will group relamp at the end of the 5000 hour useful life. Initial lamps provided: 5000 hours Group lamp replacements t x 5000 hours: hours Maximum hours of lamp warranty and maintenance: hours Individual lamp outages that occur during the lamp warranty and maintenance period stated above are repaired when the usage of any field is materially impacted. If actual usage exceeds hours; the customer will be required to purchase lamp replacements in order to maintain the warranty to the end of twenty-five years. Energy Consumption Energy consumption for your lighting system will average kW per hour, and will not exceed _kW per hour at the maximum, Exhibit A provides a 25-year energy cost model based upon the customer provided utility rate and anticipated hours of usage. Changes in rates or usage will proportionately change the costs. Monitoring, Maintenance and Control Services Musco shall monitor the performance of your lighting system, including on/off status, hours of usage and lamp outages. If fixture outages that affect playability are detected, Musco will contact you and proactively dispatch technicians. On -off control of your lighting system is provided via an easy -to -use web site scheduling system, phone, fax or email. Our trained Control -Link Central" staff is available toll -free 24/7. Regular usage reports will be sent to you and are always available on Control -Link Central's web site. Spill Light Control Spill light readings at identified locations are guaranteed to be controlled to the values provided in Musco's design documents for your project, shown in Exhibit B. Readings shall be within the Illumination Engineering Society of North America RP-6-01 standards of +/-10% of the design criteria. Structural Integrity Your project has been designed to (code reference). Structural integrity of equipment manufactured by Musco is guaranteed. Musco has a team of people to ensure fulfillment of our product and services warranty shown in Exhibit C and maintains specifically -funded financial reserves dedicated to support our fulfillment of this warranty. To further assure compliance, Musco will provide the Owner with this signed contract guaranteeing the comprehensive service for the 25-year period. See additional information on back page of warranty -.1 25-Year Product Assurance & Warranty Program Project Name: Product Covered: Fixture Quantity: Date Issued: [Date of Shipment/ —Expiration: [Date] __ _ or Service under this Contract is provided by Musco Sports Lighting, LLC ("Musco") or an authorized servicer approved by Musco. Services performed under this Contract shall consist of furnishing labor and parts necessary to restore the operation of the Covered Product(s) to original design criteria provided such service is necessitated by failure of the Covered Product(s) during normal usage. This Contract covers Product(s) consisting of Musco's Green Generation Lighting' with Control Linkg and any additional Musco manufactured product as listed above. "We", "us" and "our' mean Musco. "You" and 'Your" mean the purchaser of the Covered Product(s). No one has the authority to change this Contract without the prior written approval of Musco. Musco shall not assume responsibility for their agents or assignees other than as described below. If there is a conflict between the terms of this Contract and information communicated either orally or in writing by one or more of our employees or agents, this Contract shall control. Additional Provisions Availability of. Service: Control -Link Central' operators shall be available 2417 via web site, phone, fax or email. Maintenance service specialists shall be available 8 AM to 5PM Central Time, and services shall be rendered during these same hours in your local time zone, Monday through Friday (with the exception of national holidays). Hours of operation are subject to change without notice to you. Musco will exercise all reasonable efforts to perform service under this Contract, but will not be responsible for delays or failure in performing such services caused by adverse weather conditions, acts of any government, failure of transportation, accidents, riots, war, labor actions or strikes or other causes beyond its control. 2. Determination of Repairs: Musco will utilize the field monitoring system and any information provided by the customer to determine when the usage of the field is materially impacted. From this information, Musco will determine needed repair and/or replacement of Covered Product(s) and parts. Repair will be with product(s) of like kind and quality. S. Your Requirements Under this Contract: You must meet all electrical requirements as specified by the manufacturer. In addition, you promise and assure: full cooperation with Musco, Musco's technicians and authorized servicers during telephone diagnosis and repair of the Covered Product(s); reasonable accessibility of the Covered Product(s); a nonthreatening and safe environment for service. You agree to check fuses and to replace fuses as needed. Musco provides spare fuses and a fuse puller in the lowest alpha -numeric numbered enclosure. Musco will replenish spare fuses used. Project Number: hours, whichever occurs first 4. Service Limitations - This Contract does not cover: Maintenance, repair or replacement necessitated by loss or damage resulting from any external causes such as, but not limited to, theft, environmental conditions, negligence, misuse, abuse, improper electrical/power supply, unauthorized repairs by third parties, attachments, damage to cabinetry, equipment modifications, vandalism, animal or insect infestation, physical damage to Covered Products parts or components, failure of existing structures, supporting electrical systems or any non-Musco equipment, or acts of God/nature (including, but not limited to: earthquake, flood, tornadoes, typhoons, hurricanes or lightning). 5. Contract Limitations: a. EXCLUSIONS FROM COVERAGE: IN NO EVENT WILL MUSCO BE LIABLE FOR ANY SPECIAL, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES WHICH INCLUDE, BUT ARE NOT LIMITED TO, ANY DELAY IN RENDERING SERVICE OR LOSS OF USE DURING THE REPAIR PERIOD OF THE COVERED PRODUCT(S) OR WHILE OTHERWISE AWAITING PARTS. b. Limitation of Liability: To the extent permitted by applicable law, the liability of Musco, if any, for any allegedly defective Covered Product(s) or components shall be limited to repair or replacement of the Covered Product(s) or components at Musco's option. THIS CONTRACT IS YOUR SOLE EXPRESS WARRANTY WITH RESPECT TO THE COVERED PRODUCT(S). ALL IMPLIED WARRANTIES WITH RESPECT TO THE COVERED PRODUCT(S) INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, ARE HEREBY EXPRESSLY EXCLUDED. c. Musco requires reasonable access for a crane or man lift equipment to service the lighting system. Musco will not be responsible for damage from operating the vehicle on the property when the equipment is operated in the prescribed manner over the designated access route. 5. Transfer and Assignment: You shall not have the right to assign or otherwise transfer your rights and obligations under this Contract except with the prior written consent of Musco provided, however, that a successor in interest by merger, operation of law, assignment or purchase or otherwise of your entire business shall acquire all of your interests under this Contract. 7. Governing Law: Unless otherwise govemed by applicable state law, the Contract shall be interpreted and enforced according to the laws of the State of Iowa. 8. Subrogation: In the event Musco repairs or replaces any Covered Product(s), parts or components due to any defect for which the manufacturer or its agents or suppliers may be legally responsible, you agree to assign your rights of recovery to Musco. You will be reimbursed for any reasonable costs and expenses you may incur in connection with the assignment of your rights. You will be made whole before Musco retains any amounts it may recover. Signature: Vice President of Sales ., 2005, 2007 Muscc ;Jghring W200.6- 10 Year Warranty Equipment Musco warrants your lighting system (excluding fuses and lamps) to be free from defects in materials and workmanship for a period of ten years starting from the date of shipment. Two Years Labor — Musco agrees to provide labor and materials for a period of two years to replace defective parts or repair defects in workmanship or, at its election, to pay the reasonable cost of labor for such repairs. For the remainder of the warranty period, replacement materials will be provided at no charge. Labor costs will be the owner's expense. Lamps Lamps are warranted not to fail for two years from the date of shipment. Lamps which fail during the first year of the warranty period will be replaced and installed at no cost to the owner. Lamps which fail during the second year of the warranty period will be replaced by the manufacturer, but installation will be the owner's responsibility. Lamps damaged by physical trauma or electrical surges are not covered by this warranty. Alignment Musco warrants accurate alignment of the luminaires on the luminaire assembly for a period of ten years starting from the date of shipment. Limitations The following are not covered by this warranty: • Fuses • Weather condition events such as lightning or hail damage • Improper installation, vandalism or abuse • Unauthorized repairs or alterations Repair and/or replacement are the complete warranty and constitute the exclusive remedy. C2005 Musco Lighting W10Y2 Clay County Sports Lighting Bid Sheet Manufacturer: Musco Sports Lighting, LLC. Address: 2107 Stewart Road City, State, Zip Code: Muscatine, IA 52761 Contacts: Danny Sheldon Phone #: 352/665-0578 Bob DeCouto Phone#: 352/243-9999 Fed. ID #: 42-1511754 Delivery: 4-6 weeks F.O.B. Destination Email: danny.sheldon@musco,com Fax #: 800/374-6402 Email: bob.decouto@musco.com Fax #: 800/374-6402 MUSCO LIGHTING PRICING - All prices are delivered to the job site — Terms: Net 30 days upon delivery For installed packages, 25% down payment is requested. BASE BID LIGHTING EQUIPMENT DESCRIPTION LIGHT -STRUCTURE GREENTM SYSTEM (LSG) Equipment Pricing includes: Precast Concrete Bases, Galvanized Steel Poles, Fixtures, Pole Top Luminaire Assemblies, Electrical Component Enclosures, and Wire Harnesses. WARRANTY AND GUARANTEE (LSG)* 25-Year Warranty: Manufacturer shall supply a signed warranty covering the entire system for 25 years. Warranty shall guarantee light levels; lamp replacements; system energy consumption; monitoring, maintenance and control services, spill light control, and structural integrity. Manufacturer shall maintain specifically -funded financial reserves to assure fulfillment of the warranty for the full term. Warranty may exclude fuses, storm damage, vandalism, abuse and unauthorized repairs or alterations. *All warranty and maintenance agreements on all facilities except tennis/roller hockey are based upon 400 hours or less on annual usage. The tennis, roller hockey, skate park and outdoor basketball courts warranty and maintenance agreement is based upon 1000 hours or less of annual usage. If annual usage exceeds the hours noted above, an extension of the warranty/maintenance agreement will be negotiated with the manufacturer on a project by project basis. SPORTSCLUSTER GREENTM SYSTEM (SCG) Equipment Pricing includes: Fixtures, Luminaire Assemblies, Electrical Component Enclosures, and Wire Harnesses. WARRANTY AND GUARANTEE (SCG) 10-Year Warranty: Manufacturer shall supply a signed warranty covering the entire system, excluding fuses and lamps, for 10 years from the date of shipment. Labor shall be included for 2 years. Lamps shall be warranted for 2 years for parts, and 1 year for labor. Warranty may exclude fuses, storm damage, vandalism, abuse and unauthorized repairs or alterations. LIGHT-PAK SYSTEMTM Equipment Pricing includes: Luminaire Assemblies, Electrical Component Enclosures. WARRANTY AND GUARANTEE (LIGHT-PAK) 10-Year Warranty: Manufacturer shall supply a signed warranty covering the entire system, excluding fuses and lamps, for 10 years from the date of shipment. Labor shall be included for 2 years. Lamps shall be warranted for 2 years for parts, and 1 year for labor. Clay County Spec r3.doc 1 Created on 11/25/2008 10:15:00 AM Warranty may exclude fuses, storm damage, vandalism, abuse and unauthorized repairs or alterations. Section I - Musco Lichtina Price List Note: For field sizes and pole locations not covered below, use fixture and pole adjustments found in Adders section of the bid page. Manufacturer shall provide design for actual field, plus the design of the field that most closely relates to actual field, for comparative purposes. Tennis — Standard pole locations are 6' beyond the serving line and 3' outside the fence. Pricing and pole sizing for tennis courts are also applicable to roller hockey and skate parks. Size ___Light Level LSG 110 FBC 2004 w/ 06 Su lement Price SCG Price 2 Ct 50 fc $48,547 $20,625 3 Ct 50 fc $62,733 $33,263 4 Ct 50 fc $83,258 $45,982 Outdoor Basketball — Standard pole locations are 15' outside the fence on the center line Size Light Level LSG 110 FBC 2004 w/ 06 Supplement Price SCG Price 1 Ct 40 fc $27,037 $11,847 2 Ct 40 fc $35,716 $17,278 Light -Pak Fixtures Light -Pak Price 8 $7,805 12 $10,107 Baseball (90' Base path) — Standard A -pole locations are 50' down line and 55' off for a 90' base path. Standard B-pole locations are 5' beyond the outfield radius and 10' off the foul line for a 4-pole design and are at a distance down the line of ((Foul Line + Basepath)/2x0.5) and 40' off the foul line for a 6-pole and 8- pole design. Standard C-pole locations are 5' beyond the outfield radius at an angle of 20 degrees from the foul line for a 6-pole design and 10 degrees from the foul line for an 8—pole design. Standard D-pole locations are 5' beyond the outfield radius at an angle of 30 degrees from the foul line for an 8-pole design. Size Light Level LSG 110 FBC 2004 w/ 06 Supplement Price SCG Price 300' 50/30 fc $130,695 $72,151 300' 70/50 fc $189,987 $112,307 350' 50/30 fc $157,213 $88,779 350` 70/50 fc $245,355 $140,690 33074007330' 50/30 fc $166,622 $91,241 33074007330' 70/50 fc $269,642 $152,902 32073607320' 50/30 fc $157,041 $84,593 32073607320' 70/50 fc $248,851 $141,682 Softball/T-Ball (60' Base path) - Standard A -pole locations are 35' down line and 40' off for a 60' base path. Standard B-pole locations are 5' beyond the outfield radius and 10' off the foul line for a 4-pole design Clay County Spec r3.doc 2 Created on 11/25/2008 10:15:00 AM and are at a distance down the line of ((Foul Line + Basepath)/2x0.5) and 40' off the foul line for a 6-pole and 8-pole design. Standard C-pole locations are 5' beyond the outfield radius at an angle of 20 degrees from the foul line for a 6-pole design and 10 degrees from the foul line for an 8-pole design. Standard D- pole locations are 5' beyond the outfield radius at an angle of 30 degrees from the foul line for an 8-pole design. Size Light Level LSG 110 FBC 2004 w/ 06 Supplement Price SCG Price 150' 30 fc $42,832 $22,160 175' 50/30 fc $59,765 $30,897 185' 50/30 fc $65,123 $34,251 200' 50/30 fc $79,740 $39,397 200' 70/50 fc $93,465 $51,138 225' 50/30 fc $86,187 $44,252 225' 70/50 fc $104,235 $58,023 250' 50/30 fc $91,249 $49,108 250' 70/50 fc $137,593 $81,802 275' 50/30 fc $102,191 $56,040 275' 70/50 fc $154,773 $95,588 300' 50/30 fc $117,435 $65,228 300' 70/50 fc $179,099 $105,548 320' 50/30 fc $129,519 $72,230 320 70/50 fc $192,278 $119,595 Soccer - Standard pole locations for a 4-pole design would be located at a distance of (Field Length/2 - ((Field Width/2 + Setback) x 0.40)) from the center line, with setbacks from the field as given above. Standard outside pole locations for a 6-pole design would be located at a distance of (Field Length/2 - ((Field Width/2 + Setback) x 0.28) from the center line, with setbacks from the field as given below. Size Light Level Set- back LSG 110 FBC 2004 w/ 06 Supplement Price SCG Price 330'x160' 30 fc 30' $69,700 $38,638 330'x160' 50 fc $113,807 $71,598 330'x180' 30 fc 30' $90,067 $50,713 330'x180' 50 fc $124,839 $81,308 330'x210' 30 fc 30' $97,078 $55,897 330'x210' 50 fc $136,895 $86,316 330'x225' 30 fc 30' $103,745 $60,530 330'x225' 50 fc $143,936 $90,391 360'x160' 30 fc 30' $90,412 $50,804 360'x160' 50 fc $136,895 $86,316 360'x180' 30 fc 30' $90,412 $50,804 360'x180' 50 fc $136,895 $86,316 360'x210' 30 fc 30' $103,745 $60,530 360'x210' 50 fc $143,936 $90,391 360'x225' 30 fc 30' $109,862 $64,826 360'x225' 50 fc $152,995 $100,117 360'x240" 30 fc 30' $109,862 $64,826 360'x240' 50 fc $160,326 $104,981 Clay County Spec r3.doc 3 Created on 11/25/2008 10:15:00 AM Football - Standard pole locations are located at the 15 yard line, with setbacks from the field as given below. Size Light Level Set -back LSG 110 FBC 2004 w/ 06 Supplement Price SCG Price No track 30 fc 60' $90,412 $50,804 No track 50 fc $140,416 $88,353 No track 100 fc $251,144 $175,219 No track 30 fc 80' $103,681 $60,498 No track 50 fc $161,322 $90,327 No track 100 fc $276,730 $185,372 No track 30 fc 100' $130,275 $62,615 No track 50 fc $173,778 $98,020 No track 100 fc $312,314 $202,604 No track 30 fc 120' $152,974 $72,496 No track 50 fc $219,322 $112,854 No track 100 fc $364,159 $226,050 Section II - Adders/Deducts A. Florida Building Code, 2004 edition with 2006 supplement for public schools will add up to 15% to the price of the job. B. Purchase of additional lighting for security, special areas, or replacing lights on existing poles and non-standard field sizes or pole locations. $ 2,990 per fixture C. Control and Monitoring Adder for SCG $7,475 per unit ❑. Additional Control & Monitoring units necessary due to additional electrical services. (Base price includes one unit per project) $5,000 per unit E. Osprey Nest Platforms $2,875 each F. Adder for additional spill and glare control $3,335 per pole G. Freight adder/deduct based off base bid of 1,195 miles $0.15 per fixture/per mile Section III - Labor Costs A. Pole Installation (price per pole) Pole Height LSG 110 FBC 2004 w/ 06 Supplement 40' $2,785 50' $3,035 60' $3,290 70' $3,795 80, $4,430 Clay County Spec r1doc 4 Created on 11/25/2008 10:15:00 AM 90, $5,450 100' $7,085 110' $12,150 B. Removal of Existing Poles or Structures $4,600 per pole C. Installation of Fixtures on Existing Poles $5,175 per pole Section IV — Electrical Costs A. Service Options Option A — 200 Amp Service (Section IV, A, 1) $11,040 each Option B — 400 Amp Service (Section IV, A, 1) 115,985 each Option C — 600 Amp Service(Section IV, A, 1) $22,425 each B. Conduit, Pull Boxes and Conductors 1. Wiring from Panel to Contactors a. Connect wiring from one 3 pole, 30 amp breaker to one 3 pole, 30 amp contactor using 346 conductors, max distance of 10 feet 90 each b. Connect wiring from one 3 pole, 60 amp breaker to one 3 pole, 60 amp contactor using 344 conductors, max distance of 10 feet 100 each 2. Wiring from Contactors to Poles a. 21/2" PVC with (4) 3/0 $ 34 per foot b. 4" PVC with (4) 500mcm $ 65 ger foot c. (2) 4" PVC with (4) 300mcm $ 85 per foot d. 2" PVC with (4) #1 THWN conductors 26 per foot 3. Pull Boxes a. Brooks 38T pull box with 8" x 8" x 6" PVC box 460 each Inside b. Connect 441 conductors from pull box to sports lighting pole, maximum distance of 10 feet 110 each C. Lightning Protection 1, Surge Arrestor — protection at remote electrical enclosure $ 1,035 each 2. Surge Arrestor — protection on line side of panel $ 8,625 each Section V — Engineered Plans A. Electrical Engineering Drawings, sealed by P.E. 3. Adder for 200 amp service $ 5,750 each 4. Adder for 400 amp service 1 8,625 each Clay County Spec r3.doc 5 Created on 11/25/2008 10:15:00 AM 5. Adder for 600 amp service B. Structural Engineering Drawings, sealed by P.E. 1. Foundation and pole plans based on assumed soils 2. Foundation and pole plans based on geotech report C. Geotech report D. Bonding (over $200,000) E. Site survey F. Project management Section VI - YearlyAdiustments, $13,800 each 1150 per Drgiect $2,875 per project $8,625 per project $1,785 per $100,000 $2,875 per project $5,750 per project A. During the term of this contract, technical upgrades to these products may periodically become available and will be offered to the owner. Musco reserves the right to supply upgraded technology provided it maintains the on -field lighting performance, enhances benefits and does not exceed the prices bid when applied to a project application under the current contract provisions. B. During the term of this contract if the state of Florida Building Codes/Wind speeds change, Musco reserves the right to adjust pricing accordingly. I. SPORTS LIGHTING - LIGHT -STRUCTURE GREENTM SYSTEM A. BASE BID LIGHTING EQUIPMENT The primary goals of this sports lighting specification are: 1. Life Cycle Costs: In order to reduce the operating budget, the preferred lighting system shall be energy efficient and cost effective to operate. All maintenance costs shall be eliminated, and the fields should be proactively monitored to detect fixture outages over a 25 year life cycle. To allow for optimized use of labor resources and avoid unneeded operation of the facility, customer requires a remote on/off control system for the lighting system. 2. Environmental Light Control: It is the primary goal of this project to minimize spill light and glare. 3. Guaranteed Light Levels: Selection of appropriate light levels impact the safety of the players and the enjoyment of spectators. Therefore the lighting system shall be designed such that the light levels are guaranteed for a period of 25 years. B. LIGHTING PERFORMANCE / PLAYABILITY The manufacturer shall supply lighting equipment to meet the following performance and life cycle cost criteria: 1. Playing surfaces shall be lit to an average constant light level and uniformity as specified per the bid sheet. Light levels shall be held constant for 5000 hours. Lighting calculations shall be developed and field measurements taken on the grid spacing with the minimum number of grid points specified on the bid sheet. Measured average illumination level shall be +/- 10% of predicted mean in accordance with IESNA RP-6-01, and measured at the first 100 hours of operation. Clay County Spec r3.doc 6 Created on 11/25/2008 10:15:00 AM 2. Manufacturer shall provide computer models guaranteeing light levels on the field for 25 years with a recoverable light loss factor of .7 in all applications. C. LIFE CYCLE COST 1. Ener Consum tion: The kWh consumption for the field lighting system shall be calculated by the following criteria: # luminaries x kw demand x kw rate of .22/hr x annual usage of 400 hours x 25 years. Tennis courts, skate parks, roller hockey and outdoor basketball courts will be based on an annual usage of 1,000 hours. 2. Complete Lamp Re lacement: Manufacturer shall include the appropriate number of group lamp replacements to be completed at end of each 5000 hours of operation. For the purpose of the bid, it is assumed that the field(s) will be operated 400 hours per year or 10,000 hours during a 25 year period. Manufacturer shall warrant the system to meet designed light levels upon completion of these relamps. 3. Preventative and Spot Maintenance: Manufacturer shall provide all preventative and spot maintenance, including parts and labor for 25 years on the system from the date of equipment delivery. Lamp outages shall be repaired when they materially impact the usage of any field. Owner agrees to check fuses and maintain as necessary in the event of a fixture outage prior to calling the manufacturer. 4. Remote Monitoring System: System shall monitor lighting performance and notify manufacturer if individual luminaire outage is detected so that appropriate maintenance can be scheduled. The manufacturer shall notify the owner of outages within 24 hours, or the next business day. The controller shall determine switch position (Manual or Auto) and contactor status (open or closed). 5. Remote Li-ghting Control System: System shall include lighting contactors. System shall allow owner and users with a security code to schedule on/off system operation via a web site, phone, fax or email up to ten years in advance. Manufacturer shall provide and maintain a two- way TCP/IP communication link. Trained staff shall be available 24/7 to provide scheduling support and assist with reporting needs. The owner may assign various security levels using a user code and password to schedulers by function and/or fields. This function must be flexible to allow a range of privileges such as full scheduling capabilities for all fields, to only having permission to execute "early off" commands by phone or extend the field usage. On site equipment shall include Manual Off -On -Auto Switches to allow for maintenance, and shall accept and store 7-day schedules. The controller shall be protected against power outages / memory loss and shall reboot once power is regained and execute any commands that would have occurred during outage. 6. Manaaement Tools: Manufacturer shall make available a web -based database of actual field usage and provide reports by facility and user group. 7. Communication Costs: Manufacturer shall include communication costs for operating the controls and monitoring system for a period of 25 years. II. SPORTS LIGHTING - SPORTSCLUSTER GREENT"" SYSTEM A. BASE BID LIGHTING EQUIPMENT The primary goals of this sports lighting specification are: 1. Life Cycle Costs: In order to reduce the operating budget, the preferred lighting system shall be energy efficient and cost effective to operate. Clay County Spec r3.doc 7 Created on 11/25/2008 10:15:00 AM 2. Environmental Light Control: It is the primary goal of this project to minimize spill light and glare. 3. Guaranteed Light Levels: Selection of appropriate light levels impact the safety of the players and the enjoyment of spectators. Therefore the lighting system shall be designed such that the light levels are guaranteed for a period of 10 years. B. LIGHTING PERFORMANCE / PLAYABILITY The manufacturer shall supply lighting equipment to meet the following performance and life cycle cost criteria: 1. Playing surfaces shall be lit to an average constant light level and uniformity as specified per the bid sheet. Light levels shall be held constant for 5000 hours. Lighting calculations shall be developed and field measurements taken on the grid spacing with the minimum number of grid points specified on the bid sheet. Measured average illumination level shall be +/- 10% of predicted mean in accordance with IESNA RP-6-01, and measured at the first 100 hours of operation. 2. Manufacturer shall provide computer models guaranteeing light levels on the field for 10 years with a recoverable light loss factor of .7 in all applications. C. LIFE CYCLE COST 1. Energy Consumption: The average kWh consumption shall be calculated by the following criteria: # luminaries x kw demand x kw rate of .22/hr x annual usage of 400 hours x 25 years. Tennis courts, skate parks, roller hockey and outdoor basketball courts will be based on an annual usage of 1,000 hours. III. LIGHTING SYSTEM CONSTRUCTION A. SYSTEM DESCRIPTION Lighting system shall consist of the following: 1. Galvanized steel poles and crossarm assembly (LSG Only) 2. Pre -stressed concrete base embedded in concrete backfill (LSG Only) 3. All luminaires shall be constructed with a die-cast aluminum housing to protect the luminaire reflector system. 4. Luminaire, visor, and crossarm shall withstand 150 mph winds and maintain luminaire aiming alignment. 5. Manufacturer will remote all ballasts and supporting electrical equipment in aluminum enclosures mounted approximately 10' above grade. The enclosures shall include ballast, capacitor and fusing for each luminaire. Safety disconnect per circuit for each pole structure will be located in the enclosure. 6. Wire harness complete with an abrasion protection sleeve, strain relief and plug-in connections for fast, trouble free installation. 7. Controls and Monitoring Cabinet to provide on -off control and monitoring of the lighting system, constructed of NEMA Type 4 aluminum. Communication method shall be provided by manufacturer. Cabinet shall contain custom configured contactor modules for 30, 60, and 100 amps, labeled to match field diagrams and electrical design. Manual Off -On -Auto selector switches shall be provided. (Standard LSG/Optional SCG) B. MANUFACTURING REQUIREMENTS All components shall be designed and manufactured as a system. All luminaires, wire harnesses, ballast and other enclosures shall be factory assembled, aimed, wired and tested. Clay County Spec r3.doc 8 Created on 11/25/2008 10:15:00 AM C. DURABILITY All exposed components shall be constructed of corrosion resistant material and/or coated to help prevent corrosion. All exposed steel shall be hot dip galvanized per ASTM A123. All exposed hardware and fasteners shall be stainless steel of at least 18-8 grade, passivated and polymer coated to prevent possible galvanic corrosion to adjoining metals. All exposed aluminum shall be powder coated with high performance polyester. All exterior reflective inserts shall be anodized, coated with a clear, high gloss, durable fluorocarbon, and protected from direct environmental exposure to prevent reflective degradation or corrosion. All wiring shall be enclosed within the crossarms, pole, or electrical components enclosure. D. LIGHTNING PROTECTION All structures shall be equipped with lightning protection meeting NFPA 780 standards. Contractor shall supply and install a ground rod of not less than 5/8" in diameter and 8' in length, with a minimum of 10' embedment. Ground rod should be connected to the structure by a copper main down conductor with a minimum size of #2 for poles with less than 75' mounting height and 2/0 for poles with more than 75' mounting height. E. SAFETY All system components shall be UL Listed for the appropriate application. F. ELECTRIC POWER REQUIREMENTS FOR SPORTS LIGHTING EQUIPMENT Maximum total voltage drop to the disconnect switch located on the poles shall not exceed 3 percent of rated voltage. 1. Voltage/Phase to be determined for each specific site. IV. DELIVERY TIMING The equipment must be on site 4-6 weeks from the receipt of approved submittals and receipt of complete order information. V. STRUCTURAL PARAMETERS A. BUILDING CODE The base bid of the lighting system must comply with Florida Building Code Edition 2004, w/ 2006 supplement, 110 mph. Second option is Florida Building Code Edition 2004 w/ 2006 supplement, 140 mph. B. STRUCTURAL DESIGN The stress analysis and safety factor of the poles shall conform to AASHTO Standard Specifications for Structural Supports for Highway Signs, Luminaires and Traffic Signals. C. SOIL CONDITIONS The design criteria for these specifications are based on soil design parameters as outlined in the geotechnical report. If a geotechnical report is not provided by the owner, the foundation design shall be based on soils that meet or exceed those of a Class 5 material as defined by 2004 FBC, Table 1804.2. D. FOUNDATION DRAWINGS Project specific foundation drawings stamped by a registered engineer in the state where the project is located are required. The foundation drawings must list the moment, shear (horizontal) force, and axial (vertical) force at ground level for each pole. These drawings must be submitted within 14 days of purchase. VI. FIELD QUALITY CONTROL A. ILLUMINATION MEASUREMENTS Upon substantial completion of the project and in the presence of the Contractor, Project Engineer, Owner's Representative, and Manufacturer's Representative, illumination measurements shall be taken and verified. The illumination measurements shall be conducted in accordance with IESNA Clay County Spec r3.doc 9 Created on 11/25/2008 10:15:00 AM RP-6-01, Appendix B. VII. POLE CONSTRUCTION, POLE REMOVAL, AND RELIGHT A. POLE INSTALLATION Provide pricing for labor to install owner furnished poles & fixtures. Price will include unloading of the equipment upon arrival to job site, excavation of holes, assembly of the poles and luminaires, all wiring from the remote electrical enclosure to the luminaires, proper grounding, installation of the pre -stressed foundations with concrete backfill, pole erection and aiming. Installation assumes standard soils of 2000 psf with no rock or abnormal collapsing holes. B. REMOVAL OF EXISTING POLES OR STRUCTURES Provide pricing for labor to take down existing poles, structures and fixtures and remove them to a staging area on the job site designated by the owner. Concrete and steel poles will be completely removed. Poles will be cut at base — foundations will not be removed but cut and jack -hammered to a foot below grade. Wood poles may be cut off 2 feet below grade, as long as the stumps are covered back with soil. C. INSTALLATION OF FIXTURES ON EXISTING POLES Provide pricing for labor to take down existing fixtures and remove them to a staging area on the job site designated by the owner. The cost will also include labor to install the new fixtures on the existing structure. Installation assumes that the pole structure and wiring will be sufficient to handle the new fixtures. Owner assumes all responsibility of structural integrity of existing poles. D. OWNER AND BIDDER RESPONSIBILITIES 1. Owner's Responsibilities: a. Total access to the site and pole locations for construction. Must be able to move from location to location on standard rubber tires — no towing required. b. Survey in pole locations, mark home plate, foul lines and field boundary lines. c. Removal of any trees, limbs, etc. for total access to pole locations. d. Removal and replacing of all fencing. e. Repair and replacement of any field turf, asphalt, and/or concrete damage. f. Locate existing underground utilities including irrigation systems. g. Pay for all permitting costs. h. Extra costs associated with foundation excavation and construction in non-standard soils (rock, caliche, high water table, collapsing holes, alluvial soils, etc.). Standard soils are defined as Class 5 soils in Table 1804.2 in the 2004 edition of the Florida Building Code and can be excavated using standard earth auguring equipment. I. Provide primary transformer to within 150' of site. j. Provide a source for water (I.E. Fire Hydrant or 2" water line). k. Provide adequate trash container for cardboard waste. 2. Bidder's Responsibilities: a. Provide required poles, fixtures, and foundations and associated designs. b. Provide structural design for poles and foundations, certified by a professional engineer licensed in the State. c. Provide layout of pole locations and aiming diagram. d. Provide light test upon owner supplied electrical system. e. Provide equipment and materials to off load equipment at jobsite per scheduled delivery. f. Secure required permits, owner to pay cost of permits. g. Provide equipment and materials to install poles and foundations as specified on layout. h. Provide and install ground rods (one per pole location) for lightning protection per NFPA 780 Code. Poles 70' and below require a #2 ground wire. Poles 80' and above require 2/0 ground wire. Ground rods to be 3/4"x10' or 5/8"x8' with a 10' embedment. i. Provide materials and equipment to assemble fixtures. Clay County Spec r3.doc 10 Created on 11/25/2008 10:15:00 AM j. Provide equipment and materials to assemble and erect poles. k. Provide equipment and materials to remove spoils from jobsite. I. Provide bonding per State of Florida requirements VIII. ELECTRICAL SUPPLY LABOR/EQUIPMENT A. ELECTRICAL SERVICES All services are to be quoted at 277/480 volt three phase. Base all service feeders on a length of 150 feet at a burial depth of 36" with no obstructions in the path. Provide lump sum costs for equipment and labor to install each of the following three options: Option A a. 200 amp three phase meter can b. 200 amp main circuit breaker N3R 42 circuit panel with 8 three pole 30 amp breakers. c. Service feeders. (4) 3/0 conductors in a 2 1/2" raceway. 150' d. Build Service Rack out of 2" galvanized pipe with galvanized uni-strut to accommodate meter can, electrical panel and one lighting contactor cabinet sized at 72" high, 36" wide and 12" deep. The lighting contactor will be provided by the sports lighting manufacturer and installed. e. Pull necessary permits Option B a. 400 amp three phase meter can b. 400 amp main circuit breaker N3R 42 circuit panel with 8 three pole 60 amp breakers. c. Service feeders. (4) 500 mcm conductors in a 4" raceway. 150' d. Build Service Rack out of 2" galvanized pipe with galvanized uni-strut to accommodate meter can, electrical panel and one lighting contactor cabinet sized at 72" high, 36" wide and 12" deep. The lighting contactor will be provided by the sports lighting manufacturer and installed. e. Pull necessary permits 3. O t�p ion C a. 600 amp three phase meter can b. 600 amp main circuit breaker N3R 42 circuit panel with 12 three pole 60 amp breakers. c. Service feeders. (2) 4" raceways with (4) 300 mcm conductors in a 4" raceway. 150' d. Build Service Rack out of 3" galvanized pipe with galvanized uni-strut to accommodate meter can, electrical panel and one lighting contactor cabinet sized at 72" high, 36" wide and 12" deep. The lighting contactor will be provided by the sports lighting manufacturer and installed. e. Pull necessary permits B. CONDUIT, PULL BOXES AND CONDUCTORS Provide equipment and labor to install conduit, pull boxes and conductors. All installations are to be in pvc schedule 40 pipe at a burial depth of 36" with twin conductors. C. LIGHTNING PROTECTION Surge Arrestors: UL labeled and rated for 277/480V, 3 phase, 4 wire, as manufactured by Erico (TDX-50) or equal and shall be attached to the bottom of the remote ballast enclosure and/or on line side of main electrical panel. Clay County Spec r3.doc 11 Created on 11/25/2008 10:15:00 AM Form', YY-9 Request for Taxpayer Give form to the. (Rev. December 1996) identification Number and Certification requester. Do NOT Depanment of the Treasury send to the IRS. . Internal Revenue Service Name (If a joint account or you changed your name, see specific instructions on page 2,) m o. , Busin ss name. if di Brent from above. (See peclFic instructions on page 2.) z v�ca LLU ,Corporation a Check appropriate box: Q Individual/Sole prietpr C] Partnership Other f------------------•,,---,___,,,,;-, w Address (number, street. and.a SICQ Requester's name and address (optional) t1 MCA city, state. and ZIP code • Taxpayer identification Number (TiN) List account numberts) here (optional) Enter your TIN in the appropriate box. For individuals. this is your social security number social security number (SSN). However, if you are a resident alien OR a ` I 1_ + I I sole proprietor, see the instructions on page 2. For Payees Exempt From Backup For other entities, it is your. employer OR identification number (EIN). If you do not have a Withholding (See the instructions number, see How To Get a TIN on page 2, Employer identitieation number on page 2.) Note: If the account is in more than one name, �__11 �1 l a 11 I 15I I i i151 see the chart on page 2 for. guidelines on whose 1 number -to enter, ► Certification Under penalties of perjury, 1 certify that: The number Shown on this form is my correct tax a er iam Waiting for A 2. I am not subject to backup withholding because (a) i am exempt from backup withholding, or (b) I have not been notified by the Internal. Revenue Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends. or (c) the iRS has notified me that I am no longer subject to backup withholding. Certification Instructions. —You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax retum. For real estate transactions, item 2 does not apply. ,For mortgage interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (iRA), and generally, payments other than interest and dividends, you are not required to. sign the Certification, but.you must provide your correct TIN.. (See the instructions on page 2.) Sign Here Purpose of Form.- A person who' is. required to file an information return w th the IRS must get your correct taxpayer identification number (TIN) .to report, for example, income paid to you, real estate transactions, mortgage interest you paid, acquisition or abandonment of secured property, cancellation of debt, or, contributions you made to an iRA. Use Form W-9 to give your correct TIN to the person requesting it (the requester) and, when applicable, to; 1. Certify the TIN you are giving is correct (or you are waiting for a number to be issued), 2. Certify you are not .subject to backup withholding, or 3. Claim exemption from backup withholding if you are an exempt payee. Note: If a requester gives you a form other than a W-9 to request your TIN, you must use the requester's form if it is substantially similar to this Form W-9. What Is Backup Withholding? —Persons making certain payments to you must withhold and pay to the IRS 31% of such payments under certain conditions. This is called "backup withholding." Payments that may be subject to backup withholding include interest, dividends, broker and barter exchange transactions. rents. royalties, nonemployee pay, and certain payments from fishing boat operators. Real estate transactions are not subject to backup withholding. if you give the requester your correct TIN, make the proper certifications, and, report all your taxable interest and dividends on your tax return, payments you receive will not be subject to backup withholding. Payments you receive will be subject to backup withholding if: 1_ You do not furnish your TIN to the requester, or . 2. The IRS tells the requester that you fumished an incorrect TIN, or 3. The IRS tells you that you are subject to backup withholding because you did not report all your interest and dividends on your tax return (for reportable interest and dividends only), or 4, You do not certify to the requester that you are not subject to backup withholding under 3 above (for reportable interest and dividend accounts opened after 1983 only), or 5. You do not certify your TIN when required. See the Part III instructions on page 2 for details. Certain payees and payments are' exempt from backup withholding. See the Part It instructions and the separate Instructions for the Requester of Form W-9. Penalties Failure To Fumish TIN. —If youfail to furnish your correct TIN to a requester, you are subject to a penalty of $50 for each such failure unless your failure is due to reasonable cause and not to willful. neglect. Civil Penalty. for False Information With Respect to Withholding. —If you make a false statement with no reasonable basis that results in no backup withholding, you are subject to a S500 penalty. Criminal Penalty for Falsifying Information.-- Willfully falsifying certifications or affirmations may subject you to criminal penalties including fines and/or imprisonment. NGsuse of TINS. --If the requester discloses or uses TINS in violation of Federal law, the requester may be subject to civil and criminal penalties. Cat. No. 10231X Form ,W-9 (Rev. 12.96)' ACORQM CERTIFICATE OF LIABILITY INSURANCE 1/24 M/OD/YY) 11/24/08 PRODUCER 1-800-247-7756 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Holmes Murphy & Assoc - WDM ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR PO Box 9207 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Des Moines, IA 50306-9207 INSURERS AFFORDING COVERAGE INSURED INSURER A:Employers Mutual Casualty Co. A- X22 Musco Sports Lighting, LLC Attn: Xaryl Thomas INSURER 8:St. Paul Fire & Marine Insurance Company A XV INSURER 0: Employers Mutual Casualty_Co. A- X11 P O Box 808 INSURER D: Oskaloosa IA 52577 INSURERE: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS A GENERAL LIABILITY 2DS362509 07/01/08 07/01/09 EACH OCCURRENCE $ 1, 000, 000 FIRE DAMAGE (Any one fire) $ 300, 000 X COMMERCIAL GENERAL LIABILITY MED EXP (Any one person) $15, 000 CLAIMS MADE FX7 OCCUR PERSONAL & ADV INJURY $1,000,000 X Contractual Liab GENERAL AGGREGATE $ 2,000, 000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ 2, 000, 000 --.......-- POLICY X PRO- X LOC A AUTOMOBILE X LIABILITY ANY AUTO 2ES362509 07/01/08 07/01/09 COMBINED SINGLE LIMIT (Ea accident) $ 1,000, 000 BODILY INJURY (Per person) $ ALL OWNED AUTOS SCHEDULED AUTOS BODILY INJURY (Per accident) $ X X HIRED AUTOS NON -OWNED AUTOS PROPERTY DAMAGE (Per accident) $ _ GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ OTHER THAN EA ACC $ ANY AUTO $ AUTO ONLY: AGG B EXCESS LIABILITY QK05501368 07/01/08 07/01/09 EACH OCCURRENCE $ 1, 000, 000 AGGREGATE $ 1, 000, 000 X OCCUR CLAIMS MADE $ DEDUCTIBLE $ RETENTION $ P+ WORKERS COMPENSATION AND 2SS362509 07/01/08 07/01/09 x WC STATUS OR E.L. EACH ACCIDENT C EMPLOYERS' LIABILITY 2ZS362509 07/01/08 07/01/09 $ 500, 000� E.L. DISEASE - EA EMPLOYEE $500,000 A 2P5362509 07/01/08 07/01/09 E.L. DISEASE -POLICY LIMIT 1 $500,000 A 2M5362509 07/01/08 07/01/09 A OTHER Leased/Rented Equipment 2C5362509 07/01/08 07/01/09 Limit 300,000 Deductible 10,000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS RE: Clay County Piggyback OS-10, No. 138581 Clay County, a political subdivision of the State of Florida; The Board of County Commissioners, Clay County, Florida; and all public agencies of Clay County are included as Additional Insureds on the GL policy as their interests may appear. flOnVIGIP+ATG Uf%l ACO ...........1.1 ....... ....... P`AKIr FI I ATIfIM SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION Clay County Board of County Commissioners DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN Purchasing Department NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR 477 Houston Street REPRESENTATIVES. AUTHORIZED REPRESENTATIVE Green Cove Springs, FL 32043 USA Am( ACORD 25-5 (7/97) ssteinbachwdsm 10389107 W A%,;VKLJ UUMrUMA I Ivn I VOO J - IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. ACQRD 25-5 (7/97) fR Id -I 0 / BOARD OF COUMYtr COMMISSIONERS Pumbiwi oo Division Frftx A Behring, P, 0. Box UN, 471 Houston Strut County mensar (ireBrr CMSP*W6 Pt. 320043W wwww.d YWWrty9Cry o rn (904) 629/27"761 • fsx (904) 278-3T28 December 16, 2009 MEMO TO: Fritz A. Behring County Manager VIA: Angela Croodermote Recording Secretary Finance Committee FROM. Donna Fish Buyer SUBJECT: Finance Committee Agenda January S, 2009 Item: BID # 08/09W3, Various .Equipment and Amenities for Parks and Playgrounds Bid Award. Recommendation Recommend approval to post notice of intent and to award Bid #08/09-3, Various Equipment and Amenities for Parks and Playgrounds to multiple companies. All bids are based upon the % discount offered for products and service. This bid is also a means for qualifying vendors for Ball Park fighting services. (qualifying vendors will be requested to provide pricing on a project by project basis. The qualified vendor providing the lowest responsive quote will be awarded the project. This bid provides playground equipment, amenities and fighting for the Dakleaf Athletic Complex, Fleming Island Athletic Complex, Moccasin Slough Park and all other parks in Clay County. Approval will be effective after 72 hour bid protest period has expired and assuming no protests are received. Funding Source: various /df Att-: 1. Copy of Discount Sheots 2. Bid Tabulation 3. Department Bid Recommendation Wendati Gl Ontds - INWict 1 " nou91115 P. Conkey - Dlstr14 2 • Travis 0"mbp - t7wkt s T. Ctferesee Mewart - DlWkrt 4 • ROW* E Roninson - District $ OCS (904) 294MW • KH CM) 4MS711 • ut (904) 53$ IAU • AP/14196 (W) 26940W " SWfoom: 827,U00 BOAR* OF COUNTY COMMUMOHMS Purahnbd DiviWan ftZ A. Itehring, P. p. 84as.IWI, 471 HawAm Straot County mamsger t r8W C M $P , n =104 (9")829/27&37B3 • Foc (9")27&W28 December 16, 2009 MEMO TO: Fritz A. Behring County Manager VIA: Angela Goodermote Recording Secretary Finance Committee FROM: Donna. Fish Buyer SUBJECT: Finance Committee Agenda January S, 2009 Item: BID # 08/09-3, Various Equipment and .Amenities for Parks and Playgrounds Bid Award Recommendation Recommend approval to post notice of intent and to award Bid #08/09-31 Various Equipment and Amenities for Parks and Playgrounds to multiple companies. All bids are based upon the % discount offered for products and service. This bid is also a means for qualifying vendors for Ball .Park lighting services. Qualifying vendors will be requested to provide pricing on a project by project basis. The qualified vendor providing the lowest responsive quote will be awarded the project. This bid provides playground equipment, amenities and lighting for the Oakleaf Athletic Complex, Fleming ,Island Athletic Complex, Moccasin Slough Park and all other parks in Clay County. Approval will be effective after 72 hour bid protest period has expired and assuming no protests are received. Funding Source: various /df Am: 1. Copy of Discount Sheets 2. Bid Tabulation 3. Department Bid Recommendation Wendell 13 SOWS - District 1 • 00uglas P. Conkey - District 2 + Travis Cummings: • DWtdot 9 T. Omfeese SteWart - QW Wot 4 • Ronnie E Roblrsson - DiMat 5 GCS (cod) 284WW 0 KH (8820 47"731 4 KL (9m) sas-2111 • OP/MBG (904) 269-3Q0 0 SUnOrn: 827--1= u t M m p Xg to w In LLI S C qi d 0- C O a. 1r'1 {71 Yl G9 {� in G w j� �j av ev,00�aa� Ln10 ►% vi+, Q. Y/ 17g M yr M1a 1.I Vl N O s "� is M37'o N cc U 1A w Q96 z U A n� ei1 vet iFi tin Lh R71 g ui ui of to a 6r � Y vi off In b) tun � in p� i�i QS SA Q� � C/ NA c .°w as � a� w 7 ,� to 13 c &, LU aW V LU C 4g n�i gp; eK m euri N $� of ^a � Ln lA9 �1 N N N FV a o c ION, I m M u,o. a°=tr o m �' to CS a6c R Z ss tm D 9• � � r T Y � � r � �- � � � Y � 1Jj m "t7 a � m ao x m �i' �,, i tm u�At 11 F3 • cmi. en ul n'" I � I ao to aneLn at 7p ',ACC¢ � � & � ' uG (C �U u7 p i�j 41 L } ci g C6 x M M A cn aG'a C y r� 41 v+ ; a h va it Ad 0 00 �i z O a LU s a)I- LUZO � a a ia"i.rtW, a a 4 a n. c: ur-. 1� n 1� rd7 iey �q ;nq �. 1tt,1 ° t"�� t* }� �► n t�.} n ie�.ty Rj, eV e+l j 46 a N IL " a, � N 0 14 N a .1100 � "�f' .-� .-, ,-� m In m � as ,., � ca , ;f m to � to � uj 7 pp iz N �y La y h wl _ FL a ac m_ c 1 f 47 _'" th w, o O Q C6 d 4 C G A� Q i� 4 c a CL c. 936 N 'rV N �M N �eti► � � N �N �N � �N �"t'+i j,�.� p, � �N 02 rN Ari r4 M 04 mi pl ei ri 1R R C 10to ` . o. :3 m u IL i fl r-1 r1 H H H O � z yy z m C Q M vT O C1 sc � ttt��4 N Z1 � CLAY COUNTY, FLORIDA Bid Tabulation Fora Bid: RFP 08/09-3 hate: December 2, 2008 Project: Park and Playground Equipment Date Opened: (i Dates/Proof ofPublioation:[i%Q(�ir),w t, li-e-,h o_ Time Closed: I mc % A KM MMM= "l 0r! ' zMom, ( .,I..rl .J,.� wmmmmrwo w-- A"WL41.J= Staff assigned to tabulate bids anti make recommtodations: Name a Title B&coM0keuAajW s; Staff will review the bids and present a recommendation to the Budget, Finance and Patsonnel Committee for subsequent recommendation w the Board. BID OPENING WITNLSSED BY: ' (Board of County Commissionem) V� (Departrfient Slgnat BW RECONIlVM"ATION SHEET December 2, 2008 (Please lligWight Bid to Be Recommended) $Ib #03109 - 3 Various Equipment and Amenities for Parks and PlaYgrounds BIDDERS BOND BASE BID Stan Assigned to Tabulate Bids and Make Recommendations: LIT, I ,tt W M thgy did not . . t...���: +r..- bids = onr&dbased jWgn