HomeMy WebLinkAboutR-01-0328J-01-253
4/10/01
RESOLUTION NO. 01 — 3'r 8
A RESOLUTION OF THE MIAMI CITY COMMISSION
APPROVING THE PROCUREMENT OF NON -AUTOMOTIVE
GLASS FROM READY WINDOW SALES AND SERVICE
CORP. FOR THE DEPARTMENT OF PURCHASING, TO BE
USED BY VARIOUS CITY DEPARTMENTS, ON AN
AS -NEEDED BASIS, UNDER EXISTING MIAMI-DADE
COUNTY CONTRACT NO. 6657 -1/03 -OTR -CW,
EFFECTIVE THROUGH NOVEMBER 30, 2002, SUBJECT
TO ANY EXTENSIONS; ALLOCATING FUNDS FROM EACH
OF THE OPERATING BUDGETS OF VARIOUS USER
DEPARTMENTS, SUBJECT TO BUDGETARY APPROVAL.
WHEREAS, the Department of Purchasing requires the
procurement of non -automotive glass to meet the building
maintenance needs of various departments Citywide on an as -needed
basis; and
WHEREAS, the City Manager and the Director of the Department
of Purchasing recommend the procurement of non -automotive glass
from Ready Window Sales and Service Corp., under existing
Miami -Dade County Contract No. 6657 -1/03 -OTR -CW, be approved; and
cm COMMON
summa OF
APR 2 6 2001
�goludon NO.
01- 328
WHEREAS, funds are available from each of the budgets of the
various user departments, subject to budgetary approval for said
procurement;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are adopted by reference and
incorporated as if fully set forth in this Section.
Section 2. The procurement of non -automotive glass from
Ready Window Sales and Service Corp. for the Department of
Purchasing, to be used by various City departments, on an
as -needed basis, under existing Miami -Dade County Contract
No. 6657 -1/03 -OTR -CW, effective through November 30, 2002,
subject to any extensions, is approved, with funds allocated from
each of the budgets of the various user departments, subject to
budgetary approval for said procurement.
Section 3. This Resolution shall become effective
immediately upon its adoption and signature of the Mayor.!/
ii If the Mayor does not sign this Resolution, it shall become effective at
the end of ten calendar days from the date it was passed and adopted.
If the Mayor vetoes this Resolution, it shall become effective
immediately upon override of the veto by the City Commission.
Page 2 of 3 i7 — 3A7;"8
PASSED AND ADOPTED this 26th day of _April 2001.
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since.the Mayor did not irncdlcate approval of
" gislabon by signing it in the designated place provided, said legislation.
,,�oomes effective with the elapse of ten (10) days from the date of Commisslon
regarding same, without the Mayor exercising
ATTEST:
Waiter J. Foeman, CkV Of
,49
WALTER J. FOEMAN
CITY CLERK
APPROVED AS TO FORM AND CORRECTNESS:/
JANDRO VILARELLO
Y ATTORNEY
5173:LB:BSS
t /z -i "-4�
Page 3 of 3 51— 328
CITY OF MIAMI
CITY ATTORNEY'S OFFICE
MEMORANDUM
TO: Walter J. Foeman
Ci C r
FROM:ejandro Vila llo
rl ity Attorney
DATE: + August 15, 2001
RE: Corrected Scrivener's Error -Resolution No. 01-328, adopted April 26, 2001
(J-01-253)
Resolution No. 01-328, adopted April 26, 2001, contains a scrivener's error as to the
Miami -Dade County Contract Number, which is erroneously typed as 0772-0/00 in the
title, Preamble and Section 2. The correct Miami -Dade County Contract Number is
6657 -1/03 -OTR -CW.
The attachment, which is a substitute original resolution to replace the document you
presently possess as Resolution No. 01-328, has been revised to reflect the proper
Miami -Dade County Contract Number.
After the correct document has been executed, please forward a copy to this Office and
to Judy S. Carter, Director/Chief Procurement Officer, Department of Purchasing. This
memorandum may be attached to Resolution No. 01-328 so that any concern regarding the
substitution of said Resolution is clarified.
W607:LB
Attachment
c: Judy S. Carter, Director/Chief Procurement Officer
Department of Purchasing
J-01-253
4/10/01
01- 328
RESOLUTION NO.
AESOLUTION OF THE MIAMI CITY COMMISSION
APP VING THE PROCUREMENT OF NON -AUTOMOTIVE
GLAS\NOMBER
READY WINDOW SALES AND SERVICE
CORPDEPARTMENT OF PURCHASING, TO BE
USEDIOUS CITY DEPARTMENTS, ON AN
AS-NSIS, UNDER EXISTING MIAMI-DADE
COUNRACT NO. 0772-0/00, EFFECTIVE
THROMBER 30, 2002, SUBJECT TO ANY
EXTELOCATING FUNDS FROM EACH OF THE
OPERB DGETS OF VARIOUS USER
DEPASU ECT TO BUDGETARY APPROVAL.
WHEREAS, the Department \g1as
rchasing requires the
procurement of non -automotive to meet the building
maintenance needs of various depaCitywide on an as
basis; and
WHEREAS, the City Manager and the Director o`g the Department
of Purchasing recommend the procurement of non-autNotive glass
from Ready Window Sales and Service Corp., underN existing
Miami -Dade County Contract No. 0772-0/00, be approved; and
[Note: The original Resolution 01-328 was repalced by a substitute Resolution
01-328 per memorandum from the City Attorney dated August 15, 2001].
CITY COMMSSIOX
BtMING Or
APR 2 6 2001
0 8
HEREAS,
funds are available
from each of
the budgets of
the
various user
departments, subject
to budgetary
approval for
said
procuremerN;
NOW, THER ORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA•
Section 1. Th recitals and findings contained in the
Preamble to this Reso ution are adopted by reference and
incorporated as if fully se forth in this Section.
Section 2. The procurem t of non -automotive glass from
Ready Window Sales and Service orp. for the Department of
Purchasing, to be used by various City departments, on an
as -needed basis, under existing Mia '-Dade County Contract
No. 0772-0/00, effective through November 30, 2002, subject to
any extensions, is approved, with funds all Gated from each of
the budgets of the various user departments, sub'ect to budgetary
approval for said procurement.
Section 3. This Resolution shall become Nffective
immediately upon its adoption and signature of the Mayor. 1/
[Note: The original Resolution 01-328 was replaced by substitute Resolution
01-328 per memorandum from the City Attorney dated August 15, 2001.]
if If the Mayor does not sign this Resolution, it shall become effective at
the end of ten calendar days from the date it was passed and adopted.
If the Mayor vetoes this Resolution, it shall become effective
immediately upon override of the veto by the City Commission.
Page 2 of 3 0 i 328
ED AND ADOPTED this 26th day of April , 2001.
JOE CAROLLO, MAYOR
In accordance with Miami Co2-3fi, since the Mayor did not Indicate appro+ar�l of
this legislation by signing it in th esignated place provided, said legisk, " d
becomes effective with the f'I(ISA o�1' d) days $ regarding same, without the Mayoets
ATTEST: . �L�
WALTER J. FOEMAN
CITY CLERK _
ORRECTNESS:1;
ATTORNEY
5173:LB:BSS
Walter
[Note: The original Resolution 01-328 was replaced by a substitute
Resolution 01-328 per memorandum from the City Attorney. dated August
15, 2001].
Page 3 of 3 01- 328
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
CA -13
TO: Honorable Mayor and DATE: APP 17 2001 FILE:
Members of the City Commission
SUBJECT: Resolution Authorizing
Purchase of Glass,
Non -Automotive
FROM: Carlos A. GlmeneZ
REFERENCES: Miami -Dade Co. 0772-0/00
City Manager ENCLOSURES:
RECOMMENDATION
It is respectfully recommended that the City Commission adopt the attached Resolution
authorizing a citywide contract for glass, non -automotive from Ready Window Sales & Service
Corp., Hispanic/Local vendor, located at 591 SW 71 Avenue, Miami, Florida 33144, under
existing Miami -Dade County Contract No. 0772-0/00, effective until November 30, 2002,
subject to any extensions thereto by Miami -Dade County. Allocating funds therefore from
various user departments and agencies requiring budgetary approval of funds from individual
departmental and agency accounts prior to usage.
BACKGROUND
Various municipalities and agencies have realized substantial savings utilizing the Miami -Dade
County contract for glass, non -automotive. The Purchasing Department has a need to secure a
citywide contract for this commodity for use by various city departments and agencies on an as
needed, when needed contract basis under existing Miami -Dade County Contract No. 0772-0/00.
It is therefore recommended that award be made to Ready Window Sales & Service Corp., under
the existing Miami -Dade County Contract.
CAG/R+C/adm
ResoMemo
01- 328
CONTRACT AWARD SHEET
DEPARTMENT OF PROCUREMENT MANAGEMENT
BIDS AND CONTRACTS DIVISION
BID NO.: 6657 -1/03 -OTR -CW Previous Bid No.: 0772-0/00
TITLE: Glass, Non -Automotive
COMMODITY CODE NO.: 440-56 OTR YEARS: l LIVING WAGE APPLIES:
❑ YES ® NO
CONTRACT PERIOD: 12/1/00 througb 11/30/02 BPO# ABCW0100170
AWARD BASED ON MEASURES: ❑ YES 1ZNO ® SR.PROCUREMENr AGENT. Ed M.w.
O PROCUREMENT AGENT: Betty Thompr
❑ PROCURFMEN TECHNICIAN: Bevaty Thomas -Myers
PHONE: 305-37S-3900
❑ Set Aside ❑ Bid Preference
❑ Goal ❑ BBE ❑ HBE ❑ WBE Owned Firms
❑ Local Preference ❑ CSBE Level
❑ Prevailing Wages (Reso. 90-143)
❑ Living Wage
PART #l: VENDOR AWARDED
F.E.I.N.:
VENDOR:
STREET:
CITY/STATE/ZIP:
F.O.B. TERMS:
PAYMENT TERMS:
DELIVERY:
TOLL FREE PHONE #
PHONE:
FAX:
E-MAIL:
CONTACT PERSON:
650013956-01
Ready Window Sales & Service Corp.
591 S.W. 71 Avenue
Miami, F133144
Deg.
I% 10 Days, Net 30 Days
As Required
N/A
(305)269-3999-
(3o5)269-5114
n/a
Juan C. Suarez
PART #2: ITEMS AWARDED
SEE ATTACHED
DEPARTMENT OF PROCUREMENT MANAGEMENT
BIDS AND CONTRACTS DIVISION
1
N
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ea
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01-
328
AWARD SHM.&C
Rniw own=
ITEM -DESCRIPTION UNIT PRICE
1. 1/16" Single Strength Clear
2. 1/8" Double Strength (DSB) Clear
3. 1/8" Double Strength (DSB) Gray or Bronze
4. 1/8" Double Strength (DSB) Obscure
5. 3/16" Clear
6.
7/32"
Obscure
7.
1/4"
Clear
8.
1/4"
Gray or Bronze
9.
3/8"
Clear
10.
3/8"
Gray or Bronze
11.
1/2"
Clear
12.
1/2"
Gray or Bronze
13.
1/8"
Clear Tempered
14.
1/8"
Gray or Bronze -Tempered
15.
1/4"
Clear Tempered
16.
1/4"
Gray or Bronze -Tempered
17. 3/8" Gray or Bronze -Tempered
18. 3/8" Gray or Bronze Tempered
19. 1/2" Clear Tempered
20. 1/2"' -Gray or -Bronze -Tempered
21. 1/4" Nuweld Polished Wire Glass Clear
(Diamond Shape Wire)
22. 1/2" Laminated Glass -Clear with .060 Interlayer
$
. 9 0
Sq/Ft.
$
1.601
Sq/FL
$
1.50
Sq/FL
$
2.15
$q/Ft.
$
2-.45
Sq/FL
$
3.00
Sq/FL
$
2.30
Sq/FL
$
2.-30
Sq/Ft.
$
3.50
Sq/FL
$
6.00
Sq/Ft.
$
4.7 0
Sq/Ft.
$
9.00
Sq/Ft.
$
3.10
Sq/Ft.
$
3.30
Sq/FL
$
3.50
Sq/FL
$
3.50
Sq/FL
$
7.25
Sq/FL
$
7.25
Sq/FL
$
6.35
$q/FL
$
10.7 6
Sq/FL
$ 8.5 0 Sq/FL
$ 13.00 Sq/FL 01- 328
d. 18.50 Qn/Ff.
PART #3: AWARD INFORMATION
0 BCC ® PMD AWARD DATE: 11/21/00 AGENDA ITEM #: N/A
BIDS 8 CONTRACTS RELEASE DATE: 11/21/00 OTR YEAR: N/A
ADDITIONAL ITEMS ALLOWED: SEE SECTION 2.0, PARA. 2.26
SPECIAL CONDITIONS: SEE ATTACHED
TOTAL CONTRACT VALUE: S 108.900.00
USER DEPART %IENT(S) DOLLAR ALLOCATED USER DEPARTMENT(S) DOLLAR ALLOCATED
CORRECTIONS •
S
36,000.00
FIRE •
$ 2,000.00
GSA-
S
10,000.00
HUMAN SERVICES •
$ 1,000.00
JUDICAL ADMINt-
$
6.000.00
MDHA •
S 25,000.00
MDWASAD,
$
9,000.00
--PARKS _ ----- ..
$ 10,000.00
01- 328
cQR�ooP
BID NO.: 6657 -1/03 -OTR -CW
OPENING: 2:00 P.M.
WEDNESDAY
September 27, 2000
MIAMI-DADE COUNTY, FLORIDA
INVITATION
TO BID
TITLE
GLASS, VARIOUS, NON -AUTOMOTIVE FOR CORRECTIONS FOR TWO (2) YEARS
WITH A ONE (1) YEAR OPTION
THE FOLLOWING ARE REQUIREMENTS OF THIS BID, AS NOTED BELOW:
AFFIDAVITS
BID DEPOSIT AND PERFORMANCE BOND
CATALOGUE AND LISTS
CERTIFICATE OF COMPETENCY
EQUIPMENT LIST
INDEMNIFICATIONANSURANCE
LIVING WAGE
PRE-BID CONFERENCE/WALK-THRU
RACE -CONSCIOUSNESS MEASURE
SAMPLES/INFORMATION SHEETS
SECTION 3 - MDHA
SITE VISIT/AFFIDAVIT
SURCHARGE FEE
WRITTEN WARRANTY
SEE APPENDIX - SECTION I
N/A
N/A
N/A
N/A
N/A
N/A
N/A
MA
N/A
N/A
N/A
SEE SECTION 2.0, PARA. 2.21
SEE SECTION 2.0, PARA. 2.19
FOR INFORMATION CONTACT
Edward Mason, CPPB, at 305 375-3900
IMPORTANT NOTICE TO BIDDERS
N/A
MIAMI-DADE COUNTY
DEPARTMENT OF PROCUREMENT MANAGEMENT
BIDS AND CONTRACTS DIVISION
FAILURE TO SIGN PAGE 18 OF SECTION 4.0, BID PROPOSAL WILL RENDER
YOUR BID NON-RESPONSIVE
0j- 328
MIAMIA)ALh L;L ! 1 Y
1310N1 i6J/-1/U3-U'1K-LW
INSTRUCTIONS FOR MAILING A BID IN RESPONSE TO A
FORMAL BID SOLICITATION
Each bid proposal submitted to the CLERK OF THE BOARD will have the following
information clearly marked on the face of the envelope:
> Bidder's Name and Return Address > Bid Number
> Opening Date of Bid > Title of the Bid
Failure to include this information may result in your bid not being considered.
The bidder will submit each bid proposal, consisting of one original and three copies and any
attachments in one envelope.
Bid responses submitted at the same time for different bid solicitations shall be placed in
separate envelopes and each envelope shall contain the information previously stated. Failure to
comply with this requirement may result in the bid from being considered.
"BIDS/PROPOSALS MUST BE SUBMITTED IN A SEALED ENVELOPE OR
CONTAINER AND WILL BE OPENED PROMPTLY AT THE SUBMITTAL
DEADLINE. BIDS/PROPOSALS RECEIVED AFTER THE FIRST BID/PROPOSAL
ENVELOPE OR CONTAINER HAS BEEN OPENED WILL NOT BE OPENED OR
CONSIDERED. THE RESPONSIBILITY FOR SUBMITTING BIDS/PROPOSALS TO
THE CLERK OF THE BOARD ON OR BEFORE THE STATED TIME AND DATE IS
SOLELY AND STRICTLY THE RESPONSIBILITY OF THE BIDDER. MIAMI-DADE
COUNTY IS NOT RESPONSIBLE FOR DELAYS CAUSED BY ANY MAIL, PACKAGE
OR COURIER SERVICE, INCLUDING THE U.S. MAIL, OR CAUSED BY ANY
OTHER OCCURRENCE."
THIS BID/PROPOSAL SHALL BE SUBMITTED TO THE FOLLOWING ADDRESS:
CLERK OF THE BOARD
Stephen P. Clark Center
111 NW lst Street,17th Floor, Suite 202
Miami, Florida 33128-1983
The County provides equal access and does not discriminate on the basis of disability in its programs or
services. It is our policy to make any communication available to the public. It is also available to the people
who are blhWvisually impaired and deaf/hard of hearing. If you require information in an alternate format
please call 305-375-5278.
01- 328
UVt=0"4=
MIAMI -DARE COUNTY BID NO.: 6657 -1/03 -OTR -CW
request shall be received no later than fourteen (14) working days prior to
the bid opening date. Any request received after that time may not be
reviewed for inclusion in this bid solicitation. The request shall contain the
requester's name, address, and telephone number. If transmitted by
facsimile, the request shall also include a cover sheet, with the sender's
facsimile number. This bid solicitation is subject to the "Cone of Silence"
in accordance with County Ordinance No. 98-106.
"CONE OF SILENCE"
PURSUANT TO ORDINANCE 98-106, AS AMENDED, A "CONE OF SILENCE"
IS IMPOSED UPON RFPs, RFQs OR BIDS AFTER ADVERTISEMENT AND
TERMINATES AT THE TIME THE COUNTY MANAGER ISSUES A WRITTEN
RECOMMENDATION TO THE BOARD OF COUNTY COMMISSIONERS. THE
CONE OF SILENCE PROHIBITS COMMUNICATION REGARDING RFPs,
RFQs OR BIDS BETWEEN POTENTIAL VENDORS, SERVICE PROVIDERS,
BIDDERS, LOBBYISTS OR CONSULTANTS AND THE COUNTY'S
PROFESSIONAL STAFF INCLUDING, BUT NOT LIMITED TO, THE COUNTY
MANAGER AND THE COUNTY MANAGER'S STAFF. A CONE OF SILENCE
IS ALSO IMPOSED BETWEEN THE MAYOR, COUNTY COMMISSIONERS
OR THEIR RESPECTIVE STAFFS AND ANY MEMBER OF THE COUNTY'S
PROFESSIONAL STAFF INCLUDING, BUT NOT LIMITED TO, THE COUNTY
MANAGER AND THE COUNTY MANAGER'S STAFF.
THE PROVISIONS OF ORDINANCE 98-106 DO NOT APPLY TO ORAL
COMMUNICATIONS AT PRE-BID CONFERENCES, ORAL PRESENTATIONS
BEFORE SELECTION COMMITTEES, CONTRACT NEGOTIATIONS
DURING ANY DULY NOTICED PUBLIC MEETING OR COMMUNICATIONS
IN WRITING AT ANY TIME UNLESS SPECIFICALLY PROHIBITED BY THE
APPLICABLE RFP, RFQ OR BID DOCUMENT. BIDDERS OR PROPOSERS
MUST FILE A COPY OF ANY WRITTEN COMMUNICATION WITH THE
CLERK OF THE BOARD, WHICH SHALL BE MADE AVAILABLE TO ANY
PERSON UPON REQUEST. THE COUNTY SHALL RESPOND IN WRITING
AND FILE A COPY WITH THE CLERK OF THE BOARD, WHICH SHALL BE
MADE AVAILABLE TO ANY PERSON UPON REQUEST.
IN ADDITION TO ANY OTHER PENALTIES PROVIDED BY LAW,
VIOLATION OF ORDINANCE 98-106 BY ANY BIDDER OR PROPOSER
SHALL RENDER ANY RFP AWARD, RFQ AWARD OR BID AWARD
VOIDABLE ANY PERSON HAVING PERSONAL KNOWLEDGE OF A
VIOLATION OF THIS ORDINANCE SHALL REPORT SUCH VIOLATION TO
THE STATE ATTORNEY AND/OR MAY FILE A COMPLAINT WITH THE
ETHICS COMMISSION. BIDDERS OR PROPOSERS SHOULD REFERENCE
THE ACTUAL ORDINANCE FOR FURTHER CLARIFICATION.
(2) The Department of Procurement Management, Bids and Contracts
Division will issue a response to any inquiry, as it deems necessary, by
written addenda, issued prior to the bid opening date. The bidder shall not
rely on any representation, statement or explanation other than those made
in this bid solicitation document or in any addenda issued. Where there
appears to be a conflict between this bid solicitation, and any addenda
issued, the last addendum issued will prevail.
01- 328
III REVSM 0344=
MIAMI-DADE COUNTY BID NO.: 6657 -1/03 -OTR -CW
SECTION 1
GENERAL TERMS AND CONDITIONS
1.1 DEFINITIONS
The term "bid" shall refer to any offer(s) submitted in response to this bid solicitation.
The term "County" shall refer to Miami -Dade County.
The term "bidder" shall refer to anyone submitting a bid in response to this bid solicitation.
The term "contractor" or "successful bidder" shall refer to the bidder receiving an award as
a result of this bid solicitation.
The term "bid solicitation" shall mean this bid solicitation, the bidder's response to this bid
solicitation, as approved by the County in accordance with Administrative Order 3-2 and
any purchase order or change order issued by DPM.
The term "DPM" shall refer to Miami -Dade County's Department of Procurement
Management.
1.2 CONTENTS OF BID
A. General Conditions
(1) It is the sole responsibility of the bidder to become thoroughly familiar
with the bid requirements and all terms and conditions affecting the
performance of this bid solicitation. Pleas of ignorance by the bidder of
conditions that exist, or that may exist will not be accepted as a basis for
varying the requirements of the County, or the compensation to be paid to
the successful bidder.
(2) The bidder is advised that this bid solicitation is subject to all legal
requirements contained in the County's Administrative Order 3-2 and all
other applicable County Ordinances and/or State and Federal Statutes.
Where conflicts exist between this bid solicitation and these legal
requirements, the higher authority shall prevail in the following order:
Federal, State and local.
B. Additional Information/Addenda
(1) Request for additional information, explanation, clarification or
interpretation must be made in writing to the Department of Procurement
Management, Bids and Contracts Division contact person identified on the
cover page of this bid solicitation and file a copy with the Clerk of the
Board, 111 NW lst Street, 17`h Floor, Suite 202, Miami, Florida. The
01- 328
II REWSEn O3a4 o
P
MIAMI-DADE COk-,NTY BID NG.: 6657 -1/03 -OTR -CW
.J
(4) The County may consider additional bid proposal(s) from the same bidder
for the same bid solicitation, provided that; (a) the additional bid(s) offer a
different product and/or level of service that meets or exceeds this bid
solicitation requirements; (b) the bidder completes a separate bid proposal
Form for each bid and shall mark "Alternate bid(s)" on the first page.
Failure to comply with the foregoing may result in the rejection of the
additional bid(s).
(5) The bidder is allowed to offer multiple product brand names for each item
listed on the bid proposal; provided that (a) such offer is allowable in
accordance with Section 2.9 of this bid solicitation and (b) the same price
is offered for all brand names bid. If the County determines that all brand
names are acceptable based on the quality standards, the County may, at
its option, order either of the brands names made available through this
bid solicitation. Conversely, the Vendor will deliver the brand name that
has been ordered by the County.
(6) Unless otherwise specified in the Special Terms and Conditions, the
proposed delivery and/or completion time, if required, shall be stated in
calendar days.
(7) The .bidder shall not charge tax, as the County is exempt from all State,
Excise, Federal and Local sales tax. Not withstanding, any tax on
materials and/or supplies which are purchased by the bidder, in
conjunction with this bid solicitation shall be subject to the Florida State
Sales Tax, in accordance with Section 212.08 of Florida Statutes, amended
1970, and all amendments thereto, shall be borne solely by the bidder.
When the bidder does not manufacture the materials and/or supplies, taxes
must be incorporated in the bid price, not as a separate item. When
materials and/or supplies are manufactured by the bidder and are not for
resale, the County is exempt. The County may be subject to applicable
taxes on goods purchased for the purpose of resale. Upon request, the
County will provide a tax exemption certificate, if applicable. Any special
tax requirements will be specified either in the Special Conditions or in the
Technical Specifications.
(8) Any telegraphic or facsimile bid will not be considered.
(9) The bidder shall incorporate in their bid price all costs related to this bid
solicitation.
(10) The apparent silence of the specifications and any addenda regarding any
details or the omission from the specifications of a detailed description
concerning any point shall be regarded as meaning that only the best
commercial practices are to prevail, and that only materials and
workmanship of first quality are to be used. All interpretations of the
specifications shall be made upon the basis of this bid solicitation.
01_ 328
UVB
MIAMI -DARE COUNTY BID NO.: 6657 -1/03 -OTR -CW
(3) It is the bidder's responsibility to ensure receipt of all addenda and
substitute bid proposal forms. If applicable, the bidder is required to
submit the substitute bid proposal forms and acknowledge the number of
addenda received as part of this bid solicitation, by completing and signing
the attached Addenda Acknowledgment Form.
C. Conflicts in this Bid Solicitation
Where there appears to be a conflict between the General Terms and
Conditions, the Special Conditions, the Technical Specifications, the bid
proposal Section, or any addendum issued, the order of precedence shall
be: the last addendum issued, the bid proposal Section, the Technical
Specifications, the Special Conditions, and then the General Terms and
Conditions.
D. Prices Contained in this Bid Solicitation
(1) Prompt Payment Terms
a. The bidder may offer cash discounts for prompt payments; however,
such discounts will not be considered in determining the lowest price
for bid evaluation purposes.
b. The bidder is required to provide prompt payment terms in the space
provided on the bid proposal signature page of this bid solicitation. If
no prompt payment discount is being offered, the bidder shall enter
zero (0) for the percentage discount to indicate no discount. If the
bidder fails to enter a percentage, it is hereby understood and agreed
that the payment terms will be 2% 20 days, effective after receipt of
invoice or final acceptance, whichever is later.
1.3 PREPARATION AND SUBMISSION OF BID
A. Prenaration/Submission
(1) The bid proposal form shall be used when submitting a bid. Use of any
other form shall result in the rejection of the bidder's Proposal.
(2) The bid will either be typed or completed legibly in ink. The bidder's
authorized agent will sign the bid proposal Form in ink, and the authorized
agent will initial all corrections made by the bidder in ink. The use of
pencil or erasable ink may result in the rejection of the bid. Failure to
sign the Bid Proposal signature page will render your bid non-
responsive.
(3) Where there is a discrepancy between the unit prices and any extended
prices, the unit prices will prevail.
01- 328
IV rtEvtsm0344 u
NUAN11-UAUh Wk l Y 81UNL;
(4) Drug -Free Affidavit
Pursuant to County Ordinance No. 92-15, the bidder shall certify that it is
providing a drug-free workplace and notices to each employee of the
danger of drug abuse; the firm's policy of maintaining a drug-free
environment; availability of drug counseling, rehabilitation and employee
assistance programs; and penalties that may be imposed upon employees
for drug abuse violations. The bidder shall also require an employee to
sign a statement, as a condition of employment that the employee will
abide by the terms of the drug-free workplace policy, and notify the
employer if any criminal conviction occurring no later than five (5) days
after receiving notice of such conviction, and impose appropriate
personnel action against the employee up to and including termination.
(5) Family Leave Affidavit
Pursuant to County Ordinance No.142-91, the bidder shall certify that it
entitles an employee who has worked for the firm for at least one (1) year,
ninety (90) days of family leave during any twenty-four (24) month
period, for medical reasons, for the birth or adoption of a child, or for the
care of a child, spouse or other close relative who has a serious health
condition without risk of termination or employment or employer
retaliation.
(6) W-9 and 8109 forms
The bidder must furnish a W-9 and 8109 (Federal Tax Deposit Coupon)
forms as required by the Internal Revenue Service in order to enter into
this contract with the County.
(7) Social Security Number
The bidder must furnish a copy of the Social Security card if a social
security number is being used in lieu of the Federal Identification Number
(F.E.I.N.).
C. Americans with Disabilities Act (ADA) Affidavit
It is the policy of the County to comply with all requirements of the
Americans with Disabilities Act (A.D.A.). For A.D.A. complaints call
305-375-3566. The bidder recommended for award shall be required to
complete an A.D.A. affidavit in accordance with County Resolution No.
385-95 prior to the award of this bid solicitation. Failure to complete the
affidavit as required may result in the rescinding of the recommendation
for award. (See Appendix - Section 1)
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B. Vendor Registration
The County requires the bidder to complete a registration application
including the required disclosure affidavits with the Department of
Procurement Management. The bidder must be registered to be
recommended for any contract award*. To register, or for assistance in
registering, contact Vendor Assistance at 305-375-5287.
'Section 2-11.1(d) of the County Code provides that a person (County Employee) may net enter into any
contract or transact any business through a firm, corporation, partnership or business entity m which he
or any member of his immediate family has a controlling financial interest, direct or indirect, with the
County or any person or agency acting for the County and any such contract, agreement or business
engagement entered in violation of this subsection shall render the transaction voidable. For additional
information please contact the Ethics Commission hot fine at 305-579-2593.
The following are the documents with the vendor registration application:
(1) Cuba Affidavit
Pursuant to County Resolution No. 656-93, the bidder shall certify that
neither the firm (individual, organization, corporation, etc.) submitting this
bid proposal or receiving this contract award nor any of its owners,
subsidiaries, or affiliated or related firms, are in violation of the Cuba
Democracy Act of 1992.
(2) Disclosure of Employment Affidavit
Pursuant to County Ordinance No. 90-133, the bidder shall disclose the
composition of the workforce, wages and benefits to be paid and existence
of collective bargaining agreement.
(3) Disclosure of Ownership Affidavit
Pursuant to County Ordinance No. 88-121, the bidder shall disclose the
full legal name and business address of any individual (other than
subcontractors, materialmen, suppliers, laborers, or lenders) that have, or
will have any interest (legal, equitable beneficial or otherwise) in the
contract or business transaction with the County. If the contract or
business transaction is with a corporation, the full legal name and business
address shall be provided for each officer and director and each
stockholder who holds directly or indirectly five percent (5%) or more of
the corporation's stock. If the contract or business transaction is with a
trust, the full legal name and address shall be provided for each trustee and
each beneficiary. Post Office addresses are not acceptable.
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H. Cuba Affidavit
Pursuant to County Resolution Nos., R-202-96, 206-96, R-1321-99 and R-
184-00, as implemented by Administrative Order 3-12, which restricts
purchases from a firm conducting business with Cuba, and restricts travel
to Cuba by the successful bidder, respectively, the bidder shall be required
to complete a Cuba affidavit prior to the opening of this bid solicitation.
Failure to complete the affidavit prior to the opening of this bid
solicitation shall render this bid proposal non-responsive.
(See Appendix - Section 1)
I. Debarment Disclosure Affidavit
Pursuant to County Ordinance No. 93-129, the bidder will agree to comply
with the provisions of this ordinance, which prevents the contractor,
subcontractors, their officers, their principals, stockholders, and their
affiliates who have been debarred by the County, from entering into this
contract with the County during the period for which they have been :
debarred. It is the bidders responsibility to ascertain that none of the
subcontractors, their officers, principals, or affiliates, as defined in the
ordinance, are debarred by the County pursuant to Ordinance No. 93-129
and Administrative Order 3-2 before submitting the bid proposal. The
Disclosure Affidavit requires the bidder to affirm under oath, that the
County debars neither the bidder, its subcontractors, or their officers,
principals nor affiliates, at the time of the bid proposal. If the bidder fails
to complete the Disclosure Affidavit it shall not be awarded this contract.
If this contract is entered into in violation of this ordinance, it is void, and
any person who willfully fails to disclose the required information or who
knowingly discloses civil or criminal penalties, or both can punish false
information, as provided for in the law. (See Appendix - Section 1)
J. Independent Private Sector Insvector General
(1) Pursuant to A.0. 3-20, the County has the right to retain the services of an
independent private sector inspector general (IPSIG). Upon written notice
from the County, the Vendor shall make available to the IPSIG retained by
the County all requested records and documents for inspection and
copying. The terms of this provision apply to the bidder, its offices, agents
and employees. Nothing contained in this provision shall impair any
independent right of the County to audit or investigate the operations,
activities and performance of the Vendor in connection with this contract.
The terms of this provision are neither intended, nor shall they be
construed, to impose any liability on the County by the Vendor or third
parties.
(2) Pursuant to Ordinance 97-215 Miami -Dade County has established the
Office of Inspector General, which is required to perform mandatory
0
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D. Antitrust Laws
By acceptance of this contract, the successful bidder agrees to comply
with all antitrust laws of the United States and the State of Florida, in
order to protect the public from restraint of trade, which illegally increases
prices.
E. Collection of Fees Taxes and Parking Tickets Affidavit
Pursuant to the procedures contained in Section 2-8.1 (c) of the County
Code, and as amended by County Ordinance No. 95-198, the bidder shall
certify that all delinquent and currently due fees, taxes and parking tickets
have been paid. (See Appendix - Section 1)
F. Conflict of Interest and Code of Ethics
Pursuant to County Ordinance No. 98-73 amending Section 2-11.1(s) of
the County Code, every lobbyist whom is found to be in violation of this
section shall be prohibited from registering as a lobbyist or lobbying in
accordance with the following schedule:
First violation, for a period of 90 days from the date of determination of
violation;
Second violation, for a period of one (1) year frorri the date of
determination of violation;
Third violation, for a period of five (5) years from the date of
determination of violation;
The bidder shall be subject to the debarment provisions of Section 10-38
of the County Code as if the bidder were a contractor where the bidder has
violated this section, either directly or indirectly or any combination
thereof, on three or more occasions. As used herein, a "direct violation"
shall mean a violation committed by the bidders and an "indirect
violation" shall mean a violation committed by a lobbyist representing
said bidder. If this contract is entered into a violation of this section, it
shall also render the contract voidable.
G. Criminal Conviction Disclosure
Pursuant to County Ordinance No. 94-34, "Any individual who has been
convicted of a felony during the past ten (10) years and any corporation,
partnership, joint venture or other legal entity having an officer, director,
or executive who has been convicted of a felony during the past ten (10)
years shall disclose this information prior to entering into a contract with
or receiving funding from the County."
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dividends received, payroll and personal records, and supporting
documentation for the aforesaid documents and records.
The provisions in this section shall apply to the
(ContractorNendor/Consultant), its officers, agents, employees,
subcontractors and suppliers. The (Contractor/Vendor/Consultant) shall
incorporate the provisions in this section in all subcontracts and all other
agreements executed by the (ContractorNendor/Consultant) in connection
with the performance of the contract.
Nothing in this contract shall impair any independent right to the County
to conduct audit or investigative activities. The provisions of this section
are neither intended nor shall they be construed to impose any liability on
the County by the (ContractorNendor/Consultant) or third parties.
K. Minority and Disadvantaged Business Enterprises
The County endeavors to obtain the participation of all minority and
disadvantaged business enterprises. For information and to apply for --
certification, contact the Department of Business Development, 175 NW
1st Avenue, 28'h Floor, Miami, FL 33123-1844, Phone: 305-349-5960.
L. Public Entity Crimes Sworn Statement
Pursuant to Paragraph 2(a) of Section 287.133, Florida Statutes, "Any
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
bid solicitation to provide goods and/or services to a public entity, may not
submit a bid on a bid solicitation with a public entity for construction or
repair of a public building or public work, may not submit a bid on leases
of real property to a public entity, may not be awarded or perform work as
a contractor or, supplier, or subcontractor or consultant under a bid
solicitation with any public entity, and may not transact business with any
public entity in excess of the threshold amount provided in Section
287.017, for CATEGORY TWO ($10,000.00) for a period of thirty-six
(36) months from the date of being placed on the convicted vendor list."
M. Living Wage
In accordance with Ordinance 99-44 beginning November 11, 1999, all
Service Contractors who enter into this contract shall agree to pay the
Living Wage required by Ordinance 99-44 to all its employees providing
Covered Services. The current Living Wage applied to this contract (if
applicable) is $8.56 per hour plus Health Benefits as described in the
aforementioned ordinance or $9.81 per hour without Health Benefits. The
Living Wage required by Ordinance 99-44 is subject to indexing as set -
forth -in Section "C" (Indexing). Such Health Benefits shall consist of
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random audits on all County contracts throughout the duration of each
contract. The cost of the audit for this contract shall be 1/d of 1% of the
total contract amount which cost the (ContractorNendor/Consultant)
agrees is included in the total contract amount. The audit cost will be
deducted by the County from progress payments to the
(Contractor/Vendor/Consultant). The audit cost shall also be included in
all change orders to this contract and all contract renewals and extensions.
Accordingly, the audit cost will be deducted from progress payments to
the (ContractorNendor/Consultant) pursuant to all change orders, contract
renewals and extensions.
The Miami -Dade County Inspector General is authorized and empowered
to review past, present and proposed County and Public Health Trust
programs, contracts transactions, accounts, records and programs. In
addition, the Inspector General has the power to subpoena witnesses,
administer oaths, require the production of records and monitor existing
projects and programs. Monitoring of an existing project or program may
include a report concerning whether the project is on time, within budget
and in conformance with plans, specifications and applicable law. The
inspector general is empowered to analyze the necessity of and
reasonableness of proposed change orders to the contract. The Inspector
General is empowered to retain the services of independent private sector
inspectors general to audit, investigate, monitor, oversee, inspect and
review operations, activities, performance and procurement process
including but not limited to project design, bid specifications,
(bid/proposal) submittals, activities of the
(ContractorNendor/Consultant), its officers, agents and employees,
lobbyists, County staff and elected officials to ensure compliance with
contract specifications and to detect fraud and corruption.
Upon 14 days prior written notice to (Contractor/Vendor/Consultant) from
the Inspector General or IPSIG retained by the Inspector General, the
(ContractorNendor/Consultant) shall make all requested records and
documents available to the Inspector General or IPSIG for inspection and
copying. The Inspector General and IPSIG shall have the right to inspect
and copy all documents and records in the
(Contractor's/Vendor's/Consultant's) possession, custody or control
which, in the Inspector General's or IPSIG's sole judgement, pertain to
performance of the contract, including, but not limited to original estimate
files, change order estimate files, worksheets, proposals and agreements
from and with successful and unsuccessful subcontractors and suppliers,
all project -related correspondence, memoranda, instructions, financial
documents, construction documents, (bid/proposal) and contract
documents, back -charge documents, all documents and records which
involve cash, trade or volume discounts, insurance proceeds, rebates, or
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incorporated into marketing materials. Miami -Dade County/Greater
Miami Chamber of Commerce believes that its members should use this
Code as a model for the development of their organizations' business
codes of ethics.
This Model Code is a statement of principles to help guide decisions and
actions based on respect for the importance of ethical business standards
in the community. Miami -Dade County/Greater Miami Chamber of
Commerce believes the adoption of a meaningful code of ethics is the
responsibility of every business and professional organization.
By affixing a signature in the Bid Proposal signature page the bidder
hereby agrees to comply with the principles of Miami -Dade
County/Greater Miami Chamber of Commerce Code of Business
Ethics. If the bidder firm's code varies in any way the bidder must
identify the difference(s) on a separate document(s) (cover).
Compliance with Government Rules and Regulations
♦ We, the undersigned will properly maintain all records and post all
licenses and certificates in prominent places easily seen by our
employees and customers;
♦ In dealing with government agencies and employees, we will conduct
business in accordance with all applicable rules and regulations and in
the open;
♦ We, the undersigned will report contract irregularities and other
improper or unlawful business practices to the Ethics Commission,
the Office of Inspector General or appropriate law enforcement
authorities.
Recruitment selection and Compensation of Vendors and Suppliers
♦ We, the undersigned will avoid conflicts of interest and disclose such
conflicts when identified;
♦ Gifts, which compromise the integrity of a business transaction, are
unacceptable; we will not kick back any portion of a contract
payment to employees of the other contracting party or accept such
kickback.
Business Accountine
♦ All our financial transactions will be properly and fairly recorded in
appropriate books of account, and there will be no "off the books"
transactions or secret accounts.
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BID NO.: 6657 -1/03 -OTR -CW
payment of at least $1.25 per hour towards the provision of health care
benefits for employees and their dependents. Proof of the provision of
Health Insurance must be submitted to the County to qualify for the wage
rate for employees with health benefits. The Service Contractor shall also
agree to produce all documents and records relating to payroll and
compliance with this Ordinance prior to award of this bid solicitation
upon request by GSA Procurement Management Division.
The provisions in this Ordinance applies to all Service Contracts
involving the expenditure of over $100,000 per year for the following
types of ("Covered Services") services:
(i) Food preparation and/or distribution
(ii) Security services
(iii) Routine maintenance services such as custodial, cleaning, refuse
removal, repair, refinishing and recycling
(iv) Clerical or other non -supervisory office work, whether temporary
or permanent
(v) Transportation and parking services including airport and seaport
services
(vi) Printing and reproduction services
(vii) Landscaping, lawn and/or agricultural services
If records reflect, that the Service Contractor is in violation of this
Ordinance, the County has the right to sanction the Service'Contractor to
include but not limited to termination, fine and suspension.
This Ordinance encompasses various responsibilities that must be
accomplished by the successful bidder such as record keeping,
posting and reporting. Upon the award of this contract, the
successful bidder must be prepared to comply with these
requirements as outlined in Ordinance 99-44.
N. Code of Business Ethics
In accordance with Resolution R-994-99 each person or entity that seeks
to do - business with Miami -Dade County shall adopt the Miami -Dade
County/Greater Miami Chamber of Commerce Code of Business Ethics
as follows:
Miami -Dade County and the Greater Miami Chamber of Commerce seek
to create and sustain an ethical business climate for its members and the
community by adopting a Code of Business Ethics. Miami -Dade
County/Greater Miami Chamber of Commerce encourages its members
to incorporate the principles and practices outlined here in their
individual codes of ethics that will guide their relationships with
customers, clients and suppliers. This Model Code can and should
prominently be displayed at all business locations and may be
01-
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MIAMI-DADE CO. . rY BID NG ,657 -1/03 -OTR -CW
♦ We, the undersigned will not contribute to the campaigns of persons
who are convicted felons or those who do not sign the Fair Campaign
Practices Ordinance.
♦ We, the undersigned will not knowingly disseminate false campaign
information or support those who do.
Pass-through Requirements
♦ This Code prohibits pass-through whereby the prime firm requires
that the MBE firm accept payments as a MBE and pass through those
payments to another entity;
Rental Space, Equipment and Staff Requirements or Flat Overhead Fee
Requirements
♦ This Code prohibits rental space requirements, equipment
requirements, staff requirements and/or flat overhead fee
requirements, whereby the prime firm requires the MBE firm to rent ,
space, equipment and/or staff from the prime firm or charges a flat
overhead fee for the use of space, equipment, secretary, etc;
MBE Staff Utilization
♦ This Code prohibits the prime firm from requiring the MBE firm
to provide more staff than is necessary and then utilizing the MBE
staff for other work to be performed by the prime firm.
♦ The Code also requires that on any contract where MBE
participation is purported, the contract shall specify essential terms
including, but not limited to, a specific statement regarding the
percent of participation planned for MBEs, the timing of payments
and when the work is to be performed.
O. Individuals and Entities Doing Business with the County not Current in
their Obligations to the County (See Appendix — Section 1)
Pursuant to Ordinance No. 99-162 and Section 2-8.1 of the County Code,
no individual or entity who is in arrears in any payment under a contract,
promissory note or other loan document with the County, or any of its
agencies or instrumentalities, including the Public Health Trust (herein
referred to as "County"), either directly or indirectly through a firm,
corporation, partnership or joint venture in which the individual or entity
has a controlling financial interest as that term is defined in Section 2-
11.1(b)(8) of the County Code, shall be allowed to receive any additional
County contracts, purchase orders or extensions of County contracts until
either the arrearage has been paid in full or the County has agreed in
01.
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MIAMI -DARE COUNTY BID NO.: 6657 -1/03 -OTR -CW
Promotion and Sales of Products and Services
♦ Our products will comply with all applicable safety and quality
standards;
♦ We, the undersigned will promote and advertise our business and its
products or services in a manner which is not misleading and does not
falsely disparage our competitors;
♦ We, the undersigned will conduct business with government agencies
and employees in a manner, which avoids even the appearance of
impropriety. Efforts to curry political favoritism are unacceptable;
♦ Our bids will be competitive, appropriate to the bid documents and
arrived at independently;
♦ Any changes to contracts awarded will have a substantive basis and
not be pursued merely because we are the successful bidder;
♦ We, the undersigned will, to the best of our ability, perform
government contracts awarded at the price and under the terms
provided for in the contract. We will not submit inflated invoices for
goods provided or services performed under such contracts, and
claims will be made only for work actually performed. We will abide
by all contracting and subcontracting regulations.
♦ We, the undersigned will not, directly or indirectly, offer to give a
bribe or otherwise channel kickbacks from contracts awarded, to
government officials, their family members or business associates.
♦ We, the undersigned will not seek or expect preferential treatment on
bids based on our participation in political campaigns.
Public Life and Political Campaigns
♦ We, the undersigned encourage all employees to participate in
community life, public service and the political process;
♦ We, the undersigned encourage all employees to recruit, support and
elect ethical and qualified public officials and engage them in
dialogue and debate about business and community issues;
♦ Our contributions to political parties, committees or individuals will
only be made in accordance with applicable laws and will comply
with all requirements for public disclosure. All contributions made on
behalf of the business must be reported to senior company
management;
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B. Bidder's Past Performance
Pursuant to County Ordinance No. 98-42, the bidder's performance as a
prime contractor or subcontractor on previous County contracts shall be
taken into account in evaluating the bid proposal received for this bid
solicitation.
C. Elimination from Consideration
This bid solicitation shall not be awarded to any person or firm which is in
arrears to the County upon any debt, taxes or contracts which are defaulted
as surety or otherwise upon any obligation to the County.
D. Waiver of Informalities
The County reserves the right to waive any informalities or irregularities
in this bid solicitation.
E. Demonstration of Competency
(1) A bid will only be considered from a firm that is regularly engaged in the
business of providing the goods and/or services required by this bid
solicitation. The bidder must be able to demonstrate a good record of
performance and have sufficient financial resources, equipment and
organization to ensure that they can satisfactorily provide the goods and/or
services if awarded this bid solicitation.
(2) The County may conduct a pre -award inspection of the bidder's site or
hold a pre -award qualification hearing to determine if the bidder possesses
the requirement as outlined in the above paragraph, and is capable of
performing the requirement of this bid solicitation. The County may
consider any evidence available regarding the financial, technical and
other qualifications and abilities of the bidder, including past performance
(experience) with the County or any other governmental entity in making
the award.
(3) The County may require the bidder to show evidence that they have been
designated as an authorized representative of a manufacturer, supplier
and/or distributor, if required by this bid solicitation.
(4) The County reserves the right to audit all records pertaining to and
resulting from any award from this bid solicitation, financial or otherwise.
(5) In the event that the bidder will sub -contract all or part of its work to
another vendor, or will obtain the goods required in conjunction with this
contract with another source of supply, the bidder may be required to
verify the competency of its subcontractor or supplier. The County
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writing to a payment schedule. Failure to meet the terms and conditions
of any obligation or repayment schedule shall constitute a default of the
subject contract and may be cause for suspension, termination and
debarment, in accordance with the terms of the contract and the
debarment procedures of the County
1.4 MODIFICATION OR WITHDRAWAL OF A BID
A. Modification of a Bid
Any modification by the bidder to a bid shall be submitted to the CLERK
OF THE BOARD prior to the time and date set for bid opening. The
bidder shall submit the new bid proposal form and a letter, on company
letterhead, signed by an authorized agent of the bidder stating that the new
submittal supersedes the previously submitted bid proposal. The sealed
envelope shall contain the same information as required for submitting the
original bid. In addition, the envelope shall contain a statement that this
bid replaces the previously submitted bid. No modifications of a bid shall
be accepted after the bid has been opened.
B. Withdrawal of a Bid
A bid shall be irrevocable unless the bid is withdrawn as provided herein.
Only written letter received by the CLERK OF THE BOARD prior to the
bid opening date may withdraw a bid. A bid may also be withdrawn ninety
(90) days after the bid was opened and prior to award, by submitting a
letter to the contact person identified on the front cover of this bid
solicitation. The withdrawal letter must be on company letterhead and
signed by an authorized agent of the bidder.
1.5 EVALUATION OF A BID
A. Reiection of Bid
(1) The County may reject any bidder's Proposal and award to the next lowest
responsive/responsible bidder or may reject and re -advertise for all or any
part of this bid solicitation, whenever it is deemed in the best interest of
the County. The County shall be the sole judge of what is in its "best
interest."
(2) The County may reject any bid if: (a) prices are not fair and reasonable, as
determined by the County, and/or exceed the County's estimated budget
for this bid solicitation; (b) the bidder take exceptions to or modifies the
terms and conditions of this bid solicitation; (c) the bidder failed to satisfy
claims on previous contracts with the County or past -due payments for
County services or claims for damage to County property. The County
shall be the sole judge of what is "fair and reasonable."
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County and the successful bidder are in mutual agreement of such
extensions.
F. Warranty
Any implied warranty granted under the Uniform Commercial Code shall
apply to all goods purchased under this bid solicitation.
G. Estimated Ouantities
Estimated quantities or estimated dollars, if provided, are for bidder's
guidance only. No guarantee is expressed or implied as to quantities or
dollars that will be used during the contract period. The County is not
obligated to place any order for a given amount subsequent to the award of
this bid solicitation. Estimates are based upon the County's actual needs
and/or usage during a previous contract period. The County for purposes
of determining the low bidder meeting specifications may use said
estimates.
H. Non -Exclusive Contract
Although the purpose of this bid solicitation is to secure a contract that can
satisfy the total needs of the County or of a specific County agency, it is
hereby agreed and understood that this bid solicitation does not constitute
the exclusive rights of the successful bidder to receive all orders that may
be generated by the County in conjunction with this bid solicitation. In
addition, any and all commodities, equipment, and service required by the
County in conjunction with construction projects are solicited under a
distinctly different bid process and shall not be purchased under the terms,
conditions and awards rendered under this bid solicitation, unless such
purchases are determined to be in the best interest of the County.
I. Local Preference
The award of this bid solicitation is subject to County Ordinances Nos. 96-
26, 94-166 and 94-196, and Resolution No. R-50-96; which, except where
Federal or State law mandates to the contrary, allow preference to be
given to a local business in the amount of one and one-half percent (1.5%)
for Miami -Dade County. For the purposes of the applicability of this
Ordinance, "local business" means the bidder has its headquarters located
in Miami -Dade County or has a place of business located in Miami -Dade
County at which it will produce, distribute and/or perform a substantial
portion of the goods and/or services to be purchased.
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MIAMI-DADE COUNTY BID NO.: 6657 -1/03 -OTR -CW
reserves the right, before awarding this contract to require the bidder to
submit such evidence of its subcontractor, as it may deem necessary.
F. Copy of Bid Tabulation
The bidder who desires to receive a copy of the bid tabulation shall
enclose a self-addressed/stamped envelope (correct size of envelope and
postage is a must depending on the amount of information involved) when
submitting its bid proposal. Bid results will not be given out by telephone
or facsimile.
1.6 AWARD OF BID SOLICITATION
A. Contract
This bid solicitation, any addenda and/or properly executed modifications,
the purchase order (if issued), and a change order (if applicable),`
constitute the entire contract.
B. Tie Bid
The Director of Bids and Contracts or designee, and according to County
Resolution 1574-88 will decide any tie bid.
C. Additional Information
The award of this bid solicitation may be preconditioned on the
subsequent submission of other documents, as specified in the Special
Conditions or Technical Specifications. The successful bidder shall be in
default of its contractual obligation if such documents are not submitted in
a timely manner and in the form required by the County. Where the
successful bidder is in default of the contractual requirements, the County,
through action taken by GSA Procurement Management Division, may
rescind the award.
D. Term of Contract
The term of this bid solicitation shall be specified on one of three
documents, issued to the successful bidder. These documents may either
be this bid solicitation, a purchase order or an award sheet.
E. Contract Extension
The County reserves the right to automatically extend this contract for up
to ninety (90) calendar days beyond the stated contract term. The County
shall notify the successful bidder in writing of such extensions. Additional
extensions over the first ninety (90) day extension may occur, if, the
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department, the bidder's Bond may be forfeited and the County may
seek all costs, attorneys and administrative fees.
1.8 CONTRACTUAL OBLIGATIONS
A. Rules. Regulations, Licensing Requirements
The successful bidder shall comply with all laws and regulations
applicable to the goods and/or services contained in this bid solicitation.
The bidder is presumed to be familiar with all Federal, State and local
laws, ordinances, codes and regulations that may in any way affect the
goods and/or services offered.
B. County Contractors E=Ioyment and Procurement Practices Affidavit
In accordance with the requirements of Ordinance 98-30, all firms with
annual gross revenues in excess of $5 million, seeking to contract with
Miami -Dade County shall, as a condition of award, have a written
Affirmative Action Plan and Procurement Policy on file with the County's
Department of Business Development. Said firms must also submit, as a
part of their proposals/bids to be filed with the Clerk of the Board, an
appropriately completed and signed Affirmative Action Plan/Procurement
Policy Affidavit. Finns whose Boards of Directors are representative of
the population make-up of the nation are exempt from this requirement
and must submit, in writing, a detailed listing of their Boards of Directors,
showing the race or ethnicity of each board member, to the County's
Department of Business Development. Firms claiming exemption must
submit, as a part of their proposalstbids to be filed with the Clerk of the
Board, an appropriately completed and signed Exemption Affidavit in
accordance with Ordinance 98-30. These submittals shall be subject to
periodic reviews to assure that the entities do not discriminate in their
employment and procurement practices against minorities and women -
owned businesses.
It will be the responsibility of each firm to provide verification of their
gross annual revenues to determine the requirement for compliance with
the Ordinance. Those firms that do not exceed $5 million annual gross
revenues must clearly state so in their bid proposal.
Any bidder/respondent which does not provide an affirmative action plan
and procurement policy may not be recommended by the County Manager
for award by the Board of County Commissioners.
(See Appendix - Section 1)
C. Conditions of Material and Packaging
(1) Unless otherwise specified in the Special Conditions or Technical
Specifications, all containers shall be suitable for shipment and/or stora$ei 328
(�
XM UVOW a4m
MIAMI-DADE COUNTY BID NO.: 6657 -1103 -OTR -CW
J. Limited Contract Extension
Any specific work assignment which commences prior to the termination
date of the contract and which will extend beyond the termination date
including any previous contract extension(s) shall, unless terminated by
mutual written agreement by both parties, continue until completion at the
same prices, terms and conditions as set forth in this bid solicitation.
1.7 RIGHT OF APPEAL
Any bidder may protest any recommendation for contract award or rejection of all bids,
in accordance with the procedures contained in Sections 2-8.3 and 2-8.4 of the County
Code, as amended by, County Ordinances Nos. 95-201 and 95-126, and as established in
Administrative Order 3-21.
A. Bid Award Recommendation Over $500.000.00
This bid award recommendation will be in writing, signed by the Director
of the Department of Procurement Management or designee and filed with
the Clerk of the Board. The bidder shall have ten (10) business days after
the filing of an award recommendation to file a written protest with the
Clerk of the Board. As a condition of initiating a protest of award
recommendation, the bidder shall post at the time of filing a Surety Bond
(cashier's check or money order) in the amount of $500.00 payable to the
Board of County Commissioners. Failure to file the proper Bond at the
time of Fling the protest will result in denial of the protest. If, the
Hearing Examiner's ruling is in favor of the County's
recommendation, the bidder's Bond may be forfeited and the County
may seek all costs, attorneys and administrative fees.
B. Bid Award Recommendation Over $100.000.00 and up to $500,000.00
This bid award recommendation will be posted in the lobby of the Stephen
P. Clark Building. It shall be the responsibility of the bidder to monitor
such Bulletin Board after the bid opening to ascertain that a
recommendation for award has been made. Bid award recommendations
are posted by 9:00 A.M., every Monday. In addition, the bidder can call
the bid Award Recommendation Line at 305-375-4724 or (800) 510-
4724, or contact the person identified on the cover page of this bid
solicitation. The bidder shall have five (5) business days after the posting
of an award recommendation to file a written protest with the Department
of Procurement Manasement Bids and Contracts Division. The bidder
shall post at the time of filing, a Surety Bond (cashier's check or money
order) in the amount of $500.00 payable to the Board of County
Commissioners. Failure to submit the proper Bond at the time of filing
the protest will result in denial of the protest. If, the County Manager,
or designee, upholds the recommendation of the contracting
U1_ 328
XX REVMWWa.=
MIAMI-DADE CC 1TY BID Nk- 6657 -1/03 -OTR -CW
will perform, and all suppliers who will supply materials for the contract
work direct to the bidder or respondent and describes the materials to be
supplied. Failure to include such listing with the bid or proposal shall
render the bid or proposal non-responsive. Ordinance No. 97-104, applies
to all contracts whether competitively by the County or not. Those
contracts that have received authorization by the Board of County
Commissioners to waive formal bidding procedure must also provide a
listing of all first tier subcontractors and direct suppliers.
`Subcontractor/Supplier Listing, SUB Form 100' may be utilized to
provide the information required by this paragraph. A bidder or
respondent who is awarded the contract shall not change or substitute first
tier subcontractors or direct suppliers or the portions of the contract work
to be performed or materials to be supplied from those identified in the
listing submitted with the bid or proposal except upon written approval of
the County. (See Appendix - Section 1)
NOTE: ORDINANCE NO. 97-104 REQUIRES A
BID OR PROPOSAL FOR A COUNTY OR
PUBLIC HEALTH TRUST CONTRACT
INVOLVING THE EXPENDITURE OF $100,000
OR MORE . INCLUDE A LISTING OF
SUBCONTRACTORS AND SUPPLIERS WHO
WILL BE USED ON THE CONTRACT, AND
PROVIDES FAILURE TO INCLUDE THE
REQUIRED LISTING SHALL RENDER THE BID
OR PROPOSAL NON-RESPONSIVE. THE
REQUIRED LISTING MUST BE SUBMITTED
AND SIGNED EVEN THOUGH THE BIDDER OR
PROPOSER WILL NOT UTILIZE
SUBCONTRACTORS OR SUPPLIERS ON THE
CONTRACT. IN THE LATTER CASE, THE
LISTING MUST EXPRESSLY STATE NO
SUBCONTRACTORS, OR SUPPLIERS, AS THE
CASE MAY BE, WILL BE USED ON THE
CONTRACT. TIMELY SUBMISSION OF A
PROPERLY COMPLETED AND SIGNED
"SUBCONTRACTOR/SUPPLIER LISTING, SUB
FORM 100" (A COPY OF WHICH IS INCLUDED
IN THE BID PACKAGE) CONSTITUTE
COMPLIANCE WITH THE LISTING
REQUIREMENTS OF THE ORDINANCE. IN
ORDER TO BE DEEMED PROPERLY
COMPLETED, THE WORD "NONE" MUST BE
ENTERED UNDER THE APPROPRIATE
HEADING OF SUB FORM 100 IF NO
SUBCONTRACTORS OR SUPPLIERS WILL BE
USED ON THE CONTRACT.
XXIII `IV- 3 2 8
MIAMI-DADE COUNTY BID NO.: 6657 -1/03 -OTR -CW
and comply with the County's Recycled Packaging Resolution No. 738-
92. (See Appendix - Section 1)
(3) All goods furnished shall be fully guaranteed by the successful bidder
against factory defects and workmanship. The successful bidder at no
expense to the County shall correct any defects, which may occur within
the period of the manufacturer's standard, and/or any implied warranty.
The Special Conditions may supersede the standard manufacturer's
warranty.
D. Subcontracting
(1) Unless otherwise specified in this bid solicitation, the successful bidder
shall not subcontract any portion of the work without the prior written
consent of the County. The ability to subcontract may be further limited
by the Special Conditions. Subcontracting without the prior consent of the
County may result in termination of this bid solicitation for default.
(2) Quarterly reporting when a subcontractor is utilized: The successful bidder
is advised that when a subcontractor is utilized to fulfill the terms and
conditions of this bid solicitation, County Resolution No. 1634-93 will
apply to this bid solicitation. This resolution requires the successful bidder
to file quarterly reports as to the amount of contract monies received from
the County and the amount that have been paid by the sucdessful bidder
directly to certified Black, Hispanic and Women -Owned businesses,
performing part of this bid solicitation work. Additionally, the listed
businesses are required to sign reports, verifying their participation in this
bid solicitation work and their receipt of such monies. The requirements of
this resolution shall be in addition to any other reporting requirements by
Federal, State or local laws, ordinances or administrative orders.
(3) Where subcontracting is permitted, the successful bidder shall obtain
written consent of the County prior to utilizing the subcontractor. All
actions of any subcontractor are the sole responsibility of the successful
bidder.
Note: This requirement is separate and independent from any requirements
that may be contained in the Special Conditions, Paragraph 2.2.
(4) In accordance with Ordinance No. 97-104, all bidders and respondents on
County contracts for purchase of supplies, materials or services, including
professional services, which involve the expenditure of $100,000 or more
and all bidders or respondents on County or Public Health Trust
construction contracts which involve the expenditure of $100,000 or more
shall include, as part of their bid or proposal submission, a listing which
identifies all first tier subcontractors who will perform any part of the
contract work and describes the portion of the work such subcontractor
01- 328
XXII REV ISED M4=
MIAMI -DADS CG.. _JTY
BID NO.. 6657 -1/03 -OTR -CW
an employee or agent of the County. The successful bidder shall supply a
competent and physically capable employee. The County may require the
successful bidder to remove an employee it deems unacceptable. Each
employee shall wear proper identification.
H. Indemnification of County by the Successful Bidder
The successful bidder shall indemnify and hold harmless the County and
its officers, employees, agents and instrumentalities from any and all
liability, losses or damages, including attorney's fees and costs of defense,
which the County or its officers, employees, agents or instrumentalities
may incur as a result of claims, demands, suits causes of actions or
proceedings of any kind or nature arising out of, relating to or resulting
from the performance of the Agreement by the successful bidder or its
employees, agents, servants, partners, principals or subcontractors. The
successful bidder shall pay all claims and losses in connection therewith,
and shall investigate and defend all claims, suits or actions of any kind or
nature in the name of the County, where applicable, including appellate
proceedings, and shall pay all costs, judgments, and attorney's fees which
may issue thereon. The successful bidder expressly understands and agrees
that any insurance protection required by this Agreement or otherwise
provided by the successful bidder shall in no way limit the responsibility
to indemnify, keep and save harmless and defend the County or its
officers, employees, agents and instrumentalities as herein provided.
I. Protection of Proverty
All existing structures, utilities, services, roads, trees, shrubbery, etc. shall
be protected against damage or interrupted services at all times by the
successful bidder during the term of this contract. The successful bidder
shall be held responsible for repairing or replacing property, to the
satisfaction of the County, which is damaged by reason of the successful
bidder's operation on County property.
1.9 MODIFICATION OF THE CONTRACT
The contract may be modified by unilateral action of the County or by mutual consent, in
writing, and through the issuance of a modification to the contract, purchase order, change
order or award sheet, as appropriate.
1.10 TERMINATION OF CONTRACT
A. Termination for Convenience
The County, at its sole discretion, may terminate this contract without
cause by providing the successful bidder with thirty (30) day advance
notice. Upon the receipt of such notice, the successful bidder shall not
incur any additional costs under this contract. The County shall be liable
01- 328
? V v REtliSFD 03!l�IOD
MIAMI-DADE COUNTY
E.
BID NO.: 6657 -1/03 -OTR -CW
(5) In accordance with County Ordinance No. 97-35 (Fair Subcontracting
Policies), "all successful bidders/respondents on County contracts in
which subcontractors may be used, shall be subject to and comply with
Ordinance 97-35 as amended, requiring bidders/respondents to provide a
detailed statement of their policies and procedures for awarding
subcontracts which:
F.
G.
a) Notifies the broadest number of local subcontractors
of the opportunity to be awarded a subcontract;
b) Invites local subcontractors to submit bids in a
practical, expedient way;
C) Provides local subcontractors access to information
necessary to prepare and formulate a subcontracting
bid;
d) Allows local subcontractors to meet with
appropriate personnel of the bidder to discuss the
bidder's requirements; and
e) Awards subcontracts based on full and complete
consideration of all submitted proposals and in
accordance with the bidder's stated objectives:
All bidders/respondents seeking to contract with the County shall, as a
condition of award, provide a statement of their subcontracting policies
and procedures. Bidders/Respondents who fail to provide a statement of
their policies and procedures may not be recommended by the County
Manager for award by the Board of County Commissioners."
(See Appendix — Section 1)
Assignment
The successful bidder shall not assign, transfer, or otherwise dispose of
this contract, including any rights, title or interest therein, or their power to
execute such contract to any person, company, or corporation without the
prior written consent of the County.
Delivery
Unless otherwise specified in this bid solicitation, prices quoted shall be
F.O.B. Destination with freight included in the proposed price.
Emyloyee is the Responsibility of the Successful Bidder
The employee of the successful bidder shall be considered to be, at all
times, employee of the successful bidder under its sole direction and not
01-
XXIV
328
1VLLr1LV`AA_A.# 1L/1.:. %.\ 11 1 LLL L1, IVJ I-L/VJ-V ►►\-%, tt
1.12 YEAR 2000 COMPLIANCE WARRANTY
Definition:
For purposes of this Year 2000 warranty, the term "Product" shall include software,
firmware, microcode, hardware and embedded chip technology.
Vendor warrants that the Product is Year 2000 Compliant. All versions of the Product
offered by the vendor and purchased by the County, for which Vendor is obligated to
provide maintenance service are, and in the future, will be, Year 2000 Compliant. Year
2000 Compliant means the Product will include the ability to:
consistently handle date information after January 1, 2000, including accepting date
input, providing date output, and processing dates; function after January 1, 2000,
without the need for program changes caused by the advent of the new century; properly
handle all date related information before and following Jan 1, 2001, including but not
limited to accurate and reliable performance in processing date and date related data,
including calculating, comparing and sequencing; properly process any and all date
calculations after the leap year date of February 29, 2000 and store and provide output of
date information in ways that are unambiguous as to century.
The duration of this warranty and the remedies available to the County for breach of this
warranty shall be as defined in, and subject to, the terms and limitations of any general
warranty provisions of this contract, provided that notwithstanding any provision to the
contrary in such warranty provision(s), or in the absence of any such warranty
provision(s), defects in the Product with regard to Year 2000 Compliance, if any, will be
corrected by Vendor at Vendor's cost within a timeframe mutually agreed upon with the
County. Vendor cannot be held responsible for errors resulting from devices or systems
external to this contract which are permitted to directly access any database provided
under this Agreement and overwrite Product date fields or from the users improper
integration of non -Year 2000 Compliant systems.
Nothing in this warranty shall be construed to limit any rights or remedies the County
may otherwise have under this contract with respect to defects other than Year 2000
performance.
YEAR 2000 REMEDY CLAUSE:
In the event of any decrease in product functionality related to time and date related
codes and internal subroutines that impede the hardware or software programs from
operating beyond the Millennium Date Change, Licensors and Vendors of Licensors
products, agree to immediately make required corrections to restore hardware and
software programs to the same level of functionality as warranted herein at no charge to
the licensee, and without interruption to the ongoing business of licensee, time being of
the essence.
XXVII RE'" - 3 2
MAIM -DADS COUNTY BID NO.: 6657 -1/03 -OTR -CW
only for reasonable costs incurred by the successful bidder, as determined
by the County, regardless of the method of payment required by this
contract. The County shall be the sole judge of "reasonable costs."
B. Termination for Default
The County may terminate this contract upon the failure of the successful
bidder to comply with any provision and/or requirements of this contract.
The County's decision not to take action upon failure of the successful
bidder to perform shall not be construed as a waiver of the ability of the
County to take additional action at a later date and time. The County shall
also have the ability to place the successful bidder on probation and/or
terminate any portion of this contract. The date of termination shall be
stated in a written notice to the successful bidder. In the event the
successful bidder is terminated for default, the County reserves the right to
re -procure the goods and/or services from the next lowest responsive
responsible bidder or re -solicit the goods and/or services. The County may:
further charge the successful bidder any differences in cost between the
successful bidder's price and the re -awarded price and/or any costs
associated with re -awarding or re -soliciting this contract. The County may
also debar or suspend the successful bidder from conducting business with
the County, and/or eliminate the defaulted contractor from consideration
in future bid solicitation, in accordance with appropriate County
ordinances, resolutions and/or administrative orders. _
C. Ordinance 93-137
Any individual or corporation or other entity that attempts to meet its
contractual obligations with the county through fraud, misrepresentation
or material misstatement, the county shall, whenever practicable,
terminate the contract. The county as a further sanction may terminate or
cancel any other contracts with such individual or other entity. Such
individual or entity shall be responsible for all direct or indirect costs
associated with such termination or cancellation, including attorney's fees.
Notwithstanding, any individual or entity who attempts to meet its
contractual obligations with the county through fraud, misrepresentation
or material misstatement may be disbarred from county contracting for up
to five (5) years.
1.11 ORDINANCES, RESOLUTIONS AND/OR ADMINISTRATIVE ORDERS
To request a copy of any ordinance, resolution and/or administrative order cited in this bid
solicitation, the bidder must contact the Clerk of the Board at 305-375-5126.
01- 328
XXVI PMV1=os 4=
2.1
ORA
2.3
2.4
2.5
2.6
MIAMI -DADS COUNTY
BID NO.: 6657 -1/03 -OTR -CW
SECTION 2.0, SPEICIAL CONDITIONS
PURPOSE: TO ESTABLISH A CONTRACT FOR THE COUNTY:
The purpose of this Invitation To Bid is to establish a contract for the purchase of Glass,
Various Types, Non -Autos in conjunction with the County's needs on an as needed when
needed basis.
INTENTIONALLY OMITTED
INTENTIONALLY OMITTED
TERM OF CONTRACT: FIXED PERIOD
This contract shall commence on the first calendar day of the month succeeding approval
of the contract by the Board of County Commissioners, or designee, unless otherwise
stipulated in the Notice of Award Letter which is distributed by the County's Department
of Procurement Management, Bids & Contracts Division; and contingent' upon the
completion and submittal of all required bid documents. The contract shall remain in
effect for (24) twenty-four months and upon completion of the expressed and/or implied
warranty periods.
OPTION TO RENEW (1) ONE YEAR (With Price Adjustment):
The prices for a two (2) year period from effective date shall be consistent with the
provisions outlined in section 2.7 of these special terms and conditions; at which time
Dade County shall have the option to renew for an additional one year period. At that
time Dade County will consider an adjustment to price based on Consumer Price Index,
All Urban Consumers, Ft. Lauderdale -Miami. It shall be further understood that the
County reserves the right to reject any price adjustments submitted by the bidder and/or
to terminate the contract with the bidder based on such price adjustments. Continuation of
the contract beyond the initial period is a County prerogative; not a right of the bidder.
This prerogative will be exercised only when such continuation is clearly in the best
interest of the County.
In the event that the bidder declines the County's right to exercise the option period, the
County will consider the successful bidder in default and affect its eligibility for future
contracts.
NOTE:SHOULD THE COUNTY EXERCISE THE OPTION TO RENEW, IT
SHALL BE ONLY FOR THOSE ITEMS ORIGINALLY AWARDED.
METHOD OF AWARD: To Low Bidder In The Aggregate
Award of this contract will be made to the responsive, responsible bidder who bids on all
items and whose bid offers the lowest price when all items are added in the aggregate. If
01- 328
MIAMI -DADS COUNTY BID NO.: 6657 -1/03 -OTR -CW
RESELLERS--
All
ESELLERS:
All products bid under this bid/contract will be Year 2000 compliant. Year 2000
Compliant means the Product will include the ability to: consistently handle date
information after January 1, 2000, including accepting date input, providing date output,
and processing dates; function after January 1, 2000, without the need for program
changes caused by the advent of the new century; properly handle all date related
information before and following January 1, 2001, including but not limited to accurate
and reliable performance in processing date and date related data, including calculating,
comparing and sequencing; properly process any and all date calculations after the leap
year date of February 29, 2000 and store and provide output of date information in way
that are unambiguous as to century. Resellers may provide a "pass through warranty"
from the manufacturers/software developer, which meets all the warranty requirements
by the County, and which shall include all other warranties provided by the manufacturer
or software developer. Reseller shall be responsible for warranty assurance, assistance,
enforcement and any other actions or remediation, required to satisfy warranty
requirements.
01- 328
XXVIII REVISEDWn4=
MIAMI-DADE COUNTY BID NO.: 6657 -1/03 -OTR -CW
good commercial practice and shall be adhered to by the successful bidder(s); except in
such cases where the delivery will be delayed due to acts of God, strikes, or other causes
beyond the control of the bidder. In these cases, the bidder shall notify the County of the
delays in advance of the delivery date so that a revised delivery schedule can be
negotiated.
Should the bidder(s) to whom the contract(s) is awarded fail to deliver in the number of
days as stated in its proposal, the County reserves the right to cancel the contract after
any back order period which is specified in the Special Conditions has lapsed. If the
contract is cancelled, it is hereby understood and agreed that the County has the authority
to purchase the goods elsewhere and to charge the bidder with any re -procurement costs.
2.18 BACK ORDERS MUST BE FILLED WITHIN FIVE (5) CALENDAR DAYS
If the successful bidder experiences a back order of items from its manufacturer or
distributor, the bidder shall insure that such back orders are filled within five (5) calendar
days from the date of the initial delivery. The bidder shall not invoice the County for
back ordered items until such back orders are delivered and accepted by the County's
authorized representative. It is understood and agreed that the County may, at its
discretion, verbally cancel back orders after the grace period identified in this paragraph
has lapsed, seek the items from another vendor, and charge the bidder for any re -
procurement costs.
2.19 INTENTIONALLY OMITTED
2.20 CONTACT PERSONS:
For any additional information regarding the specifications and requirements of this
contract, Contact: Edward Mason, CPPB at (305) 375-3900.
2.21 COUNTY-WIDE/STATE-WIDE USAGE
Any Governmental, not-for-profit or quasi -governmental entity in the State of Florida,
may avail itself of this contract and purchase any and all items specified herein from the
successful bidder(s) at the contract price(s) established herein.
Each Governmental, not-for-profit or quasi -governmental entity which uses a contract(s)
resulting herefrom, will establish its own contract, place its own orders, issue its own
purchase orders, be invoiced therefrom and make its own payments, determine shipping
terms and issue its own exemption certificates as required by the -bidder.
It is understood that unless specified in Section 2, paragraph 2.16, entitled "Shipping
Terms", all prices shall be quoted, "FOB Destination." For entities other than those
belonging to Miami -Dade County or those located outside of the geographical boundaries
of Miami -Dade County, the successful vendor shall be entitled to ship goods on an "FOB
0j- 32
3
LV11171Y11-L111J1S %..\ 11 1 1311! 114' JV_) / -11 VJ-11 11\-t. YY
bidder fails to bid on all items its bid shall be declared non-responsive. The County will
award the total contract to a single bidder.
2.7 PRICES SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT:
If the bidder is awarded a contract under this bid solicitation, the prices proposed by the
bidder shall remain fixed and firm during the term of contract.
2.8 INTENTIONALLY OMITTED
2.9 INTENTIONALLY OMITTED
2.10 INTENTIONALLY OMITTED
2.11 INTENTIONALLY OMITTED
2.12 INTENTIONALLY OMITTED
2.13 INTENTIONALLY OMITTED
2.14 INTENTIONALLY OMITTED
2.15 METHOD OF PAYMENT: PERIODIC INVOICES FOR COMPLETED
PURCHASES
The successful vendor(s) shall submit an invoice(s) to the requesting department(s) after
purchase has been completed, whether picked up by authorized County personnel or
delivered to the site by the vendor. The invoices shall reference the appropriate purchase
order number, the delivery address, and the corresponding delivery ticket number or
packing slip number that was signed by an authorized representative of the County
department when the items were delivered and accepted. Submittal of these periodic
invoices shall not exceed thirty (30) calendar days from the delivery of the items. Under
no circumstances shall the invoices be submitted to the County in advance of the delivery
and acceptance of the items.
2.16 SHIPPING TERMS: F.O.B. DESTINATION
All bidders shall quote prices based on F.O.B. Destination and shall hold title to the
goods until such time as they are delivered to, and accepted by, an authorized County
representative at various locations.
2.17 DELIVERY SHALL BE TWO (2 )DAYS AFTER ORDER IS PLACED BY THE
COUNTY
The bidder shall make deliveries within two (2) calendar days after the date that the
County department orders the items. All deliveries shall be made in accordance with
01- 328
f 2
MIAMI-DADE COUNTY BID NO.: 6657 -1/03 -OTR -CW
CITY OF BOCA RATON
CITY OF POMPANO BEACH
Att: Carol Thomas,
Att: Ernie Siegrist,
Purchasing Manager
General Servs. Director
201 W Palmetto Park Rd
P.O. Drawer 1300
Boca Raton, FL 33432
Pompano Beach, FL 33061
(407) 393-7876
(954) 7864098
CITY OF NIIAMI SPRINGS CITY OF SUNNY ISLES BEACH
Att: John M. Benson ATTN: Charlene Coletta
201 Westward Drive 17070 Collins Ave., Suite 250
Miami Springs, FL 33166 Sunny Isles Beach, FL 33160
(954) 885-4581 (305) 947-0606
2.22 AUTHORIZATION TO PICK-UP MATERIALS:
Dade County employees are authorized to pick-up materials against purchase orders
issued to the successful bidder(s). Such authorization is provided for the County
employee through an "Authorization to Pick -Up Materials" (Dade County Form No.
160.04.17) who shall surrender the form to the bidder during each purchase. If the bidder
is in doubt about the authenticity of the person picking up the material, the bidder shall
contact Procurement Management for assistance at 375-3900.
2.23 COMPLIANCE WITH FEDERAL REGULATIONS DUE TO -USE OF FEDERAL
DOLLARS
Since the goods, services, and/or equipment that will be acquired under this bid
solicitation will be purchased, in part or in whole, with federal dollars, it is hereby agreed
and understood that Section 60-250.4, Section 60-250.5 and Section 60-741.4 of Title 4
of the United States Code, which addresses Affirmative Action requirements for
handicapped workers, is incorporated into this bid by reference. See "Attachment A"
2.24 DAMAGED GOODS WHEN SHIPPING IS PROVIDED BY BIDDER:
The bidder shall be responsible for filing, processing and collecting all damage claims
against the shipper.
2.25 PACKING SLIPMELIVERY TICKET TO ACCOMPANY ITEMS DURING
DELIVERY:
The successful bidder shall enclose a complete packing slip or delivery ticket with any
items to be delivered in conjunction with this bid solicitation. The packing slip shall be
attached to the shipping carton(s) which contain the items and shall be made available to
the County's authorized representative during delivery. The packing slip or delivery
ticket shall include, at a minimum, the following information: purchase order number,
date of order, a complete listing of items being delivered; and back -order quantities and
01- 328
11
NIIAMI-DADS COUNTY BIDNO.:. .; :-1/03-OTR-CW
Destination, Prepaid and Charged Back" basis. This allowance s_ -.all only be made when
expressly authorized by a representative of the entity, prior to shipping the goods.
It is also understood and agreed that Dade County is not a legally binding party to any
contractual agreement made between any governmental unit and the bidder as a result of
this bid.
SURCHARGE FEE AND QUARTERLY SUMMARY REPORT
Per Miami -Dade County Surcharge Fee Ordinance No. 98-43, please be advised that this
contract is subject to a user surcharge fee in the amount of 2% on all sales resulting
from this contract or any contract resulting from this solicitation and the utilization of the
County contract price and the terms and conditions identified herein.
Vendors shall be required to furnish the attached Quarterly Surcharge Payment Report in
a timely manner. Quarterly reports and all applicable payments must be submitted to
GSA/Accounts Receivable, no later than 15 days after the end of each quarter, regardless
of the value of sales during the preceding quarter.
By submission of these sales summary reports and corresponding surcharge fees, the
vendor is attesting to their correctness. All such reports and fees shall be subject to audit
by Miami -Dade County.
Failure to submit the following Quarterly Surcharge Payment Report and make
applicable payments in a timely manner, may result in termination or cancellation of
contract with the non -conforming vendor and any and all remedies relating to the
collection of such fees shall be enforceable. Additionally, any reprocurement charges
may be charged to the vendor in default. Willful failure or falsification of sales reports or
failing to make timely payments of the surcharge fee shall constitute sufficient cause for
terminating the contract for cause of the non -conforming vendor.
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4
MIAMI-DADE COUNTY BID NO.: 6657 -1/03 -OTR -M
SECTION 3.0 TECHNICAL SPECIFICATIONS
3.1 Various types of glass (no installation) as specified in bid proposal which is and becomes
part of this Invitation to Bid.
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tZ
MIAMI-DADE CO%,ATY BID NO.. 6657 -1/c.7 -OTR -CW
estimated delivery of back -orders if applicable.
2.26 PURCHASE OF OTHER ITEMS NOT LISTED ON THIS BID SOLICITATION
BASED ON PRICE QUOTES:
While the County has listed all major items on the bid solicitation which are utilized by
County departments in conjunction with its operations, there may be ancillary items that
must be purchased by the County during the term of this contract. Under these
circumstances, a County representative will contact the primary vendor to obtain a price
quote for the ancillary items. If there are multiple vendors on the contract, the County
representative may also obtain price quotes from these vendors. The County reserves the
right to award these ancillary items to the primary contract vendor, another contract
vendor based on the lowest price quote or to bid the items through a separate solicitation.
2.27 STOCK LEVELS SHALL BE MAINTAINED BY BIDDER
The successful bidder(s) shall ensure that adequate stock levels are maintained at its place
of business in order to assure the County of prompt delivery. If the delivery terms
specified in the Solicitation are not fulfilled by the Bidder, the County reserves the right
to cancel the order, purchase the goods elsewhere, and charge the Bidder for any
reprocurement costs incurred by the County.
2.28 WAREHOUSE FACILITIES SHALL BE IN DADE COUNTY
Bids will only be accepted from bidders which have warehouse facilities located in Dade
County, Florida.
The County reserves the right to perform an inspection of these warehouse facilities
during the bid evaluation period and any time during the term of the contract and to use
this inspection as a means for determining the lowest responsive, responsible bidder. The
acceptable size, location, level of security, and functionability of the warehouse shall be
determined by the County in consideration of the bid requirements in its best interest; and
its decision shall be final.
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ITEM:
DEPARTMENT:
TYPE OF PURCHASE:
REASON:
RECOMMENDATION:
Award Under Dade County Contracts
MIAMI-DADE COUNTY
CONTRACT NO. 0772-0/00
Glass, Non -Automotive
Citywide
Contract
The Department of Purchasing has seen a need to
secure a citywide contract for glass, non -automotive.
It is recommended that award be made to Ready
WIndow Sales and Service Corp., under existing
Miami -Dade County Contract No. 0772-0/00,
effective through November 30, 2002, subject to
any extensions thereto by Miami -County, for the
Department of Purchasing, to be utilized citywide;
allocating funds therefore from various user
departments and agencies, and budgetary approval of
funds to utilize this service from individual accounts
prior to usage.
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