HomeMy WebLinkAboutR-98-0664J-98-706
7/9/98
RESOLUTION N0. 9 8 - 664
A RESOLUTION ACCEPTING THE BID OF SOUTHERN
PHOTO SUPPLY, INC., FOR THE PURCHASE OF
DIGITAL CAMERAS FOR THE DEPARTMENT OF POLICE,
AT A TOTAL COST NOT TO EXCEED $36,147.50;
ALLOCATING FUNDS THEREFOR FROM THE LAW
ENFORCEMENT TRUST FUND, PROJECT NO. 690003,
SUCH EXPENDITURES HAVING BEEN CERTIFIED BY
THE CHIEF OF POLICE AS COMPLYING WITH THE
U.S. DEPARTMENT OF THE TREASURY'S "GUIDE TO
EQUITABLE SHARING," AND FLORIDA STATE
STATUTES, SECTION 932.7055, AS AMENDED.
WHEREAS, pursuant to public notice, sealed bids were
received June 30, 1998, for the purchase of digital cameras for
the Department of Police; and
WHEREAS, invitations for Bid No. 97-98-148 were mailed to
ten (10) potential bidders and two (2) responses were received;
and
WHEREAS, the acquisition of digital cameras will allow for
the exchange of photographs and data between the three police
districts; and
WHEREAS, said acquisition will provide the Police Department
compatibility with both Miami -Dade Police Department and the
Department of Corrections in the exchange of information during
criminal investigations; and
WHEREAS, funding is available from the Department of Police,
Law Enforcement Trust Fund, Project No. 690003, such expenditures
having been certified by the Chief of Police as complying with
C= WKWSSION
MMRIIIRG or
J U L 14 1998
PASOUIM rim
98- b"4
the U.S. Department of the Treasury's "Guide to Equitable
Sharing" and Florida State Statutes, Section 932.7055, as
amended; and
WHEREAS, the City Manager and the Chief of Police recommend
that the bid received from Southern Photo Supply, Inc., be
accepted as the lowest responsible and responsive bid;
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 hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section 2. The June 30, 1998 bid submitted by Southern
Photo Supply, Inc., for the purchase of digital cameras for the
Department of Police, at a total cost not to exceed $36,147.50,
is hereby accepted, with funds therefor hereby allocated from the
Law Enforcement Trust Fund, Project No. 690003, such expenditures
having been certified by the Chief of Police as complying with
the U.S. Department of the Treasury's "Guide to Equitable
Sharing" and Florida State Statutes, Section 932.7055, as
amended.
Section 3. This Resolution shall become effective
- 2 -
98- 664
immediately upon its adoption and signature of the Mayor.1/
PASSED AND ADOPTED this 14th day of July , 1998.
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate appr�-,- of
this legislation by signing it in the designated place providec', saic,;
becomes effective with the elapse of ten (10) days fr the date omm;ssi
regarding same, without the Mayor exercising a ,
ATTEST:
Walter J. oem , ity Clerk fi✓
WALTER J. FOEMAN
CITY CLERK
BUDGET AND MANAGEMENT ANALYSIS REVIEW:
�W6o��
DIPAK PARM, IPIRE
W2707V-
AS ,VFO * CORRECTNESS: I'%
S:kc
1� 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.
- 3 - 9 664
CITY OF MIAMI, FLORIDA CA=4
INTER -OFFICE MEMORANDUM
TO: Honorable Mayor and Members DATE: JUL - 7 1998 FILE:
of the City Commission
SUBJECT: Authorizing the purchasing of
Digital Cameras
FROM: AonaldH. Warshaw REFERENCES: Bid No. 97-98-148
City Manager
ENCLOSURES:
RECOMMENDATION
It is respectfully recommended that the City Commission adopt the attached Resolution accepting
the bid of Southern Photo Supply, Inc., (Lisa and Marty Adams, owners), a Female/Non-Local
vendor, located at 2535 N. Harbor City Blvd., Melbourne, Florida 32935 for the purchasing of
digital cameras, for the Department of Police, at a total cost not to exceed $36,147.50. Funds are
available from the Law Enforcement Trust Fund Project No. 690003.
BACKGROUND
The Department of Police will be purchasing miscellaneous investigative equipment such as digital
cameras. Equipment such as these digital cameras will allow for the exchange of photographs and
data among the three police districts. It will also give the Police Department compatibility with
both Miami -Dade Police Department and the Department of Corrections in the exchange of
information during criminal investigations.
The Department of Police has analyzed the bids received pursuant to Bid No. 97-98-148 for the
purchase of digital cameras. Ten (10) invitations for bids were mailed and two responses were
received. The bid submitted by Southern Photo Supply, Inc., was deemed as the lowest
responsible and responsive bid, and is therefore recommended for award.
DHW/CYB
Memo ftitCamera97-98-148R
9o-- 684
AFFIDAVIT
STATE OF FLORIDA:
: SS
COUNTY OF DADE :
Before me this day personally appeared Donald H. Warshaw who being duly sworn,
deposes and says that:
I, Donald H. Warshaw, Chief of Police, City of Miami, do hereby certify that this request
for expenditure from the City of Miami Law Enforcement Trust Fund, to Southern Photo
Supply, Inc., in an amount not to exceed $36,147.50, for the provision of digital cameras
complies with the provisions of the U.S. Department of the Treasury's "Guide to Equitable
Sharing" and Florida State Statute, Chapter 932.7055.
/4,
Donald H. Warshaw
Chief of Police
City of Miami Police Department
Subscribed and sworn to before me this !� +� day of J U `( , 1998,
by Donald H. Warshaw, who is personally known to me.
NOTARY PUBLIC
STATE OF FLORIDA
AT LARGE
PZ/ OFFICIAL NOTARY SEAL
O1Pny
ANGIE RUILOBA
_
\,1 y
<
COMMIMON NUMBER
CC536387
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OF
MY COMMMISION EXPIRES
MAR.
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10.2000
9V 6b 4
City of Yliarii, Florida Bid No. 97-98-148
6.5 VENDOR BACKGROUND INFORMATION
INSTRUCTIONS:
This questionnaire is to be included with your bid. Do not leave any questions unanswered. When the question
does not apply, write the word(s) `done", or "Not Applicable", as appropriate. Please print.
COMPANY OFFICERS:
President Lisa Adak
Secretary M
COMPANY OWNERSHIP:
Vice President R'�
Treasurer Lisa sa P!1am
51 % of ownership
~MAY kiffm 49 % of ownership
% of ownership
% of ownership
LICENSES:
1. County or Municipal Occupational License No. Brevard G311-1'i City Of W-lbalcr=4EO7'
(attach copy with bid)
2. Occupational License Classification Ma3dt/Retail 401esal e
3. Occupational License Expiration Date:SqDtmixr 3D, 1998
4. Metro -Dade County Certificate of Competency No.
(attached copy if requested in Bid or RFP)
5. Social Security or Federal I.D. No. 59-3057782
EXPERIENCE:
6. Number of Years your organization has been in business: 35
7. Number of Years experience BIDDER/PROPOSER (person, principal of firm, owner) has had in operation
of the type required by the specifications of the Bid or RFP: 9
8. Number of Years experience BIDDER/PROPOSER (firm, corporation, proprietorship) has had in
operation of the type required by the specifications of the Bid or RFP: 9
98- 664
City of Miami, Florida
6.1 BID INFORMATION FOk.
Bid No. 97-98-148
Mailing Date: June 16, 1998
Bid No.: 97-98-148R
Buyer: Maritza Fresno
Telephone:
305-416-1907
Please quote on this form(s) net prices for the item(s) attached. Return signed original and retain a copy for your
files. Prices -should include all costs, including transportation to destination. The City reserves the right to accept or
reject all or any part of this bid. Prices should be firm for a minimum of 90 days.
Reference to manufacturers' names or catalog numbers are for identification only. If alternates are quoted,
complete information must be given.
In. the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices.
SINGLE PURCHASE
655-15: DIGITAL CAMERAS '
We`have read your Invitation for Bid, completed the necessary documents, and propose to furnish and deliver,
F.O.B. DESTINATION, the items or service specified herein.
ALL BIDS MUST BE SUBMITTED IN TRIPLICATE OR YOUR BID MAY BE DISQUALIFIED.
1 number of calendar days required to complete work after Notice to Proceed or issuance of
purchase order.
1 number of calendar days required before commencement of work.
Delivery will be made within 90 calendar days after receipt of purchase order.
Terms: 20/6-10 days M Net 30 days Ye; Additional discount of 0 % if awarded all items.
0 (include cash discount for prompt payment, if any) Other Discounts:
Contact Person/Telephone: Rica Shore 1-800-23a-9659
Term of Warranty and/or guarantee for equipment/goods I"lWntfaetuces Wanrcf ItY 90 days CaTErWPehCff1 Bag Life
Term of Warranty and/or guarantee for labor: N/A
All exceptions to this bid have been documented in the section below.
EXCEPTIONS: lA
I certify that any and all information contained in this bid is true; and I further certify that this bid is made without
prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for the same
materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all
terms and conditions of this bid and certify that I am authorized to sign this bid for the bidder. Please print the
following and sign your name:
Firm's Name: Southern Photo SuFp1V,Ir:c
Principal Business Address: N
City Bbd. Melbaxm, F1
Mailing Address: csrm
E-Mail Address:_ 4-n37M3 1.CCM
Telephone: 407 -254-4224
Fax: 1-407-2 4-8348
Name: Rya Shore
Title: lea Entcrce-m It SS�S L
Authorized Signature: �;�•� ;�1 _`\t
Beeper: 800-318-7291
98- 664
City of Miami, Florida Bid No. 97-98-148
2.0 GENERAL TERMS . D CONDITIONS FOR THE PURCHA. OF GOODS OR EQUIPMENT
INTENT`. The General Terms and Conditions described herein apply to the acquisition of goods or equipment with
an estimated aggregate cost of $4,500.00 or more.
2.1. ACCEPTANCE OF GOODS OR EQUIPMENT - Any good(s) or equipment delivered under this bid
shall remain the property of the seller until a physical inspection and actual usage of the good is made, and
thereafter is accepted as satisfactory to the City. It must comply with the terms herein and be fully in
accordance with specifications and of the highest quality. In the event the goods/equipment supplied to the
City are found to be defective or does not conform to specifications, the City reserves the right to cancel the
order upon written notice to the Contractor and return the product to the Contractor at the Contractor's
expense.
2.2. ACCEPTANCE OF OFFER - The signed bid shall be considered an offer on the part of the bidder, such
offer shall be deemed accepted upon issuance by the City of a purchase order.
2.3. ACCEPTANCE/REJECTION -The City reserves the right to accept or reject any or all bids or parts of
bids after bid opening and request rebid on the items described in the IFB. In the event of such rejection, the
Director of Purchasing shall notify all affected bidders and make available a written explanation for the
rejection. The City also reserves the right to waive any irregularities or minor informalities or technicalities
in any or all bids and may, at its discretion, re -bid.
2.4 ANTITRUST PROVISION - At such times as may serve its best interest, the City of Miami reserves the
right to advertise for, receive, and award additional bids for these herein items, and to make use of other
competitively bid (governmental) contracts, SNAPS Agreements, or other similar sources for the purchase of
these goods or equipment as may be available.
2.5. ASSIG"NT OF CONTRACT - Contractor shall not assign, transfer or subcontract at any time during
the term ;of the Contract, or any part of its operations, or assign any portion or part of the Contract, except
under and by virtue of -written permission granted by the City through the proper officials, which may be
withheld or conditioned, in the City's sole discretion.
2.6. AUDIT RIGHTS AND RECORDS RETENTION - The Successful Bidder agrees to provide access at all
reasonable times to the City, or to any of its duly authorized representatives, to any books, documents,
papers, and records of Contractor which are directly pertinent to this Bid, for the purpose of audit,
examination, excerpts, and transcriptions. The Successful Bidder shall maintain and retain any and all of the
books, documents, papers and records pertinent to the Contract for three (3) years after the City makes final
payment and all other pending matters are closed. Contractor's failure to or refusal to comply with, this
condition shall result in the immediate cancellation of this contract by the City.
2.7. AWARD OF CONTRACT:
A. The IFB, Bidder's response, any addenda issued, and the purchase order shall constitute the entire
contract, unless modified in accordance with any ensuing contract.
B. The award of a contract where there are Tie Bids will be decided by the Director of Purchasing or
designee.
C. The award of this Bid may be preconditioned on the subsequent submission of other documents as
specified in the Special Conditions or Technical Specifications. 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 City. Where Bidder is in default of these contractual requirements, the City, through
action taken by the Purchasing Department, will void its acceptance of the Bidder's Response and
may accept the Bid from the next lowest responsive, responsible Bidder or re -solicit the City's
requirements. The City, at its sole discretion, may seek monetary restitution from Bidder and its bid
bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the
Bidder's default.
Rev. 6/8/98
98- 664
City of Miami, Florida
Bid No. 97-98-148
D. The term of the contract shall be specified in one of three documents which shall be issued to the
successful Bidder. These documents may either be a purchase order, notice of award and/or
contract award sheet.
E. The City reserves the right to automatically extend this contract for up to ninety (90) calendar days
beyond the stated contract term in order to provide City departments with continual service and
supplies while a new contract is being solicited, evaluated, and/or awarded. If the right is exercised,
the City shall notify the Bidder, in writing, of its intent to extend the contract for a specific number
of days, not to exceed ninety (90) days, prior to the expiration of the contract term at the same price,
terms, and conditions.
F. Where the contract involves a single shipment of goods to the City, the contract term shall conclude
upon completion of the expressed or implied warranty periods.
G. The City reserves the right to award the contract on a split -order, lump sum or individual -item basis,
or such combination as shall best serve the interests of the City unless otherwise specified.
2.8. BRAND NAMES - If and wherever in the specifications brand names, makes, models, names of any
manufacturers, trade names, or bidder catalog numbers are specified, it is for the purpose of establishing the
type, function, minimum standard of design, efficiency, grade or quality of goods only. When the City does
not wish to rule out other competitors' brands or makes, the phrase "OR EQUAL" is added When bidding
an approved equal, Bidders will submit, with their bid, complete sets of necessary data (factory information
sheets, specifications, brochures, etc.) in order for the City to evaluate and determine the equality of the
item(s) bid The City shall be the sole judge of equality and its decision shall be final. Unless otherwise
specified, evidence in the form of samples may be requested if the proposed brand is other than specified by
the City. Such samples are to be fiunished after the date of bid opening only upon request of the City. If
samples should be requested, such samples must be received by the City no later than seven (7) calendar
days after a formal request is made.
2.9. CANCELLATION - The City reserves the right to cancel all invitations for bid before bid opening. In the
event of bid cancellation, the Director of Purchasing shall notify all prospective bidders and make available
a written explanation for the cancellation.
2.10. COLLUSION - Bidder, by affixing a signature to its bid, certifies that its bid is made without previous
understanding, agreement or connection either with any person, firm or corporation making a bid for the
same items or with the City of Miami Purchasing Department or initiating department. The Bidder certifies
that its bid is fair, without control, collusion, fraud or other illegal action. Bidder certifies that it is in
compliance with Section 2.611, Conflict of Interest and Code of Ethics Laws. The City will investigate all
potential situations where collusion may have occurred and the City reserves the right to reject any and all
bids where collusion may have occurred.
2.11. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that
contracts between private entities and local governments are subject to certain laws and regulations,
including laws pertaining to public records, conflict of interest, records keeping, etc. City and Contractor
agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect the
goods or equipment offered, including but not limited to:
2.11.1. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client
because of race, creed, color, national origin, sex, or age with regard to, but not limited to, the
following: employment practices, rate of pay or other compensation methods, and training
selection.
2.11.2. Occupational, Safety and Health Act (OSHA), as applicable to this bid.
2.11.3. The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes.
Rev. 6/8/98
o- S 4
City of Miami, Florida Bid No. 97-98-148
2.11.4. Mino. Women Business Affairs Enterprise (MIWB. ity Ordinances No. 10062, 10538, 11272,
as amended, as applicable to this bid.
2.11.5. Environment Protection Agency (EPA), as applicable to this bid.
2.11.6. Uniform Commercial Code (Florida Statutes, Chapter 672), as applicable to this bid.
2.11.7. Americans with Disabilities Act of 1990, as amended.
2.11.8. First Source Hiring, Agreements, City Ordinance No. 10032, as amended, as applicable to this bid.
Implemented to foster the creation of new and permanent jobs for City of Miami residents.
2.11.9. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this bid.
2.11.10. National Forest Products Association (NFPA), as applicable to this bid.
2.11.11. City Local Preference Ordinance No. 11087, as applicable to this bid.
2.11.12. CoMlict oflnterest, City Code Section 2-611; 612, as applicable to this bid.
Lack of knowledge by the bidder will in no way be a cause for relief from responsibility. Non-compliance
with all local, state, and federal directives, orders, and laws may be considered grounds for termination of
contract(s).
Copies of the City Ordinances may be obtained from the City Clerk's Office.
2.12. CONFLICT OF INTEREST - Bidders, by responding to this IFB, certify that to the best of their
knowledge or belief, no electedtappointed official or employee of the City of Miami is financially interested,
directly or indirectly, in the purchase of goods or equipment specified in this IFB. Any such interests on the
part of the Bidder or its employees must be disclosed in writing to the City. Further, you must disclose the
name of any City employee who owns, directly or indirectly, an interest of five percent (5%) or more of the
total assets of capital stock in the your firm.
2.13. COPYRIGHT OR PATENT RIGHTS - Bidders warrant that there has been no violation of copyright or
patent rights in manufacturing, producing, or selling the goods shipped or ordered as a result of this IFB, and
bidders agree to hold the City harmless from any and all liability, loss, or expense occasioned by any such
violation.
2.14. DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the Bid shall be
fixed after the award by the Commission unless otherwise specified in the Special Terms and Conditions.
Price discounts off the original prices quoted in the Bid will be accepted from successful Bidder(s) during the
term of the contract. Such discounts shall remain in effect for a minimum of 120 days from approval by the
City Commission Any discounts offered by a manufacturer to Bidder will be passed on to the City.
2.15. EMERGENCY/DISASTER PERFORMANCE - In the event of a hurricane or other emergency or
disaster situation, the successful vendor shall provide the City with the commodities/services defined within
the scope of this bid at the price contained within vendor's bid. Further, successful vendor shall
deliver/perform for the city on a priority basis during such times of emergency.
2.16. ESTIMATED QUANTITIES - Estimated quantities or estimated dollars are provided for your guidance
only. No guarantee is expressed or implied as to quantities that will be purchased during the contract period
The City is not obligated to place an order for any given amount subsequent to the award of this bid. Said
estimates may be used by the City for purposes of determining the low bidder meeting specifications. The
City reserves the right to acquire additional quantities at the prices bid or at lower prices, in this IFB.
2.17. EVALUATION OF BIDS
A. Rejection of Bids
Rev. 6/8/98
98- 664
City of Miami, Florida Bid No. 97-98-148
The City may ►_,.ct a Bid for any of the following reasons;
(1) Bidder fails to acknowledge receipt of addenda
(2) Bidder misstates or conceals any material fact in the Bid
(3) Bid does not conform to the requirements of the Bid
(4) Bid requires a conditional award that conflicts with the method of award
(5) Bid does not include required samples, certificates, licenses as required
(6) Bid was not executed by the Bidder's authorized agent on the Bid Form
The foregoing is not an all inclusive list of reasons for which a Bid may be rejected. The City may reject
and re -advertise for all or any part of the Bid Solicitation whenever it is deemed in the best interest of the
City.
B. Elimination From Consideration
(1) A contract shall not be awarded to any person or firm which is in arrears to the City upon any
debt or contract, or which is a defaulter as surety or otherwise upon any obligation to the City.
(2) A contract may not be awarded to any person or firm which has failed to perform under the
terms and conditions of any previous contract with the City or deliver on time contracts of a
similar nature.
(3) A contract may not be awarded to any person or firm which has been debarred by the City in
accordance with the City's Debarment and Suspension Ordinance.
C. Determination of Resoonsbili
(1) Bids will only be considered from entities who are regularly engaged in the business of
providing the goods and/or equipment required by the Bid. Bidder's must be able to
demonstrate a satisfactory record of performance and integrity and have sufficient financial,
material, equipment, facility, personnel resources, and expertise to meet all contractual
requirements. The terms "equipment and organization" as used herein shall be construed to
mean a fully equipped and well established entity in line with the best industry practices in the
industry as determined by the City.
(2) The City may consider any evidence available regarding the financial, technical and other
qualifications and abilities of a Bidder, including past performance (experience) with the City
or any other governmental entity in making the award.
(3) The City may require the Bidder(s) to show proof that they have been designated as an
authorized representative of a manufacturer or supplier which is the actual source of supply, if
required by the Bid.
2.18. F.O.B. POINT- Unless otherwise specified in the IFB, all prices quoted by the bidder must be F.O.B.
POINT, inside delivery, with all delivery costs and charges included in the bid price, unless otherwise
specified in this IFB. Failure to do so may be cause for rejection of bid.
2.19. FIRM PRICES - The bidder warrants that prices, terms, and conditions quoted in its bid will be firm
throughout the duration of the contract unless otherwise specified in the IFB. Such prices will remain firm
for the period of performance or resulting purchase orders or contracts, which are to be performed or
supplied over a period of time.
2.20. INDEMNIFICATION - The Contractor shall indemnify and save harmless forever the City, and all the
City's agents, officers and employees from and against all charges or claims resulting from any bodily injury,
loss of life, or damage to property from any act, omission or neglect, by itself or its employees; the
Contractor shall become defendant in every suit brought for any of such causes of action against the City or
the City's officials, agents and employees; the Contractor shall further indemnify City as to all costs,
Rev. 6/8/98
fb 18- 664
City of Miami, Florida
Bid No. 97-98-148
attorney's fees, ,;xpenses and liabilities incurred in the deh__ a of any such claims and any resulting
investigation.
2.21. INSPECTIONS - The City may, at reasonable times during the term hereof, inspect Contractor's facilities
and perform such tests, as the City deems reasonably necessary, to determine whether the goods or
equipment required to be provided by the Contractor under this Contract conform to the terms of the IFB.
—Contractor shall make available to the City all reasonable facilities and assistance to facilitate the
performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and
made in accordance with, the provisions of Section 18-96 of the Code of the City of Miami, Florida, as same
may be amended or supplemented from time to time.
2.22. INSPECTION OF BID - Sealed bids received by the City pursuant to Invitations For Bid will not be made
available until such time as the City provides notice of a decision or intended decision or within 10 days after
bid opening, whichever is earlier. Bid Tabulations will be furnished, after a recommendation for the award
is made to the City Commission by the Purchasing Department in concurrence with the user department, and
upon provision of a self addressed, stamped envelope by the bidder.
2.23. INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor, shall
furnish Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of coverage
shall demonstrate strict compliance to all requirements listed on the attached form entitled "Insurance
Requirements". The City shall be listed as an "Additional Insured."
Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the insurance
certificate is received within the specified time frame but not in the manner prescribed in this Invitation for
Bid, the Contractor shall be verbally notified of such deficiency and shall have an additional five (5) calendar
days to submit a corrected certificate to the City. If the Contractor fails to submit the required insurance
documents in the manner prescribed in this IFB within fifteen (15) calendar days after receipt Notice of
Award, the contractor may be in default of the contractual terms and conditions and may not be awarded the
contract. Under such circumstances, the Bidder may be prohibited from submitting future bids to the City.
Information regarding. any insurance requirements shall be directed to the Risk Administrator, Risk
Management Divisfon, at (305) 416-1700.
2.24. INVOICES - Invoices shall contain purchase order number and details of goods or equipment delivered
(i.e. quantity, unit price, extended price, etc).
2.25. LOCAL PREFERENCE - City Ordinance 11087 states that the City Commission may offer to a
responsible and responsive local bidder, whose rim office is located in the City of Miami, the
opportunity of accepting a bid at the low bid amount, if the original bid amount submitted by the local
vendor does not exceed 110 percent of the lowest other responsible and responsive bidder.
2.26. MANUFACTURER'S CERTIFICATION - The City reserves the right to request from bidders a separate
Manufacturer's Certification of all statements made in the bid. Failure to proNde such certification may
result in the rejection of bid or termination of contract, for which the bidder must bear full liability.
2.27. MINORITY/ PROCUREMENT PROGRAM - Ordinance No. 10062, as amended, entitled the Minority
and Women Business Affairs and Procurement Ordinance of the City of Miami, Florida, sets forth "...a goal
of awarding at least 51 percent of the City's total annual dollar volume of all expenditures for all goods and
services to Black, Hispanic and Women minority business enterprises on an equal basis." A minority
business enterprise is defined as a business firm "...in which at least 51 percent of said enterprise is owned by
Blacks, Hispanics, or Women and whose management and daily business operations are controlled by one or
more Blacks, Hispanics or Women."
To achieve the goal established by these Ordinances, participation in providing goods and services to the
City by minorities is being encouraged in a number of ways. All bidders doing business with the City are
encouraged to include the participation of minority firms in their bids. In evaluating bids for determination
of awards, minority participation may be a factor. Failure to adequately involve minority firms may be a
basis for rejecting any and all bids.
Rev. 6/8/98 ee
��— 1J64
City of Miami, Florida
Bid No. 97-98-148
Possible way, include minority participation would involve.
1. Joint venture with a minority firm(s)
2. Utilizing minority firm(s) as subcontractor(s).
3. Utilizing minority firm(s) to supply goods and/or services.
4. Successful implementation of well defined affirmative action program.
5. Other forms of minority participation, if properly documented.
Successful bidder(s) shall be required to establish an Affirmative Action Plan, if not, an Affirmative
Action Policy shall be established, pursuant to Ordinance #10062 as amended. Effective date of
implementation must be indicated on the policy.
A "Minority Status Information Sheet" in Section 6.7 is provided to assist bidders in presenting information
concerning minority participation.
Minority and women -owned business funs are encouraged, but not required, to register with the City prior
to submitting bids. The Purchasing Department, Minority/Women Business Affairs Office, will provide the
necessary forms and instructions upon request. All bidders are urged to submit bids for any goods or
services that they are able to supply, regardless of minority classification. However, compliance with all
requests for information regarding Minority/Women Status or Participation is required. Bidder's
cooperation is greatly needed to aid the City in achieving its goal. Bidders may contact this Office at (305)
416-1913 for information.
2-X MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS
No contract or understanding to modify this IFB and resultant purchase orders or contracts, if applicable,
shall be binding upon the City unless made in writing by the Director of Purchasing of the City of Miami,
Florida through the issuance of a change order or modification to the contract, purchase order or award sheet .
as appropriate
2.29. NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance with ?
specifications under the direction of the Florida Department of Agriculture and Consumer Services or by
other appropriate testing Laboratories as determined by the City. The data derived from any test for
compliance with specifications is public record and open to examination thereto in accordance with Chapter
119, Florida Statutes, 1971. Items delivered not conforming to specifications may be rejected and returned
at Bidder's expense. These non -conforming items not delivered as per delivery date.in bid and/or Purchase
Order may result in bidder being found in default in which event any and all reprocurement costs may be
charged against the defaulted contractor. Any violation of these stipulations may also result in the supplier's
name being removed from the City of Miami's bidder's list.
230. NONDISCRIMINATION - Bidder agrees that it shall not discriminate as to race, sex, color, age, religion,
national origin, marital status, or disability in connection with its performance under this solicitation.
Furthermore, Bidder agrees that no otherwise qualified individual shall solely by reason of his/her race, sex,
color, age, religion, national origin, marital status or disability be excluded from the participation in, be
denied benefits of, or be subjected to, discrimination under any program or activity receiving federal
financial assistance.
In connection with the conduct of its business, including performance of services and employment of
personnel, Bidder shall not discriminate against any person on the basis of race, color, religion, disability,
age, sex, marital status or national origin. All persons having appropriate qualifications shall be afforded
equal opportunity for employment.
2.31. OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business location in
the City of Miami and is submitting a Bid under this IFB shall meet the City's Occupational License Tax
requirements in accordance with Chapter 31.1, Article I of the City of Miami Charter. Others with a location
outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the
license must be submitted with the Bid; however, the City may at its sole option and in its best interest allow
the Bidder to supply the license to the City during the evaluation period, but prior to award.
Rev. 6/8/98
98- 664
City of Miami, Florida
Bid No. 97-98-148
2.32. PRICE ADJL AQENTS - Any price decrease effectuated i ig the contract period either by reason of
market change or on the part of the contractor to other customers shall be passed on to the City of Miami.
233. PRODUCT SUBSTITUTES - In the event a particular awarded and approved manufacturer's product
becomes unavailable during the term of the Contract, the Contractor awarded that item may arrange with the
City's authorized representative(s) to supply a substitute product at the bid price or lower, provided that a
_:sample is approved in advance of delivery and that the new product meets or exceeds all quality
requirements.
2.34. PROHIBITIONS - Contractor represents and warrants to the City that it has not employed or retained any
person or company employed by the City to solicit or secure this Contract and that it has not offered to pay,
paid, or agreed to pay any person any fee, commission, percentage, brokerage fee, or gift of any kind
contingent upon or in connection with, the award of this Contract.
2.35. PROMPT PAYMENT - Bidders may offer a cash discount for prompt payment; however, discounts shall
not be considered in determining the lowest net cost for bid evaluation purposes.
Bidders are required to provide their prompt payment terms in the space provided on the Bid Response
Form. If no prompt payment discount is being offered, the Bidder must enter zero (0) for the percentage
discount to indicate no discount. If the Bidder fails to enter a percentage, it,is understood and agreed that the
terms shall be 2% 20 days, effective after receipt of invoice or final acceptance by the City, whichever is
later.
When the City is entitled to a cash discount, the period of computation will commence on the date of
delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is
necessary due to damage, the cash discount period shall commence on the date final approval for payment is
authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash
discount, the City is entitled to a cash discount with the period commencing on the date it is determined by
the City that a cash discount applies.
Price discounts off the original prices quoted on the Price Sheet will be accepted from successful bidders
during the term of the contract.
2.36. PUBLIC ENTITY CR RS - A person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or
services to a public entity, may not submit a bid on a contract with a public entity for the construction or
repair of a public building or public work, may not submit bids on leases of real property to a public entity,
may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract
with any public entity, and may not transact business with any public entity in excess of the threshold
amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of
being placed on the convicted vendor list.
2.37 PUBLIC RECORDS - Contractor understands that the public shall have access, at all reasonable times, to
all documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida
Statutes, and Sec. 18-104 of the City Code, and agrees to allow access by the City and the public to all
documents subject to disclosure under applicable law. Contractor's failure or refusal to comply with the
provision of this section shall result in the immediate cancellation of this Contract by the City.
238. QUALITY - All materials used in the manufacturing or construction of supplies, materials, or equipment
covered by this bid shall be new. The items bid must be of the latest make or model, of the best quality, and
of the highest grade of workmanship, unless as otherwise specified in this IFB.
239. RESOLUTION OF PROTEST - Any actual or prospective contractual party who feels aggrieved in
connection with the solicitation or award of a contract may protest in writing to the Director of Purchasing
who shall have the authority, subject to the approval of the City Manager and the City Attorney, to settle and
resolve a protest with final approval by the City Commission. Bidders are alerted to Ordinance No. 11072
describing the protest procedures. Protests failing to meet the requirements for filing shall not be accepted.
Rev. 6/8/98
98- 664
City of Miami, Florida
Bid No. 97-98-148
Failure of a p. , to timely file shall constitute a forfeiture such parry's right to file a protest. NO
EXCEPTIONS.
2.40. SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to
the City. If not destroyed by testing, bidder(s) will be notified to remove samples, at their expense, within 30
days after notification. Failure to remove the samples will result in the samples becoming the property of the
—City.
2.41. SERVICE AND WARRANTY - Unless otherwise specified, the bidder shall define any warranty, service
and replacements that will be provided. Bidders must explain on the attached Bid Response Form to what
extent warranty and service facilities are available. A copy of the manufacturer's warranty, if applicable,
should be submitted with your bid.
2.42. SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any supplemental
specification as to any detail or the omission from it of detailed description concerning any point shall be
regarded as meaning that only the best commercial practices are to prevail and that only materials of first
quality and convect type, size and design are to used All workmanship is to be first quality.
All intapretations of these specifications shall be made upon the basis of this statement.
If your firm has a current contract with the State of Florida, Department of General Services, to supply the
items on this bid, the bidder shall quote not more than the contract price; failure to comply with this request
Will result in disqualification of bid
2.43. TERMINATION - The City of Miami reserves the right to terminate this contract by written notice to the
contractor effective the date specified in the notice should any of the following apply:
2.42.1. The contractor is determined by the City to be in breach of any of the terms and conditions of the
contract.
2.42.2. The City has determined that such termination will be in the best interest of the City to terminate the
contract for its own convenience;
2.42.3. Funds are not available to cover the cost of the goods or equipment. The City's obligation is
contingent upon the availability of appropriate funds.
2.44. TIMELY DELIVERY - Time will be the essence for any orders placed as a result of this bid The City
reserves the right to cancel such orders, or any part thereof; without obligation, if delivery is not made within
the time(s) specified on the Bid Form. Deliveries are to made during regular City business hours unless
otherwise specified in the Special Conditions.
2.45. TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted the
goods/equipment or used the goods, whichever comes first.
2.46. VARIATIONS OF SPECIFICATIONS - For purposes of bid evaluation, bidders must indicate any
variances from bid specifications and/or conditions, no matter how slight. If variations are not stated on the
Bid Response Form, it will be assumed that the product fully complies with the City's specifications.
Rev. 6/8/98
9 8 - 6�4
City of Miami, Florida
3.0. SPECIAL CONDi NS
Bid No. 97-98-148
3.1. SCOPE AND PURPOSE
It is the intention of the City of Miami to purchase at the earliest possible and lowest possible cost Digital
Cameras for the Department of Police.
3.2. CANCELLATION
The City Manager by written notice may terminate in whole or part any Agreement resulting from this
invitation, when such action is in the best interest of the City. If the Agreement is so terminated, the City
shall be liable only for payment for services rendered prior to the effective date of termination.
3.3. METHOD OF AWARD
Award of this contract will be made to the most responsive, responsible bidder who offers the lowest price
when all items are added in the aggregate meeting the Specifications. Bidder must bid on all items.
3.4. BIDDER QUALIFICATIONS
a) Bids will be considered only from firms that are regularly engaged in the business of providing goods
and/or services as described in this Bid; that have a record of performance for at least two (2) years; and that
have sufficient financial support, equipment and organization to insure that they can satisfactory execute the
services if awarded a Contract under the terms and conditions herein stated.
The term "equipment and organization" as used herein shall be construed to mean a fully equipped and well
established industry as determined by the proper authorities of the City of Miami, Florida.
3.5. DELIVERY
Point: All items will be priced and delivered F.O.B. Miami, to the following location:
City of Miami, Department of Police
400 NW 2' Avenue
Miami, Florida 33128
3.6. WARRANTY
Equipment hereinafter specified shall be fully guaranteed by the vendor against factory defects. Any defects
may occur as the result of either faulty material or workmanship within the period of the manufacturer's
standard warranty will be corrected by the vendor without expense to the City of Miami.
The manufacturers warranties on items covered by this contract shall be considered, whereas successful
bidder shall obtain warranty schedules and call upon manufacture for warranty claims. Bidders are requested
to bid credits for those months where warranties are in effect reducing the scope of contract.
3.7. BACK ORDERS
It the successful bidder experiences a back order of items from its distributor, the vendor shall insure that
such back orders are filled within thirty (30) calendar days from the date of the initial delivery. The vendor
shall not invoice the City for back ordered items until such back orders are delivered and accepted by the
City's authorized representative.
3.8. IDENTIFICATION
All invoices, packing lists, packages, shipping notices, and other written documents affecting the order shall
contain the applicable purchase order number. Packing lists shall be enclosed in each and every box or
package shipped pursuant to this contract, indicating the contents therein. Invoices will not be processed for
payment until all items are received.
3.9. WARRANTY, FITNESS FOR PURPOSE
The vendor warrants items supplied under this contract conform to specifications herein, and are fit fdr the
purpose for which such goods are ordinarily employed; except if stated in a Special Condition, the material
98-- 664
City of Miami, Florida Special Conditions (Continued)
Bid No. 97-98-148
must then fit that p, ular purpose. The vendor and the City agre,, at orders under this contract does not
exclude, or in any way limit, other warranties, provided in this agreement or by law.
3.10. CASH DISCOUNTS
In the event the City is entitled to a cash discount, the period of computation will commence on the date of
delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment to payment is
necessary due to damage, the cash discount period shall commence on the date final approval for payment is
authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash
discount, the City is entitled to a cash discount with the period commencing on the date it is determined by
the City that a cash discount applies.
3.11. PACKING AND SHIPPING
No charges will be allowed for special handling, packing, wrapping, bags, containers, reels, etc., unless
otherwise specified herein.
All items shall be prepared and packed for shipment in a manner that will prevent damage in transit. The
City is not liable for extra charges for packing, cartage, or anything else unless stated in this agreement. The
vendor shall mark the number of items in each order on the container and enclose a packing slip with the
purchase order number of each container. Vendor shall mail invoice to the Purchasing Department, in
duplicate, on the day the shipment was made.
3.12. INSPECTION
All items are subject to inspection and approval by the City. Such inspection shall be made within a
reasonable time after delivery, irrespective of the date of payment. The City may return rejected items at the
vendor's expense. The vendor shall not replace items returned unless so directed by the City in writing.
3.13. ACCEPTANCE OF PRODUCT BY THE CITY
The products shall be maintained and delivered to the City in excellent condition. If a product does not meet.
specifications, it wW be returned to the bidder as exchange for suitable merchandise or for full credit at no
additional cost to the City. ;
3.14. WARRANTED AGAINST DEFECTS
The bidder hereby acknowledges and agrees that all items, supplied by the Bidder in conjunction with this
bid shall be warranted for their merchantability, and fit for a particular purpose. In the event any of the items
supplied to the City by the Bidder do not conform to specifications, the City reserves the right to (1) cancel
the order and return such items to the Bidder at the Bidder's expense or (2) require the Bidder to replace the
items at the Bidder's expense.
3.15. APPROVAL BY EMERGENCY FINANCIAL OVERSIGHT BOARD
The State of Florida has appointed an Emergency Financial Oversight Board ("Oversight Board") which is
empowered to review and approve all pending City of Miami contracts. As a result, contracts shall not be
binding on the City until such time as they have been approved by the Oversight Board. Execution of this
contract by the City Manager shall constitute evidence of its approval by the Oversight Board.
3.16. NO SUBSTITUTION
When No Substitution is used in combination with a manufacturer's name, brand name and/or model
number, that named item is the only item that will be accepted by the City.
3.17. YEAR 2000 COMPLIANCE WARRANTY
The contractor warrants that each item delivered, developed or modified under this contract shall be able to
accurately process date data (including, but not limited to, calculating, comparing, and sequencing) from,
into, and between the twentieth and twenty-first centuries, including leap year calculation, when used in
accordance with the item documentation provided by the contractor, provided that all items used in
combination with other designated items properly exchange date data with it. The duration of this warranty
and the remedies available to the City for breach of this warranty shall be as defined in, and subject to, the
terms and limitation 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),
Page 2 of 3 6
City of Miami, tlorida Special Conditions (Continued) Bid No. 97-98-148
the remedies avails o the City under this warranty shall includt air or replacement of any item whose
warranty shall include repair or replacement of any item whose non-compliance is discovered and made
known to the contractor in writing within ninety (90) days of discovery. Nothing in this warranty shall be
construed to limit any rights or remedies the City may otherwise have under this contract with respect to
defects other than year 2000 performance.
3.18. YEAR 2000 REMEDY CLAUSE
In the event of any decrease in equipment functionality related to time and date related codes and internal
subroutines that impede the equipment from operating beyond the Millennium Date Change, Licensors and
Vendors of Licensors products, agree to immediately make required corrections to restore equipment to the
same level of functionality as warranted herein at no charge to the licensee, and without interruption to the
ongoing business of the licensee, time being to the essence.
98- 664
Page 3 of 3
BID NUM
97-98-148
BID AWARD RECOMMENDATION FORM
DEPARTMENT / DIVISION: Police
TERM OF CONTRACT: Single Purchase
COMMODITY/SERVICE: Digital Cameras
NUMBER OF BIDS DISTRIBUTED: Ten (10) NUMBER OF BIDS RECEIVED: Two (2)
METHOD OF AWARD: Lowest -mesponsible and responsive bidder.
RECOMMENDED VENDOR(Sh STATUS: CONTRACT VALUE:
Southern Photo Supply, Inc. Female/Non-Local $36,147.50
JUSTIFICATION:
ACCOUNT CODE(S):
Law Enforcement Trust Fund. Project No. 690003,`._,
kc,m� -0-a0kIDN%-e.%io _
DEPARTMENT APPROVAL:
Department Director/
Designee
BUDGET REVIEW APPROVAL:
Dipak M. Parekh
Director
n
PURCHASING APPROVAL:
ME -
well -T .
OTHER FUNDING APPROVALS, IF APPLICABLE: TITLE:
PAGE 2 OF 2
9 664
VENDOR
Item Description
1 Sony Digital Camera Model FD-710X
Zoom with built-in floppy disk storage,
flash, and Rechargeable Lithium
Battery and Charger
2 Pelican Model 1400 Hardcase
for Camera
3 Extra Rechargeable Lithium Batteries
for Sony FD-7 Camera
Total {hems 1-3)
Prepared by MarNzaa Fresno
08l30/98
TABULATION OF BID
DIGITAL CAMERAS
97-98-148
Southern Photo Supply Inc Mavco Inc
2635 N Harbor Cky Blvd 655 NW 95 Street
Melbourne FL 32936 Miami FL 33150
Non-Local/Female Dade/Non-Minority
Est Unit of Unit Extended Est. Unit of Unit Extended
-W. Measure Price Price CQh Measure Price Price
5o each $ 625.00 lea $ 31,250.00 50 each $ 6B8.89 tea $ 33,444.50
60 each $ $2.95 lea $ 2,647.50 50 each $ 80,00 lea $ 4,000.00
30 each $ 45.00 We t 2,250.00 50 each $ 162.50 lea $ 8,125.00
$ 36,147.50 $ 45,569,50
Approvagart
_
Page 1 Direct Q esignee�
9 �~ XX
r
CITY OF MIAMI OFFICE OF THE Cl , ._CLERK
BID SECURITY LIST
BID ITEM:
BID NO.:
DATE BID(S) OPENED:
DIGITAL CAMERAS
d Z2
,171
97-98-148R
JUNE 301F 1998 TIME 10:00 A.M.
BIDDER
'
TOTAL BID
AMOUNT
BID BOND (ER)
CASHIER'S CHECK
SOUTHER PHOTO SUPPLY, INC.
SEE ATTACHED B
D
MAVCO INC.
rr rr
„Offers ,from the vendors lasted hereto•
-** •
'
r�rt` t, a on.lql r
'.site a»d txr�
other offers subin tted in re3licna -a to th-
,. ; a
so cn,
y,
(City Department)
(43 envelopes on behalf
oa _ AF,01x-A
(Date)
of
SIGNED:
Deputy City Clerk
CITY OF MIAMI
ADVERTISEMENT FOR BID
Sealed bids will be received by the City of Miami City Clerk at his office located at City Hall,
3500 Pan American Drive, Miami, FI. 33133 for the following:
BID NO.97-98-148R Purchase Digital Cameras for the Department of Police
OPENING DATE: 10:00 A.M. June 30, 1998
Detailed specifications for this bid are available upon request at the City of Miami, Purchasing
Department, 444 SW 2 Avenue, Sixth Floor Miami, Florida 33130, Telephone No. 416-1904.
Donald H. Warshaw
City Manager
AD NO.4499
CITY OF MIAMI
LOGO
a
City of Miami
REQUISITION FOR ADVERTISEMENT
This number must
appear in the
advertisement.
INSTRUCTIONS: Please type
and attach a copy of the advert'
m nt with this r n.
1. Department:
2. Division:
3. Account Code number:
4. Is this a confirmation:
❑ Yes ❑ No
5. Prepared by:
6. Size of advertisement:
7. Starting date:
8. Telephone number:
9. Number of times this advertisement
published:
is to be
10. Type of advertisement:
❑ Legal ❑ Classified ❑
Display
11. Remarks:
12.
Publication
Date(s) of
Advertisement
Invoice No.
Amount
r•
Ry 1-4
13.
❑ Approved
❑ Disapproved
Department Director/Designee Date
Approved for Payment
1
Date
C IGS/PC 503 Rev. 12/89
1 Routing: Forward White and Canary to G.S.A. (Procurement Management) and retain Pink copy.
015THIISUTIUN: White - U.S.A.; Canary - Department