HomeMy WebLinkAboutR-98-0988J-98-998
9/22/98
RESOLUTION NO. - 9 8 8
A RESOLUTION APPROVING THE PURCHASE OF WHELEN
EMERGENCY WARNING DEVICES AND LIGHTING FOR
POLICE TRAFFIC ENFORCEMENT MOTORCYCLES FROM
CENTRAL PUBLIC SAFETY EQUIPMENT CO. UNDER
EXISTING MIAMI-DADE COUNTY CONTRACT
NO. IB5794-1, FOR THE DEPARTMENT OF GENERAL
SERVICES ADMINISTRATION, AT A TOTAL COST NOT
TO EXCEED $27,397.60; ALLOCATING FUNDS
THEREFOR FROM THE CAPITAL IMPROVEMENT
PROGRAM, "REPLACEMENT OF CITY-WIDE FLEET",
PROJECT NO. 311850.
WHEREAS, the Department of General Services Administration
(GSA) will lease twenty-three (23) new Harley Davidson police
traffic enforcement motorcycles which require emergency warning
devices and lights; and
WHEREAS, GSA will purchase said equipment under Miami -Dade
Contract No. IB5794-1 as it offers lower 1997 prices; and
WHEREAS, funding is available from the FY 198 General Fund
Contribution to the Capital Improvement Program, "Replacement of
City-wide Fleet", Project No. 311850; and
WHEREAS, the City Manager and the Director of General
Services Administration recommend that the purchase of the cited
equipment from Central Public Safety Equipment Co., under
Miami -Dade County Contract No. IB5794-1, be approved;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
CITY colo lion
DOMING or
OCT 13 1998
Rarolution No.
98- 988
Preamble to this Resolution are hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section 2. The purchase of Whelen Emergency Warning
Devices and Lighting for police traffic enforcement motorcycles
from Central Public Safety Equipment Co., under existing
Miami -Dade County Contract No. IB5794-1, for the Department of
General Services Administration, at a total cost not to exceed
$27,397.60, is hereby approved, with funds therefor hereby
allocated from the Capital Improvement Program, "Replacement of
City-wide Fleet", Project No. 311850.
Section 3. This Resolution shall become effective
immediately upon adoption and signature of the Mayoral.
PASSED AND ADOPTED this 13th day of October
i-*
ATTEST:
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate approval of
this legislation by signing it in the designated place provided, said legislation now
becomes effective with the elapse of ten (10) days from the date of Commission action
regarding same, without the Mayor ex veto.
WALTER J . FOEMAN, CITY CLERK efts an. City Clerk
APPS/4O�
3,(�D �AND CORRECTNESS :&
k"ATTORNEY
40:CSK
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.
2 98- 988
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
CA=14
Honorable Mayor and OCT - 6 I998
TO: Mee City Commission DATE: FILE
Resolution Authorizing the
sue�ECT : Purchase of Emergency
Warning Devices and Lighting
to4nald.shaw
FROM: City Manager REFERENCES:
ENCLOSURES:
RECOMMENDATION:
It is respectfully recommended that the City Commission adopt the attached
Resolution authorizing a purchase utilizing an existing Miami -Dade County Contract
No. 1135794-1, "Whelen Emergency Devices and Lighting", for installation on
Police Traffic Enforcement motorcycles. Further authorizing an award to Central
Public Safety Equipment Co., a non-minority/non-local vendor, located at 3810-
A West Osborne Avenue, Tampa, Florida 33614, in an amount not to exceed
$27,397.60. Funds are available from the FY '98 General Fund Contribution to the
Capital Improvement Program, "Replacement of City -Wide Fleet", Project No.
311850.
BACKGROUND:
The Department of General Services Administration has analyzed Miami -Dade
County Contract IB 5794-1 and has determined it to be beneficial since it utilizes
1997 pricing. We shall be leasing twenty-three (23) new Harley Davidson Police
Traffic Enforcement motorcycles which require equipment and accessories. This
equipment is interchangeable and could be used on future leases and/or purchases of
motorcycles. The cost per motorcycle is $1,191.20.
DHW/RM/JAP/eh
GSA/MePoliceMotorcyclesAccess. doc
98- 988
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
Donald H. Warshaw August 25, 1998
TO: C>i anager DATE: FILE:
Authorization to Purchase
SUBJECT: Emergency Warning Devices
and Lighting
ascual, Director
FRO: : Department of General Services AdministrallRENces
ENCLOSURES:
The Department of General Services Administration has verified with the
Office of Budget and Management Analysis that funds are available from FY '98
General Fund contribution to the Capital Improvement Program, "Replacement of
City -Wide Fleet", CIP Project No. 311850, in an amount not to exceed
$27,397.60.
CIP Project Review and Approved By:
Date: -9` /24� lqg
Pil Sa -Butler, CIFt Administrator
Budgetary Review and Approval By:
bio=v Date: ),
Dipak Parekh, Director
Office of Budget and Management Analysis
DHW/RM/JAP/eh
GSA/MePol iceMotorcyclesAccess2. doc
9 98
9•
w
Ue)
OG
General Services Administration
Fleet Management Division
Lease Motorcycle Emergency Equipment Breakout
Basic Package
Each
Per MC
Per Fleet
Front Strobes
$ 48.00
1 $
96.00
$
2,208.00
Par36ES
Rear Strobes
$ 67.20
1 $
268.80
$
6,182.40
MicroMax MC100SI
Power Supply
$ 246.00
$
246.00
$
5,658.00
WPPS690
Rear Box
HSMB-L
$ 275.00
$
275.00
$
6,325.00
TOTAL
$
885.80
$ 20,373.40
Option B
Each
Per MC
Per Fleet
Front Strobes
$ 48.00
$
96.00
$
2,208.00
Par36ES
Rear Strobes
$ 113.40
1 $
340.20
$
7,824.60
TwinBeam TS200SI
Power Supply
$ 246.00
$
246.00
$
5,658.00
WPPS690
Rear Box
HSMB-L
$ 275.00
$
275.00
$
6,325.00
TOTAL
1 $
957.20
$ 22,015.60
Option A
Each
Per MC
Per Fleet
Front Strobes
$
48.00
$
96.00
$
I
2,208.00
Par36ES
Rear Strobes
$
80.40
$
321.60
$
7,396.80
MiniMax MN200S1
PowerSuppI
$
246.00
$
246.00
$
5,658.00
WPPS690
Rear Box
HSMB-L
$
275.00
$
275.00
$
6.325.00
TOTAL
$
938.60
1 $
21,587.80
Siren Costs
Each
Per MC
Per Fleet
Siren
$ 234.00
$ 234.00
$ 5,382.00
SA350M
w/Basic Packa e
$ 1,119.80
$ 25,755.40
$ 885.80
w/O tion A
$ 1,172.60
$ 26,969.80
$ 938.60
w/Option B
$ 957.20
$ 1,191.20
$ 27,397.60
8/19/98
Page 1
CONTRACT AWARD SHEET
BID NO.: IB5794-1 (PREVIOUS Bid No.: IB5794-2/00-OTR)
WHELEN EMERGENCY WARNING DEVICES AND LIGHTING
CONTRACT PERIOD: 7/11/98 THRU 7/10/99
COMMODITY CODE: 55-54 OTR YEARS: TWO(2)
AWARD BASED ON MEASURES: ( )YES (X)NO
VENDOR:
CENTRAL PUBLIC SAFETY
STREET:
3810-A WEST OSBORNE AVENUE
CITY/STATE/ZIP:.
TAMPA, FL 33614
TERMS:
NET 30
FOB:
DESTINATION
DELIVERY:
AS NEEDED
PHONE:
(800) 749-1889
FAX:
(813) 348-0450
CONTACT:
TIM DAVIS
FEED:
PART ff2� [TEMS
561 893 874
AWARDED
PROVIDE WHELEN EMERGENCY WARNING DEVICES AND LIGHTING @ 40.2%
OFF MANUFACTURER'S PRICE LIST #PL97.1WL.
( )BCC (X)PMD AWARD DATE: 6/24/98
B & C RELEASE DATE: 6/24/98
ADDITIONAL ITEMS ALLOWED: N/A
TOTAL CONTRACT VALUE: $25,000.00
FIRE RESCUE
AGENDA ITEM #: NIA
OTR YEAR: 1 OF 2
SPECIAL CONDITIONS: N/A
MODIFIED VALUE: N/A
$25,000.00
PROCUREMENT AGENT: MONIQUE A BUICE. CPPB
METRO-aDADE
BID NO: I P "194-2/00-OTR
OPENING: 2:00 P.M.
DATE: JUNE 27, 1997
METROPOLITAN DADE COUNTY, FLORIDA
INVITATION
TO BID --
TITLE
WHELEN EMERGENCY WARNING DEVICES & LIGHTING
FOR THE METRO DADE FIRE DEPARTMENT FOR A ONE YEAR PERIOD
WITH THE COUNTY OPTION -TO RENEW FOR TWO ADDITIONAL YEARS
THE FOLLOWING ARE REQUIREMENTS OF THIS BID, AS NOTED BELOW:
BID DEPOSIT AND PERFORMANCE BOND: N/A
CATALOGUE AND LISTS:
N/A
EQUIPMENT LIST:
N/A
INDEMNIFICATION/INSURANCE:
N/A
PRE -BID CONFERENCE/WAL[-THRU
N/A
RACE -CONSCIOUSNESS MEASURE:
N/A
SAMPLES/INFORMATION SHEETS:
N/A
SITE VISIT/AFFIDAVIT:
N/A
SOURCE OF SUPPLY:-
N/A
TRADE CERTIFICATION:
N/A
WRITTEN WARRANTY:
N/A
FOR INFORMATION CONTACT: MONIQUE BUICE, CPPB
(305) 375-4254
METROPOLITAN DADE COUNTY
GENERAL SERVICES ADMINISTRATION
PROCUREMENT MANAGEMENT DIVISION
9 8 - 988
Printed on kft-fcW Paper
.-
INSTRUCTIONg FOR MAILING A esiD iN K.. S ONSE TO AN
INFORMAL BID SOLICITATION
Each Bid Proposal submitted to the GSA PROCUREMENT MANAGEMENT
DIVISION 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. Fame to comply with this requirement may result in the Bid from being
considered.
.THE RESPONSIBILITY FOR OBTAINING AND SUBMITTING A BID TO
THE GSA PROCUREMENT MANAGEMENT DIVISION ON OR BEFORE
THE STATED TIME AND DATE IS SOLELY AND STRICTLY THE
RESPONSIBILITY OF THE BIDDER 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. ANY BID RECEIVED AFTER THE DATE AND
TIME STATED IN THE INVITATION TO BID WILL NOT BE OPENED
AND WILL NOT BE CONSIDERED.
This Bid shall be submitted to the following address:
GENERAL SERVICES ADMINISTRATION
PROCUREMENT MANAGEMENT DIVISION
Stephen P. Clark Center
111 N.W. 1st Street, Suite 2350
Miami, Florida 33128-1989
It is the policy of Metropolitan Dade 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 Resolution R-385-95 prior to the award of a Bid Solicitation.
Failure to complete the affidavit as required may result in the rescinding of the
recommendation for award.
a:boi15-16.doc Rev. 2/1(:9-.8 - 9M 8
SECTION 1
GENERAL TERMS AND CONDITIONS
1.1 DEFINEaONS
The term "Bid" shall refer to any offer(s) submitted in response to this Bid
Solicitation.
The term "County" shall refer to Metropolitan 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 the GSA Procurement
Management Division.
The term "GSA" shall refer to Dade - County's General Services Administration
Department.
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 lees'
requirements contained in the County's Administrative Order 3-2 anu
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.
• a:boi15-16.doc 1 Rev. 2/1t } -=
B . Additional Information/Addend
(1) Request for additional information, explanation, clarification or
interpretation must be made in writing to the GSA Procurement
Management Division contact person identified on the cover page of
this Bid Solicitation. The request shall be received by GSA
Procurement Management Division no later than seven (7) 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 Kequest shall also include a
cover sheet, with the sender's facsimile number.
(2) GSA Procurement Management Division well 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.
(3) It is the Bidder's responsibility to ensure receipt of all addenda and
substitute Bid Proposal Forms. The Bidder shall verify with the GSA
Procurement Management Division contact person, prior to submitting
a Bid, that all addenda have been received 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 Teens 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.
a;M15-16.doc
2
Rev. 2/9/Q. - 9 8
o. i ih. Bidder is required to provide prompt payment ter.,; ;.. :4
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. Preparation/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 all
corrections made by the. Bidder will be initialed in ink by the authorized
agent. The use of pencil or- erasable ink or failure to comply with any
of the foregoing may result in the rejection of the Bid.
(3) Where there is a discrepancy between the unit prices -and any extended
prices, the unit prices will prevail. -
(4) The County will 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 shalt 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) Unless otherwise specified in the Special Terms and Conditions, the
proposed delivery and/or completion time, if required, shall be stated in
calendar days.
(6) The Bidder shall not charge tax, as the Courity 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 «-ith 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 materials and/or supplies are not manufactured by
the Bidder, 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.
a:boi15-16.doc 3 Rev. 2/1 ff s_ 9 88
The County may be subject to appiicacic taxes .,a 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.
(7) Any telegraphic or facsimile Bid will not be considered.
(8) The Bidder shall incorporate in their Bid price all costs_ related to this
Bid Solicitation.
(9) 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 be9t 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.
B. Vendor Registration
Dade County requires the Bidder to complete a registration application
with GSA Procurement Management Division. The Bidder must be
registered to be recommended for any contract award. To register, or
for assistance in registering, contact (305) 375-5287.
C. Criminal Conviction Disclosure
Pursuant to Metro -Dade 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."
Forms are available from GSA Procurement Management Division.
D. Sworn Statement on Public Enti - Crimes
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
• a:boil5-16.doc 4 Rev.2/10/97
98 -
the u....snold amount provided in Section 28 f 01?, for CATEGOK Y
TWO (S10,000.00) for a period of thirty-six (36) months from the date
of being placed on the convicted vendor list."
E. 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, 111
N.W. 1st Street, Suite.1710, Miami, FL 33129, Phone: (305). 375-
. 4132.
F. Business Activity With and Travel To Cuba
Pursuant to Metro -Dade County Resolutions Nos. 202-96 and 206-96
as implemented by Administrative Order 3-12, which restricts
purchases from a firm conducting business with Cuba, and restricting
travel to Cuba by the Successful Bidder, respectively, the Bidder shall
be required to complete a Cuba affidavit prior to the award of this Bid
Solicitation. Failure to complete the affidavit, may result in the
rejection of the Bidder's Proposal and/or rescinding of the
recommendation for award.
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 GSA
Procurement Management Division 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. A Bid may be withdrawn only by written letter received by the
GSA Procurement Management Division prior to the Bid opening date.
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
a:boil5-16.doc 5 Rev. 2/101 78 - 988
letter must be on company letteru�; d,d OAVA%, _ ..� aZ azthoriaed agent
of the Bidder.
1.5 EVALUATION OF ABED
A. Rejection of Bid
��
C.
Fol
(1) The County may reject any Bidder's Proposal and award to the next
lowest responsivelresponsible Bidder or; .
The County 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 prices are not fair and reasonable, as
determined by the County, and/or exceed the County's estimated
budget for this Bid Solicitation or,
If the Bidder take exceptions to or modifies the terms and conditions of
this Bid Solicitation. The County shall be the sole judge of what is "fair
and reasonable."
EIimination from Consideration
This Bid Solicitation shall not' be awarded to any person or firm which
is in arrears to Dade County upon any debt, taxes, or Contract which is
defaulted as surety or otherwise upon any obligation to the County.
Waiver of Informalities
The County reserves the right
irregularities in this Bid Solicitation.
Demonstration of Competency
to waive any informalities or
(1) A Bid will only be considered from a firm which 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 eood 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 of the Bidder's site inspection 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,
a:W15-16.doc 6 Rn9 7 9 8 8
•�aut—Moia�'.a-of the Bidder, ;nc;ud;r,-
man.aid oil,a; q-,; �5cations and
past performance (experience) with the County or any oth - r
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) Dade County reserves the right to audit all records pertaining to and
resulting.. on any award from this Bid Solicitation, financial or
otherwise.
E. 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 famimile.
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
Any tie Bid will be decided by the ' Director of Procurement or
designee, and according to Ordinances Nos. 94-166 and 96-26 and
Resolution No. 50-96, when applicable:
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.
a:boi15-16.doc 7 R.;v. i,
98- 988
R
E.
Term oY 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.
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, i& the County and the Successful Bidder are in mutual
agreement of such extensions.
F. Wes.
G
I
Any implied warranty granted under the Uniform Commercial Code
shall apply to all goods purchased under this Bid Solicitation.
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. Said
estimates may be used by the County for purposes of determining the
low Bidder meeting specifications.
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, ur: ess such purchases are
determined to be in the best interest of the County.
Local Preference
The award of this Bid Solicitation is subject to Ordinances Nos. 94-166
and 96-26 and Resolution No. 50-96; which, except where federal or
a:W15-16.doc
8 Rev. 2f,N_ 9 8 8
state law mandates to the contrary, allow preie once to be giver, io a
local business in the amount of one and one-half percent (1.5%) for
Dade County and one percent (1%) for Broward County of the Bid
Proposal price. For the purposes of the applicability of this Ordinance,
"local business" means the Bidder has its headquarters located in
T Metropolitan Dade or Broward Counties or has a place of business
located in Metropolitan Dade or Broward Counties at which it will
produce, distribute and/or perform a substantial portion of the goods
and/or services to be purchased.
K. 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 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 Code of Metropolitan Dade County, as amended by, Ordinances
Nos. 95-201 and 95-126, and as established in Administrative Order 3-21.
A_ Bid Award Over $25,000.00 but less than $500,000.00
This Bid award recommendation will be posted by 9:00 A.M., every
Monday 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. In addition, the Bidder can call the Bid Award 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)
days after the posting of an award recommendation to file a written
protest with General Services Administration, Procurement
Nianasement Division or the using department awarding this Bid
Solicitation. The Bidder shall post at the time of filing, a Surety Bond
( cashier's check or money order ) in the amount of S500.00 payable to
General Services Administration, Procurement Ntanasement Division
or the using department awarding this Bid Solicitation. Failure to
submit the proper Bond at the time of filing the protest, will result
in denial of the protest. If, the County's recommendation prevails,
the Bidder's Bond will be forfeited and the County will seek all
costs and attorney's fees.
a:boi15-16.doc 9 Rev. 2/WV r
Z. Bid w f 5 000.00 Or less
This Bid award recommendation is final and may not be protested.
1.8 CONTRACTUAL OBLIGATIONS
A. Rules Regulations. Licensing Requirements
The Successful Bidder. shall comply. with all laws and regulation:
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. 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
storage and comply with the County's Recycled Packaging Resolution
No. R738-92.
(2) All goods furnished shall be fully guaranteed by the Successful Bidder
against factory defects and workmanship. Any • defects which may
occur within the period of the manufacturer's standard and/or any
implied warranty shall be corrected by the Successfid Bidder at no
expense to the County. The standard manufacturer's warranty may be
superseded by the Special Conditions.
C. Subcontracting
.(I) . 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, Dade 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 Successful 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,
a:boi15-16.doc 10 Rev. 2�t�7
vc[iiy._ ii[cir partiGaNdUU in this Bid Sou"i.ttailon work mow' i ieu
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
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.
D. 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.
E. Delivery
Unless otherwise specified in this Bid Solicitation, prices quoted shall
be F.O.B. Destination with freight included in the proposed price.
F. Employee Is the Responsibility of the Successful Bidder
The employee of the Successful Bidder shall be considered to be, at all
tunes, employee of the Successful Bidder under its sole direction and
not 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.
G. 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,
a:boil5-16.doc 11 Rev. 2%
ky�- 988
1.9
1.10
where applicable, including appellate prose. _. ;, a,d Shall pay all
costs, judgments, and attorney's fees which may issue thereon. ; he
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.
H. Protection of Property
All `existing 1,tructures, 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.
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.
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 Successfid Bidder shall not
incur any additional costs under this Contract. The County shall be
liable 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
a:W15-16.doc
12
Rev. 2/10/97
98-
bucco,.dui isidder 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 f mm Bid Solicitation, in accordance
with appropriate County ordinances, resolutions and/or administrative
orders.
1.11 ORDINANCES, RESOLUTIONS AND/ORADMINISTRATIVE
ORDERS
To request a copy of any ordinance, resolution and/or administrative order
cited in this Bid Solicitation, the Bidder must contact the aeuic of the Board
at (305) 375-5126.
a:boi15-16.doc 13 Rev. 2n�.8, 988
METROPOLITAN DADE Cr'TY JD NO.IB5794-2/00-OTR
SECTION 2.0 SPECIAL CONDITIONS
WHELEN EMERGENCY WARNING DEVICES & LIGHTING
2.1 PURPOSE: TO ESTABLISH A CONTRACT FOR A COUNTY DEPARTMENT
The .purpose of this Invitation to Bid is to establish a contract for
the purchase of WHELEN EMERGENCY WARNING DEVICES & LIGHTING in
conjunction with the needs of Dade County's FIRE DEPARTMENT on an as
needed when needed basis.
2.2 INTENTIONALLY OMITTED
2.3 INTENTIONALLY OMITTED
2.4 TERM OF CONTRACT: TWELVE MONTHS
This contract shall commence on the first calendar day of the month
succeeding approval of the contract by the Board of County
Commissioners, unless otherwise stipulated in the Notice of Award
Letter which is distributed by the County's GSA Procurement Management
Division; and contingent upon the completion and submittal of all
required bid documents. The contract shall remain in effect for
twelve (12) months and upon completion of the expressed and/or implied
warranty period.
2.5 OPTION TO RENEW TWO (2) YEARS (Maintain Same Discounts)
Dade County shall have the option to renew this contract for an
additional two (2) years on a year-to-year basis provided the bidder
will maintain. the same discount(s) from manufacturer's published price
1ist(s). Continuation of the contract beyond the initial period is a
County prerogative not a right of the bidder. This prerogative may be
exercised only when such continuation is clearly in the best interest
of the County.
NOTE:. SHOULD THE COUNTY EXERCISE THE OPTION TO RENEW, IT SHALL
BE ONLY Fink THOSE ITEMS ORIGINALLY.AWARDED.
2.6 -METHOD OF AWARD: LOWEST PRICES BASED ON PERCENTAGE DISCOUNT OFFERED
Award of this contract will be made to ONE (1) responsive,
responsible bidder(s) who offers the lowest prices when the percentage
discount offered by the bidder is compared against prices listed in.
the manufacturer's price lists for selected items. Accordingly, the
bidder must submit its manufacturer's price lists with the bid
proposal in order to be considered eligible for award. This
requirement supersedes any other Special Condition in this Bid
Solicitation which may allow the bidder to submit price lists during
the bid evaluation period. These price lists must be common to, and
accepted by, the industry in general.
Page 1
98-- 988
METROPOLITAN DADE COUN
NO.IB5794-2/00-OTR'
The selection of specific items for price evaluation shall be the sole
prerogative of the County. This selection shall be based on the usage
of these items by the County during prior contract years.
If more than one bidder is awarded this contract, as stipulated in the
first paragraph of this section, the bidder who offers the lowest
prices based on the percentage discount shall be designated as the
primary vendor.
2.7 PRICES SHALL BE BASED ON DISCOUNTS FROM PUBLISHED PRICE LISTS
Bids shall be submitted on the basis of a . discount from .a
manufacturer's Published Price List(s). Such -Published Price List(s)
must be common to, and accepted. by, 'the industry- in .general. The
lists -must -be printed, properly identified, and dated as to issuance
and effectiveness.
Revised Published Price Lists may be used as a means of price
adjustments. However, all bids are to be firm for a period of 365
calendar days after award and Revised Price Lists will not be
accepted by the County until after that date. Revised Published
Price Lists will be accepted only in the event of an industry -wide
price change, as evidenced by the issuance of revised price lists by
the manufacturer.
Revised prices will not become effective until revised list(s) are
submitted to the County's Procurement Management Division under the
bidder's cover letter identifying the applicable contract agreement
number and approved by the County through the issuance of a Memorandum
of Understanding to the bidder.
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.
Theinvoices 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)
Page 2 98- 9SS
...
METROPC.��.TIn�. unvL CY 'y
An NO. I65794-2 lit,-0 T -
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 METRO-DADE FIRE
DEPARTMENT; 6000 S.W. 87TH AVENUE; MIAMI, FLORIDA. 33173.
2.17 DELIVERY SHALL BE FIFTEEN (15) DAYS AFTER ORDER IS PLACED -.BY THE -COUNTY
The bidder 'shall make deliveries within FIFTEEN (15) calendar days
after the date that the County department orders the items. All
deliveries shall be made in accordance with 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. If the bidder fails to
honor these re -procurement costs, the County may suspend the bidder
from submitting bid proposals on County contracts for a minimum period
of six (6) months.
2.18 BACK ORDERS MUST BE FILLED WITHIN THIRTY (30) 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 THIRTY (30) 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: MONIQUE BUICE, CPPB at (305)
375-4254.
Page 3
ucTnO.PO TT N' DADE CCU, D :0. TR ;7 ; i-2/ OD-OTR
2.21 ACCEPTANCE OF PRODUCT BY THE COUNTY:
The -products shall be maintained and delivered to the County in
excellent condition. If a product does not meet specifications, it
will be returned to the bidder as exchange for suitable merchandise or
for .full credit at no additional cost to the County.
2.22 AVAILABILITY OF CONTRACT TO OTHER COUNTY DEPARTMENTS
Although this -Solicitation is specific to a_County Department, it is
hereby agreed and understood that any County :department or agency 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. Under these- circumstances, a separate purchase
order shall be issued by the County which identifies the requirements
of the additional County department(s) or agency(ies).
2.23 DAMAGED GOODS WHEN SHIPPING IS PROVIDED BY BIDDER:
The bidder shall be responsible for filing, processing and collecting
all damage claims against the shipper.
2.24 MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS
The Bidder hereby acknowledges and agrees that all materials, except
where recycled content is specifically requested,.. supplied by the
Bidder in conjunction with this Bid shall be new, warranted for their
merchantability, and fit for a particular purpose. In the event any
of the materials supplied to the County by the Bidder are found to be
defective or do not conform to specifications, the County reserves the
right -to (1) cancel the order and return such materials to the Bidder
at the Bidder's expense or (2) require the Bidder to replace the
materials at the Bidder's expense.
2.25 PACKING SLIP/DELIVERY 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 estimated delivery of back -orders if applicable.
2.26 PRICE LISTS) FURNISHED SUBSEQUENT TO BID AWARD
The successful bidder shall be required to furnish price lists
(printed or microfiche) upon request from any County department at no
charge. This price list shall provide descriptive literature,
technical data and service information for items awarded. Time of
delivery for these lists shall be mutually agreed -upon by the
successful vendor and the County.
Page 4
g8-- 98
METROPOLITAN DADE C01'"TY
ID NO.IB5794-2/00-OTR
2.27 REBATES AND SPECIAL PROMOTIONS:
All rebates and special promotions offered by a manufacturer during
the term of the contract shall be passed on by the successful
vendors) to the County. It shall be the responsibility of the vendor
to notify the County of such rebates and/or special promotions during
the contract period.
Special promotions shall be offered by the vendor(s) to the County
provided that the new price charged for the item(s) is lower than
would otherwise be available through the contract.. -It is understood -
that these may be of limited duration as indicated.,by the Yendor(s):
At the' end of such promotion, the standard contract price shall
prevail.
Page 5
98- 98-
METROPOLITAN OhOE CC 'Y
sID NO. IB5794-2,/V^; T;
SECTION 3.0 TECHNICAL SPECIFICATIONS
WHELEN EMERGENCY WARNING DEVICES AND LIGHTING
3.1 SCOPE
Furnish and deliver to the Metro Dade Fire Department, Whelen
emergency warning devices and lighting.
Page 6 9 g- 988
AWARD UNDER MIAMI-DADE COUNTY
CONTRACT NO. IB5794-1
ITEM: Whelen Emergency Devices and Lighting
DEPARTMENT: GSA
TYPE OF PURCHASE: Single Purchase
REASON: To provide equipment and accessories for the Police Traffic
Enforcement motorcycles
RECOMMENDATION: It is recommended that award be made to Central Public
Safety Equipment Co., under existing Miami -Dade County
Contract No. 1B57941, at a total cost not to exceed
$27,397.60. Allocating funds from the FY'98 General
Fund Contribution to the Capital Improvement Program,
"Replacement of City-wide Fleet", Project No. 311850.
)udy v
!rector of Purchasing
Da
Award Under Dade County Contracts 9 Q 988