Loading...
HomeMy WebLinkAboutR-98-0993J-98-1009 10/2/98 RESOLUTION NO. 9 8 0 9 9 3 A RESOLUTION, WITH ATTACHMENT, APPROVING THE PROCUREMENT OF HYDRAULIC PARTS, SUPPLIES AND REPAIR SERVICES FROM VENDORS LISTED ON THE ATTACHED CONTRACT AWARD SHEET, UNDER EXISTING MIAMI-DADE COUNTY CONTRACT NO. 4599-4/02-OTR, ON A CONTRACT BASIS UNTIL JANUARY 31, 1999, WITH THE OPTION TO EXTEND FOR THREE (3) ADDITIONAL ONE-YEAR PERIODS, FOR THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION, AT A TOTAL ANNUAL AMOUNT NOT TO EXCEED $175,000.00; ALLOCATING FUNDS THEREFOR FROM THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION FY '98-99 BUDGET, HEAVY EQUIPMENT GARAGE, ACCOUNT CODE NOS. 509000.420901.6.670 ($65,000) AND 509000.420901.6.702 ($110,000). WHEREAS, the Department of General Services Administration is responsible for the maintenance of the City's fleet of heavy equipment; and WHEREAS, this contract will allow for timely procurement of hydraulic parts, supplies and repairs of the City's fleet of heavy equipment including Solid Waste Department's trash cranes; and WHEREAS, funds are available from the Department of General Services Administration FY '98-99 Budget, Heavy Equipment Garage, Account Code Nos. 509000.420901.6.670 IATTACHMENT (5)I CONTAINED cnT cow MEETING of ®CT 1 3 1998 ($65,000) and 509000.420901.6.702 ($110,000); and WHEREAS, the City Manager and the Director of General Services Administration recommend the procurement of hydraulic parts, supplies and repair services from various vendors listed on the attached contract award sheet, 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 Preamble to this Resolution are hereby adopted by reference thereto and incorporated herein as if fully set forth in this Section. Section 2. The procurement of hydraulic parts, supplies and repair services from various vendors listed on the attached contract award sheet, under existing Miami -Dade Contract No. 4599-4/02-OTR, on a contract basis until January 31, 1999, with the option to extend for three (3) additional one-year periods, for the Department of General Services Administration, at a total annual amount not to exceed $175,000.00,is hereby approved, with funds therefor hereby allocated from the Department of General Services FY '98-99 Budget, Heavy Equipment Garage, Account Code Nos. 509000.420901.6.670 ($65,000) and 509000.420901.6.702 ($110,000). Section 3. This Resolution shall become effective 2 98 - 993 immediately upon its adoption and signature of the Mayor". PASSED AND ADOPTED October , 1998 this 13th day of JOE CAROLLO, MAYOR In accordance with Miami Code Sec. 2-36, since the Mayor did not indicat;. a pro, of this legislation by signing it in the designated place provided, s:�iti i�eJ:wi c :r becomes effective with the elapse of ten (10) days from the date of Ccrr;missic n aCi,Cr regarding same, without the Mayor ao a to ATTEST: Walter n, City Clerk WALTER FOFMAN,_ CTXY CLERK APPR0GD,X,VV FQ"AND CORRECTNESS: t/ ATTORNEY W2954:CSK l/ 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 98— 9e 3 C. N T R A C T A W A R D -. E E T BID NO.: 4599-4/02-OTR (Previous Bid No. 4599-2/97-2) HYDRAULIC PARTS AND SUPPLIES CONTRACT PERIOD: 2/1/98 THRU 1/31/99 COMMODITY CODE: 60-61 OTR YEARS: Four (4) PART #1: VENDORS AWARDED VENDOR: STREET: CITY/STATE/ZIP: TERMS: DELIVERY: PHONE: FAX: CONTACT: F.I.D. NO.: VENDOR: STREET: CITY/STATE/ZIP: TERMS: DELIVERY: PHONE: FAX: CONTACT: F.I.D. NO.: VENDOR: STREET: CITY/STATE/ZIP: TERMS: DELIVERY: PHONE: FAX: CONTACT: F.I.D. NO.: VENDOR: STREET: CITY/STATE/ZIP: TERMS: DELIVERY: PHONE: FAX: CONTACT: F.I.D. NO.: Hydraulic Supply Co. 300 International Pkwy. Sunrise, FL 33325 Net 30 Day As Required (954) 845-1040 (305) 884-4066 J.H. Inglis 59-0819656 Hydraulic Associates, 8311 N.W. 70 Street Miami, FL 33166 2% 10 Net 30 Days As Required (305) 944-7924 (305) 944-7925 Keith A. Scalf 59-1919445 Dynamic Power Hydr. Inc. 3377 N.W. 69th Street Miami, F1 3M47 ' 2% 10 Days Net 30 As Required (305) 693-9797 (305) 686-1559 Glenn Wyatt 59-1868788 Inc. Action Hydraulic, Inc. 7541 N.W. 54th Street Miami, FL 33166 1% 10 Net 30 Days As Required (305) 591-7273 (305) 592-8285 Christopher Sieber 59-1658548 Hydraulic Sales and Service 3700 N.W. South River Drive Miami, FL 33142 1% 10 days Net 30 Days As Required (305) 633-4677 (305) 638-5284 Fred Orig 59-1692614 Hydraulic Technician, Inc 1535 W. 35 Place Hialeah, FL 33012 2% 10 days Net 30 Days As Required (305) 828-3034 (305) 558-0685 Asriel Sebastian 65-0128207 Hydradyne Hydraulics 7795 N.W. 53rd Street Miami, F1 33166 Net 30 Days As Required (305) 592-8735 (305) 593-9487 William Santor 58-1317627 Motion Industries 10781 NW 89 Ave Hialeah Gdns, Fl 33018 1% days Net 30 Days As Required (305) 821-6697 (305) 362-0524 Harold Streem 63-0251578 98- 993 AWARD SHEET ADDENDUM NO. 1 TO: ALL DEPARTMENTS FROM: METROPOLITAN DADE COUNTY GSA/PROCUREMENT MGMT. DIV. Please note the following change(s): DATE: 2/2/98 SUBJECT: BID NO. 4599-4/02-OTR TITLE: Hydraulic Parts & Repairs Add JACK LYONS TRUCK PARTS INC. to the Award Sheet, as per section 2.0 to be contacted for quote on repairs only. 591897294 Jack -Lyons Truck Parts,Inc. 8482 NW 96 Street Medley, F1. 33166 Net 30 As Required (305) 884-4222 (305) 885-6168 Jack Lyons ALL ELSE REMAINS THE SAME SENIOR PROCUREMENT AGENT: William Garviso, CPPB 98- 993 PART #2: ITEMS AWARDED 2.0 Prequalified vendors to be contacted for quotes on repairs: 1) Hydraulic Associates 6) Hydraulic Technician, Inc. 2) Hydraulic Sales and Service 7) .lack Lyons Truck Parts, Inc. 3) Dynamic Power Hydraulic Inc. 8) Hydraulic. Supply Company 4) Action Hydraulics, Inc. 5) Hydradyne Hydraulics *NOTE* For jobs expected to be under $500.00, three (3) vendors may be contacted for quotes in an alphabetical rotational basis. 3.0 Contact the Following vendors For the purchase of PARTS ONLY See attached list of vendor discounts. 1) Motion Industries 5) Action Hydraulics, Inc. 2) Hydraulic Technician, Inc. 6) Dynamic Power Hydraulic Inc. 3) Hydradyne Hydraulics 7) Hydraulic Sales And Service 4) Hydrualic Supply Company 8) Hydraulic Associates Inc. *NOTE* The bidder who offers the highest percentage discount from the manufacturers price list shall be contacted first for the supply of these parts. PART #3: AWARD INFORMATION BCC AWARD DATE: 12/02/97 AGENDA ITEMS #: ADDITIONAL ITEMS ALLOWED: Yes, based on price quotes. AFFIDAVITS RECEIVED: n/a SPECIAL CONDITIONS: N/A TOTAL VALUE: USER DEPARTMENT Aviation Corrections Fleet Mgmt. HUD MDTA Parks & Rec. Public Works Seaport Solid Waste WASA $1,636,000.00 OTR YEAR: Four (4) MODIFIED VALUE: $ DOLLAR AMOUNT ALLOCATED $90,000.00 $6,000.00 $370,000.00 $13,000.00 $200,000.00 $90,000.00 $30,000.00 $172,000.00 $49,000.00 $616,000.00 PROCUREMENT SPECIFICATION SPECIALIST: William Garviso, CPPB 01-27-98 98- 993 TO FROM CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Honorable Mayor and Members of the City Commission 64nad. Warshaw City Manager RECOMMENDATION: CAm19 0U I - 6 E9�a DATE: FILE SUBJECT: Resolution Authorizing Purchase of Hydraulic Parts and Supplies REFERENCES: ENCLOSURES: It is respectfully recommended that the City Commission adopt the attached Resolution authorizing the purchase of hydraulic parts, supplies and services, utilizing existing Miami -Dade County Contract No. 4599-4/02-OTR, in an estimated annual amount not to exceed $175,000, through January 31, 1999, with the option to extend for three (3) additional one (1) year periods, under the same terns and conditions, for the Department of General Services Administration. Further authorizing an award to the nine (9) vendors listed on the attached award sheet. Funds are available from the FY '99 General Services Administration's Heavy Equipment Garage, Account Code Nos. 509000.420901.6.670 in the amount of $65,000 and 509000.420901.6.702 in the amount of $110,000, for a total first year amount not to exceed $175,000, and for future years subject to the availability of funds. BACKGROUND: The Department of General Services Administration is responsible for the maintenance of the City's fleet of heavy equipment. This contract shall allow for the timely procurement of hydraulic parts, supplies and repair services which shall enable the expeditious repair of equipment. Repairs to the Solid Waste Department's trash cranes are expected to benefit the most from this contract. A cost comparison was conducted by the Fleet Management Division and it is projected that the use of this contract shall realize savings between l 0% to 50% on most hydra Iic parts and supplies currently purchased. DHWX, /JAP/eh GSA/MeMDHydraulics.doc 98- 993 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM Donald H. Warshaw September 9, 1998 TO : DATE: FILE City Manager SUBJECT: Authorization to Purchase Hydraulic Parts and Supplies FROM: *eparZtment cual, Director REFERENCES: of General Services Administration ENCLOSURES: The Department of General Services Administration has verified with the Office of Budget and Management Analysis that funds are available from the FY 199 General Services Administration's Heavy Equipment Garage, Account Nos. 509000.420901.6.670 in the amount of $65,000 and 509000.420901.6.702 in the amount of $1 10,000, for a total amount not to exceed $175,000. Budgetary Review and Approval By: 1141'&'0Zr- Date: Dipak Parekk Director Office of Budget and Management Analysis DHW/RM/l AP/eh GSA/MeMDHydraulics2.doc 98993 C L .4 T R A C T A W A R D S .. E E T BID NO.: 4599-4/02-OTR (Previous Bid No. 4599-2/97-2) HYDRAULIC PARTS AND SUPPLIES CONTRACT PERIOD: 2/1/98 THRU 1/31/99 COMMODITY CODE: 60-61 OTR YEARS: Four (4) PART #1: VENDORS AWARDED VENDOR: STREET: CITY/STATE/ZIP: TERMS: DELIVERY: PHONE: FAX: CONTACT: F.I.D. NO.: VENDOR: STREET: CITY/STATE/ZIP: TERMS: DELIVERY: PHONE: FAX: CONTACT: F.I.D. NO.: VENDOR: STREET: CITY/STATE/ZIP: TERMS: DELIVERY: PHONE: FAX: CONTACT: F.I.D. NO.: VENDOR: STREET: CITY/STATE/ZIP: TERMS: DELIVERY: PHONE: FAX: CONTACT: F.I.D. NO.: Hydraulic Supply Co. 300 International Pkwy. Sunrise, FL 33325 Net 30 Day As Required (954) 845-1040 (305) 884-4066 J.H. Inglis 59-0819656 Hydraulic Associates, 8311 N.W. 70 Street Miami, FL 33166 2% 10 Net 30 Days As Required (305) 944-7924 (305) 944-7925 Keith A. Scalf 59-1919445 Dynamic Power Hydr. Inc. 3377 N.W. 69th Street Miami, Fl 3M47 ' 2% 10 Days Net 30 As Required (305) 693-9797 (305) 686-1559 Glenn Wyatt 59-1868788 Inc. Action Hydraulic, Inc. 7541 N.W. 54th Street Miami, FL 33166 1% 10 Net 30 Days As Required (305) 591-7273 (305) 592-8285 Christopher Sieber 59-1658548 Hydraulic Sales and Service 3700 N.W. South River Drive Miami, FL 33142 1% 10 days Net 30 Days As Required (305) 633-4677 (305) 638-5284 Fred Orig 59-1692614 Hydraulic Technician, Inc 1535 W. 35 Place Hialeah, FL 33012 2% 10 days Net 30 Days As Required (305) 828-3034 (305) 558-0685 Asriel Sebastian 65-0128207 Hydradyne Hydraulics 7795 N.W. 53rd Street Miami, F1 33166 Net 30 Days As Required (305) 592-8735 (305) 593-9487 William Santor 58-1317627 Motion Industries 10781 NW 89 Ave Hialeah Gdns, F1 33018 1% days Net 30 Days As Required (305) 821-6697 (305) 362-0524 Harold Streem 63-0251578 98 - 9"3 AWARD SHEET ADDENDUM NO. 1 TO: ALL DEPARTMENTS DATE: FROM: METROPOLITAN DADE COUNTY SUBJECT: GSA/PROCUREMENT MGMT. DIV. TITLE: Please note the following change(s): 2/2/98 BID NO. 4599-4/02-OTR Hydraulic Parts & Repairs Add JACK LYONS TRUCK PARTS INC. to the Award Sheet, as per section 2.0 to be contacted for quote on repairs only. 591897294 Jack -Lyons Truck Parts,Inc. 8482 NW 96 Street Medley, F1. 33166 Net 30 As Required (305) 884-4222 (305) 885-6168 Jack Lyons ALL ELSE REMAINS THE SAME SENIOR PROCUREMENT AGENT: William Garviso, CPPB 98- 993 PART #2: ITEMS AWARDED 2.0 Prequalified--vendors to be contacted for quotes on repairs: 1) Hydraulic Associates 6) Hydraulic Technician, Inc. 2) Hydraulic Sales and Service 7) .Jack Lyons Truck Parts, Inc. 3) Dynamic Power Hydraulic Inc. 8) Hydraulic Supply Company 4) Action Hydraulics, Inc. 5) Hydradyne Hydraulics *NOTE* For jobs expected to be under $500.00, three (3) vendors may be contacted for quotes in an alphabetical rotational basis. ---------------------------------------------------------------------------------- 3.0 Contact the Following vendors For the purchase of PARTS ONLY See attached list of vendor discounts. 1) Motion Industries 5) Action Hydraulics, Inc. 2) Hydraulic Technician, Inc. 6) Dynamic Power Hydraulic Inc. 3) Hydradyne Hydraulics 7) Hydraulic Sales And Service 4) Hydruulic Supply Company 8) Hydraulic Associates Inc. *NOTE* The bidder who offers the highest percentage discount from the manufacturers price list shall be contacted first for the supply of these parts. PART #3: AWARD INFORMATION BCC AWARD DATE: 12/02/97 AGENDA ITEMS #: ADDITIONAL ITEMS ALLOWED: Yes, based on price quotes. AFFIDAVITS RECEIVED: n/a SPECIAL CONDITIONS: N/A TOTAL VALUE: USER DEPARTMENT Aviation Corrections Fleet Mgmt. HUD MDTA Parks & Rec. Public Works Seaport Solid Waste WASA $1,636,000.00 OTR YEAR: Four (4) MODIFIED VALUE: $ DOLLAR AMOUNT ALLOCATED $90,000.00 $6,000.00 $370,000.00 $13,000.00 $200,000.00 $90,000.00 $30,000.00 $172,000.00 $49,000.00 $616,000.00 PROCUREMENT SPECIFICATION SPECIALIST: William Garviso, CPPB 01-27-98 9 8 - 993 Hydraulic Hydraulic Hydraulic Dynamic Hydraulic Hydradyne Action Motion Supply Tech. Sales/Svc Per Asso. Hydraulic Hydrual i c Industries Vickers 50% - - - - - - 250-o Permco 400-. - 4506 - 20% 400-a 4006 - Hyco 40% - - - - 25% - - Aeroquip 6006 - - - - 300-o - - Eaton 50% - - - - 2001 - 150-. Gresen 400s - - - - 0% - - Enerpac 10% 120W - - _ _ J.S. Barnes 30% - - _ Stanley Hyd.10% - - _ Hydreco 1501 - - _ _ _ _ Gates 6506 - - - 200-.- 40% - - Aro 150-. - - _ Felstad 4506 - - - _ Brand 25% - - - - 300 - 200 % Charlynn 30% - - - - - - 15% O.T.C. 1006 - - _ _ Tyrone 50% - - - - - - 10% Hedland - 35% 25% - - - - 1506 Wyatt Seal - 6 0 % - - - _ _ _ Energy - 1516 - - _ Transcom - 66.5% - - _ Alleghny - 60% - - _ `C Hercules - 55% 25% - - - 00 Anchor Brass- 50% - - - 0% CRS - 3501 - - _ Posco - 10% - - _ Power Team - 120-o - - _ Nationl Part- 72.5% - - - _ _ Hydraulic Hydraulic Hydraulic Dynamic Supply Tech. Salesf Svc Power Lenz - 1006 - - Dwyer - 1001 - - SSP - 6601 25% - Sepco - 5001 - - LSI - 25% - - Brennan Ind - 61.9% 25% - Bosch - 42% - - Weather Head- - 550-o - Cable Craft - - 45% - LHA - - 3526 - Cim Tek - - 2506 - Hernon - - 25% - Alemite - - 2506 - Atlas - - 250k - Simplex - - 200-o - Helicoid - - 20% - MCMC - - 100 - Milton - - 250-. - Flo -Tech - - 2516 - Hydro -Craft - - 25% - Hansen Coup.- - 2506 - PCC - - 3006 - Prince Mfg - - 250-o - No Shok - - 250-o - Nachi Hydr. - - 250-o - Aquatech Sew- - - 15% Champ Grader- - - 15% E1ginSweeper- - - 15% per' Gallion - - - 15% iN Hydraulic Hydradyne Action Motion - 30% - - 3001 40% - - 20% - 50% - - - - 10% - - - 10% 15% - - - 20% - 20% - - 30% - - Hydraulic Hydraulic Hydraulic Dynamic Hydraulic Hydradyne Action Motion Supply Tech. Sales/Svc Power Asso. Hydraulic Hydrualic Industriea FMC - - - 15% - John Sweeper- - - 15% - Leach Equip - - - 150-. - Loadmaster - - - 15% - Peterbilt - - - 15% - UEC - - - 150; - Holan Aerial- - - 15% - Pitman - - - 150-9 - Reach -all - - - 1506 - Walden Aeria- - - 150-o - Snorkel - - - p% _ Flow Ezy - - - - 1501 3016 - - Webster Ints- - - - 1506 - - - Fla Seal/Rub- - - - 3016 - - - Monarch Hydr- - - - 1506 - Comm.Interte- - - - 20% 4016 - - Chelseq - - - - 20% _ - _ Summa - - - - 300-6 - 40% - TRW Ross - - - - 2501 - 15% - Savr Sunstrd- - - - 20% - 40% - Denison - - - - - 20% - - Bloom - - - - - 2016 - - Zinga - - - - - 20% - - Pressure Con- - - - - 5016 - - Snaptite - - - - - 20% ENFM - - - - - 3 0 % - - Mico - - - - - 2026 - - Sum - - - - - 20% 00, - Cross - - - - - 30% -- Hydraulic Hydraulic Hydraulic Dynamic Hydraulic Hydradyne Action Motion SUPP1 Tech. Sales/Svc Power Asso. Hydraulic Hydrualic Industries Gateway - - - - - 3006 - - Dynex - - - - - - 206 - Hydac Corp. - - - - - - 2001 - Fenner Fluid- - - - - - 2001 - Rex Roth - - - - - - 206 - Schroeder - - - - - - 1006 - Hydro -Line - - - - - - 2001 - Hyden Ind. - - - - - - 20% - Apollo - - - - - - - 150-o Arrow - - - - - - - 206' ASCO - - - - - - - 5% Chicago Cyli- - - - - - - 10% Daman - - - - - - - 1506 Delta Power - - - - - - - 506 Deltrol - - - - - - - 50-o Dutt Norton - - - - - - - 15% Dyna Quip - - - - - - - 150-. Gresen - - - - - - - 100-0 Hacon - - - - - - - 150-o Hycon - - - - - - - 156 ITT Standard- - - - - - - 100-6 Kawasaki/Sta- - - - - - 200-. 256 Legris - - - - - - - 5% Marsh - - - - - - - 5% Mead Fluid D- - - - - - - 15% NoPak - - - - - - - 1506 Oberdorfer - - - - - - - 506 Ramsey Winch- - - - - - - 5% � Rego - - - - - - - 2006 Hydraulic Hydraulic Hydraulic Dynamic Hydraulic Hydradyne Action Motion supply Tech. Sales/Svc Power Asso. Hydraulic Hydrualic Industries Reproth - - - - - - - 1 15%' Servo Kineti- - - - - - - 506 Staffa - - - - - - - 25 % Tobul - - - - - - - 1006 TI Pnuemotiv- - - - - - - 10% Wika - - - - - - - 150, Mannesmann - - - - - - - 150, Parker - - - - - 10% - - Perfection - - - - - 0% - - Dana - - - - - 10% - - Muncy - - - - - 10% - - Danfoss - - - - - 30% - - Linde - - - - - 20% - - Thermal Tran- - - - - 15% - - CO I C.� Cs�<< METROPOLITAN DADL COUNTY, FLORIDA METRO,' DADE M1 STEPHEN P. CLARK CENTER GENERAL SERVICES ADMINISTRATION PROCUREMENT MANAGEMENT DIVISION SUITE 2350 I11 N.W. 1st STREET MIAMI. FLORIDA 33128-1989 (305) 375.5289 ADDENDUM NO. 1 September 3, 1997 TO: ALL PROSPECTIVE BIDDERS SUBJECT: BID NO. 4599-4/02-OTR BID OPENING DATE: September 17, 1997 Wednesday 2:00 PM This Addendum is and does become a part of Bid No. 4599-4/02-OTR entitled: Hydraulic Parts and Supplies Plus an Hourly Rate for Repairs for Construction and Industrial Equipment. Please note the following change(s): Change Title of Bid to read: Hydraulic Parts, Supplies and Repairs for Construction, Refuse *and Industrial Equipment Add the following language to Section 2.0, Clause 2.6, second bullet: worked on completely inside,..... if required for the work being bid. Add the following language to Section 2.0, Clause 2.6, second paragraph: shall receive notification for quotation; ..... in one of the two following manners: a) by contacting all pre -qualified vendors for a quotation. b) by contacting no less than three vendors in an alphabetic rotational basis, when the job is expected to be under $500.00 in total cost to the County. Change Section 2.0, Clause 2.6, Sub -section 2.6.3 to read: Accordingly, the bidder must submit its manufacturer's price lists..... upon request of the County or shop locations. Bidders submitting less than..... fifteen (15) .....manufacturers price lists will not be considered for award of this item. Change Section 2.0, Clause 2.17, second paragraph, first sentence to read: right to cancel the .... order .....after any back order period 98- 993 Add the following language to Section 2.0, Clause 2.25, first sentence: The bidder shall submit ..... if requested..... one (1) copy Delete clause 2.30 entitled HOURLY LABOR RATE, in its entirety. Replace page 14 of Section 4.0, with 14a, attached. ALL OTHER INFORMATION REMAINS THE SAME METROPOL-ITAN DADE COUNTY William Garviso, CPPB GSA Procurement Management Division 98- 993 BID NO: 45911-4/02-OTR OPENING: 2:00 P.M. WEGNESDAY DATE: SEPTEMBER I.7, 1­997 METROPOLITAN DADE COUNTY, FLORIDA INVITATION - TO BID TITLE HYDRAULIC PARTS AND SUPPLIES PLUS AN HOURLY LABOR RATE FOR REPAIRS FOR CONSTRUCTION AND INDUSTRIAL EQUIPMENT FOR VARIOUS DADE COUNTY DEPARTMENTS FOR A ONE (1) YEAR PERIOD WITH COUNTY OPTION TO RENEW FOR FOUR (4) ADDITIONAL YEARS THE FOLLOWING ARE REQUIREMENTS OF THIS BID, AS NOTED BELOW: BID DEPOSIT AND PERFORMANCE BOND: CATALOGUE AND LISTS: EQUIPMENT LIST: INDEMNIFICATION/INSURANCE: PRE -BID CONFERENCE/WALK-TBRU RACE -CONSCIOUSNESS MEASURE: SAMPLES/INFORMATION SHEETS: SITE VISIT/AFFIDAVIT: SOURCE OF SUPPLY: TRADE CERTIFICATION: WRITTEN WARRANTY: N/A SEE SECTION 2.0, PARA. 2.25 N/A SEE SECTION 2.0, PARA. 2.11 SEE SECTION 2.0, PARA. 2.3 N/A N/A N/A N/A N/A N/A FOR INFORMATION CONTACT (305) 375-3507 WILLIAM GARVISO, CPPB METROPOLITAN DADE COUNTY GENERAL SERVICES ADMINISTRATION PROCUREMENT MANAGEMENT DIVISION 98- 993 INSTRUCTIONS FOR MAILING A BID IN RESPONSE TO A FORMAL BID SOLICITATION Each Bid Proposal submitted to the CLERK OF THE BOARD will have the following information clearly marked on the face of the envelope: > Bidder's name and return address > Bid Number > Opening date of Bid > Title of the Bid Failure to include -this information may result in your Bid not being considered. The Bidder will submit each Bid Proposal, consisting of one original and three copies and any attachments in one envelope. Bid responses submitted at the same time for different Bid. Solicitations shall be placed in separate envelopes and each envelope shall contain the information previously stated. Failure to comply with this requirement may result in the Bid from being considered. THE RESPONSIBILITY FOR OBTAINING AND SUBIVIIITING A BID TO THE CLERK OF THE BOARD 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: CLERK OF THE BOARD Stephen P. Clark Center I II N.W. 1st Street, 17th Floor, Suite 202 Miami, Florida 33129-1983 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:boi15-15.doc Rev, 6q7 SECTION 1 = GENERAL TERMS AND CONDITIONS 1.1 DEFINITIONS The term `Bid" shall refer to any offer(s) submitted in response to this Bid Solicitation. The term "County" shall -refer to 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 legal requirements contained in the County's Administrative Order 3-2 and all other applicable County Ordinances and/or State and Federal Statutes. Where conflicts exist between this Bid Solicitation and these legal requirements, the higher authority shall prevail. a:boi15-15.doc 1 nev.9(0i— B. Additional Information/Addenda (1) Request for additional information, explanation, .clarification or interpretation must be made in writing to _ the GSA 'Procurement Management Division contact zperson identified on the cover page of this Bid Solicitation. The request shall be received by GSA Procurement Management Division no later than fourteen (14) working days prior to the Bid opening date. Any request received after that time, may not be reviewed for inclusion in this Bid Solicitation. The request shall contain the requester's name, address, and telephone -number. .If transmitted -by -facsimile, the request shall also include a cover sheet, with the sender's facsimile number. (2) GSA Procurement Management Division will issue a response to any inquiry as it deems necessary, by written addenda, issued prior to the Bid opening date. The Bidder shall not rely on any representation, statement or explanation other than those made in this Bid Solicitation document or in any addenda issued. Where there appears to be a conflict between this Bid Solicitation, and any addenda issued, the last addendum issued will prevail. (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 Terms and Conditions, the Special Conditions, the Technical Specifications, the Bid Proposal Section, or any addendum issued, the order of precedence shall be: the last addendum issued, the Bid Proposal Section, the Technical Specifications, the Special Conditions, and then the General Terms and Conditions. D. Prices Contained in this Bid Solicitation (1) Prompt Payment Terms a. The Bidder may offer cash discounts for prompt payments, however, such discounts will not be considered in determining the lowest price for Bid evaluation purposes_ a:boil5-15.doc 2 Rev. §1�97 b. The Bidder is required to provide prompt payment terms in the space provided on the Bid Proposal signature page�af this Bid Solicitation. If no prompt payment discount is ".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 shall mark "Alternate Bid(s)" on the first page. Failure to comply with the foregoing may result in the rejection of the additional Bid(s). (5) 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 County is exempt from all State, Excise, Federal and Local sales tax. Not withstanding, any tax on materials and/or supplies which are purchased by the Bidder, in conjunction with this Bid Solicitation shall be subject to the Florida State Sales Tax, in accordance with Section 212.08 of Florida Statutes, amended 1970, and all amendments thereto, shall be borne solely by the Bidder. When the 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:boi15-15.doc 3 Ray. 6/13/97 98- 993 The County may be subject to applicable taxes on goods purchased for the purpose of resale. Upon request, the County will provide a tax exemption certificate, if applicable. Any special tax requirements Mill 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 best commercial practices are to prevail, and that only materials and workmanship of first quality are to be used. All interpretations of the specifications shall be made upon the basis of this Bid Solicitation. 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 Entity 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 xboi15-15.doc 4 Rev. 1 97 - 993 the threshold amount provided in Section 287.017, for CATEGORY TWO ($10,000.00) for a period of thirty-six (36) months from the date of being placed on the convicted vendor list." 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 .33128, Phone: (305) 375- 4132. R 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. G. ColIection of Fees. Taxes and Parking Tickets By acceptance of this Contract, the Successful Bidder acknowledges compliance with the procedures contained in Section 2-8.1 (c) of the Code of Metropolitan Dade County, and as amended by Ordinance 96- 178, which requires that all delinquent and currently due* fees, taxes and parking tickets have been paid. To verify or satisfy all delinquencies and currently due fees, taxes and parking tickets, contact the Dade County Tax Collector's Division at (305) 375-5762. H. Antitrust Laws By acceptance of this Contract, the Successful Bidder complies with all antitrust laws of the United States and the State of Florida, in order to protect the public from restraint of trade which illegally increases prices. 1.4 MODIFICATION OR WITHDRAWAL OF A BID A. Modification of a Bid Any modification by the Bidder to a Bid shall be submitted to the CLERK OF THE BOARD prior to the time and date set for Bid opening. The Bidder shall submit the new Bid Proposal Form and a letter, on company letterhead, signed by an authorized agent of the Bidder stating that the new submittal supersedes the previously xboi15-15.doc 5 Rev. 6/13/97 98- 993 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 herain. A Bid may be withdrawn only by written letter received by the . CLERK OF THE -BOARD 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 letter must be on company letterhead and signed by an authorized agent of the Bidder. 1.5 EVALUATION OF ABED A. Resection of Bid (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." B. Elimination 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. C. Waiver of Informalities The County reserves the right to waive any informalities or irregularities in this Bid Solicitation. a:boi15-15.doc 6 Rev. 6/13/97 98-- 993 D. Demonstration of Cometen (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 good record of performance and have sufficient financial resources, equipment and organization to ensure that they can satisfactorily provide the goods and/or services if awarded this Bid Solicitation- (2) The County may conduct a pre -award inspection of the Bidder's site or hold -a -pre-award qualification hearing to' determine if the Bidder possesses the requirement as outlined in the above paragraph, and is capable of performing the requirement. of this Bid Solicitation. The County may consider any evidence available regarding the financial, technical and other qualifications and abilities of the Bidder, including past performance (experience) with the County or any other governmental entity in making the award. (3) The County may require the Bidder to show evidence that they have been designated as an authorized representative of a manufacturer, supplier and/or distributor, if required by this Bid Solicitation. (4) Dade County reserves the right to audit all records pertaining to and resulting from any award from this -Bid Solicitation, financial or otherwise. E. Copv of Bid Tabulation The Bidder who desires to receive a copy of the Bid tabulation shall enclose a self-addressed/stamped envelope (correct size of envelope and postage is a must -depending on the amount of information involved) when submitting its Bid Proposal. Bid results will not be given out by telephone or facsimile. 1.6 AWARD OF BID SOLICITATION A. Contract This Bid Solicitation, any addenda and/or properly executed modifications, the purchase order (if issued), and a change order (if applicable), constitute the entire Contract. B. Tie Bid 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. xboi15-15.doc 7 Rev. 6/13/97 98- 993 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 m the form required by the County. Where the Successful Bidder is in default of the contractual requirements, the County, through action taken by GSA Procurement Management Division, may rescind the award. D. Term of Contract The term of this Bid solicitation shall be specified on one of three documents, issued to the Successfiil Bidder. These documents may either be this Bid Solicitation, a purchase order or an award sheet. E. Contract Extension The County reserves the right to automatically extend this Contract for up to ninety (90) calendar days beyond the stated Contract term. The County shall notify the Successful Bidder in writing of such extensions. Additional extensions over the first ninety (90) day extension may occur, if, the County and the Successful Bidder are in mutual agreement of such extensions. If this F. Warranty Any implied warranty granted under the Uniform Commercial Code shall apply to all goods purchased under this Bid Solicitation. G. Estimated- Ouantities Estimated quantities or estimated dollars, if provided, are for Bidder's guidance only. No guarantee is expressed or implied as to quantities or dollars that will be used during the Contract period. The County is not obligated to place any order for a given amount subsequent to the award of this Bid Solicitation. Estimates are based upon the County's actual needs and/or usage during a previous Contract period. Said estimates may be used by the County for purposes of determining the low Bidder meeting specifications. H. Non -Exclusive Contract Although the purpose of this Bid Solicitation is to secure a Contract that can satisfy the total needs of the County or of a specific County agency, it is hereby agreed and understood that this Bid Solicitation does not constitute the exclusive rights of the Successful Bidder to receive all orders that may be generated by the County in conjunction a:boil5-15.dm 8 111W.U1979 9 3 with this Bid Solicitation. In addition, any and all commodities, equipment, and service required by - the County in conjunction with constriction projects are solicited under a distinciiy different bid process and shall not be purchased under the terms, conditions and awards rendered under this Bid Solicitation, unless such purchases are determined to be in the best interest of the County. 1. Local Pref ++- NOT APPLY The award of this Bid Solicitation is subject to Ordinances Nos. 94-166 and-96-26. and-Resolutipn'No. 50-96; which, exceptywhere federal or state law mandates to the contrary, allow prefer �'to �be given to a local business in the amount of onc;;aW on percent (1.5%) for Dade County 1!2&ne percent QMO for County of the Bid Proposal pric ��or the.p� of the eIicability of this Ordinance, "local bu�" means r� Bidder has its headquarters located in MetroRoii Dade or Broward Counties. or has a place of business locat 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 $500,000.00 This Bid award recommendation will be in writing, signed by the Director of GSA Procurement Management Division or designee and filed with the Clerk of the Board. The Bidder shall have ten (10) business days after the filing of an award recommendation to file a written protest with the Clerk of the Board. As a condition of initiating a protest of award recommendation, the Bidder shall post at the time of filing a Surety Bond ( cashier's check or money order ) in the amount of $500.00 payable to the Board of County Commissioners. Failure to rile the proper Bond at the time of fifing the protest, will result in denial of the protest. If, the Hearing Examiner's ruling is in favor a:boi15-15.doc 9 Rev. 6/13/97 98- 993 of the County's recommendation, the Bidder's Bond will be forfeited and the County will seek all costs and attorney-'s fees. B. 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 (900) 5104724; or contact the person identified on .the . cover page of this Bid Solicitation. The Bidder shall have five business (5) days after the posting of an award recommendation to file a written protest with General Services Administration. Procurement Management 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 Management 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. C. Bid Award of $25,000.00 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 regulations applicable to the goods and/or services contained in this Bid Solicitation. The Bidder is presumed to be familiar with all Federal, State and local laws, ordinances, codes and regulations that may in any way affect the goods and/or services offered. B . 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 xboi15-15.doc 10 Rev. 6/13/97 98— 9�)3 implied warranty shall be corrected by the Successful Bidder at no expense to the County. The standard manufacturer's warranty may be superseded by the Special Conditions. C. Subcontractin¢ . (1) Unless otherwise specified in this Bid Solicitation, the Successful Bidder shall not subcontract any portion of the work without the prior written consent of the. County. The ability to subcontract may be further limited by the Special Conditions. Subcontracting without the prior consent of- the -County. may- result in -termination of .this Bid Solicitation for default. (2) Quarterly reporting when a subcontractor is utilized: The Successful Bidder is advised that when a subcontractor is utilized to fulfill the terms and conditions of this Bid Solicitation, 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, verifying their participation in this Bid Solicitation work and their receipt of such monies. The requirements of this resolution shall be in addition to any other reporting requirements by Federal, State or local laws, ordinances or administrative orders. (3) Where subcontracting is permitted, the Successful Bidder shall obtain 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. a:boil5-15.doc 11 Rtv. 6/13/97 98- 993 F. Fmnlovee Is the Responsibility of the Successful Bidder _ The employee of the Successful Bidder shall be considered, to be, at all times, employee of the Successful Bidder under its sole direction and not 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 ale. 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, where applicable, including appellate- proceedings, and shall pay all costs, judgments, and attorney's fees which may issue thereon. The Successful Bidder expressly. understands and agrees that any insurance protection required by this Agreement or otherwise provided by the Successful Bidder shall in no way limit the responsibility to indemnify, keep and save harmless and defend the County or its officers, employees, agents and instrumentalities as herein provided. H. Protection of Property All existing structures, utilities, services, roads, trees, shrubbery, etc. shall be protected against damage or interrupted services at all times by the Successful Bidder during the term of this Contract. The Successful Bidder shall be held responsible for repairing or replacing property, to the satisfaction of the County, which is damaged by reason of the Successful Bidder's operation on County property. 1.9 MODIFICATION OF THE CONTRACT The Contract may be modified by unilateral action of the County or by mutual consent, in writing, and through the issuance of a modification to the Contract, purchase order, change order or award sheet, as appropriate. a:boil5-15.doc 12 Rev. 6113/97 1.1 o TERMINATION OF CONTRACT A Termination for Convenience The County, at its sole discretion, may terminate this Contract without cause by providing the Successful Bidder with thirty (30) day advance notice. Upon the receipt of such notice, the Successful Bidder shall not incur any additional costs under this Contract. The County shall be liable only for reasonable costs incurred by the Successful Bidder, as determined .by_ the. County, regardless of the --meth od of payment_ required by this Contract. The County . shall be the sole judge of "reasonable costs." B. Termination for Default The County may terminate this Contract upon the: failure of the Successful Bidder to comply with any provision and/or requirements of this Contract. The County's decision not to take action upon failure of the Successful Bidder to perform shall not be construed as a waiver of the ability of the County to take additional action at a later date and time. The County shall also have the ability to place the Successful Bidder on probation and/or terminate any portion of this Contract. The date'of termination shall be stated in a written notice to the Successful Bidder. In the event the Successful Bidder is terminated for default, the County reserves the right to re -procure the goods and/or services from the next lowest, responsive responsible Bidder or re -solicit the goods and/or services. The County may further charge the Successful Bidder any differences in cost between the Successful Bidder's price and the re - awarded price and/or any costs associated with re -awarding or re - soliciting this Contract. The County may also debar or suspend the Successful Bidder from conducting business with the County, and/or eliminate the defaulted Contractor from consideration in future Bid Solicitation, in accordance with appropriate County ordinances, resolutions and/or administrative orders. 1.11 ORDINANCES, RESOLUTIONS AND/OR ADMINISTRATIVE ORDERS To request a copy of any ordinance, resolution and/or administrative order cited in this Bid Solicitation, the Bidder must contact the Clerk of the Board at (305) 375-5126. xboib-15.doc 13 Rev. 6/13/97 98.- 993 METROPOLITAN DADE . NTY BID NO. 4599-4/02-OTR SECTION 2.0 SPECIAL CONDITIONS HYDRAULIC PARTS & REPAIRS 2.1 PURPOSE: TO PRE -QUALIFY BIDDERS The purpose of this Invitation to Bid is to pre -qualify potential bidders for future bidding through the submission of documents and forms which verifies that the bidder meets or exceeds minimum criteria. All bidders which meet or exceed the criteria established in the Invitation to Bid shall be placed on a Pre -Qualification List that may be accessed by County departments in order to obtain price quotations for the provision of Parts & Supplies Plus an Hourly Labor Rate for the Repair of Construction & Industrial Equipment. 2.2 Intentionally Omitted 2.3 PRE -BID CONFERENCE (RECOMMENDED): A pre -bid conference will be held on Wednesday, September 3, 1997 at 10:00 a.m. at Stephen P. Clark Center, 111 NW First Street, Miami, Florida in conference room no. 18-2 to discuss proposed specifications. It is recommended that a representative of the firm attend in order to become familiar with the bid specifications. Bidders are requested to bring this Invitation To Bid package to the conference, as additional copies may not be available. 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, and contingent upon the completion and submittal of all required bid documents, unless otherwise stipulated in the Notice of Award Letter which is distributed by the County's GSA Procurement Management Division. The contract shall remain in effect for twelve (12) months. 2.5 OPTION TO RENEW FOUR (4) YEARS (With Price Adjustment) For Labor The prices for a one year period from effective date shall be consistent with the provisions outlined in section 2.7 of these special terms and conditions; at which time Dade County shall have the option to renew for an additional four (4) years on a year to year basis. At that time Dade County will consider an adjustment to price based on the Labor Consumer Price Index for Miami -Ft. Lauderdale Area, Wage Earners All Items. Continuation of the contract beyond the initial period is a County prerogative; not a right of the bidder. This prerogative will be exercised only when such continuation is clearly in the best interest of the County. NOTE: BIDDERS CAN ONLY EXERCISE THE OPTION TO RENEW PRIVILEGES FOR THOSE ITEM/S AWARDED TO THEIR FIRM, UNDER THE ORIGINAL TERMS AND CONDITION, DURING THE INITIAL CONTRACT PERIOD. Page 1 98 - 993 METROPOLITAN DADE . ,NTY BID NO. 4599-4/02-OTR ANY ITEMIS THAT WERE AWARDED TO ANOTHER BIDDERS, CAN ONLY BE RENEWED BY THE OTHER BIDDER/S. _ PRICES SUBMITTED FOR ITEM/S NOT ORIGINALLY AWARDED TO THE BIDDER/S OR, FOR WHICH A "NO BID` WAS RECEIVED, WILL BE REJECTED. OPTION TO RENEW FOUR (4) YEARS (Maintain Same Discounts) For Parts & Supplies Dade County shall have the option to renew this contract for an additional four (4) years on a year-to-year basis provided the bidder will maintain the same discount(s) from manufacturer's published price Iist(s). Continuation of the contract beyond the initial period is a County prerogative not a right of the bidder. This prerogative will be exercised only when such continuation is clearly in the best interest of the County. NOTE: BIDDERS CAN ONLY EXERCISE THE OPTION TO RENEW PRIVILEGES FOR THOSE ITEM/S AWARDED TO THEIR FIRM, UNDER THE ORIGINAL TERMS AND CONDITIONS, DURING THE INITIAL CONTRACT PERIOD. ANY ITEM/S THAT WERE AWARDED TO ANOTHER BIDDER/S, CAN ONLY BE RENEWED BY THE OTHER BIDDER/S. PRICES SUBMITTED FOR ITEM/S NOT ORIGINALLY AWARDED TO THE BIDDER/S OR, FOR WHICH A "NO BID" WAS RECEIVED, WILL BE REJECTED. 2.6 METHOD OF AWARD: TO ALL PRE - LOWEST FIVE (5) RESPONSIVE. RESPONSIBLE BIDDERS FOR PARTS AND SUPPLIES Award of this contract will be made to all pre -qualified bidders who meet these criteria: ° Have a fully equiped and well established company as required in Section 1.5, Sub -section D of this solicitation as verified by on -site inspection. Have a facility with a minimum size of 3,750 square feet which will allow a refuse packer 35 feet long, 12h' high x 9h' wide, or a trailer 42' long x 12h' high x 8' wide to be worked on completely inside. The facility must provide security in the form of a fenced locked lot, or the inside of a secure building, for no less than one (1) refuse packer and one (1) trailer sized vehicle simultaneously. The company must have a minimum of four (4) full time employees. ° The company must be able to show a minimum of one (1) year of experience in welding and fabrication. These awarded bidders shall be pre -qualified to participate in specific periodic work assignments that are identified by the County on an as needed basis. When such work assignments are identified, the pre -qualified bidders shall receive notification for a quotation; review the written specifications regarding the work to be Page 2 98- 993 METROPOLITAN DADE CUuNTY 2.7 2.8 2.9 2.10 BID NO. 4599-4/02-OTR accomplished, inspect the work or work area and offer an itemized price based on the labor rate bid and materials to be provided. The Bidder offering the lowest fixed price shall be awarded .the specific wo"rk assignment. The award of a specific work assignment to one (1) Bi-dder does not preclude the ability of the remaining pre -qualified Bidders, or the awarded bidder, from submitting offers for other work assignments. 2.6.1 This contract will be closed for pre -qualification of additional vendors for a period of six (6) months from the implementation date of this contract. After that time new vendors may make application to be wait listed for award under this contract. To qualify for wait listing the potential vendor must be a vendor in good standing with the County and meet the criteria established in Section 2.6. At the conclusion of each six month interval of this contract's life any vendor who has not been a low bid awardee of a minimum of one quotation job, or who has failed to perform satisfactorily as determined by the GSA Fleet Management Division, will be dropped from the contract's awarded vendor group. Should the number of pre -qualified bidders be less than ten (10) then for each vendor dropped, one (1) vendor from the wait list will be added to the awarded vendor group. All wait list activities will be chronologically prioritized. Any vendor dropped may reapply and go through the wait list process to rejoin this contract. All wait list activities will be coordinated by William Garviso at GSA Procurement Management at (305) 375-3507. 2.6.2 The County reserves the right to increase or decrease the number of pre -qualified vendors in its best interest. 2.6.3 AWARD OF ITEM 3.0 for parts and supplies only. Award of this item will also be made to lowest five (5) responsive, responsible Bidder(s) who offer the highest percentage discount from the manufacturer's price lists submitted for each Brand. Accordingly, the Bidder must submit its manufacturer's price lists with the bid proposal. Bidders submitting fewer than five (5) manufacturers price lists will not be considered for award of this Item (No. 3.0). Do not submit catalogs at this time. The bidder who offers the highest percentage discount from the manufacturers price list shall be contacted first for the supply of these parts. PRICES SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT If the bidder is awarded a contract under this bid solicitation, the prices proposed by the bidder shall remain fixed and firm during the term of contract. Intentionally Omitted Intentionally Omitted Intentionally Omitted Page 3 9 8_ 9� 3 METROPOLITAN DADE L .STY BID NO. 4599-4/02-OTR 2.11 INDEMNIFICATION E LY WITH - f31 - VFNDORS WHO ONLY -SUPPL-Y PARTS The successful bidder/vendor shall indemnify and save the County harmless from any and all claims, liability, losses and causes of action which may arise out of the fulfillment of the Agreement. The vendor shall pay all claims and losses of any nature whatever in connection therewith, and shall defend all suits, in the name of the County when applicable, and shall pay all costs and judgments which may issue thereon. The vendor shall furnish to Bid Section, Metropolitan Dade County, c/o Procurement Management Division, 111 N.W. 1st Street, Suite 2350, Miami, Florida 33128-1989, Certificate(s) of Insurance which indicate that insurance coverage has been obtained which meets the requirements as outlined below: A. Workmen's Compensation Insurance for all employees of the vendor as required by Florida Statute 440. B. Garage Liability Insurance in amounts not less than $300,000 combined single limit per occurrence for bodily injury and property damage. Policy must be endorsed to include automobile service operations. Dade County must be shown as an additional insured with respect to this coverage. C. Automobile Liability Insurance covering all owned, non -owned and hired vehicles used in connection with the work, in an amount not less than $300,000 combined single limit per occurrence for bodily injury and property damage. The insurance coverage required shall include those classifications, as listed in standard liability insurance manuals, which most nearly reflect the operations of the vendor. All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications: The company must be rated no less than "B" as to management, and no less than "Class V" as to financial strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent subject to the approval of the County Risk Management Division. or The company must hold a valid Florida Certificate of Authority as shown in the latest "List of All Insurance Companies Authorized or Approved to Do Business in Florida", issued by the State of Florida Department of Insurance and are members of the Florida Guaranty Fund. Page 4 9 8 — 9 �M METROPOLITAN DADE COUNTY 2.12 2.13 BID NO. 4599-4/02-OTR Certificates will indicate no modification or change in insurance shall be made without thirty (30) days written advance notice to the certificate holder. NOTE: DADE COUNTY BID NUMBER AND TITLE OF BID MUST APPEAR ON EACH CERTIFICATE. Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section or under any other section of this agreement. Issuance of a purchase order is contingent upon the receipt of the insurance documents within fifteen (15) calendar days after Board of County Commission approval. If the insurance certificate is received within the specified time frame but not in the manner prescribed in this Invitation To Bid, the Bidder shall be verbally notified of such deficiency and shall have an additional five (5) calendar days to submit a corrected certificate to the County. If the Bidder fails to submit the required insurance documents in the manner prescribed in this Invitation To Bid within twenty (20) calendar days after Board of County Commission approval, the Bidder shall be in default of the contractual terms and conditions and shall not be awarded the contract. Under such circumstances, the Bidder may be prohibited from submitting future Proposal to the County in accordance with Section 1.0, paragraph 1.6D of the General Terms and Conditions. The Bidder shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in force for the duration of the contractual period; including any and all option years that may be granted to the Bidder in accordance with Section 2.5 of the Special Conditions. If insurance certificates are scheduled to expire during the contractual period, the Bidder shall be responsible for submitting new or renewed insurance certificates to the County at a minimum of thirty (30) calendar days in advance of such expiration. In the event that expired certificates are not replaced with new or renewed certificates which cover the contractual period, the County shall suspend the contract until such time as the new or renewed certificates are received by the County in the manner prescribed in the Invitation To Bid; provided, however, that this suspended period does not exceed thirty (30) calendar days. If such suspension exceeds thirty (30) calendar days, the County may, at its sole discretion, terminate this contract for cause and seek re -procurement charges from the Bidder in conjunction with Section 1.0, paragraph 1.8H of the General Terms and Conditions. (THIS SECTION IS NOT APPLICATION TO VENDORS BIDDING PARTS AND SUPPLIES ONLY) The successful bidder/vendor shall indemnify and save the County harmless from any and all claims liability, losses and causes of action which may arise out of the fulfillment of the Agreement. The vendor shall pay all claims and losses of any nature. Intentionally Omitted Intentionally Omitted Page 5 () S - 9 ci '3 METROPOLITAN DADE L .NTY BID NO. 4599-4/02-OTR 2.14 Intentionally Omitted 2.15 METHOD OF PAYMENT: PERIODIC INVOICES FOR COMPLETED DELIVERIES The successful bidder(s) shall submit an invoice(s) to the County using department(s) that has requested the items through a purchase order. The invoices shall reference the appropriate purchase order number, the delivery address, and the corresponding delivery ticket number or packing slip number that was signed by an authorized representative of the County department when the items were delivered and accepted. The periodic invoices shall not exceed thirty (30) calendar days from the delivery of the items. Under no circumstances shall the invoices be submitted to the County in advance of the delivery and acceptance of the items. METHOD OF PAYMENT: PERIODIC PAYMENTS FOR SERVICE RENDERED The County shall provide periodic payments for services rendered by the successful bidder. In order for the County to provide payment, the bidder shall submit a fully documented invoice which identifies the appropriate purchase order number, the service location, and itemizes the services provided to the County using department(s). The invoice shall be submitted to the County department within thirty (30) calendar days after the service have been rendered. It shall be understood that such invoices shall not be submitted for payment until such time as the service has been completed and a County representative has reviewed and approved the service. 2.16 SHIPPING TERMS: F.O.B. DESTINATION All bidders shall quote prices based on F.O.B. destination and shall hold title to the goods until such time as they are delivered to, and accepted by, an authorized' County representative at Various locations in Dade County. 2.17 DELIVERY SHALL BE TWENTY-FOUR (24) HOURS AFTER ORDER IS PLACED BY THE COUNTY FOR STOCK ITEMS The bidder shall make deliveries within twenty-four (24) hours for Stock Items 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 hours 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 order 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. Page 6 9 8 METROPOLITAN DADE ( 1TY 3ID NO. 4599-4/02-OTR 2.18 BACK ORDERS MUST BE FILLED WITHIN FIVE (5) CALENDAR DAYS If the successful bidder experiences a back order of items from its manufacturer or distributor, the bidder shall -insure that such back orders are filled within five (5) calendar days from the date of the initial delivery. The bidder shall not invoice the County for back ordered items until such back orders are delivered and accepted by the County's authorized representative. It is understood and agreed that the County may, at its discretion, verbally cancel back orders after the grace period identified in this paragraph has lapsed, seek the items from another vendor, and charge the bidder for any re -procurement costs. 2.19 WARRANTY REQUIREMENTS WARRANTY: The County reserves the right to reject any part(s) or component(s) that may jeopardize the O.E.M. or other warranties that may apply to the equipment or to O.S.H.A. Safety Standards or any applicable Federal, State or County vehicle rules and/or safety standards. The bidder, by submission of it's bid, warrants that the products and/or services supplied to the County under this bid solicitation are fully in accord with this specification and are of the highest quality. In the event the parts or supplies or equipment furnished by the bidder are found to be defective, or do not conform to these specifications, the County reserves the right to cancel the order and returns same at the supplier's expense. Bidder shall state the warranty offered for new and rebuilt parts/components/equipment etc., and for workmanship/repairs in the space provided on the Bid Proposal Form. 2.20 CONTACT PERSONS For any additional information regarding the specifications and requirements of this contract, Contact: William Garviso at (305) 375-3507. 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 ACCIDENT PREVENTION AND REGULATIONS Precautions shall be exercised at all times for the protection of persons and property. All Contractors and Sub -Contractors shall conform to all OSHA, State and County regulations while performing under the Terms and Conditions of this contract. Any fines levied by the above mentioned authorities because of inadequacies to comply with these requirements shall be borne solely by the bidder responsible for same. Page 7 9 8_ 99,3 93 METROPOLITAN DADE L ATY BID NO. 4599-4/02-OTR 2.23 AUTHORIZATION TO PICK-UP MATERIALS _ Dade County employees are authorized to pick-up materials against purchase orders issued to the successful bidder(s). Such authorization is provided for the County employee through an "Authorization to Pick -Up Materials" (Dade County Form No. 160.04.17) who shall surrender the form to the bidder during each purchase. If the bidder is in doubt about the authenticity of the person picking up the material, the bidder shall contact Procurement Management for assistance at 375-5289. 2:24 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). 2.25 PRICE LISTS SHOULD BE SUBMITTED WITH BID The bidder shall submit one (1) copy of the current manufacturer's price list(s) with the bid; provided, however, the bidder may be given the opportunity to submit these documents to the County during the bid evaluation period. At such time the bidder shall be given fifteen (15) days to submit the information. Failure to meet this requirement may result in your bid being rejected. These documents shall be in effect at the commencement of the contract and shall remain in effect for the life of the contract; unless price escalations are specifically allowable in accordance with Section 2.7 of this Invitation to Bid. Discounts offered will be evaluated against these price lists and catalogs in order to determine the lowest responsive, responsible bidder. Upon request, the bidder shall provide additional sets of the manufacturer's product catalogs and price lists at no cost to the County. 2.26 CLEAN-UP All unusable materials and debris shall be removed from the premises. At completion, the successful bidder shall thoroughly clean up all areas where work has been involved as mutually agreed with the Department Project Manager. 2.27 COMPLIANCE WITH FEDERAL STANDARDS All items to be purchased under this bid shall be in accordance with all governmental standards, to include, but not limited to, those issued by the Occupational Safety and Health Administration (OSHA),the National Institute of Occupational Safety Hazards (NIOSH), and the National Fire Protection Association (NFPA). Page 8 9 8- 993 METROPOLITAN DADE CC 'Y ID NO. 4599-4/02-OTR 2.28 DAMAGED.GOODS WHEN SHIPPING IS PROVIDED BY BIDDER — The bidder shall be responsible for filing, processing and collecting all damage claims against the shipper. 2.29 DEFICIENCIES IN WORK TO BE CORRECTED BY THE BIDDER The successful Bidder shall promptly correct all deficiencies and/or defects in work and/or any work that fails to conform to the Contract Documents; whether or not fabricated, installed or completed. All corrections shall be made within two (2) calendar days after such rejected defects, deficiencies, and/or non -conformances are verbally reported to the Bidder by the County's Project Administrator. The Bidder shall bear all costs of correcting such rejected work. If the Bidder fails to correct the work within the period specified, the County may, at its discretion, notify the Bidder, in writing, that the Bidder is subject to contractual default provisions if the corrections are not completed to the satisfaction of the County :within five (5) calendar days of receipt of the notice. If the Bidder fails to correct the work within the period specified in the notice, the County shall place the Bidder on default, obtain the services of another vendor to correct the deficiencies, and charge the Bidder for these costs; either through a deduction from the final payment owed to the Bidder or through invoicing. 2.30 HOURLY RATE The hourly rate quoted shall include full compensation for labor, equipment use, travel time, and any other cost to the bidder. This rate is assumed to be at straight -time for all labor, except as otherwise noted. The bidder shall comply with minimum wage standards and any other applicable laws of the State of Florida. If overtime is allowable under this Bid, it will be covered under a separate item in the special clauses. 2.31 LABOR, MATERIALS, AND EQUIPMENT SHALL BE SUPPLIED BY THE BIDDER Unless otherwise provided in Section 3 of this Solicitation entitled "Technical Specifications", the Bidder shall furnish all labor, material and equipment necessary for satisfactory contract performance. When not specifically identified in the technical specifications, such materials and equipment shall be of a suitable type and grade for the purpose. All material, workmanship, and equipment shall be subject to the inspection and approval of the County's Project Manager: 2.32 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 Page 9 98- 95J METROPOLITAN DADE L`jNTY BID NO. 4599-4/02-OTR at the Bidder's expense or (2) require the Bidder to _replace the materials at the Bidder's expense. 2.33 OMISSION FROM THE SPECIFICATIONS The apparent silence of this specification and any addendum regarding any details or the omission from the specification of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail, and that only materials and workmanship of first quality are to be used. All interpretations of this specification shall be made upon the basis of this agreement. 2.34 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. 2.35 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. 2.36 PURCHASE OF OTHER ITEMS NOT LISTED ON THIS BID SOLICITATION BASED ON PRICE QUOTES While the County has listed all major items on the bid solicitation which are utilized by County departments in conjunction with its operations, there may be ancillary items that must be purchased by the County during the term of this contract. Under these circumstances, a County representative will contact the primary vendor to obtain a price quote for the ancillary items. If there are multiple vendors on the contract, the County representative may also obtain price quotes from these vendors. The County reserves the right to award these ancillary items to the primary contract vendor, another contract vendor based on the lowest price quote or to bid the items through a separate solicitation. 2.37 SERVICE FACILITIES SHALL BE PROVIDED BY BIDDER IN DADE COUNTY Bids will only be accepted from bidders which have service facilities located in Dade County, Florida which can provide parts and repairs. Page 10 98- 993 METROPOLITAN DADE JNTY BID NO. 4599-4/02-OTR 2.38 STOCK LEVELS SHALL BE MAINTAINED BY BIDDER The successful bidder(s) shall ensure that adequate -stack levels are maintained at its place of business in order to assure the County of prompt delivery. If the delivery terms specified in the Solicitation are not fulfilled by the Bidder, the County reserves the right to cancel the order, purchase the goods elsewhere, and charge the Bidder for any reprocurement costs incurred by the County. 2.39 SUBSTITUTION OF ITEMS DURING TERM OF CONTRACT Substitute brands or models may be considered during the contract period for discontinued models. The bidder shall not deliver any substitute item as a replacement to an awarded brand or model without express written consent of Procurement Management prior to such delivery. Substitute items must be of equal or better quality than the awarded item. Substitutes shall be considered only in emergency situations and excessive substitution requests may be cause to cancel the contract. 2.40 WORK ACCEPTANCE This project will be inspected by an authorized representative of the County. This inspection shall be performed to determine acceptance of work, appropriate invoicing, and warranty conditions. Page 11 _ 99 3 METROPOLITAN DADE .JNTY BID NO. 4599-4/02-OTR SECTION 3.0 TECHNICAL SPECIFICATIONS HYDRAULIC PARTS & REPAIRS 3.1 OUTSIDE REPAIR (EQUIPMENT) 3.1.1 Each job will be quoted by the successful Bidder(s) on an "as needed basis when called. The requesting department will present the equipment to the successful bidder(s) for inspection and show the successful bidder(s) the area(s) to be repaired. The County will not give the successful bidder(s) a detailed description of the work to be performed. The County presumes the successful bidder(s) is a professional in this business, and knows what details must be taken into account to produce a high quality finished job meeting the finest professional practices in the industry and the standards of this specification. 3.1.2 The successful bidder(s) shall submit its quotation no more than 24 hours after inspecting the equipment. If the successful bidder(s) fails to respond within the 24 hours stipulated above, they will not be given award consideration for that job. 3.1.3 The successful bidder(s) shall state with its proposal the reasonable number of days it will take to repair the equipment. This statement, in writing, shall be part of the successful bidder(s) proposal to repair. Should the successful bidder(s) not meet the agreed repair "down time" the County reserves the right to have the equipment immediately returned with its sole liability being to pay for work already completed. The removal or delivery of County equipment from the successful bidder(s) facility shall be at the successful bidder(s) expense. 3.2 ADDITIONAL EXPENSE 3.2.1 The successful bidder(s), after being awarded work (repairs) shall notify the supervisor awarding the work, within 24 hours, if any additional labor or parts costs are required to complete the job. The successful bidder(s) shall not perform, or bill for, any additional parts or repairs until he has received authorization from the supervisor awarding the work. The additional cost shall be itemized on a separate invoice labeled "authorized additional work", and shall be billed separately, but with the invoice covering the billing for the original quotation. 3.2.2 The successful bidder(s), after being awarded the repairs, shall notify the supervisor awarding the work, of any additional "down time" requiring within 24 hours of receipt of the job award notice. It shall be required that the contract vendor cite good and sufficient reasons for requesting additional "down time". Page 12 9 8 - 993 ITEM: AWARD UNDER MIAMI-DADE COUNTY CONTRACT NO. 4599-4/02-OTR Hydraulic Parts , Supplies and Repair Services DEPARTMENT: GSA TYPE OF PURCHASE: On a contract basis until January 31, 1999, with the option to renew for three (3) additional one-year periods. REASON: To provide hydraulic parts, supplies and repair services to the City's fleet of heavy equipment. RECOMMENDATION: It is recommended that award be made to the various vendors listed on the contract award sheet, awarded under existing Miami -Dade County Contract No. 4599-4/02- OTR, at a total annual amount not to exceed $175,000.00. Allocating funds from Account Code Nos. 509000.420901.6.670 ($65,000) and 509000.420901.6.702 ($110,0000). Judy er !rector of Purcha 'ng q 1\ X� Date Award Under Dade County Contracts 98- 993