HomeMy WebLinkAboutR-98-1094J-948-1106
10/26/98
RESOLUTION NO. 9 8 -10 9 4
A RESOLUTION ACCEPTING THE BID OF SIERRA
COMPUTER CORP. D/B/A MICROAGE FOR THE
PURCHASE OF THREE (3) LAPTOP COMPUTERS, FOR
THE DEPARTMENT OF PLANNING AND DEVELOPMENT,
AT A TOTAL COST NOT TO EXCEED $11,904.00;
ALLOCATING FUNDS THEREFOR FROM ACCOUNT CODE
NOS. 001000.660101.6.840 AND
110088.660103.6.840.
WHEREAS, the Department of Planning and Development requires
laptop computers to visually project documents and schematics at
city commission meetings, community forums, and in-house training
programs; and
WHEREAS, computers will also be used as a marketing tool
when making presentations to Brownsfield developers and real
estate organizations; and
WHEREAS, pursuant to public notice, invitations for Bid No.
97-98-192R were mailed to 43 potential bidders; and
WHEREAS, four sealed bids were received on September 14,
1998; and
WHEREAS, funding is available from the Department of
Planning and Development FY '97-98 General Operating Budget,
CITY COM USSION
MEETING OF
NOV 1 7 1998
R"Clubm Zia
95-1094
Account Code No. 001000.660101.6.840 and from the Brownsfields
Redevelopment Grant, Account Code No. 110088.660103.6.840; and
WHEREAS, the City Manager and the Director of Planning and
Development recommend that the bid received from Sierra Computer
Corp. d/b/a MicroAge be accepted as the lowest responsive and
responsible bid;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section 2. The bid received on September 14, 1998, from
Sierra Computer Corp. d/b/a MicroAge for the purchase of three
(3) laptop computers, for the Department of Planning and
Development, at a total cost not to exceed $11,904.00, is hereby
accepted, with funds therefor hereby allocated from Account Code
Nos. 001000.660101.6.840 and 110088.660103.6.840.
Section 3. This Resolution shall become effective
2 98-1094
imitediately upon its adoption and signature of the Mayorll.
PASSED AND ADOPTED this 17th day of
1998.
ATTEST:
November
9
JOE CAROLLO, MAYOR
In acoordnce with Miami Code Sec. 2-36, since the Mayor did not indicate approval of
US legislation by signing it in the designated Wpla provided, saicbecomes effective with the elapse of t-an (10) dathe date of Ccjnm n ac ;t,regarding same, without the Mayor�e ercisinia� �' �
WALTER J. FOEMAN, CITY CLERK
AND CORRECTNESS:t,
- W3025:CSK
City Clerk
1� If the Mayor does not sign this Resolution, it shall become effective at
the end of ten calendar days from the date it was passed and adopted. If
the Mayor vetoes this Resolution, it shall become effective immediately
upon override of the veto by the City Commission.
3 98 -1094
CITY OF MIAMI, FLORIDA CA=2
INTER -OFFICE MEMORANDUM
TO: The Honorable Mayor and Members
of the City Commission
4 oIIL���iiio
FROM: onald H. Warshaw
City Manager
RECOMMENDATION
DATE : , NO — 9 1998 FILE :
SUBJECT: Proposed Resolution
REFERENCES :Approval of Microage as
ENCLOSURES: Lap Top provider
Bid No. 97-98-192R
It is respectfully recommended that the City Commission adopt the attached Resolution
accepting the bid of Sierra Computer Corp dba Microage, a Local/Minority vendor, located at
545 NW 42 Avenue, Miami FL 33126, for the furnishing of Laptop Computers, at a total
proposed amount of $ 11,904.00.
Funding is available from the Department of Planning & Development FY 97/98 General
Operating Budget, Account Code No. 001000.660101.6.840 and from the Brownsfields
Redevelopment Grant, Account Code No. 110088.660103.6.840.
BACKGROUND
The Department of Planning & Development has analyzed the bids received pursuant to Bid No.
97-98-192R. Forty-two (42) invitations for bid were mailed and four (4) responses were
received. Sierra Computer Corp dba Microage, submitted the lowest most responsive and
responsible bid and is, therefore, recommended for award.
The laptop computers for the Department of Planning & Development will be used to document
public and departmental meetings. They will also be used to project graphic presentations at
City Hall, public forums and in-house training. The laptops will enable staff and department
management to revise documents and visual presentations immediately as the meeting proceeds.
The Development Division has major projects and sites that are complex and need to be
presented in an easy to read informative format for the public participation process. The
Planning Division needs ongoing meetings in several neighborhoods throughout the city that
require briefings and status reports.
The laptop for the GIS Division will enable the City to make state -of -the-art presentations to
prospective Brownsfields developers, to real estate organizations, to community groups in and
around the Brownsfields Redevelopment area and to other interested parties. The quality and
speed of the computer are necessary for the presentation of a powerful database of more than
20,000 records, highlighting Brownsfields Redevelopment opportunities throughout the city.
This will be a key tool for the successful marketing of the City's Brownsfields program.
DHW/DB//AW/ac/laptop provider.doc
BID NUMBER: 97-98-192R
COMMODITY / SERVICE: LAPTOP COMPUTERS
DEPARTMENT/CONTACT PERSON: PLANNING - EMMA SARDTNA
DIRECTIONS TO COMPLETE BID AWARD RECOMMENDATION FORM ON I= REVERSE SIDE:
The top portion of the reverse side of this Bid Award Recommendation Form has been completed by the
Department of Purchasing. The user department (s) is required to complete all remaining sections of
this form, mcluding the funding source(s� contract value (if applicabkl and all other required approvals
prior to forwarding to Purchasing.
Within 10 days, FAX this completed form along with approved and signed Bid Tabulation Form and the
resolution memo to Purchasing, ATTN., Bid/Contract Section, at 416-192S. These forms will be utilized
by the Department of Purchasing to prepare the Resohdion for submission to the Agenda Office for
Commission approval.
Should the department not concur with the recommendation for award, FAX separate justification memo to
Purchasing immediately. Emergency procurements are exempt.
IN ADDITION TO THE ABOVE DOCUMUM, PLEASE RETURN A COMPLETED "CONTRACT
REVIEW AND ANALYSIS FORM" ALONG WITH THE SCI SCREEN "ACCOUNT SUb04ARY"
FOR SAID COMMODITY/SERVICE IN PREPARATION FOR THE PRESENTATION AND APPROVAL
OF THE BID/CONTRACT BEFORE THE OVERSIGHT BOARD.
Contact Sara Gonzalez
any questions.
APPROVAL TO FORW,
TO DEPARTMENT/OFF:
of the Bid/Contract Section at 416-1905 or 416-1907 should you hf
of Purchasing
DATE: 9-22-9R
81DRECOM.DOC 8/8/97 PADS 1 OF 2 9 8- 1 0 9 4
BID AWARD RECOMMENDATION FORM
BID NUMBER: 97-98-192R COMMODITY/SERVICE: LAPTOP COMPUTERS
DEPARTMENT / DIVISION: PLANNING
TERM OF CONTRACT: SINGLE PURCHASE
NUMBER OF BIDS DISTRIBUTED: 42 NUMBER OF BIDS RECEIVED:_ 4
METHOD OF AWARD: TO THE LOWEST MOST RF.S QNSTVE f FSPONSTRLF. VENDOR
RECOMMENDED VENDOR(S): STATUS. CONTRACT VALUE:
SIERRA COMPUTERS d/b/a/ MICROAGE LOCAL/HISPANIC
$11,904.00
TOTAL $11, 904.00
'THE FOLLOWING TO BB COwLET® BY USER DEPARTMENT:
JUSTIFICATION:
SEE .ATTACHMENT .
ACCOUNT CODE(Sh 110088.660103.6.840
001000.660101.6.840
DEPARTMENT APPROVAt,:� _ B R.EVi� �OV9 v PURCHVINGROVAL:G Svc. T y `9
epartment Dlrect Dlpak M. rel� JudyDesignee K'� Director Dire
OTHER FUNDING APPROVALS, IF APPLICABLE: TITLE:
PAGE 2 OF 2
JUSTIFICATION:
The laptop for GIS will enable the City to make state-of-the-art presentations to
prospective Brownsfields developers, to real estate organizations, to community
groups in and around the Brownsfields redevelopment area and to other
interested parties. The quality and speed of the computer are necessary for the
presentation of a powerful database of more than 20,000 records highlighting
Brownsfields redevelopment opportunities throughout the city. Paired with LCD
projectors currently owned by the City. This will be a key tool for the successful
marketing of the City's Brownsfields program.
The laptops for Planning and Development will be used to document public
meetings and departmental meetings. To project graphic presentations at City
Hall, public forums and in-house training. The laptops will enable staff and
department management to revise documents and visual presentations
immediately as the meeting proceeds. The Development Division has major
projects and sites that are complex and need to be presented in an easy to read
informative format for the public participation process. The Planning Division
needs ongoing meetings in several neighborhoods throughout the city that
require briefings and status reports.
98-1094
„ Fiorida Bid No. 97-98-192R
6.' VENDOR BACKGROUND INFOR MON -
ir
u x. �gSTRUMONS:
This questionnaire is to be included with your bid. Do not leave any questions unanswered. When the question
4 does not 1 write the word(s) "None” or "Not Applicable", as appropriate. Please rent.
PP �P
COMPANY NAME:
COMPANY OFFICERS:
President OSCAJ� 101V ALE Z
Vice President
Secretary Treasurer
COMPANV OWNERSIiIP:
sc 1 v A P-.&Z
Q % of ownership
% of ownership
% of ownership
% of ownership
LICENSES:
1. County or Municipal Occupational License No.
(attach copy with bid) /J
2. Occupational License Classification
3. Occupational License Expiration Date:
4. Metro -Dade County Certificate of Competency No.
(attached copy if requested in Bid or RFP)
5. Social Security or Federal I.D. No. j 071 c4i67 -]
EXPERIENCE:
6. Number of Years your organization has been in business:
7. Number of Years experience BIDDER/PROPOSER (person, principal of firm, owner) has had in operation
of the type required by the specifications of the Bid or RFP: 5 v c 0 S
8. Number of Years experience BIDDER/PROPOSER (firm, corporation, proprietorship) has had in
operation of the type required by the specifications of the Bid or RFP: /. S- y,&Rr4,S
98-1094
Florida
,nailing Date: August 25,1998
Bid No.: 97-98-192R
Bid No. 97-98-192R
6.1 BID INFORMATION FORM
Buyer: Sara Gonzalez
Telephone: 305416-1909
Please quote on.this form(s) net prices for the item(s) attached. Return signed original and retain a copy for your
files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or
reject all or any part of this bid. Prices should be firm for a minimum of 90 days.
Reference to manufacturers' names or catalog numbers are for identification only. If alternates are quoted,
complete information must be given.
In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices.
204-54: LAPTOP COMPUTERS
We have read your Invitation for Bid, completed the necessary documents, and propose to furnish and deliver,
F.O.B. DESTINATION, the items or service specified herein.
ALL BIDS MUST BE SUBMITTED IN TRIPLICATE OR YOUR BID MAY BE DISQUALIFIED.
number of calendar days required to complete work after Notice to Proceed or issuance of
purchase order.
number of calendar days required before commencement of work
Delivery will be made within calendar days after receipt of purchase order.
Terms: 2%-10 days X Net 30 days
Additional discount of % if awarded all items.
(include cash discount for prompt payment, if any) Other Discounts:
Contact Person/Telephone: 761 V 1 fi 1? Z 9-50 rj - (p 3 — O C go
Term of Warranty and/or guarantee for equipment/goods
Term of Warranty and/or guarantee for labor. N/A
All exceptions to this bid have been documented in the section below.
EXCEPTIONS:
I certify that any and all information contained in this bid is true; and I further certify that this bid is made without
prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for the same
materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I agree to abide by all
terms and conditions of this bid and certify that I am authorized to sign this bid for the bidder. Please print the
following and sign your name:
Firm's Name: I Telephone: 3�5 - (0 *�5i - 0 0 V-7
Principal Business Address: l r-) N w Fax: 0 ' b C,l
Name: v' 1J t2irV AtL i7c-2
Mailing Address: 5 Av'-t F Title: -, 5 M A v A l; a
Authorized Signature:
E=Mail Address: M I r s - -ti ;.i E� j Beeper.
98-1094
riorida Bid No. 97-98-192R
AL
6.9 PRIMARY OFFICE LOCA
AFFIDAVIT
ttease type or print clearly. This Affidavit must be completed in full, signed and notarized only if your primary office is located within
the corporate limits of the City of Miami.
Legal Name of Finn: Entity Type: (check one box only) 0 Partnership
Q Sole Proprietorship ,Corporation
016
Corporation Doc. No: Date Established: Occupational License No: Date of Issuance:
PRESENT
Street Address:
Sy S 41 R/ y2 fit)c'
City- State: How long at this location:
City,-
3SIa6 4,e 9,c/cr�,V-r
PREVIOUS
Street Address:
City: State How long at this location:
According to Section 18-52.1(h) of the City of Miami Code, as amended:
The "City Coinmission may offer to a responsible and responsive local bidder, whose primary office is located in the City of Miami, the
opportunity of accepting a bid at the low bid amount, if the original bid amount submitted by the local bidder does not exceed 110 percent of the
lowest other responsible and responsive bidder."
The intention of this section is to benefit local bona fide bidders/proposers to promote economic development within the corporate limits
of the City of Miami.
I (we) certify, under penalty of perjury, that the primary office location of our firm has not been established with the sole purpose of obtaining
the advantage granted bona fide local bidders/proposers by this section. �) '
Authorize Si
�SGgr /v.92cz
Print Name
(Corporate Seal) Title
Authorize Signature
Print Name
Title
(Must be signed by the corporate secretary. of a Corporation or one general partner of a partnership or the proprietor of a sole proprietorship or all
partners of a joint venture.)
STATE OF FLORIDA, COUNTY OF DADE
0 Personally known to me; or
Subscribed and Sworn before me that this is a true statement this day of �p�199 Q Produced identification:
PVd IA TERESA JACOME
Notary Public, $tale Of Floiida r�j ossi N NUMBER
-CCCC536987 (
N' Q MISSION E%PIRES (Seal)
My COM
le FLO; MAR. 20,2000
Printed name of Notary Public
Please submit with your bid copies of Occupational License. professional and/or trade License to verify local status. The City of Miami
also reserves the right to request a copy of the corporate charter, corporate income tax filing return stud any other documents(s) to
verify the location of the firm's primary office.
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY THIS BID.
98-1094
City of Miami, Florida Bid No. 97-98-192R
2.0 GENERAL TERMSAND .VDITIONS FOR THE PURCHASE OF ..00DS OR EQUIPMENT
INTENT: The General Terms and Conditions described herein apply to the acquisition of goods or equipment with
an estimated aggregate cost of $4,500.00 or more.
2.1. ACCEPTANCE OF GOODS OR EQUIPMENT - Any good(s) or equipment delivered under this bid
shall remain the property of the seller until a physical inspection and actual usage of the good is made, and
thereafter is accepted as satisfactory to the City. It must comply with the terms herein and be fully in
accordance with specifications and of the highest quality. In the event the goods/equipment supplied to the
City are found to be defective or does not conform to specifications, the City reserves the right to cancel the
order upon written notice to the Contractor and return the product to the Contractor at the Contractor's
expense.
2.2. ACCEPTANCE OF OFFER - The signed bid shall be considered an offer on the part of the bidder; such
offer shall be deemed accepted upon issuance by the City of a purchase order.
2.3. ACCEPTANCE/REJECTION -The City reserves the right to accept or reject any or all bids or parts of
bids after bid opening and request rebid on the items described in the IFB. In the event of such rejection, the
Director of Purchasing shall notify all affected bidders and make available a written explanation for the
rejection. The City also reserves the right to waive any irregularities or minor informalities or technicalities
in any or all bids and may, at its discretion, re -bid.
2.4 ANTITRUST PROVISION - At such times as may serve its best interest, the City of Miami reserves the
right to advertise for, receive, and award additional bids for these herein items, and to make use of other
competitively bid (governmental) contracts, SNAPS Agreements, or other similar sources for the purchase of
these goods or equipment as may be available.
2.5. ASSIGNMENT OF CONTRACT - Contractor shall not assign, transfer or subcontract at any time during
the term of the Contract, or any part of its operations, or assign any portion or part of the Contract, except
under and by virtue of written permission granted by the City through the proper officials, which may be
withheld or conditioned, in the City's sole discretion.
2.6. AUDIT RIGHTS AND RECORDS RETENTION - The Successful Bidder agrees to provide access at all
reasonable times to the City, or to any of its duly authorized representatives, to any books, documents,
papers, and records of Contractor which are directly pertinent to this Bid, for the purpose of audit,
examination, excerpts, and transcriptions. The Successful Bidder shall maintain and retain any and all of the
books, documents, papers and records pertinent to the Contract for three (3) years after the City makes final
payment and all other pending matters are closed. Contractor's failure to or refusal to comply with, this
condition shall result in the immediate cancellation of this contract by the City.
2.7. AWARD OF CONTRACT:
A. The IFB, Bidder's response, any addenda issued, and the purchase order shall constitute the entire
contract, unless modified in accordance with any ensuing contract.
B. The award of a contract where there are Tie Bids will be decided by the Director of Purchasing or
designee.
C. The award of this Bid may be preconditioned on the subsequent submission of other documents as
specified in the Special Conditions or Technical Specifications. Bidder shall be in .default of its
contractual obligation if such documents are not submitted in a timely manner and in the form
required by the City. Where Bidder is in default of these contractual requirements, the City, through
action taken by the Purchasing Department, will void its acceptance of the Bidder's Response and
may accept the Bid from the next lowest responsive, responsible Bidder or re -solicit the City's
requirements. The City, at its sole discretion, may seek monetary restitution from Bidder and its bid
bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the
Bidder's default.
Rev. 6/8/98 9 8 -10 9 4
City of Miami, Florida Bid No. 97-98-192R
D. The term of the contract shall be specified in one of three documents which shall be issued to the
successful Bidder. These documents may either be a purchase order, notice of award and/or
contract award sheet.
E. The City reserves the right to automatically extend this contract for up to ninety (90) calendar days
beyond the stated contract term in order to provide City departments with continual service and
supplies while a new contract is being solicited, evaluated, and/or awarded. if the right is exercised,
the City shall notify the Bidder, in writing, of its intent to extend the contract for a specific number
of days, not to exceed ninety (90) days, prior to the expiration of the contract term at the same price,
terms, and conditions.
F. Where the contract involves a single shipment of goods to the City, the contract term shall conclude
upon completion of the expressed or implied warranty periods.
G. The City reserves the right to award the contract on a split -order, lump sum or individual -item basis,
or such combination as shall best serve the interests of the City unless otherwise specified.
2.8. BRAND NAMES - If and wherever in the specifications brand names, makes, models, names of any
manufacturers, trade names, or bidder catalog numbers are specified, it is for the purpose of establishing the
type, function, minimum standard of design, efficiency, grade or quality of goods only. When the City does
not wish to rule out other competitors' brands or makes, the phrase "OR EQUAL" is added. When bidding
an approved equal, Bidders will submit, with their bid, complete sets of necessary data (factory information
sheets, specifications, brochures, etc.) in order for the City to evaluate and determine the equality of the
items) bid. The -City shall be the sole judge of equality and its decision shall be final. Unless otherwise
specified, evidence in the form of samples may be requested if the proposed brand is other than specified by
the City. Such samples are to be furnished after the date of bid opening only upon request of the City. If
samples should be requested, such samples must be received by the City no later than seven (7) calendar
days after a formal request is made.
2.9. CANCELLATION - The City reserves the right to cancel all invitations for bid before bid opening. In the
event of bid cancellation, the Director of Purchasing shall notify all prospective bidders and make available
a written explanation for the cancellation.
2.10. COLLUSION - Bidder, by affixing a signature to its bid, certifies that its bid is made without previous
understanding, agreement or connection either with any person, firm or corporation making a bid for the
same items or with the City of Miami Purchasing Department or initiating department. The Bidder certifies
that its bid is fair, without control, collusion, fraud or other illegal action. Bidder certifies that it is in
compliance with Section 2.611, Conflict of Interest and Code of Ethics Laws. The City will investigate all
potential situations where collusion may have occurred and the City reserves the right to reject any and all
bids where collusion may have occurred.
2.11. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that
contracts between private entities and local governments are subject to certain laws and regulations,
including laws pertaining to public records, conflict of interest, records keeping, etc. City and Contractor
agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect the
goods or equipment offered, including but not limited to:
2.11.1. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client
because of race, creed, color, national origin, sex, or age with regard to, but not limited to, the
following: employment practices, rate of pay or other compensation methods, and training
selection.
2.11.2. Occupational, Safety and Health Act (OSHA), as applicable to this bid.
2.11.3. The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes.
Rev. 6/8/98:. , ; : 9 S -10 9 g
City of Miami, Florida Bid No. 97-98-192R
2.11.4. Minority/W, n Business Affairs Enterprise (M1WBE) City 'finances No. 10062, 10538, 11272,
as amended, applicable to this bid.
2.11.5. Environment Protection Agency (EPA), as applicable to this bid.
2.11.6. Uniform Commercial Code (Florida Statutes, Chapter 672), as applicable to this bid.
2.11.7. Americans with Disabilities Act of 1990, as amended.
2.11.8. First Source Hiring, Agreements, City Ordinance No. 10032, as amended, as applicable to this bid.
Implemented to foster the creation of new and permanent jobs for City of Miami residents.
2.11.9. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this bid.
2.11.10. National Forest Products Association (NFPA), as applicable to this bid.
2.11.11. City Local Preference Ordinance No. 11087, as applicable to this bid.
2.11.12. Conflict of Interest, City Code Section 2-611; 612, as applicable to this bid.
Lack of knowledge by the bidder will in no way be a cause for relief from responsibility. Non-compliance
with all local, state, and federal directives, orders, and laws may be considered grounds for termination of
contract(s).
Copies of the City Ordinances may be obtained from the City Clerk's Office.
2.12. CONFLICT OF INTEREST - Bidders, by responding to this IFB, certify that to the best of their
knowledge or belief, no elected/appointed official or employee of the City of Miami is financially interested,
directly or indirectly, in the purchase of goods or equipment specified in this IFB. Any such interests on the
part of the Bidder or its employees must be disclosed in writing to the City. Further, you must disclose the
name of any City employee who owns, directly or indirectly, an interest of five percent (50/6) or more of the
total assets of capital stock in the your firm.
2.13. COPYRIGHT OR PATENT RIGHTS - Bidders warrant that there has been no violation of copyright or
patent rights in manufacturing, producing, or selling the goods shipped or ordered as a result of this IFB, and
bidders agree to hold the City harmless from any and all liability, loss, or expense occasioned by any such
violation.
2.14. DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the Bid shall be
fixed after the award by the Commission unless otherwise specified in the Special Terms and Conditions.
Price discounts off the original prices quoted in the Bid will be accepted from successful Bidder(s) during the
term of the contract. Such discounts shall remain in effect for a minimum of 120 days from approval by the
City Commission Any discounts offered by a manufacturer to Bidder will be passed on to the City.
2.15. EMERGENCY/DISASTER PERFORMANCE - In the event of a hurricane or other emergency or
disaster situation, the successful vendor shall provide the City with the commodities/services defined within
the scope of this bid at the price contained within vendor's bid. Further, successful vendor shall
deliver/perform for the city on a priority basis during such times of emergency.
2.16. ESTIMATED QUANTITIES - Estimated quantities or estimated dollars are provided for your guidance
only. No guarantee is expressed or implied as to quantities that will be purchased during the contract period.
The City is not obligated to place an order for any given amount subsequent to the award of this bid. Said
estimates may be used by the City for purposes of determining the low bidder meeting specifications. The
City reserves the right to acquire additional quantities at the prices bid or at lower prices, in this IFB.
2.17. EVALUATION OF BIDS
A. Rejection of Bids
Rev. 6/8/98
98-1094
City of Miami, Florida Bid No. 97-98-192R
The City may reject a Bid for any of the following reasons:
(1) Bidder fails to acknowledge receipt of addenda
(2) Bidder misstates or conceals any material fact in the Bid
(3) Bid does not conform to the requirements of the Bid
(4) Bid requires a conditional award that conflicts with the method of award
(5) Bid does not include required samples, certificates, licenses as required
(6) Bid was not executed by the Bidder's authorized agent on the Bid Form
The foregoing is not an all inclusive list of reasons for which a Bid may be rejected. The City may reject
and re -advertise for all or any part of the Bid Solicitation whenever it is deemed in the best interest of the
City.
B. Elimination From Consideration
(1) A contract shall not be awarded to any person or firm which is in arrears to the City upon any
debt or contract, or which is a defaulter as surety or otherwise upon any obligation to the City.
(2) A contract may not be awarded to any person or firm which has failed to perform under the
terms and conditions of any previous contract with the City or deliver on time contracts of a
similar nature.
(3) A contract may not be awarded to any person or firm which has been debarred by the City in
accordance with the City's Debarment and Suspension Ordinance.
C. Determination of Responsibility
(1) Bids will only be considered from entities who are regularly engaged in the business of
providing the goods and/or equipment required by the Bid. Bidder's must be able to
demonstrate a satisfactory record of performance and integrity and have sufficient financial,
material, equipment, facility, personnel resources, and expertise to meet all contractual
requirements. The terms "equipment and organization" as used herein shall be construed to
mean a fully equipped and well established entity in line with the best industry practices in the
._industry as determined by the City.
(2) The City may consider any evidence available regarding the financial, technical and other
qualifications and abilities of a Bidder, including past performance (experience) with the City
or any other governmental entity in making the award.
(3) The City may require the Bidder(s) to show proof that they have been designated as an
authorized representative of a manufacturer or supplier which is the actual source of supply, if
required by the Bid.
2.18. F.O.B. POINT- Unless otherwise specified in the IFB, all prices quoted by the bidder must be F.O.B.
POINT, inside delivery, with all delivery costs and charges included in the bid price, unless otherwise
specified in this IFB. Failure to do so may be cause for rejection of bid.
2.19. FIRM PRICES - The bidder warrants that prices, terms, and conditions quoted in its bid will be firm
throughout the duration of the contract unless otherwise specified in the IFB. Such prices will remain firm
for the period of performance or resulting purchase orders or contracts, which are to be performed or
supplied over a period of time.
2.20. INDEMNIFICATION - The Contractor shall indemnify and save harmless forever the City, and all the
City's agents, officers and employees from and against all charges or claims resulting from any bodily injury,
loss of life, or damage to property from any act, omission or neglect, by itself or its employees; the
Contractor shall become defendant in every suit brought for any of such causes of action against the City or
the City's officials, agents and employees; the Contractor shall further indemnify City as to all costs,
Rev. 6/8/98
98-1094
City of Miami, Florida
Bid No. 97-98-192R
attorney's fees, exp, -s and liabilities incurred in the defense oL any such claims and any resulting
investigation.
2.21. INSPECTIONS - The City may, at reasonable times during the term hereof, inspect Contractor's facilities
and perform such tests, as the City deems reasonably necessary, to determine whether the goods or
equipment required to be provided by the Contractor under this Contract conform to the terms of the IFB.
Contractor shall make available to the City all reasonable facilities and assistance to facilitate the
performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and
made in accordance with, the provisions of Section 18-96 of the Code of the City of Miami, Florida, as same
may be amended or supplemented from time to time.
2.22. INSPECTION OF BID - Sealed bids received by the City pursuant to Invitations For Bid will not be made
available until such time as the City provides notice of a decision or intended decision or within 10 days after
bid opening, whichever is earlier. Bid Tabulations will be furnished, after a recommendation for the award
is made to the City Commission by the Purchasing Department in concurrence with the user department, and
upon provision of a self addressed, stamped envelope by the bidder.
2.23. INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor, shall
furnish Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of coverage
shall demonstrate strict compliance to all requirements listed on the attached form entitled "Insurance
Requirements". The City shall be listed as an "Additional Insured."
Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the insurance
certificate is received within the specified time frame but not in the manner prescribed in this Invitation for
Bid, the Contractor shall be verbally notified of such deficiency and shall have an additional five (5) calendar
days to submit a corrected certificate to the City. If the Contractor fails to submit the required insurance
documents in the manner prescribed in this IFB within fifteen (15) calendar days after receipt Notice of
Award, the contractor may be in default of the contractual terms and conditions and may not be awarded the
contract. Under such circumstances, the Bidder may be prohibited from submitting future bids to the City.
Information regarding any insurance requirements shall be directed to the Risk Administrator, Risk
Management Division, at (305) 416-1700.
2.24. INVOICES - Invoices shall contain purchase order number and details of goods or equipment delivered
(i.e. quantity, unit price, extended price, etc).
2.25. LOCAL PREFERENCE - City Ordinance 11087 states that the City Commission may offer to a
responsible and responsive local bidder, whose primary office is located in the City of Miami, the
opportunity of accepting a bid at the low bid amount, if the original bid amount submitted by the local
vendor does not exceed 110 percent of the lowest other responsible and responsive bidder.
2.26. MANUFACTURER'S CERTIFICATION - The City reserves the right to request from bidders a separate
Manufacturer's Certification of all statements made in the bid. Failure to provide such certification may
result in the rejection of bid or termination of contract, for which the bidder must bear full liability.
2.27. MINORITY/ PROCUREMENT PROGRAM - Ordinance No. 10062, as amended, entitled the Minori
and Women Business Affairs and Procurement Ordinance of the City of Miami, Florida, sets forth "...a goal
of awarding at least 51 percent of the City's total annual dollar volume of all expenditures for all goods and
services to Black, Hispanic and Women minority business enterprises on an equal basis." A minority
business enterprise is defined as a business firm ".An which at least 51 percent of said enterprise is owned by
Blacks, Hispanics, or Women and whose management and daily business operations are controlled by one or
more Blacks, Hispanics or Women."
To achieve the goal established by these Ordinances, participation in providing goods and services to the
City by minorities is being encouraged in a number of ways. All bidders doing business with the City are
encouraged to include the participation of minority firms in their bids. In evaluating bids for determination
of awards, minority participation may be a factor. Failure to adequately involve minority firms may be a
basis for rejecting any and all bids.
Rev. 6/8/98
98-1094
City of Miami, Florida Bid No. 97-98-192R
Possible ways to incl4-- minority participation would involve:
1. Joint venture with a minority firm(s)
2. Utilizing minority firm(s) as subcontractor(s).
3. Utilizing minority firm(s) to supply goods and/or services.
4. Successful implementation of well defined affirmative action program.
5. Other forms of minority participation, if properly documented.
Successful bidder(s) shall be required to establish an Affirmative Action Plan, if not, an Affirmative
Action Policy shall be established, pursuant to Ordinance #10062 as amended. Effective date of
implementation must be indicated on the policy.
A "Minority Status Information Sheet" in Section 6.7 is provided to assist bidders in presenting information
concerning minority participation.
Minority and women -owned business firms are encouraged, but not required, to register with the City prior
to submitting bids. The Purchasing Department, Minority/Women Business Affairs Office, will provide the
necessary forms and instructions upon request. All bidders are urged to submit bids for any goods or
services that they are able to supply, regardless of minority classification. However, compliance with all
requests for information regarding Minority/Women Status or Participation is required. Bidder's
cooperation is greatly needed to aid the City in achieving its goal. Bidders may contact this Office at (305)
416-1913 for information.
2.28. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS
No contract or understanding to modify this IFB and resultant purchase orders or contracts, if applicable,
shall be binding upon the City unless made in writing by the Director of Purchasing of the City of Miami,
Florida through the issuance of a change order or modification to the contract, purchase order or award sheet
as appropriate.
2.29. NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance with
specifications under the direction of the Florida Department of Agriculture and Consumer Services or by
other appropriate testing Laboratories as determined by the City. The data derived from any test for
compliance with specifications is public record and open to examination thereto in accordance with Chapter
AM Florida..Statutes, 1971. Items delivered not conforming to specifications may be rejected and returned
at Bidder's expense. These non -conforming items not delivered as per delivery date in bid and/or Purchase
Order may result in bidder being found in default in which event any and all reprocurement costs may be
charged against the defaulted contractor. Any violation of these stipulations may also result in the supplier's
name being removed from the City of Miami's bidder's list.
2.30. NONDISCRIMINATION - Bidder agrees that it shall not discriminate as to race, sex, color, age, religion,
national origin, marital status, or disability in connection with its performance under this solicitation.
Furthermore, Bidder agrees that no otherwise qualified individual shall solely by reason of his/her race, sex,
color, age, religion, national origin, marital status or disability be excluded from the participation in, be
denied benefits of, or be subjected to, discrimination under any program or activity receiving federal
financial assistance.
In connection with the conduct of its business, including performance of services and employment of
personnel, Bidder shall not discriminate against any person on the basis of race, color, religion, disability,
age, sex, marital status or national origin. All persons having appropriate qualifications shall be afforded
equal opportunity for employment.
2.31. OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business location in
the City of Miami and is submitting a Bid under this IFB shall meet the City's Occupational License Tax
requirements in accordance with Chapter 31.1, Article I of the City of Miami Charter. Others with a location
outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the
license must be submitted with the Bid; however, the City may at its sole option and in its best interest allow
the Bidder to supply the license to the City during the evaluation period, but prior to award.
Rev. 6/8/98
W1' 1
City of Miami, Florida
Bid No. 97-98-192R
2.32. PRICE ADJUSTM fS - Any price decrease effectuated during u.c contract period either by reason of
market change or on the part of the contractor to other customers shall be passed on to the City of Miami.
2.33. PRODUCT SUBSTITUTES - In the event a particular awarded and approved manufacturer's product
becomes unavailable during the term of the Contract, the Contractor awarded that item may arrange with the
City's authorized representative(s) to supply a substitute product at the bid price or lower, provided that a
sample is approved in advance of delivery and that the new product meets or exceeds all quality
requirements.
2.34. PROHIBITIONS - Contractor represents and warrants to the City that it has not employed or retained any
person or company employed by the City to solicit or secure this Contract and that it has not offered to pay,
paid, or agreed to pay any person any fee, commission, percentage, brokerage fee, or gift of any kind
contingent upon or in connection with, the award of this Contract.
2.35. PROMPT PAYMENT - Bidders may offer a cash discount for prompt payment; however, discounts shall
not be considered in determining the lowest net cost for bid evaluation purposes.
Bidders are required to provide their prompt payment terms in the space provided on the Bid Response
Form. If no prompt payment discount is being offered, the Bidder must enter zero (0) for the percentage
discount to indicate no discount. If the Bidder fails to enter a percentage, it is understood and agreed that the
terms shall be 2% 20 days, effective after receipt of invoice or final acceptance by the City, whichever is
later.
When the City is entitled to a cash discount, the period of computation will commence on the date of
delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is
necessary due to damage, the cash discount period shall commence on the date final approval for payment is
authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash
discount, the City is entitled to a cash discount with the period commencing on the date it is determined by
the City that a cash discount applies.
Price discounts off the original prices quoted on the Price Sheet will be accepted from successful bidders
during the term of the contract.
2.36. PUBLIC ENTITY CREMS - A person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or
services to a public entity, may not submit a bid on a contract with a public entity for the construction or
repair of a public building or public work, may not submit bids on leases of real property to a public entity,
may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract
with any public entity, and may not transact business with any public entity in excess of the threshold
amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of
being placed on the convicted vendor list.
237 PUBLIC RECORDS - Contractor understands that the public shall have access, at all reasonable times, to
all documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida
Statutes, and Sec. 18-104 of the City Code, and agrees to allow access by the City and the public to all
documents subject to disclosure under applicable law. Contractor's failure or refusal to comply with the
provision of this section shall result in the immediate cancellation of this Contract by the City.
2.38. QUALITY - All materials used in the manufacturing or construction of supplies, materials, or equipment
covered by this bid shall be new. The items bid must be of the latest make or model, of the best quality, and
of the highest grade of workmanship, unless as otherwise specified in this IFB.
2.39. RESOLUTION OF PROTEST - Any actual or prospective contractual party who feels aggrieved in
connection with the solicitation or award of a contract may protest in writing to the Director of
Purchasing/Chief Procurement Officer who shall have the authority, subject to the approval of the City
Manager and the City Attorney, to settle and resolve a protest with final approval by the City Commission.
Bidders are alerted to Ordinance No. 11072 describing the protest procedures. Protests failing to meet the
Rev. 6/8/98
98-1094
City of Miami, Florida
Bid No. 97-98-192R
requirements for filing ,.gall not be accepted. Failure of a party to W. . file shall constitute a forfeiture of
such parry's right to file a protest. NO EXCEPTIONS.
2.40. SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to
the City. If not destroyed by testing, bidder(s) will be notified to remove samples, at their expense, within 30
days after notification. Failure to remove the samples will result in the samples becoming the property of the
City.
2.41. SERVICE AND WARRANTY - Unless otherwise specified, the bidder shall define any warranty, service
and replacements that will be provided. Bidders must explain on the attached Bid Response Form to what
extent warranty and service facilities are available. A copy of the manufacturer's warranty, if applicable,
should be submitted with your bid.
2.42. SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any supplemental
specification as to any detail or the omission from it of detailed description concerning any point shall be
regarded as meaning that only the best commercial practices are to prevail and that only materials of first
quality and correct type, size and design are to used. All worlananship is to be first quality.
All interpretations of these specifications shall be made upon the basis of this statement.
If your firm has a current contract with the State of Florida, Department of General Services, to supply the
items on this bid, the bidder shall quote not more than the contract price; failure to comply with this request
will result in disqualification of bid.
2.43. TERMINATION - The City of Miami reserves the right to terminate this contract by written notice to the
contractor effective the date specified in the notice should any of the following apply:
2.42.1. The contractor is determined by the City to be in breach of any of the terms and conditions ,of the
contract.
2.42.2. The City -has determined that such termination will be in the best interest of the City to terminate the
- contract for its own convenience;
2.42.3.- Funds are not available to cover the cost of the goods or equipment. The City's obligation is
contingent upon the availability of appropriate funds.
2.44. TIMELY DELIVERY - Time will be the essence for any orders placed as a result of this bid. The City
reserves the right to cancel such orders, or any part thereof, without obligation, if delivery is not made within
the time(s) specified on the Bid Form. Deliveries are to made during regular City business hours unless
otherwise specified in the Special Conditions.
2.45. TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted the
goods/equipment or used the goods, whichever comes first.
2.46. VARIATIONS OF SPECIFICATIONS - For purposes of bid evaluation, bidders must indicate any
variances from bid specifications and/or conditions, no matter how slight. If variations are not stated on the
Bid Response Form, it will be assumed that the product fully complies with the City's specifications.
Rev. 6/8/98
- 98-1094
City of Miami, Florida
3.0. SPECIAL CONDITIOA
Bid No. 97-98-192R
3.1. SCOPE AND PURPOSE
It is the intention of the City of Miami to purchase at the earliest possible and lowest possible cost Toshiba
Tecra 780DVD Laptop Computers and accessories for the Urban Search and Rescue Program of the Fire -
Rescue Department.
3.2. METHOD OF AWARD
Award of this contract will be made to the lowest responsive and responsible bidder when all items are added
in the aggregate. Bidder must bid on all items.
3.3. BIDDER QUALIFICATIONS
a) Bids will be considered only from firms that are regularly engaged in the business of providing goods
and/or services as described in this Bid; that have a record of performance for at least two (2) years; and that
have sufficient financial support, equipment and organization to insure that they can satisfactory execute the
services if awarded a Contract under the terms and conditions herein stated.
The term "equipment and organization" as used herein shall be construed to mean a fully equipped and well
established industry as determined by the proper authorities of the City of Miami, Florida.
3.4. DELIVERY
Point: All items will be priced and delivered F.O.B. Miami, to the following location:
City of Miami, Department of Fire -Rescue
Miami Fire -Rescue Training Center
Attn: Lt. Peter E. Smalley:
3425 Jefferson Street
Miami, Florida 33133
3.5. WARRANTY
Equipment hereinafter specified shall be fully guaranteed by the vendor against factory defects. Any defects
may occur as the result of either faulty material or workmanship within the period of the manufacturer's
standard warranty will be corrected by the vendor without expense to the City of Miami. A copy of the
manufacturer's standard warranty must be submitted with bids. Failure to comply with this provision may
disqualify bids.
The manufacturers warranties on items covered by this contract shall be considered, whereas successful
bidder shall obtain warranty schedules and call upon manufacture for warranty claims. Bidders are requested
to bid credits for those months where warranties are in effect reducing the scope of contract.
3.6. BACK ORDERS
It the successful bidder experiences a back order of items from its distributor, the vendor shall insure that
such back orders are filled within thirty (30) calendar days from the date of the initial delivery. The vendor
shall not invoice the City for back ordered items until such back orders are delivered and accepted by the
City's authorized representative.
3.7. IDENTIFICATION
All invoices, packing lists, packages, shipping notices, and other written documents affecting the order shall
contain the applicable purchase order number. Packing lists shall be enclosed in each and every box or
package shipped pursuant to this contract, indicating the contents therein. Invoices will not be processed for
payment until all items are received.
3.8. WARRANTY, FITNESS FOR PURPOSE
The vendor warrants items supplied under this contract conform to specifications herein, and are fit for the
purpose for which such goods are ordinarily employed; except if stated in a Special Condition, the material
City of Miami, Florida Special Conditions (Continued) Bid No. 97-192R
must then fit that particula. _ .rpose. The vendor and the City agrees that rs under this contract does not
exclude, or in any way limit, other warranties, provided in this agreement or by law.
In the event any of the items supplied to the City by the Bidder do not conform to specifications, the City
reserves the right to (1) cancel the order and return such items to the Bidder at the Bidder's expense or (2)
require the Bidder to replace the items at the Bidder's expense.
3.9. CASH DISCOUNTS
In the event the City is entitled to a cash discount, the period of computation will commence on the date of
delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment to payment is
necessary due to damage, the cash discount period shall commence on the date final approval for payment is
authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash
discount, the City is entitled to a cash discount with the period commencing on the date it is determined by
the City that a cash discount applies.
3.10. PACKING AND SHIPPING
No charges will be allowed for special handling, packing, wrapping, bags, containers, reels, etc., unless
otherwise specified herein.
All items shall be prepared and packed for shipment in a manner that will prevent damage in transit. The
City is not liable for extra charges for packing, cartage, or anything else unless stated in this agreement. The
vendor shall mark the number of items in each order on the container and enclose a packing slip with the
purchase order number of each container. Vendor shall mail invoice to the Purchasing Department, in
duplicate, on the day the shipment was made.
3.11. INSPECTION
All items are subject to inspection and approval by the City. Such inspection shall be made within a
reasonable time after delivery, irrespective of the date of payment. The City may return rejected items at the
vendor's expense. The vendor shall not replace items returned unless so directed by the City in writing.
3.12. ACCEPTANCE OF PRODUCT BY THE CITY
The products shall be maintained and delivered to the City in excellent condition. If a product does not meet
specifications, it will be returned to the bidder as exchange for suitable merchandise or for full credit at no
additional cost to the City.
3.13. APPROVAL BY EMERGENCY FINANCIAL OVERSIGHT BOARD
The State of Florida has appointed an Emergency Financial Oversight Board ("Oversight Board") which is
empowered to review and approve all pending City of Miami contracts. As a result, contracts shall not be
binding on the City until such time as they have been approved by the Oversight Board. Issuance of this
Purchase Order shall constitute evidence of its approval by the Oversight Board.
3.14. NO SUBSTITUTION
When "No Substitution" is used in combination with a manufacturer's name, brand name and/or model
number, that named item is the only item that will be accepted by the City.
3.15. INSTRUCTION MANUALS
Contractors shall be required to furnish two (2) user's manual for each unit ordered up to three (3) units.
One manual for three (3) units ordered shall be supplied for orders in excess of three (3) units. Bulletins,
revisions and corrections shall be supplied for each manual as they are issued by the manufacturer. Each
manual shall contain definitions of equipment capabilities, technical descriptions of equipment operation,
_ descriptions of malfunction identification and trouble -shooting procedures, and detailed schematic,
installation, and use instructions.
3.16. CERTIFICATIONS
The equipment specified must comply with Consumer Products Safety Commission (C.P.S.C.) safety
requirements or the American National Standards Institute (ANSI) safety standards. Bidders shall submit
certification that the equipment bid complies with these requirements and may be required to provide proof
Page 2 of 4
98-1094
City of Miami, Florida Special Conditions (Continued)
Bid No. 97-192R
that the equipment comj with the requirements. Failure to provia. .ertifications may result in the
bidder's disqualification.
3.17. PARTS AND ACCESSORIES
It is mandatory for each bidder to state discounts applicable to parts and accessories, price lists, and the
minimum order for free delivery of parts and accessories. One copy of the parts and accessories price list
shall be submitted with the bid. Price lists, however, will not be used in determination of the low bidder.
3.18. PATENTS AND ROYALTIES
The bidder, without exception, shall indemnify and save harmless the City and its employees from liability of
any nature or kind, including cost and expenses for or on account of any copyrighted, patented, or unpatented
invention, process, or article manufactured by the bidder. The bidder has no liability when such claim is
solely and exclusively due to the combination, operation or use of any article supplied hereunder with
equipment or data not supplied by the contractor or if such claim is based solely and exclusively upon the
alteration of the article. The City will provide prompt written notification of a claim of copyright or patent
infringement.
Further, if such a claim is made or is pending, the contractor may, at his expense, procure for the City the
right to continue use of, replace or modify the article to render it non -infringing. (If none of the alternatives
are available, the City will agree to return the article on request to the contractor and receive reimbursement,
if any, as may be determined by a court of competent jurisdiction.) If the bidder uses any design, device, or
materials covered by letters, patents or copyrights, it is mutually agreed and understood without exception
that the bid prices shall include all royalties or costs arising from the use of such designs, devices, or
materials in any way involved in the work.
3.19. ACCEPTANCE
Delivery of product to the City does not constitute acceptance for the purpose of payment. Final acceptance
and authorization for payment shall be given only after a thorough inspection indicates that the product
meets bid specifications and conditions. Should the delivered product differ in any respect from the
specifications, payment will be withheld until such time as the successful bidder takes necessary corrective
action. The Purchasing Department shall be notified of the deviation in writing within ten days of delivery.
If the proposed corrective action is not acceptable to the City, the Purchasing Department may authorize the
using department to refuse final acceptance of the product, in which case the product shall remain the
property of the supplier, and the City shall not be liable for payment for any portion thereof.
3.20. SERVICE
Manufacturers must submit a complete list of delivery and service centers or distributor locations in the State
of Florida by name and address. (Local centers listed must provide trained technicians.)
3.21. DEMONSTRATIONS
Bidders may be called upon to demonstrate the equipment offered. Such demonstration and inspection shall
be by arrangement with Lt. Peter E. Smalley, telephone No. 305-446-0722.
3.22. ORDERING INSTRUCTION
Manufacturers are encouraged to bid direct, naming dealers who accept orders and complete deliveries.
Bidders must include complete and detailed ordering instructions.
3.23. ADDITION/DELETION OF ITEMS
The City of Miami reserves the right to add to or delete any item from this bid or resulting contract when
deemed to be in the best interest of the City.
3.24. SPECIFICATION EXCEPTIONS
Specifications are based on the most current literature available. Bidder shall notify the City of Miami
Purchasing Department in writing, no less than ten (10) days prior to a bid opening, of any change in the
manufacturers' specifications which conflict with the bid specifications. Bidders must also explain any
deviation from the bid specifications in writing as a footnote on the applicable bid page and enclose a copy of
the manufacturer's specifications data detailing the changed item(s) with his bid. Failure of bidders to
Page 3 of 4
, 98-1094
City of Miami, Florida Special Conditions (Continued) Bid No. 97-192R
comply with these provisi(. _ will result in bidders being held responsible all costs required to bring the
vehicle in compliance with contract specifications.
3.25. YEAR 2000 COMPLIANCE WARRANTY
The contractor warrants that each item delivered, developed or modified under this contract shall be able to
accurately process date data (including, but not limited to, calculating, comparing, and sequencing) from,
into, and between the twentieth and twenty-first centuries, including leap year calculation, when used in
accordance with the item documentation provided by the contractor, provided that all items used in
combination with other designated items properly exchange date data with it. The duration of this warranty
and the remedies available to the City for breach of this warranty shall be as defined in, and subject to, the
terms and limitation of any general warranty provisions of this contract, provided that notwithstanding any
provision to the contrary in such warranty provision(s), or in the absence of any such warranty provision(s),
the remedies available to the City under this warranty shall include repair or replacement of any item whose
warranty shall include repair or replacement of any item whose non-compliance is discovered and made
known to the contractor in writing within ninety (90) days of discovery. Nothing in this warranty shall be
construed to limit any rights or remedies the City may otherwise have under this contract with respect to
defects other than year 2000 performance.
3.26. YEAR 2000 REMEDY CLAUSE
In the event of any decrease in equipment functionality related to time and date related codes and internal
subroutines that impede the equipment from operating beyond the Millennium Date Change, Licensors and
Vendors of Licensors products, agree to immediately make required corrections to restore equipment to the
same level of functionality as warranted herein at no charge to the licensee, and without interruption to the
ongoing business of the licensee, time being to the essence.
3.27. YEAR 2000 COMPLIANCE (SOFTWARE)
The licensor represents and warrants that the software, which is licensed to licensee hereunder, is designed to
be used prior to, during, and after the calendar year 2000 AD, and that the software will operate during each
such time period without error relating to date data, specifically including any error to, or the product of, date
data which represents or references different centuries or more than one century. Without limiting the
generality of the foregoing, .licensor further represents and warrants (1) that the software will not abnormally
end or provide invalid or incorrect results as a result of date data, specifically including date data which
represents or references different centuries or more than one century; (2) that the software has been designed
to ensure year 2000 compatibility, including, but not limited to, date data century recognition, calculations
which accommodate same century and multi -century formulas and date values, and date interface values that
reflect the century; (3) that software includes "year 2000 capabilities", which means that the software (a) will
manage and manipulate data involving date, including single century formulas and multi -century formulas,
and -will not cause an abnormally ending scenario within the application or generate incorrect values or
invalid results involving such dates; and (b) provides that the date -related user interface functionalities and
data fields include the indication of century; and (c) provides. that all date -related data interface
functionalities include the indication of century. Any modifications to the date -related data that previously
did not include the indication of century shall be made known to the licensee, in writing, within 30 days after
acceptance.
3.28 YEAR 2000 REMEDY CLAUSE (HARDWARE/SOFTWARE)
In the event of nay decrease in hardware or software program functionality related to time and date related
codes and internal subroutines that impede the hardware or software programs from operating beyond the
Millennium Date Change, Licensors and Vendors of Licensors products, agree to immediately make
required corrections to restore hardware ' and software programs to the same level of functionality as
warranted herein at no charge to the licensee, and without interruption to the ongoing business of the
licensee, time being to the essence.
Page 4of4 98-1094
TABULATION OF BID
LAPTOP COMPUTERS
97-98-192R
VENDOR
Item Description
GROUP NO. 1
1 Laptop Computer, Toshiba Tecra 780DVD
Model #PA1267U-T2D per Specifications:
Model:
la Xircon Credit Card Ethernet LAN PC Card
lb Carrying Case for Toshiba Tecra 780DVD Laptop
1c Spare Battery Lithium #PA2446u
1d NoteDock II Enhanced Port Replicator for
Tecra 780 DVD
Total of Group No. 1
GROUP NO. 2
2 Laptop Computer, NEC VERSA LX with
13.3" TFT per Specifications:
Model:
2a NEC/US ROBOTICS X2 Technology 56 KBPS
Modem with XJack Connector
2b NEC Xircon 10/100 Cardbus - Network Card
2c Versa Nylon Carrying Case for NEC VERSA
LX with 13.3" TFT
2d Software - MS Office 97 PRO Part #0269-01139
2e ARCVIEW 3.1 Software for laptop computer
2f ARC Press Software for laptop computer
Total of Group No. 2
Prepared by Sara Gonzalez
09/22/98
Sierra Computer Corp dba Microage
545 NW 42 Avenue
Miami FL 33126
Local/Hispanic
Est. Unit Extended
Qty. Price Price
Pomeroy Computer Resources
16698 NW 54 Avenue
Miami Lakes, FL 33014
Dade/Non-Minority
Est. Unit Extended
Price Price
2 $ 4,914.00
\ea
$
9,828.00
2
$ 4,495.00
\ea
$
8,990.00
780 DVD
6 $
140.00
\ea
$
840.00
6
$
135.00
\ea
$
810.00
2 $
50.00
\ea
$
100.00
2
$
56.00
\ea
$
112.00
2 $
173.00
\ea
$
346.00
2
$
169.00
\ea
$
338.00
2 $
494.00
\ea
$
988.00
2
$
490.00
\ea
$
980.00
$ 12,102.00
*Local Preference Ordinance applied
$ 11,230.00
3 $ 3,068.00 lea $ 9,204.00 3 $ 3,256.00 \ea $ 9,768.00
3 $
205.00
lea
$
615.00
3
$
198.99
\ea
$
596.97
3 $
140.00
lea
$
420.00
3
$
143.75
\ea
$
431.25
3 $
50.00
lea
$
150.00
3
$
88.00
\ea
$
264.00
3 $
505.00
lea
$
1,515.00
3
$
309.00
\ea
$
927.00
3
N/A
lea
N/A
3
NIB
\ea
NIB
3
N/A
lea
N/A
3
NIB
\ea
NIB
$ 11,904.00
$ 11,987.22
Approv I:
epartment Director* e
Page 1'
98-1094
TABULATION OF BID
LAPTOP COMPUTERS
97-98-192 R
VENDOR
Item Description
GROUP NO. 1
1 Laptop Computer, Toshiba Tecra 780DVD
Model #PA1267U-T2D per Specifications:
Model:
la Xircon Credit Card Ethernet LAN PC Card
lb Carrying Case for Toshiba Tecra 780DVD Laptop
1c Spare Battery Lithium #PA2446u
1d NoteDock II Enhanced Port Replicator for
Tecra 780 DVD
Total of Group No. 1
GROUP NO. 2
2 Laptop Computer, NEC VERSA LX with
13.3" TFT per Specifications:
Model:
2a NEC/US ROBOTICS X2 Technology 56 KBPS
Modem with XJack Connector
2b NEC Xircon 10/100 Cardbus - Network Card
2c Versa Nylon Carrying Case for NEC VERSA
LX with 13.3" TFT
2d Software - MS Office 97 PRO Part #0269-01139
2e ARCVIEW 3.1 Software for laptop computer
2f ARC Press Software for laptop computer
Total of Group No.-2
Prepared by Sara Gonzalez
09/22/98
Wareforce Inc
2361 Rosecrans Suite 155
El Segundo CA 90245
Non-Local/Non-Minority
Est. Unit Extended Est.
Price Price
Qty-
Computer Asset Management
7418 SW 48 Street
Miami FL 33155
Dade/Non-Minority
Unit Extended
Price Price
2
$ 4,594.00
\ea
$
9,188.00
2
$ 4,973.00
\ea
$
9,946.00
PA1267U-T2D w/192 MB RAM &
Tecra 780 DVD
Windows
98
6
$ 141.00
\ea
$
846.00
6
$ 224.00
\ea
$
1,344.00
2
$ 37.00
\ea
$
74.00
2
$ 36.00
\ea
$
72.00
2
$ 212.00
\ea
$
424.00
2
$ 218.00
\ea
$
436.00
2
$ 492.00
\ea
$
984.00
2
$ 499.00
\ea
$
998.00
$ 11,516.00
$ 12,796.00
3
$ 3,479.00 \ea
$ 10,437.00
N/B
N/B
Versa LX
3
$ 169.00 \ea
$ 507.00
NB
N/B
3
$ 169.00 \ea
$ 507.00
N/B
N/B
3
$ 67.00 \ea
$ 201.00
N/B
N/B
3
$ 539.00 \ea
$ 1,617.00
N/B
N/B
3
Discontinued \ea
Discontinued
N/B
N/B
3
Discontinued \ea
Discontinued
N/B
N/B
$ 13,269.00
Approvao� rllm
partment Directo Des e
Page 2
98-1094
CITY OF MIAMI OFFICE OF THE CIT1 •.Ekl(
BID SECURITY LIST
BIDITEM: TOSHIBA TECRA 780DVD LAPTOP COMPUTERS
dl." l Y
BID NO.:
97-98-192R
DATE BID(S)OPENED: SEPTEMBER 14, 1998 TIME 10:00 a.m.-
BIDDER
'
TOTAL BID
AMOUNT
BID BOND (ER)
CASHIER'S CHECK
POMEROY COMPUTER
See attached bi
COMPUTER ASSET MANAGMENT
WAREFORCE, INC
SIERRA COMPWTER CORP,
N0 BIU.
ADVANCED BUSINESS COMP.
COMPURED, INC.
GLOBAL ASSOCIATES
BRICKELL BUSINESS MACHINE
„•,
"Offers from the vendors listed1,
Q �•ns7n, Umn'.7 Ci.� C i.?. f, C•�"•'�Z-r? p"�'s-Z'•
other offers rnlab « t -,
f�Y?fi ('r7�-'; -
are rre If'r'iC'l Cis ICysti?."
1 Aq)
received (, g) envelopes on behalf of
Perron receivinE bi (s)
PURCHASING DEPARTMENT of 9—/L::iSz
(_City Depa ent) (Date)
SIGNE
a
Deputy City Clerk
CITY OF MIAMI
ADVERTISEMENT FOR BID
Sealed bids will be received by the City of Miami City Clerk at his office located at City Hall,
3500 Pan American Drive, Miami, FI. 33133 for the following:
BID NO.97-98-192R Toshiba Tecra 780DVD Laptop Computers and accessories for the Fire-,
Rescue Department.
OPENING DATE: 10:00 A.M. Monday, September 14, 1998
Detailed specifications for this bid are available upon request at the City of Miami, Purchasing
Department, 444 SW 2nd Avenue, Sixth Floor Miami, Florida 33130, Telephone No. 416-1904.
Donald H. Warshaw
City Manager
AD NO.5331
CITY OF MIAMI
LOGO
r_
a.
Y'
O " 0�
City of Miami
REQUISITION FOR ADVERTISEMENT
a appear nber themust
advertisement.
INSTRUCTIONS: Please type
and attach a copy of the v rti m nt with this reauisition.
1. Department:
2. Divisian:
3. Account Code number:
4. Is this a confirmation:
❑ Yes ❑ No
5. Prepared by:
6. Size of advertisement:
7. Starting date:
8. Telephone number:
9. Number of times this advertisement is to be
published:
10. Type of advertisement:
E] Legal ❑ Classified ❑
Display
11. Remarks:
12.
Publication Date(s) of
Advertisement Invoice No.
Amount
'
;!j
H
N ,
O7
13.
❑ Approved
❑ Disapproved
Department Director/Designee Date
Approved for Payment
Date
C IGS/PC 503 Rev. 12/89
1 Routing: Forward White and Canary to G.S.A. (Procurement Manaqement) and retain Pink coov.
DISTRIBUTION: White - G.S.A.; Canary - Department