HomeMy WebLinkAboutInvitation to BidMIAMFDADE
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BID NO.: 9056-0/14
OPENING: 2:00 P.M.
June
3, 2009
MIAMI-DADE COUNTY, FLORIDA
INVITATION
TO BID
TITLE:
SIGN LANGUAGE INTERPRETER SERVICES
THE FOLLOWING ARE REQUIREMENTS OF THIS BID, AS NOTED BELOW:
BID DEPOSIT AND PERFORMANCE BOND: ........................
CATALOGUE AND LISTS: ........................................................
CERTIFICATE OF COMPETENCY: ........................................
EQUIPMENT LIST: .....................................................................
EXPEDITED PURCHASING PROGRAM (EPP)
INDEMNIFICATION/INSURANCE: ......................................... See Section 2, Para 2.11
LIVING WAGE: ..........................................................................
PRE-BID CONFERENCE/WALK-THRU:................................
SMALL BUSINESS ENTERPRISE MEASURE: ...................... See Section 2, Para 2.2
SAMPLESANFORMATION SHEETS:.... .................................
SECTION 3 — MDHA:..................................................................
SITE VISIT/AFFIDAVIT: ...........................................................
USER ACCESS PROGRAM: ............................................... ...... See Section 2, Para 2.21
WRITTEN WARRANTY: ........................... ...... ........................
FOR INFORMATION CONTACT:
DEJENABA WEDEMIER at 305-375-4356, or at DJWEDEM@mtiamidade.gov
IMPORTANT NOTICE TO BIDDERS:
N/A
MIAMI-DADE COUNTY
DEPARTMENT OF PROCUREMENT MANAGEMENT
PURCHASING DIVISION
FAILURE TO COMPLETE THE CERTIFICATION REGARDING LOCAL PREFERENCE ON
PAGE 31 OF SECTION 4, BID SUBMITTAL FORM SHALL RENDER THE VENDOR
INELIGIBLE FOR LOCAL PREFERENCE
FAILURE TO SIGN PAGE 31 OF SECTION 4, BID SUBMITTAL FORM WILL RENDER
YOUR BID NON-RESPONSIVE
MIAM FDADE
Qataum
MIAMI-DADE COUNTY, FLORIDA
INVITATION TO BID
Bid Number: 9056-0/14
Title: SIGN LANGAUGE INTERPRETER SERVICES
Procurement Contracting Agent: DEJENABA WEDEMIER
Bids will be accepted until 2:00 p.m. on JUNE 3, 2009
Bids will be publicly opened. The County provides equal access and does not discriminate on
the basis of disability in its programs or services. It is our policy to make all communication
available to the public, including those who may be visually or hearing impaired. If you
require information in a non-traditional format please call 305-375-5278.
Instructions: The Clerk of the Board business hours are 8:00am to 4:30pm, Monday through
Friday. Additionally, the Clerk of the Board is closed on holidays observed by the County.
Each Bid submitted to the Clerk of the Board shall have the following information clearly
marked on the face of the envelope: the Bidders name, return address, Bid number, opening
date of the Bid and the title of the Bid. Included in the envelope shall be an original and two
copies of the Bid Submittal, plus attachments if applicable. The Bidder may, at Bidder's
option, also provide the Excel file containing the information on the Vendor Pricing document
on CD or Diskette. The file to be provided is to be downloaded at
HTTP://SERVICES.MIAMIDADE.Goy/DPM/SOLICITATIONLIST.ASPX. Failure to comply with this
requirement may result in your Bid not being considered for award.
All Bids received time and date stamped by the Clerk of the Board prior to the bid submittal
deadline shall be accepted as timely submitted. The circumstances surrounding all bids
received and time stamped by the Clerk of the Board after the bid submittal deadline will be
evaluated by the procuring department, in consultation with the County Attorney's Office, to
determine whether the bid will be accepted as timely.
NOTICE TO ALL BIDDERS:
FAILURE TO SIGN THE BID SUBMITTAL FORM WILL RENDER YOUR BID
NON-RESPONSIVE.
THE BID SUBMITTAL FORM CONTAINS IMPORTANT CERTIFICATIONS
THAT REQUIRE REVIEW AND COMPLETION BY ANY VENDOR RESPONDING
TO THIS SOLICITATION
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 1
GENERAL TERMS AND CONDIT ONS
1.1. DEFINITIONS
Bid — shall refer to any offers) submitted in response to this
solicitation.
Bidder — shall refer to anyone submitting a Bid in response to this
solicitation.
Bid Solicitation — shall mean this solicitation documentation, including
any and all addenda.
Bid Submittal Form — defines the requirement of items to be
purchased, and most be completed and submitted with Bid. The
Bidder should indicate its name in the appropriate space on each
page.
County — shall refer to Miami -Dade County, Florida
DPM — shall refer to Miami -Dade County's Department of Procurement
Management.
Enrolled Vendor — shall refer to a firm that has completed the
necessary documentation in. order to receive Bid notifications from the
County.
Registered Vendor — shaft refer to a firm that has completed the
Miami -Dade County Business Entity Registration Application and has
satisfied all requirements to enter into business agreements with the
County.
The Vendor Registration Package — shall refer to the Business Entity
Registration Application.
For additional information about online vendor enrollment or
vendor registration contact the Vendor Assistance Unit at 111
N.W. 1" Street, 13`' Floor, Miami, FL 33128, Phone 305-375.5773.
Vendors can enroll online and obtain forms to register by visiting
our web site at wwu.miamidademov/dnm
1.2. INSTRUCTIONS TO BIDDERS
A. Bidder Qualification
It is the policy of the County to encourage full and open competition
among all available qualified vendors. All vendors regularly engaged in
the type of work specified in the Bid Solicitation are encouraged to
submit Bids. Vendors may enroll with the County to be included on a
notification Ilst for selected categories of goods and services. To be
eligible for award of a contract (including small purchase orders),
Bidders must become a Registered Vendor. Only Registered Vendors
can be awarded County contracts. Vendors are required to register
with the County by contacting the Vendor Assistance unit. The County
endeavors to obtain the participation of all qualified small business
enterprises. For information and to apply for certification, contact the
Department of Small Business Development at 111 N.W. 1 Street, 19'
Floor, Miami, FL 33128-1900, or telephone at 305-375.3111. County
employees and board members wishing to do business with the
County are referred to Section 2-11.1 of the Miami -Dade County Code
relating to Conflict of interest and Code of Ethics.
B. Vendor Registration
To be recommended for award the County requires that vendors
complete a Miami -Dade County Vendor Registration Package.
Effective June 1, 2008, a new Vendor Registration Package, including
a Uniform Affidavit Packet (Affidavit form), must be completed by
vendors and returned to the Department of Procurement Management
(DPM), Vendor Assistance Unit, within fourteen (14) days of
notification of the intent to recommend for award. In the event the
Vendor Registration Package is not properly completed and returned
within the specified time, the County may in its sole discretion, award
to the next lowest responsive, responsible Bidder. The Bidder is
responsible for obtaining the Vendor Registration Package, including
all affidavits by downloading from the DPM website at
www.miamidade.gov or from the Vendor Assistance Unit at 111 N.W.
1" Street, le Floor, Miami, FL 33128.
Bidders are required to affirm that all information submitted with the
Vendor Registration Package is current, complete and accurate, at the
time they submit a response to a Bid Solicitation, by completing the
provided Affirmation of Vendor Affidavit form.
In becoming a Registered Vendor with Miami -Dade County, the vendor
confirms its knowledge of and commitment to comply with the
following:
-I-
1. Miami -Dade County Ownership Disclosure Affidavit
(Sec. 2-8.1 of the County Code)
2. Miami -Dade County Employment Disclosure Affidavit
(County Ordinance No. 90-133, amending Section 2.84(d)(2)
of the County Code)
3. Miami -Dade Employment Drug-frae workplace Certification
(Section 2-8.1.2(b) of the County Code)
4. Miami -Dade Disabiitty and Nondiscrimination Affidavit
(Article 1, Section 2-8.1.5 Resolution 8182-00 Amending
R-385.95)
5. Miami -Dade County Debarment Disclosure Affidavit
(Section 10.38 of the County Code)
6. Miami -Dade County Vendor Obligafion to County
Affidavit
(Section 2-8.1 of the County Code)
7. Miami -Dade County Code of Business Ethics Affidavit
(Article 1, Section 2-8.1(1) and 2-11(6)(1) of lire County Code
through (6) and (9) of the County Code and County Ordinance No
00-1 amending Section 2-11.1(c) of the County Code)
8. Miami -Dade County Family Leave Affidavit
(Article V of Chapter 11 of the County Code)
9, Miami -Dade County Living wage Affidavit
(Section 2-8.9 of the County Code)
10, Miami -Dade County Domestic Leave and Reporting Al fidavlt
(Article 6, Section 1 fA-6011A-67 of the County Code)
11. Subcontracting Practices
(Ordinance 97-35)
12. Subcontractor lSupplierUstfng
(Ordinance 97-104)
13. Environmentally Acceptable Packaging
Resolution (R-738-92)
14, W-9 and 6109 Fomes
The vendor must furnish these forms as required by the Internal
Revenue Service.
15. Social Security Number
In order to establish a file for your fine, you must provide your
firm's Federal Employer Identification Number (FEIN). If no FEIN
exists, the Social Security Number of the owner or Individual must
be provided. This number becomes your "County Vendor
Number". To comply with Section 119.071(5) of the Florida
Statutes relating to the collection of an individual's Social Security
Number, be aware that DPM requests the Social Security
Number for the following purposes:
• identfication of individual account records
• To make payments to individuagvendor for goods and
services provided to Miaml-Dade County
• Tax reporting purposes
• To provide a unique identifier in the vendor database that
may be used for searching and sorting departmental records
16. Office ofthe Inspector General
Pursuant to Section 2-1076 of the County Code.
17. Small Business Enterprises
The County endeavors to obtain the participation of all small
business enterprises pursuant to Sections 2.8.2, 2-8.2.3 and
2-&24 of the County Code and ride 49 of the Code of Federal
Regulations.
18. Antitrust Laws
By acceptance of any contract, the vendor agrees to comply
with all antitrust laws of the United States and the State of
Florida.
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 1
GENERAL TERMS AND CONDITIONS
C. PUBLIC ENTITY CRIMES
To be eligible for award of a contract, firms wishing to do
business with the County must comply with the following:
Pursuant to Section 287.133(2)(a) of the Florida Statutes, a person or
affiliate who has been placed on the convicted vendor list following a
conviction for a public entity crane 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 of the
Florida Statutes, for CATEGORY TWO for a period of 36 months from
the date of being placed on the convicted vendor list.
D. Request for Additional Information
1. Pursuant to Section 2-11.1(t) of the County Code, all Bid
Solicitations, once advertised and until an award recommendation
has been forwarded to the appropriate authority are under the
"Corot of Silence". Any communication or inquiries, except for
clarification of process or procedure already contained in the
solicitation, are to be made in writing to the attention of the
Procurement Agent identified on the front page of the solicitation.
Such inquiries or request for information shall be submitted to the
procurement agent in writing and shall contain the requester's
name, address, and telephone number. If transmitted by
facsimile, the request should also include a cover sheet with
Bidder's facsimile number. The requestor must also file a copy of
this written request with the Clerk of the Board, 111 NW V Street,
171h Floor, suite 202, Miami, Florida 33128-1983 or email
clerkbccOrr iamidade.go_v.
2. The Department of Procurement Management may issue an
addendum in response to any inquiry received, prior to Bid
opening, which changes, adds to or clarifies the terms, provisions
or requirements of the solicitation. the Bidder should not rely on
any representation, statement or explanation whether written or
verbal, 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, the last addendum
issued shall prevail.
3. It is the Bidder's responsibility to ensure receipt of ail addenda,
and any accompanying documentation, The Bidder is required to
suimrit with its Bid a signed "Acknowledgment of Addenda` form,
when any addenda have been issued.
Contents of Bid Solicitation and Bidders' Responsibilities
It is the responsibility of the Bidder to become thoroughly familiar
With the Bid requirements, terms and conditions of this 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
Bidder.
In the event a Bidder wishes to protest arty part of the General
Conditions, Special Conditions and/or Technical Specifications
contained in the Bid Solicitation it must file a notice of protest in
writing with the issuing department no later than 48 hours prior to
the Bid opening date and hour specified in the solicitation. Failure
to file a timely notice of protest will constitute a waiver of
proceedings.
This solicitation is subject to all legal requirements contained in
the applicable County Ordinances, Administrative Orders, and
Resolutions, as well as all applicable State and Federal Statutes.
Where conflict exists between this Bid Solicitation and these legal
requirements, the authority shall prevail in the following order.
Federal, State and local.
It is the responsibility of the Bidder/Proposer, prior to conducting
any lobbying regarding this solicitation to file the appropriate
forth with the Clark of the Board stating that a particular
lobbyist is authorized to represent the Bidder/Proposer. The
Bidder/Proposer shall also file a form with the Clerk of the Board
at the point In time at which a lobbyist is no longer authorized to
represent said Bidder/ Proposer. Failure of a BiddedProposer to
file the appropriate form required, in relation to each solicitation,
may be considered as evidence that the Bidder/Proposer is not a
responsible contractor.
Change or Withdrawal of Bids
Changes to Bid - Prior to the scheduled Bid opening a Bidder may
change its Bid by submitting a new Bid, (as indicated on the cover
page) with a letter in writing on the firms letterhead, signed by an
authorized agent stating that the new submittal replaces the
original submittal. The new submittal shall contain the tetter and
all information as required for submitting the original Bid. No
changes to a Bid will be accepted after the Bid has been opened.
Withdrawal of Bid — A Bid shall be irrevocable unless the Bid is
withdrawn as provided herein. Only a written letter received by
DPM prior to the Bid opening date may withdraw a bid. A bid may
also be withdrawn ninety (90) days after the Bid has been 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.
G. Conflicts Within The Bid Solicitation
Where there appears to be a conflict between the General Terns
and Conditions, Special Conditions, the Technical Specifications,
the Bid Submittal Section, or any addendum issued, the order of
precedence shall be: the last addendum issued, the Bid Submittal
Section, the Technical Specifications, the Special Conditions, and
then the General Terms and Conditions.
Prompt Payment Terms
It is the policy of Miami -Dade County that payment for all
purchases by County agencies and the Public Health Trust shall
be made in a timely manner and that interest payments be made
on tate payments. In accordance with Florida Statutes, Section
218.74 and Section 2-8.1.4 of the Miami -bade County Code, the
time at which payment shall be due from the County or the Public
Health Trust shall be forty-five (45) days from receipt of a proper
invoice. The time at which payment shall be due to small
businesses shall be thirty (30) days from receipt of a proper
invoice. All payments due from the County or the Public Health
Trust, and not made within the time specified by this section, shall
bear interest from thirty (30) days after the due date at the rate of
one percent (1'/0) per month on the unpaid balance. Further,
proceedings to resolve disputes for payment of obligations shall
be concluded by final written decision of the County Manager, or
his or her designee(s), not later than sixty (60) days after the date
on which the proper invoice was received by the County or the
Public Health Trust.
The Bidder may offer cash discounts for prompt payments;
however, such discounts will not be considered in determining the
lowest price during bid evaluation. Bidders are requested to
provide prompt payment terms in the space provided on the Bid
submittal signature page of the solicitation.
1.3. PREPARATION OF BIDS
A. The Bid submittal form defines requirements of items to be
purchased, and must be completed and submitted with the Bid.
Use of any other form will result in the rejection of the Bidder's
offer.
B. The Bid submittal form must be legible. Bidders shall use
typewriter, computer or ink_ All changes must be crossed out and
initiated in ink. Failure to comply with these requirements may
cause the Bid to be rejected.
C. An authorized agent of the Bidder's firm must sign the Bid
submittal form. FAILURE TO SIGN THE BID SUBMITTAL FORM
SHALL RENDER THE BID NON-RESPONSIVE.
D. The Bidder may be considered non-responsive if bids are
conditioned to modifications, changes, or revisions to the terms
and conditions of this solicitation.
E. The Bidder may submit aftemate Bid(s) for the same solicitation
provided that such offer is allowable under the terms and
conditions. The alternate Bid must meet or exceed the minimum
requirements and be submitted on a separate Bid submittal
marked "Alternate Bid".
F. When there is a discrepancy between the unit prices and any
extended prices, the unit prices will prevail
G. An optional electronic submittal shall not be considered a part of
the bid if it differs in any respect from the required manual
submittal in the original hard copy.
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 1
GENERAL RMS AND COND11MM
1.4. CANCELLATION OF BID SOLICITATION
Miami -Dade County reserves the right to cancel, in whole or in part,
any Invitation to Bid when it is in the best interest of the County.
1.5. AWARD OF BID SOLICITATION
A. This Bid may be awarded to the responsible Bidder meeting all
requirements as set forth in the solicitation. The County reserves
the right to reject any and all Bids, to waive irregularities or
technicalities and to re -advertise for all or any part of this Bid
Solicitation as deemed in its best interest. The County shall be the
sole judge of its best interest.
B. When there are multiple line items in a solicitation, the County
reserves the right to award on an individual item basis, any
combination of items, total low Bid or in whichever manner
deemed in the best interest of the County.
C. The County reserves the right to reject any and all Bids if it is
determined that prices are excessive, best offers are determined
to be unreasonable, or it is otherwise determined to be in the
County's best interest to do so.
D. The County reserves the right to negotiate prices with the low
bidder, provided that the scope of work of this solicitation remains
the same.
E. Award of this Old Solicitation will only be made to firms that have
completed the Miami•Dade County Business Entity Registration
Application and that satisfy all necessary legal requirements to do
business with Miami -Dade County. Firms domiciled in Miami -
Dade County must present a copy of their Miami,Dade County
issued Local Business Tax Receipt.
F. Pursuant to County Code Section 2-8.1(9), the Bidder's
performance as a prime contractor or subcontractor on previous
County contracts shall be taken into account in evaluating the Bid
received for this Bid Solicitation.
G. To obtain a copy of the Bid tabulation, Bidder(s) shalt enclose an
appropriately sized self-addressed stamped envelope or make a
request by e-mail. Bid results will not be given by telephone or
facsimile.
H. The Bid Solicitation, any addenda and/or properly executed
modifications, the purchase order, and any change order(s) shall
constitute the contract.
1. In accordance with Resolution R-1574-88, the Director of DPM
will decide all tie Bids.
J. Award of this Bid may be predicated on compliance with and
submittal of all required documents as stipulated in the Bid
Solicitation.
K: The County reserves the right to request and evaluate additional
information regarding the responsibility of the bidder from any
bidder after the submission deadline as the County deems
necessary.
1.6. CONTRACT EXTENSION
A. The County reserves the right to exercise its option to extend a
contract for up to one hundred -eighty (180) calendar days beyond
the current contract period and will notify the contractor In writing
of the extension.
B. This contract may be extended beyond the initial one hundred -
eighty (180) day extension period upon mutual agreement
between the County and the successful Bidder(s) upon approval
by the Board of County Commissioners.
1.7. WARRANTY
All warranties express and implied, shall be made available to the
County for goods and services covered by this Bid Solicitation. A8
goods furnished shall be fully guaranteed by the successful Bidder
against factory defects and workmanship. At no expense to the
County, the successful Bidder shall correct any and all apparent and
latent defects that may occur within the manufacturer's standard
warranty. The Special Conditions of the Bid Solicitation may
supersede the manufacturer's standard warranty.
1.8. ESTIMATED QUANTITIES
Estimated quantities or dollars are for Bidder's guidance only: (a)
estimates are based on the County's anticipated needs and/or usage
during a previous contract period and; (b) the County may use these
estimates to determine the tow Bidder. Estimated quantities do not
contemplate or include possible additional quantities that may be
ordered by other government, quasi -government or non-profit entities
utilizing this contract under the Joint Purchase portion of the County
User Access Program (UAP) described in Section 2.21 of this contract
solicitation and the resulting contract, if that section is present in this
solicitation document. No guarantee is expressed or implies as to
quantities or dollars that will be used during the contract period. The
County is not obligated to place any order for the given amount
subsequent to the award of this Bid Solicitation.
1.9. NON -EXCLUSIVITY
It is the intent of the County to enter into an agreement with the
successful Bidder that will satisfy its needs as describe herein.
However, the County reserves the right as deemed in its best Interest
to perform, or cause to be performed, the work and services, or any
portion thereof, herein described in any manner it sees fit, including but
not limited to: award of other contracts, use of any contractor, or
perform the work with its own employees.
1.10. LOCAL PREFERENCE
The evaluation of competitive bids is subject to Section 2-8.5 of the
Miami -Dade County Code, which, except where contrary to federal and
state law, or any other funding source requirements, provides that
preference be given to focal businesses. A loom business shall be
defined as:
1. a business that has a valid Local Business Tax Receipt, issued
by Miami -Dade County at least one year prior to bid or proposal
submission, that Is appropriate for the goods, services or
construction to be purchased;
2. a business that has physical business address located within
the limits of Miami -Dade County from which the vendor
operates or performs business. Post Office Boxes are not
verifiable and shall not be used for the purpose of establishing
said physical address; and
3. a business that contributes to the economic development and
well-being of Miami -Dade County in a verifiabie and
measurable way. This may include but not be limited to the
retention and expansion of employment opportunities and the
support and Increase in the County's tax base. To satisfy this
requirement, the vendor shall affirm in writing its compliance
with either of the following objective criteria as of the bid or
proposal submission date stated in the solicitation:
(a) vendor has at least ten (10) permanent full time
employees, or part time employees equivalent to 10 FTE
('full-fime equivalent" employees working 40 hours per
week) that live in Miami -Dade County, or at least 25% of
its employees that live in Miami -Dade County, or
(b) vendor contributes to the County's tax base by paying
either real property taxes or tangible personal property
taxes to Miami -Dade County, or
(c) some other verifiable and measurable contribution to the
economic development and well-being of Miami -Dade
County.
When there is a responsive bid from a Miami -Dade local business
within 10% of the lowest price submitted by a responsive non -local
business, the local business and the non -local low bidder shall have
the opportunity to submit a best and final bid equal to or lower than the
amount of the low bid previously submitted by the non -local business.
At this time, there is an interfocal agreement in effect between Miami -
Dade and Broward Counties until September 2009. Therefore, a
vendor which meets the requirements of (1), (2) and (3) above for
Broward County shall be considered a local business pursuant to this
Section.
1.11. CONTINUATION OF WORK
Any work that commences prior to and will extend beyond the
expiration date of the current contract period shall, unless terminated
by mutual written agreement between the County and the successful
Bidder, continue until completion at the same prices, terms and
conditions.
-
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 1
GENERAL TERMS AND CONDITIONS
1.12. BID PROTEST
A. A recommendation for contract award or rejection of award may
be protested by a Bidder in accordance with the procedures
contained in Sections 2-8.3 and 2-8A of the County Code, as
amended, and as established in Administrative Order No.3-21.
B. A written Intent to protest shall be filed with the Clerk of the
Board and malled to all participants in the competitive process
and to the County Attorney within three (3) County work days of
the filing of the County Manager's recommendation. This three-
day period begins on the County workday after the filing of the
County Manager's recommendation. Such written intent to
protest shelf state the particular grounds on which it is based
and shall be accompanied by a filing fee as detailed in Para C
below.
C. The written intent to protest shall be accompanied by a non-
refundable filing fee, payable to the Clerk of the Board, in
accordance with the schedule provided below:
Award Amount
Filing Fee
$25,000-$250,000
$500
$250,001-$500,000
$1,000
$500,00145 million
$3,000
Over $5 million
$5,000
The protester shall then file all pertinent documents and
supporting evidence with the Clerk of the Board and mail copies
to all participants in the competitive process and to the County
Attorney within three (3) County workdays after the filing of a
written intent to protest.
For award recommendations greater then $250,000 the following
shall apply:
The County's recommendation to award or reject will be
immediately communicated (via mail, fax or email) to all
participants in the competitive process and filed with the Clerk of
the Board.
For award recommendations from $25,000 to $250,000 the
following shall apply:
Each County workday, as appropriate, recommendations to
award or reject will be posted in the lobby of the Stephen P.
Clark Center, located at 111 N.W. 1" Street. Participants may
also view recommendations to award on -fine at the DPM website
or call the contact person as identified on the cover page of the
Bid Solicitation.
1.13. RULES, REGULATIONS AND LICENSES
The successful Bidder shall comply with all laws and regulations
applicable to provide the goods and/or services spaded in this Bid
Solicitation. The Bidder shall be familiar with all federal, state and local
laws that may in affect the goods and/or services offered.
1.14. PACKAGING
Unless otherwise specified in the Special Conditions or Technical
Specifications, all containers shall be suitable for shipment and/or
storage and comply with Resolution No. 738-92.
1.15. SUBCONTRACTING
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 the contract for
default. When Subcontracting is allowed the Bidder shall comply with
County Resolution No. 1634-93, Section 10-34 of the County Code
and County Ordinance No. 97-35.
1.16.ASSIGNMENT
The successful Bidder shall not assign, transfer, hypothecate, or
otherwise dispose of this contract, including any rights, title or interest
therein, or its power to execute such contract to any person, company
or corporation without the prior written consent of the County.
1.17. DELIVERY
Unless otherwise specified in the Bid Solicitation, prices quoted shall
be F.O.B. Destination. Freight shall be included in the proposed price.
1.16. RESPONSIBILITY AS EMPLOYER
The employees) of the successful Bidder shall be considered to be at
all times its employee(s), and not an employee(s) or agent(s) of the
County or any of its departments. The successful Bidder shall provide
competent and physically employea(s) capable of performing the work
as required. The County may require the successful Bidder to remove
any employee it deems unacceptable. All employees of the successful
Bidder shall wear proper identification.
1.19. INDEMNIFICATION
The successful Bidder shalt 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 hs 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 be
incurred 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.
1.20. COLLUSION
A contractor recommended for award as the result of a competitive
solicitation for any County purchases of supplies, materials and
services (including professional services, other than professional
architectural, engineering and other services subject to Sec. 2-10.4
and Sec. 287.055 Fla Stats.), purchase, lease, permit, concession or
management agreement shall, within five (5) business days of the filing
of such recommendation, submit an affidavit under the penalty of
perjury, on a form provided by the County: stating either that the
contractor is not related to any of the other parties bidding in the
competitive solicitation or identifying all related parties, as defined in
this Section, which bid in the solicitation; and attesting that the
contractor's proposal is genuine and not sham or collusive or made in
the interest or on behalf of any person not therein named, and that the
contractor has not, directly or indirectly, induced or solicited any other
proposer to put in a sham proposal, or any other person, firm, or
corporation to refrain from proposing, and that the proposer hes not In
any manner sought by collusion to secure to the proposer an
advantage over any other proposer. in the event a recommended
contractor identifies related parties in the competitive solicitation its bid
shall be presumed to be collusive and the recommended contractor
shall be ineligible for award unless that presumption is rebutted in
accordance with the provisions of Sec. 2-81.1. Any person or entity
that falls to submit the required affidavit shall be ineligible for contract
award.
The Collusion Affidavit will be included in all solicitations and will be
requested from all bidders/proposers once bidsfproposals are received
and the bidders list is distributed.
1.21. MODIFICATION OF CONTRACT
The contract may be modified by mutual consent, in writing through the
issuance of a modification to the contract, purchase order, change
order or award sheet, as appropriate.
1.22. TERMINATION FOR CONVENIENCE
The County, at its sole discretion, reserves the right to terminate this
contract without cause upon thirty (30) days written notice. Upon
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 prior to notice of
termination. The County shall be the sole judge of "reasonable costs,'
1.23. TERMINATION FOR DEFAULT
The County reserves the right to terminate this contract, in part or in
whole, or place the vendor on probation in the event the successful
-IV-
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 1
GENERAL TERMS AND CONDIIJONS
Bidder faits to perform in accordance with the terms and conditions
stated herein. The County further reserves the right to suspend or
debar the successful Bidder in accordance with the appropriate County
ordinances, resolutions and/or administrative orders. The vendor will
be notified by letter of the County's intent to terminate. In the event of
termination for default, the County may procure the required goods
and/or services from any source and use any method deemed in its
best interest. All re -procurement cost shall be borne by the successful
Bidder.
1.24. FRAUD AND MISREPRESENTATION
Pursuant to Section 2-11A.1 of the Miami -Dade County Code, any
individual, corporation or other entity that attempts to meet its
contractual obligations with the County through fraud,
misrepresentation or material misstatement, may be debarred for up to
five (5) years. The County as a further sanction may terminate or
cancel any other contracts with such individual, corporation or entity.
Such Individual or entity shalt be responsible for all direct or indirect
costs associated with termination or cancellation, including attorney's
fees.
1.25. ACCESS TO RECORDS
The County reserves the right to require the Contractor to submit to an
audit by Audit and Management Services, the Commission Auditor, or
other auditor of the County's choosing at the Contractor's expense.
The Contractor shalt provide access to all of its records, which relate
directly or indirectly to this Agreement at its place of business during
regular business hours. The Contractor shall retain all records
pertaining to this Agreement and upon request make them available to
the County for three years following expiration of the Agreement. The
Contractor agrees to provide such assistance as may be necessary to
facilitate the review or audit by the County to ensure compliance with
applicable accounting and financial standards_
1.26 OFFICE OF THE INSPECTOR GENERAL
Miami -Dade County has established the Office of the inspector
General, which is authorized and empowered to review past, present,
and proposed County and Public Health Trust programs, contracts,
transactions, accounts, records and programs. The Inspector General
(IG) has the power to subpoena witnesses, administer oaths, require
the production of records and monitor existing projects and programs.
The Inspector General may, on a random basis, perform audits on all
County contracts. The cost of random audits shall be incorporated into
the contract price of all contracts and shall be one quarter (1/4) of one
(1) percent of the contract price, except as otherwise provided in
Section 2-1076(c)(8) of the County Code.
1.27 PRE -AWARD INSPECTION
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 is
capable of performing the requirements of this bid solicitation.
1.28 PROPRIETARYICONFIDENTIAL INFORMATION
Bidders are hereby notified that all information submitted as part of, or
in support of bid submittals will be available for public inspection after
opening of bids in compliance with Chapter 119 of the Florida Statutes;
popularly know as the "Public Record taw.' The bidder shalt not
submit any information in response to this invitation, which the bidder
considers to be a trade secret, proprietary or confidential. The
submission of any information to the County in connection with this
invitation shall be deemed conclusively to be a waiver of any trade
secret or other protection, which would otherwise be available to the
bidder. in the event that the bidder submits information to the County
in violation of this restriction, either inadvertently or intentionally and
clearly identifies that information in the bid as protected or confidential,
the County shalt endeavor to redact and return that information to the
bidder as quickly as possible, and if appropriate, evaluate the balance
of the bid. The redaction or return of information pursuant to this
clause may render a bid non-responsive.
1.29. HEALTH INSURANCE PORTABILITY AND
ACCOUNTABILITY ACT (HIPAA)
Any person or entity that performs or assists Miami -Dade County with
a function or activity involving the use or disclosure of "individually
Identifiable health information (IIHI) and/or Protected Health
Information rPHll shall comnty with the Health Insurance Portabiritv
- V -
and Accountability Act (HIPAA) of 1996 and the Miami -Dade County
Privacy Standards Administrative Order. HIPAA mandates for privacy,
security and electronic transfer standards that include but are not
limited to:
1. Use of information only for performing services required by
the contract or as required by law;
2. Use of appropriate safeguards to prevent non -permitted
disclosures;
3. Reporting to MiamaDade County of any non -permitted use
or disclosure;
4. Assurances that any agents and subcontractors agree to
the same restrictions and conditions that apply to the
Bidder/Proposer and reasonable assurances that IIHI/PHI
Will be held confidential;
5. Making Protected Health Information (PHI) available to the
customer;
6. Making PHI available to the customer for review and
amendment; and incorporating any amendments requested
by the customer,
T. Making PHI available to Miami -Dade County for an
accounting of disclosures; and
8. Making internal practices, books and records related to PHI
available to Mtami-Dade County for compliance audits.
PHI shall maintain its protected status regardless of the form and
method of transmission (paper retards, and/or electronic transfer of
data). The Bidder/ Proposer must give its customers written notice of
its privacy information practices including specifically, a description of
the types of uses and disclosures that would be made with protected
health information.
1.30. CHARTER COUNTY TRANSIT SYSTEM SALE
SURTAX
When proceeds from the Charter County Transit System Sales Surtax
levied pursuant to Section 28.121 of the Code of Miami -Dade County
are used to pay for all or some part of the cost of this contract, no
award of a Blanket Purchase Order (BPO) for Transit/Public Works as
part of a mufti -department contract, nor an award of a contract solely
for the use of Transit/Public Works shall be effective and thereby give
rise to a contractual relationship with the County for Transit/Public
Works purchases unless and until both the following have occurred: 1)
the County Commission awards the contract, and such award
becomes final (either by expiration of 10 days after such award without
veto by the Mayor, or by Commission override of a veto); and, 2)
either, 1) the Citizens' Independent Transportation Trust (CITT) has
approved inclusion of Trans"rtlPublic Works in this contract, or, it) in
response to the CITT's disapproval, the County Commission reaffirms
Transit/Public Work's inclusion in the contract by two-thirds (22) vote
of the Commission's membership and such reaffirmation becomes
final.
1.31 LOBBYIST CONTINGENCY FEES
A) in accordance with Section 2-11.1(s) of the Code of Miaml-Dade
County, after May, 16, 2003, no person may, in whole or in part, pay,
give or agree to pay or give a contingency fee to another person. No
person may, in whole or in part, receive or agree to receive a
contingency fee.
B) A contingency fee is a fee, bonus, commission or non -monetary
benefit as compensation which is dependant on or in any way
contingent upon the passage, defeat, or modification of. 1) any
ordinance, resolution, action or decision of the County Commission; 2)
any action, decision or recommendation of the County Manager or any
County board or committee: or 3) any action, decision or
recommendation of any County personnel during the time period of the
entire decision-making process regarding such action, decision or
recommendation which forseeably will be heard or reviewed by the
County Commission or a County board or committee.
1.32 COMMISSION AUDITOR — ACCESS TO RECORDS
Pursuant to Ordinance No. 03-2, all vendors receiving an award of the
contract resulting from this solicitation will grant accesi to the
Commission Auditor to all financial and performance related records,
property, and equipment purchased in whole or in part with
government funds.
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 2
SPECIAI, CONDITIONS
SIGN LANGUAGE INTERPRETER SERVICES
2.1 PURPOSE: TO ESTABLISH A CONTRACT FOR THE COUNTY:
The purpose of this solicitation is to establish a contract for Sign Language Interpreter
Services in conjunction with the County's needs on an as needed when needed basis.
2.2 SMALL BUSINESS CONTRACT MEASURES FOR SOLICITATIONS GREATER
THAN $50,000 (Bid Preference)
A Small Business Enterprise (SBE) bid preference applies to this solicitation.
A 10% percent bid preference shall apply to contracts $1 million or less and 5% percent on
contracts greater than $1 million. A SBE/Micro Business Enterprise must be certified by the
Department of Small Business Development (SBD) for the type of goods and/or services the
Enterprise provides in accordance with the applicable Commodity Code(s) for this
solicitation. For certification information, contact the Department of Small Business
Development at 305-375-3111 or access www.miamidade.gov/dbd.
The SBE/Micro Business Enterprise must be certified by bid submission deadline, at contract
award and for the duration of the contract to remain eligible for the preference.
2.3 PRE-BID CONFERENCE:
Intentionally Omitted
2.4 TERM OF CONTRACT: FIVE (5) YEARS
This contract shall commence on the first calendar day of the month succeeding approval of
the contract by the Board of County Commissioners, or designee, unless otherwise stipulated
in the Notice of Award Letter which is distributed by the County's Department of
Procurement Management, Purchasing Division; and contingent upon the completion and
submittal of all required bid documents. The contract shall expire on the last day of the five
(5) year period.
2.5 OPTION TO RENEW
Intentionally Omitted
2.6 METHOD OF AWARD: To Two (2) Vendors by Group
Award of this contract will be made to two (2) responsive, responsible vendors, on a group -
by -group basis, who offer the lowest price. Groups 1 — VIII will be awarded by group in the
aggregate for each group. To be considered for award for Groups I — VIII, the vendor shall
offer prices for all services within a given group. The County will then select the vendors for
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 2
SPECIAL CONDITIONS
SIGN LANGUAGE INTERPRETER SERVICES
award for each group by totaling either the unit prices for all of the services within each
group, or if so structured, by totaling the extended pricing for each item within each group.
If a vendor fails to submit an offer for all services within the group, its offer for that specific
group will be rejected. While the award will be made to multiple vendors in the aggregate to
assure availability, the lowest priced vendor in the aggregate will be given the first
opportunity to perform under this contract.
While the award will be made to multiple vendors by group to assure availability, the County
intends to use the lowest priced vendor to meet its requirements or to use other sources as
appropriate and in the County's best interest. Award to multiple vendors is made for the
convenience of the County and does not exempt the primary vendor from fulfilling its
contractual obligations. Failure to perform as noted may result in the vendor being deemed in
breach of contract. The County may terminate the contract for default and charge the vendor
re -procurement costs, if applicable.
2.6.1 Groupl - National Certified
National Certified is defined as bidders who have interpreters that handle fast pace
assignment such as board meetings, hearings, and legal situations. Bidders must possess
certification from at least one of the nationally accredited institutions indentified in Section 2,
Paragraph 2.14. Proof of certification must be submitted along with the bid proposal or as
determined by the County. The bidder must show proof of previously being in the business of
providing sign language services for a minimum of five years by providing the local business
tax receipt for the past four years and the current year.
2.6.2 Group II — Quality Assurance Level (QA3)
Quality Assurance level (QA3) is defined as: Bidders must have qualified interpreters who
handle fast pace assignments such as board meetings, and hearings, (except legal situations).
Bidders should also be able to handle fast paced assignments where it is not possible to stop
and ask questions for clarification. Bidders must possess certification from at least one of the
institutions indentified in Section 2 paragraph 2.14. Bidders must possess a certificate from at
least one of the private firms, community colleges or universities which offers a certificate
program in Section 2, Paragraph 2.14. Proof of certification must be submitted along with the
bid proposal or as determined by the County. The bidder must show proof of previously
being in the business of providing sign language services for a minimum of five years by
providing the local business tax receipt for the past four years and the current year.
2.6.3 Group III - Quality Assurance Level (QA2)
Quality Assurance level (QA2) is defined as: Bidders must have qualified interpreters who
can provide individual one-on-one interpreting. Bidders must possess certification from at
least one of the institutions indentified in Section 2, Paragraph 2.14. Proof of certification
must be submitted along with the bid proposal. Bidders must possess a certificate from at
least one of the private firms, community colleges or universities which offers a certificate
program in Section 2, Paragraph 2.14. Proof of certification must be submitted along with the
bid proposal or as determined by the County. The bidder must show proof of previously
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 2
SPECIAL ONDITIONS
SIGN LANGUAGE INTERPRETER SERVICES
being in the business of providing sign language services for a minimum of five years by
providing the local business tax receipt for the past four years and the current year.
2.6.4 GROUP IV- Quality Assurance Level (OA 1)
Quality Assurance level (QAI) is defined as: Bidders must have qualified interpreters who
can provide individual one-on-one basic interpreting. Bidders must possess a certificate from
at least one of the private firms, community colleges or a university which offers a certificate
program in Section 2, Paragraph 2.14. Proof of certification must be submitted along with the
bid proposal or as determined by the County. The bidder must show proof of previously
being in the business of providing sign language services for a minimum of five years by
providing the local business tax receipt for the past four years and the current year.
Note: The use of a QA1 interpreter will only be used for children's programs, when
appropriate. The use of this group must be verified and approved by the Office of Americans
with Disabilities Act - ADA Coordination, the user department and the vendor.
2.6.5 GROUP V- Emergency Services
A. Request for emergency assignments are defined as: County requests that require the
vendor to provide an interpreter within (24) hours of notice. If emergency services are
requested the vendor shall charge the flat rate fee for emergency services as offered in the
bid submittal form for Group V Emergency Services, plus the normal hourly rate charge.
Bidders must possess certification for national certified, QA3 and QA2 categories. Proof of
certification must be submitted with the bid proposal or as determined by the County. The
bidder must show proof of previously being in the business of providing sign language
services for a minimum of five years by providing a business tax receipt.
B. Request for this emergency service is defined as an interpreter who is providing regular
interpreting services for any group and in any of those time increments, that will be housed at
the Office of Emergency Management or the Mayors Office for a twenty-four (24) hour
period in the event of an emergency situation or an occurrence of a natural disaster.
2.6.6 GROUP VI — Video Remote Interpretin (g VRI)
Video Remote Interpreting is a free -based interpreting situation where at least one person is
at a distance. The deaf participant and hearing participant are in the same room. The
interpreter can be physically located at a call center in another city, working remotely and
connected through a high-speed internet connection. The County shall accept certification
from National Association for the Deaf (NAD) and Registry of Interpreters for the Deaf
(RID) for Video Remote Interpreting (VRI) services. The successful bidder shall be required
to submit evidence of such certification for each interpreter(s) providing services with their
bid proposal package or as determined by the County.
2.6.7 GROUP VII — Communication Access Realtime Translation (CART)
Communication Access Realtime Translation (CART) is nearly verbatim, w6rd-for-word,
instant translation of spoken word into written text using a stenotype machine, notebook
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 2
SPECIAL CONDITIONS
SIGN LANGUAGE INTERPRETER SERVICES
computer and realtime software. The text appears instantly on a computer screen so that the
deaf or hard of hearing participant may read what is being said. The County shall accept
certification from The National Court Reporters Association (NCRA) which is a national
certified institution. The National Court Reporters Association has several levels of
acceptable certifications to perform Communication Access Realtime Translation (CART)
such as: Registered Professional Reporter (RPR), Registered Merit Reporter (RMR),
Registered Diplomate Reporter (RDR), Certified Realtime Reporter (CRR), Certified
Broadcast Captioner (CBC) and Certified CART Provider (CCP). CART services are
performed by specialty trained stenographers; many are former court reports or by a Certified
Broadcast Captioner (CBC) and Certified CART Provider (CCP). The level of translator
needed will be determined by the user department, as needed. The successful bidder shall be
required to submit evidence of .certification for each translator(s) providing services with
their bid proposal package or as determined by the County. The bidder must show proof of
previously being in the business of providing sign language services for a minimum of five
years by providing a business tax receipt and two business references
2.6.8 GROUP VIII — C -Print
C -Print is a summarized, computer-aided speech -to -text system for persons who are deaf/
hard of hearing and prefer printed text rather than sign language as an accommodation; which
is often used in educational/professional settings. The successful bidder shall be required to
submit evidence of certification for each C -Print Captionist providing services with their bid
proposal package or as determined by the County.
2.7 PRICES SHALL BE FIXED WITH ADJUSTMENTS ALLOWED:
The initial contract prices resultant from this solicitation shall prevail for a one (1) year
period from the contract's initial effective date. The County may consider an adjustment to
the initial year pricing after the first year, to be effective each anniversary date of the
contract. The pricing adjustment shall not be in excess of the Consumer Price Index (CPI)
for All Urban Consumers, All Items, Miami/ Ft. Lauderdale.
It is the awarded vendor's responsibility to request any pricing adjustment under this
provision. For any adjustment to be effective it must be submitted ninety (90) days prior to
the expiration of the then current anniversary date/year. Any adjustment received after
ninety (90) days from the expiration of the then current date/year may not be considered. If
no adjustment request is received from the awarded vendor, the County will assume that the
awarded vendor has agreed that the next year term will be without any price adjustment.
2.8 EXAMINATION OF COUNTY FACILITIES AND INSPECTION OF COUNTY
EQUIPMENT
Intentionally Omitted
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 2
SPECIAL ONDITIONS
SIGN LANGUAGE INTERPRETER SERVICES
2.9 EQUAL PRODUCT
Intentionally Omitted
2.10 LIQUIDATED DAMAGES
Intentionally Omitted
2.11 INDEMNIFICATION AND INSURANCE (1) - GENERAL SERVICE AND
MAINTENANCE CONTRACT
Provider shall indemnify and hold harmless the County and its officers, employees, agents
and instrumentalities from any and all liability, losses or damages, including attorneys' 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 orproceedings of any kind
or nature arising out of, relating to or resulting from the performance of this Agreement by
the Provider or its employees, agents, servants, partners principals or subcontractors.
Provider 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. Provider expressly understands and agrees that any insurance
protection required by this Agreement or otherwise provided by Provider 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.
The vendor shall furnish to the Vendor Assistance Section, Department of Procurement
Management, Administration Division, 111 NW 1st Street, Suite 1300, Miami, Florida
33128, Certificate(s) of Insurance which indicate that insurance coverage has been obtained
which meets the requirements as outlined below:
A. Worker's Compensation Insurance for all employees of the vendor as required
by Florida Statute 440.
B. General Public Liability Insurance on a comprehensive basis in an amount not
less than $300,000 combined single limit per occurrence for bodily injury and
property damage. Miami -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.
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 2
SPECIAL CONDITIONS
SIGN LANGUAGE INTERPRETER SERVICES
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.
Certificates will indicate no modification or change in insurance shall be made without thirty
(30) days in advance notice to the certificate holder.
NOTE: MIAMI-DADE COUNTY SOLICITATION NUMBER AND TITLE OF
SOLICITATION MUST APPEAR ON EACH CERTIFICATE.
CERTIFICATE HOLDER MUST READ: MIAMI-DADE COUNTY
111 NW 1St STREET
SUITE # 1300
MIAMI, FL 33128
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
solicitation, the vendor 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 vendor
fails to submit the required insurance documents in the manner prescribed in this solicitation
within twenty (20) calendar days after Board of Commission approval, the vendor shall be in
default of the contractual terms and conditions and shall not be awarded the contract. Under
such circumstances, the vendor may be prohibited from submitting future Proposal to the
County in accordance with Section 1, Paragraph 1.23 of the General Terms and Conditions.
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0114
SECTION 2
SPECIAL CONDITIONS
SIGN LANGUAGE INTERPRETER SERVICES
The vendor shall be responsible for assuring that the insurance certificate 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 vendor in accordance with
Section 2, Paragraph 2.5 of this solicitation. If insurance certificates are scheduled to expire
during the contractual period, the vendor 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 solicitation; provided, however, that this suspended period does not exceed
thirty (30) calendar days. If such suspension exceeds thirty (30) calendars days, the County
may, at its sole discretion, terminate this contract for cause and seek re -procurement damages
from the vendor in accordance with Section 1, Paragraph 1.23 of this solicitation.
2.12 BID GUARANTY
Intentionally Omitted
2.13 PERFORMANCE BOND
Intentionally Omitted
2.14 CERTIFICATIONS
GROUPS I — V
The County shall accept certification from nationally certified institutions such as The
American Consortium of Certified Interpreters (ACCI), National Association for the Deaf
(NAD), Registry of Interpreters for the Deaf (RID), National Technical Institute for the Deaf
(NTID), or from the Florida Registry of Interpreters for the Deaf (FRID) for Group 1. For
Group H-QA3, Group III-QA2 and Group IV-QA1 certified many private firms, community
colleges and universities offer certificate programs and/or an AA Degree in the language to
be interpreted are accepted. All interpreters must adhere to a professional Code of Ethics that
requires a strict code of confidentiality. The successful bidder shall be required to submit
evidence of such certification for each interpreter(s) providing services with their bid
proposal package or as determined by the County.
GROUP VI
The County shall accept certification from National Association for the Deaf (NAD) and
Registry of Interpreters for the Deaf (RID) for Video Remote Interpreting (VRI) services.
The successful bidder shall be required to submit evidence of such certification for each
interpreter(s) providing services with their bid proposal package or as determined by the
County.
--12--
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 2
SPECIAL CONDITIONS
SIGN LANGUAGE INTERPRETER SERVICES
GROUP VII
The County shall accept certification from the National Court Reporters Association which is
a national certified institution. The National Court Reporters Association has several
secondary levels of acceptable certifications that are desired and may enhance the Certified
CART Provider (CCP) skill level to provide Communication Access Realtime Translation
(CART): Registered Professional Reporter (RPR), Registered Merit Reporter (RMR),
Registered Diplomate Reporter (RDR), Certified Realtime Reporter (CRR), Certified
Broadcast Captioner (CBC) and Certified CART Provider. CART services are performed by
specialty trained stenographers; many are former court reports or by a Certified Broadcast
Captioner (CBC) and Certified CART Provider (CCP). The successful bidder shall be
required to submit evidence of such certification for each interpreter(s) providing services
with their bid proposal package or as determined by the County.
GROUP VIII
The County shall accept certification from the National Institute for the Deaf many private
firms, community colleges and universities offer certificate programs for a C -Print
Captionist. The County shall accept certification from the National Technical Institute for
the Deaf, a college of Rochester Institute of Technology (RID-NTID) which is a national
certified institution. The successful bidder shall be required to submit evidence of such
certification for each interpreter(s) providing services with their bid proposal package or as
determined by the County.
2.15 PERIODIC INVOICES FOR COMPLETED WORK
The vendor(s) shall submit an invoice(s) to the County user department(s) after services has
been rendered and completed. Submittal of these periodic invoices shall not exceed thirty
(30) calendar days from performance of the services. Under no circumstances shall the
invoices be submitted to the County in advance of the performance and acceptance of the
interpreting services.
All invoices shall contain the following basic information:
I. Vendor Information:
• The name of the business organization as specified on the contract between
Miami -Dade County and vendor
• Date of invoice
• Invoice number
• Vendor's Federal Identification Number on file with Miami -Dade County
II. County Information:
--13--
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 2
SPECIAL CONDITIONS
SIGN LANGUAGE INTERPRETER SERVICES
• Miami -Dade County Release Purchase Order or Small Purchase Order
Number
Ill. Pricing Information:
• Unit price of the goods, services or property provided
• Extended total price of the goods, services or property
• Applicable discounts
IV. Goods or Services Provided per Contract:
• Description
• Quantity
V. Delivery Information:
• Delivery terms set forth within the Miami -Dade County Release Purchase
Order
• Location and date of delivery of goods, services or property
VI. Failure to Comply:
Failure to submit invoices in the prescribed manner will delay payment.
2.16 SHIPPING TERMS
Intentionally Omitted
2.17 DELIVERY REQUIREMENTS
Intentionally Omitted
2.18 BACK ORDER ALLOWANCE
Intentionally Omitted
2.19 WARRANTY REQUIREMENTS
Intentionally Omitted
2.20 CONTACT PERSONSCONTACT PERSONS:
For any additional information regarding the terms and conditions of this solicitation and
resultant contract, Contact: Dejenaba Wedemier, at (305) 375-4356 or via
email - djwedem@miamidade.gov.
--14--
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 2
SPECIAL CONDITIONS
SIGN LANGUAGE INTERPRETER SERVICES
2.21 COUNTY USER ACCESS PROGRAM (UAP)
User Access Fee
Pursuant to Miami -Dade County Budget Ordinance No. 03-192, this contract is subject to a
user access fee under the County User Access Program (UAP) in the amount of two percent
(2%). All sales resulting from this contract, or any contract resulting from this solicitation
and the utilization of the County contract price and the terms and conditions identified
herein, are subject to the two percent (2%) UAP. This fee applies to all contract usage
whether by County Departments or by any other governmental, quasi -governmental or not-
for-profit entity.
The vendor providing goods or services under this contract shall invoice the contract price
and shall accept as payment thereof the contract price less the 2% UAP as full and complete
payment for the goods and/or services specified on the invoice. The County shall retain the
2% UAP for use by the County to help defray the cost of the procurement program. Vendor
participation in this invoice reduction portion of the UAP is mandatory.
Joint Purchase
Only those entities that have been approved by the County for participation in the County's
Joint Purchase and Entity Revenue Sharing Agreement are eligible to utilize or receive
Miami -Dade County contract pricing and terms and conditions. The County will provide to
approved entities a UAP Participant Validation Number. The vendor must obtain the
participation number from the entity prior to filling any order placed pursuant to this section.
Vendor participation in this joint purchase portion of the UAP, however, is voluntary. The
vendor shall notify the ordering entity, in writing, within 3 work days of receipt of an order,
of a decision to decline the order.
For all ordering entities located outside the geographical boundaries of Miami -Dade County,
the successful vendor shall be entitled to ship goods on an "FOB Destination, Prepaid and
Charged Back" basis. This allowance shall only be made when expressly authorized by a
representative of the ordering entity prior to shipping the goods.
Miami -Dade County shall have no liability to the vendor for the cost of any purchase made
by an ordering entity under the UAP and shall not be deemed to be a party thereto. All
orders shall be placed directly by the ordering entity with the vendor and shall be paid by the
ordering entity less the 2% UAP.
Vendor Compliance
If a vendor fails to comply with this section, that vendor may be considered in default by
Miami -Dade County in accordance with Section 1, Paragraph 1.23 of this contract
solicitation and the resulting contract.
--15--
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 2
SPECIAL CONDI IONS
SIGN LANGUAGE INTERPRETER SERVICES
2.22 AVAILABILITY OF CONTRACT TO OTHER COUNTY DEPARTMENTS
It is hereby agreed and understood that any County department or agency may avail itself of
this contract and purchase any and all services 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 County
department(s) or agency (ies).
2.23 LICENSES, PERMITS AND FEES
The vendor shall obtain and pay for all licenses and permits that may be required for this
contract; and shall comply with all laws, ordinances, regulations to the work contemplated
herein. Damages, penalties and or fines imposed on the County or the vendor for failure to
obtain required licenses, permits or fines shall be borne by the vendor.
2.24 LIMITED CONTRACT EXTENSION TO MAINTAIN SERVICE LEVELS
It is hereby agreed and understood that this contract may be extended for an additional thirty
(30) day transitional period after the stated expiration date of the contract including any
contract extensions exercised under the initially established option period terms of the
contract. During this transitional period the vendor agrees to continue the same or a reduced
level (if such reduction is mutually agreed to and appropriately documented) of service to the
County at the same prices while the new contract, also in force, is being mobilized. If the
vendor is supplying equipment in conjunction with this contract, the vendor agrees to retain
the equipment at the designated County premise for an additional thirty (30) calendar days
after the current expiration of the Contract; at which time the equipment shall be removed
from the premises. The vendor shall be allowed to invoice the affected County department
for this additional period on a pro -rated basis.
2.25 LOCAL OFFICE SHALL BE AVAILABLE
The vendor shall maintain an office within the geographic boundaries of Miami -Dade,
Monroe, Broward and Palm Beach Counties, Florida. This office shall be staffed by a
competent company representative who can be contacted during normal working hours and
who is authorized to discuss matters pertaining to the contract for Groups I — VIII, excluding
Group VI.
2.26 WORK ACCEPTANCE
The service will be coordinated by an authorized representative of the County. This service
shall be performed to determine acceptance of work and appropriate invoicing.
16 --
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 2
SPECIAL CONDITIONS
2.27
2.28
2.29
2.30
SIGN LANGUAGE INTERPRETER SERVICES
WORK ASSIGNMENTS IDENTIFIED BY THE COUNTY
All work assignments during the contract period will be on an "as needed" basis, complying
with notification requirements. Bidder shall assume no guarantees as to the number or
frequency of work assignments or the amount of payments under the terms of this contract.
Determination of specifications for each assignment will be made by the County Department.
The County department will notify the Bidder of each work assignment; at which time the
Bidder and the County Department will mutually agree, in writing, of the beginning and
ending times and date(s) of the work assignment. For each assignment, the Bidder shall be
responsible for the proper and necessary use of the materials in performance of the work.
NOTIFICATION PRIOR TO COMMENCEMENT OF WORK SHALL BE (5) DAYS:
The County will give a minimum lead time of 5 calendar days to the vendor prior to the
desired starting date for any specific assignment; provided however, that such notification
shall be superseded by any emergency work that may be required in accordance with
provisions included elsewhere in this solicitation and resultant contract. When possible,
longer lead times will be given.
COUNTY OBSERVED HOLIDAYS
The following are the Miami -Dade County -observed holidays:
New Year's Day
Martin Luther King's Jr
President's Day
Memorial Day
Independence Day
Labor Day
Columbus Day
Birthday Veterans Day
Thanksgiving Day
Friday after Thanksgiving Day
Christmas Day
MIAMI-DADE HOUSING (MDHA) EXEMPTION TO CERTAIN CLAUSES
The contract to be awarded under this solicitation will be accessed by the Miami -Dade
Housing Authority (MDHA). As a Federally -funded agency, certain clauses within this
solicitation do not apply to that Department's allocation:
Section 1 Paragraph 1.10 (Local Preferences), Section 1 Paragraph 1.26 (Office of the
Inspector General), Section 2 Paragraph 2.2 (Small Business Contract Measures), and
Section 2 Paragraph 2.21 (County User Access Program - UAP).
-17--
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 3
TECHNICAL SP FI ATION
SIGN LANGUAGE INTERPRETING SERVICES
3.1 SCOPE:
The objective of this bid is to seek the services of bidder(s) who will provide sign language
interpreters and services to Miami -Dade County on an as needed basis. The bidder must be
able to provide tactile interpreting services for persons who are both deaf and blind. The bidder
(s) shall be responsible for all administrative, procedural processes and equipment tc
maintain and provide certified sign language interpreters, Video Remote Interpreting (VRI),
certified CART providers, and C-Captionists. Therefore, the bidder's responsibility includes
but is not limited to, assuring that all interpreters, CART providers, and C-Captionists are
sent on assignments, fully certified, and covered by the insurance requirements outlined
herein, as per Section 2.0, Paragraph 2.11.
3.2 GROUPI - NATIONAL CERTIFIED
National certified is defined as bidders who have interpreters that handle fast pace
assignment such as Board meetings, hearings and legal situations. Bidders must possess
certification from at least one of the nationally accredited institutions indentified in Section 2
paragraph 2.14. Proof of certification must be submitted along with the bid proposal or as
determined by the County. The bidder must show proof of previously being in the business of
providing sign language services for a minimum of five years by providing a business tax
receipt.
GROUP II — QUALITY ASSURANCE LEVEL (QA3)
This Quality Assurance level is defined as bidders must have qualified interpreters who
handle fast pace assignments such as board meetings, and hearings, (except legal situations).
Bidders should also be able to handle fastpaced assignments where it is not possible to stop
and ask questions for clarification. Bidders must posses' certification from at least one of the
institutions indentified in Section 2, Paragraph 2.14. Bidders must posses' a certificate from
at least one of the private firms, community colleges or universities which offers a certificate
program in Section 2, Paragraph 2.14. Proof of certification must be submitted along with the
bid proposal or as determined by the County. The bidder must show proof of previously
being in the business of providing sign language services for a minimum of five years by
providing a business tax receipt.
GROUP III - QUALITY ASSURANCE LEVEL (QA2)
This Quality Assurance level is defined as bidders must have qualified interpreters who can
provide individual one-on-one interpreting. Bidders must posses' certification from at least
one of the institutions indentified in Section 2 paragraph 2.14. Proof of certification must be
submitted along with the bid proposal. Bidders must posses' a certificate from at least one of
the private firms, community colleges or universities which offers a certificate program in
Section 2, Paragraph 2.14. Proof of certification must be submitted along with the bid
proposal or as determined by the County. The bidder must show proof of previously being in
the business of providing sign language services for a minimum of five years by providing a
business tax receipt.
18 --
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 3
TECHNICAL SPECIFICATION
SIGN LANGUAGE INTERPRETING SERVICES
GROUP IV- QUALITY ASSURANCE LEVEL (OAU
This Quality Assurance level is defined as bidders must have qualified interpreters who can
provide individual one-on-one basic interpreting. Bidders must posses' a certificate from at
least one of the private firms, community colleges or a university which offers a certificate
program in Section 2, Paragraph.2.14. Proof of certification must be submitted along with the
bid proposal or as determined by the County. The bidder must show proof of previously
being in the business of providing sign language services for a minimum of five years by
providing a business tax receipt and two business references.
Note: The use of a QAl interpreter will only be used for children's programs, when
appropriate. The use of this group must be verified and approved by the Office of (Americans
with Disabilities Act) ADA Coordination, user department and the vendor.
GROUP V- EMERGENCY SERVICES
A. Request for emergency assignments are defined as County requests that require the
vendor to provide an interpreter within (24) hours of notice. If emergency services are
requested the vendor shall charge the flat rate fee for emergency services as offered in
Section 3, Paragraph 4.0, plus the normal hourly rate charge. Bidders must posses'
certification for national certified, QA3 and QA2 categories. Proof of certification must be
submitted with the bid proposal or as determined by the County. The bidder must show proof
of previously being in the business of providing sign language services for a minimum of
five years by providing a business tax receipt,
B. Request for this service due to an emergency situation is defined as an interpreter who is
providing regular interpreting services for any group and in any of those time increments,
that will be housed at the Office of Emergency Management or the Mayors Office for a
twenty-four (24) hour period in the event of an emergency situation or an occurrence of a
natural disaster. The vendor will shall charge the flat rate fee for this kind of emergency
situation and no additional charges will be applied to the County.
GROUP VI — VIDEO REMOTE INTERPRETING (VRI)
Video Remote Interpreting is a free -based interpreting situation where at least one person is
at a distance. The deaf participant and hearing participant are in the same room. The
interpreter can be physically located at a call center in another city, working remotely and
connected through a high-speed internet connection. The County shall accept certification
from National Association for the Deaf (NAD) and Registry of Interpreters for the Deaf
(RID) for Video Remote Interpreting (VRI) services. The successful bidder shall be required
to submit evidence of such certification for each interpreter(s) providing services with their
bid proposal package or as determined by the County.
GROUP VII — COMMUNICATION ACCESS REALTIME TRANSLATION (CART)
Communication Access Realtime Translation (CART) is nearly verbatim, word-for-word
translation of spoken word to text using a stenotype machine or notebook computer and
-- 19 --
Revised 1111-0/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 3
TECHNICAL SP FI ATION
SIGN LANGUAGE INTERPRETING SERVICES
realtime software. This service is used primarily by hard -of -hearing and late -deafened
consumers. The County shall accept certification from The National Court Reporters
Association (MCRA) which is a national certified institution. The National Court Reporters
Association has several levels of acceptable certifications to perform Communication Access
Realtime Translation (CART) such as: Registered Professional Reporter (RPR), Registered
Merit Reporter (RMR), Registered Diplomate Reporter (RDR), Certified Realtime Reporter
(CRR), Certified Broadcast Captioner (CBC) and Certified CART Provider (CCP). The level
of translator needed will be determined by the user department, as needed. The awarded
bidder must furnish all equipment necessary to provide this service and be able to provide a
text file following the event. The bidder shall be required to submit evidence of certification
for each translator(s) providing services with their bid proposal package or as determined by
the County. The bidder must show proof of previously being in the business of providing
sign language services for a minimum of five years by providing a business tax receipt and
two business references
GROUP VIII — C -PRINT
C -Print is a summarized, computer-aided speech -to -text system for persons who are deaf/
hard of hearing and prefer printed text rather than sign language as an accommodation; which
is often used in educational/professional settings. The County shall accept certification from
the National Technical Institute for the Deaf, a college of Rochester Institute of Technology
(RID-NTID) which is a national certified institution. The successful bidder shall be required
to submit evidence of certification for each C -Print Captionist providing services with their
bid proposal package or as determined by the County.
3.3 INTERPRETER ASSIGNMENTS:
Assignments of less than two hours will be covered by a single interpreter; except in the case
of unusual circumstances when other arrangements are approved by the requesting
County department. The interpreter shall be required to arrive 10 to 15 minutes prior to the
assignments start time, at no additional charge to the County.
3.4 RESPONSE TIME/QUALITY OF SERVICE:
The successful bidder shall provide the names of interpreters within 48 hours of the assigned
start date. If the successful bidder indicates their inability to provide a requested interpreter,
or fails to provide names within 48 hours, the County reserves the right to procure services
from the secondary bidder.
Miami -Dade County is mandated through the Americans with Disabilities Act and is
responsible for providing effective communication. If complaints to the Office of ADA
Coordination and to the County indicates the vendor is frequently inefficient'in providing the
services to a user agency to the extent that it is hindering the user department's effort to
fulfill its obligation to provide interpreting services; the Office of ADA Coordination and the
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 3
TECHNICAL SPECIFICATION
SIGN LANGUAGE INTERPRETING SERVICES
County reserves the right to issue vendor non-performance and recommend probation,
suspension or possible termination of the primary vendor from the contract and re -award to
the secondary vendor under the contract.
3.5 INTERPRETER PROFESSIONAL CONDUCT:
The tenets as follow are to be viewed holistically and used as a guide to complete
professional behavior when providing services under this contract.
TENETS
1. Interpreters must adhere to standards of confidential communication.
2. Interpreters must possess the professional skills and knowledge required for the interpreting
situation.
3. Interpreters must conduct themselves in a manner appropriate to the interpreting situation.
4. Interpreters must demonstrate respect for their consumers.
5. Interpreters must maintain ethical business practices.
3.6 LIST OF INTERPRETERS:
Bidder must submit a list of their interpreters/employees, a list of each interpreter's
certifications and a copy of the certification for the interpreters who will work general, night,
weekend, holiday and/or emergency services. The bidder must submit such evidence along
with their bid proposal submission or as determined by the County. Failure to submit as
indicated may result in rendering the vendor non -responsible.
3.7 CANCELLATIONS BY THE COUNTY:
Due to the nature of the services, cancellations may occur. As a result, the County's
guidelines are as follows:
The County reserves the right to cancel prior to 48 hours of notice at no cost.
>> Cancellations within 24 — 48 hours, the County will pay 50% of the assigned hours.
» Cancellations within 24 hours, the County will pay 100% of the assigned hours.
Should the County cancel any assignment; fees will not be charged for the hours that can be
re -assigned to another County assignment.
--21 --
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 3
TECHNICAL SPECIFICATION
SIGN LANGUAGE INTERPRETING SERVICES
3.8 CANCELLATIONS BY THE VENDOR:
Due to the nature of the services, cancellations may occur. As a result, guidelines are as
follows:
» The vendor may cancel prior to 48 hours of notice without fees by the county.
» Cancellations within 24-48 hours, the vendor will pay the County 50% of the hours assigned.
Cancellations within 24 hours, the vendor will pay the County 100% of the hours assigned.
3.9 PENALTIES FOR LATENESS:
The County will deduct 10% from total invoice(s) amount for every minute the interpreter
is late from the assignment's start time.
4.0 MINIMUM BILLABLE TIME:
Two hour is considered minimum. Under normal circumstances, an interpreter will be
assumed to be available for the two-hour minimum time even on assignments expected to
run less than two hour. However, if the vendor states that an interpreter can only accept an
assignment if it is for a stated specific amount of time which is less than two hour, and if the
requesting department concurs, the vendor shall provide the interpreter with a form
specifying the maximum agreed time availability of the interpreter to take to the assignment.
A copy of the form must include as a part of the invoice submitted for payment (also know
as the confirmation sheet).
4.1 TRAVEL TIME OUTSIDE OF MIAMI-DADE COUNTY
There may be instances when travel time outside of Miami -Dade County will be required.
The bidder shall indicate the price per mile outside of Miami -Dade County. The vendor and
the County department are limited to the use of this item within the State of Florida only. If
the user department needs to travel to another state they must solicit an interpreter in that
state and not utilize this contract for those specific services.
--22--
Revised 1I/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 4
BID SUBMITTAL FORM
Submit Bid To: OPENING: 2:00 P.M.
CLERK OF THE BOARD JUNE
Stephen P. Clark Center 3, 2009
111 NW 1" Street
17th Floor, Suite 202
Miami, Florida 33128-1983 M1AMhDADE
s
Juau
PLEASE QUOTE PRICES F.O.B. DESTINATION, FREIGHT ALLOWED, LESS TAXES,
DELIVERED INMIAMI-DADE COUNTY, FLORIDA
NOTE: Miami -Dade County is exempt from all taxes (Federal, State, Local). Bid price should be less all taxes. Tax Exemption Certificate furnished
upon request.
Issued by: DPM Date Issued: 2/11/09 This Bid Submittal Consists of
DW Purchasing Division Pages 23 through 31
Sealed bids subject to the Terms and Conditions of this Invitation to Bid and the accompanying Bid Submittal. Such
other contract provisions, specifications, drawings or other data as are attached or incorporated by reference in the Bid
Submittal, will be received at the office of the Clerk of the Board at the address shown above until the above stated time
and date, and at that time, publicly opened for furnishing the supplies or services described in the accompanying Bid
Submittal Requirement.
SIGN LANGUAGE INTERPRETER SERVICES
A Bid Deposit in the amount of N/A of the total amount of the bid shall accompany all bids
A Performance Bond in the amount of N/A of the total amount of the bid will be required upon execution of the contract
by the successful bidder and
DO NOT WRITE IN THIS SPACE
ACCEPTED HIGHER THAN LOW
NON-RESPONSIVE NON -RESPONSIBLE
DATE B.C.C. NO BID
ITEM NOS, ACCEPTED
COMMODITY CODE: 961-75,961-24,961-72,964-88,915-09
915-80
PROCUREMENT AGENT: Dejenaba Wedemier
Miami -Dade County
FIRM NAME:
RETURN ONE ORIGINAL AND TWO COPIES OF BID SUBMITTAL PAGES AND
AFFIDAVITS. THE BIDDER MAY, AT BIDDER'S OPTION, ALSO PROVIDE THE
EXCEL FILE CONTAINING THE INFORMATION ON THE VENDOR PRICING
DOCUMENT ON CD or DISKETTE. THE FILE TO BE PROVIDED IS TO BE
DOWNLOADED AT http://services.miamidade.2ov/DPNUSolicitationList.asi)x
FAILURE TO COMPLETE THE CERTIFICATION REGARDING LOCAL PREFERENCE
ON PAGE 31 OF SECTION 4, BID SUBMITTAL FORM SHALL RENDER THE VENDOR
INELIGIBLE FOR LOCAL PREFERENCE
FAILURE TO SIGN PAGE 31 OF SECTION 4, BID SUBMITTAL FORM, WILL RENDER
YOUR BID NON-RESPONSIVE
--23--
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
BID SUBMITTAL FOR:
SIGN LANGUAGE INTERPRETER SERVICES
FIRM NAME:
EST HRS. DESCRIPTION
PRICE
The estimated hours for services required are based on a five (5) year period for the following
classifications:
GROUP 1 NATIONAL CERTIFIED
350 HRS -
General 8:00 a.m. — 5:00 p.m.
per hr
$
10 HRS Evening 5:01 p.m. —12:00 p.m.
(excluding weekends and national holidays)
$
per hr $
185 HRS
Evening 5:01 p.m. — 12:00 p.m.
$
per hr $
180 HRS
Night 12:01 a.m. — 7:59 a.m.
$
per hr $
170 HRS
Weekend (Friday 12:00 p.m. — Monday 7:59 a.m.)
$
per hr $
40 HRS
National Holidays (24 hours midnight to midnight)
$
per hr $
TOTAL:
$
GROUP 11 OUALITY ASSURANCE (OA 3) CERTIFIED
140 HRS
General 8:00 a.m. — 5:00 p.m.
per hr
$
10 HRS Evening 5:01 p.m. —12:00 p.m.
(excluding weekends and national holidays)
$
per hr $
40 HRS
Evening 5:01 p.m. —12:00 p.m.
$
per hr $
5 HRS
Night 12:01 p.m. — 7:59 a.m.
$
per hr $
20 HRS
Weekend (Friday 12:00 p.m: — Monday 7:59 a.m.)
$
per hr $
20 HRS
National Holidays (24 hours midnight to midnight)
$
per hr $
TOTAL:
$
GROUP III OUALITY ASSURANCE (OA 2) CERTIFIED
10,860 HRS General 8:00 a.m. — 5:00 p.m.
(excluding weekends and national holidays)
$
per hr
$
10 HRS Evening 5:01 p.m. —12:00 p.m.
$
per hr
$
5 HRS Night 12:01 p.m. — 7:59 a.m.
$
per hr
$
10 HRS Weekend (Friday 12:00 p.m. — Monday 7:59 a.m.)
$
per hr
$
5 HRS National Holidays (24 hours midnight to midnight)
$
per hr
$
TOTAL:
--24--
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
BID SUBMITTAL FOR:
SIGN LANGUAGE INTERPRETER SERVICES
FIRM NAME:
EST HRS. DESCRIPTION PRICE EXTENDED
GROUP IV QUALITY ASSURANCE (QA 1) CERTIFIED
This group will be used for children's programs only and requires department approval from
the Office of ADA Coordination.
300 HRS
General 8:00 a.m. - 5:00 p.m.
(excluding weekends and national holidays) $
per hr
$ _
85 HRS
Evening 5:01 p.m. — 12:00 p.m. $
per hr
$
5 HRS
Night 12:01 p.m. — 7:59 a.m. $
per hr
$
5 HRS
Weekend (Friday 12:00 p.m. — Monday 7:59 a.m.) $
per hr
$
5 HRS
National Holidays (24 hours midnight to midnight) $
per hr
$
TOTAL:
$r—�
GROUP V
EMERGENCY SERVICES
120 HRS
A. Emergency (flat fee)*
*Flat fee applies in addition to hourly billing rate.
$
24 HRS
B. Twenty-four hour (flat rate)*
*Flat rate for emergency situation or natural disaster.
$
TOTAL: (A & B)
$
Contact Name:
Contact Phone No.: Primary # Secondary #
Contact Phone No.: Cellular # Fax #
Email Address:
Hours of Operations:
--2s--
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
BID SUBMITTAL FOR:
SIGN LANGUAGE INTERPRETER SERVICES
FIRM NAME:
EST HRS. DESCRIPTION PRICE
GROUP VI VIDEO RELAY INTERPRETING (VRI)
Video Remote Interpreting is a free -based interpreting situation where at least one person is at a
distance. The deaf participant and hearing participant are in the same room.
Video Remote Interpreting Services
$ /per hour
GROUP VII COMMUNICATION ACCESS REALTIME TRANSLATION (CART)
Communication Access Realtime Translation (CART) is nearly verbatim, word-for-word, instant
translation of spoken word into written text using a stenotype machine, notebook computer and
realtime software. The bidder must provide at a minimum a Registered Professional Reporter (RPR)
for this service.
On-site individual CART
(CART provider and one consumer with hearing loss present. The consumer reads the
CART on the CART provider's laptop screen)
- No equipment required on your part
- CART provider can hear all participants and interact with consumer to
ensure effective communication
CART provider can provide visual clues and can identify speakers since
they are present in the room.
$ /per hour
2. On-site Projected CART
(CART provider using a projector to display the CART for a group)
- Minimal or no equipment required on your part (possibly projector or
screen if CART provider doesn't have their own or you need larger or
more powerful projection.)
- CART provider can hear all participants and interact with consumers to
ensure effective communication
CART provider can provide visual clues and can identify speakers since
they are present in the room.
$ /per hour
3. Remote CART
(CART provider listening to audio through phone or internet connection and sending CART
to an internet location. The consumer would need a computer with internet access to see the
CART.)
--26--
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
BID SUBMITTAL FOR:
SIGN LANGUAGE INTERPRETER SERVICES
FIRM NAME:
EST HRS. DESCRIPTION PRICE EXTENDED
- CART provider may not hear all participants well and cannot personally
interact with consumer
CART provider may not be able to identify speakers as well, since they
are getting audio only and cannot see the participants.
Equipment required on your part:
o speaker phone (small meeting setting) or
o sound system (large meeting) plugged in to special box (Gentner or
similar) so remote CART provider can get good quality audio
o computer with internet access for consumer to view the streaming
CART
$ /per hour
4. Remote Projected CART
(Same as option 3, but the internet access may be projected to display the CART for a
group.)
- CART provider may not hear all participants well and cannot personally
interact with consumer
- CART provider may not be able to identify speakers as well, since they
are getting audio only and cannot see the participants.
- Equipment required on your part:
o speaker phone (small meeting setting) or
o sound system (large meeting) plugged in to special box (Gentner or
similar) so remote CART provider can get good quality audio
o computer with internet access for consumer to view the streaming
CART
o projector and screen to display CART for group
$ ' /per hour
TOTAL (1-4): $ /per hour
GROUP VIII C -PRINT
C -Print is a summarized, computer-aided speech -to -text system for persons who are deaf/ hard of
hearing and prefer printed text rather than sign language as an accommodation.
C-Captionist $ /per hour
--27--
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
BID SUBMITTAL FOR:
SIGN LANGUAGE INTERPRETER SERVICES
FIRM NAME:
EST HRS. DESCRIPTION PRICE EXTENDED
ADDITIONAL ITEMS
A. Travel time outside of Miami -Dade County $ /per mile
(As per Section 3, Paragraph 4.1)
B. Tactile Interpreting service for persons who are both Deaf and Blind $ /per hour
(As per Section 3, Paragraph 3.1)
--as--
Revised 11/20/08
MIAMI-DADE COUNTY
BID NO.: 9056-0/14
CHECKLIST OF REQUIREMENTS:
This checklist must be completed by all bidders. Refer to the details in Section 2, Para 2.6
Item ' Group
Reference
Summarized Requirements Initial as
No.
Section
Section
Bidder must submit two (2) business references showing
,
Para
proof of having previously provided interpreting services
with their proposal. }
1 Group
*
Company:
I -VIII
Title:
_.....
Contact Person:
i
4
E-mail Address:
3
Phone
1
No.:
*
Company:
Title:
i
Contact Person:
E-mail Address: :
I
Phone
2
Section 4
The bidder must be able to attest and certify on a company
additional
letterhead, that they can provide tactile interpreting services
items
persons who are both Deaf and Blind.
The bidder must supply a list of their interpreters and
Group
- Section 2
their certifications. The bidder must submit proof of the
I -VIII
Para 2.14
appropriate certification for any group being bided on,
along with the bid proposal or as determined by the
County as per Section 2, Para 2.6, Groups 1— VIIl.
4
The bidder must show proof of previously being in the
Group
Section 2,
f
business of providing sign language services for a
I -VIII
Para 2.6
minimum of five years by providing a business tax
receipt for the past four years and the current _year. ._.. ___ _. ,,.....
-29-
Revised 11/20/08
MIAMI-DADE COUNTY BID NO.: 9056-0/14
SECTION 4
BID SUBMITTAL FOR:
SIGN LANUAGE INTERPRETER SERVICES
ACKNOWLEDGEMENT OF ADDENDA
INSTRUCTIONS: COMPLETE PART I OR PART II, WHICHEVER APPLIES
PART I:
LIST BELOW ARE THE DATES OF ISSUE FOR EACH ADDENDUM RECEIVED IN
CONNECTION WITH THIS BID
Addendum #I, Dated
Addendum #2, Dated
Addendum #3, Dated
Addendum #4, Dated
Addendum #5, Dated
Addendum #6, Dated
Addendum #7, Dated
Addendum #8, Dated
PART II:
❑ NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS BID
FIRM NAME:
AUTHORIZED SIGNATURE:
TITLE OF OFFICER:
-30-
DATE:
Revised 11/20/08
MIAMI-DADE COUNTY
MIAWDADE
BID SUBMITTAL FORM
.Bid Title: SIGN LANGUAGE INTERPRETER SERVICES
BID NO.: 9056-0/14
By signing this Bid Submittal Form the Bidder certifies that it satisfies all legal requirements (as an entity) to do business with the County, including all
Conflict of Interest and Code of Ethics provisions in Section 2-11 of the Miami -Dade County Code. Any County employee or member of his or her immediate
family seeking to contract with the County shall seek a conflict of interest opinion from the Miami -Dade County Ethics Commission prior to submittal of a Bid
response or application of any type to contract with the County by the employee or his or her immediate family and file a copy of that request for opinion and
any opinion or waiver from the Board of County Commissioners with the Clerk of the Board. The affected employee shall file with the Clerk of the Board a
statement in a form satisfactory to the Clerk disclosing the employee's interest or the interest of his or her immediate family in the proposed contract and the
nature of the intended contract at the same time as or before submitting a Bid, response, or application of any type to contract with the County. Also a copy of
the request for a conflict of interest opinion from the Ethics Commission and any corresponding opinion, or any waiver issued by the Board of County
Commissioners, must be submitted with the response to the solicitation.
In accordance with Sec. 2-1I.1(s) of the County Code as amended, prior to conducting any lobbying regarding this solicitation, the Bidder must file the
appropriate form with the Clerk of the Board stating that a particular lobbyist is authorized to represent the Bidder. Failure to file the appropriate
form in relation to each solicitation may be considered as evidence that the Bidder is not a responsible contractor.
The Bidder confirms that this Bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Bid for the
same goods and/or services and in all respects is without collusion, and that the Bidder will accept any resultant award. Further, the undersigned acknowledges
that award of a contract is contingent upon vendor registration. Failure to register as a vendor within the specified time may result in your firm not being
considered for award.
Pursuant to Miami -Dade County Ordinance 94-34, any individual, 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.
❑ Place a check mark here only if bidder has such conviction to disclose to comply with this requirement.
COUNTY USER ACCESS PROGRAM (UAP): Joint purchase and entity revenue sharing program
For the County's information, the bidder is requested to indicate, at `A' and `B' below, its general interest in participating in the Joint Purchase Program of the
County User Access Program (UAP) described in Section 2.21 of this contract solicitation, if that section is present in this solicitation document. Vendor
participation in the Joint Purchase portion of the UAP is voluntary, and the bidder's expression of general interest at `A' and `B' below is for the County's
information only and shall not be binding on the bidder.
A. If awarded this County contract, would you be interest in participating in the Joint Purchase portion of the UAP with respect to other governmental,
quasi-govemmental or not-for-profit entities located within the geographical boundaries of Miami -Dade County?
Yes No
and
B. If awarded this County contract, would you be interested in participating in the Joint Purchase portion of the UAP with respect to other
governmental, quasi -governmental or not-for-profit entities located outside the geographical boundaries of Miami -Dade County?
Yes No
LOCAL PREFERENCE CERTIFICATION: The responding vendor hereby attests, by checking one of the following blocks, that it is 0, or is not 0, a
local business. For the purpose of this certification, a `local business" is a business located within the limits of Miami -Dade County (or Broward County in
accordance with the Interlocal Agreement between the two counties) that conforms with the provisions of Section 1.10 of the General Terms and Conditions of
this solicitation and contributes to the economic development of the community in a verifiable and measurable way. This may include, but not be limited to,
the retention and expansion of employment opportunities and the support and increase to the County's tax base. Failure to complete this certification at this
time (by checking the appropriate box above) shall render the vendor ineligible for Local Preference.
Firm Name:
Street Address:
Mailing Address (if different):
Telephone No.
Email Address:
Prompt Payment Terms: % days net days
(Please see paragraph 1.2 H of General Terms and Conditions)
Signature:
Print Name:
Fax No.
FEIN No.
*`By signing this document the bidder agrees to all Terms
and Conditions of this Solicitation and the resulting Contract"
(Signature of authorized agent)
Title:
Failure to sip -n this page shall render your Bid non-responsive.
-31-
Revised 11/20/09