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* IHCORP ORATED * Invitation for Quotation
(IFQ)
i C Fla
IFQ Number:
Title:
Issue Date/Time:
IFQ Closing Date/Time:
Pre -Bid Conference:
Pre -Bid Date/Time:
Pre -Bid Location:
Deadline for Request for Clarification:
Buyer:
Hard Copy Submittal Location:
Buyer E -Mail Address:
Buyer Facsimile:
Purchasing Department
Glenn Marcos, CPPD, CPPB, Direcior/Chief Procurement Officer
Miami Riverside Center
444 SW 2nd Avenue, 61h Floor
Miami, Florida 33130
Web Site Address: http://miamigov.com/procurement
6156,1
Invitation for Quotation for Printer
Repair Services
17 -JAN -2007
01/25/2007 @ 16:00:00
None
24 -JAN -2007 @ 15:00:00
Thomas, Melberita
Cite of Miami - Purchasing
444 SW 2 Ave, 6th Floor
Miami FL 33130 US
McThomas@ci.miami.fl.us
(305) 400-5022
Page 1 of 9
Certification Statement
Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and
retain a copy for your files, Prices should include all costs, including transportation to destination. The
City reserves the right to accept or reject all or any part of this submission. Prices should be finn for a
minimum of 180 days following the time set for closing of the submissions.
In the event of en -ors in extension of totals, the unit prices shall govern in determining the quoted
prices.
We (I) certify that we have read your solicitation, completed the necessary documents, and propose to
furnish and deliver, F.O.B. DESTINATION, the items or services specified herein.
The undersigned hereby certifies that neither the contractual party nor any of its principal owners or
personnel have been convicted of any of the violations, or debarred or suspended as set in section
18-107 or Ordinance No. 12271.
All exceptions to this submission have been documented in the section below (refer to paragraph and
section).
EXCEPTIONS:
We (I) certify that any and all information contained in this submission is true; and we (I) further certify
that this submission is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or
service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and
conditions of this solicitation and certify that I am authorized to sign this submission for the submitter.
Please print the following and sign your name:
SUPPLIER NAME:
ADDRESS:
PHONE:
EMAIL:
SIGNED BY:
TITLE:
FAX:
BEEPER:
FAILURE TO COMPLETE SIGNAND RETURN THIS FORM SHALL DISOUALIF17THIS SID
Page 2 of 9
Line: 1
Description: Repair Services, on an as needed basis, for Hewlett Packard Printers
Category: 93900-00
Unit of Measure: Hour -
Unit Price: $ Number of Units: 60 Total: $
Discount or Mark-up from
published list price for parts
and supplies (indicate marls -up
or discount)
Line: 2
Description: Repair Services, on an as needed basis, for Hewlett Packard DJ800, DJ1050, DJ5000,
DJ5500
Category: 93900-00
Unit of Measure: Hour
Unit Price: $ Number of Units: 40 Total: $
Discount or Mark-up from
published list price for parts
and suppies (indicate mark-up
or discount)
Line: 3
Description: Repair Services, on an as needed basis, for Epson Nos. 890; 980; DFh5000+
Category: 93900-00
Unit of Measure: Hour
Unit Price: $ Number of Units: 40 Total: $
Discount or Mark-up from
published list price for parts
and supplies (indicate marls -up
or discount)
Page 3 of 9
invitatiL. _or Quotation (IFQ) 6156,1
Table of Contents
Ternisand Conditions.......................................................................................................................................5
1. General Conditions.............................................................................................................................5
L I. GENERAL TERMS AND CONDITIONS..............................................................................5
2. Special Conditions............................................................................................................
..................
2.1. METHOD OF AWARD...........................................................................................................6
2.9. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL
INFORMATION/CLARIFICATION..............................................................................................6
2.10. PRE-BID/PRE-PROPOSAL CONFERENCE........................................................................6
2.15. TERM OF CONTRACT.........................................................................................................6
2.19. BIDDERS MINIMUM QUALIFICATIONS.........................................................................6
2.21. INSURANCE REQUIREMENTS..........................................................................................6
2.22. CONTRACT ADMINISTRATOR.........................................................................................7
3. Specifications......................................................................................................................................9
3.1. SPECIFICATIONS/SCOPE OF WORK..................................................................................9
Page 4 of 9
Invitatiu_ _or Quotation (IFQ) 6156,1
Terms and Conditions
1. General Conditions
1.1. GENERAL TERMS AND CONDITIONS
1.2. Please quote on the Invitation for Quotation, your best price, terns, and delivery for the items
specified therein. Substitute offers will be considered if differences in specifications are explained, unless
"No Substitution" is specified.
1.3. All quotations are to be F.O.B. Destination unless otherwise indicated.
1.4. If submitting a hardcopy format, this form must be completed in full, signed and returned, in order to
be valid.
1.5. A copy of current City of Miami Occupational License must be submitted, in order to qualify for the
City's Local Preference Ordinance.
1.6. Prices shall be firm for a minimum of 120 days after receipt of Quotation.
1.7. In the event of errors in extension of totals, the unit prices shall govern in detennining the quoted
prices.
Page 5 of 9
lnvitatiL. _,)r Quotation (IFQ) 6156,1
2. Special Conditions
2.1. METHOD OF AWARD
Award of this contract will be made to the lowest responsive, responsible bidder meeting specifications.
2.9. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL
INFORMATION/CLARIFICATION
Any questions or clarifications concerning this solicitation shall be submitted by mail, email or facsimile to
the Purchasing Department, Attn: Melberita Thomas, CPPB; fax: (305) 400-5022 or
email: mthomas@ci.miami.fl.us. The solicitation title and number shall be referenced on all
correspondence. All questions must be received no later than 24 -JAN -2007 rb 15:00:00. All responses to
questions will be sent to all prospective bidders/proposers in the form on an addendum. NO QUESTIONS
WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE.
2.10. PRE-BID/PRE-PROPOSAL CONFERENCE
None
2.15. TERM OF CONTRACT
The Contract shall commence upon the date of notice of award and shall be effective for one (1) year with
the option to extend for one (1) additional one (1) year periods, subject to the availability of funds for
succeeding fiscal years.
Continuation of the contract beyond the initial period is a City prerogative; not a right of the bidder. This
prerogative will be exercised only when such continuation is clearly in the best interest of the City.
2.19. BIDDERS MINIMUM QUALIFICATIONS
Bids will be considered only from firms that are regularly engaged in the business of providing goods
and/or services as described in this Bid; that have a record of performance for a reasonable period of time;
and that have sufficient financial support, equipment and organization to insure that they can satisfactorily
provide the goods and/or services if awarded a Contract under the terms and conditions herein stated.
Bidder shall:
(1) Not have any member, officer, or stockholder that is in arrears or is in default of any debt or contract
involving the City, is a defaulter surety otherwise, upon any obligation to the City, and/or has failed to
perform faithfully on any previous contract with the City.
(2) Have no record of pending lawsuits or criminal activities, and have never been declared bankrupt.
The term "equipment and organization" as used herein shall be construed to mean a fully equipped and
well established industry as determined by the proper authorities of the City of Miami, Florida.
2.21. INSURANCE REQUIREMENTS
INDEMNIFICATION
Bidder shall pay on behalf of, indemnify and save City and its officials harmless, from and against any and
all claims, liabilities, losses, and causes of action, which may arise out of bidder's perfonnance under the
provisions of the contract, including all acts or omissions to act on the part of bidder, including any person
perfonning under this Contract for or on bidder's behalf, provided that any such claims, liabilities, losses
and causes of such action are not attributable to the negligence or misconduct of the City and, from and
Page 6 of 9
invitati, .,)r Quotation (IFQ) 61-56,1
against any orders, judgments or decrees which may be entered and which may result from this Contract,
unless attributable to the negligence or misconduct of the City, and from and against all costs, attorneys'
fees, expenses and liabilities incurred in the defense of any such claim, or the investigation thereof.
The bidder shall furnish to City of Miami, c/o Purchasing Department, 444 SW 2nd Avenue, 6th Floor,
Miami, Florida 33130, Certificate(s) of Insurance which indicate that insurance coverage has been obtained
which meets the requirements as outlined below:
(1) Worker's Compensation
A. Limits of Liability - Statutory - State of Florida
(2) Commercial General Liability:
A. Limits of Liability
Bodily Injury and Property Damage Liability - Each Occurrence: $1.000.000
General Aggregate Limit: 52,000,000
Personal and Adv. Injury. Products and Completed Operations and Fire Damage: 51.000.000.
B. Endorsements Required:
City of Miami included as an Additional insured. Employees included as insured. Contractual
Liability.
(3) BusinessAutomobile Liability
A. Limits of Liability
Bodily injury and property damage liability combined single limits. Any Auto, including hired,
borrowed or owned, or non -owned autos used in connection with the work - $1.000.000
B. Endorsements Required:
City of Miami included as an Additional Insured
BINDERS ARE UNACCEPTABLE.
The insurance coverage required shall include those classifications, as listed in standard liability insurance
manuals, which most nearly reflect the operations of the bidder.
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 "A" 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. All policies and/or certificates of insurance are subject to review and verification
by Risk Management prior to insurance approval.
Certificates will indicate no modification or change in insurance shall be made without thirty (30) days
written advance notice to the certificate holder.
NOTE: CITY BID NUMBER AND/OR TITLE OF BID MUST APPEAR ON EACH CERTIFICATE.
Compliance with the foregoing requirements shall not relieve the bidder of his liability and obligation
under this section or under any other section of this Agreement.
--If insurance certificates are scheduled to expire during the contractual period, the Bidder shall be
responsible for submitting new or renewed insurance certificates to the City at a minimum of ten (10)
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 City shall:
(4) Suspend the contract until such time as the new or renewed certificates are received by the City in
the manner prescribed in the Invitation To Bid.
(5) The City may, at its sole discretion, terminate this contract for cause and seek re -procurement
damages from the Bidder in conjunction with the General Terms and Conditions of the Bid.
The Bidder shall be responsible for assuring that the insurance certificates required in conjunction with this
Section remain in force for the duration of the contractual period; including any and all option terms that
may be granted to the Bidder.
2.22. CONTRACT ADMINISTRATOR
Page 7 of 9
InvitatiL, ,)r Quotation (IFQ) 6156,1
Upon award, contractor shall report and work directly with Dever}, Thumann, 305-603-6140„ who shall be
designated as the Contract Administrator.
Page 8 of 9
lnvitatiL, jr Quotation (IFQ) 6156,1
3. Specifications
3.1. SPECIFICATIONS/SCOPE OF WORK
1. The City, Police Departmet, presently has the following printers:
Hewlett Parkard:
HP1320
HP4000
I-IP4050
HP4250
HP4500
IIP4600
HP8000
HP8100
HP4P lus
DJ1050
DJ5000
DJ5500
DJ800
Epson:
890
980
DF3f5000+
The City reserves the right to add or delete printers as needed.
2. All bidders shall submit with their quote current published list prices for all parts and supplies. This
may be attached to your electronic submittal.
3. All labor rate shall be inclusive of travel time.
4. Bidder shall submit evidence that they are factory authorized service representative for the brands listed
above.
5. Bidder shall provide an estimate prior to performing an), work.
Page 9 of 9