HomeMy WebLinkAboutMiami-Dade County BidOPENING: 1:00-2:00 P.M. EST
MONDAY
DECEMBER 29, 2003
MIAML-DADE COUNTY, FLORIDA
REVERSE
AUCTION
TITLE
WIRELESS DATA EQUIPMENT & SERVICES ONE (1) YEAR PERIOD WITH OPTION
TO RENEW FOR TWO (2) ADDITIONAL YEARS
THE FOLLOWING ARE REQUIREMENTS OF THIS BID, AS NOTED BELOW:
BID DEPOSIT AND PERFORMANCE BOND:
CATALOGUE AND LISTS•
CERTIFICATE OF COMPETENCY:
EQUIPMENT LIST:
INDEMNIFICATION/INSURANCE:
LIVING WAGE
PRE -BID CONFERENCE/WALK-THRU•
RACE -CONSCIOUSNESS MEASURE:
SAMPLES/INFORMATION SHEETS:
SECTION 3 —WIRELESS DATA COUNTY WIDE:
SITE VISIT/AFFIDAVIT:
USER ACCESS PROGRAM:
WRITTEN WARRANTY:
N/A
N/A
NIA
NIA
See Section 2.0 Paragraph 2.11
NIA
N/A
NIA
See Section 2.0 Paragraph 2.34
N/A
N/A
See Section 2.0 Paragraph 2.21
NIA
FOR INFORMATION CONTACT:
AUCTION INFORMATION SPECIFICATION INFORMATION
GILBERT LOZANO ® (210) 477-9076 ROGELIO E. ANASAGASTI, JR.
Toll Free (877) 580-8949 Ext. 4076 T: 305-375-5663 F: 305-375-5688
E-MAIL E-MAIL
glozanoaorbisonline.com ranasp2a miamidade.eov
IMPORTANT NOTICE TO BIDDERS
•ALL QUESTIONS ARE DUE BY COB FRIDAY, DECEMBER 19,2003
•ALL YES/NO RESPONCES (PAGES 33-38) ARE DUE TO ORRIS 1-HOUR PRIOR TO REVERSE AUCTION,
PARTICIPATION IN REVERSE AUCTION IS DEPENDENT ON SUBMITTING THESE ANSWERS
■REVERSE AUCTION WINDOW WILL BE HELD ON MONDAY, DECEMBER 29, 2003
FROM 1:00 P.M. TO 2:00 P.M. EST
MIAMI-DADE COUNTY
DEPARTMENT OF PROCUREMENT MANAGEMENT
IT PROCUREMENT UNIT
FAILURE TO SIGN PAGE 40 OF SECTION 4.0, BID PROPOSAL FORM
WILL RENDER YOUR BID NON -RESPONSIVE
ITB SECTION 4.0 FORMALISID. DOC RavlGod 4/I2199
MIAMI-DADE COUNTY
BID NO.: 7525-2/06-OTR
LEGAL ANNOUNCEMENT OF BID
MIAMI-DADE COUNTY
MIAMI, FLORIDA
REVERSE AUCTION BID NUMBER:7525-2/06-OTR
Miami -Dade County Department of Procurement Management is requesting your participation in
our upcoming Private Reverse Auction to be held 'using Orbis-Online. E-Procurement
Application for the pricing portion of the acquisition.
The purpose of the E-Procurement is to establish a contract for the purchase of Wireless Data
Equipment & Service in conjunction with the needs of multiple County Departments on an as
needed when needed basis.
The concept of reverse auctions is becoming widely used in large and medium-sized
organization, including government entities. This is an on-line process that allows sellers to bid
for an opportunity to provide a service or commodity to the County. As the bidding by sellers
progresses the price typically will go down, as opposed to traditional auctions where the bidding
by buyers will typically cause the price to go up.
Through the use of Orbis-Online, sellers will be able to place their bids and observe the prices
from the competitors, but will not be able to see who the actual competitors are. This
dimensions ensures the confidentiality of the bidders and the price each is offering until all
bidding is complete.
To download a copy of the bid and for vendor training, contact Gilbert Lozano at (210) 477-9076
or e-mail at glozano@a,orbisonline.com
Date of Auction: Monday, December 29, 2003
Time of Auction Event: 1:00 P.M. — 2:00 P.M. EST
Commodity: WIRELESS DATA EQUIPMENT & SERVICE
This bid solicitation is subject to the "Cone of Silence" in accordance with County Ordinance
No. 98-106.
Miami -Dade County is not responsible for computer connectivity or delays in
Internet processing time.
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MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
SECTION 1
GENERAL TERMS AND CONDITION
1.1. DEFINITIONS
Bid — shall refer to any offer(s) 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 must 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 Cotnty's Department of Procurement Management, IT Procurement Unit
Enrolled Vendor — EFFECTIVE JULY 8, 2002, shall refer to a firm that has completed the necessary documentation in order to receive Bid
notifications from the County, but has not yet registered.
Registered Vendor -- shall refer to a firm that has completed the Miami -lade County Business Entity Registration Application and has satisfied
all requirements to enter in to business agreements with the County.
For additional Information about on-line vendor enrollment or vendor registration contact the Vendor information Center at 11.1 N.W.
1'c Street, Suite 112, Miami, FL 33128, Phone 305-375-5773. EFFECTIVE JULY 1, 2002, vendors will be able to enroll and register
online by visiting our web site at Jtttp:llmiamidade.gov and click on "Business".
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 aunty to be included on a mailing list
for selected categories of goods and services. To be eligible for award of a contract (including small purchase orders), Bidders must complete a
"Miami -Dade County Business Entity Registration Application". Only Registered Vendors can be awarded County contracts. Vendors are
encouraged to register with the County anytime by contacting the Vendor Information Center at 305-375-5287. The County endeavors to obtain
the participation of all qualified minority and disadvantaged business enterprises. For information and to apply for certification, contact the
13epat rent of Business Development, at 175 N.W. 1" Avenue, 286 Floor, Miami, FL 33123-1844, or telephone at 305-349-5960. County
employees wishing to do business with the County are referred to Section 2-11.l(d) of the Miami -Dade County Code.
B. Vendor Registration
To be recommended for award the County requires that vendors complete a Miarni-Dada County Business Entity Registration Application with
all required disclosure affidavits. The Miami -Dade County Business Entity Registration Application must be returned to the Department of
Procurement Management (DPM), Bids and Contracts Division within Fourteen (14) days of notification of the intent to recommend for award.
In the event the Miami -Dade County Business Entity Registration Application is not properly completed and returned within the specified time,
the County may award to next lowest responsive Bidder. The Bidder is responsible for obtaining the Miami -Dade County Business Entity
Registration Application and all affidavits by downloading from DPM's website at http:l/rniamidade•gov and click on "Business" or from the
Vendor Information Center, located in the lobby of the Stephen P. Clarke Center at 111 N.W. 1" Street, Miami, L. In becoming a Registered
Vendor with Miami -Dade County, the vendor confirms its knowledge of and commitment to comply with the following:
1. Disclosure of Employment —pursuant to Section 2-8.1(d) of the County Code.
2. Disclosure of Ownership Affidavit — pursuant to Section 2-8.1(d) of the County Code.
3. Drug -Free Affidavit —pursuant to Section 2-8.1.2(b) of the County Code.
4. W-9 and 8109 Forts — The vendor must furnish these forms as required by the Internal Revenue Service.
5. Social Security Number — The vendor must provide a copy of the primary owner's social security card if the social security number is being
used in lieu of the Federal Identification Number (F.E.1. N.).
6. Americans with Disabilities Act (A.D.A.) Affidavit — It is the policy of the County to comply with all requirements of County Resolution
R182-00 and the A.D.A.
7. Collection of Fees, Taxes and Parking Tickets Affidavit — pursuant to Section 2-8.1 (c) ofthe County Code.
8. Conflict of Interest and Code of Ethics — pursuant to Sections 2-8.1(i) and 2-11.1(6) (I) through (6) and (9) of the County Code and County
Ordinance No. 00-1 amending Section 2-11.1(c) ofthe County Code.
9. Code of Business Ethics — pursuant to Section 2-8.1(i) ofthe County Code.
10. Debarment Disclosure Affidavit — pursuant to County Code 10-38.
11. Office of the inspector General Pursuant to Section 2-1076 ofthe County Code.
12. Minority and Disadvantaged Business Enterprises. The County endeavors to obtain the participation of all minority and disadvantaged
business enterprises pursuant to Sections 2-8.2, 2-8.2.3 and 2-8.2.4 of the County Code and Title49 of the Code of Federal Regulations.
13. Individuals and Entities Doing Business with the County not current in their obligations to the County — pursuant to Sections 2-8.1(h) and
2-11.1(bX8) of the County Code.
14 Nondiscrimination pursuant to Section 2-8.1.5 of the County Code.
15 Family Leave - Pursuant to Section 11A 30 of the County Code.
16 Living Wage — Pursuant to Section 2-8.9 of the County Code.
17 Domestic Leave — Pursuant to Section 11A-60 of the County Code.
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.
C. PUBLIC ENTITY CRIMES
To be eligible for award ofa contract, fines wishing to do business with the County must comply with the following:
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, MIAMI-DADE COUNTY
BID NO.: 7525-2/06-OTR
Pursuant to Section 287.133(2Xa) of the Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a
conviction for a public entity crime may not submit a Bid on a contract to provide any . .: 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 ppu .lic work, may not submit Bids on leases of real property
to a publio entity, may not be awarded or perform work as a contractor, supplier, subepntractor, 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 padre convicted vendor list.
D. Request for Additional Information
I. Pursuant to Section 2-1I.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 "Cone 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 1" Street, 1 Ts
Floor, suite 202, Miami, Florida 33128-1983 or email clerkbcc@miamidade.gov.
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 all addenda, and any accompanying documentation, The Bidder is required to subunit
with its Bid a signed "Acknowledgment of Addenda" form, when any addenda have been issued.
E. Contents of Bid Solcitadon and Bidders' ltesponsibilltles
1. 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.
2. 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.
3. 1t is the responsibility of the Bidder/Proposer, prior to conducting any lobbying warding this solicitation to file the appropriate farm with
the Clerk of the Board Rating that a particular iobbvht 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 Bidder/Proposer 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.
F. Change or Withdrawal of Bids
1. granges 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 fetter and all information as required for submitting the original Bid. No changes to a Bid will be
accepted after the Bid has been opened.
2. Withdrawal of Bid — A Bid shall be irrevocable unless the Bid is withdrawn as provided herein. Only written a letter received by the DPM
Bids and Contracts Division 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 finnt cover of this Bid Solicitation. The
withdrawal letter Hurst been 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 Tents and Conditions, Special Conditions, the Technical Spwifiratlons, the Bid
Submital 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 Terns and Conditions.
H. Prompt Payment Terms
1. 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 late payments. 1n accordance with Florida Statutes, Section 218.74 and Section 2-
8.1.4 of the Miami -Dade 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 and minority and women
business enterprises shall be thirty (30) days from receipt of a proper invoice. All payments due frrnn 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 (I%) 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 alter the date on which the proper
invoice was received by the County orthe Public Health Trust.
2. 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 wilt result in the rejection of the Bidder's offer.
B. The Bid submittal faun must be legible. Bidders shall use typewriter, computer or ink. All changes must be crossed out and initialed 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 famh. FAILURE TO SIGN THE BID SUBMITTAL FORM
4
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
SHALL RENDER THE BM NON -RESPONSIVE,
D. The Bidder may be considered non -responsive if bids are conditioned to modifications, changes, or revisions to the terns and conditions of
this solicitation.
L The Bidder may submit alternate Bid(s) for the same solicitation provided that such offer is allowable under the lerms 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.
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 Bid 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 oftheir Miami -Dade County issued Occupational License.
F. Pursuant to County Code Section 2-8.1(g), 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) shall enclose an appropriately sized self-addressed stamped envelope. Bid results will not
be given by telephone or facsimile. Please allow ten (10) cQtidar days after Bid opening for mailing.
H. The Bid Solicitation, any addenda and/or properly executed modifications, the purchase order, and any change order(s) shall constitute the
contract.
L in accordance with Resolution R 1574-88 the Director of Bids and Contracts Division will decide all tie Bids.
3. Award of this Bid may be predicated on compliance with and submittal of all required documents as stipulated in the Bid Solicitation.
1.6. CONTRACT EXTENSION
A. The County reserves the right to exercise its option to extend a contract for up to ninety (90) calendar days beyond the current contract
period In such event, the County will notify the successful Bidder(s) in writing of such extensions.
B. This contract may be extended beyond the initial ninety (90) day extension upon mutual agreement between the County and the successful
Bidder(s).
1.7. WARRANTY
All warranties, express and implied, shall be made available to the County for goods and services covered by this Bid Solicitation. All 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. No guarantee is expressed or implied as to quantities or dollars that will be used
during the contract period. The County is not obligated to place any order for a given amount subsequent to the award of this Bid Solicitation
Estimates are based on the County's actual needs and/or usage during a previous contract period The County may use these estimates to
determine the low Bidder. Estimated quantities do not contemplate or include possible additional quantities that may be ordered by other
government, quasi -governmental or non-profit entities utilizing this contract under the Joint Purchase portion of the County User Access Program
(HAP) described at Section 2.21 of this contract solicitation and the resulting contract, if that section is present in this solicitation document.
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 1n its best interest to perfonn, 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
"Local Preference may be accorded to bidders (proposet's) responding to this solicitation who qualify as a local business In
accordance with Section 2-8.5 of the Mlaml-Dade County Code and Resolution No. R-514-02."
1.11. CONTINUATION OF WORK
Any work that commences prior to and will extend beyond the expiration date of the current contract period shalt, unless terminated by mutual
written agreement between the County and the successful Bidder, continue until completion at the same prices, terms and conditions.
1.12. BID PROTEST
A. A recommendation for contract award or rejection of award may he protested by a Bidder in accordance with the procedures contained in
Sections 2-8.3 and 2-8.4 ofthe County Code, as amended, and as established in Administrative Order No.3-21.
B. To initiate a Bid protest, the protester shall present to the Cleric of the Board a non-refundable filing fee, payable to the Cleric of the Board,
in accordance with the schedule provided below:
5
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
Award Amount fling Fee
$25,000$100,000 $500
$100,001-$500,000 $1,000
$500,001-55 million $3,000
Over $5 million $5,000
In the event a Bidder wishes to protest any 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.
C. For award recommendations greater than $100,000 the following shall apply:
When a letter of intent to award a Bid Solicitation bas been communicated (mail, faxed or entailed) to each competing Bidder and filed
with the Clerk of the Board, a Bidder wishing to protest said award recommendation shall file a pmtest with the clerk of the Board within
ten (10) working days of the date of award recommendation letter. Within two (2) days of that filing, the protester shall provide the
County Attorney and each Bidder with a copy of each document that was filed with the protest. Failure to timely file the written protest
shall constitute a waiver of the right to protest the award recommendation.
D. For award recommendations from $25,000 to $100,000 the following shall apply:
Each Monday, in the lobby of the Stephen P. Clark Center, located at 111 N.W. 1" Street, award recommendations are posted.
Participants may also call the Awards Line at 305-375-4724, or 800-510-4724, or the contact person as identified on the cover page of the
Bid Solicitation Any Bidder wishing to protest such recommendations shall file a protest with the Clerk of the Board within five (5)
working days of the posting and submit a $500 non-refundable filing fee.
1.13. RULES, REGULATIONS AND LICENSES
The successful Bidder shall comply with all laws and regulations applicable to provide the goods and/or services specified 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 of seise 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.
1.1& RESPONSIBILITY AS EMPLOYER
The employee(s) 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 employee(s) capable of performing the work as
required. The County may require the successfud Bidder to remove any employee it deems unacceptable. All employees of the successful Bidder
shall wear proper identification.
1.19. INDEMNIFICATION
The successful Bidder shall indenmify and hold harmless the County and its officers, employees, agents and instrumentalities from any and all
liability, losses or damages, including attorney's fees and costs of defense, which the County or its officers, employees, agents or
instiwnentalities 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 agneemere 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 ail costs, judgments,
and attomey'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 inshrm entalitles as herein provided.
1.20. COLLUSION
Where two (2) or more related parties, as defined herein, each submit a Bid for any contract, such Bids shall be presumed to be collusive. The
foregoing presumption may be rebutted by the presentation of evidence as to the extent of ownership, control and management of such related
parties in preparation and submittal of such Bids. Related parties shall mean Bidder or the principals thereof which have a direct or indirect
ownership interest in another Bidder for the same contract or in which a parent company or the principals thereof of one (1) Bidder have a direct
or indirect ownership interest in another Bidder Ibr the sane contract. Furthermore, any prior understanding, agreement, or connection between
two or more corporations, firms, or persons submitting a bid for the same materials, supplies, services, or equipment shall also be presumed to be
collusive. Bids found to be collusive shall be rejected. Bidders who have been found to have engaged in collusion may be considered non -
responsible, and may be suspended or debarred, and any contract resulting from collusive Bidding may be terminated for default.
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MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
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 Bidder
fails 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 2-8.1.4 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 shall be
responsible for all direct or indirect costs associated with termination or cancellation, including attomey'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 or other auditor of the County's
choosing at the Contractor's expense. The Contractor shall provide access to all of its records, which relate directly or indirectly to this
Agreement at its place of business during regular business horns. 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 (1G) 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(cX8) 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 detemune if the bidder is
capable of performing the requirements of this bid solicitation.
1.28 PROPRIETARY/CONFIDENTIAL 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 Law." The bidder shall 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 hnformation 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 shall
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 mender a bid non -responsive.
1.29 HEALTH INSURANCE PORTABILITY AND ACCOUNTAB1L1TY ACT (HIPPA)
Any person or entity that performs or assists Miami -Dade County with a funetion or activity involving the use or disclosure of "individually
identifiable health information (111i1) and/or Protected Health Information (PHI) shall comply with the Health Insurance Portability 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 perfom ing services required by the contract or as required by law;
2. Use of appropriate safeguards to prevent non -permitted disclosures;
3. Reporting to Miami -Dade County of any non -permitted use or disclosure;
4. Assurances that any agents and subcontractors agree to the sane restrictions and conditions that apply to the Bidder/Proposer and
reasonable assurances that 1111I/PH1 will be held confidential;
5. Making Protected health Information (PH1) available to the customer,
6. Making PHI available to the customer for review and amendment; and incorporating any amendments requested by the customer,
7. Making PHI available to Miami -Dade County for an accounting of disclosures; and
8. Making interest practices, books and records related to PHI available to Miami -Dade County for compliance audits.
7
MIAMI-DADE COUNTY BID NO,: 7525-2/06-OTR
PHI shall maintain its protected status regardless of the form and method of transmission (paper records, 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 ONLINE PRICE BID
Final amount bid online as per the scheduled inverse auction will be the final price accepted by Miami -Dade County. All pricing provided as part
of the spreadsheet will not be used for award for year one (1) of this solicitation.
8
MIA MI-DADE COUNTY BID NO.: 7525-2/06-OTR
SECTION 2.0
SPECIAL CONDITIONS
WIRELESS DATA EQUIPMENT & SERVICES
2.1 PURPOSE: TO ESTABLISH A CONTRACT FOR COUNTY DEPARTMENTS
The purpose of this Reverse -Auction is to establish a contract for the purchase of
Wireless Data Equipment & Services in conjunction with the needs of Miami -Dade
County.
The concept of reverse auctions is becoming widely used in large and medium-sized
organizations, including government entities. This is an on-line process that allows
sellers to bid for an opportunity to provide a service or commodity to the County. As the
bidding by sellers progresses the price typically will go down, as opposed to traditional
auctions, where the bidding by buyers will typically cause the price to go up.
Through the use of Internet Portal Providers, (IPP) sellers will be able to place their bids
and observe the bids from their competitors, but will not be able to see who the actual
competitors are. This dimension ensures the confidentiality of the bidders and the price
each is offering until all bidding is complete
For this solicitation, Orbis On-line is the Internet Portal Provider and has been hired by
the Department of Procurement Management as a consultant to address all concerns
regarding system use and auction processes, but cannot address any questions regarding
the solicitation document. Orbis On-line will provide training to the bidders before the
actual event in order to ensure they are aware how to access the system and how to
navigate through the process. Further interaction may be required if bidders should have
questions or problems during the event.
DEFINITIONS
CBE/Competitive Bidding Event. -an auction event that is facilitated thru a competitive
bidding process.
Enabler -the entity that maintains the system and facilitates the over-all central auction
process.
Surrogate Bidder -an individual who assumes the role for a confirmed vendor/bidder
when there is a break in the connectivity during a Reverse Auction bidding process.
Surrogate Bidding- A taped help desk function that is implemented as a back-up when
there is a break in connectivity during a Reverse Auction bidding.
9
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
2.2 TECHNICAL POINT OF CONTACT PRIOR TO THE AUCTION OR DURING
THE AUCTION:
If there are technical problems accessing the internet site or entering a bid, please contact
any of the following Consultant/Agent IMMEDIATELY.
Gilbert Lozano
Victor Bosquez
Supplier Support
Technical &
Auction
Administrator
Surrogate Bidder
Account Manager
(210) 477-9076
or Toll Free
(877) 580-8949
Ext. 4076
(210) 477-9111
or Toll Free
(877) 580-8949
Ext. 4111
glozano®orbisonline.com
vbosquez®orbisonline.com
IMPORTANT:
If you experience any problems during the bid or encounter an Internet disconnection or
do not have access to a computer with Internet access, CALL Customer Support
IMMEDIATELY (210) 576-7600 to request Surrogate -bidding assistance.
If you have created an account on Orbis On-line, the Surrogate bidder will enter your bid
CONFIDENTIALLY into the system and confirm the process for each entry.
If you have questions regarding the process prior to the bid, please contact Customer
support. (See Point of Contact List)
DURING THE AUCTION:
Technical Issues: Connectivity or problems entering a bid, contact Customer support. If
you decide you no longer want to bid, contact Customer Support who will notify the
Contracting Officer.
1. Training of Oualified Contractors
a. Orbis On-line will train designated employees of each Qualified Bidder in
telephonic training sessions and may use real time "mock" bidding to familiarize
the Bidder's employees with the online bidding system.
b. Trained Suppliers, An employee of a Qualified Bidders who successfully
10
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
completes the training provided by Orbis On-line pursuant to Paragraph 3.a shall
be designated by Orbis On-line as a "Trained Supplier." Only Trained Suppliers
may participate. Orbis On-line reserves the right to request that Qualified Bidders
provide an alternative employee to become a Trained Supplier. Orbis On-line has
the right to take away the "Trained Supplier" designation from any Trained
Supplier who fails to abide by the terms and conditions of this section or the
License Agreement.
2. Conduct of Orbis Online (Client Base Enabler (CBE). For the preparation and
conduct of each CBE, Enabler will provide staff and equipment from its facility,
to handle all CBE related activities as follows:
a. Load all relevant CBE and technical parameters provided by the client
agency into the online bidding system;
b. Ensure that only Trained Suppliers and client agency certified buyers have
access to appropriate CBE information;
c. Authenticate the identities of all Trained Suppliers and client agency
certified buyers involved in each CBE and maintain password security
within the online bidding system;
d. Maintain the event for Trained Suppliers and client agency certified buyers
to call with questions or technical problems before, during, or within a
reasonable time after the CBE;
e. Provide reasonable assistance to facilitate resolution -of any issues between
the client agencies certified buyers/Qualified Bidders;
f. Respond in a timely fashion to Trained Supplier issues;
g•
Conduct procedures for ensuring that Trained Suppliers are prepared and
present on bid -day;
h. Communicate any changes or adjustments to all Trained Suppliers; and
i. Respond to Trained Supplier problems that might prevent bidding with a
secure "surrogate bidding" system.
3. Rules Applicable Specifically to Qualified Bidders. Qualified Bidders agree to
be bound by the following rules:
a. Bids which qualified Bidders submit through the Enabler online bidding
system are legally binding quotations without qualification. Bids may not
be cancelled or withdrawn except for data entry errors.
Il
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
b. Qualified Bidders agree to submit bids only through the online bidding
mechanism supplied by Enabler and not to submit bids via any other
mechanism including but not limited to post, courier, fax, E-mail, or orally
unless specifically requested by client agency.
c. Any Qualified Bidder experiencing difficulties during a CBE must notify
Enabler immediately. "Difficulties" include any event or problem which
interferes with the Qualified Bidders ability to participate in the CBE and
may include, but is not limited to: data entry errors, software problems, or
hardware problems.
d. Qualified Bidders must maintain security of passwords against
unauthorized use.
4. Additional Terms
a. Enabler is an independent contractor, which never holds title to, handles
the physical distribution of, nor can be held liable for failures of any
components, materials, or suppliers. All parties understand and agree that
the purpose of Enabler is to create an online marketplace where Qualified
Bidders may compete fairly, responding to bids from other Qualified
Bidders.
b. Qualified Bidders have the final responsibility for all decisions regarding
the operation of the market. The Client Agency may suspend or cancel
online competitive bidding at any time and without prior notification.
c. All parties will prohibit unethical behavior and are expected to notify
Orbis On-line or the client agency if they witness practices that are
counter -productive to the fair operation on the online marketplace.
5. Bid Ouening. The bid opening time period for the CBE shall be set by Orbis On-
line and the client agency. Electronic bids shall be submitted by Qualified Bidders
during the bid opening time period. If a bid is submitted within the last minute of
the bid opening time period, and meets the minimum bid decrement the bidding
may be extended for an additional ten minutes beyond the time of the last bid
(provided the last bid was the lowest bid received).
6. In the event of a catastrophic failure, the Contracting Officer reserves the right to
cancel, restart, or reschedule the event;
7. Minimum bid decrements shall be no less than $500.00(dollars).
8. RACE/ETHNICITY/GENDER CONTRACT MEASURES
This contract has no contract measures.
12
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
The enabler (Orbis-Online) will provide bid training, user names, and passwords to all
interested parties.
2.3 SUPPLIER AUCTION GUIDELINES:
1. Test your communication link to make sure there are no connectivity problems
submitting bids during the mock auction training session.
2. DO NOT WAIT UNTIL THE LAST FEW SECONDS OF THE AUCTION TO
SUBMIT YOUR BID. YOUR BID MAY NOT GET THROUGH IF THERE ARE
DELAYS IN INTERNET PROCESSING.
3. WATCH THE SYSTEM TIME SHOWN ON THE SCREEN — IT IS THE ONLY
TIME RECOGNIZED BY THE AUCTIONEER to ACCEPT FINAL BIDS
WITHIN THE ALLOTTED TIME.
4. EXTENSIONS - if there is an auction over time or extension, the AUCTION
CLOCK WILL BE UPDATED TO SHOW THE TIME REMAINING.
GENERAL INSTRUCTIONS:
1. Bidders will be sent logon information and the auction site
(www.orbisonline.com/miami-dade) information,
2. Select the contractor Tab.
3. Enter the assigned and User Name and password.
4. Every bidder MUST have a unique 1.D. Bidders CANNOT share ID's. If more
than one bidder is toed on with the same ID. your bid could be
disqualified.
5. Enter your bid and watch the time.
6. The bidder will receive an e-mail Auction Reminder the day of the auction and a
follow-up call that same day prior to the auction.
7. Bidders MUST logon to the Auction Site www.orbisonline.com/miami-dade:
[FILL INI to access the auction site and place bids.
8. If you have a technical problem and cannot connect to the site to place your bid,
contact the Surrogate Bidder listed in the point of contact table period. The
Surrogate will enter your confidential bid for you and confirm the bid as it is
entered and accepted.
9. Affidavits from the successful bidder must be received together with Section 4.0
and Bid Proposal Forms, within ten working days of Reverse Auction closing to
the Department of Procurement Management, to the attention Rogelio E.
Anasagasti, Jr., Department of Procurement Management, 111 N.W. 1't
Street, Suite 1300, Miami, Fl 33128-1989.
13
MIAMI-DADE COUNTY BID NO,: 7525-2/06-OTR
Several vendors will participate in the bid process. You will not see the bidders'
company — nor will you be able to see the bidder's name. You will see the most recent
bid and will enter your bid in accordance with the training received,
2,4 TERM OF CONTRACT: ONE (1) 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, IT Procurement Unit; and contingent upon the
completion and submittal of all required bid documents. The contract shall remain in
effect for one (1) years and upon completion of the expressed and/or implied warranty
period.
2.5 OPTION TO RENEW FOR TWO (2) YEARS
The prices for a one (1) year period from effective date shall be consistent with the
provisions outlined in section 2.7 of these special terms and conditions; at which time
Dade County shall have the option to renew for an additional two (2) year period. At that
time Dade County will consider an adjustment to price based on Latest Consumer Price
Index, All Items, All Urban Consumers in Greater Miami, Ft. Lauderdale area. It shall be
further understood that the County reserves the right to reject any price adjustments
submitted by the bidder and/or to terminate the contract with the bidder based on such
price adjustments. Continuation of the contract beyond the initial period is a County
prerogative; not a right of the bidder. This prerogative will be exercised only when such
continuation is clearly in the best interest of the County.
In the event that the bidder declines the County's right to exercise the option period, the
County will consider the successful bidder in default and affect its eligibility for future
contracts.
NOTE: SHOULD THE COUNTY EXERCISE THE OPTION TO RENEW, IT
SHALL BE ONLY FOR WIRELESS DATA EQUIPMENT & SERVICES.
2.6 METHOD OF AWARD: TOTAL COST, BID
Answering NO to any question in the proposal (Section 4.0) will render Proposer Non -
Responsive. County reserves the right to confirm any response. Award of this contract
will be made to the lowest responsive, responsible bidder based on the total costs to be
incurred by the County. These costs shall include the cost of acquisition and a
guaranteed maximum repair cost, less a guaranteed buy-back from the bidder. All
bidders shall, at a minimum, state the acquisition price to be offered to the County. All
bidders are also encouraged to offer a guaranteed maximum repair cost and a guaranteed
buy-back, as this is the preferable purchasing method for the County under the
solicitation. Notwithstanding, the County reserves the right to base its award of this
14
MIAM1-DADE COUNTY BID NO.: 7525-2/06-OTR
contract to the lowest bidder either on the total cost or on the acquisition cost only;
whichever is in the best interest of the County.
2.7 PRICES SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT:
If the bidder is awarded a contract under this bid solicitation, the prices proposed by the
bidder shall remain fixed and firm during the term of contract, except that bidder may
offer additional discounted pricing to the County for goods and services at any time
during the term of the contract.
2.8 INTENTIONALLY OMITTED
2.9 EQUAL PRODUCT CAN BE CONSIDERED UPON RECEIPT OF
INFORMATION SHEETS AND SAMPLES
Manufacturer's name, brand name and/or model number are used in these specifications
for the sole purpose of establishing minimum requirement of level of quality, standards of
performance and design required and is in no way intended to prohibit the bidding of
other manufacturer's items of equal material. An equal product may be bid provided that
the product is found to be equal in quality, standards of performance, design, etc. to the
item specified. Where an equal is bid, the Bid Proposal must be accompanied with two
(2) complete sets of factory information sheets (specifications, brochures, etc.) and test
results of item bid as equal. Samples are required for evaluation, at no cost to the
County, and should be submitted with the Bid (Section 2.34). Failure to meet this
requirement may result in your bid being considered non -responsive. The County shall
be sole judge of equality and its decision shall be final.
2.10 LIQUIDATED DAMAGES FOR INCOMPLETE PROJECTS
Although the actual cost cannot be readily quantifiable, failure to comply with the
minimal coverage map area and projected coverage map area within 12 months, or less,
from the date of award of this contract and failure to complete the project in accordance
with the specifications and to the satisfaction of the County within the time stated, the
bidder shall be subject to charges for liquidated damages in the amount of $200.00 for
each and every calendar day the work remains incomplete. Specifically, As
compensation due the County for loss of use and for additional costs incurred by the
County due to such noncompletion of the work, the County shall have the right to deduct
the said liquidated damages from any amount due or that may become due to the bidder
under this agreement or to invoice the bidder for such damages if the costs incurred
exceed the amount due to the bidder.
2.11 INDEMNIFICATION AND INSURANCE (1) - GENERAL SERVICE
AND MAINTENANCE CONTRACT
15
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
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 or
proceedings 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 attomey'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. 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.
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
16
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
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: DADE COUNTY BID NUMBER AND TITLE OF BID MUST APPEAR ON
EACH CERTIFICATE.
CERTIFICATE HOLDER MUST READ: MIAMI-DADE COUNTY
111 NW 1't STREET
SUITE 2340
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 Invitation To Bid, the Bidder shall be verbally notified of such
deficiency and shall have an additional five (5) calendar days to submit a corrected
certificate to the County. if the Bidder fails to submit the required insurance documents
in the manner prescribed in this levitation To Bid within twenty (20) calendar days after
Board of Commission approval, the Bidder shall be in default of the contractual terms
and conditions and shall not be awarded the contract. Under such circumstances, the
Bidder may be prohibited from submitting future Proposal to the County in accordance
with Section 1.24 of the General Terms and Conditions.
The Bidder 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 Bidder in accordance with
Section 2.5 of the Special Conditions. If insurance certificates are scheduled to expire
during the contractual period, the Bidder shall be responsible for submitting new or
renewed insurance certificates to the County at a minimum of thirty (30) calendar days in
advance of such expiration. In the event that expired certificates are not replaced with
new or renewed certificates which cover the contractual period, the County shall suspend
the contract until such time as the new or renewed certificates are received by the County
in the manner prescribed in the Invitation To Bid; provided, however, that this suspended
period does not exceed thirty (30) calendar days. If such suspension exceeds thirty (30)
calendars days, the County may, at its sole discretion, terminate this contract for cause
and seek re -procurement damages from the Bidder in accordance with Section 1.24 of the
General Terms and Conditions.
Department of Procurement Management
Bids and Contracts Division
111 NW lst Street, Suite 1300
17
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
Miami, Florida 33128-1989
2.12 INTENTIONALLY OMITTED
2.13 INTENTIONALLY OMITTED
2.14 INTENTIONALLY OMITTED
2.15 METHOD OF PAYMENT: MONTHLY INVOICES
The vendor(s) shall submit monthly invoices by the tenth (10th) calendar day of each
month. These invoices shall be submitted to the County user department(s) that
requested the service through a purchase order. The invoices shall reflect the type of
service provided to the County in the prior month.
All invoices shall contain the following basic information:
1. 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:
• 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
18
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
Vl. Failure to Comply:
• Failure to submit invoices in the prescribed manner will delay payment,
contractor may be considered in default of contract and its contract may be
terminated
2.16 SHIPPING TERMS: F.O.B. DESTINATION
All bidders shall quote prices based on F.O.B. Destination and shall hold title to the
goods until such time as they are delivered to, and accepted by, an authorized county
representative at various locations in Dade County.
2.17 DELIVERY SHALL BE TEN (10) DAYS AFTER ORDER IS PLACED BY THE
COUNTY
The bidder shall make deliveries within ten (10) calendar days after the date that the
County department orders the items. All deliveries shall be made in accordance with
good commercial practice and shall be adhered to by the successful bidder(s); except in
such cases where the 'delivery will be delayed due to acts of God, strikes, or other causes
beyond the control of the bidder. In these cases, the bidder shall notify the County of the
delays in advance of the delivery date so that a revised delivery schedule can be
negotiated.
Should the bidder(s) to whom the contract(s) is awarded fail to deliver in the number of
days as stated in its proposal, the County reserves the right to cancel the contract after
any back order period which is specified in the Special Conditions has lapsed. If the
contract is cancelled, it is hereby understood and agreed that the County has the authority
to purchase the goods elsewhere and to charge the bidder with any re -procurement costs.
2.18 BACK ORDERS SHALL NOT BE ALLOWED
The County shall not accept any back orders of deliveries from the bidder. Accordingly,
the bidder is required to deliver all items to the County within the time specified in this
solicitation; and no grace period shall be honored. In the event that the bidder fails to
deliver the goods within the time specified, the County reserves the right to cancel the
order, seek the items from another vendor, and charge the bidder for any re -procurement
costs.
2.19 WARRANTY SHOULD BE SUPPLIED IN WRITTEN FORM
A. Type of Warranty Coverage Required
The bidder should supply a copy of its written warranty certificates with its bid proposal,
however, the bidder may be given the opportunity to submit these certificates to the
County during the bid evaluation period. Failure to meet this requirement may result in
your bid being declared non -responsive. The warranty supplied by the bidder shall
remain in force for the full period identified by the bidder; regardless of whether the
19
MIAM1-DADE COUNTY BID NO.: 7525-2/06-OTR
bidder is under contract with the County at the time of defect. Any payment by the
County on behalf of the goods or services received from the bidder does not constitute a
waiver of these warranty provisions.
B. Correcting Defects Covered Under Warranty
The bidder shall be responsible for promptly correcting any deficiency, at no cost to the
County, within fifteen (15) calendar days after the County notifies the bidder of such
deficiency in writing. If the bidder fails to honor the warranty and/or fails to correct or
replace the defective work or items within the period specified, the County may, at its
discretion, notify the bidder, in writing, that the bidder may be debarred as a County
bidder and/or subject to contractual default if the corrections or replacements are not
completed to the satisfaction of the County within seven (7) calendar days of receipt of
the notice. If the bidder fails to satisfy the warranty within the period specified in the
notice, the County may (a) place the bidder in default of its contract, and/or (b) procure
the products or services from another vendor and charge the bidder for any additional
costs that are incurred by the County for this work or items; either through a credit
memorandum or through invoicing.
2.20 CONTACT PERSONS:
For any additional information regarding the specifications and requirements of this
contract, Contact: Rogelio E. Anasagasti, Jr. at (305) 375-5663.
2.21 COUNTY USER ACCESS PROGRAM (UAP1
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
20
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
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.
2.22 ACCEPTANCE OF PRODUCT BY THE COUNTY
The products shall be maintained and delivered to the County in excellent (new)
condition. If a product does not meet specifications, it will be returned to the bidder as
exchange for suitable merchandise or for full credit at no additional cost to the County.
2.23 ALTERNATE BRAND NAMES FOR EACH ITEM MAY BE ALLOWABLE
Vendors may offer up to two (2) distinct product brand names for each item listed on the
pricing form included in this solicitation; provided that (a) such offer is allowable in
accordance with provision 2.9 of this solicitation, and (b) the same price is offered for
both brand names. If the County determines that both brand names are acceptable based
on the quality standards, the County may, at its option, order either of the brand names
made available through the offer. Conversely, the vendor may, at its option, deliver
either of the brand names that have been accepted by the County. In those cases where
this allowance is in conflict with provision 2.9 of this solicitation, the terms and
conditions of provision 2.9 shall prevail.
2.24 AVAILABILITY OF CONTRACT TO OTHER COUNTY DEPARTMENTS
Although this Solicitation is specific to a 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 items specified herein from the successful bidder(s) at the contract
21
MIAM1-DADE COUNTY BID NO.: 7525-2/06-OTR
price(s) established herein. Under these circumstances, a separate purchase order shall be
issued by the County, which identifies the requirements of the additional County
department(s) or agency (ies).
2.25 DAMAGED GOODS WHEN SHIPPING IS PROVIDED BY BIDDER:
The bidder shall be responsible for filing, processing and collecting all damage claims
against the shipper.
2,26 DEMONSTRATION OF EQUIPMENT MAY BE REQUIRED DURING
EVALUATION
After receipt of offers by the County, the vendors may be required to demonstrate their
specifically offered equipment to cognizant County personnel, at no separate cost. The
purpose of this demonstration is to observe the equipment in an operational environment
and to verify its capability, suitability, and adaptability in conjunction with the
performance requirements stipulated in this solicitation, If a demonstration is required,
the County will notify the vendor of such in writing and will specify the date, time and
location of the demonstration. If the vendor fails to perform: the demonstration on the
specified date stipulated in the notice, the County may elect to reject that vendor's offer,
or to re -schedule the demonstration, whichever action is determined to be in the best
interests of the County. The County shall be the sole judge of the acceptability of the
equipment in conformance with the specifications and its decision shall be final.
The equipment used for the demonstration shall be the same as the manufacturer's model
identified in the vendor's offer. Accordingly, the equipment used in the demonstration
shall create an express warranty that the actual equipment to be provided by the vendor
during the contract period shall conform to the equipment used in the demonstration. The
vendor shall be required to provide adequate restitution to the County, in the manner
prescribed by the County, if this warranty is violated during the term of the contract.
2.27 ENVIRONMENTALLY ACCEPTABLE PACKAGING
Effective June 16, 1992, all contracts in excess of ten thousand ($10,000) dollars will be
affected by Resolution Number R738-92 amending Metropolitan Dade County
Administrative Order 3-2 (relating to the procurement of goods and services).
As a waste management alternative, and as an additional means of reducing the volume
and toxicity of waste and by-products entering Florida's solid waste stream, Metropolitan
Dade County has instituted the following policy with regard to source reduction.
In order to discourage excessive packaging of a product solely for marketing purposes
and to encourage packaging for purposes of ensuring durability, re -usability and
recyclability. No goods shall be purchased if the goods constitute less than 90 percent
(by volume) of the item being purchased or if the goods contains more than 10 percent
22
MIAM1-DADE COUNTY BID NO.: 7525-2/06-OTR
package and packing material (by volume). No packaging shall be purchased which is
not environmentally acceptable packaging.
For purposes of meeting the requirements of this resolution, "Environmentally
Acceptable" shall be defined as; any item that is returnable for reuse or recycling, or
which is recyclable.
In order to insure compliance with this resolution, bidders shall indicate in the space
provided on the bid proposal page, the method to be used for returning packaging
materials to the distributor in conjunction with this solicitation and/or by completing the
General Services Certification of Recycled Product Content Form indicating the ability of
the materials to be recycled through existing recycling collection programs.
Appeals for waiver of these requirements may be made in writing to the County Manager
through the Director of Procurement Management. No waiver shall be effective unless
approved by a majority vote of the Board of County Commissioners. Proposals failing to
provide this information may result in being declared non -responsive; however the
Bidder shall be given the opportunity to provide the information during the bid evaluation
period. At such time, the Bidder shall be given fifteen (15) calendar days to submit this
information.
Vendors wishing to obtain a copy of the complete resolution should contact The Office of
Vendor Assistance at (305) 375-5289.
2.28 IDENTIFICATION OF EACH ITEM
Each bid item must be clearly identified on the Bid Proposal pages(s) as to Make, Model
#, Style #, Packaging, Case Weight, etc. as requested, in order to be eligible for award.
Use of terms such as, "As Spec" are unacceptable. Failure to provide this information
with the Bid Proposal will render the bid non -responsive.
2.29 INFORMATION SHEETS SHOULD BE SUBMITTED FOR EACH ITEM
PROPOSED
The Bid Proposal should be accompanied with two (2) complete sets of factory
information sheets (specifications, brochures, etc.) for each item proposed by the bidder.
Failure to meet this requirement may result in the bid being rejected. Decision of the
County as to quality of the product based an submission of the information sheets shall
be fmal.
2.30 MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS
The Bidder hereby acknowledges and agrees that all materials, except where recycled
content is specifically requested, supplied by the Bidder in conjunction with this Bid shall
be new, warranted for their merchantability, and fit for a particular purpose. In the event
any of the materials supplied to the County by the Bidder are found to be defective or do
23
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
not conform to specifications, the County reserves the right to (1) cancel the order and
return such materials to the Bidder at the Bidder's expense or (2) require the Bidder to
replace the materials at the Bidder's expense.
2.31 PACKING SLIP/DELIVERY TICKET TO ACCOMPANY ITEMS DURING
DELIVERY:
The successful bidder shall enclose a complete packing slip or delivery ticket with any
items to be delivered in conjunction with this bid solicitation. The packing slip shall be
attached to the shipping carton(s) which contain the items and shall be made available to
the County's authorized representative during delivery. The packing slip or delivery
ticket shall include, at a minimum, the following information: purchase order number;
date of order; a complete listing of items being delivered; and back -order quantities and
estimated delivery of back -orders if applicable.
2.32 PURCHASE OF OTHER ITEMS NOT LISTED ON THIS BID SOLICITATION
BASED ON PRICE QUOTES:
While the County has listed all major items on the bid solicitation which are utilized by
County departments in conjunction with its operations, there may be ancillary items that
must be purchased by the County during the term of this contract. Under these
circumstances, a County representative will contact the primary vendor to obtain a price
quote for the ancillary items. If there are multiple vendors on the contract, the County
representative may also obtain price quotes from these vendors. The County reserves the
right to award these ancillary items to the primary contract vendor, another contract
vendor based on the lowest price quote or to bid the items through a separate solicitation.
2.33 REBATES AND SPECIAL PROMOTIONS
All rebates and special promotions offered by a manufacturer during the term of the
contract shall be passed on by the successful vendor(s) to the County. it shall be the
responsibility of the vendor to notify the County of such rebates and/or special
promotions during the contract period.
Special promotions shall be offered by the vendor(s) to the County provided that the new
price charged for the item(s) is lower than would otherwise be available through the
contract. It is understood that these may be of limited duration as indicated by the
vendor(s). At the end of such promotion, the standard contract price shall .prevail.
2.34 SAMPLES OF EACH "EQUAL" ITEM BID SHOULD BE SUBMITTED WITH
PROPOSAL
Although the Bid lists specific manufacturers and brand names as a standard for product
quality, the Bidder is allowed to submit items of equal quality if specified in Section 2.9
of the Special Conditions. In the event that the bidder is proposing an "equal" product(s),
the bidder should submit a sample of each "equal" item bid within 72 hours of close of
24
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
online auction for evaluation.. Each individual sample shall be clearly labeled with the
bidder's name, bid number, bid title, manufacturer's name, brand name, and style number
if applicable. A sample shall not be required for any item that represents the
manufacturer and brand name specified in the bid. If the bidder fails to submit the "equal
item" samples, properly labeled, the County may not consider the bidder's proposal for
that item(s); provided however, that, in the event of a group or aggregate award, the
bidder's proposal may not be eligible for that group or in the aggregate as applicable. All
samples shall become the property of Miami -Dade County.
The County reserves the right to perform its own testing procedures or to send any and all
samples to the State of Florida's Department of General Services, Division of Purchasing,
Bureau of Standards Laboratory or any other certifiable laboratory for analysis. Any and
all costs for testing shall be borne by bidder. On the basis of this testing and analysis, the
County shall be sole judge of the acceptability of the sample in conjunction with the bid
specifications and its decision shall be final. Any sample submitted shall create an
implied warranty that the whole of the goods and/or services to be provided by the bidder
during the contract period shall conform to the sample submitted. The bidder shall be
required to provide adequate restitution to the County, in the manner prescribed by the
County, if this warranty is violated during the term of the contract.
Samples should be submitted within 72 hours of the close of online auction to the
attention of:
Rogelio E. Anasagasti, Jr.
Department of Procurement Management
Stephen P. Clark Center
111 NW 1st Street, 13th Floor
Miami, Florida 33128
2.35 SERVICE TO EQUIPMENT SHALL BE REQUIRED BY BIDDER
While this Solicitation is for the acquisition of equipment, the County requires Bidders to
provide a fixed hourly labor rate and a cost plus mark-up charge for parts, materials and
supplies that will be provided for a period of one year after installation and/or acceptance
of the equipment. This service must be performed within a geographic area of at the
Bidder's facilities in order to be considered. This offer shall be stated in the Bid Proposal
Form. if this offer is not stated in the Bid Proposal, the Proposal shall be considered non-
responsive and ineligible for award. The County reserves the right to accept or reject this
offer. If the County accepts this offer it shall be understood that the Bidder agrees to
enter into a contract for parts and repairs which are required in conjunction with this
equipment acquisition. This Contract shall be in effect for the life of the equipment and
shall be renewable on an annual interval at the sole option of the County. The parts and
labor prices offered by the Bidder during the first year may be adjusted in subsequent
years on an annual basis based on. If the County rejects this offer it shall be understood
and agreed that the County can obtain these parts and repairs from another source of
supply, Notwithstanding the above, the County reserves the right to consider the value of
labor and materials offered by the Bidder when determining the lowest responsive,
25
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
responsible Bidder.
2.36 STOCK LEVELS SHALL BE MAINTAINED BY BIDDER
The successful bidder(s) shall ensure that adequate stock levels are maintained at its place
of business in order to assure the County of prompt delivery. If the delivery terms
specified in the Solicitation are not fulfilled by the Bidder, the County reserves the right
to cancel the order, purchase the goods elsewhere, and charge the Bidder for any
reprocurement costs incurred by the County.
2.37 SUBSTITUTION OF ITEMS DURING TERM OF CONTRACT
Substitute brands or models may be considered during the contract period for
discontinued models. The bidder shall not deliver any substitute item as a replacement to
an awarded brand or model without express written consent of Department of
Procurement Management, IT Procurement Unit prior to such delivery. Substitute items
must be of equal or better quality. than the awarded item. Substitutes shall be considered
only in emergency situations and excessive substitution requests may be cause to cancel
the contract.
2.38 TESTING OF RANDOM SAMPLES
Samples of delivered items may be randomly selected and tested for compliance with
these specifications. If it is found that the delivered commodities do not conform to the
specifications, the county shall require replacement within a reasonable length of time
and may cancel the contract for cause.
2.39 TRADE-IN ALLOWANCES
it is hereby understood that the County wishes to trade in existing equipment in exchange
for the new equipment specified in this Invitation to Bid. For this reason, a trade-in
allowance shall be quoted by the bidder in order to be considered for bid award. See
Section 3.0 (pages 26, 34 & 35) Subsection B-Hardware Components, Paragraph 5-
a. The trade-in equipment shall be removed from the County premises at no cost to the
County.
2.40 TRAINING MANUALS TO BE PROVIDED
The successful bidder shall supply the county with a minimum of five (5) comprehensive
training manuals, which describe the appropriate use of the equipment purchased by the
County in conjunction with this bid solicitation. The County will have legal right to
reproduce (print and electronically) copies of materials for the sole purpose of training
and support of user community, not to exceed the number of devices owned. The
manuals shall be supplied prior to, or upon, delivery of the equipment. Final payment
shall be withheld until such time as these manuals are received by the County.
26
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
SECTION 3.0 TECHNICAL SPECIFICATIONS
3.1 SCOPE
Wireless Data Equipment and Services for all Miami -Dade County Departments.
3.2 SPECIFICATION
A) Software Components
1) Server Software
a) NetMotion Server or equivalent licenses = 2 as follows: 1 for
Public Safety, 1 for General Govt. (Licenses will be free for 1st year)
b) NetMotion Client or equivalent license (per seat) (Licenses
will be free for lst year)
c) Maintenance and upgrades for Server and Client
i) For one (1) year with two (2) years option to renew.
(1) lst year free
(2) Cost for year two
(3) Cost for year three
(4) Professional services hours and cost for software
deployment & installation
2) Technology Upgrade Roadmap
a) Firmware download capability
b) No additional cost will be incurred by Miami -Dade for
REQUIRED technology upgrades for the duration of this contract
B) Hardware Components
1) Aircards (PCMCIA) & Peripherals
a) Sierra Wireless or equivalent communication Aircards
i) All necessary hardware will be provided (Antenna,
USB/RF Connectors, Power Supply, etc.)
ii) County will be provided with fifteen (15) spare
units for replacement of defective and/or damaged
Airwards (currently model AC300 or equivalent)
iii) County will be provided with NEXT -DAY replacement
of defective or damaged Airwards (Shipping will be absorbed
by Proposer and will occur within 24 hours of incident
reporting)
2) Trunk Mount Unit & Peripherals
a) Equivalent rugged trunk modem (combo GPS & Wireless)
27
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
i) All necessary hardware will be provided including all
Bracket/Screws, Combo -Antenna (White "Hockey -Puck"
style for both GPS & Wireless), RF Connectors, Power
Supply,
etc.
ii) County will be provided with five (5) spare units
for replacement of defective and/or damaged trunk
mount modems (currently model MP200 or equivalent)
iii) County will be provided with NEXT -DAY replacement of
defective or damaged trunk mount modems (Shipping will be
absorbed by Proposer and will occur within 24 hours of
incident reporting)
3) Hardware will be compatible with future REQUIRED technology
upgrades for the duration of the contract
Product
4) Replacement
a) Equipment (wireless cards, fixed modems, removable and fixed
antennas) will be replaced (free of charge) for three years from
date of wireless activation. Replacement equipment will be
UNRESTRICTED damage replacement (except theft)
5) Qty & Cost
Trade in option will be provided for County's present hardware
a) at a one-to-one ratio for below hardware
i) Airwards: Equivalent to model AC300 — Qty. = 550
ii) Trunk Mount Modems: Equivalent to model MP200 — Qty. = 1,000
b) Purchase price of additional units beyond the initial trade in option
i) Individual cost Aircards equivalent to model AC300
Individual cost for Trunk Mount Modems equivalent to
ii) model MP200
C) Network Infrastructure
1) Coverage Map
a) Proposer must provide coverage for the existing 800 Mhz
Ericsson radio system with a maximum of 92 db signal strength
(current & projected coverage maps to be provided 12/11/03)
b) Application compatibility and interoperability with network
& hardware must be guaranteed
2) Communications link to Proposer's core network will be Telco
Dedicated Full T-1 [1.54mbps] Circuits (2 as follows: 1 for Public Safety,
1 for General Govt.) with redundancy of circuit
3) Connectivity
a) Seamless, secure roaming between any group of IP-based
networks, including LAN, 802.11x, private RF, CDMA,
28
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
GPRS or equivalent, etc.
b) The proposed network will provide a minimum guaranteed
speed of 20 - 30 kbps (upon award of this contract)
c) The next technology upgrade will provide a minimum
guaranteed speed of 80 - 130 kbps (within the term of this contract)
4) Application persistence such that as devices go in and out of
wireless service coverage, the connection is re-established (when
back in coverage)
5) Proposer's Network
a) Redundancy measures located at Proposer's Network
Operation Center (NOC) where circuit is connected
i) Hardware redundancy
ii) Software redundancy
iii) Electrical redundancy
6) Qty & Cost
a) Necessary hardware for dedicated circuit
b) Installation cost
c) Recurring monthly cost
D) General Services
1) Security Standards
a) Wireless security measures (Encryption)
i) DES
Triple
ii) DES
2) Billing
a) Monthly detailed electronic billing will be provided by vendor;
payments will be generated solely from electronic billing
b) User access and usage provided electronically by individual
devices and grouped by Miami -Dade departments (i.e. MDPD,
MDFRD, Building, etc.)
3) Airtime Charges
a) Lowest pricing model (Tier/Pooled/Etc.) based on 1550 users
b) Proposer will waive all activation fees
4) Contract
a) one (1) year term with two (2) additional years option to renew
based on projection of 2,000 devices
5) The vendor will begin to deliver/install, based on mutually agreed
quantities, the necessary hardware, software, and telecommunications
infrastructure within 10 days of contract signing
6) Has Proposer implemented the proposed solution in a production
environment for a minimum of ninety days which is currently utilized
29
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
by the proposer's, existing customer base?
3.3 SAMPLES
Any item that is submitted as an equal will require that five (5) of each item be submitted
at the time of bid submission, with the exception of server software. All items submitted
as an equal must be in original manufacturer packaging.
30
MIAMI DADE COUNTY
Submit Bid Tot
CLK OF THE BOARD
Stephen P. Clark Center
111NW1"Street
11a.Ploor, Suite 202
Miami, Florida 33129-19a1
BID NO.: 7525-2/06-0TR
OPENING: 1:00 P.H. - 2:00 P.M.
MONDAY, DECEMBER 29. 2003
REVERSE AUCTION
SSCII N 4A
�� ••�• BID SUBMITTAL FORM
�rru
PLEASE QUOTE PRICES F.O.I. DESTINATION, LESS TAXES, DEL1VERBD IN
MIAMI-DADS COUNTY FLORIDA
NOTE: Miami Dade County is exempt from all taxes (Federal, State, Local). Bid price should be less all
taxes. Tax Exemption Cert fiunished upon request.
Issued
by.REA
DPM Date Issued: This Bid Submittal Consists
IT UNIT December 9, 2003 of Pages 31 through 42
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
incorpotated by reference in the Bid Submittal, will be received at the office of DPM, IT want
Unit, Vendor Assistance section at the address shown above until the above stated time and date„ and at
that time. publicly opened far furnishing the supplies or services described in the accompanying Bid
Proposal Requirement
WIRELESS DATA EQUIPMENT & SERVICES ONE (1) YEAR PERIOD
Wf'lh1 OPTION TO RENEW FOR TWO (2) ADDITICXNAL YEARS
A Bid Deposit ink amount off, oftiietotal amount of the bid shall accompany all bids
APace Bond in the amount of Ea afthetotal amount ofSte bid will be required upon execution
of the contract by -the Hai bidder and Miami -Dade County
DO NOT WRITS IN UM SPAM
ACO3FIED HUBER THAN LOW
DAIRE.C.C. NO nu)
rrSMNCE.ACCEPTED
COMtonrfY CODE: 72.1-13
cONIRAcrnNa OFFICER: Rogailo S. Anasogagi. Jr.
RETURN THREE CONES OFBID SUJI IITTAL PAGES ONLY
FAILURE TO SIGN PAGE 40 OF SECTION 4.0, BID SUBMITTAL FORM, WILL
RENDER YOUR BID NON -RESPONSIVE
31
MIAMI-DADE COUNTY BID NO.: 7525-2/06-OTR
INTENTIONALLY LEFT BLANK
32
MIAMI-DADE COUNTY
FIRM NAME:
BID NO.: 7525-2/06-OTR
BID PROPOSAL FOB
WIRELESS DATA EQUIPMENT & SERVICES
ANSWERING NO TO ANY QUESTION WILL RENDER PROPOSER NON -RESPONSIVE
YIN
UNIT
COST
(*)
EXTENDED
COST (})
A} Software Components
Server
1) Software
a) NetMotion Server or equivalent licenses = 2 as follows: 1 for ilr,
Public Safety, 1 for General Govt. (Licenses will be free for ist year)
b) NetMotion Client or equivalent license (per seat) (Licenses gill
will be free for lst year)
c) Maintenance and upgrades for Server and Client
i} For one (1) year with two (2) years option to renew.
(1) 1st year free IVj
(2) Cost for years two is', 0.1
(3) Cost for year three I$. 0 e
Professional services hours and cost for software 6 rq(
(4) deployment & installation
2) Technology Upgrade Roadmap
a) Firmware download capability
MI
b) No additional cost will be incurred by Miami Dade for
REQUIRED technology upgrades for the duration of this contract
B) Hardware Components
1) Aircards (PCMCIA) & Peripherals
33
MIAMI-DADE COUNTY
FIRM NAME:
BID NO.: 7525-2/06-OTR
BID PROPOSAL FOR
WIRELESS DATA EQUIPMENT & SERVICES
VNi r5s
Sierra Wireless or equivalent communication
a) Aircards
i) All necessary hardware will be provided (Antenna,
USB/RF Connectors, Power Supply, etc.)
ii) County will be provided with fifteen (15) spare
units for replacement of defective and/or damaged
Aircards (currently model AC300 or equivalent)
in') County will be provided with NEXT -DAY replacement
of defective or damaged Aircards (Shipping will be absorbed
by Proposer and will occur within 24 hours of incident
rePo)
2)
Trunk Mount Unit & Peripherals
al Equivalent nmgged trunk modem (combo GPS & Wireless)
i) All necessary hardware will be provided including all
Bracket/Screws, Combo -Antenna (White "Hockey -Puck"
style for both GPS & Wireless), RF Connectors, Power
Supply, etc.
n� County will be provided with five (5) spare units
for replacement of defective and/or damaged trunk
mount modems (currently model MP200 or equivalent)
iii) County will be provided with NEXT DAY replacement of
defective or damaged trunk mount modems (Shipping will be
absorbed by Proposer and will occur within 24 hours of
incident reporting)
3) Hardware will be compatible with future REQUIRED technology
upgrades for the duration of the contract
34
MIAMI-DADE COUNTY
BID NO.: 7525 2/06-OTR
BID PROPOSAL FOR:
WIRELESS DATA EQUIPMENT & SERVICES
FIRM NAME: IA) r,,�P
4)
Product Replacement
a) Equipment (wireless cards, fixed modems, removable and
fixed antennas) will be replaced (free of charge) for three years
from date of wireless activation. Replacement equipment will
NI
be UNRESTRICTED c1RmRgp replacement (except theft)
J
Qty & Cost
III
Trade in option will be provided for County's present
al_ hardware at a one-to-one ratio for below hardware
i Aircards: ' . uivalent to model AC30 t +.i.: = 550111
111r�iI
ii) Trunk Mount Modems: Equivalent to model MP200-Qty = 1,000
��
Purchase price of additional units beyond the initial trade in
b) option
i) Individual cost Aircards equivalent to model AC300
cj
Individual cost Trunk Mount Modems equivalent to
ii) model MP200
• /_I'
Network Infrastructure
1)
Coverage Map
a) Proposer must provide coverage for the existing SOO Mhz
Ericsson radio system with a maximum of 92 db signal
WI
strength (current & projected coverage maps to be provided
12/11/03)
b) Application compatibility and interoperability with network
& hardware must be guaranteed
E,
2)
Communications link to Proposer's core network will be Telco
Dedicated Full T-1 [1.54mbps] Circuits (2 as follows: 1 for Public
Safety,1 for General Govt.) with redundancy of circuit
IN
35
MIAMI DADS COUNTY
BID NO.: 7525-2106-OTR
BID PROPOSAL FOR
WIRELESS DATA EQUIPMENT & SERVICES
FIRM NAME: - -� Wi re S S
3)
Connectivity
a) Seamless, secure roaming between any group of IP-based
Ell
networks, including LAN, 802.11x, private RF, CDMA,
GPRS or equivalent, etc.
b) The proposed network will provide a minimum guaranteed
speed of 20 - 30 kbps (upon award of this contract)
El
c) The next technology upgrade will provide a minimum
`II
guaranteed speed of 80 -130 kbps (within the team of this
contract)
�)
Application persistence such that as devices go in and out of
wireless service coverage, the connection is re-established (when
back in coverage)
WI
5)
Proposer's Network
Redundancy measures located at Proposer's
a) Network
Operation Center (NOC) where circuit is connected
i) Hardware redundancy
ii) Software redundancy
ill
iii) Electrical redundancy
6)
Qty & Cost
a) Necessary hardware for dedicated circuit
El
b) Installation cost
c) Recurring monthly cost
MUM'
D)
General Services
1)
Security Standards
a) Wireless security measures (Encryption)
36
MAW-DADE coINTY
BID NO.: 7525-2/06-OTR
BID PROPOSAL FOR:
WIRELESS DATA EQUIPMENT & SERVICES
FIRM NAME: AT`rT V\. S
i) DFS
iii Triple DES
2)
Billing
a) Monthly detailed electronic billing will be provided by vendor,
payments will be generated solely from electronic billing
VA
b) User access and usage provided electronically by individual
devices and grouped by Miami Dade departments (Le. MDPD,
111
MDFRD, Building, etc.)
3)
Airtime Charges
a) Lowest pricing model (Tier/Pooled/Etc.) based on 1550 users
; �'.,( �1ai
b) Proposer will waive all activation fees
`�
}
Contract
a) one (1) year term with two (2) additional years option to renew
based on projection of 2,000 devices
WI
The vendor will begin to deliverlunstall, based on mutually agreed
quantities, the necessary hardware, software, and
telecommunications infrastructure within 10 days of contract
Kill
IN
signing
6)
Has Proposer implemented the proposed solution in a production
Environment for a minimum of ninety days which is cuurently
utilized by the Proposers, existing customer base?
TOTAL
663 iG * 0
Proposers have the option to provide additional items that may enhance, optimize or
benefit their solution for future consideration. County has no obligation to purchase
anything outside of this specification. Any optional information provided will be used for
informational purpose and will not be included as part of the official bid.
37
MIAMI DADE COUNTY BID NO.: 7525-2i06/0TR
BID PROPOSAL FOR:
WIRELESS DATA EQUIPMENT & SERVICES
FIRM NAME: AT&T Wireless
Bidders submitting proposals for this solicitation must either complete the section below or complete the attached Certificate of
Recycled Product Content Form.
State the method to be used for retuning packaging materials to the distributor in conjunction with this solicitation.
_ Modem kit contains both recyclable and non -recyclable materials. Of the materials contained in kit, (66%) consist of recycled/recyclable
materials. Of the collateral/marketing material distributed approximately 88% is paper products (which consists of recycled materials) and.
12% is other materials (such as plastic, metal, rubber). Paper and most plastic materials are recyclable. The boxes and shipping materials (air
Wows) used are recyclable and the boxes consist of approximately 30-35% recycled material.._
38
ML MI-DADE COUNTY BID NO: 7525-2106-OTR
INTENTIONALLY LEFT BLANK
MIAMI DARE COUNTY BID NO: 7525-2/06-OTR
mokrout=
OMR
} t BID SUBMITTAL FORM
Bid Title: 1 ke-sS ��`Cfn u' ?1Met\ C�$
By signing this Bid Submittal Form the Bidder certifies that it satisfies all Iegal 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 Miamt-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 fde 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 ur 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. 2-11.1(s) of the County Code as amended, prior to conducting any lobbying ye arding this solicitation. the Bidder must file the
apnronrhata form with The Clierit of the Beard ne_ihat a particular 1ebbvist is autharized_to represent the Bidder. Failure to file the appropriate
form in reiation 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 end/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
Jinn not being considered for award.
Pursuant to Section 2.8.6, 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 t (10) years shall disclose this information prior to entering into a contract with or receiving funding from the
County,
0 Mace a check mark here to affirm comnliance with this disclosure reoulegmentt
COUNTY USER ACCESS PROGRAM NAP): joint purchase and entity reroute 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 volrrnterv, and the bidder's expression of general interest at 'A' and 'B' below is for the
County's information only and shall net be bindine 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 -governmental or nq for profit entities located A the geographical boundaries of Miami -Dade County?
Yes t! 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 -pelt enti d located outside the geographical boundaries of Miami -Dade County?
Yes NG +,/_
Firm Name: A TtT 1N `6_,[e.c].�'� S p J 6•,. S :tire �} �1! i l ll ����
StrectAddress: 11110 ���7t"lvl br ' a,nm) "`f'-� i�l� "v"
Mailing Address (if different):
Telephone No. t Q 1 t5—Si0 A �
e) .-H- t1 . (c fl']
ys net 3bays
of General Terms and Conditions)
Email Address: Spp• h i l I
Prompt Payment Terms: i %
(Pleaseraph 1,2
Signature:
Print Name: ch oS
Fax No. t) ( -. 5-O W - 4 + 40
FE1N No. iji 11/ 1i/:'
(Signature of authorized agent)
Title: VI P.
Failure to slen this epee shall render vour Bid non-resnonuivor
40
• MIAM1-DARE COUNTY BID NO: 7525-2/O6-OTR
BID SUBMITTAL FOR:
WIRELESS DATA EQUIPMENT & SERVICES ONE (1) YEAR PERIOD
WITH OPTION TO RENEW FOR TWO (2) ADDITIONAL YEARS
ACKNOWLEDGEMENT OF ADDENDA
PART I:
INSTRUCTIONS: COMPLETE PART I OR PART II, WHICHEVER APPLIES
LIST BELOW ARE THE DATES OF ISSUE FOR EACH ADDENDUM RECEIVED
IN CONNECTION WITH THIS BID
Addendum #1, Dated
Addendum #2, Dated
Addendum #3, Dated
Addendum #4, Dated
Addendum #5, Dated
Addendum #6, Dated
Addendum #7, Dated
Addendum #8, Dated
Addendum #9, Dated
1)ee, ft aon
C_ i1 aC?D
her, 1) , ano
Dec UU , am?)
C, a ?, as 3
.l)e - antan
PART II:
❑ NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS BID
FIRM NAME: 1 ` -T re leas r
C..t AUTHORIZED SIGNATURE:a-illDATE: (17116
TITLE OF OFFICER:
41
MIAMI DADE COUNTY BID NO: 7525-2106.OTR
BID SUBMITTAL FOR
WIRELESS DATA EQUIPMENT & SERVICES ONE (1) YEAR PERIOD
WITH OPTION TO RENEW FOR TWO (2) ADDITIONAL YEARS
NEGOTIATED OPTIONS
Monthly Service Charge
$33.74
548.74
$52.50
Included Megabytes (MB)
20 MB
40 MB
Unlimited
Data Plan Structure
Pooled
Pooled
Unlimited
Additional Data per Kilobyte (KB)
$0.0020
$0.0015
$0.00
US/Canada god per KB
$0.0127
International Roaming Per KB
$0.0195
1. AT&T Wireless is to provide one (1) additional NetMotion Server License for a
grand total of three (3) at no additional cost to the County for the life of this contract
(including Option years).
2. AT&T Wireless will forgive any and all overage charges that may be incurred by
Miami Dade County on one (1) filing cycle during year one (1) of this contract.
3. AT&T Wireless will assign a permanent Business Care Manager (BCM) and Senior
System Engineer (SSE) to provide ongoing billing, technical, and proactive usage
monitoring during the life of this contract (including Option years).
4. AT&T Wireless will provide lower pricing for the T-1 dedicated circuits should they
become available during the life of this contract (including Option years).
FIRM NAME:
a-t-cri-w)rJe.5
(JaiitS
AUTHORIZED SIGNATURE: DATE: jJ
TITLE OF OFFICER: UP
42