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invitation to bid
'Miami -Dade County Bid No.: 7271-2/07-OTR:CW BID NO.: 7271-2/07-OTR-CW OPENING: 2:00 P.M. WEDNESDAY February 5, 2003 MIAMI-DADE COUNTY, FLORIDA INVITATION TO BID TITLE HYDRAULIC PARTS, SUPPLIES AND REPAIRS FOR. VARIOUS MIAMI-DADE COUNTY DEPARTMENTS FOR A PERIOD OF THREE (3) YEARS, WITH A COUNTY OPTION TO RENEW FOR A PERIOD OF TWO (2) CONSECUTIVE YEARS. THE FOLLOWING ARE REQUIREMENTS OF THIS BID, AS NOTED BELOW: BID DEPOSIT AND PERFORMANCE BOND: N/A CATALOGUE AND LISTS:...., N/A CERTIFICATE OF COMPETENCY: N/A EQUIPMENT LIST:.. N/A INDEMNIFICATION/INSURANCE: SEE SECTION 2.0, PARA. 2.11 (2 PART) LIVING WAGE N/A PRE -BID CONFERENCE/WALK-THRU: N/A RACE-CONSC1OUSNESS MEASURE• SEE SECTION 2.0, PARA. 2.2 SAMPLES/INFORMATION SHEETS: N/A SECTION 3 - MDHA:.... SEE APPENDIX "B" SITE VISIT/AFFIDAVIT;.... N/A SURCHARGE FEE:.. SEE SECTION 2.0, PARA. 2.21 WRITTEN WARRANTY:.... N/A FOR INFORMATION CONTACT: RODOLFO GONZALEZ, CPPB AT 305-375-4947 IMPORTANT NOTICE TO BIDDERS THIS BID CONTAINS SECTION 3 BUSINESS CONCERN CONTRACTING PREFERENCES FOR MIAMI-DADE HOUSING AGENCY (MDHA) ONLY. FAILURE TO SUBMIT THE SECTION 3 REQUIRED DOCUMENT, REFERENCED IN APPENDIX "B", SECTION C., WITH THE BID, MAY RENDER BID AS NON -RESPONSIVE FOR MDHA. MIAMI-DADE COUNTY DEPARTMENT OF PROCUREMENT MANAGEMENT BIDS AND CONTRACTS DIVISION FAILURE TO SIGN PAGE 34 OF SECTION 4.0, BID PROPOSAL FORM WILL RENDER YOUR BID NON -RESPONSIVE Miami -Dade County Bid No.: 7271-2/07-OTR CW MIAMI-DADE COUNTY, FLORIDA INVITATION TO BID Bid Number: 7271-2/07-OTR-CW Title: HYDRAULIC PARTS, SUPLIES AND REPAIRS Procurement Agent: RODOLFO GONZALEZ, CPPB Bids will be accepted until 2:00 p.m. on February 5, 2003 At the: CLERK OF THE BOARD Stephen P. Clark Center 111 N.W. 1st Street, 17th Floor, Suite 202 Miami, Florida 33128-1983 Bids will be publicly opened. The County provides equal access and does not discriminate on the basis of disability in its programs or services. It is our policy to make all communication available to the public, including those who may be visually or hearing impaired. If you require information in a non-traditional format please call 305-375-5278. Instructions: Each Bid submitted to the Department of Procurement Management shall have the following information clearly marked on the face of the envelope: the Bidders name, return address, Bid number, opening date of the Bid and the title of the Bid. Included in the envelope shall be an original and three copies of the Bid proposal, plus attachments if applicable. Failure to comply with this requirement may result in your Bid not being considered for award. All Bids must be submitted in a sealed envelope or container and will be opened promptly at the time indicated. Any Bid received after the first Bid has been opened will be returned to the Bidder unopened. The County does not accept responsibility for delays, natural or otherwise. NOTICE TO ALL BIDDERS: FAILURE TO SIGN THE BID PROPOSAL FORM WILL RENDER YOUR BID NON -RESPONSIVE. ,Miami -Dade County Bid No.: 7271-2/07-OTR-CW SECTION 1 GENERAL TERMS AND CONDITION 1.1. DEFINITIONS Bid - shall refer to any otTer(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 Proposal 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 County's Department of Procurement Management, Bids and Contracts Division. Enrolled Vendor - EFFECTIVE JULY 1, 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 -Dade 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 111 N.W. 1'r 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 http:l/www.cn.miami-dade.fl.usldptn. 1,2. INSTRUCTIONS TO BIDDERS A. Bidder Qualification It is the policy of the County to encourage full and open competition among all available qualified vendors. All vendors regularly engaged in the type of work specified in the Bid Solicitation are encouraged to submit Bids. Vendors may enroll with the County to be included on a 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 Department of Business Development, at 175 N.W. 1" Avenue, 28a' 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- 11.1(d) of the Miami -Dade County Code. B. Vendor Registration To be recommended for award the County require that vendors complete a Miami -Dade 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 I DPM's website at http://www co,miami-dade.fl.usidpnt or from the Vendor information Center, located in the lobby of the Stephen P. Clarke Center at 111 N.W. l"' Street, Miami, FL. 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 Forms - 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.I.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) of the County Code. 8. Conflict of Interest and Code of Ethics - pursuant to Sections 2-8.1(i) and 2-11.1(b) (1) through (6) and (9) of the County Code and County Ordinance No. 00-1 amending Section 2- 11.1(c) of the County Code. 9. Code of Business Ethics - pursuant to Section 2-8.1(i) of the County Code. 10. Debarment Disclosure Affidavit - pursuant to County Code 10-38. 11. Office of the Inspector General Pursuant to Section 2-1076 of the 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 Title 49 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(b)(8) of the County Code. Nondiscrimination pursuant to Section 2-8.1.5 of the County Code. 14 Nondiscrimination pursuant to Section 2-8.1.5 of the County Code. 15 Family Leave - Pursuant to Section I1A-30 of the County Code. 16 Living Wage - Pursuant to Section 2.8.9 of the County Code. 17 Domestic Leave - Pursuant to Section 11 A-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 of a contract, Firms wishing to do business with the County must comply with the following: Pursuant to Section 287.133(2)(a) of the Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Bid on a contract to provide any goods or services to a public entity, may not submit a Bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit Bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public Miami -Dade County entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 of the Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. D. Request for Additional Information 1. Pursuant to Section 2-11.I(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 subrnined 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, E 1 l NW I" Street, 17°i 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 submit with its Bid a signed "Acknowledgment of Addenda" form, when any addenda have been issued. E. Contents of Bid Solicitation and Bidders Responsibilities 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 exist between this Bid Solicitation and these legal requirements, the authority shall prevail in the following order: Federal, State and local. F. Change or Withdrawal of Bids 1. Changes to Bid - Prior to the scheduled Bid opening a Bidder may change its Bid by submitting a new Bid, (as indicated on the cover page) with a letter in writing on the firms letterhead, signed by an authorized agent stating that the new submittal replaces the original submittal. The new submittal shall contain the letter 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 inevocable 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 front cover of this Bid Solicitation. The withdrawal letter must be on company letterhead and signed by an authorized agent of the Bidder. G. Conflicts Within The Bid Solicitation Where there appears to be a conflict between the General Terms and Conditions, Special Conditions, the Technical Specifications, the Bid Proposal Section, or any addendum issued, the order of precedence shall be: the last addendum issued, the Bid Proposal Section, the Technical Specifications, the Special Conditions, and then the General Terms and Conditions. II Bid No.: 727I-2/07-OTR-CW 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. In 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 from the County or the Public Health Trust, and not made within the time specified by this section, shall bear interest from thirty (30) days after the due date at the rate of one percent (1 %) per month on the unpaid balance. Further, proceedings to resolve disputes for payment of obligations shall be concluded by final written decision of the County Manager, or his or her designee(s), not later than sixty (60) days after the date on which the proper invoice was received by the County or the Public Health Trust, 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 proposal signature page of the solicitation. 1.3. PREPARATION OF BIDS A. The Bid proposal form defines requirements of items to be purchased, and must be completed and submitted with the Bid. Use of any other form will result in the rejection of the Bidder's offer. B. The Bid proposal form 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 he rejected. C. An authorized agent of the Bidder's firm must sign the Bid proposal form. EAILURE TO SIGN THE BID PROPOSAL FORM SHALL RENDER THE BID NON -RESPONSIVE. D. The Bidder may be considered non -responsive if bids are conditioned to modifications, changes, or revisions to the terms and conditions of this solicitation. E. The Bidder may submit alternate Bid(s) for the same solicitation provided that such offer is allowable under the terms and conditions. The alternate Bid must meet or exceed the minimum requirements and be submitted on a separate Bid proposal 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 remain the same. E. Award of this Bid Solicitation will only be made to firms that have completed the Miami -Dade County Business Entity Miami -Dade County Bid No.: 7271-2/07-OTR-CW Registration Application and that satisfy all necessary legal requirements to do business with Miami -Dade County. Firms domiciled in Miami -Dade County must present a copy of their Miami -Dade County issued Occupational License. F. Pursuant to County Code Section 2-8,I(g), the Bidder's perfonnance 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) calendar 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. I. In accordance with Resolution R-I574-88 the Director of Bids and Contracts Division will decide all tie Bids. J. Award of this Bid may be predicated on compliance with and submittal of all required documents as stipulated in the Bid Solicitation. 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 famished 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. 1.9. NON -EXCLUSIVITY It is the intent of the County to enter into an agreement with the successful Bidder that will satisfy its needs as describe herein. However, the County reserves the right as deemed in its best interest to perform, or cause to be performed, the work and services, or any portion thereof, herein described in any manner it sees fit, including but not limited to: award of other contracts, use of any contractor, or perform the work with its own employees. 1.10. LOCAL PREFERENCE In accordance with County Ordinance No. 01-21 (except where Federal or State law mandates to the contrary) preference will be given to a local business. Local shall mean the vendor has a valid occupational license issued by Miami -Dade County at least one year prior to Bid submittal. 1.11. PURCHASES BY OTHER PUBLIC OR NOT -FOR PROFIT ENTITIES A. Purchases under the contract to be awarded may be made by other public, not -for -profit agencies or political subdivisions within the State of Florida. Such entities purchases shall be governed by the same terms and conditions stated herein and subject to a 2% user surcharge fee. B. Each governmental, not -for -profit or quasi -governmental III entity that uses this contract shall provide to the DPM a report of purchases made under this contract on a quarterly basis as outlined in the attached "Quarterly Agency Report" form. 1.12. CONTINUATION OF WORK Any work that commences prior to and will extend beyond the expiration date of the current contract period shall, unless terminated by mutual written agreement between the County and the successful Bidder, continue until completion at the same prices, terns and conditions. 1.13. BID PROTEST A. A recommendation for contract award or rejection of award may be protested by a Bidder in accordance with the procedures contained in Sections 2-8.3 and 2-8.4 of the 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 Clerk of the Board a non-refundable filing fee, payable to the Clerk of the Board, in accordance with the schedule provided below: Award Amount Filing Fee $25,000-1100,000 $500 $100,001-$500,000 $1,000 $500,001-$5 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 has been communicated (mail, faxed or emailed) to each competing Bidder and filed with the Clerk of the Board, a Bidder wishing to protest said award recommendation shall file a protest 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. l"` 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. 1.14. 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. 1.15. 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. 1.16. SUBCONTRACTING Unless otherwise specified in this Bid Solicitation, the successful Bidder shall not subcontract any portion of the work without the prior written consent of the County. The ability to subcontract may be further limited by the Special Conditions. Subcontracting without the prior consent of the County may result in termination of the contract for default. When Subcontracting is allowed the , Miami -Dade County Bidder shall comply with County Resolution No. 1634-93, Section 10-34 of the County Code and County Ordinance No. 97-35. 1.17. 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. 1.18. DELIVERY Unless otherwise specified in the Bid Solicitation, prices quoted Unless otherwise specified in the Bid Solicitation, prices quoted shall be F.O.B. Destination. Freight shall be included in the proposed price. 1.19. 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 successful Bidder to remove any employee it deems unacceptable. All employees of the successful Bidder shall wear proper identification. 1.20. INDEMNIFICATION The successful Bidder shall indemnify and hold harmless the County and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of defense, which the County or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of the agreement by the successful Bidder or its employees, agents, servants, partners, principals or subcontractors. The successful Bidder shall pay all claims and losses in connection therewith, and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the County, where applicable, including appellate proceedings, and shall pay all costs, judgments, and 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 bythe successful Bidder shall in no way limit the responsibility to indemnify, keep and save harmless and defend the County or its officers, employees, agents and instrumentalities as herein provided. 1.21. COLLUSION Where two (2) or more related parties, as defined herein, each submit a Bid or proposal 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 for the same 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. 1.22. MODIFICATION OF CONTRACT The contract may be modified by mutual consent, in writing through the issuance of a modification to the contract, purchase IV Bid No.: 7271-2/07-OTR-CW order, change order or award sheet, as appropriate. 1.23. 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." 1.24, 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. 1.25. 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 tenninate 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 attorney's fees. 1.26 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 hours. The Contractor shall retain all records pertaining to this Agreement and upon request make them available to the County for three years following expiration of the Agreement. The Contractor agrees to provide such assistance as may be necessary to facilitate the review or audit by the County to ensure compliance with applicable accounting and financial standards. 1.27 OFFICE OF THE INSPECTOR GENERAL Miami -Dade County has established the Office of the Inspector General, which is authorized and empowered to review past, present, and proposed County and Public Health Trust programs, contracts, transactions, accounts, records and programs. The Inspector General (IG) has the power to subpoena witnesses, administer oaths, require the production of records and monitor existing projects and programs. The Inspector General may, on a random basis, perfonn 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 (I) percent of the contract price, except as otherwise provided in Section 2- I076(c)(8) of the County Code. 1.28 PRE -AWARD INSPECTION The County may conduct a pre -award inspection of the bidder's site or hold a pre -award qualification hearing to determine if the bidder is capable of performing the requirements of this bid solicitation. 1.29 PROPRIETARY/CONF1DENTIAL INFORMATION Bidders are hereby notified that all information submitted as part of, or in support of proposals will be available for public inspection after opening of proposals in compliance with Chapter 119 of the Florida Statutes; popularly Icnow as the "Public Record Law." Miami -Dade County Bid No.: 7271-2/07-OTR-CW 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 information to the County in connection with this invitation shall be deemed conclusively to be a waiver of any trade secret or other protection, which would otherwise be available to the bidder. In the event that the bidder submits information to the County in violation of this restriction, either inadvertently or intentionally, and clearly identifies that information in the bid as protected or confidential, the County shall endeavor to redact and return that information to the bidder as quicldy as possible, and if appropriate, evaluate the balance of the bid. The redaction or return of information pursuant to this clause may render a bid non -responsive. V . Miami -Dade County Bid No.: 727I-2/07-OTR-CW SECTION 2.0 SPECIAL CONDITIONS HYDRAULIC PARTS, SUPPLIES AND REPAIRS 2.1 PURPOSE: TO PRE -QUALIFY BIDDERS The purpose of this Invitation to Bid is to pre -qualify potential bidders for future bidding through the submission of documents and forms which verifies that the bidder meets or exceeds minimum criteria. All bidders, which meet or exceed the criteria, established in the Invitation to Bid, shall be placed on a Pre -Qualification List that may be accessed by County departments in order to obtain price quotations for the provision of the Purchase Hydraulic Parts, Supplies and Repair of Hydraulic Parts and Equipment. 2.2 RACE/ETHNICITY/GENDER CONTRACT MEASURES This contract includes Participation Provisions for Certified Black Business Enterprises (BBE's) and/or Certified Hispanic Business Enterprises (HBE's) and/or Certified Women Business Enterprises (WBE's) as indicated in Appendix A of this Bid/Proposal solicitation. (Excluding purchases made by the Miami -Dade Housing Agency) 2.3 INTENTIONALLY OMITTED 2.4 TERM OF CONTRACT: THIRTY-SIX MONTHS 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, Bids & Contracts Division; and contingent upon the completion and submittal of all required bid documents. The contract shall remain in effect for thirty-six (36) months and upon completion of the expressed and/or implied warranty period. 2.5 OPTION TO RENEW TWO (2) YEARS: Dade County shall have the option to renew for an additional two (2) years consecutively. Continuation of the contract beyond the initial period is a County prerogative not a right of the bidder. This prerogative may 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 it's eligibility for future contracts. 1 Miami -Dade County Bid No.: 7271-2/07-OTR-CW NOTE: SHOULD THE COUNTY EXERCISE THE OPTION TO RENEW, IT SHALL BE ONLY FOR THOSE ITEMS ORIGINALLY AWARDED. 2.6 METHOD OF AWARD TO PRE -QUALIFIED BIDDERS BY GROUP WHO WILL BE INVITED TO PARTICIPATE IN SPOT MARKET PURCHASES The awarded bidder(s), in Groups No. 1 thru 4 will be pre -qualified to participate in Spot Market Purchases for parts/supplies and repair services as required, when required by various County departments. When such requirements are identified, those awarded bidders that indicated in their proposals that they are able to provide the items as specified, shall be invited to offer a fixed delivered price for the specific item(s) or written Scope of Work issued by the County Agency. The bidder offering the lowest fixed price on the total order or project amount shall be awarded the order resulting thereof. The award of that order to one bidder does not preclude the ability of the remaining pre -qualified bidder(s) from submitting offers for other items. It shall be the sole prerogative of the County as to the total number of awarded vendors on this contract for Groups No. 1 thru 4. During the term of this contract, the County reserves the right to add vendors that meet the minimum requirements of this bid or delete vendor(s) as it deems necessary. In some situations, the deciding factors for the basis of individual awards made under this contract may be determined by the need for authorized County personnel to pick up the item, the availability of the material, geographic location of the vendor and/or delivery time. GROUP NO. 1 PURCHASE OF HYDRAULIC PARTS AND SUPPLIES A. Must provide written and verifiable proof of being a manufacturer's approved or designated distributor or stocking dealer of parts and supplies for the brands listed in the bidder's proposal, (Section 4.0). The bidder(s) may be given the opportunity to submit this information to the County during the bid evaluation period. Failure to meet this requirement will result in the vendor's proposal being declared non -responsive. B. Must maintain an office/warehouse staffed with company representatives who can be contacted during regular working hours and who are versed in the industry and authorized to discuss matters pertaining to this contract. C. Must have a working Facsimile (FAX) machine available twenty-four (24) hours a day to expedite quotes. D. Must be able to provide same day delivery for stocked parts, and an acceptable delivery time for special ordered parts from Manufacturer's stocks. The County 2 Miami -Dade County Bid No.: 7271-2107-OTR-CW shall be the sole judge of what would be a reasonable time, depending on its needs. All awardees of Group 1 must be notified and asked to submit price proposals for all purchases of parts and supplies. GROUP NO. 2 PURCHASES OF HYDRAULIC REPAIRS A. Bidder must have a fully equipped and established company as required in Section 1.28, of this solicitation as verified by an on -site inspection. B. Bidder must have a facility with a minimum size of 3,750 square feet which will allow a refuse packer 35 feet long, 12-1/2 ft. high x 9-1/2 ft. wide, or a trailer 42 ft. long x 12-1/2 ft. wide x 8 ft. wide to be worked on completely, in an enclosed structure. C. If required for the work being quoted, the bidder must have a facility that provides security in the form of a fenced, locked lot, or inside of a secure building, for no less than one (1) refuse packer and one (1) trailer sized vehicle simultaneously. D. Bidder's Company must have competent staffing, that may be contacted Monday thru Friday, from 8:00 a.m. to 5:00 p.m. In addition, the facility must have an operating fax machine. E. Must have a minimum of two (2) years experience in hydraulic equipment repairs. The awarded bidders will be pre -qualified to participate in spot market purchases on an as needed when needed basis. At this time the pre -qualified bidders shall be asked to submit an itemized written fixed price to the County within a 24-hour period after being contacted by the user department. The detailed quote must reflect all parts, labor and hourly rates utilized for the repair, with each item priced individually. Lump sum estimates are not acceptable. The County reserves the right to award the repair job to the lowest bidder, or reject the quotes and obtain the required service from another source if deemed in its best interest. It shall be the sole prerogative of the County to determine whether the units are to be repaired in the awarded vendor's own shop or on County premises. For all Repairs in Groups 2 of this contract, that the User Departments estimates will cost the County under $500.00; a minimum of three (3) vendors may be contacted for quotes in an alphabetical rotational basis, for such purchases. The Procurement Liason of each department will instruct each of their user sections on where they are to start on the list. The County at its sole discretion may reject quotations where the County determines that the Vendor has submitted a price that is insufficient to perform the job or is in excess of the County's estimate to perform the job. Where such circumstances exist, the County may elect to obtain additional quotations, issue a separate bid, or utilize in-house forces to complete the job. 3 Miami -Dade County Bid No.: 7271-2/07-OTR-CW Emergency repairs may be awarded based on the availability of material, geographical location of the vendor and for completion time, in the best interest of the County. All awardees of Group 2 must be notified and asked to submit price proposals for all jobs over $500.00. METHOD OF AWARD: Bidders may bid on Group 3, Group 4, or Both (Miami - Dade Housing Agency Purchases) Section 3 Required Documents for MDHA must be submitted in order to participate under Groups 3 & 4 (Use of Federal Funds Only) GROUP NO. 3 PURCHASES OF HYDRAULIC PARTS AND SUPPLIES A. Must provide written and verifiable proof of being a manufacturer's approved or designated distributor or stocking dealer of parts and supplies for the brands listed in the bidder's proposal, (Section 4.0). The bidder(s) may be given the opportunity to submit this information to the County during the bid evaluation period. Failure to meet this requirement will result in the vendor's proposal being declared non -responsive. B. Must maintain an office/warehouse staffed with company representatives who can be contacted during regular working hours and who are versed in the industry and authorized to discuss matters pertaining to this contract. C. Must have a working Facsimile (FAX) machine available twenty-four (24) hours a day to expedite quotes. D. Must be able to provide same day delivery for stocked parts, and an acceptable delivery time for special ordered parts from Manufacturer's stocks. The County shall be the sole judge of what would be a reasonable time, depending on its needs. All awardees of Group 3 must be notified and asked to submit price proposals for all purchases of parts and supplies. 4 ' Miami -Dade County Bid No.: 7271-2/07-OTR-CW GROUP NO. 4 PURCHASES OF HYDRAULIC REPAIRS A. Bidder must have a fully equipped and established company as required in Section 1.28, of this solicitation as verified by an on -site inspection. B. Bidder must have a facility with a minimum size of 3,750 square feet which will allow a refuse packer 35 feet long, 12-1/2 ft. high x 9-1/2 ft. wide, or a trailer 42 ft. long x 12-1/2 ft. wide x 8 ft. wide to be worked on completely, in an enclosed structure. C. If required for the work being quoted, the bidder must have a facility that provides security in the form of a fenced, locked lot, or inside of a secure building, for no less than one (1) refuse packer and one (1) trailer sized vehicle simultaneously. D. Bidder's Company must have competent staffing, that may be contacted Monday thru Friday, from 8:00 a.m. to 5:00 p.m. In addition, the facility must have an operating fax machine. E. Must have a minimum of two (2) years experience in hydraulic equipment repairs. The awarded bidders will be pre -qualified to participate in spot market purchases on an as needed when needed basis. At this time the pre -qualified bidders shall be asked to submit an itemized written fixed price to the County within a 24-hour period after being contacted by the user department. The detailed quote must reflect all parts, labor and hourly rates utilized for the repair, with each item priced individually. Lump sum estimates are not acceptable. The County reserves the right to award the repair job to the lowest bidder, or reject the quotes and obtain the required service from another source if deemed in its best interest. It shall be the sole prerogative of the County to determine whether the units are to be repaired in the awarded vendor's own shop or on County premises. For all Repairs in Groups 4 of this contract, that the User Departments estimates will cost the County under $500.00; a minimum of three (3) vendors may be contacted for quotes in an alphabetical rotational basis, for such purchases. The Procurement Liason of each department will instruct each of their user sections on where they are to start on the list. The County at its sole discretion may reject quotations where the County determines that the Vendor has submitted a price that is insufficient to perform the job or is in excess of the County's estimate to perform the job. Where such circumstances exist, the County may elect to obtain additional quotations, issue a separate bid, or utilize in-house forces to complete the job. Emergency repairs may be awarded based on the availability of material, geographical location of the vendor and for completion time, in the best interest of the County. 5 Miami -Dade County Bid No.: 7271-2107-OTR-CW All awardees of Group 4 must be notified and asked to submit price proposals for all jobs over $500.00. This contract will be closed for pre -qualification of additional vendors for a period of six (6) months from the implementation date of this contract. After that time, new vendors may submit applications to be Wait Listed for award under this contract To qualify for wait listing, the potential vendor must be in good standing with the County and meet the criteria established in Section 2.6. All wait list activities will be chronologically prioritized. All wait list activities will be coordinated by Rudy Gonzalez at the Department of Procurement Management, at 305-375-4947. 2.7 PRICES Prices offered by the awarded bidders during the quote process for Groups No. 1 & 3, shall remain fixed and firm until materials are delivered, accepted and invoiced to the County. All written quotations received for Groups No. 2 & 4, shall remain fixed and firm until all repairs are completed and invoiced at the original prices quoted. No changes or additions shall be allowed without prior written consent from the user department. 2.8 INTENTIONALLY OMITTED 2.9 INTENTIONALLY OMITTED 2.10 INTENTIONALLY OMITTED 2.11 INDEMNIFICATION AND INSURANCE - (1) GENERAL SERVICE AND MAINTENANCE CONTRACT FOR (GROUPS 1 & 3) 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 attorney's fees which may issue thereon. Provider expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by Provider shall in no way limit the responsibility to indemnify, keep and save harmless and defend the County or its officers, employees, agents and instrumentalities as herein provided. The vendor shall furnish to, Metropolitan Dade County, c/o Department of Procurement Management, Bids & Contracts Division, 111 N.W. 1st Street, Suite 2350, Miami, Florida 33128-1989, Certificate(s) of Insurance which indicate that 6 Miami -Dade County Bid No.: 7271-2/07-OTR CW 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. Dade County must be shown as an additional insured with respect to this coverage. C. Automobile Liability Insurance covering all owned, non -owned and hired vehicles used in connection with the work, in an amount not less than $300,000 combined single limit per occurrence for bodily injury and property damage. The insurance coverage required shall include those classifications, as listed in standard liability insurance manuals, which most nearly reflect the operations of the vendor. All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications: The company must be rated no less than "B" as to management, and no less than "Class V" as to financial strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent, subject to the approval of the County Risk Management Division. or The company must hold a valid Florida Certificate of Authority as shown in the latest "List of All Insurance Companies Authorized or Approved to Do Business in Florida", issued by the State of Florida Department of Insurance and are members of the Florida Guaranty Fund. Certificates will indicate no modification or change in insurance shall be made without thirty (30) days written advance notice to the certificate holder. NOTE:DADE COUNTY BID NUMBER AND TITLE OF BID MUST APPEAR ON EACH CERTIFICATE. Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section or under any other section of this Agreement. 7 Miami -Dade County Bid No.: 7271-2/07-OTR-CW Issuance of a purchase order is contingent upon the receipt of the insurance documents within fifteen (15) calendar days after Board of County Commission approval. If the insurance certificate is received within the specified time frame but not in the manner prescribed in this Invitation To Bid, the Bidder shall be verbally notified of such deficiency and shall have an additional five (5) calendar days to submit a corrected certificate to the County. If the Bidder fails to submit the required insurance documents in the manner prescribed in this Invitation To Bid within twenty (20) calendar days after Board of County Commission approval, the Bidder shall be in default of the contractual terms and conditions and shall not be awarded the contract. Under such circumstances, the Bidder may be prohibited from submitting future Proposal to the County in accordance with Section 1.0, Para 1.6 of the General Terms and Conditions. The Bidder shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in force for the duration of the contractual period; including any and all option years that may be granted to the Bidder in accordance with Section 2.5 of the Special Conditions. If insurance certificates are scheduled to expire during the contractual period, the Bidder shall be responsible for submitting new or renewed insurance certificates to the County at a minimum of thirty (30) calendar days in advance of such expiration. In the event that expired certificates are not replaced with new or renewed certificates which cover the contractual period, the County shall suspend the contract until such time as the new or renewed certificates are received by the County in the manner prescribed in the Invitation To Bid; provided, however, that this suspended period does not exceed thirty (30) calendar days. If such suspension exceeds thirty (30) calendar days, the County may, at its sole discretion, terminate this contract for cause and seek re -procurement charges from the Bidder in conjunction with Section 1.10, of the General Terms and Conditions. INDEMNIFICATION AND INSURANCE - (3) - TOWING AND AUTOMOTIVE REPAIR SERVICES FOR (GROUPS 2 & 4) 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. • 8 Miami -Dade County Bid No.: 7271-2107-OTR-CW The vendor shall furnish to Bid Section, Metropolitan Dade County, c/o Procurement Management Division, 111 N.W. 1st Street, Suite 2350, Miami, Florida 33128-1989, Certificate(s) of Insurance which indicate that insurance coverage has been obtained which meets the requirements as outlined below: A. Worker's Compensation Insurance for all employees of the vendor as required by Florida Statute 440. B. Garage Liability Insurance in amounts not less than $300,000 combined single limit per occurrence for bodily injury and property damage. Policy must be endorsed to include automobile service operations. Dade County must be shown as an additional insured with respect to this coverage. C. Automobile Liability Insurance covering all owned, non -owned and hired vehicles used in connection with the work, in an amount not less than $300,000 combined single limit per occurrence for bodily injury and property damage. The insurance coverage required shall include those classifications, as listed in standard liability insurance manuals, which most nearly reflect the operations of the vendor. All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications: The company must be rated no less than "B" as to management, and no less than "Class V" as to financial strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent subject to the approval of the County Risk Management Division. or The company must hold a valid Florida Certificate of Authority as shown in the latest "List of All Insurance Companies Authorized or Approved to Do Business in Florida", issued by the State of Florida Department of Insurance and are members of the Florida Guaranty Fund. Certificates will indicate no modification or change in insurance shall be made without thirty (30) days written advance notice to the certificate holder. 9 Miami -Dade County Bid No.: 7271-2107-OTR-CW NOTE:DADE COUNTY BID NUMBER AND TITLE OF BID MUST APPEAR ON EACH CERTIFICATE. Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section or under any other section of this agreement. Issuance of a purchase order is contingent upon the receipt of the insurance documents within fifteen (15) calendar days after Board of County Commission approval. If the insurance certificate is received within the specified time frame but not in the manner prescribed in this Invitation To Bid, the Bidder shall be verbally notified of such deficiency and shall have an additional five (5) calendar days to submit a corrected certificate to the County. If the Bidder fails to submit the required insurance documents in the manner prescribed in this Invitation To Bid within twenty (20) calendar days after Board of County Commission approval, the Bidder shall be in default of the contractual terms and conditions and shall not be awarded the contract. Under such circumstances, the Bidder may be prohibited from submitting future Proposal to the County in accordance with Section 1.0, Para. of the General Terms and Conditions. The Bidder shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in force for the duration of the contractual period; including any and all option years that may be granted to the Bidder in accordance with Section 2.5 of the Special Conditions. If insurance certificates are scheduled to expire during the contractual period, the Bidder shall be responsible for submitting new or renewed insurance certificates to the County at a minimum of thirty (30) calendar days in advance of such expiration. In the event that expired certificates are not replaced with new or renewed certificates which cover the contractual period, the County shall suspend the contract until such time as the new or renewed certificates are received by the County in the manner prescribed in the Invitation To Bid; provided, however, that this suspended period does not exceed thirty (30) calendar days. If such suspension exceeds thirty (30) calendar days, the County may, at its sole discretion, terminate this contract for cause and seek re -procurement charges from the Bidder in conjunction with Section 1.10 of the General Terms and Conditions. (THIS SECTION IS NOT APPLICATION TO VENDORS BIDDING PARTS AND SUPPLIES ONLY) The successful bidder/vendor shall indemnify and save the County harmless from any and all claims liability, losses and causes of action which may arise out of the fulfillment of the Agreement. The vendor shall pay all claims and losses of any nature. 2.12 INTENTIONALLY OMITTED 2.13 INTENTIONALLY OMITTED 10 Miami -Dade County Bid No.: 7271-2/07-OTR-CW 2.14 INTENTIONALLY OMITTED 2.15 METHOD OF PAYMENT: PERIODIC INVOICES FOR COMPLETED PURCHASES A. For Group No. 1, FLEET MANAGEMENT DIVISION: The successful Bidder(s) shall submit an invoice with each completed job or delivered order, at the time that completed job or delivered order is delivered to the County. Invoices will be directed to the attention of the shop Facility Supervisor that assigned the work or ordered the products and services. B. OTHER COUNTY AGENCIES: The successful vendor(s) shall submit an invoice(s) to the requesting department(s) after purchase has been completed, whether picked up by authorized County personnel or delivered to the site by the vendor. The invoices shall reference the appropriate requisition/release number, purchase order number, the delivery address, and the corresponding delivery ticket number or packing slip number that was signed by an authorized representative of the County department when the items were delivered and accepted. Submittal of these periodic invoices shall not exceed thirty- (30) calendar days from the delivery of the items. Under no circumstances shall the invoices be submitted to the County in advance of the delivery and acceptance of the items. METHOD OF PAYMENT: PERIODIC PAYMENTS FOR SERVICE RENDERED. A. For Group No. 2, FLEET MANAGEMENT DIVISION: The successful Bidder(s) shall submit an invoice with each completed job or delivered order, at the time that completed job or delivered order is delivered to the County. Invoices will be directed to the attention of the shop Facility Supervisor that assigned the work or ordered the products and services. B. OTHER COUNTY AGENCIES: The County shall provide periodic payments for services rendered by the successful bidder. In order for the County to provide payment, the bidder shall submit a fully documented invoice, which identifies the appropriate requisition/release number and purchase order number, the service location, and itemized listing of parts used, indicating unit prices and the time hours and minutes required for the services provided to the County's using department(s). The invoice shall be sulxnitted to the County department within thirty- (30) calendar days after the service has been rendered. It shall be understood that such invoices shall not be submitted for payment until such time as the service has been completed and a County representative has reviewed and approved the service. 2.16 SHIPPING TERMS: F.O.B. DESTINATION All bidders shall quote prices based on F.O.B. Destination and shall hold title to the goods until such time as they are delivered to, and accepted by, an authorized County representative. 11 Miami -Dade County Bid No.: 7271-2/07-OTR-CW 2.17 DELIVERY REQUIREMENTS AND COMPLETION OF SERVICES For Groups No. 1 & 2, all Hydraulic Parts and Supplies purchased herein shall be delivered or ready for pick-up by County Personnel within the calendar day(s) stated in the request for quote. Should the awarded bidder fail to deliver in the number of days stated in its quote, the County may cancel the order with the low bidder and acquire the product through another source of supply and charge the bidder with any re -procurement costs. If the bidder fails to honor these re -procurement costs, the County may remove that bidder from the contract. For Groups No. 2 & 4, the completion date for repairs shall not exceed seven (7) calendar days after receipt of notice to proceed, unless written authorization by the user department is provided. Should the bidder to whom the repair work is awarded, fail to complete the work within the number of days stated in the quotation, the County reserves the right to cancel the contract with the bidder and to secure the services through another source of supply to complete the work. If the County exercises this authority; the County may at its option request payment from the bidder through invoice or credit memo, for any additional costs over and beyond the original quoted prices, which were incurred by the County as result of having to secure the services elsewhere. If the bidder fails to honor this invoice or credit memo, the County may remove that bidder from the contract. 2.18 BACK ORDERS MUST BE FILLED WITHIN FIVE (5) CALENDAR DAYS If the successful bidder experiences a back order of items from its manufacturer or distributor, the bidder shall insure that such back orders are filled within five (5) calendar days from the date of the initial delivery. The bidder shall not invoice the County for back ordered items until such back orders are delivered and accepted by the County's authorized representative. It is understood and agreed that the County may, at its discretion, verbally cancel back orders after the grace period identified in this paragraph has lapsed, seek the items from another vendor, and charge the bidder for any re - procurement costs. 2.19 WARRANTY A. Type of Warranty Coverage Required In addition to all other warranties that may be supplied by the bidder, the bidder shall warrant its products and/or service against faulty labor and/or defective material for a minimum period of ninety- (90) days after the date of acceptance. This warranty requirement shall remain in force for the full warranty period; regardless of whether the 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. 12 Miami -Dade County Bid No.: 7271-2/07-OTR-CW B. Correcting Defects Covered Under Warranty The bidder shall be responsible for promptly correcting any deficiency, at no cost to the County, within five (5) 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 ten (10) 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. C. Replacement Parts All parts utilized in conjunction with this bid shall be new unless authorized by the user department and shall meet original equipment manufacturers specifications, and shall restore the equipment so that it will perform to its original design specifications. D. Restoration of Equipment All work shall be performed by trained, competent personnel; in accordance with the best commercial and industry practices that meet the manufacturer's standards. Rebuilt equipment shall result in as like new product so that it will perform to the Manufacturers original design specifications. 2.20 CONTACT PERSON For any additional information regarding the specifications and requirements of this contract, Contact: Rudy Gonzalez, CPPB at (305) 375-4947. 2.21 COUNTY-WIDE/STATE-WIDE USAGE Any governmental, not -for -profit or quasi -governmental entity in the State of Florida may avail itself of this contract and purchase any and all items specified herein from the successful bidder(s) at 2% above the contract price, consistent with the Miami -Dade County Surcharge Fee Ordinance No. 98-43. This 2% surcharge fee shall not apply to purchases made by Miami -Dade County, but shall be added to the contract price by the vendor for purchases made by other entities availing themselves of this contact. Each governmental, not -for -profit or quasi -governmental entity which uses the contract(s) resulting here from shall provide to the Miami -Dade County Department of Procurement Management a report of purchases made under this contract on a quarterly basis as outlined in the attached "Quarterly Agency Report" form. 13 Miami -Dade County Bid No.: 7271-2/07-OTR-CW Each Governmental, not -for -profit or quasi -governmental entity which uses a contract(s) resulting here from, will establish its own contract, place its own orders, issue its own purchase orders, be invoiced there from and make its own payments, determine shipping terms and issue its own exemption certificates as required by the bidder. It is understood that unless specified in Section 2, paragraph 2.16, entitled "Shipping Terms", all prices shall be quoted, "FOB Destination." For entities other than those belonging to Miami -Dade County or those located outside of 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 entity, prior to shipping the goods. It is also understood and agreed that Miami -Dade County is not a legally binding party to any contractual agreement made between any governmental unit and the bidder as a result of this bid. SURCHARGE FEE AND QUARTERLY SUMMARY REPORT Per Miami -Dade County Surcharge Fee Ordinance No. 98-43, please be advised that this contract is subject to a user surcharge fee in the amount of 2% on all sales to governmental, not for profit or quasi governmental entity, OTHER THAN MIAMI- DADE COUNTY, 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. Vendors shall be required to furnish the attached "Quarterly Surcharge Payment Report" in a timely manner. Quarterly reports and all applicable payments must be submitted to Department of Procurement Management (DPM)/Administrative and Fiscal Division, no later than 15 days after the end of each quarter, regardless of the value of sales during the preceding quarter. By submission of these sales summary reports and corresponding surcharge fees, the vendor is attesting to their correctness. All such reports and fees shall be subject to audit by Miami -Dade County. Failure to submit the following Quarterly Surcharge Payment Report and make applicable payments in a timely manner may result in termination or cancellation of contract with the non -conforming vendor and any and all remedies relating to the collection of such fees shall be enforceable. Additionally, any re -procurement charges may be charged to the vendor in default. Willful failure or falsification of sales reports or failing to make timely payments of the surcharge fee shall constitute sufficient cause for terminating the contract for cause of the non -conforming vendor. 14 Miami -Dade County Bid No.: 7271.-2/07-OTR-CW MIAMI-DADE COUNTY Department of Procurement Management Finance Section 111 N.W. 1st Street Suite 2350 MIAMI, FLORIDA, 33128 (305) 375-1487 Agency Instructions for Completing Quarterly Agency Report: (Report to be completed by all agencies utilizing Miami -Dade County contracts where the surcharge fee applies.) 1) Complete Section 1 using contact person name and information. 2) Complete Section 2 by completing information about the contract and vendor. Submit one report for each vendor and contract. 3) Complete Section 3 by recording the year and quarter that payment to the vendor was made. Submit one form for each quarter reported. 4) Complete Section 4 by recording purchase and payment amounts for the quarter recorded, Provide any comments if necessary. 5) Complete acknowledgement portion of form and sign. 6) The completed form must be returned by the due date stated below to: Department of Procurement Management (DPM) Administrative and Fiscal Division Finance Section 111 NW 1st Street Suite 2350 Miami, FL 33128 Quarterly Report Due Dates Note: Quarterly reports must be submitted to the Department of Procurement Management/Administrative and Fiscal Division/Finance Section, no later that 15 days after the end of each quarter, regardless of the value of the purchase or payment during the preceding quarter. Refer to charts below. Quarter Report Due Date I" Quarter —January 1 — March 31 Aprll 15 rd Quarter - April 1 - June 30 July 15 3'v Quarter - July 1 - September 30 October 15 411' Quarter - October 1 - December 31 January 15 MIAMI-DADE COUNTY DEPARTMENT OF PROCUREMENT MANAGEMENT Administrative and Fiscal Division 111 NW 1't Street, Suite 2350 15 Miami -Dade County Bid No.: 7271-2/07-OTR-CW Miami, FL 33123 (305) 375-I487 QUARTERLY AGENCY REPORT Report of Purchases Made using Miami -Dade SECTION 1- Agency Information County Contracts Requiring 2% Surcharge Agency Date Contact Person Name Title Address Telephone Number E-Mail Address Fax Number SECTION 2- Contract Information Contract No. Title Vendor Name SECTION 3 - Applicable Reporting Period Check the appropriate box. Submit one form for each quarter and each vendor. Year ❑Jan. 1 - March 31 ['April 1 - June 30 ❑ July 1 - Sept. 30 ❑Oct. 1 - Dec. 31 (1st Quarter) (2"d Quarter) (3rd Quarter) (4th Quarter) SECTION 4- Purchase/Payment amounts Purchase amount under contract for quarter stated above $ Payment amount to vendor for quarter stated above $ Comments By submission of this Quarterly Agency Report of purchases made under the referenced Miami -Dade County contract, I certify the correctness of the information. I understand that all reports may be subject to an audit by Miami -Dade County or a designee. Authorized Signature Title/Position Held Date Submit completed report to above address or fax to (305) 372-6128. w 16 Miami -Dade County Bid No.: 7271-2107-OTR-CW IMPORTANT NOTICE TO VENDORS This bid contains contractual language, which allows municipal and quasi -governmental entities to access the terms and conditions of the contract. After award the following entities will receive copies of our contract Award Sheet. Please feel free to contact the Purchasing Agents listed below to promote the usage of the commodities or services that you were awarded. ENTITY CONTACT TITLE ADDRESS CITY/ST PHONE Bal Harbour Village Jeanette Horton Village Clerk 655 96th Street Bal Harbour, Florida 33154 305-866-4633 Broward Community College Robert Persiano Assistant Director 225 E. Las Olas Blyd. Ft. Lauderdale, FL 33301 954-761-7485 Broward County Glenn R. Cummings Director of Purchasing 115 So. Andrews Ave. Room 212 Ft. Lauderdale, FL 33301 954-357-6070 Broward County Sheriffs office Rona M. Sandler Sr. Purchasing Agent 2601 W. Broward Boulevard Fort Lauderdale, FL 33312 954-831-8170 Charlotte County Bd. of County Kimberly A. Corbett Director of Purchasing 18500 Murdock Circle Suite 344 Port Charlotte, FL 33948- 1094 941-743-1372 City of Aventura Jeff Shields Purchasing Agent 19200 W. Country Club Dr, Aventura, FL 33180 305-466-8925 City of Boca Raton Carol Thomas Purchasing Manager 201 W Palmetto Park Rd Boca Raton, FL 33432 561-393-7871 City of Boynton Beach Carol Doppler Buyer 100E. Boynton Beach Blvd. Box 310 Boynton Beach, Florida 33425-0310 561-742-6323 City of Bradenton Ed J. Hargaden Purchasing Director 1300 6th Street West Bradenton, FL 34205 941-714-7502 City of Coral Gables Carmen Lizama Purchasing Director 2800 SW 72nd Ave. Miami, Florida 33155 305-460-5101 City of Deerfield Beach Donna M. Council Purchasing Agent 210 Goolsby Blvd. Deerfield, Florida 33442 954-480-4380 City of Dunedin Chuck Anknev Purchasing Manager P.O. Box 1348 Dunedin, FL 34697-1348 727-298-3077 City of Eustis Russ Wetherington Purchasing Manager P.O. Drawer 68 Eustis, FL 32727-0068 352-483-5475 City of Florida City Eugene Leon Project Manager 404 W. Palm Drive Florida City, FL 33034 305-247-8221 City of Fort Pierce Ge]encia Carter Buyer 100 N. U.S. Hwy 141 Fort Pierce, FL 34954-1480 561-460-2200 City of Fort Walton Beach Mike Tatun Purchasing Director P.O. Box 4009 Fort Walton Beach, FL 32549 850-833-9523 City of Hallandale/Central Services Dept. Art Andrews Purchasing Supervisor 400 S. Federal Highway Hallandale, Florida 33009 954-457-1332 City of Hialeah Manuel Rodriguez Purchasing Aide 501 Palm Avenue Room 304 Hialeah, Florida 33011 305-883-8056 City of Hollywood John L. Weyrauch Director P.O. Box 229045 Hollywood, Florida 33022- 9045 954-921-3210 City of Homestead Brian O'Connor Acting Purchasing Director 790 Homestead Boulevard Homestead, Fl 33030-6299 305-247-1801 City of Leesburg Mark Raiford Purchasing Manager P.O. Box 490630 Leesburg, FL 34748-0630 352-728-9880 City of Longwood Karen Behling Buyer 175 W. Warren Avenue Longwood, FL 32750 407-260-3483 City of Margate Connie Guzzi Buyer 1 5790 Margate Blvd. Margate, FL 33063 954-972-6454 City of Melbourne David McCue Purchasing Manager 900 E. Strawbridge Avenue Melbourne, FL 32901 321-953-6271 City of Miami Glen Marcos Assistant Director 444 SW 2nd Ave. 6th Floor Miami, FL 33130 305-416-1921 City of Miami Beach Gus Lopez Procurement Director 1700 Collins Ave. Miami Beach, Fl 33139 305-673-7495 City of Miami Springs Patricia Bradley Admin. Assist i1I 201 Westward Drive Miami Springs, Florida 33166 305-885-4581 City of North Miami Pam Thompson Purchasing Agent 776 NE 125th Street North Miami, Florida 33161-0847 305-893-6511 17 Miami -Dade County Bid No.: 7271-2107-OTR-CW City of North Miami Beach City of Opa-Locka City of Panama City City of Pembroke Pines City of Pompano Beach City of Port St. Lucie City of South Miami City of Sunny Isles Beach City of St. Augustine City of St. Petersburg City of Tampa City of Venice City of West Palm Beach City of Winter Springs Collier County Purchasing County of Volusia Doris Icon South Dade Community Health Center Hillsborough County Purchasing Indian Creek Village Jackson Health System Lee County Board of C.C./ Division of Purchasing Lee County School District Leon County School Board Miami Dade Community College Miami Dade County Public Schools Pinellas BOCC School Board of Sarasota County South Florida Water Management District St, Johns County School Lynn Gribble Rona M. Sandler Larry Adkison Denise Lamazare Ernie Siegrist Cheryl Sharaberg Kathy Vazquez Jean Watson Tim Burchfield Louis S. Moore Kendal E. Cann Larry Miller Nora Laudermilk Nancy Vobomik Steve Carrell Donna Wagner Ivory L Williams Lynne Fillmon Melissa Garcia Veronica Smith Janet Sheehan, CPPB Dale L. Wilson Byron Williams Linda Pagliaro Joseph Gomez Lula Banks John O'Donnell Jessica Flathman Frank Clark Purchasing Manager Purchasing Officer Purchasing Director Acct. Clerk III General Servs. Director Deputy Director Purchasing Manager Finance Director Director Director Purchasing Manager Purchasing Director Purchasing Admin. Purchasing Coordinator Purchasing Director Senior Purchasing Agent Procurement Specialist 1 Purchasing Village Clerk Manager — Bids and Contracts Director Director of Purchasing Director ofPurchasing Director of Purchasing District Director Purchasing Director Materials Manager Acting Procurement Director Purchasing Director 17011 N.E. 19th Avenue 101 N. Perviz Ave. 519 East 7th Street 13975 Pembroke Road 1190 NE 3 Ave. Bldg, C 121 S.W. Port St. Lucie Blvd. Bldg. A 6130 Sunset Drive 17070 Collins Ave. P.O. Box 210 P.O. Box 2842 306 E. Jackson St., 2nd Fir. East 201 West Venice Avenue 1045 Charlotte Ave. 1126 E. State Rd. 434 3710Estey Ave, 123 W. Indiana Ave., 3rd Floor 10300 S.W. 216th Street P.O. Box 31601 9080 Bay Drive 1611 N.W. 12th Ave. ETB066 P.O. Box 398 3308 Canal Streen 2757 West Pensacola Street 11011 S.W. 104th Street 1450 NE 2nd Ave, Room 364 400 S. FT. Harrison Ave. Annex Bldg. 101 Old Venice Rd, 3301 Gun Club Road 299 School House Rd, North Miami Beach, Florida 33162 Ona-Locka, FL 33054 Panama City, FL 32401- 3036 Pembroke Pines, FL 33027 Pompano Beach, FL 33060 Port St. Lucie, FL 34984 South Miami, FL 33143 Sunny Isles Beach, FL 33160 St. Augustine, FL 32085 St. Petersburg, FL 33731 Tampa, FL 33602 Venice, FL 34285 West Palm Beach, FL 33401 Winter Springs, FL 32708- 2799 Naples, FL 34104 Deland, FL 32720-4608 Miami, FL 33190 Tampa, FL 33601 Indian Creek, FL 33154 Miami, FL 33136 Ft. Myers, Florida 33902- 398 Ft. Myers, Florida 33916- 6594 Tallahassee, Florida 32303 Miami, FL 33176 Miami, FL 33132 Clearwater, FL 33756 Osprey, FL 34229 West Palm Beach, FL 33406 St. Augustine, FL 32084 305-948-2976 305-953-2825 850-872-3070 954-450-6918 954-786-4098 561-871-7390 305-663-6339 305-947-0606 904-825-1015 727-893-7027 813-274-8353 941-486-2626 516-659-8036 407-327-5959 941-436-6437 386-943-7009 305-257-2581 813-301-7060 305-865-4121 305-585-5261 941-339-6260 941-479-4256 850-487-7282 305-237-2400 305-995-2352 727-464-3311 941-486-2183 561-682-2823 904-826-3312 18 Miami -Dade County Bid No.: 7271-2107-OTR-CW Board Town of Bay Harbor Islands Joseph Fox Sup. Public Works 9665 Bay Harbor Terrace Bay Habor Islands, FL 33154 305-866-6241 Town of Davie Herb Hyman Procurement Manager 6591 Orange Drive Davie, FL 33314 954-797-1016 Town of Surfside B. Carcasses Town Clerk 9293 Harding Avenue Surfside, Florida 33154 305-861-4863 University of Miami Siomara Truillio Director of University Purchasing 1507 Levante Ave. Room 344 Coral Gables, FL 33124- 1433 305-284-2420 Village of Key Biscayne C. Samual Kissinger Village Manager 85 W. Mclntry Street Key Biscayne, FL 33149 305-365-5500 2.22 ACCEPTANCE OF PRODUCT BY THE COUNTY The products shall be maintained and delivered to the County in excellent condition. If a product does not meet specifications, it will be returned to the bidder as exchange for suitable merchandise or for full credit at no additional cost to the County. 2.23 ACCIDENT PREVENTION AND REGULATIONS Precautions shall be exercised at all times for the protection of persons and property. All Contractors and Sub -Contractors shall conform to all OSHA, State and County regulations while performing under the Terms and Conditions of this contract. Any fines levied by the above mentioned authorities because of inadequacies to comply with these requirements shall be borne solely by the bidder responsible for same. 2.24 ADDITIONAL FACILITIES MAY BE ADDED Although this Solicitation identifies specific facilities to be serviced, it is hereby agreed and understood that any County department or agency facility may be added to this contract at the option of the County. Successful bidder(s) under this contract shall be invited to submit price quotes for these new facilities. If these quotes are comparable with prices offered for similar services, the award(s) shall be made to the lowest responsible bidder(s) meeting specifications in the best interest of the County; and a separate purchase order shall be issued by the County. Notwithstanding the successful bidder does not have an exclusive right to these additional sites. The County may determine to obtain price quotes for the additional facilities from other bidders in the event the County does not find the price quotes comparable. 2.25 AUTHORIZATION TO PICKUP MATERIALS: Dade County employees are authorized to pick-up materials against purchase orders issued to the successful bidder(s). Such authorization is provided for the County employee through an "Authorization to Pick -Up Materials" (Dade County Form No. 160.04.17) who shall surrender the form to the bidder during each purchase. If the bidder is in doubt about the authenticity of the person picking up the material, the bidder shall contact the Department of Procurement Management for assistance at 375-5289. • 19 Miami -Dade County Bid No.: 7271-2107-OTR-CW 2.26 AVAILABILITY OF CONTRACT TO OTHER COUNTY DEPARTMENTS Although this Solicitation is specific to a County Department, it is hereby agreed and understood that any County department or agency may avail itself of this contract and purchase any and all items specified herein from the successful bidder(s) at the contract price(s) established herein. Under these circumstances, a separate purchase order shall be issued by the County, which identifies the requirements of the additional County department(s) or agency(s). 2,27 CATALOGS AND PRICE LISTS SHOULD BE SUBMITTED WITH BID If requested, the bidder shall submit one (1) copy of the current manufacturer's price list(s) and catalog(s) with the bid. Failure to meet this requirement may result in your bid being rejected. These documents shall be in effect at the commencement of the contract and shall remain in effect for the life of the contract; unless price escalations are specifically allowable in accordance with Section 2.7 of this Invitation to Bid. Discounts offered will be evaluated against these price lists and catalogs in order to determine the lowest responsive, responsible bidder. Upon request, the bidder shall provide additional sets of the manufacturer's product catalogs and price lists at no cost to the County. 2.28 COMPLIANCE WITH FEDERAL STANDARDS All items to be purchased under this bid shall be in accordance with all governmental standards, to include, but not limited to, those issued by the Occupational Safety and Health Administration (OSHA), the National Institute of Occupational Safety Hazards (NIOSH), and the National Fire Protection Association (NFPA). 2.29 DAMAGED GOODS WHEN SHIPPING IS PROVIDED BY BIDDER: The bidder shall be responsible for filing, processing and collecting all damage claims against the shipper. 230 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 20 Miami -Dade County Bid No.: 7271-2/07-OTR-CW (by volume) of the item being purchased or if the goods contain more than 10 percent 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. 2.31 LABOR, MATERIALS, AND EQUIPMENT SHALL BE SUPPLIED BY THE BIDDER Unless otherwise provided in Section 3 of this Solicitation entitled "Technical Specifications", the Bidder shall furnish all labor, material and equipment necessary for satisfactory contract performance. When not specifically identified in the technical specifications, such materials and equipment shall be of a suitable type and grade for the purpose. All material, workmanship, and equipment shall be subject to the inspection and approval of the County's Project Manager. 2.32 MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS The Bidder hereby acknowledges and agrees that all materials, except where recycled content is specifically requested, supplied by the Bidder in conjunction with this Bid shall be new, warranted for their merchantability, and fit for a particular purpose. In the event any of the materials supplied to the County by the Bidder are found to be defective or do not conform to specifications, the County reserves the right to (1) cancel the order and return such materials to the Bidder at the Bidder's expense or (2) require the Bidder to replace the materials at the Bidder's expense. 21 Miami -Dade County Bid No.: 7271-2I07-OTR-CW 2.33 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. 2.34 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. 2.35 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 re - procurement costs incurred by the County. 2.36 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, Bids & Contracts Division 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. • 22 Miami -Dade County Bid No.: 7271-2107-OTR-CW SECTION 3, CONTRACTING REQUIREMENTS (Also Refer to Appendix B) This contract is a Section 3, covered activity (Miami -Dade Housing Agency only). Section 3 requires that job training, employment and contracting opportunities be directed toward low- and very -low income persons and to businesses that provide economic opportunities to those persons. Additionally, all bidders (Section 3 and non -Section 3) are required to execute and submit Document 00400, "Section 3 Economic Opportunity and Affirmative Marketing Plan (Plan)". Failure to submit bidder's Plan, except as described in Appendix B, Section C., may render the bid as non -responsive. Questions regarding Section 3 Contract Requirements may be faxed to Margaret Hall or Kimberly Green, Office of Compliance, Miami -Dade Housing Agency at 305-643-1733. NOTE: Documentation Must Be Submitted With Proposal • 23 Miami -Dade County Bid No.: 7271-2/07-OTR-CW SECTION 3.0 TECHNICAL SPECIFICATIONS HYDRAULIC PARTS, SUPPLIES AND REPAIRS 3.1 SCOPE Provide Hydraulic Parts, Supplies and Repair Services as needed, when needed by the County. 3.2 Number of Awarded Bidders While the County will award all Bidders complying with the provisions of Section 2.6 at the inception of this solicitation, it reserves the right to add vendors to this contract at any point after the first six (6) months of this Contract's Life, on condition that, the level of competition has dropped below the levels indicated herein, and the Prospective additional Awardee has met all requirements of Section 2.6. If more than the required numbers of vendors have applied to be (Wait Listed) for award, chronological priority will be applied with the Bidder who has been (Wait Listed) the Iongest being added first. • 24 Submit Bid To: CLERK OF THE BOARD Stephen P. Clark Center 111 NW 1" Street 17th Floor, Suite 202 Miami, Florida 33128-1983 PAN1 DEPARTMENT OF PROCUREMENT MANAGEMENT OPENING: 2:00 P.M. WEDNESDAY February 5, 2003 INVITATION TO BID SECTION 4.0 BID PROPOSAL FORM PLEASE QUOTE PRICES F.O.B. DESTINATION, LESS TAXES, DELIVERED IN MIAMI-DADE COUNTY, FLORIDA NOTE: Miami -Dade County is exempt from all taxes (Federal, State, and Local). Bid price should be less all taxes. Tax Exemption Certificate furnished upon request. Issued DPM Date Issued: 12/23/02 This Bid Proposal Consists of by:R.G. Bids & Contracts Division Pages 25 through 34 Sealed bids subject to the Terms and Conditions of this Invitation to Bid and the accompanying Bid Proposal. Such other contract provisions, specifications, drawings or other data as areattached or incorporated by reference in the Bid Proposal, will be received at the office of DPM, Bids and Contracts Division, Vendor Assistance section at the address shown above until the above stated time and date, and at that time, publicly opened for furnishing the supplies or services described in the accompanying Bid Proposal Requirement. HYDRAULIC PARTS, SUPPLIES AND REPAIR A Bid Deposit in the amount of NIA of the total amount of the bid shall accompany all bids A Performance Bond in the amount of N/A of the total amount of the bid will be required upon execution of the contract by the successful bidder and Miami -Dade County DO NOT WRITE IN THIS SPACE ACCEPTED HIGHER THAN LOW NON -RESPONSIVE UNRESPONSIBLE DATE B.C.C. NO BID ITEM NOS. ACCEPTED COMMODITY CODE: 060-61 SR. PROCUREMENT AGENT: Rodolfo Gonzalez, CPPB FIRM NAME: RETURN THREE COPIES OF BID PROPOSAL PAGES ONLY FAILURE TO SIGN PAGE 34 OF SECTION 4.0, BID PROPOSAL FORM, WILL RENDER YOUR BID NON -RESPONSIVE 25 Miami -Dade County Bid No.: 7271-2/07-OTR-CW FIRM NAME: BID PROPOSAL FOR: HYDRAULI C PARTS, SUPPLIES AND REPAIR GROUPS NO. 1 & 3: PURCHASE OF HYDAULIC PARTS AND SUPLLIES WAREHOUSE SIZE: SQ. FT. STOCK /INVENTORY VALUE: DOLLARS OFFICE ADDRESS: WAREHOUSE ADDRESS: FACSIMILE NUMBER: CONTACT PERSONS: SUBMITTALS: a) Inventory: (Yes) (No) b) Warehouse Space: _(Yes) _(No) c) Manufacturers Letters (Yes) (No) 26 MIAMI-DADE COUNTY BID NO.: 727I-2/07-OTR-CW BID PROPOSAL FOR: HYDRAULIC PARTS, SUPPLIES AND REPAIRS FIRM NAME: List below, in alphabetical order, the Manufacturer's brand names for parts or units that would be available from your firm. Attach additional sheets if necessary. (PLEASE TYPE OR PRINT). 27 Revised 07/05/02 MIAMI-DADE COUNTY BID NO.: 7271-2/07-OTR-CW BID PROPOSAL FOR: HYDRAULIC PARTS, SUPPLIES AND REPAIRS FIRM NAME: GROUPS NO. 2 & 4: HYDRAULIC REPAIRS IS THE BIDDER FULLY EQUIPPED AND ESTABLISHED TO PERFORM HYDRAULIC REPAIRS ON COUNTY EQUIPMENT YES NO HOW MANY YEARS OF HYDRAULIC REPAIR EXPERIENCE DOES THE COMPANY HAVE? (See Attachment A) WAREHOUSE SIZE: SQ. FT. OFFICE ADDRESS: WAREHOUSE ADDRESS: FACSIMILE NUMBER: CONTACT PERSONS: SUBMITTALS: a) Warehouse Space: b) Years of Experience (Yes) (No) 28 Revised 07/05/02 MIAMI-DADE COUNTY BID NO.: 7271-2/07-OTR-CW BID PROPOSAL FOR: HYDRAULIC PARTS, SUPPLIES AND REPAIRS FIRM NAME: ATTACHMENT "A" The Bidder shall provide a list of hydraulk equipment repaired in the last two (2) years, including scope of work, company, and contact information as required in Section 2.6. The information provided must represent commercial or government accounts that your firm has serviced within the last two (2) years. The County reserves the right to request such evidence as may be required to verify the answers provided in this Pre -qualification questionnaire. If additional space is needed, please make copies of these pages as required. #1 Company Name: Address: Contact Name: Telephone: Type of Hydraulic Equip Repaired: Workscope: Date Repairs Performed: #2 Company Name: Address: Contact Name: Telephone: Type of Hydraulic Equip Repaired: Workscope: Date Repairs Performed: • 29 Revised 07/0502 MIAMI-DADE COUNTY BID NO.: 7271-2/07-OTR-CW BID PROPOSAL FOR: HYDRAULIC PARTS, SUPPLIES AND REPAIRS FIRM NAME: #3 Company Name: Address: Contact Name: Telephone: Type of Hydraulic Equip Repaired: Workscope: Date Repairs Performed: #4 Company Name: Address: Contact Name: Telephone: Type of Hydraulic Equip Repaired: Workscope: Date Repairs Performed: 30 Revised 07/0S/02 MIAMI-DADE COUNTY BID NO.: 7271-2/07-OTR-CW BID PROPOSAL FOR: HYDRAULIC PARTS, SUPPLIES AND REPAIRS FIRM NAME: PRE -QUALIFICATION OF VENDORS FOR: GROUP 1. PURCHASE OF HYDRAULIC PARTS AND SUPPLIES; THAT MEET ALL OF THE CRITERIA MENTIONED IN SECTION 2.0, PARA. 2.6 (The County will conduct a site visit to verify that vendors do meet the established criteria) 1. Yes, I would like to be considered for pre -qualification of Group I. 2. No, I DO NOT wish to be considered for pre -qualification of Group 1. PRE -QUALIFICATION OF VENDORS FOR: GROUP 2. PURCHASE OF HYDRAULIC REPAIRS; THAT MEET ALL OF THE CRITERIA MENTIONED IN SECTION 2.0, PARA. 2.6 (The County will conduct a site visit to verify that vendors do meet the established criteria) 1. Yes, I would like to be considered for pre -qualification of Group 2. 2. No, I DO NOT wish to be considered for pre -qualification of Group 2. Warranty: Warranty on new parts days. Warranty on workmanship/labor days. 31 Revised 07/05/02 MIAMI-DADE COUNTY BID NO.: 7271-2I07-OTR-CW BID PROPOSAL FOR: HYDRAULIC PARTS, SUPPLIES AND REPAIRS FIRM NAME: PRE -QUALIFICATION OF VENDORS FOR: MIAMI-DADE TRANSIT PRE -QUALIFICATION OF VENDORS FOR: GROUP 3. PURCHASE OF. HYDRAULIC PARTS AND SUPPLIES; THAT MEET ALL OF THE CRITERIA MENTIONED IN SECTION 2.0, PARA. 2.6 (MDHA) (The County will conduct a site visit to verify that vendors do meet the established criteria) 1. Yes, I would like to be considered for pre -qualification of Group 1. 2. No, I DO NOT wish to be considered for pre -qualification of Group 1. PRE -QUALIFICATION OF VENDORS FOR: GROUP 4. PURCHASE OF HYDRAULIC REPAIRS; THAT MEET ALL OF THE CRITERIA MENTIONED IN SECTION 2.0, PARA. 2.6 (MDHA) (The County will conduct a site visit to verify that vendors do meet the established criteria) 1. Yes, I would like to be considered for pre -qualification of Group 2. 2. No, I DO NOT wish to be considered for pre -qualification of Group 2. Warranty: Warranty on new parts days. Warranty on workmanship/labor days. 32 Revised 07/05/02 MIAMI-DADE COUNTY BID NO: 7271-2/07-OTR-CW BID PROPOSAL FOR: HYDRAULIC PARTS, SUPPLIES AND REPAIRS ACKNOWLEDGEMENT OF ADDENDA INSTRUCTIONS: COMPLETE PART I OR PART II, WHICHEVER APPLIES PART I: LIST BELOW ARE THE DATES OF ISSUE FOR EACH ADDENDUM RECEIVED IN CONNECTION WITH THIS BID Addendum #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 PART II: ❑ NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS BID FIRM NAME: AUTHORIZED SIGNATURE: DATE: TITLE OF OFFICER: • REVISED 02126702 33 Revised 07/05/02 ' 1VIIAMI-DADE COUNTY BID NO: 7271-2/07-OTR CW BID PROPOSAL FORM Bid Title: HYDRAULIC PARTS, SUPPLIES AND REPAIRS By signing this Bid proposal the Bidder certifies that it satisfies all legal requirements (as an entity) to do business with the County, including all Conflict of Interest and Code of Ethics provisions in Section 2-1,1 of the Miami -Dade County Code. Any County employee or member of his or her immediate family seeking to contract with the County shall seek a conflict of interest opinion from the Miami -Dade County Ethics Commission prior to submittal of a Bid response or application of any type to contract with the County by the employee or his or her immediate family and file a copy of that request for opinion and any opinion or waiver from the Board of County Commissioners with the Clerk of the Board. The affected employee shall file with the Clerk of the Board a statement in a form satisfactory to the Clerk disclosing the employee's interest or the interest of his or her immediate family in the proposed contract and the nature of the intended contract at the same time as or before submitting a Bid, response, or application of any type to contract with the County. Also a copy of the request for a conflict of interest opinion from the Ethics Commission and any corresponding opinion, or any waiver issued by the Board of County Commissioners, must be submitted with the response to the solicitation. The Bidder confirms that this Bid proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Bid for the same goods and/or services and in all respects is without collusion, and that the Bidder will accept any resultant award. Further, the undersigned acknowledges that award of a contract is contingent upon vendor registration. Failure to register as a vendor within the specified time may result in your firm not being considered for award. Pursuant to 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 ten (10) years shall disclose this information prior to entering into a contract with or receiving funding from the County. © Place a check mark here to affirm compliance with this disclosure requirement. Firm Name: Street Address: Mailing Address (if different): Telephone No. Fax No. Email Address: FEIN No. / l I l l l l Prompt Payment Terms: % days net days (Please see paragraph 1.2 H of General Terms and Conditions) Signature: (Signature of authorized agent) Print Name: Title: Failure to sign this page shall render your Bid non -responsive. 34 Revised 07/05/02