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HomeMy WebLinkAboutinvitation to bidMiami -Dade County Bid No.: 7247-0/07-CW BID NO.: 7247-0/07-CW OPENING: 2:00 P.M. WEDNESDAY December 18, 2002 MIAMI-DADE COUNTY, FLORIDA INVITATION TO BID TITLE WELDING REPAIR FOR HEAVY EQUIPMENT, MACHINE SHOP, AND METAL FABRICATION SERVICES FOR A FIVE (5) YEAR PERIOD. THE FOLLOWING ARE REQUIREMENTS OF THIS BID, AS NOTED BELOW: AFFIDAVITS• SEE APPENDIX - SECTION I BID DEPOSIT AND PERFORMANCE BOND: N/A CATALOGUE AND LISTS• N/A CERTIFICATE OF COMPETENCY: N/A EQUIPMENT LIST: SEE SECTION 3.0, PARA.3.2 INDEMNIFICATION/INSURANCE: SEE SECTION 2.0, PARA. 2.11(A & B) LIVING WAGE N/A PRE -BID CONFERENCE/WALK-THRU. SEE SECTION 2.0, PARA. 2.3 RACE -CONSCIOUSNESS 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.: 7247-0/07-CW MIAMI-DADE COUNTY, FLORIDA INVITATION TO BID Bid Number: 7247-0/07-CW Title: Welding Repairs for Heavy Equipment. Machine Shop & Metal Fabrication Services Procurement Agent: Rodolfo Gonzalez, CPPB Bids will be accepted until 2:00p.m. on December 18, 2002 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 bearing 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.: 7247-0/07-CW SECTION 1 GENERAL TERMS AND CONDITION 1.1. DEFINITIONS Bid — shall refer to any offer(s) submitted in response to this solicitation. Bidder — shall refer to anyone submitting a Bid in response to this solicitation. Bid Solicitation — shall mean this solicitation documentation, including any and all addenda, Bid 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" 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:/lwww,co. miami-dade.fl.0 s/dprtl. 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 fbti.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, 28`'' 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 (DAM), Bids and Contracts Division within Fourteen (14) days of notification of the intent to recommend for award. In the event the Miami -Dade County Business Entity Registration Application is not properly completed and returned within the specified time, the County may award to next lowest responsive Bidder. The Bidder is responsible for obtaining the Miami -Dade County Business Entity Registration Application and all affidavits by downloading from DPM's website at http:/lwww,co.miami-dgdg,fLus/dpttl or from the Vendor Information Center, located in the lobby of the Stephen P. Clarke Center at 111 N.W. 1" Street, Miami, FL. In becoming a 1 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, l (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- 1 I.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. l (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 11A-30 of the County Code. 16 Living Wage — Pursuant to Section 2-8.9 of the County Code. 17 Domestic Leave — Pursuant to Section 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 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. Miami -Dade County D. Request for Additional Information 1. Pursuant to Section 2-I1.1(t) of the County Code, all Bid Solicitations, once advertised and until an award recommendation has been forwarded to the appropriate authority are under the "Cone of Silence". Any communication or inquiries, except for clarification of process or procedure already contained in the solicitation, are to be made in writing to the attention of the Procurement Agent identified on the front page of the solicitation. Such inquiries or request for information shall be submitted to the procurement agent in writing and shall contain the requester's name, address, and telephone number. If transmitted by facsimile, the request should also include a cover sheet with Bidder's facsimile number. The requestor must also file a copy of this written request with the Clerk of the Board, I 1 1 NW 1" Street, 17°i Floor, suite 202, Miami, Florida 33128-1983 or email c1erkbne rniamidade.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 irrevocable unless the Bid is withdrawn as provided herein. Only written a letter received by the DPM Bids and Contracts Division prior to the Bid opening date may withdraw a bid. A bid may also be withdrawn ninety (90) days after the Bid has been opened and prior to award, by submitting a letter to the contact person identified on the 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 shalt be: the last addendum issued, the Bid Proposal Section, the Technical Specifications, the Special Conditions, and then the General Terms and Conditions. H. Prompt Payment Terms 1. It is the policy of Miami -Dade County that payment for all purchases by County agencies and the Public Health Trust shall be II Bid No.: 7247-0/07-CW 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 (I%) per month on the unpaid balance. Further, proceedings to resolve disputes for payment of obligations shall be concluded by final written decision of the County Manager, or his or her designee(s), not later than sixty (60) clays 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 be rejected. C. An authorized agent of the Bidder's firm must sign the Bid proposal form. FAILURE TO SIGN THE DID PROPOSAJ. FORM SHALL RENDER THE BID NON-RESPO IVE, 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. X.S. AWARD OF BID SOLICITATION A. This Bid may be awarded to the responsible Bidder meeting all requirements as set forth in the solicitation. The County reserves the right to reject any and all Bids, to waive irregularities or technicalities and to re -advertise for all or any part of this Bid Solicitation as deemed in its best interest. The County shall be the sole judge of its best interest. B. When there are multiple line items in a solicitation, the County reserves the right to award on an individual item basis, any combination of items, total low Bid or in whichever manner deemed in the best interest of the County. C. The County reserves the right to reject any and all Bids if it is determined that prices are excessive, best offers are determined to be unreasonable, or it is otherwise determined to be in the County's best interest to do so. D. The County reserves the right to negotiate prices with the low bidder, provided that the scope of work of this solicitation remains the same. E. Award of this Bid Solicitation will only be made to firms that have completed the Miami -Dade County Business Entity Registration Application and that satisfy all necessary legal requirements to do business with Miami -Dade County. Finns domiciled in Miami -Dade County must present a copy of their Miami -Dade County issued Occupational License. Miami -Dade County Bid No.: 7247-0/07-CW F. Pursuant to County Code Section 2-8.1(g), the Bidder's performance as a prime contractor or subcontractor on previous County contracts shall be taken into account in evaluating the Bid received for this Bid Solicitation. G. To obtain a copy of the Bid tabulation, Bidder(s) shall enclose an appropriately sized self-addressed stamped envelope. Bid results will not be given by telephone or facsimile. Please allow ten (10) 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-1574-88 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. Ail goods furnished shall be fully guaranteed by the successful Bidder against factory defects and workmanship. At no expense to the County, the successful Bidder shall correct any and all apparent and latent defects that may occur within the manufacturer's standard warranty. The Special Conditions of the Bid Solicitation may supersede the manufacturer's standard warranty. 1.8. ESTIMATED QUANTITIES Estimated quantities or dollars are for Bidder's guidance only. No guarantee is expressed or implied as to quantities or dollars that will be used during the contract period. The County is not obligated to place any order for a given amount subsequent to the award of this Bid Solicitation. Estimates are based on the County's actual needs and/or usage during a previous contract period. The County may use these estimates to determine the low Bidder. 1.9. NON-EXCLUS1VITY 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 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. III 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, terms 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. 8. 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 525,000-5100,000 $ 500 $ t 00,001-$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. 1g` 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 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 Miami -Dade County 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 attomey'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 by the successful Bidder shall in no way limit the responsibility to indemnify, keep and save harmless and defend the County or its officers, employees, agents and instrumentalities as herein provided. 1.21. 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 order, change order or award sheet, as appropriate. 1.23. TERMINATION FOR CONVENIENCE The County, at its sole discretion, reserves the right to terminate Iv Bid No.: 7247-0/07-CW 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 terminate or cancel any other contracts with such individual, corporation or entity. Such individual or entity shall be responsible for all direct or indirect costs associated with termination or cancellation, including 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, perform audits on all County contracts. The cost of random audits shall be incorporated into the contract price of all contracts and shall be one quarter (1/4) of one (1) percent of the contract price, except as otherwise provided in Section 2- 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/CONFIDENTIAL 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 know as the "Public Record Law." The bidder shall not submit any information in response to this invitation, which the bidder considers to be a trade secret, proprietary or confidential. The submission of any information to the County in connection with this invitation shall be deemed Miami -Dade County conclusively to be a waiver of any trade secret or other protection, which would otherwise be available to the bidder, In the event that the bidder submits information to the County in violation of this restriction, either inadvertently or intentionally, and clearly identifies that information in the bid as protected or confidential, the County shall endeavor to redact and return that information to the bidder as quickly as possible, and if appropriate, evaluate the balance of the bid. The redaction or return of information pursuant to this clause may render a bid non -responsive. V Bid No.: 7247-0/07-CW MIAMI-DADE BID NO.: 7247-0/07-CW SECTION 2.0 SPECIAL CONDITIONS Welding Repairs for Heavy Equipment, Machine Shop and Metal Fabrication Services 2.1 PURPOSE: TO ESTABLISH A CONTRACT FOR THE COUNTY: The purpose of this invitation to Bid is to establish a contract for four (4) Groups: Group A. for the purchase of Welding Repairs for Heavy Equipment and Group B. for the purchase of Machine Shop and Metal Fabrication Services. Purchases for (MDHA) utilize federal funds and therefore, County measures cannot be applied. These purchases will fall under Group C. Welding Repairs for Heavy Equipment and Group D. Machine Shop and Metal Fabrication Services. All groups are in conjunction with the County's needs on an as needed basis. 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. 2.3 PRE -BID CONFERENCE (RECOMMENDED): A pre -bid conference will be held on November 27, 2002 at Stephen P. Clark Center in conference room no. 18-3 to discuss proposed specifications. It is recommended that a representative of the firm attend in order to become familiar with the bid specifications. Bidders are requested to bring this Invitation To Bid package to the conference, as additional copies may not be available. "Multiple members of individual community councils may be present." 2.4 TERM OF CONTRACT: SIXTY (60) 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 sixty- (60) months and upon completion of the expressed and/or implied warranty period. 1 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW 2.5 INTENTIONALLY OMITTED 2.6 METHOD OF AWARD: Bidders may bid on Group A., Group B., or Both Group A. (Welding Repairs for Heavy Equipment) of this contract will be awarded to pre -qualified bidders who meet the following criteria: 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. 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. Bidder must be able to perform field -welding jobs at various customer locations via stick, mig, or tig. f. Bidder's Company must be able to provide proof of having a minimum of one (1) year of experience and service in welding and fabrication. These awarded bidders shall be pre -qualified to participate in specific periodic work assignments that are identified by the County on an as needed basis. When such work assignments are identified, the pre -qualified bidders shall receive notification for a quotation; review the written specification regarding the work to be accomplished, inspect the work or work area and offer an itemized price based on scope of work and materials. The Bidder offering the lowest total price shall be awarded the specific work assignment. The award of a specific work assignment to one (1) Bidder does not preclude the ability of the remaining pre -qualified Bidders, or awarded bidder, from submitting offers for other work assignments. NOTE: The County reserves the right to increase or decrease the number of pre - qualified vendors in its best interest. Group B. (Machine Shop and Metal Fabrication Services) of this contract will be made to those responsive, responsible bidders who meet or exceed the minimum criteria established as follows: • 2 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW a. Bidder must have a local warehouse/office of at least 3,000 square feet, with an adequate inventory of welding supplies. b. 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. c. Bidder must be able to provide the services and delivery to different locations within Miami -Dade County. d. Bidder must provide three (3) references of established business relationships with large commercial companies and or Governmental agencies. e. Bidders must own or lease (term of this contract), at the time of bid submission as a minimum, the following shop equipment listed in the Pre -Qualification Requirements in Section 3.0, Para. 3.2 (Technical Specifications) for Group B. Machine Shop and Metal Fabrication Services. These awarded bidders shall be pre -qualified to participate in specific periodic work assignments that are identified by the County on an as needed basis. When such work assignments are identified, the pre -qualified bidders shall receive notification for a quotation; review the written specification regarding the work to be accomplished, inspect the work or work area and offer an itemized price based on the scope of work and materials. The Bidder offering the lowest total price shall be awarded the specific work assignment. The award of a specific work assignment to one (1) Bidder does not preclude the ability of the remaining pre -qualified Bidders, or awarded bidder, from submitting offers for other work assignments. NOTE: The County reserves the right to increase or decrease the number of pre - qualified vendors in its best interest. METHOD OF AWARD: Bidders may bid on Group C., Group D., or Both (Miami - Dade Housing Agency) Purchases (Section 3 Required Documents must be submitted in order to participate under Groups C. & D.) Use of Federal Funds Only Group C. (Welding Repairs for Heavy Equipment) of this contract will be awarded to pre -qualified bidders who meet the following criteria: 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. 3 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW c. Bidder must have a facility that provides lot, or inside of a secure building, for no (1) trailer sized vehicle simultaneously. d. Bidder's Company must have competent thru Friday, from 8:00 a.m. to 5:00 p.m. operating fax machine e. Bidder must be able to perform field -welding jobs at various customer locations via stick, mig, or tig. security in the form of a fenced, locked less than one (1) refuse packer and one staffing, that may be contacted Monday In addition, the facility must have an £ Bidder's Company must be able to provide proof of having a minimum of one (1) year of experience and service in welding and fabrication. These awarded bidders shall be pre -qualified to participate in specific periodic work assignments that are identified by the County on an as needed basis. When such work assignments are identified, the pre -qualified bidders shall receive notification for a quotation; review the written specification regarding the work to be accomplished, inspect the work or work area and offer an itemized price based on scope of work and materials. The Bidder offering the lowest total price shall be awarded the specific work assignment. The award of a specific work assignment to one (1) Bidder does not preclude the ability of the remaining pre -qualified Bidders, or awarded bidder, from submitting offers for other work assignments. NOTE: The County reserves the right to increase or decrease the number of pre- qualified vendors in its best interest. Group D. (Machine Shop and Metal Fabrication Services) of this contract will be made to those responsive, responsible bidders who meet or exceed the minimum criteria established as follows: a. Bidder must have a local warehouse/office of at least 3,000 square feet, with an adequate inventory of welding supplies. b. 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. c. Bidder must be able to provide the services and delivery to different locations within Miami -Dade County. d. Bidder must provide three (3) references of established business relationships with large commercial companies and or Governmental agencies. e. Bidders must own or lease (term of this contract), at the time of bid submission as a minimum, the following shop equipment listed in the Pre -Qualification 4 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW Requirements in Section 3.0, Para. 3.2 (Technical Specifications) for Group D. Machine Shop and Metal Fabrication Services. These awarded bidders shall be pre -qualified to participate in specific periodic work assignments that are identified by the County on an as needed basis. When such work assignments are identified, the pre -qualified bidders shall receive notification for a quotation; review the written specification regarding the work to be accomplished, inspect the work or work area and offer an itemized price based on the scope of work and materials. The Bidder offering the lowest total price shall be awarded the specific work assignment. The award of a specific work assignment to one (1) Bidder does not preclude the ability of the remaining pre -qualified Bidders, or awarded bidder, from submitting offers for other work assignments. NOTE: The County reserves the right to increase or decrease the number of pre - qualified vendors in its best interest. For all jobs in Groups A., B., C., and D. of this contract, that the User Department estimates will cost the County under $1,000.00; user departments have an option to utilize a rotational award process or may obtain quotes for these purchases. The Procurement Liason of each department will instruct each of their user sections on where they are to start in the rotation of vendors from the contract award sheet, for purchases of under $ 1000.00. In Emergencies, for purchases of under $1,000.00; either to be delivered by the awarded bidder or picked -up by County personnel; the availability of materials and or geographic location can be a determining point for basis of award, and a quotation may not be required. All awardees must be notified and asked to submit price proposals for all jobs over $1,000.00. 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. NOTE: Contracting preferences will be given to pre -certified Section 3 vendors for MDHA projects only that submit Document 00200-B with the bid (see Appendix "B" attachment) and meet the pre -qualification requirements to participate in miscellaneous metal fabrication and shop projects. The County at its sole option may reopen the qualification process to include MDHA Section 3 certified vendors. 2.7 INTENTIONALLY OMITTED 5 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW 2.8 INTENTIONALLY OMITTED 2.9 INTENTIONALLY OMITTED 2.10 INTENTIONALLY OMITTED 2.11 INDEMNIFICATION AND INSURANCE - (3) - TOWING AND AUTOMOTIVE REPAIR SERVICES FOR GROUP A., GROUP C., & GROUP D. (WELDING REPAIRS FOR HEAVY EQUIPMENT) Provider shall indemnify and hold harmless the County and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense, which the County or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Agreement by the Provider or its employees, agents, servants, partners principals or subcontractors. Provider shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the County, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attomey's fees which may issue thereon. Provider expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by Provider shall in no way limit the responsibility to indemnify, keep and save harmless and defend the County or its officers, employees, agents and instrumentalities as herein provided. The vendor shall furnish to Bid Section, Miami -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. 6 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW 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. 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, 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 7 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW 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 1.0, 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. INDEMNIFICATION AND INSURANCE - (15) - MAINTENANCE AND REPAIR SERVICES AT AVIATION FOR GROUP B. (MACHINE SHOP AND METAL FABRICATION SERVICES) 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 Bid Section, Miami 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. • 8 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW B. Public Liability Insurance on a Comprehensive basis in a amount not less than $500,000 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 $1,000,000 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. 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 9 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW 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, 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 1.0, General Terms and Conditions. 2.12 INTENTIONALLY OMITTED 2.13 INTENTIONALLY OMITTED 2.14 INTENTIONALLY OMITTED 2.15 METHOD OF PAYMENT: PERIODIC PAYMENTS FOR SERVICE RENDERED 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 purchase order number and requisition or release number if applicable, the service location, and itemizes the services provided to the County using department(s). The invoice shall be submitted 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. FLEET MANAGEMENT DIVISION: The successful Bidder(s) shall submit an invoice with each completed job, at the time that completed job is redelivered to the 10 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW County. Invoices will be directed to the attention of the shop Facility Supervisor that assigned the work. 1. The Fleet Management Division is equipped and has the capability to receive electronic invoicing of appropriately Letter headed and formatted invoices at all shop facilities. Vendors having the capability to establish individual account electronic billing transmittals for each Fleet Management Shop Facility are encouraged to work with Ms. Sonia Walker at the Fleet Management Administrative Office to institute this type of billing procedure immediately after contract award. 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. 2.17 INTENTIONALLY OMITTED 2.18 INTENTIONALLY OMITTED 2.19 WARRANTY SHALL BE ONE YEAR FROM DATE OF ACCEPTANCE 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 one (1) year after the date of acceptance of the labor, materials and/or equipment by the County. This warranty requirement shall remain in force for the full one (1) year 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. 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 five (5) 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 11 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW County for this work or items; either through a credit memorandum or through invoicing. 2.20 CONTACT PERSONS: For any additional information regarding the specifications and requirements of this • contract, Contact: Rodolfo 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 heiein 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. 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 12 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW 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. 13 MIAMI-DADE COUNTY BID NO: 7247-0/07-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 April 15 2"d Quarter - April 1 - June 30 July 15 3'd Quarter - July 1 - September 30 October 15 4'k Quarter - October 1 - December 31 January 15 14 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW MIAMI-DARE COUNTY DEPARTMENT OF PROCUREMENT MANAGEMENT Administrative and Fiscal Division 111 NW 1" Street, Suite 2350 (305) 375-1487 QUARTERLY AGENCY REPORT Report of Purchases Made using Miami -Dade SECTION 1— Agency Information Agency Contact Person Name Title Miami, FL 33128 County Contracts Requiring 2' Surcharge Date 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 (1' Quarter) (2nd 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 15 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW 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. 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 Bel Harbour Village Jeanette Horton Village Clerk 655 96th Street Bel Harbour. Florida 33154 305-866-4633 Broward Community College Robert Persian° Assistant Director 225 E, Las Olas Blvd. 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 Gclencia Carter Buyer 100 N. U.S. Hwy #1 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 Dent. 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 16 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW 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 I 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 111 201 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 City of North Miami Beach Lynn Gribble Purchasing Manager 17011 N.E. 19th Avenue North Miami Beach, Florida 33162 305-948-2976 City ofOpa-Locka Rona M. Sandler Purchasing Officer 101 N. Perviz Ave, Opa-Locka, FL 33054 305-953-2825 City of Panama City Larry Adkison Purchasing Director 519 East 7th Street Panama City, FL 32401- 3036 850-872-3070 City of Pembroke Pines Denise Lamazare Acct. Clerk III 13975 Pembroke Road Pembroke Pines, FL 33027 954-450-6918 City of Pompano Beach Ernie Siegrist General Servs. Director 1190 NE 3 Ave. Bldg. C Pompano Beach, FL 33060 954-786-4098 City of Port St. Lucie Cheryl Sharaberg Deputy Director 121 S.W. Port St. Lucie Blvd. Bldg. A Port St. Lucie, FL 34984 561-871-7390 City of South Miami Kathy Vazquez Purchasing Manager 6130 Sunset Drive South Miami. FL 33143 305-663-6339 City of Sutmy Isles Beach Jean Watson Finance Director 17070 Collins Ave. Sunny Isles Beach, FL 33160 305-947-0606 City of St. Augustine Tim Burchfield Director P.O. Box 210 St. Augustine, FL 32085 904-825-1015 City of St. Petersburg Louis S. Moore Director P.O. Box 2842 St. Petersburg, FL 33731 727-893-7027 City of Tampa Kendal E. Capaz Purchasing Manager 306 E. Jackson St.. 2nd FIr. East Tampa. FL 33602 813-274-8353 City of Venice Larry Miller Purchasing Director 201 West Venice Avenue Venice, FL 34285 941-486-2626 City of West Palm Beach Nora Laudermilk Purchasing Admin. 1045 Charlotte Ave. West Palm Beach, FL 33401 516-659-8036 City of Winter Springs Nancy Vobomik Purchasing Coordinator 1126 E, State Rd. 434 Winter Springs, FL 32708- 2799 407-327-5959 Collier County Purchasing Steve Cornell Purchasing Director 37I0Estev Ave. Naples, FL 34104 941-436-6437 County of Volusia Donna Wagner Senior Purchasing Agent 123 W. Indiana Ave., 3rd Floor Deland, FL 32720-4608 386-943-7009 Doris 'son South Dade Community Health Center Ivory L. Williams Procurement Specialist 1 10300 S.W. 216th Street Miami, FL 33190 305-257-2581 Hillsborough County Purchasing Lynne Fillmon Purchasing P.O. Box 31601 Tampa, FL 33601 813-301-7060 Indian Creek Village Melissa Garcia Village Clerk 9080 Bay Drive Indian Creek, FL 33154 305-865-4121 Jackson Health System Veronica Smith Manager— Bids and Contracts 1611 N.W. I2th Ave. ETB066 Miami, FL 33136 305-585-5261 Lee County Board of C.C./ Division of Purchasing Janet Sheehan, CPPB Director P.O. Box 398 Ft. Myers, Florida 33902- 398 941-339-6260 Lee County School District Dale L. Wilson Director of Purchasing 3308 Canal Streett Ft. Myers, Florida 33916- 6594 941-479-4256 17 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW Leon County School Board Byron Williams Director ofPurchasing 2757 West Pensacola Street Tallahassee, Florida 32303 850-487-7282 Miami Dade Community College Linda Pagliaro Director of Purchasing 11011 S.W. 104th Street Miami, FL 33176 ' 305-237-2400 Miami Dade County Public Schools Joseph Gomez District Director 1450 NE 2nd Ave. Room 364 Miami, FL 33132 305-995-2352 Pinellas BOCC Lula Hanks Purchasing Director 400 S. FT. Harrison Ave. Annex Bldg. Clearwater, FL 33756 727-464-3311 — School Board of Sarasota County John O'Donnell Materials Manager 101 Old Venice Rd. Osprey, FL 34229 941-486.2183 South Florida Water Management District Jessica Flathman Acting Procurement Director 3301 Gun Club Road West Palm Beach, FL 33406 561-682-2823 St. Johns County School Board Frank Clark Purchasing Director 299 School House Rd. St. Augustine, FL 32084 904-826-3312 Town of Bay flarbor 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 33I24- 1433 305-284-2420 Village of Key Biscayne C. Sainual Kissinger Village Manager 85 W. Mcintry 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 authorities mentioned above because of inadequacies to comply with these requirements, shall be borne solely by the bidder responsible for same. ACCIDENT PREVENTION AND REGULATIONS AT THE SEAPORT DEPARTMENT All operations at the County's Seaport Department are under the direct control of Seaport Department personnel. Interference with vessels and vehicular traffic must be kept to a minimum. Ship berthing areas and roadways shall not be closed or opened by or for the Bidder; expressed permission must be given to the Bidder by the Seaport Engineer to do so. The Bidder shall plan the scheduling of its work in collaboration with the Engineer in order to insure safety for and, minimum hindrance to, port operations. All equipment Yr 18 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW shall be withdrawn from work areas at the end of the workday in order to eliminate immediate or potential hazard to traffic and facilities. Materials stored at the Seaport by the Bidder(s) shall be serviced in a manner that minimizes any obstruction to water and ground traffic. All equipment and stored materials shall be marked by barriers with flashing lights at no additional cost to the County. The Bidder shall exercise careful control during all phases of the work to prevent damage to Seaport utilities; including, but not limited to, overhead lights and buried cables. Before commencing work in any given area, the Bidder, working in conjunction with the Engineer and the Dade County Seaport Department Maintenance Staff, shall endeavor to locate any possible utility conflicts. Should the Bidder damage any Seaport utility through negligence, it shall promptly repair the damage at its own expense. 2.24 SECURITY PROCEDURES AT MIAMI INTERNATIONAL AIRPORT: The Bidder must follow all security procedures required of workers within airside operations. This will include security checks and passes for all employees, a special driving course to operate a vehicle in the airport, and additional security checks to work within U.S. Customs Service areas. It is the vendor's responsibility to maintain a workforce with the required security clearances. 2.25 ADDITIONAL FACILITIES MAY BE ADDED Although this Solicitation identifies specific facilities to be serviced, it is herby 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(s), 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. 2.26 AUTHORIZATION TO PICK-UP 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: 7247-0/07-CW 2.27 CLEAN-UP All unusable materials and debris shall be removed from the premises. At completion, the successful bidder shall thoroughly clean up all areas where work has been involved as mutually agreed with the Department Project Manager. 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 DEMONSTRATION OF EQUIPMENT MAY BE REQUIRED DURING EVALUATION After the County opens the Bid Proposals, the bidders will be required to demonstrate the equipment, which has been proposed for evaluation by, and at no cost to, the County. The purpose of the demonstration is to observe the equipment in an operational environment and to verify its capability, suitability, and adaptability vis-a-vis the performance requirements stipulated in the bid. If a demonstration is required, the County will notify the bidder of such in writing and will specify the date, time and location of the demonstration. If the bidder fails to perform the demonstration on the specified date stipulated in the notice, the County may elect to reject the bidder's proposal or to re -schedule the demonstration in its best interest. The County shall be the sole judge of the acceptability of the equipment in conformance with the bid specifications and its decision shall be final. 2.30 ESCORT AT AIRCRAFT OPERATING AREA When performing work at the County's Aviation Department, the successful bidder shall report to the Aviation Department's Maintenance Division Building No. 3030 and be escorted to and from each area of work that traverses the aircraft operating area. The Department shall monitor the placement of the bidder's equipment at each location. Upon completion of the work, the bidder shall call Mike Ayhens at 305-876-7919, to arrange inspection and escort out of the aircraft operating area. Any violations of this section by the bidder shall result in immediate removal from this Contract. 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. 20 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW 2.32 LEGAL REQUIREMENT FOR POLLUTION CONTROL It is the intent of these Specifications to comply with the Dade County Pollution Control Ordinance as stated in Chapter 24 of the Miami -Dade Code. This ordinance is made a part of these specifications by reference and may be obtained, if necessary, by the bidder through the Department of Environmental Resources Management (DERM), 33 SW 2nd Ave., Miami, Florida 33130, at (305) 372-6789. 2.33 LICENSES, PERMITS AND FEES The bidder shall obtain and pay for all licenses, permits and inspection fees required for this project; and shall comply with all laws, ordinances, regulations and building code requirements applicable to the work contemplated herein. Damages, penalties and or fines imposed on the County or the bidder for failure to obtain required licenses, permits or fines shall be borne by the bidder. 2.34 LIMITATION OF CONTRACT SHALL BE $125,000 PER PROJECT Although the purpose of this Solicitation is to secure a contract that can satisfy the total needs of the County or of a specific County agency, it is hereby agreed and understood that this Solicitation does not constitute the exclusive rights of the successful Bidder(s) to receive all orders that may be generated by the County in conjunction with this Solicitation. It is hereby agreed and understood that, in accordance with Dade County Resolution #120-83, any trades assistance work project exceeding $125,000.00 must be bid separately and cannot be incorporated under the terms and conditions of this Solicitation. 2.35 LOCAL OFFICE SHALL BE AVAILABLE The Bidder shall maintain an office within the geographic boundaries of Dade or Broward Counties, Florida. A competent company representative who can be contacted during normal working hours and who is authorized to discuss matters pertaining to the contract shall staff this office. 2.36 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. 21 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW 2.37 SERVICE FACILITIES SHALL BE PROVIDED BY BIDDER IN SOUTH FLORIDA Bids will only be accepted from bidder(s), which have service facilities located in South Florida (defined as Dade and Broward Counties) which can provide parts and repairs. 2.38 SUB -CONTRACTORS OF WORK SHALL BE IDENTIFIED As part of its Bid Proposal for Groups A. & C., the Bidder(s) are required to identify any and all Subcontractors that will be used for ancillary services that may be used such as painting, metal coating, hydraulic cylinder work, etc. In this section subcontracting for any form of welding, metal or machine shop work will not be accepted and will disqualify your bid. In Groups B. & D. of this solicitation the Bidder(s) are required to identify any and all Subcontractors that will be used for Metal and Ceramic Coating Services Only, in the Options Section of the proposed contract. The County when making the award in the best interest of the County shall consider the competency of the Subcontractor(s) with respect to experience, skill, responsibility and business standing. If the bidder fails to identify any and all sub -contractors in the Bid Proposal, the bidder may be allowed to submit this documentation to the County during the bid evaluation period if such action is in the best interest of the County. 2.39 WORK ACCEPTANCE An authorized representative of the County will inspect all projects. All inspection shall be performed to determine acceptance of work, appropriate invoicing, and warranty conditions. THE FOLLOWING SPECIAL CONDITIONS (2.40 THRU 2.50) WILL PERTAIN TO GROUP A. OF THIS CONTRACT: 2.40 WORK ASSIGNMENTS IDENTIFIED BY THE COUNTY: All work assignments during the contract period will be on an "as needed" basis, complying with notification requirements. Bidder shall assume no guarantees as to the number or frequency of work assignments or the amount of payments under the terms of this contract. Determination of work specifications and materials for each assignment will be made by the County Department. 2.41 REPAIR STANDARDS As no two vendors perform their work just alike, they may not see work requirements or damage to a vehicle in the same degree, causing their quotation to vary. However, the quality of the finished work must equal all of the standards of best industry practices as to selection and preparation of metals for repair, primer and paint standards, and finished • 22 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW quality of the repairs. The successful Contract Vendor will be required to consistently produce this quality of work using modern facilities, methods, paints, and repair techniques performed by individuals knowledgeable and skilled in fabrication repairs so the repair(s) conform with the original body alignment and contours as well as matching (as far as possible) existing paint textures and colors. Where damage has caused structural damage or frame/chassis misalignment of any nature, the Vendor will be required to align the equipment using equipment currently used in the industry with trained personnel to factory new standard alignment. Vendors will be required to have on their premises the proper welding equipment (gas/arc), metal forming equipment, spray booth(s), frame machine(s) if doing frame work, sandblasting ability, and storage/yard facilities that are fenced and secure so as to maintain the security of Miami -Dade County vehicles. Vendors who wish to participate in repairs performed at County facilities must have the appropriate portable equipment needed to make such repairs. 2.42 TIME LIMIT FOR MAKING INSPECTION Contract Vendors shall make their inspection within 24 hours after being notified of work to be inspected. Not making an inspection within the required time can cause the job to be awarded to the vendor meeting this requirement at the sole discretion of the shop supervisor. 2.43 TIME LIMIT FOR RETURNING QUOTATIONS A. Locations using prearranged inspection schedules will post or notify Vendors of the required quotation return schedule. This schedule will require return no less than 24 hours, or more than 72 hours, from scheduled job inspection. B. When called for a quotation, Contract Vendors shall return their quotation using Miami -Dade County's "Estimate of Repair Cost" Form (No. 160.80-64 Rev. 1/17) or any County solicitation form, no more than 48 hours after being notified of work to be inspected. Failure of the Contract Vendor to submit the quotation within 48 hours from notification will be considered "no quote" and the Contract Vendor will not be eligible for consideration of award of that repair. The time limit requirement may be waived in specific instances at the sole discretion of the Shop Supervisor when deemed in the best interests of Miami -Dade County. 2.44 AWARDING QUOTES The Vendor will quote each job after notification or scheduled time. Miami -Dade County shall furnish the vendor with "Estimate of Repair Cost" or any County solicitation forms to submit their quotation on. Miami -Dade County will give the vendor(s) detailed descriptions of work to be performed and allowable days of "down time" to complete and return work. The Contract Vendors shall state in their quote, in number of days, the reasonable time it will take them to repair the equipment quoted on ("down time"). This "down time", in 23 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW number of days, shall be included in writing on the "Estimate of Repair Cost" or any County solicitation form, and will be a part of the quotation. In addition to the price quoted the Shop Supervisor will use the vendor's "down time" quote as well as the vendor's past history of conforming to quoted "down time", quality of finished work, history of additional costs and additional "down time" and current quantity of equipment being repaired by the quoting vendor in their decision to award the work. Miami -Dade County reserves the right to weigh different factors appropriately to the type of equipment being quoted and its priority for being returned to County service at the sole discretion of the Shop Supervisor. 2.45 AUTHORIZATION TO BEGIN WORK AFTER AWARD The Shop Supervisor shall review all written quotes and shall return a copy of the "Estimate of Repair Cost" form and or a County release/requisition number, signed, to the vendor awarded the job. This will be the authorization to pick up the equipment and begin repairs. Equipment not picked up within 48 hours of award notification, will be deemed forfeited and re -awarded; unless, the pick up time has been specifically waived by the Shop Supervisor. NOTE: If none of the quotes received are within the limit of days of allowable "down time" the County reserves the right to waive its specified "down time" on that quote in lieu of the "down time" quoted by the awarded vendor. 2.46 EXCEEDING "DOWN TIME" If the Contract Vendor does not meet the "down time" requirement quoted, Miami -Dade County reserves the right to have the equipment returned to Miami -Dade County's facility 24 hours after the expiration of "down time". The removal of the equipment from the Contract Vendor's facility and return to Miami -Dade County will be at the expense of the Contract Vendor. If this option is exercised by Miami -Dade County, Miami -Dade County's only liability shall be to pay for work already performed. 2.47 ADDITIONAL COST AND ADDITIONAL "DOWN TIME" The Contract Vendor, after being awarded work, shall notify the Shop Supervisor within 48 hours of pickup of the awarded job, of any additional labor, parts cost, or "down time" that may be required to repair previously hidden damages. The Contract Vendor shall not perform, or bill for, any additional work until he has received the Shop Supervisor's prior approval. Should the Shop Supervisor not agree with the Contract Vendor's projected charges or "down time" for hidden repairs Miami -Dade County may, at its sole discretion, remove the equipment from the Contract Vendor Repair Facility and have the equipment re -quoted. Miami -Dade County's only liability in this occurrence would be for work already performed. Approved additional costs shall be itemized on an invoice, separate from the original quote and plainly labeled "hidden damages". Work for "hidden 24 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW damages" is not authorized, until the Shop Supervisor has signed such separate quote, labeled "hidden damages". 2.48 RANGE OF NON -SPECIALTY VEHICLES TO BE REPAIRED The Contract Vendor will be expected to perform repairs to the following types of vehicles. Vans (over 10,000 G.V.W.) Buses (School Bus Type over 10,000 G.V.W.) Sanitation Trucks Trash Trucks Truck Tractors Truck Trailers Semi Trailers Assorted Utility Trailers (over 10,000 G.V.W.) Dump Truck (Flat bed and others) Hydro Cranes Other similar heavy equipment (on road) Construction Equipment Other On and Off road heavy equipment 2.49 PICK UP AND DELIVERY OF VEHICLES IF APPLICABLE The successful Contract Vendor is responsible for the safe transport of the equipment if the repairs are to be performed at the Vendor's premises and the equipment is to be removed from Miami -Dade County facilities. The vendor shall return the repaired equipment to the Miami -Dade County Facility from which the work was generated, not more than 24 hours after completion of same, unless directed otherwise by the Shop Supervisor. NOTE: The Shop Supervisor may waive the pick up and delivery requirements for equipment on a case -by -case basis at his sole discretion when it is deemed to be in the best interest of Miami -Dade County. 25 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW 2.50 SHOP LOCATIONS Miami -Dade County has many facilities and divisions, which may call/arrange for collision repair damage quotes. The bidders of this contract are encouraged to familiarize themselves with County Operations and locations prior to placing their bid. Several SAMPLE locations are listed below: FLEET MANAGEMENT Shop 2 6100 SW 87 Avenue Shop 3 8801 NW 58 Street PARK & RECREATION South 22200 SW 137 Avenues North 200 West 74 Place, Hialeah Kendal 11395 SW 79 Street AVIATION Mobile Shop, Miami International Airport, Bldg. 3040 6750 NW 19 Street NOTE: Other County Agencies may access this contract and the listing above should not be considered final, guaranteed or total. 26 MIAMI-DADE COUNTY BID NO: 7247-0107-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 27 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW SECTION 3.0 TECHNICAL SPECIFICATIONS HEAVY EQUIPMENT WELDING, MACHINE SHOP AND METAL FABRICATION SERVICES 3.1 Group A. & Group C. These specifications are intended to describe in general terms the type, of Welding Repairs for Heavy Equipment required for the GSA/Fleet Management Division and various other County Departments; as well as to set the minimum requirements that the vendors must posses in order to ensure adequate service and quality. Bidder(s) are to refer to Section 2.0, Para. 2.6, for Repair and Pre -Qualification Minimum Requirements in Group A. & Group C., which may involve metal fabrication and machine work that may include shaping, bending, sandblasting, welding fastening, machining, metal spraying, ceramic coating and painting, among other functions, in order to produce a finished project. The finished projects may include work done to various categories of heavy mobile equipment such as repairing or replacing sections, complete walls, or floors in transfer trailers, refuse packers, conventional and contractor's dump trucks. Welding repair of various components of heavy equipment used on landfills or construction sites. Group B. & Group D. These specification are intended to describe in general terms the type of Machine Shop, Metal Fabricating, Welding, Metal Spraying and Ceramic Coating application services that the county will require from the successful Bidder(s), as well as to set the minimum qualifications that the bidder(s) must posses, in order to ensure adequate service and quality. The Metal Fabrication and Machine work may involve shaping, bending, sandblasting, welding fastening, machining, metal spraying, ceramic coating and painting, among other functions, in order to produce a finished project. The finished projects may include enclosures, gates, equipment supports, stacks, ducts, or any other metal fabrication as required by a County Department, for its operating plants, stations, and other facilities. The materials involved may include carbon steel, stainless steel, and aluminum, among others. The work may involve installation and or dismantling of existing metal components at the various facilities of the various Departments. Therefore, the bidder(s) shall be capable to perform fieldwork to accomplish these projects. In addition, the bidder(s) will need to be equipped with proper tools, equipment and personnel in order to dismantle or reassemble parts as needed; and to apply metal spray or ceramic coatings on items such as pump housings, sleeves, shafts, gears and bearing surfaces at the bidder(s) repair facility. 28 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW 3.2 GROUP B. & GROUP D. PRE -QUALIFICATION REQUIREMENTS All Bidders shall own or lease (term of this contract), at the time of bid submission as a minimum, the following equipment. 1. Drill Press(s) 2. Lathe(s) with a minimum capacity of 32" 3. Milling Machine(s) 4. Hydraulic Press(s) with 100 Ton minimum capacity 5. Forming Press with 100 Tons minimum capacity 6. Shears with 6' cutting length capacity and minimum '/" thickness 7. Roller (capable of handling up to '/a" thick steel and up to 3' wide pieces) 8. Bench and Cylindrical Grinder(s) 9. Vise(s) 10. Vertical and Horizontal Band Saw(s) 11. Oxygen -Acetylene Welding Equipment 12. Arc (Stick) Welding Equipment 13. Multi -Process Welding Machine (Stick!Tig/Mig) 14. Plasma Cutter with %" minimum ca 15. Equipped Service Truck 16. Sandblasting Cabinet and Equipment 17. Parts Washer(s) 18. Forklift or Shop Crane with 3 Ton minimum lifting capacity Bidder(s) responding to this bid must provide the County, a list of the types, sizes, and capabilities of their company's shop equipment, listed above. 3.3 FIELD MEASUREMENTS AND DRAWINGS Detailed drawings of existing equipment or facilities may not be available for certain projects; therefore, the successful Vendor(s) must be capable of providing sufficient field measurements, for the purpose of fabricating the products as required by the County. In addition, the successful Vendor(s) must be capable of providing the County with fabrication - quality shop drawings for the County's approval and record keeping. OPTION: METAL AND CERAMIC COATING Successful Vendor(s) shall be allowed to Sub -Contract only the Metal and Ceramic Coating Service portion, of projects that are requested by any of the County User Department. 29 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW Submit Bid To: CLERK OF THE BOARD Stephen P. Clark Center Ill NW 1St Street 17'h Floor, Suite 202 Miami, Florida 33128-1983 Di DEPARTMENT OF PROCUREMENT MANAGEMENT OPENING: 2:00 P.M. WEDNESDAY December 18, 2002 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, Local). Bid price should be less all taxes. Tax Exemption Certificate furnished upon request. Issued DPM Date Issued: 10/29/02 This Bid Proposal Consists of by:R.G. Bids & Contracts Division Pages 30 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 are attached 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. WELDING REPAIRS FOR HEAVY EQUIPMENT, MACHINE SHOP AND METAL FABRICATION SERVICES 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 TFIIS SPACE ACCEPTED NON -RESPONSIVE DATE B.C.C. ITEM NOS. ACCEPTED HIGHER THAN LOW UNRESPONSIBLE NO BID COMMODITY CODE: 929-48 & 910-76 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 30 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW PRE -QUALIFICATION OF VENDORS FOR: GROUP A. WELDING REPAIRS FOR HEAVY EQUIPMENT; 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 A. 2. No, I DO NOT wish to be considered for pre -qualification of Group A. PRE -QUALIFICATION OF VENDORS FOR: GROUP B. MACHINE SHOP AND METAL FABRICATION SERVICES; 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 B. 2. No, I DO NOT wish to be considered for pre -qualification of Group B. OPTIONS: METAL AND CERAMIC COATING SERVICES 1. Yes, I would like to be considered for pre -qualification of Options. 2. No, I DO NOT wish to be considered for pre -qualification of Options. Name of Sub -Contractor City and State 31 MIAMI-DADE COUNTY BID NO: 7247-0/07-C W PRE -QUALIFICATION OF VENDORS FOR: MIAMI-DADE TRANSIT AGENCY GROUP C. WELDING REPAIRS FOR HEAVY EQUIPMENT; 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 C. 2. No, I DO NOT wish to be considered for pre -qualification of Group C. PRE -QUALIFICATION OF VENDORS FOR: GROUP D. MACHINE SHOP AND METAL FABRICATION SERVICES; 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 D. 2. No, I DO NOT wish to be considered for pre -qualification of Group D. OPTIONS: METAL AND CERAMIC COATING SERVICES 1. Yes, I would like to be considered for pre -qualification of Options. 2. No, I DO NOT wish to be considered for pre -qualification of Options. Name of Sub -Contractor City and State (USE OF FEDERAL FUNDS ONLY -NO MEASURES FOR GROUPS C. & D.) 32 MIAMI-DADE COUNTY BID NO: 7247-0/07-CW BID PROPOSAL FOR: Welding Repair for Heavy Equip, Machine Shop & Metal Fabrication Svc. 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 02/26/02 33 MIAMI-DADE BID NO.: 7247-0/07-CW BID PROPOSAL FORM Bid Title: Welding Repair for Heavy Equipment, Machine Shop and Metal Fabrication Services 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 2-11 of the Miami -Dade County Code. Any County employee or member of his or her immediate family seeking to contract with the County shall seek a conflict of interest opinion from the Miami -Dade County Ethics Commission prior to submittal of a Bid response or application of any type to contract with the County by the employee or his or her immediate family and file a copy of that request for opinion and any opinion or waiver from the Board of County Commissioners with the Clerk of the Board. The affected employee shall file with the Clerk of the Board a statement in a form satisfactory to the Clerk disclosing the employee's interest or the interest of his or her immediate family in the proposed contract and the nature of the intended contract at the same time as or before submitting a Bid, response, or application of any type to contract with the County. Also a copy of the request for a conflict of interest opinion from the Ethics Commission and any corresponding opinion, or any waiver issued by the Board of County Commissioners, must be submitted with the response to the solicitation. 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. / 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