HomeMy WebLinkAboutinvitation for bidsBid Number:
Commodity Code:
Commodity Title:
Type of Purchase:
M/WBE Set -Aside:
Sr. Buyer:
Buyer Fax:
E-Mail Address:
Issue Date:
Pre -Bid Conference/Site Visit:
Bid Bond:
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City of Miami
Invitation For Bids
Purchasing Department
Judy S. Carter, Director
Miami Riverside Center
444 SW 2"d Avenue, 6`h Floor
Miami, Florida 33130
Web Site Address: http://ci.miami.fl.us/
Bid Data
01-02-83
962-17
BUS TRANSPORTATION SERVICES
Contract for One Year with OTR for two (2) additional One -Year periods
N/A
Maritza Suarez, CPPB
305-416-1925
msuarez@ci.miami.fl.us
February 22, 2002
Deadline for Request for Additional information/Clarification: 314102
N/A
N/A Performance Bond: N/A
Bld Opening
Monday March 11, 2002
11:00 AM
Office of the City Clerk
City Hall
3500 Pan American Drive
Miami, Florida 33133-5504
FROM THE NORTH: 1-95 SOUTH UNTIL IT TURNS INTO US1. US1 SOUTH TO 27TH AVE.,
TURN LEFT, PROCEED SOUTH TO S0. BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1
BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR.
PARKING IS ON RIGHT.
FROM THE SOUTH: US1 NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO.
BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN
DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT.
Bid Content Sections
1.0 Introduction
2.0 General Terms and Conditions that are general in scope
3.0 Special Conditions related to this Invitation for Bids
4.0 Specifications describing what is needed
5.0 Instructions for submitting a Bid Response
6.0 Bid Response forms and Check List to be completed, signed and submitted
Sealed written Bids must be received by the City of Miami, City Clerk's Office, no later than the
date, time and at the Location indicated above for the Bid Opening. Submittal of Bid by fax is not
acceptable. Three (3) copies of these sets of forms must be returned to the City or your bid may be
disqualified. NOTE: This IFB does not constitute an order for the goods or services specified.
City of Miami, Florida
Bid No. 01-02-083
THE FOLLOWING ORDINANCES HAVE BEEN APPROVED BY THE MIAMI-DADE COUNTY COMMISSION.
ALL MUNICIPALITIES I{'OCATED WITHIN MIAMI-DADE COUNTY, INCLUDING THE CITY OF MIAMI, ARE
REQUIRED BY LAW TO ADHERE TO THESE ORDINANCES.
CONE OF SILENCE
Pursuant to Section 2-11.1 of the Code of Miami -Dade County, Florida, as amended, a "Cone of Silence" is imposed upon
RFPs, RFQs, or bids at the point in time in which the staff of the Purchasing Department begins to draft the RFP, RFQ or bid
specifications, or in the event the Purchasing Department does not issue an draft the solicitation, prior to the time at which the
soliciting department begins to draft the RFP, RFQ or bid specifications and terminates at the time the City Manager issues a
written recommendation to the City Commission. The Cone of Silence prohibits communication regarding RFPs, RFQs, or bids
between potential vendors, service providers, bidders, lobbyists or consultants and City's professional staff including, but not
limited to, the City Manager and the City Manager's staff.
The provisions of County Ordinance Nos. 98-106 and 99-1 do not apply to oral communications at pre-proposal/hid
conferences; oral presentations before selection committees; contract negotiations during any duly noticed public meetings;
public presentations made to the City Commission during any duly noticed public meeting; communications with the City
Attorney and staff; communications between a vendor/competitor and employees of the Office of Minority/Women Business
Affairs; duly noted site visits after bid opening, any emergency procurement executed under Section 29A of the City Charter
and Section 18-79 of the City Code; oral communications between a bidder, vendor, service provider, lobbyist or consultant
regarding a particular RFP, RFQ or bid and the procurement agent or contracting officer responsible for administering that
process "provided the communication is limited strictly to matters of process or procedure already contained in the
corresponding solicitation document"; oral communications between the procurement agent or contracting officer responsible
for administering a particular RFP, RFQ or bid and a member of the corresponding Selection Committee "provided the
communication is limited strictly to matters of process or procedure already contained in the corresponding solicitation
document"; or communications in writing at any time unless specifically prohibited by the applicable RFP, RFQ or bid
document. Proposers/Bidders must file a copy of any written communications with the City Clerk, which shall be made
available to any person upon request. The City shall respond in writing and file a copy with the City Clerk, which shall be
made available to any person upon request.
In addition to any other penalties provided by law, violation of Miami -Dade County Ordinance Nos. 98-106 and 99-1 by any
bidder and bidder shall render any RFP award, RFQ award or bid award voidable. Any person having personal knowledge of a
violation of the Ordinances shall report such violation to the State Attorney and/or may file a complaint with Miami -Dade
County's Ethics Commission. Proposers/Bidders should reference the actual Ordinances for further clarification.
All recommended Proposers/Bidders will be notified in writing when the City Manager makes an award recommendation to the
City Commission.
Senior Buyer for this IFB: Maritza Suarez
Name of Department: Purchasing
Address: 444 SW 2nd Avenue, 6th Floor, Miami, Florida 33130
Fax: 305-416-1925
Email Address: msuarez( ci.miami.fl.us
ADDITIONAL INFORMATION/ADDENDA
Requests for additional information or clarifications must be made in writing and received by the Senior Buyer specified on the
cover sheet of this IFB, in accordance with the Cone of Silence (see Section 2.14), no later than the deadline for receipt of
questions specified in the IFB (see Section 3.2). The request must contain the IFB number and title, Bidder's name, name of
Bidder's contact person, address, phone number, and facsimile number.
Electronic facsimile requesting additional information will be received by the Sr. Buyer for this IFB at the fax number specified
on the cover sheet of this IFB. Facsimiles must have a cover sheet which includes, at a minimum, the Bidder's name, name of
Bidder's contact person, address, number of pages transmitted, phone number, facsimile number, and IFB number and title.
The City will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda
issued prior to the Bid's Opening Date. Bidders should not rely on any representations, statements or explanations other than
those made in this IFB or in any written addendum to this IFB. Where there appears to be conflict between the IFB and any
addenda issued, the last addendum issued shall prevail.
City of Miami, Florida Bid No. 01-02-083
a
1.0 INTRODUCTION TO INVITATION FOR BIDS
1.1 INVITATION - Thank you for your interest in this procurement process, The City of Miami, through its
Purchasing Department, invites responses which offer to provide the goods and/or services identified on the
title page and described in greater detail in Sections 3 and 4.
1.2 DEFINITIONS - We will speak with you relatively informally throughout the Solicitation in order to help
the process be a little more human and friendly. Obviously, we need to include a certain amount of legal
language, but we'll try to keep it as painless and common-sense as possible. Even though the style is
relatively informal, we intend to express our expectations clearly, and they are to be legally interpreted in our
favor. We may for instance avoid the term "shall" wherever possible, just to avoid heavy-handed legalese.
Nevertheless, you need to know that you will be held accountable for whatever in here applies to you.
1.2.1 We / Us / Our / City - These terms refer to the City of Miami, Florida, a duly organized public
entity. They may also be used as pronouns for various subsets of the City organization, including, as
the context will indicate:
Purchasing - The Purchasing Department including its Director/Chief Procurement Officer and staff
of Professional Buyers.
Department/s - The City Department/s and/or offices for which this Solicitation is prepared, and
which will be the end user/s of the goods and/or services sought.
Authorized Representative/Contract Administrator - The user Department's contact/s for interaction
regarding contract administration and performance.
1.2.2 You / Your - These terms refer generally to the other person or entity which is a party to this
agreement or contract, any subsidiaries or affiliates, officers, employees, volunteers, representatives,
agents or subcontracts. The term may apply differently to different classes of entities, as the context
will indicate. For instance, "you" as a bidder will have different obligations than "you" as a
contractor will have upon award of the contract. We'll be specific whenever it seems warranted.
Bidder/Offeror - Any business entity submitting a Response to this Solicitation, or Prospective
Bidders who may be invited to respond, or which express interest in this solicitation, but who submit
a "No Bid" Response.
Contractor/Successful Bidder - The bidder whose response to this Solicitation is deemed by the City
to be the lowest most responsible and responsive bidder and whose Bid meets specifications.
Contractor will be approved for award by the City Commission, and a Purchase Order will be issued
for the provision of the goods and/or services described in the Invitation For Bids.
1.2.3 Invitation for Bids (IFB) - A written solicitation for competitive sealed bids with the title, date,
and hour of the public opening designated and specifically defining the commodity, group of
commodities, or services for which bids are sought. It includes instructions prescribing all
conditions for bidding and shall be distributed to all prospective bidders simultaneously. The
invitations to bid is used when the agency is capable of specifically defining the scope of work for
which a contractual service is required or when the agency is capable of establishing precise
specifications defining the actual commodity or group of commodities required.
1,2.4. Bid - A written offer of a price submitted by the bidder in a sealed envelope in response to the IFB
instructions. Offer does not include any verbal interaction you may have with us apart from
submittal of a formal written Bid.
1.2.5. Responsive Bidder - A bidder who has submitted a Bid which conforms in all material aspects to the
specifications and terms set out in the IFB.
City of Miami, Florida Bid No. 01-02-083
1.2.6. Responsible Bidder - A bidder who has the capability in all respects to perform fully the contract
requirements and possess the experience, integrity, reliability, capacity? facilitieg, equipment and
credit which will assure good faith performance.
1.2.7. Change Order - A written order signed by the Director of Purchasing or designee directing the
vendor to make changes to a contract or purchase order resulting from the 1FB.
1.2.8. Term Contract - A firm price agreement with an indefinite quantity or, where the contractor agrees
to furnish commodities or contractual services during a prescribed period of time, the expiration of
which concludes the contract.
1.3 BID CLARIFICATION — Bidders shall not contact any City Official or Employee prior to opening of bids,
evaluation of bids and award of contract except in writing to the individual named on the front cover page of
this document.
Requests for additional information or clarifications must be made in writing and received by the Senior
Buyer specified on the cover sheet of this IFB, in accordance with the Cone of Silence (see Section 2.14), no
later than the deadline for receipt of questions specified in the IFB (see Section 3.2). The request must
contain the IFB number and title, Bidder's name, name of Bidder's contact person, address, phone number,
and facsimile number.
Electronic facsimile requesting additional information will be received by the Sr. Buyer for this IFB at the fax
number specified on the cover sheet of this IFB. Facsimiles must have a cover sheet which includes, at a
minimum, the Bidder's name, name of Bidder's contact person, address, number of pages transmitted, phone
number, facsimile number, and IFB number and title.
The City will issue responses to inquiries and any other corrections or amendments it deems necessary in
written addenda issued prior to the Bid's Opening Date. Bidders should not rely on any representations,
statements or explanations other than those made in this IFB or in any written addendum to this IFB. Where
there appears to be conflict between the IFS and any addenda issued, the last addendum issued shall prevail.
1.3.1. Bidder Responsibility - We expect you to be thoroughly familiar with all specifications and
requirements of this IFB. Your failure or omission to examine any relevant form, article, site or
document will not relieve you from any obligation regarding this IFB. By submitting a Bid, you are
presumed to concur with all terms, conditions and specifications of this IFB unless you have
specifically, by Section number, raised objection as instructed in Section 5. Objections we consider
excessive or affecting vital terms may reduce or eliminate your prospects for award.
1.3,2. Written Addendum - If it becomes evident that this IFB must be amended, we will issue a formal
written addendum to all known prospective Bidders. If necessary, a new bid opening date will be
established.
1.4 AWARD - The Bid will be awarded to the lowest most responsive, responsible bidder(s) whose bid,
conforming to the specifications, is most advantageous to the City.
The City shall award a contract to the successful bidder(s) who meets the specification requirements and
criteria set forth in the 1FB through action taken by the City Commission at a duly authorized meeting. This
action shall be administratively supported by a Notice of Award and written award of acceptance (purchase
order) mailed or otherwise furnished to the successful bidder(s), which shall constitute a binding contract
without further action by either party, with the exception of required proof of insurance or other documents,
when applicable.
The City reserves the right to award the contract on a split -order, lump -sum, or individual -item basis, or such
combination as shall best serve the interest of the City unless otherwise specified.
While the City Commission may determine to award a contract to a bidder(s) under this solicitation, said
award may be conditional on the subsequent submission of other documents as specified in the Special
Conditions. The bidder(s) shall be in default of the contractual obligations if any of these documents are not
submitted in a timely manner and in the form required by the City.
City of Miami, Florida Bid No. 01-02-083
1f the bidder(s) is in default, the City Commission will rescind its acceptance of the bidder's offer and may
determine to accept the offer from the next lowest most responsive and responsible bidder(s) or re -solicit
bids. The City may -seek monetary restitution from the bidder(s) as a result -of damages or excess costs
sustained.
1.5 BID ANNOUNCEMENTS- The City Purchasing Department offers several opportunities for vendors to
learn about activity in City purchasing.
1.5.1. 24 hour Bid Line: Upcoming bids and auctions are recorded on the bid line which the general public
may access at (305)416-1900.
1.5.2. Web Site: Prospective bidders may visit the City's web site at http:l/www.ci.miami.fl.us/ to access
general information about City/Purchasing, including Invitations for Bid, Request for Proposals,
Bid Tabulations, Recommendations for Award, etc..
1.5.3. NET 9: The City maintains a cable channel for cable subscribers within the City of Miami through
Miami ICI which features general information about the City, including bid announcements and
auctions.
1.6 CONTRACT EXECUTION - This IFB, the Contractor's Bid, any addenda and/or property executed
modifications, and the purchase order, are collectively an integral part of the contract between the City and
the successful bidder.
1.6.1. Order of Precedence - Any inconsistency in this IFB shall be resolved by giving
precedence to the following documents, the first of such list being the governing documents.
Addenda (as applicable)
Specifications
Special Conditions
General Terms and Conditions
Instructions to Bidders
Introduction
City of Miami, Florida Bid No. 0I-02-083
Z. A GENERAL TERMS AND CONDITIONS FOR THE PURCHASE OF SERVICES
O
INTENT: The General Terms and Conditions described herein apply to the acquisition of general
services with an estimated aggregate cost of $4,500.00 or more.
2.1. ACCEPTANCE OF OFFER - The signed bid response shall be considered an offer on the part of the
bidder; such offer shall be deemed accepted upon issuance by the City of a purchase order or other
contractual document.
2.2. ACCEPTANCE/REJECTION -The City reserves the right to accept or reject any or all bids or parts of
bids after bid opening and request rebid on the items described in the IFB. In the event of such rejection, the
Director of Purchasing shall notify all affected bidders and make available a written explanation for the
rejection. The City also reserves the right to waive any irregularities or minor informalities or technicalities
in any or all bids and may, at its discretion, re -bid.
2.3. PIGGYBACK PROVISION - At such times as may serve its best interest, the City reserves the right to
advertise for, receive, and award additional bids for these herein items, and to make use of other
competitively bid (governmental) contracts, SNAPS Agreements or other similar sources for the purchase of
these goods and/or services as may be available.
2.4. SELLING, TRANSFERRING OR ASSIGNING RESPONSBILITIES - The contractor shall not sell,
assign, transfer or subcontract, at any time during the term of the Contract, or any part of his/her operations,
or assign any portion of the performance required by this Contract, except under and by virtue of written
permission granted by the City through the proper officials, which may be withheld or conditioned, in the
City's sole discretion.
2.5. AUDIT RIGHTS AND RECORDS RETENTION - The Contractor agrees to provide access to the City, or
to any of its duly authorized representatives, to any books, documents, papers, and records of the contractor
which are directly pertinent to this Contract, for the purpose of audit, examination, excerpts, and
transcriptions. The Contractor shall maintain and retain any and all books, documents, papers and records
pertinent to the Contract for three (3) years after the City makes final payment and all other pending matters
are closed. Contractor's failure to adhere to, or refusal to comply with, this condition shall result in the
immediate cancellation of this contract by the City.
2.6. AVAILABILITY OF CONTRACT STATE-WIDE - Any Governmental, not -for -profit or quasi -
governmental entity in the State of Florida, may avail itself of this contract and purchase any and all items
specified herein from the successful bidder(s) at the contract price(s) established herein.
Each Governmental, not -for -profit or quasi-govemmental entity which uses a contract(s) resulting herefrom,
will establish its own contract, place its own orders, issue its own purchase orders, be invoiced therefrom and
make its own payments, determine shipping terms and issue its own exemption certificates as required by the
successful bidder(s).
2.7. AWARD OF CONTRACT
A. The IFB, Bidder's response, any addenda issued and the purchase order shall constitute the entire
contract, unless modified in accordance with any ensuing contract.
B. The award of a Contract where there are Tie Bids will be decided by the Director of Purchasing or
designee.
C. The award of this Bid may be preconditioned on the subsequent submission of other documents as
specified in the Special Conditions or Technical Specifications. The Bidder shall be in default of its
contractual obligation if such documents are not submitted in a timely manner and in the form required by
the City. Where the Bidder is in default of these contractual requirements, the City, through action taken
by the Purchasing Department, will void its acceptance of the Bidder's Response and may accept the Bid
from the next lowest most responsive, responsible bidder or re -solicit the City's requirements. The City,
at its sole discretion, may seek monetary restitution from the Bidder and its bid bond or guarantee, if
applicable, as a result of damages or increased costs sustained as a result of the Bidder's default.
City of Miami, Florida Bid No. 01-02-083
D. The term of the contract shall be specified in one of three documents which shall be issued to the
successful Bidder. These documents may either be a purchase order, notice of award and/or contract
award sheet. Where a conflict between two or more of the. several documents exists, the contract award
sheet shall take precedence.
E. The City reserves the right to automatically extend this contract for up to one hundred twenty (120)
calendar days beyond the stated contract term in order to provide City departments with continual service
and supplies while a new contract is being solicited, evaluated, and/or awarded. If the right is exercised,
the City shall notify the Bidder, in writing, of its intent to extend the contract at the same price, terms and
conditions for a specific number of days. Additional extensions over the first one hundred twenty (120)
day extension may occur, if, the City and the Successful Bidder are in mutual agreement of such
extensions.
F. The City reserves the right to award the contract on a split -order, lump sum or individual -item basis or
such combinations as shall best serve the interest of the City unless otherwise specified.
2.8. BID BOND/ BID SECURITY - A cashier's or certified check, or a Bid Bond signed by a recognized surety
company that is licensed to do business in the State of Florida, payable to the City of Miami, for the amount
bid is required from all bidders, if so indicated under Section 3.0 Special Conditions. This check or bond
guarantees that a bidder will accept the order or contract, as bid, if it is awarded to bidder. Bidder shall
forfeit bid deposit to the City should City award contract to Bidder and Bidder fails to accept the award. The
City reserves the right to reject any and all surety tendered to the City. Bid deposits are returned to
unsuccessful bidders within ten (10) days after the award and successful bidder's acceptance of award. If
sixty (60) days have passed after the date of the formal opening of the bids, and no contract has been
awarded, all bid deposits will be returned on demand.
Certified Minority/Women vendors may apply to participate in the City's Bid Bond Voucher Program
by contacting the Minority/Women Business Affairs office.
2.9. BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute a Contract and/or file an
acceptable Performance Bond, when required, as provided herein, within ten (10) days after written notice of
award has been given, shall be just cause for the annulment of the award and the forfeiture of the Bid Security
to the City, which forfeiture shall be considered, not as a penalty, but in mitigation of damages sustained.
Award may then be made to the next most lowest responsible Bidder or all bids may be rejected.
2.10. CANCELLATION - The City reserves the right to cancel all Invitations for Bid before bid opening. In the
event of bid cancellation, the Director of Purchasing shall notify all affected bidders and make available a
written explanation for the cancellation.
2.11. CAPITAL EXPENDITURES - Contractor understands that any capital expenditures that the firm makes, or
prepares to make, in order to perform the services required by the City, is a business risk which the contractor
must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures, or
to maintain the approved status of any contractor. If contractor has been unable to recoup its capital
expenditures during the time it is rendering such services, it shall not have any claim upon the City.
2.12. COLLUSION - The Bidder, by affixing a signature to their bid certifies that its bid is made without previous
understanding, agreement or connection either with any person, firm or corporation making a bid for the same
items or with the City's Purchasing Department or initiating Department. The Bidder certifies that its bid is
fair, without control, collusion, fraud, or other illegal action. The Bidder certifies that it is in compliance with
Section 2.611, Conflict of Interest and Code of Ethics Laws. The City will investigate all situations where
collusion may have occurred and the City reserves the right to reject any and all bids where collusion may
have occurred.
2.13. COMPLIANCE WITH FEDERAL, STATE, AND LOCAL LAWS - Contractor understands that
contracts between private entities and local governments are subjects to certain Iaws and regulations,
including laws pertaining to public records, conflict of interest, records keeping, etc. City and Contractor
agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect the
goods or equipment offered, including but not limited to:
City of Miami, Florida Bid No. 01-02-083
2.13.1. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client
because of race, creed, color, national origin, sex, or age with regard to, bt}t not limited to, the
following: employment practices, rate of pay or other compensation methods, and training selection.
2.13.2. Occupational, Safety and Health Act (OSHA), as applicable to this IFB.
2.13.3. The State of Florida Statutes Section 287.133(3)(A) on Public Entity Crimes.
2.13.4. Minority/Women Business Affairs Enterprise (M/WBE) City Ordinances No. 10062, 10538, 11272,
as amended, as applicable to this IFB.
2.13.5. Environment Protection Agency (EPA), as applicable to this IFB.
2.13.6. Uniform Commercial Code (Florida Statutes, Chapter 672).
2.13.7. Americans with Disabilities Act of 1990, as amended.
2.13.8. First Source Hiring Agreement, City Ordinance No. 10032, as amended, as applicable to this IFB.
Implemented to foster the creation of new and permanent jobs for City of Miami residents; requires
as a condition precedent to the execution of service contracts including professional services.
2.13.9. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this IFB.
2.13.10. National Forest Products Association (NFPA), as applicable to this IFB.
2.13.11. City Local Preference Ordinance No, 11087, as applicable to this IFB.
2.13.12. Conflict of Interest, City Code Section 2-611;612.
2.13.13. Cone of Silence, Miami Dade County Ordinance Nos. 98-106 and 99-1.
2.13.14. The State of Florida Statutes Sections 218.73 and 218.74 on Prompt Payment.
Lack of knowledge by the bidder will in no way be a cause for relief from responsibility. Non-compliance with all
local, state, and federal directives, orders, and laws may be considered grounds for termination of contract(s).
Copies of the City Ordinances may be obtained from the City Clerk's Office.
2.14. CONE OF SILENCE
A. Notwithstanding any other provision of these specifications, the provisions of Section 2-1 1.1 "Conflict
of Interest and Code of Ethics Ordinance," as set forth in subsection (t) "Cone of Silence," of the
Miami -Dade County Code are applicable to this purchase transaction. The "Cone of Silence" prohibits
the following activities:
I. Any communication regarding this RFP, RFQ or Bid between a potential vendor, service
provider, bidder, lobbyist, or consultant and the City's professional staff including, but not
limited to, the City Manager, and his or her staff; and
2. Any communication regarding this RFP, RFQ or Bid between the Mayor, City Commissioners
or their respective staffs and any member of the city's professional staff including, but not
limited to, the City Manager and his or her staff.
B. The "Cone of Silence" is imposed upon this RFP, RFQ or Bid at the point in time in which the staff
begins to draft the RFP, RFQ or bid specifications, or in the event the Purchasing Department does not
issue an draft the solicitation, prior to the time at which the soliciting department begins to draft the
RFP, RFQ or bid specifications. The "Cone of Silence" shall terminate at the time that the City
Manager makes his or her written recommendation to the City Commission, unless the City
Commission refers the City Manager's recommendation back to the City Manager or staff for further
review.
City of Miami, Florida Bid No. 01-02-083
C. The provisions of County Ordinance Nos. 98-106 and 99-1 do not apply to oral communications at
pre-proposal/hid conferences; oral presentations before selection committees; contract negotiations
during any duly noticed public meetings; public presentations made to the City Commission during any
duly noticed public meeting; communications with the City Attorney and staff; communications
between a vendor/competitor and employees of the Office of Minority/Women Business Affairs; duly
noted site visits after bid opening, any emergency procurement executed under Section 29A of the City
Charter and Section 18-79 of the City Code; oral communications between a bidder, vendor, service
provider, lobbyist or consultant regarding a particular RFP, RFQ or bid and the procurement agent or
contracting officer responsible for administering that process "provided the communication is limited
strictly to matters of process or procedure already contained in the corresponding solicitation
document"; oral communications between the procurement agent or contracting officer responsible for
administering a particular RFP, RFQ or bid and a member of the corresponding Selection Committee
"provided the communication is limited strictly to matters of process or procedure already contained in
the corresponding solicitation document"; or communications in writing at any time unless specifically
prohibited by the applicable RFP, RFQ or bid document. Proposers/Bidders must file a copy of any
written communications with the City Clerk, which shall be made available to any person upon request.
The City shall respond in writing and file a copy with the City Clerk, which shall be made available to
any person upon request.
D. Please contact the City Attorney for any questions concerning "Cone of Silence" compliance.
2.15. CONFLICT OF INTEREST - Bidders, by responding to this IFB, certify that to the best of their knowledge
or belief, no elected/appointed official or employee of the City is financially interested, directly or indirectly,
in the purchase of goods specified in this IFB. Any such interests on the part of the Bidder or its employees
must be disclosed in writing to the City. Further, you must disclose the name of any City employee who
owns, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in the
your firm.
2.16. CONTRACT AND BONDS - The bidder whose bid is accepted may be required, within the time
established in the IFB, to enter into a written contract with the City, and if required, furnish performance and
payment bonds on City standard forms in the amount recommended for award.
2.17. COST BREAKDOWN — During the bid evaluation process, the City reserves the right to request the
apparent low bidder(s) to furnish a cost breakdown of the bid price(s). This cost breakdown may be utilized
by the City to determine bidder responsibility. Failure to timely respond to this request shall deem your bid
non -responsive.
2.18. DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which shall
include any failure on the part of the successful Bidder to accept the award, to furnish required documents,
and/or to fulfill any portion of this contract within the time stipulated.
Upon default by the successful Bidder to meet any terms of this agreement, the City will notify the Bidder of
the default and will provide the contractor three (3) days (weekends and holidays excluded) to remedy the
default. Failure on the contractor's part to correct the default within the required three (3) days shall result in
the Contract being terminated and upon the City notifying in writing the contractor of its intentions and the
effective date of the termination. The following shall constitute default:
A. Failure to perform the work required under the Contract and/or within the time required or failing to
use the subcontractors, entities and personnel as identified and set forth, and to the degree specified
in the Contract.
B. Failure to begin the work under this Contract within the time specified.
C. Failure to perform the work with sufficient workers and equipment or with sufficient materials to
ensure timely completion.
D. Neglecting or refusing to remove materials or perform new work where prior work has been rejected
as non conforming with the terms of the Contract.
E. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or
making an assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment
City of Miami, Florida Bid No. 01-02-083
renders the successful Bidder incapable of performing the work in accordance with and as required
by the Contract.
y_
F. Failure to comply with any of the terms of the Contract in any material respect.
All costs and charges incurred by the City as a result of a default or a default incurred beyond the time limits
stated, together with the cost of completing the work, shall be deducted from any monies due or which may
become due on this Contract.
2.19. DISCRIMINATION — An entity or affiliate who has been placed on the State of Florida discriminatory
vendor list may not submit a bid on a contract to provide 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 award or perform work as a contractor,
supplier, subcontractor, or consultant under contract with any public entity, and may not transact business
with any public entity.
2.20. EMERGENCY/DISASTER PERFORMANCE - In the event of a hurricane or other emergency or disaster
situation, the successful vendor shall provide the City with the commodities/services defined within the scope
of this bid at the price contained within vendor's bid. Further, successful vendor shall deliver/perform for the
City on a priority basis during such times of emergency.
2.21. EVALUATION OF BIDS
A. Rejection of Bids
The City may reject for any of the following reasons:
(1) Bidder fails to acknowledge receipt of addenda
(2) Bidder misstates or conceals any material fact in the Bid
(3) Bid does not conform to the requirements of the Bid
(4) Bid requires a conditional award that conflicts with the method of award
(5) Bid does not include required samples, certificates, licenses as required
(6) Bid was not executed by the Bidder's authorized agent on the Bid Form
The foregoing is not the all inclusive list of reasons for which a Bid may be rejected. The City may reject
and re -advertise for all or any part of the IFB whenever it is deemed in the best interest of the City.
B. Elimination From Consideration
(1) A contract shall not be awarded to any person or firm which is in arrears to the City upon any
debt or contract, or which is a defaulter as surety or otherwise upon any obligation to the City.
(2) A contract may not be awarded to any person or firm which has failed to perform under the
terms and conditions of any previous contract with the City or deliver on time contracts of a
similar nature.
(3) A contract may not be awarded to any person or firm which has been debarred by the City in
accordance with the City's Debarment and Suspension Ordinance.
C. Demonstration of Responsibility
(1) Bids will only be considered from firms/sole proprietors who are regularly engaged in the
business of providing the services required by the Bid. Bidder's must be able to demonstrate a
satisfactory record of performance and integrity and have sufficient financial, material,
equipment, facility, personnel resources, and expertise to meet all contractual requirements.
The terms "equipment and organization" as used herein shall be construed to mean a fully
equipped and well established firm/sole proprietorship in line with the best industry practices
in the industry as determined by the City.
City of Miami, Florida
Bid No. 01-02-083
(2) The City may consider any evidence available regarding the financial, technical and other
qualifications and abilities of a Bidder, including past performance. (experience) with the City
or any other governmental entity in making the award.
(3) The City may require the Bidder's to show proof that they are designated as an authorized
representative of a manufacturer or supplier which is the actual source of supply, if required by
the Bid.
2.22. FIRM PRICES - The bidder warrants that prices, terms, and conditions quoted in his/her bid will be firm
throughout the duration of the contract unless otherwise specified in the IFB. Such prices will remain firm for
the period of performance or resulting purchase orders or contracts, which are to be performed or supplied
over the designated period of time.
2.23. INDEMNIFICATION - The Contractor shall indemnify and save harmless forever the City, and all the
City's agents, officers and employees from and against all charges or claims resulting from any bodily injury,
loss of life, or damage to property from any act, omission or neglect, by Bidder or its employees; the
Contractor shall become defendant in every suit brought for any of such causes of action against the City or
the City's officials, agents and employees; the Contractor shall further indemnify City as to all costs, attorneys
fees, expenses and liabilities incurred in the defense of any such claims and any resulting investigation.
2.24. INSPECTION OF BID - Sealed bids received by the City pursuant to Invitation For Bids will not be made
available until such time as the City provides notice of a decision or intended decision or within 10 days after
bid opening, whichever is earlier. Bid Tabulations will be furnished, after a recommendation for the award is
made to the City Commission by the Purchasing Department in concurrence with the user department request,
and upon provision of a self addressed, stamped envelope by the bidder to receive the tabulation. Tabulations
also are available on the City's Web Site following recommendation for award.
2.25. INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor, shall
furnish evidence of insurance to the Purchasing Department. Submitted evidence of coverage shall
demonstrate strict compliance to all requirements listed on the attached form entitled "Insurance
Requirements". The City shall be listed as an "Additional Insured."
Issuance of a purchase order is contingent upon the receipt of proper insurance documents. If the insurance
certificate is received within the specified time frame but not in the manner prescribed in this Invitation to
Bid, the Contractor shall be verbally notified of such deficiency and shall have an additional five (5) calendar
days to submit a corrected certificate to the City. If the Contractor fails to submit the required insurance
documents in the manner prescribed in this IFB within fifteen (15) calendar days after receipt of Notice of
Award, the contractor 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 bids to the City.
Information regarding any insurance requirements shall be directed, in writing, to the Risk Administrator,
Department of Risk Management, City of Miami, 444 SW 2"d Avenue, 9th Floor, Miami, Florida 33130.
The Bidder shall be responsible for assuring that the insurance certificates required in conjunction
with this Section remain in force for the duration of the contractual period; including any and all
option terms that may be granted to the Bidder.
2.26. INVOICES - Invoices shall contain purchase order number of goods or equipment delivered (i.e. quantity,
unit price, extended price, etc.)
2.27. LOCAL PREFERENCE - City Ordinance 11087, states that the City Commission may offer to a
responsible and responsive local bidder, whose primary office is located in the City, the opportunity of
accepting a bid at the low bid amount, if the original bid amount submitted by the local vendor does not
exceed 110 percent of the lowest responsible and responsive bidder.
2.28. MINORITY/WOMEN PROCUREMENT PROGRAM - Ordinance No. 10062, as amended, entitled the
Minority and Women Business Affairs and Procurement Ordinance of the City of Miami, Florida, sets forth
"...a goal of awarding at least 51 percent of the City's total annual dollar volume of all expenditures for all
goods and services to Black, Hispanic and Women minority business enterprises on an equal basis." A
minority business enterprise is defined as a business firm "...in which at least 51 percent of said enterprise is
City of Miami, Florida Bid No. 01-02-083
owned by Blacks, Hispanics, or Women and whose management and daily business operations are controlled
by one or more Blacks, Hispanics or Women."
To achieve the goal established by these Ordinances, participation in providing goods and services to the City
by minorities is being encouraged in a number of ways. All bidders doing business with the City are
encouraged to include the participation of minority firms in their bids. In evaluating bids for determination of
awards, minority participation may be a factor. Failure to adequately involve minority firms may be a basis
for rejecting any and all bids.
Possible ways to include minority participation would involve:
I. Joint venture with a minority firm(s)
2. Utilizing minority firm(s) as subcontractor(s).
3. Utilizing minority firm(s) to supply goods and/or services.
4. Successful implementation of well defined affirmative action program.
5. Other forms of minority participation, if properly documented.
Successful bidder(s) shall be required to establish an Affirmative Action Plan, if not, an Affirmative
Action Policy shall be established, pursuant to Ordinance #10062 as amended. Effective date of
implementation must be indicated on the policy.
A "Minority Status Information Sheet" in Section 6.7 is provided to assist bidders in presenting information
concerning minority participation.
Minority and women business firms are encouraged, but not required, to register with the City prior to
submitting bids. The Purchasing Department will provide the necessary forms and instructions upon request.
All bidders are urged to submit bids for any goods or services that they are able to supply, regardless of
minority classification. However, compliance with all requests for information regarding Minority/Women
Status or Participation is required. Bidder's cooperation is greatly needed to aid the City in achieving its
goal.
2.29. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS OR CONTRACTS
No agreement or understanding to modify this IFB and resultant purchase orders or contracts shall be binding
upon the City unless made in writing by the Director of Purchasing. Through the issuance of a Change Order
or Modification to the Contract Purchase Order or Award Sheet as appropriate.
2.30. NONDISCRIMINATION - Bidder agrees that it shall not discriminate as to race, sex, color, age, religion,
national origin, marital status, or disability in connection with its performance under this solicitation.
Furthermore, Bidder agrees that no otherwise qualified individual shall, solely by reason of his/her race, sex,
color, age, religion, national origin, marital status or disability, be excluded from the participation in, be
denied benefits of, or be subjected to discrimination under any program or activity receiving federal financial
assistance.
In connection with the conduct of its business, including rendition of services and employment of personnel,
Bidder shall not discriminate against any person on the basis of race, color, religion, disability, age, sex,
marital status or national origin. All persons having appropriate qualifications shall be afforded equal
opportunity for employment
2.31. OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business location in
the City and submitting a Bid under this IFB shall meet the City's Occupational License Tax requirements in
accordance with Chapter 31.1, Article I of the City Charter. Others with a location outside the City shall meet
their local Occupational License Tax requirements. A copy of the license must be submitted with the Bid;
however, the City may, at its sole option and in its best interest, allow the Bidder to supply the license to the
City during the evaluation period, but prior to award.
2.32. PERFORMANCE BOND — A Contractor may be required to furnish a Performance Bond as part of the
requirements of this Contract, in an amount equal to one hundred percent (100%) of the contract price.
City of Miami, Florida Bid No. 01-02-083
2.33. PROHIBITIONS - Contractor represents and warrants to the City that it has not employed or retained any
person or company ejnployed by the City to solicit or secure this Contract and that it has not offered to pay,
paid, agreed to pay any person any fee, commission, percentage, brokerage fee, or gift of any kind contingent
upon or in connection with, the award of this Contract.
2.34. PROMPT PAYMENT - Bidders may offer a cash discount for prompt payment; however, such discounts
shall not be considered in determining the lowest net cost for bid evaluation.
Bidders are required to provide their prompt payment terms in the space provided on the Bid Information
Form. If no prompt payment discount is being offered, the Bidder must enter zero (0) for the percentage
discount to indicate no discount. If the Bidder fails to enter a percentage, it is understood and agreed that the
terms shall be 2% 20 days, effective after receipt of invoice or final acceptance by the City, whichever is
later.
When the City is entitled to a cash discount, the period of computation will commence on the date of delivery,
or receipt of a correctly completed invoice, whichever is later. !fan adjustment in payment is necessary due
to damage, the cash discount period shall commence on the date final approval for payment is authorized. If
a discount is part of the contract, but the invoice does not reflect the existence of a cash discount, the City is
entitled to a cash discount with the period commencing on the date it is determined by the City that a cash
discount applies.
Price discounts off the original prices quoted on the Price Sheet will be accepted from successful bidders
during the term of the contract.
2.35. PUBLIC ENTITY CRIMES - A person or affiliate who has been place 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 a bid on a lease 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 Florida Statutes for Category Two for a period of 36 months from the date of
being placed on the convicted vendor list.
2.36. PUBLIC RECORDS - Contractor understands that the public shall have access, at all reasonable times, to
all documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida
Statutes, and Sec. 18-104 of the City Code, and agrees to allow access by the City and the public to all
documents subject to disclosure under applicable law. Contractor failure or refusal to comply with the
provision of this section shall result in the immediate cancellation of this Contract by the City.
2.37. QUALITY OF WORK - The work performed must be of the highest quality and workmanship. Materials
furnished to complete the service shall be new and of the highest quality except as otherwise specified in this
IFB.
2.38. RESOLUTION OF CONTRACT DISPUTES - Contractor understands and agrees that all disputes
between Contractor and the City based upon an alleged violation of the terms of this Contract by the City
shall be submitted to the City Manager for his/her resolution, prior to Contractor being entitled to seek
judicial relief in connection therewith. In the event that the amount of compensation hereunder exceeds
$4,500.00, the City Manager's decision shall be approved or disapproved by the City Commission.
Contractor shall not be entitled to seek judicial relief unless: (i) it has first received City Manager's written
decision, approved by the City Commission if the amount of compensation hereunder exceeds $4,500.00, (ii)
a period of sixty (60) days has expired, after submitting to the City Manager a detailed statement of the
dispute, accompanied by all supporting documentation (90 days if City Manager's decision is subject to City
Commission approval); or (iii) City has waived compliance with the procedure set forth in this section by
written instruments, signed by the City Manager.
2.39. RESOLUTION OF PROTEST - Any actual or prospective contractual party who feels aggrieved in
connection with the solicitation or award of a contract may protest in writing to the Director of
Purchasing/Chief Procurement Officer who shall have the authority, subject to the approval of the City
Manager and the City Attorney, to settle and resolve a protest with final approval by the City Commission.
Bidders are alerted Section 18-99 of the City Code (Ordinance No. 11072) describing the protest procedures.
City of Miami, Florida Bid No. 01-02-083
Protests failing to meet the requirements for filing shall not be accepted. Failure of a party to timely file shall
constitute a forfeitur& of such party's right to file a protest. NO EXCEPTIONS. •
2.40. SERVICE AND WARRANTY - Unless otherwise specified, the bidder shall define any warranty, service
and replacements that will be provided. Bidders must explain on the attached Price Sheet to what extent
warranty and service facilities are available.
2.41. SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any supplemental
specification as to any detail or the omission from it of detailed description concerning any point shall be
regarded as meaning that only the best commercial practices are to prevail and that only materials of first
quality and correct type, size and design are to used. All workmanship is to be first quality.
All interpretations of these specifications shall be made upon the basis of this statement.
If your firm has a current contract with the State of Florida, Department of General Services, to supply the
items on this bid, the bidder shall quote not more than the contract price; failure to comply with this request
will result in disqualification of bid.
2.42. TERMINATION - The City reserves the right to terminate this contract by written notice to the contractor
effective the date specified in the notice should any of the following apply:
1. The contractor is determined by the City to be in breach of any of the terms and conditions of the
contract and/or to have failed to perform his/her services in a manner satisfactory to the City. In the
event the contractor is found to be in default, the contractor will be paid for all labor and materials
provided as of the termination date. No consideration will be given for anticipated loss of revenue
or the canceled portions of the contract.
2. The City has determined that such termination will be in the best interest of the City to terminate the
contract for its own convenience.
3. Funds are not available to cover the cost of the services. The City's obligation is contingent upon the
availability of appropriate funds.
2.43. VARIATIONS OF SPECIFICATIONS - For purposes of bid evaluation, bidders must indicate any
variances from bid specifications and/or conditions, no matter how slight. If variations are not stated on the
Price Sheet, it will be assumed that the service to be provided fully complies with the City's specifications.
City of Miami, Florida Bid No. 01-02-083
s
4/1
3.0. SPECIAL CONDITIONS
3.1. SCOPE AND PURPOSE
It is the intention of the City of Miami to establish a contract for the furnishing of Bus Transportation Services on
as needed when needed basis for the City of Miami Parks and Recreation Department
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3.2 DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/ CLARIFICATION
Any request for additional information or clarification must be received by no later than Monday. March 4, 2002.
Bidders may fax or mail their requests to the attention of Maritza Suarez, Sr. Procurement Specialist at the City of
Miami, Purchasing Department, 444 SW 21'd Avenue, 66 Floor, Miami, Florida 33130, facsimile Number 305-
416-1925.
3.3. CONTRACT TERM
The Contract shall commence upon the date of award and shall be effective for two (2) years with the option to
extend for two (2) additional one (1) year periods, subject to the availability of funds for succeeding fiscal years.
Continuation of the contract beyond the initial period is a City prerogative; not a right of the bidder. This
prerogative will be exercised only when such continuation is clearly in the best interest of the City.
3.4. CONDITIONS FOR RENEWAL
Each renewal of this contract is subject to the following:
a) Advance written mutual agreement.
b) Continued satisfactory performance compliance with the specifications, terms and conditions established
herein.
c) Availability of funds
In the event the Contractor is unable to extend the contract for any subsequent period under the above conditions,
or for whatever cause, advance written notice and explanation must be submitted to the Chief Procurement
Officer, no later than ninety (90) days prior to the annual expiration date. Such notification is subject to the
acceptance of the City, or the Contractor may be found to be in default.
3.5 CONTRACT EXTENSION
The City reserves th right to automatically extend this Contract for up to one hundred twP_,n„(t 2m cal,_e dndar days
beyond the stated Contract term. The City shall notify the Successful -Bidder in writing of such extensions.
Additional extensions over the first one hundred twenty -day extension may occur, if, the City and the Successful
Bidder are in mutual agreement of such extensions.
3.6. METHOD OF AWARD
Award of this contract will be made to the lowest responsive, responsible bidder(s) on an item by item basis or on
the total of all items proposed, whichever is deemed most advantageous to the City. Bidder(s) may bid on one
or all items. The low bidder would be awarded the items he/she can service in accordance with vehicles owned.
Bids may be awarded (if necessary) to a maximum of three (3) vendors in order to fulfill the City's needs.
3.7. BIDDER QUALIFICATIONS
Bids will be considered only from firms that are regularly engaged in the business of providing the services as
described in this bid for at least two (2) years; and that have sufficient financial support, equipment and
organization to insure that they can satisfactory execute the services if awarded a contract under the terms and
conditions herein stated. Subsequently, the Bidder will:
a) Be fully licensed to perform the services described herein, and shall provide all information requested on
the Price Sheet.
Page 1 of 3
City of Miami, Florida
Special Conditions Bid No. 01-02-083
•
b) Have no record of pen23ing lawsuits or criminal activities and not have conflicts of interest which may be of
embarrassment to the City.
c) Not submit a bid should the contractor have any member, officer, or stockholder that is in arrears or is in
default of any debt or contract involving the City, is a defaulter or surety otherwise, upon any obligation to
the City, and/or has failed to perform faithfully any previous contract with the City.
3.8. CANCELLATION
The City Manager by written notice may terminate in whole or part any Agreement resulting from this invitation,
when such action is in the best interest of the City. If the Agreement is so terminated, the City shall be liable only
for payment for services rendered prior to the effective date of termination.
3.9. CONTRACT ADMINISTRATOR
Upon award, contractor shall report and work directly with Mr. Juan Pascual who shall be designated as the
Contract Administrator.
3.10. PRICES SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT
If the bidder is awarded this bid solicitation, the prices proposed by the bidder shall remain fixed
an irm for the first twelve (12) months; however, at the conclusion of the 12th and 246 month of the contract, the
City will consider an ad'us�tmentto price using the United States Department of Labor current year Consumer
Prices Index for all Ur an bConsumers, U.S. City Average.
3.11. AVAILABILITY OF CONTRACT TO OTHER CITY DEPARTMENTS
Although this Solicitation is specific to a City Department, it is hereby agreed and understood that any City
department or agency may avail itself of this contract and purchase any and all items specified herein from the
successful bidder(s) at the contract price(s) established herein. Under these circumstances, a separate purchase
order shall be issued by the City which identifies the requirements of the additional City department(s) or
agency(ies).
3.12. ADDITION/DELETION OF ITEMS
The City of Miami reserves the right to add to or delete any item from this bid or resulting contract when deemed
to be in the best interest of the City.
3.13. ADDITIONAL FACILITIES MAY BE ADDED
Although this Solicitation identifies specific facilities to be serviced, it is hereby agreed and understood that any
City department or agency facility may be added to this contract at the option of the City.
3.14. NO ADDITIONAL TERMS AND CONDITIONS
No additional terms and conditions included with the bid response shall be evaluated or considered, and any and
all such additional terms and conditions shall have no force or effect and are inapplicable to this bid. If submitted
either purposely, through intent or design, or inadvertently, appearing separately in transmittal letters,
specifications, literature, price lists or warranties, it is understood and agreed that the General and Special
Conditions in this bid solicitation are the only conditions applicable to this bid and that the bidder's authorized
signature affixed to the bidder's acknowledgment form attests to this.
3.15. NON -APPROPRIATION OF FUNDS
In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in any
fiscal period for payments due under this contract, then the City, upon written notice to Contractor or his assignee
of such occurrence, shall have the unqualified right to terminate the contract without any penalty or expense to
the City.
3.16. SPECIFICATION EXCEPTIONS
Bidders must explain any deviation from the bid specifications in writing as a footnote on the applicable bid page.
Additionally, bidders must indicate any options requiring the addition of other options, as well as those which are
included as a part of another option. Failure of bidders to comply with these provisions will result in bidders
being held responsible for all costs required to bring the vehicle in compliance with contract specifications.
Page 2 of 3
' City of Miami, Florida
Special Conditions Bid No. 01-02-083
•
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3.17. CANCELLATION
The City Manager by written notice may terminate in whole or part any Agreement resulting from this invitation,
when such action is in the best interest of the City. If the Agreement is so terminated, the City shall be liable only
for payment for services rendered prior to the effective date of termination.
3.18. DEFAULT OF CONTRACT
In case of default by the successful bidder, the City may procure the services from other sources and hold the
bidder or contractor responsible for any excess costs incurred.
3.19. ASSIGNMENT
Neither the Bid nor the ensuing Contract shall be transferred, conveyed, assigned, or disposed of, in whole or in
part, without the prior written consent of the City, which may be withheld or conditioned, in the City's sole
discretion.
3.20. SUBCONTRACTING
The Contractor shall not assign the contract or enter into subcontracts for any of the work described herein. Strict
adherence to this condition is required.
Page 3 of 3
City of Miami, Florida Bid No. 01-02-083
a n
4.0. SPECIFICATIONS
4.1. Furnishing Bus Transportation Services on an as needed when needed contract basis, meeting
the following requirements:
• A UNIT is based on the requirement of transporting sixty-six (66) children. Buses with the
capability of transporting a minimum of sixty-six (66) children are required for each UNIT.
The UNIT must be available from 7:00 AM until 10:00 PM on the date of service. Each
UNIT will be required to make shuttle trips during its period of service, and may be required
to pick up and drop off more than one park.
• Buses must be radio dispatched.
• NOTE: The City may cancel a UNIT and not be charged for it, if a forty-eight (48) hour
(Weekends & Holidays Included) n tice is provided to the vendor. The City has the right to
re-route buses to other sites without any cancellation notice requirements. If a trip is
canceled by the City due to weather conditions, the City will only be responsible for a ing
one- amount.
• For the Summer Program only, the Parks and Recreation Department will provide a draft
schedule of trips and dates to vendors at Least two (2) weeks ahead of schedule. A maximum
of 50% of said tr' Parks & leslyAtjln_12e.pn charge,
provided they are cancelled within the fort,}zeight (48) hour cancellation period.
• An estimated total quantity of 11 units is required daily for each item. The successful
bidder shall have all units available for use by the City.
• All buses must remain at their destinations for the duration of the field trips or activity as
deemed necessary_by the Parks & Recreation Department.
• All buses and drivers must meet City, State and Federal licensing, regulations, and
certification requirements. All Buses and drivers must meet City Insurance Requirements.
Buses MUST maintain current state inspection certification throughout the contract period.
Proof of Insurance as required by the city, for each bus to be used in the performance of the
contract, must be provided prior to the issuance of a contract.
• Vendor must provide proof of ownership and operation for each bus that meets the
established specifications and will be used in any contract resulting from the bid
proposal. Said proof must accompany all bids.
• Subcontracting is prohibited and will result in immediate cancellation of contract. Bids may
be awarded to more than one vendor in order to fulfill the City's needs.
• Schedule to be announced by the Department of Parks and Recreation.
• Each UNIT is required to report to the FIRST PARK SCHEDULED at the appointed Pick -
Up Time.
City of Miami, Florida Specifications (Continued) Bid No. 01-02-083
ITEM ! : SPECIAL ACTIVITIES TRANSPORTATION
Special Activities include special events, games, ceremonies and programs. Special Activities requires the shuttle
transportation of various parks to and from one or more facilities. Most destinations are within Miami -Dade County,
some may require travel outside of the county.
Bidder will submit prices for the following:
a) Weekday field trip
b) Night field trip (return time after 10:00 pm)
c) Holiday/Weekend field trip
d) Out of County field trip (Broward, Palm Beach and Monroe Counties)
ITEM II : SUMMER GAMES TRANSPORTATION
Summer Games require the shuttle transportation of various parks to and from one or more facilities for the purpose
of competing in athletic and sporting events. All destinations are within the City of Miami, and the city reserves the
right to combine these with other activities and programs.
ITEM III : RECREATIONAL SWIMMING TRANSPORTATION
Recreational Swimming activities require the shuttling of kids to and from various parks and pool facilities. All
destinations are within the City of Miami. The City reserves the right to re-route buses to other sites, and combine
these with other activities and programs.
ITEM IV : SUMMER CAMP FIELD TRIPS
To provide Field Trip Transportation during the 2002 Summer Program. Most destinations are within Miami -Dade
County, some require travel outside of the county. The City reserves the right to increase the number of field trips to
the current summer list, and to add additional pick-up locations. The City reserves the right to schedule one bus to
pick-up at various park sites.
LIST OF SUMMER PARKS FOR 200 SUMMER PROGRAM
AFRICAN SQUARE 1400 N. W. 62 STREET 579-3408
ARMBRISTER 236 GRAND AVENUE 442-0376
BRYAN 2301 S.W. 13 STREET 649-2644
BUENA VISTA 200 NW 53 STREET
CLEMENTE 101 N. W. 34 STREET 579-6942
COMSTOCK 2800 N. W. 17 AVENUE 635-2710
CORAL GATE 1415 S. W. 32 AVENUE 442-0377
CURTIS 1901 N. W. 24 AVENUE 634-4961
DORSEY 1701 N. W. 1 AVENUE 579-6940
DOUGLAS 2755 S. W. 37 AVENUE 442-0374
FERN ISLE 1100 N. W. 22 AVENUE 579-6923
GIBSON 401 N. W. 12 STREET 579-6846
GRAPELAND 1550 N, W, 37 AVENUE 634-5624
HADLEY 1300 N. W. 50 STREET 634-5791
JOSE MARTI 3512 S. W. 4 STREET 579-6958
KINLOCK 455 N. W. 47 AVENUE 442-0386
MOORE 765 N. W. 36 STREET 633-2089
MORNINGSIDE 750 N. E. 55 TERRACE 754-1242
RANGE 525 N. W. 62 STREET 757-7961
REEVES 600 N. W. 10 STREET 579-6970
ROBERT KING HIGH 7025 W. FLAGLER STREET 261-6151
SHENANDOAH 1800 S. W. 21 AVENUE 856-9551
VIRRICK 3230 HIBISCUS STREET 445-0160
WEST END 250 S. W. 60 AVENUE 264-0341
Page 2 of 3
City of Miami, Florida
WILLIAMS
Specifications (Continued) Bid No. 01-02-083
1717 N. W. 5 AVENUE
LIST OF 2002 PROPOSED SUMMER FIELD TRIPS
DESTINATIONS PICK UP TIME DELIVERY TIME
BOOMERS*
BLOCKBUSTERS IMAX
BOWLING (CLOVERLEAF)
HOT WHEELS
INTRACOASTAL CINEMA
MALIBU GRAND PRIX
METRO ZOO
MIAMI ICE ARENA
MIAMI MARLINS
MICCOSUKEE INDIAN
RAPID WATER PARK*
REGAL CINEMAS
SEAQUARIUM
THUNDER WHEELS
VENETIAN POOL
954-921-1411
954-467-6637
652-4197
435-3300
949-6002
266-2100 -
251-0400
940-8222
626-7357
223-8380
561-842-8756
221-3402
361-5705
266-0074
460-5356
1801 NW 1 ST. TBA
401 SW 2 STREET TBA
17601 NW 2 AVENUE TBA
3737 N. DAVIE RD. TBA
3701 NE 163 ST. TBA
7775 N. W. 8 STREET TBA
12400 SW 152 STREET TBA
14770 BISCAYNE BLVD. TBA
2267 NW 199 ST. TBA
25 MILE W TURNPIKE TBA
6566 N. MILITARY TRAIL TBA
11865 SW 26 ST. TBA
4400 RICKENBACKER CAUWY
11401 W. FLAO,LER ST TBA
2701 DESOTO BLVD. TBA
* Designates sites that are outside of Miami -Dade County
579-6978
TBA
TBA
TBA
TBA
TBA
TBA
TBA
TBA
TBA
TBA
TBA
TBA
TBA
TBA
TBA
Page 3 of 3
City of Miami, Florida Bid No. 01-02-083
5.0 INSTRUCTIONS TO ADDERS FOR PURCHASE OF SERVICES
5.1 PREPARATION OF BIDS - Bidders are expected to examine the specifications, required service
completion, schedule, drawings, and all special and general conditions. Bidders when necessary should visit
the work site and take such other steps as may be necessary to ascertain the nature and location of the work
and the general and local condition which can affect the cost of the bid. Failure to do so will not relieve
Bidders from responsibilities for estimating properly the difficulty or cost of successfully bidding the
contract.
5.1.1 Each Bidder shall furnish the information required in the IFB. The Bidder shall sign the IFB and
print in ink or type its name, address, and telephone number on the face page and on each
continuation sheet thereof on which he/she makes an entry, as required.
5.1.2 Bidder shall include in the response all taxes, insurance, social security, workmen's compensation,
and any other benefits normally paid by the Bidder to its employees.
5.1.3 Bidder must state a definite time, if required, for start of service or completion of work. Such time
should be reflected in calendar days . The bid form may provide for submission of a price or prices
for one or more items, which may be lump sum bids, scheduled items resulting in a bid on a unit of
service, or construction or a combination thereof, etc.
5,1.4 Bidder should retain a copy of all bid documents for future reference.
5.1.5 All bid forms as described under Section 6.0, Bid Response and Document Check List must be fully
completed and typed or printed in ink, and must be signed in ink with the firm's name and by an
officer or employee having authority to bind company or firm by his/her signature. Bids having any
erasures or corrections must be initialed in ink by the person signing the bid or the bid may be
rej ected.
5.1.6 The City of Miami's Bid Forms which are attached to this solicitation should be used when Bidder is
submitting its bid. THE ORIGINAL AND THREE (3) COPIES OF THESE SETS OF FORMS
AND ANY REQUIRED ATTACHMENTS MUST BE RETURNED TO THE CITY OR
YOUR BID MAY BE DISQUALIFIED.
5.1.7 Multiple bids will be considered non -responsive.
5.2 SUBMISSION AND RECEIPT OF BIDS - Bids must be received at the designated location at/or before
the specified time of opening as designated in the IFB. NO EXCEPTIONS. Bidders are welcome to attend
bid opening; however, no award will be made at that time. A bid tabulation will be furnished upon request by
Bidder; and, Bidder must enclose a self-addressed, stamped envelope when submitting a bid to receive the
tabulation.
5.2.1 Bids shall be enclosed in the sealed envelope provided by the City in the IFB package. The face of
the envelope must show the hour and date specified for receipt of bids, the bid number, and the name
and address of the Bidder. Bids not submitted on the requisite Bid Forms may be rejected,
5.2.2 Bid must be submitted to the office and address listed on the front page of this IFB by the time
specified to be considered for award.
5.2.3 Telegraphic bids or facsimile will not be considered.
5.2.4 Late bids will be rejected.
5.2.5 Failure to follow these procedures is cause for rejection of bid.
5.2.6 All bids are subject to the conditions specified herein. Those which do not comply with these
conditions are subject to rejection.
5.2.7 The responsibility for obtaining and submitting this bid to the City Clerk's Office on or before the
stated time and date is solely and strictly the responsibility of Bidder. The City of Miami is not
City of Miami, Florida Bid No. 01-02-083
responsible for delays caused by the United States mail delivery or caused by any other occurrence.
Bids received by the City Clerk after bids have begun to be opened will be returned unopened, and
will not lie considered for award.
5.2.8 Modification of bids already submitted will be considered only if received at the City Clerk's Office
before the time and date set for opening bids. All modifications must be submitted in writing. Once
a bid is opened, the City will not consider any subsequent submission which alters the bid.
5.2.9 If bids are submitted at the same time for different solicitations, each bid must be placed in a
separate envelope and each envelope must contain the information previously stated in 5.2.1.
5.3 EXPLANATION TO BIDDERS - Any explanation regarding the meaning of interpretation or the Invitation
for Bids, drawings, specifications, etc., requested orally or in writing by a Bidder, must be requested in
sufficient time for a reply to reach Bidders before the submission of their bids.
Explanations or instructions shall not materially alter the IFB unless they are in writing. Oral explanations or
instructions given before the award of a contract will not be binding. If necessary, a written addendum to an
IFB will be issued to all prospective Bidders.
5.4 TERMS OF PAYMENT - Payment will be made by the City after the items awarded to a Bidder have been
received, inspected, and found to comply with award specifications, free of damage or defect, and properly
invoiced. No advance payments of any kind will be made by the City of Miami.
Payment shall be made after delivery, within 45 days of receipt of an invoice and authorized inspection
and acceptance of the services/goods and pursuant to Florida Statute 218.74 and other applicable law.
5.5 NO INTEREST IN BIDDING - If you do not wish to bid, please return the "Statement of No Bid" form,
stating the reason. Failure to submit a response after three (3) times without a sufficient justification of "No
Bid" will be cause for removal from the Vendor/Bidder's list.
If applicable, vendor should additionally return the vendor application to be listed on the Vendor/Bidder's
list.
5.6 TAXES - The City of Miami is exempt from any taxes imposed by the State and/or Federal Government.
Exemption certificates will be provided upon request.
5.8 BID FORMS - All Forms, as described under Section 6.0, Bid Response and Document Check List, should
be completed, signed and submitted accordingly.
5.9 VENDOR REGISTRATION - It is the policy of the City that all prospective Bidders complete a "Vendor
Application" indicating the commodities/services which the vendor can regularly supply to the City for
inclusion on the City's Vendor/Bidder's list. Should a prospective Bidder not be currently listed on the City's
Vendor/Bidder's list, a Vendor Application will be enclosed with the bid package. Vendors who have already
submitted an application and secured a vendor number from the city are not required to submit a new vendor
application.
It is the responsibility of the business entity to update its application concerning changes such as ownership,
new address, telephone number, fax, commodities, etc.
If a Bidder submits a Bid or a "No Bid", a completed vendor application should be returned with the bid
documents or the "No Bid" form. Completed vendor applications will be added to the City's
Vendor/Bidder's list. A Purchase Order will not be issued by the City unless the successful Bidder has
completed this application. For any questions, contact the Vendor Registration Section at (305) 416-1913
City of Miami, Florida
Bid No. 01-02-083
Fl
111 ,.PURCHASING ANCONTR4cT§ GENERAL
esoiutested a hcitations`ani
(a) Right to protest. Any actual or prospective proposer who perceives itself aggrieved in
connection with the solicitation or award of a contract or any prospective bidder who intends to
contest bid specifications or a responsive and responsible bidder whose bid is lower than that of
the recommended vendor may protest to the chief procurement officer. A notice of protest shall be
submitted in writing to and received by the chief procurement officer within two days after invitation
to bid is received or after the reading of the bid tabulation by the city clerk or after receipt of the
notice of the city's decision or intended decision. A formal written protest must be submitted to and
received by the chief procurement officer within five days after the date the notice of protest was
filed. No time will be added to the above limits for service by mail. In computing any period of time
prescribed or allowed by this section, the day of the act, event or default from which the designated
period of time begins to run shall not be included. The last day of the period so computed shall be
included unless it is a Saturday, Sunday or legal holiday in which event the period shall run until the
end of the next day which is neither a Saturday, Sunday or legal holiday. Intermediate Saturdays,
Sundays and legal holidays shall be excluded in the computation of the time for filing. The formal
written protest shall state with particularity the facts and law upon which the protest is based.
(b) Authority to resolve protests. The chief procurement officer shall have the authority, subject
to the approval of the city manager and the city attorney, to settle and resolve any formal written
protest. In cases involving more than $4,500.00, the decisions of the chief procurement officer
must be submitted for approval or disapproval thereof to the city commission after a favorable
recommendation by the city attorney and the city manager. The chief procurement officer shall
obtain the requisite approvals and communicate said decision to the protesting party; or
alternatively if the amount involved is greater than $4,500.00, shall submit said decision to the city
commission within 30 days after he/she receives the protest.
(c) Compliance with time requirements. Failure of a party to timely file either the notice of protest
or the formal written protest with the chief procurement officer within the time provided in
subsection (a), above, shall constitute a forfeiture of such parry's right to file a protest pursuant to
this section.
(d) Stay of procurements during protests. Upon receipt of a notice of protest which has been
timely filed under subsection (a) above, the city shall not proceed further with the solicitation or with
the award of the contract until the protest is resolved by the chief procurement officer or the city
commission as provided in subsection (b) above, unless the city manager makes a written
determination that the solicitation process or the contract award must be continued without delay in
order to avoid an immediate and serious danger to the public health, safety or welfare.
City of Miami, Florida Bid No. 01-02-083
(e) Costs. All costs accruing from a protest shall be assumed by the protestor.
e
a „.
ti_
(f) Bond. The formal written protest must be accompanied by a bond payable to the city in an
amount equal to one percent of the amount of the bid or contract or $5,000.00, whichever is less,
which bond shall guarantee the payment of all costs which may be adjudged against the protestor
in any administrative or court proceeding. In lieu of a bond, the chief procurement officer may
accept a cashier's check or money order in the amount of the bond. If a protest is upheld by the
chief procurement officer and/or the city commission, as applicable, the bond shall be refunded to
the protestor less any costs assessed under subsection (e) above. If the protest is denied the bond
shall be forfeited to the city in lieu of payment of costs that might be assessed for the
administrative proceedings as prescribed by subsection (e) above.
(Ord. No. 9572, § 1, 2-10-83; Ord. No. 11072, § 1, 7-8-93; Code 1980, § 18-56.1)
City of Miami, Florida
Bid No. 01-02-083
Sec. 18-105. First -source hiring agreements.
(a) The commission approves implementation of the first -source hiring agreement policy and
requires as a condition precedent to the execution of service contracts for facilities, services,
and/or receipt of grants and loans, for projects of a nature that create new jobs, the successful
negotiation of first -source hiring agreements between the organization or individual receiving said
contract and the authorized representative unless such an agreement is found infeasible by the city
manager and such finding approved by the city commission at a public hearing.
(b) For the purpose of this section, the following terms, phrases, words and their derivations
shall have the following meanings:
Authorized representative means the Private Industry Council of South Florida/South Florida
Employment and Training Consortium, or its successor as local recipient of federal and state training
and employment funds.
Facilities means all publicly financed projects, including but without limitation, unified development
projects, municipal public works, and municipal improvements to the extent they are financed through
public money services or the use of publicly owned property.
Grants and loans means, without limitation, urban development action grants (UDAG), economic
development agency construction loans, loans from Miami Capital Development, Incorporated, and all
federal and state grants administered by the city.
Service contracts means contracts for the procurement of services by the city which include
professional services.
City of Miami, Florida Bid No. 01-02-083
''Services includes, without limitation, public works improvements, facilities, professional services,
commodities, supplies, materials and equipment. e
(c) The authorized representative shall negotiate each first -source hiring agreement.
(d) The primary beneficiaries of the first -source hiring agreement shall be participants of the city
training and employment programs, and other residents of the city.
(Ord. No. 10032, §§ 1--4, 9-12-85; Code 1980, § 18-11)