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HomeMy WebLinkAboutspecial conditionsPART I - INFORMATION/SPECIAL CONDITIONS 1.01. Purpose The City of Fort Lauderdale, acting as lead agency for the Southeast Florida Governmental Purchasing Co-operative Group, is actively seeking bids from qualified bidders, hereinafter referred to as the Contractor(s) to supply red baseball infield clay/sand to the City and the Co-op in full accordance with the specifications, terms, and conditions contained in this Invitation To Bid (ITB). 1.02. Information or Clarification For information concerning procedures for responding to this ITB, contact Procurement Specialist II Richard Ewell at (954) 828-5138. For information of a technical nature, contact Rick Mucciaccio at (954) 828-5394. Such contact is to be for clarification purposes only. Material changes, if any, to the technical specifications or bidding procedures will only be transmitted by written addendum. 1.03. Questions and Addenda Any questions that bidders wish to have addressed and which might require an addendum must be submitted to the Purchasing Department in writing at least 7 days prior to bid due and open date. If required, written addendum will be issued within 2 days to all proposers who have received a copy of this Invitation To Bid (ITB). To facilitate receipt of questions they may be sent via FAX to (954) 828- 5650, Attn: Richard Ewell or by e-mail to rewellcfortlauderdale.gov. PLEASE NOTE: No portion of your bid response can be sent via FAX. 1.04. Competency of Bidders Bids will be considered only from firms who are regularly engaged in the business of providing goods and/or services described in the Invitation to Bid. It may be necessary to produce evidence that they have established a satisfactory record of performance for a reasonable period of time, have sufficient financial support and have sufficient delivery fleet and organization to insure that they can satisfactory execute the services if awarded a contract under the terms and conditions stated herein. 1.05. Performance It is the intention of the City to purchase items as specified herein from a source of supply that will give prompt and convenient shipment and service. Any failure of a successful bidder to comply with these conditions may be cause for terminating any resulting contract immediately upon notice by the City. The City reserves the right to make purchases from other sources, when necessary, should a successful bidder be unable to supply items on a timely basis and such delay may cause harm 10 the using department or city residents. 1.06. Contract Term The initial contract term is for one (1) year and is expected to begin on or about January 12, 2005. The City reserves the right to extend the contract for four (4) additional one (1) year periods, providing both parties agree to the extension; all the terms, conditions and specifications remain the same; and such extension is approved by the City. 1.07. Price/FOB Point: Bidder will quote a firm, fixed cost per item, including delivery FOB to the City of Fort Lauderdale, as well as the locations of all participating agencies referenced in paragraph 2.09 below. 1.08. Cost Adjustments: Costs for all products purchased under this contract shall remain firm for the first year of the contract. Costs for subsequent years and any extension term years shall be subject to an adjustment only if increases occur in the industry. However, unless very unusual and significant changes have occurred in the industry, such increases shall not exceed 5% per year or, whichever is less, the latest yearly percentage increase in the All Urban Consumers Price Index (CPU-U) (All Items), as published by the Bureau of Labor Statistics, U.S. Department of Labor. The yearly increase, or decrease in the CPI shall be that latest index published and available ninety (90) days prior to the end of the contract year then in effect compared to the index for the same month one year prior. Any requested price increase shall be fully documented and submitted to the City at least ninety days prior to the contract anniversary date. Any approved cost adjustments shall become effective upon the anniversary date of the contract. In the event the CPI or industry costs decline, the City shall have the right to receive from the contractor a reasonable reduction in costs that reflect such cost changes in the industry. The City may, after examination, refuse to accept the adjusted costs if they are not properly documented, increases are considered to be excessive, or decreases are considered to be insufficient. In the event the City does not wish to accept the adjusted costs and the matter cannot be resolved to the satisfaction of the City, the contract may be cancelled by the City upon giving thirty (30) days written notice to the Contractor. 1.09. Insurance If required by the ordering agency, the Contractor shall furnish proof of Workers' Compensation Insurance, General Liability Insurance and Comprehensive Automobile Liability Insurance. The coverage is to remain in force at all times during the contract period. The following minimum insurance coverage is required. The agency is to be added as an "Additional Insured" with relation to Commercial General Liability Insurance. Any costs for adding the agency as "Additional Insured" will be al. the Contractor's expense. Workers' Compensation & Employer's Liability Insurance Limits: Workers' Compensation: Statutory Employer's Liability: $100,000.00 Commercial General Liability Insurance Limits: Combined Bodily Injury/Property Damage: $500,000.00 Comprehensive Automobile Liability - Owned, Leased and Hired Vehicles Limits: Combined Bodily Injury/Property Damage: $300,000.00 A copy of your current Certificate of Insurance should be included with your bid. In the event that you are the successful bidder, you will be required to provide a Certificate naming the appropriate agency as an "Additional Insured". 1.10. Warranties of Usage The items and quantities listed below on the Bid Proposal Pages represent the combined estimates of all participating agencies and may be used by the bidder as a guide. They will also be used by the City for tabulation and award purposes. However, no warranty is given or implied as to the actual items and/or dollar amount that will be purchased. 1.11. Evaluation and Award: The contract will be awarded to the bidder(s) quoting the lowest total cost for each item or group /listed and meeting or exceeding the specifications contained herein. The City reserves the right to compare specific items, at its discretion, to determine the low responsible bidder. Tie bids shall be decided by established City policy. A copy of the bid tabulation will be sent to any vendor who provides a self- addressed, stamped envelope with their bid. Alternatively, the bid results may be viewed at the City's website, www.ci.fort-lauderdale.fl.uslpurchasinq. 1.12. Service Test Period Prior to awarding this contract, the City may require a test period to determine if the Contractor can perform in accordance with the requirements of the contract and to the City's satisfaction. Such test period can be from 30 to 90 days and will be conducted under all terms, conditions and specifications contained in this ITB. A performance review may be conducted prior to the end of the test period and that evaluation will be the basis for the City's decision to continue with the Contractor or to select another one. 1.13. Selling or Transferring Contract No contract awarded under these terms, conditions and specifications shall be sold, transferred or assigned without the written approval of the City. 1.14. Lobbying: Any bidder or proposer submitting a response to this solicitation must comply, if applicable, with City of Fort Lauderdale Ordinance No. C-00-27 regarding Lobbying Activities. Copies of Ordinance No. C-00- 27 may be obtained from the City Clerk's Office on the 7th Floor of City Hall, 100 N. Andrews Avenue, Fort Lauderdale, Florida. The ordinance may also be viewed on the City's website at http:llwww.ci.fort- Iauderdale.fl.usldocumentslindex.htm 1.15. General Conditions Except as noted in the Special Conditions above, all terms and conditions of the attached General Conditions, pages 2-6, are included by reference. Part 2. Technical Specifications/Scope of Service 2.01. Products to be Furnished a.) Type I - Red baseball infield clay/sand: To be red in color; approximately 20% clay, but not to exceed 25% clay and 75-80% sand; typical of red clay or terra cotta, such as that which comes from the Sebring -Lake Placid -Red Hill area of Florida (a frost -proof area.) The material shall be suitable in composition for baseball infield surface use, free of rocks, roots, soil, sand pockets and any other foreign matter. Any material that is excavated below water table lever is to be stockpiled for not less than 48 hours before loading for shipment. b.) Type II - Red baseball infield clay/sand: To be red in color; approximately 30% clay and 70% sand. All other specifications to be the same as 2.01-a above. c.) Type III - Red baseball infield clay/sand: To be red in color; approximately 40% clay and 60% sand. All other specifications to be the same as 2.01-a above. d.) Silica Sand — Grit Size 20-70 2.02. Test Report Requirements Bidder should submit test reports for each of the required products, to include claylsand percentages, as well as sieve size percentages, as part of the ITB response. Bidder should identify the proposed source site(s) or pit(s) from which the product shall be supplied during the term of the contract. The City shall review and approve the proposed product based on compliance with the product percentage requirements and sieve percentages. 2.03. Samples Samples of products may be requested by the City from the lowest bidder(s) only. Do not send samples unless requested by the Citv. Samples submitted shall be a typical representative two (2) pound sample of the product(s) they propose to furnish, taken from the actual proposed site or pit that will be used to fulfill this contract and which is at the location specified in the Bid Summary. When requested, the sample is to be delivered, at no cost to the City, to the Purchasing Division, Room 619, 100 N. Andrews Av., Ft. Lauderdale, FL 33301, within five (5) working days of request. The sample will include documented test results from an independent testing laboratory and will be clearly marked with the product identification and composition, bid number and title. NOTE: The successful contractor shall provide new test reports to the City in the event the source site or pit is changed during the contract term. Such test reports, and samples if requested, shall be subject to review and acceptance by the City prior to any material delivery from the new site or pit. 2.04. Delivery Material shall be delivered by truck to the designated locations as specified below. Contractor shall make arrangements with the respective participating agencies regarding the acceptable hours for deliveries and to the acceptable certification of the amount delivered. Such certification can be either by weight or by cubic yard. Only personnel designated by the respective participating agencies may place orders with the Contractor. The Contractor shall not unload material at any delivery location prior to inspection and acceptance by a designated representative of the ordering agency. Delivery requirements, delivery locations and dates will be finalized with the Contractor by each individual participating agency. Delivery personnel may be required to present proper identification before entering any facilities. Contractor shall await release by the authorized contact person at each agency for all shipments. a. Time is of the essence for any orders placed as a result of this ITB. Deliveries should be completed not more than seven (7) to ten (10) calendar days following order placement. Contractor shall advise of any anticipated delivery delay at the time of order placement. The City reserves the right to cancel any orders, or parts thereof, without obligation if delivery is not made in accordance with the schedule specified by the Bidder and accepted by the City. b. Inspection: The City and each participating agency reserves the right to inspect all materials upon delivery and prior to acceptance of such materials. Any material that is not in compliance with the specifications shall be refused and the City or participating agency shall have no liability for any costs associated with such refusal, nor any removal of said material from the City or participating agency's delivery site. The Contractor shall promptly replace any unacceptable materials with product that is in compliance with the contract specifications. Repeated failure of the Contractor to provide acceptable materials may result in contract cancellation. 2.05. Participating Agencies a. Broward County Parks Marilyn Cahill (954)357-8125 Clav/Sand Type II Total Estimated Annual Volume: 600 tons 1. Brian Piccolo Park, 9501 Sheridan St., Cooper City, FL 2. Markham Park, 16001 W. SR84, Sunrise, FL 3. Tradewinds Park, 3600 W. Sample Road, Coconut Creek, FL 4. Lake Forest Park, 3450 SW 48th Av., Pembroke Park, FL 5. McTyre Park, 3500 SW 56th Av., Pembroke Park, FL 6. C.B. Smith Park, 900 N. Flamingo Rd., Pembroke Pines, FL 7. N. Broward Park, 4400 NE 18th Av., Pompano Beach, FL 8. Oswald/Rock Island Park, 2220/2555 NW 218t Av., Ft. Lauderdale, FL 9. Pompano Park, 4001 Bailey Road, Ft. Lauderdale, FL 10. St. George Community Park, 3501 NE 8th St., Ft. Lauderdale, FL 11. Sunview Park, 1500 SW 42 Av., Ft. Lauderdale, FL 12. West Ken Lark Park, 1321 NW 33rd Av., Ft. Lauderdale, FL 13. T-Y Park, 3300 N. Park Road, Hollywood, FL 14. Tree Tops Park, 3900 SW 100t" Av., Davie, FL b. City of Boca Raton Clay/Sand Tvpe I Clav/Sand Tvpe II Clav/Sand Tvpe III April Taylor (561)393-7872 Total Estimated Annual Volume: 200 tons Total Estimated Annual Volume: 120 tons Total Estimated Annual Volume: 475 tons 1. Parks Shop Dist. 11, Mun. Srvs. Complex, 2500 NW 1 Av., Bldg. B, Boca Raton, FL 33431 2. Patch Reef Park, 2000 Yamato Road, Boca Raton, FL 33431 3. Sugar Sand Park Maint., 1901 W. Camino Real, Boca Raton, FL 33486 c. City of Coconut Creek Linda Jeethan (954)956-1438 Clav/Sand Tvpe II Total Estimated Annual Volume: 100 tons 1. Sabal Palms Park, Parks & Grounds Bldg., 5005 NW 39 Av., Coconut Creek, FL 33073 d. City of Coral Springs Gail Dixon (954)344-1104 Clav/Sand Tvpe II Total Estimated Annual Volume: 900 tons 1. Betti Stradling Park, 10301 Wiles Road, Coral Springs, FL 33065 2. Cypress Park, 1300 Coral Springs Dr., Coral Springs, FL 33071 3. Forest Hills Park, 2500 Forest Hills Blvd., Coral Springs, FL 33065 4. Mullins Park, 10000 NW 29 St., Coral Springs, FL 33065 5. North Community Park, 5601 Coral Springs Dr., Coral Springs, FL 33067 6. Wiles Road Park, 6300 Wiles Road, Coral Springs, FL 33065 e. City of Deerfield Beach Lamar McThay (954)480-4430 Clav/Sand Tvpe I Total Estimated Annual Volume: 150 tons 1. Middle School, 701 SE 6 Av., Deerfield Beach, FL 33441 2. Pioneer Park, 325 NE 3 St., Deerfield Beach, FL 33441 f. City of Fort Lauderdale Rick Mucciaccio (954)828-5394 Clav/Sand Typal! Total Estimated Annual Volume: 950 tons 1. Mills Pond Park, 2201 NW 9th Av., Ft, Lauderdale, FL 2. Fort Lauderdale Stadium, 1401 NW 55 St., Ft. Lauderdale, FL 3. Snyder Park Nursery/Back Gate, 3398 SW 9th Av., Ft. Lauderdale, FL g. City of Hollywood Ralph Dierks (954)921-3223 Clay/Sand Tvpe II Total Estimated Annual Volume: 200 tons 1. Dowdy Field, 2161 Johnson St., Hollywood, FL 2. Rotary Park, 3150 Taft St., Hollywood, FL 3. Driftwood Park, 3000 N. 69t" Av., Hollywood, FL 4. Montella Park, 1111 N. 69t" Way, Hollywood, FL 5. Washington Park, 5199 Pembroke Road, Hollywood, FL h. City of Lauderdale Lakes Neil Appel (954)535-2743 Clav/Sand Tvpe II Total Estimated Annual Volume: 100 tons 1. Vincent Torres Park, 4331 NW 36 St. Lauderdale Lakes, FL 2. Willie Webb Park, 3601 NW 21 St., Lauderdale Lakes, FL i. City of Lauderhill Ruby Levy (954)730-3044 Clav/Sand Type II Total Estimated Annual Volume: 400 tons 1. 7500 W. Oakland Park Blvd., Lauderhill, FL j. City of Margate Robert Dorband (954)972-4996 Clav/Sand Tvpe II Total Estimated Annual Volume: 300 tons 1. Margate Middle School, 500 NW 65 Av., Margate, FL 2. Vincent Park, 851 NW 66 Av., Margate, FL 3. Oriole Park, 201 NW 69 Ter., Margate, FL k. City of Miramar Maggie Palomino (954)989-6200 Clav/Sand Type II Total Estimated Annual Volume: 500 tons 1. 7000 Miramar Parkway, Miramar, FL I. City of Pembroke Pines Chuck Jones (954)443-4829 Clav/Sand Type III Total Estimated Annual Volume: 1250 tons 1. Flamingo Park, 1900 NW 122 Ter., Pembroke Pines, FL 2. Silver Lakes North, 2300 NW 172 Av., Pembroke Pines, FL m. City of Pompano Beach Leeta Hardin (954)786-4098 Clay/Sand Type!! Total Estimated Annual Volume: 100 tons 1. 1701 NE 8th St., Pompano Beach, FL n. City of Sunrise Vivian O'Neal (954)572-2204 Clay/Sand Type II Total Estimated Annual Volume: 500 tons 1. City Park, 6600 Sunset Strip, Sunrise, FL 33313 2. Flamingo Park, 12855 NW 8th St., Sunrise, FL 3. Oscar Wind, 200 N. New River Circle, Sunrise, FL 33325 4. Sunrise Athletic Park, 11501 NW 44th St. Sunrise, FL o. City of Tamarac Lance Moll (954)724-1288 Clav/Sand Type III Total Estimated Annual Volume: 300 tons 1. 7501 N. University Dr., Tamarac, FL p• Town of Davie Herb Hyman (954)797-1016 Clav/Sand Type II Total Estimated Annual Volume: 800 tons 1. 7099 SW 39t St., Davie, FL 2. A.D. Griffin Sports Complex, 7550 SW 30th St., Davie, FL 3, Shenandoah Park, 14601 SW 16th St., Davie, FL 4. Bamford Sports Complex, 3800 SW 92 Av., Davie, FL q. Village of Wellington Pam Thompson (954)791-4111 Clav/Sand Type II Total Estimated Annual Volume: 100 tons 1. City Park, 11700 Pierson Road, Wellington, FL r. City of Miami Michael Rath 305-416-1919 Clay/Sand Type II and Silica Sand Total Estimated Annual Volume: 1800 tons 1. Range Park, 525 NW 62 St., Miami, FL 2. RKH Park, 7025 West Flagler St., Miami, FL 3. Coral Gate Park, 1415 SW 32 Ave., Miami, FL 4. Curtis Park,1901 NW 24Ave., Miami, FL 5. Dorsey Park, 1701 NW 1 Ave.. Miami, FL 6. Douglas Park, 2755 SW 37 Ave., Miami, FL 7. Armbrister Park, 236 Grand Ave., Miami, FL 8. Fern Isle Park, 1100 NW 22 Ave., Miami, FL 9, Gibson Park, 401 NW 12 St., Miami, FL 10. Grapeland Park, 1550 NW 37 Ave., Miami, FL 11. Hadley Park, 1300 NW 50 St., Miami, FL 12. Jose Marti Park, 351 NW 4 St., Miami, FL 13. Moore Park, 765 NW 36 St., Miami, FL 14. Roberto Clemente, 101 NW 34 St., Miami, FL 15. Shenandoah Park, 1800 SW 21 Ave., Miami, FL 16. West End Park, 250 NW 60 Ave., Miami, FL 17. Williams Park, 1717 NW 5 Ave., Miami, FL 18. Morningside Park, 750 NW 55 Terr., Miami, FL 19. Peacock Park, 2820 McFarlane Road, Miami, FL GRAND TOTAL CO-OP ESTIMATED ANNUAL VOLUME: 9.845 TONS 2.06. Facilities Inspection The City reserves the right to inspect the Bidder's facilities. The participating agencies reserve the right to inspect the Bidder's source, his excavation and handling facilities before and/or after the award of any resulting contract. The Bidder shall allow said inspections and cooperate with the requesting agency. 2.07. Pricing Bidder will quote a firm, fixed cost per ton, including delivery FOB to the various locations listed above in Part II - Technical Specifications/Scope of Service. Prices quoted will be firm for the contract period, except for any adjustment that may be approved by the City relative to a fuel adjustment, in accordance with paragraph 08 below. 2.08. Fuel Adjustment If, during the contract period, the price of fuel is increased 10% over the price of fuel in effect at the time the Contractor submitted his bid, the Contractor may request a price increase equal to the overalls cost increase he has experienced as a direct result of the fuel cost increase. Any request for price increase must be submitted in writing to the Purchasing Manager of the City of Fort Lauderdale at least fifteen (15) days prior to the effective date. . The written request must be accompanied by documentation supporting the Contractor's claim of a need for a price increase. Documentation must include the price of fuel at his normal source/point of supply at the time the bid was submitted, the current price of fuel at this same normal source/point of supply, and the percentage of his delivered product/service cost that is attributable to fuel costs, In addition, the Contractor must provide a letter from his normal supplier verifying the information provided on the bid sheet. In the event the City does not accept the price revision request, written notice will be sent; to the Contractor by the Purchasing Manager and the contract will be deemed terminated as of the close of business thirty (30) days from the date of the notice. In the event of a price increase approval, the new price(s) shall apply only to orders placed after the date of written acceptance by the City. Any orders placed prior to the effective date of the increase, but not invoiced, will be invoiced at the prices in effect at the time the order was placed. If, during the contract period, the cost of a fuel is decreased by 10% below the price of fuel in effect at the time the Contractor submitted the bid, the Contractor is required to extend to the City a price decrease equal to the overall price decrease he has experienced in his product/service as a direct result of the fuel price decrease. The data and procedure applicable for a price increase will be used for a price decrease. The City will give the Contractor fourteen (14) days written notice of the date a price decrease is to go into effect.