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HomeMy WebLinkAboutSpecial ConditionsBid No. 26-084R Page 7 of 30 Pages BID PROPOSAL SECTION 4, SPECIAL CONDITIDNS i INTRODUCTION AND SCOPE: The School Board of Broward County, Florida (hereinafter referred to as "SBBC"), roup as lead agency for the Southeast Florida Governmental Co-4pNATERpHEATERSG PVC desires TUBING AND bids on a term contract for PLUMBING SUPPLIES, PARTS, FIXTURES, RELATED ITEMS as specified herein. Prices quoted shah include se delivery mun municipal and Cooperative Stockroom ownedagency- 3810 NW 10 Avenue, Fort Lauderdale, FL 33309 as well as designated owned facilities within the Florida Counties of Miami -Dade, Broward and Palm Beach at those agencies' direction, unless otherwise indicated. SBBC locations may issue open (blanket) purchase orders as required. Receipt of open orders does not authorize the release or shipment of any goods or service. For all open orders, items will v dered whe a an order io m h snon an as needed ot is through the use of an order form. Shipments received as a result afan openo der been released, will notbe accepted and no cost shall be incurred by SBBC as a result. 2. TERM: The purpose of this bid is to establish a contract beginning Apr heaters PVC and pcope, ntinuing and related through March 31, 2009 for the purchase of plumbing supplies, parts, fixtures, wa e items. Bids will I not be accepted for a shorter period. 3. AWARD: in order to meet the needs of SBBC, awards will be made to all responsive and responsible bidders who comply with all specifications, terms and conditions of this bid. These awardees should then be in a favorable position to compete for the Board's business, and those who offer lowest net prices and comply with all specifications and, should obtain the largest volume of business. Af' of this bid, any awardee who violates any specification, term or condition of this bid can be found in default of its contract, have its contract canceled, awardbe subject to the payment of liquidated damages, and be removed from the bid list and not be eligible to do business with this School Board for two years, as described in General Conditions 22 and 23. 4, PAR ICIPATING SOU HEA T FLORIDA GOVERNMENTAL PU CH Shave CO-OPEed their annuaRA V M Bvalume for : The following is a listing of the participating governments and agencies products awarded through this contract: City of Boca Raton Broward County Sheriff's Office City of Coral Springs City of Hallandale Beach City of Margate City of Miami Gardens City of Plantation The School Board of Broward County, Florida City of Sunrise VENDOR NAME: MA/lc Bid No. 26-084R Page 8 of 30 Pages The School Board of Broward County, Florida PLUMBING SUPPLIES, PARTS, FIXTURES, WATER HEATERS, PVC PIPE, TUBING AND RELATED ITEMS (CATALOG) (CO.OP) SECTION 4, SPECIAL CONDITIONS (Continued) 5 INFORMATION: Any questions by prospective bidders concerning this Invitation to Bid should be addressed to Mr. Mark Alan, Purchasing Agent, Supply Management and Logistics Department, 754-321-0507 or email address mark.alan@browardschools.com who is authorized only to direct the attention of prospective bidders to various portions of the Bid so they may read and interpret such for themselves. Neither Mr. Alan nor any employee of SBBC is authorized to interpret any portion of the Bid or give information as to the requirements of the Bid in addition to that contained in the written Bid Document. Questions should be submitted in accordance with General Condition 5. Interpretations of the Bid or additional information as to its requirements, where necessary, shall be communicated to bidders only by written addendum. Any verbal or written information, which is obtained other than, by information in this ITB document or by Addenda, shall not be binding on SBBC. 6. CONTRACT EXTENSION: The purpose of this bid is to establish a contract, at a single, fixed percentage discount for the purchase of plumbing supplies, parts, fixtures, water heaters, PVC pipe, tubing and related Items. The term of the bid shall be for 3 years, and may, by mutual agreement between SBBC and the awardee, upon final School Board approval, be extended for two additional one year periods and, if needed, 180 days beyond the expiration date of the final extension period. The Board, through its. Supply Management and Logistics Department, will, if considering to extend, request a letter of intent to extend from each awardee, prior to the end of the current contract period. Awardees will be notified when the recommendation has been acted upon by the School Board. Single, fixed percentage discount quoted shall be firm for the term of the contract. Bidders agree to this condition by signing their bids. 7. CATALOGS/PRICE LISTS. Bidders shall furnish, with this bid or upon request, one copy of their current plumbing supplies, parts, fixtures, water heaters, PVC pipe, tubing and related items catalogs/price lists which will indicate all items bidder can furnish and the most current manufacturer's list prices to be used for each item. Failure to furnish catalogs and/or price lists as required, will result in disqualification of bid submitted. Any catalogs/price lists and bids submitted for other than plumbing supplies, parts, fixtures, water heaters, PVC pipe, tubing and related items will not be accepted. Failure to furnish catalogs/price lists as required, . will result in disqualification of bid submitted. Awardees shall deliver this same catalogs to the Maintenance Stockroom, 3810 NW 10 Avenue, Fort Lauderdale, FL 33309. It is in the best interest of the awardees to indicate the bid number, the start date of the contract, the expiration of the contract and the awardees' single fixed percentage discount offered on the front of the catalogs/price lists. Failure of awardees to furnish replacement/updated catalogs/price lists updates will result in all payments being based on last update received and increase will not be honored. Dealer and/or distributor catalogs and price lists will only be considered with a single fixed percentage discount as part of Bid Item 138. Internet -based or CD-ROM catalogs and price lists are encouraged in lieu of hard copies. If an awardee has a website with updated manufacturer list pricing and/or pricing with the SBBC discount schedule, please state the web address on the Additional information Sheet. VENDOR NAME' MAfIc Bid No. 26-084R Page 9 of 30 Pages The School Board of Broward County, Florida PLUMBING SUPPLIES, PARTS, FIXTURES, WATER HEATERS, PVC PIPE, TUBING AND RELATED ITEMS CATALOG) (CO-OP) SECTION 4, SPECIAL CONDITIONS (Continued) 7. CATALOGS/PRICE LISTSIcontinued)_ If a manufacturer does not publish printed price list prices or catalogs, awardee will be required to submit a quotation in writing, at the time of order. Quotations must state item price, discount percentage or net price quoted on the Bid Summary Sheets as proof of compliance with this bid. Awardee is also required to fax a copy of the manufacturer's price list page for the item. Requesting department, school or center will be required to keep awardee's quotation on file for compliance with this bid. 8. SINGLE FIXED PERCENTAGE DISCOUNT QUOTED: Bidder should indicate in all spaces provided on the Bid Summary Sheet their single fixed percentage discount from the most current manufacturer's list price for plumbing supplies, parts, fixtures, water heaters, PVC pipe, tubing and related items that will be used for the term of the contract. Single fixed percentage offered shall remain firm throughout the term of the contract. Bidders shall offer their single fixed percentage discount as described on the Bid Summary Sheet, to be calculated from the catalog list price. Percentage mark-ups are NOT accepted. SBBC will accept a fixed percentage of 0 percent. The single fixed percentage discount quoted by the bidder shall apply to the catalog list price of all catalog items. Items excluded from single fixed percentage discount should be listed on a separate sheet of paper. These items will be excluded and should not be purchased. If more than one catalog is submitted by a bidder, the single fixed percentage discount shall remain the same for ail catalog items per catalog submitted. If the single fixed percentage discount offer differs per catalog submitted, bidder shall state on a separate sheet of paper the single fixed percentage discount offered for each additional catalog. Submitting more than one catalog and failing to attach a separate sheet of paper stating single fixed percentages per catalog, will indicate single fixed percentage offered on Bid Summary Sheet is constant for all catalogs submitted. In the event a bidder handles catalog items that carry a little or no percentage, this fact shall be taken into consideration and percentages offered shall be a single fixed percentage discount for each catalog. Awardees may offer SBBC additional educational discounts at any time and invoice SBBC at a greater discount than their bid discount. 9. INTERNET BASED COMPANY ACCESSIBILITY: SBBC is interested in learning if bidder is currently utilizing or is in the process of developing Internet accessibility. Please answer the questions regarding intemet accessibility on the Additional Information Sheet. This information, while useful to SBBC, will not be utilized for evaluation of bid submitted. 10. DELIVERY/FREIGHT: Awardees shall deliver plumbing supplies, parts, fixtures, water heaters, PVC pipe, tubing and related items within 15 business days after receipt of the purchase order (ARO). Material shall' be delivered to the Maintenance Stockroom, 3810 NW 10 Avenue, Fort Lauderdale, FL 33309 unless otherwise specified between the hours of 8:00 a.m. to 2:00 p.m. Monday through Friday, excluding legal holidays and days which the school district administration is closed. Deliveries cannot be accepted after 2:00 p.m. Prices quoted shall include inside delivery to Maintenance Stockroom or any other locations within Broward County. Awardees will be expected to deliver and unload their orders. Tailgate deliveries or deliveries via freiaht charge collect are NOT acceptable. VENDOR NAME' MA/ic Bid No. 26-084R Page 10 of 30 Pages The School Board of Broward County, Florida PLUMBING SUPPLIES, PARTS, FIXTURES, WATER HEATERS, PVC PIPE, TUBING AND RELATED ITEMS (CATALOG) (CO-OP) SECTION 4. SPECIAL CONDITIONS (Continued) 10. DELIVERY/FREIGHT (continued): If material cannot be delivered within 15 business days, the Supervisor, Maintenance Stockroom shall be notified and reserves the right to cancel orders and purchase from alternate awardees. SBBC may, at their option, pick-up items from awardees place of business. Catalog items which are picked up shall be priced in accordance with the percentage quoted in this bid or at a lower price in accordance with response to the Additional Information Sheet. 11. SHIPMENTS AND INVOICING: SBBC purchase order number and ship to information shall appear on all shipments, bill of lading, packing lists and invoices. All shipments will be made in no more than two increments. The first shipment shall be made and invoiced upon receipt of the purchase order. The second and final shipment, if necessary, shall be made at most 15 business days subsequent to the date of purchase order. All bid items not furnished on the first invoice will be listed on the second invoice and will be noted as canceled If not furnished. It will be the responsibility of awardees to attach all packing slips to the OUTSIDE of each shipment, referencing the SBBC purchase order number/control number. Failure to provide packing slip attached to the outside of shipment will result in refusal of shipment at vendor's expense. All material MUST be shipped in the original manufacturer's packaging including labeling denoting contents. Delivery copies/packing slips and invoices to SBBC MUST include the following to permit SBBC to verify prices with the contract and expedite the use of the material. Failure to do so may result in delay of payment: A. Purchase order number and release or control number B. Description of the item C. Price per most recent manufacturer's list price identified in your bid D. Minus percentage discount from manufacturer's fist pricing, if applicable E. Total cost to SBBC Invoices shall be submitted to: Supervisor, Maintenance Stockroom, 3810 NW 10 Avenue, Fort Lauderdale, FL 33309, unless otherwise indicated. In an effort to provide better service and timely payment to vendors, awardees may also submit their invoices WITH SHIPMENT in order to speed the payment process. 11. PALLETS:, Ali material normally delivered on pallets must be on heavy-duty pallets. Maximum pallet dimensions are 42 inches wide by 48 inches deep. Material is to be stacked no higher than 48 inches including pallet. All materials delivered on pallets must be shrink-wrapped as customary. There will be no pallet exchange. 12. COMeANY REPRESENTATIVE: Bidder is requested to indicate in space provided on the Bid Requirements Sheet the name, address, and telephone number of the representative(s) who could make periodic scheduled visits to the schools, departments and centers and who will be available upon request to resolve billing and delivery problems. VENDOR NAME: MA/lc Bid No. 26d084R Page 11 of 30 Pages The School Board of Broward County, Florida LUMBING SUPPLIES, PARTS, FIXTURES, WATER HEATERS, PVC PIPE, TUBING AND RELATED ITEMS CATALOG) (CO.OP) SECTION 4, SPECIAL CONDITIONS (Continued) 13. VALUE: No guarantee as to the dollar amount of this bid is implied or given. SBBC is NOT obligated to place any order with any vendor participating in this bid. However, all SBBC locations will be urged to refer to catalogs and single fixed percentage discount of participating vendors to fill their orders at the lowest prices. 14. WARRANTY: Manufacturer's warranty shall be extended to SBBC for all catalog items. 15. QUALITY: All materials used for the manufacture or construction of any supplies, materials or equipment covered by the bid shall be new. The items bid must be new, the latest model, of the best quality and highest grade workmanship. 16. ACCEPTANCE OF MATERIALS: Materials delivered under this bid shall remain the property of the seller until a physical inspection of this material is made and thereafter accepted to the satisfaction of SBBC and must comply with the terms herein, and be fully in accord with specifications. In the event the material supplied to SBBC is found to be defective or does not conform to specifications, SBBC reserves the right to cancel the order upon written request, to the seller, and return the product to seller at seller's expense. VENDOR NAME: MA/Ic