HomeMy WebLinkAboutSpecial ConditionsSchaal District of Palm Beach County FI Bid 06C-31R
06C-31 R - SPECIAL CONDITIONS
A. SCOPE: The purpose and intent of this Invitation to Bid is to secure firm prices and
establish a Term Contract for the purchase of Portable and Mobile Radios, Parts and
Accessories, as specified herein.
B. DELIVERY: All radios shall be shipped to the School Police Department, Radio
Communications, 1481 Australian Avenue, Riviera Beach, FL 33404
C. AWARD: For Items 1 — 8, the contract will be awarded to the lowest bid from a responsive,
responsible bidder, subject to the terms and conditions contained herein. Items in groups, as
marked, will be awarded by group. (A group is defined as an item with several parts labeled
A, B, C with a total for the group.) Therefore, it is necessary for a bidder to bid on every item
in the particular group for which the bidder submits a bid in order to have a bid considered. It
is also required that the bidders carefully consider each item, and make sure that each one
meets the specifications as indicated. In the event that one item does not meet such
specifications the entire group bid will be disqualified. For Item 1 (A-B) the awardee must be
an authorized Kenwood distributor and authorized by Kenwood to conduct business with
service centers in Palm Beach, Broward or Martin Counties. Bidder must upload authorized
letter from Kenwood Manufacturers with bid or submit in writing within 3 days upon request
to the Purchasing Department via fax at 561-963-3823.
For Item #9 (A-T), the contract will be awarded to all responsive, responsible bidders offering
a single fixed percentage discounts off the balance of line for each manufacturer's price
list/catalog submitted that results in the lowest price for the District. Bidders who submit the
best discounts will be in the best position to receive the District's business.
D. TERM OF CONTRACT: The term of this contract shall be from January 18, 2006 - January
17, 2007 for one year from date of award, and may, by mutual agreement between the
School District and the awardee, be renewable for four additional one year periods. Price
increases for equipment and accessories for Items 1 - 8 may be submitted in writing to the
Purchasing Department 60 days prior to the anniversary date of each renewal in accordance
with the CPI (Consumer Price Index). The Purchasing Department may choose to accept the
price increases or re -bid the contract. The contract may be extended 90 days beyond the
contract expiration date, if needed. The awardee agrees to this condition by signing their
bid. The awardee will be notified by the Purchasing Department when the recommendation
has been acted upon. If considering to renewal, the District, through the Purchasing
Department, will request a letter of intent to renew from the awardee prior to the end of the
current contract period. The contract will be extended 90 days beyond the contract
expiration date, if needed. The awardee agrees to this condition by signing their bid. The
awardee will be notified by the Purchasing Department when the recommendation has been
acted upon. The single fixed percentage discount will remain firm throughout the contract
period.
E. M/WBE GOAL: The Goal Setting Committee has not established a bid preference for
participation/utilization of MinorityNVomen's Business Enterprises.
The Board strongly encourages the use of Minority/Woman owned business enterprises for
participation as partners, joint -venturers, prime contractor, sub -contractors, and in
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School District of Palm Beach County FI Bid 06C-31 R
contracting opportunities. Inquiries regarding listings of District and State Certified Minority,
Women and Disadvantaged Contractors can be made to the Palm Beach County School
District's Office of Diversity in Business Practices, 3300 Forest Hill Boulevard, Suite A-106,
West Palm Beach, FL 33406, or phone (561) 434-8508.
F. INSURANCE REQUIREMENTS: Proof of the following insurance will be furnished by the
awarded bidders to the School District of Palm Beach County by Certificate of Insurance.
Original copies of Certificates of Insurance meeting the specific required provision specified
within this contract/agreement shall be forwarded to the School District of Palm Beach
County's Purchasing Department, ATTN: Robert Bruno, Purchasing Agent, and approved
prior to the start of any work or the possession of any school property. Renewal certificates
must be forwarded to the same department prior to the policy renewal date;
Thirty days written notice must be provided to the School District of Palm Beach County via
certified mail in the event of cancellation. The notice must be sent to the Purchasing
Department.
The awarded bidders shall provide complete copies of any insurance policy for required
coverage within seven days of the date of request by the Purchasing Department.
1. WORKERS' COMPENSATION: Bidder(s) must comply with FSS 440, Workers'
Compensation and Employees' Liability Insurance with minimum statutory limits.
2. COMMERCIAL GENERAL LIABILITY: Awarded bidders shall procure and maintain,
for the life of this contract/agreement, Commercial General Liability Insurance. This
policy shall provide coverage for death, bodily injury, personal injury, products and
completed operations liability and property damage that could arise directly or
indirectly from the performance of this agreement. It must be an occurrence form
policy. THE SCHOOL DISTRICT OF PALM BEACH COUNTY SHALL BE NAMED
AS AN ADDITIONAL INSURED ON THE CERTIFICATE FOR COMMERCIAL
GENERAL LIABILITY INSURANCE.
The minimum limits of coverage shall be $1,000,000 per occurrence, Combined,
Single Limit for Bodily Injury Liability and Property Damage Liability.
3. BUSINESS AUTOMOBILE LIABILITY: Awarded bidders shall procure and maintain,
for the life of the contract/agreement, Business Automobile Liability Insurance. THE
SCHOOL DISTRICT OF PALM BEACH COUNTY SHALL BE NAMED AS AN
ADDITIONAL INSURED ON THE CERTIFICATE FOR BUSINESS AUTOMOBILE
LIABILITY INSURANCE.
The minimum limits of coverage shall be $1,000,000 per occurrence, Combined Single
Limit for Bodily Injury Liability and Property Damage Liability. This coverage shall be
an "Any Auto" form policy. The insurance must be an occurrence form policy.
In the event the contractor does not own any vehicles, we will accept hired and non -
owned coverage in the amounts listed above. In addition, we will require an affidavit
signed by the contractor indicating the following:
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School District of Palm Beach County FI Bid 06C-31 R
(Company Name) does not own any vehicles. In the event
we acquire any vehicles throughout the term of this contract/agreement,
(Company Name) agrees to purchase "Any Auto" coverage as of
the date of acquisition.
G. QUANTITIES: The quantities shown are estimates of the quantity of items expected to be
purchased during the term of award. Actual quantities purchased may often exceed or be
less than quantities shown. Orders will be placed as needed by individual locations during
the contract period.
H. QUANTITY DISCOUNTS: Bidder is urged to offer additional discounts for one-time delivery
of large single orders of any assortment of items on a separate sheet. Such discounts will
not be considered in evaluation of bid. Additional discount for pickup at dealer/distributors
location is encouraged.
I. ESTIMATED DOLLAR VALUE: For information purpose only, the District's expenditure for
this commodity was $2,247,580 from October 17, 2001 through October 10, 2005.
J. MODEL UPDATES: During the contract period, if the awarded model is discontinued by
the manufacturer, the awarded vendor must advise the Purchasing Department in writing
of the non -availability of the contract item and submit complete descriptive literature for the
new updated model for evaluation and approval. The new model must be the same make
as the awarded contract item and must be offered at the contract price or less.
K. BALANCE OF LINE: The "balance of line" shall include new product and upgraded
catalogs. Additions shall be submitted as they occur. Deletions and discontinued items shall
be reported by bid awarded vendors as they occur.
L. SALES PROMOTION 1 PRICE REDUCTION: It is understood that sales promotions occur
during the course of this contract that will lower prices of products for the period of the sales
promotion. The District shall receive the full benefit of such reductions if lower than the
discount established by this bid. The Purchasing Department must be notified of these
promotions in writing, specifying the beginning and ending dates of the sales promotion.
Successful bidder(s) may always offer the District an additional education discount at any
time and invoice the District at a lower cost. Price reductions announced by the vendor
shall take effect immediately and be applied to unshipped and subsequent orders.
M. PRICE ADJUSTMENT: The percentage discounts, terms and conditions of this bid are to
remain firm throughout the contract period. If, during the contract period, the vendor issued
an upgraded catalog, replacements to the catalog submitted with the bid, such replacements
are to be forwarded to the School District of Palm Beach County Purchasing Department,
3300 Forest Hill Boulevard, West Palm Beach, FL 33406-5813, Attention: Robert Bruno,
Purchasing Agent as they occur along with a written request for acceptance and stating the
effective date of such changes. The replacements are to be received no less than 21 days
prior to the effective date of same.
N. PRICE REDUCTIONS: If, from date of bid opening, the successful bidder either bids the
same products at a lower price than offered the District or reduces the price of the bid of the
product, the lowest of these reduced prices will be extended to the District.
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School District of Palm Beach County FI Bid 06C-31 R
O. WARRANTY: Items specified herein shall be guaranteed by the successful bidder to be
free of defects of materials and workmanship for a period of no less than one year from the
date of delivery. All models delivered are to be the latest and newest models available from
the manufacturer and must be so certified. Batteries must be warranted for at least eighteen
(18) months from the time of purchase.
P. PARTS WARRANTY: The bidder shall provide a certification from the manufacturer that
replacement parts for all models bid will be available for a minimum period of five years.
Failure to produce parts warranty certificate may result in the cancellation of awarded
contract
Q. INSTRUCTION MANUALS: Contractor shall be required to furnish an instructional manual
for each unit ordered at no additional cost to the District.
R. REPAIR AND MAINTENANCE MANUALS: Manuals containing trouble -shooting
procedure, parts list, disassembly instructions, schematic diagrams, etc., shall be available
for purchase for each unit of equipment furnished under any contract resulting from this bid.
S. MODEL UPDATES: During the contract period, if the awarded model is discontinued by
the manufacturer, the awarded vendor must advise the Purchasing Department in writing
of the non -availability of the contract item and submit complete descriptive literature for the
new updated model for evaluation and approval. The new model must be the same make
as the awarded contract item and must be offered at the contract price or less.
T. TECHNICAL LITERATURE: The availability of technical literature is a requirement of this
bid to accommodate an evaluation to assure that products offered meet or exceed the
specifications. Hence, two copies of product information, including technical and descriptive
literature, shall be made available to the District within five work days after receipt of request.
Information submitted shall be sufficiently detailed to technically evaluate the product.
U. SERVICE: Bids will be considered only from manufacturers, manufacturer's authorized
distributors or dealers that are normally engaged in the sale and distribution of the
materials offered herein. Bidder must have adequate organization, facilities, equipment
and personnel to ensure prompt and efficient service to the School District. Awardees for
Kenwood products must have service centers located in Palm Beach, Broward or Martin
Counties.
V. INFORMATION: Any questions by the prospective bidders concerning this invitation to bid
should be directed to RFP Depot at www.rfpdepot.com, bid # 06C-31 R contact Robert
Bruno, Purchasing Agent, 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 Robert Bruno nor any employee of the District 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. Interpretations of the bid or additional information as to its
requirements, where necessary, will be communicated to bidders by an electronic
addendum.
W. POSTING OF BID RECOMMENDATION / TABULATIONS: Bid recommendations and
tabulations will be posted electronically with RFP Depot and at the Purchasing Department
for review by interested parties, at 3300 Forest Hill Boulevard, West Palm Beach, FL, on
November 16, 2006, at 3:00 p.m., and will remain posted for a period of 72 hours. If the
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School District of Palm Beach County FI Bid 06C-31R
bid tabulation with recommended awards is not posted by said date and time, A "Notice of
Delay of Posting" will be posted to inform all bidders of the new posting date and time.
Any person adversely affected by the decision or intended decision must file a notice of
protest, in writing, within 72 hours after the posting. The formal written protest shall state
with particularity the facts and law upon which the protest is based. On the event the
Purchasing Department receives late bid(s), the return of the sealed bid(s) will be after the
posting period has expired.
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