HomeMy WebLinkAboutInvitation to BidMIAMI•DADE
COUNTY
J BID NO.: 1072-1/16-OTR 1
OPENING: 2:00 P.M.
WEDNESDAY
March 22, 2006
MIAMI-DADE COUNTY, FLORIDA
INVITATION
TO BID
TITLE:
FURNITURE (OFFICE AND NON -OFFICE) FURNISH, DELIVER AND/OR INSTALL
TO VARIOUS MIAMI-DADE COUNTY DEPARTMENTS
FOR A PERIOD OF FIVE (5) YEARS WITH COUNTY OPTION TO RENEW FOR FIVE
(5) ADDITIONAL YEARS
THE FOLLOWING ARE REOUIREMENTS OF THIS BID, AS NOTED BELOW:
CATALOGUE AND LISTS:
CERTIFICATE OF COMPETENCY:
EQUIPMENT LIST•
INDEMNIFICATION/INSURANCE.
LIVING WAGE:
PRE -BID CONFERENCE/WALK-THRU:
SBE MEASURES.
SAMPLES/INFORMATION SHEETS.
SECTION 3 — MDHA:
SITE VISIT/AFFIDAVIT:
USER ACCESS PROGRAM:
WRITTEN WARRANTY:
See Section 2.0, Paragraph 2.6
N/A
N/A
See Section 2.0, Paragraph 2.11
N/A
N/A
See Section 2.0, Paragraph 2.2
N/A
NIA
N/A
See Section 2.0, Paragraph 2.21
N/A
FOR INFORMATION CONTACT
Theresa (Tessie) Wilson at 305-375-5073, or Twilsona,miamidade.2ov.
IMPORTANT NOTICE TO BIDDERS
A Small Business Enterprise (SBE) bid preference applies to this solicitation (Paragraph 2.2)
MIAMI-DADE COUNTY
DEPARTMENT OF PROCUREMENT MANAGEMENT
BIDS AND CONTRACTS DIVISION
FAILURE TO COMPLETE THE CERTIFICATION REGARDING LOCAL PREFERENCE ON
• PAGE 19 OF SECTION 4, BID SUBMITTAL FORM SHALL RENDER THE VENDOR
INELIGIBLE FOR LOCAL PREFERENCE
FAILURE TO SIGN PAGE 19 OF SECTION 4, BID SUBMITTAL FORM WILL RENDER
YOUR BID NON -RESPONSIVE
MIAMF0
COUNTY
MIAMI-DADE COUNTY, FLORIDA
INVITATION TO BID
Bid Number: 1072-1-16-OTR
Title:
FURNITURE (OFFICE AND NON -OFFICE) FURNISH, DELIVER AND/OR INSTALL
TO VARIOUS MIAMI-DADE COUNTY DEPARTMENTS
FOR A PERIOD OF FIVE (5) YEARS WITH COUNTY OPTION TO RENEW FOR FIVE (5)
ADDITIONAL YEARS
Procurement Contracting Agent:
Theresa (Tessie) Wilson, CPPB
Bids will be accepted until 2:00 p.m. on March 22, 2006
Bids will be publicly opened. The County provides equal access and does not discriminate
on the basis of disability in its programs or services. It is our policy to make all
communication available to the public, including those who may be visually or hearing
impaired. If you require information in a non-traditional format please call 305-375-5278.
Instructions: Each Bid submitted to the Department of Procurement Management shall
have the following information clearly marked on the face of the envelope: the Bidders
name, return address, Bid number, opening date of the Bid and the title of the Bid.
Included in the envelope shall be an original and three copies of the Bid Submittal, plus
attachments if applicable. Failure to comply with this requirement may result in your Bid
not being considered for award.
All Bids must be submitted in a sealed envelope or container and will be opened promptly
at the time indicated in this solicitation document. Any Bid received after the first Bid has
been opened will be returned to the Bidder unopened. The County does not accept
responsibility for delays, natural or otherwise.
NOTICE TO ALL BIDDERS: FAILURE TO SIGN THE BID SUBMITTAL FORM
WILL RENDER YOUR BID NON -RESPONSIVE.
THE BID SUBMITTAL FORM CONTAINS IMPORTANT CERTIFICATIONS THAT
REQUIRE REVIEW AND COMPLETION BY ANY VENDOR RESPONDING TO THIS
SOLICITATION
MIAMI-DADE COUNTY BID NO.: 1072-1/16-OTR
SECTION 1
GENERA ,TERMS AND CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
1.1. DEFINITIONS
Bid -shall refer to any offer(s) submitted inresponse tothia solicitation.
Bidder - shall refer to anyone submitting a Bid in response to this
solicitation.
Bid Solicitation-- shall mean this solicitation documentation, including
any and all addenda
Bid Submittal Form - defines the requirement of items to be
purchased, and must be completed and submitted with 13id. The Bidder
should indicate its name in the appropriate space on each page.
County - shall refer to Miami -Dade County, Florida
DPM - shall refer to Miami -Dade County's Department of Procurement
Management, Bids and Contracts Division.
Enrolled Vendor - EFFEC"TIVE JULY 8, 2002, shall refer to a firm
that has completed the necessary documentation in order to receive Bid
notifications from the County, but has not yet registered
Registered Vendor - shall refer to a firm that has completed the Miami -
Dade County Business Entity Registration Application and has satisfied
all requirements to enter in to business agreements with the County.
For additional information about on -]lire vendor enrollment or
vendor registration contact the Vendor Assistance Unit at 111 N.W.
1'r Street, 13th Floor, Mlam1, FL 33128, Phone 305375-5773.
EFFECTIVE JULY 1, 2002, vendors will be able to enroll and
register online by visiting ow web site at Irttp://ndenaidade.gov and
click on "Business".
1.2. INSTRUCTIONS TO BIDDERS
A. Bidder Qualification
It is the policy of the County to encourage full and open competition
among all available qualified vendors. All vendors regularly engaged in
the type of work specified in the Bid Solicitation are encouraged to
submit Bich. Vendors may enroll with the County to be included on a
mailing list for selected categories of goods and services. To be eligible
for award of a contract (including small purchase orders), Bidders must
complete a "Miami -Dade County Business Entity Registration
Application". Only Registered Vendors can he awarded County
contracts. Vendors are encouraged to register with the County anytime
by contacting the Vendor Information Center at 305-375-5287. The
County endeavors to obtain the participation of all qualified minority
and disadvantaged business enterprises. For information and to apply for
certification, contact the Department of Business Development, at 111
N.W. 1 Street, 19e, Floor, Miami, FL 33128-1844, or telephone at 305-
375-3111. County employees wishing to do business with the County
are referred to Section 2-11.1(d) of the Miami -Dade County Code.
11. Vendor Regirtratlen
To be recommended for award the County requires that vendors
complete a Miami -Dade County Prosiness Entity Registration
Application with all required disclosure affidavits, The Miami -Dade
County Business Entity Registration Application must be returned to the
Department of Procurement Management (DPM), Bids and Contracts
Division within Fourteen (14) days of notification of the intent to
recommend for award. In the event the Miami -Dade County Business
Entity Registration Application is not properly compieted and returned
within the specified time, the County may award to next lowest
responsive Bidder. The Bidder is responsible for obtaining the Miami -
Dade County Business Entity Registration Application and all affidavits
by downloading from DPM's websito at http://miamidade.aov and click
on "Business" or from the Vendor Assistance Unit at 111 N.W. 1`
Street, Miami, FL. In becoming a Registered Vendor with Miami -Dade
County, the vendor confines its knowledge of and commitment to
comply with the following:
1. Disclosure of Employment - pursuant to Section 2-8.1(d) of the
County Code.
2. Disclosure of Ownership Affidavit - pursuant to Section 2-8.1(d)
of the County Code.
3. Drug -Free Affidavit - pursuant to Section 2-8.1.2(b) of the County
Code,
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4. W-9 and 8109 Forms - The vendor must tbrnish these forms as
required by the Internal Revenue Service.
5. Social Security Number - The vendor must provide a copy of the
primary owner's social security card if the social security number
is being used in lieu of the Federal Identification Number
(F,E.I.N.).
6. Americans with Disabilities Act (A.D.A.) Affidavit - 11 is the
policy of the County to comply with all requirements of County
Resolution R182-00 and the A.D.A.
7. Collection of Fees, Taxes and Parking Tickets Affidavit - pursuant
to Section 2-8.1 (o) of the County Code.
8. Conflict of Interest and Code of Ethics - pursuant to Sections 2-
8.1(i) and 2-11,1(b) (1) through (6) and (9) of the County Code and
County Ordinance No. 00.1 amending Section 2-11.1(c) of the
County Code.
9. Code of Business Ethics - pursuant to Section 2-8,1(i) of the
County Coda,
10. Debarment Disclosure Affidavit - pursuant to County Code 10-38.
11. Office of the Inspector General Pursuant to Section 2-1076 of the
County Code.
12. Minority and Disadvantaged Business Enterprises. The County
endeavors to obtain the participation of all minority and
disadvantaged business enterprises pursuant to Sections 2-8.2, 2-
8.2.3 and 2-8.2.4 of the County Code and Title 49 of the Code of
Federal Regulations,
13. Individuals and Entities Doing Business with the County not
current in their obligations to the County - pursuant to Sections 2-
8.1 (h) and 2-11.1(bX8) of the County Code.
14. Nondiscrimination pursuant to Section 2.8.1.5 of the County Code.
15. Family Leave - Pursuant to Section 11 A-30 of the County Code.
16. laving Wage -Pursuant to Section 2.8.9 of the County Code.
17. Domestic Leave - Pursuant to Section 11 A-60 of the County Code.
18. Antitrust Laws - By acceptance of any contract, the vendor agrees
to comply with all antitrust laws of the United States and the State
of Ronda.
C. PUBLIC ENTITY CRIMES
To be eligible for award of a contract, firms wishing to do business with
the County must comply with the following:
Pursuant to Section 287.133(2Xa) of the Florida Statutes, a person or
affiliate who has been planed 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, ruay not submit a Bid
on a contract with a public entity for the construction or repair of a
public building or public work, may not submit Bids on leases of real
property to a public entity, may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with
any public entity, and may not transact business with any public entity in
excess of the threshold amount provided in Section 287.017 of the
Florida Statutes, for CATEGORY TWO for a period of 36 months from
the date of being placed on the convicted vendor list,
D. Request for Additional Information
1. Pursuant to Section 2-11.1(t) of the County Code, all Bid
Solicitations, once advertised and until an award recommendation
has been forwarded to the appropriate authority are under the
'Cone of Silence^. Any communication or inquiries, except for
clarification of process or procedure already contained in the
solicitation, are to be made in writing to the attention of the
Procurement Agent identified on the front page of the solicitation.
Such inquiries or request for information shall be submitted to the
procurement agent in writing and shall contain the requester's
name, address, and telephone number. If transmitted by facsimile,
the request should also include a cover sheet with Bidder's
facsimile number. The requestor must also file a copy of this
written request with the Clerk of the Board, 111 NW 1" Street, 17ei
Floor, suite 202, Miami, Florida 33128-1983 or email
eterkbce(la miam idade. gov,
2. The Department of Procurement Management may issue an
addendum in response to any inquiry received, prior to Bid
opening, which changes, adds to or clarifies the terms, provisions
Revised 06/07//05
MIAMI-DADE COUNTY BID NO.: 1072-1/16-OTR
SECTION 1
GENERAL TERMS AND CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
or requirements of the solicitation. The Bidder should not rely on
any representation, statement or explanation whether written or
vernal, other than those made in this Bid Solicitation document or
in any addenda issued Where there appears to be a conflict
between this Bid Solicitation and any addenda, the last addendum
issued shall prevail.
3. It is the Bidder's responsibility to ensure receipt of all addenda,
and any accompanying documentation, The Bidder is required to
submit with its Bid a signal "Acknowledgment of Addenda" form,
when any addenda have been issued
E. Contents of Bid Solicitation and Bidders' Responsibilities
1. It is the responsibility of the Bidder to become thoroughly familiar
with the Bid requirements, terms and conditions of this solicitation.
Pleas of ignorance by the Bidder of conditions that exist or that
may exist will not be accepted as a basis for varying the
requirements of the County, or the compensation to be paid to the
Bidder.
2. This solicitation is subject to all legal requirements contained in
the applicable County Ordinances, Administrative Orders, and
Resolutions, as well as all applicable Stale and Federal Statutes.
Where conflict exists between this Bid Solicitation and these legal
requirements, the authority shall prevail in the following order:
Federal, State and IocaL
3. It is the responsibility of the Bidder/Proposer, prior to conducting
any lobbying regarding this solicitation to file the appropriate
fort with the Cleric of the Board Arnim that a particular
Jobbvfat is authorized to reps sent the Bidder/Proposer. The
Bidder/Proposer shalt also file a form with the Clerk of the Board
at the point in Lima at which a lobbyist le no longer authorized to
represent said Bidder/ Proposer. Failure of a Bidder/Proposer to
file the appropriate form required, in relation to each solicitation,
may be considered es evidence that the Bidder/Proposer is not a
responsible contractor.
F. Change or Withdrawal of Bids
1. Changes to Bid - Prior to the scheduled Bid opening a Bidder may
change its Bid by submitting a new Bid, (as indicated on the cover
page) with a letter in writing on the firms letterhead, signed by an
authorized agent stating that the new subnittal replaces the
original submittal. The new submittal shall contain the letter and
all information as required for submitting the original Bid. No
changes to a Bid will be accepted after the Bid has been opened.
2. Withdrawal of Bid — A Bid shall be irrevocable unless the Bid is
withdrawn as provided herein. Only written a letter received by
the DPM Bids and Contracts Division prior to the Bid opening date
may withdraw a bid. A bid may also be withdrawn ninety (90)
days after the Bid has been opened and prior to award, by
submitting a letter to the contact person identified on the front
cover of this Bid Solicitation. The withdrawal letter must be on
company letterhead and signed by an authorized agent of the
Bidder.
G. Conflicts Within The 131d Solicitation
Where there appears to be a conflict between the General Terms
and Conditions, Special Conditions, the Technical Specifications,
the Bid Submittal Section, or any addendum issued, the order of
precedence shall be: the last addendum issued, the Bid Submittal
Section, the Technical Specifications, the Special Conditions, and
then the General Terms and Conditions.
H.
1.
Prompt Payment Terra
It is the policy of Miami -Dade County that payment for all
purchases by County agencies and the Public Health Trust shall be
made in a timely manner and that interest payments be made on
late payments. In accordance with Florida Statutes, Section 218.74
and Section 2-8.1.4 of the Miami -Dada County Code, the time at
which payment shall be due from the County or the Public Health
Tnist shall be forty-five (45) days from receipt of a proper invoice.
The time at which payment shall be due to small businesses shall
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be thirty (30) days from receipt of a proper invoice. All payments
due from the County or the Public Health Trust, and not made
within the time specified by thin section, shall bear interest from
thirty (30) days after the due date at the rate of one percent (h%)
per month on the unpaid balance. Further, proceedings to resolve
disputes for payment of obligations shall be concluded by final
written decision of the County Manager, or his or her designee(e),
not later than sixty (60) days after the date on which the proper
invoice was received by the County or the Public Health Trust.
2. The Bidder may otter cash discounts for prompt payments;
however, such discounts will not be considered in determining the
lowest price during bid evaluation. Bidders are requested to
provide prompt payment terms in the space provided on the Bid
submittal signature page of the solicitation.
1.3. PREPARATION OF BIDS
A. The Bid submittal form defines requirements of items to he
purchased, and must be completed and submitted with the Bid. Use
of any other farm will result in the rejection of the Bidder's offer.
B. The Bid submittal form must be legible. Bidders shall use
typewriter, computer or ink. Ali changes must be crossed out and
initialed in ink. Failure to comply with these requirements may
cause the Bid to be rejected.
C. An authorized agent of the Bidder's firm must sign the Bid
submittal form. FAILURE TO SIGN THE BID SUBMITTAL
FORM SHALL RENDER THE BID NON -RESPONSIVE.
D. The Bidder may be considered non -responsive if bids are
conditioned to modifications, changes, or revisions to the terms
and conditions of this solicitation.
E. The Bidder may submit alternate Bid(s) for the same solicitation
provided that such offer is allowable under the terms and
conditions. The alternate Bid must meet or exceed the minimum
requirements and be submitted an a separate Bid submittal marked
"Alternate Bid".
F. When there is a discrepancy between the unit prices and any
extended prices, the unit prices will prevail.
1.4. CANCELLATION OF BID SOLICITATION
Miami -Dade County reserves the right to cancel, in whole or in part, any
Invitation to Bid when it is in the best interest of the County.
I.S. AWARD OF BID SOLICITATION
A. This Bid may be awarded to the responsible Bidder meeting all
requirements as set forth in the solicitation. The County reserves
the right to reject any and all Bida, to waive irregularities or
technicalities and to re -advertise for all or any part of this Bid
Solicitation as deemed in its best interest. The County shall be the
sole judge of its best interest.
B. When there are multiple line items in a solicitation, the County
reserves the right to award on an individual item basis, any
combination of items, total low Bid or in whichever manner
deemed in the best interest of the County.
C. The County reserves the right to reject any and all Bids if it is
determined that prices are excessive, best offers are determined to
be unreasonable, or it is otherwise determined to be in the
County's best interest to do so.
D. The County reserves the right to negotiate prices with the low
bidder, provided that the scope of work of this solicitation remains
the same.
E. Award of this Bid Solicitation will only be made to firms that have
completed the Miami -Dade County Business Entity Registration
Application and that satisfy all necessary legal requirements to do
business with Miami -Dade County. Finns domiciled in Miami -
Dade County must present a copy of their Miami -Dade County
issued Occupational License.
F. Pursuant to County Code Section 2-8.1(g), the Bidder's
performance as a prince contractor or subcontractor on previous
County contracts shall be taken into account in evaluating the Bid
received for this Bid Solicitation.
G. To obtain a copy of the Bid tabulation, Bidder(s) shall enclose an
Revised 06/07//05
MIANII-DADE COUNTY BID NO.: 1072-1/1G-OTR
SECTION 1
GENERALJERUS AND CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
appropriately sized self-addressed stamped envelope. Bid results
will not be given by telephone or facsimile. Please allow ten (10)
calendar days after Bid opening for mailing.
IL The Bid Solicitation, any addenda and/or properly executed
modifications, the purchase order, and any change order(a) shall
constitute the contract.
1. In accordance with Resolution R-1574-88 the Director of Bids and
Contracts Division will decide all tie Bids.
J. Award of this Bid may be predicated on compliance with and
submittal of all required documents as stipulated in the Bid
Solicitation.
1.6. CONTRACT EXTENSION
A. The County reserves the right to exercise its option to extend a
contract for up to one hundred -eighty (180) calendar days beyond
the current contract period and will notify the contractor in writing
of the extension.
R. This contract may be extended beyond the initial one hundred -
eighty (180) day extension period upon mutual agreement between
the County and the successful Bidder(s) upon approval by the
Board of County Commissioners.
1.7. WARRANTY
All warranties, express end implied, shall be made available to the
County for goods and services covered by this Bid Solicitation. All
goods furnished shall be fully guaranteed by the successful Bidder
against factory defects and workmanship. At no expense to the County,
the successful Bidder shall correct any and all apparent and latent
defects that may occur within the manufacturer's standard warranty.
The Special Conditions of the Bid Solicitation may supersede the
manufacturer's standard warranty.
1.8. ESTIMATED QUANTfTIES
Estimated quantities or dollars are for Bidder's guidance only: (a)
estimates are based on the County's anticipated needs and/or usage
during a previous contract period and; (b) the County may use these
estimates to determine the low Bidder. Estimated quantities do not
contemplate or include possible additional quantities that may be
ordered by other government, quasi -government or non-profit entities
utilizing this contract under the Joint Purchase portion of the County
User Access Program (UAP) described in Section 2.21 of this contract
solicitation and the resulting contract, if that section is present in this
solicitation document. No guarantee is expressed or implies as to
quantities or dollars that will be used during the contract period. The
County is not obligated to place any order for the given amount
subsequent to the award of this Bid Solicitation.
1.9. NON -EXCLUSIVITY
It is the intent of the County to enter into an agreement with the
successful Bidder that will satisfy its needs as describe herein.
However, the County reserves the right as deemed in its beat interest to
perform, or cause to be performed, the work and services, or any portion
thereof, herein described in any mamter it sees fit, including but not
limited to: award of other contracts, use of any contractor, or perform
the work with its own employees.
1.10. LOCAL PREFERENCE
The evaluation of competitive bids is subject to Section 2-8.5 of the
Miami -Dade County Code, which, except where contrary to federal and
state law, or any other funding source requirements, provides that
preference be given to local businesses. A local business shall be
defined as:
1. a business that has a valid occupational license, issued by
Mianri-Dade County at least one year prior to bid or
proposal submission, that is appropriate for the goods,
services or construction to be purchased;
2. a business that has physical business address located within
the limits of Miami -Dade County from which the vendor
-III-
operates or performs business. Post Office Boxes are not
verifiable and shall not be used for the purpose of
establishing said physical address; and
3. a business that contributes to the economic development and
well-being of Miami -Dade County in a verifiable and
measurable way. This may include but not be limited to the
retention and expansion of employment opportunities and
the support and increase in the County's tax base. To satisfy
this requirement, the vendor shall affirm in writing ita
compliance with either of the following objective criteria as
of the bid or proposal submission date stated in the
solicitation:
(a)
vendor has at least ten (10) permanent full time
employees, or part time employees equivalent to 10
FIE ("full-time equivalent" employees working 40
hours per week) that live in Miami -Dade County, or
at Least 25% of its employees that live in Miami -
Dade County, or
(b) vendor contributes to the County's tax base by
paying either real property taxes or tangible personal
property taxes to Miami -Dade County, or
some other verifiable and measurable contribution to
the economic development and wellbeing of Miami -
Dade County.
When the bid from a Miami -Dade local business is within 10% of the
lowest price submitted by a non -local business, the local business and
the non -local low bidder shall have the opportunity to submit a best and
final bid equal to or lower than the amount of the low bid previously
submitted by the non -local business.
(0)
At this time, there is an interiors] agreement in effect between Miami -
Dade and Broward Counties until September 2005. 'Therefore, a vendor
which meets the requirements of (1) and (2) above for Broward County
shall be considered a local business pursuant to this Section.
1.11. CONTINUATION OF WORK
Any work that commences prior to and will extend beyond the
expiration date of the current contract period shall, unless terminated by
mutual written agreement between the County and the successful
Bidder, continue until completion at the same prices, terms and
conditions.
1.12. BID PROTEST
A. A recommendation for contract award or rejection of award may
be protested by a Bidder in accordance with the procedures
contained in Sections 24.3 and 2-8.4 of the County Code, as
amended, and as established in Administrative Order No.3-21.
13. To initiate a Bid protest, the protester shall present to the Clerk of
the Board a non-refundable filing fee, payable to the Clerk of the
Board, in accordance with the achedule provided below:
Awai f Amount Filing Fee
125,0004100,000 $500
$100,001-$500,000
$500,001-$5 million
Over $5 million
$1,000
$3,000
$5,000
In the event a Bidder wishes to protest any part of the Genera]
Conditions, Special Conditions and/or Technical Specifications
contained in the Bid Solicitation it must file a notice of protest in
writing with the issuing department no later than 48 hours prior to
the Bid opening date and hour specified in the solicitation.
Failure to file a timely notice of protest will constitute a waiver of
proceedings.
C. For award recommendations greater than $100,000 the following
shall apply:
When a letter of' intent to award a Bid Solicitation has been
communicated (mail, faxed or emailed) to each competing Bidder
Revised 06/07//05
MIAMI-DADE COUNTY BID NO.: 1072-1/16-OTR
SECTION 1
GENERAL TERMS AND CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
and filed with the Clerk of the Board, a Bidder wishing to pretest
said award recommendation shall file a protest with the clerk of
the Board within tan (10) working days of the date of award
reconunendation letter. Within two (2) days of that filing, the
protester shall provide the County Attorney and each Bidder with
a copy of each document that was filed with the protest Failure
to timely file the written protest shall constitute a waiver of the
right to protest the award recommendation,
D. For award recommendations front $25,000 to $100,000 the
following shall apply:
Each Monday, in the lobby of the Stephen P. Clark Center,
!mated et 111 N.W. I" Street, award recommendations are
posted. Participants may also call the Awards Line at 345-375-
4724, or 800-510-4724, or the contact person as identified on the
cover page of the Bid Solicitation. Any Bidder wishing to protest
such recommendations shall file a protest with the Clerk of the
Board within five (5) working days of the posting and submit a
S500 non-refundable filing fee.
1.13. RULES, REGULATIONS AND LICENSES
The successful Bidder shall comply with all laws and regulations
applicable to provide the goods and/or services specified in this Bid
Solicitation. The Bidder shall be familiar with all federal, state and local
laws that may in affect the goods and/or services offered.
1.14. PACKAGING
Unless otherwise specified in the Special Conditions or Technical
Specifications, all containers shall be suitable for shipment and/or
etorage and comply with Resolution No. 738-92.
LIS. SUBCONTRACTING
Unless otherwise specified in this Bid Solicitation, the successful Bidder
shall not subcontract any portion of the work without the prior written
consent of the County. The ability to subcontract may be further limited
by the Special Conditions. Subcontracting without the prior consent of
the County may result in termination of the contract for default. When
Subcontracting is allowed the Bidder shall comply with County
Resolution No. 1634-93, Section 10-34 of the County Code and County
Ordinance No. 97-35.
1.16. ASSIGNMENT
The successful Bidder shag not assign, transfer, hypothecate, or
otherwise dispose of this contract, including any rights, title or interest
therein, or its power to execute such contract to any person, company or
corporation without the prior written consent of the County.
1.17. DELIVERY
Unless otherwise specified in the Bid Solicitation, prices quoted shall be
F.O.B. Destination. Freight shall be included in the proposed price.
1.15. RESPONSIBILITY AS EMPLOYER
The employee(s) of the successful Bidder shall be considered to be at ell
times its employee(,), and not an employee(s) or agent(s) of the County
or any of its departments. The successful Bidder shall provide
competent and physically employee(s) capable of performing the work
as required. The County may require the successful Bidder to remove
any employee it deems unacceptable. Alt employees of the successful
Bidder shall wear proper identification.
1.19. INDEMNIFICATION
The successful Bidder shall indemnify and hold harmless the County
and its officers, employees, agents and instrumentalities from any and all
Liability, losses or damages, including attomey's fees and costs of
defense, which the County or its officers, employees, agents or
instrumentalities may incur aq a result of claims, demands, suits, causes
of actions or proceedings of any kind or nature arising out of, relating to
or resulting from the performance of the agreement by the successful
Bidder or its employees, agents, servants, partners, principals or
subcontractors. The successful Bidder shall pay ail claims and /oases in
connection therewith, and shall investigate and defend all claims, suits
or actions of any kind or nature in the name of the County, where
applicable, including appellate proceedings, and shall pay all costs,
judgments, and ettomey's fees which may be incurred thereon. The
succesaftil Bidder expressly understands and agrees that any insurance
protection required by this Agreement or otherwise provided by the
successful Bidder shall in no way limit the responsibility to indemnify,
keep and save harmless and defend the County or its officers,
employees, agents and instrumentalities as herein provided.
1.20. COLLUSION
Where two (2) or more related parties, as defined herein, each submit a
Bid for any contract, such Bids shall be presumed to be collusive. The
foregoing presumption may be rebutted by the presentation of evidence
as to the extent of ownership, control and management of such related
parties in preparation and submittal of such Bids. Related parties shall
mean Bidder or the principals thereof which have a direct or indirect
ownership interest in another Bidder for the same contract or in which a
parent company or the principals thereof of one (1) Bidder have a direct
or indirect ownership interest in another Bidder for the same contract
Furthermore, any prior understanding, agreement., or connection
between two or more corporations, firms, or persons submitting a bid for
the same materials, supplies, services, or equipment shall also be
presumed to be collusive. Bids found to be collusive shall be rejected
Bidders who have been found to have engaged in collusion may be
considered non -responsible, and may be suspended or debarred, and any
contract resulting front collusive Bidding may be terminated for default.
1.21. MODIFICATION OF CONTRACT
The contract may be modified by mutual consent, in writing through the
issuance of a modification to the contract, purchase order, change order
or award sheet, as appropriate.
1.22. TERMINATION FOR CONVENIENCE
The County, at its sole discretion, reserves the right to terminate this
contract without cause upon thirty (30) days written notice. Upon
receipt of such notice, the successful Bidder shall not incur any
additional costs under this contract. The County shall be liable only for
reasonable costs incurred by the successful Bidder prior to notice of
termination. The County shall be the sole judge of "reasonable costs."
1.23. TERMINATION FOR DEFAULT
The County reserves the right to terminate this contract, in part or in
whole, or place the vendor on probation in the event the successful
Bidder fails to perform in accordance with the terms and conditions
stated herein. The County Hither reserves the right to suspend or debar
the auccessfinl Bidder in accordance with the appropriate County
ordinances, resolutions and/or administrative orders. The vendor will
be notified by letter of the County's intent to terminate. in the event of
termination for default, the County may procure the required goods
and/or services from any source and use any method deemed in its best
interest All re -procurement cost shall be borne by the successful
Bidder.
1.24. FRAUD AND MISREPRESENTATION
Pursuant to Section 2.8.1.4 of the Miami -Dade County Code, any
individual, corporation or other entity that attempts to meet its
contractual obligations with the County through fraud, misrepresentation
or material misstatement, may be debarred for up to five (5) years. The
County as a further sanction may terminate or cancel any other contracts
Wit such individual, corporation or entity. Such individual or entity
shall be responsible for ail direct or indirect costs associated with
termination or cancellation, including attorney's fees.
1.25. ACCESS TO RECORDS
The County reserves the right to require the Contractor to submit to an
audit by Audit and Management Services or other auditor of the
County's choosing at the Cootractor's expense. The Contractor shall
provide access to all of its records, which relate directly or indirectly to
this Agreement at its place of business during regular business hours.
Revised 06/07//05
MIAMI-DADE COUNTY
SECTION 1
GENERAL TERMS AND CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
The Contractor shall retain all records pertaining to this Agreement and
upon request make them available to the County for three years
following expiration of the Agreement. The Contractor agrees to
provide such assistance as may be necessary to facilitate the review or
audit by the County to ensure compliance with applicable accounting
and financial standards.
1.26 OFFICE OF THE INSPECTOR GENERAL
Miami -Dade County has established the Office of the Inspector General,
which is authorized and empowered to review past, present, and
proposed County and Public Health Trust programs, contracts,
transactions, accounts, records and programs. The Inspector General
(03) has the power to subpoena witnesses, administer oaths, require the
production of records and monitor existing projects and programs. The
Inspector General may, on a random basis, perform audits on all County
contracts, The cost of random audits shall be incorporated into the
contract price of all contracts and shall be one quarter (I/4) of one (1)
percent of the contract price, except an otherwise provided in Section 2-
1076(48) of the County Code.
1.27 PRE -AWARD INSPECTION
The County may conduct a pre -award inspection of the bidder's site or
hold a pre -award qualification hearing to determine if the bidder is
capable of performing the requirements of this bid solicitation.
1.28 PROPRIETARY/CONFIDENTIAL INFORMATION
Bidders are hereby notified that all information submitted as part of or
in support of bid submittals will be available for public inspection after
opening of bids in compliance with Chapter 119 of the Florida Statuses;
popularly know as the "Public Record Law." The bidder shall not
submit any information in response to this invitation, which the bidder
considers to be a trade secret, proprietary or confidential. The
submission of any information to the County in connection with this
invitation shall be deemed conclusively to be a waiver of any trade
secret or other protection, which would otherwise be available to the
bidder. In the event that the bidder submits information to the County in
violation of this restriction, either inadvertently or intentionally, and
clearly identifies that information in the bid as protected or oenfidential,
the County shall endeavor to redact and return that infornation to the
bidder as quickly as possible, and if appropriate, evaluate the balance of
the bid. The redaction or return of information pursuant to this clause
may render a bid nonresponsive.
1.29. HEALTH INSURANCE PORTABILITY AND
ACCOUNTABILITY ACT (HIPAA)
Any person or entity that performs or assists Miami -Dade County with a
function or activity involving the use or disclosure of "individually
identifiable health information (IIHI) and/or Protected Health
Information (PHI) shall comply with the Health Insurance Portability
and Accountability Act (HIPAA) of 1996 and the Miami -Dade County
Privacy Standards Administrative Order. HIPAA mandates for privacy,
security and electronic transfer standards that include but are not limited
to:
1. Use of information only for performing services required by
the contract or as required by law,
2. Use of appropriate safeguards to prevent non -permitted
disclosures;
3. Reporting to Miami -Dade County of any non -permitted use
or disclosure;
4. Assurances that any agents and subcontractors agree to the
same restrictions and conditions that apply to the
Bidder/Proposer and reasonable assurances that IIHI/PHI
will be held confidential;
5. Making Protected Health Information (PHI) available to the
customer,
6. Making PHl available to the customer for review and
amendment; and incorporating any amendments requested
by the customer;
-V-
BID NO.: 1072-1/16-OTR
7. Making PHI available to Miami -Dade County for an
accounting of disclosures; and
8. Making internal practices, books and records related to PHI
available to Miami -Dade County for compliance audits.
PIII shall maintain its protected status regardless of the form and method
of transmission (paper records, and/or electronic transfer of data). The
Bidder/ Proposer must give its customers written notice of its privacy
information practices including specifically, a description of the types of
uses and disclosures that would be made with protected health
information.
130. CHARTER COUNTY TRANSIT SYSTEM SALES SURTAX
When proceeds from the Charter County Transit System Sales Surtax
levied pursuant to Section 29.121 of the Code of Miami -Dade County
are used to pay for all or some part oldie cost of this contract, no award
of a Blanket Purchase Order (BPO) for Transit/Public Works as part of a
multi -department contract, nor an award of a contract solely for the use
of TransitlPubtic Works shall be effective and thereby give rise to a
contractual relationship with the County for Transit/Public Works
purchases unless and until both the following have occurred: 1) the
County Commission awards the contract, and such award becomes final
(either by expiration of 10 days after such award without veto by the
Mayor, or by Conunission override of a veto); and, 2) either, i) the
Citizens' Independent Transportation Trust (CtTT) has approved
inclusion of Transit/Public Works in this contract, or, ii) in response to
the CITI's disapproval, the County Commission reaffirms Transit/Public
Work's inclusion in the contract by two-thirds (2/3) vote of the
Commission's membership and such reaffirmation becomes final.
131 LOBBYIST CONTINGENCY FEES
A) In accordance with Section 2-11,1(s) of the Code of Mid -Dade
County, after May, 16, 2003, no person may, in whole or in part, pay,
give or agree to pay or give a contingency fee to another person. No
person may, in whole or in part, receive or agree to receive a
contingency fee.
B) A contingency fee is a fee, bonus, commission or non -monetary
benefit as compensation which is dependant on or in any way contingent
upon the passage, defeat, or modification of: 1) any ordinance,
resolution, action or decision of the County Commission; 2) any action,
decision or recommendation of the County Manager or any County
board or committee; or 3) any action, decision or recommendation of
any County personnel during the time period of the entire decision -
making process regarding such action, decision or recommendation
which foraeeably will be heard or reviewed by the County Commission
or a County board or committee.
1.32 COMMISSION AUDITOR-- ACCESS TO RECORDS
Pursuant to Ordinance No. 03-2, all vendors receiving an award of the
contract resulting from this solicitation will grant access to the
Commission Auditor to all financial and performance related records,
property, and equipment purchased in whole or in part with government
funds.
Revised 06/07//05
BID NO.:1072-1/1G-OTR
MIAMI-DADE COUNTY
SECTION 2
SPECIAL CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
2.1 PURPOSE: TO ESTABLISH A CONTRACT FOR THE COUNTY
The purpose of this solicitation is to establish a contract for the purchase of Office and
Non -Office Furniture, including replacement parts and upholstery, in conjunction with
the County's needs on an as needed when needed basis.
2.2 SMALL BUSINESS CONTRACT MEASURES FOR SOLICITATIONS
GREATER THAN $50,000 (Bid Preference)
A Small Business Enterprise (SBE) bid preference applies to this solicitation.
A 10% percent bid preference shall apply to contracts $1 million or less and 5% percent
on contracts greater than. $1 million. A SBE/Micro Business Enterprise must be certified
by the Department of Business Development (DBD) for the type of goods and/or services
the Enterprise provides in accordance with the applicable Commodity Code(s) for this
solicitation. For certification information, contact the Department of Business
Development at 305-375-3111 or access www.miamidade.gov/dbd.
The SBE/Micro Business Enterpriseon of the contract to deadline, at
contract award and for the duration
remain eligible for the preference.
2.3 Intentionally Omitted
2.4 TERM OF CONTRACT: FIVE (5) YEARS
This contract will commence after approval of the contract by the Board of County
Commissioners, or designee, unless otherwise stipulated in the Notice of Award letter,
which is distributed by the County's Department of Procurement Management,
Purchasing Division; and contingent upon the completion and submittal allrequired
bid documents. This contract shall remain in effect for five (5) years; provided
services rendered by the Bidder(s) during the contract period are satisfactory and that
County funding is available as appropriaonted The percentage discount offered by the
an annual basis and upon completion of
the expressed and/or implied warranty period.
Bidder in its Bid Proposal shall be based nsdiscount offered off the manufacturer list
ervice for five (5) years. However, the
successful bidders may increase the percentage
price or decrease percentage mark-up to the County at any time.
2.5 OPTION TO RENEW FOR FIVE (5) ADDITIONAL YEARS (Maintain Same
Discount/ Mark-up)
The initial contract prices resultant from this solicitation shall prevail for a five (5)
year(s) period from the contract's initial effective date. Prior to, or upon completion, of
that initial term, the County shall have the option to renew this contract for an additional
1
MIAMI-DADE COUNTY
BID NO.:1072-1/16-0TR
SECTION 2
SPECIAL CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
five (5) year period, provided awarded bidders maintain the discount or mark-up from the
most recent published price list per manufacturer product line.
Continuation of the contract beyond the initial period, and any option subsequently
exercised, is a County prerogative, and not a right of the bidder. This prerogative will be
exercised only when such continuation is clearly in the best interest of the County.
Should the vendor decline the County's right to exercise the option period, the County
will consider the vendor in default which decision shall affect that vendor's eligibility for
future contracts.
NOTE: IF MULTIPLE VENDORS ARE INVOLVED UNDER A GIVEN
CONTRACT, ANY OPTIONS TO RENEW WILL BE
RESTRICTED TO THE SPECIFIC ITEMS OF WORK INITIALLY
AWARDED TO ANY SPECIFIC VENDOR,
2.6 METHOD OF AWARD: TO THE HIGHEST PERCENTAGE DISCOUNT OR TO
THE LOWEST MARK-UP BY MANUFACTURER (Exclusive of Options)
PURCHASE
Award of this contract will be made to the responsive, responsible Bidder(s) who offers
the highest percentage discount off the manufacturers' most recent published price lists
per manufacturer product line or the lowest mark-up per manufacturer product line,
which ever is most advantageous to the County. Award will only be made to one bidder
per manufacturer product line. Accordingly, the vendor must submit its manufacturer's
price lists in order to be considered eligible for award. Miami -Dade County may allow a
vendor to submit price lists during the evaluation period. These most recent published
price lists must be common to, and accepted by, the industry in general. Upon request,
the vendor shall provide additional sets of the manufacturer's product catalogs and price
lists at no additional cost to the County.
The successful bidder(s) must submit a letter with the manufacturer's letterhead from
each manufacturer that the successful bidder(s) will represent in this contract, stating that
the successful bidder is an authorized representative of the manufacturer's product line.
If a bidder fails to provide the manufacturer's authorization letter they will not be
allowed, under this contract, to represent the manufacturer. This "source -of -supply"
letter must remain current throughout the term of this contract.
The County recognizes that from time -to -time manufacturers change their dealer
structure. Any manufacturer wishing to rescind their "source -of -supply" letter for an
awarded bidder/vendor may do so in writing to the County. The County may then re -
award that manufacturer to another bidder as designated by said manufacturer while
maintaining same discount and/ or mark-up.
2
BID NO.:1072-1/16-OTR
MIAMI-DADE COUNTY
SECTION 2
SPECIAL CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
The lowest price based on percentage discount or mark-up will be calculated on a
manufacturer by manufacturer basis and will be determined using one of the two
following ways according to the bid proposal received:
1. By taking the price from the manufacturer's "Most Recent Published Price List" or
catalog, minus the discount off the list.
Example:
"List Price" ($100.00) - "Discount" 40% ($40.00) = "Price" ($60.00)
or
2. Where manufacturers do not have aet "Price List plus the mark-up.
a "Net Price" book, the
1
lowest price will be calculated as the P
Example:
1, "Net Price" ($100.00) + "Mark-up" 10% ($10.00) = "Price" ($110.00).
Greater discounts may be negotiated.
arket
The successful Bidder(s) may be
eneeded basis.vited participate
the need is identified, the User
hases, as
required by the County on an
Departments will invite at least five (5) vendors, representing manufacturers offering
similar products to the items identified in the spot market quote.
INSTALLATIONS
Bidders participating in installation may charge the County a percentage of the total value
of the identified project. The successful bidders shall provide this percentage to the
County, based on an estimated project total value of $10,000.00. Projects may be smaller
or larger in value; the $10,000.00 figure provided is for evaluation purposes only.
2.7 Intentionally Omitted
2.8 Intentionally Omitted
2.9 Intentionally Omitted
2.10 LIQUIDATED DAMAGES FOR INCOMPLETE PROJECTS OR LATE
DELIVERIES
Failure to complete the project or deliver stated shall auseance with the the spendor toons be and to
t to
the
satisfaction of the County within the time
3
BID NO.:1072-1/16-OTR
MIAMI-DADE COUNTY
SECTION 2
SPECIAL CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
charges for liquidated damages. The amount of damages will be specified on a quote by
quote basis. As compensation due the County for loss of use and for additional costs
incurred by the County due to such non -completion of the work or delivery, the County
shall have the right to deduct the said liquidated damages from any amount due, or that
may become due to the vendor under this
isagreement,
amount due to, or the to
vendor.invoice the vendor for such
damages if the costs incurred exceed the
2.11 INDEMNIFICATION AND INSURANCE (1) - GENERAL SERVICE AND
MAINTENANCE CONTRACT
Insurance is required ONLY for Bidders who elect to perform installation
Provider shall indemnify and hold harmless the County and its officers, employees,
agents and instrumentalities from any and all liability, losses or damages, including
attorneys' fees and costs of defense, which the County or its officers, employees, agents
or instrumentalities may incur as a result of claims, demands, suits, causes of actions or
proceedings of any kind or nature arising out of, relating to or resulting from the
performance of this Agreement by the Provider or its employees, agents, servants,
partners principals or subcontractors. Provider shall pay all claims and losses in
connection therewith and shall investigate and defend all claims, suits or actions of any
kind or nature in the name of the County, where applicable, including appellate
proceedings, and shall pay all costs, judgments, and attorney's fees which may issue
thereon. Provider expressly understands and agrees that any insurance protection required
by this Agreement or otherwise provided harmless and defend theby Provider shall in no way limit the
County or its officers,
responsibility to indemnify, keep and save
employees, agents and instrumentalities as herein provided.
The vendor shall furnish to the Vendor Assistance Section, Department of Procurement
Management, Administration Division, 111 NW 1st Street, Suite 1300, Miami, Florida
33128, Certificate(s) of Insurance which indicate that insurance coverage has
been obtained which meets the requirements as outlined below:
A. Worker's Compensation Insurance for all employees of the vendor as
required by Florida Statute 440.
B. Public Liability Insurance on a comprehensive basis in an amount not less
than $300,000 combined single limit per occurrence for bodily injury and
property damage. Miami -Dade County must be shown as an additional
insured with respect to this coverage.
C. Automobile Liability Insurance ith �.heng worall
k,oi`n an, amounted notlesdsh han
red
vehicles used in connection
4
BID N0.:1072-1116-OTR
MIAMI-DADS COUNTY SECTION 2
SPECIAL CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
$300,000 combined single limit per occurrence for bodily injury and
property damage.
All insurance policies required above shall be issued by companies authorized to do
business under the laws of the State of Florida, with the following qualifications:
The company must be rated no less than "B" as to management, and no
less than "Class V" as to financial strength, by the latest edition of Best's
Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey,
or its equivalent, subject to the approval of the County Risk Management
Division.
or
The company must hold a valid Florida Certificate of Authority as shown
in the latest "List of All Insurance C the State of Florida Departmentanies Authorized or to
of
Do Business in Florida"Y
Insurance and are members of the Florida Guaranty Fund.
Certificates will indicate no modification or change in insurance shall be made without
thirty (30) days in advance notice to the certificate holder.
NOTE: DADS COUNTY UOT APPEAR ON EACH CERTIFICATE. LICITATION NUMBER AND E OF
SOLICITATION M
CERTIFICATE HOLDER MUST READ:MI AMI -DADE T COUNTY
SUITE 2340
MIAMI, FL 33128
Compliance with the foregoing requirements shall not relieve the vendor of his
liability and obligation under this section or under any other section of this
agreement.
Issuance of a purchase order is contingent upon the receipt of the insurance documents
within fifteen (15) calendar days after Boardof time frame but notpn theCounty Commission l. If the
manner
insurance certificate is received within specified
prescribed in this solicitation, the vendor shall be verbally notified of such deficiency and
shall have an additional five (5) calendar days to submit a corrected certificate to the
County. If the vendor fails to submit the required insurance documents in the manner
prescribed in this solicitation within twenty (20) calendar days after Board of
Commission approval, the vendor shall be in default of the contractual terms and
conditions and shall not be awarded the contract. Under such circumstances, the vendor
5
MIAMI-DADE COUNTY BID NO.:1072-1/16-OTR
SECTION 2
SPECIAL CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
may be prohibited from submitting future Proposal to the County in accordance with
Section 1.24 of the General Terms and Conditions.
The vendor shall be responsible for assuring that the insurance certificate required in
conjunction with this Section remain in force for the duration of the contractual period;
including any and all option years that may be granted to the vendor in accordance with
Section 2.5 of this solicitation. If insurance certificates are scheduled to expire during the
contractual period, the vendor shall be responsible for submitting new or renewed
insurance certificates to the County at a minimum of thirty (30) calendar days in advance
of such expiration. In the event that expired certificates are not replaced with new or
renewed certificates which cover the contractual period, the County shall suspend the
contract until such time as the new or renewed certificates are received by the County in
the manner prescribed in the solicitation; provided, however, that this suspended period
does not exceed thirty (30) calendar days. If such suspension exceeds thirty (30)
calendars days, the County may, at its sole discretion, terminate this contract for cause
and seek re -procurement damages from the vendor in accordance with Section 1.24 of
this solicitation.
Department of Procurement Management
Bids and Contracts Division
111 NW 1st Street, Suite 1300
Miami, Florida 33128-1989
2.12 Intentionally Omitted
2,13 Intentionally Omitted
2.14 Intentionally Omitted
2.15 METHOD OF PAYMENT: PERIODIC INVOICES FOR COMPLETED
PURCHASES
The vendor(s) shall submit a correct invoice(s) to the County user department(s) after
purchase has been completed, whether the specific item(s) were picked up by authorized
County personnel or delivered to the site by the vendor. In addition to the general invoice
requirements set forth below, the invoices shall reference the corresponding delivery
ticket number or packing slip number that was signed by an authorized representative of
the County user department at the time the items were delivered and accepted. Submittal
of these periodic invoices shall not exceed thirty (30) calendar days from the delivery of
the items. Under no circumstances shall the invoices be submitted to the County in
advance of the delivery and acceptance of the items.
6
MIAMI-DADE COUNTY BID NO.:1072-1/16-OTR
SECTION 2
SPECIAL CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
All correct invoices shall contain the following basic information:
I. Vendor Information:
• The name of the business organization as specified on the contract
between Miami -Dade County and vendor
• Date of invoice
• Invoice number
• Vendor's Federal Identification Number on file with Miami -Dade County
II. County Information:
Miami -Dade County Release Purchase Order or Small Purchase Order
Number
Miami -Dade County Requisition Number
III. Pricing Information:
•
Unit price of the goods, services or property provided
Extended total price of the goods, services or property
Applicable discounts
IV. Goods or Services Provided per Contract:
Description
Quantity
V. Delivery Information:
• Delivery terms set forth within the Miami -Dade County Release Purchase
Order
• Location and date of delivery of goods, services or property
2.16 SHIPPING TERMS: F.O.B. DESTINATION
All bidders shall quote prices based on F.O.B. Destination and shall hold title to the
goods until such time as they are delivered to, and accepted by, an authorized County
representative at various locations.
7
MIAMI-DADE COUNTY BID NO.:1072-1/16-OTR
SECTION 2
SPECIAL CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
2.17 DELIVERY SHALL BE DETERMINED ON WORK ORDER(S)
The vendor shall deliver and or install as established on the work order. All deliveries
shall be made in accordance with good commercial practice and all required delivery
timeframes shall be adhered to by the vendor(s); except in such cases where the delivery
will be delayed due to acts of God, strikes, or other causes beyond the control of the
vendor. In these cases, the vendor shall notify the County of the delays in advance of the
original delivery date so that a revised delivery schedule can be appropriately considered
by the County.
Should the vendor(s) to whom the contract(s) is awarded fail to deliver and or install in
the number of days stated, the County reserves the right to cancel the contract on a
default basis. If the contract is so terminated, it is hereby understood and agreed that the
County has the authority to purchase the goods elsewhere and to charge the incumbent
vendor with any re -procurement costs. If the vendor fails to honor these re -procurement
costs, the County may terminate the contract for default.
Certain County employees may be authorized in writing to pickup materials under this
contract. Vendors shall require presentation of this written authorization. The vendor
shall maintain a copy of the authorization. If the vendor is in doubt about any aspect of
material pick-up, vendor shall contact the appropriate user department to confirm the
authorization.
2.18 BACK ORDER DELAYS IN DELIVERY SHALL NOT BE ALLOWED
The County shall not allow any late deliveries attributed to product back order situations
under this contract. Accordingly, the vendor is required to deliver all items to the County
within the time specified on the work order; and no grace period on account of back order
situations shall be honored, unless written authorization is issued by the user department,
and a new delivery date is mutually established. In the event that the vendor fails to
deliver the products within the time specified, the County reserves the right to cancel the
order, seek the items from another vendor, and charge the incumbent vendor for any re -
procurement costs. If the vendor fails to honor these re -procurement costs, the County
may terminate the contract for default.
2.19 WARRANTY SHALL BE ONE YEAR FROM DATE OF ACCEPTANCE
A. Type of Warranty Coverage Required
In addition to all other warranties that may be supplied by the bidder, the bidder
shall warrant its products and/or service against faulty labor and/or defective
material, for a minimum period of one (1) year after the date of acceptance of the
labor, materials and/or equipment by the County. This warranty requirement shall
remain in force for the full one (1) year period; regardless of whether the bidder is
8
BID NO.:1072-1116-OTR
MIAMI-DADE COUNTY
SECTION 2
SPECIAL CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
under contract with the County at the time of defect. Any payment by the County
on behalf of the goods or services received from the bidder does not constitute a
waiver of these warranty provisions.
B. Correcting Defects Covered Under Warranty
The bidder shall be responsible for promptly correcting any deficiency, at no cost
to the County, within five (5) calendar days after the County notifies the bidder of
such deficiency in writing. If the bidder fails to honor the warranty and/or fails to
correct or replace the defective work
biddersin writing, that the b'dderor itemwithin the period lmay be
ed, the
County may, at its discretion, notify
debarred as a County bidder and/or subject to contractual default if the corrections
or replacements are not completed to the satisfaction of the County within ten
(10) calendar days of receipt of the notice. If the bidder fails to satisfy the
lace the
warranty within the period specified andlor beprotice, the County cure the products oxyservi) ces from
bidder in default of its contract,( )
another vendor and charge the bidder for any
ada additional
memothandum or through
at are incurred by
the County for this work or items; either
invoicing.
2.20 CONTACT PERSON
For any additional information regarding the terms and conditions of this solicitation and
resultant contract, contact: Theresa (Tessie) Wilson, CPPB at (305) 375-5073; fax: 305-
375-4407; email: Twilson miamidade. ov
2.21 COUNTY USER ACCESS PROGRAM (UAP)
User Access Fee
Pursuant to Miami -Dade County Budget Ordinance No. 03-192, this contract is subject to
a user access fee under the County User Access Program (UAP) in
theresamouniting ft o of
th o
percent (2%). All sales resulting from this contract, or any
solicitation and the utilization of the County contract price and the
� e and conditions
identified herein, are subject to the two percent (2%) applies itoquall
ll
contract usage whether by County Departments or by any other isgovernmental,
governmental or not -for -profit entity.
The vendor providing goods or services under this contract shall invoice the contract
price and shall accept as payment thereof the contract price less the 2% UAP as full and
complete payment for the goods and/or services specified on the invoice. The County
shall retain the 2% UAP for use by the County to help defray the cost of the procurement
program. Vendor participation in this invoice reduction portion of the UAP is mandatory.
9
MIAMI-DADE COUNTY BID NO.:1072-1116-0TR
SECTION 2
SPECIAL CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
Joint Purchase
Only those entities that have been approved by the County for participation in the
County's Joint Purchase and Entity Revenue Sharing Agreement are eligible to utilize or
receive Miami -Dade County contract pricing and terms and conditions. The County will
provide to approved entities a UAP Participant Validation Number. The vendor must
obtain the participation number from the entity prior to filling any order placed pursuant
to this section. Vendor participation in this joint purchase portion of the UAP, however,
is voluntary. The vendor shall notify the ordering entity, in writing, within 3 work days of
receipt of an order, of a decision to decline the order.
For all ordering entities located outside the geographical boundaries of Miami -Dade
County, the successful vendor shall be entitled to ship goods on an "FOB Destination,
Prepaid and Charged Back" basis. This allowance shall only be made when expressly
authorized by a representative of the ordering entity prior to shipping the goods.
Miami -Dade County shall have no liability to the vendor for the cost of any purchase
made by an ordering entity under the UAP and shall not be deemed to be a party thereto.
All orders shall be placed directly by the ordering entity with the vendor and shall be paid
by the ordering entity less the 2% UAP.
Vendor Compliance
If a vendor fails to comply with this section, that vendor may be considered in default by
Miami -Dade County in accordance with Section 1, Paragraph 1.23 of this contract
solicitation and the resulting contract.
2.22 ACCIDENT PREVENTION AND BARRICADES
Precautions shall be exercised at all times for the protection of persons and property. All
vendors performing services under this contract shall conform to all relevant OSHA,
State and County regulations during the course of such effort. Any fines levied by the
above mentioned authorities for failure to comply with these requirements shall be borne
solely by the responsible vendor. Barricades shall be provided by the vendor when work
is performed in areas traversed by persons, or when deemed necessary by the County
Project Manager.
2.23 COMPLIANCE WITH FEDERAL STANDARDS
All items to be purchased under this contract shall be in accordance with all
governmental standards, to include, but not be limited to, those issued by the
Occupational Safety and Health Administration (OSHA), the National Institute of
Occupational Safety Hazards (NIOSH), and the National Fire Protection Association
(NFPA).
10
MIAMI-DADE COUNTY
SECTION 2
BID NO,:1072- ll16-OTR
FURNITURE (OFFICE AND NON -OFFICE)
2.24 PACKING SLIP/DELIVERY TICKET TO ACCOMPANY ITEMS DURING
DELIVERY
The successful bidder shall enclose a completebid sollic�ationslip � The packing slip shall be
r delivery ticket with any
items to be delivered in conjunction with this
attached to the shipping cartons) which contain the items and shall be made available to
the County's authorized representative during delivery. The packing slip or delivery
ticket shall include, at a minimum, the following information: purchase order number;
date of order; a complete listing of items being delivered; and back -order quantities and
estimated delivery of back -orders if applicable.
2.25 ADDITIONAL MANUFACTURERS 1 VENDORS MAY BE ADDED
The County may add additional vendors or change e of- vendorsu supply" letter any vendor who
rescinded rescinded by the
has gone out of business or has had their s p
manufacturer The County, at its sole discretion, mtithe ontracseparate
t period.request
Suchfor
request(s}
specific new or replacement manufacturers during
for bids will be made to eligible vendors who meet the requirements of this solicitation.
The County may obtain a list of eligible Bidders from the manufacturer to be bid or may
obtain Bids directly from that manufacturer.
Additional manufacturer's brands ma be added to the
contract
in the addition of the
recommendation b a Count A enc s Director is rece
manufacturer not alread awarded.
All items added, whether part of the original award or part of subsequent addition(s), are
subject to the terms and conditions of the co
2.26 PURCHASE OF OTHER ITEMS/ SERVICES NOT LISTED WITHIN THIS
SOLICITATION BASED ON PRICE UOTES:
While the County has listed all major items/ services within with
olns, there may be similar
s solicitation which are
utilized by County departments in conjunctionith their pera
itemsl services that must be purchased by the County during the term of this contract.
t.
Under these circumstances, a County representative will contact the primary
o
obtain a price quote for the similar items/ services. If there quotes from these vendors. are multiple vendorson
the
he
contract, the County representative may also obtainpricecontract
County reserves the right to award these similar items/ services to the primary
vendor, another contract vendor based on the lowest price quoted, or to acquire the items/
services through a separate solicitation.
11
'MIAMI-DADE COUNTY BID NO.:1072-1/16-0TR
SECTION 2
SPECIAL CONDITIONS
FURNITURE (OFFICE AND NON -OFFICE)
2.27 MULTIPLE AWARDS BY MANUFACTURER'S PRODUCT
It is the County's intent to award all Products from a manufacturer to one bidder unless
that manufacturer markets specific products separately in which case the award may be
split between two bidders. If a manufacturer has a different discount structure for
different product lines such as between chairs and systems furniture, these should be
shown separately by the bidder in the bid proposal, in order to clarify the complete
proposal to the County. The determination as to whether to split the award of a
manufacturer between bidders is the sole prerogative of the County and shall be based on
anticipated usage of a manufacturer's products.
2.28 SECURITY PROCEDURES AT SELECTED COUNTY FACILITIES
A. THE MIAMI INTERNATIONAL AIRPORT (MIA)
The Vendor must follow all security procedures required of workers at MIA. This
will include security checks and passes for all employees, a special driving course for
those who operate a vehicle on the aircraft operating area (AOA), additional badges
to work within the US Customs service area and may include bonding for a Customs
I.D.
For Customs ID, call 305-526-2638 for information and pick-up forms package at
Concourse B, lower level, Monday -Friday, Noon until 3:00 p.m. For Miami Dade
Aviation Department ID, call 305-876-7418 for appointment and to pick-up package.
Vendors are responsible for all costs incurred in obtaining security badges. Security
clearance must be obtained prior to start of contract.
12
MIAMI-DADE COUNTY BID NO.: 1072-1/16-OTR
SECTION 3
TECHNICAL SPECIFICATIONS
FURNITURE (OFFICE AND NON -OFFICE)
3.1 SCOPE
To establish a contract for the procurement of various office and non -office furniture,
including replacement parts and upholstery, in conjunction with the County's needs on an
as needed when needed basis. The successful bidders will represent the existing
manufacturers in the contract and any additional manufacturers that may be added during
the life of the contract.
3.2 INSTALLATION (DEFINED)
During spot market purchases, successful bidders participating in installation may charge
the County a percentage of the total value of the identified project. The successful
bidders shall provide this percentage to the County, based on an estimated project total
value of $10,000.00. Projects may be smaller or larger in value; the $10,000.00 figure
provided is for evaluation purposes only.
All items procured by the County under this agreement must be delivered and set in place
to the address and location indicated by the County, free of delivery charges. Furniture
which requires on -location assembly, (items which consist of component parts which
require extensive screws, bolts or electrical connection or attachment to floor, wall or
ceiling) is subject to installation charges as stated above, such as system furniture, filing
systems, component furniture and bolted -in -place seating. InstalIation charges will not
be allowed for loose seating, filing cabinets, or free standing desks, including "L" and
"U" shaped desks.
3.2 ELECTRICAL HOOK-UP FOR SYSTEM FURNITURE
The successful bidder shall be responsible, when required by the County to install and
connect the electrical supply including outlets, junction boxes and installation of power
supply to the house power panel and components of the "System Furniture" when such
electrical components are to be part of the furniture procured from the bidder. Electrical
components shall be installed by a licensed electrician competent to perform each
connection. A building permit is required and is the responsibility of the bidder. A
separate price quotation will be requested of the bidder for specific projects for the
electrical hook-up when required. When approved by the County and included in the
purchase order the successful bidder may invoice the County for such electrical hook-up
costs, in addition to the normal discounted installation cost,
3.3 WAREHOUSING
Should conditions dictate that the delivery or installation of the furniture be delayed,
through no fault of the bidder; the successful bidder shall be required to warehouse
13
MIAMI-DADE COUNTY BID NO.: 1072-1/16-OTR
SECTION 3
TECHNICAL SPECIFICATIONS
FURNITURE (OFFICE AND NON -OFFICE)
subject furniture for a period not to exceed thirty (30) calendar days at no additional cost
to the County. Should the warehousing exceed thirty (30) calendar days, the successful
bidder may after negotiations with the County, invoice the cost of the goods and
additional warehousing period to the County.
14
Submit Bid To:
CLERK OF THE BOARD
Stephen P. Clark Center
111 NW 1st Street
17th Floor, Suite 202
Miami, Florida 33128-1983
MIAMI.DA1DE
COUNTY
OPENING: 2:00 P.M.
WEDNESDAY
March 22, 2006
INVITATION TO BID
SECTION 4
BID SUBMITTAL FORM
PLEASE QUOTE PRICES F.O.B. DESTINATION, LESS TAXES, DELIVERED IN
MIAMI-DADE COUNTY, FLORIDA
NOTE: Miami -Dade County is exempt from all taxes (Federal, State, Local). Bid price should be less all
taxes. Tax Exemption Certificate furnished upon request.
Issued by: DPM
TW Purchasing Division
Date Issued:
3/1/06
This Bid Submittal Consists of Pages
15 through 19 + Affidavits
Sealed bids subject to the Terms and Conditions of this Invitation to Bid and the accompanying Bid
Submittal. Such other contract provisions, specifications, drawings or other data as are attached or
incorporated by reference in the Bid Submittal, will be received at the office of DPM, Bids and Contracts
Division, Vendor Assistance section at the address shown above until the above stated time and date, and
at that time, publicly opened for furnishing the supplies or services described in the accompanying Bid
Submittal Requirement.
FURNITURE (OFFICE AND NON -OFFICE) FURNISH, DELIVER AND/OR INSTALL TO VARIOUS
MIAMI-DADE COUNTY DEPARTMENTS FOR A PERIOD OF FIVE (5) YEARS WITH COUNTY
OPTION TO RENEW FOR FIVE (5) ADDITIONAL YEARS
A Bid Deposit in the amount of NIA of the total amount of the bid shall accompany all bids
A Performance Bond in the amount of N/A of the total amount of the bid will be required upon execution
of the contract by the successful bidder and Miami -Dade County
DO NOT WRITE IN THIS SPACE
ACCEPTED
NON -RESPONSIVE
DATE B.C.C.
ITEM NOS. ACCEPTED
HIGHER THAN LOW
UNRESPONSIBLE
NO BID
COMMODITY CODE: 420-03, 425-00 - Various
Procurement Contracting Agent: Theresa Wilson, CPPB
FIRM NAME;
RETURN THREE COPIES OF BID SUBMITTAL PAGES ONLY
FAILURE TO COMPLETE THE CERTIFICATION REGARDING LOCAL PREFERENCE ON PAGE 190F
SECTION 4, BID SUBMITTAL FORM SHALL RENDER THE VENDOR INELIGIBLE FOR LOCAL PREFERENCE
FAILURE TO SIGN PAGE 19 OF SECTION 4, BID SUBMITTAL FORM,
WILL RENDER YOUR BID NON -RESPONSIVE
15
Revised 01/05
MIAMI-DADE COUNTY
BID NO.:1072-1/16-OTR
BID SUBMITTAL FOR:
FURNITURE (OFFICE AND NON -OFFICE)
FIRM NAME:
Manufacturer
Discount Off
Markup
List Price Net Price
Manufacturer:
Catalog No.: Delivery Days After Receive of Order:
Estimated Quantity
Discount Off
List Price
OR
Markup
Net Price
%
Manufacturer:
Catalog No.: Delivery Days After Receive of Order:
Estimated Quantity
Discount Off
List Price
OR
Markup
Net Price
Manufacturer:
Catalog No.: Delivery Days After Receive of Order:
Estimated Quantity
Discount Off
List Price
OR
Markup
Net Price
Make copies of this proposal page as needed to include all the manufacturers you will represent
16
Revised 01/05
•
MIAMI-DADE COUNTY
BID NO.:1072-1/16-OTR
FIRM NAME:
BID SUBMITTAL FOR:
FURNITURE (OFFICE AND NON -OFFICE)
Manufacturer
Cost of Installation based on Percentage of Project Value
OPTION: Installation Cost (A percentage to be charged to the County based on a project
total value — See paragraph 3.2)
Manufacturer:
Estimated Quantity Installation Cost
$ 10,000.00
Manufacturer:
Estimated Quantity Installation Cost
$ 10,000.00
Manufacturer:
Estimated Quantity Installation Cost
$ 10,000.00
Manufacturer:
Estimated Quantity Installation Cost
$ 10,000.00
Make copies of this proposal page as needed to include all the manufacturers you will represent
17
Revised 01/D5
MIAMI-DADE COUNTY BID NO.: 1072-1/16.OTR
SECTION 4
BID SUBMITTAL FOR:
FURNITURE (OFFICE AND NON -OFFICE)
ACKNOWLEDGEMENT OF ADDENDA
INSTRUCTIONS: COMPLETE PART I OR PART II, WHICHEVER APPLIES
PART I:
LIST BELOW ARE THE DATES OF ISSUE FOR EACH ADDENDUM RECEIVED IN
CONNECTION WITH THIS BID
Addendum #1, Dated
Addendum #2, Dated
Addendum #3, Dated
Addendum #4, Dated
Addendum #5, Dated
Addendum #6, Dated
Addendum #7, Dated
Addendum #8, Dated
PART II:
❑ NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS BID
FIRM NAME:
AUTHORIZED SIGNATURE: DATE:
TITLE OF OFFICER:
18
Revised 01/05
MIAMI-DADE COUNTY BID NO.: 1072-1/16-OTR
M1�AMI.1]iADt:
COUNTY
BID SUBMITTAL FORM
Bid Title: FURNITURE (OFFICE AND NON -OFFICE)
By signing this Bid Submittal Form the Bidder certifies that it satisfies all legal requirements (as an entity) to do business with the County, including all
Conflict of Interest and Code of Ethics provisions in Section 2-11 of the Miami -Dade County Code. Any County employee or mernber of his or her immediate
family seeking to contract with the County shall seek a conflict of interest opinion from the Miami -Dade County Ethics Commission prior to submittal of a Bid
response or application of any type to contract with the County by the employee or his or her immediate family and file a copy of that request for opinion and
any opinion or waiver from the Board of County Commissioners with the Clerk of the Board. The affected employee shall file with the Clerk of the Board a
statement in a form satisfactory to the Clerk disclosing the employee's interest or the interest of his or her immediate family in the proposed contract and the
nature of the intended contract at the same time as or before submitting a Bid, response, or application of any type to contract with the County. Also a copy of
the request for a conflict of interest opinion from the Ethics Commission and any corresponding opinion, or any waiver issued by the Board of County
Commissioners, must be submitted with the response to the solicitation.
In accordance with Sec. 2-11.1(s) of the County Code as amended, prior to conducting any lobbying reeardine this solicitation, the Bitjler trust file the
appropriate form with the Clerk of the Board stating that a uarticular lobbyist is authorized to represent the Bidder. Failure to file the appropriate
form in relation to each solicitation may be considered as evidence that the Bidder is not a responsible contractor.
The Bidder confirms that this Bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Bid for the
same goods and/or services and in all respects is without collusion, and that the Bidder will accept any resultant award. Further, the undersigned acknowledges
that award of a contract is contingent upon vendor registration. Failure to register as a vendor within the specified time may result in your firm not being
considered for award.
Pursuant to Section 2-8.6, any individual, corporation, partnership, joint venture or other legal entity having an officer, director, or executive who has been
convicted of a felony during the past ten (10) years shall disclose this information prior to entering into a contract with or receiving funding from the County.
Q Place a check mark here to affirm compliance with this disclosure requirement.
COUNTY USER ACCESS PROGRAM (UAP): Joint purchase and entity revenue sharing program
For the County's information, the bidder is requested to indicate, at `A' and `B' below, its general interest in participating in the Joint Purchase Program of the
County User Access Program (UAP) described in Section 2.21 of this contract solicitation, if that section is present in this solicitation document. Vendor
participation in the Joint Purchase portion of the UAP is voluntary, and the bidder's expression of general interest at 'A' and 'B' below is for the County's
information only and shall not be binding on the bidder.
A. If awarded this County contract, would you be interest in participating in the Joint Purchase portion of the UAP with respect to other governmental,
quasi -governmental or not -for -profit entities located within the geographical boundaries of Miami -Dade County?
Yes No
B. If awarded this County contract, would you be interested in participating in the Joint Purchase portion of the UAP with respect to other
governmental, quasi -governmental or not -for -profit entities located outside the geographical boundaries of Miami -Dade County?
Yes No
LOCAL PREFERENCE CERTIFICATION: The responding vendor hereby attests, by checking one of the following blocks, that it is D. or is not 0, a
local business. For the purpose of this certification, a "local business" is a business located within the limits of Miami -Dade County (or Broward County in
accordance with the Interlocal Agreement between the two counties) that conforms with the provisions of Section 1.10 of the General Terms and Conditions of
this solicitation and contributes to the economic development of the community in a verifiable and measurable way. This may include, but not be limited to,
the retention and expansion of employment opportunities and the support and increase to the County's tax base. Failure to complete this certification at this
time (by checking the appropriate box above) shall render the vendor ineligible for Local Preference.
Firm Name:
Street Address:
Mailing Address (if different):
Telephone No.
Email Address:
Fax No.
FEIN No. l- / / / / l/
Prompt Payment Terms: % days net days * "By signing this document the bidder agrees to all Terms
(Please see paragraph 1.2 H of General Terms and Conditions) and Conditions of this Solicitation and the resulting Contract"
Signature:
(Signature of authorized agent)
Print Name: Title:
Failure to sign this page shall render your Bid non -responsive.
19
Revised 01/05