HomeMy WebLinkAboutInvitaton For BidsCizty of Miami
Invitation For Bids
IFB
Purchasing Department
Glenn Marcos, CPPB, Director/Chief Procurement Officer
Miami Riverside Center
444 SW 2"`i Avenue, 6th Floor
Miami, Florida 33130
Web Site Address: http://ci.miami.fl.us/procurement
Bid Number: 04-05-033
Title: COMMERCIAL RECORDS MANAGEMENT SERVICES -
CITYWIDE
Commodity Code: 962-95
Type of Purchase: Term Contract for Two Years with OTR for Two additional one
year periods
M/WBE Set -Aside: N/A
Sr. Buyer: Terry S. Byrnes, CPPB
Fax: 305-416-1925
E-Mail Address: tbyrnes@ci.miami.fl.us
Issue Date: APRIL 1, 2005
Deadline for Request for
Additional Information/Clarification: APRIL 11, 2005
Pre -Bid Conference/Site Visit: N/A
Bid Security: N/A
Performance Bond: N/A
Bid Opening Date: MONDAY, APRIL 18, 2005
Time: 2:00 PM
Sealed written Bids must be received by the City of Miami, City Clerk's Office, City Hall,
3500 Pan American Drive, Miami, Florida 33133-5504, no later than the date, time and at
the location indicated above for the Bid Opening. Submittal of Bid by fax is not acceptable.
Three (3) copies of the Bid Response Form (Forms 4-0-4.8) must be returned to the City or
your bid may be disqualified.
City of Miami Page 1
Bid No, 04-05-033
INTENT: The General Terns and
Conditions described herein apply to the
acquisition of goods or equipment with
an estimated aggregate cost of
$25,000.00 or more.
1.1. ACCEPTANCE OF GOODS OR
EQUIPMENT - Any good(s) or
equipment delivered under this bid shall
remain the property of the seller until a
physical inspection and actual usage of
the good is made, and thereafter is
accepted as satisfactory to the City. It
must comply with the terms herein and
he fully in accordance with specifications
and of the highest quality. In the event
the goods/equipment supplied to the City
are found to be defective or does not
conform to specifications, the City
reserves the right to cancel the order
upon written notice to the Contractor and
return the product to the Contractor at the
Contractor's expense.
1.2. ACCEPTANCE OF OFFER - The
signed bid shall be considered an offer on
the part of the bidder; such offer shall be
deemed accepted upon issuance by the
City of a purchase order.
1.3. ACCEPTANCE/REJECTION —
The City reserves the right to accept or
reject any or all bids or parts of bids after
bid opening and request rebid on the
items described in the IFB. in the event
of such rejection, the Director of
Purchasing shall notify all affected
bidders and make available a written
explanation for the rejection. The City
also reserves the right to waive any
irregularities or minor informalities or
technicalities in any or all bids and may,
at its discretion, re -bid.
1.4. ADDENDUMS— It is the bidder's
responsibility to ensure receipt of all
Addendums. Addcndums are available on
thc City's web site at
blip://ci.miami.fl.us.
1.5. ALTERNATE BID MAY BE
CONSIDERED - The City may consider
one (1) alternate bid from the same
Bidder for the same solicitation;
provided, that the alternate hid offers a
different product that meets or exceeds
the bid requirements. In order for the
City to consider an alternate bid, the
Bidder shall complete a separate Price
GENERAL TERMS AND CONDITIONS
Sheet form and shall mark "Alternate
Bid". Alternate bid shall be placed in the
same bid.
1.6. ASSIGNMENT - Contractor agrees
not to enter into subcontracts, or assign,
transfer, convey, sublet, or otherwise
dispose of this Contract, or any or all of its
right, title or interest herein, without City
of Miami's prior written consent.
1.7. ACTORNEY'S FEES- In
connection with any litigation, mediation
and arbitration arising out of this
Contract, the prevailing party shall be
entitled to recover its costs and
reasonable attomey's fees through and
including appellate litigation and any
post -judgment proceedings.
1.8. AUDIT RIGHTS AND RECORDS
RETENTION - The Successful Bidder
agrees to provide access at all reasonable
times to the City, or to any of its duly
authorized representatives, to any books,
documents, papers, and records of
Contractor which are directly pertinent to
this Bid, for the purpose of audit,
examination, excerpts, and transcriptions.
The Successful Bidder shall maintain
and retain any and all of the books,
documents, papers and records pertinent
to the Contract for three (3) years after
the City makes final payment and all
other pending matters are closed.
Contractor's failure to or refusal to
comply with this condition shall result in
the immediate cancellation of' this
contract by the City.
1.9. AVAILABILITY OF CONTRACT
STATE-WIDE - Any Governmental,
not -for -profit or quasi -governmental
entity in the State of Florida, may avail
itself of this contract and purchase any
and all items specified herein from thc
successful bidder(s) at the contract
price(s) established herein.
Each Governmental, not -for -profit or
quasi -governmental entity which uses a
contract(s) resulting here from, will
establish its own contract, place its own
orders, issue its own purchase orders, be
invoiced there from and make its own
payments, detennnine shipping terms and
issue its own exemption certificates as
required by the successful bidder(s).
1.10. AWARD OF CONTRACT:
TACT:
A. The IF13, Bidder's response, any
addenda issued, and thc purchase order
shall constitute the entire contract, unless
modified in accordance with any ensuing
contract.
B. The award of a contract where there
are Tie Bids will be decided by the
Director of Purchasing or designee.
C. The award of this Bid may he
preconditioned on the subsequent
submission of other documents as
specified in the Special Conditions or
Technical Specifications. Bidder shall be
in defatilt of its contractual obligation if
such documents are not submitted in a
timely manner and in the form required
by the City. Where Bidder is in default
of these contractual requirements, the
City, through action taken by the
Purchasing Department, will void its
acceptance of the Bidder's Response and
may accept the Bid from the next most
lowest responsive, responsible Bidder or
re -solicit the City's requirements, The
City, at its sole discretion, may seek
monetary restitution from Bidder and its
bid bond or guaranty, if applicable, as a
result of damages or increased costs
sustained as a result of the Bidder's
default,
D. The teen of the contract shall be
specified in one of three docurncnts
which shall be issued to the successful
Bidder. These documents may either be a
purchase order, notice of award and/or
contract award sheet.
E. The City reserves the right to
automatically extend this contract for up
to one hundred twenty (120) calendar
days beyond the stated contract tern in
order to provide City departments with
continual service and supplies while a
new contract is being solicited, evaluated,
and/or awarded. If the right is
exercised, the City shall notify the
Bidder, in writing, of its intent to extend
the contract at the same price, terms and
conditions for a specific number of' days.
Additional extensions over the first one
hundred twenty (120) day cx9ension may
occur, if, the City and the Successful
Bidder are in mutual agreement of such
extensions.
F. Where the contract involves a
single shipment of goods to the City, the
contract term shall conclude upon
City of Miami Page 2
Bid No. 04-05-033
completion of the expressed or implied
warranty periods.
G. The City reserves the right to award
the contract on a split -order, lump sum or
individual -item basis, or such
combination as shall best serve the
interests of the City unless otherwise
specified.
1.11. 1311) BOND/ BID SECURITY - A
cashier's or certified check, or a Bid
Bond signed by a recognized surety
company that is licensed to do business
in the State of Florida, payable to the
City of Miami, for the amount bid is
required from all bidders, if so indicated
under Section 2.0 Special Conditions.
This check or bond guarantees that a
bidder will accept the order or contract,
as bid, if it is awarded to bidder. Bidder
shall forfeit bid deposit to the City should
City award contract to Bidder and Bidder
fails to accept the award. The City
reserves the right to reject any and all
surety tendered to the City. Bid deposits
are returned to unsuccessful bidders
within ten (10) days after the award and
successful bidder's acceptance of award.
If sixty (60) days have passed after the
date of the formal opening of the bids,
and no contract has been awarded, all bid
deposits will be returned on demand.
Certified MinorityiWomen vendors
may apply to participate in the City's
Bid Bond Voucher Program by
contacting the Minority/Women
Business Affairs office.
1.12. BID RESPONSE FORM - All
forms, as described under Section 4.0,
should be completed, signed and
submitted accordingly.
1.13. BID SECURITY
FORFEITED LIQUIDATED
DAMAGES - Failure to execute a
Contract andlor file an acceptable
Performance Bond, when required, as
provided herein, shall be just cause for
the annulment of the award and the
forfeiture of the Bid Security to the City,
which forfeiture shall be considered, not
as a penalty, but in mitigation of damages
sustained. Award may then be made to
the next most lowest responsible Bidder
or all kids may be rejected.
1.14. BRAND NAMES - If and
wherever in the specifications brand
names, makes, models, mines of any
manufacturers, trade names, or bidder
catalog numbers are specified, it is for the
purpose of establishing the type, function,
minimum standard of design, efficiency,
grade or quality of goods only. When the
City does not wish to rule out other
competitors' brands or makes, the phrase
"OR EQUAL" is added. When bidding
an approved equal, Bidders will submit,
with their bid, complete sets of necessary
data (factory information sheets,
specifications, brochures, etc.) in order
for the City to evaluate and determine the
equality of the item(s) bid. The City shall
be the sole judge of equality and its
decision shall be final. Unless otherwise
specified, evidence in the form of
samples may be requested if the proposed
brand is other than specified by the City.
Such samples are to be furnished after the
date of bid opening only upon request of
the City. If samples should be requested,
such samples must be received by the
City no later than seven (7) calendar
days after a formal request is made.
1.15. CANCELLATION - The City
reserves the right to cancel all invitations
for bid before hid opening. In the event
of bid cancellation, the Director of
Purchasing shall notify all prospective
bidders and make available a written
explanation for the cancellation.
1.16. CAPITAL EXPENDITURES -
Contractor understands that any capital
expenditures that the firm makes, or
prepares to make, in order to perform the
services required by the City, is a
business risk which the contractor must
assume. The City will not be obligated
to reimburse amortized or unamortized
capital expenditures, or to maintain the
approved status of any contractor. if
contractor has been unable to recoup its
capital expenditures during the time it is
rendering such services, it shall not have
any claim upon the City.
1.17. COLLUSION - Bidder, by affixing
a signature to its bid, certifies that its bid
is made without previous understanding,
agreement or connection either with any
person, firm or corporation making a bid
for the same items or with the City of
Miami's Purchasing Department or
initiating department. The Bidder
certifies that its bid is fair, without
control, collusion, fraud or other illegal
action. Bidder certifies that it is in
compliance with Section 2.611, Conflict
of Interest and Code of Ethics Laws. The
City will investigate all potential
situations where collusion may have
occurred and the City reserves the right
to reject any and all bids where collusion
may have occurred.
1.18. COMPLIANCE WITII
FEDERAL, STATE AND LOCAL
LAYS - Contractor understands that
contracts between private entities and
local governments are subject to certain
laws and regulations, including laws
pertaining to public records, conflict of
interest, records keeping, etc. City and
Contractor agree to comply with and
observe all applicable laws, codes and
ordinances'as that may in any way affect
the goods or equipment offered,
including but not limited to:
A. F. recutive Order 11246, which
prohibits discrimination against any
employee, applicant,' or . client
because of race, creed, color,
national origin, sex, or age with
regard to, but not limited to, the
following: employment practices,
rate of pay or other compensation
methods, and training selection.
B. Occupational, Safety and Health Act
(OSHA), as applicable to this 11E13.
C. The State of Florida Statutes.
Section 287.133(3)(A) on Public
Entity Crimes.
D. Minority/Women Business Affairs
Enterprise (M/WBE) City
Ordinances No. 10062, 10538.
11272, as amended, as applicable. to
this IFB.
E. Environment Protection Agency
(EPA), as applicable to this IFB.
F. Uniform Commercial Code (Florida
Statutes, Chapter 672).
G. Americans with Disabilities Act of
1990, as amended.
1-I. National Institute of Occupational
Safety hazards (1VIOSH), as
applicable to this IFB.
I. National Forest Products
Association (NEPA), as applicable
to this DPB.
J.
City Procurement Ordinance City
Code Section 18, Article 111.
K. Conflict of Interest, City Code
Section 2-611; 61.
Cone of Silence, City Code Section
18-74.
City of Miami
Bid No. 04-05-033
Page 3
M. The Florida Statutes Sections
218.73 and 218.74 on Prompt
Payment.
N. First Source Hiring Agreement, City
Ordinance No. 10032, as applicable
to this IFB. Implemented to foster
the creation of new and permanent
jobs for City of Miami residents;
requires as a condition precedent to
the execution of service contracts
including professional services.
Lack of knowledge by the bidder will in
no way be a cause for relief from
responsibility. Non-compliance with all
local, state, and federal directives, orders,
and laws may be considered grounds for
termination of contract(s).
Copies of the City Ordinances may be
obtained from the City Clerk's Office.
1.19. CONE OF SILENCE - Pursuant to
Section 18-74 of the City of Miami Code,
a "Cone of Silence" is imposed upon
each RFP, RFQ, RFLI, or IFB after
advertisement and terminates at the time
the City Manager issues • a written
recommendation to the Miami City
Commission. The Cone of Silence shall
be applicable only to Contracts for the
provision of Goods and services and
public works or improvements for
arnounts greater than $200,000. The
Cone of Silence prohibits any
communication regarding RFPs, RFQs,
RFLI or 1FB (bids) between, among
others:
Potential vendors, service providers,
bidders, lobbyists or consultants and the
City's professional staff including, but
not limited to, the City Manager and the
City Manager's staff, the Mayor, City
Commissioners, or their respective staffs;
the Mayor, City Commissioners or their
respective staffs and the City's
professional staff including, but not
limited to, the City Manager and the City
Manager's staff;
potential vendors, service providers,
bidders, lobbyist or consultants, any
member of the City's professional staff,
the Mayor, City Commissioners or their
respective staffs and any member of the
respective selection/evaluation
committee
The provision does not apply to, among
other communications:
oral communications with the City
purchasing staff regarding
Minority/Women Business Enterprise
(M/WBE) and local vendor outreach
programs;
oral communications, provided the
cominunication is limited strictly to
matters of process or procedure already
contained in the solicitation document;
the provisions of the Cone of Silence do
not apply to oral communications at duly
noticed site visits/inspections, pre -
proposal or pre -bid conferences, oral
presentations before selection/evaluation
committees, contract negotiations during
any duly noticed public meeting, or
public presentations made to the Miami
City Commission during a duly noticed
public meeting; or
communications in writing or by email at
any time with any City employee, official
or member of the City Commission
unless specifically prohibited by the
applicable RFP, RFQ or bid documents.
(Sce Section 2.2. of the Special
Conditions).
Communications in connection with the
collection of industry comments or the
performance of' market research
regarding a particular RFP, RFQ, RFLI
OR IFB by City Purchasing staff.
Proposers or bidders must tile a copy of
any written communications with the
Office of the City Clerk, which shall be
made available to any person upon
request. The City shall respond in writing
and file a copy with the Office of the
City Clerk, which shall be made
available to any person upon request.
Written communications may be in the
form of e-mail, with a copy to the Office
of the City Clerk at
Marciat<itci.miami.11 us.
in addition to any other penalties
provided by law, violation of the Cone of
Silence by any proposer or bidder shall
render any award voidable. A violation
by a particular Bidder, Proposer, Offeror,
Respondent, lobbyist or consultant shall
subject same to potential pursuant to the
City Code. Any person having personal
knowledge of a violation of these
provisions shall report such violation to
the State Attorney and/or may file a
complaint with the Ethics Commission.
Proposers or bidders should reference
Section 18-74 of the City of Miami Code
for further clarification.
This language is only a summary of the
key provisions of the Cone of Silence.
Please review City of Miami Code
Section 18-74 for a complete and
thorough description of the Cone of
Silence. You may contact the City Clerk
at 305-250-5360, to obtain a copy of
same.
1.20. CONFIDENTIALITY - As a
political subdivision, the City of Miami
is subject to the Florida Sunshine Act and
Public Records Law. If this Contract
contains a confidentiality provision, it
shall have no application when disclosure
is required by Florida law or upon court
order.
1.21. CONFLICT OF INTEREST —
I3iddcrs, by responding to this I113,
certify that to the best of their knowledge
or belief, no elected/appointed official or
employee of the City of Miami is
financially interested, directly or
indirectly, in the purchase of goods or
equipment specified in this 1F13. Any
such interests on the part of the Bidder or
its employees must be disclosed in
writing to the City. Further, you must
disclose the name of any City employee
who owns, directly or indirectly, an
interest of five percent (5%) or more of
the total assets of - capital stock in the
your firm.
1.22. COPYRIGHT OR PATENT
RIGHTS - I3idders warrant that there has
been no violation of copyright or patent
rights in manufacturing, producing, or
selling the goods shipped or ordered as a
result of this IFB, and bidders agree to
hold the City harmless from any and all
liability, loss, or expense occasioned by
any such violation,
1.23. DEBARMENT AND
SUSPENSIONS (Sec 18-107) -
(a) Authority and requirement to debar
and suspend. After reasonable notice to
an actual or prospective Contractual
Party, and after reasonable opportunity
for such party to be heard, the City
Manager, after consultation with the
Chief Procurement Officer and the city
attorney, shall have the authority to debar
a Contractual Party, for the causes listed
below, from consideration for award of
city Contracts. The debarment shall he
for a period of not fewer than three years.
The City Manager shall also have the
authority to suspend a Contractual Party
from consideration for award of city
Contracts if there is probable cause for
debarment, pending the debarment
determination. The authority to debar and
City of Miami
Bid No. 04-06-033
Page 4
suspend contractors shall be exercised in
accordance with regulations which shall
he issued by the Chief Procurement
Officer after approval by the City
Manager, the city attorney, and the City
Commission.
(b) Causes for debarment or suspension.
Causes for debarment or suspension
include the following:
(1) Conviction for commission of a
criminal offense incident to
obtaining or attempting to
obtain a public or private
Contract or subcontract, or
incident to the performance of
such Contract or subcontract.
(2) Conviction under state or
federal statutes of
embezzlement, theft, forgery,
bribery, falsification or
destruction of records,
receiving stolen property, or
any other offense indicating a
lack of business integrity or
business honesty.
(3)
Conviction under state or
federal antitn►st statutes arising
out of the submission of Bids
or Proposals.
(4) Violation of Contract
provisions, which is regarded
by the Chief Procurement
Officer to be indicative of
nonresponsibility. Such
violation may include failure
without good cause to perform
in accordance with the terms
and conditions of a Contract or
to perform within the time
limits provided in a Contract,
provided that failure to perform
caused by acts beyond the
control of a party shall not be
considered a basis for
debarment or suspension.
(5)
Debarment or suspension of the
Contractual Party by any
federal, state or other
governmental entity.
(6) False certification pursuant to
paragraph (c) below.
(7)
Found in violation of a zoning
ordinance or any other city
ordinance or regulation and for
which the violation remains
noncompliant.
City of Miami
Bid No. 04-05-033
(8) Found in violation of a zoning
ordinance or any other city C.
ordinance or regulation and for
which a civil penalty or fine is
due and owing to the city.
(9) Any other cause judged by the D.
City Manager to be so serious
and compelling as to affect the
responsibility of the
Contractual Party performing
city Contracts.
(c) Certification. All Contracts for Goods
and services, sales, and leases by the city
shall contain a certification that neither
the Contractual Party nor any of its
principal owners or personnel have been
convicted of any of the violations set
forth above or debarred or suspended as
set forth in paragraph (b)(5).
(d) Debarment and suspension decisions.
Subject to the provisions of paragraph
(a), the City Manager shall render a
written decision stating the reasons for
the debarment or suspension. A copy of
the decision shall be provided promptly
to the Contractual Party, along with a
notice of said party's right to seek judicial
relief.
1.24. DEFAULT/FAILURE 1'0
PERFORM - The City shall be the sole
judge of nonperformance, which shall
include any failure on the part of the
successful Bidder to accept the award, to
furnish required documents, and/or to
fulfill any portion of this contract within
the time stipulated.
Upon default by the successful Bidder to
meet any terms of this agreement, the
City will notify the Bidder of the default
and will provide the contractor three (3)
days (weekends and holidays excluded)
to remedy the default. Failure on the
contractor's part to correct the default
within the required three (3) days shall
result in the Contract being terminated
and upon the City notifying in writing
the contractor of its intentions and the
effective date of the termination. The
following shall constitute default:
A. Failure to perform the work required
under the Contract and/or within the
time required or failing to use the
subcontractors, entities and
personnel as identified and set forth,
and to the degree specified in the
Contract.
B. Failure to begin the work under this
Contract within the time specified.
Page 5
E.
F.
Failure to perform the work with
sufficient workers and equipment or
with sufficient materials to ensure
timely completion.
Neglecting or refusing to remove
materials or perform new work
where prior work has been rejected
as non conforming with the terms
of the Contract.
Becoming insolvent, being declared
bankrupt, or committing any act of
bankruptcy or insolvency, or
making an assignment for the
benefit of creditors. if the
insolvency, bankruptcy, or
assignment renders the successful
Bidder incapable of perfomming thc
work in accordance with and as
required by the Contract.
Failure to comply with any of the
terms of the Contract in any material
respect.
All costs and charges incurred by the
City as a result of a default or a default
incurred beyond the time limits ttated,
together with the cost of completing the
work, shall be deducted from any monies
due or which may become due on this
Contract,
1.25. DE13ARRED/SIISPENDED
VENDORS — An entity or affiliate who
has been placed on the State of Florida
debarred or suspended vendor list may
not submit a bid on a contract to provide
goods or services to a public entity, may
not submit a bid on a contract with a
public entity for the construction or
repair of a public building or public
work, may not submit bids on leases of
real property to a public entity, may not
award or perform work as a contractor,
supplier, subcontractor, or consultant
under contract with any public entity, and
may not transact business with any public
entity.
1.26. DISCOUNTS OFFERED
DURING TERM OF CONTRACT -
Discount Prices offered in thc Bid shall
be fixed after the award by the
Commission unless otherwise specified
in the Special Terms and Conditions.
Price discounts off the original prices
quoted in the Bid will be accepted from
successful Bidder(s) during the term of
the contract. Such discounts shall
remain in effect for a minimum of 120
days from approval by the City
Commission Any discounts offered by a
manufacturer to Bidder will be passed on
to the City.
1.27. DISCREPANCIES, ERRORS,
AND OMISSIONS -Any discrepancies,
errors, or ambiguities in the Invitation for
Bids or addenda (if any) should be
reported in writing to the City's
Purchasing Department. Should it be
found necessary, a written addendum will
be incorporated in the Invitation for Bids
and will become part of the purchase
agreement (contract documents). The
City will not be responsible for any oral
instructions, clarifications, or other
communications.
1.28. EMERGENCY / DISASTER
PERFORMANCE - in the event of a
hurricane or other emergency or disaster
situation, the successful vendor shall
provide' the City with the
commodities/services defined within the
scopc of this bid at the price contained
within vendor's bid. Further, successful
vendor shall deliver/perform for the city
on a priority basis during such times of
emergency.
1.29. ENTIRE AGREEMENT - The
contract consists of this City of Miami Bid
and specifically this Section II,
Contractor's Response and any written
agreement entered into by the City of
lvliami and Contractor, and represents the
entire understanding and agreement
between the parties with respect to the
subject matter hereof and supersedes all
other negotiations, understanding and
representations, if any, made by and
between the parties. "lb the extent that the
agreement conflicts with, modifies, alters
or changes any attic terms and conditions
contained in the Bid and/or Response, then
the Bid and then the Response shall
control. "this Contract may be modified
only by a written agreement signed by the
City of Miami and Contractor.
1.30. ESTIMATED QUAN'IlllES —
Estimated quantities or estimated dollars
are provided for your guidance only. No
guarantee is expressed or implied as to
quantities that will be purchased during
the contract period. The City is not
obligated to place an order for any given
amount subsequent to the award of this
bid. Said estimates may be used by the
City for purposes of determining the low
bidder meeting specifications. The City
reserves the right to acquire additional
quantities at the prices bid or at lower
prices, in this I113.
1.31. EVALUATION OF BIDS
A. Rejection of Bids
The City may reject a Bid for any of the
fol lowing reasons:
(1)
Bidder fails to acknowledge receipt
of addenda
(2) Bidder misstates or conceals any
material fact in the Bid
(3) Bid does not conform to the
requirements of the Bid
(4) Bid requires a conditional award
that conflicts with the method of
award
(5) Bid does not include required
samples, certificates, licenses as
required
(6) Bid was not executed by the
Bidder's authorized agent on the Bid
Form.
The foregoing is not an all inclusive list
of reasons for which a Bid may be
rejected. The City may reject and re -
advertise for all or any part of the Bid
Solicitation whenever it is deemed in the
best interest attic City.
13, Elimination From Consideration
(1)
A contract shall not be awarded to
any person or firm which is in
arrears to the City upon any debt or
contract, or which is a defaulter as
surety or otherwise upon any
obligation to the City.
(2) A contract may not be awarded to
any person or firm which has failed
to perform under the tetras and
conditions of any previous contract
with the City or deliver on time
contracts of a similar nature.
(3)
A contract may not be awarded to
any person or firm which has been
debarred by the City in accordance
with the City's Debarment and
Suspension Ordinance.
C. Determination of Responsibility
(I) Bids will only be considered from
entities who are regularly engaged
in the business of providing the
goods and/or equipment required by
the Bid. Bidder's must be able to
(2)
(4)
demonstrate a satisfactory record of
performance and integrity and have
sufficient financial, material,
equipment, facility, personnel
resources, and expertise to meet all
contractual requirements. The terms
"equipment and organization" as
used herein shall be construed to
mean a fully equipped and well
established entity in line with the
best industry practices in the
industry as determined by the City.
The City may consider any evidence
available regarding the financial,
technical and other qualifications
and abilities of a Bidder, including
past performance (experience) with
the City or any other governmental
entity in making the award.
The City may require the Bidder(s)
to show proof that they have been
designated as an authorized
representative of a manufacturer or
supplier which is the actual sourer
of supply, if required by the Bid.
1.32. EXCEPTIONS TO
GENERAL AND OR SPECIAL
CONDITIONS OR
SPECIFICATIONS - Exceptions to
the specifications shall be listed on
the Bid Response Form and shall
reference the section. Any exceptions
to the General or Special Conditions
shall be cause for the bid to be
considered non -responsive.
1.33. F.O.B. DESTirNATION -
Unless otherwise specified in the IFB, all
prices quoted by the bidder must be
F.O.B. DESTINATION, inside delivery,
with all delivery costs and charges
included in the bid price, unless
otherwise specified in this 1F13. Failure
to do so may he cause for rejection of
bid.
1.34. FiRM PRICES - The bidder
warrants that prices, terms, and
conditions quoted in its hid will be firm
throughout the duration of the contract
unless otherwise specified in the 1Fi3.
Such prices will remain firm for the
period of performance or resulting
purchase orders qr contracts, which arc to
City of Miami
Bid No. 04-05-033
Page 6
be performed or supplied over a period
of time.
1.35. FiRST-SOURCE HIRING
AGREEMENT (Sec. 18-105)
(a) The commission approves
implementation of the first -source
hiring agreement policy and requires
as a condition precedent to the
execution of service contracts for
facilities, services, and/or receipt of
grants and loans, for projects of a
nature that create new jobs, the
successful negotiation of first -source
hiring agreements between the
organization or individual receiving
said contract and the authorized
representative unless such an
agreement is found infeasible by the
city manager and such finding
approved by the city commission at
a public hearing.
(h)
For the purpose of this section, the
following terms, phrases, words and
their derivations shall have the
following meanings:
Authorized representative means the
Private Industry Council of South
Florida/South Florida Employment
and "Training Consortium, or its
successor as local recipient of
federal and state training and
employment funds.
Facilities means all publicly
financed projects, including but
without limitation, unified
development projects, municipal
public works, and municipal
improvements to the extent they are
financed through public money
services or the use of publicly
owned property.
Grants and loans means, without
limitation, urban development
action grants (UDAG), economic
development agency construction
loans, loans from Miami Capital
Development, Incorporated, and all
federal and state grants administered
by the city.
Service contracts means contracts
for the procurement of services by
the city which include professional
services.
Services includes, without
limitation, public works
improvements, facilities,
professional services, commodities,
supplies, materials and equipment.
City of Miami
Bid No. 04-05-033
(c) The authorized representative shall
negotiate each first -source hiring
agreement.
(d) The primary beneficiaries of the
first -source hiring agreement shall
be participants of the city training
and employment programs, and
other residents of the city.
1.36. GOVERNING LAW AND
VENUE:
The validity and effect of this Contract
shall be governed by the laws of the State
of Florida. The parties agree that any
action, mediation or arbitration arising
out of this Contract shall take place in
Miami -Dade County, Florida.
1.37. HEADINGS AND TERMS - The
headings to the various paragraphs of this
Contract have been inserted for
convenient reference only and shall not
in any manner be construed as
modifying, amending or affecting in any
way the expressed terms and provisions
hereof.
1.38. HEALTH INSURANCE
PORTABILITY ANI)
ACCOUNTABILITY ACf (117PPA) -
Any person or entity that performs or
assists the City of Miami with a function
or activity involving the use or disclosure
of "individually identifiable health
information (11HI) and/or Protected
Health Information (PHI) shall comply
with the Health Insurance Portability and
Accountability Act (HIPAA) of 1996 and
the City of Miami Privacy Standards.
1-IIPAA 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 nonpermitted disclosures;
3. Reporting to the City of Miami of any
nonpermitted 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 PI -II available to the customer
for review and amendment; and
incorporating any amendments
requested by the customer;
Page 7
7. Making PHI available to the City of
Miami for an accounting of
disclosures; and
8. Making internal practices, books and
records related to PHI available to the
City of Miami for compliance audits.
PHI 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.
1.39. IDEMNiF1CATION - The
Contractor shall indemnify and save
harmless forever the City, and all the
City's agents, officers and employees
from and against all charges or claims
resulting from any bodily injury, loss of
life, or damage to property from any act,
omission or neglect, by itself or its
employees; the Contractor shall become
defendant in every suit brought for any of
such causes of action against the City or
the City's officials, agents and
employees; the Contractor shall further
indemnify City as to all costs, attorney's
fees, expenses and liabilities incurred in
the defense of any such claims and any
resulting investigation.
1.40. • INFORMATION AND
DESCRIPTIVE LITERATURE -
Bidders must furnish all information
requested in the spaces provided on the
Bid Response Form. Further, as may be
specified elsewhere, each Bidder must
submit for bid evaluation cuts, sketches,
descriptive literature, and technical
specifications covering the products
offered. Reference to literature
submitted with a previous bid or on file
with the Buyer will not satisfy this
provision.
1.41. INSPECTIONS - The City
may, at reasonable times during the tarn
hereof, inspect Contractor's facilities and
perform such tests, as the City deems
reasonably necessary, to determine
whether the goods or equipment required
to be provided by the Contractor under
this Contract conform to the terms of the
IFB. Contractor shall make available to
the City all reasonable facilities and
assistance to facilitate the performance of
tests or inspections by City
representatives. All tests and inspections
shall be subject to, and made in
accordance with, the provisions of the
City of Miami Ordinance No. 12271
(Section 18=79), as same may be
amended or supplemented from time to
time.
1.42. INSPECTION OF BID - Sealed
bids received by the City pursuant to
Invitation For Bids will not be made
available until such time as the City
provides notice of a decision or intended
decision or within 10 days after bid
opening, whichever is earlier. Bid results
will be tabulated and may be furnished
upon request via fax or e-mail to the Sr.
Buyer issuing the 1FB. Tabulations also
are available on the City's Web Site
following recommendation for award.
1.43. INSURANCE - Within ten
(10) days after receipt of Notice of
Award, the successful Contractor, shall
furnish Evidence of insurance to the
Purchasing Department, if applicable.
Submitted evidence of coverage shall
demonstrate strict compliance to all
requirements listed on the Special
Conditions entitled "Insurance
Requirements". The City shall be listed
as an "Additional Insured."
Issuance of a Purchase Order is
contingent upon the receipt of proper
insurance documents. If the insurance
certificate is received within the specified
time frame but not in the manner
prescribed in this Invitation for Bids the
Contractor shall be verbally notified of
such deficiency and shall have an
additional five (5) calendar days to
submit a corrected certificate to the City.
If the Contractor fails to submit the
required insurance documents in the
manner prescribed in this IF13 within
fifteen (15) calendar days after receipt
Notice of Award, the contractor shall be
in default of the contractual tenns and
conditions and shall not be awarded the
contract. Under such circumstances, the
Bidder may be prohibited from
submitting future bids to the City.
Information regarding any insurance
requirements shall be directed to the Risk
Administrator, Department of Risk
Management, at 444 SW 2" Avenue, 9'h
Floor, Miami, Florida 33130, 305-416-
1604.
The Bidder shall be responsible for
assuring that the insurance
certificates required in conjunction
with this Section remain in force for
the duration of the contractual
period; including any and all option
terms that may be granted to the
Bidder.
1.44. INVOICES - invoices shall
contain purchase order number and
details of goods or equipment delivered
(i.e. quantity, unit price, extended price,
etc).
1.45. LOCAL PREFERENCE -
City Code Section 18-85, states that the
City Commission may offer to a
responsible and responsive bidder, who
maintains a Local Office, the opportunity
of accepting a bid at the low bid amount,
if the original bid amount submitted by
the local vendor is not more than ten
percent (10%) in excess of the lowest
other responsible and responsive bidder.
1.46. MANUFACTURER'S
CERTIFICATION - The City reserves
the right to request from bidders a
separate Manufacturer's Certification of
all statements made in the bid. Failure to
provide such certification may result in
the rejection of bid or termination of
contract, for which the bidder must bear
full liability.
1.47. MiNORITY/WOMEN
PROCUREMENT PROD RAM -
Ordinance No. 10062, as amended,
entitled the Minority and Women
Business Affairs and Procurement
Ordinance of the City of Miami. Floriday
sets forth "...a goal of awarding at least
51 percent of the City's total annual
dollar volume of all expenditures for all
goods and services to Black, .hispanic
and Women minority business
enterprises on an equal basis." A
minority business enterprise is defined as
a business first "...in which at least 51
percent of said enterprise is owned by
Blacks, Hispanics, or Women and whose
management and daily business
operations are controlled by one or more
Blacks, Hispanics or Women."
To achieve the goal established by these
Ordinances, participation in providing
goods and services to the City by
minorities is being encouraged in a
number of ways. All bidders doing
business with the City are encouraged to
include the participation of minority
firms in their bids. In evaluating bids for
determination of awards, minority
participation may be a factor. Failure to
adequately involve minority firms may
be a basis for rejecting any and all bids.
Possible ways to include minority
participation would involve:
I. Joint venture with a minority firin(s)
2. Utilizing minority firm(s) as
subcontractor(s).
3. Utilizing minority firm(s) to supply
goods and/or services.
4. Successful implementation of wcil
defined affirmative action program.
5. Other forms of minority
participation, if properly
documented.
Successful bidder(s) shall be required
to establish an Affirmative Action
Plan, if not, an Affirmative .Action
Policy shall he established, pursuant to
Ordinance #10062 as amended.
Effective date of implementation must
be indicated on the policy.
A "Minority Status Information Sheet" in
Section 4.4. is provided to assist bidders
in presenting information concerning
minority participation.
Minority and women -owned business
firms are encouraged, but not required, to
register with the City prior to submitting
bids. The Purchasing Department,
Minority/Women Business Affairs
Office, will provide the necessary forms
and instructions upon request. All
bidders are urged to submit bids for any
goods or services that thcy arc able to
supply, regardless of minority
classification. however, cornplian.ce
with all requests for information
regarding Minority/Women Status or
Participation is required. Bidder's
cooperation is greatly needed to aid the
City in achieving its goal. Bidders may
contact this Office at (305) 416-1913 for
information.
1.48. MODIFICATIONS OR
CHANGES IN PURCHASE ORDERS
AND CONTRACTS
No contract or understanding to modify
this 1F[3 and resultant purchase orders or
contracts, if applicable, shall be binding
upon the City unless made in writing by
the Director of Purchasing of the City of
Miami, Florida through the issuance of a
change order or modification to the
City of Miami
Bid No. 04-05-033
Page 8
contract, purchase order or award sheet
as appropriate.
1.49. NO INTEREST IN BIDDING
- If you do not wish to bid, please retum
the "Statement of No Bid" form, stating
the reason. Failure to submit a response
after three (3) times without a sufficient
justification of "No Bid" will be cause
for removal from the Vendor/Bidder's
list.
Vendors are encouraged to register on-
line by visiting the City's website at
http:/!wwyf.ci.mitimi ll;y `procWalle *.
1.50. NO PARTNERSHIP OR JOINT
VENTURE - Nothing contained in this
Contract will be deemed or construed to
create a partnership or joint venture
between the City of Miami and
Contractor, or to create any other similar
relationship between the parties.
1.51. NONCONFORMANCE TO
CONTRACT CONDITIONS - Items
may be tested for compliance with
specifications under the direction of the
Florida Department of Agriculture and
Consumer Services or by other
appropriate testing Laboratories as
determined by the City. The data derived
from any test for compliance with
specifications is public record and open
to examination thereto in accordance
with Chapter 119, Florida Statutes. Items
delivered not conforming to
specifications may be rejected and
returned at Bidder's expense. These non-
conf'orrning items not delivered as per
delivery date in hid and/or Purchase
Order may result in bidder being found in
default in which event any and all
reprocuremertt costs may be charged
against the defaulted contractor. Any
violation of these stipulations may also
result in the supplier's name being
removed from the City of Miami's
bidder's list.
1.52. NONDISCRIMINATION -
Bidder agrees that it shall not
discriminate as to race, sex, color, age,
religion, national origin, marital status, or
disability in connection with its
performance under this solicitation.
Furthermore, Bidder agrees that no
otherwise qualified individual shall
solely by reason of his/her race, sex,
color, age, religion, national origin,
marital status or disability be excluded
from the participation in, be denied
benefits of, or be subjected to,
discrimination under any program or amount equal to one hundred percent
activity. (100%) of the contract price.
In connection with the conduct of its
business, including performance of
services and employment of personnel,
Bidder shall notdiscriminate against any
person on the basis of race, color,
religion, disability, age, sex, marital
status or national origin. All persons
having appropriate qualifications shall be
afforded equal opportunity for
employment.
1.53. OCCUPATIONAL
LICENSE - Any person, firm,
corporation or joint venture, with a
business location in the City of Miami
and is submitting a Bid under this IFB
shall meet the City's Occupational
License Tax requirements in accordance
with Chapter 31.1, Article I of the City of
Miami Charter. Others with a location
outside the City of Miami shall meet
their local Occupational License Tax
requirements. A copy of the license must
be submitted with the Bid; however, the
City may at its sole option and in its best
interest allow the Bidder to supply the
license to the City during the evaluation
period, but prior to award.
1.54. OWNERSHIP OF
DOCUMENTS -11 is understood by and
between the parties than any documents,
records, files, or any other matter
whatsoever which is given by the City to
the successful Bidder pursuant to this
solicitation shall at all times remain the
property of the City and shall not be used
by the Bidder for any other purposes
whatsoever without the written consent
of the City.
1.55. PARTIAL INVALIDITY - If any
provision of this Contract or the
application thereof to any person or
circumstance shall to any extent be held
invalid, then the remainder of this
Contract or the application of such
provision to persons or circumstances
other than those as to which it is held
invalid shall not be affected thereby, and
each provision of this Contract shall be
valid and enforced to the fullest extent
permitted by law.
1.56. PERFORMANCE BOND — A
Contractor may be required to furnish a
Performance Bond as part of the
requirements of this Contract, in an
1.57. NON-EXCLUSIVE
CONTRACT/ PIGGYBACK
PROVISION - At such times as may
serve its hest interest, the City of Miami
reserves the right to advertise for,
receive, and award additional bids for
these herein items, and to make use of
other competitively bid (governmental)
contracts, SNAPS Agreements, or other
similar sources for the purchase of these
goods or equipment as may be available.
It is hereby agreed and understood that
this solicitation dots not constitute the
exclusive rights of the successful
bidder(s) to receive all orders that may be
generated by the City in conjunction with
this Solicitation.
In addition, any and all commodities,
equipment, and services required by the
City in conjunction with construction
projects are solicited under a distinctly
different bid process and shall not be
purchased under the terms, conditions
and awards rendered under this
solicitation, unless such purchases are
determined to be in the best interest of
the City.
1.58. PREPARATION OF BiDS -
Bidders are expected to examine the
specifications, required delivery,
drawings, and all special and general
conditions. All bid amounts shall be
typewritten entered into the space
provided with ink. Failure to do so will
be at the Bidder's risk.
A.
B.
Each Bidder shall furnish the
information required in the IFB.
'Ilse Bidder shall sign the IFB and
print in ink or type the name of the
Bidder, address, and telephone
number on the face page and on
each continuation sheet thereof on
which he/she makes an entry, as
required.
The unit price for each unit offered
shall be shown, and such price shall
include packaging, handling and
shipping, and F.O.B. Miami
delivery inside City premises unless
otherwise specified. Bidder shall
include in the response all taxes,
insurance, social security,
workmen's compensation, and any
other benefits nonnally paid by the
Bidder to its employees. If
applicable, a unit price shall be
entered in the "Unit Price" column
City of Miami
Bid No. 04-05-033
Page 9
for each item. Based upon
estimated quantity, an extended
price shall be entered in the
"Extended Price" column for each
item offered. In case of a
discrepancy between the unit price
and extended price, the unit price
will be presumed correct.
C. The Bidder must state a definite
time, if required, in calendar days
for delivery of goods or equipment.
D. The Bidder should retain a copy of
all bid documents for future
reference.
E. All hid response forms as described
under Section 4.0, must be fully
completed and typed or printed in
ink and must be signed in ink with
the finn's name and by an officer or
employee having authority to bind
the company or firm by his/her
signature. Bids having any erasures
or corrections must be initialed in
ink by person signing the hid or the
bid may be rejected.
F. The City of Miami's Bid Response
Forms which are attached to this
solicitation should be used when
Bidder is submitting its bid. Use of
any other forms will result in the
rejection of the bid. THE
ORIGINAL AND THREE (3)
COPIES OF THESE SETS OF
FORMS AND ANY REQUIRED
ATFACHMENTS MUST BE
RETURNED TO THE CITY OR
YOUR BID MAY BE
DISQUALIFIED.
1.59. PRICE ADJUSTMENTS — Any
price decrease effectuated during the
contract period either by reason of market
change or on the part of the contractor to
other customers shall be passed on to the
City of Miami.
1.60. PRODUCT SUBSTITUTES - In
the event a particular awarded and
approved manufacturer's product
becomes unavailable during the term of
the Contract, the Contractor awarded that
item may arrange with the City's
authorized representative(s) to supply a
substitute product at the bid price or
lower, provided that a sample is approved
in advance of delivery and that the new
product meets or exceeds all quality
requirements.
City of Miami
Bid No. 04-05-033
1.61. PROHIBITIONS - Contractor
represents and warrants to the City that it
has not employed or retained any person
or company employed by the City to
solicit or secure this Contract and that it
has not offered to pay, paid, or agreed to
pay any person any fee, commission,
percentage, brokerage fee, or gift of any
kind contingent upon or in connection
with, the award of this Contract.
1.62. PROMPT PAYMENT - Bidders
may offer a cash discount for prompt
payment; however, discounts shall not be
considered in determining the lowest net
cost for hid evaluation purposes.
Bidders are required to provide their
prompt payment terms in the space
provided on the Bid Certification
Statement Form (Section No. 4.1.). If no
prompt payment discount is being
offered, the Bidder must enter zero (0)
for the percentage discount to indicate no
discount. If the Bidder fails to enter a
percentage, it is understood and agreed
that the terms shall be 2% 20 days,
effective after receipt of invoice or final
acceptance by the City, whichever is
later.
When the City is entitled to a cash
discount, the period of computation will
commence on the date of delivery, or
receipt of a correctly completed invoice,
whichever is later. If an adjustment in
payment is necessary due to damage, the
cash discount period shall continence on
the date final approval for payment is
authorized. If a discount is part of the
contract, but the invoice does not reflect
the existence of a cash discount, the City
is entitled to a cash discount with the
period commencing on the date it is
detennined by the City that a cash
discount applies.
Price discounts off the original prices
quoted on the Price Sheet will be
accepted from successful bidders during
the term of the contract.
1.63. PROPERTY - Property owned
by the City of Miami is the responsibility
of the City of Miami. Such property
furnished to a Contractor for repair,
modification, study, etc., shall remain the
property of the City of Miami. Damages
to such property occurring while in the
possession of the Contractor shall be the
responsibility of the Contractor. Damages
occurring to such property while in route
to the City of Miami shall be the
responsibility of the Contractor. in the
Page 10
event that such property is destroyed or
declared a total loss. the Contractor shall
be responsible for replacement value of
the property at the current market value,
less depreciation of the property if any.
1.64. PROVISIONS BINDING -
Except as otherwise expressly provided
in this Contract, all covenants, conditions
and provisions of this Contract shall be
binding upon and shall inure to the
benefit of the parties hereto and their
respective heirs, legal representatives,
successors and assigns.
1.65. PUBLIC ENTITY CRIMES - A
person or affiliate who has been placed
on the convicted vendor list following a
conviction for a public entity crime may
not submit a bid on a contract to provide
any goods or services to a public entity,
may not submit a bid on a contract with a
public entity for the construction or
repair of a public building or public
work, may not submit 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 \vith any
public entity, and may not transact
business with any public entity in excess
of the threshold amount provided in
Section 287.017, for CATEGORY TWO
for a period of 36 months from the date
of' being placed on the convicted vendor
list.
1.66. PUBLIC RECORDS -
Contractor understands that the public
shall have access, at all reasonable times,
to all documents and information
pertaining to City contracts, subject to
the provisions of Chapter 119, Florida
Statutes, and City of Miami Code,
Section 18, Article I11, and agrees to
allow access by the City and the public to
all documents subject to disclosure under
applicable law. Contractor's failure or
refusal to comply with the provision of
this section shall result in the immediate
cancellation of this Contract by the City.
1.67. QUALITY - All materials used
in the manufacturing or construction of
supplies, materials, or equipment covered
by this bid shall be new. The items bid
must be of the latest make or model, of
the best quality, and of the highest grade
of workmanship, unless as otherwise
specified in this IFB.
1.68. QUALITY OF WORK — The
work performed must be of the highest
quality and workmanship. Materials
furnished to complete the scivice shall be
new and of the highest quality except as
otherwise specified in this 1F13.
1.69. REMEDIES PRIOR TO
AWARD (Sec, 18-106)
If prior to Contract award it is determined
that a solicitation or proposed award is in
violation of law, then the solicitation or
proposed award shall be cancelled by the
City Commission, the City Manager or
the Chief Procurement Officer, as may be
applicable, or revised to comply with the
law.
1.70. RESOLUTION OF
CONTRACT DISPUTES (Sec. 18-
105)
(a) Authority to resolve Contract
disputes. The City Manager, after
obtaining the approval of the city
attorney, shall have the authority to
resolve controversies between the
Contractual Party and the city which
arise under, or by virtue of, a Contract
between them; provided that, in cases
involving an amount greater than
$25,000, the City Commission must
approve the City Manager's decision.
Such authority extends, without
limitation, to controversies based upon
breach of Contract, mistake,
misrepresentation or lack of complete
performance, and shall be invoked by a
Contractual Party by submission of a
protest to the City Manager.
(b) Contract dispute decisions. if a
dispute is not resolved by mutual
consent, the City Manager shall promptly
render a written report stating the reasons
for the action taken by the City
Commission or the City Manager which
shall be final and conclusive. A copy of
the decision shall be immediately
provided to the protesting party, along
with a notice of such party's right to seek
judicial relief, provided that the
protesting party shall not be entitled to
such judicial relief without first having
followed the procedure sct forth in this
section.
1.71. RESOLUTION OF
PROTESTED SOLICITATIONS AND
AWARDS (See. 18-104)
(a) Right to protest. The following
procedures shall he used for resolution of
protested solicitations and awards except
tier purchases of goods, supplies,
equipment, and services, the estimated
cost of which does not exceed $25,000.
Protests thereon shall be governed by the
Administrative Policies and Procedures
of Purchasing.
City of Miami
Bid No. 04-05-033
1. Protest of Solicitation.
i. Any prospective proposer who
perceives itself aggrieved in connection
with the solicitation of a Contract may
protest to the Chief Procurerent Officer.
A written notice of intent to file a protest
shall be filed with the Chief Procurement
Officer within three days alter the
Request for Proposals, Request for
Qualifications or Request for Letters of
Interest is published in a newspaper of
general circulation. A notice of intent to
tile a protest is considered filed when
received by the Chief Procurement
Officer; or
ii. Any prospective bidder who intends
to contest Laid Specifications or a bid
solicitation may protest to the Chief
Procurement Officer. A written notice of
intent to file a protest shall be filed with
the Chief Procurement Officer within
three days after the bid solicitation is
published in a newspaper of general
circulation. A notice of intent to file a
protest is considered tiled when received
by the Chief Procurement Officer.
2. Protest of Award.
i. Any actual proposer who perceives
itself aggrieved in connection with the
recommended award of Contract may
protest to the Chief Procurement Officer.
A written notice of intent to file a protest
shall be filed with the Chief Procurement
Officer within two days after receipt by
the proposer of the notice of the City
Manager's recommendation for award of
Contract. The receipt by proposer of such
notice shall be confirmed by the city by
facsimile or electronic mail or U.S. mail,
return receipt requested. A notice of
intent to file a protest is considered filed
when received by the Chief Procurement
Officer; or
ii. Any actual Responsive and
Responsible Bidder whose Bid is lower
than that of the recommended bidder may
protest to the Chief Procurement Officer.
A written notice of intent to file a protest
shall be filed with the Chief Procurement
Officer within two days after receipt by
the bidder of the notice of the city's
determination of non responsiveness or
non responsibility. The receipt by bidder
of such notice shall be confirmed by the
city by facsimile or electronic mail or
U.S. mail, return receipt requested. A
notice of intent to file a protest is
considered filed when received by the
Chief Procurement Officer.
iii. A written protest based on any of
the foregoing must be submitted to the
Chief Procurement Officer within five (5)
days after the date the notice of protest
Page 11
was filed. A written protest is considered
tiled when received by the Chief
Procurement Officer,
The written protest may not challenge the
relative weight of the evaluation criteria
or the formula for assigning points in
making an award determination.
The written protest shall state with
particularity the specific facts and law
upon which the protest of the solicitation
or the award is based, and shall include
all pertinent documents and evidence and
shall be accompanied by the required
Filing Fee as provided in subsection (f).
This shall form the basis for review of
the written protest and no facts, grounds,
documentation or evidence not contained
in the protester's submission to the Chief
Procurement Officer at the time of filing
the protest shall be permitted in the
consideration of the written protest.
No time will be added to the above limits
for service by ntaii. In computing any
period of time prescribed or allowed by
this section, the day of the act, event or
default from which the designated period
of time begins to run shall not he
included. The last day of the period so
computed shall be included unless it is a
Saturday, Sunday or legal holiday in
which event the period shall run until the
end of the next day which is neither a
Saturday, Sunday or legal holiday.
Intermediate Saturdays, Sundays and
legal holidays shall be excluded in the
computation of the time for filing,
(b) Authority to resolve protests. The
Chief Procurement Officer shall have the
authority, subject to the approval of the
City Manager and the city attorney, to
settle and resolve any written protest.
The Chief Procurement Officer shall
obtain the requisite approvals and
communicate said decision to the
protesting party and shall submit said
decision to the City Commission within
30 days after he/she receives the protest.
In cases involving more than $25,000,
the decision of the Chief Procurement
Officer shall be submitted for approval or
disapproval thereof to the City
Commission after a favorable
recommendation by the city attorney and
the City Manager.
(c) Compliance with filing requirements.
Failure of a party to timely file either the
notice of intent to file a protest or the
written protest, together with the required
Filing Fee as provided in subsection.(O,
with the Chief Procurement Officer
within the time provided in subsection
(a), above, shall constitute a forfeiture of
such party's right to file a protest
pursuant to this section. The protesting
party shall not be entitled to seek judicial
relief without first having followed the
procedure set forth in this section
(d) Stay of Procurements during protests.
Upon receipt of a written protest filed
pursuant to the requirements of this
section, the city shall not proceed further
with the solicitation or with the award of
the Contract until the protest is resolved
by the Chief Procurement Officer or the
City Commission as provided in
subsection (b) above, unless the City
Manager makes a written determination
that the solicitation process or the
Contract award must be continued
without delay in order to avoid an
immediate and serious danger to the
public health, safety or welfare.
(e) Costs. All costs accruing from a
protest shall be assumed by the protestor.
(f) Filing Fee. The written protest must
be accompanied by a filing fee in the
form of a money order or cashier's check
payable to the city in an amount equal to
one percent of the amount of the Bid or
proposed Contract, or $5000.00,
whichever is less, which filing fee shall
guarantee the payment of all costs which
may be adjudged against the protestor in
any administrative or court proceeding. If
a protest is upheld by the Chief
Procurement Officer and/or the City
Commission, as applicable, the filing fee
shall be refunded to the protestor less any
costs assessed under subsection (e)
above. If the protest is denied, the filing
fee shall he forfeited to the city in lieu of
payment of costs for the administrative
proceedings as prescribed by subsection
(e) above,
1.72. SAMPLES - Samples of items,
when required, must be submitted within
the time specified at no expense to the
City. If not destroyed by testing,
bidder(s) will he notified to remove
samples, at their expense, within 30 days
after notification. Failure to remove the
samples will result in the samples
becoming the property of the City.
1.73. SELLING,
TRANSFERRING OR ASSIGNING
RESPONSIBILITIES - Contractor shall
not sell, assign, transfer or subcontract at
any time during the term of the Contract,
or any part of its operations, or assign
City of Miami
Bid No. 04-05-033
any portion of the performance required
by this contract, except under and by
virtue of written permission granted by
the City through the proper officials,
which may be withheld or conditioned, in
the City's sole discretion.
1.74. SERVICE AND
WARRANTY — When specified, the
bidder shall define all warranty, service
and replaceinents that will be provided.
Bidders must explain on the attached Bid
Response Form to what extent warranty
and service facilities are available. A
copy of the manufacturer's warranty, if
applicable, should be submitted with
your bid.
1.75. SILENCE OF
SPECIFICATIONS - The apparent
silence of these specifications and any
supplemental specification as to any
detail or the omission from it of detailed
description concerning any point shall be
regarded as meaning that only the best
commercial practices are to prevail and D.
that only materials offirst quality and
correct type, size and design are to used.
All workmanship is to be first quality.
B.
All interpretations of these specifications
shall be made upon the basis of this
statement.
If your firm has a current contract with
the State of Florida, Department of
General Services, to supply the items on
this bid, the bidder shall quote not more
than the contract price; failure to comply
with this request will result in
disqualification of bid.
C.
E.
F.
1.76. SUBMISSION AND G.
RECEIPT OF BIDS - Bids must be
received at the designated location and
at, or before, the specified time of
opening as designated in the 1FB. NO
EXCEPTIONS. Bidders are welcome to
attend hid opening; however, no award
will be made at that time. A hid
tabulation will be furnished upon request;
and, Bidder must enclose a self-
addressed, stamped envelope when
submitting a bid to receive the tabulation.
A. Bids shall be enclosed in a sealed
envelope. The face ofthe envelope
must show the hour and date
specified for receipt of bids, the bid
number, and the name and return
Page 12
address of the Bidder. Bids not
submitted on the requisite Bid
Response Forms may bc rejected.
Bid must be submitted to the office
and address listed On the Iront page
of this IF13 by the time specified to
he considered for award.
Directions:
FROM THE NORTH: I-95 SOUTH
UNTIL IT TURNS INTO USI.
US1 SOUTH TO 27TR AVE.,
TURN LEFT, PROCEED SOUTH TO
SO. BAYSHORE OF. (3RD
TRAFFIC LIGHT), TURN LEFT,
1 BLOCK TURN RIGHT ON PAN
AMERICAN DR. CITY HALL IS
AT THE END OF PAN AMERICAN
DR. PARKING IS ON RIGHT.
FROM THE SOUTH: USI NORTH
TO 27TH AVENUE, TURN RIGHT,
PROCEED SOUTH TO BO.
BAYSHORE DR. (3RD TRAFFIC
LIGHT), TURN LEFT, 1 BLOCK
TURN RIGHT ON PAN AMERICAN
DR. CITY HALL IS AT THE
END OF PAN AMERICAN DR.
PARKING IS ON RIGHT,
Telegraphic bids or facsimile will
not be considered.
Failure to follow these procedures is
cause for rejection of bid.
The responsibility for obtaining and
submitting this hid to the City
Clerk's Office on or before the time
and date is solely and strictly the
responsibility of Bidder. The City
of Miami is not responsible for
delays caused by the United States
mail delivery or caused by any other
occurrence. Bids received by the
City Clerk after bids have begun to
be opened will be ramie('
unopened, and will not be
considered for award.
Late bids will be rejected.
All bids are subject to the conditions
specified herein. Those which do
not comply with these conditions are
subject to rejection.
H. Modification of bids already
submitted will be considered only if
received at the City Clerk's Office
before the time and date set for
opening bids. All modifications
must be submitted in writing. Once
a bid is opened, the City will not
consider any subsequent submission
which alters the bid.
1.
If bids are submitted at the same
time for different solicitations, each
bid must be placed in a separate
envelope and each envelope must
contain the information previously
stated in I.76.A.
1.77. TAXES - The City of Miami is
exempt from any taxes imposed by the
State andJor Federal Government.
Exemption certificates wilt be provided
upon request.
1.78. TERMINATION - The City
of Miami reserves the right to terminate
this contract by written notice to he
contractor effective the date specified in
the notice should any of the following
apply:
The contractor is determined by the
City to be in breach of any of the
terms and conditions of the contract.
B. 'file City has determined that such
termination will he in the best
interest of the City to terminate the
contract for its own convenience;
C. Funds are not available to cover the
cost of the goods or equipment. The
City's obligation is contingent upon
the availability of appropriate funds.
1.79. TERMS OF PAYMENT -
Payment will be made by the City after
the items awarded to a Bidder have been
received, inspected, and found to comply
with award specifications, free of damage
or defect, and properly invoiced. No
advance payments of any kind will be
made by the City of Miami.
Payment shall be made after delivery,
within 45 days of receipt of an invoice
and authorized inspection and
acceptance of the set-vices/goods and
pursuant to Florida Statute 218.74 and
other applicable law.
1.80. TIMELY DELIVERY - Time
will be of the essence for any orders
placed as a result of this bid. The City
reserves the right to cancel such orders,
or any part thereof, without obligation, if
delivery is not made within the time(s)
specified on the Bid Form. Deliveries
are to made during regular City business
hours unless otherwise specified in the
Special Conditions.
1.81. TITLE - Title to the goods or
equipment shall not pass to the City until
a fler the City has accepted the
goods/equipment or used thc goods,
whichever comes first.
1.82, VARIATIONS OF
SPECIFICATIONS - For purposes of
bid evaluation, bidders must indicate any
variances from hid specifications and/or
conditions, no matter how slight. If
variations are not staled on the I3id
Response Form, it will be assumed that
the product 'idly complies with the City's
specifications.
City of Miami Page 13
Bid No. 04-05.033
2.0 SPECIAL CONDITIONS
21 SCOPE AND PURPOSE
K is the intention of the City of Miami to establish a citywide contract with u qualified oommencisi
records management company to provide for storage and retrieval of approximately 23,000 cubic
feet or approximately 22.000 boxes. varying sizes ofpaper and microfilm nacos!e, as well as
digital media, with o separate price for procurement ofstorage boxes. These are eudmptoa only
as the Ci1y'u needs may vary. The City makes no guarantees to the estimated quantities
established in this bid.
Pickups endlor deliveries shall be to City of Miami City Ha|, 3500 Pan American Ohve, Coconut
Grove, the Miami Riverside Center, 444 8.VK 2'~Avenue, Miami, and Miami Pn{km DeVertmend,
400 N.W. 2 d Avenue, Miami, and to other potential sites throughout Miami that are owned and/or
operated by the City of Miami and from whom a request is made for service.
The City will not be responsible for any expenses incurred by the Bidder in preparing or
submitting o Bid.
2�. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/
CLARIFICATION
Any request for additional inhznnehon or o|ohhoahun must be pauoivod by no later man the date
specified unthe cover sheet ofthis solicitation. Bidders may fax, mail, oremail their requests to
the attention of Terry S. Byrnns, Sr. Procurement Gpocio|in( at the City of Miami, Purchasing
Departmant, 444 SVV2"«Avenue, 6m Floor, Miami, Florida 33130, Facsimile Number 305'410'
2.3. TERM QFCONTRACT
The Contract shall commence upon the date of notice of award and shall be effective for
two years with the option to extend for two additional one (1) year periods, subject W the
availability offunds for succeeding fiscal years.
Continuation of the contract beyond the initial period is a City prerogative; not a right of the
bidder. This prerogative will be exercised only when such continuation is o|earyinthe best
interest of the City.
2.4. CONFIDENTIALITY QfRECORDS
8uuomuafu| bidder understands that all records and files obnad and handled for the City shall
remain confidential otall times by successful bidder and its contents shall not be ne|omoed by
ou000sofu| bidder unless otherwise approved in writing by Contract Administrator au all records
must becarefully safeguarded.
2.5. CONDITIONS FOR RENEWAL
Each renewal ofthis contract issubject tothe following:
a) Continued satisfactory performance compliance with the specifications, terms and conditions
established herein.
b) Availability of funds
In the event the Contractor is unable to extend the contract for any subsequent period under the
above oondibunu, or for whatever oauoo, advance written notice and explanation must be
submitted 0othe Chief Procurement Officer, no later than nino(y(Q8) days prior to the annual
expiration date. Such notification is subject to the acceptance of the City, or the Contractor may
bmfound tubeindefault.
2.6. NON -APPROPRIATION OFFUNDS
In the event no funds or insufficient funds are appropriated and budgeted or are otherwise
unavailable 'in any fiscal period for payments due under this contract, then the City' upon written
notice to Contractor or his assignee o/ such occurnancm, shall have the unqualified right to
terminate the contract without any penalty orexpense tothe City.
City mMiami Page1^
2.7. METHOD OFAWARD
Award of this contract will be made to the lowest responsible and responsive bidder who bids on
all hemo and whose bid offers the overall lowest price when |bsro | plus the aggregate of |ham 2
through Item 17 are added together to determine the lowest responsive, responsible bidder.
2.8. BIDDER'S MINIMUM QUALIFICATIONS
a) Bids will baconsidered only from firms that ona,nagu]adyengaged in the business o(providing
goods and nomioeu an described in this Bid; that have a naoonJ of performance fora reasonable
period ofVme� and that have sufficient financial ouppurt, equipment and organization to insure
that they can satisfactory execute the oomicoo i/ awarded a Contract under the terms and
conditions herein stated.
b) Have been in business for at least three (3) years.
c) Must list, at a minimum, one (1) reference from a government / public agency as a reference in
Section 4.3. page 2 of 2.
d) Not have any member, officer, or stockholder that is in arrears or is in default of any dmt4 or
contract involving the Chy, is edefaulter surety otherwise, upon any obligation to the Ci1y, and/or
has failed toperform faithfully onany previous contract with the City. Have no record of pending
lawsuits orcriminal activities, and have never been declared bankrupt.
e) Comply with the Florida Administrative Code Rules 18-24 and 18'26 F.A.C. and Chapters 110
and 257 of the Florida Statutes regarding hundoopy, microfilm and magnetic tape stonoQo.
retention and destruction procedures and requirements.
The hann "equipment and organization" as used herein shall be construed to mean o fully
equipped and well established industry as dohennimad by the proper authorities of the City of
Miami, Florida.
2.8. DELIVERY
Bidder must be able to pick-up / deliver records within two (2) hours when an emergency is
deemed. Regular pick-up /delivery shall be made no later than 24 Uuum upon receipt ofrequest
for services byany City department office.
2.10. INSURANCE REQUIREMENTS
INDEMNIFICATION
Bidder shall pay on behalf of, indemnify and save City and its officials harmless, from and against
any and all claims, liabilities, |oamem, and causes of action, which may arise out of bidder's
performance Linder the provisions ofthe nontreot, including all acts or omissions to uo\ on the part
of bidder, including any person performing under this Contract for or on bidder's beho|y, provided
that any such claims, Uabi|ihon. |nonos and ueuoou o/ such action are not attributable to the
negligence or misconduct of the City and, from and against any oodam, judgments or decrees
which may be entered and which may result from this Conhaut, unless attributable to the
negligence or misconduct of the City, and from and against all ooatn, attorneys' fonu, expenses
and liabilities incurred in the defense of any such claim, or the investigation thereof.
The bidder shall furnish to City of Miami, oh Purchasing Department, 444 SVV2"«Avenue, 8m
F|nor, K8immi, Florida 33130. Certificate(s) ofInsurance which indicate that insurance coverage
has been obtained which meets the requirements auoutlined below:
a. Worker's Compensation Insurance for all employees of the bidder as required by Florida
Statute 440.
b. Commercial General Liability |nounenuo on o comprehensive basis in an amount not less
than $1.000.000.00 combined single limit with e generol aggregate of $2.000.000 including
coverage for personal and advertising injury, along with property damage to include products
and completed operations and fire damage at $50000.00. City must be shown an an
additional insured with respect hothis coverage.
City mMiami pan,10
Bid No. o**o'000
o. Automobile Liability Insurance covering all owned, non -owned and hired vehicles used in
connection with the work in an ummurd not less than $300.00000 combined single |imit per
occurrence for bodily injury and property damage.
The City needs to be named as additional insured. BINDERS ARE UNACCEPTABLE.
The insurance coverage required shall include those classifications, anlisted instandard liability
insurance manuals, which most nearly reflect the operations of the bidder.
All insurance policies required above shall beissued by companies authorized todobusiness
under the laws of the State of Florida, with the following qualifications�
The Company must be rated noless than ^B^ ootumanagement, and no |ooa than ^C|anu V~ as
to financial otrongUn, by the latest edition ofBeayn Key Rating Insurance Guido or acceptance of
insurance company which holds avu|id Florida Certificate of Authority issued by the State of
Florida, Department ofInsurance, and are members of the Florida Guarantee Fund.
Certificates will indicate no modification or change in insurance shall be made without thirty (30)
days written advance notice to the certificate holder.
NOTE: CITY BID NUMBER AND/OR TITLE OF BID MUST APPEAR ON EACH CERTIFICATE.
Compliance with the foregoing requirements shall not relieve the bidder of his liability and
obligation under this section or under any other section of this Agreement.
--If insurance certificates are scheduled bmexpire during the contractual period, the Bidder
uho|| be responsible for submitting new or renewed insurance certificates to the City at a
minimum of ten (10) 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 City shall:
d. Suspend the contract until such time asthe new orrenewed certificates are received by the
City inthe manner prescribed inthe Invitation ToBid.
e. The City may, at its ao|o discretion, terminate this contract for cause and seek re -
procurement damages from the Bidder in conjunction with the General Terms and Conditions
of the Bid.
The Bidder nhed| be mnponmWo for assuring that the insurance certificates required in
conjunction with this Section remain in force for the duration of the contractual period; including
any and all option terms that may begranted tnthe Bidder.
211. PACKING SL|P8]ELyVERYTICKET TO ACCOMPANY ITEMS DURING DELIVERY
The successful bidder shall enclose a complete packing slip or delivery ticket with any items to be
delivered in conjunction with this bid solicitation. The packing slip shall be attached to the
shipping uarlon(s)which contain the items and shall bemade available ho the Cby'oautAonzod
representative during delivery. The packing slip ordelivery ticket shall include, utaminimum.the
following information: purchase order number; date of order; oemiuo type, Box |D number,
quanh1y, a complete listing of items being delivered; and back -order quantities and estimated
delivery of back -orders if applicable, and client receipt acceptance signature line.
212. METHOD OFPAYMENT
Payment will bomade monthly. The City will pay monthly the contract price minus any liquidated
damages and/or other damages tuthe Contractor, Payment will be made on partial deliveries
accepted bythe City when the amount due onsuch deliveries oowarrants at the discretion ofthe
City wMiami Pagem
213. ADDITIONAL TERMS AND CONDITIONS
No additional tannu and conditions included with the bid response nhe|| be ovouated or
considered, and any and all such additional terms and conditions shall have noforce oreffect
and are inapplicable to this bid, If submitted either purpoue|y, through intent or deaign, or
inadvehent|y, appearing separately in transmittal letters, xpocifioebono. |\hamduve. price lists or
warranUen, it is understood and agreed that the General and Special Conditions in this bid
solicitation are the only conditions applicable to this bid and that the bidder's authorized signature
affixed to the bidder's acknowledgment form attests Vmthis.
214. FAILURE TOPERFORM / LIQUIDATED DAMAGES
Should it not be poyuih|a to reach the contractor orsupervisor and/or should remedial action not
be taken within 48 hours of any failure to perform according to specifications, the City reserves
the right to declare Contractor in default of the contract or make appropriate reductions in the
contract payment in the unit price amount established in the bid form for each service not
rendered` not as a form of pena|ty, but as mere compensation for the |uou of required service,
Safeguards against theft, |oao and/or damage mud be maintained at the highest levels. The
ouuumnafu| bidder will be held nyeponoih|o for lost, stolen and/or damaged original documents, No
unauthorized reproduction or distribution of any City data is permitted. The City places w $1.000
value on each box of records, thenafon*, the xuooeasfw| bidder will be held liable to reimburse the
City $1.000 for any box of records that is |nat, oto|an, dumaged, or destroyed by negligence or in
2.16. ADD|TlONSVDELET|ONS[)FFAC|Ln'|EG8TEMS/SERV|CE8
Although this Solicitation identifies specific facilities/items/services to be serviced, it in hereby
aQxysd and understood that any City department or agency may be added/deleted to/from this
contract at the option of the City. When an item/service addition to the contract in mquired, the
nu00000fu| bidder under this contract shall be invited to submit price quote(u) for these now
items/services. /fthese quotes are comparable to market prices (the Purchasing Department will
conduct a market research by receiving at least two to three quotes for similar oewicea), the
avverd(o) shall beadded tothe contract
2.16. CONTRACT ADMINISTRATOR
Upon awand, contractor shall report and work directly with RonomaryVVancura. Records System
Coordinator, who shall be designated as the Contract Administrator.
217. RATES
Rates established herein shall remain firm and fixed throughout the contract period. Should the
total number of cubic feet in storage increase beyond the estimated 23,000 cubic feet in storage,
the lowest quoted cubic foot price for the uvnnoU total number o(cubic feet in storage at that time,
eoreflected onthe Price Sheet, shall apply.
118. SUBCONTRACTORS OFWORK SHALL BEIDENTIFIED
As part of its Bid, the Bidder is required to identify any and all Subcontractors that will be used in
the performance of the proposed oontroct, their capabilities, oxpehenoa, minority donignahon, as
defined in Ordinance 10062 and the portion of the work to be done by the Subcontractor. Failure
to identify any and all subcontractors in the Bid shall render the Bid non -responsive,
The Contractor shall not. at any time during the tenure of the contract, subcontract any part of his
upomUono or assign any portion or part of the contract, to Guboonnedm(o) not originally
mentioned in their 8id, except under and by virtue of permission granted by the City through the
proper officials.
Nothing contained in these specifications shall be construed as establishing any contractual
relationship between any subcontractor and the City. The proposer shall be fully responsible to
the City for the acts and omissions of the subcontractor and their emp|oyaea, as for acts and
omissions of persons employed by proposer,
City mMiami pag,1r
Bid No. u*-0s-0xo
�
2.19. SAMPLES
The bidder shall provide upon request, ucomplete and accurate sample ofthe puxduct(o.which
they propose 10furnish, e(noadditional cost tothe City ofMiami.
2.20. TIE BIDS
Whenever two or more Bids which are equal with respect to phce, quality and service are
received by the City for the pnoounsnnnd of commodities or contractual oemioau' e Bid received
from a business that certifies that is has implemented a drug'freewmrkp|aoe program aheU be
given preference in the award process. Established procedures for processing de Bids will be
followed if none of the tied vendors have e drug -free workplace program. In order to have o drug -
free workplace program, a business shall:
a. Publish a statement notifying employees that the unlawful manutaduro, dksthbuhon,
dioponuing, pon0000ion, or use of controlled substance is prohibited in the workplace and
specifying the action that will be taken against employees for violations Of Such prohibition.
b` /nhrnn employees about the dangers of drug abuse in the workpmoa. the business' puhoy Of
maintaining a drug -free wmrkpane, any available drug nounue|ing, rehabi|dahon, and
employee assistance programo, and the penalties that may be imposed upon employees for
drug abuse violations.
o. Give each employee engaged in providing the commodities cxcontractual nemi000 that are
under Bid a copy of the statement specified in subsection (a).
d. In the statement specified in subsection (u). notify the employees that, as e condition of
working on the commodities orcontractual services that are under Bid, the employee will
abide by the terms of the statement and will notify the employer of any conviction of, or plea
of guilty or no/o oon(andone to, any violation of Chapter 893 or of any controlled substance
law of the United States or any utaba, fora violation occurring in the workplace no later than
five (5)days after such conviction.
e. Impose sanction on, cxrequire the satisfactory participation in admg abuse aouiotenoo or
rehabilitation pnogram, if such is available in the employee's community, byany employee
who isnoconvicted.
f. Make m good faith effort to continue to maintain a drug -free workplace through
implementation ufthis section.
2.21. DAMAGES TOPUBLIC/PRIVATE PROPERTY
The contractor shall carry out the work with such care and methods as not to result in damage to
public or private property adjacent to the work, Should any public or private property be
damaged or destroyed, the contractor, at his nxpmnoo, shall repair or make naohxnahon as is
practical and mouo[tab|o to the City and/or owners of destroyed or damaged property promptly
within areasonable length oftime. (Not toexceed one month from date damage was done),
2.22. WARRANTY, FITNESS FOR PURPOSE
The bidder warrants items supplied under this contract conform to specifications herein, and are
fit for the purpose for which such goods are ordinarily employed; except if stated in a Special
Condidun, the material must then fit that particular purpose. The bidder and the City agrees that
orders under this contract does not exclude, or in any way limit, other warranties, provided in this
agreement orbylaw.
2.23. REFERENCES
Each bid must be accompanied by list ofreferences, which shall include the name of the
company, contract date, description of contract, o contact person and the telephone number. NO
BID WILL BECONSIDERED WITHOUT THIS LIST. (See Section 4.3.page 2o/2).
City o,Miami puuom
Bid No. mw-0o-03x
2.24. SAFETY MEASURES
Contractor shall byka all necessary precautions for the safety of employees, and shall erect and
properly maintain at all times all necessary safeguards for the protection of the employees and
the public. Danger signs warning against hazards created by his/her operation and work in
progress must baposted,
All employees ufcontractor shall be expected to wear safety glasses or goggles, appropriate
o|cthing, and hearing protection when and wherever applicable. The contractor shall use only
equipment that is fully operational and in safe operating order. Contractor nhoU be eaVa*aUy
careful when servicing property when pedestrians and/or vehicles are in close proximity work
shall cease until iiiosafe toproceed.
2.26. QUALITY OFRECORDS MANAGEMENT SERVICES
All services shall be performed using superior maintenance standards and techniques.
226. TERMINATION FOR DEFAULT
If Contractor defaults in its performance under this Contract and does not cure the default within
three (3) days after written notice of default, the City K8enegnr may terminate this Contnact, in
whole or in part, upon written notice without penalty to the City of Miami, In such event the
Contractor shall be liable for damages including the excess cost of procuring similar supplies or
services: provided that if, (1) it is determined for any reason that the Contractor was not in default
or (2) the Contractor's failure to perform in without his or his subcontractor's oontro|, fault or
naQ/kJonme, the termination will be deemed to be henninadkm for the convenience of the City of
Miami under Section 2.27,
2.27. TERMINATION FOR CONVENIENCE
The Oh/ Manager may terminate this Con\nac, in whole or in port. upon 30 days prior written
notice when it is in the best interests of the City of Miami. If this Contract is for oupp|ieo, pmduda,
equipmont, or auftwany, and so terminated for the convenience by the City of Miami the
Contractor will be compensated in accordance with an agreed upon adjustment of cnnL To the
extent that this Contract is for services and so terminated, the City of Miami okaU be |imh/e only for
payment in accordance with the payment provisions of the Contract for those services rendered
prior to termination.
City mMiami Page 19
Bid No. o^-0o*x:
3.0. SPECIFICATIONS I SCOPE OF WORK
31 DEFINITIONS
A, EmmnqancyDelivery cxPick*p: Records shall bedelivered orpicked upwithin two (2) hours of
request.
8, Re-Fi|inq� Records Vzbeplaced back instorage inprior location.
C. New Accessions: First time filing ofboxas/fi|en/mionofilm and magnetic media.
D. Disposal Destruction: Disposal ofrecords hoboperformed inaccordance with Rule Chapter
1B'24. F.A.C.. and Chapter 118.F.S.
3.2. DETAIL (JFWORK
A. Provide for storage and retrieval nfapproximately 23.UO0cubic feet, with boxes in varying sizes
from .75 to4.5 cubic feet each, ofpaper and microfilm neoordo, an well as digital media, with m
separate component for box procurement. These are omhmmtrs only. The Ci\y'n needs may
vary, At all hmom, however, the City shall pay the lowest total cost on e cubic foot baois, based
upon the overall number of cubic feet for boxes and files in storaqe at any particular time.
B/ All records must be available for delivery 24 hours per day, seven days aweek, 365 days per
C, Emergency delivery and pick-up of records shall be provided within two (2) hours of request.
D. Upon receipt of nequent, and pursuant to the opeoifioaUons, deliver files or boxes at least once
per day, at pre-set time, Monday through Fhdoy, unless requested otherwise or in emergency
situations. Any request for services by any City departmentloffice must be provided no later than
24 hours upon receipt of request, Further` should a need arioe, any representative authorized by
the Contract Administrator with such nodOoudon, in whUng, to the ouooenufu| biddar, shall be
allowed to pick up a box/file from facility at all times, including weekends and holidays, regardless
ofnormal open hours offacility.
E. Pickups and/or deliveries shall be made h»the designated citywide sites that are owned and/or
operated by the City of Miami and from whom a request is made for service.
F. Create/possess and utilize an in-house records indexing/cataloging system for expedited
retrieval, Successful bidder will be required to work with the Cdyt Contract Administrator in
developing an inventory acceptable to the City and which will best serve the City's needs.
G. Create/possess and utilize Microsoft Office — Word 2000NTand accept carton data onsame via
Internet and/or facsimile.
H. Creeha/pms000u and utilize an e-mail system vie the Internet and/or facsimile for business
transactions and transmittal of documents as needed.
i Provide a quarterly report, listing all record hoNingo, indudiog contents description and
destruction schedule furnished bythe City.
J. An invoice cost(s) to be based on quantity of boxes in storage on the 5w day of each month,
pursuant to prices bid on Price Sheet (Item XVU) for total number of boxes in storage at any one
time. Invoices hmbosubmitted per the instruction ofthe Contract Administrator,
K. Provide a quarterly naport. listing all retrieved boxes not returned for period exceeding three
months, including City department/sub account, contents description and box number supplied by
the City.
City mMiami Page 20
Bid No. o4-o5-oox
L Records to bostored are currently located atSecure Data Sk»raAe, 6280 N. W. 27*VVay. Fort
Leuderdu|e, Florida, 33309. Should the successful bidder boother than the current contracted
vondor, it shall be the responsibility o/ the successful bidder to ro'ooaba all boxes/files from the
current location(s) to the facility o/the uvcoexnfu\ bidder, at no cost for transportation to the City
or any permanent removal fee.
M. Possess/utilize and transmit all reports to the City in Microsoft Office 200C, Word NT or Excel.
N. Utilize specified magnetic media transport containers for all magnetic media pick-ups and
deliveries.
O SumoUmoo it may be necessary for designated City employees to have frequent access to e
certain file(s) and/or box(s). To minimize the costs in those cases, the City may elect to send that
employee(s) directly to the successful bidder's storage facility 10 pehbnn research and retrieve
any fi|o(a)/box(u) an necessary. No City employee will be given acoaun to City records at the
ouoneoofu| bidder's facility without prior written permission from the Contract Administrator or
authorized designee, and the Contract Administrator, or designee, will coordinate all requests for
records including request byCity employees tuvisit facility. All retrievals/re-files shall be properly
documented by successful bidder, and shall be at no cost to the City,
P. N1un1 utilize bonded couriers for all pick-up and delivery aerviceo, and a bonded recycle vendor
for disposal of paper records.
O. Should the award be made toanew successful bidder, successful bidder shall beresponsible, at
it oo|o expense, for providing any and all xoNeguanjo and security precautions necessary to
ensure the safety and security of the City of Miami's records, when transferring the City's records
from the current provider to successful bidder's storage facility, if applicable.
R� Provide the City, when nequesbed, standardized n*nondo cantor boxes and magnetic media
storage containers in the oizeo, outside meuaurement, noted be|ovv, according to Unoue
specifications. Box lids may be separate from box with o minimum height o(2 '/.^ Boxes ohmU
beassembly design. Vertical compression strength shall be equal to or in excess 01 regular 175-
test material. The City reserves the right to inspect sample boxes and media storage containers
before award ofbid todetermine responsiveness. The City further reserves the right to change
or alter the sizes and types ofboxes |in0ad below as these may not be all inclusive of all boxes
now, or in the future, to be utilized by the City.
1. 13VVx11Hx151/2Linches
2 12VVx4|6Hx24Linches (nicrofikn)
3. 15VVx11Hx24Linches
4, 12VVx11Hx24Linches
5, 16VVx10>{Hx24Linches
S. 12VVx18'/2Hx24Linches
7 17VVx38Hx9L (LeydownWardrobe - construction plans)
D, 17VVx13Hx12}6L (Computer Printout)
Q. 13VVx22Hx13L (Magnetic Media)
8.2. STRUCTURE REQUIREMENTS
Bidder's facility ohmU meet the following minimum structural requirements, Failure to meet these
structural requirements shall deem the bid non-reuponoive. The City reserves the right tovisit and/or
inspect the Bidder's facility before recommendation of award nfbid \o determine responsiveness to
the facility requirements of the City,
A. Facility shall he an individual structure separated from other buildings and external hazards to
ensure a high degree ofsafety from fire. flood and other potential natural diaaotera, including
hurricane force winds.
B. Shall be located above the local flood plain and be constructed of concrete, mauonry, of steel
that meet all national fire code prevention standards.
City ^,Miami pagee1
eu wo.u*'oo'oxu
C. Shall have no windows in any stack areas,
D. Shall maintain a controlled environment for temperature and humidity, For security of microfilm
and magnetic media, the environment must be inaccordance with Rule Chapter 18'26. F.A.C.
E. Shelving must beo/fire retardant, chemically neutral, steel construction. Bottom shelves shall be
a1least two (%) inches from the floor.
F Shall meet all requirements of the Americans with Disabilities Act (ADA).
G. No water, steam orother piping ohuU be present in the hanjoopy records nknuge area other than
pipes for the sprinkler system.
K All firewalls must be structurally sound and capable of withstanding impact and imposed loads if
severe fire exposure would cause md|mpoo of the framing on one wall. All openings in the bna
vvaUo must be protected on each side by fire doors suitable for Class A openings. All *aUo
separating records storage areas from each other and from other portions ofthe facility uhuU
consist uffour (4) fine resistant walls,
L Shall have anon-combustible roof.
I Possess m twenty-four (24) hour security oyutem, both interior and exterior, which shall be
electronically linked to the local police and fire departments.
K. Shall have a remote sprinkler system that meets all national, county and local fire code standard
with smoke detectors and heat sennom, except for vault storage area, which must use inert gas
suppression.
L. Shall boclean, well organized and free ofrodents and pest infestation.
Shall contain a vauK, for security ofmicrofilm and magnetic media, which is dust free, anti -magnetic and
in on anh'o\aho environment for the potential storage of City records with an inert gas fire ouppn000\oo
system.
City mMiami Page 22
4.0 BID RESPONSE FORM
4.1. Certification Statement
Please quote OD this form(s) net prices for the de[n(x) listed, Return signed original and [ab]iD a
copy for your files. Prices should include all costs, including transportation to destination. The
City reserves the right to accept or reject all or any part of this bid. Prices should be firm for 8
minimum 0f12Odays following the time set for opening nfthe bids.
In the event of errors in extension of totals, the unit prices shall govern in determining the
quoted prices.
We U\ marUfv that we have read your Invitation for Bids, completed the necessary documents,
and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified
herein.
The undersigned hereby certifies that neither the contractual party nor any of its principal
owners or personnel have been convicted of any of the violations, or debarred or suspended as
set insection 1M'1O7orOrdinance No. 12271,
All exceptions 1Othis bid have been UVCunDgntad inthe section below (refer to paragraph and
EXCEPTIONS:
We 0\ certify that any and all )nfomn8b0D contained in this bid is true: and we U> further certify
that this bid is made without prior understanding, agreement. Or connection with any
corporation, firm, Or person submitting a bid for the Sanl8 nneberia|s, supp|ieo, equipnnent, or
service, and is in all respects hair and without cOUuminO or fraud. We (1) agree to abide by all
terms and conditions of this |FB and certify that | am authorized to sign this bid for the bidder.
Please print the following and sign your name:
NAME OFBIDDER.-
ADDRESS:
PHONE: FAX:
EMAIL: BEEPER.
SIGNED BY:
TITLE: DATE:
FAILU RE TO COMPLETE, SIGN, AND RETURN THIS FORM SHAI,I,DISQUAI,)FV'1'111S BID.
City mMiami Page 23
Bid No. ow'oo'on3
Bid Response Form - Certification Statement (Page 2 of 3)
CERTIFICATE DFAUTHORITY
(IF CORPORATION)
| HEREBY CERTIFY that at a meeting Of the Board of Directors of
. a corporation organized and existing under
the laws of the 8t8hn of . held on the day of . . a
resolution was duly passed and adopted authorizing (Name) as
(Title) of the corporation to 8Xonut8 bids on behalf ofthe corporation
and providing that his/her execution ther8Vf, attested by the secretary of the corporation, shall
be the OffiCim| act and deed of the corporation. ! further certify that said resolution remains
infull force and effect,
20
IN WITNESS WHEREOF, I have hereunto set my hand this , day of
Secretary:
FMft
CERTIFICATE OF AUTHORITY
(IF PARTNERSHIP)
| HEREBY CERTIFY that at @ meeting of the Board of Directors of
,8partnership organized and existing under
the |avvn Of the State of . h8kj on the day of . . a
nnSo|udV0 was duly paSS8U and adopted authorizing (Name) as
(Title) of the to execute bids OO behalf of the partnership and provides
that his/her execution <Aene0[ attested by a partDer, shall be the OffiCi@( act and dead of the
partnership.
| further certify that said partnership agreement remains in full force and effect.
iN WITNESS WHEREOF, } have hereunto set my hand this . day of
20
Partner:
CERTIFICATE OFAUTHORITY
(IF JOINT VENTURE)
Joint venturers must Subnld a joint venture agreement indicating that the person signing this bid
is authorized to sign bid documents on behalf of the joint venture. If there is no joint venture
agreement each OO8nlb8r of the joint venture must sign the bid and submit the appropriate
Certificate of Authority (oorponate, partnorahip, or individual),
City mMiami Page 24
Bid Response Form - Certification Statement (Page 3 of 3)
CERTIFICATE DFAUTHORITY
(IF INDIVIDUAL)
| HEREBY CERTIFY that, | (Name) . individually and doing
business as (dBb/o) (IY Applicable) have
executed and am bound by the terms of the bid to which this attestation is attached.
IN WITNESS WHEREOF, / have hereunto set my hand this . day of
Signed:
Print:
STATE OF )
)GG:
COUNTY OF
The foregoing instrument was acknowledged before me this day of .
20 . by .voho hapersonally known tonneorwho has
produced as iderdUUC8tk}n and who (did /did not) take an
SIGNATURE OFNOTARY PUBLIC
STATE (JFFLORIDA
PRINTED, STAMPED {}RTYPED
NAME OFNOTARY PUBLIC
City mMiami Page25
Bid No. ��-03x
4.2. BID FORM
Bidders shall provide pricing on all items reflected below. These are estimates only and no guarantees
are either expressed or implied. Failure to provide prices for each item shall deem your bid non-
responsive. Award of this contract will be made to the lowest responsible and responsive bidder who bids
on all items and whose bid offers the overall lowest price when Item I plus the aggregate of Item 2
through Item 17 are added together to determine the lowest responsive, responsible bidder
ITEMS BID MUST MATCH SPECS REQUIRED.
CITY REVERVES THE RIGHT TO MAKE THAT
DETERMINATION.
item # Description of Service
1) Unit Storage Cost
Controlled Environment
b. Vault
Total Storage Cost ( Item 1)
2) Pick - Up Fee (from City location)
3) Delivery to City location
4) Retrieval
5) Re -Filing
6) Customer Pick -Up
7) Emergency Delivery (2 hours)
8) New Accessions
Less than 500 boxes annually:
b. 500 or more boxes annually:
9) Disposal Destruction
a. Less than 500 boxes annually:
b. 500 or more boxes annually:
10) Permanent Removal
a. Less than 500 boxes annually:
b. 500 or more boxes annually:
Unit Cost per
Est. Qtv UIM Month
Cubic
22,000 Foot X 12
Cubic
1,000 Foot X 12 $
Cubic
Box Foot
Cubic
Box Foot
Cubic
Box Fool
Cubic
Box Foot
Cubic
Box Foot
Cubic
Box Fool
Cubic
Box Foot
Cubic
Box Foot
Cubic
Box Foot
Cubic
Box Foot
Cubic
Box Foot
Cubic
Box Foot
Annual Cost
X 12 $
X12
X12 $
X 12 $
X 12 $
X12
X 12 $
X12 $
City of Miami Page 26
Bid No. 04-06-033
Cubic
11) New boxes, incl. delivery Box Foot
(approx. 1000 boxes annually)
Per
12) Data entry of information from Page
accessions to computer inventory report
Cubic
13) Packing records into new boxes Foot
14) Research for a stored document(s) Request
X 12 $
15) Photocopies of retrieved document(s)
a. 1`` Page Page $,
b. Each additional page Page
16) Facsimile transmission of retrieved document(s)
a, 1s' Page Page
b. Each additional page Page
$
17) Changes/Deletions/Adds to computer inventory report
a. Change(s) to previously entered data Page $
b. Permanent deletion of a previously retrieved box Box
c. Transfer of box data between sub accounts Page $
d Add(s) to report Page $
Total Cost Item 2 -17
TOTAL COST ALL ITEMS (Items 1 — 17)
Additional Charges other than those reflected above.
List each service and respective charge for each, if applicable.
LIMITATIONS/VARIANCES TO THE ABOVE ITEMS:
City of Miami Page 27
Bid No. 04-06-033
NOTE: ( HEREBY CERTIFY AND AFFIRM BYSIGNING BELOW MYCOMPLIANCE WITH FLORIDA
ADMINISTRATIVE CODE RULES |B-24AND |B-2GP.A.C.AND CHAPTERS 113AND 257OFTHE
FLORIDA STATUTES. FAILURE TO COMPLY WILL AUTOMATICALLY RESULT IN IMMEDIATE
TERMINATION OFTHE CONTRACT, |FYOU ARE THE SUCCESSFUL AWARDED BIDDER.
NAME 0FBIDDER:
PHYSICAL LOCATION 0F
FACILITY. -
SOCIAL SECURITY OR FEDERAL EMPLOYER I.D. NUMBER:
OCCUPATIONAL LICENSE N0.: EXPIRES:
(Copy of Occupational License to be provided with Bid)
TELEPHONE #:
EMAIL ADDRESS:
SIGNATURE:
DATE:
TITLE:
FAILURE TOCOMPLETE, SIGN, AND RETURN THIS FORM AND ALL OTHER REQUIRED
DOCUMENTS SHALL DEEM YOUR BID NON -RESPONSIVE.
City mMiami Pago 28
Bid No. o*-06-033
4.3. Bid Response Form - Qualification Statement (Page 1 of 2)
INSTRUCTIONS:
This questionnaire is to be included with your bid. Do not leave any questions unanswered. When the question
does not apply, write the word(s) "None", or "Not Applicable", as appropriate. Please print.
COMPANY NAME:
COMPANY OFFICERS:
President
Secretary
COMPANY OWNERSHIP:
Vice President
Treasurer
LICENSES:
1. County or Municipal Occupational License No.
(attach copy with bid)
2. Occupational License Classification
% of ownership
% of ownership
% of ownership
% of ownership
3. Occupational License Expiration Date:
4. Metro -Dade County Certificate of Competency No.
(attached copy if requested in Bid or RFP)
5. Social Security or Federal I.D. No.
EX PERI ENCE:
6. Number of Years your organization has been in business:
7. Number of Years experience BIDDER/PROPOSER (person, principal of firm, owner) has had in operation
of the type required by the specifications of the Bid or RFP:
8. Number of Years experience BIDDER/PROPOSER (firm, corporation, proprietorship) has had in
operation of the type required by the specifications of the 13id or RFP:
City of Miami Page 29
Bid No. 04-05-033
Bid Response Form — Qualification Statement (Page 2 of 2)
9. Experience Record: List references who may be contacted to ascertain information on past and/or present
contracts, work, jobs, that BIDDER/PROPOSER has performed of a type similar to that required by
specifications of the City's Bid or RFP with whom you have done business with in the past three (3) years:
FIRM NAME/ADDRESS
CONTRACT DATE DESCRIPTION OF CONTRACT
CONTACT PERSON: PHONE NO.:
FIRM NAME/ADDRESS
CONTRACT DATE DESCRIPTION OF CONTRACT
CONTACT PERSON: PHONE NO.:
M NAME/ADDRESS
CONTRACT DATE DESCRIPTION OF CONTRACT
CONTACT PERSON: PHONE NO.:
FIRM NAME/ADDRESS
CONTACT PERSON:
CONTRACT DATE DESCRIPTION OF CONTRACT
PHONE
FAILURE TO FULLY COMPLETE, AND RETURN THIS FORM MAY DISQUALIFY YOUR 131
City of Miami Page 30
Bid No. 04-05-033
4.4. M1NORITY/WOMEN BUSINESS AFFAIRS REGISTRATION AFFIDAVIT
Please Check One Box Only [1 Hispanic [ Female [] Black ] Not Applicable
If business is not 51% minority/female owned , affidavit does not apply. If not applicable, notarization is not required.
I (\Ve), the undersigned agree to the following conditions:
1) that we have read Section 2.25 of the General Terms and meet the fifty-one percent (51%) ownership and
management requirement for minority/women registration status and will abide by all of the policies and
regulations governing the City of Miami Minority and Women Business Enterprise Procedures;
2) that if at any time information submitted by the undersigned applicant in his/her Bidder Application should
prove to be false, inaccurate, or misleading, applicant's name will be struck from the City of Miami's
Master Bidder list with no further consideration given to this applicant;
3) that the City of Miami maintains the right, through award of bid/contract, to revoke the award, should it be
found that false, inaccurate or misleading information or a change in the original information have
oecurred;
4) to notify the City of Miami within thirty (30) days of any change in the firrn's ownership, control,
management or status as an ongoing minority/women business concern as indicated on the Bidder
Application, and that the City of Miami, upon a finding to the contrary, rnay render a firm's registration
with the City null and void and cease to include that firm in its registered list of minority and women -
owned businesses;
5) that the City of Miami has a right to diligently verify all information submitted by applicant in his/her
Bidder Application to monitor the status of the Minority/Women Business Enterprise, once registered;
6) that the City of Miami may share a firm's registration information concerning its minority/women status
and its capability with other municipal or state agencies for the sole purpose of accessing the firm to their
procurement opportunities, unless otherwise specified by the firm in writing.
1 (We) certify under the penalties of perjury that the information contained in any and all application documents
submitted to the City of Miami is correct as per Ordinance No. 10062 as amended.
Firm Name:
(If signing as a corporate officer, kindly affix corporate seal)
(Name, Title & Date)
(Name, Title & Date)
This application must be signed by at least one general partner of a partnership or the proprietor of a sole
proprietorship or all partners of a joint venture.
COUNTY, SS
COUNTY OF DADE
That:
NOTARIZATION
Date:
personally appeared before me and
acknowledged the foregoing instrument as his/her act and deed.
That he/she has produced as identification.
NOTARY PUBLIC:
My Cominission Expires:
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY THIS BID.
Gay of Miami Page 31
Bid No. 04-05-033
4.5. SAMPLE OF AFFIRMATIVE ACTION POLICY for EQUAL EMPLOYMENT
OPPORTUNITY
AFFIRMATIVE ACTION/
EQUAL EMPLOYMENT OPPORTUNITY - POLICY STATEMENT
ft is the policy of (Company Name) to base its hiring and promotions on merit, qualifications and competency and
that its personnel practices will not be influenced by an applicant's or employee's race, color, place of birth,
religion, national origin, sex, age, marital status, veteran and handicapped status.
One of the management duties of all principals at (Company Name) is to ensure that the following personnel
practices are being satisfied:
I . Take every necessary affirmative action to attract and retain qualified employees, regardless of race, color,
place of birth, religion, national origin, sex, age, marital status, veteran and handicapped status.
2. Maintain equitable principles in the recruitment, hiring, training, compensation and promotion °employees.
3. Monitor and review personnel practices to guarantee that equal opportunities are being provided to all
employees, regardless of race, color, place of birth, religion, national origin, sex, age, marital status, veteran
and handicapped status.
(Company Name) is committed to take affirmative action and aggressively pursue activities that will serve to
enable all employees and applicants opportunities available throughout this organization.
Clearly, the above actions cannot be accomplished as a secondary duty for any individual, despite the full support of
management. And so, to monitor our efforts, (Company Name) has assigned one of its principals as the
Affirmative Action Director to monitor all activities of this program.
Employees may contact (Name of assigned principal) at (telephone number) regarding this Affirmative Action
Policy.
DATE:
(SIGNATURE/TITLE):
FAILURE To COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY THIS ID.
City of Miami Page 32
Bid No. 04-05-033
4.6. OFFICE LOCATION AFFIDAVIT
Please type or print clearly. This Affidavit must be completed in full, signed and notarized ONLY if your office is located within the
corporate limits of the City of Miami.
Legal Name of Finn:
Entity Type: (check one box only) 1_1 Partnership
0 Sole Proprietorship Corporation
Corporation Doc. No: Date Established:
Occupational License No: Date of Issuance:
Office Location of the bidder/proposer:
PRESENT
Street Address:
City:
State:
Flow long at this location:
PREVIOUS
Street Address:
City: State
}low long at this location:
According to Ordinance No. 12271 (Section 18-85):
The City Commission may offer to a responsible and responsive local bidder, who maintains a Local Office, the opportunity of accepting a bid at
the low hid amount, if the original bid amount submitted by the local vendor is not more than ten percent (IWO in excess of the lowest otlitr
responsible and responsive bidder,
The intention of this section is to benefit local bona fide bidders/proposers to promote economic development within the corporate limits
of the City of Miami.
twit) certify, under penalty of perjury, that the office location of our firm has not been established with the sole purpose of obtaining the
advantage granted bona tide local biddcrs/proposers by this section.
Authorize Signature
Print Name
Title
Authorize Signature
Print Name
Title
(Most be signed by the corporate secretary of a Corporation or one general partner of a partnership or the proprietor of a sole proprietorship or all
partners of a joint venture.)
STATE OF FLORIDA, COUNTY OF DADE
Personally known to mc, or
Subscribed and Sworn before me that this is a true statement this day of 199 , .0 Produced identification:
Notary Public, State of Florida My Commission expires
Printed name of Notary Public
Please submit with your bid copies of Occupational License, professional and/or trade License to verify local status. The City of Miami
also reserves the right to request a copy of the corporate charter, corporate income tax filing return and any other documents(s) to verify
the location of the firm's office.
City of Miami Page 33
Bid No. 04-05-033
4.7. STATEMENT OF NO BID
NOTE: If you do not intend to submit a bid on this commodity or service, please return this form in the bid
envelope on or before bid opening. Failure to submit a response after three (3) times without a sufficient
justification of "No Bid" will be cause for removal from the vendor/bidder's list.
Office of the City Clerk
3500 Pan American Drive
Miami, FL 33131-5504
We, the undersigned, have declined to submit a bid on your Bid No. 04-05-033 for COMMERCIAL, RECORDS
MANAGEMENT SERVICES - CITYWIDE for the following reasons:
_Specifications too "tight", i.e., geared toward one brand or manufacturer only (explain below).
Insufficient time to respond to the Invitation for Bids
We do not offer this product or service.
Our schedule would not permit us to perform.
We are unable to meet specifications.
We are unable to meet bond requirements.
Specifications are unclear (explain below).
We are unable to meet insurance requirements.
Remove us from your bidders' list for this commodity or service.
Other (specify below).
Remarks:
We understand that if this statement is not completed and returned, our company may be deleted from the City of
Miami bidders' list for this commodity or service.
Company Name:
Signature:
Title:
Telephone:
Date:
A completed vendor application should be returned with this form if vendor has not previously submitted an
application and secured a vendor number from the City.
City of Miami
Bid No. 04-05.033
Page 34
4.8. STATEMENT OF INTENT TO COMPLY WITH ORDINANCE NO. 1003
Bidder certifies that (s)he has read and understood the provisions of City of Miami Ordinance No. 10032, pertaining
to the implementation of a "First Source Hiring Agreement".
Bidder will complete and submit the following questions as part of the IFB. Evaluation of bidder's responsiveness
to Ordinance No. 10032 may be a consideration in the award of a contract.
Violations of this Ordinance may be considered cause for annulment of a contract between the successful bidder and
the City of Miami.
A. Do you expect to create new positions in your company in the event your company was awarded this contract
by the City?
Yes " No
B. In the event your answer to Question "A" is yes, how many new positions would you create to perform this
work?
C. Please list below the title, rate of pay, summary of duties, number of positions, and expected length or duration
of all new positions which might be created as a result of this award of contract.
4)
5)
7)
EXPECTED
RATE OF PAY NUMBER OF LENGTH OR
TIONS_
8)
(Use additional sheets if necessary)
COMPANY NAME:
SIGNATURE/TITLE: DATE:
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY THIS 13JD.
City of Miami Page 35
Bid No. 04-05-033
4.9. (Intentionally Left Blank)
City of Miami Page 36
Bid No. 04-05-033
5.0 BID RESPONSE CHECK LIST
This checklist is provided to help you conform to all requirements stipulated in this I FB.
1. Bid Certification Form (Form 4.1j
This form must be completed and signed to validate your bid
2. Bid Form- (Form 4.2.)
This form must be completed and signed by bidder
3. Bidder Qualification Statement (Form 4.3.)
This form should be completed in its entirety bzverify the capability of
bidder toperform/deliver the services/goods specified inthe \FB
4. Minority/Women Business Affairs Registration Affidmvit, if
applicable (Form 4.4.)
Must be completed only if one or more of the owners in the business
enterprise is at least 51% owned by a Black, Hispanic or Female.
5. Affirmative Action Policy for Equal Employment Opportunity
(Fonn4.S.)
Should be completed by Bidder.
S. Office Location Affidavit, ifapplicable (Form 4.G.)
Section 18'86 of City Ordinance No. 12271, states that the City
Commission may offer toa responsible and responsive bidder, who
maintains o Local Office, the opportunity ofaccepting a bid at the low
bid amoun1, if the original bid amount submitted by the local vendor is
not more than ten percent (10%) in excess of the lowest other
responsible and responsive bidder. (Must basigned and notarized by
the |noa| bidder, only for use in attesting office location). The City
reserves the right toverify local status.
7. Statement of No Bid, only if applicable (Form 4.7.)
If you do not intend to submit a bid on this commodity or uemioo.
please return this form inthe bid envelope onorbefore bid opening. If
the "Statement of No BkJ^ form is not completed and returnod, your
company may be deleted from the City of Miami bidder's list for this
commodity orservice.
8. Statement ofCompliance with Ordinance 10032(Form 4.8.)
This form must becompleted and signed bybidder
9. Copy mfOccupational License
Copy to be included by bidder,
Required tobo
Submitted with
Bid
Yes E No El
Yes 0 No F1
Yes 0 No F1
Yes M No El
Yes 0 No El
Yes M No F-1
TO BE SUBMITTED AS PART OF YOUR BID RESPONSE.
City mMiami mme37
Bid No. ��-03o