HomeMy WebLinkAboutInvitation for BidM IAM I-DADE
COUNTY
BID NO.:6524-4/10-OTR 1
OPENING: 2:00 P.M.
WEDNESDAY
October 12, 2005
MIAMI-DADE COUN'IY, FLORIDA
INVITATION
TO BID
TITLE:
TRANSLATING AND INTERPRETING SERVICES
FOR A PERIOD OF ONE (1) YEAR WITH COUNTY OPTION TO RENEW FOR
FOUR (4) ADDITIONAL ONE (1) YEAR PERIODS
THE FOLLOWING ARE REQUIREMENTS OF THIS BID, AS NOTED BELOW:
BID DEPOSIT AND PERFORMANCE BOND:
CATALOGUE AND LISTS:
CERTIFICATION:
EQUIPMENT LIST:
EXPEDITED PURCHASING PROGRAM (EPP)
INDEMNIFICATION/INSURANCE•
LIVING WAGE:
PRE -BID CONFERENCE/WALK-THRU:
MEASURES: See Sect. 2/ Para. 2.2
SAMPLES/INFORMATION SHEETS.
SECTION 3 — MDHA•
SITE VISIT/AFFIDAVIT:
USER ACCESS PROGRAM: See Sect.2/ Para. 2.21
WRITTEN WARRANTY:
FOR INFORMATION CONTACT:
Martha Perez at 305-375-3248 or at mdperez@miamidade.gov
IMPORTANT NOTICE TO BIDDERS:
MIAMI-DADE COUNTY
DEPARTMENT OF PROCUREMENT MANAGEMENT
BIDS AND CONTRACTS DIVISION
FAILURE TO COMPLETE THE CERTIFICATION REGARDING LOCAL PREFERENCE ON
PAGE 12 OF SECTION 4, BID SUBMITTAL FORM SHALL RENDER THE VENDOR
INELIGIBLE FOR LOCAL PREFERENCE
FAILURE TO SIGN PAGE 12 OF SECTION 4, BID SUBMITTAL FORM WILL RENDER
YOUR BID NON -RESPONSIVE
Formatted: Normal
MIAMI-DADE COUNTY, FLORIDA
INVITATION TO BID
Bid Number: 6524-4/10-OTR
Title: TRANSLATING AND INTERPRETING SERVICES Formatted: Normal, Centered
Sr. Procurement Contracting Agent: Martha Perez
Bids will be accepted until 2:00 p.m. on October 12, 2005
Bids will be publicly opened. The County provides equal access and does not discriminate
on the basis of disability in its programs or services. It is our policy to make all
communication available to the public, including those who may be visually or hearing
impaired. If you require information in a non-traditional format please call 305-375-5278.
Instructions: Each Bid submitted to the Department of Procurement Management shall
have the following information clearly marked on the face of the envelope: the Bidders
name, return address, Bid number, opening date of the Bid and the title of the Bid.
Included in the envelope shall be an original and three copies of the Bid Submittal, plus
attachments if applicable. Failure to comply with this requirement may result in your Bid
not being considered for award.
All Bids must be submitted in a sealed envelope or container and will be opened promptly
at the time indicated in this solicitation document. Any Bid received after the first Bid has
been opened will be returned to the Bidder unopened. The County does not accept
responsibility for delays, natural or otherwise.
NOTICE TO ALL BIDDERS: FAILURE TO SIGN THE BID SUBMITTAL FORM
WILL RENDER YOUR BID NON -RESPONSIVE.
THE BID SUBMITTAL FORM CONTAINS IMPORTANT CERTIFICATIONS THAT
REQUIRE REVIEW AND COMPLETION BY ANY VENDOR RESPONDING TO THIS
SOLICITATION
MIAMI-DARE COUNTY BID NO.:6524-4/10 'TR
SECTION 1
GENERAL TERMS AND CONDITIONS
1.1. DEFLYITIONS
Bid - shall refer to any offers) submitted in response to this solicitation.
Bidder - shall refer to anyone submitting a Bid in response to this
solicitation.
Bid SoWitatlon - shall mean this solicitation documentation, including
any and all addenda
Bid Submittal Foram - defines the requirement of items to be
purchased, and must be completed and submitted with Bid. The Bidder
should indicate its name in the appropriate space on each page.
County - shall refer to Miami -Dade County, Florida
DPM - shall refer to Miami -Dade Comity's Department of Procurement
Management, Bids and Contracts Division.
Enrolled Vendor - EFFECTIVE JULY 8, 2002, shall refer to a firm
that has completed the necessary documentation in order to receive Bid
notifications from the County, but has not yet registered
Registered Vendor - shall refer to a farm that Isar completed the Miami -
Dade County Business Entity Registration Application and her satisfied
all requirements to enter in to business agreements with the County.
For ddIdoonl information about on-line vendor enrolment or
vendor registration contact the Vendor Assistance Unit at 111 N.W.
1" Street, 13' Floor, Miami. FL 33128, Phone 305375-5773.
EFFECTIVE JUI,Y 1, 2002, vendors wMB be able to enroll and
register online by visiting ow web site at httpJ/miamldde.rov and
dick on "Business".
1.2. DNSTRUCT1ONS TO BIDDERS
A. Bidder Qualification
It is the policy of the Canty to 'encourage fish and open competition
among all available qualified vendors All vendor regularly engaged in
the type of work specified its the Bid Solicdatioo are encouraged to
submit Bids. Vendors may enroll with the County to be included on a
mailing list for selected categories of goods and services To be eligible
for award of a contract (including small purchase orders), Bidders must
complete a "Miami -Dade County Business Entity Registration
Application". Only Registered Venders an be awarded County
contracts. Vendors are encouraged to register with the County anytime
by contacting the Vendor Information Center at 305-375-5287. The
Comity endeavors to obtain the participation of all qualified minority
and disadvantaged business enterprises For information and to apply for
certifecation, contact the Department of Business Development at 111
N.W. 1 Street, IS" Floor, Miami, FL 33128-1844, or telephone at 305-
375-3111. County employees wishingto do business with the County
are referred to Section 2-11.1(d) of the Miami -Dade County Code.
B. Vendor Registration
To be recommended far award the County requires that vendors
complete a Miami -Dade County Business Entity Registratioo
Application with all required disclosure affidavits. The Miami -Dade
County Business Entity Registration Application must be returned to the
Department of Procurement Management (DPM), Bids and Contracts
Division within Fourteen (14) days of notification of the intent to
recommendfor award. In the even the Miami -Dade County Business
Entity Registration Applicatioa is not properly completed and returned
within the specified time, the Couoty may award to next lowest
responsive Bidder. The Bidder is responsible for obtaining the Miami.
Dade County Business Entity Registration Application and MI affidavits
by downloading from DPM's website at httoirmiamidade.ltov and click
ern "Business" or from the Vendor Assistance Unit at III N.W. 1"
Street, Miami, FL In becoming a Registered Vendor with Miami -Dade
County, the vendor conforms its knowledge of and commitment to
comply with the following:
1. Disclosure of Employment - pursuant to Section 2-8.1(d) of the
County Code.
2. Disclosure of Ownership Affidavit - pursuant to Section 2-8.1(d)
of the County Code.
3. Drug•Free Affidavit - pursuant to Section 2.8.1.2(b) of the County
Code.
4. W.9 and 8109 Forms - The vendor must furnish these forms as
required by the Internal Revenue Service.
5. Social Security Number - The vendor must provide a copy of the
primary owner's social security card if the social security number
is being used in lieu of the Federal Identification Number
(F.E.I.N.).
6. Americus with Disabilities Act (AD.A) Affidavit - It is the
policy of the County to comply with all requirements of County
Resolution RI82-00 and the A.D.A
7. Collection of Fees, Taxes and Parking Tickets Affidavit - pursuant
to Section 2-8.1 (c) of the County Code.
8. Conflict of Interest and Code of Ethics - pursuant to Sections 2-
8.1(i) and 2.11.1(b) (1) through (6) and (9) of the County Code and
County Ordinance No. 00-1 amending Section 2-11.1(c) of the
County Code.
9. Code of Business Ethics - pursuant to Section 2-8.1(i) of the
Canty Code.
10. Debarment Dislosre Affidavit - pursuant to County Coda 10-38.
11. Office of the Inspector General Pursuant to Section 2-1076 of the
County Code.
12. Minority and Disadvantaged Business Enterprises. The County
endeavors to obtain the participation of all minority and
disadvantaged business enterprises pursuant to Sections 2-8.2, 2-
8.2.3 and 2.8.7-4 of the County Code and Title 49 of the Code of
Federal Reguiatiom.
13. Individuals and Emtilia Doing Business with the County not
current in their obligations to the County - pursuant to Sections 2-
8.1 (h) and 2.11.1(bX8) of the County Code.
14. NoodiscrinLrion pursuant to Section 2-8.1.5 of the County Code.
15. Family Leave - Pursuant to Section 1IA-30 of the County Code.
16. Laving Wage - Pursuant to Section 2-8.9 of the County Code.
17. Domestic Leave - Pursuant to Section 11 A60 of the County Code.
18. Antitrust Laws - By acceptance of any contract, the vendor agrees
to comply with all antitrust laws of the United Stales and the State
of Florida
C. PUBLIC ENTITY CRIMES
To be eligible for award of a contract, firms wishing to do business with
the County must comply with the following:
Pursuant to Section 287.133(2Xa) of the Florida Statutes, a penon'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 coutract
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 teases of real
property to a public amity; may not be awarded or perform work as a
contractor, supplier, subcontractor, or consu1Iant under a contract with
any public entity, and may not transact business with any public entity in
excess of the threshold amount provided in Section 287.017 of the
Florida Statutes, for CATEGORY TWO for a period of 36 months from
the date of being placed on the convicted vendor list
D. Request for Additional Information
1. Pursuant to Section 2.11.10). of the County Code, all Bid
Solicitations, ooce advertised and until an award recommendation
has been forwarded to the appropriate authority are under the
"Cone of Spence". Any communication or inquiries, except for
clarification of process or proCedsre already contained in the
solicitation are to be spade in writing to the ameotion of the
Proosrement Agent identified onthe from page of the solicitation.
Such inquiries or request for information shall be submitted to the
procurement agent in writing and shall contain the requester's
name, address, and telephone Dumber. If transmitted by facsimile,
the request should also include a cover shed with Bidder's
facsimile Dumber. The requeslor must also file a copy of this
written request with the Cleric of the Board, 111 NW 1" Street, 17'
Floor, suite 202, Miami, Florida 33128.1983 or email
clerkbcc(dmiamidad e. Roy.
2. The Department of Procurement Management may issue an
addendum in response to any inquiry received, price to Bid
opening, which changes, adds to or clarifies the tern°, provisions
Revised 06/07/05
MIAMI-DADE COUNTY BID NO.:6524-4/10 TR
.SECTION 1
GENERAL TERMS AND CONDITIONS
or requirements of the solicitation. The Bidder should not rely on
any representation, statement or explanation whether written or
verbal, other than those made in this Bid Solicitation document or
in any addenda issued Where there appears to be a conflict
between this Bid Solicitation and any addenda, the last addendum
issued shall prevail.
3. It is the Bidder's responsibility to ensure receipt of all addenda,
and any accompanying documentation, The Bidder is required to
submit with its Bid a signed "Acknowledgment of Addeoda" form,
when any addenda have been issued
E. Contents of Bid Solicitation and Bidden' Responsibilities
•is - it ia':f;e resiiwisibifit of thz. aid -ts ScM,-.a • "err`=i f_-..:l:a:
with the Bid requirements, terms and conditions of this solicitation.
Pleas of ignorance by the Bidder of cooditions that exist or that
may exist will not be accepted as a basis for varying the
requuemeots of the County, or the compensation to be paid to the
Bidder.
2. This solicitation is subject to all legal requirements contained in
the applicable County Ordinances, Administrative Orders, and
Resolutions, as well as all applicable State and Federal Statutes.
Where conflict exists between this Bid Solicitation and these legal
requirements, the authority shall prevail in the following order:
Federal, State and local.
3. It is the responsibility of the Bidder/Proposer, prior to conducting
any lobbying recordsnt this solicitation to file the appropriate
form with the Clerk of the Board squat that a particular
lobbyist is authorized to represent the Bidder/Proposer. The
Bidder/Proposer shall also file a form with the Clerk of the Board
at the point in time at which a lobbyist ism longer authorized to
represent said Bidder/ Proposer. Failure of a Bidder/Proposer to
file the appropriate form. required, in relation to each solicitation,
may be considered as evidence that the Bidder/Proposer is not a
responsible contractor.
F. Change or Withdrawal of Bids
1. - Changes to Bid • Prior to the scheduled Bid opening a Bidder may
change ite Bid by submitting a new Bid, (ea indicated on the cover
page) with a letter in writing on the firms letterhead, signed by an
authorized agerd stating that the new submittal replaces the
original submittal. The new submittal. shall contain the letter and
all information as required for submitting the original Bid. No
changes to a Bid will be accepted after the Bid has been opened
2. Withdrawal of Bid - A Bid shall be irrevocable unless the Bid is
withdrawn as provided hoein. Only written a letter received by
the DPM Bids and Contracts Division prior to the Bid opening date
may withdraw a bid A bid may also be withdrawn ninety (90)
days after the Bid has been opened and prior to award, by
submitting a letter to the contact person identified oo the front
rover of this Bid Solicitation. The withdrawal letter must be on
company letterhead and signed by an authorized agent of the
Bidder.
G. Conflicts within The Bid Solicitation
Where there appears to be a conflict between the General Tams
and Conditions, Special Conditions, the Technical Specifications,
the Bid Submittal Section, or any addendum issued, the order of
precedence shall be the last addendum issued, the Bid Submittal
Section, the Technical Specifications, the Special Conditions, and
then the General Terms and Condition.
H.
1.
Prompt Payment Terns
h is the policy of Miami•Dade County that payment for all
purchases by County agencies and the Public Health Trust shall be
made in a timely manner and that interest payments be made out
late payments. In accordance with Florida Statures, Section 218.74
and Section 2-8.1.4 of the Miami -Dade County Code, the time at
which n payment shall be due from the County or the Public Health
Trust shall be forty-five (45) days from receipt of a proper invoice.
The time at which payment shall be due to small businesses shall
be thirty (30) days from receipt of a proper invoice. All payments
due from the County or the Public Health Trust, and not made
within. the time specified by this section, shall bear interest from
thirty (30) days after the due dale at the rate of one percent (1%)
per month on the unpaid balance. Further, proceedings to resolve
disputes for payment of obligations shall be concluded by final
written decision of the County Manager, of lus or her designee(s),
not later than sixty (60) days after the data on which the proper
invoice was received by the County or the Public Health Trust
2. The Bidder may offer cash discounts for prompt payments;
however, such discounts will not be considered in determining the
lowest price during bid evaluation. Bidders are requested to
przsicte ,w._w _ _ ,t..!pact viA.A ,._ the Bid
submnnal signature page of the solicitation
1.3. PREPARATION OF BIDS
A. The Bid submittal form defines requirements of items to be
purchased, and mitt be completed and submitted with the Bid Use
of any other form will result in the rejection of the Bidder's offer.
B. The Bid submittal form must be legible. Bidders shall use
typewriter, computer or ink. All changes must be crossed out and
initialed in idk. Failure to comply with these requirements may
cause the Bid to be rejected
C. An authorized agent of the Bidder's firm must sign the Bid
submittal. form. FAILURE TO SIGN THE BID SUBMITTAL
FORM SHALL RENDER THE BUS NON -RESPONSIVE.
D. The Bidder may be considered non -responsive if bids are
conditioned to modifications, changes, or revisions to the terms
and conditions of this solicitation
E. The Bidder may submit alternate Bici(sy for the same solicitation
provided that such offer is allowable under the tetsni and
conditions The alternate Bid must meet err exceed the minimum
requirements and be submitted oo a separate Bid submittal marked
"Alternate Bid":
P. When there is a disaepaocy between the unit pricy and any
extended prices, the unit prices will prevail.
1.4. CANCELLATION. OF BID SOLICITATION
Miami -Dade Canty reserves the right to cancel. in whole or in part, any
Invitation to Bid when it is in the best interest of the County.
13 AWARD OF BID SOLICITATION
A This Bid may be awarded to the responsible Bidder meeting all
requiemets as set forth in the solicitation. The Ceara), reserves
the right to reject any and all Bids, to waive irregularities or
technicalities and to re -advertise for all or any partofthis Bid.
Solicitation as deemed in is best interest The County shall be the
sole judge of its best interest
B. When there are multiple line items in a solicitation, the County
reserves the right to award on an individual item basis, any
combination of items, total low Bid or in whichever manner
deemed in the best interest of the Corny.
C. The County reserves the right to reject any and all Bids if it is
determined that prices are excessive, best offers are determined to
be unreasonable, or it is otherwise determined to be in the
Comity's best interest to do so.
D. The County reserves the right to negotiate prices with the low
bidder, provided that the scope of work of this solicitation remains
the same.
E. Award of this Bid Solicitation will only be made to firtro that have
completed the Miami -Dade County Business Entity Registration
Application and that satisfy all necessary legal requremer s to do
business with Miami -Dade County. Firms domiciled in Miami -
Dade County must present a copy of their Miami -Dade County
issued Occupational license.
F. Pursuant to County Code Section 2-8.1(g), the Bidder's
performance as a prime contractor or subcontractor on previous
County onntraets shall be taken into account in evaluating the Bid
received for this Bid Solicitation.
G. To obtain a copy of the Bid tabulation Bidder(s) shall enclose an
Revised 06/07/05
MIAMI-DADE COUNTY
BID NO.:6524-4/1r 'TR
SECTION 1
GENERAL TERMS AND CONDITIONS
appropriately sized self-addressed stamped envelope. Bid results
will not be given by telephone or facsimile. Please allow ten (10)
calendar days after Bid opening for mailing.
IL The Bid Solicitation. any addenda and/or properly executed
modifications, the purchase order, and any change order(s) shall
constitute the contract.
L In accordance with Resolution R-157488 the Director of Bids and
Contracts Division will decide all tie Bids.
J. Award of this Bid may be predicated on compliance with and
submittal of all required documents as stipulated in the Bid
Solicitation
1.6. CONTRACT EXTENSION
A. The County reserve, the right to exercise ice option to extend a
contract for up to one hundred-cig)dy (180) calendar days beyond
the current contract period and will notify the contractor in writing
of the extension.
B. Thu contract may be extended beyond the initial one hundred.
eighty (180) day extension period upon mutual agreement between
the County and the successful Bidder(s) upon approval by the
Board of County Commissioners.
1.7. WARRANTY
All warranties, express and implied shall be made available to the
County for goods and services covered by this Bid Solicitation. All
goods furnished shall be fully guaranteed by the successful Bidder
against factory defects and workmanship. At no expense to the County,
the successful Bidder shall correct any and all apparent and latent
defects that may ocaw within the manufacturer's standard warranty.
The Special Conditions of the Bid Solicitation may supersede the
manufacturer's standard warranty.
1.& ESTIMATED QUANTITIES
Estimated quantities or dollar are. for Bidder's guidance only: (a)
estimates are loved on the County's anticipated needs and/or usage
during a previous contract period • and: (b) the County rnsy use these
estimates to determine the low Bidder. Estimated quantities do not
contemplate or include possible additional guaranies that may be
ordered by other governs t quasi -government or non-profit entities
utilizing this contract under the Joint Purchase portion of the County
User Areas Program (UAP) described in -Section 2.21 of this contract
solicitation and the resulting contract, if that section is pruerd in this
solicitation document No guarantee is expressed or implies as to
quantities or dollars that will be used during the contract period The
County is not obligated to place my order. for the given amount
subsequent to the award of this Bid Solicitation.
1.9. NON -EXCLUSIVITY
It is the intern of the County to enter into an agreement with the
successful Bidder that will satisfy its needs as describe herein
However, the County reserves the right as deemed in its best interest to
perform, or case to be performed the work and services, or any portion
thereof heroin described in any mamter it saes fit, including bid not
limited to: award of other contracts, use of any contractor, or perform
the work with its own employets.
1.10. LOCAL PREFERENCE
The evaluation of competitive bids is subject to Section 2-8.5 of the
Miami -Dade County Code, which, except where contrary to federal and
state law, or any other funding source requirements, provides that
preference be given to local businesses. A local business shall be
defined as:
1. a business that has a valid occupational license, issued by
Miami -Dade County at least one year prior to bid or
proposal submission, that is appropriate for the goods,
services or construction to be purchased;
2. a business that bars physical business address located within
the limits of Miami -Dade County from which the vendor
-III-
operates or performs business. Post Office Boxes are not
verifiable and shall not be used for the purpose of
establishing said physical address; and
3, a business that condibutes to the economic development and
well -boring of Miami -Dade County in a verifiable and
measurable way. This may include but not be limited to the
retention and expansion of employment opportunities and
the support and increase in me County's tax base. To satisfy
this requirement, the vendor shall affirm in writing its
compliance with either of the following objective criteria as
of the bid or proposal submission date stated in the
solicitation:
vendor has at least ten (10) permanent full time
employees, or part time employees equivalent to 10
FTE ('Tull -time equivalent" employees working 40
haws per week). that live in Miami -Dade County,. or
at leant 25% of its employees that live in Miami -
Dade County, or
vendor contributes to the County's tax bar a by
paying either real property taxes or tangible personal
property taxes to Mumi•Dade County, or
some other verifiable and measurable contribution to
the ec000rmc development and well-being of Miami -
Dade County.
When the bid from a Miami -Dade local business is within 10% of the
lowest prig submitted by a ram -local business, the local business and
the non -local low bidder shall have the oppa rawly to submit a best and
Baal bid equal to or lower than the amount of the low bid previously•
submitted by the non -local business.
(a)
(b)
(c)
At this time, these is an interloca1 agreement in effect between Miami -
Dade and Broward Counties until September 2005. Therefore, a vendor
which meets the requirements of (1) and (2) above far Broward County
shall be considered a local business pursuant start to this Section.
1.11. CONTINUATION OF WORK
Any work that commences prior to and will extend beyond the
expiration date of the current contract period shall, unless terminated by
mutual written agreement between the County and the successful
Bidder, continue until completion at the same prices, tans and
oonditiona.
1.12. BID PROTEST
A. A recommendation for contract award or rejection of award may
be protested by a Bidder in accodance with the procedures
contained in Section 2.8.3 and 2-8.4 of the County Code, as
amended and as established in Administrative Order No3-21.
B. To initiate a Bid protest, the protesta shall present to the Clak of
the Board a non-refundable filing fear, payable to the Clerk of the
Board, in accordance with the schedule provided below:
Award Amount PBtns Fce
523,0004100,000 5300
S100,0314500,000 51,000
5500,00145 million S3,000
Over S5 million S5,000
In the event a Bidder wishes to protest any part of the General
Conditions, Special Conditions and/or Technical Specifications
contained in the Bid Solicitation it must file a notice of protest in
writing with the issuing department no later than 48 hours prior to
the Bid opening date and hour specified in the solicitation
Failure to fete a timely notice of protest will constitute a waiver of
proceedings.
C. For award recommendations greater than S 100,000 the following
shall apply:
When a letter of intent to award a Bid Solicitation has been
communicated (mail, fixed or entailed) to each competing Bidder
Revised 06/07/05
MIAMI-DADE COUNTY
BID NO.:6524-4/10 TR
SECTION 1
GENERAL TERLVIS AND CONDITIONS
and filed with the Clerk of the Board, a Bidder wishing to protest
said award recommendation sba11 file a protest with the clerk of
the Board within ten (10) working days of the data of award
recommendation letter. Within two (2) days of that filing, the
protester shall provide the County Attorney and each Bidder with
a copy of each document that was tiled with the protest. Failure
to timely file the written protest shall constitute. a waiver of the
right to protest the award recommendation.
D. For award recommendations from S25,000 to S100,000 the
following shall apply:
Each Monday, in the lobby of the Stephen P. Clark Center,
i,v.sted s. 111 N.W. L' Street award rerv,.nmendat'ions are.
potted Participants may also call the Awards line at 305.375-
4724, or 800-510-4724, or the contact person as identified on the
cover page of the Bid Solicitation. Any Bidder wishing to protest
such recommendations shell file a protest with the Clerk of the
Board within five (5) working days of the posting and submit a
S500 non-refundable filingfce.
1.13. RULES, REGULATIONS AND LICENSES
The successful Bidder shall comply with all laws and regulations
applicable to provide the goods and/or services specified in this Bid
Solicitation. The Bidder shall be familiar with all federal, stale and local
laws nut may in affect the goods and/or services offered.
1.14. PACKAGING -
Unless otherwise specified in the Special Conditions or Technical
Specifications, all containers shall be suitable for shipment and/or
storage and comply with Resolution No. 738-92
•
1.1S. SUBCONTRACTING
Unless otherwise.specified in this Bid Solicitation, the nnnr uful Bidder
shall not subcontract any portion of th c work without the prior written
consent of the County. The ability to subcontract may be further limited
by the Special Conditions. Subcontracting without the prior consent of
the County may result in termination of the contras for default. When
Subcontracting is allowed the Bidder shall comply with County
Resolution No. 1634-93, Section 10.34 of the County Code and County
Ordinance No. 97.35.
1.16 ASSIGNMENT •
The successful Bidder shall not assign, transfer, hypothecate, or
otherwise dispose of this contact, including any rights, title a interest
therein, or its power to execute such contract to any person, company or
corporation without the prior written consort of the County.
1.17. DELIVERY
Unless otherwise specified in the Bid Solicitation, prices quoted shell be
F.O.B. Destination. Freight shall be included in the proposed price.
1.18. RESPONSIBILITY AS EMPLOYER
The employee(s) of the Successful Bidder shall be considered to be at all
times its employee(s), and not an employee(s) or agent(s) of the County
or any of its departments. The successful Bidder shall provide
compaent and physically employee(') capable of performing the work
as requited The County may require the eecr.sstul Bidder to remove
any employee it deems unacceptable. All employees of the successful
Biddy shall wear proper identification.
1.19. INDEMNIFICATION
The successful Bidder shall indemnify and hold harmless the Canty
and is officers, employees, agents and instrumentalities from any and all
liability, losses or damages, including attorney's fees and costs of
defense, which the County or as officers, employees, agents or
instrumentalities may inert as a result of claims, demands, suits, causes
of actions or proceedings of any kind or nature arising out of, rr6ung to
or resulting from the performance of the agreement by the aurc osful
Bidder or its employees, agents, servants partners, principals a
subcontractors. The successful Bidder shall pay all claims end losses in
- IV -
connection therewith, and shall investigate and defend all claims, suits
or actions of any kind or none in the name of the County, where
applicable, including appellate proceedings, and shall pay all toss,
judgments. and attorney's fees which may be incurred thereon. The
successful Bidder expressly understands and agrees that any insurance
prtectioo required by this Agreement or otherwise provided by the
successful Bidder shall in no way limit the responsibility to indemnify,
keep and save hamlesa and defend the County or its officers,
employees, agents and instrumentalities as herein provided
110. COLLUSION
Where two (2) or more related parties, u defined herein, each submit a
Aid for env contract, .each Aida dull he nrmrmed to he collusive. The
foregoing presumption may be rebutted by the presentation of evidence
as to the extent of ownership, control and management of such related
parties in preparation and submittal of such Bids Related parties shall
mean Bidder or the principals thereof which have a direct or indirect
ownership interest m another Bidder for the. same contract et in which a
parent company or the principals thereof of one (1) Bidder have a direct
or indirect ownership interest in another Bidder for the same contract
Furthermore, any prier understanding, agreement, or commotion
between two or more corporations, firms, or persons submitting a bid for
the same materials, supplies, services, or equipment shall also be
presumed to be collusive Bids found to be collusive shall be rejected.
Bidders who have been found to have engaged in collusion may be
considered non -responsible, and may be suspended or debarred, and any
contract resulting from collusive Bidding may be terminated for default.
1-21. MODIFICATION OF CONTRACT
The contract may be modified by mutual consent, in writing through the
issuance of a modification to the contract, purchase order, change ads
or award shed, as appropriate.
1.22. TERMINATION FOR CONVENIENCE
The County, at its sole discretion, reserves the right to terminate this
contract without cause upon thirty (30)• days written notice. Upon
receipt of such notice, the successful Bidder shall not incur any
additional costs under this. contract The County shall be liable only for
reasonable costs incurred by the successful Bidder prior to notice of
termination. The County shall be the sole judge of "reasonable costs."
1.23. TERMINATION FOR DEFAULT
The County reserves the right to terminate this contract, in part or in
whole, or place the vendor on probation in the event the successful
Bidder fails to perform in accordance with the terms and oonditiaa
aped herein. The Canty further reserves the right to suspend or debar
the successful Bidder in accordance with the appropriate -County
ordinances, resolutions and/or administrative orders. The vendor will
be notified by letter of the County's intent to terminate. In the event of
termination for default, the County. may procure the required goods
and/or services from any source and use any method deemed in its best
interest. All re -procurement cost shall be bane by the successful
Bidder.
1.24. FRAUD AND MISREPRESENTATION
Pursuant to Section 2.8.1.4 of the Miami -Dade County Code, any
individual, corporation or other entity that attemnpo to meet its
contractual obligations with the Canty through fraud, misrepresentation
or material misstatement, may be debarred for up to five (5) years. The
County as a further sanction may terminate or cancel any other contras
with such individual, corporation or entity. Such individual or entity
shall be responsible for all direct or indirect costs associated with
termination or cancellation, including attorney's fees.
115. ACCESS TO RECORDS
The County reserves the right to require the Contractor to submit to an
audit by Audit and Management Services or otber auditor of the
County's choosing at the Contractor's expense. The Connector shah
provide access to all of is records, which relate directly or indirectly to
this Agreement al its place of business during regular business hours
Revised 06/07/05
MIAMI-DADE COUNTY BID NO.:6524-4/1P 'TR
SECTION 1
GENERAL TERMS AND CONDITIONS
The Contractor shall retain all reoords pertaining to this Agreement and
upon request make them available to the County for throe years
following expratioo of the Agreement. The Contractor agrees to
provide such assistance as may be necessary to facilitate thc review or
audit by the County to ensure compliance with applicable accounting
and financial standards.
1.26' OFFICE OF THE INSPECTOR GENERAL
Miami -Dade County has established the Office of the !bisector General,
which is authorized and empowered to review past, present, and
proposed County and Public Health Trust programs, contracts,
transactions, accounts, records and.. programs. The Inspector General
(IG) hes thc power to subpoena witnesses, admmnirsta oaths, require Inc
production of records and monitor existing projects and programs. The
Inspector General may, ors a random basis, perform audits on all County
contracts. The coo of random audits shall be incorporated into the
oodract price of all contacts and shall be one quarter (1/4) of one (I)
percent of the contract price, except as otherwise provided in Section 2-
1076(cX8) of the County Code.
1.27 PRE -AWARD INSPECTION
The County may conduct a pre -award inspection of the bidder's site or
hold a pre -award qualification hearing to determine if the biddy is
capable of performing the requirements of this bid solicitation.
1.28 PROPRIETARY/CONFIDENTIAL INFORMATION
Bidden are hereby notified that all information submitted as part o1, or
in support of bid submittals will be available for public inspection after
opening of bids in oompliance with Chapter 119 of the Florida Statutes;
popularly know as the "Public Record Law." The bidder shall not
submit any information in response to this invitation. which the bidder
considers to be a trade secret, proprietary or confidentiaL The
submission of any information to the County in connection with this
invitation shall be deemed conclusively to be a waiver of any trade
secret or Aber protection, which would otherwise be available to the
bidder. In the event that the bidder submits information to the County in
violation of this restriction, either inadvertently or intentionally, and
clearly identifies that information in the bid as protected or confidential,
the County shall endeavor to redact and rerun that information to the
bidder as quickly as possible, and if appropriate, evaluate the balance of
the bid. The redaction or return of information ptrsuad to this clause
may render a bid too -responsive.
1.29. HEALTH INSURANCE PORTABILITY AND
ACCOUNTABILITY ACT (HIPAA)
Any person or entity that performs or assists Miami -Dade County with a
function or activity involving the use or disclosure of "individually
identifiable health information (ICI) and/or Protected Health
Information (PIED) shall comply with the Health Insurance Portability
and Accountability Act (HIPAA) of 1996 and the Miami -Dade County
Privacy Standards Administrative Order. HIPAA mandates for privacy,
security and electrode 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 paved non -permitted
disclosures;
3. Reporting to Miami -Dade County of any non -permitted use
or disclosure;
4. Assurances that any agents and subcorinctors 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 PHI available to the customer for review and
amendment; and incorporating any amendments requested
by the customer,
7. Making PHI available to Miami -Dade Courtly for an
accounting of disclosures; and
8. Making internal practices, book, and records related to PHI
available to Miami -Dade County for compliance audits
PHI shall maintain its protected scants regardless of the form and method
of transmission (papa 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
1.3i C+snxf'IIit COlitr ITY TRANSIT SYSTEM SALES SURTAX
When proceeds from the Charter Courtly Transit System Sales Surtax
levied pwsuant to Section 29.121 of the Code of Miami -Dade County
are used to pay for all or some part of the cost of this contract, no award
of a Blanket Purchase Order (BPO) for Transit/Public Works as pert of a
multi -department contract, nor an award of a contract solely for the use
'of Transit/Public Works shall be effective and thereby give rise to a
contractual relationship with the County for Transit/Public Works
purchases unless and until both the following have occurred; 1) the
County Commission award, the contact, and such award becomes final
(either by expiration of 10 days after such award without veto by the
Mayor, or by Commission override of a veto); and, 2) either, ,i) the
Citizens' Independent Transportation Trust (CITT) has approved
inclusion of Transit/Public W aka in this contract, or, i) in response to
the CfT'1's disapproval, the County Commisaioa reaffirms Transit/Public
Work', inclusion in the 000tract by two-thirds (2/3) vote of the
Commission's membership and such reaffirmation becomes final.
131 LOBBYIST CONTINGENCY FEES
A) In accordance with Section 2-11.1(3) of the Code of Miami -Dade
County ty after May, 16, 2003, oo person may, in whole or in part, pay,
give or agree to pay or give a contingency fee to another person. No
person may, in whole or in part, receive or agree to receive a
contingency fee. •
B) A contingency fee is a fee, bonus, commission or non -monetary
benefit as compensation which is dependant on or in any way contingent
upon the passage, defeat, cc modification of. 1) any ordinance,
resolution, action or decision of the County Commission; 2) any action,
decision or recommendation of the County Manager or any Cowry
board or committer, or 3) any action, decision or recommendation of
any County personnel during the time period of the entire decision -
making process regarding such action, decision or recommendation
which forseeably will be heard or reviewed by the County Commission
a a County board or committee.
132 COMMISSION AUDITOR —ACCESS TORECORDS
Pursuant to Ordinance No. 03-2, all vendors receiving an award of the
contract resulting Irons this solicitation will grant access to the
Commission Auditor to all financial and performance related records,
property, and equipment purchased in whole or in part with government
funds
Revised 06/07/05
MIAMI-DADE COUNTY BID NO.:6524-4/10 -r '8
.iECTION 1
GENERAL TERMS AND CONDITIONS
. VI -
Revised 06/07/05
MIAMI-DADE COUNTY BID NO.: 6524-4/' 1TR
SECTION 2
SPECIAL CONDITIONS
2.1 PURPOSE: TO ESTABLISH A CONTRACT FOR THE COUNTY:
The purpose of this Invitation To Bid is to establish a contract for the purchase of
Translating and Interpreting Services in conjunction with the County's needs on an as
needed when needed basis.
2.2 SMALL BUSINESS CONTRACT MEASURES FOR SOLICITATIONS
GREATER THAN $50,000 (Bid Preference)
A Small Business Enterprise (SBE) bid preference applies to this solicitation.
A 10% percent bid preference shall apply to contracts $1 million or less and 5% percent
on contracts greater than $1 million. A SBE/Micro Business Enterprise must be certified
by the Department of Business Development (DBD) for the type of goods and/or services
the Enterprise provides in accordance with the applicable Commodity Code(s) for this
solicitation. For certification information, contact the Department of Business
Development at 305-375-3111 or access www.miamidade.gov/dbd.
The SBE/Micro Business Enterprise must be certified by bid submission deadline, at
contract award and for the duration of the contract to remain eligible for the preference.
2.3 INTENTIONALLY OMITTED
2.4 TERM OF CONTRACT: TWELVE (12) MONTHS
This contract shall commence on the first calendar day of the month succeeding approval
of the contract by the Board of County Commissioners, or designee, unless otherwise
stipulated in the Notice of Award Letter which is distributed by the County's Department
of Procurement Management, Purchasing Division; and contingent upon the completion
and submittal of all required bid documents. The contract shall expire on the last day of
the twelve month period.
2.5 OPTION TO RENEW FOR FOUR (4) ADDITIONAL YEAR(S) (With Price
Adjustment:
The initial contract prices resultant from this solicitation shall prevail for a one (1) year(s)
period from the contract's initial effective date. Prior to, or upon completion, of that
initial term, the County shall have the option to renew this contract for an additional four
(4) year(s) period on a year -by -year basis. Prior to completion of each exercised contract
term, the County may consider an adjustment to price based on changes in the following
pricing index: Consumer Price Index (CPI) for Other Goods & Services in the Miami/ Ft.
Lauderdale Area.
It is the vendor's responsibility to request any pricing adjustment under this provision.
For any adjustment to commence on the first day of any exercised option period, the
vendor's request for adjustment should be submitted 90 days prior to expiration of the
1
MIAMI-DADE COUNTY BID NO.: 6524-4/' 1TR
SECTION 2
SPECIAL CONDITIONS
then current contract term. The vendor adjustment request should not be in excess of the
relevant pricing index change. If no adjustment request is received from the vendor, the
County will assume that the vendor has agreed that the optional term may be exercised
without pricing adjustment. Any adjustment request received after the commencement of
a new option period may not be considered.
The County reserves the right to reject any price adjustments submitted by the vendor
and/or to not exercise any otherwise available option period based on such price
adjustments. Continuation of the contract beyond the initial period, and any option
subsequently exercised, is a County prerogative, and not a right of the vendor. This
prerogative will be exercised only when such continuation is clearly in the best interest of
the County.
Should the vendor decline the County's right to exercise the option period, the County
may consider the vendor in default which decision may effect that vendor's eligibility for
future contracts.
NOTE: IF MULTIPLE VENDORS ARE INVOLVED UNDER THE GIVEN CONTRACT,
ANY OPTIONS TO RENEW WILL BE RESTRICTED TO THE SPECIFIC
ITEMS OF WORK INITIALLY AWARDED TO ANY SPECIFIC VENDOR.
2.6 METHOD OF AWARD: To Two (2) Vendors By Group
Award of this contract will be made to the two (2) lowest priced, responsive, responsible
vendors on a group -by -group basis. To be considered for award by group, the vendor
shall offer prices for all items within a given group. The County will then select the
vendors for award for each group by totaling either the unit prices for all of the items
within each group, or if so structured, by totaling the extended pricing for each item
within each group. If a vendor fails to submit an offer for all items within the group, its
offer for that specific group will be rejected. While the award will be made to multiple
vendors by group to assure availability, the lowest priced vendor for each group will be
given the first opportunity to perform under this contract.
Failure to meet any of the requirements listed below may result in the vendor's
proposal being declared non -responsive.
A. Vendor Requirements
1. The successful bidder shall provide foreign language typesetting and printing
services.
2. The successful bidder shall be responsible for all expenses, i.e. travel time,
parking expenses.
2
MIAMI-DADE COUNTY BID NO.: 6524-4/" ')TR
SECTION 2
SPECIAL CONDITIONS
3. Translators must be familiar with WordPerfect, Microsoft Word or other
comparable software program and must be able to access e-mail to send or receive
documents.
NOTE: The translators to be utilized must be federally and/or State Department certified
in the language to be translated. The successful bidder shall be required to submit
evidence of certification for each translators providing services, along with proposal
package.
Requests may be made for the successful bidder(s) to provide translation of written
documents with a 24-hour turnaround which is defined as Emergency Service.
2.7 PRICES SHALL BE FIXED AND FIRM FOR THE INITIALTERM OF
CONTRACT:
If the vendor is awarded a contract under this solicitation, the prices proposed by the
vendor shall remain fixed and firm during the term of contract.
2.8 INTENTIONALLY OMITTED
2.9 INTENTIONALLY OMITTED
2.10 INTENTIONALLY OMITTED
2.11 INTENTIONALLY OMITTED
2.12 IN l ENTIONALLY OMITTED
2.13 INTENTIONALLY OMITTED
2.14 INTENTIONALLY OMITTED
2.15 METHOD OF PAYMENT: PERIODIC PAYMENTS FOR SERVICE
RENDERED
The County shall provide periodic payments for services rendered by the vendor. In
order for the County to provide payment, the vendor shall submit a fully documented
invoice that provides the basic information set forth below. The invoice shall be
submitted to the County department within thirty (30) calendar days after the service has
been rendered. It shall be understood that such invoices shall not be submitted for
payment until such time as the service has been completed and a County representative
has reviewed and approved the service.
A11 invoices shall contain the following basic information:
I. Vendor Information:
3
MIAMI-DADE COUNTY BID NO.: 6524-4/ ")TR
SECTION 2
SPECIAI, CONDITIONS
• The name of the business organization as specified on the contract
between Miami -Dade County and vendor
• Date of invoice
• Invoice number
• Vendor's Federal Identification Number on file with Miami -Dade County
II. County Information:
• Miami -Dade County Release Purchase Order or Small Purchase Order
Number
III. Pricing Information:
• Unit price of the goods, services or property provided
• Extended total price of the goods, services or property
• Applicable discounts
IV. Goods or Services Provided per Contract:
•
•
Description
Quantity
V. Delivery Information:
• Delivery terms set forth within the Miami -Dade County Release
Purchase Order
• Location and date of delivery of goods, services or property
VI. Failure to Comply:
Failure to submit invoices in the prescribed manner will delay payment.
2.16 INTENTIONALLY OMITTED
2.17 INTENTIONALLY OMITTED
2.18 INTENTIONALLY OMITTED
2.19 INTENTIONALLY OMITTED
2.20 CONTACT PERSONS:
For any additional information regarding the terms and conditions of this solicitation and
resultant contract, Contact: Martha Perez at (305) 375-3248; email-
mdperez@miamidade.gov.
4
MIAMI-DADE COUNTY BID NO.: 6524-4/' OTR
.iECTION 2
SPECIAL CONDITIONS
2.21 COUNTY USER ACCESS PROGRAM (UAP)
User Access Fee
Pursuant to Miami -Dade County Budget Ordinance No. 03-192, this contract is subject to
a user access fee under the County User Access Program (UAP) in the amount of two
percent (2%). All sales resulting from this contract, or any contract resulting from this
solicitation and the utilization of the County contract price and the terms and conditions
identified herein, are subject to the two percent (2%) UAP. This fee applies to all contract
usage whether by County Departments or by any other governmental, quasi -
governmental
or not -for -profit entity.
The vendor providing goods or services under this contract shall invoice the contract
price and shall accept as payment thereof the contract price less the 2% UAP as full and
complete payment for the goods and/or services specified on the invoice. The County
shall retain the 2% UAP for use by the County to help defray the cost of the procurement
program. Vendor participation in this invoice reduction portion of the UAP is mandatory.
Joint Purchase
Only those entities that have been approved by the County for participation in the
County's Joint Purchase and Entity Revenue Sharing Agreement are eligible to utilize or
receive Miami -Dade County contract pricing and terms and conditions. The County will
provide to approved entities a UAP Participant Validation Number. The vendor must
obtain the participation number from the entity prior to filling any order placed pursuant
to this section. Vendor participation in this joint purchase portion of the UAP, however,
is voluntary. The vendor shall notify the ordering entity, in writing, within 3 work days of
receipt of an order, of a decision to decline the order.
For all ordering entities located outside the geographical boundaries of Miami -Dade
County, the successful vendor shall be entitled to ship goods on an "FOB Destination,
Prepaid and Charged Back" basis. This allowance shall only be made when expressly
authorized by a representative of the ordering entity prior to shipping the goods.
Miami -Dade County shall have no liability to the vendor for the cost of any purchase
made by an ordering entity under the UAP and shall not be deemed to be a party thereto.
All orders shall be placed directly by the ordering entity with the vendor and shall be paid
by the ordering entity less the 2% UAP.
Vendor Compliance
If a vendor fails to comply with this section, that vendor may be considered in default by
Miami -Dade County in accordance with Section 1, Paragraph 1.23 of this contract
solicitation and the resulting contract.
5
MIAiMI-DADE COUNTY BID NO.: 6524-4/1 " ThTR
,ECTION 2
SPECIAL CONDITIONS
2.22 AVAILABILITY OF CONTRACT TO OTHER COUNTY DEPARTMENTS
Although this Solicitation is specific to a County Department, it is hereby agreed and
understood that any County depaitinent or agency may avail itself of this contract and
purchase any and all items specified herein from the successful bidder(s) at the contract
price(s) established herein. Under these circumstances, a separate purchase order shall be
issued by the County, which identifies the requirements of the additional County
department(s) or agency (ies).
2.23 DEFICIENCIES IN WORK TO BE CORRECTED BY THE VENDOR
The vendor shall promptly correct all apparent and latent deficiencies and/or defects in
work, and/or any work that fails to conform to the contract documents regardless of
project completion status. All corrections shall be made within five (5) calendar days
after such rejected defects, deficiencies, and/or non -conformances are verbally reported
to the vendor by the County's project administrator, who may confirm all such verbal
reports in writing. The vendor shall bear all costs of correcting such rejected work. If the
vendor fails to correct the work within the period specified, the County may, at its
discretion, notify the vendor, in writing, that the vendor is subject to contractual default
provisions if the corrections are not completed to the satisfaction of the County within
five (5) calendar days of receipt of the notice. If the vendor fails to correct the work
within the period specified in the notice, the County shall place the vendor in default,
obtain the services of another vendor to correct the deficiencies, and charge the
incumbent vendor for these costs; either through a deduction from the final payment
owed to the vendor or through invoicing. If the vendor fails to honor this invoice or
credit memo, the County may terminate the contract for default.
2.24 HOURLY RATE
The hourly rate quoted shall be deemed to provide full compensation to the vendor for
labor, equipment use, travel time, and any other element of cost or price. This rate is
assumed to be at straight -time for all labor, except as otherwise noted. The vendor shall
comply with minimum wage standards, and/or any other wage standards specifically set
forth in this solicitation and resultant contract, and any other applicable laws of the State
of Florida. If overtime is allowable under this contract, it will be covered under a
separate item in the special clauses.
2.25 LABOR AND MATERIAL CHARGES -T Deleted: 9
19
The vendor shall provide the County with labor and materials in strict accordance with all
solicitation requirements on an as needed, when needed basis. Accordingly, the vendor
shall indicate the cost of this labor and materials on the submittal form included within
this solicitation. If non-compliance in either regard is evident either from the offer itself
or from subsequent evaluation proceedings, the offer shall be considered non -responsive
and ineligible for award.
6
MIAMI-DADE COUNTY BID NO.: 6524-4/1 " "1TR
JECTION 2
,SPECIAT, CONDITIONS
2.26 NOTIFICATION PRIOR TO COMMENCEMENT OF WORK SHALL BE
TWO (2) DAYS:
The County will give a minimum lead time of two (2) calendar days to the vendor prior
to the desired starting date for any specific assignment; provided however, that such
notification shall be superseded by any emergency work that may be required in
accordance with provisions included elsewhere in this solicitation and resultant contract.
When possible, longer lead times will be given.
2.27 PRIMARY VENDOR DESIGNATION:
While the method of award identified in Section 2.6 of the solicitation prescribes the
method for determining the lowest responsive, responsible vendor, the County reserves
the right to award this contract to the designated lowest vendor as the primary vendor and
to award this contract to the designated second lowest vendor as the secondary vendor. If
the County exercises this right, the primary vendor shall be given the first opportunity to
perform the service or deliver the goods identified in this contract. If the primary vendor
declines this opportunity, the County shall seek the identified goods or services from the
secondary vendor. It should be noted that price adjustments, if allowed under the terms
and conditions of this bid, may affect the order of designation.
2.28 PURCHASE OF OTHER SERVICES/ ITEMS NOT LISTED WITHIN THIS
SOLICITATION BASED ON PRICE QUOTES:
While the County has listed all major items within this solicitation which are utilized by
County departments in conjunction with their operations, there may be similar items that
must be purchased by the County during the term of this contract. Under these
circumstances, a County representative will contact the primary vendor to obtain a price
quote for the similar items. If there are multiple vendors on the contract, the County
representative may also obtain price quotes from these vendors. The County reserves the
right to award these similar items to the primary contract vendor, another contract vendor
based on the lowest price quoted, or to acquire the items through a separate solicitation.
2.29 WORK ACCEPTANCE
This project will be inspected by an authorized representative of the County. This
inspection shall be performed to determine acceptance of work and appropriate invoicing.
7
MIAMI-DADE COUNTY BID NO.: 6524-4/l VTR
SECTION 3
TECHNICAL SPECIFICATIONS
3.1 SCOPE:
Successful bidder(s) to provide translation and interpreting services. All services are a
per job basis, however the successful bidder will provide pricing for the following
languages per word:
A. ROMANCE LANGUAGES
French (all dialects), Spanish (all dialects), Italian, Romanian and Portuguese.
B. OTHER EUROPEAN
German, Greek, Dutch, Yugoslavian, Russian, Polish, Czech, Flemish, Swedish,
Norwegian, Bulgarian, Danish and Finnish.
C. ORIENTAL AND ARABIC
Japanese, Chinese (all dialects), Korean, Hindi, Malay, Burmese, Filipino, Thai,
Persian, Turkish, Hebrew and Swahili.
NOTE: Each translation should be accompanied by a notarized certificate
from the Federal or State Department certified translator attesting to its
accuracy and his or her certification to render the translation.
3.2 LOCATION:
All translations of test to be held at the following location:
National Assessment Institute
5619 South University Drive
Davie, Florida 33320
3.3 SPANISH TRANSLATIONS:
Spanish translations will have to adhere to the tenets of the "Real Academia de la Lengua
Espanola" (Royal Academy of the Spanish Language); other languages will adhere to the
tenets of comparable institutions, i.e. French language to the "L'Academie Francaise",
etc.
8
Submit Bid To:
CLERK OF THE BOARD
Stephen P. Clark Center
111 NW 1" Street
17th Floor, Suite 202
Miami, Florida 33128-1983
MIAMI•10
COUNTY
OPENING: 2:00 P.M.
WEDNESDAY
October 12, 2005
BID NO.: 6524-4/10-OTR
INVITATION TO BID
SECTION 4
BID SUBMITTAL FORM
PLEASE QUOTE PRICES F.O.B. DESTINATION, LESS TAXES, DELIVERED IN
MIAMI-DADE COUNTY, FLORIDA
NOTE: Miami -Dade County is exempt from all taxes (Federal, State, Local). Bid price should be less all
taxes. Tax Exemption Certificate furnished upon request.
Issued by: DPM Date Issued: 8/4/05 This Bid Submittal Consists of
M.P. Bids & Contracts Division
Pages 9 Through 12
Sealed bids subject to the Terms and Conditions of this Invitation to Bid and the accompanying Bid Submittal. Such
other contract provisions, specifications, drawings or other data as are attached or incorporated by reference in the
Bid Submittal, will be received at the office of DPM, Bids and Contracts Division, Vendor Assistance section at the
address shown above until the above stated time and date, and at that time, publicly opened for furnishing the
supplies or services described in the accompanying Bid Submittal Requirement.
TRANSLATING AND INTERPRETING SERVICES
FOR A PERIOD OF TWO (2) YEARS WITH COUNTY OPTION TO
RENEW FOR THREE (3) ADDITIONAL ONE (1) YEAR PERIODS.
A Bid Deposit in the amount of N/A of the total amount of the bid shall accompany all bids
A Performance Bond in the amount of N/A of the total amount of the bid will be required upon execution of the
contract by the successful bidder and Miami -Dade County
DO NOT WRITE IN THIS SPACE
ACCEPTED HIGHER THAN LOW
NON -RESPONSIVE UNRESPONSIBLE
DATE B.C.C. NO BID
ITEM NOS. ACCEPTED
COMMODITY CODE: 961-75
Martha Perez •"*•"•""
FIRM NAME:
RETURN THREE COPIES OF BID SUBMITTAL PAGES ONLY
FAILURE TO COMPLETE THE CERTIFICATION REGARDING LOCAL
PREFERENCE ON PAGE 12 OF SECTION 4, BID SUBMITTAL FORM SHALL
RENDER THE VENDOR INELIGIBLE FOR LOCAL PREFERENCE
FAILURE TO SIGN PAGE 12 OF SECTION 4, BID SUBMITTAL FORM, WILL
RENDER YOUR BID NON -RESPONSIVE
9
Formatted: Normal, Centered
MIAMI-DADE COUNTY BID NO.:6524-4/1e TR
FIRM NAME:
BID PROPOSAL FOR:
TRANSLATING AND INTERPRETING SERVICES
Item Description Unit Price
Group A- Interpreting Services
1. Romance Languages _ / Per Hour
2. Other European $ / Per Hour
3. Oriental and Arabic $ / Per Hour
TOTAL GROUP A (ITEMS 1 THRU 3) $ /PER HOUR
Group B-Translating Written Documents:
1. Romance Languages $ / Per Word
2. Other European $ / Per Word
3. Oriental and Arabic $ / Per Word
TOTAL GROUP B (ITEMS 1 THRU 3) $ /Per Word
OPTION:
Emergency Services as per Section 2, Paragraph 2.6 $ /Per Word
REQUIRED SUBMITTAL:
1) Bidder must submit evidence of certification for each translator providing services,
along with proposal package.
10
Formatted: Normal, Centered
MIAMI-DADE COUNTY BID NO.:6524-4/1' TR
SECTION 4
BID SUBMITTAL FOR:
TRANSLATING AND INTERPRETING SERVICES
ACKNOWLEDGEMENT OF ADDENDA
INSTRUCTIONS: COMPLETE PART I OR PART II, WHICHEVER APPLIES
PART I:
LIST BELOW ARE THE DATES OF ISSUE FOR EACH ADDENDUM RECEIVED IN
CONNECTION WITH THIS BID
Addendum #1, Dated
Addendum #2, Dated
Addendum #3, Dated
Addendum #4, Dated
Addendum #5, Dated
Addendum #6, Dated
Addendum #7, Dated
Addendum #8, Dated
PART II:
❑ NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS BID
FIRM NAME:
AUTHORIZED SIGNATURE: DATE:
TITLE OF OFFICER:
11
MIAMI-DADE COUNTY BID NO.:6524-4/' OTR
MIAMIDADE
COUNTY
BID SUBMITTAL FORM
.Bid Title: TRANSLATING AND INTERPRETING SERVICES
By signing this Bid Submittal Form the Bidder certifies that it satisfies all legal requirements (as an entity) to do business with the County, including all
Conflict of Interest and Code of Ethics provisions in Section 2.11 of the Miami -Dade County Code. Any County employee or member of his or her immediate
family seeking to contract with the County shall seek a conflict of interest opinion from the Miami -Dade County Ethics Commission prior to submittal of a Bid
response or application of any type to contract with the County by the employee or his or her immediate family and file a copy of that request for opinion and
any opinion or waiver from the Board of County Commissioners with the Clerk of the Board. The affected employee shall file with the Clerk of the Board a
statement in a form satisfactory to the Clerk disclosing the employee's interest or the interest of his or her immediate family in the proposed contract and the
nature of the intended contract at the same time as or before submitting a Bid, response, or application of any type to contract with the County. Also a copy of
the request for a conflict of interest opinion from the Ethics Commission and any corresponding opinion, or any waiver issued by the Board of County
Commissioners, must be submitted with the response to the solicitation.
In accordance with Sec. 2-1 I.1(s) of the County Code as amended, prior to conducting any lobbying regarding this solicitation the Bidder must file the
appropriate form with the Clerk of the Board stating that a particular lobbyist is authorized to repress;:. the Bidder. Failure to file the appropriate
form in relation to each solicitation may be considered as evidence that the Bidder is not a responsible contractor.
The Bidder confirms that this Bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Bid for the
same goods and/or services and in all respects is without collusion, and that the Bidder will accept any resultant award. Further, the undersigned acknowledges
that award of a contract is contingent upon vendor registration. Failure to register as a vendor within the specified time may result in your firm not being
considered for award.
Pursuant to Section 2-8.6, any individual, corporation, partnership, joint venture or other legal entity having an officer, director, or executive who has been
convicted of a felony during the past ten (10) years shall disclose this information prior to entering into a contract with or receiving funding from the County.
o Place a check mark here to affirm compliance with this disclosure requirement.
COUNTY USER ACCESS PROGRAM (UAP): Joint purchase and entity revenue sharing program
For the County's information, the bidder is requested to indicate, at 'A' and 'B' below, its general interest in participating in the Joint Purchase Program of the
County User Access Program (UAP) described in Section 2.21 of this contract solicitation, if that section is present in this solicitation document. Vendor
participation in the Joint Purchase portion of the UAP is voluntary, and the bidder's expression of general interest at 'A' and 'B' below is for the County's
information only and shall not be binding on the bidder.
A. If awarded this County contract, would you be interest in participating in the Joint Purchase portion of the UAP with respect to other governmental,
quasi -governmental or not -for -profit entities located within the geographical boundaries of Miami -Dade County?
Yes No
and
B. If awarded this County contract, would you be interested in participating in the Joint Purchase portion of the UAP with respect to other
governmental, quasi -governmental or not -for -profit entities located outside the geographical boundaries of Miami -Dade County?
Yes No
LOCAL. PREFERENCE CERTIFICATION: The responding vendor hereby attests, by checking one of the following blocks, that it is 0, or is not ❑, a
local business. For the purpose of this certification, a "local business" is a business located within the limits of Miami -Dade County (or Broward County in
accordance with the Interlocal Agreement between the two counties) that conforms with the provisions of Section 1.10 of the General Terms and Conditions of
this solicitation and contributes to the economic development of the community in a verifiable and measurable way. This may include, but not be limited to,
the retention and expansion of employment opportunities and the support and increase to the County's tax base. Failure to complete this certification at this
time (by checking the appropriate box above) shall render the vendor ineligible for Local Preference.
Firm Name:
Street Address:
Mailing Address (if different):
Telephone No.
Email Address:
Fax No.
FEN No. / - / / / / / /
Prompt Payment Terms: % days net days * "By signing this document the bidder agrees to all Terms
(Please see paragraph 1.2 H of General Terms and Conditions) and Conditions of this Solicitation and the resulting Contract"
Signature:
(Signature of authorized agent)
Print Name: Title:
Failure to sign this page shall render your Bid non -responsive.
12