HomeMy WebLinkAboutRFPREQUEST FOR PROPOSALS (RFP) NO. 8514
FOR
FORENSIC CASEWORK FOR DNA ANALYSES
PRE -PROPOSAL CONFERENCE TO BE HELD:
November 8, 2007 at 2:00 PM (local time)
111 NW 1st Street, 18th Floor, Conf. Rm. 18-3, Miami, Florida
ISSUED BY:
Department of Procurement Management
for
Miami -Dade Police Department
COUNTY CONTACT FOR THIS SOLICITATION:
Name and Title: Amado Gonzalez, Procurement Contracting Officer
Address: 111 NW 1st Street, Suite 1300, Miami, Florida33128
Telephone: (305) 375-1081
E-mail: conzaam c(r7miamidade.cov
PROPOSALS ARE DUE AT THE CLERK OF THE BOARD NO LATER THAN:
November 19, 2007 at 2:00 PM (local time)
at
CLERK OF THE BOARD
Stephen P. Clark Center
111 NW 1st Street, 17th Floor, Suite 202
Miami, Florida 33128-1983
The Clerk of the Board business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. Additionally, the Clerk of
the Board is closed on holidays observed by the County.
The County, in exercise of its discretion, may not accept proposals or proposal modifications received after the
scheduled time and date noted .in this Solicitation, Proposals will be opened promptly at the time and date specified.
The responsibility for submitting a proposal on or before the stated time and date is solely and strictly the
responsibility of the Proposer. The County will in no way be responsible for delays caused by mail delivery or caused
by any other occurrence. AU expenses involved with the preparation and submission of proposals to the County, or
any work performed in connection therewith, shall be borne by the Proposer(s).
The submittal of a proposal by a Proposer will be considered by the County as constituting an offer by the Proposer to
perform the required services at the stated prices. A Proposer may submit a modified proposal to replace all or any
portion of a previously submitted proposal up until the proposal due date. The County will only consider the latest
version of the proposal.
Requests for additional information or clarifications must be made in writing and received by the County's contact
person for this Solicitation. Any changes to this Solicitation will be made by addendum. Proposers who obtain copies
of this Solicitation from sources other than the County's Department of Procurement Management website at
www.miamidade.00v/dom or the Vendor Assistance Unit risk the possibility of not receiving addenda and are solely
responsible for those risks.
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' Miami -Dade County, Florida
RFP No.8514
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1.1 Introduction
Miami -Dade County, hereinafter referred to as the County, as represented by the Miami -Dade Police
Department (MDPD), is soliciting proposals for outsourced forensic casework for Deoxyribonucleic Acid (DNA)
analysis. The MDPD Crime Laboratory Bureau requires samples from backlogged DNA criminal cases to be
outsourced to a certified laboratory for analysis.
The County anticipates awarding up to two contracts for a three (3) year period, with three (3) one-year options
to renew, at the County's sole discretion.
The anticipated schedule for this Solicitation is as follows:
Solicitation issued:
Pre -Proposal Conference:
Deadline for receipt of questions:
Proposal due date:
Evaluation process:
Projected award date:
November 2, 2007
See front cover for date, time and place. Attendance is recommended but
not mandatory.
November 13, 2007
See front cover for date, time and place.
November/December 2007
January/February 2008
1.2 Definitions
The following words and expressions used in this Solicitation shall be construed as follows, except when it is
clear from the context that another meaning is intended:
1. The word "Contractor" to mean the Proposer that receives any award of a contract from the County as a
result of this Solicitation, also to be known as "the prime Contractor".
2. The word "County" to mean, Miami -Dade County, a political subdivision of the State of Florida.
3. The word "Proposer" to mean the person, firm, entity or organization, as stated on Form A-1, submitting a
response to this Solicitation.
4. The words "Scope of Services" to mean Section 2.0 of this Solicitation, which details the work to be
performed by the Contractor.
5. The word "Solicitation" to mean this Request for Proposals (RFP) or Request for Qualifications (RFQ)
document, and all associated addenda and attachments.
6. The word "Subcontractor" to mean any person, firm, entity or organization, other than the employees of the
Contractor, who contracts with the Contractor to furnish labor, or labor and materials, in connection with the
Services to the County, whether directly or indirectly, on behalf of the Contractor.
7. The words "Work", "Services", "Program", or "Project" to mean all matters and things that will be required to
be done by the Contractor in accordance with the Scope of Services and the terms and conditions of this
Solicitation.
1.3 General Proposal Information
The County may, at its sole and absolute discretion, reject any and all or parts of any or all responses; accept
parts of any and all responses; further negotiate project scope and fees; postpone or cancel at any time this
Solicitation process; or waive any irregularities in this Solicitation or in the responses received as a result of
this process. Proposers may take exceptions to any of the terms of this Solicitation unless the Solicitation
specifically states where exceptions may not be taken. The County may accept or reject the exceptions.
Proposals shall be irrevocable until contract: award ,unless the proposal is withdrawn. A proposal may be
withdrawn in writing only, addressed to the County contact person for this Solicitation, prior to the proposal due
date or upon the expiration of 180 calendar days after the opening of proposals.
Proposers are hereby notified that all information submitted as part of, or in support of proposals will be
available for public inspection after opening of proposals, in compliance with Chapter 119, Florida Statutes,
popularly known as the "Public Record Law". The Proposer shall not submit any information in response to
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Miami Dade County, Florida RFP No.3514
this Solicitation which the Proposer considers to be a trade secret, proprietary or confidential. The submission
of any information to the County in connection with this Solicitation shall be deemed conclusively to be a
waiver of any trade secret or other protection, which would otherwise be available to Proposer. In the event
that the Proposer submits information to the County in violation of this restriction, either inadvertently or
intentionally, and clearly identifies that information in the proposal as protected or confidential, the County shall
endeavor to redact and return that information to the Proposer as quickly as possible, and if appropriate,
evaluate the balance of the proposal. The redaction or return of information pursuant to this clause may render
a proposal non -responsive.
Any Proposer who, at the time of proposal submission, is involved in an ongoing bankruptcy as a debtor, or in
a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or
a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law,
may be found non -responsible.
1.4 Cone of Silence
Pursuant to Section 2-11.1(t) of the Miami -Dade County Code, as amended, a "Cone of Silence" is imposed
upon each RFP or RFQ after advertisement and terminates at the time a written recommendation is issued.
The Cone of Silence prohibits communication regarding RFPs or RFQs between, among others:
• potential Proposers, service providers, lobbyists or consultants and the County's professional staff
including, but not limited to, the County Manager and the County Manager's staff, the Mayor, County
Commissioners or their respective staffs;
• the Mayor, County Commissioners or their respective staffs and the County's professional staff
including, but not limited to, the County Manager and the County Manager's staff; or
• potential Proposers, service providers, lobbyists or consultants, any member of the County's
professional staff, the Mayor, County Commissioners or their respective staffs and any member of the
respective selection committee.
The provisions do not apply to, among other communications:
• oral communications with the staff of the Vendor Assistance Unit, the responsible Procurement Agent
or Contracting Officer, provided the communication is limited strictly to matters of process or procedure
already contained in the solicitation document;
• oral communications at pre -proposal conferences, oral presentations before selection committees,
contract -negotiations -during any duly noticed public meeting, public presentations made to the Board of
County Commissioners during any duly noticed public meeting; or
• communications in writing at any time with any county employees, official or member of the Board of
County Commissioners unless specifically prohibited by the applicable RFP or RFQ documents.
When the Cone of Silence is in effect, all potential vendors, service providers, bidders, lobbyists and
consultants shall file a copy of any written correspondence concerning the particular RFP or RFQ with the
Clerk of the Board, which shall be made available to any person upon request. The County shall respond in
writing (if County deems a response necessary) and file a copy with the Clerk of the Board, 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 Clerk of the Board at CLERKBCCCcr�MIAMIDADE.GOV.
1.5 Public Entity Crimes
Pursuant to Paragraph 2(a) of Section 287.133, Florida Statutes, 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 proposal for a
contract to provide any goods or services to a public entity; may not submit a proposal on a contract with a
public entity for the construction or repair of a public building or public work; may not submit proposals on
leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier,
subcontractor, or consultant under a contract with any public entity; and, may not transact business with any
public entity in excess of the threshold amount provided in Section 287.017 for Category Two ($10,000) for a
period of thirty-six (36) months from the date of being placed on the convicted vendor list.
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Miami Dade County, Florida
RFP No. 8514
1.6 Lobbyist Contingency Fees
A) In accordance with Section 2-11.1(s) of the Code of Miami -Dade County, after May, 16, 2003, no person
may, in whole or in part, pay, give or agree to pay or give a contingency fee to another person. No person
may, in whole or in part, receive or agree to receive a contingency fee.
B) A contingency fee is a fee, bonus, commission or non -monetary benefit as compensation which is
dependent on or in any way contingent upon the, passage, defeat, or modification of: 1) any ordinance,
resolution, action or decision of the County Commission; 2) any action, decision or recommendation of the
County Manager or any County board or committee; or 3) any action, decision or recommendation of any
County personnel during the time period of the entire decision -making process regarding such action,
decision or recommendation which forseeably will be heard or reviewed by the County Commission or a
County board or committee.
1.7 Collusion
Where two (2) or more related parties, as defined herein, each submit a proposal for any contract, such
proposals shall be presumed to be collusive. The foregoing presumption may be rebutted by the presentation
of evidence as to the extent of ownership, control and management of such related parties in preparation and
submittal of such proposals. Related parties shall mean Proposer or the principals thereof which have a direct
or indirect ownership interest in another Proposer for the same contract or in which a parent company or the
principals thereof of one Proposer have a direct or indirect ownership interest in another Proposer for the same
contract. Furthermore, any prior understanding, agreement, or connection between two or more corporations,
firms, or persons submitting a proposal for the same services shall also be presumed to be collusive.
Proposals found to becollusive_shall be rejected. Proposers 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.
2.1 Introduction
The County is seeking services for outsourcing forensic casework for DNA analysis. The MDPD Crime
Laboratory Bureau provides forensic laboratory services for Miami -Dade County and over 30 municipal
agencies. There are almost 250 cases processed each month by the Forensic Biology Section. The MDPD
Crime Laboratory Bureau will be outsourcing about 1,000 to 2,000 samples a year from -backlogged DNA cold
cases for analysis.
It is the County's intention to select up to two Proposers to provide the requested services. The County
anticipates awarding a contract to a primary contractor and a secondary contractor. In situations where the
primary contractor cannot respond in a timely manner or cannot fulfill its contractual obligations or when the
workload warrants, as determined by the MDPD Crime Laboratory Bureau, the County reserves the right to go
to the secondary contractor. The County will not permit subcontracting in providing the laboratory services.
2.2 Qualifications
a. Minimum Qualifications Required
The Proposer shall be currently accredited by either the American Society of Crime Laboratory
Directors/Laboratory Accreditation Board (ASCLD-LAB) or Forensic Quality Services (FQS) in serology,
biological screening, and nuclear DNA testing at the time of the proposal due date. (Note: This is a
requirement through the contract award and is a continuing condition of award.)
b. Preferred Experience
The selected Proposer and key personnel assigned to this project should have experience in outsourced DNA
casework for federal and/or state law enforcement agencies.
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Miami Dade County, Florida RFP No.8514
2.3 Tasks
1. The MDPD Crime Laboratory Bureau will submit samples to the selected Proposer as specific evidence
from a case. The samples will be marked with the MDPD case number, item number and MDPD
analyst's initials. The items will have been screened and/or tested for the presence of possible
biological material by the MDPD Crime Laboratory Bureau. The specimens will primarily be in the form
of swabs or cuttings.
2. The selected Proposer will perform the extraction and quantitation of the DNA. The DNA extracts and
amplified DNA shall be retained by the selected Proposer in accordance with the selected Proposer's
Analytical Protocol. Remaining evidence materials shall be returned to the MDPD Crime Laboratory
Bureau via an insured overnight courier to be approved by MDPD. The cost of return shipping shall be
at the expense of the selected Proposer.
3. The selected Proposer shall analyze the samples using the Applied Biosystems Genetic Analyzer 310,
3100, or 3130XL. All samples shall be analyzed using Applied Biosystems Profiler Plus and CoFiler
kits. The analysis shall be produced using the "GeneScan" 3.1 (or latest version), and "GenoTyper" 2.1
(or later version). Genotyper peaks shall be labeled with both allele number and peak height. All runs
require the use of appropriate controls, including, extraction or reagent blanks, as well as positive and
negative amplification controls.
4. In the event the obtained DNA profile produces a subsequent database match, the selected Proposer
shall provide DNA analysis of the subject standard to confirm the Combined DNA Index System
(CODIS) database identification and issue a match report as indicated in #3 of Section 2.4.
Notwithstanding the contract term, the selected Proposer shall provide confirmation DNA analysis as
stipulated above beyond the termination, cancellation, or expiration of any agreement as a result of this
solicitation.
5. The selected Proposer shall provide testimony in any subsequent legal proceedings related to cases for
which analysis services were provided. The cost of travel, expert witness fees or duplication of data due
to subpoena by the prosecution or defense, or due to compelled appearance or production of records
shall be the expense of the selected Proposer. Notwithstanding the contract term, the selected
Proposer shall provide testimony as stipulated above beyond the termination, cancellation, or expiration
of any agreement as a result of this solicitation.
6. The selected Proposer shall not transfer or sub -contract the DNA samples or casework under this
solicitation to any other laboratory. All such work shall be completed at the selected Proposer's facility.
2.4 Deliverables and Reporting Requirements
1. The selected Proposer shall submit to MDPD all electronic data produced from the analysis of samples
on CD-ROM and the data shall be organized such that MDPD may immediately re -analyze any of the
data. DNA profiles determinedby the..selected Proposer to meet the Guidelines of Acceptance of DNA
Data into the CODIS shall be submitted to MDPD in pre -common message format (CMF) hardcopy
Excel spreadsheet files and as CMF files on CD-ROM.
2. Sample numbering in the CMF file shall adhere to MDPD's current numbering format. The selected
Proposer shall provide on CD-ROM a separate spreadsheet listing the selected Proposer's numbers
assigned to specific MDPD case samples during the analysis in order to correlate the two designations.
A list of the samples analyzed in each batch shall also be included. There shall be sufficient
documentation in spreadsheet format to allow MDPD to easily locate the Controls, Knowns and
Questioned samples in each case. MDPD will upload the DNA profiles to CODIS following internal
review of the data to ensure it meets quality guidelines.
3. The selected Proposer shall issue a signed court -ready report to the MDPD Crime Laboratory that
includes the MDPD case number, Proposer's case number, items tested, analysis results, conclusions
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Miami -Dade County, Florida RFP No.8514
with statistics when appropriate, and DNA profile results from each sample. The court -ready report
shall be well organized and comprehensible.
4. Analysis of batches of evidence samples shall be completed by the selected Proposer within 60 days of
receipt and the DNA profile data delivered to MDPD via an insured overnight courier to be approved by
MDPD. Batches will consist of 50-100 evidence samples. All remaining evidence samples are to be
delivered by an insured overnight courier to MDPD Crime Laboratory within 60 days after the DNA
profile data has been reviewed by the MDPD. The cost of printing, CD-ROM and return shipping shall
be at the expense of the selected Proposer.
2.5 Other Requirements
1. Protocols employed by the selected Proposer for DNA testing shall meet the Quality Assurance
Standards for Forensic DNA Testing Laboratories issued by the Federal Bureau of Investigation (FBI)
and compiled by the DNA Advisory Board (DAB). The selected Proposer shall also adhere to the
National DNA Index System DNA Acceptance Standards.
2. Acceptable analyzed data shall fall within the Relative Fluorescence Units (RFU) range determined by
the selected Proposer from its own validation studies. The size standard used must be GeneScan
ROX-500 for Profiler Plus and either GeneScan ROX-500 or GeneScan ROX-350 for CoFiler. An
internal lane standard shall be run in each sample lane and a. minimum of 3 allelic ladders per 48
injections shall be run, a minimum of one ladder every 16 samples. The analysis shall not be
considered complete until allele data for all of the thirteen CODIS core loci have been generated and
deemed satisfactory by the MDPD Crime Laboratory Bureau.
3. The Analytical Protocol used by the selected Proposer and all data generated shall adhere to the
specifications as outlined by the Quality Assurance Standards for Forensic DNA Testing Laboratories
issued by the FBI.
4. The selected Proposer shall maintain the chain -of -custody record on each sample submitted by MDPD.
Documentation of chain -of -custody shall comply with the accrediting organization (ASCLD-LAB and/or
FQS) as to protect the samples from deleterious change or loss and shall include a documented history
of each transfer during the analytical process.
5. The selected Proposer shall provide immediate notification to the MDPD Crime Laboratory Bureau in
the event that- there is a change tathe selected Proposer,s ability to menthe minimum qualifications
required herein. Failure to maintain accreditation will be sufficient grounds for the County to terminate
any agreement as a result of this solicitation.
6. The selected Proposer shall participate in an external proficiency -testing program from a test provider
that has been approved by the ASCLD-LAB. The selected Proposer shall successfully complete the
proficiency tests, and provide to MDPD a summary of any proficiency test results completed during the
agreement period. An error on a proficiency test may be grounds for immediate termination of any
agreement as a result of this solicitation.
7. The selected Proposer shall permit an inspection of its laboratory facility and an audit by MDPD
personnel to verify compliance with all requirements and any national quality standards. The selected
Proposer shall allow MDPD personnel to access all areas of the laboratory in which STR DNA
casework is performed. The County, at its sole discretion reserves the right to conduct unannounced
on -site visits/inspections at any time to ensure continued compliance.
8. The selected Proposer shall comply with federal grant requirements that will fund this project (Forensic
DNA Backlog Reduction Program) and must have a prepared environmental assessment as defined by
the Council on Environmental Quality's 'Regulations for implementing the Procedural Provisions of the
National Environmental Policy Act (NEPA), A Finding of No Significant Impact (FONSI) must be
obtained by the selected Proposer in order to satisfy the MDPD laboratory's reporting requirements to
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Miami -Dade County, Florida
REP No. 8514
the federal granting agency. The selected Proposer shall receive their FONSI no later than December
31, 2007.
9. Payment by the County will not be made on any samples that are not analyzed according to the
specifications herein.
10. The selected Proposer shall not provide details of services provided to MDPD in product literature or
advertising without written approval from the MDPD.
ESE
3.1 Submittal Requirements
In response to this Solicitation, Proposer shall return the entire completed Proposal Submission Package
(see attached). Proposers should carefully follow the format and instructions outlined therein. All documents
and information must be fully completed and signed as required.
Proposals that do not include the required documents may be deemed non -responsive and may not be
considered for contract award. The proposal shall be written in sufficient detail to permit the County to conduct
a meaningful evaluation of the proposed services. However, overly elaborate responses are riot requested or
desired.
CES
4.1 Review of Proposals for Responsiveness
Each proposal will be reviewed to determine if the proposal is responsive to the submission requirements
outlined in this Solicitation. A responsive proposal is one which follows the requirements of this Solicitation,
includes all documentation, is submitted in the format outlined in this Solicitation, is of timely submission, and
has the appropriate signatures as required on each document. Failure to comply with these requirements may
result in the proposal being deemed non -responsive.
4.2 Evaluation Criteria
Proposals will be evaluated by an Evaluation/Selection Committee which will evaluate and rank proposals on
criteria listed below. The Evaluation/Selection Committee will be comprised of appropriate County personnel
and members of the community, as deemed necessary, with the appropriate experience and/or knowledge,
striving to ensure that the Evaluation/Selection Committee is balanced with regard to both ethnicity and
gender. The criteria are itemized with their respective weights for a maximum total of one hundred (100) points
per Evaluation/Selection Committee member.
Technical Criteria
•
1. Proposer's experience, qualifications, and past
performance related to providing the type of services
requested in this Solicitation, including project manager's
experience.
2. Proposer's approach to providing the services
requested in this Solicitation (including the results
of the qualification testing if applicable, refer to
Section 4.3 b.).
Points
40
40
Price Criteria Points
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Miami Dade Cown'y, Florida
3. Proposer's proposed price
4.3 Oral Presentations and Qualification Testing
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RFC' No.8514
a. Oral Presentations
Upon completion of the criteria evaluation indicated above, rating and ranking, the Evaluation/Selection
Committee may choose to conduct an oral presentation with the Proposer(s) which the Evaluation/Selection
Committee deems to warrant further consideration based on the highest rated proposal providing the highest
quality of service to the County; scores in clusters; significant breaks in scoring; and/or maintaining
competition. (See Form A-2 regarding registering speakers in the proposal for oral presentations.) Upon
completion of the oral presentation(s), the Evaluation/Selection Committee will re-evaluate, re -rate and re -rank
the proposals remaining in consideration based upon the written documents combined with the oral
presentation.
b. Qualification Testing
The Evaluation/Selection Committee may choose to conduct qualification testing with the Proposer(s) which
the Evaluation/Selection Committee deems to warrant further consideration based on the highest rated
proposal providing the highest quality of service to the County; scores in clusters; significant breaks in scoring;
and/or maintaining competition.
The MDPD Crime Laboratory Bureau will provide a set 10-15 samples for DNA analysis to the Proposer(s)
selected based on the criteria mentioned above. The Proposer(s) must submit the results from these samples
within two wooksof receipt to ensure the Prnpeiser's qualification and ability to comply with the specified scope
of services. The MDPD Crime Laboratory Bureau will review all DNA testing procedures, including
interpretation guidelines. The Evaluation/Selection Committee will re-evaluate, re -rate and re -rank the
proposals remaining in consideration based upon the results of the qualification testing.
4.4 Selection Factor
A Selection Factor is not applicable to this Solicitation.
4.5 Price Evaluation
The price proposal will be evaluated subjectively in conjunction with the technical proposal, including an
evaluation of how well the proposal matches the County's needs described in this Solicitation and the value of
--the proposed services. The pricing -evaluation is used __as_part of the evaluation process to determine the
Proposer ranking. The County reserves the right to negotiate the final terms, conditions and pricing of the
contract as may be in the best interest of the County.
4.6 Local Preference
The evaluation of competitive solicitations is subject to Section 2-8.5 of the Miami -Dade County Code, which,
except where contrary to federal or state law, or any other funding source requirements, provides that
preference be given to local businesses (see Form A-5). If, following the completion of final rankings by the
Evaluation/Selection Committee, a non -local Proposer is the highest ranked responsive and responsible
Proposer, and the ranking of a responsive and responsible local Proposer is within 5% of the ranking obtained
by said non -local Proposer, then the Evaluation/Selection Committee will recommend that a contract be
negotiated with said local Proposer.
4.7 Negotiations
The County may award a contract on the basis of initial offers received, without discussions. Therefore, each
initial offer should contain the Proposer's best terms from a monetary and technical standpoint. The Proposers
with the highest overall score (up to two in the order of ranking) may be recommended to negotiate a
contract(s). The highest ranking Proposer being recommended as the primary. If the County and the
recommended Proposer cannot negotiate a successful contract, the County may terminate said negotiations
and begin negotiations with another recommended Proposer. This process will continue until a contract
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Miami Dade County, Florida RFP No.8514
acceptable to the County has been executed or all proposals are rejected. No Proposer shall have any rights
against the County arising from such negotiations or termination thereof.
Any Proposer recommended for negotiations may be required to provide to the County:
a) Its most recent certified business financial statements as of a date not earlier than the end of the
Proposer's preceding official tax accounting period, together with a statement in writing, signed by a
duly authorized representative, stating that the present financial condition is materially the same as
that shown on the balance sheet and income statement submitted, or with an explanation for a
material change in the financial condition. A copy of the most recent business income tax return will
be accepted if certified financial statements are unavailable.
b) Information concerning any prior or pending litigation, either civil or criminal, involving a governmental
agency or which may affect the performance of the services to be rendered herein, in which the
Proposer, any of its employees or subcontractors or subconsultants is or has been involved within the
last three (3) years.
4.8 Contract Award
Any contract, resulting from this Solicitation, will be submitted to the County Manager or designee for approval.
All Proposers will be notified in writing when the County Manager or designee makes an award
recommendation. The Contract award, if any, shall be made to the Proposer whose proposal shall be deemed
by the County to be in the best interest of the County. Notwithstanding the rights of protest listed below, the
County's decision of whether to make the award and to which Proposer shall be final.
4.9 Rights of Protest
A. A recommendation for contract award or rejection of aIi proposals may be protested by a Proposer in
accordance with the procedures contained in Sections 2-8.3 and 2-8.4 of the County Code, as amended,
and as established in Administrative Order No. 3-21.
B. A written intent to protest shall be filed with the Clerk of the Board and mailed to all participants in the
competitive process and to the County Attorney within three (3) County work days of the filing of the
County Manager's recommendation. This three day period begins on the County workday after the filing of
the County Manager's recommendation. Such written intent to protest shall state the particular grounds
on which it is based and shall be accompanied by a filing fee as detailed in Para C below.
C. The written intent to protest shall be accompanied by a non-refundable filing fee, payable to the Clerk of
the Board, in accordance with the schedule provided below:
Award Amount Filing Fee
$25,000-$100,000 $500
$100,001-$500,000 $1,000
$500,001-$5 million $3,000
Over $5 million $5,000
D. For award recommendations greater than $250,000, the County's recommendation to award or reject will
be immediately communicated (via mail, fax or e-mail) to all participants in the competitive process and
filed with the Clerk of the Board.
E. For award recommendations from $25,000 to $250,000, each County workday, as appropriate,
recommendations to award or reject will be posted in the lobby of the Stephen P. Clark Center, Located at
111 NW ist Street, Miami, FL. 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 this Solicitation.
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Miami -Dade County, Florida
RIP No. 851 d
Any question, issue, objection or disagreement concerning, generated by, or arising from the published
requirements, terms, conditions or processes contained or described in the solicitation document shall be
deemed waived by the protester and shall be rejected as a basis for a protest unless it was brought by that
Proposer to the attention, in writing, of the procurement agent, buyer, contracting officer or other contact
person in the County department that issued the solicitation document, at least two working days (not less than
48 hours) prior to the hour of the due date for proposal submission.
ND
The anticipated form of agreement is attached. The terms and conditions summarized below are of special
note and can be found in their entirety in the agreement:
A. Business Entity Registration
To be recommended for award, the County requires that the Contractor complete a Miami -Dade County
Business Entity Registration Application with all required disclosure affidavits. The application is available from
DPM's website at http://miamidade.gov and click on "Business" or from the Vendor. Assistance Unit at 111 NW
1st Street, 13`h Floor, Miami, FL.
B. Insurance Requirements
The Contractor shall furnish to the County, Department of Procurement Management, prior to the
commencement of any work under any agreement, Certificates(s) of. Insurance which indicate insurance
coverage has been obtained that meets the stated requirements.
C. Inspector General Reviews
According to Section 2-1076 of the Code of Miami -Dade County, as amended by Ordinance No. 99-63, Miami -
Dade County has established the Office of the Inspector General which may, on a random basis, perform
audits on all County contracts, throughout the duration of said contracts, except as otherwise indicated. The
cost of the audit, if applicable, shall be one quarter (1/4) of one (1) percent of the total contract amount and the
cost shall be included in any proposed price. The audit cost will be deducted by the County from progress
payments to the Contractor, if applicable.
D. User Access Program
Pursuant to Miami -Dade County Ordinance No. 03-192, any agreement issued as a result of this Solicitation 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 Solicitation and the utilization of the County contract price and the terms and
conditions identified therein, are subject to the two percent (2%) UAP.
Form of Agreement
Proposal Submission Package
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