HomeMy WebLinkAboutInvitation to BidBID NO.: 8720-0109
OPENING: 2:00 P.M.
Wednesday,
June 25, 2008
MIAMI-DADE COUNTY, FLORIDA
I N V I T
TO
ATION
BID
RENTAL OF OFFICE TRAILERS (PRE -QUALIFICATION)
THE FOLLOWING ARE REQUIREMENTS OF THIS BID, AS NOTED BELOW:
BID DEPOSIT AND PERFORMANCE BOND: .................................
N/A
CATALOGUE AND LISTS: ...................................... ...........................
Section 2 Paragraph 2.6 Sub. f) & )
CERTIFICATE OF COMPETENCY: .................................................
Section 2 Paragraph 2.14
EQUIPMENT LIST: ........................................ ......................................
Section 2 Paragraph 2.30
EXPEDITED PROCUREMENT PROGRAM (EPP)
N/A
INDEMNIFICATION/INSURANCE:...................................................
Section 2 Paragraph 2.11
PRE-BID CONFERENCE/WALK-THRU:.........................................
N/A
SMALL BUSINESS ENTERPRISE MEASURE:....... .........................
Section 2 Paragraph 2.2
SAMPLESANFORMATION SHEETS: ...............................................
N/A
SECTION3 — MDHA:...........................................................................
N/A
SITE VISIT/AFFIDAVIT:............ .........................................................
N/A
USER ACCESS PROGRAM:................................................................
Section 2 Paragraph 2.21
WRITTEN WARRANTY: .....................................................................
Section 2, Paragraph 2.19
FOR INFORMATION CONTACT:
Thelma L. Rodriguez (305) 375-4252 — e-mail Trodrig@miamidade.gov
IMPORTANT NOTICE TO BIDDERS
COMPLETE AND RETURN ALL AFFIDAVITS WITH BID SUBMITTAL FORMS
MIAMI-DADE COUNTY
DEPARTMENT OF PROCUREMENT MANAGEMENT
PURCHASING DIVISION
FAILURE TO COMPLETE THE CERTIFICATION REGARDING LOCAL PREFERENCE ON
PAGE 23 OF SECTION 4.0, BID SUBMITTAL FORM SHALL RENDER THE VENDOR
INELIGIBLE FOR LOCAL PREFERENCE
FAILURE TO SIGN PAGE 23 OF SECTION 4.0, BID SUBMITTAL WILL RENDER YOUR BID
NON-RESPONSIVE
SNWHIML
MIAMI•R4DE
MIAMI-DADE COUNTY, FLORIDA
INVITATION TO BID
Bid Number: 8720-0/09
Title: RENTAL OF OFFICE TRAILERS (Pre-Oualification)
Sr. Procurement Contracting Agent: Thelma L. Rodriguez
Bids will be accepted until 2:00 p.m. on Wednesday, June 25, 2008
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 two copies of the Bid Submittal, plus attachments if applicable. Failure
to comply with this requirement may result in your Bid not being considered for award.
All Bids must be submitted in a sealed envelope or container and will be opened promptly at
the time indicated in this solicitation document. Any Bid received after the first Bid has been
opened will be returned to the Bidder unopened. The County does not accept responsibility for
delays, natural or otherwise.
NOTICE TO ALL BIDDERS:
FAILURE TO SIGN THE BID SUBMITTAL FORM WILL RENDER YOUR BID
NON-RESPONSIVE.
• THE BID SUBMITTAL FORM CONTAINS IMPORTANT CERTIFICATIONS
THAT REQUIRE REVIEW AND COMPLETION BY ANY VENDOR RESPONDING
TO THIS SOLICITATION
MIAMI-DADE COUNTY BID NO.: 8720 -9/09 -OTR
SECTION 1
GENERAL TERMS AND CONDITHM
ENTAL OF OFFICE TRAILERS (Pre-Oualificationl
1.1. DEFINITIONS
Bid - shall refer to any offer(s) submitted in response to this
solicitation.
Bidder - shall refer to anyone submitting a Bid in response to this
solicitation.
Bid Solicitation -shag mean this solicitation documentation, including
any and off addenda.
Bid Submittal Form - 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 - shag refer to Miami -Dade County's Department of Procurement
Management.
Enrolled Vendor - shall refer to a firm that has completed the
necessary documentation in order to receive Bid notifications from the
County.
Registered Vendor - shall refer to a firm that has completed the
Miami -Dade County Business Entity Registration Application and has
satisfied all requirements to enter into business agreements with the
County.
The Vendor Registration Package - shall refer to the Business Entity
ROOM-#- Application.
For additional information about on-line vendor enrollment or
vendor registration contact the Vendor Assistance Unit at 111
N.W. 1" Street, 13"' floor, Miami, FL 33128, Phone 305-378.5773.
Vendors can enroll online and obtain forms to register by visiting
our web site at www.mlamidadomovidurn
1.2. INSTRUCTIONS TO BIDDERS
A. Bidder Qualification
It is the policy of the County to encourage full and open competition
among all available qualified vendors. All vendors regularly engaged in
the type of work specified in the Bid Solicitation are encouraged to
submit Bids. Vendors may enroll with the County to be included on a
notification list for selected categories of goods and services. To be
eligible for award of a contract (including small purchase orders),
Bidders must become a Registered Vendor. Only Registered Vendors
can be awarded County contracts. Vendors are required to register
with the County by contacting the Vendor Assistance Unit. The County
endeavors to obtain the participation of all qualified small business
enterprises. For information and to apply for certification, contact the
Department of Small Business Development at 111 N.W. 1 Street, 19"'
Floor, Miami, FL 33128-1900. or telephone at 305-376-3111. County
employees and board members wishing to do business with the
County are referred to Section 2-11.1 of the Miami -Dade County Code
relating to Conflict of Interest and Code of Ethics.
B. Vendor Registration
To be recommended for award the County requires that vendors
complete a Miami -Dade County Vendor Registration Package.
Effective June 1, 2008, a new Vendor Registration Package, including
a Uniform Affidavit Packet (Affidavit form), must be completed by
vendors and returned to the Department of procurement Management
(DPM), Vendor Assistance Unit, within fourteen (14) days of
notification of the intent to recommend for award. In the event the
Vendor Registration Package Is not properly completed and returned
within the specified time, the County may in its sole discretion, award
to the next lowest responsive, responsible Bidder. The Bidder is
responsible for obtaining the Vendor Registration Package, including
all affidavits by downloading from the DPM website at
www.mismidade_gov or from the Vendor Assistance Unit at 111 N.W.
1" Street, le Floor, Miami, FL 33128.
Bidders are required to affirm that all information submitted with the
Vendor Registration Package is current, complete and accurate, at the
time they submit a response to a Bid Solicitation, by completing the
provided Affirmation of Vendor Affidavit form.
In becoming a Registered Vendor with Miami -Dade County, the vendor
confirms its knowledge of and commitment to comply with the
following:
I. Waini Dade County Ownership Disclosure Affidavit
(Sec. 2-8.1 of the County Code)
2. Miami -Dade County Employment Disclosure Afildavlt
(County Ordinance No. 90-133, amending Section 2.8-1(d)(2)
of the County Code)
3, Miami -Dade Employment Prug-fuse Waftlace Certification
(Section 2-8.1.2(b) of the County Code)
4. Mlamj�Dode Disability and Nondiscrimination Affidavit
(Article 1, Section 2-8.1.5 Resolution Ri82-00 Amending
R-385-95)
5. Miami -Dade County DebarmentD/sctosureAWdavit
(Seclion 10.38 of the County Code)
8. Miaml-Dade County Vendor Obligation to County
AMdavit
(Section 2-& 1 of the County Code)
7. Mlam/ Dade County Code of Business Ethics Affidavit
(Article 1, Section 2.8.1f and 2-11(b)(1) of the County Code
through (8) and (9) at the County Code and County Ordinance No
00-1 amending Section 2.11.1(c) of the County Code)
8. Miami -Dade County Family Leave Affidavit
(Article V of Chapter 11 ofthe County Code)
9, Miami -Dade County living Wage Aflldavit
(Section 2-8.9 of the County Code)
10. Miami -Dade County Domestic Leave and Reporting Adtdavit
(Article S. Section 11A-60IIA-87 of the County Code)
t1. Subcontracting Practices
(Ordinance 97-35)
12. Subcontractorl'SupplierUlsting
(Ordinance 97-104)
13. Envfronmentally Acceptable Packaging
Resofution (R-738-92)
14, W-9 and 8109 Forms
The vendor must famish these forms as required by the internal
Revenue Service.
13- Social Security Number
In order to establish a fife for your firm, you must provide your
firm's Federal Employer Identification Number (FEIN). ff no FEIN
exists, the Social Security Number of the owner or individual must
be provided. This number becomes your "County Vendor
Number". To comply with Section 11g.071(6) of the Florida
Statutes relating to the collection of an individual's Social Security
Number, be aware that DPM requests the Social Security
Number for the following purposes:
• identification of individual account records
• To make payments to individuallvendor for goods and
services provided to Miami -Dade County
• Tau reporting purposes
• To provide a unique Identifier in the vendor database that
may be used for searching and sorting departmental records
18. Office of the Inspector General
Pursuant to Section 2-1076 of the County Code.
17. Small Business Enterprises
The County endeavors to obtain the participation of all small
business enfeiprises pursuant to sections 2-82, 2-8.2.3 and
2-&2A of the County Code and rifle 49 o1 the Code of Federal
Regulations.
18. Antitrust taws
By acceptance of any contract, the vendor agrees to comply
with all antitrust laws of the United States and the State of
Florida.
-I-
Revised 5/27/08
MIAMI-DADE COUNTY BID NO.: 8720-9/09=OTR
SECTION 1
GENERAL TERMS AND CONDITIONS
RENTAL OF OMCE MILERS (Pre-Oualifi ationl
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 2)(a) of the Florida Statutes, a person or
affiliate who has been pla on the convicted vendor list following a
conviction for a public entity crime may not submit a Bid on a contract
to vide any goods or services to a public entity, may not submit a
Bid on a contract with a public entity, for the construction or repair of a
public building or public work, may not submit Bids on leases of real
property to a public entity, may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract 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 th
Florida Statutes, for CATEGORY TWO for a period of 36 months from
Me date of being placed on the convicted vendor fiat.
O. Request for Additional Information
1.. Pursuant to Section 2-11.10) of the County Code, all Bid
Solicitations, once advertised and until an award recommendation
has been forwarded to the appropriate authority are under the
"Cone of Silence". Any communication or inquiries, except for
ciarificetion of process or procedure already contained in the
solicitation, are to be made in waiting to the attention of the
Procurement Agent identified on the front page of the soltutaliom
Such inquiries or request for information shall be submitted to the
procurement agent in writing and shag contain the requester's
name, address, and telephone number. If transmdted by
facsimile, the request should also include a cover sheet with
Bidder's facsimile number. The requestor must also file a copy of
this written request with the Clerk of the Board, 111 NW Tw Street,
17 h Floor, suite 202, Miami, Florida 33128-1983 or email
cIerkb mi1lW-ade.noy.
2. The Department of Procurement Management may issue an
addendum in response to any inquiry received, prior to Bid
opening. which changes. adds to or clarifies the terms, provisions
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
9. 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 Addenda' form,
when any addenda have been issued.
Contents of Bid Solicitation and Bidders' Responsibilities
It is the responsibility of the Bidder to become thoroughly familiar
with the Bid requirements, terms and conditions of this solicitation.
Pleas of ignorance by the Bidder of conditions that exist or that
may exist wilt not be accepted as a basis for varying the
requirements of the County, or the compensation to be paid to the
Bidder.
In the event a Bidder wishes to protest any part of (he 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 Bks opening date and hour specified in the solicitation. Failure
to file a timely notice of protest will constitute a waiver of
proceedings.
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.
It is the responsibility of the BiddedProposer, prior to conducting
any lobbying regarding this solicitation to tie the appropriate
form with the Clerk of the Board stating that a particular
lobbyist b autlip tzed to noreaent the BfddarlProposer. The
Bidder/Proposer strait also file a form with Die Clerk of the Board
at the point in time at which a lobbyist is no longer authorized to
represent said Sidderl Proposer. Failure of a Bidder/Proposer to
file the appropriate form required, in relation to each solicitation,
may be considered as evidence that the SidderiProposer is not a
responsible contractor.
F. Change or Withdrawal of Bids
1. Changes to Bid -Prior to the scheduled Bid opening a Bidder may
change its Bid by submitting a new Bid, (as indicated on the cover
page) with a letter in writing on the firms letterhead, signed by an
authorized agent stating that the new submittal replaces the
original submittal. The now submittal shall contain the Letter and
all information as required for submitting the original Bid. No
changes to a Bid will be accepted after the Bid has been opened.
2. Withdrawal of Bid — A Bid shall be irrevocable unless the Bid Is
withdrawn as provided herein. Only a written letter received by
OPM prior to the Bid opening date may withdraw a bid. A bid may
also be withdrawn ninety (90) days after the Bid has been opened
and prior to award, by submitting a letter to the contact person
identified on the front cover of this Bid Solicitation. The
withdrawal tetter must be on company letterhead and signed by
an authorized agent of the Bidder.
G. Conflicts Within The Old Solicitation
Where there appears to be a conflict between the General Terms
and Conditions, Special Conditions, the Technical Specifications,
the Bid Submittal Section, or any addendum issued, the order of
precedence shall be: the last addendum issued, the Bid Submittal
Section, the Technical Specifications, the Special Conditions, and
then the General Terms and Conditions.
Prompt Payment Terms
it is the policy of Miami -Dade County that payment for ail
purchases by County agencies and the Public Health Trust shall
be made In a timely manner and that interest payments be made
on late payments. to accordance with Florida Statutes, Section
218.74 and Section 2-8.1 A of the Mfarif-Dade County Code, the
time at which payment shall be due from the County or the Public
Health Trust shall be forty -flue (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 date at the rate of
one percent (1%) per month on the unpaid balance. Further,
proceedings to resolve disputes for payment of obligations shag
be concluded by final written decision of the County Manager, or
his or her designee(s), not tater than sixty (60) days after the date
on which the proper invoice was received by the County or the
Public Health Trust.
The Bidder may offer cash discounts for prompt payments;
however, such discounts will n9t be considered in determining the
lowest price during bid evaluation. Bidders are requested to
provide prompt payment terns in the space provided on the Bid
submittal signature page of the solicitation.
1.3. PREPARATION OF BIDS
A. The Bid submittal form defines requirements of items to be
purchased, and must 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
Initiated in ink. Failure to comply with these requirements may
cause the Bid to be rejected
C. An authorized agent of the Bidder's firm must sign the Bid
submittal form. FAILURE TO SIGN THE BIO SUBMITTAL FORM
SHALL RENDER THE BID NON-ftE$PON8IVa
D. The Bidder may be considered non-responsive if bids are
conditioned to modifications, changes, or revisions to the terms
and conditions of this solicitation.
E. The Bidder may submit alternate Bid(s) for the same solicitation
provided that such offer is ailowrable under the terms and
conditions. The alternate, Bid must meet or exceed the minimum
requirements and be submitted on a separate Bill submittal
marked `Aitemate Bid'.
F. When there is a discrepancy between the unit prices and any
extended prices, the unit prices will prevail.
-II-
Revised 5/2'/08
MIAMI-DADE COUNTY BID NO.: 8720 -9/09 -OTR
SECTION 1
GENERAL T M. AND CONDITIONS
ENTAL OF OFFICE TRAILERS (Pre -O >'alifi sltion)
1.4. CANCELLATION OF BID SOLICITATION
Miami -Dade County reserves the right to cancel, in whole or in part,
any Invitation to Bid when it is in the best interest of the County.
1.5. AWARD OF BIO SOLICITATION
A. This Bid may be awarded to the responsible Bidder meeting all
requirements as set forth in the solicitation. The County reserves
the right to reject any and all Bids, to waive Irregularities or
technicalities and to re-adverfise for all or any part of this Bid
Solicitation as deemed in its best interest. The County shall be the
sole judge of its best interest.
B. When there are multiple fine items in a solicitation, the County
reserves the right to award on an Individual item basis, any
combination of items, total low Bid or in whichever manner
deemed in the best interest of the County.
C. The County reserves the right to rejeot any and all Bids if it is
determined that prices are excessive, best offers are determined
to be unreasonable, or it is otherwise determined to be in the
County's best interest to do so.
D. The County reserves the right to negotiate prices with the tow
bidder, provided that the scope of work of this solicitation remains
the same.
E. Award of this Bid Solicitation will only be made to firms that have
completed the Miami -Dade County Business Entity Registration
Application and that satisfy all necessary legal requirements to do
business with Miami -Dade County. Firms domiciled in Miami -
Dade County must present a copy of their Miami -Dade County
issued Local Business Tax Receipt.
F. Pursuant to- County Code Section 2-8.1(g), the Bidders
performance as a prime contractor or subcontractor on previous
County contracts shall be taken into account in evaluating the Bid
received for this Bid Solicitation.
G. To obtain a ropy of the Bid tabulation, Bidder(s) shall enclose an
appropriately sized self-addressed stamped envelope or make a
request by e-mail. Birt results will not be given by telephone or
faceimtle.
H. The Bid Solicitation, any addenda and/or property executed
modifications, the purchase order, and any change order(s) shall
constitute the contract.
1. In accordance with Resolution R-157488, the Director of DPM
will decide all tie Bids.
J. Award of this Bid may be predicated on compliance with and
submittal of all required documents as stipulated in the Bid
Solicitation.
1.6. CONTRACT EXTENSION
A. The County reserves the right to exercise its option to extend a
contract for up to one hundred -eighty (180) calendar days beyond
the current contract period and will notify the contractor in writing
of the extension.
B. This contract may be extended beyond the initial one hundred -
eighty (180) day extension period upon mutual agreement
between the County and the successful Bidder(s) upon approval
by the Board of CountyCommisslloners.
1.7. WARRANTY
All warranties express and implied, shall be made available to the
County for goods and services covered by this Bid Solicitation. Ail
goats furnished shall be fully guaranteed by the successful Bidder
against factory defects and workmanship. At no expense to the
County, the successful Bidder shall correct any and all apparent and
latent defects that may occur within the manufacturer's standard
warranty. The Special Conditions of the Bid Solicitation may
supersede the manufacturers standard warranty.
I.S. ESTIMATED QUANTITIES
Estimated quantities or dollars are for Bidder's guidance only: (a)
estimates are based on the County's anticipated needs and/or usage
during a previous contract period and; (b) the County may use these
estimates to determine the low Bidder. Estimated quantities do not
contemplate or include possible additional quantities that may be
ordered by other government, quasi -government or non-profit entities
utilizing this contract under the Joint Purchase portion of the County
User Access Program (UAP) described in Section 2.21 of this contract
solicitation and the resulting contract, if that section is present in this
solicitation document. No guarantee is expressed or implies as to
lim
quantities or dollars that will be used during the contract period. The
County is not obligated to place any order for the given amount
subsequent to the award of this Bid Solicitation.
1.S. NON -EXCLUSIVITY
it is the intent of the County to enter into an agreement with the
successful Bidder that will satisfy its needs as describe herein.
However, the County reserves the right a$ deemed In its best interest
to perform, or cause to be performed, the work and services, or any
portion thereof, herein desctibed in any manner It sees fit, Including brit
not limited to: award of other contracts, use of any contractor, or
perform the work with its own employees.
1.10. LOCAL PREFERENCE
The evaluation of competitive bids is subject to Section 2-8.5 of the
Miami -Dade County Code, which, except where contrary to federal and
state law, or any other funding source requirements, provides that
preference be given to local businesses. A local business shall be
defined as:
1, a business that has a valid Local Business Tax Receipt, 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 has physical business address located within
the limits of Miami -Dade County from which the vendor
operates or performs business. Post Office Boxes are not
verifiable and shall not be used for the purpose of establishing
said physical address; and
3. a business that contributes to the economic development and
wall -being of Miami -Date County in a verifiable and
measurable way. This may include but not be limited to the
retention and expansion of employment opportunities and the
support and increase in the CounVs tax base. To satisfy this
requirement, the vendor shall afram in writing its compliance
with either of the following objective criteria as of the bid or
proposal submission date stated in the solicitation:
(a) vendor has at least ten (10) permanent full time
employees. or part time employees equivalent to 10 FTE
(1011 -time equivalane employees working 40 hours per
week) that live in Miami -Dade County, or at least 25% of
its employees that We In Miami -Dade County, or
(b) vendor contributes to the County s tax base by paying
either real property taxes or tangible personal properly
taxes to Miami -Dade County, or
(c) some other verifiable and measurable contribution to the
economic development and well-being of Miami -Dade
County.
When there is a responsive bid from a Miami -Dade local business
within 10% of the lowest price submitted by a responsive non -local
business, the local business and the non -local tow bidder shall have
the opportunity to submit a best and final bid equal to or lower than the
amount of the low bid previously submitted by the non -local business.
At this time, there is an interfocal agreement In effect between Miami -
Dade and Broward Counties until September 2009. Therefore, a
vendor which meets the requirements of (1), (2) and (3) above for
Broward County shall be considered a local business pursuant to this
Section.
1.11.CONTINUATION OF WORK
Any work that commences prior to and will extend beyond the
expiration date of the current contract period shall, unless terminated
by mutual written agreement between the County and the successful
Bidder, continue until completion at the same prices, terms and
conditions.
Revised 5/27/08
MIAMI-DADE COUNTY BID NO.: 8720 -9/09 -OTR
SECTION 1
GENERAL TERMS ANDONDITIONS
RENTAL OF OFFICE TRAILER (Pre -Qualification)
1.18. RESPONSIBILITY AS EMPLOYER
1.12. BID PROTEST
A. A recommendation for contract award or rejection of award may
be protested by a Bidder in accordance with the procedures
contained in Sections 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 shag 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 perk of the Board, in
accordance with the schedule provided below.
Award Amount
FilinaF
$25,000$250,000
$500
$250,0014500,000
$1,O1m
$500,00145 million
$3,000
Over $5 million
$5,000
The protester shall then file all pertinent documents and
supporting evidence with the Clerk of the Board and mail copies
to all participants in the competitive process and to the County
Attorney within three (3) County workdays after the filing of a
written Intent to protest.
D. For award recommendations greater than $250,000 the following
shall apply:
The County's recommendation to award or reject will be
immediately communicated (via mail, fax or email) to all
participants in the competitive process and films with the Clerk of
the Board.
E. Forawardrecommendations from $25,000 to $250,000 the
following shall apply:
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 N.W. I" Street. Participants may
also view recommendations to award on-line at the t)PM website
or call the contact person as identified on the cover page of the
Bid Solicitation.
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 8kf
Solicitation. The Bidder shall be familiar with as federal, state and local
laws that may in affect the goods and/or services offered.
1.14. PACKAGING
Unless otherwise specified in the Special Conditions or Technical
Specifications, as containers shall be suitable for shipment and/or
storage and comply with Resolution No. 738-92.
1.15. SUBCONTRACTING
Unless otherwise specified in this Bid Solicitation, the successful
Bidder shall not subcontract any portion of the work without the prior
written consent of the County_ The ability to subcontract may be
further limited by the Special Conditions. Subcontracting without the
prior consent of the County may result in temnination of the oontrad for
defauh. 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 contract, including any rights, title or interest
therein, or its power to execute such contract to any person, company
or corporation without the prior written consent of the County.
1.17. DELIVERY
Unless otherwise specified in the Bid Solicitation, prices quoted shall
be F.O.B. Destination. Freight shall be included in the proposed price.
-IV-
The employee(s) of the successful Bidder shall be considered to be at
ail times its employee(s), and not an employee(s) or agerd(s) of the
County or any of its departments. The successful Bidder shall provide
competent and physically employee(s) capable of performing the work
as required. The County may require the successful Bidder to remove
any employee it deems unacceptable. All employees of the successful
Bidder shall wear proper identification.
1,19- INDEMNIFICATION
The successful Bidder shall indemnify and holt harmless the County
and its 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 its officers, employees, agents or
instrumentalities may incur as a result of claims, demands, suits,
causes of actions or proceedings of any kind or nature arising out of,
relating to or resulting from the performance of the agreement by the
successful Bidder or its employees, agents, servants, partners,
principals or subcontractors. The successful Bidder shall pay all
claims and losses In connection therewith, and shall investigate and
defend all claims, suits or actions of any kind or nature in the name of
the County, where applicable, including appellate proceedings, and
shall pay all costs, judgments, and attorney's fees which may be
Incurred thereon. The successful Bidder expressly understands and
agrees that any insurance protection required by this Agreement or
otherwise provided by the successful Bidder shalt in no way limit the
responsibility to indemnify, keep and save hamntess and defend the
County or its officers, employees, agents and Instrumentalities as
herein provided.
1.20. COLLUSION
Where two (2) or more related ponies, as defined herein, each submit
a Bid for any centtaa, such Bids shall be prestsned to be collusive.
The foregoing presumption may be rebutted by the presentation of
evidence as to the extent of ownership, control and management of
such related parties in preparation and submittal of such Bids. Related
parties strap mean Bidder or the principals thereof which have a direct
or indirect ownership interest in another Bidder for the same contract
or in which a parent company or the principals thereof of one (1)
Bidder have a direct or indirect ownership interest in another Bidder for
the same contract. Furthermore, any prior understanding, agreement,
or connection between two or more corporations, firms, or persons
submitting a hid 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
order or award sheet, as appropriate.
1.22. TERMINATION FOR CONVENIENCE
The County, at lts sole discretion, reserves the right to terminate this
contrad 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 casts incurred by the successful Bidder prior to notice of
termination. The County shall be the sole judge of "reasonable costs!
1.23JERMINATION 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 flails to perform in accordance with the terms and conditions
stated herein. The County 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 tetter 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. Ail re -procurement cost shall be borne by the successful
Bidder.
Revised 5/27/08
MIAMI-DADE COUNTY BID NO.: 8720 -9/09 -OTR
SECTION 1
GENERAL. TERMS AND CONDITIONS
RENTAL OF OFFICE TRAILERS (Pre-OLalific�tion)
1.24. FRAUD AND MISREPRESENTATION
Pursuant to Section 2-8.1.4 of the Miami -Dade County Code, any
individual, corporation or other entity that attempts to meet its
contractual obligations with the County through fraud,
misrepresentation or material misstatement, may be debarred for up to
five (5) years. The County as a further sanction may terminate or
cancel any other contracts 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.
1.26. ACCESS TO RECORDS
The County reserves the right to require the Contractor to submit to an
audit by Audit and Management Services or other auditor of the
County's choosing at the Contractor's expense. The Contractor shall
provide access to all of its records, which relate directly or indirectly to
this Agreement at its place or business during regular business hours.
The Contractor shall retain all records pertaining to this Agreement and
upon request make them available to the County for three years
following expiration of the Agreement. The Contractor agrees to
provide such assistance as may be necessary to facilitate the review or
audit by the County to ensure compliance with applicable accounting
and financial standards.
1.26 OFFICE OF THE INSPECTOR GENERAL
MiamloDade County has established the Office of the inspector
General, which is authorized and empowered to review past, present,
and proposed County and Public Health Trust programs, contracts,
transactions, accounts, records and programs. The Inspector General
(IG) has the power to subpoena witnesses, administer oaths, require
the production of records and monitor existing projects and programs.
The Inspector General may, on a random basis, perform audits on sit
County contracts. The cost of random audits shall be incorporated into
the contract price of all contracts and shall be one quarter (114) of one
(1) percent of the contract price, except as otherwise provided in
Section 2-1076(c)(8) of the County Code.
1.27 PRE -AWARD INSPECTION
The County may conduct a pre -award inspection of the bidder's site or
holt a pre -award qualification hearing to determine if the bidder is
capable of performing the requirements of this bid solicitation.
1.26 PROPRiETARYICONFIDENTIAL INFORMATION
Bidders are hereby notified that all information submitted as part of, or
In support of bid submittals will be available for public Inspection after
opening of bids in compliance with.Chapter 119 of the Florida 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 other protection, which would otherwise be available to the
bidder. In the event that the bidder submits information to the County
in violation of this restriction, either inadvertently or Intentionally and
cteady Identifies that information in the bid as protected or confidential,
the County shall endeavor to redact and return that information to the
bidder as quickly as possible, and if appropriate, evaluate the balance
of the bid. The redaction or return of information pursuant to this
clause may render a bid non-responsive.
1.29. HEALTH INSURANCE PORTABILITY AND
ACCOUNTABILITY ACT (HIPAA)
Any person or entity that performs or assists Miami -Dade County with
a futhction_or activity involving the use or disclosure of 'individually
identifiable health information (8Hq andfor Protected Health
information (PHI) shall comply with the Health insurance Portability
and Accountability Act (HIPAA) of 19% and the Miami -Dade County
Privacy Standards Administrative Order. HIPAA mandates for privacy,
security and electronic transfer standards that include but are not
limited to:
1. Use of information only for performing services required by
the contract or as required by law;
2. Use of appropriate safeguards to prevent non -permitted
disclosures;
3. Reporting to Miami -Dade County of any non -permitted use
or disclosure;
4. Assurances that any agents and subcontractors agree to
the same restrictions and conditions that apply to the
Bidder/Proposer and reasonable assurances that IIHI/PHI
will be held confidential;
5. Making Protected Health information (PHI) available to the
customer;
6. Making PHI available to the customer for review and
amendment; and incorporating any amendments requested
by the customer,
7. Making PHI available to Miami -Dade County for an
accounting of disclosures; and
8. Making internal practices, books and records related to PHI
available to Miami -Dade County for compliance audits.
PHI shall maintain its protected status regardless of the form and
method of transmission (paper records, and/or electronic transfer of
data). The Bidded 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.
1.30. CHARTER COUNTY TRANSIT SYSTEM SALE
SURTAX
When proceeds from the Charter County Transit System Sales Surtax
levied pursuant to Section 29.121 of the Code of Miami -Dade County
are used to pay for all or some pmt of the cost of this contract, no
award of a Blanket Purchase Order (BPO) for Transit/Public Works as
part of a mutti-departmem contract, nor an award of a contract solely
for the use of TransdtPublic Works shall be effective and thereby give
rise to a contractual relationship with the County for Transit/Public
Works purchases unless and until both the following have occurred: 1)
the County Commission awards the contract, and such award
becomes final (either byexpiration 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 (CITI) has
approved inclusion of TransNPublic Works in this contract, or, ii) in
response to the CITT's disapproval, the County Commission reaffirms
Transill/Public Work's inclusion in the contract by two thirds (213) vote
of the Commission's membership and such reaffirmation becomes
final.
1.31 LOBBYIST CONTINGENCY FEES
A) in accordance with Section 2-11.1(9) 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 dependant on or in any way.
contingent upon the passage, defeat, or modification of; 1) any
ordinance, resolution, action or decision of the County Commission; 2)
any action, decision or recommendation of the County Manager or any
County board or committee; or 3) any action, decision or
recommendation of any County personnel during the time period of the
entire decision-making process regarding such action, decision or
recommendation which forseeably will be heard or reviewed by the
County Commission or a County board or committee.
1.32 COMMISSION AUDITOR — ACCESS TO RECORDS
Pursuant to Ordinance No. 03-2, all vendors receiving an award of the
contract resulting from this solicitation will grant access to the
Commission Auditor to all financial and performance related records,
property, and equipment purchased in whole or in part with
government funds.
V -
Revised 5/27/08
MWAMI-DADE COUNTY BID NO.: 8720 -0/09 -OTR
SECTION 2
SPECIAL. CONDITIONS
RENTAL OF OFFICE TRAILERS (Pre -Qualification)
2.1 PURPOSE: TO PRE -QUALIFY VENDORS FOR SPOT MARKET PURCHASES
The purpose of this Invitation to Bid is to pre -qualify potential bidders through the
submission of documents and forms which verifies that the vendor meets and/or exceeds the
minimum criteria. All bidders which meet and/or exceed the criteria established herein shall
be placed on a Pre -Qualification List that may be accessed by various Miami -Dade County
Departments in order to obtain price quotations for the Rental of Office Trailers.
2.2 SMALL BUSINESS CONTRACT MEASURES:
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.miamid-.ide.jzov/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 PRF, -BID CONFERENCE: INTENTIONALLY OMITTED
2.4 TERM OF CONTRACT: SIX (6) 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 remain in effect for (6) six months
and upon completion of the expressed and/or implied warranty periods, and shall expire on
the last day of the six (6) month period.
2.5 OPTION TO RENEW: INTENTIONALLY OMITTED
2.6 METHOD OF AWARD: TO PRE -QUALIFIED BIDDERS WHO WILL BE INVITED
TO PARTICIPATE IN SPOT MARKET PURCHASES
Award of this contract will be made to all responsive, responsible bidders who meet the
qualifications as stated herein and who ineet and/or exceed the minimum criteria established
below:
Revised 5/27108
MIAMI -FADE COUNTY BIO NO.: 8720 -0/09 -OTR
SECTION 2
SPECIAL, CONDITIONS
RENTAL. OF OFFICE TRAILERS (Pre-Oualifieationl
a) The Bidder(s) shall have proof of a minimum of five (5) years experience in the
business of rental or leasing of office trailers by supplying a list of the company(ies),
contacts and telephone numbers where they have provided this service (Section 4,
Paragraph 1 of the Invitation to Bid).
b) The Bidder(s) shall maintain an office or a warehouse. This facility shall be staffed by
competent company representatives who can be contacted Monday through Friday
8:00 a.m. to 5:00 p.m.
C) Provide telephone number of working telephone, separate facsimile lines, and E -Mail
address to expedite quotes.
d) Bidders shall provide a listing of at least three (3) large Commercial business and/or
Government Agencies' references, name, phone number, address and e-mail address
where bidder has provided the rental and/or leasing of Office Trailers for at lease
three (3) continuous years.
e) Bidder(s) shall state their capability to set-up and install Office Trailers as per Section
2.0 of the Special Conditions.
f) Bidder(s) shall provide a list of the manufacturer(s) they represent.
g) Bidder(s) shall provide a list of at least five (5) sites where their leased or rental
equipment is currently located.
h) Be able to provide Concrete Portables that can withstand wind of 187 mph (Category
#5 hurricane winds). One of the sites as required in 2.6 (d) shall include concrete
portables.
Bidders meeting and/or exceeding the solicitation criteria will be placed on a Pre -
Qualification List that may be accessed by various user departments in order to obtain Spot
Market quotations. All bidders will be solicited for Spot Market quotes on an as -needed
basis by County Departments. When such spot market purchases are initiated, the pre-
qualified bidders shall be invited to offer a fixed price for a specific individual rental, or a
specific lease period. The vendor then offering the lowest fixed price shall be awarded for
the specific period or specific rental. The award to one bidder for a specific period or
individual action does not preclude the remaining pre -qualified vendors from submitting spot
market offers for other specific rentals.
It shall be the sole prerogative of the County as to the number of vendors who will be
initially included under this contract. During the term of this contract, the County reserves
the right to add all qualified vendors who meet the criteria above to the pool and/or delete
vendors, and manufacturers as deemed necessary and in the best interest of the County.
Revised 5n7/U8
MIAMI -DADS COUNTY BID NO.: 8720 -0/09 -OTR
SECTION 2
SPECIAL CONDITIONS
RENTAL OF OFFICE THAI RS f ere-Oualificatiori i
If the County elects to add vendors, they must meet the same minimum qualifications
established for the original competition.
Spot market pricing procedures may be initiated by the using County department. In general,
written spot market quotes will be gathered from at least four (4) vendors whenever possible.
Details shall be provided at the time of the quote. The quotation procedures specific to this
contract are as follows:
When the need for an office trailer is identified, the using agency shall contact all pre-
qualified bidders for the quotations. Sealed quotations must be submitted within the time
frame specified on the Invitation to Quote. Late quotations shall not be taken into
consideration. The using agency shall be responsible for obtaining and verifying the bidder(s)
insurance certificate with the GSA/RISK MANAGEMENT. No purchase order or notice to
proceed shall be issue until these requirements are met.
2.7 PRICES: SHALL BE ESTABLISHED IN ACCORDANCE WITH TECHNICAL
SPECIFICATIONS
If the vendor is awarded a contract under this solicitation, the prices offered by the vendor
shall be accepted in accordance with the provisions established in Section 3 of this
solicitation entitled "Technical Specifications".
2.8 EXAMINATION OF COUNTY FACILITIES AND INSPECTION OF COUNTY
EQUIPMENT: INTENTIONALLY OMITTED
2.9 EOUAL PRODUCT: INTENTIONALLY OMITTED
2.10 LIQUIDATED DAMAGES: INTENTIONALLY OMITTED
2.11 INDEMNIFICATION AND INSURANCE: TYPE (1) GENERAL SERVICE AND
MAINTENANCE CONTRACT
Provider shall indemnify and hold harmless the County and its officers, employees, agents and
instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of
defense, which the County or its officers, employees, agents or instrumentalities may incur as a result
of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of,
relating to or resulting from the performance of this Agreement by the Provider or its employees,
agents, servants, partners principals or subcontractors. Provider shall pay all claims and losses in
connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature
in the name of the County, where applicable, including appellate proceedings, and shall pay all costs.
judgments and attorney's fees which may issue thereon. Provider expressly understands and agrees
that any insurance protection required by this Agreement or otherwise provided by Provider shall in
no way limit the responsibility to indemnify, keep and save harmless and defend the County or its
officers, employees, agents and instrumentalities as herein provided.
Revised 5/27/09
NNIIAMI-RADE COUNTY
SECTION 2
SPECIAL CONDITIONS
BID NO.: 8720 -0/09 -OTR
The vendor shall furnish to the Vendor Assistance Section, Department of Procurement Management,
Administration Division, 111 NW 1st Street, Suite 1300, Miami, Florida 33128, Certificate(s) of
Insurance which indicate that insurance coverage has been obtained which meets the requirements as
outlined below:
A. Worker's Compensation Insurance for all employees of the vendor as required by
Florida Statute 440.
B. General Liability Insurance on a comprehensive basis in an amount not less than
$300,000 combined single limit per occurrence for bodily injury and property
damage. Miami -Dade County must be shown as an additional insured with
respect to this coverage.
C. Automobile Liability Insurance covering all owned, non -owned and hired vehicles
used in connection with the work, in an amount not less than $300,000 combined
single limit per occurrence for bodily injury and property damage.
All insurance policies required above shall be issued by companies authorized to do business
under the laws of the State of Florida, with the following qualifications:
The company must be rated no less than `B" as to management, and no less than
"Class V" as to financial strength, by the latest edition of Best's Insurance Guide,
published by A.M. Best Company, Oldwick, New Jersey, or its equivalent, subject to
the approval of the County Risk Management Division.
(Or)
The company must hold a valid Florida Certificate of Authority as shown in
the latest "List of All Insurance Companies Authorized or Approved to Do
Business in Florida" issued by the State of Florida Department of Insurance
and are members of the Florida Guaranty Fund.
Certificates will indicate no modification or change in insurance shall be made without thirty (30)
days in advance notice to the certificate holder.
NOTE: DADE COUNTY SOLICITATION NUMBER AND TITLE OF SOLICITATION
MUST APPEAR ON EACH CERTIFICATE.
CERTIFICATE HOLDER MUST READ:
MIAMI-DADE COUNTY
111 NW 1s` STREET
SUITE 1300
MIAMI, FL 33128
Revised 5/27/08
M%A.,NII-RADE COUNTY BID NO.: 8724 -0/09 -OTR
SECTION 2
SPECIAL. CONDITIONS
RENTAL OF OFFICE TRAILERS (Pre -Qualification)
Compliance with the foregoing requirements shall not relieve the vendor of his liability and
obligation under this section or under any other section of this agreement.
Issuance of a purchase order is contingent upon the receipt of the insurance documents within fifteen
(15) calendar days after Board of County Commission approval. If the insurance certificate is
received within the specified time frame but not in the manner prescribed in this solicitation, the
vendor shall be verbally notified of such deficiency and shall have an additional five (5) calendar
days to submit a corrected certificate to the County. If the vendor fails to submit the required
insurance documents in the manner prescribed in this solicitation within twenty (20) calendar days
after Board of Commission approval, the vendor shall be in default of the contractual terms and
conditions and shall not be awarded the contract. Under such circumstances, the vendor may be
prohibited from submitting future Proposal to the County in accordance with Section 1, paragraph
1.22 of the General Terms and Conditions.
The vendor shall be responsible for assuring that the insurance certificate required in conjunction with
this Section remain in force for the duration of the contractual period; including any and all option
years that may be granted to the vendor in accordance with Section 2.5 of this solicitation. If
insurance certificates are scheduled to expire during the contractual period, the vendor shall be
responsible for submitting new or renewed insurance certificates to the County at a minimum of thirty
(30) calendar days in advance of such expiration. In the event that expired certificates are not replaced
with new or renewed certificates which cover the contractual period, the County shall suspend the
contract until such time as the new or renewed certificates are received by the County in the manner
prescribed in the solicitation; provided, however, that this suspended period does not exceed thirty
(30) calendar days. If such suspension exceeds thirty (30) calendars days, the County may, at its sole
discretion, terminate this contract for cause and seek re -procurement damages from the vendor in
accordance with Section 1, paragraph 1.22 of the General Terms and conditions of this solicitation.
2.12 BID GUARANTY: INTENTIONALLY OMITTED
2.13 PERFORMANCE BOND: INTENTIONALLY OMITTED
2.14 CERTIFICATE OF COMPETENCY: (SEE SECTION2, PARAGRAPH 2.6 (d
METHOD OF AWARD)
2.15 METHOD OF PAYMENT: MONTHLY INVOICES
The vendor(s) shall submit monthly invoices by the tenth (10th) calendar day of each month.
These invoices shall be submitted to the County user department(s) that requested the service
through a purchase order. The invoices shall reflect the type of service provided to the
County in the prior month.
Revised 5127!08
MIAMI -RADE COUNTY
SECTION 2
SPECIAL COND111QNS
All invoices shall contain the following basic information:
1. Vendor Information:
BID NO.: 8720 -0109 -OTR
• 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 SHIPPING TERMS: E.O.B. DESTINATION
All bidders shall quote prices based on F.O.B. Destination (freight included) and shall hold
title to the goods until such time as they are delivered to, and accepted by, an authorized
County representative at Miami -Dade County. .i idWifi
rac,?rdrxatPPP
Revised 5/27/08
MIAMI-DADE COUNTY
SECTION 2
SPECIAL CONDITIONS
2.17 DELIVERY REQUIREMENTS:
BID NO.: 8720 -0/09 -OTR
The vendor shall state in its offer the number of calendar days from the date of the Notice to
Proceed in which it will guarantee to complete the work, repair, and/or service. A verbal
instruction from an authorized County representative shall constitute sufficient notice to the
vendor to commence work. Time for completion may be considered a factor in determining
the vendor to whom award will be made, if so stipulated in provision 2.6 entitled "Method of
Award". The completion date shall not exceed 30 calendar days after the effective date of
the Notice to Proceed.
All work shall be performed in accordance with good commercial practice. The work
schedule and completion dates shall be adhered to by the vendor(s); except in such cases
where the completion date will be delayed due to acts of nature, strikes, or other causes
beyond the control of the vendor. In these cases, the vendor shall notify the County of the
delays in advance of the original completion date so that a revised delivery schedule can be
appropriately considered by the County
Should the vendor(s) to whom the contract(s) is awarded fail to complete the work within the
number of days as stated in its offer, or the "not -to -exceed" timeframe cited above, it is
hereby agreed and understood that the County reserves the authority to cancel the contract
with the vendor and to secure the services of another vendor to complete the work. If the
County exercises this authority, the County shall be responsible for reimbursing the vendor
for work which was completed and found acceptable to the County in accordance with the
contract specifications. The County may, at its option, demand payment from the vendor,
through an invoice or credit memo, for any additional costs over and beyond the original
contract price which were incurred by the County as a result of having to secure the services
of another vendor. If the incumbent vendor fails to honor this invoice or credit memo; the
County may terminate the contract for default.
2.18 BACK ORDER DELAYS IN DELIVERY SHALL NOT BE ALLOWED:
The County shall not allow any late deliveries attributed to product back order situations
under this contract. Accordingly, the vendor is required to deliver all items to the County
within the time specified in this solicitation and resultant contract; and no grace period on
account of back order situations shall be honored, unless written authorization is issued by
the user department and a new delivery date is mutually established. In the event that the
vendor fails to deliver the products within the time specified, the County reserves the
right to cancel the order, seek the items from another vendor, and charge the incumbent
vendor for any re -procurement costs. If the vendor fails to honor these re -procurement costs,
the County may terminate the contract for default.
i2 --
Revised 5/27/08
MIAMI••DADE COUNTY BID NO.: 8720 -0/09 -OTR
SECTION 2
SPECIAL CONDITION
RENTAL OF OMCE TRAILERS (Pre -O alifi ationl
2.19 WARRANTY SHALL BE ONE YEAR FROM'DATE OF ACCEPTANCE:
A. Type of Warranty Coverage Required:
In addition to all other warranties that may be supplied by the bidder, the bidder shall
warrant its products and/or service against faulty labor and/or defective material, for a
minimum period of one (1) year after the date of acceptance of the labor, materials
and/or equipment by the County. This warranty requirement shall remain in force for
the full one (1) year period; regardless of whether the bidder is under contract with
the County at the time of defect. Any payment by the County on behalf of the goods
or services received from the bidder does not constitute a waiver of these warranty
provisions.
B. Correcting Defects Covered Under Warranty:
The bidder shall be responsible for promptly correcting any deficiency, at no cost to
the County, within 15 calendar days after the County notifies the bidder of such
deficiency in writing. If the bidder fails to honor the warranty and/or fails to correct
or replace the defective work or items within the period specified, the County may, at
its discretion, notify the bidder, in writing, that the bidder may be debarred as a
County bidder and/or subject to contractual default if the corrections or replacements
are not completed to the satisfaction of the County within 30 calendar days of receipt
of the notice. If the bidder fails to satisfy the warranty within the period specified in
the notice, the County may (a) place the bidder in default of its contract, and/or (b)
procure the products or services from another vendor and charge the bidder for any
additional costs that are incurred by the County for this work or items; either through
a credit memorandum or through invoicing.
2.20 CONTACT PERSON:
For any additional information regarding the terms and conditions of this solicitation and
resultant contract. Contact: Thelma L. Rodriguez, at (305) 375-4252 e-mail:
Trodria(,t nliamidade. aov.
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 sal.Ps 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
hcrtin. are subject to the two percent (2%) UAP. This fee applies to all contract usage
13 --
Revised 5/27/08
M!AMI-DADE COUNTY
BID NO.: 8720 -0/09 -OTR
SECTION 2
�pFCIAL CONDITIONS
RENTAL OF OFFICE TRAILERS (Pre-Oualificationl
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
approve entities a UAP Participant Validation Number. The vendor must obtain the
participation number from the entity prior to filling any order placed pursuant to this section.
Vendor participation in this joint purchase portion of the UAP, however, is voluntary. The
vendor shall notify the ordering entity, in writing, within 3 work days of receipt of an order,
of a decision to decline the order.
For all ordering entities located outside the geographical boundaries of Miami -Dade County,
the successful vendor shall be entitled to ship goods on an "FOB Destination, Prepaid and
Charged Back" basis. This allowance shall only be made when expressly authorized by a
representative of the ordering entity prior to shipping the goods.
Miami -Dade County shall have no liability to the vendor for the cost of any purchase made
by an ordering entity under the UAP and shall not be deemed to be a party thereto. All
orders shall be placed directly by the ordering entity with the vendor and shall be paid by the
ordering entity less the 2% UAP.
Vendor Compliance
If a vendor fails to comply with this section, that vendor may be considered in default by
Miami -Dade County in accordance with Section 1, Paragraph 1.23 of this contract
solicitation and the resulting contract.
2.22 ACCEPTANCE OF PRODUCT BY THE COUNTY:
The office trailers to be provided hereunder shall be delivered to the County, and maintained
if applicable to the contract, in full compliance with the specifications and requirements set
forth in this contract. If vendor providing the trailer is determined not meeting the
specifications and requirements of this contract, either prior to acceptance or upon initial
inspection, the trailer will be returned, at vendor expense, to the vendor. At the County's own
option, the vendor shall either provide a direct replacement for the trailer, or provide a full
credit for the returned trailer. The vendor shall not assess any additional charge(s) for any
conforming action taken by the County ander this clause.
--14--
Revised 5!27/0$
MIAMI -DADS COUNTY
SECTION 2.
SPECIAL CONDITIONS
RENTAL OF OFFICE TRAILERS (J!i�-Qualffi
2.23 ACCIDENT PREVENTION AND REGULATIONS:
BID NO.: 8720 -0/09 -OTR
Precautions shall be exercised at all times for the protection of persons and property. All
vendors performing services under this contract shall conform to all relevant OSHA, State
and County regulations during the course of such effort. Any fines levied by the above
mentioned authorities shall be borne solely by the responsible vendor.
2.24 COMPLIANCE WITH FEDERAL STANDARDS:
All items to be lease under this contract shall be in accordance with all governmental
standards, to include, but not be limited to, those issued by the Occupational Safety and
Health Administration (OSHA), the National Institute of Occupational Safety Hazards
(NIOSH), and the National Fire Protection Association (NFPA).
2.25 DAMAGED GOODS WHEN SHIPPING IS PROVIDED BY VENDOR:
The vendor shall be responsible for filing, processing, and collecting all damage claims
against the shipper.
2.26 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 15 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 7 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.
2.27 OFFICE TRAILERS SHALL BE MOST RECENT MODEL AVAILABLE
The trailers being offered by the vendor shall be the most recent model available. Any
optional components which are required in accordance with the contract specifications shall
be considered standard equipment for purposes of this solicitation. Demonstrator models
will not be accepted. Omission of any essential detail from these specifications does not
relieve the vendor from furnishing a complete unit. The unit shall conform to all applicable
OSHA, State, and Federal safety requirements. All components (whether primary or
Revised 5/27/08
MIAMI-DADE COUNTY BID NO.: 8720 -0/09 -OTR
SECTION 2
ancillary) of the delivered equipment are to be in accordance with current SAE standards and
recommended practices. The engineering, materials, and workmanship associated with effort
performed hereunder shall exhibit a high level of quality and appearance consistent with or
exceeding industry standards.
2.28 FURNISH AND SET IN PLACE REQUIREMENTS
The vendor shall be required to furnish and fully install the Trailer(s) as requested through
sport market quotes and/or statement of work included in this solicitation and resultant
contract at the facility designated by the County. The vendor shall also be required to
provide adequate training to County personnel on the appropriate use of the materials or
products as it may be deemed necessary.
2.29 INFORMATION SHEETS SHOULD BE SUBMITTED FOR EACH ITEM
OFFERED:
The offer should be accompanied with two (2) complete sets of factory information sheets
(specifications, brochures, etc.) for each item offered by the vendor. Failure to meet this
requirement may result in rejection of the offer. The County's decision as to quality of the
product based on submission of the information sheets shall be final.
2.30 PACKING SLIP/DELIVERY TICKET TO ACCOMPANY ITEMS DURING
DELIVERY:
The successful bidder shall enclose a complete packing slip or delivery ticket with any items
to be delivered in conjunction with this bid solicitation. The packing slip shall be attached to
the shipping carton(s) which contain the items and shall be made available to the County's
authorized representative during delivery. The packing slip or delivery ticket shall include, at
a minimum, the following information: purchase order number; date of order; a complete
listing of items being delivered; and back -order quantities and estimated delivery of back-
orders if applicable.
2.31 EMERGENCY SERVICE: Declared State of Emergency
In the event an Emergency is declared for Miami -Dade County, the following emergency
conditions shall pertain to this contract for the duration of the. time period of the declared
emergency:
a) The County reserves the right to rent office trailers from vendors not awarded on this
contract.
b) All sign orders placed by Miami -Dade County will have first priority for fulfillment by
all awarded vendors.
c) Authorized personnel within the Department Procurement Management are granted
16 --
Revised 5/27/08
"MAM3-DADS COUNTY BID NO.: 8720 -0109 -OTR
SECTION 2
SPECIAL CONDITIONS
RENTAL OF OFFICE TRAILERS (Pre -Qualification)
d) The ability to waive geographic location during the duration of the State of Emergency
for immediate delivery of Office Trailers to various departments.
e) The pre -qualified pool of vendors will be the first to be contacted for delivery of
Office Trailers in an emergency situation.
1'7 _ _
Revised 5127/08
MIAMI -RADE COUNTY
TECHNICALSECTION 3
1 s_ M
3.1 SCOPE:
BID NO.: 8720 -0/09 -OTR
The successful bidder(s) are required to furnish and install Office Trailers (various sizes)
which are air conditioned and fully equipped for use as office facilities.
Trailers shall meet all applicable requirements of Florida IDCA CODE inclusive of
mechanical and electrical systems.
3.2 Bidder(s) shall supply a list of sizes, which are available to lease and/or rent.
Revised 5/37/08
Submit Bid To: OPENING: 2:00 F.M.
CLERK OF THE BOARD Wednesday,
Stephen P. Clark Center June 25, 2008
111 NW 1St Street
17th Floor, Suite 202
Miami, Florida 33128-1983 MIAM4DADE
PLEASE QUOTE PRICES F.O.B. DESTINATION, FREIGHT ALLOWED, LESS TAXES,
DELIVERED INMIAMI-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: 6110/08 This Bid Submittal Consists of
TLR Purchasing Division Pages 19 through 23
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 the Clerk of the Board 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.
RENTAL OF OFFICE TRAILERS (Pre -Qualification)
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 NON -RESPONSIBLE
DATE B.C.C. NO BID
ITEM NOS. ACCEPTED
COMMODITY CODE: 975-84
SR. PROCUREMENT AGENT: Thelma L. Rodriguez
FIRM NAME:
RETURN ONE ORIGINAL AND TWO COPIES OF BID SUBMITTAL PAGES AND
AFFIDAVITS
FAILURE TO COMPLETE THE CERTIFICATION REGARDING LOCAL
PREFERENCE ON PAGE 23 OF SECTION 4.0, BID SUBMITTAL FORM SHALL
RENDER THE VENDOR INELIGIBLE FOR LOCAL PREFERENCE
FAILURE TO SIGN PAGE 23 OF SECTION 4.0, BID SUBMITTAL, WILL RENDER YOUR BID
NON-RESPONSIVE
19 Revised 3-06
MIAMI-DADE COUNTY BID NO.: 8720-0/09
BID SUBMITTAL FOR:
RENTAL OF OFFICE TRAILERS (PRE -QUALIFICATION)
FIRM NAME:
Minimum Requirements outlined in Section 2, Paragraph 2.6 of the Special Conditions to Pre -
qualify to Bid on the Rental and Installation of Office Trailers.
!) Bidder(s) shall have proof of five (5) years experience in the business of rental or
leasing Office Trailers. List company name, contact and telephone number were
you have rented and/or leased trailers.
1. _
2.
3.
4.
5.
2) Pre -Qualification of Vendors:
a) Full Name:
b) Number of Years in Operation:
c) Office Location (Address):
d) Telephone: ( ) Facsimile: ( )
e) Contact Person(s): _^
f) Warehouse Address if available: _
Office Address:
g) E -Mail Address:
3. Listing of three (3) Commercial or Governmental Agencies currently being
serviced for a minimum of 3 continuous years:
COMPANY NAME ADDRESS CONTACT PERSON PHONE
1)
2)
3)
20
MIAMI-DADE COUNTY BID NO.: 8720-0109
BID SUBMITTAL FOR:
RENTAL OF OFFICE TRAILERS (PRE -QUALIFICATION)
FIRM NAME:
4) Capability as to the set-up and installation of Office Trailers — YES NO
5) Bidder(s) shall provide a list of sizes, which are available to lease or rent
6) List in Alphabetical order of the Manufacturer(s) they represent:
7) Bidder(s) shall provide a list of at least five (5) sites: Name of Company,
Address, Contact(s) and telephone number where their leased or rental equipment
is currently located. Include at least one site where concrete portables have been
installed.
MIAMI-DADE COUNTY
BID NO.: 8720 -0/09 -OTR
SECTION 4
BID SUBMITTAL FOR:
RENTAL OF OFFICE TRAILERS (PRE -QUALIFICATION)
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:
. TITLE OF OFFICER:
22
DATE:
MIAMI-DADE COUNTY
MiAMMDADE
ME
BID SUBMITTAL FORM
Bid Title: Rental of Office Trailers (Pre-Oualification
BID NO.: 8720 -0/09 -OTR
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. 2-11.1(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 represent the Bidder. Failure to file the appropriate
form in relation to each solicitation may be considered as evidence that the Bidder is not a responsible contractor.
The Bidder confirms that this Bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Bid for the
same goods, and/or services and in all respects is without collusion, and that the Bidder will accept any resultant award. Further, the undersigned acknowledges
that award of a contract is contingent upon vendor registration. Failure to register as a vendor within the specified time may result in your firm not being
considered for award.
Pursuant to Miami -Dade County Ordinance 94-34, 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.
C Place a check mark here only if bidder has such conviction to disclose to comply with this 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 ❑, 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 Inter -local Agreement between the two counties) that conforms with the provisions of Section 1.10 of the General Terms and Conditions
of this solicitation and contributes to the economic development of the community in a verifiable and measurable way. This may include, but not be limited to,
the retention and expansion of employment opportunities and the support and increase to the County's tax base. Failure to complete this certification at this
time (by checking the appropriate box above) shall render the vendor ineligible for Local Preference.
Firm Name:
Street Address:
Mailing Address (if different):
Telephone No.
Email Address:
Fax No.
FEIN No.
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 shin this page shall render your Bid non-responsive.
23