HomeMy WebLinkAboutADDENDUM NO.1kffitv Atianti
GLENN IVIA.RCOS PEDRC) G. HERNANDEZ
Chief Procurement Officer (ty Manager '
ADDENDUM NO. 1
IFB NO. 99043 October 6, 2008
Invitation For Bid (IFB) for Rental of Tents, Tables, Chairs, and Linens
TO: ALL PROSPECTIVE BIDDERS
The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned IFB,
and shall become an integral part of the Contract Documents. Please note the contents herein. and reflect same on the
documents you have on hand.
The following is the City's answers to questions received from prospective bidders:
Q1: Please provide a tally of last year's contract.
Al: A spending analysis has revealed that the City of Miami spent during.Fiscal Year 2007-2008 a total of $106,337
for the Rental of Tents, Tables, Chairs, and Linens.
Q2: Can you provide an estimate of the quantities of each tent size that were used last year as well as the frequency
of weekly and monthly rentals versus daily rentals?
A2: See tables below:
Table No. 1
Estimated Number of Tents, by size, Rented During Fiscal Year 2007-2008 .
Type of Tent
Quantity
10 ft x 10 ft Tent
318
10ftx20ftTent
.15
10ftx30ftTent
,. 13
20ftx20ftTent
22
20ftx30ftTent
3
20ftx40ftTent
13 •
30ftx30ftTent
10
30 ft x 40 ft Tent
. 5
40ftx40ftTent
1
40ftx60ftTent
11
10ftx10ftHighPeakTent
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Table No. 2
Frequency of Daily, Weekly, and Monthly Tent Rentals
Description
Number of PO's Issued FY 07-08
Daily Tent Rentals
69
Weekly Tent Rentals
16
Monthly Tent Rentals
4
Total Purchase Orders Issued FY 07-08 for Rental of Tents
89
Q3: Will there be a large quantity of tents rented at the same time?
A3: This will vary by City department and time of the year. The table shown below demonstrates that in Fiscal Year
‘2007/2008 the City had the highest need for rental of tents during the months of October to December and April
to June
Table No: 3
Number of Tents Rented, October 2007 to September 2008
Rental of Tents from October 2007 to September 2008
No. of Tents
October 2007 to December 2007
172
January 2008 to March 2008
63
April 2008 to June 2008
121
July 2008 to September 2008
58
Q4: Where are the events going to be held?
A4: Events are held within the jurisdictional limits of City of Miami as this Invitation for Bid is to establish a Citywide
term contract. Once the contract is established, the awarded vendor(s) will be notified via a Purchase Order of
the date/time/location of where a City event is to take place.
Q5: What are the tents usually going to sit on, cement, grass, etc.?
A5: This will vary by location. but usually it is cement and grass
Q6: Is the permitting for the tents going to be waived?
A6: Prospective bidders are required to comply with applicable laws, as stated in Section 1.19 Compliance with
Federal, State and Local Laws, "...City and Contractor agree to comply with and observe all applicable laws,
codes and ordinances as that may in any way affect the goods or equipment offered."
Q7: Are the events usually held during the week or weekend?
A7: City events can be scheduled to take place either during the week or weekend.
Q8: Do the tents have to be teardown immediately after each event?
A8: Section 2.13. Delivery/Setup/Teardown/Pickup, states the following "Vendors shall deliver and setup items at the
• designated City location within 24 hours of receiving a purchase order. Teardown and pickup shall be done after
the event has concluded."
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Q9: Can this bid be split up into di _ant contracts or bids for the items listed sL as: tents, tables, chairs & linens
should be one bid, staging, flooring & barricades another bid, and a/c and generators another? As these are all
provided by different companies.
A9. No, the City wil! not consider splitting this bid into difference contracts. Our current contract for these goods and
• services is inclusive of all these items and the awarded vendor is able to comply will all the terms and conditions.
However, under Section 2.11 - Method of Award, `Award of this contract will be made to the two (2) lowest
responsive and responsible bidders with the lowest deemed the "primary vendor" and the next lowest the
"secondary vendor". Should the `primary vendor" not be able to provide the item at the time needed, the City has
the option to select the next lowest "secondary vendor" to fulfill the order. The City reserves the right to award
on an item, by item basis, a combination of items, a total of all items or to the overall,Iowest subtotal for
each of the rate categories (ie., Daily Unit Price, Weekly Unit Price, Monthly Unit Price), whichever -is in
the best interest to the City." .
'Moreover, all items listed in this bid are items that the City of Miami has used and will continue to use for events
hosted throughout the year. Therefore, the City of Miami is looking for a supplier that can provide the City with
the rental of all items contained in this Invitation for Bid (IFB).
Q10: This bid contains line items that ask the bidder to enter a replacement cost if a tent is damaged by the City.(See
example below). What about if only part of the tent is damaged?
Line 1.120: Replacement Cost if Damaged by the City: 30 ft x 30 ft High Peak Frame Tent
A10: Pursuant to Section 2.17 Completed Work, "The City shall be notified by the Successful Bidder upon delivery
and setup of items specified herein for inspection purposes and to perform same upon pickup of items. The City
shall inspect and approve completed delivery, setup and pickup before authorizing payment." Therefore should
the awarded bidder find that after a City event a part of the tent was damaged, then he/she should report the
problem immediately to the Contract Administrator. Once the Contract Administrator inspects and verifies the
damage successful bidder should provide the City with an invoice for the replacement cost of the damaged
portion of the tent. •
ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME.
Sincerely,
lenn Marcos, CPPO, CPPB, FCPM, FCPA
Director/Chief, Prbcurement Officer
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