HomeMy WebLinkAboutInvitation for BidCity of Miami
Invitation for Bid (IFB)
Purchasing Department
Glenn Marcos, CPPB, Director/Chief Procurement Officer
Miami Riverside Center
444 SW 2nd Avenue, 6th Floor
Miami, Florida 33130
Web Site Address: http://ci.miami.fl.us/procurement
IFB Number:
Title:
Issue Date/Time:
IFB Closing Date/Time:
Pre -Bid Conference:
Pre -Bid Date/Time:
Pre -Bid Location:
Deadline for Request for Clarification:
Buyer:
Hard Copy Submittal Location:
Buyer E-Mail Address:
Buyer Facsimile:
106048
Invitation for Bid for Grounds
Maintenance Services
24-SEP-2008
10/15/2008 @ 14:00:00
Mandatory
Wednesday October 1, 2008 at 10:30 am
Miami Riverside Center (MRC) 444 S.W.
2 Avenue. 1st Floor Training Room.
Miami, Florida 33130 (Training room is
located behind the Employment Counter)
Wednesday October 8, 2008 by 5:00 PM
EST.
Gonzalez, Yusbel
City of Miami - City Clerk
3500 Pan American Drive
Miami FL 33133 US
YGonzalez@ci.miami.fl.us
(305) 400-5104
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Certification Statement
Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and
retain a copy for your files. Prices should include all costs, including transportation to destination. The
City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a
minimum of 120 days following the time set for closing of the submissions.
In the event of errors in extension of totals, the unit prices shall govern in determining the quoted
prices.
We (I) certify that we have read your solicitation, completed the necessary documents, and propose to
furnish and deliver, F.O.B. DESTINATION, the items or services specified herein.
The undersigned hereby certifies that neither the contractual party nor any of its principal owners or
personnel have been convicted of any of the violations, or debarred or suspended as set in section
18-107 or Ordinance No. 12271.
All exceptions to this submission have been documented in the section below (refer to paragraph and
section).
EXCEPTIONS:
We (I) certify that any and all information contained in this submission is true; and we (I) further certify
that this submission is made without prior understanding, agreement, or connection with any
corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or
service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and
conditions of this solicitation and certify that I am authorized to sign this submission for the submitter.
Please print the following and sign your name:
SUPPLER NAME'
ADDRESS -
PHONE: FAX.
EMAIL: BEEPER'
SIGNED BY'
TITLE: DATE -
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL DISOIJALIFY THIS BID.
Page 2 of 66
Certifications
Legal Name of Firm:
7—
Entity Type: Partnership, Sole Proprietorship, Corporation, etc.
Year Established:
Office Location: City of Miami, Miami -Dade County, or Other
Business Address:
City, State, and Zip Code:
Telephone Number:
Fax Number:
E-mail Address:
Occupational License Number:
Occupational License Issuing Agency:
Occupational License Expiration Date:
Respondent certifies that (s) he has read and understood the provisions of City of Miami Ordinance No.
10032 (Section 18-105 of the City Code) pertaining to the implementation of a "First Source Hiring
Agreement.": (Yes or No)
Do you expect to create new positions in your company in the event your company was awarded a
Contract by the City? (Yes or No)
In the event your answer to question above is yes, how many new positions would you create to
perform this work?
Please list the title, rate of pay, summary of duties, number of positions, and expected length or duration
of all new positions which might be created as a result of this award of a Contract.
Minority/Women Business Affairs Registration Status: Hispanic, Female, Black or None,
Will Subcontractor(s) be used? (Yes or No)
Does the City of Miami Living Wage Ordinance apply to this formal solicitation? ( See Section 1.40 of
the General Terms and Condtions) (Yes or No)
Service Total Contract Amount( which includes base term and renewal options):
Is this service contract a citywide contract? (Yes or No)
If the above answer is no, please indicate the name of the city (end user) department that your contract
will serve:
Provide brief description of the project or service to be provided
I/We hereby state compliance with the City of Miami Living Wage Ordinance, Section 18-556 through
Section 18-559 as summarized in Section 1.40 of the General Terms and Condtions? (Yes or No)
Group 1 On -Duty Supervisor Name and Mobile Phone Number
Group 2 On -Duty Supervisor Name and Mobile Phone Number
Group 3 On -Duty Supervisor Name and Mobile Phone Number
Group 4 On -Duty Supervisor Name and Mobile Phone Number
Group 5 On -Duty Supervisor Name and Mobile Phone Number
Line: 1
Description: Group 1: Miami Riverside Center
Line: 1.1
Description: Tract 1
Location: 444 S.W. 2 Ave. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 1.2
Number of Units: 12 Total: $
Description: Tract 2
Location: 444 S.W. 2 Ave. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 1.3
Number of Units: 12 Total: $
Description: Tract 3
Location: 444 S.W. 2 Ave. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 2
Number of Units: 12 Total: $
Description: Group 2: Miami Police Department
Line: 2.1
Description: Central District, Headquarters: inside building perimeter and parking garage .
Location: 400 N.W. 2 Ave. Miami, FL
Category: 98836-00
Page 6 of 66
Unit of Measure: Month
Unit Price: $
Line: 2.2
Number of Units: 12 Total: $
Description: Central District, Below I-95 Overpass Area
Location: from N.W. 4 Street to N.W. 8 Street and from N.W. 3 Ave. to N.W. 3 Ct.
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 2.3
Number of Units: 12 Total: $
Description: Central District, Grapeland Heights Specialized Operations Center and perimeter
Location: 1701 N.W. 30 Ave. Miami, FL
Category: 988316-00
Unit of Measure: Month
Unit Price: $
Line: 2.4
Number of Units: 12 Total: $
Description: North District, Station and perimeter
Location: 1000 N.W. 62nd Street, Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 2.5
Number of Units: 12 Total: $
Description: South District, Station and perimeter
Location: 2200 West Flagler Street, Miami, FL.
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Parrs 7 nf'�(
Line: 2.6
Description: David Herring Center and perimeter
Location: 2301 N.W. 23rd Street, Miami, FL.
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 2.7
Number of Units: 12 Total: $
Description: Miami Police Mounted Unit
Location: Lumas Park - 360 N.W. 3rd Street. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 3
Number of Units: 12 Total: $
Description: Group 3: Miami Fire -Rescue Department
Line: 3.1
Description: Fire Station# 2
Location: 1901 N. Miami Ave. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 3.2
Number of Units: 12 Total: $
Description: Fire Station# 3
Location: 1103 NW 7 St. Miami, FL (includes headquarters, shop, & credit union)
Category: 98836-00
Unit of Measure: Month
Page 8 of 66
Unit Price: $
Number of Units: 12 Total: $
Line: 3.3
Description: Fire Station# 4
Location: 1105 SW 2 Ave. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 3.4
Description: Fire Station# 5
Location: 1200 NW 20 St. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 3.5
Description: Fire Station# 6
Location: 701 NW 36 St. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 3.6
Description: Fire Station# 7
Location: 314 Beacon Boulevard. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $ Number of Units: 12 Total: $
Line: 3.7
Description: Fire Station# 8
Location: 2975 Oak Avenue. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 3.8
Description: Fire Station# 9
Location: 69 NE 62 St. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 3.9
Description: Fire Station# 10
Location: 4101 NW 7 St. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 3.10
Description: Fire Station# 11
Location: 5920 W. Flagler St. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $ Number of Units: 12 Total: $
Line: 3.11
Description: Fire Station# 12
Location: 1455 NW 46 St. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 3.12
Number of Units: 12 Total: $
Description: Fire Station# 13
Location: 185 NE 82 Terrace Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 3.13
Number of Units: 12 Total: $
Description: Fire Station# 14
Location: 2119 SW 19 St. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 3.14
Number of Units: 12 Total: $
Description: Fire College
Location: 3425 Jefferson Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4
Number of Units: 12 Total: $
Description: Group 4: Parks and Recreation Department
Page 11 of 66
Line: 4.1
Description: Belle Meade Park
Location: NE 8th Ave. and 77th St Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.2
Number of Units: 12 Total: $
Description: Jackson House Park
Location: 190 SE 12 Terrace Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.3
Number of Units: 12 Total: $
Description: Little River Commerce Park
Location: 181-85 NE 80 Terrace Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.4
Number of Units: 12 Total: $
Description: Pallot (Magnolia) Park
Location: NW 6 Ave from 38 Street to 39 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.5
Number of Units: 12 Total: $
Page 12 of 66
Description: Sterns Park
Location: NW Exit off Julia Tuttle Cswy. Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.6
Number of Units: 12 Total: $
Description: Southside Park
Location: 100 SW 11 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.7.
Number of Units: 12 Total: $
Description: East Bay Vista Park
Location: NW 8 Avenue from 47 Street to 48 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.8
Number of Units: 12 Total: $
Description: North Bay Vista Park
Location: NW 6 Avenue from 48 Street to 49 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.9
Number of Units: 12 Total: $
Description: Pullman Mini Park
Location: NW 49 Street and 1 North Miami Avenue Miami, FL
Page 13 of 66
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 4.10
Description: Simenhoff
Location: NW 54 Street from 18 Avenue to 19 Avenue Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 4.11
Description: West Buena Vista
Location: NW 45 Street and 11 Avenue Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 4.12
Description: 12 Avenue Mini Park
Location: NW 12 Avenue and 62 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 4.13
Description: South Bay Vista Park
Location: NW 6 Avenue from 46 Street to 47 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.14
Number of Units: 12 Total: $
Description: Miami Riverwalk Park
Location: NE 2 Avenue and Brickell Bridge Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.15
Number of Units: 12 Total: $
Description: Miami Riverfront Dev. Park
Location: 234 SW North River Drive Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.16
Number of Units: 12 Total: $
Description: Second Ave. Mini Park
Location: NW 2 Avenue from 10 Street to 11 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.17
Number of Units: 12 Total: $
Description: Towne Park
Location: NW 4 Avenue and 17 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $.
Number of Units: 12 Total: $
Page 15 of 66
Line: 4.18
Description: Flagami Park
Location: 7121 SW 3 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.19
Number of Units: 12 Total: $
Description: Bay of Pigs (Flagler Terrace) Park
Location: SW 56 Avenue and 3 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.20
Number of Units: 12 Total: $
Description: Grove Circle Park
Location: NW South River Drive and 16 Avenue Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.21
Number of Units: 12 Total: $
Description: Coconut Grove Mini.Park
Location: Grand Avenue and Elizabeth Coconut Grove, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.22
Number of Units: 12 Total: $
Description: Coconut Grove Tennis Court Park
Location: 2975 Oak Avenue Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.23
Number of Units: 12 Total: $
Description: Marjorie Stoneman Douglas (Silver Bluff) Park
Location: 2901 SW 22 Avenue Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.24
Number of Units: 12 Total: $
Description: Triangle Park
Location: SW 15 Road and 11 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.25
Number of Units: 12 Total: $
Description: Highland Circle Mini Park
Location: NW 8 Avenue and 13 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 4.26
Description: Melrose Park
Location: NW 30th Street and 25th Avenue Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 4.27
Description: Range # 1 Park
Location: NW 4th Ave from 10 Street to 11 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 4.28
Description: Martell Park
Location: 7 Ave. and NE 37 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 4.29
Description: Rainbow Village Park
Location: NW 4 Court and 21 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Line: 4.30
Description: Grove Mini Park
Location: NW 8 Street from 15 Avenue to 17 Avenue Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.31
Number of Units: 12 Total: $
Description: Buena Vista Park
Location: 5250 NW 2 Avenue Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.32
Number of Units: 12 Total: $
Description: City Cemetery Park
Location: 1800 NE 2 Avenue Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.33
Number of Units: 12 Total: $
Description: Baywood Park
Location: NW 71 Street and 9 Place Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Line: 4.34
Number of Units: 12 Total: $
Description: Golden Arms Park
Location: 2000 SW 24 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $ Number of Units: 12 Total: $
Page 19 of 66
Unit Price: $
Line: 5.3
Number of Units: 12 Total: $
Description: Orange Bowl Stadium Parking Lots
Location: 1501 NW 3 Street Miami, FL
Category: 98836-00
Unit of Measure: Month
Unit Price: $
Number of Units: 12 Total: $
Page 21 of 66
Invitation for Bid (IFB) 106048
Table of Contents
Terms and Conditions 23
1. General Conditions 23
1.1. GENERAL TERMS AND CONDITIONS 23
2. Special Conditions 42
2.1. PURPOSE 42
2.2. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL
INFORMATION/CLARIFICATION 42
2.3. PRE -BID CONFERENCE 42
2.4. TERM OF CONTRACT 42
2.5. EQUITABLE ADJUSTMENT 42
2.6. LIVING WAGE ORDINANCE 42
2.7. CONSUMER PRICE INDEX -(CPI FOR FUEL) 43
2.8. NON -APPROPRIATION OF FUNDS 43
2.9. METHOD OF AWARD 43
2.10. BIDDER'S MINIMUM QUALIFICATIONS 43
2.11. SERVICE DELIVERABLES 44
2.12. PERFORMANCE 44
2.13. PERSONNEL 44
2.14. MINIMUM WORK 44
2.15. LABOR, SUPERVISION, MATERIALS, AND EQUIPMENT 44
2.16. FAILURE TO PERFORM 44
2.17. INSURANCE REQUIREMENTS 45
2.18. METHOD OF PAYMENT 46
2.19. BID PRICE 46
2.20. COMPLETED WORK 46
2.21. ADDITIONS/DELETIONS OF FACILITIES/ITEMS/PRODUCTS 46
2.22. VOLUNTARY SITE INSPECTIONS 46
2.23. CONTRACT ADMINISTRATORS 47
2.24. LEGAL HOLIDAYS 47
2.25. SUPERVISION 48
2.26. TIE BIDS 48
2.27. LIQUIDATED DAMAGES 48
2.28. DAMAGES TO PUBLIC/PRIVATE PROPERTY 48
2.29. REFERENCES 49
2.30. REPORTING DAMAGES CAUSED BY THE SUCCESSFUL BIDDER AND
PAYMENT 49
2.31. PUBLIC CONVENIENCE AND SAFETY 49
2.32. SAFETY MEASURES 49
2.33. QUALITY OF WORK 49
2.34. TERMINATION 50
2.35. ADDITIONAL TERMS AND CONDITIONS 50
2.36. EMERGENCY 50
2.37. PRIMARY CLIENT (FIRST PRIORITY) 50
3. Specifications 51
3.1. SPECIFICATIONS/SCOPE OF WORK 51
Page 22 of 66
Invitation for Bid (IFB) 106048
Terms and Conditions
1. General Conditions
1.1. GENERAL TERMS AND CONDITIONS
Intent: The General Terms and Conditions described herein apply to the acquisition of
goods/equipment/services with an estimated aggregate cost of $25,000.00 or more.
Definition: A formal solicitation is defined as issuance of an Invitation for Bids, Request for Proposals,
Request for Qualifications, or Request for Letters of Interest pursuant to the City of
Miami Procurement Code and/or Florida Law, as amended. Formal Solicitation and Solicitation shall be
defined in the same manner herein.
1.1. ACCEPTANCE OF GOODS OR EQUIPMENT - Any good(s) or equipment delivered under this
formal solicitation, if applicable, shall remain the property of the seller until a physical inspection and
actual usage of the good is made, and thereafter is accepted as satisfactory to the City. It must comply with
the terms herein and be fully in accordance with specifications and of the highest quality. In the event the
goods/equipment supplied to the City are found to be defective or does not conform to specifications, the
City reserves the right to cancel the order upon written notice to the Contractor and return the product to the
Contractor at the Contractor's expense.
1.2. ACCEPTANCE OF OFFER - The signed or electronic submission of your solicitation response shall.
be considered an offer on the part of the bidder/proposer; such offer shall be deemed accepted upon
issuance by the City of a purchase order.
1.3. ACCEPTANCE/REJECTION — The City reserves the right to accept or reject any or all responses or
parts of after opening/closing date and request re -issuance on the goods/services described in the formal
solicitation. In the event of such rejection, the Director of Purchasing shall notify all affected
bidders/proposers and make available a written explanation for the rejection. The City also reserves the
right to reject the response of any bidder/proposer who has previously failed to properly perform under the
terms and conditions of a contract, to deliver on time contracts of a similar nature, and who is not in a
position to perform the requirements defined in this formal solicitation. The City further reserves the right
to waive any irregularities or minor informalities or technicalities in any or all responses and may, at its
discretion, re -issue this formal solicitation.
1.4. ADDENDA — It is the bidder's/proposer's responsibility to ensure receipt of all Addenda. Addenda are
available at the City's website at: http://www.ci.miami.fl.us/procurement
1.5. ALTERNATE RESPONSES MAY BE CONSIDERED - The City may consider one (1) alternate
response from the same Bidder/Proposer for the same formal solicitation; provided, that the alternate
response offers a different product that meets or exceeds the formal solicitation requirements. In order for
the City to consider an alternate response, the Bidder/Proposer shall complete a separate Price Sheet form
and shall mark "Alternate Response". Alternate response shall be placed in the same response. This
provision only applies to formal solicitations for the procurement of goods, services, items, equipment,
materials, and/or supplies.
1.6. ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise
dispose of the resulting Contract, or any or all of its right, title or interest herein, without City of Miami's
prior written consent.
1.7. ATTORNEY'S FEES - In connection with any litigation, mediation and arbitration arising out of this
Contract, the prevailing party shall be entitled to recover its costs and reasonable attorney's fees through
and including appellate litigation and any post -judgment proceedings.
1.8. AUDIT RIGHTS AND RECORDS RETENTION - The Successful Bidder/Proposer agrees to
provide access at all reasonable times to the City, or to any of its duly authorized representatives, to any
books, documents, papers, and records of Contractor which are directly pertinent to this formal solicitation,
for the purpose of audit, examination, excerpts, and transcriptions. The Successful Bidder/Proposer shall
maintain and retain any and all of the books, documents, papers and records pertinent to the Contract for
Page 23 of 66
• Invitation for Bid (IFB) 106048
three (3) years after the City makes final payment and all other pending matters are closed. Contractor's
failure to or refusal to comply with this condition shall result in the immediate cancellation of this contract
by the City.
1.9. AVAILABILITY OF CONTRACT STATE-WIDE - Any Governmental, not -for -profit or
quasi -governmental entity in the State of Florida, may avail itself of this contract and purchase any and all
goods/services, specified herein from the successful bidder(s)/proposer(s) at the contract price(s)
established herein, when permissible by federal, state, and local laws, rules, and regulations.
Each Governmental, not -for -profit or quasi -governmental entity which uses this formal solicitation and
resulting bid contract or agreement will establish its own contract/agreement, place its own orders, issue its
own purchase orders, be invoiced there from and make its own payments, determine shipping terms and
issue its own exemption certificates as required by the successful bidder(s)/proposer(s).
1.10. AWARD OF CONTRACT:
A. The Formal Solicitation, Bidder's/Proposer's response, any addenda issued, and the purchase order shall
constitute the entire contract, unless modified in accordance with any ensuing contract/agreement,
amendment or addenda.
B. The award of a contract where there are Tie Bids will be decided by the Director of Purchasing or
designee in the instance that Tie Bids can't be determined by applying Florida Statute 287.087, Preference
to Businesses with Drug -Free Workplace Programs.
C. The award of this contract may be preconditioned on the subsequent submission of other documents as
specified in the Special Conditions or Technical Specifications. Bidder/Proposer shall be in default of its
contractual obligation if such documents are not submitted in a timely manner and in the form required by
the City. Where Bidder/Proposer is in default of these contractual requirements, the City, through action
taken by the Purchasing Department, will void its acceptance of the Bidder's/Proposer's Response and may
accept the Response from the next lowest responsive, responsible Bidder or Proposal most advantageous to
the City or re -solicit the City's requirements. The City, at its sole discretion, may seek monetary restitution
from Bidder/Proposer and its bid/proposal bond or guaranty, if applicable, as a result of damages or
increased costs sustained as a result of the Bidder's/Proposer's default.
D. The term of the contract shall be specified in one of three documents which shall be issued to the
successful Bidder/Proposer. These documents may either be a purchase order, notice of award and/or
contract award sheet.
E. The City reserves the right to automatically extend this contract for up to one hundred twenty (120)
calendar days beyond the stated contract term in order to provide City departments with continual service
and supplies while a new contract is being solicited, evaluated, and/or awarded. If the right is exercised,
the City shall notify the Bidder/Proposer, in writing, of its intent to extend the contract at the same price,
terms and conditions for a specific number of days. Additional extensions over the first one hundred
twenty (120) day extension may occur, if, the City and the Successful Bidder/Proposer are in mutual
agreement of such extensions.
F. Where the contract involves a single shipment of goods to the City, the contract term shall conclude
upon completion of the expressed or implied warranty periods.
G. The City reserves the right to award the contract on a split -order, lump sum or individual -item basis,
or such combination as shall best serve the interests of the City unless otherwise specified.
H. A Contract/Agreement may be awarded to the Bidder/Proposer by the City Commission based upon
the minimum qualification requirements reflected herein. As a result of a RFP,RFQ, or RFLI, the City
reserves the right to execute or not execute, as applicable, an Agreement with the Proposer, whichever is
determined to be in the City's best interests. Such agreement will be furnished by the City, will contain
certain terms as are in the City's best interests, and will be subject to approval as to legal form by the City
Attorney.
1.11. BID BOND/ BID SECURITY - A cashier's or certified check, or a Bid Bond signed by a recognized
surety company that is licensed to do business in the State of Florida, payable to the City of Miami, for the
amount bid is required from all bidders/proposers, if so indicated under the Special Conditions. This check
or bond guarantees that a bidder/proposer will accept the order or contract/agreement, as bid/proposed, if it
is awarded to bidder/proposer. Bidder/Proposer shall forfeit bid deposit to the City should City award
Page 24 of 66
Invitation for Bid (IFB) 106048
contract/agreement to Bidder/Proposer and Bidder/Proposer fails to accept the award. The City reserves the
right to reject any and all surety tendered to the City. Bid deposits are returned to unsuccessful
bidders/proposers within ten (10) days after the award and successful bidder's/proposer's acceptance of
award. If sixty (60) days have passed after the date of the formal solicitation closing date, and no contract
has been awarded, all bid deposits will be returned on demand.
Certified Minority/Women vendors may apply to participate in the City's Bid Bond Voucher Program by
contacting the Minority/Women Business Affairs office.
1.12. RESPONSE FORM (HARDCOPY FORMAT) - All forms should be completed, signed and
submitted accordingly.
1.13. BID SECURITY FORFEITED LIQUIDATED DAMAGES - Failure to execute. an Agreement
and/or file an acceptable Performance Bond, when required, as provided herein, shall be just cause for the
annulment of the award and the forfeiture of the Bid Security to the City, which forfeiture shall be
considered, not as a penalty, but in mitigation of damages sustained. Award may then be made to the
next lowest responsive, responsible Bidder or Proposal most advantageous to the City or all responses may
be rejected.
1.14. BRAND NAMES - If and wherever in the specifications brand names, makes, models, names of any
manufacturers, trade names, or bidder/proposer catalog numbers are specified, it is for the purpose of
establishing the type, function, minimum standard of design, efficiency, grade or quality of goods only.
When the City does not wish to rule out other competitors' brands or makes, the phrase "OR EQUAL" is
added. When bidding/proposing an approved equal, Bidders/Proposers will submit, with their response,
complete sets of necessary data (factory information sheets, specifications, brochures, etc.) in order for the
City to evaluate and determine the equality of the item(s) bid/proposed. The City shall be the sole judge of
equality and its decision shall be final. Unless otherwise specified, evidence in the form of samples may be.
requested if the proposed brand is other than specified by the City. Such samples are to be furnished after
formal solicitation opening/closing only upon request of the City. If samples should be requested; such
samples must be received by the City no later than seven (7) calendar days after a formal request is made.
1.15. CANCELLATION - The City reserves the right to cancel all formal solicitations before its
opening/closing. In the event of bid/proposal cancellation, the Director of Purchasing shall notify all
prospective bidders/proposers and make available a written explanation for the cancellation.
1.16. CAPITAL EXPENDITURES - Contractor understands that any capital expenditures that the firm
makes, or prepares to make, in order to deliver/perform the goods/services required by the City, is a
business risk which the contractor must assume. The City will not be obligated to reimburse amortized or
unamortized capital expenditures, or. to maintain the approved status of any contractor. If contractor has
been unable to recoup its capital expenditures during the time it is rendering such goods/services, it shall
not have any claim upon the City.
1.17. CITY NOT LIABLE FOR DELAYS - It is further expressly agreed that in no event shall the City
be liable for, or responsible to, the Bidder/Proposer/Consultant, any sub-contractor/sub-consultant, or to
any other person for, or on account of, any stoppages or delay in the work herein provided for by injunction
. or other legal or equitable proceedings or on account of any delay for any cause over which the City has no
control.
1.18. COLLUSION —Bidder/Proposer, by submitting a response, certifies that its response is made without
previous understanding, agreement or connection either with any person, firm or corporation submitting a
response for the same items/services or with the City of Miami's Purchasing Department or initiating
department. The Bidder/Proposer certifies that its response is fair, without control, collusion, fraud or other
illegal action. Bidder/Proposer certifies that it is in compliance with the Conflict of Interest and Code of
Ethics Laws. The City will investigate all potential situations where collusion may have occurred and the
City reserves the right to reject any and all bids/responses where collusion may have occurred.
1.19. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that
contracts between private entities and local governments are subject to certain laws and regulations,
including laws pertaining to public records, conflict of interest, records keeping, etc. City and Contractor
agree to comply with and observe all applicable laws, codes and ordinances as that may in any way affect
the goods or equipment offered, including but not limited to:
A. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client
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because of race, creed, color, national origin, sex, or age with regard to, but not limited to, the following:
employment practices, rate of pay or other compensation methods, and training selection.
B. Occupational, Safety and Health Act (OSHA), as applicable to this Formal Solicitation.
C. The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes.
D. Minority/Women Business Affairs Enterprise (M/WBE) City Ordinances No. 10062, 10538, 11272, as
amended, as applicable to this Formal Solicitation.
• E. Environment Protection Agency (EPA), as applicable to this Formal Solicitation.
F. Uniform Commercial Code (Florida Statutes, Chapter 672).
G. Americans with Disabilities Act of 1990, as amended.
H. National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation.
I. National Forest Products Association (NFPA), as applicable to this Formal Solicitation.
J. City Procurement Ordinance City Code Section 18, Article III.
K. Conflict of Interest, City Code Section 2-611;61.
L. Cone of Silence, City Code Section 18-74.
M. The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment.
N. First Source Hiring Agreement, City Ordinance No. 10032, as applicable to this Formal Solicitation.
Implemented to foster the creation of new and permanent jobs for City of Miami residents; requires as a
condition precedent to the execution of service contracts. including professional services.
Lack of knowledge by the bidder/proposer will in no way be a cause for relief from responsibility.
Non-compliance with all local, state, and federal directives, orders, and laws may be considered grounds
for termination of contract(s).
Copies of the City Ordinances may be obtained from the City Clerk's Office.
1.20. CONE OF SILENCE - Pursuant to Section 18-74 of the City of Miami Code, a "Cone of Silence" is
imposed upon each RFP, RFQ, RFLI, or IFB after advertisement and terminates at the time the City
Manager issues a written recommendation to the Miami City Commission. The Cone of Silence shall be
applicable only to Contracts for the provision of goods and services and public works or improvements for
amounts greater than S200,000. The Cone of Silence prohibits any communication regarding RFPs, RFQs,
RFLI or IFBs (bids) between, among others:
Potential vendors, service providers, bidders, lobbyists or consultants and the City's professional staff
including, but not limited to, the City Manager and the City Manager's staff; the Mayor, City
Commissioners, or their respective staffs and any member of the respective selection/evaluation committee.
The provision does not apply to, among other communications:
oral communications with the City purchasing staff regarding Minority/Women Business Enterprise
(M/WBE) and local vendor outreach programs; oral communications, provided the communication is
limited strictly to matters of process or procedure already contained in the formal solicitation document; the
provisions of the Cone of Silence do not apply to oral communications at duly noticed site
visits/inspections, pre -proposal or pre -bid conferences, oral presentations before selection/evaluation
committees, contract negotiations during any duly noticed public meeting, or public presentations made to
the Miami City Commission during a duly noticed public meeting; or communications in writing or by
email at any time with any City employee, official or member of the City Commission unless specifically
prohibited by the applicable RFP, RFQ, RFLI or IFB (bid) documents (See Section 2.2. of the Special
Conditions); or communications in connection with the collection of industry comments or the performance
of market research regarding a particular RFP, RFQ, RFLI OR IFB by City Purchasing staff.
Proposers or bidders must file a copy of any written communications with the Office of the City Clerk,
which shall be made available to any person upon request. The City shall respond in writing and file a copy
with the Office of the City Clerk, which shall be made available to any person upon request. Written
communications may be in the form of e-mail, with a copy to the Office of the City Clerk.
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In addition to any other penalties provided by law, violation of the Cone of Silence by any proposer or
bidder shall render any award voidable. A violation by a particular Bidder, Proposer, Offeror, Respondent,
lobbyist or consultant shall subject same to potential penalties pursuant to the City Code. Any person
having personal knowledge of a violation of these provisions shall report such violation to the State
Attorney and/or may file a complaint with the Ethics Commission. Proposers or bidders should reference
Section 18-74 of the City of Miami Code for further clarification.
This language is only a summary of the key provisions of the Cone of Silence. Please review City of
Miami Code Section 18-74 for a complete and thorough description of the Cone of Silence. You may
contact the City Clerk at 305-250-5360, to obtain a copy of same.
1.21. CONFIDENTIALITY - As a political subdivision, the City of Miami is subject to the Florida
Sunshine Act and Public Records Law. If this Contract/Agreement contains a confidentiality provision, it
shall have no application when disclosure is required by Florida law or upon court order.
1.22. CONFLICT OF INTEREST — Bidders/Proposers, by responding to this Formal Solicitation, certify
that to the best of their knowledge or belief, no elected/appointed official or employee of the City of Miami
is financially interested, directly or indirectly, in the purchase of goods/services specified in this Formal
Solicitation. Any such interests on the part of the Bidder/Proposer or its employees must be disclosed in
writing to the City. Further, you must disclose the name of any City employee who owns, directly or
indirectly, an interest of five percent (5%) or more of the total assets of capital stock in your firm.
1.23. COPYRIGHT OR PATENT RIGHTS — Bidders/Proposers warrant that there has been no violation
of copyright or patent rights in manufacturing, producing, or selling the goods shipped or ordered and/or
services provided as a result of this formal solicitation, and bidders/proposers agree to hold the City
harmless from any and all liability, loss, or expense occasioned by any such violation.
1.24. COST INCURRED BY BIDDER/PROPOSER - All expenses involved with the preparation and
submission of Responses to the City, or any work performed in connection therewith shall be borne by the
Bidder(s)/Proposer(s).
1.25. DEBARMENT AND SUSPENSIONS (Sec 18-107)
(a) Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective
Contractual Party, and after reasonable opportunity for such party to be heard, the City Manager, after
consultation with the Chief Procurement Officer and the city attorney, shall have the authority to debar a
Contractual Party, for the causes listed below, from consideration for award of city Contracts. The
debarment shall be for a period of not fewer than three years. The City Manager shall also have the
authority to suspend a Contractual Party from consideration for award of city Contracts if there is probable
cause for debarment, pending the debarment determination. The authority to debar and suspend contractors
shall be exercised in accordance with regulations which shall be issued by the Chief Procurement Officer
after approval by the City Manager, the city attorney, and the City Commission.
(b) Causes for debarment or suspension. Causes for debarment or suspension include the following:
(1) Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a
public or private Contract or subcontract, or incident to the performance of such Contract or
subcontract.
(2) Conviction under state or' federal statutes of embezzlement, theft, forgery, bribery, falsification
or destruction of records, receiving stolen property, or any other offense indicating a lack of business
integrity or business honesty.
(3) Conviction under state or federal antitrust statutes arising out of the submission of Bids or
Proposals.
(4) Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be
indicative of nonresponsibility. Such violation may include failure without good cause to perform in
accordance with the terms and conditions of a Contract or to perform within the time limits provided in
a Contract, provided that failure to perform caused by acts beyond the control of a party shall not be
considered a basis for debarment or suspension.
(5) Debarment or suspension of the Contractual Party by any federal, state or other governmental
entity.
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(6) False certification pursuant to paragraph (c) below.
(7) Found in violation of a zoning ordinance or any other city ordinance or regulation and for
which the violation remains noncompliant.
(8) Found in violation of a zoning ordinance or any other city ordinance or regulation and for
which a civil penalty or fine is due and owing to the city.
(9) Any other cause judged by the City Manager to be so serious and compelling as to affect the
responsibility of the Contractual Party performing city Contracts.
(c) Certification. All Contracts for goods and services, sales, and leases by the city shall contain a
certification that neither the Contractual Party nor any of its principal owners or personnel have been
convicted of any of the violations set forth above or debarred or suspended as set forth in paragraph (b)(5).
(d) Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall
render a written decision stating the reasons for the debarment or suspension. A copy of the decision shall
be provided promptly to the Contractual Party, along with a notice of said party's right to seek judicial
relief.
•
1.26. DEBARRED/SUSPENDED VENDORS —An entity or affiliate who has been placed on the State of
Florida debarred or suspended vendor list may not submit a response on a contract to provide goods or
services to a public entity, may not submit a response on a contract with a public entity for the construction
or repair of a public building or public work, may not submit response on leases of real property to a public
entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract
with any public entity, and may not transact business with any public entity.
1.27. DEFAULT/FAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which
shall include any failure on the part of the successful Bidder/Proposer to accept the award, to furnish
required documents, and/or to fulfill any portion of this contract within the time stipulated.
Upon default by the successful Bidder/Proposer to meet any terms of this agreement, the City will notify
the Bidder/Proposer of the default and will provide the contractor three (3) days (weekends and holidays
excluded) to remedy the default. Failure on the contractor's part to correct the default within the required
three (3) days shall result in the Contract being terminated and upon the City notifying in writing the
contractor of its intentions and the effective date of the termination. The following shall constitute default:
A. Failure to perform the work or deliver the goods/services required under the Contract and/or within the
time required or failing to use the subcontractors, entities and personnel as identified and set forth, and to
the degree specified in the Contract.
B. Failure to begin the work under this Contract within the time specified.
C. Failure to perform the work with sufficient workers and equipment or with sufficient materials to
ensure timely completion.
D. Neglecting or refusing to remove materials or perform new work where prior work has been rejected as
nonconforming with the terms of the Contract.
E. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or
making an assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the
successful Bidder/Proposer incapable of performing the work in accordance with and as required by the
Contract.
F. Failure to comply with any of the terms of the Contract in any material respect.
All costs and charges incurred by the City as a result of a default or a default incurred beyond the time
limits stated, together with the cost of completing the work, shall be deducted from any monies due or
which may become due on this Contract.
1.28. DETERMINATION OF RESPONSIVENESS - Each Response will be reviewed to determine if it
is responsive to the submission requirements outlined in the Formal Solicitation. A "responsive" response is
one which follows the requirements of the formal solicitation, includes all documentation, is submitted in
the format outlined in the formal solicitation, is of timely submission, and has appropriate signatures as
required on each document. Failure to comply with these requirements may deem a Response
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non -responsive.
1.29. DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the
response shall be fixed after the award by the Commission, unless otherwise specified in the Special Terms
and Conditions. Price discounts off the original prices quoted in the response will be accepted from
successful Bidder(s)/Proposer(s) during the term of the contract. Such discounts shall remain in effect for
a minimum of 120 days from approval by the City Commission Any discounts offered by a manufacturer
to Bidder/Proposer will be passed on to the City.
1.30. DISCREPANCIES, ERRORS, AND OMISSIONS - Any discrepancies, errors, or ambiguities in
the Formal Solicitation or addenda (if any) should be reported in writing to the City's Purchasing
Department. Should it be found necessary, a written addendum will be incorporated in the Formal
Solicitation and will become part of the purchase agreement (contract documents). The City will not be
responsible for any oral instructions, clarifications, or other communications.
A. Order of Precedence — Any inconsistency in this formal solicitation shall be resolved by giving
precedence to the following documents, the first of such list being the governing documents.
1) Addenda (as applicable)
2) Specifications
3) Special Conditions
4) General Terms and Conditions
1.31. EMERGENCY / DISASTER PERFORMANCE - In the event of a hurricane or other emergency
or disaster situation, the successful vendor shall provide the City with the commodities/services defined
within the scope of this formal solicitation at the price contained within vendor's response. Further,
successful vendor shall deliver/perform for the city on a priority basis during such times of emergency.
1.32. ENTIRE BID CONTRACT OR AGREEMENT - The Bid Contract or Agreement consists of this
City of Miami Formal Solicitation and specifically this General Conditions Section, Contractor's Response
and any written agreement entered into by the City of Miami and Contractor in cases involving RFPs,
RFQs, and RFLIs, and represents the entire understanding and agreement between the parties with respect
to the subject matter hereof and supersedes all other negotiations, understanding and representations, if any,
made by and between the parties. To the extent that the agreement conflicts with, modifies, alters or
changes any of the terms and conditions contained in the Formal Solicitation and/or Response, the Formal
Solicitation and then the Response shall control. This Contract may be modified only by a written
agreement signed by the City of Miami and Contractor.
1.33. ESTIMATED QUANTITIES —Estimated quantities or estimated dollars are provided for your
guidance only. No guarantee is expressed or implied as to quantities that will be purchased during the
contract period. The City is not obligated to place an order for any given amount subsequent to the award
of this contract. Said estimates may be used by the City for purposes of determining the low bidder or most
advantageous proposer meeting specifications. The City reserves the right to acquire additional quantities
at the prices bid/proposed or at lower prices in this Formal Solicitation.
1.34. EVALUATION OF RESPONSES
A.Rejeetion of Responses
The City may reject a Response for any of the following reasons:
1) Bidder/Proposer fails to acknowledge receipt of addenda;
2) Bidder/Proposer mistates or conceals any material fact in the Response ;
3) Response does not conform to the requirements of the Formal Solicitation;
4) Response requires a conditional award that conflicts with the method of award;
5) Response does not include required samples, certificates, licenses as required; and,
6) Response was not executed by the Bidder' s/Proposer(s) authorized agent.
The foregoing is not an all inclusive list of reasons for which a Response may be rejected. The City may
reject and re -advertise for all or any part of the Formal Solicitation whenever it is deemed in the best
interest of the City.
B. Elimination From Consideration
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1) A contract shall not be awarded to any person or firm which is in arrears to the City upon any debt or
contract, or which is a defaulter as surety or otherwise upon any obligation to the City.
2) A contract may not be awarded to any person or firm which has failed to perform under the terms and
conditions of any previous contract with the City or deliver on time contracts of a similar nature.
3) A contract may not be awarded to any person or firm which has been debarred by the City in
accordance with the City's Debarment and Suspension Ordinance.
C. Determination of Responsibility
1) Responses will only be considered from entities who are regularly engaged in the business of providing
the goods/equipment/services required by the Formal Solicitation. Bidder/Proposer must be able to
demonstrate a satisfactory record of performance and integrity; and, have sufficient financial, material,
equipment, facility, personnel resources, and expertise to meet all contractual requirements. The terms
"equipment and organization" as used herein shall be construed to mean a fully equipped and well
established entity in line with the best industry practices in the industry as determined by the City.
2) The City may consider any evidence available regarding the financial, technical and other qualifications
and abilities of a Bidder/Proposer, including past performance (experience) with the City or any other
governmental entity in making the award.
3) The City may require the Bidder(s)/Proposer(s) to show proof that they have been designated as an
authorized representative of a manufacturer or supplier which is the actual source of supply, if required by
the Formal Solicitation.
1.35. EXCEPTIONS TO GENERAL AND/OR SPECIAL CONDITIONS OR SPECIFICATIONS -
Exceptions to the specifications shall be listed on the Response and shall reference the section. Any
exceptions to the General or Special Conditions shall be cause for the bid (IFB) to be considered
non -responsive. It also may be cause for a RFP, RFQ, or RFLI to be considered non -responsive; and, if
exceptions are taken to the terms and conditions of the resulting agreement it may lead to terminating
negotiations.
1.36. F.O.B. DESTINATION - Unless otherwise specified in the Formal Solicitation, all prices
quoted/proposed by the bidder/proposer must be F.O.B. DESTINATION, inside delivery, with all delivery
costs and charges included in the bid/proposal price, unless otherwise specified in this Formal
Solicitation. Failure to do so may be cause for rejection of bid/proposal.
1.37. FIRM PRICES - The bidder/proposer warrants that prices, terms, and conditions quoted in its
response will be firm throughout the duration of the contract unless otherwise specified in the Formal
Solicitation. Such prices will remain firm for the period of performance or resulting purchase orders or
contracts, which are to be performed or supplied over a period of time.
1.38. FIRST -SOURCE HIRING AGREEMENT (Sec. 18-105)
(a) The Commission approves implementation of the first -source hiring agreement policy and requires
as a condition precedent to the execution of service contracts for facilities, services, and/or receipt of grants
and loans, for projects of a nature that create new jobs, the successful negotiation of first -source hiring
agreements between the organization or individual receiving said contract and the authorized representative
unless such an agreement is found infeasible by the city manager and such finding approved by the City
Commission at a public hearing.
(b) For the purpose of this section, the following terms, phrases, words and their derivations shall have
the following meanings:
Authorized representative means the Private Industry Council of South Florida/South Florida Employment
and Training Consortium, or its successor as local recipient of federal and state training and employment
funds.
Facilities means all publicly financed projects, including but without limitation, unified development
projects, municipal public works, and municipal improvements to the extent they are financed through
public money services or the use of publicly owned property.
Grants and loans means, without limitation, urban development action grants (UDAG), economic
development agency construction loans, loans from Miami Capital Development, Incorporated, and all
federal and state grants administered by the city.
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Service contracts means contracts for the procurement of services by the city which include professional
services.
Services includes, without limitation, public works improvements, facilities, professional services,
commodities, supplies, materials and equipment.
(c) The authorized representative shall negotiate each first -source hiring agreement.
(d) The primary beneficiaries of the first -source hiring agreement shall be participants of the city
training and employment programs, and other residents of the city.
1.39. FLORIDA MINIMUM WAGE - The Constitution of the State of Florida, Article X, Section 24,
states that employers shall pay employee wages no less than the minimum wage for all hours worked in
Florida. Accordingly, it is the contractor's and its' subcontractor(s) responsibility to understand and
comply with this Florida constitutional minimum wage requirement and pay its employees the current
established hourly minimum wage rate, which is subject to change or adjusted by the rate of inflation using
the consumer price index for urban wage earners and clerical workers, CPI-W, or a successor index as
calculated by the United States Department of Labor. Each adjusted minimum wage rate calculated shall
be determined and published by the Agency Workforce Innovation on September 30th of each year and
take effect on the following January 1st.
At the time of responding, it is bidder/proposer and his/her subcontractor(s), if applicable, full
responsibility to determine whether any of its employees may be impacted by this Florida Law at any given
point in time during the term of the contract. If impacted, bidder/proposer must furnish employee name(s),
job title(s), job description(s), and current pay rate(s). Failure to submit this information at the time of
submitting a response constitute successful bidder's/proposer's acknowledgement and understanding that
the Florida Minimum Wage Law will not impact its prices throughout the term of contract and waiver of
any contractual price increase request(s). The City reserves the right to request and successful
bidder/proposer must provide for any and all information to make a wage and contractual price increase(s)
determination.
1.40 CITY OF MIAMI LIVING WAGE ORDINANCE- The City of Miami adopted a living wage
ordinance for city service contracts awarded by the city containing a total contract value exceeding
$100,000 annually for the following services: food preparation and/or distribution; security services;
routine maintenance services such as custodial, cleaning, computers, refuse removal, repair, refinishing and
recycling; clerical or other non -supervisory office work, whether temporary or permanent; transportation
and parking services; printing and reproduction services; landscaping, lawn, and or agricultural services.
If this solicitation requires the aforementioned services, effective on April 1, 2008, contractors must pay
its' employees a living wage no less than $11.21 an hour with a health benefit plan and not less than $12.46
an hour without health benefits, which shall be adjusted annually by no later than April 1st following the
publication of the U.S Department of Health and Human Services Poverty Guidelines, as published from
time to time.
A service contractor is defined as any "for profit" individual, business entity, corporation, partnership,
limited liability company, joint venture, or similar business: (1) Paid in whole or part from one or more of
the city's general funds, capital project funds, special revenue funds, or any other funds either directly or
indirectly, whether by competitive bid process, informal bids, requests for proposals, some form of
solicitation, negotiation, or agreement, or any other decision to enter into a contract; and, (2) The service
contractor is engaged in the business of, or part of, a contract or a subcontract to provided covered services,
either directly or indirectly, for the benefit of the city. This does not aply to contracts related primarily to
the sale of products or goods.
The service contractor, prior to entering any such contract, must certify to the city that it will pay each of
its covered employees no less than the living wage. A copy of this certificate must be made available to the
public upon request. The certificate, at a minimum, must include the following:
(1) The name, address, and phone number of the employer, a contact person, and the specific project for
which the service contract is sought;
(2) The amount of the service contract and the city department the contract will serve.
(3) A brief description of the project or service provided;
(4) A statement of the wage levels for all covered employees; and
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(5) A commitment to pay all covered employees the living wage.
A copy of the living wage rate shall be kept posted by the service contractor at the site of the work in a
prominent place where it can easily be seen and read by the covered employees and shall be supplied to
such employees within a reasonable time after a request to do so. Additionally, service contractors shall
furnish a copy of the requirements of the City of Miami Living Wage Ordinance to any entity submitting a
bid for a subcontract on any service contract subject to this article. Posting requirements will not be
required where the service contractor prints the following statements on the front of the covered employee's
first paycheck and every six months thereafter. "You are required by the City of Miami Living Wage
Ordinance to be paid a Living Wage. If you do not believe you being paid at the Living Wage rate, contact
your employer, an attorney, or the City of Miami." All notices will be printed in English, Spanish and
Creole.
Service Contractors and their subcontractors agree to produce all documents and records relating to payroll
and compliance this Ordinance. Each service contractor shall maintain payroll records for all covered
employees and basic records relating thereto and shall preserve them for a period of three (3) years from
the date of termination or expiration of the service contract. The records shall contain:
(1) The name and address of each covered employee;
(2) The job title and classification;
(3) The number of hours worked each day;
(4) The gross wages earned and deductions made;
(5) Annual wages paid;
(6) A copy of the social security returns and evidence of payment thereof;
(7) A record of fringe benefit payments including contributions to approved plans; and
(8) Any other data of information the city require from time to time.
Every six months, the service contractor shall file with the city's procurement director a listing of all
covered employees together with a certification of compliance with this article. Upon request from the
city, the service contractor shall produce for inspection and copying its payroll records for any or all of its
covered employees for any period covered by the service contract. The city may examine payroll records as
needed to ensure compliance.
Failure to comply with the City of Miami Living Wage Ordinance may result in legal action by the
covered employee or former covered employee as allowed by Florida Law, court impose sanctions, city
impose sanctions, such as pay wage restitution, impose monetary damages, suspension or termination of
payment, termination of contract, and debarment.
Please review City of Miami Code Section 18-556 through Section 18-559 for a complete and thorough
description of the City of Miami Living Wage.
1.41. GOVERNING LAW AND VENUE - The validity and effect of this Contract shall be governed by
the laws of the State of Florida. The parties agree that any action, mediation or arbitration arising out of this
Contract shall take place in Miami -Dade County, Florida.
1.42. HEADINGS AND TERMS - The headings to the various paragraphs of this Contract have been
inserted for convenient reference only and shall not in any manner be construed as modifying, amending or
affecting in any way the expressed terms and provisions hereof.
1.43. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) - Any
person or entity that performs or assists the City of Miami with a function or activity involving the use or
disclosure of "individually identifiable health information (IIHI) and/or Protected Health Information (PHI)
shall comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the City
of Miami Privacy Standards. HIPAA mandates for privacy, security and electronic transfer standards,
which include but are not limited to:
A. Use of information only for performing services required by the contract or as required by law;
B. Use of appropriate safeguards to prevent non -permitted disclosures;
C. Reporting to the City of Miami of any non -permitted use or disclosure;
D. Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to
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the Bidder/Proposer and reasonable assurances that IIHI/PHI will be held confidential;
E. Making Protected Health Information (PHI) available to the customer;
F. Making PHI available to the customer for review and amendment; and incorporating any amendments
requested by the customer;
G. Making PHI available to the City of Miami for an accounting of disclosures; and
H. Making internal practices, books and records related to PHI available to the City of Miami for
compliance audits.
PHI shall maintain its protected status regardless of the form and method of transmission (paper records,
and/or electronic transfer of data). The Bidder/ Proposer must give its customers written notice of its
privacy information practices including specifically, a description of the types of uses and disclosures that
would be made with protected health information.
1.44. INDEMNIFICATION - The Contractor shall indemnify and save harmless forever the City, and all
the City's agents, officers and employees from and against all charges or claims resulting from any bodily
injury, loss of life, or damage to property from any act, omission or neglect, by itself or its employees; the
Contractor shall become defendant in every suit brought for any of such causes of action against the City or
the City's officials, agents and employees; the Contractor shall further indemnify City as to all costs,
attorney's fees, expenses and liabilities incurred in the defense of any such claims and any resulting
investigation.
1.45. INFORMATION AND DESCRIPTIVE LITERATURE —Bidders/Proposer must furnish all
information requested in the spaces provided in the Formal Solicitation. Further, as may be specified
elsewhere, each Bidder/Proposer must submit for evaluation, cuts, sketches, descriptive literature, technical
specifications, and Material Safety Data Sheets (MSDS)as required, covering the products offered.
Reference to literature submitted with a previous response or on file with the Buyer will not satisfy this
provision.
1.46. INSPECTIONS - The City may, at reasonable times during the term hereof, inspect Contractor's
facilities and perform such tests, as the City deems reasonably necessary, to determine whether the goods
and/or services required to be provided by the Contractor under this Contract conform to the terms and
conditions of the Formal Solicitation. Contractor shall make available to the City all reasonable facilities
and assistance to facilitate the performance of tests or inspections by City representatives. All tests and
inspections shall be subject to, and made in accordance with, the provisions of the City of Miami Ordinance
No. 12271 (Section 18-79), as same may be amended or supplemented from time to time.
1.47. INSPECTION OF RESPONSE - Responses received by the City pursuant to a Formal Solicitation
will not be made available until such time as the City provides notice of a decision or intended decision or
within 10 days after bid closing, whichever is earlier. Bid/Proposal results will be tabulated and may be
furnished upon request via fax or e-mail to the Sr. Procurement Specialist issuing the Solicitation.
Tabulations also are available on the City's Web Site following recommendation for award.
1.48. INSURANCE - Within ten (10) days after receipt of Notice of Award, the successful Contractor,
shall furnish Evidence of Insurance to the. Purchasing Department, if applicable. Submitted evidence of
coverage shall demonstrate strict compliance to all requirements listed on the Special Conditions entitled
"Insurance Requirements". The City shall be listed as an "Additional Insured."
Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the
insurance certificate is received within the specified time frame but not in the manner prescribed in this
Solicitation the Contractor shall be verbally notified of such deficiency and shall have an additional five (5)
calendar days to submit a corrected certificate to the City. If the Contractor fails to submit the required
insurance documents in the manner prescribed in this Solicitation within fifteen (15) calendar days after
receipt Notice of Award, the contractor shall be in default of the contractual terms and conditions and shall
not be awarded the contract. Under such circumstances, the Bidder/Proposer may be prohibited from
submitting future responses to the City. Information regarding any insurance requirements shall be directed
to the Risk Administrator, Department of Risk Management, at 444 SW 2nd Avenue, 9th Floor, Miami,
Florida 33130, 305-416-1604,
The Bidder/Proposer shall be responsible for assuring that the insurance certificates required in
conjunction with this Section remain in effect for the duration of the contractual period; including any and
all option terms that may be granted to the Bidder/Proposer.
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1.49. INVOICES - Invoices shall contain purchase order number and details of goods and/or services
delivered (i.e. quantity, unit price, extended price, etc); and in compliance with Chapter 218 of the Florida
Statutes (Prompt Payment Act).
1.50. LOCAL PREFERENCE - City Code Section 18-85, states that the City Commission may offer to a
responsible and responsive bidder/proposer, who maintains a Local Office, the opportunity of accepting a
bid at the low bid amount, if the original bid amount submitted by the local vendor is not more than ten
percent (10%) in excess of the lowest other responsible and responsive bidder/proposer.
1.51. MANUFACTURER'S CERTIFICATION - The City reserves the right to request from
bidders/proposers a separate Manufacturer's Certification of all statements made in the bid/proposal.
Failure to provide such certification may result in the rejection of bid/proposal or termination of
contract/agreement, for which the bidder/proposer must bear full liability.
1.52. MINORITY/WOMEN PROCUREMENT PROGRAM - Ordinance No. 10062, as amended, titled
the Minority and Women Business Affairs and Procurement Ordinance of the City of Miami, Florida, sets
forth "...a goal of awarding at least 51 percent of the City's total annual dollar volume of all expenditures
for all goods and services to Black, Hispanic and Women minority business enterprises on an equal basis."
A minority business enterprise is defined as a business firm "...in which at least 51 percent of said
enterprise is owned by Blacks, Hispanics, or Women and whose management and daily business operations
are controlled by one or more Blacks, Hispanics or Women."
To achieve the goal established by these Ordinances, participation in providing goods and services to the
City by minorities is being encouraged in a number of ways. All bidders/proposers doing business with the
City are encouraged to include the participation of minority firms in their response. In evaluating
bids/proposals for determination of awards, minority participation may be a factor. Failure to adequately
involve minority firms may be a basis for rejecting any and all responses.
Possible ways to include minority participation would involve:
A. Joint venture with a minority firm(s)
B. Utilizing minority firm(s) as subcontractor(s).
C. UtiIizing minority firm(s) to supply goods and/or services.
D. Successful implementation of well defined affirmative action program.
E. Other forms of minority participation, if properly documented.
Successful bidder(s)/proposer(s) shall be required to establish an Affirmative Action Plan, if not, an
Affirmative Action Policy shall be established, pursuant to Ordinance #10062 as amended. Effective date
of implementation must be indicated on the policy. •
A "Minority Status Information Sheet" is provided to assist bidders/proposers in presenting information
concerning minority participation.
Minority and women -owned business firms are encouraged, but not required, to register with the City prior
to submitting a response. The Purchasing Department, Minority/Women Business Affairs Office, will
provide the necessary forms and instructions upon request. All bidders/proposers are urged to submit
responses for any goods or services that they are able to supply, regardless of minority classification.
However, compliance with all requests for information regarding Minority/Women Status or Participation
is required. Bidder's/Proposer's cooperation is greatly needed to aid the City in achieving its goal.
Bidders/Proposers may contact this Office at (305) 416-1913 for information.
1.53. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No
contract or understanding to modify this Formal Solicitation and resultant purchase orders or contracts, if
applicable, shall be binding upon the City unless made in writing by the Director of Purchasing of the City
of Miami, Florida through the issuance of a change order, addendum, amendment, or supplement to the
contract, purchase order or award sheet as appropriate.
1.54. NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in this Contract will be deemed
or construed to create a partnership or joint venture between the City of Miami and Contractor, or to create
any other similar relationship between the parties.
1.55. NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance
with specifications under the direction of the Florida Department of Agriculture and Consumer Services or
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by other appropriate testing Laboratories as determined by the City. The data derived from any test for
compliance with specifications is public record and open to examination thereto in accordance with
Chapter 119, Florida Statutes. Items delivered not conforming to specifications may be rejected and
returned at Bidder's/Proposer's expense. These non -conforming items not delivered as per delivery date in
the response and/or Purchase Order may result in bidder/proposer being found in default in which event
any and all re -procurement costs may be charged against the defaulted contractor. Any violation of these
stipulations may also result in the supplier's name being removed from the City of Miami's Supplier's list.
1.56. NONDISCRIMINATION —Bidder/Proposer agrees that it shall not discriminate as to race, sex,
color, age, religion, national origin, marital status, or disability in connection with its performance under
this formal solicitation. Furthermore, Bidder/Proposer agrees that no otherwise qualified individual shall
solely by reason of his/her race, sex, color, age, religion, national origin, marital status or disability be
excluded from the participation in, be denied benefits of, or be subjected to, discrimination under any
program or activity.
In connection with the conduct of its business, including performance of services and employment of
personnel, Bidder/Proposer shall not discriminate against any person on the basis of race, color, religion,
disability, age, sex, marital status or national origin. All persons having appropriate qualifications shall be
afforded equal opportunity for employment.
1.57. NON-EXCLUSIVE CONTRACT! PIGGYBACK PROVISION - At such times as may serve its
best interest, the City of Miami reserves the right to advertise for, receive, and award additional contracts
for these herein goods and/or services, and to make use of other competitively bid (governmental)
contracts, agreements, or other similar sources for the purchase of these goods and/or services as may be
available.
It is hereby agreed and understood that this formal solicitation does not constitute the exclusive rights of
the successful bidder(s)/proposer(s) to receive all orders that may be generated by the City in conjunction
with this Formal Solicitation.
In addition, any and all commodities, equipment, and services required by the City in conjunction with
construction projects are solicited under a distinctly different solicitation process and shall not be purchased
under the terms, conditions and awards rendered under this solicitation, unless such purchases are
determined to be in the best interest of the City.
1.58. OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business
location in the City of Miami and is submitting a Response under this Formal Solicitation shall meet the
City's Occupational License Tax requirements in accordance with Chapter 31.1, Article I of the City of
Miami Charter. Others with a location outside the City of Miami shall meet their local Occupational
License Tax requirements. A copy of the license must be submitted with the response; however, the City
may at its sole option and in its best interest allow the Bidder/Proposer to supply the license to the City
during the evaluation period, but prior to award.
1.59. ONE PROPOSAL - Only one (1) Response from an individual, firm, partnership, corporation or
joint venture will be considered in response to this Formal Solicitation. When submitting an alternate
response, please refer to the herein condition for "Alternate Responses May Be Considered".
1.60. OWNERSHIP OF DOCUMENTS - It is understood by and between the parties that any documents,
records, files, or any other matter whatsoever which is given by the City to the successful Bidder/Proposer
pursuant to this formal solicitation shall at all times remain the property of the City and shall not be used by
the Bidder/Proposer for any other purposes whatsoever without the written consent of the City.
1.61. PARTIAL INVALIDITY - If any provision of this Contract or the application thereof to any person
or circumstance shall to any extent be held invalid, then the remainder of this Contract or the application of
such provision to persons or circumstances other than those as to which it is held invalid shall not be
affected thereby, and each provision of this Contract shall be valid and enforced to the fullest extent
permitted by law.
1.62 PERFORMANCE/PAYMENT BOND —A Contractor may be required to furnish a
Performance/Payment Bond as part of the requirements of this Contract, in an amount equal to one hundred
percent (100%) of the contract price.
1.63. PREPARATION OF RESPONSES (HARDCOPY FORMAT) —Bidders/Proposers are expected to
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examine the specifications, required delivery, drawings, and all special and general conditions. All
bid/proposed amounts, if required, shall be either typewritten or entered into the space provided with ink.
Failure to do so will be at the Bidder's/Proposer's risk.
A. Each Bidder/Proposer shall furnish the information required in the Formal Solicitation. The
Bidder/Proposer shall sign the Response and print in ink or type the name of the Bidder/Proposer, address,
and telephone number on the face page and on each continuation sheet thereof on which he/she makes an
entry, as required.
B. If so required, the unit price for each unit offered shall be shown, and such price shall include
packaging, handling and shipping, and F.O.B. Miami delivery inside City premises unless otherwise
specified. Bidder/Proposer shall include in the response all taxes, insurance, social security, workmen's
compensation, and any other benefits normally paid by the Bidder/Proposer to its employees. If
applicable, a unit price shall be entered in the "Unit Price" column for each item. Based upon estimated
quantity, an extended price shall be entered in the "Extended Price" column for each item offered. In case
of a discrepancy between the unit price and extended price, the unit price will be presumed correct.
C. The Bidder/Proposer must state a definite time, if required, in calendar days for delivery of goods
and/or services.
D. The Bidder/Proposer should retain a copy of all response documents for future reference.
E. All responses, as described, must be fully completed and typed or printed in ink and must be signed in
ink with the firm's name and by an officer or employee having authority to bind the company or firm by
his/her signature. Bids/Proposals having any erasures or corrections must be initialed in ink by person
signing the response or the response may be rejected.
F. Responses are to remain valid for at least 180 days. Upon award of a contract, the content of the
Successful Bidder's/Proposer's response may be included as part of the contract, at the City's discretion.
G. The City of Miami's Response Forms shall be used when Bidder/Proposer is submitting its response in
hardcopy format. Use of any other forms will result in the rejection of the response. IF SUBMITTING
HARDCOPY FORMAT, THE ORIGINAL AND THREE (3) COPIES OF THESE SETS OF FORMS,
UNLESS OTHERWISE SPECIFIED, AND ANY REQUIRED ATTACHMENTS MUST BE
RETURNED TO THE CITY OR YOUR RESPONSE MAY BE DEEMED NON -RESPONSIVE.
1.64. PRICE ADJUSTMENTS — Any price decrease effectuated during the contract period either by
reason of market change or on the part of the contractor to other customers shall be passed on to the City of
Miami.
1.65. PRODUCT SUBSTITUTES - In the event a particular awarded and approved manufacturer's
product becomes unavailable during the term of the Contract, the Contractor awarded that item may
arrange with the City's authorized representative(s) to supply a substitute product at the awarded price or
lower, provided that a sample is approved in advance of delivery and that the new product meets or exceeds
all quality requirements.
1.66. CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS -
Contractor represents and warrants to the City that it has not employed or retained any person or company
employed by the City to solicit or secure this Contract and that it has not offered to pay, paid, or agreed to
pay any person any fee, commission, percentage, brokerage fee, or gift of any kind contingent upon or in
connection with, the award of this Contract.
1.67. PROMPT PAYMENT —Bidders/Proposers may offer a cash discount for prompt payment; however,
discounts shall not be considered in determining the lowest net cost for response evaluation purposes.
Bidders/Proposers are required to provide their prompt payment terms in the space provided on the Formal
Solicitation. If no prompt payment discount is being offered, the Bidder/Proposer must enter zero (0) for
the percentage discount to indicate no discount. If the Bidder/Proposer fails to enter a percentage, it is
understood and agreed that the terms shall be 2% 20 days, effective after receipt of invoice or final
acceptance by the City, whichever is later.
When the City is entitled to a cash discount, the period of computation will commence on the date of
delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is
necessary due to damage, the cash discount period shall commence on the date final approval for payment
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is authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash
discount, the City is entitled to a cash discount with the period commencing on the date it is determined by
the City that a cash discount applies.
Price discounts off the original prices quoted on the Price Sheet will be accepted from successful
bidders/proposers during the term of the contract.
1.68. PROPERTY - Property owned by the City of Miami is the responsibility of the City of Miami. Such
property furnished to a Contractor for repair, modification, study, etc., shall remain the property of the City
of Miami. Damages to such property occurring while in the possession of the Contractor shall be the
responsibility of the Contractor. Damages occurring to such property while in route to the City of Miami
shall be the responsibility of the Contractor. In the event that such property is destroyed or declared a total
loss, the Contractor shall be responsible for replacement value of the property at the current market value,
less depreciation of the property, if any.
1.69. PROVISIONS BINDING - Except as otherwise expressly provided in the resulting Contract, all
covenants, conditions and provisions of the resulting Contract shall be binding upon and shall inure to the
benefit of the parties hereto and their respective heirs, legal representatives, successors and assigns.
1.70. PUBLIC ENTITY CRIMES - A person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a response on a contract to provide any
goods or services to a public entity, may not submit a response on a contract with a public entity for the
construction or repair of a public building or public work, may not submit responses 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 for a period of 36
months from the date of being placed on the convicted vendor list.
1.71. PUBLIC RECORDS - Contractor understands that the public shall have access, at all reasonable
times, to all documents and information pertaining to City contracts, subject to the provisions of Chapter
119, Florida Statutes, and City of Miami Code, Section 18, Article III, and agrees to allow access by the
City and the public to all documents subject to disclosure under applicable law. Contractor's failure or
refusal to comply with the provision of this section shall result in the immediate cancellation of this
Contract by the City.
1.72. QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS; AND EQUIPMENT - All
materials used in the manufacturing or construction of supplies, materials, or equipment covered by this
solicitation shall be new. The items bid/proposed must be of the latest make or model, of the best quality,
and of the highest grade of workmanship, unless as otherwise specified in this Solicitation.
1.73. QUALITY OF WORK/SERVICES - The work/services performed must be of the highest quality
and workmanship. Materials furnished to complete the service shall be new and of the highest quality
except as otherwise specified in this Solicitation.
1.74. REMEDIES PRIOR TO AWARD (Sec. 18-106) - If prior to Contract award it is determined that a
formal solicitation or proposed award is in violation of law, then the solicitation or proposed award shall be
cancelled by the City Commission, the City Manager or the Chief Procurement Officer, as may be
applicable, or revised to comply with the law.
1.75. RESOLUTION OF CONTRACT DISPUTES (Sec. 18-105)
(a) Authority to resolve Contract disputes. The City Manager, after obtaining the approval of the city
attorney, shall have the authority to resolve controversies between the Contractual Party and the city which
arise under, or by virtue of, a Contract between them; provided that, in cases involving an amount greater
than $25,000, the City Commission must approve the City Manager's decision. Such authority extends,
without limitation, to controversies based upon breach of Contract, mistake, misrepresentation or lack of
complete performance, and shall be invoked by a Contractual Party by submission of a protest to the City
Manager.
(b) Contract dispute decisions. If a dispute is not resolved by mutual consent, the City Manager shall
promptly render a written report stating the reasons for the action taken by the City Commission or the City
Manager which shall be final and conclusive. A copy of the decision shall be immediately provided to the
protesting party, along with a notice of such parry's right to seek judicial relief, provided that the protesting
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party shall not be entitled to such judicial relief without first having followed the procedure set forth in this
section.
1.76. RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (Sec. 18-104)
(a) Right to protest. The following procedures shall be used for resolution of protested solicitations and
awards except for purchases of goods, supplies, equipment, and services, the estimated cost of which does
not exceed $25,000.
Protests thereon shall be governed by the Administrative Policies and Procedures of Purchasing.
1.Protest of Solicitation.
i. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a Contract
may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with
the Chief Procurement Officer within three days after the Request for Proposals, Request for Qualifications
or Request for Letters of Interest is published in a newspaperof general circulation. A notice of intent to
file a protest is considered filed when received by the Chief Procurement Officer; or
ii. Any prospective bidder who intends to contest the Solicitation Specifications or a solicitation may
protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the
Chief Procurement Officer within three days after the solicitation is published in a newspaper of general
circulation. A notice of intent to file a protest is considered filed when received by the Chief Procurement
Officer.
2. Protest of Award.
i. Any actual proposer who perceives itself aggrieved in connection with the recommended award of
Contract may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be
filed with the Chief Procurement Officer within two days after receipt by the proposer of the notice of the.
City Manager's recommendation for award of Contract. The receipt by proposer of such notice shall be
confirmed by the city by facsimile or electronic mail or U.S. mail, return receipt requested. A notice of
intent to file a protest is considered filed when received by the Chief Procurement Officer; or
ii. Any actual Responsive and Responsible Bidder whose Bid is lower than that of the recommended bidder
may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with
the Chief Procurement Officer within two days after receipt by the bidder of the notice of the city's
determination of non responsiveness or non responsibility. The receipt by bidder of such notice shall be
confirmed by the city by facsimile or electronic mail or U.S. mail, return receipt requested. A notice of
intent to file a protest is considered filed when received by the Chief Procurement Officer.
iii. A written protest based on any of the foregoing must be submitted to the Chief Procurement Officer
within five (5) days after the date the notice of protest was filed. A written protest is considered filed when
received by the Chief Procurement Officer.
The written protest may not challenge the relative weight of the evaluation criteria or the formula for
assigning points in making an award determination.
The written protest shall state with particularity the specific facts and law upon which the protest of the
solicitation or the award is based, and shall include all pertinent documents and evidence and shall be
accompanied by the required Filing Fee as provided in subsection (f). This shall form the basis for review
of the written protest and no facts, grounds, documentation or evidence not contained in the protester's
submission to the Chief Procurement Officer at the time of filing the protest shall be permitted in the
consideration of the written protest.
No time will be added to the above limits for service by mail. In computing any period of time prescribed
or allowed by this section, the day of the act, event or default from which the designated period of time
begins to run shall not be included. The last day of the period so computed shall be included unless it is a
Saturday, Sunday or legal holiday in which event the period shall run until the end of the next day which is
neither a Saturday, Sunday or legal holiday. Intermediate Saturdays, Sundays and legal holidays shall be
excluded in the computation of the time for filing.
(b) Authority to resolve protests. The Chief Procurement Officer shall have the authority, subject to the
approval of the City Manager and the city attorney, to settle and resolve any written protest. The Chief
Procurement Officer shall obtain the requisite approvals and communicate said decision to the protesting
party and shall submit said decision to the City Commission within 30 days after he/she receives the
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protest. In cases involving more than $25,000, the decision of the Chief Procurement Officer shall be
submitted for approval or disapproval thereof to the City Commission after a favorable recommendation by
the city attorney and the City Manager.
(c) Compliance with filing requirements. Failure of a party to timely file either the notice of intent to file a
protest or the written protest, together with the required Filing Fee as provided in subsection (f), with the
Chief Procurement Officer within the time provided in subsection (a), above, shall constitute a forfeiture of
such parry's right to file a protest pursuant to this section. The protesting party shall not be entitled to seek
judicial relief without first having followed the procedure set forth in this section
(d) Stay of Procurements during protests. Upon receipt of a written protest filed pursuant to the
requirements of this section, the city shall not proceed further with the solicitation or with the award of the
Contract until the protest is resolved by the Chief Procurement Officer or the City Commission as provided
in subsection (b) above, unless the City Manager makes a written determination that the solicitation process
or the Contract award must be continued without delay in order to avoid an immediate and serious danger
to the public health, safety or welfare.
(e) Costs. All costs accruing from a protest shall be assumed by the protestor.
(f) Filing Fee. The written protest must be accompanied by a filing fee in the form of a money order or
cashier's check payable to the city in an amount equal to one percent of the amount of the Bid or proposed
Contract, or $5000.00, whichever is less, which filing fee shall guarantee the payment of all costs which
may be adjudged against the protestor in any administrative or court proceeding. If a protest is upheld by
the Chief Procurement Officer and/or the City Commission, as applicable, the filing fee shall be refunded
to the protestor less any costs assessed under subsection (e) above. If the protest is denied, the filing fee
shall be forfeited to the city in lieu of payment of costs for the administrative proceedings as prescribed by
subsection (e) above.
1.77. SAMPLES - Samples of items, when required, must be submitted within the time specified at no
expense to the City. If not destroyed by testing, bidder(s)/proposer(s) will be notified to remove samples,
at their expense, within 30 days after notification. Failure to remove the samples will result in the samples
becoming the property of the City.
1.78. SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Contractor shall not sell,
assign, transfer or subcontract at any time during the term of the Contract, or any part of its operations, or
assign any portion of the performance required by this contract, except under and by virtue of written
permission granted by the City through the proper officials, which may be withheld or conditioned, in the
City's sole discretion.
1.79. SERVICE AND WARRANTY —When specified, the bidder/proposer shall define all warranty,
service and replacements that will be provided. Bidders/Proposer must explain on the Response to what
extent warranty and service facilities are available. A copy of the manufacturer's warranty, if applicable,
should be submitted with your response.
1.80. SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any
supplemental specification as to any detail or the omission from it of detailed description concerning any
point shall be regarded as meaning that only the best commercial practices are to prevail and that only
materials of first quality and correct type, size and design are to be used. All workmanship and services is
to be first quality.
All interpretations of these specifications shall be made upon the basis of this statement.
If your firm has a current contract with the State of Florida, Department of General Services, to supply the
items on this solicitation, the bidder/proposer shall quote not more than the contract price; failure to comply
with this request will result in disqualification of bid/proposal.
1.81. SUBMISSION AND RECEIPT OF RESPONSES - Responses shall be submitted electronically via
the Oracle System or responses may be submitted in hardcopy format to the City Clerk, City Hall, 3500
Pan American Drive, Miami, Florida 33133-5504, at or before, the specified closing date and time as
designated in the IFB, RFP, RFQ, or RFLI. NO EXCEPTIONS. Bidders/Proposers are welcome to attend
the solicitation closing; however, no award will be made at that time.
A. Hardcopy responses shall be enclosed in a sealed envelope, box package. The face of the envelope,
box or package must show the hour and date specified for receipt of responses, the solicitation number and
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title, and the name and return address of the Bidder/Proposer. Hardcopy responses not submitted on the
requisite Response Forms may be rejected. Hardcopy responses received at any other location than the
specified shall be deemed non -responsive.
Directions to City Hall:
FROM THE NORTH: I-95 SOUTH UNTIL IT TURNS INTO US 1. US 1 SOUTH TO 27TH AVE.,
TURN LEFT, PROCEED SOUTH TO SO, BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1
BLOCK TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN
AMERICAN DR. PARKING IS ON RIGHT.
FROM THE SOUTH: US I NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO.
BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN
AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT.
B. Facsimile responses will not be considered.
C. Failure to follow these procedures is cause for rejection of bid/proposal.
D. The responsibility for obtaining and submitting a response on or before the close date is solely and
strictly the responsibility of Bidder/Proposer. The City of Miami is not responsible for delays caused by
the United States mail delivery or caused by any other occurrence. Responses received after the
solicitation closing date and time will be returned unopened, and will not be considered for award.
E. Late responses will be rejected.
F. All responses are subject to the conditions specified herein. Those which do not comply with these
conditions are subject to rejection.
G. Modification of responses already submitted will be considered only if received at the City before the
time and date set for closing of solicitation responses. All modifications must be submitted via the Oracle
System or in writing. Once a solicitation closes (closed date and/or time expires), the City will not consider
any subsequent submission which alters the responses.
H. If hardcopy responses are submitted at the same time for different solicitations, each response must be
placed in a separate envelope, box, or package and each envelope, box or package must contain the
information previously stated in 1.82.A.
1.82. TAXES - The City of Miami is exempt from any taxes imposed by the State and/or Federal
• Government. Exemption certificates will be provided upon request. Notwithstanding, Bidders/Proposers
should be aware of the fact that all materials and supplies which are purchased by the Bidder/Proposer for
the completion of the contract is subject to the Florida State Sales Tax in accordance with Section 212.08,
Florida Statutes, as amended and all amendments thereto and shall be paid solely by the Bidder/Proposer.
1.83. TERMINATION —The City Manager on behalf of the City of Miami reserves the right to terminate
this contract by written notice to the contractor effective the date specified in the notice should any of the
following apply:
A. The contractor is determined by the City to be in breach of any of the terms and conditions of the
contract.
B. The City has determined that such termination will be in the best interest of the City to terminate the
contract for its own convenience;
C. Funds are not available to cover the cost of the goods and/or services. The City's obligation is
contingent upon the availability of appropriate funds.
1.84 TERMS OF PAYMENT - Payment will be made by the City after the goods and/or services awarded
to a Bidder/Proposer have been received, inspected, and found to comply with award specifications, free of
damage or defect, and properly invoiced. No advance payments of any kind will be made by the City of
Miami.
Payment shall be made after delivery, within 45 days of receipt of an invoice and authorized inspection
and acceptance of the goods/services and pursuant to Section 218.74, Florida Statutes and other applicable
law.
1.85. TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this
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Invitation for Bid (IFB) 106048
solicitation. The City reserves the right to cancel such orders, or any part thereof, without obligation, if
delivery is not made within the time(s) specified on their Response. Deliveries are to be made during
regular City business hours unless otherwise specified in the Special Conditions.
1.86. TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted
the goods/equipment or used the goods, whichever comes first.
1.87.TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE- All Responses
submitted to the City are subject to public disclosure pursuant to Chapter 119, Florida Statutes. An
exception may be made for "trade secrets."
If the Response contains information that constitutes a "trade secret", all material that qualifies for
exemption from Chapter 119 must be submitted in a separate envelope, clearly identified as "TRADE
SECRETS EXCEPTION," with your firm's name and the Solicitation number and title marked on the
outside.
Please be aware that the designation of an item as a trade secret by you may be challenged in court by any
person. By your designation of material in your Response as a "trade secret" you agree to indemnify and
hold harmless the City for any award to a plaintiff for damages, costs or attorney's fees and for costs and
attorney's fees incurred by the City by reason of any legal action challenging your claim.
1.88. UNAUTHORIZED WORK OR DELIVERY OF GOODS- Neither the qualified
Bidder(s)/Proposer(s) nor any of his/her employees shall perform any work or deliver any goods unless a
change order or purchase order is issued and received by the Contractor. The qualified
Bidder(s)/Proposer(s) shall not be paid for any work performed or goods delivered outside the scope of the
contract or any work performed by an employee not otherwise previously authorized.
1.89. USE OF NAME - The City is not engaged in research for advertising, sales promotion, or other
publicity purposes. No advertising, sales promotion or other publicity materials containing information
obtained from this Solicitation are to be mentioned, or imply the name of the City, without prior express
written permission of the City Manager or the City Commission.
1.90. VARIATIONS OF SPECIFICATIONS - For purposes of solicitation evaluation, bidders/proposers
must indicate any variances from the solicitation specifications and/or conditions, no matter how slight. If
variations are not stated on their Response, it will be assumed that the product fully complies with the
City's specifications.
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2. Special Conditions
2.1. PURPOSE
The purpose of this Solicitation is to establish a contract, for grounds maintenance services, as specified
herein, from a source(s) of supply that will give prompt and efficient service fully compliant with the terms,
conditions and stipulations of the solicitation.
2.2. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL
INFORMATION/CLARIFICATION
Any questions or clarifications concerning this solicitation shall be submitted by email or facsimile to the
Purchasing Department, Attn: Yusbel Gonzalez; fax: (305) 400-5104 or email: ygonzalez@ci.miami.fl.us.
The solicitation title and number shall be referenced on all correspondence. All questions must be received
no later than Wednesday October 8, 2008 by 5:00 PM EST.. All responses to questions will be sent to all
prospective bidders/proposers in the form on an addendum. NO QUESTIONS WILL BE RECEIVED
VERBALLY OR AFTER SAID DEADLINE.
2.3. PRE -BID CONFERENCE
A Mandatory pre -bid conference will be held on Wednesday October 1, 2008 at 10:30 am, at Miami
Riverside Center (MRC) 444 S.W. 2 Avenue. 1st Floor Training Room. Miami, Florida 33130 (Training
room is located behind the Employment Counter). Bidder's failure to attend shall deem any bid from the
same as non -responsive. At that conference all work will be discussed and all questions answered. No
questions will be answered except at the pre -bid conference.
Bidders who arrive more than one-half (112) hour late at the initial Conference at Wednesday October 1,
2008 at 10:30 am, shall not be deemed as having met this mandatory requirement.
2.4. TERM OF CONTRACT
The Contract shall commence upon the date of notice of award and shall be effective for two (2) years with
the option to extend for two (2) additional one (1) year periods, subject to the availability of funds for
succeeding fiscal years.
Continuation of the contract beyond the initial period is a City prerogative; not a right of the bidder. This
prerogative will be exercised only when such continuation is clearly in the best interest of the City.
2.5. EQUITABLE ADJUSTMENT
The Purchasing Department may, in its sole discretion, make an equitable adjustment in the contract terms
and/or pricing if pricing or availability of supply is affected by extreme or unforeseen volatility in the
marketplace, that is, by circumstances that satisfy all the following criteria: (1) the volatility is due to
circumstances beyond the successful bidder(s) control, (2) the volatility affects the marketplace or industry,
not just the particular contract source of supply, (3) the effect on pricing or availability of supply is
substantial, and (4) the volatility so affects the successful bidder(s) that continued performance of the
contract would result in a substantial loss. Successful bidder(s) might have to supply documentation to
justify any requested percentage increase in cost to the City of Miami.
2.6. LIVING WAGE ORDINANCE
The City of Miami Living Wage Ordinance is applicable to this service contract. Please refer to Section
1.40 of the General Terms and Conditions for further information and guidance on how to comply with this
ordinance.
Bidder must fill out and submit with their bid response the "Living Wage Rate Sheet" found under the
"Header / Notes and Attachments" section of this IFB. Failure to do so, may deem bidder
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Invitation for Bid (IFB) 106048
as non -responsive.
2.7. CONSUMER PRICE INDEX -(CPI FOR FUEL)
The Successful Bidder(s) will be allowed to increase/decrease their contractual prices annually to cover
future drastic fuel price changes. The market changes will be determined utilizing the Consumer Price
Index for All Urban Consumers (CPI-U), U.S. City Average, Miami -Ft. Lauderdale, FL., Gasoline
(Unleaded Regular), and Index Base Period between 2008 through 2012. The escalation using the CPI will
be determined by the percent change in the level of the CPI between the reference period and a subsequent
time period. This will be calculated by first determining the index point change between the two periods
and then the percent change. The following example illustrates the computation of percent change:
CPI for current period (2009) 136.0
Less CPI for previous period (2008) 129.9
Equals index point change 6.1
Divided by previous period CPI 129.9
Equals= 0.047
Result multiplied by 100 0.047 x 100
Equals=percent change 4.7
Any. contractual increases/decreases must occur on the anniversary date of the contract award. Exceptions
may be allowed under extreme volatile market conditions and relief may be sought by exercising Section
2.4, Equitable Adjustment Clause.
2.8. NON -APPROPRIATION OF FUNDS
In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in
any fiscal period for payments due under this contract, then the City, upon written notice to Contractor or
his assignee of such occurrence, shall have the unqualified right to terminate the contract without any
penalty or expense to the City. No guarantee, warranty or representation is made that any particular or any.
project(s) will be awarded to any firm(s).
2.9. METHOD OF AWARD
Award of this contract will be made to the lowest responsive and responsible bidder(s) on a group by
group basis, who bids on all items within a group and whose bid offers the lowest price when all items in
the group are added in the aggregate. If bidder fails to bid on all items within a group its bid will be
declared non -responsive for that group.
The City reserves the right to accept or reject any or all bids or parts of bids, waive informalities, and
re -bid these services specified herein.
2.10. BIDDER'S MINIMUM QUALIFICATIONS
In order to maintain the City's property at a high level, the City is seeking qualified bidders who have
experience and provide quality service. Bids shall be considered only from firms that are regularly engaged
in the business of providing services as described herein. The Bidder:
a) Shall have a record of performance for a reasonable period of time of no less than three (3) years
performing similar jobs, for commercial or government entities, per the specifications described herein on
grounds maintenance services;
b) Shall have sufficient financial support, equipment and organization to insure that they can satisfactory
execute the services if awarded a Contract under the terms and conditions stated herein.
c) Shall not have any member, officer, or stockholder that is in arrears or is in default of any debt or
contract involving the City, is a defaulter surety otherwise, upon any obligation to the City, and/or has
failed to perform faithfully on any previous contract with the City.
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Invitation for Bid (IFB) 106048
d) Shall have no record of pending lawsuits or criminal activities, and have never been declared bankrupt.
e) Shall be in sound financial condition and not have conflicts of interest which may be of embarrassment
to the City.
f) Shall submit at time of bid, four (4) valid Letters of Reference on properties of a similar nature
currently serviced by Bidder or within the past three (3) years. The City shall verify and/or visit these or
any other references as part of the evaluation. References will be used to determine responsibility under
this IFB. Any reference which reveals poor or unsatisfactory performance shall deem your bid
non -responsible. Failure to submit the four (4) valid Letters of Reference at time of bid, may deem
your bid non -responsive.
2.11. SERVICE DELIVERABLES
The successful bidder(s) shall provide services during the frequency, as indicated in Section 3.0,
Specifications, for each location.
2.12. PERFORMANCE
The contractor shall be fully responsible for performing all the work necessary to meet City standards in a
safe, neat, and good workmanlike manner, using only generally accepted methods in carrying out the work
and complying with all federal and state laws and all ordinances and codes of the City relating to such
work.
2.13. PERSONNEL
Bidder shall be deemed to represent that it has, or will have upon the award of the contract, all necessary
personnel required to perform all services arising from the award of the contract.. All personnel employed
shall be employees of bidder.
All the services required herein shall be performed by the successful Bidder, and all personnel engaged in
performing the services shall be qualified to perform such services.
All personnel of the successful bidder must be covered by Workmen's Compensation, Unemployment
Compensation, and Liability Insurance, a copy of which is to be provided to the City.
2.14. MINIMUM WORK
The specification requirements cited in this IFB are a minimum and as such, are not intended to limit the
successful Bidder's requirements to perform all work to the best of his or her ability in an acceptable
manner.
2.15. LABOR, SUPERVISION, MATERIALS, AND EQUIPMENT
The Contractor shall furnish, at his/her own expense, all labor, supervision, equipment, materials, supplies,
and other equipment necessary for satisfactory completion of all the services as specified in this IFB. All
equipment shall be maintained in an efficient and safe operating condition while performing work under the
contract. Equipment must have all proper safety devices required by law which shall be properly
maintained and in use at all times. To this regards, the City reserves the right to request a list of such items
for approval of use. It may require a change of designated item(s) that are deemed by the City as unsafe or
which may create an uncomfortable environment and/or service to City employees or patrons.
2.16. FAILURE TO PERFORM
Should the Contractor fail to perform in full accordance, at any time, with the specifications as cited in this
IFB, Contractor may be determined to be in default of the Contract. Contractor shall be required to have
sufficient supplies and other equipment on hand to supply facilities at the same time, and failure to have
sufficient equipment, supplies, and materials, at all times shall be grounds for default. At no time shall the
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Contractor be paid for any day that his/her personnel fail to show up at a facility(s), or fail to perform in
full accordance with the specifications and to the satisfaction of the Contract Administrator. Should this
occur, the City should deduct liquidated damages as indicated under said provision. Should the Contractor
fail to perform in accordance with the Contract, as determined solely by the City, the City shall make the
determination to deem the Contractor in default. The City shall be the sole judge of non-performance,
failure to perform, and default of Contract. The date of termination shall be stated in the written notice.
Should it not be possible to reach the contractor or supervisor and/or should remedial action not be taken
within 48 hours of any failure to perform according to specifications, and in addition to other
determinations of default, the City reserves the right to declare Contractor in default, make appropriate
reductions in the contract payment, and cancel the contract.
2.17. INSURANCE REQUIREMENTS
INDEMNIFICATION
Bidder shall pay on behalf of, indemnify and save City and its officials harmless, from and against any and
all claims, liabilities, losses, and causes of action, which may arise out of bidder's performance under the
provisions of the contract, including all acts or omissions to act on the part of bidder, including any person
performing under this Contract for or on bidder's behalf, provided that any such claims, liabilities, losses
and causes of such action are not attributable to the negligence or misconduct of the City and, from and
against any orders, judgments or decrees which may be entered and which may result from this Contract,
unless attributable to the negligence or misconduct of the City, and from and against all costs, attorneys'
fees, expenses and liabilities incurred in the defense of any such claim, or the investigation thereof.
The bidder shall furnish to City of Miami, c/o Purchasing Department, 444 SW 2nd Avenue, 6th Floor,
Miami, Florida 33130, Certificate(s) of Insurance which indicate that insurance coverage has been obtained
which meets the requirements as outlined below:
(1) Worker's Compensation
A. Limits of Liability - Statutory - State of Florida
(2) Commercial General Liability:
A. Limits of Liability
Bodily Injury and Property Damage Liability - Each Occurrence: $1,000,000
General Aggregate Limit: $2,000,000
Personal and Adv. Injury. Products and Completed Operations and Fire Damage: $1,000,000.
B. Endorsements Required:
City of Miami included as an Additional insured. Employees included as insured. Contractual
Liability.
(3) BusinessAutomobile Liability
A. Limits of Liability
Bodily injury and property damage liability combined single limits. Any Auto, including hired,
borrowed or owned, or non -owned autos used in connection with the work - $1,000,000
B. Endorsements Required:
City of Miami included as an Additional Insured
BINDERS ARE UNACCEPTABLE.
•
The insurance coverage required shall include those classifications, as listed in standard liability insurance
manuals, which most nearly reflect the operations of the bidder.
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 "A" 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. All policies and/or certificates of insurance are subject to review and verification
by Risk Management prior to insurance approval.
Certificates will indicate no modification or change in insurance shall be made without thirty (30) days
written advance notice to the certificate holder.
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NOTE: CITY BID NUMBER AND/OR TITLE OF BID MUST APPEAR ON EACH CERTIFICATE.
Compliance with the foregoing requirements shall not relieve the bidder of his liability and obligation
under this section or under any other section of this Agreement.
--If insurance certificates are scheduled to expire during the contractual period, the Bidder shall be
responsible for submitting new or renewed insurance certificates to the City at a minimum of ten (10)
calendar days in advance of such expiration.
--In the event that expired certificates are not replaced with new or renewed certificates which cover
the contractual period, the City shall: •
(4) Suspend the contract until such time as the new or renewed certificates are received by the City in
the manner prescribed in the Invitation To Bid.
(5) The City may, at its sole discretion, terminate this contract for cause and seek re -procurement
damages from the Bidder in conjunction with the General and Special Terms and Conditions of the Bid.
The Bidder shall be responsible for assuring that the insurance certificates required in conjunction with this
Section remain in force for the duration of the contractual period; including any and all option terms that
may be granted to the Bidder.
2.18. METHOD OF PAYMENT
Payment will be made in thirty (30) days arrears for services rendered the previous month, upon
submission of properly certified/approved invoices or inspection reports. All such information shall be
provided to the Contract Administrator of the City facility serviced for his/her approval in advance of
payment.
The City will pay the contract price minus any liquidated damages and/or other damages to the Successful
Bidder upon final completion and acceptance. Damages caused by Contractor's employee(s) shall be
estimated by the Contract Administrator and computed actual costs of repairs shall be deducted from the
Contractors total monthly billing(s).
Proven theft made by Contractor's employees shall result in the replacement of the identified item(s) and
all replacement costs shall be deducted from the Contractor's total monthly billing(s).
2.19. BID PRICE
Bidder shall include in bid price all taxes, insurance, social security, workmen's compensation, and any
other benefits normally paid by the bidder to its employees.
2.20. COMPLETED WORK
The City shall be notified by the Contractor upon completion of work. The City shall inspect and approve
completed work before authorizing payment. Work not satisfactorily completed shall be redone by the
Contractor at no additional charge to the City.
2.21. ADDITIONS/DELETIONS OF FACILITIES/ITEMS/PRODUCTS
Although this Solicitation identifies specific facilities/items/products to be serviced, it is hereby agreed and
understood that any facility/item/products may be added/deleted to/from this contract at the option of the
City. When an addition to the contract is required, the successful bidder(s) under this contract shall be
invited to submit price quotes for these new services/items/products. If these quotes are comparable with
market prices offered for similar services/items/products, they shall be added to the contract whichever is in
the best interest of the City and an addendum and a separate purchase order shall be issued by the City.
2.22. VOLUNTARY SITE INSPECTIONS
The sites listed in Section 3.0, Specifications, will be available for inspection (by appointment) following
the initial mandatory pre -bid meeting. The bidder may visit the site of the proposed work to become
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familiar with any conditions, which may in any manner, affect the work to be done or affect the equipment,
materials and labor required.
The bidder is also required to examine carefully the specifications and be thoroughly informed regarding
any and all conditions and requirements that may in any manner affect the work to be performed under the
contract. No additional allowances will be made because of lack of knowledge of these conditions.
For a site visitation appointment, please contact the Contract Administrator assigned to the site:
GROUP 1: MIAMI RIVERSIDE CENTER (MRC)
Jose Velazquez - (305) 416-1465
GROUP 2: CITY OF MIAMI POLICE DEPARTMENT
Officer Martin Garcia - (305) 603-6146
GROUP 3: CITY OF MIAMI FIRE -RESCUE DEPARTMENT
Chief Allen Joyce - (305) 416-5406
GROUP 4: CITY OF MIAMI PARKS AND RECREATION DEPARTMENT
Mike Barechio - (305) 960-3009
GROUP 5: COCONUT GROVE EXPO CENTER, DINNER KEY MARINA, ORANGE BOWL.
Coconut Grove Expo Center & Orange Bowl: Gregory Wright (305) 416-5964
Dinner Key Marina: Stephen H. Bogner (305) 579-6950
2.23. CONTRACT ADMINISTRATORS
Upon award, contractor shall report and work directly with the Contract Administrator(s) for each group
listed below.
GROUP 1: MIAMI RIVERSIDE CENTER (MRC)
Jose Velazquez
GROUP 2: CITY OF MIAMI POLICE DEPARTMENT
Officer Martin Garcia 6
GROUP 3: CITY OF MIAMI FIRE -RESCUE DEPARTMENT
Chief Allen Joyce
GROUP 4: CITY OF MIAMI PARKS AND RECREATION DEPARTMENT
Mike Barechio
GROUP 5: COCONUT GROVE EXPO CENTER, DINNER KEY MARINA, ORANGE BOWL.
Coconut Grove Expo Center & Orange Bowl: Gregory Wright
Dinner Key Marina: Stephen H. Bogner
2.24. LEGAL HOLIDAYS
Legal holidays for the City of Miami include the following:
New Year's Day
Dr. Martin,Luther King's Birthday
President's Day
Memorial Day
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
Day After Thanksgiving Day
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Christmas Day
2.25. SUPERVISION
Contractor shall assign one working "On Duty" Supervisor and provide the name and contact information
in the designated section within the bid. The assigned "on duty" supervisor shall make certain
that service is provided according to the site's specifications and submit inspection reports if required.
Contractor shall also provide the name and telephone number where the Contractor may be reached at any
time for purposes of taking complaints and receiving information as to daily contract performance. In the
event the assigned Supervisor demonstrates an inability to properly supervise his/her personnel as
determined by the contract administrator or his/her designee, then the contract administrator or his/her
designee have the authority to request the immediate dismissal of said Supervisor of his/her responsibilities
at the facility and Contractor is to assign another individual upon four (4) hour notice (if requested by the
City) to supervise staff in a satisfactory manner as determined by the contract administrator or his/her
designee. The City shall only be liable for payment of the actual hours worked by said Supervisor(s).
2.26. TIE BIDS
Whenever two or more Bids which are equal with respect to price, quality and service are received by the
City for the procurement of commodities or contractual services, a Bid received from a business that
certifies that is has implemented a drug -free workplace program shall be given preference in the award
process. Established procedures for processing tie Bids will be followed if none of the tied vendors have a
drug -free workplace program. In order to have a drug -free workplace program, a business shall:
(1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in the workplace and specifying the action that
will be taken against employees for violations of such prohibition.
(2) Inform employees about the dangers of drug abuse in the workplace, the business' policy of
maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee assistance
programs, and the penalties that may be imposed upon employees for drug abuse violations.
(3) Give each employee engaged in providing the commodities or contractual services that are under Bid a
copy of the statement specified in subsection (1).
(4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the
commodities or contractual services that are under Bid, the employee will abide by the terms of the
statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any
violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation
occurring in the workplace no later than five (5) days after such conviction.
(5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program, if such is available in the employee's community, by any employee who is so
convicted.
(6) Make a good faith effort to continue to maintain a drug -free workplace through implementation of this
section.
2.27. LIQUIDATED DAMAGES
Bidder shall provide all services at the frequencies specified by the City for each location in Section 3.0,
Specifications. If the successful bidder(s) fails to deliver within the specified time frames, it is understood
that $25.00 of the bid price per calendar day per location not serviced will be deducted, as liquidated
damages, not as a penalty but as a form of compensation for the loss of not having the use and enjoyment
of a neat, maintained, fertilized, mowed and trimmed public grounds important to maintain the quality of
life and public image at a very high level.
2.28. DAMAGES TO PUBLIC/PRIVATE PROPERTY
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The contractor shall carry out the work with such care and methods as not to result in damage to public or
private property adjacent to the work. Should any public or private property be damaged or destroyed, the
contractor, at his/her expense, shall repair or make restoration as is practical and acceptable to the City
and/or owners of destroyed or damaged property promptly within a reasonable length of time. (Not to
exceed one month from date damage was done).
2.29. REFERENCES
Each bid must be accompanied by a list of references, which shall include the name of the company, dates
of contract, description of goods/services supplied, a contact person and the telephone number.
Bidders must fill out and submit along with their bid response the "List of References" form found in the
"Header / Notes and Attachments" section of this IFB. Failure to do so, may deem bidder
as non -responsive.
2.30. REPORTING DAMAGES CAUSED BY THE SUCCESSFUL BIDDER AND PAYMENT
Any damage caused by the successful bidder shall be reported to the Contract Administrator either in
person or in writing. Successful bidder shall be responsible for paying for any and all damages of which
may be paid via a credit against monthly billing or by direct payment.
2.31. PUBLIC CONVENIENCE AND SAFETY
The contractor shall conduct his/her work so as to interfere as little as possible with private business or
public travel. Contractor shall, at his/her own expense, whenever necessary or required, maintain
barricades, maintain lights, and take such other precautions as may be necessary to protect life and
property, and he/she shall be liable for all damages occasioned in any way by his/her actions or neglect or
that of his/her agents or employees.
The contractor shall meet the following noise abatement performance standards for all construction
equipment:
Between the hours of 7:00 A.M. and 6:00 P.M. noise levels shall not exceed 80 dBA at the nearest
residential or commercial property line.
Operation of equipment should be avoided between the hours of 6:00 P.M. and 7:00 A.M., but if required,
the noise level shall not exceed 65 dBA.
2.32. SAFETY MEASURES
Contractor shall take all necessary precautions for the safety of employees, and shall erect and properly
maintain at all times all necessary safeguards for the protection of the employees and the public. Danger
signs warning against hazards created by his/her operation and work in progress must be posted.
All employees of contractor shall be expected to wear safety glasses or goggles, appropriate clothing, and
hearing protection when and wherever applicable. The contractor shall use only equipment that is fully
operational and in safe operating order. Contractor shall be especially careful when servicing property
when pedestrians and/or vehicles are in close proximity - work shall cease until it is safe to proceed.
2.33. QUALITY OF WORK
All work shall be performed using superior maintenance standardsand techniques. The frequencies
established for repetitive maintenance tasks are minimum frequencies, which must be increased if deemed
necessary and requested by the City. Failure to perform under the terms and conditions of this contract will
cause the contract administrator to submit a Vendor Performance Form to the Purchasing Department for
follow-up. Should the Purchasing Department receive three (3) Vendor Performance Forms, then the
Vendor(s) will be immediately removed from the contract for the balance of the total contract period
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Invitation for Bid (IFB) 106048
remaining.
2.34. TERMINATION
A. FOR DEFAULT
If Contractor defaults in its performance under this Contract and does not cure the default within 30 days
after written notice of default, the City Manager may terminate this Contract, in whole or in part, upon
written notice without penalty to the City of Miami. In such event the Contractor shall be liable for
damages including the excess cost of procuring similar supplies or services: provided that if, (1) it is
determined for any reason that the Contractor was not in default or (2) the Contractor's failure to perform is
without his or his subcontractor's control, fault or negligence, the termination will be deemed to be a
termination for the convenience of the City of Miami.
B. FOR CONVENIENCE
The City Manager may terminate this Contract, in whole or in part, upon 30 days prior written notice when
it is in the best interests of the City of Miami. If this Contract is for supplies, products, equipment, or
software, and so terminated for the convenience by the City of Miami the Contractor will be compensated
in accordance with an agreed upon adjustment of cost. To the extent that this Contract is for services and so
terminated, the City of Miami shall be liable only for payment in accordance with the payment provisions
of the Contract for those services rendered prior to termination.
2.35. ADDITIONAL TERMS AND CONDITIONS
No additional terms and conditions included with the bid response shall be evaluated or considered, and
any and all such additional terms and conditions shall have no force or effect and are inapplicable to this
bid. If submitted either purposely, through intent or design, or inadvertently, appearing separately in
transmittal letters, specifications, literature, price lists or warranties, it is understood and agreed that the
General and Special Conditions in this bid solicitation are the only conditions applicable to this bid and that
the bidder's authorized signature affixed to the bidder's acknowledgment form attests to this.
2.36. EMERGENCY
The Contractor will provide the City with evening, weekend, and holiday service, as necessary, to cope
with an emergency situation which threatens public health and safety, as determined by the City.
Successful Bidder will furnish on the bid form a 24-hour telephone number in the event of such an
emergency.
2.37. PRIMARY CLIENT (FIRST PRIORITY)
The successful bidder(s) agree upon award of this contract that the City of Miami shall be its primary client
and shall be serviced first during a schedule conflict arising between this contract and any other contract
successful bidder(s) may have with any other cities and/or counties to perform similar services as a result of
any catastrophic events such as tornadoes, hurricanes, severe storms or any other public emergency
impacting various areas during or approximately the same time.
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Invitation for Bid (IFB) 106048
3. Specifications
3.1. SPECIFICATIONS/SCOPE OF WORK
MIAMI RIVERSIDE CENTER (MRC) - GROUP 1
The City of Miami's Riverside Center property is located at 444 SW 2nd Avenue, Miami, Florida and is
divided into three (3) parcels or tracts. These tracts, Tract 1, Tract 2, and Tract 3 are depicted in the
attached landscape site plans in lines 1, 2, and 3 under the "Lines" section of this IFB.
The successful bidder(s) shall perform, as a minimum, the following grounds maintenance services, unless
otherwise specified by the Contract Administrator:
Lawn Maintenance:
-Perform lawn maintenance service every two (2) weeks.
-Cut grass to a height of no more than 3 and /2 inches.
-Maintain all blades and other equipment in proper working conditions to avoid any scalping or burning
of turf
-Mow grass in a different direction each service call (e.g.: 1st cut of the year, horizontally; 2nd cut,
vertically; 3rd cut, diagonally; etc...).
-Remove and properly dispose of all debris.
Weeding
- Perform weeding services every two (2) weeks.
-Weed out all growth in shrubs, tree beds, and paver areas.
-Weed out the fence line during each service call.
-Hand pull weeds in the event that weeds or grass grows through paver seams.
-Properly dispose of all weeds removed.
-Fertilize after each weeding. (fertilizer must contain a weed preventative/killer). The Contract
Administrator maintains the right to approve or disapprove the use of said fertilizer.
-Weed preventative/killer shall be applied to pavers during each service call. The Contract Administrator
maintains the right to approve or disapprove the use of said weed preventative/killer.
Edging
-Performed edging services every two (2) weeks.
-Edging services include: edging of all sidewalks, driveways, pavement areas, shrub and tree beds, and
paver areas.
-Remove and properly dispose of all debris.
Trimming Services: Shrubs
-Trim and Prune all shrubs on a monthly basis.
-Remove and properly dispose of all trimmings .
Trimming Services: Hedges
-Trim and prune all hedges on a monthly basis.
-Remove and properly dispose of all trimmings.
Trimming Services: Trees
- Trim and maintain all trees to a height of eight (8) feet
-Remove all suckers.
-Remove all dead growth.
- Remove any dead tree(s).
-Any new trees will be replaced by the City at an additional cost. However, successful bidder, in
accordance with specifications, shall maintain any newly planted trees.
-Remove and properly dispose of all trimmings.
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Invitation for Bid (IFB) 106048
Trimming Services: Palm Trees
-Trim all palm trees twice a year, as scheduled by the Contract Administrator.
-Clean all palm trees of dead wood on an as needed basis during the provision of service.
- Remove and properly dispose of all trimmings.
Fertilization:
- Fertilization product (Scott 29-3-4) will not be of a bulk or liquid type.
- Fertilizer specified will be a high -quality product and packaged in bags that typically cover from 5,000 to
10,000 square feet each. Product application will be observed by the Contract Administrator.
-Fertilize grass twice per year (Fertilizer must contain a weed preventative/killer).
-Fertilize trees twice per year.
-Fertilize shrubs twiceper year.
-Fertilization of shrubs and trees to be coordinated with and observed by the Contract Administrator.
-Typical fertilization product breakdown:
Grass: 15-3-5
Shrubs: 12-6-8
All Trees: 12-6-8
-Application of product content other than above, shall be discussed / approved by the Contract
Administrator.
-Date of fertilization will be determined by the Contract Administrator.
Mulch
-Successful bidder(s) shall provide and apply at his/her expense, a top -of -the -line class "A" type mulch
twice per year as specified by the Contract Administrator.
-The Contract Administrator must approve the product and observe its application.
-Date of application will be determined by the Contract Administrator.
Pest Control
-Treat all grass, shrub, and tree areas once a year using a turf fungicide with Bayleton. Treatment will be
observed by the Contract Administrator.
-Treat all grass on an as needed basis throughout the contract period for grub worms and chinch bugs.
Additional treatments and types of pest control will be at the expense of the City.
-Advise as to the status and needs of the property in a timely manner as to preclude problems and to initiate
immediate action.
-Date of application will be determined by the Contract Administrator.
Sprinkler System /Irrigation
-Contractor shall become thoroughly familiar with the property's lawn sprinkler system and hours of
operation.
-During each service, the sprinkler system will be turned on and all zones checked for proper coverage and
operation.
-Components damaged by the contractor during service will be immediately repaired by same at no cost to
the City.
-Contractor must have on hand all necessary parts and tools to make immediate repairs.
-Items in need of repair, but not the fault of the contractor, shall be brought to the immediate attention of
the Contract Administrator.
Removal of Clippings and all Debris
-Contractor will remove and properly dispose of all lawn maintenance related debris. This will include tree
branches just trimmed or which have fallen out of their own accord, the residue from any clippings,
trimmings, pruning, fertilization, pest control, or planting operation, any trash item resulting from a service
call, and trash which has accumulated from natural circumstances or left by the public or by City
employees. The facility's trash dumpsters will not be utilized by the Contractor to dispose debris.
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Invitation for Bid (IFB) 106048
-Parking shall be designated by the Contract Administrator. Contractor will be mindful as to where he/she
parks their vehicle and/or equipment due to possible fluid leaks. Leaks will be properly cleaned up at the
end of any service and any oils and or lubricants shall be properly disposed immediately.
MIAMI POLICE DEPARTMENT - GROUP 2
Sites
Central District - Headquarters: 400 NW 2 Ave. Miami, FL
Maintenance areas include inside perimeter and parking garage.
Central District - Interstate 95 (I-95) Overpass Area
Under I-95 overpass between N.W. 4th Street and N.W. 8th Street, from N.W. 3 Ave. to N.W. 3
Ct. (inside and outside)
Grapeland Heights Specialized Operations and perimeter 1701 N.W. 30 Ave. Miami, FL.
North District and Perimeter: 1000 N.W. 62nd Street, Miami, FL.
South District and Perimeter: 2200 West Flagler Street, Miami, FL.
David Herring Center and Perimeter: 2301 N.W. 23rd Street, Miami, FL.
Miami Police Mounted Unit: 360 N.W. 3rd Street (Lumas Park). Miami, FL(Stables ground only).
Lawn Maintenance (mandatory schedule)
Frequency: Twice a month (Tuesday only)
Trimming (mandatory schedule)
Frequency: Monthly (First Tuesday of every month)
-Trimming may be accomplished by hand; power shears or chain -saw, or rotary nylon "fish line" cutting
machines (weed eaters) and will use men -lifts -and/or cherry picker to perform this task in accordance with
Occupational Safety and Health Administration (OSHA) regulations. Grass shall be trimmed along and
around all obstacles and vertical surfaces in the turf (such as posts, trees, walls, etc.).
Trees
-Trim and maintain all trees to a height of eight (8) feet, prior to the Hurricane season.
-Remove all suckers.
-Cut and remove all dead growth, branches or over -hanging limbs. Clean tree canopy in accordance with
City of Miami Solid Waste regulations and /or any other State or Local agency regulations.
-Remove any dead trees/palms and grind all stumps to ground level through -out all police compounds and
perimeter walls.
-Any new trees will be replaced by the City at an additional cost. However, successful Bidder, in
accordance with specifications, shall maintain any newly planted trees.
-Remove and properly dispose of all trimmings.
Palm Trees:
Frequency: Twice per year on January 01 and June 01
- Trim all palm trees and properly remove and dispose of trimmings. Any changes to the schedule must
have prior approval from the Contract Administrator.
-Clean all palm trees of dead wood on an as needed basis during the provision of service.
Fertilization:
-Fertilization product (Scott 29-3-4) will not be of a bulk or liquid type.
-Fertilizer specified will be a high -quality product and packaged in bags that typically cover from 5,000 to
10,000 square feet each. Application of product will be observed by the Contract Administrator.
- Fertilize grass twice per year- (Fertilizer must contain a weed preventative).
-Fertilize trees twice per year.
-Fertilize shrubs twice per year.
-Fertilization of shrubs and trees must be coordinated with, and observed by, the Contract Administrator.
-Fertilization Palm Trees: twice per year.
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Invitation for Bid (IFB) 106048
-Typical fertilization product breakdown:
Grass: 15-3-5
Shrubs: 12-6-8
Trees: 12-6-8
-Application of product content other than above, shall be discussed / approved by the Contract
Administrator.
-Mandatory schedule of fertilization will be January 01 and June 01. Any changes to the schedule must
have prior approval from the Contract Administrator.
Mulch
Frequency: Twice per year on January 01 and June 01.
-Successful bidder shall provide and apply at his/her expense, a top -of -the -line class "A" type mulchtwice
per year as specified by the Contract Administrator.
-The Contract Administrator must approve the product and observe its application.
-Any changes to the schedule must have prior approval from the Contract Administrator.
Pest Control
-Treat all grass, shrubs, and tree areas once per year using a turf fungicide with Bayleton. Treatment will be
observed by the Contract Administrator.
-Grapeland Heights Specialized Operations substation and K-9 training field will be treated four times
a year (Quarterly on the first Monday of every quarter)) using a fungicide with Bayleton. Any changes
to this mandatory schedule must have prior approval from the Contract Administrator.
-Treat all grass on an as needed basis throughout the contract period for grub worms and chinch bugs.
Additional treatments and types of pest control will be at the expense of the City.
-Advise as to the status and needs of the property in a timely manner as to preclude problems and to initiate
immediate action.
-Date of application will be determined by the Contract Administrator.
Removal of Clippings and all Debris
-Contractor will remove and properly dispose of all grounds maintenance related debris. This will include
tree branches just trimmed or which have fallen out their own accord, the residue from any clippings,
trimmings, pruning, fertilization, pest control, or planting operation, any trash item resulting from a service,
and trash which has accumulated from natural circumstances or left by the public or by City employees.
The facility's trash dumpsters willnot be utilized by the Contractor to throw away debris.
-Contractor will be mindful as to where he/she parks their vehicle and/or equipment due to possible fluid
leaks. Leaks will be properly cleaned up by the contractor at the end of any service and any oils and or
lubricants shall be properly disposed immediately.
Hedge Trimming
Frequency: Twice a Month (Tuesday Only)
-Hedges or topiary that are to be maintained in a geometric form may be sheared by manual or mechanical
hedge shears to the shape and size specified. All cuttings and clippings shall be removed from all trimming
operations on the same day and properly disposed.
Sweeping (Mandatory)
Frequency: Twice a Month (Tuesday Only)
-Vacuums or blowers may be used to remove debris from walks, drives, and other surfaces, so long as the
debris is ultimately removed and not simply pulverized, scattered, or hidden.
-Sweeping shall be accomplished so as not to create blowing dirt, or debris, or excessive noise if
mechanical power equipment is used.
-At no time shall blown material be directed into the streets or other properties, but shall be blown instead
into a pile and disposed of properly.
Garbage Cans (Mandatory)
Frequency: Twice a Month (Tuesday Only)
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Invitation for Bid (IFB) 106048
-Remove and properly dispose of all garbage from the garbage cans located on the exterior of the Police
Headquarters site and under the I-95 overpass site.
Litter Control
-Contractor shall remove all litter from the site. Litter includes glass, paper, trash, undesirable materials,
or debris. Litter is to be removed from site and properly disposed.
FIRE -RESCUE DEPARTMENT - GROUP 3
Sites
Fire Station #2: 1901 N. Miami Avenue. 1.05 acres, 45,738 sq. ft.
Fire Station #3, Headquarters, Shop, & Credit Union: 1103 NW 7 Street 2.17 acres, 94,525 sq. ft.
Fire Station #4, 1105 SW 2 Avenue, 0.72 acres, 31,363 sq. ft.
Fire Station #5, 1200 NW 20 Street.
Fire Station #6, 701 NW 36 Street. 1.28 acres, 55,757 sq. ft.
Fire Station #7, 314 Beacon Boulevard. 0.85 acres, 37,026 sq. ft.
Fire Station #8, 2975 Oak Avenue. 0.90 acres, 39,204 sq. ft.
Fire Station #9, 69 NE 62 Street. 0.52 acres, 22,651 sq. ft.
Fire Station #10, 4101 NW 7 Street. 0.75 acres, 34,000 sq. ft.
Fire Station #11, 5920 W. Flagler Street. 0.56 acres, 24,394 sq. ft.
Fire Station #12, 1455 NW 46 Street. 1.33 acres, 57,935 sq. ft.
Fire Station #13, 185 NE 82 Terrace. 0.23 acres, 20,630 sq. ft.
Fire Station #14, 2119 SW 19 Street. .15 acres, 8,592 sq. ft.
Fire College, 3425 Jefferson Street. 4.40 acres, 191,673 sq. ft.
Work Schedule and Completed Work
-The contractor shall coordinate with the Contract Administrator a detailed work schedule which includes
the dates and days of the week when each of the maintenance tasks are to be performed. Said work
schedule should have description of manpower and equipment involved for the specific tasks. No work
shall be performed until the work schedule is reviewed and approved by the Contract Administrator.
-After performing the work at each site, the contractor must notify the facility liaison, who must approve
his/her work that date in writing on the form provided by the City. Approved forms must be submitted at
the end of the month with the contractor's invoice.
Equipment and Supplies
The Contractor will be responsible to provide all equipment and supplies, including gasoline and oil,
needed for grounds maintenance services. Depending on which services are to be performed at particular
sites, suggested equipment is as follows: (Contractor shall use the following equipment):
-Litter Grabbers -Push Mulcher Mower with blade guard (21" - 25")
-Plastic Bags -Riding Mulcher Mower with blade guard (30" - 36")
-Rakes -Edger (with blade guard)
-Outdoor Vacuum -Shovels
-Weedeaters -Blower
-Hedgetrimmer -Brooms
Storage
Where storage is available, contractor will be permitted to store equipment and supplies at the job site at
his/her own risk. Storage areas shall be kept clean at all times. Caustic or combustible materials must be
kept in proper containers.
Maintenance Standards and Frequencies
Note, If there are parked vehicles at Station # 3 and its related facilities, the succesful bidder will perform
the services listed below on a weekend day.
Litter Control Maintenance
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Invitation for Bid (IFB) 106048
Frequency: May through September: Once per week / October through April: Once every two weeks.
(Same frequency as mowing)
-Litter shall be removed from all turf areas before mowing and from all areas, beds, hedge lines, parking
lots, and along boundary fences.
-"Litter" includes glass, paper, trash, undesirable materials or debris. This does not include abandoned
vehicles or other items for which removal is prescribed by law.
-Litter is to be removed from site and properly disposed. The Contractor is responsible for disposing of all
garbage and trash found on City Premises. The facility's trash dumpsters will l?Q be utilized by the
Contractor to dispose debris.
Wash and Clean
-Where necessary, wash (hose off) dust or dirt from walkway, walls, fixtures in sites or remove other stains
that may be caused by ground maintenance operations.
-Properly Clean up any spills of fuels or materials resulting from grounds maintenance operations.
Raking, Leaf and Limb Removal
Frequency: May through September: Once per week / October through April: Once every two weeks.
(Same frequency as mowing)
-Accumulation of leaves shall be removed from turf and walk areas, shrubbery, hedges, parking lots, and
ground cover. Palm fronds and broken limbs must be picked up and removed prior to mowing.
Sweeping
Frequency: May through September: Once per week / October through April: Once every two weeks
(Same frequency as mowing).
-Manual brooms, mechanical broom sweepers, vacuums, or blowers may be used to remove debris from
walks, drives, parking lots and other surfaces, so long as the debris is ultimately removed, not simply
pulverized or scattered or hidden.
-Any broken glass shall be removed immediately when discovered on any site (not to be swept off
surfaces).
-Sweeping will be accomplished so as not to create blowing dirt, or debris, or excessive noise if
mechanized power equipment is used.
-At no time will blown material be directed into the streets or other properties, but rather blown into a pile
and disposed of properly.
Shrub and Hedge Care
Frequency: Every six (6) weeks (or more often if required)
-Pruning: "Maintenance pruning" shall consist of removing from trees dead and/or broken branches,
suckers or sprouts, branches that may hang over walkways, grow through fences, obscure windows, etc.
Pruning shall be performed as often as necessary to have shrubs appear orderly and neat at all times as
specified by the City. All pruning will be accomplished in accordance with standard practices (to maintain
a minimum of 8'clearance), which include: (1) using sharp cutters, (2) cutting limbs flush to trunk, (3) not
using hedge shears for pruning, (4) not using machetes for any operation.
-Hedge Trimming: Hedges or topiary that is to be maintained in a geometric form may be sheared by
manual or mechanical hedge shearers to the shape and size specified. Remove all cuttings and clippings
from pruning and trimming operations on the same day.
Grass Trimming
Frequency: May through September: Once per week / October through April: Once every two weeks
(Same frequency as mowing).
- Grass shall be trimmed during, or as an immediate operation following mowing. Trimming may be
accomplished by hand or power shears or rotary nylon "fish line" cutting machines (weedeaters). Grass will
be trimmed along and around all obstacles and vertical surfaces in the turf (such as posts, trees, walls, etc.)
at the same height as adjacent turf is mowed. Contractor shall be extra careful while trimming around
sprinkler heads and other irrigation system fixtures in order to avoid damage to equipment.
-No machete trimming is allowed.
- Haul away all trimming debris from site, and, properly dispose of at contractor's expense.
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Invitation for Bid (IFB) 106048
Edging
Frequency: May through September: Once per week / October through April: Once every two weeks
(Same frequency as mowing).
- Mechanical edging (vertical trimming) of all turf edges adjacent to sidewalks, flush paved surfaces, curbs,
drives, patios, etc., will be done during or as an immediate operation following each mowing. Turf edging
at shrub beds, flower beds, ground cover beds, hedges, or around trees (where "edging" rather than
"trimming") is directed shall be edged with a manual or mechanical edger to a neat vertical uniform line,
after every other mowing.
-Dirt and debris produced by edging or trimming will be removed and swept from adjacent surfaces.
- Turf will be edged approximately 18 inches around all trees that are in lawn areas. Turfs will be edged
approximately 10 inches out from the drop line of shrubs and hedges.
Mowing
Frequency: May through September: Once per week / October through April: Once every two weeks.
-Equipment: Rotary hand mowers and/or riding mowers may be recommended for particular sites,
depending on the size or particular requirements of the parks. The contractor may use one or both types of
mowers, so long as turf areas are maintained in a healthy, growing and green condition.
-General Mowing: Mowing shall be performed in a workman -like manner that insures a smooth surface
appearance without scalping or leaving any "missed" uncut grass. Mowing or equipment will not damage
the turf (such as leaving depressed areas, etc.).
-All mowers are to be adjustable and adjusted to the proper cutting height and level for the kind of grass
and current conditions of the turf. Mower blade height adjustment is to be measured from a level floor
surface to the parallel and level plane of the mower blade.
-All mower blades are to be sharp enough to cut, rather than to tear grass blades.
-All litter and debris is to be removed from turf before mowing to avoid shedding that will damage turf
appearance, or items that may be propelled by mower blades.
- Mowing will be done carefully so as not to "bark" trees or shrubs, or to intrude into ground cover beds, or
to damage sprinkler heads, curbs, or other facilities.
-Grass clipping or debris caused by mowing or trimming will be removed from adjacent walks, drives,
gutters and curbs or surfaces on the same day as mowed or trimmed.
-Mowing will not be done when weather or conditions will results in damaged turf.
-Mowing Specifics: St. Augustine grass is never to exceed 4 inches in height. Never mow lower than 2
inches. (Maintain 2 inches cutting height) Catch or vacuum and remove grass clippings from lawns in
irrigated areas. Remove clippings from St. Augustine grass in natural turf areas that are not irrigated only
if excessive clippings result from growth rates exceeding specified mowing frequencies.
-Other Grasses: Mowing requirements for other type grasses, such as Bahia or Hybrid Bermuda, shall be as
directed by Contract Administrator.
Herbicide Applications
- Trees and palms within lawn area: Spray area 2" away from truck with Round -up by Monsanto
Manufacturing Company. Do not spray tree leaves, suckers or open wounds. Do not use weed -eater for
trees and palms within lawn area. Do not spray herbicide near Phoenix date palms.
-Joints and cracks in all sidewalks, curbs and walkways within contracted facilities shall be weed free at all
times. Use Round -up to completely control weed growth. Frequency of application will be dictated by
weed growth.
Shorelines (applicable only to facilities with shorelines (bay, lakes...etc)
Remove all litter, trash, debris on shoreline or in water against shoreline which is easily reachable
Fence Lines
In addition to the normal litter removal inside the fence line and trimming, all trash and debris against and
up to five (5) feet away from outside fence line shall be included. The immediate fence line will be kept
free of all weeds and trees
City Right -of -Way Areas
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Invitation for Bid (IFB) 106048
Maintenance of any facility shall include the City of Miami right-of-way property which may be in front of
the site or a portion thereof.
Additional Clarification
-If during performance of service the Contractor's work crew encounters any problems that obstruct the
completion of their duties, the contractor's "on duty" supervisor shall immediately notify the Contract
Administrator.
Excluded Tasks
The City does not intend for the Contractor(s) to perform the following tasks: replanting; repairs or
maintenance of playground equipment, fences, recreation structures, building.
Fertilization
Note: The Facilities Coordinator/Manager will be given a 2 week notice at 305-416-5455, of the day
fertilizing will take place at all Fire -Rescue Facilities.
-Fertilization product (Scott 29-3-4) will not be of a bulk or liquid type.
-Fertilizer specified will be a high -quality product and packaged in bags that typically cover from 5,000 to
10,000 square feet each. Application of product shall be observed by the Facilities Coordinator/Manager.
-Treat grass twice per year (fertilizer must contain a weed preventative).
-Fertilize trees twice per year.
-Fertilize shrubs twice per year.
-Fertilization of shrubs and tree must be coordinated with, and observed by, the Facilities
Coordinator/Manager.
-Fertilization of Palm Trees will be responsibility of the City.
-Typical fertilization product breakdown:
Grass 15-3-5
Shrubs: 12-6-8
Trees: 12-6-8
Palms: Palm Fertilizer
-Application contents to. the contrary to be discussed/approved by the Facilities Coordinator/Manager.
-Date of fertilization will be determined by the Facilities Coordinator/Manager.
Mulch
-Successful bidder shall provide and apply at his/her expense, a top -of -the -line class "A" type mulchtwice
per year as specified by the Contract Administrator.
-Contract Administrator must approve the product and observe its application.
-Date of application will be determined by the Contract Administrator.
Pest Control
-Treat all grass, shrub, and tree areas once per year with the fungicide Bayleton as part of the contract
price. Treatment must be observed by the Contract Administrator.
-Treat all grass on an as needed basis throughout the contract period for grub worms and chinch bugs.
Additional treatments and types of pest control will be at the expense of the City.
-Advise as to the status and needs of the property in a timely manner as to preclude problems and to initiate
immediate action. Date of application will be determined by the Contract Administrator.
Sprinkler System /Irrigation
-Shall become thoroughly familiar with the property's lawn sprinkler system and hours of operation.
-During each service, the sprinkler system will be turned on and all zones shall be checked for proper
coverage and operation.
-Components damaged by the contractor during servicing will be immediately repaired by the contractor at
no cost to the City.
-Contractor must have on hand all necessary parts to effect immediate repairs.
-Items in need of repair, but not the fault of the contractor, shall be brought to the immediate attention of
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Invitation for Bid (IFB) 106048
the Contract Administrator.
Removal of Clippings and Debris
-Contractor will remove and properly dispose of all lawn maintenance related debris. This will include tree
branches just trimmed or which have fallen on their own accord, the residue from any clippings, trimmings,
pruning, fertilization, pest control, or planting operation, any trash item resulting from a service, and trash
which has accumulated from natural circumstances or left by the public or by City employees. The
facility's trash dumpsters will n.tt be utilized by the Contractor to throw away debris.
-Contractor will be mindful as to where he/she parks their vehicle and/or equipment due to possible fluid
leaks. Leaks will be properly cleaned up by the contractor at the end of any service and any oils and or
lubricants shall be properly disposed immediately.
Weeding
-Weeding services will be performed at the same frequency as Mowing (May through September: Once per
week / October through April: Once every two weeks.)
-Weed all growth in all shrubs, tree beds, rock beds and paver areas, as weed growth will not be acceptable
in any of these areas.
-Weed the fence line during each service.
-Hand pulling of weeds is expected in the event that weeds or grass grows through paver seams during each
service.
-Remove and properly dispose of all weeds.
-Fertilize after each weeding, and fertilizer must contain a weed preventative/killer. The Contract
Administrator maintains the right to approve or disapprove the use of said fertilizer.
-Weed preventative/killer shall be applied to rock beds and pavers during each service, with due care not to
harm existing plants/trees. The Contract Administrator maintains the right to approve or disapprove the use
of said weed preventative/killer.
PARKS AND RECREATION DEPARTMENT - GROUP 4
Sites (City owned Parks)
Belle Meade Mini, NE 8th Ave. and 77th St. 040 acres, 17,424 sq. ft.
Jackson House, 190 SE 12 Terrace. 0.14 acres, 6,098 sq. ft.
Little River Commerce, 181-85 NE 80 Terrace. 0.22 acres, 9,583 sq. ft.
Pallot (Magnolia), NW 6 Ave from 38 Street to 39 Street. 3 acres, 130,680 sq. ft.
Stearns, NW Exit off Julia Tuttle Cswy. 5.40 acres, 235,224 sq. ft.
Southside**, 100 SW 11 Street. 2.23 acres, 97,130 sq. ft.
East Bay Vista, NW 8 Avenue from 47 Street to 48 Street. 1 acre, 43,560 sq. ft.
North Bay Vista, NW 6 Avenue from 48 Street to 49 Street. 0.5 acres, 21,780 sq. ft.
Pullman Mini, NW 49 Street and 1 North Miami Avenue. 0.4 acres, 17,424 sq.ft.
Simenhoff, 54 Street, NW 54 Street from 18 Avenue to 19 Avenue, 1.50 acres, 65,340 sq. ft.
West Buena. Vista, NW 45 Street and 11 Ave. 1.10 acres, 47,916 sq. ft.
12 Ave. Mini. NW 12 Avenue and 62 Street. 0.25 acres, 10,980 sq. ft.
South Bay Vista, NW 6 Avenue from 46 Street to 47 Street. 0.20 acres, 8,712 sq. ft.
Miami Riverwalk, NE 2 Avenue and Brickell Bridge. 0.30 acres, 13,068 sq. ft.
Miami Riverfront Dev. 234 SW North River Drive. 0.30 acres, 13,068 sq.ft.
Second Ave. Mini* NW 2 Avenue from 10 Street to 11 Street. 0.70 acres, 30,492 sq.ft.
Towne**. NW 4 Avenue and 17 Street at I-95. 0.86 acres, 37,462 sq. ft.
Flagami. 7121 SW 3 Street. 1.02 acres, 44,431 sq. ft.
Bay of Pigs (Flagler Terrace) SW 56 Avenue and 3 Street. 1.00 acres, 43,560 sq. ft.
Grove Circle, NW South River Drive and 16 Avenue 0.26 acres, 10,890 sq. ft.
Coconut Grove Mini* Grand Avenue and Elizabeth. 0.17 acres, 7,405 sq. ft.
Coconut Grove Tennis Court. 2975 Oak Avenue.
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Invitation for Bid (IFB) 106048
the Contract Administrator.
Removal of Clippings and Debris
-Contractor will remove and properly dispose of all lawn maintenance related debris. This will include tree
branches just trimmed or which have fallen on their own accord, the residue from any clippings, trimmings,
pruning, fertilization, pest control, or planting operation, any trash item resulting from a service, and trash
which has accumulated from natural circumstances or left by the public or by City employees. The
facility's trash dumpsters willIQ be utilized by the Contractor to throw away debris.
-Contractor will be mindful as to where he/she parks their vehicle and/or equipment due to possible fluid
leaks. Leaks will be properly cleaned up by the contractor at the end of any service and any oils and or
lubricants shall be properly disposed immediately.
Weeding
-Weeding services will be performed at the same frequency as Mowing (May through September: Once per
week / October through April: Once every two weeks.)
-Weed all growth in all shrubs, tree beds, rock beds and paver areas, as weed growth will not be acceptable
in any of these areas.
-Weed the fence line during each service.
-Hand pulling of weeds is expected in the event that weeds or grass grows through paver seams during each
service.
-Remove and properly dispose of all weeds.
-Fertilize after each weeding, and fertilizer must contain a weed preventative/killer. The Contract
Administrator maintains the right to approve or disapprove the use of said fertilizer.
-Weed preventative/killer shall be applied to rock beds and pavers during each service, with due care not to
harm existing plants/trees. The Contract Administrator maintains the right to approve or disapprove the use
of said weed preventative/killer.
PARKS AND RECREATION DEPARTMENT - GROUP 4
Sites (City owned Parks)
Belle Meade Mini, NE 8th Ave. and 77th St. 040 acres, 17,424 sq. ft.
Jackson House, 190 SE 12 Terrace. 0.14 acres, 6,098 sq. ft.
Little River Commerce, 181-85 NE 80 Terrace. 0.22 acres, 9,583 sq. ft.
Pallot (Magnolia), NW 6 Ave from 38 Street to 39 Street. 3 acres, 130,680 sq. ft.
Steams, NW Exit off Julia Tuttle Cswy. 5.40 acres, 235,224 sq. ft.
Southside**, 100 SW 11 Street. 2.23 acres, 97,130 sq. ft.
East Bay Vista, NW 8 Avenue from 47 Street to 48 Street. 1 acre, 43,560 sq. ft.
North Bay Vista, NW 6 Avenue from 48 Street to 49 Street. 0.5 acres, 21,780 sq. ft.
Pullman Mini, NW 49 Street and 1 North Miami Avenue. 0.4 acres, 17,424 sq.ft.
Simenhoff, 54 Street, NW 54 Street from 18 Avenue to 19 Avenue, 1.50 acres, 65,340 sq. ft.
West Buena Vista, NW 45 Street and 11 Ave. 1.10 acres, 47,916 sq. ft.
12 Ave. Mini. NW 12 Avenue and 62 Street. 0.25 acres, 10,980 sq. ft.
South Bay Vista, NW 6 Avenue from 46 Street to 47 Street. 0.20 acres, 8,712 sq. ft.
Miami Riverwalk, NE 2 Avenue and Brickell Bridge. 0.30 acres, 13,068 sq. ft.
Miami Riverfront Dev. 234 SW North River Drive. 0.30 acres, 13,068 sq.ft.
Second Ave. Mini* NW 2 Avenue from 10 Street to 11 Street. 0.70 acres, 30,492 sq.ft.
Towne**. NW 4 Avenue and 17 Street at I-95. 0.86 acres, 37,462 sq. ft.
Flagami. 7121 SW 3 Street. 1.02 acres, 44,431 sq. ft.
Bay of Pigs (Flagler Terrace) SW 56 Avenue and 3 Street. 1.00 acres,•43,560 sq. ft.
Grove Circle, NW South River Drive and 16 Avenue 0.26 acres, 10,890 sq. ft.
Coconut Grove Mini* Grand Avenue and Elizabeth. 0.17 acres, 7,405 sq. ft.
Coconut Grove Tennis Court. 2975 Oak Avenue.
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Invitation for Bid (IFB) 106048
Marjorie Stoneman Douglas (Silver Bluff)** 2901 SW 22 Avenue 0.50 acres, 21,780 sq. ft.
Triangle** SW 15 Road and 11 Street. 0.50 acres, 21,780 sq. ft.
Highland Circle Mini, NW 8 Avenue and 13 Street 0.25 acres, 10,890 sq. ft.
Melrose** NW 30th Street and 25th Avenue. 2.60 acres, 113,256 sq. ft.
Range # 1** NW 4th Ave from 10 Street to 11 Street, 0.70 acres, 30,492 sq. ft.
Martell, 7 Ave. and NE 37 Street. 0.67 acres, 29,185 sq. ft.
Rainbow Village* NW 4 Court and 21 Street, 1.52 acres, 66,211 sq. ft.
Grove Mini, NW 8 Street / 15 to 17 Avenue, 0.50 acres, 21,780 sq. ft.
Buena Vista** 5250 NW 2 Avenue, 1.6 acres, 69,696 sq. ft.
City Cemetery. 1800 NE 2 Avenue. 10 acres, 435,600 sq. ft.
Baywood Park. NW 71 Street and 9 Place. 1.87 acres, 81,457 sq. ft.
Golden Arms 2000 SW.24 St. 0.37 acres, 16,261 sq. ft.
Unity Park 2175 NW North River Dr. 0.25 acres, 11,000 sq. ft.
Grove Heritage Garden(Coconut Grove). Percival Ave. and Oak Road. 0.75 acres, 32,000 sq. ft.
(*) 5 Days Per Week Service (Monday through Friday) (**) 2 Days Per Week Service (Monday and
Friday only)
Work Schedule and Completed Work
-The contractor shall coordinate with the Contract Administrator a detailed work schedule which includes
the dates and days of the week when each of the maintenance tasks are to be performed. Said work
schedule should have description of manpower and equipment involved for the specific tasks. No work
shall be performed until the work schedule is reviewed and approved by the Contract Administrator.
-After performing the work at each site, the contractor must notify the facility liaison, who must approve
his/her work that date in writing on the form provided by the City. Approved forms must be submitted at
the end of the month with the contractor's invoice.
Equipment and Supplies
The Contractor will be responsible to provide all equipment and supplies, including gasoline and oil,
needed for grounds maintenance services. Depending on which services are to be performed at particular
sites, suggested equipment is as follows: (Contractor shall own or have access to the following equipment)
Litter Grabbers Push Mower (21" - 25")
Plastic Bags Riding Mower (30" - 36")
Rakes Edger
Outdoor Vacuum Shovels
Weedeaters Blower
Hedgetrimmer Brooms
Storage
Where storage is available, contractor will be permitted to store equipment and supplies at the job site at
their own risk. Storage areas shall be kept clean at all times. Caustic or combustible materials must be
kept in proper containers.
Litter Control Maintenance
Frequency: Once per 5 day work week, most sites. 5 days per week (specific sites).
-Litter shall be removed from all turf areas before mowing and from all areas, beds, hedge lines, and along
boundary fences.
-"Litter" includes glass, paper, trash, undesirable materials or debris. This does not include abandoned
vehicles or other items for which removal is prescribed by law.
-Litter is to be removed from site and properly disposed. The Contractor is responsible for disposing of all
garbage and trash found on City Premises. The facility's trash dumpsters will not be utilized by the
Contractor to dispose debris.
Wash and Clean
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Invitation for Bid (IFB) 106048
at shrub beds, flower beds, ground cover beds, hedges, or around trees (where "edging" rather than •
"trimming") is directed shall be edged with a manual or mechanical edger to a neat vertical uniform line,
after every other mowing.
-Dirt and debris produced by edging or trimming will be removed and swept from adjacent surfaces.
-Turf will be edged approximately 18 inches around all trees that are in lawn areas. Turfs will be edged
approximately 10 inches out from the drop line of shrubs and hedges.
Mowing
Frequency: May through September: Once per week / October through April:. Once every two weeks.
-Equipment: Rotary hand mowers and/or riding mowers may be recommended for particular sites,
depending on the size or particular requirements of the parks. The contractor may use one or both types of
mowers, so long as turf areas are maintained in a healthy, growing and green condition.
-General Mowing: Mowing shall be performed in a workman -like manner that insures a smooth surface
appearance without scalping or leaving any "missed" uncut grass.
- All mowers must be adjustable and will need to be adjusted to the proper cutting height and level for the
kind of grass and current conditions of the turf. Mower blade height adjustment is to be measured from a
level floor surface to the parallel and level plane of the mower blade.
- All mower blades are to be sharp enough to cut, rather than to tear grass blades.
-All litter and debris is to be removed from turf before mowing to avoid shedding that will damage turf
appearance, or items that may be propelled by mower blades.
-Mowing will be done carefully so as not to "bark" trees or shrubs, or to intrude into ground cover beds, or
to damage sprinkler heads, curbs, or other facilities.
-Grass clipping or debris caused by mowing or trimming will be removed from adjacent walks, drives,
gutters and curbs or surfaces on the same day as mowed or trimmed.
-Mowing will not be done when weather or conditions will results in damaged turf.
Mowing Specifics
St. Augustine Grass: Grass is never to exceed 4 inches in height. Never mow lower than 2 inches.
(Maintain 2 inches cutting height).
- Catch or vacuum and remove grass clippings from lawns in irrigated areas. Remove clippings from St.
Augustine grass in natural turf areas that are not irrigated only if excessive clippings result from growth
rates exceeding specified mowing frequencies.
-Other Grasses: Mowing requirements for other type grasses, such as Bahia or Hybrid Bermuda, shall be as
directed by the Contract Administrator.
Herbicide Applications
-Trees and palms within lawn area: Spray area 2" away from truck with Round -up by Monsanto
Manufacturing Company. Do not spray tree leaves, suckers or open wounds. Do not use weed -eater for
trees and palms within lawn area. Do not spray herbicide near Phoenix date palms.
-Jointsand cracks in all sidewalks, curbs and walkways within contracted facilities shall be weed free at all
times. Use Round -up to completely control weed growth. Frequency of application will be dictated by
weed growth.
Shorelines(applicable only to facilities/parks with shorelines (bay, lakes...etc)
Remove all litter, trash, debris on shoreline or in water against shoreline which is easily reachable
Fence Lines
- In addition to the normal litter removal inside the fence line and trimming, all trash and debris against and
up to five (5) feet away from outside fence line shall be included. (Where applicable).
City Right -of -Way Areas
- Maintenance of any park or facility shall include the City of Miami right-of-way property which may be
in front of the park or a portion thereof.
Playground Area
- Remove all litter, trash, debris and grass within the sand area. Sand shall be leveled as required
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Invitation for Bid (IFB) 106048
Additional Clarification
-If during performance of service the Contractor's work crew encounter any problems that obstruct the
completion of their duties, the contractor's "on duty" supervisor shall immediately notify the Contract
Administrator.
Excluded Tasks
The City does not intend Contractor to perform the following tasks: fertilization; replanting; repairs or
maintenance of playground equipment, fences, recreation structures, building.
PUBLIC FACILITIES DEPARTMENT - GROUP 5
Sites
Coconut Grove Expo Center: 2700 South Bayshore Drive. Miami, Florida 33133
Dinner Key Marina: 3400 Pan American Drive. Miami, Florida 33133
Orange Bowl Stadium Parking Lots: 1501 NW 3 Street. Miami, Florida 33125
Coconut Grove Expo Center and Dinner Key Marina
Work Schedule and Completed Work
-The contractor shall coordinate with the Contract Administrator a detailed work schedule which includes
the dates and days of the week when each of the maintenance tasks are to be performed. Said work
schedule should have description of manpower and equipment involved for the specific tasks. No work
shall be performed until the work schedule is reviewed and approved by the Contract Administrator or
designee.
-After performing the work at each site, the contractor(s) must notify the facility liaison, who must approve
his/her work that date in writing on the form provided by the City. Approved forms must be submitted at
the end of the month with the contractor's invoice.
Litter Control Maintenance
-Litter shall be removed from all turf areas before mowing and from all areas, beds, hedge lines, parking
lots, and along boundary fences.
-"Litter" includes glass, paper, trash, undesirable materials or debris. This does not include abandoned
vehicles or other items for which removal is prescribed by law.
-Litter is to be removed from site and properly disposed. The Contractor is responsible for disposing of all
garbage and trash found on City Premises. The facility's trash dumpsters will not be utilized by the
Contractor to dispose debris.
-Contractor shall be responsible for removing and properly disposing of all litter as a result of grounds
maintenance services performed by the contractor.
Mowing
January to March: two times per month
April to October: three times per month
November to December: two times per month
Grass Trimming
With each mowing, any structure, tree -base, sign, landscaped -bed, fence, shrub, or miscellaneous obstacle
shall be duly trimmed around to match the even cut level of mowed grass areas.
Raking
Frequency: Monthly
Rake leaves from under trees located in the work site and from hedges located in the parking lot(s).
Edging
With each mowing, the edging of all walkways, parking lots, curbs, paved areas, and landscaped perimeter
areas shall be performed.
Trimming
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Invitation for Bid (IFB) 106048
Frequency: Monthly.
The even contours of all shrubs, hedges, and bushes shall be maintained throughout the year. Hedges shall
be trimmed to a maximum of 4 feet unless otherwise specified.
Sweeping
Frequency: same frequency as mowing.
-Manual brooms, mechanical broom sweepers, vacuums, or blowers may be used to remove debris from
walks, drives, parking lots and other surfaces, so long as the debris is ultimately removed, not simply
pulverized or scattered or hidden.
-Any broken glass shall be removed immediately when discovered on any site (not to be swept off
surfaces).
-Sweeping will be accomplished so as not to create blowing dirt, or debris, or excessive noise if
mechanized power equipment is used.
-At no time will blown material be directed into the streets, onto vehicles or other properties, but rather
blown into a pile and disposed of properly.
Bed Detailing
The contractor shall weed, take and remove miscellaneous debris such as dead shrubs and leaves from all
landscaped bed areas. The frequency of bed detailing shall be monthly.
Fertilization
The contractor shall feed all grass and shrub areas with a high grade granular fertilizer as follows:
i) Turf: 4 times per year, with one of the four times being a Weed & Feed.
ii) Shrubs and Landscape Beds: 2 times per year
iii) Palms: 2 times per year, utilizing a palm special fertilizer (13-3; 13 including supplements of micro
nutrients such as magnesium, manganese, sulfur, iron, boron, copper, and zinc) plus any other
micro -nutrients that may be necessary.
Mulching
The contractor shall first prepare beds for mulch by removing weeds and debris and treat with herbicides,
as necessary. Next, landscaped beds shall be mulched with a high-grade Cypress Mulch (thickness of
mulch shall be approximately 3 inches). The areas to be mulched shall be chosen by the Contract
Administrator. The quantity shall be 40 cubic yards.
Tree Trimming
-The contractor shall trim all trees and palms (excluding Royal palms), once a year. Tree Trimming will
include the removal of branches encroaching on buildings or parking areas (including around parking lot
light poles), coconuts from palm trees that may pose a danger to the general public, raising of bottom
canopies to a height above 8 feet, and thinning of middle branches to achieve a clean natural appearance.
The contractor shall also maintain shrubs lining the front of North Hall of the Coconut Grove Expo Center.
Annuals (Coconut Grove Expo Center only)
Frequency: twice per year.
The contractor shall install and maintain 80 annuals in front of the two City Hall signs.
Orange Bowl Parking Lots
-Mowing and trimming of all 20 parking lots shall include any areas from the street curb to the interior
picket fence or the end of that section of property, which may include city right-of-ways, fence lines, and
sidewalks.
-Contractor shall remove trash in the parking lots which isn't related to event trash as determined by the
Contract Administrator. Bidders should review site prior to submitting bid to better understand the scope of
work.
-Total square footage is 734,229 of areas requiring maintenance. Does not include paved areas.
Mowing:
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Invuation for Bid (IFB) 106048
Frequency: Contractor shall provide service on an as -needed, when -needed basis, once -a -month; and/or
when called by the Contract Administrator. When called by the Contract Administrator, contractor shall
provide service within 2-3 days after receipt of call for service.
-Mowing shall be performed in a workman -like manner that insures a smooth surface appearance without
scalping or leaving any "missed" uncut grass. All mowers are to be adjustable and adjusted to the proper
cutting height and level for the kind of grass and current conditions of the turf. Mower blade height
adjustment is to be measured from a level floor surface to the parallel and level plane of the mower blade.
All mower blades shall be sharp enough to cut, rather than to tear grass.
-Mowing will be done carefully so as not to "bark" trees or shrubs, or to intrude into ground cover beds, or
to damage sprinkler heads, curbs, or other facilities.
-Mowing will not be done when weather or conditions will results in damaged turf.
Litter and Debris
All litter and debris is to be removed from turf hefore mowing to avoid shedding that will damage turf
appearance, or items that may be propelled by mower blades. Grass clipping or debris caused by mowing
or trimming will be removed from adjacent walks, drives, gutters and curbs or surfaces on the same day as
mowed or trimmed.
Trimming
Trimming may be accomplished by hand or power shears or rotary nylon "fish line" cutting machines
(weed eaters). Grass shall be trimmed along and around all obstacles and vertical surfaces in the turf (such
as posts, trees, walls, etc.).
Disposal
Disposal of grass and hedge clippings, palm fronds, miscellaneous trash, etc, are the responsibility of the
Contractor. The facility's trash dumpsters will not be utilized by the Contractor to dispose debris.
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Invuation for Bid (IFB) 106048
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Invitation for Bid (IFB) 106048
-Where necessary, wash (hose off) dust or dirt from walkway, walls, fixtures in sites or remove other stains
that may be caused by grounds maintenance operations.
-Clean up any spills of fuels/liquids or materials from grounds maintenance operations.
Public Access Maintenance
-Picnic tables, benches, slabs, grills, trash containers and receptacles shall be cleaned to ensure safe use by
the public. Charcoal/ashes shall be removed from grills.
-Picnic tables and benches shall be checked for graffiti, carvings, looseness or plans or braces, cleanliness
and general need of repair. Repair needs shall be reported to the Contract Administrator.
Raking and Leaf Removal
Frequency: Once per week.
-Accumulation of leaves shall be removed from turf and walk areas, shrubbery, hedges and ground cover.
Palm fronds will be picked up and removed prior to mowing.
Sweeping
Frequency: Once per week (unless otherwise indicated).
-Manual brooms, mechanical broom sweepers, vacuums, or blowers maybe used to remove debris from
walks, drives and other surfaces, so long as the debris is ultimately removed, not simply pulverized or
scattered or hidden.
-Any broken glass will be removed immediately when discovered on any site (not to be swept off
surfaces).
-Sweeping will be accomplished so as not to create blowing dirt, or debris, or excessive noise if
mechanized power equipment is used.
-At no time will blown material be directed into the streets or other properties, but rather blown into a pile
and disposed of properly.
Shrub and Hedge Care
Frequency: Every six (6) weeks (or more often if required).
Pruning: "Maintenance pruning" shall consist of the removal of dead and/or broken branches, suckers or
sprouts, branches that may hang over walkways, grow through fences, obscure windows, etc. Pruning is
performed as often as necessary to have shrubs appear orderly and neat at all times as specified by the
City. All pruning will be accomplished in accordance with standard practices (to maintain a minimum of
8'clearance), which include: (1) using sharp cutters, (2) cutting limbs flush to trunk, (3) not using hedge
shears for pruning, (4) not using machetes for any operation.
Hedge Trimming: Hedges or topiary that is to be maintained in a geometric form may be sheared by
manual or mechanical hedge shearers to the shape and size specified. Remove all cuttings and clippings
from pruning and trimming operations on the same day.
Trimming
Frequency: May through September: Once per week / October through April: Once every two (2) weeks
(or following every mowing).
-Grass shall be trimmed during, or as an immediate operation following mowing. Trimming may be
accomplished by hand or power shears or rotary nylon "fish line" cutting machines (weedeaters). Grass will
be trimmed along and around all obstacles and vertical surfaces in the turf (such as posts, trees, walls, etc.)
at the same height as adjacent turf is mowed. Particular attention will be given to trimming around
sprinkler heads and other irrigation system fixtures to assure their proper water delivery function.
-Remove dead or dying fronds from palms, as needed, for clean appearance. Trim coconut palms (fruit and
frond) 3 times a year.
- No machete trimming.
-Haul away and properly dispose of all trimming debris from site.
Edging
Frequency: May through September: Once per week/October through April: Once every two week
- Mechanical edging (vertical trimming) of all turf edges Adjacent to sidewalks, flush paved surfaces, curbs,
drives, patios, etc., will be done during or as an immediate operation following each mowing. Turf edging
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