HomeMy WebLinkAboutInvitation to BidMNAMiS
COUNTY
i
BID NO: 5800-5/17 I
OPENING: 2:00 P.M.
September
19, 2007
MIAMI-DADE COUNTY, FLORIDA
INVITATION
TO BID
TITLE:
PRE -QUALIFICATION OF BIDDERS FOR THE RENTAL OF TRAILERS, VANS,
PICK-UP TRUCKS, AND UTILITY TYPE VEHICLES
THE FOLLOWING ARE REQUIREMENTS OF THIS BID, AS NOTED BELOW:
BID DEPOSIT AND PERFORMANCE BOND -
CATALOGUE AND LISTS:
CERTIFICATE OF COMPETENCY -
EQUIPMENT LIST: See Section 3.0, Para 3.2 (C)
EXPEDITED PURCHASING PROGRAM (EPP)
INDEMNIFICATION/INSURANCE. See Section 2.0, Para 2.11
LIVING WAGE:
PRE -BID CONFERENCE/WALK-THRU:
SMALL BUSINESS ENTERPRISE MEASURE: See Section 2.0, Para 2.2
SAMPLES/INFORMATION SHEETS -
SECTION 3 — MDHA:
SITE VISIT/AFFIDAVIT:
USER ACCESS PROGRAM: See Section 2.0, Para 2.21
WRITTEN WARRANTY:
FOR INFORMATION CONTACT:
Dejenaba Wedemier at 305-375-4356, or at djwedem@miamidade.gov
IMPORTANT NOTICE TO BIDDERS:
MIAMI-DADE COUNTY
DEPARTMENT OF PROCUREMENT MANAGEMENT
PURCHASING DIVISION
FAILURE TO COMPLETE THE CERTIFICATION REGARDING LOCAL PREFERENCE ON
PAGE 20 OF SECTION 4, BID SUBMITTAL FORM SHALL RENDER THE VENDOR
INELIGIBLE FOR LOCAL PREFERENCE
FAILURE TO SIGN PAGE 20 OF SECTION 4, BID SUBMITTAL FORM WILL RENDER
YOUR BID NON -RESPONSIVE
M{AMtE
MIAMI-DADE COUNTY, FLORIDA
COUNTY
INVITATION TO BID
Bid Number: DRAFT
Title: PRE -QUALIFICATION OF BIDDERS FOR THE RENTAL OF TRAILERS, VANS,
PICK-UP TRUCKS, AND UTILITY TYPE VEHICLES FOR MIAMI-DADE
COUNTY FOR A FIVE YEAR PERIOD.
Procurement Contracting Technician: Dejenaba Wedemier
Bids will be accepted until 2:00 p.m. on SEPTEMBER 19, 2007
Bids will be publicly opened. The County provides equal access and does not discriminate on
the basis of disability in its programs or services. It is our policy to make all communication
available to the public, including those who may be visually or hearing impaired. If you
require information in a non-traditional format please call 305-375-5278.
Instructions: Each Bid submitted to the Department of Procurement Management shall have
the following information clearly marked on the face of the envelope: the Bidders name, return
address, Bid number, opening date of the Bid and the title of the Bid. Included in the envelope
shall be an original and three copies of the Bid Submittal, plus attachments if applicable.
Failure to comply with this requirement may result in your Bid not being considered for
award.
All Bids must be submitted in a sealed envelope or container and will be opened promptly at
the time indicated in this solicitation document. Any Bid received after the first Bid has been
opened will be returned to the Bidder unopened. The County does not accept responsibility for
delays, natural or otherwise.
NOTICE TO ALL BIDDERS:
• FAILURE TO SIGN THE BID SUBMITTAL FORM WILL RENDER YOUR BID
NON -RESPONSIVE.
• THE BID SUBMITTAL FORM CONTAINS IMPORTANT CERTIFICATIONS
THAT REQUIRE REVIEW AND COMPLETION BY ANY VENDOR RESPONDING
TO THIS SOLICITATION
MIAMI-DADE COUNTY
SECTION 1
GENERAL TERMS AND CONDITIONS
1.1. DEFINITIONS
Bid - shall refer to any offer(s) submitted in response to this solicitation
Bidder - shall nee' to anyone submitting a Bid in response to this
sniuitation
Did Solidtatioa - stall mean this solicitation documentation, including
any and all addenda.
Bid Submittal Form - defines the requirement of items to be
purchased, and must be completed and submitted with Bid. The Bidder
should indicate its name in the appropriate space as each page.
County - shall refer to Miami -Dade County, Florida
DPM - shall refer to Miami -Dade County's Department of Procurement
Management, Purchasing D visice
Enrolled Vendor - EFFECTIVE JULY 8, 11102, shall refer to a firm
ibat has completed the =essay documentation in order to receive Bid
natifaxions from the County, but has not yet registered.
Registered Vendor- shall refer to a fins that has completed the Miami -
Dade County Business Entity Registration Application and has satisfied
all requirements to enter in to business agreements with the Canny.
For additional information about aa-fiae vendor enrollment or
vendor registration contact the Vendor Assistant Unit at 111 N.W.
1" Street, 13" Floor, 1Mnead, FL 33128, Phone 3h5.37S 5773.
EFFECTIVE JULY 1, 2002, vendors will be able to enroll and
register enlist by viiting our web site at b1tp //mismidadepov and
dick on "Business".
L2. INSTRUCTIONS TO BIDDERS
A Bidder Qualification
It is the policy of the County to encourage full and open competition
among all available qualified vendors. All vendors regularly engaged in
the type of work specified in the Bid Solicitation am encouragedto
submit Bids. Vendors may enroll with the County to be included on a
mailing list for selected categories of goods and services. To be eligible
for award of a contract (including small purchase orders); Bidders must
complete a "Miami -ode County BusineSS Entity Registration
Application". Only Rem Vendors can be awarded County
contacts. Vendors are encouraged to register with die County anytime
by contacting the Vendor Information Center at 305-375-5287. The
County endeavors to obtain the participation of all qualified minority
and disadvantaged business enterprises. For information and to apply for
certification, contact the Department of Business Development, at I I
N.W. I Sheet, 13' Floor, :Miami, FL 33128-1844, or telephone at 305-
375-3111. County employees wishing to do business with the County
are referred to Section 2-11.1(d) of the Miami -undo County Code.
B. Vendor Registration
To be . recommended for award the County requites that vendors
complete a Miami -Dade County Business Entity Registration
Application with all required disclosure affidavits. The Mianni-Dade
County Business Entity Registration Application must be tetumai to the
Department of Procurement Management (DPM), Purchasing Division
within Fourteen (14) days of notification of the intent to recommend for
award. In the event the Miami -Dade County Business Entity
Registration Application is not properly completed and returned within
the specified time, the County may award to next lowest responsive
Bidder. The Bidder is responsible for obtaining the Miami -Dade County
Business Entity Registration Application and all affidavits by
downloading Born DPM's website at )step://miarnidade goo and click on
"Business" or from the Vendor Assistance Unit at Ill N.W. I'r Street,
Miami, FL. In becoming a Registered Vendor with Miami -Dade County,
the vendor confirms its knowledge of and commitment to comply with
the following:
1. Disclosure of Employment pursuant to Section 2-8.1(d) of the
County Code.
2. Disclosure of Ownership Affidavit - pursuant to Section 2-8.1(d)
of the County Code.
3. Drug -Free Affidavit - pursuant to Section 2-8.12(b) of the County
Code.
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BID NO.:5800-5/17
4. W-9 and $109 Forms - The vendor must furnish these forms Is
required by the Internal Revenue Service.
S. Social Security Number - The vendor must provide a copy of the
primary owner's social security card if the social security number
is being used to lieu of the Federal Identification Number
(F.E.LN.).
f. Americans with Disabilities Act (AD.A.) Affidavit - it is the
policy of the County to comply with all requirements of County
Resalihiou RI 82-00 and die A-DA
7. Collection of Fees, Tares and Parking Tickets Affidavit - pursuant
to Section 2-8.1(c) of the County Code.
B. Conflict of interest and Code of Ethics - pursuant to Sections 2-
$.1(i) and 2-11.1(b) (1) through (6) and (9) of the County Code and
County Ordinance No. 00-1 amending Section 2-11.1(c) of the
County Code.
9. Code of Business Ethics - pursuant to Section 2-8.1(i) of the
County Code.
10. Debarment Disclosure Affidavit- pursuant to County Code 10-38.
11. Office of the Inspector General Pursuant nt to Section 2-1076 of the
Candy Code
12. Minority and Disadvantaged Business Enterprises. The County
endeavors to obtain the participation of all minority and
disadvantaged business enterprises pursuant to Sections 2-8.2, 2-
823 and 2-8.2 4 of the County Code and Title 49 of the Code of
Federal Regulations.
13. Individuals and Entities Doing Business with the County not
current in their obligations to the County - pursuant to Sections 2-
$.1(b) and 2-11.1(bX8) of the County Code.
14. Nondiscrimination pursuant to Section 2-8.1.5 of the Carry Code.
15. Family Leave - Pursuant to Section I1A-30 ate County Code.
16. Living Wage - Pursuant to Section 2-89 of the County Code.
17. Domestic Leave - Pursuant nt to Section I IA-60 of the County Code.
lB Antitrust Laws - By acceptance of any contract, the vendor agrees
to comply with all antitrust laws of the United States and the State
of Florida
C. PUBLIC ENTITY CRIMES
To be eligible for award of a contract, firms wishing to do business with
the County must comply with the following:
Pursuant to Section 287.133(2Xa) of the Florida Statutes, a person or
affiliate who has been placed on the convicted vendor list following a
conviction for a public entity crime may not submit a Bid on a contract
to provide any goods or services to a public entity, may not submit a Bid
on a contract with a :public entity for the construction or sepait of a
public building or public work, may not submit Bids on leases of real
property to a public entity, may not be awarded or perform wink as a
contractor, supplier, subcontractor, or consultant under a contract with
any public entity, and may not transact business with any public entity in
excess of the threshold amount provided in Section 287.017 of the
Florida Statutes, for CATEGORY TWO fora period of 36 months from
the date of being placed on the convicted vendor list
D. Request for Additional Information
i. Pursuant to Section 2-11.1(t) of the County Code, all. Bid
Solicitations, once advertised and until an award recormreudalion
has been forwarded to the appropriate authority are under the
"Cone of Silence". Any communication or inquiries, except for
clarification of process or procedure already contained in the
solicitation, are to be made in writing to the attention of the
Procurement Agent idc,fific l on the front page of the solicitation.
Such inquiries or request for information shall be submitted to the
mocurement agent in writing and shall contain the requester's
name, address, and telephone number. If ttansmitted by facsimile,
the request should also include a cover sheet with Bidder's
facsimile number. The requestor must also file a copy of this
written request with the Clerk of the Board, I11 NW 1' Street I7a°
Floor, suite 202, Miami, Florida 33128-I983 or email
cle kbccatsniarudade.aov.
2. The Department of Procurement Management may issue an
addendum in response to any inquiry received, prior to Bid
opening, which changes, adds to or clarifies the terms, provisions
Revised 11/9/06
MIAMI-DADE COUNTY
SECTION 1
GENERAL TERMS AND CONDITIONS
or requirements of the solicitation. The Bidder should not rely on
any represauation, statement or explmtation whether written or
verbal, other than those made ire this Bid Solicitation document or
in any addenda tatted. Where there appears to be a conflict
between this Bid Solicitation and any addenda, the last addendum
issued shall prevail.
3. It is the Bidder's responsibility to sense receipt of all addenda,
and any accompanying documentation, The Bidder is required to
submit with its Bid a signed "Acknowledgment of Addenda" form,
when any addenda have been issued.
E. Coattats of Bid Seticitatiota and Bidders' Responaibil➢ties
1. It is the responsdfility of the Bidder to become thoroughly familiar
with the Bid name atents, runts and conditions of this solicitation.
Fleas of ignorance by the Bidder of conditions that taunt or that
may exist will not be accepted as a basis for varying the
icquaentents of the County, or the meson to be paid to the
Bidder.
2 This solicitsmon is subject to all legal requiremets contained in
the applicable County Ordinances, Administrative Orders, and
Resolutions, as well as all applicable State and Federal Statutes,
Where conflict twists between this Bid Solicitation and these legal
requirements, the authority shall prevail in the following order:
Federal, State and loeaL
3. It is the responsibility of the Bidder/Proposer, prior to conducting
any lobbying retaardlne this solicitation to file the appropriate
form with the Clerk of the Board Mader. that a particular
lobbyist is authorized to rroreaent the Bidder/Proposer. The
Bidder/Proposer shall also file a form with the Clerk of the Board
at the point in time at which a lobbyist is no longer authorized to
represent said .Bidder/ Proposer. Failure of a Bidder/Proposer to
file the appropriate form required, in relation to each solicitation.
may be considered as evidence that the Bidder/Proposcr is not a
responsible connector.
F. Change or Withdrawal of Bids
1. Lhsages to Bid - Prior to the scheduled Bid opening a Bidder may
charge its Bid by submitting a new Bid, (as indicated on the cover
page) with a letter in writing on the firms letterhead, signed by an
authorized agent stating that the new submittal replaces the
criginal submittal. The new submittal shall contain the letter and
all information as nmuired for submitting the original Bid. No
changes to a Bid will be accepted after the Bid has been opened.
2. Withdrawal of Bid — A Bid shalt be ie,.ve,,eble unless the Bid is
withdrawn as provided herein. Only written a letter received by
the DPM Purchasing Division prior to the Bid opening date may
withdraw a bid A bid may also be withdrawn ninety (90) days
after the Bid has been opened and prior to award, by submitting a
letter to the contact person identified on the from cover of this Bid
Solicitation. The withdrawal leer must be on company letterhead
turd signed by an authorized agent of the Bidder,
G. Conflicts Within The Bid Solicitation
Where there appears to be a conflict between the General Terms
and Conditions, Special Conditions, the Technical Specifications.
the Bid 5ubminal Section, or any addendum issued, the order of
precedence shall be: the last addendum issued, the Bid Submittal
Section, the Technical Specifications, the Special Conditions, and
then the General Teresa and Conditions.
B.
Prompt Payment Teas
It i6 the policy of Miami -Dade County that payment for all
purchases by County agencies and the Public Flealth Trust shall be
made in a timely manner and that interest payments be made on
late payments. in accordance with Florida Statutes, Section 218.74
and Section 2-S.I.4 of the Miami -Dade County Code, the time at
which payment shall be due from the County or the Public Health
Trust shall be forty-five (45) days from receipt of a proper invoice.
The time at which payment shall be dune to small businesses shall.
be thirty (30) days from receipt of a proper invoice. All payments
BID NO.:5800-5/17
due from the County or the Public Health Trust, and not made
within the time specified by this section, shall bear interest from
thirty (30) days after the due date at the on of one percent (1%)
per month on the unpaid balance. Further, proceedings to resolve
disputes for payment of obligations shall be concluded by final
written decision of the County Manager, or his or her designee(s),
not laser than sixty (60) days after the date on which the proper
invoice was received by the County or the Public Health Trust.
2. The Bidder may offer cash discounts for prompt payments;
however, such discounts will not be considered in determining the
lowest price during bid evaluation. Bidders we requested to
provide prompt payment terms in the spec provided on the Bid
submittal signature page of the solicitrdioa.
13. PREPARATION OF BIDS
A. The Bid submittal form defines requirements of items to be
purchased, and must be completed and submitted with the Sid. the
of any other fonts will result in the rejection of the Bidder's offer.
B. The Bid submittal form must be legible Bidders shall rue
typewriter, computer or ink. All changes most be crossed out and
initialed in ink. Failure to comply with these requirements may
cause the Bid to be rejected_
C. An authorized agent of the Bidder's fume must sign the Bid
submittal form. FATIVItE TO SIGN THE 8i1) SUBMITTAL
FORM SHALL RENDER THE BiD NON -RESPONSIVE.
D. The Bidder may be considered non -responsive if bids are
conditioned to modifications, changes, or revisions to the terms
and conditions of this solicitation.
E. The Bidder may submit alternate Did(s) for the same solicitation
provided that such offer is allowable ceder die terms and
conditions. The alternate Bid must meet or exceed the rnmimu
requirements and be submitted on a separate Bid submittal marked
"Alternate Bid".
F. When there is a discrepancy bt.twu,t the unit prices and any
extended prices, the unit prices will pima
C. Please be advised that the County, in exercise of its discretion. may
not accept bids and/or proposals received after the scheduled time
and date. Sealed bidstproposals will be opened promptly at the
time and place specified. The responsibility for submitting a
sealed bid/proposal on or before the stated time and date is solely
and strictly the responsibility of the Bidder/Proposer. Miami -Dade
County is net responsible for delays caused by any mail, package
or couriers service, including the U.S. Marl or caused by any other
ouaarena.
Ira. CANCELLATION OF BID SOLICITATION
Miami -Dade County reserves the right to cancel, in whole or in part, any
Invitation to Bid when it is in the best interest of the County.
15• AWARD OF BID SOLICITATION
A. This Bid may be awarded to the responsible Bidder meeting all
requirements as set forth in the solicitation The County reserves
the right to reject any and all Bids, to waive irregularities or
technicalities and to re -advertise for all or any part of this Bid
Solicitation as deemed in its best interest The County shall be the
sok judge of its best interest.
lid When there art multiple line items in a solicitation. the County
reserves the right to award on an individual item basis, any
combination of items, total low Bid or in whichever manner
deemed in the best interest of the County.
C. The County reserves the right to reject any and all Bids if it is
determined that prices as excessive, best offers are determined to
be unreasonable, or it is otherwise determined to be in the
County's best interest to do so.
D. The County reserves the right to negotiate prices with the low
bidder. provided that the scope of work of this solicitation retrains
the same.
E Award of this Bid Solicitation will only be made to firms that have
completed the Miami -Dade County Business Entity Registration
Application and that satisfy all necessary legal requirements to do
-II-
Revised 11/9/06
MIAMI-DADE COUNTY
SECTION 1
GENERAL TERMS AND CONDITIONS
business with Miami -Dade County. Firms domiciled in Miami -
Dade County must present a copy of their Miami -Dade County
issued Occupational License.
F. Pursuant to County Code Section 2-8.1(g), the Bidder's
performance as a prime contractor ctor or subcontractor on previous
County contacts shall be taken into account in evaluating the Bid
received for this Bid Solicitation.
C. To obtain a copy of the Bid tabulation, Bidder(s) shall enclose an
appropriately sized self-addressed stamped envelope. Bid results
will not be given by telephone or facsimile. Please allow ten (10)
calendar days after Bid opening for mailing,
H. The Bid Solicitation, any addenda and/or properly executed
modifications, the purchase order, and any change order(s) shall
constitute the contract
L In accordance with Resolution R-157488 the Director of
Purchasing Division will decide all tie Bids.
d. Award of this Bid may be predicated on compliance with and
submittal of all required documents as stipulated in the Bid
Solicitation.
1.6. CONTRACT EXTENSION
A. The County reserves the right to exercise its option to extend a
contract for up to one hundred -eighty (180) calendar days beyond
the current contract period and will notify the contractor us writing
of the extension.
B. This contract may be extended beyond the initial one hundred -
eighty (180) day extension period upon mutual agmatt between
the County and the successful Bidder(s) upon approval by the
Board of County Commissioners.
1.7. WARRANTY
All waranties, express and implied shall be made available to the
County for goods and services covered by this Bid Solicitation. All
goods furnished shall be fully guaranteed by the successful Bidder
against factory defects and workmanship. At no expense to the County,
the successful Bidder shall correct any and all apparent and latent
defects that may occur within the manufacturer's needed warranty.
The Special Conditions of the Bid Solicitation may supersede the
manufacturer's standard warranty.
1.8. ESTIMATED QUANT#TiES
Estimated quantities or dollars are for Bidder's guidance only: (a)
estimates are based on the County's anticipated needs and/or usage
during a previous contract period and; (b) the County may use these
estimates to determine the low Bidder. Estimated quantities do not
contemplate or include possible additional quantities that may be
ordered by ether government, quasi -government or non-profit entities
utilizing this contract under the Joint Purchase portion of the County
User Access Pngraa,t (CAP) described in Section 2.21 of this contract
solicitation and the resulting contract, if that section is present in this
solicitation document No guarantee is expressed or implies as to
quantities or dollars that will be used during the contract period. The
County is not obligated to place any order for the given amount
subsequent to the award of this Bid Solicitation.
1.9. NON -EXCLUSIVITY
It is the intent of the County to enter into an agreement with the
successful Bidder that will satisfy its needs as describe herein.
HOwt ver, the County reserves the right as deemed in its best interest to
perform, or cause to be performed, the work and services, or any portion
thereof, herein described in any manner it sees fit, including but not
limited to: award of other contracts, use of any contractor, or perform
the work with its own employees.
1.15 LOCAL PREFERENCE
The evaluation of competitive bids is subject to Section 2-8.5 of the
Miami -Dade County Code, which, except where contrary to federal and
state law, or any other funding source requirements, provides that
preference be given to local businesses. A local business shall be
defined as;
-III-
•
1.
BID NO.:5800-5/17
a business that has a valid accupaiooal license, issued by
Miami -Dade County at least me year prior to bid of
proposal submission, that is appropriate for the goods.
services or construction to be purchased;
2. a business that has physical business address located within
the limits of Miami -Dade Comity from which the vendor
operates or performs business. Post Office Boxes me not
verifiable and shall riot be smut for the purpose of
establishing said physical addresz aid
3. a business that contributes to the economic development and
well-being of Miami -bade Carty in a verifiable and
measurable way. This may include but not be limited to the
retention and expansion of employment opportunities aid
the support and increase in the Coulay's tax base. To satisfy
this requirement, the vendor shill affirm in writing its
compliance with either of the following objective criteria as
of the bid or proposal serbmission date stated in the
solicitation:
(a) vendor has at least ten (10) permanent full time
employees, or part time employees equivalent to 10
FTE ("fall -time equivalent" employees working 40
holm per week) that live is Miami -Dade County, or
at least 25% of its employees that live in Miami -
Dade Canty, or
(b) vendor contributes to the County's tax base by
paying either real property taxes or tangible personal
;noway taxes to Mvliare-lark County, or
(c) some other verifiable and measurable contribution to
the economic development and well-being of Miami -
Dade County.
When there is a responsive bid (torn a Miami -Dade local business within
10% of the lowest price submitted by a responsive non -local business,
the local business arced the non —local low bidder shall have the
opponnnity to submit a best and final bid equal to or lower than the
amount of the low bid previously submitted by the non -local business.
At this time, there is an intalocal agreement in effect between Miami -
Dade and Broward Counties until September 2007. Therefore, a vendor
which meets the requirements of (1), (2) aid (3) above for Broward
County shall be considered a local business pursuant to this Section.
1.11. CONTINUATION OF WCnRIC
Any work that commences prior to and will extend beyond the
expiration date of the current contract period shall, unless terminated by
mutual written agreement between the County and the successful
Bidder, continue men completion at the saute prices, terms and
conditions.
1.12. BID PROTEST
A A recommendation for contract await or rejection of award may
be protested by a Bidder in accordance with the procedures
contained in Sections 2-8.3 and 2-8.4 of the County Code, as
amended, and as established in Admmisbative Order No.3-21.
B. A written intent to protest shall be filed with the Clerk of the
Board and mailed to all participants in the competitive process
and to the County Attorney within due (3) County work days of
the filing of the County Manager's recommendation. This three
day period begins on the County work day after the filing of the
County Manager's reconarnendaaion. Such written intent to
protest shall state the particular mounds on which it is based and
shall be accompanied by a filing lee as detailed in Pam C below.
C The written intent to protest shall be accompanied by a non-
refundable filing foe, payable to the Clerk of the Board, in
accordance with the schedule provided below:
Revised 11/9/06
MIAMI-DADE COUNTY
Award Amount
S25,000-5100,000
S100,001-S500,000
S500,001.55 million
Over S5 million
SECTION 1
GENERAL TERMS AND CONDITIONS
Filing Fee
$500
$1,000
$3,000
$5,000
The protester shall then file all pertinent documents and
supporting evidence with the Clerk of the Board and mail copies
to all participants in the competitive process and to the County
Attorney within three (3) County work days alter the filing of a
written intent to protest.
13. For sward recommendations greater than $250,000 the following
shall apply:
The Camay's revornmer>dation to award or reject will be
immediately communicated (via mail, fax or mail) to all
participants in the competitive process and filed with the Clerk of
the Board
E. For award recommendations from S25,000 to S250,000 the
following shall apply:
Each County work day, as appropriate, recommendations to
award or reject will be posted in the lobby of die Stgfbcn P,
Clark Center, located at I I 1 N.W. la Street. .Participants may
also call the Awards Line at 305-375-4724, or 800-510-4724, or
the contact person as identified on the cover page of the Bid
Solicitation.
1.13. RULES, REGULATIONS AND LICENSES
The successful Bidder shall comply with all laws and regulations
applicable to provide the goods and/or services specified in this Bid
Solicitation. The Bidder shall be familia with all federal, state and local
laws that may la affect the goods and/or saviors offered.
1.14. PACKAGING
Unless otherwise specified in the Special Conditions or Technical
Specifications, all containers shall he suitable for shipment and/or
storage and comply with Resolution No. 738-42
1.15. SUBCONTRACTING
Unless otherwise specified in this Bid Solicitation, the swcnssful Bidder
shall net subcontract any portion of the work without the prior written
consent of the County. The ability to subcontract may be further limited
by the Special Conditions. Subcontracting without the prior consent of
the County may reshot in termination of the contract for default When
Subcontracting is allowed the Bidder shall comply with County
Resolution No. 163443, Section 10-34 of the County Code and County
Ordinance No. 97-35.
1.16. ASSIGNMENT
The aedcsful Bidder shall not assign, transfer, hypothecate, or
otherwise dispose of this contract, including ":my rights, title or interest
therein, or its power to execute such contract to any person, company or
corporation without the prior written consent of the County.
1.17- DELIVERY
Unless otherwise specified in the Bid Solicitation, prices quoted shall be
F.O.B. Destination. Freight shall be included in the proposed price.
1.18. RESPONSIBILITY AS EMPLOYER
The employees) of the successful Bidder shall be considered to be at all
times its employee(s), and not an employee(s) or agent(s) of the County
or any of its departments, The successful Bidder shall provide
competent and physically employees) capable of performing the work
as required. The County may require the successful Bidder to remove
any employee it deems unacceptable. Alt employees of the successful
Bidder shall wear proper identification.
1.19. INDEMNIFICATION
The 5r,.•'nssful Bidder shalt indemnify and hold harmless the County
and its officers, employees, agents and instrumentalities I„rse any and all
liability, losses or damages, including attorney's fees and costs of
BID NO.:5800-5/17
defense, which the County or its officers, employees. agents or
instrumentalities may incur as a result of claims, demands, suits, causes
of actions or proceedings of any kind or nature arising out of, relating to
or resulting from the performance of the agreement by the successful
Bidder or its employees. agents, servants, paters, principals or
subcontractors. The successful Bidder shall pay all claims and losses in
connection therewith, and shall investigate and defend all claims, suits
or actions of any kind or nature in the name of the County. where
applicable, including appellate proceedings, and Shall pay all costs,
judgments, and attorney's fees which may be incurred thereon. The
successful Bidder e..yacssly understands and agrees that my insurance
protection required by this Agreement or otherwise provided by the
successful Bidder shall in no way limit the ies ao,ibility to imderrnnify,
keep and save harmless and defend the County or its officers,
employees, agents and instrumentalities n herein provided.
1.20. COLLUSION
Where two (2) or more related parties, as defined herein, each submit a
Bid for any contract, such Bids shall be presumed to be collusive. The
foregoing presumption may be rebutted by the presentation of evidence
as to the extent of ownership, control and management of such related
parties in preparation and submittal of such Bids. Related parties shall
mean Bidder or the principals thereof which have a direct or indirect
ownership interest in another Bidder for the we contract or in which a
parent company or the principals thereof of one (1) Bidder have a direct
or indirect ownership interest in another Bidder for the same contract.
Furthermore, any prior rmderstand'mg, agreement, or connection
between two or more corporations, firms, or persons submitting a bid for
the sane materials, supplies, services, or equipment shall also be
prestmietl to be collusive. Bids found to be collusive shall be rejected.
Bidders who have been found to have engaged in collusion may be
considered non -responsible, and may be suspended or debarred, and any
cotract resulting from collusive Bidding may be terminated for default
1.21. MODIFICATION OF CONTRACT
The contract may be modified by mutual consent, in writing through the
issuance of a modification to the contract, purchase order, change order
or award sheet, as appropriate.
L22. TERMINATION FOR. CONVENIENCE
The County, at its sok discretion, reserves the right to terminate this
contract without cause upon thirty (30) days written notice. Upon
receipt of such notice, the successful Bidder shall not incur any
additional costs under this contract. The County shall be liable only for
rode costs incurred by the successful Bidder prior to notice of
termination. The County shall be the sole judge of "reasonable costs."
123. TERMINATION FOR DEFAULT
The County reserves the right to terminate this contact, in part or in
whole, or place the vendor on probation in the event the successful
Bidder fails to perform in accordance with the terms and conditions
stated herein The County further reserves the right to suspend or debar
the successful Bidder in accordance with the appropriate County
ordinances, resolutions and/or administrative orders. The vendor wilt
be notified by letter of the County's intent to laminate. in the event of
termination for default, the County may procure the required goods
and/or services from any source and use any method deemed in its best
interest. All re -procurement cost shall be borne by the successful
Bidder.
1.24. FRAUD AND MISREPRESENTATION
Pursuant to Section 2-8.1.4 of' the Miami -Dade County Code, any
individual, corporation or other entity that attempts to meet its
contractual obligations with the County through fraud, misrepresentation.
or material misstatement, may be debarred for all to five (5) years: The
County as a further sanction may terminate or cancel any other contracts
with such individual, corporation or entity. Stich individual or entity
shall be responsible for all direct or indirect costs associated with
termination or cancellation, including anorney's fees.
-IV-
Revised 11/9/06
MIAMI-DADE COUNTY
SECTION 1
GENERAL TERMS AND CONDITIONS
1.25. ACCESS TO RECORDS
The County s.A.h.ca the right to require the Contractor to submit to an
audit by Audit and Management Services or other auditor of the
County's choosing at the Contractor's expense. The Contractor shall
provide access to all of its rocords. which relate directly or indirectly to
this Agreement at its place of business during regular business hours.
The Contractor shall retain all records pertaining to this Ag...a,..ht and
upon request make them available to the County for three years
following expiration of the Agreement The Contractor agrees to
provide such assistance as may be necessary to facilitate the review or
audit by the County to ensure compliance with applicable wing
and financial standards.
1.26 OFFICE OF THE INSPECTOR GENERAL
Miami -Dade County has established the Office of the Inspector General,
which is authorized and empowered to review past, present, and
proposed County and Public Health Trust programs, contracts,
transactions, accounts, records and programs, The Inspector General
(1G) has the power to subpoena witnesses. administer oaths, require the
production of records and monitor existing projects and programs. The
Inspector General may, on a random basis, perform audits on all County
contracts. The cost of random audits shall be incorporated into the
contract price of all contracts and shall be one quarter (1/4) of one (1)
percent of the contract price, except as otherwise provided in Section 2-
1076(eX8) of the County Code.
1.X/ PRE -AWARD INSPECTION
The County may conduct a pro -award inspection of the bidder's site or
hold a Ire -award qualification hearing to deten'nine if the bidder is
capable of performing the requirements of this bid solicitation.
1-28 PROPRIETARY/CONFIDENTIAL INFORMATION
Bidders are hereby notified that all information submitted as part of, or
in support of bid submittals will be available for public inspection after
opening of bids in compliance with Chapter 119 of the Florida Statutes;
popularly know as the "Public Record Law." The bidder shall not
submit any information in response to this invitation, which the bidder
considers to be a trade secret, proprietary Or confidential. The
submission of any lafortnation to the County in connection with this
invitation shaft be deemed conclusively to be a waiver of any trade
Secret or other protection, which would otherwise be available to the
bidder. In the event that the bidder submits infomatiaa to the County in
violation of this restriction, either inadvertently or intentionally, and
clearly identifies that information in the bid as protected or confidential,
the County shall endeavor to redact and return that infhnnation to the
bidder as quickly as possible, and if appropriate, evaluate the balance of
the bid The redaction or return of information pursuant to this thee.'
may render a bid non -responsive.
1.29. HEALTH INSURANCE PORTABILITY AND
ACCOUNTABILITY ACT (HIPAA)
My person or entity that performs or assists Miami -Dade County with a
function or activity involving the use or disclosure of "individually
identifiable health information 01H1) and/or Protected Health
Information (PHI) shall comply with the Health Insurance Portability
and Accountability Act (HIPAA) of 1996 and the Miami -Dade County
Privacy Standards Administrative Order. HIPAA mandates for privacy,
security and electronic transfer standards, that include but are not limited
to:
1, Use of information only for performing services required by
the contract or as required by law;
2. Use of appropriate safeguards to prevent non -permitted
disclosures;
3. R%leetisg to Miami -Dade County of any not -permitted use
or disclosure;
4. Assurances that any agents and subcontractors agree to the
same restrictions and conditions that apply to the
Bidder/Proposer and reasonable assurances that 1hir1/PHI
will be held confidential;
BID NO.:5800-5/17
S. Making Protected Health Information (PHi) available to the
customer;
6. Making PHI available to the customer for review and
araw.ndllMt; and incorporating any amendments requested
by the customer;
7. Making PHI available to Miami -Dade County for an
accounting of disclosures; and
8. Making internal practices, books and records related to PHi
available to Miami -Dade County for compliance audits.
PHI shall maintain its protected Anus regardless of the form and method
of transmission (paper records, and/or ciaxtottic transfer of data). The
Bidder/ Proposer must give its customers writenn notice of its privacy
information practices including specifically, a description of the types of
uses and disclosures that would be made with protected health
information.
1.30. CHARTER COUNTY TRANSIT SYSTEM SALES SURTAX
When proceeds from the Charter County Transit System Sales Surtax
levied pursuant to Section 29.121 of the Code of Miami -Dade County
are used to pay for all or some part of the cost of this contract, no award
of a hanker Purchase Order (BPO) for Transit/Public Works as part of a
mufti-deparunaar fact, nor an award of a contract solely for the use
of Tamil/Public Works shall be effective and thereby give rise to a
contractual relationship with the County far Transit/Public Works
purchases Was and until both the following have occurred: 1) the
County Commission awards the contract, and such award becomes final
(either by expiration of 10 days after such award without veto by the
Mayo, or by Commission override of a veto); and, 2) either, i) the
Citizens' Independent Tmmportaation Trust (MT) has approved
inclusion of Transit/Public Works in this contract, or, ii) in response to
the ClTTs disapproval, the County Commission rxrffems Transit/Public
Wok's inclusion in the contract by two-thirds (2/3) vote of the
Conunissioa s manbership and such rea8'am anion becomes final.
131 LOBBYIST CONTINGENCY FEES
A. In accordance with Section 2-11.1(s1 of the Code of Miami -Dade
County after May, 16, 2003, no person may, in whole or in part, pay,
give or agree to pay or give a contingency fee to another person. No
person may, in whole or in part, receive or agree to receive a
contingency fee.
B. A contingency fee is a fee, bonus, commission or non -monetary
benefit as compensation which is dependam on or in any way contingent
upon the paseage defeat, or modification of I) any ordinance,
resolution, action or decision of the County Commission; 2) any action,
decision or recommendation of the County Manager or any County
board or committee; or 3) any action, decision or recommendation of
any County personnel during the time period of the entire decision-
making process regarding such action, decision or recommendation
which forseeably will be heard or reviewed by the County Commission
or a County board or committee,
1.32 COMMISSION AUDITOR — ACCESS TO RECORDS
Pursuant to Ordinance No. 03-2, all vendors receiving an award of the
contract resulting from this solicitation will grant access to the
Commission Andhra* to all financial and performance related records,
property, and equipment purchased in whole or in part with government
finds,
-V-
Revised 11/9/06
NIIAMI-DADE COUNTY
SECTION 2
SPECIAL TERMS & CONDITIONS
BID NO.:5800-5/17
RENTAL OF TRAILERS, VANS, PICK-UP TRUCKS AND UTLITY TYPE VEHICLES
2.1 PURPOSE: TO PRE -QUALIFY VENDORS
The purpose of this solicitation is to pre -qualify potential vendors for future pricing
competition. This initial solicitation provides for the submission of documents and forms
intended to verify that the vendor meets or exceeds the minimum criteria set forth elsewhere
in this solicitation. All vendors which meet or exceed the criteria established in this
solicitation shall be placed on a Pre -Qualification List that may be accessed by County
departments in order to obtain price quotations for the provision of rental of vehicles and or
mobile equipment.
2.2 SMALL BUSINESS CONTRACT MEASURES FOR SOLICITATIONS GREATER
THAN $50,000 (Bid Preference)
A Small Business Enterprise (SBE) bid preference applies to this solicitation.
A 10% percent bid preference shall apply to contracts $1 million or less and 5% percent on
contracts greater than $1 million. A SBE/Micro Business Enterprise must be certified by the
Department of Business Development (DBD) for the type of goods and/or services the
Enterprise provides in accordance with the applicable Commodity Code(s) for this
solicitation. For certification information, contact the Department of Business Development
at 305-375-3111 or access www.miamidade.gov/dbd.
The SBE/Micro Business Enterprise must be certified by bid submission deadline, at contract
award and for the duration of the contract to remain eligible for the preference.
2.3 PRE -BID CONFERENCE
INTENTIONALLY OMITTED
2.4 TERM OF CONTRACT: SIXTY (60) MONTHS
This contract shall commence on the first calendar day of the month succeeding approval of
the contract by the Board of County Commissioners, or designee, unless otherwise stipulated
in the Notice of Award Letter which is distributed by the County's Department of
Procurement Management, Purchasing Division; and contingent upon the completion and
submittal of all required bid documents. The contract shall expire on the last day of the sixty
month period.
Revised 11/9/06
MIAMI-DADE COUNTY
SECTION 2
SPECIAL TERMS & CONDITIONS
BID NO.:5800-5/17
RENTAL OF TRAILERS, VANS, PICK-UP TRUCKS AND UTLITY TYPE VEHICLES
2.5 OPTION TO RENEW FOR (5) FIVE ADDITIONAL YEAR(S):
Prior to, or upon completion, of that initial five (5) year term, the County shall have the
option to renew this contract for an additional five (5) year(s) period on a year-to-year basis.
The vendor shall maintain, for the entirety of the stated rental period(s) terms, and condition
included within the originally awarded contract. Continuation of the contract beyond the
initial period, and any option subsequently exercised, is a County prerogative, and not a right
of the vendor. This prerogative may be exercised only when such continuation is clearly in
the best interest of the County
Should the vendor decline the County's right to exercise the option period, the County will
consider the vendor in default which decision shall affect that vendor's eligibility for future
contracts.
NOTE: IF MULTIPLE VENDORS ARE INVOLVED UNDER A GIVEN
CONTRACT, ANY OPTIONS TO RENEW WILL BE RESTRICTED
TO THE SPECIFIC ITEMS OF WORK INITIALLY AWARDED TO
ANY SPECIFIC VENDOR.
2.6 METHOD OF AWARD PRE -QUALIFICATION
a. Pre -qualification award of this contract will be made to all responsive responsible bidders
who meet the following criteria:
i) Bidders must be regularly engaged in the business of rental of automotive
equipment, storage equipment, etc. Business must submit a copy of the most
recent Local Business Tax, Article of Incorporation or copies of the last three
income tax statements with the bid submission.
ii) Bidders must have a working facsimile machine available twenty-four hours a
day to expedite quotes. Bidders must provide and maintain a fax number,
business number and an email address.
iii) Bidders must furnish a listing of rental equipment currently in their inventory.
iv) Bidders must provide three (3) references from businesses or organizations to
which they have rented similar equipment as specified in section 3.0 Para 3.1.
These vendors shall then be deemed to be pre -qualified to participate in subsequent spot
market purchases as required by the County on either an as -needed or on a periodic basis.
When such spot market purchases are initiated, the pre -qualified vendors shall be invited to
offer a fixed price for a specific individual rental, or a specific rental period. The vendor
then offering the lowest fixed price shall be awarded for the specific period or specific
equipment. The award to one vendor for a specific period or individual action does not
Revised 11/9/06
MIAMI-DADE COUNTY
SECTION 2
SPECIAL TERMS & CONDITIONS
BID NO.:5800-5/17
RENTAL OF TRAILERS, VANS, PICK-UP TRUCKS AND UTLITY TYPE VEHICLES
preclude the remaining pre -qualified vendors from submitting spot market offers for other
specific rentals.
It shall be the sole prerogative of the County as to the number of vendors who will be
initially included under this contract. During the term of this contract, the County reserves
the right to add or delete vendors as it deems necessary in its best interests. If the County
elects to add vendors, they must meet the same minimum qualification criteria established,
herein.
Spot market pricing procedures may be initiated by either the using County department or by
Department of Procurement Management. In general, written spot market quotes will be
gathered from at least four (4) vendors whenever possible. The quotation procedures specific
to this contract are as follows:
a. The County department will fax or email a request for quotes for the rental of the
specific equipment and the specific time that the equipment is needed.
b. Each bidder receiving a request for quote shall offer a fixed price for the rental of the
equipment as specified. Prices must be faxed to the County department as stated in
the invitation to quote form. The County department may request pricing for daily,
weekly, and monthly rates. In the event the department exceeds the daily time frame,
then the weekly or monthly rates quoted shall apply.
c. In the event there is an unforeseen are urgent and immediate need for the rental of
equipment by any County department, the department may select the first available
vendor by proximity and time.
2.7 PRICES SHALL BE FIXED AND FIRM FOR THE RENTAL TERM:
If the vendor is awarded a contract under this solicitation, the prices proposed by the vendor
shall remain fixed and firm during the term of the rental agreement.
2.8 EXAMINATION OF COUNTY FACILITIES AND INSPECTION OF COUNTY
EQUIPMENT
INTENTIONALLY OMITTED
2.9 EQUAL PRODUCT
INTENTIONALLY OMITTED
2.10 LIQUIDATED DAMAGES
INTENTIONALLY OMITTED
Revised 11/9/06
MIAMI-DADE COUNTY
SECTION 2
SPECIAL TERMS & CONDITIONS
BID NO.:5800-5/17
RENTAL OF TRAILERS, VANS, PICK-UP TRUCKS AND UTLITY TYPE VEHICLES
2.11 INDEMNIFICATION AND INSURANCE (13) LEASING MOBILE EQUIPMENT
Provider shall indemnify and hold harmless the County and its officers, employees, agents and
instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of
defense, which the County or its officers, employees, agents or instrumentalities may incur as a result
of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of,
relating to or resulting from the performance of this Agreement by the Provider or its employees,
agents, servants, partners principals or subcontractors. Provider shall pay all claims and losses in
connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature
in the name of the County, where applicable, including appellate proceedings, and shall pay all costs,
judgments, and attomey's fees which may issue thereon. Provider expressly understands and agrees
that any insurance protection required by this Agreement or otherwise provided by Provider shall in
no way -limit the responsibility to indemnify, keep and save harmless and defend the County or its
officers, employees, agents and instrumentalities as herein provided.
The vendor shall furnish to the Vendor Assistance Section, Department of Procurement
Management, Bids and Contracts Division, 111 NW 1st Street, Suite 1300, Miami, Florida
33128-1989, Certificate(s) of Insurance which indicate that insurance coverage has been
obtained which meets the requirements as outlined below:
A. Worker's Compensation Insurance, if applicable (i.e.- vendor -provided operators), for all
employees of the vendor, as required by Florida Statute 440.
B. General Liability Insurance on a comprehensive basis in an amount not less than $300,000
combined single limit per occurrence for bodily injury and property damage. Miami -Dade
County must be shown as an additional insured with respect to this coverage.
C. Automobile Liability Insurance in an amount not less than $300,000 combined single limit
per occurrence for bodily injury and property damage.
All insurance policies required above shall be issued by companies authorized to do business under
the laws of the State of Florida, with the following qualifications:
The company must be rated no less than `B" as to management, and no less than "Class V" as
to financial strength, by the latest edition of Best's Insurance Guide, published by A.M. Best
Company, Oldwick, New Jersey, or its equivalent, subject to the approval of the County Risk
Management Division or
The company must hold a valid Florida Certificate of Authority as shown in the latest "List of
All Insurance Companies Authorized or Approved to Do Business in Florida" issued by the
State of Florida Department of Insurance and are members of the Florida Guaranty Fund.
Certificates will indicate no modification or change in insurance shall be made without thirty (30)
days in advance notice to the certificate holder.
Revised 11/9/06
MIANH-DADE COUNTY
SECTION 2
SPECIAL TERMS & CONDITIONS
BID NO.:5800-5/17
RENTAL OF TRAILERS, VANS, PICK-UP TRUCKS AND UTLITY TYPE VEHICLES
Not withstanding the above, if the policy has a deductible or self -insured retention, the following
provisions apply:
1. Bidder/Vendor must meet the requirements of the Florida Financial Responsibility Law. A
Certificate of insurance showing limits of $10,000 per person, $20,000 per accident for bodily
injury and $10,000 for property damage (or $30,000 combined single limit) must be
furnished.
2. If the BidderNendor has a larger deductible or self -insured retention than the Florida
Financial Responsibility Law (in addition to the certificate required in #1), the financial
stability and ability to pay claims must be demonstrated as follows:
In an amount not less than the difference between the State approved self-insurance certificate
and the beginning threshold of the approved auto liability insurance policy, the bidder/vendor
must submit one of the following:
a. Irrevocable Letter of Credit
b. Surety Bond (Bond Form Attached)
c. Cash Deposit
If a claim is paid utilizing one of the above, the limit must be fully reinstated and kept in force
throughout the term of the agreement.
NOTE: DADE COUNTY BID NUMBER AND TITLE OF BID MUST APPEAR ON EACH
CERTIFICATE.
CERTIFICATE HOLDER MUST READ: MIAMI-DADE COUNTY
111 NW 1ST STREET
SUITE 2340 MIANII, FL 33128
2.12 BID GUARANTY
INTENTIONALLY OMITTED
2.13 PERFORMANCE BOND
INTENTIONALLY OMITTED
2.14 CERTIFICATIONS
IN IENTIONALLY OMITTED
2.15 METHOD OF PAYMENT: PERIODIC PAYMENTS FOR SERVICE
RENDERED
The County shall provide periodic payments for services rendered by the vendor. In order
for the County to provide payment, the vendor shall submit a fully documented invoice that
--10--
Revised 11/9/06
MIAMI-DADE COUNTY BID NO.:5800-5/17
SECTION 2
SPECIAL TERMS & CONDITIONS
RENTAL OF TRAILERS, VANS, PICK-UP TRUCKS AND UTLITY TYPE VEHICLES
provides the basic information set forth below. The invoice shall be submitted to the County
department within thirty (30) calendar days after the service has been rendered. It shall be
understood that such invoices shall not be submitted for payment until such time as the
service has been completed and a County representative has reviewed and approved the
service.
All invoices shall contain the following basic information:
I. Vendor Information:
• The name of the business organization as specified on the contract between
Miami -Dade County and vendor
• Date of invoice
• Invoice number
• Vendor's Federal Identification Number on file with Miami -Dade County
II. County Information:
• Miami -Dade County Release Purchase Order or Small Purchase Order
Number
III. Pricing Information:
• Unit price of the goods, services or property provided
• Extended total price of the goods, services or property
• Applicable discounts
IV. Goods or Services Provided per Contract:
Description
Quantity
V. Delivery Information:
• Delivery terms set forth within the Miami -Dade County Release Purchase
Order
• Location and date of delivery of goods, services or property
VI. Failure to Comply:
Failure to submit invoices in the prescribed manner will delay payment.
Revised 11/9/06
MIAMI-DADE COUNTY BID NO.:5800-5/17
SECTION 2
SPECIAL TERMS & CONDITIONS
RENTAL OF TRAILERS, VANS, PICK-UP TRUCKS AND UTLITY TYPE VEHICLES
2.16 SHIPPING TERMS
INTENTIONALLY OMITTED
2.17 DELIVERY AND REMOVAL OF EQUIPMENT
Bidders must furnish rental equipment within two (2) calendar days after receipt of order. In
case of emergencies and or natural disasters the bidders must give priority to the County's
requests for rental of equipment.
The vendor agrees to retain the equipment at the designated County premise for additional
One (1) calendar days after the termination of the rental period, at which time the equipment
shall be removed from the premises. The vendor shall be allowed to invoice the effected
County department for this additional period on a pro -rated basis.
2.18 BACK ORDER ALLOWANCE
INTENTIONALLY OMITTED
2.19 WARRANTY REQUIREMENTS
INTENTIONALLY OMITTED
2.20 CONTACT PERSONS:
For any additional information regarding the terms and conditions of this solicitation and
resultant contract, Contact: Dejenaba Wedemier, at (305) 375-4356 email -
djwedem@miamidade.gov.
2.21 COUNTY USER ACCESS PROGRAM (UAP)
User Access Fee
Pursuant to Miami -Dade County Budget Ordinance No. 03-192, this contract is subject to a
user access fee under the County User Access Program (UAP) in the amount of two percent
(2%). All sales resulting from this contract, or any contract resulting from this solicitation
and the utilization of the County contract price and the terms and conditions identified
herein, are subject to the two percent (2%) UAP. This fee applies to all contract usage
whether by County Departments or by any other governmental, quasi -governmental or not -
for -profit entity.
The vendor providing goods or services under this contract shall invoice the contract price
and shall accept as payment thereof the contract price less the 2% UAP as full and complete
- - 12 - -
Revised 11/9/06
MIAMI-DADE COUNTY to
SECTION 2
SPECIAL TERMS & CONDITIONS
BID NO.:5800-5/17
RENTAL OF TRAILERS, VANS, PICK-UP TRUCKS AND UTLITY TYPE VEHICLES
payment for the goods and/or services specified on the invoice. The County shall retain the
2% UAP for use by the County to help defray the cost of the procurement program. Vendor
participation in this invoice reduction portion of the UAP is mandatory.
Joint Purchase
Only those entities that have been approved by the County for participation in the County's
Joint Purchase and Entity Revenue Sharing Agreement are eligible to utilize or receive
Miami -Dade County contract pricing and terms and conditions. The County will provide to
approved entities a UAP Participant Validation Number. The vendor must obtain the
participation number from the entity prior to filling any order placed pursuant to this section.
Vendor participation in this joint purchase portion of the UAP, however, is voluntary. The
vendor shall notify the ordering entity, in writing, within 3 work days of receipt of an order,
of a decision to decline the order.
For all ordering entities located outside the geographical boundaries of Miami -Dade County,
the successful vendor shall be entitled to ship goods on an "FOB Destination, Prepaid and
Charged Back" basis. This allowance shall only be made when expressly authorized by a
representative of the ordering entity prior to shipping the goods.
Miami -Dade County shall have no liability to the vendor for the cost of any purchase made
by an ordering entity under the UAP and shall not be deemed to be a party thereto. All
orders shall be placed directly by the ordering entity with the vendor and shall be paid by the
ordering entity less the 2% UAP.
Vendor Compliance
If a vendor fails to comply with this section, that vendor may be considered in default by
Miami -Dade County in accordance with Section 1, Paragraph 1.22 of this contract
solicitation and the resulting contract.
2.22 ACCEPTANCE OF RENTAL BY THE COUNTY
The rentals(s) to be provided shall be delivered to the County, and maintained if applicable to
the contract, in full compliance with the specifications and requirements set forth in this
contract. If a rental is determined to not meet the specifications and requirements of this
contract, either prior to acceptance or upon initial inspection, the equipment will be returned,
at vendor expense, to the vendor. At the County's own option, the vendor shall either
provide a direct replacement for the equipment, or provide a full credit. The vendor shall not
assess any additional charge(s) for any conforming action taken by the County under this
clause.
--13--
Revised 11/9/06
MIAMI-DADE COUNTY
SECTION 2
SPECIAL TERMS & CONDITIONS
BID NO.:5800-5/17
RENTAL OF TRAILERS, VANS, PICK-UP TRUCKS AND UTLITY TYPE VEHICLES
2.23 AUTHORIZATION TO PICK-UP RENTAL EQUIPMENT:
Miami -Dade County may authorize employees to pick-up rental equipment against a
purchase order/release issued to the successful bidder by the County Department requiring
the rental service. If the bidder is in doubt about the authenticity of the person picking up
the rental equipment; the bidder shall contact the designated person whose name appears in
the purchase order/release form at the telephone number stated in the form.
2.24 AVAILABILITY OF CONTRACT TO OTHER COUNTY DEPARTMENTS
Although this Solicitation is specific to a County Department, it is hereby agreed and
understood that any County depaitinent or agency may avail itself of this contract and rent
any and all equipment specified herein from the successful bidder(s) at the contract price(s)
established herein. Under these circumstances, a separate purchase order shall be issued by
the County, which identifies the requirements of the additional County department(s) or
agency (ies).
2.25 EQUIPMENT SHALL NOT BE MORE THAN TWO MODEL YEARS FROM THE
MOST RECENT MODEL AVAILABLE
The equipment being offered by the vendor for rental shall not be older than two model
years. The vendor must include on the quote form the model year of the equipment. The unit
shall conform to all applicable OSHA, State, and Federal safety requirements. All
components (whether primary or ancillary) of the delivered equipment are to be in
accordance with current SAE standards and recommended practices. The engineering,
materials, and workmanship associated with effort performed hereunder shall exhibit a high
level of quality and appearance consistent with or exceeding industry standards.
2.26 EMERGENCY SERVICE:
1. All truck and equipment listed in this solicitation and requested by Miami -Dade
County's department will have first priority for fulfillment by all awarded vendors
in disaster situations and unforeseen emergencies.
2. When possible during the duration of a disaster or unforeseen emergency, rental
equipment requested by the to be delivered to various locations located throughout
the boundaries of Miami -Dade County. Some orders may be picked -up by
County employees. The delivery timetable should be reflective of the best possible
efforts of the awarded vendors.
3. The County reserves the right to rent various equipment from vendors not awarded under
this contract in the care of a disaster or an unforeseen emergency.
--14--
Revised 11/9/06
MIAMI-DADE COUNTY BID NO.:5800-5/17
SECTION 3
TECHNICAL SPECIFICATIONS
3.1 EQUIPMENT & VEHICLE SPECIFICATIONS:
The vehicles shall not be any older than two model years from the most recent model
available as described in Section 2.0 Paragraph 2.25. The vehicles shall have low
mileage, neat and clean in appearance, and in good operating conditions, complete
with air-conditioning, automatic transmission, radio, power brakes, and power
steering. Participating County Departments will seek rental quotes for different
classes of vehicle/equipment as follows:
A. Gasoline powered Box Vans: 15, 18, 20, 24 ft., with side and rear doors,
with and without power tailgate, as required.
B. Diesel Power Dry Vans: 15, 18, 20, 24 ft., with side and rear doors,
with and without power tailgate, as required.
C. Refrigerated Vans: 15, 18, 20, 24 ft., with side and rear doors, with and
without power tailgate, as required.
D. Refrigerated Trucks: 14, 16, 18, 20, 24, 26 ft., with side and rear doors,
with and without power tailgate, as required.
E. Parcel Vans: 12, 14, 16, 18, 20 foot lengths.
F. Stake Body Trucks: 15, 18, 20, 24 foot lengths with or without power
tailgate, as required.
G. Small Capacity Buses in 15, 20, 25, and 30 passenger configurations.
H. Pickup Trucks in %2 Ton, 3/4 Ton, and One Tone capacity with or without
power tailgate, as required.
I. Utility Type Vehicles in two or four wheel drive.
(Similar to Explorer, Expedition and Escape).
J. Storage Equipment: 20-foot containers and 40-foot trailers complete with
delivery and pickup costs.
K. Any other vehicle, storage trailer or refrigerated trailer listed in your
inventory.
(Furnish under Section 4.0 a complete listing of all equipment available).
--15--
Revised 11/9/06
MIAMI-DADE COUNTY BID NO.:5800-5/17
SECTION 3
TECHNICAL SPECIFICATIONS
3.2 MAINTENANCE
The successful bidder of each rental transaction will provide all maintenance
and service to the said vehicle in a safe and first class operating condition
during the course of the rental. The bidder shall stipulate in writing (at the
beginning of the rental period), the time periods or mileage intervals that the
vehicle are due for preventive maintenance including the location, days and
hours where the services are available for maintenance.
3.3 REPLACEMENT
When a vehicle and/or equipment is out of service due to mechanical
breakdown, repairs, accident, preventive maintenance or any other reason(s)
that is not due to any fault or negligence of Miami -Dade County personnel,
the lessor shall furnish a replacement at no additional cost. Replacement
vehicles must be of equal or an upgrade to the unit being replaced. The lessor
will issue credit to the County department for downgraded rentals.
If the vehicle and/or equipment are out of service due to the damage or
disability which is the fault of Miami -Dade County, the County shall be
responsible for the payment of the said vehicle for a reasonable length of time
until repairs or other disposition can be made. When the lessor furnishes the
replacement vehicle, the County shall then pay for both vehicles at the
contract rate, until repairs or other dispositions of the out of service vehicle
are made. The reasonable length of time shall be determined by mutual
agreement between the lessor and the County.
3.4 RENTAL REQUIREMENTS:
The successful bidder will furnish each County Department which retains its
services, a set of procedures to be followed when the rental experiences
mechanical issues or other problems.
The successful bidder of each rental term shall conduct all administrative
details with the County Department retaining its services. All tags, licenses,
registrations, etc., shall be sent to the Department to be maintained with the
vehicles.
--16--
Revised 11/9/06
MIAMI-DADE COUNTY BID NO.:5800-5/17
SECTION 4
BID SUBMITTAL FORM
Submit Bid To:
CLERK OF THE BOARD
Stephen P. Clark Center
111 NW 1st Street
17th Floor, Suite 202
Miami, Florida 33128-1983
MIAME
COUNTY
OPENING: 2:00 P.M.
September
19, 2007
PLEASE QUOTE PRICES F.O.B. DESTINATION, LESS TAXES, DELIVERED IN
MIAMI-DADE COUNTY, FLORIDA
NOTE: Miami -Dade County is exempt from all taxes (Federal, State, Local). Bid price should be less all taxes. Tax Exemption Certificate furnished
upon request.
Issued DPM Date Issued: 9/06/2007 This Bid Submittal Consists of
by:DW Purchasing Division Pages 17 through 20
Sealed bids subject to the Terms and Conditions of this Invitation to Bid and the accompanying Bid Submittal. Such
other contract provisions, specifications, drawings or other data as are attached or incorporated by reference in the Bid
Submittal, will be received at the office of the Clerk of the Board at the address shown above until the above stated time
and date, and at that time, publicly opened for furnishing the supplies or services described in the accompanying Bid
Submittal Requirement.
5800-5/17
A Bid Deposit in the amount of N/A of the total amount of the bid shall accompany all bids
A Performance Bond in the amount of N/A of the total amount of the bid will be required upon execution of the contract
by the successful bidder and Miami -Dade County
DO NOT WRITE IN THIS SPACE
ACCEPTED HIGHER THAN LOW
NON -RESPONSIVE NON -RESPONSIBLE
DATE B.C.C. NO BID
ITEM NOS. ACCEPTED
COMMODITY CODE: 975-86
PROCUREMENT TECHNICIAN: Dejenaba Wedemier
FIRM NAME:
RETURN ONE ORIGINAL AND TWO COPIES OF BID SUBMITTAL PAGES ONLY
FAILURE TO COMPLETE THE CERTIFICATION REGARDING LOCAL PREFERENCE
ON PAGE 20 OF SECTION 4, BID SUBMITTAL FORM SHALL RENDER THE VENDOR
INELIGIBLE FOR LOCAL PREFERENCE
FAILURE TO SIGN PAGE 20 OF SECTION 4, BID SUBMITTAL FORM, WILL RENDER
YOUR BID NON -RESPONSIVE
-- 17--
Revised 11/9/06
MIAVII-DADE COUNTY
BID NO.:5800-5/17
RENTAL OF TRAILERS, VANS, PICK-UPS AND UTILITY TYPE VEHICLES
ITEM
DESCRIPTION
1.
Provide documentation proving that bidder is regularly
engaged in the business of rental equipment:
Attach a copy of your Local Business Tax, Articles of Incorporation
or copies of last three tax returns included in this submission.
2. Provide a telephone and facsimile number below:
-Must have a working Facsimile (FAX) machine available
Twenty-four (24) hours a day to expedite quotes.
Business telephone number is
24 hour facsimile machine number is
Email Address is
3. Attach list of equipment in current inventory and readily available for
County use.
4. Provide at least three (3) clients to which bidder have rented similar equipment:
Business References
Company Name/ Address
Contact Name
Contact Number
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Revised 11/9/06
MIAMI-DADE COUNTY BID NO.:5800-5/17
SECTION 4
BID SUBMITTAL FOR:
Rental Of Trailers, Vans, Pick -Up Truck And Utility Vehicles
(Pre-Qual)
ACKNOWLEDGEMENT OF ADDENDA
INSTRUCTIONS: COMPLETE PART I OR PART II, WHICHEVER APPLIES
PART I:
LIST BELOW ARE THE DAl'ES OF ISSUE FOR EACH ADDENDUM RECEIVED IN
CONNECTION WITH THIS BID
Addendum #1, Dated
Addendum #2, Dated
Addendum #3, Dated
Addendum #4, Dated
Addendum #5, Dated
Addendum #6, Dated
Addendum #7, Dated
Addendum #8, Dated
PART II:
❑ NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS BID
FIRM NAME:
AUTHORIZED SIGNATURE: DATE:
TITLE OF OFFICER:
- 19 -
Revised 11/9/06
MIAMI-DADE COUNTY BID NO.:5800-5/17
MAMFDiADE
COUNTY
BID SUBMITTAL FORM
.Bid Title: Rental Of Trailers, Vans, Pick -Up Trucks, And Utility Type Vehicles(Pre-Qual)
By signing this Bid Submittal Form the Bidder certifies that it satisfies all legal requirements (as an entity) to do business with the County, including all
Conflict of Interest and Code of Ethics provisions in Section 2-11 of the Miami -Dade County Code. Any County employee or member of his or her immediate
family seeking to contract with the County shall seek a conflict of interest opinion from the Miami -Dade County Ethics Commission prior to submittal of a Bid
response or application of any type to contract with the County by the employee or his or her immediate family and file a copy of that request for opinion and
any opinion or waiver from the Board of County Commissioners with the Clerk of the Board. The affected employee shall file with the Clerk of the Board a
statement in a form satisfactory to the Clerk disclosing the employee's interest or the interest of his or her immediate family in the proposed contract and the
nature of the intended contract at the same time as or before submitting a Bid, response, or application of any type to contract with the County. Also a copy of
the request for a conflict of interest opinion from the Ethics Commission and any corresponding opinion, or any waiver issued by the Board of County
Commissioners, must be submitted with the response to the solicitation.
In accordance with Sec. 2-11.1(s) of the County Code as amended, prior to conducting any lobbying regarding this solicitation, the Bidder must file the
appropriate form with the Clerk of the Board stating that a particular lobbyist is authorized to represent the Bidder. Failure to file the appropriate
form in relation to each solicitation may be considered as evidence that the Bidder is not a responsible contractor.
The Bidder confirms that this Bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Bid for the
same goods and/or services and in all respects is without collusion, and that the Bidder will accept any resultant award. Further, the undersigned acknowledges
that award of a contract is contingent upon vendor registration. Failure to register as a vendor within the specified time may result in your firm not being
considered for award.
Pursuant to Miami -Dade County Ordinance 94-34, any individual, corporation, partnership, joint venture or other legal entity having an officer, director, or
executive who has been convicted of a felony during the past ten (10) years shall disclose this information prior to entering into a contract with or receiving
funding from the County.
0 Place a check mark here only if bidder has such conviction to disclose to comply with this requirement.
COUNTY USER ACCESS PROGRAM (UAP): Joint purchase and entity revenue sharing program
For the County's information, the bidder is requested to indicate, at 'A' and 'B' below, its general interest in participating in the Joint Purchase Program of the
County User Access Program (UAP) described in Section 2.21 of this contract solicitation, if that section is present in this solicitation document. Vendor
participation in the Joint Purchase portion of the UAP is voluntary and the bidder's expression of general interest at 'A' and `B' below is for the County's
information only and shall not be binding on the bidder.
A. If awarded this County contract, would you be interest in participating in the Joint Purchase portion of the UAP with respect to other governmental,
quasi -governmental or not -for -profit entities located within the geographical boundaries of Miami -Dade County?
Yes No
and
B. If awarded this County contract, would you be interested in participating in the Joint Purchase portion of the UAP with respect to other
governmental, quasi -governmental or not -for -profit entities located outside the geographical boundaries of Miami -Dade County?
Yes No
LOCAL PREFERENCE CERTIFICATION: The responding vendor hereby attests, by checking one of the following blocks, that it is 0, or is not ❑, a
local business. For the purpose of this certification, a "local business" is a business located within the limits of Miami -Dade County (or Broward County in
accordance with the Interlocal Agreement between the two counties) that conforms with the provisions of Section 1.10 of the General Terms and Conditions of
this solicitation and contributes to the economic development of the community in a verifiable and measurable way. This may include, but not be limited to,
the retention and expansion of employment opportunities and the support and increase to the County's tax base. Failure to complete this certification at this
time (by checking the appropriate box above) shall render the vendor ineligible for Local Preference.
Firm Name:
Street Address:
Mailing Address (if different):
Telephone No. Fax No.
Email Address: FEINNo. / - / / / / / /
Prompt Payment Terms: °/a days net days * `By signing this document the bidder agrees to all Terms
(Please see paragraph 1.2 H of General Terms and Conditions) and Conditions of this Solicitation and the resulting Contract"
Signature:
(Signature of authorized agent)
Print Name: Title:
Failure to sign this page shall render your Bid non -responsive.
-20-
Revised 11/9/06