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Home My WebLink AboutAddendum No. 1Tit f KENNETH ROBERTSON TONY E. CRAPP, JR. Director City Manager ADDENDUM NO. 1 IFB No. 239226 January 14, 2011 Invitation For Bid (IFB) for Firefighter Boots and Helmets TO: ALL PROSPECTIVE BIDDERS: The following changes, additions, clarifications, and deletions amend the Bid Documents of the above captioned IFB, and shall become an integral part of the Contract Documents. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. IFB CLOSING DATE AND TIME HAS BEEN CHANGED TO: FRIDAY, JANUARY 21, 2011 AT 2:00 PM QI. In reviewing the bid, Prospective Bidder noticed there were no accessory parts/part numbers for the helmet specified on the bid: FIREFIGHTER HELMET, CAIRNS INVADER 664-C MOD DEFENDER, BLACK HELMET, ASSEMBLE -TO -ORDER PART# C-MOD-E1D212210 The helmet accessories on the bid refer to the Fire -Rescue Department's current helmet configuration; Cairns 660C. Is this the intent of the Department or perhaps an oversight? Some of the accessory parts are the same, but not all. Prospective Bidder is prepared to supply part numbers for both helmets. Al. For lineitem numbers 2.2 through 2.16of the Invitation for Bid, Prospective Bidder(s) shall supply, in its bid response, accessory part numbers for both the Cairns Metro 660-C and Invader 664-C Defender firefighter helmets. Q2. For reference purposes, can the City provide a history of past bids / responses for these Items? A2. Attached to this amendment, please find a copy of the bid tabulation for the City's current Bid Contract # 38033 for Firefighter Boots and Helmets. To download a copy of the contract and amendments, please visit ourwebsite: http://egov.ci.miami.fl.us/contracts/ (in the "Description Search" field type: "boots and helmets"). Q3. On line 2.3 Description: Accessory retaining buttons (10pcs) Number of Units: 100 Does this mean that the City needs 100 units of 10pcs each? A3. That is correct. However, the "Number of Units" shown in each of the line items of the IFB, represents "Estimated Quantities", as explained in General Terms and Conditions Section 1.33, which states: Page 1 "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." Q4. Section 2.6, Method of Award, states: If the bidder fails to bid on all items within .a group its bid MAY be declared non -responsive for that group. Does this mean that the Firefighter Boots and Helmets will be awarded together only? in other words, the City will not award the Boots to one supplier and the Helmets to another supplier? A4. Since the award of this contract "will -be -made -to -the -lowest -responsive and -responsible bidder -on -a -group by group basis (._.], Prospective Bidder(s) may choose to bid on Group 1 and/or Group 2 of the IFB. The portion of Section 2.6, Method of Award, cited in Question # 4 of this addendum, lets Prospective Bidder(s) understand that if they fail to "[...] bid on all items within a group [whether that be Group 1 and/or Group 2] its bid may be declared non -responsive for that group." Example: Bidder "A" chooses to submit a bid for the items listed under Group 1 - Firefighter Boots of this IFB. However; upon review of the bid submitted by Bidder "A", the City discovers that Bidder "A" bid on line # 1.1, but failed to bid on line # 1.2. Then, in accordance with Section 2.6 of the IFB, the City has the right to deem Bidder "A" as non -responsive for failure "to bid on all items"within Group 1 - Firefighter Boots. Q5: In Section 1.11, Bid Bond/Bid Security, it states: ...If so indicated under the Special Conditions a bid bond is required. Is a bid bond required? What are the Special conditions for this bid and where can a Prospective Bidder find that section on the package, for future reference? A5: A bid bond is not required for IFB 239226. The Special Conditions begin on Page 30 of 38 of the IFB solicitation document, under the section labeled "2. Special Conditions". Q6: What are the minimum qualification requirements? Is there a checklist of all items required to be submitted with the response? And can the City provide it? A6:. Prospective Bidders must, meet the minimum requirements listed in Section .2:7, BIDDERS MINIMUM QUALIFICATIONS, of the IFB. The IFB solicitation document does not have a checklist of items to be submitted at time of bid response. However, the IFB solicitation document does contain specific sections with instructions pertaining to bid submittal, as indicated below: • Section 1.12, RESPONSE FORM (HARDCOPY FORMAT) • • Section 1.61, PREPARATION OF RESPONSES (HARDCOPY FORMAT) • Section 1.79, SUBMISSION AND RECEIPT OF RESPONSES Additionally, specific to this IFB, Prospective Bidders must provide at time of bid submittal the documentation cited in the following sections of the IFB: Section 2.7, BIDDERS MINIMUM QUALIFICATIONS, subsection (3): (—d-Be-a-manufacturer-authorized-dealer/distributor-of-the-brand name -items -listed -in -this -Invitation for Bid. Bidder shall provide, at time of bid submittal, manufacturer certification demonstrating that bidder is a manufacturer authorized dealer/distributor. Failure to provide this documentation at time of bid submittal, may deem bidder non -responsive." Section 2.21, WARRANTY: `Equipment specified in this Invitation for Bid (IFB) shall be fully guaranteed by the Successful Bidder(s) against factory defects. Any defects that may occur as the result of either faulty material or workmanship within the period Paget of the manufacturer's standard warranty will be corrected by the Successful Bidder(s) without expense to the City of Miami. SUCCESSFUL BIDDER(S) SHALL PROVIDE A COPY OF THE MANUFACTURER'S STANDARD WARRANTY AT TIME OF BID SUBMITTAL. FAILURE TO COMPLY WITH THiS PROVISION MAY DEEM BIDDER AS NON -RESPONSIVE" Q7: Can the reference be for Uniform items? A7: As stated in the "Certifications" section of the hardcopy IFB solicitation document, references must be of companies or agencies (i.e. government agencies) for '[...J which bidder is currently providing the services/goods as described in this solicitation, or has provided such services/goods in the past". The Firefighter boots, helmet, and helmet accessories listed in Section 3, Specifications, of IFB 239226 are not considered "Uniforms". Q8: Is there a local preference as stated in Section 1.49 and how does it work? A8: The "Local Preference" stated in Section 1.49 of the IFB and Section 18-85 of the City of Miami Procurement Ordinance may be applied to this IFB, but only if `[...] if the amount of a bid submitted by a bidder who maintains a local office is not more than ten percent in excess of the lowest other responsive and responsible bidder, such local bidder may be offered the opportunity of accepting the contract at the low bid amount. [...J" Should the above scenario present itself, upon tabulation of bids, the second lowest responsive and responsible bidder (i.e. the "bidder who maintains a local office"), will be presented with the opportunity of matching the low bid amount (bid amount of the lowest non -local bidder). Should the bidder with the local office accept the low bid amount, then said bidder will be awarded the contract. In accordance with Section 18-72, Definitions, of the City of Miami Procurement Ordinance, a "Local office means a business which conducts all or a portion of its operations from a permanent structure that is located within the corporate limits of the city, and has operated legally pursuant to all applicable zoning and licensing laws for a minimum of six months prior to the date bids or proposals were received for the purchase or contract at issue. A post office box shall not be sufficient to constitute a local office within the city. If the business is located in the permanent structure pursuant to a lease, such lease must be in writing, for a term of no less than one year, have been in effect for no less than six months prior to date bid or proposal was received, and be available for review and approval by the chief procurement officer or its designee." Q9: Does this bid have any insurance requirements? A10: Yes. This IFB has insurance requirements. Please refer to Section 2.10, INSURANCE REQUIREMENTS, of the IFB solicitation document. Prospective Bidders are not required to submit evidence of insurance (i.e. Certificates of Insurance) at the time of bid submittal. In accordance with Section 1.47, INSURANCE, Certificates of Insurance will be requested from the successful Contractor: "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. [...J" ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME. KR/yg Cc: Bid File Sincerely, /t( Kenneth Robertson Director/Chief Procurement Officer Page 3 BID TABULATION Invitation for Bid # 38033 Firefighters' Boots and Helmets Three bids submitted: • Law Enforcement Supply • Municipal Equipment Company, Inc. • Great Lakes Emergency Products, LLC �Lierlc u vi Aio, I Line Description Price Total Cost Qty Notes Delivery Time Supplier: Law Enforcement Supply Firefighter Boots, NFPA 1974 Certified, Model-No.31-240, -- NO SUBSTITUTION - ----- 110.1 -- - 44040 - - - _ — # 1 400 60 Days # 2 Firefighter Helmet, Cairns and Bro Metro 660-C, NO SUBSTITUTIONS 145.99 43797 300 Included with Helmet: Shall be complete with 4" High Pivot Tuffshield, Cairn's Part# S905P 60 Days # 3 Cairns and Bro Metro 660-C Helmet Accessory: Cairns 4" High PivotTuffshield Part#S905P, NO SUBSTITUTION 35.6 35.6 1 60 Days # 4 Cairns and Bro Metro 660-C Helmet Accessory: Retaining Buttons, 10 pcs., Part#M102, NO SUBSTITUTION 5.85 5.85 1 60 Days # 5 Caims and Bro Metro 660-C Helmet Accessory: Sweat Liner, Part#L21, NO SUBSTITUTION 19.7 19.7 1 6 60 Days . . # 6 Caims and Bro Metro 660-C Helmet Accessory: Jumbo NOMEX Earlap, Part#L655, NO SUBSTITUTION 17.39 17.39 1 60 Days # 7 Cairns and Bro Metro 660-C Helmet Accessory: Reflexite Bars, 16 per sheet, Part #RP16, NO SUBSTITUTION 11.5 11.5 1 60 Days # 8 Caims and Bro Metro 660-C Helmet Accessory: Ratchet Band with Buttons Cushion Liner, Part #R9, NO SUBSTITUTION - 33 33 1 60 Days # 9 Caims and Bro Metro 660=C Helmet Accessory: Faceshield Hardware KitPart #S910, NO SUBSTITUTION 18.62 18.62 1 60 Days Law Enforcement Supply Total Aggregate Cost $87,978.66 1 A-vi--e,tA 41 16 p d,41.1 vfr.,AfG- Line Description Price Total Cost Qty Notes Delivery Tirne Supplier: Municipal Equipment Company Inc. # 1 Firefighter Boots, NFPA 1974 Certified, Model No.31240, NO SUBSTITUTION 124 49600 400 21 days Firefighter Helmet, Cairns and Bro # 2 Metro 660-C, NO SUBSTITUTIONS per attached specfications. 145 .43500 300 . 2-14 days ---- # 3 Cairns and Bro Metro 660-C — --- 44 - — 44 - 1 - .- --- 2-14 days Helmet -Accessory: Caims 4"-- --- High. Pivot Tuffshield Part #S905P, NO SUBSTITUTION # 4 Cairns and Bro Metro 660-C Helmet Accessory: Retaining Buttons, 10 pcs., Part#M102, NO SUBSTITUTION 7 7 1 2-14 days # 5 Cairns and Bro Metro 660-C Helmet Accessory: Sweat Liner, Part #L21, NO SUBSTITUTION 21 21 1 s 2-14 days # 6 Cairns and Bro Metro 660-C Helmet Accessory: Jumbo NOMEX'Eariap, Part #L655, NO SUBSTITUTION 24 24 1 -: - 2-14 days # 7 Cairns and Bro Metro 660-C Helmet Accessory: Reflexite Bars, 16.per sheet, Part #RP16, NO SUBSTITUTION 14 -14 1 2 2-14 days # 8 Cairns and Bro Metro 660-C Helmet Accessory: Ratchet Band with Buttons Cushion Liner, Part #R9, NO SUBSTITUTION 37 37 1 2-14 days # 9 Cairns and Bro Metro 660-C Helmet Accessory: Faceshield Hardware Kit, includes screws, retention tabs, washers, mounting brackets, D-washers, handwheels, C-clip, Part#S910, NO SUBSTITUTION 21 21 1 2-14 days Municipal Equipment Company Inc. Total Aggregate Cost $93,268 __ Supplier: Great Lakes Emergency Products, LLC # 1 Firefighter Boots, NFPA 1974 Certified, Model No.31240, NO SUBSTITUTION 65.99 26396 400 *NON- RESPONSIVE, SUBSTITUTE ITEM: Manufacturer AIRBOSS 9510 , 14 Days 1-0 A-4,1,zhc(oh, i 6 Line Description Price Total Cost Qty Notes Delivery Time # 2 Firefighter Helmet, Cairns and Bro Metro 660-C, NO SUBSTITUTIONS per attached specfications. 158.9.9 . 47697 . 300 included with Helmet: Shall be complete with 4" High Pivot Tuffshieid, Caim's Part# S905P 30 Days Cairns and Bro Metro 660-C Helmet Accessory: Cairns 4" . High Pivot Tuffshield Part #S905P, NO SUBSTITUTION # 3 35 35 1 10 Days #4 Caims and Bro Metro 660-C Helmet Accessory: Retaining Buttons; 10 pcs_ Part-#M102—NO--- SUBSTITUTION — - 6 -- — 6 1 10 Days # 5 Cairns and Bro Metro 660-C Helmet Accessory: Sweat Liner, Part#L21, NO SUBSTITUTION 18.75 18.75 1 10 Days # 6 Cairns and Bro Metro 660-C • Helmet Accessory: Jumbo NOMEX Earlap, Part #L655, NO SUBSTITUTION 20:5 20.5.: .1 . 10 Days #7 Cairns and Bro Metro 660-C Helmet Accessory: Reflexite Bars, 16 per sheet, Part #RP16, NO SUBSTITUTION 12 12 1 10 Days # 8 Cairns and Bro Metro 660-G Helmet Accessory: Ratchet Band with Buttons Cushion Liner, Part #R9, NO SUBSTITUTION 35.5 35.5..1 10 Days # 9 - Cairns and Bro Metro 660-C Helmet Accessory: Faceshield Hardware Kit, includes screws, retention tabs, washers, mounting brackets, D-washers, handwheels, C-clip, Part #S910, NO SUBSTITUTION 18.5 18.5 . 1 10 Days Great Lakes Emergency Products, LLC Total Aggregate Cost * * Great Lakes Emergency Products, LLC Non -Responsive per item #1 Recommendation of Law Enforcement Supply for Items 1-9 as the lowest, overall aggregate bid. Prepared by. Shannon Graham, CPPB t Approval: De'partmentDirecto4i Designee Date: September 12, 2007