HomeMy WebLinkAboutMiami-Dade County Invitation to BidBID NO.: 7831-0/13
OPENING: 2:00 P.M.
WEDNESDAY,
MAY 25, 2011
MIAMI-DADE COUNTY, FLORIDA
INVITATION
TO BID
TITLE:
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL
FITNESS APPARATUS AND EQUIPMENT
PRE -QUALIFICATION POOL
THE FOLLOWING ARE REQUIREMENTS OF THIS BID, AS NOTED BELOW:
CATALOGUE AND LISTS•
EQUIPMENT LIST:
INDEMNIFICATION/INSURANCE-
PRE-BID CONFERENCE/WALK-THRU:
SMALL BUSINESS ENTERPRISE MEASURE:
N/A
N/A
SEE SECTION 2, PARAGRAPH 2.11
N/A
. SEE SECTION 2, PARAGRAPH 2.2
SAMPLES/INFORMATION SHEETS:
SITE VISIT:
USER ACCESS PROGRAM:
WRITTEN WARRANTY:
N/A
SEE SECTION 2, PARAGRAPH 2.8
SEE SECTION 2, PARAGRAPH 2.21
SEE SECTION 2, PARAGRAPH 2.26
FOR INFORMATION CONTACT:
Roma Campbell, Procurement Contracting Officer 1, at 305-375-3233, or Via e-mail
rcamp@miamidade.gov
IMPORTANT NOTICE TO BIDDERS:
MIAMI-DADE COUNTY
DEPARTMENT OF PROCUREMENT MANAGEMENT
FAILURE TO COMPLETE THE CERTIFICATION REGARDING LOCAL PREFERENCE ON
PAGE 21 OF SECTION 4, BID SUBMITTAL FORM SHALL RENDER THE VENDOR
INELIGIBLE FOR LOCAL PREFERENCE
FAILURE TO SIGN PAGE 21 OF SECTION 4, BID SUBMITTAL FORM WELL RENDER
YOUR BID NON -RESPONSIVE
MIAMI-DADE COUNTY, FLORIDA
INVITATION TO BID
Bid Number: 7831-0/13
Purchase, Repair and Maintenance of Physical Fitness Apparatus and Equipment
Pre- Qualification Pool
Procurement Contracting Officer 1: Roma Campbell
Bids will be accepted until 2:00 p.m. on Wednesday, May 25, 2011
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: The Clerk of the Board business hours are 8:00am to 4:30pm, Monday through
Friday. Additionally, the Clerk of the Board is closed on holidays observed by the County.
Each Bid submitted to the Clerk of the Board shall have the following information clearly
marked on the face of the envelope: the Bidders name, return address, Bid number, opening
date of the Bid and the title of the Bid. Included in the envelope shall be an original and two
copies of the Bid Submittal, plus attachments if applicable.
All Bids received time and date stamped by the Clerk of the Board prior to the bid submittal
deadline shall be accepted as timely submitted. The circumstances surrounding all bids
received and time stamped by the Clerk of the Board after the bid submittal deadline will be
evaluated by the procuring department, in consultation with the County Attorney's Office, to
determine whether the bid will be accepted as timely.
NOTICE TO ALL BIDDERS:
• FAILURE TO SIGN THE BID SUBMITTAL FORM WILL RENDER YOUR BID
NON -RESPONSIVE.
• THE BID SUBMITTAL FORM CONTAINS IMPORTANT CERTIFICATIONS
THAT REQUIRE REVIEW AND COMPLETION BY ANY VENDOR RESPONDING
TO THIS SOLICITATION
MIAMi-DADE COUNTY BID NO.: 7831-0/13
SECTION 1
GENERAL TERMS AND CONDITIONS
1.1. DEFINITIONS
Bid — shall refer to any offer(s) submitted in response to this
solicitation.
Bidder — shall refer to anyone submitting a Bid in response to this
solicitation.
Bid Solicitation — shall 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 on each
page.
County — shall refer to Miami -Dade County, Florida
DPM — shall referto Miami -Dade County's Department of Procurement
Management.
Enrolled Vendor — shall refer to a firm that has completed the
necessary documentation in order to receive Bid notifications from the
County.
Registered Vendor — shall refer to a firm that has completed the
Miami -Dade County Business Entity Registration Application and has
satisfied all requirements to enter into business agreements with the
County.
The Vendor Registration Package — shall refer to fhe Business Entity
Registration Application.
For additional information about on-line vendor enrollment or
vendor registration contact the Vendor Assistance Unit at 111
N.W. 1" Street, 13e Floor, Miami, FL 33128, Phone 305-375-5773.
Vendors can enroll online and obtainforms to register by visiting
our web site at www.miamidade.govldprn
1.2. INSTRUCTIONS TO BIDDERS
A. Bidder Qualification
It is the policy of the County to encourage Lull and open competition
among all available qualified vendors. All vendors regularly engaged in
the type of work specified in the Bid Solicitation are encouraged to
submit Bids. Vendors may enroll with the County to be included on a
notification list for selected categories of goods and services. To be
eligible for award of a contract (including small purchase orders).
Bidders must become a Registered Vendor. Only Registered Vendors
can be awarded County contracts. Vendors are required to register
with the County by contacting the Vendor Assistance Unit, The County
endeavors to obtain the participation of all qualified small business
enterprises. For information and to apply for certification, contact the
Department of Small Business Development at 111 N.W. 1 Street, 19"'
Floor, Miami, FL 33128-1900, or telephone at 305-375-3111. County
employees and board members wishing to do business with the
County are referred to Section 2-11.1 of the Miami -Dade County Code
relating to Conflict of Interest and Code of Ethics,
B. Vendor Registration
To be recommended for award the County requires that vendors
complete a Miami -Dade County Vendor Registration Package,
Effective June 1, 2008, a new Vendor Registration Package, including
a Uniform Affidavit Packet (Affidavit form), must be completed by
vendors and returned to the Department of Procurement Management
(DPM), Vendor Assistance Unit, within fourteen (14) days of
notification of the intent to recommend for award. In the event the
Vendor Registration Package is not properly completed and returned
within the specified.time, the County may in its sole discretion, award
to the next lowest responsive, responsible Bidder. The Bidder is
responsible for obtaining the Vendor Registration Package, Including
all affidavits by downloading from the DPM website at
www.miamidade.gov or from the Vendor Assistance Unit at 111 N.W.
1' Street, 13'" Floor, Miami, FL 33128.
Bidders are required to affirm that all information submitted with the
Vendor Registration Package is current, complete and accurate, at the
time they submit a response to a Bid Solicitation, by completing the
provided Affirmation of Vendor Affidavit tom).
In becoming a Registered Vendor with Miami -Dade County, the vendor
confirms its knowledge of and commitment to comply with the
following:
1. Miami -Dade County Ownership Disclosure Affidavit
(Sec. 2-8.1 of the County Code)
-I-
2. Miami -Dade County Employment Disclosure Affidavit
(County Ordinance No. 90-133, amending Section 2.8-1(d)(2)
of the County Code)
3. Miami -Dade Employment Drug -free Workplace Certification
(Section 2-8.1.2(6) of the County Code)
4. Miami -Dade Disability and Nondiscrimination Affidavit
(Article 1, Section 2-8.1.5 Resolution R182-O0 Amending
R-385-95)
5. Miami -Dade County Debarment Disclosure Affidavit
(Section 10.38 of the County Code)
6. Miami -Dade County Vendor Obligation to County
Affidavit
(Section 2-8.1 of the County Code)
7. Miami -Dade County Code of Business Ethics Affidavit
(Article 1, Section 2-8.1(i) and 2-11(b)(1) of the County Code
through (6) and (9) of the County Code and County Ordinance No
00-1 amending Section 2-11.1(c) of the County Code)
8. Miami -Dade County Family Leave Affidavit
(Article V of Chapter 11 of the County Code)
9. Miami -Dade County Living Wage Affidavit
(Section 2-8.9 of the County Code)
10. Miami -Dade County Domestic Leave and Reporting Affidavit
(Article 8, Section 11A-60 11A-67 of the County Code)
11. Subcontracting Practices
(Ordinance 97-35)
12. Subcontractor/Supplier Listing
(Ordinance 97-104) •
13, Environmentally Acceptable Packaging
Resolution (R-738-92)
14. W-9 and 8109 Forms
The vendor must furnish these forms as required by the Internal
Revenue Service.
15. Social Security Number
In order to establish a file for your firm, you must provide your
firm's Federal Employer Identification Number (FEIN). If no FEIN
exists, the Social Security Number of the owner or individual must
be provided. This number becomes your "County Vendor
Number". To comply with Section 119.071(5) of the Florida
Statutes relating to the collection of an individual's Social Security
Number, be aware that DPM requests the Social Security
Number for the following purposes:
• Identification of individual account records
• To make payments to individual/vendor for goods and
services provided to Miami -Dade County
• Tax reporting purposes
• To provide a unique identifier in the vendor database that
may be used for searching and sorting departmental records
16. Office of the Inspector General
Pursuant to Section 2-1076 of the County Code.
17. Small Business Enterprises
The County endeavors to obtain the participation of all small
business enterprises pursuant to Sections 2-8.2, 2-8.2.3 and
2-8.2.4 of the County Code and Title 49 of the Code of Federal
Regulations.
18. 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:
Revised 4/18/11
MIAMi-DADE COUNTY BID NO.: 7831-0/13
SECTION 1
GENERAL TERMS AND CONDITIONS
Pursuant to Section 287.133(2)(a) 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 repair of a
public building or public work, may not submit Bids on leases of real
property to a public entity, may not be awarded or perform work as a
contractor, supplier, subcontractor, or consultant under a contract with
any public entity, and may not transact business with any public entity
in excess of the threshold amount provided in Section 287.017 of the
Florida Statutes, for CATEGORY TWO for a period of 30 months from
the date of being placed on the convicted vendor list.
D. Request for Additional Information
1. Pursuant to Section 2-11.1(1) of the County Code, all Bid
Solicitations, once advertised and until an award recommendation
has been forwarded to the appropriate authority are under the
"Cone of Silence". Any communication or inquiries, except for
clarification of process or procedure already contained in the
solicitation, are to be made in writing to the attention of the
Procurement Agent identified on the front page of the solicitation.
Such inquiries or request for information shall be submitted to the
procurement agent in writing and shall contain the requester's.
name, address, and telephone number. If transmitted by
facsimile, the request should also include a cover sheet with
Bidder's facsimile number. The requestor must also file a copy of
this written request with the Clerk of the Board, 111 NW l m Street,
17th Floor, suite 202, Miami, Florida 33128-1983 or email
clerkbcc miamidade.gov.
2. The Department of Procurement Management may issue an
addendum in response to any inquiry received, prior to Bid
opening, which changes, adds to or clarifies the terms, provisions
or requirements of the solicitation. The Bidder should not rely on
any representation, statement or explanation whether written or
verbal, other than those made in this Bid Solicitation document or
in any addenda issued. Where there appears to be a conflict
between this Bid Solicitation and any addenda, the last addendum
issued shall prevail.
3. It is the Bidder's responsibility to ensure receipt of all addenda,
and any accompanying documentation, The Bidder is required to
submit with its Bid a signed "Acknowledgment of Addenda" form,
when any addenda have been issued.
E. Contents of Bid Solicitation and Bidders' Responsibilities
1. It is the responsibility of the Bidder 10 become thoroughly familiar
with the Bid requirements, terms and conditions of this solicitation.
Pleas of ignorance by the Bidder of conditions that exist or that
may exist will not be accepted as a basis for varying the
requirements of the County, or the compensation to be paid to the
Bidder.
2. In the event a Bidder wishes to protest any part of the General
Conditions, Special Conditions and/or Technical Specifications
contained in the Bid Solicitation it must file a notice of protest in
writing with the issuing department no later than 48 hours prior to
the Bid opening date and hour specified in the solicitation. Failure
to file a timely notice of protest will constitute a waiver of
proceedings.
3. This solicitation is subject to all legal requirements contained in
the applicable County Ordinances, Administrative Orders, and
Resolutions, as well as all applicable State and Federal Statutes.
Where conflict exists between this Bid Solicitation and these legal
requirements, the authority shall prevail in the following order:
Federal, State and local.
4. It is the responsibility of the Bidder/Proposer, prior to conducting
any lobbying regarding this solicitation to file the appropriate
form with the Clerk of the Board statina that a particular
lobbyist is authorized to represent the Bidder/Proposer. The
Bidder/Proposer shall also tile 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/Proposer is not a
responsible contractor.
F. Change or Withdrawal of Bids
1. Changes to Bid - Prior to the scheduled Bid opening a Bidder may
change its Bid by submitting a new Bid, (as indicated on the cover
page) with a letter in writing on the firms letterhead, signed by an
authorized agent stating that the new submittal replaces the
original submittal. The new submittal shall contain the letter and
all information as required for submitting the original Bid. No
changes to a Bid will be accepted after the Bid has been opened.
2. Withdrawal of Bid — A Bid shall be irrevocable unless the Bid is
withdrawn as provided herein. Only a written letter received by
DPM prior to the Bid opening date may withdraw a bid. A bid may
also be withdrawn ninety (90) days atter the Bid has been opened
and prior to award, by submitting a letter to the contact person
identified on the front cover of this Bid Solicitation. The
withdrawal letter must be on company letterhead and 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 Submittal Section, or any addendum issued, the order of
precedence shall be' the last addendum issued, the Bid Submittal
Section, the Technical Specifications, the Special Conditions, and
then the General Terms and Conditions.
H. Prompt Payment Terms
1. It is the policy of Miami -Dade County that payment for all
purchases by County agencies and the Public Health Trust shall
be made in a timely manner and that interest payments be made
on late payments. In accordance with Florida Statutes, Section
218.74 and Section 2-8.1.4 of the Miami -Dade County Code, the
lime at which payment shall be due from the County or the Public
Health Trust shall be torty-five (45) days from receipt of a proper
invoice. The time at which payment shall be due to small
businesses shall be thirty (30) days from receipt of a proper
invoice. All payments due from the County or the Public Health
Trust, and not made within the time specified by This section, shall
bear interest from thirty (30) days alter the due date at the rate of
one percent (1%) per month on the unpaid balance. Further,
proceedings to resolve disputes for payment of obligations shall
be concluded by final written decision of the County Manager, or
his or her designee(s), not later 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 are requested to
provide prompt payment terms in the space provided on the Bid
submittal signature page of the solicitation,
1.3. PREPARATION OF BIDS
A. The Bid submittal form defines requirements of items to be
purchased, and must be completed and submitted with the Bid.
Use of any other form will result in the rejection of the Bidder's
offer.
B. The Bid submittal form must be legible. Bidders shall use
typewriter, computer or ink. All changes must be crossed out and
initialed in Ink. Failure to comply with these requirements may
cause the Bid to be rejected.
C. An authorized agent of the Bidder's firm must sign the Bid
submittal form. FAILURE TO SIGN THE BID 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 Bid(s) for the same solicitation
provided that such offer is allowable under the terms and
conditions. The alternate Bid must meet or exceed the minimum
requirements and be submitted on a separate Bid submittal
marked "Alternate Bid".
F. When there is a discrepancy between the unit prices and any
extended prices, the unit prices will prevail.
G. An optional electronic submittal shall not be considered a part of
the bid if It differs in any respect from the required manual
submittal in the original hard copy.
1.4. CANCELLATION OF BID SOLICITATION
Miami -Dade County reserves the right 10 cancel, in whole or in part,
any Invitation to Bid when it is in the best interest of the County.
Revised 4/18/11
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 1
GENERAL TERMS AND CONDITIONS
1.5. 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
sole judge of its best interest
B. When there are 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 are excessive, best offers are determined
to be unreasonable, or it is otherwise determined to be in the
County's best interest to do so.
D. The County reserves the right to negotiate prices with the low
bidder, provided that the scope of work of this solicitation remains
the same.
E. Award of this Bid Solicitation will only be made to firms that have
completed the Miami -Dade County Business Entity Registration
Application and that satisfy all necessary legal requirements to do
business with Miami -Dade County. Firms domiciled in Miami -
Dade County must present a copy of their Miami -Dade County
issued Local Business Tax Receipt.
F. Pursuant to County Code Section 2-8.1(g), the Bidder's
performance as a prime contractor or subcontractor on previous
County contracts shall be taken into account in evaluating the Bid
received for this Bid Solicitation.
G. To obtain a copy of the Bid tabulation, Bidder(s) shall enclose an
appropriately sized self-addressed stamped envelope or make a
request by e-mail. Bid results will not be given by telephone or
facsimile.
H. The Bid Solicitation, any addenda and/or properly executed
modifications, the purchase order, and any change order(s) shall
constitute the contract.
I. In accordance with Resolution R-1574-88, the Director of DPM
will decide all tie Bids.
J. Award of this Bid may be predicated on compliance with and
submittal of all required documents as stipulated in the Bid
Solicitation.
K. The County reserves the right to request and evaluate additional
information from any bidder after the submission deadline as the
County deems necessary.
1.6. CONTRACT EXTENSION
A. The County reserves the right to exercise its option to extend a
contract for up to one hundred -eighty (180) calendar days beyond
the current contract period and will notify the contractor in writing
of the extension.
B. This contract may be extended beyond the initial one hundred -
eighty (180) day extension period upon mutual agreement
between the County and the successful Bidder(s) upon approval
by the Board of County Commissioners.
1.7. WARRANTY
All warranties 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 standard
warranty. The Special Conditions of the Bid Solicitation may
supersede the manufacturer's standard warranty.
1.8. ESTIMATED QUANTITIES
Estimated quantities or dollars are for Bidder's guidance only: (a)
estimates are based on the County's anticipated needs and/or usage
during a previous contract period and; (b) the County may use these
estimates to determine the low Bidder. Estimated quantities do not
contemplate or include possible additional quantities that may be
ordered by other government, quasi -government or non-profit entities
utilizing this contract under the Joint Purchase portion of the County
User Access Program (UAP) described in Section 2.21 of this contract
solicitation and the resulting contract, if that section is present in this
solicitation document. No guarantee is expressed or implies as to
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.
However, 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.
1.10. LOCAL PREFERENCE
The evaluation of competitive bids is subject to Section 2-8.5 of the
Miami -Dade County Code, which, except where contrary to federal and
state law, or any other funding source requirements, provides that
preference be given to local businesses. A local business shall be
defined as:
1. a business that has a valid Local Business Tax Receipt, issued
by Miami -Dade County at least one year prior to bid or proposal
submission, that is appropriate for the goods, services or
construction to be purchased;
2. a business that has physical business address located within
the limits of Miami -Dade County from which the vendor
operates or performs business. Post Office Boxes are not
verifiable and shall not be used for the purpose of establishing
said physical address; and
3. a business that contributes to the economic development and
well-being of Miami -Dade County in a verifiable and
measurable way. This may include but not be limited to the
retention and expansion of employment opportunities and the
support and increase in the County's tax base. To satisfy this
requirement, the vendor shall affirm in writing its compliance
with either of the following objective criteria as of the bid or
proposal submission date stated in the solicitation:
(a)
vendor has at least ten (10) permanent full time
employees, or part time employees equivalent to 10 FTE
("full-time equivalent' employees working 40 hours per
week) that live in Miami -Dade County, or at least 25% of
its employees that live In Miami -Dade County, or
(b) vendor contributes to the County's tax base by paying
either real property taxes or tangible personal property
taxes to Miami -Dade County, or
(c) some other verifiable and measurable contribution to the
economic development and well-being of Miami -Dade
County.
When there is a responsive bid from a Miami -Dade local business
within 10% of the lowest price submitted by a responsive non -local
business, the local business and the non -local low bidder shall have
the opportunity to submit a best and final bid equal to or lower than the
amount of the low bid previously submitted by the non -local business.
At this time, there is an interlocal agreement in effect between Miami -
Dade and Broward Counties until September 2011. Therefore, a
vendor which meets the requirements of (1), (2) and (3) above for
Broward County shall be considered a local business pursuant to this
Section.
1.11. CONTINUATION OF WORK
Any work that commences prior to and will extend beyond the
expiration date of the current contract period shall, unless terminated
by mutual written agreement between the County and the successful
Bidder, continue until completion at the same prices, terms and
conditions.
1.12. BID PROTEST
A. A recommendation for contract award or rejection of award may
be protested by a Bidder in accordance with the procedures
contained in Sections 2-8.3 and 2-8.4 of the County Code, as
amended, and as established in Administrative Order No.3-21,
B. A written intent to protest shall be filed with the Clerk of the
Revised 4/18/11
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 1
GENERAL TERMS AND CONDITIONS
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 comply with all federal, state and local
laws that may affect the goods and/or services offered.
1.14. PACKAGING
Unless otherwise specified In the Special Conditions or Technical
Specifications, all containers shall be suitable for shipment and/or
storage and comply with Resolution No. 738-92. •
1.16. SUBCONTRACTING
Unless otherwise specified In this Bid Solicitation, the successful
Bidder shall not subcontract any portion of the work without the prior
written consent of the County. The ability to subcontract may be
further limited by the Special Conditions. Subcontracting without the
prior consent of the County may result in termination of the contract for
default. When Subcontracting is allowed the Bidder shall comply with
County Resolution No. 1634-93, Section 10-34 of the County Code
and County Ordinance No. 97-35.
1.16. ASSIGNMENT
The successful Bidder shall not assign, transfer, hypothecate, or
otherwise dispose of this contract, including any rights, title or interest
therein, or Its power to execute such contract to any person, company
or corporation without the prior written consent of the County.
1.17. DELIVERY
Unless otherwise specified in the Bid Solicitation, prices quoted shall
be F.O.B. Destination. Freight shall be included in the proposed price.
1.18. RESPONSIBILITY AS EMPLOYER
The employee(s) 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 employee(s) capable of performing the work
as required. The County may require the successful Bidder to remove
any employee It deems unacceptable. All employees of the successful
Bidder shall wear proper Identification.
1.19: IN DEMNIFICATION
The successful Bidder shall Indemnify and hold harmless the County
and Its officers, employees, agents and Instrumentalities from any and
all liability, losses or damages, including attorney's fees and costs of
defense, which the County or its officers, employees, agents or
instrumentalities may Incur as a result of claims, demands, sults,
causes of actions or proceedings of any kind or nature arising out of,
relating to or resulting from the performance of the agreement by the
successful Bidder or Its employees, agents, servants, partners,
principals or subcontractors. The successful Bidder shall pay all
claims and losses In connection therewith, and shall Investigate and
defend all claims, suits or actions of any kind or nature in the name of
the County, where applicable, including appellate proceedings, and
shall pay all costs, Judgments, and attomey's fees which may be
incurred thereon. The successful Bidder expressly understands and
agrees that any insurance protection required by this Agreement or
otherwise provided by the successful Bidder 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.
1.20. COLLUSION
A contractor recommended for award as the result of a competitive
solicitation for any County purchases of supplies, materials and
services (including professional services, other than professional
architectural, engineering and other services subject to Sec. 2-10.4
and Sec. 287,055 Fla Stats.), purchase, lease, permit, concession or
management agreement shall, within five (5) business days of the filing
of such recommendation, submit an affidavit under the penalty of
perjury, on a form provided by the County: stating either that the
contractor Is not related to any of the other parties bidding in the
competitive solicitation or identifying ail related parties, as defined in
this Section, which bid in the solicitation; and attesting that the
contractor's proposal is genuine and not sham or collusive or made In
the Interest or on behalf of any person not therein named, and that the
contractor has not, directly or indirectly, induced or solicited any other
proposer to put In a sham proposal, or any other person, firm, or
corporation to refrain from proposing, and that the proposer has not In
any manner sought by collusion to secure to the proposer an
advantage over any other proposer. In the event a recommended.
contractor identifies related parties in the competitive solicitation its bid
shall be presumed to be collusive and the recommended contractor
shall be ineligible for award unless that presumption Is rebutted In
accordance with the provisions of Sec. 2-8.1.1. Any person or entity
that fails to submit the required affidavit shall be ineligible for contract
award.
A. The Collusion Affidavit will be Included In all solicitations and will
be requested from bidders/proposers once bids/proposals are
received and evaluated.
B. Failure to provide a Collusion Affidavit within 5 business days
after the recommendation to award has been filed with the Clerk
of the Board shall be cause for the contractor to forfeit their bld
bond.
1.21. MODIFICATION OF CONTRACT
The contract may be modified by mutual consent, in writing through the
issuance of a modification to the contract, purchase order, change
order or award sheet, as appropriate.
1.22.TERMINATION FOR CONVENIENCE
The County, at Its sole 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
reasonable costs incurred by the successful Bidder prior to notice of
termination. The County shall be the sole judge of "reasonable costs." -
1.23. TERMINATION FOR DEFAULT
The County reserves the right to terminate this contract, in part or In
whole, or place the vendor on probation in the event the successful
Bidder falls to perform in accordance with the terms and conditions
stated herein. The County further reserves the right to suspend or
debar the successful Bidder in accordance with the appropriate County
ordinances, resolutions and/or administrative orders. The vendor will
be notified by letter of the County's Intent to terminate. In the event of
termination for default, the County may procure the required goods
and/or services from any source and use any method deemed In Its
best Interest. All re -procurement cost shall be borne by the successful
Bidder.
1.24. FRAUD AND MISREPRESENTATION
Pursuant to Section 2-8.4.1 of the Miami -Dade County Code, any
ihdividual, corporation or other entity that attempts to meet its
contractual obligations with the County through fraud,
misrepresentation or material misstatement, may be debarred for up to
five (5) years. The County as a further sanction may terminate or
cancel any other contracts with such individual, corporation or entity.
Such individual or entity shall be responsible for all direct or indirect
costs associated with termination or cancellation, Including attorney's
fees.
1.25. ACCESS TO RECORDS
The County reserves the right to require the Contractor to submit to an
audit by Audit and Management Services, the Commission Auditor, or
other auditor of the County's choosing at the Contractor's expense.
The Contractor shall provide access to all of Its records, which relate
directly or indirectly to this Agreement at Its place of business during
regular business hours. The Contractor shall retain all records
pertaining to this Agreement and upon request make them available to
the County for three years following expiration of the Agreement. The
Contractor agrees to provide such assistance as may be necessary to
facilitate the review or audit by the County to ensure compliance with
applicable accounting and financial standards.
1.26 OFFICE OF THE INSPECTOR GENERAL
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
(IG) has the power to subpoena witnesses, administer oaths, require
-IV-
Revised 4/18/11
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 1
GENERAL TERMS AND CONDITIONS
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 of the County Code.
1.27 PRE -AWARD INSPECTION
The County may conduct a pre -award Inspection of the bidder's site or
hold a pre -award qualification hearing to determine if the bidder is
capable of performing the requirements of this bid solicitation.
1.28 PROPRIETARY/CONFIDENTIAL INFORMATION
Proposers 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 known as the "Public Record Law." The proposer
shall not submit any Information In response to this solicitation, which
the proposer considers to be a trade secret, proprietary or confidential.
The submission of any information to the County in connection with
this solicitation shall be deemed conclusively to be a waiver of any
trade secret or other protection, which would otherwise be available to
the proposer. In the event that the proposer submits information 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 may, in its sole discretion, either (a)
communicate with the Proposer In writing in an effort to obtain the
Proposers withdrawal of the confidentiality restriction or (b) endeavor
to redact and return that information to the Proposer as quickly as
possible, and if appropriate, evaluate the balance of the proposal. The
redaction or return of Information pursuant to this clause may render a
proposal non -responsive.
1.29. HEALTH INSURANCE PORTABILITY AND
ACCOUNTABILITY ACT (HIPAA)
Any 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 (IIHI) 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. Reporting to Miami -Dade County of any non -permitted use
or disclosure;
4. Assurances that any agents and subcontractors agree to
the same restrictions and conditions that apply to the
Bidder/Proposer and reasonable assurances that iIHI/PHI
will be held confidential;
5. Making Protected Health Information (PHI) available to the
customer;
6. Making PHI available to the customer for review and
amendment; and incorporating any amendments requested
by the customer;
7. Making PHI available to Miami -Dade County for an
accounting of disclosures; and
8. Making internal practices, books and records related to PHI
available to Miami -Dade County for compliance audits.
PHI shall maintain its protected status regardless of the form and
method of transmission (paper records, and/or electronic transfer of
data). The 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.
1.30. CHARTER COUNTY TRANSIT SYSTEM SALE
SURTAX
When proceeds from the Charter County Transit System Sales Surtax
levied pursuant to Section 29.121 of the Code of Miami -Dade County
are used to pay for all or some part of the cost of this contract, no
award for those portions of a Blanket Purchase Order (BPO) utilizing
-V-
Charter County Transit System Sales Surtax funds as part of a multi -
department contract, nor a contract utilizing Charter County Transit
System Surtax funds shall be effective and thereby give rise to a
contractual relationship with the County for purchases unless and until
both the toftowing 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 Mayor, or by Commission
override of a veto); and, 2) either, i) the Citizens' Independent
Transportation Trust (CITT) has approved inclusion of the Surtax
funding on the contract, or, -II) In response to the CITT's disapproval,
the County Commission reaffirms award of the contract by two-thirds
(2/3) vote of the Commission's membership and such reaffirmation
becomes final. Notwithstanding the other provisions of Section 1.30,
award of an allocation for services in support of the CITT's oversight
which does not exceed $1000 will not require Commission or CITT
approval and may be awarded by the Executive Director of the CCITT
1.31 LOBBYIST CONTINGENCY FEES
A) In accordance with Section 2-11.1(s) 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 10 another person. No
person may, in whole or in part, receive or agree to receive a
contingency fee.
B) A contingency fee is a fee, bonus, commission or non -monetary
benefit as compensation which Is dependant on or In any way
contingent upon the passage, defeat, or modification of: 1) any
ordinance, resolution, action or decision of the County Commission; 2)
any action, decision or recommendation of the County Manager or any
County board or committee; or 3) any action, decision or
recommendation of any County personnel during the time period of the
entire decision -making process regarding such action, decision or
recommendation which forseeably will be heard or reviewed by the
County Commission or a County board or committee.
1.32 COMMISSION AUDITOR — ACCESS TO RECORDS
Pursuant to Ordinance No. 03-2, all vendors receiving an award of the
contract resulting from this solicitation will grant access to the
Commission Auditor to all financial and performance related records,
property, and equipment purchased In whole or In part with
government funds.
Revised 4/18/11
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 2
SPECIAL CONDITIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS AND
EQUIPMENT PRE -QUALIFICATION POOL
2.1 PURPOSE:
The purpose of this solicitation is to establish a contract for the purchase, repair and maintenance
of physical fitness apparatus and equipment (gym equipment) in conjunction with the needs of
Miami -Dade County. The successful bidder(s) shall provide equipment primarily for the Miami -
Dade Aviation, Miami -Dade Fire Rescue and Miami -Dade Police departments.
In addition,the successful bidder shall provide repair and maintenance services for the physical
fitness apparatus and equipment (gym equipment) as needed by County departments.
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 who meet or exceed the criteria established in this solicitation will be placed on a
Pre -Qualification List that may be accessed by County departments for the purchase and/or
maintenance and repair of gym 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 valued up to $1 million and a 5% percent
bid preference shall apply to contracts greater than $1 million. A SBE/Micro Business Enterprise
must be certified by the Department of Small Business Development (SBD) 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 Small Business
Development at 305-375-CERT (2378) or access Miami -Dade County - Small Business
Development - Certification Process
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: TWO (2) YEARS:
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, and contingent upon the completion and submittal of all required bid documents.
The contract shall expire on the last day of the last month of the two (2) year contract term.
1 Revised 4-10
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 2
SPECIAL CONDITIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS AND
EQUIPMENT PRE -QUALIFICATION POOL
2.5 OPTION TO RENEW: INTENTIONALLY OMITTED
2.6 METHOD OF AWARD USING PRE -QUALIFICATION AND SUBSEQUENT
SPOTMARKET PROCEDURES:
2.6.1 Award of this contract will be made to all responsive, responsible vendors who meet the
minimum qualifications set forth in this solicitation.
2.6.2 The minimum qualifications for vendors are as follows:
a. Bidders shall provide written evidence of being an authorized
manufacturer/distributor for the manufacturer brands specified in Section 3,
Paragraph 3.2. This evidence must be in the form of a letter from the
manufacturer statingthat the bidder is knowledgeable of the products and items
offered and is authorizing the bidder to distribute, repair, and or service the
specific brands listed.
b. The vendor must provide the pertinent contact information including the contact
name, phone number, fax number, and email address for those parties responsible
for responding to Request for Quotations and communications sent from Miami -
Dade County.
c. The vendor must provide an emergency contact name, phone number, and e-mail
address to respond to communication sent from Miami -Dade County.
2.6. 3 The awarded vendors will comprise a pool of prequalified vendors who will be invited to
participate in spot market purchases, when required by various County departments.
When such requirements are'identified, the prequalified vendors shall be invited to offer a
fixed, delivered price for the specific individual purchase or a specific purchasing period.
The vendor offering the highest percentage discount or the lowest fixed price for the
required item/manufacturer !brand shall be awarded the order for a specific period or
specific purchase. The award of that order to one vendor does not preclude the ability of
the remaining pre -qualified vendors from submitting spot market offers for other specific
purchases.
2.6.4 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 all prequalified vendors whenever possible.
2.6. 5 It shall be the sole prerogative of the County as to the number of vendors who will be
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
2 Revised 4-10
MIAMI-DADE COUNTY BID NO.: 7831-0/13
! SECTION 2
SPECIAL CONDITIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS AND
EQUIPMENT 'PRE -QUALIFICATION POOL
elects to add vendors, the vendors must meet the same minimum qualifications
established for the original competition.
2.7 PRICES/DISCOUNTS SHALL BE FIXED AND FIRM FOR TERM OF CONTRACT:
If the vendor is awarded a contract under this solicitation, the prices/discounts proposed by the
vendor shall remain fixe and firm during the term of contract. However, during the contract term
thevendor may offer the County additionaldiscounts and price rebatesfor selected purchases
2.8 EXAMINATION OF COUNTY FACILITIES AND INSPECTION OF COUNTY
EQUIPMENT RECOMMENDED:
Prior to submitting its offer it is advisable that the vendor visit the sites of the proposed work and
become familiar with any conditions which may in any manner affect the work to be done or
affect the equipment, materials and labor required. The vendor is also advised to examine
carefully the drawings and- specifications and to become thoroughly aware 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 site visitation appointment and for any additional information required regarding
the specifications and requirements of this bid please contact the following Departments liaisons:
Aviation Department representative Carlos Chang at 305-876-7542, Police Department
representative Laura Romano at 305-471-2596 and Fire Department representative Armando
Corbett at 786-331-4241.
Prior to submitting its offer it is advisable that the vendor inspect the equipment and become
familiar with any conditions which may in any manner affect the service to be performed or
affect the equipment, materials and labor required. The vendor is also advised to examine
carefully any drawings and specifications and to become thoroughly informed regarding any and
all conditions and requirements that, may in any manner affect the service to be performed under
the contract. No additional allowances will be made because of lack of knowledge of these
conditions. For an appointment to inspect the equipment, and/or for any additional information
required regarding the specifications and requirements of this solicitation, contact the
Departments representatives listed! above. Vendors are advised that all appointments and
inquiries during the bidding period are subject to the Cone of Silence.
2.9 EQUAL PRODUCT: INTENTIONALLY OMITTED
2.10 LIQUIDATED DAMAGES: INTENTIONALLY OMITTED
3 Revised 4-10
MIAMI-DADE COUNTY
BID NO.: 7831-0/13
SECTION 2
SPECIAL CONDITIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS AND
EQUIPMENT PRE -QUALIFICATION POOL
2.11 INDEMNIFICATION AND INSURANCE (1) - GENERAL SERVICE AND
MAINTENANCE CONTRACT:
Provider shall indemnify and hold harmless the County and its officers, employees, agents and
instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs
of defense, which the County or its; officers, employees, agents or instrumentalities may incur as
a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising
out of, relating to or resulting from the performance of this Agreement by the Provider or its
employees, agents, servants, partners principals or subcontractors. Provider shall pay all claims
and losses in connection therewith and shall investigate and defend all claims, suits or actions of
any kind or nature in the name of the County, where applicable, including appellate proceedings,
and shall pay all costs, judgment's, and attorney's fees which may issue thereon. Provider
expressly understands and agrees that any insurance protection required by this Agreement or
otherwise provided by Provider shall in no way limit the responsibility to indemnify, keep and
save harmless and defend the County or its officers, employees, agents and instrumentalities as
herein provided.
The vendor shall furnish to the ; Vendor Assistance Section, Department of Procurement
Management, Administration Division, 111 NW 1st Street, Suite 1300, Miami, Florida 33128,
Certificate(s) of Insurance which indicate that insurance coverage has been obtained which meets
the requirements as outlined below:
A. Worker's Compensation Insurance for all employees of the vendor as required by
Florida Statute 440. '
B. General Liability Insurance on a comprehensive basis in an amount not less than
$300,000 combined single limit per occurrence for bodily injury and property
damage. Miami -Dade County must be shown as an additional insured with
respect to this coverage.
C. Automobile Liability Insurance covering all owned, non -owned and hired vehicles
used in connection with the work, in an amount not less than $300,000 combined
single limit per occurrence for bodily injury and property damage.
All insurance policies required above shall be issued by companies authorized to do business
under the laws of the State of Florida, with the following qualifications:
The company must be rated no less than `B" as to management, and no less than
"Class V" as to financial strength, by A.M. Best Company, Oldwick, New Jersey,
or its equivalent, subject o the approval of the County Risk Management
Division.
4 Revised 4-10
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 2
SPECIAL CONDITIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS AND
EQUIPMENT PRE -QUALIFICATION POOL
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 Financial Services and
are members of the Florida Guaranty Fund.
Certificates will .indicate no modification or change in insurance shall be made without thirty
(30) days in advance notice to the certificate holder.
NOTE: MIAMI-DADE COUNTY SOLICITATION NUMBER AND TITLE OF
SOLICITATION MUST APPEAR ON EACH CERTIFICATE.
CERTIFICAIh HOLDER MUST READ: MIAMI-DADE COUNTY
111 NW 1' STREET
SUITE, 2340
MIAMI, FL 33128
Compliance with the foregoing requirements shall not relieve the vendor of his liability and
obligation under this section or under any other section of this agreement.
The vendor shall submit a certificate of insurance within ten (10) business days after notification
of recommendation to award. If certificate does not include the coverages outlined in the terms
and conditions of this solicitation, the vendor shall be given an additional five (5) business days
to submit a corrected certificate to the County. Failure of the vendor to provide the required
certificate of insurance within fifteen (15) business days, may result in the vendor being deemed
non -responsible and the issuance of a new award recommendation.
The vendor shall be responsible for assuring that the insurance certificate required in conjunction
with this Section remain in force for the duration of the contractual period; including any and all
option years that may be granted to the vendor in accordance with Section 2, Paragraph 2.5 of
this solicitation. If insurance certificates are scheduled to expire during the contractual period,
the vendor shall be responsible for submitting new or renewed insurance certificates to the
County at a minimum of thirty (30) calendar days in advance of such expiration. In the event that
expired certificates are not replaced with new or renewed certificates which cover the contractual
period, the County shall suspend the contract until such time as the new or renewed certificates
are received by the County in the manner prescribed in the solicitation; provided, however, that
this suspended period does not exceed thirty (30) calendar days. If such suspension exceeds
thirty (30) calendars days, the County may, at its sole discretion, terminate this contract for cause
and seek re -procurement damages from the vendor in accordance with Section 1, Paragraph 1.23
of this solicitation.
5 Revised 4-10
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 2
SPECIAL CONDITIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS AND
EQUIPMENT PRE -QUALIFICATION POOL
2.12 BID GUARANTY: INTENTIONALLY OMITTED
2.13 PERFORMANCE BOND: INTENTIONALLY OMITTED
2.14 CERTIFICATIONS: INTENTIONALLY OMITTED
2.15 METHOD OF PAYMENT:
The vendor(s) shall submit an invoice(s) to the County user department(s) after purchase and or
repair/maintenance has been completed, whether the specific item(s) were picked up by
authorized County personnel or delivered to the site by the vendor. In addition to the general
invoice requirements set forth below, the invoices shall reference the corresponding delivery
ticket number or packing slip number that was signed by an authorized representative of the
County user department at the time the items were delivered and accepted. Submittal of these
periodic invoices shall not exceed thirty (30) calendar days from the delivery of the items.
Under no circumstances shall the invoices be submitted to the County in advance of the delivery
and acceptance of the items.
All invoices shall contain the following basic information:
a. 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
b. County Information:
Miami -Dade County Release Purchase Order or Small Purchase
Order Number
c. Pricing Information:
• Unit price of the goods, services or property provided
Extended total price of the goods, services or property
Applicable discounts
d. Goods or Services Provided per Contract:
6 Revised 4-10
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 2
SPECIAL CONDITIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS AND
EQUIPMENT PRE -QUALIFICATION POOL
• Description
Quantity
e. Delivery Information:
Delivery terms set forth within the Miami -Dade County Release
Purchase Order
Location and date of delivery of goods, services or property
f. Failure to Comply:
Failure to submit invoices in the prescribed manner will delay payment.
2.16 SHIPPING TERMS: F.O.B. DESTINATION:
All vendors shall quote prices based on F.O.B. Destination and shall hold title to the goods until
such time as they are delivered to, and accepted by, an authorized County representative.
2.17 DELIVERY REQUIREMENTS:
The delivery requirements for each specific order will be specified at the time of spot market
quotations.
2.18 BACK ORDER DELAYS IN DELIVERY SHALL NOT BE ALLOWED:
The County shall not allow any late deliveries attributed to product back order situations under
this contract. Accordingly, the vendor is required to deliver all items to the County within the
time specified in the request; and no grace period on account of back order situations shall be
honored, unless written authorization is issued by the user department, and a new delivery date is
mutually established. In the event that the vendor fails to deliver the products within the time
specified, the County reserves the right to cancel the order, seek the items from another vendor,
and charge the incumbent vendor for any re -procurement costs. If the vendor fails to honor these
re -procurement costs, the County may terminate the vendor from the contract for default.
2.19 WARRANTY SHALL BE ONE YEAR FROM DATE OF ACCEPTANCE:
2.19.1 Type of Warranty Coverage Required (minimum one (1) year)
a. In response to quotation requests, the vendor shall provide a copy of its written
warranty certificates with its initial offer, or upon request from the County. Failure to
meet this requirement may result in the offer being rejected. The warranty supplied
7 Revised 4-10
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 2
SPECIAL CONDITIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS AND
EQUIPMENT PRE -QUALIFICATION POOL
by the vendor shall remain in force for the full period identified by the vendor;
regardless of whether the vendor is under contract with the County at the time of
defect. Any payment by the County on behalf of the goods or services received from
the vendor does not constitute a waiver of these warranty provisions. The vendor's
warranty must be for a minimum of one (1) year.
b. In addition to all other warranties that may be supplied by the vendor, the vendor
shall warrant all items and/or service against faulty labor and/or defective material for
a minimum of one (1) year after the date of acceptance of the goods by the County.
This warranty requirement shall remain in force for the full one year period;
regardless of whether the bidder is under contract with the County at the time of
defect. Any payment by the County on behalf of the goods received from the bidder
does not constitute a waiver of these warranty provisions.
2.19.2 Correcting Defects Covered Under Warranty
a. The vendor shall be responsible for promptly correcting any deficiency, at no cost
to the County, within seven (7) calendar days after the County notifies the vendor
of such deficiency in writing. If the vendor fails to correct the deficiency within
the time specified, the County may (a) place the vendor in default of its contract,
and/or (b) procure the products or services from another source and charge the
vendor for any additional costs that are incurred by the County for this services or
items; either through a credit memorandum or through invoicing.
2.20 CONTACT PERSON:
For any additional information regarding the terms and conditions of this solicitation and
resultant contract, please contact: Roma Campbell at (305) 375-3233 or via email at
rcamp@miamidade„goy .
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.
8 Revised 4-10
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 2
SPECIAL CONDITIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS AND
EQUIPMENT PRE -QUALIFICATION POOL
The vendor providing goods or services under this contract shall invoice the contract price and
shall accept as payment thereof the contract price less the 2% UAP as full and complete payment
for the goods and/or services specified on the invoice. The County shall retain the 2% UAP for
use by the County to help defray the cost of the procurement program. Vendor participation in
this invoice reduction portion of the UAP is mandatory.
Joint Purchase
Only those entities that have been approved by the County for participation in the County's Joint
Purchase and Entity Revenue Sharing Agreement are eligible to utilize or receive Miami -Dade
County contract pricing and terms and conditions. The County will provide to 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 1.23 of this contract solicitation and the
resulting contract.
2.22 ACCEPTANCE OF PRODUCT BY THE COUNTY:
The product(s) to be provided hereunder shall be delivered to the County, and maintained if
applicable to the contract, in full compliance with the specifications and requirements set forth in
this contract. If a vendor -provided product is determined to not meet the specifications and
requirements of this contract, either prior to acceptance or upon initial inspection, the item 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 item, or provide a full credit for the returned item.
The vendor shall not assess any additional charge(s) for any conforming action taken by the
County under this clause.
Revised 4-10
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 2
SPECIAL CONDITIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS AND
EQUIPMENT PRE -QUALIFICATION POOL
2.23 ACCIDENT PREVENTION AND BARRICADES:
Precautions shall be exercised at all times for the protection of persons and property. All
vendors performing services under this contract shall conform to all relevant OSHA, State and
County regulations during the course of such effort. Any fines levied by the above mentioned
authorities for failure to comply with these requirements shall be borne solely by the responsible
vendor. Barricades shall be provided by the vendor when work is performed in areas traversed
by persons, or when deemed necessary by the County Project Manager.
2.24 AVAILABILITY OF CONTRACT TO OTHER COUNTY DEPARTMENTS:
Although this Solicitation is specific to several County Departments, it is hereby agreed and
understood that any County department or agency may avail itself of this contract and purchase
any and all items 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 CLEAN-UP:
All unusable materials and debris shall be removed from the premises at the end of each
workday, and disposed of in an appropriate manner. Upon final completion, the vendor shall
thoroughly clean up all areas where work has been involved as mutually agreed with the
associated user department's project manager.
2.26 COMPLIANCE WITH FEDERAL STANDARDS:
All items or services to be purchased under this contract shall be in accordance with all
governmental standards, to include, but not be limited to, those issued by the Occupational
Safety and Health Administration (OSHA), the National Institute of Occupational Safety
Hazards (NIOSH), and the National Fire Protection Association (NFPA).
2.27 DEFICIENCIES IN WORK TO BE CORRECTED BY THE VENDOR:
The vendor shall promptly correct all apparent and latent deficiencies and/or defects in work,
and/or any work that fails to conform to the contract documents regardless of project completion
status. All corrections shall be made within three (3) calendar days after such rejected defects,
deficiencies, and/or non -conformances are verbally reported to the vendor by the County's
project administrator, who may confirm all such verbal reports in writing. The vendor shall bear
all costs of correcting such rejected work. If the vendor fails to correct the work within the
period specified the County may, at its discretion, notify the vendor, in writing, that the vendor is
subject to contractual default provisions if the corrections are not completed to the satisfaction of
10
Revised 4-10
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 2
SPECIAL CONDITIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS AND
EQUIPMENT PRE -QUALIFICATION POOL.
the County within five (5) calendar days of receipt of the notice. If the vendor fails to correct the
work within the period specified in the notice, the County shall place the vendor in default,
obtain the services of another vendor to correct the deficiencies, and charge the incumbent
vendor for these costs; either through a deduction from the final payment owed to the vendor or
through invoicing. If the vendor fails to honor this invoice or credit memo, the County may
terminate the vendor from this contract for default.
2.28 ENVIRONMENTALLY ACCEPTABLE PACKAGING:
Effective June 16, 1992, all contracts in excess of ten thousand ($10,000) dollars will be affected
by Resolution Number R738-92 amending Miami -Dade County Administrative Order 3-2
(relating to the procurement of goods and services).
As a waste management alternative, and as an additional means of reducing the volume and
toxicity of waste and by-products entering Florida's solid waste stream, Miami -Dade County has
instituted the following policy with regard to source reduction.
In order to discourage excessive packaging of a product solely for marketing purposes and to
encourage packaging for purposes of ensuring durability, re -usability and recyclability. No
goods shall be purchased if the goods constitute less than 90 percent (by volume) of the item
being purchased or if the goods contain more than 10 percent package and packing material (by
volume). No packaging shall be purchased which is not environmentally acceptable packaging.
For purposes of meeting the requirements of this resolution, "Environmentally Acceptable" shall
be defined as; any itemthat is returnable for reuse or recycling, or which is recyclable.
In order to insure compliance with this resolution, vendors shall indicate in the space provided on
the Bid/Proposal Submission Form or elsewhere as required by this solicitation, the method to be
used for returning packaging materials to the distributor in conjunction with this solicitation
and/or by completing the General Services Certification of Recycled Product Content Form
indicating the ability of the materials to be recycled through existing recycling collection
programs.
Appeals for waiver of these requirements may be made in writing to the County Manager
through the Director of Procurement Management. No waiver shall be effective unless approved
by a majority vote of the Board of County Commissioners. Offers failing to provide this
information may result in being declared non -responsive; however the vendor shall be given the
opportunity to provide the information during the offer evaluation period. At such time, the
vendor shall be given fifteen (15) calendar days to submit this information.
Vendors wishing to obtain a copy of the complete resolution should contact The Clerk of the
Board at 305-375-5126.
11
Revised 4-10
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 2
SPECIAL CONDITIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS AND
EQUIPMENT PRE -QUALIFICATION POOL
2.29 LABOR, MATERIALS, AND EOUIPMENT SHALL BE SUPPLIED BY THE VENDOR:
Unless otherwise provided in Section 3 (entitled "Technical Specifications"), of this solicitation
the vendor shall furnish all labor, material and equipment necessary for satisfactory contract
performance. When not specifically identified in the technical specifications, such materials and
equipment shall be of a suitable type and grade for the purpose. All material, workmanship, and
equipment shall be subject to the inspection and approval of the County's Project Manager.
2.30 MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS:
The vendor hereby acknowledges and agrees that all materials, except where recycled content is
specifically requested, supplied by the vendor in conjunction with this solicitation and resultant
contract shall be new, warranted for their merchantability, and fit for a particular purpose. In the
event any of the materials supplied to the County by the vendor are found to be defective or do
not conform to specifications: (1) the materials may be returned to the vendor at the vendor's
expense and the contract cancelled or (2) the County may require the vendor to replace the
materials at the vendor's expense.
2.31 OMISSION FROM THE SPECIFICATIONS:
The apparent silence of this specification and any addendum regarding any details or the
omission from the specification of a detailed description concerning any point shall be regarded
as meaning that only the best commercial practices are to prevail, and that only materials and
workmanship of first quality are to be used. All interpretations of this specification shall be
made upon the basis of this agreement.
2.32 PACKING SLIP/DELIVERY TICKET TO ACCOMPANY ITEMS DURING
DELIVERY:
The successful bidder shall enclose a complete packing slip or delivery ticket with any items to
be delivered in conjunction with this bid solicitation. The packing slip shall beattached to the
shipping carton(s) which contain the items and shall be made available to the County's
authorized representative during delivery. The packing slip or delivery ticket shall include, at a
minimum, the following information: purchase order number; date of order; a complete listing of
items being delivered; and back -order quantities and estimated delivery of back -orders if
applicable.
2.33 PURCHASE OF OTHER ITEMS OR SERVICES NOT LISTED WITHIN THIS
SOLICITATION BASED ON PRICE QUOTES:
While the County has listed all major brands, purchases, items, repair and or services within this
solicitation which are utilized by County departments in conjunction with their operations, there
12
Revised 4-10
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 2
SPECIAL CONDITIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS AND
EQUIPMENT PRE -QUALIFICATION POOL
may be similar brands, purchases, items, repairs and or services that must be purchased by the
County during the term of this contract. Under these circumstances, a County representative will
contact the contract vendors to obtain a price quote for the similar items. The County reserves
the right to award these similar items or services to a contract vendor based on the lowest price
quoted, or to acquire the items or services through a separate. solicitation.
2.34 DEMONSTRATION OF EQUIPMENT MAY BE REQUIRED DURING
EVALUATION:
After receipt of offers by the County, the vendors may be required to demonstrate their
specifically offered equipment to cognizant County personnel, at no separate cost. The purpose
of this demonstration is to observe the equipment in an operational environment and to verify its
capability, suitability, and adaptability in conjunction with the performance requirements
stipulated in this solicitation. If a demonstration is required, the County will notify the vendor of
such in writing and will specify the date, time and location of the demonstration. If the vendor
fails to perform the demonstration on the specified date stipulated in the notice, the County may
elect to reject that vendor's offer, or to re -schedule the demonstration, whichever action is
determined to be in the best interests of the County. The County shall be the sole judge of the
acceptability of the equipment in conformance with the 'specifications and its decision shall be
final.
The equipment used for the demonstration shall be the same as the manufacturer's model
identified in the vendor's offer. Accordingly, the equipment used in the demonstration shall
create an express warranty that the actual equipment to be provided by the vendor during the
contract period shall conform to the equipment used in the demonstration. The vendor shall be
required to provide adequate restitution to the County, in the manner prescribed by the County, if
this warranty is violated during the term of the contract.
2.35 LOCAL CERTIFIED SERVICE -DISABLED VETERAN'S BUSINESS PREFERENCE:
In accordance with Section 2-8.5.1 of the Miami -Dade County Code, a Local Certified Service -
Disabled Veteran Business Enterprise (VBE) that submits a bid for a contract shall receive a bid
preference of five percent of the price bid. A VBE is a firm that is a) a local business pursuant to
Section 2.8.5 of the Code of Miami -Dade County and b) prior to proposal submittal is certified
by the State of Florida Department of Management Services as a service -disabled veteran
business enterprise pursuant to Section 295.187 of the Florida Statutes. This preference will only
be used for evaluating and awarding the bids and shall not affect the contract price. In
procurements where Small Business Enterprises (SBE) measures are being applied, a VBE who
is also an SBE shall not receive the veteran's preference provided in this section and shall be
limited to any applicable SBE preferences. At the time of bid or proposal submission, the bidder
must affirm in writing its compliance with the certification requirements of Section 295.187 of
13
Revised 4-10
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 2
SPECIAL CONDITIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS AND
EQUIPMENT PRE -QUALIFICATION POOL
the Florida Statutes and submit this affirmation and a copy of the actual certification along with
the bid or proposal submission.
BALANCE OF PAGE INTENTIONALLY LEFT BLANK
14
Revised 4-10
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 3
TECHNICAL SPECIFICATIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS
AND EQUIPMENT PRE -QUALIFICATION POOL
3.1 SCOPE
The purpose of this solicitation is to establish a contract for the purchase, repair and
maintenance of physical fitness apparatus and equipment (gym equipment) in conjunction
with the needs of Miami -Dade County. The successful bidder(s) shall provide the
required equipment or services for various departments within Miami -Dade County.
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 who meet or exceed the criteria established in this solicitation
will be placed on a Pre -Qualification List that may be accessed by County departments
for the purchase and/or maintenance and repair of gym equipment.
3.2 MANUFACTURERS TO BE PURCHASED, MAINTAINED, OR REPAIRED:
The following list outlines manufacturer's that the County may purchase and utilize
maintenance and repair services during the resultant. This list is an overview of current
equipment but is not limited to these manufacturers exclusively:
AB Core Olympic
Concept 2 Rowers Precor
Cybex Promaxima
EFX Schwinn
Freemotion Star Trac
Gym Source Tactical Fitness
Hampton Tag
Humane TKO
Keiser UCS
Life Fitness Versa climber
Matrix York
MF Athletic TRUE
Nautilus
Olympic
3.3 GENERAL EQUIPMENT PURCHASES, MAINTENANCE, AND REPAIR
SERVICE REQUIREMENTS:
Bidders may be required to furnish and deliver new physical fitness apparatus and
equipment (gym equipment) to various locations throughout Miami -Dade County. In
15
Revised 4-10
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 3
TECHNICAL SPECIFICATIONS
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS
AND EQUIPMENT PRE -QUALIFICATION POOL
addition, the following general requirements outline the maintenance and repair services
that may be requested by the County during the resultant contract.
Bidders awarded under a Request for Quotation (RFQ) may be required to repair and
maintain physical fitness apparatus and equipment (gym equipment) as outlined within
the RFQ issued by the authorized department. Maintenance services shall include safety
checks, cleaning of equipment and parts, lubrication, repairs and reconditioning of all
equipment; inspection of all electrical units, inspection of all cables, pulleys and bushings
on weight training equipment as needed
16
Revised 4-10
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 4
BIT) STIBMTTTAL FORM
Submit Bid To:
CLERK OF THE BOARD
Stephen P. Clark Center
111 NW 1st Street
17`h Floor, Suite 202
Miami, Florida 33128-1983
OPENING: 2:00 P.M.
WEDNESDAY
MAY 25, 2011
PLEASE QUOTE PRICES F.O.B. DESTINATION, FREIGHT ALLOWED, LESS TAXES,
DELIVERED INMIAMI-DADE COUNTY, FLORIDA -
NOTE: Miami -Dade County is exempt from all taxes (Federal, State, Local). Bid price should be less all
taxes. Tax Exemption Certificate furnished upon request.
Issued by: DPM Date Issued: May 6, This Bid Submittal Consists of
Roma Campbell Purchasing Division 2011 ,- Pages 17 through 21
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.
Purchase, Repair and Maintenance of Physical Fitness Apparatus and Equipment
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
805-57
Procurement Contracting Officer 1 Roma Campbell
RETURN ONE ORIGINAL AND TWO COPIES OF BID SUBMITTAL PAGES AND AFFIDAVITS.
FAILURE TO COMPLETE THE CERTIFICATION REGARDING LOCAL PREFERENCE ON
PAGE 21 OF SECTION 4, BID SUBMITTAL FORM SHALL RENDER THE VENDOR
INELIGIBLE FOR LOCAL PREFERENCE
FAILURE TO SIGN PAGE 21 OF SECTION 4, BID SUBMITTAL FORM, WILL RENDER YOUR
BID NON -RESPONSIVE
17
MIAMI-DADE COUNTY
BID SUBMITTAL FOR:
BID NO.: 7831-0/13
PURCHASE, REPAIR, AND MAINTENANCE OF PHYSICAL FITNESS APPARATUS
AND EQUIPMENT PRE -QUALIFICATION POOL
FIRM NAME:
4.1 - CHECKLIST OF PRE -QUALIFICATION REQUIREMENTS:
Requirements
Section
Summarized Requirements
Initial as
completed
Section 2, Paragraph
2.6.2 a.
Section 2, Paragraph
2.6.2 b.
Bidders shall provide written evidence of being an
authorized manufacturer/distributor for the manufacturer
brands specified herein. This evidence must be in the form
of a letter from the manufacturer stating that the bidder is
knowledgeable of the products and items offered and
authorizing the bidder to distribute and or service the
specific brands listed
The vendor must provide the contact number, fax line number,
and email contact person for quotations and communications.
Contact No.:
Fax No.:
Email Address:
Section 2, Paragraph
2.6.2 c.
The vendor shall provide an emergency contact name, phone
number, and email address.
Contact Name:
Contact Phone No.:
Email Address:
Note: All bidders are requested to submit with their bid submission, documents as evidence of
compliance with the minimum qualification requirements; however, Miami -Dade County may,
at its sole discretion, allow the bidder to complete or supplement the qualification requirements
information/documents during the bid evaluation period.
18
MIAMI-DADE COUNTY BID NO.: 7831-0/13
SECTION 4
BID SUBMITTAL FOR:
PURCHASE, REPAIR AND MAINTAIN PHYSICAL FITNESS APPARATUS
AND EQUIPMENT
ACKNOWLEDGEMENT OF ADDENDA
INSTRUCTIONS: COMPLETE PART I OR PART II, WHICHEVER APPLIES
PART I:
LIST BELOW THE DATES OF ISSUE FOR EACH ADDENDUM RECEIVED IN CONNECTION
WITH THIS BID
Addendum #1, Dated
Addendum #2, Dated
Addendum #3, Dated
Addendum #4, Dated
Addendum #5, Dated
Addendum #6, Dated
Addendum #7, Dated
Addendum #8, Dated
PART II:
❑ NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS BID
FIRM NAME:
AUTHORIZED SIGNATURE: DATE:
TITLE OF OFFICER:
19
MIAMI-DADE COUNTY BID NO.: 7831-0/13
BID SUBMITTAL FORM
Bid Title: Purchase, Repair and Maintenance of Physical Fitness Apparatus and Equipment
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 intoa contract with or receiving funding from the County.
❑ Place a check mark here only if bidder has such conviction to disclose to comply with this requirement.
LOCAL PREFERENCE CERTIFICATION: 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.
❑ Place a check mark here only if affirming bidder meets requirements for Local Preference. Failure to
complete this certification at this time (by checking the box above) shall render the vendor ineligible for
Local Preference.
LOCAL CERTIFIED SERVICE -DISABLED VETERAN BUSINESS ENTERPRISE CERTIFICATION: A
Local Certified Service -Disabled Veteran Business Enterprise is a firm that is (a) a local business pursuant to
Section 2-8.5 of the Code of Miami -Dade County and (b) prior to bid submission is certified by the State of Florida
Department of Management Services as a service -disabled veteran business enterprise pursuant to Section 295.187
of the Florida Statutes.
20
MIAMI-DADE COUNTY BID NO.: 7831-0/13
❑ Place a check mark here only if affirming bidder is a Local Certified Service -Disabled Veteran Business
Enterprise. A copy of the certification must be submitted with this proposal.
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
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
Firm Name:
Street Address:
Mailing Address (if different):
Telephone No.
Fax No.
Email Address: I- hIN No. / - / / / / / /
Prompt Payment Terms: % days net days
*"By signing this document the bidder agrees to all Terms and Conditions of this Solicitation and the resulting
Contract" * (Please see paragraph 1.2 H of General Terms and Conditions)
Signature:
(Signature of authorized agent)
Print Name: Title:
THE EXECUTION OF THIS FORM CONSTITUTES THE UNEQUIVOCAL OFFER OF PROPOSER TO
BE BOUND BY THE TERMS OF ITS PROPOSAL. FAILURE TO SIGN THIS SOLICITATION WHERE
INDICATED ABOVE BY AN AUTHORIZED REPRESENTATIVE SHALL RENDER THE PROPOSAL
NON -RESPONSIVE. THE COUNTY MAY, HOWEVER, IN ITS SOLE DISCRETION, ACCEPT ANY
PROPOSAL THAT INCLUDES AN EXECUTED DOCUMENT WHICH UNEQUIVOCALLY BINDS
THE PROPOSER TO THE TERMS OF ITS OFFER.
21
APPENDIX
AFFIDAVITS
FORMAL BIDS
MIAMI-DADE COUNTY
MIAMFL DE
Rif ,
BID NO.: 7831-0/13
Miami -Dade County
Department of Procurement Management
Affirmation of Vendor Affidavits
in accordance with Ordinance 07-143 amending Section 2-8.1 of the Code of Miami -Dade County, effective June 1, 2008,
vendors are required to complete a new Vendor Registration Package, including a Uniform Affidavit Packet (Vendor Affidavits
Form), before being awarded a new contract. The undersigned affirms that the Vendor Affidavits Form submitted with the
Vendor Registration Package is current, complete and accurate for each affidavit listed below.
Federal Employer
Identification Number (FEIN):
1.
3.
4.
5.
Contract No. :
Contract Title:
Affidavits and Legislation/ Governing Body
Miami -Dade County Ownership Disclosure
Sec. 2-8.1 of the County Code
Miami -Dade County Employment Disclosure
County Ordinance No. 90-133, amending Section 2.8-1(d)(2) of
the County Code
Miami -Dade County Employment Drug -free
Workplace Certification
Section 2-8.1.2(b) f the County Code
Miami -Dade County Disability Non -Discrimination
Article 1, Section 2-8.1.5 Resolution R182-00 amending
R-385-95
Miami -Dade County Debarment Disclosure
Section 10.38 of the County Code
Printed Name of Atliant
6.
7.
9.
10.
Miami -Dade County Vendor Obligation to County
Section 2-8.1 of the County Code
Miami -Dade County Code of Business Ethics
Article 1, Section 2-8.1(i) and 2-I l(b)(1) of the County Code through (6)
and (9) of the County Code and County Ordinance No 00-1 amending
Section 2-11.1(c) of the County Code
Miami -Dade County Family Leave
Article V of Chapter 11 of the County Code
Miami -Dade County Living Wage
Section 2-8.9 of the County Code
Miami -Dade County Domestic Leave and Reporting
Article 8. Section 1 IA-60 1 1A-67 of the County Code
Printed Title of Aftiant Signature of Affiant
Name of Firm
Address of Firm
Date
State Zip Code
Notary Public Information
Notary Public - State of County of
Subscribed and sworn to (or affirmed) before me this
by
Type of identification produced
day of, 20
Fle or she is personally known to me E
or has produced Identification ❑
Signature of Notary Public
Print or Stamp of Notary Public
Serial Number
Expiration Date Notary Public Seal
Page 1 of 3
Revised 2/11/11
MIAMI-DADE COUNTY BID NO.: 7831-0/13
FAIR SUBCONTRACTING PRACTICES
(Ordinance 97-35)
In compliance with Miami -Dade County Ordinance 97-35, the Bidder shall submit with the bid proposal a
detailed statement of its policies and procedures (use separate sheet if necessary) for awarding
subcontractors in accordance with Section 1, Paragraph 1.15
❑ NO SUBCONTRACTORS WILL BE UTILIZED FOR THIS CONTRACT
Signature Date
Page 2 of 3
Revised 2/11/11
BID NO.: 7831-0/13
SUBCONTRACTORJSUPPLIER LISTING
(Ordinance 97-104)
Firm Name of Prime Contractor/Respondent:
Bid No.:
Title:
This forms, or a comparable listing meeting the requirements of Ordinance No. 97-104 MUST be completed, signed and submitted by all bidders and respondents
on County contracts for purchases of supplies, materials or services, including professional services which involve expenditures of $100,000 or more, and all
bidders and respondents on County or Public health Trust construction contracts which involve expenditures of $100,000 or more. A bidder or respondent who
is awarded the contract shall not change or substitute first tier subcontractors or direct suppliers or the portions of the contract work to be performed or
materials to be supplied from those identified, except upon written approval of the County.
This form, or a comparable listing meeting the requirements of Ordinance No. 97-104, MUST be completed, signed and submitted even though the bidder or
proposer will not utilize subcontractors or suppliers on the contract. The bidder or proposer should enter the word "NONE" under the appropriate heading of
sub form 100 in those instances where no subcontractors or suppliers will be used on the contract.
Business Name and Address of First Tier
Subcontractor/Subconsultant
Principal Owner
Scope of Work to be Performed by
Subcontractor/Subconsultant
(Principal Owner)
Gender Race
Business Name and Address of Direct
Supplier
Principal Owner
Supplies/Materials/Services to be
Provided by Supplier
(Principa
Gender
Owner)
Race
•• !_._ _._ ____ a_ £L_ �_...._C ... �. I......a�...7rtu fYP Dull
Ot.(•Iir .ta
I certify that the representations contained in this Subcontractor/Sup
Prime Contractor/Respondent's Signature
Print Name
(Duplicate if additional space is needed)
3
Print Title
FORM 100
Date