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HomeMy WebLinkAboutBack-Up DocumentsDocuSign Envelope ID: 64DAEO1 B-D723-4751-80D2-693B51A1 F729 TO:. Arthur Noriega V City Manager CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM �000�sy�ea ey: FROM: Anriieeerez, CPPO, Director Department of Procurement DATE: January 24, 2023 SUBJECT: REFERENCES: ENCLOSURES: Recommendation of Award for Helicopter Maintenance, Repair, and Services Invitation for Bid ("IFB") No. 1596386 RECOMMENDATION: Based on the findings below, the Department of Procurement ("Procurement") hereby recommends award of IFB No. 1596386, to Gardner Aviation Specialist, Inc. dba Precision Aircraft Services ("Precision Aircraft Services"), the sole responsive and responsible Bidder, for the provision of helicopter maintenance, repair, and services, on an as needed basis, for the City of Miami's Police Department ("Police"). The recommended vendor, and contract terms and amount are shown below. IFB No./Title: Contract Amount: Contract Term: Recommended Vendor: BACKGROUND: On October 31, 2022, Procurement on behalf of Police issued IFB No. 1596386, for the provision of helicopter maintenance, repair, and services, under full and open competition. As required by the Procurement Code, the IFB was advertised and issued online. On November 28, 2022, at the bid closing one (1) bid was received. The bid response was evaluated and tabulated following the guidelines published in the IFB. Procurement is recommending award to Precision Aircraft Services the sole responsive and responsible Bidder, per bid specifications. IFB No. 1596386, Helicopter Maintenance, Repair and Services. $201,000.00 annually (approximately $1,206,000.00 for all six (6) years in the aggregate). Initial term for a period of two (2) years with the option to renew for two (2) additional two (2) year periods. Gardner Aviation Specialist, Inc. dba Precision Aircraft Services Consequently, approval of this recommendation to award is requested. Your signature below will indicate approval of this recommendation. Qv{�nuv Novi Approved: ` Arthur Noriega V, City Manager January 26, 2023 1 18:00:11 EST Date: c: Larry Spring, CPA, Assistant City Manager, Chief Financial Officer Manuel A. Morales, Chief of Police Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Department of Procurement PR23040 BID TABULATION IFB NO. 1596386 - HELICOPTER MAINTENANCE, REPAIR AND SERVICES GARDNER AVIATION SPECIALIST INC DBA PRECISION AIRCRAFT SERVICES Line No. Item Description Unit Quantity Item Cost Total Cost - Quantitty X Item Cost 1 Shop Labor Hour Rate Hour 400 $ 125.00 $50,000.00 2 Field Labor Hour Rate Hour 20 $ 125.00 $2,500.00 3 Emergency Service Cali Charge Each 2 $ 4,000.00 $8,000.00 $60,500,00 Approved by: 7r ' / ram)= Police Director , or designee Prepared by: Cristiana Lima Procurement Contracting Officer From: Shawn Harris To: Lima. Cristiane Subject: RE: IFB 1596386, Helicopter Maintenance, Repair And Services. Date: Thursday, December 1, 2022 5:19:40 PM Attachments: imaae002.Dnq image005.pnq CAUTION: This is an email from an external source. Do not click links or open attachments unless you recognize the sender and know the content is safe. Cristiane, Please send us a link and we will be glad to take a look at the bid. Attempts to open the bid via the website isn't working. Shawn Harris; PMP President Cell: (704) 651-9707 Office: (972) 636-9601 Operationsl@avnresources.com CENTERPOINTE AEROSPAC PLEASE NOTE: The information in this e-mail is confidential and may be legally privileged. If you are not the intended recipient, you must not read, use, or disseminate the information; please advise the sender immediately by reply e-mail and please delete this e-mail, its message, and any attachments without retaining a copy. Even though this e-mail and any attachments, is believed to be free of any virus or other defect which may affect any computer system into which it is received and opened, it is the responsibility of the recipient to ensure that it is virus free and no responsibility is accepted by Centerpointe Aerospace, California Helicopter Airways, Inc. or any of its affiliates, for any loss or damage arising in any way from its use. We apologize for any inconvenience caused to you if you have received it through our error. From: Lima, Cristiane <CLima@miamigov.com> Sent: Thursday, December 1, 2022 2:51 PM Subject: IFB 1596386, Helicopter Maintenance, Repair And Services. Importance: High Good Afternoon, The above referenced Invitation to Bid was advertised on October 31, 2022, and closed on November 28, 2022. Due to lack of participation, the City is reaching out to firms who received notification of the solicitation to determine whether barriers existed in your decision not to compete. From: To: Subject: Date: Attachments: Art Apicella Lima, Cristiane Re: IFB 1596386, Helicopter Maintenance, Repair And Services. Friday, December 2, 2022 5:28:54 AM imaae003.pnq CAUTION: This is an email from an external source. Do not click links or open attachments unless you recognize the sender and know the content is safe. Christiane The questions that you are asking about in your email are not the reasons that we did not bid on your contract. Your Contract as I noted in my no response was listed when I placed the no response. This contract was not a contract that we would not enter into due to many terms in your contract bid and I will be happy to speak with you on these matters since there were too many sections in the contract that had items that we would not agree too. We bid on many contracts during the years but this one had too many negatives against the contractor. I wish the City of Miami the best in finding someone to bid on your contract. If you would like to discuss this further please call me and we can discuss them over the phone or we can schedule a meeting in person. Thanks and Take Care. Art On Thu, Dec 1, 2022 at 3:51 PM Lima, Cristiane <CLima@miamigov.com> wrote: Good Afternoon, The above referenced Invitation to Bid was advertised on October 31, 2022, and closed on November 28, 2022. Due to lack of participation, the City is reaching out to firms who received notification of the solicitation to determine whether barriers existed in your decision not to compete. For example: 1 My firm was unable to meet the timeline for proposal due date. 2. My firm did not have enough time to ask the City questions necessary to complete the IFB. 3. Not enough information in the Scope of Services. 4. Not Interested. Your response within 72 hours is very much appreciated. Respectfully, Cris Livua City of Miami Procurement Department 444 SW 2nd Avenue, 6th Floor Miami, FL 33130 W : 305 416-1904S : 305 400-5009 clima@miamigov.com www.miamigov.com/procurement "Serving, Enhancing, and Transforming our Community" The City of Miami is a public entity subject to Chapter 119 of the Florida Statutes concerning public records. E-mail messages are covered under such laws and thus subject to disclosure. All E-mail sent and received are a public record. If you're not already a Vendor, click on or scan the QR Code to register as a new vendor for the City of Miami. Rotortech Services Inc. Art Apicella Operation Manager 1/12/23, 12:42 PM Detail by FEI/EIN Number DIVISION OF CORPORATIONS lr Vr CDp pof A'rrgIN ufrlul Star© of Rofilla w b3it� Department of State / Division of Corporations / Search Records / Search by FEI/EIN Number / Detail by FEI/EIN Number Foreign Profit Corporation GARDNER AVIATION SPECIALIST, INC. Filing Information Document Number F16000002162 FEI/EIN Number 58-2059817 Date Filed 05/12/2016 State GA Status ACTIVE Last Event REINSTATEMENT Event Date Filed 01/06/2023 Principal Address 500 AVIATION WAY, B-5 PEACHTREE CITY, GA 30269 Mailing Address 500 AVIATION WAY, B-5 PEACHTREE CITY, GA 30269 Registered Agent Name & Address RANDOLPH, JOSH 5352 NW 21ST TERRACE FORT LAUDERDALE, FL 33309 Name Changed: 01/06/2023 Address Changed: 01/06/2023 Officer/Director Detail https://search.sunbiz.org/Inquiry/CorporationSearch/Search ResultDetail?inquirytype=FeiNumber&directionType=Initial&searchNameOrder=58205981... 1/2 1/12/23, 12:42 PM Detail by FEI/EIN Number Name & Address Title CFO/Treasurer/Secretary MACINTOSH, KATHLEEN 495 LAKE MIRROR RD, BLDG 800 ATLANTA, GA 30349 Title CEO/President/Director MAST, DAVID B 495 LAKE MIRROR RD, BLDG 800 ATLANTA, GA 30349 Title Director DUFRESNE, DAPHNE 495 LAKE MIRROR ROAD, BLDG 800 ATLANTA, GA 30349 Title Director WHITE, PETER 495 LAKE MIRROR ROAD, BLDG 800 ATLANTA, GA 30349 Annual Reports Report Year Filed Date 2021 01/06/2023 2022 01/06/2023 2023 01/06/2023 Document Images 01/06/2023 -- REINSTATEMENT View image in PDF format 05/12/2016 -- Foreign Profit View image in PDF format Florida Department of State, Division of Corporations https://search.sunbiz.org/Inquiry/CorporationSearch/Search ResultDetail?inquirytype=Fei Number&directionType=1 nitial&searchNameOrder=58205981... 2/2 CdYyciSf ii i Solicitation 15Rq§i86 Solicitation 1596386 Helicopter Maintenance, Repair and Services Solicitation Designation: Public FT' I *%nal ll inns . k i d City of Miami 11/9/2022 1:09 PM 11/30/2022 BidSync p. 1 p. 5 6VA31111 Solicitation 159638686 Solicitation Number Solicitation Title Solicitation Start Date Solicitation End Date Question & Answer End Date Solicitation Contact Contract Duration Contract Renewal Prices Good for Pre -Solicitation Conference Solicitation Comments Solicitation 1596386 Helicopter Maintenance, Repair and Services 1596386 Helicopter Maintenance, Repair and Services Oct 31, 2022 11:48:17 AM EDT Nov 28, 2022 3:00:00 PM EST Nov 14, 2022 3:00:00 PM EST Cristiane Lima 305-416-1904 clima@miamigov.com See Specifications See Specifications See Specifications Nov 9, 2022 11:00:00 AM EST Attendance is optional Location: + 1 786-598-2961, United States, Miami (Toll) Conference ID: 870 773 682# Please see the Bid Document for the meeting link. Refer to Section 2.2. PRE-BID/PRE-PROPOSAL CONFERENCE. THE PURPOSE OF THIS SOLICITATION IS TO ESTABLISH A CONTRACT WITH RESPONSIVE AND RESPONSIBLE BIDDER(S) FOR HELICOPTER MAINTENANCE, REPAIR AND SERVICES, ON AN AS NEEDED BASIS, ACCORDING TO THE NEEDS OF THE CITY OF MIAMI'S ("CITY") POLICE DEPARTMENT ("POLICE"). THIS WORK SHALL BE INCLUSIVE LABOR, MATERIALS, EQUIPMENT, TOOLS, LICENSES, AND/OR PERMITS ANY OTHER COST TO ASSOCIATED WITH THE PROVISION OF HELICOPTERS SERVICE AND OVERHAUL. BID BOND AND PEFORMANCE BOND ARE NOT REQUIRED FOR THIS IFB. FAILURE TO SUBMIT, COMPLETE, AND/OR SIGN THE FOLLOWING DOCUMENTS SHALL RENDER YOUR BID NON -RESPONSIVE. * THE CERTIFICATION STATEMENT; * CERTIFICATIONS SECTION; * FEDERAL AVIATION ADMINISTRATION (FAA) APPROVED REPAIR STATION CERTIFICATE; * FAA INSPECTION AUTHORIZATION (IA) CERTIFICATE FOR THE PRIMARY MECHANIC; * FAA CERTIFIED AIRFRAME AND POWERPLANT (A&P) CERTIFICATE FOR ALL MECHANICS; AND * AUTHORIZED AIRBUS HELICOPTER FACILITY DOCUMENTATION. ALL UPLOADS SHALL BE IN PDF FILE FORMAT, NO OTHER FILE FORMATS WILL BE ACCEPTED BY THE CITY. ATTACHMENT FILES SHALL BE NO MORE THAN 500MB IN SIZE EACH, SHOULD THERE BE A NEED FOR A LARGER SIZE FILE TO BE UPLOADED SPLIT IN MULTIPLE FILES. FOR BIDSYNC TECHNICAL DIFFICULTIES AND/OR ISSUES PLEASE CONTACT BIDSYNC VENDOR 11/9/2022 1:09 PM 11/30/2022 BidSync p. 2 p. 6 cdSNyRtfNalkriti i Solicitation 1513W86 Addendum # 1 Item Quantity Unit Price Delivery Location SUPPORT TOLL -FREE NUMBER AT 800-990-9339, OR SUPPORT.BIDSYNC,COM, OR VIA EMAIL AT SUPPORT@BIDSYNC.COM Item Response Form 1596386--01-01 - Shop Labor Hour Rate 400 hour 156 00 per 11010tAr City of Miami No Location Specified Qty 400 Description Total Price, inclusive of all labor, equipment, tools, and supervision to provide the services specified herein at the Bidder's primary/designated facility. Pursuant to Section 3.1, Specification/Scope of Work. The price is per hour. Estimated quantities for evaluation purposes only. Item Quantity Unit Price Delivery Location 1596386--01-02 - Field Labor Hour Rate 20 hour IL SD - Do p r kou-r City of Miami No Location Specified Qty 20 Description Total Price, inclusive of all labor, equipment, tools, and supervision to provide Field Service Requests, on an as needed basis, within the corporate limits of the City of Miami. Pursuant to Section 3.1, Specification/Scope of Work. The price is per hour. Estimated quantities for evaluation purposes only. Item Quantity Unit Price Delivery Location 1596386-01-03 - Emergency Service Call Charge 2 each q 50 0.00 City of Miami No Location Specified 11/9/2022 1:09 PM 11/30/2022 BidSync p. 3 p. 7 1596386 Solicitation 1596386 Qty 2 Description Fixed Fee to provide emergency response twenty-four (24) hours after being contacted by the City, pursuant to Section 3.l,Specification/Scope of Work, The price is per call. Estimated quantities only. 11/9/2022 1:09 PM 11/30/2022 BidSync p. 4 p. 8 City of Miami 1596386 Tag- of anti ANNIE PEREZ, CPPO ARTHUR NORIEGA V. Director of Procurement City Manager ADDENDUM NO. 1 1FB No. 1596386 November 9, 2022 Invitation For Bid ("1FB") for Helicopter Maintenance, Repair and Services TO: ALL PROSPECTIVE BIDDERS: The following changes, additions, clarifications, and deletions amend the IFB documents of the above captioned IFB and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. The IFB's closing date and time has been changed to Monday, November 28, 2022, at 3:00 P.M. ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME. THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE IFB AND SHALL BE MADE A PART THEREOF. ya C 4. Ca-2. Annie Perez, CPPO, Director/ ief Procurement Officer City of Miami Procurement Department AP:cl cc. Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Department of Procurement This Addendum shall be signed by an authorized representative and dated by the Bidder and submitted as proof of receipt with the submission of the Bid. NAME OF FIRM: PteticiOil v%('S' l`�� SIGNATURE: DATE: Pi /7/ r.OZZ 11 /30/2022 BidSync p. 9 City of Miami 1596386 City of Miami Invitation for Bid (IFB) Department of Procurement Miami Riverside Center 444 SW 2"tlAvenue, 6th Floor Miami, Florida 33'130 Web Site Address: www.miamkgov.comlprocurement IFB Number: 1596386 Title: Invitation for Bid for Helicopter Maintenance, Repair and Services Issue Date/Time: 31-OCT-2022 IFB Closing Date/Time: 25-NOV-2022 @ 3:00 p.m. Pre-Bid/Pre-Proposal Conference: Voluntary Pre-Bid/Pre-Proposal Date/Time: Wednesday, November 9, 2022 @ 11:00 a.m. Pre-Bid/Pre28-Proposal Location: Virtual Via Microsoft Teams Deadline for Request for Clarification: Monday, November 14, 2022 3:00 p.m. Contracting Officer: Lima, Cristiane Contracting Officer E-Mail Address: CLima@miamigov.com Contracting Officer Facsimile: (305)400-5009 11/30/2022 BidSync p. 10 City of Miami 1596386 Certification Statement Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your name: PROPOSER NAME: r',6 I on cora P-1- cau ADDRESS: Soo " l U ti(1-h311. WCLC3, 'Li PeacJi-tvtci4, G 5oa69 PHONE: (n ) qgla ' D iU FAX: rP70 `i % U711 87 EMAIL: m to-0 pas -Svc • C CELL(Optional): SIGNED BY: di' TITLE: f!. knitu lGTyle-- a507a5-1a 1 DATE: 1 I ` 1 LY 24) 22- FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL DISQUALIFY THIS RESPONSE. 11/30/2022 BidSync p. 11 City of Miami 1596386 Certifications Legal Name of Firm: 6)datileArPiy(4hligS2pthdIiS4',-I1Ic dbet PreuSbrl i irrXa. wicps Entity Type: Partnership, Sole Proprietorship, Corporation, etc. CQlo -fib() Year Established: J 1 q! [ I Address, City, State, Zip, Contact Name, Contact Tittle, Phone, Fax, Email: 500 N flail, 8-3 PP NI), saa&? / airu /ur- vP melf46661I'7`7ow6,070 . c svi Federal Employer Identification ("FEINIEIN") Number: - f !7 Office Location: City of Miami, Miami -Dade County, or Other Business Tax Receipt/ Occupational License Number: Cf22-0131104 Business Tax Receipt/ Occupational License Issuing Agency: CH-ti 0P Peachfr,e_e_ Cr'h , Geo t'e Business Tax Receipt/ Occupational License Expiration Date: 2/ I /Z022. Will Subcontractor(s) be used? (Yes or No) No If subcontractor(s) will be utilized, provide their name, address and the portion of the work they will be responsible for under this contract (a copy of their license(s) must be submitted with your bid response). If no subcontractor(s) will be utilized, please insert N/A.: iv/ Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 1/1/22). If no addendum/addenda was/were issued, please insert N/A. qddeMILM /tJO. 1_ I Ii I1 in Reference No. 1: Name of Company/Agency for which Bidder is currently providing the services/goods as described in this solicitation, or has provided such services/goods in the past: OXr PIktpn-f ~ 11/30/2022 BidSync p. 12 City of Miami 1596386 Reference No. 1: Address, City, State, and Zip for above reference company/agency listed: 600 clan Icy In,Lvr; 1,Dyi v\ei 006A, n� Reference No. 1: Name of Contact Person, Telephone Number and Email for above reference no. 1 Dr i) G me') 405% 1/0J5. 5.5• ctrvo. muero oxPlird. joy Reference No. 1: Date of Contract or Sale for above reference no. 1 /%1Q3 /$; 2022 Reference No. 2: Name of Company/Agency for which Bidder is currently providing the services/goods as described in this solicitation, or has provided such services/goods in the past: Leon CorLnfrj 1�1-i {'� A.epf Reference No. 2: Address, City, State, and Zip for above reference company/agency listed: 3c27q eapJ7Lial Cikae,t Tallahgssee FL 3a31 Reference No. 2: Name of Contact Person, Telephone Number and Email for above reference no. 2 gat Can f tIr = g50• (ob •3?3a, leoncour j. 0✓ Reference No. 2: Date of Contract or Sale for above reference no. 2 June. 30, u z— Reference No. 3: Name of Company/Agency for which Bidder is currently providing the services/goods as described in this solicitation, or has provided such services/goods in the past: fevs I-111a- o,i (bci1a,c)1") e Reference No. 3: Address, City, State, and Zip for above reference company/agency listed: 5-15 tSpihtI 0h.ve, Wt.-111m19 ar AL 810o?Q. Reference No. 3: Name of Contact Person, Telephone Number and Email for above reference no. 3 JA!'?'t $mi s -- 905.63S• 6 05 �Ismr�'f�C�h n sav,`a-inn. u,rH Reference No. 3: Date of Contract or Sale for above reference no. 3 Dec J) bv, 031 20 I Is the Federal Aviation Administration (FAA) approved Repair Station Certificate included with your submissionOR NO? No bids will be considered without the FAA approved Repair Station Certificate. 93sR cr Is the FAA Inspection Authorization (LA) Certificate for the primary mechanic included with your submission? 'EOR NO? No bids will be considered without the FAA Inspection Authorization Certificate. 11/30/2022 BidSync p. 13 City of Miami 1596386 Is the FAA Certified Airframe and Powerplant (A&P) Certificate for all mechanics included with your submission? OR NO? No bids will be considered without the mechanics' FAA Certified Airframe and Pow plant (A&P) Certificate. Is the proof of Airbus Helicopter authorized Facility included with your submission? S R NO? No bids will be considered without the Authorized Airbus Helicopter Facility documentation. 11/30/2022 BidSync p. 14 City of Miami 159638 UNITED STATES OF AMERICA DEPARTMENT OF TRANSPORTATION FEDERAL AVIATION ADMINISTRATION fir ticnrp Ccrttttcate ef/ecarLl. G3SR222J Gardner Aviation Specialist, Inc. d/b/a Precision Aircraft Services eesr,//d e, ir,/,414e,e4d, extaterid, rd- 500 Aviation Way, B-4 ��,,// Peachtree City, Georgia 30269 gee -lb, uii l� t�lazz fi aVe- -a ;thib Ca l lrL a ' c red' eadi Ge per re ire tci, e/de Ye ia4e, � r a eici.e6v Goa eflee arlerbe ezee, d L a errr .rimed a� ' e are, Ve/24-` el Repair Station Limited Accessory (07/17/2012) Limited Airframe (12/12/1995) Limited Emergency Equipment (07/1.7/2012) Limited Instrument (10/10/2018) Limited Powerplant (04/16/2007) Limited Radio (10/l0/2018) glea- :Ll cetre e-eze, Gil. June 17, 1993 a.?ded d careeelee J-tl-c gerelee al). /ecePi e. indefinitely. 7 r Jc�br, n a.e `K3 iiccisreraato>t Thoithis J. Vidamour Manager, ATL-1?SDO-I l �I}I tri tltilMEC lfi 3tOt Triifn$trtf[l1IS, AND ANY MAJOR CHANGE IN THE BASIC FACILITIES, OR IN THE LOCATION THEREOF, SHALL BE IMMEDIATELY REPORTED TO THE APPROPRIATE REGIONAL OFFICE OF THE FEDERAL AVIATION ADMINISTRATION Any afterntion of tlris certificate is punishable by rr fine of riot exceeding $1,000, or imprisonment not exceeding 3 yeas, or both FAA Form 8000-40-A7) SUPERSEDES FAA FORM 390, Electronic Penns (PDF) p. 15 City of Mia 1596386 IACRA •1. / ...noon sof 61 NORA Aiekilion Kan April 01. 202! HOWARD 1.F:141411.1. 1151 BROOKRIDGE 1.100ANSVILLF GA 30,.10 Door 11.05VARD ROO 20201 IRtenn;kip 01111,14,04 Rio FAA haa.rx.rioo-cd yam losliOniion Authorization (IA} rm Iwo-ye:or I111io5P1..lor0IIt 1 -7.0111 51111 1.1 CFR 1,4111., antlorxenietn.IFAMtispectorfaalNy 140Iulk,0iI .1101110rc d,4,9 normally R1ilc4i3 1.111441-1,0ri00 F.V.A-Forr-a7,1 1 !! , elTool you fiats':11 pi mirilica fitiCtini, 14 CFR t.ualz..40,1i,k4,44.004au I of tlie 1111,1 you. AN1) COrnplenoil 01. _04040111,0 live5114eirai osdiiriol11rset year ol'IlidAqiiii'OndOrcir rntroribcd la CFR 6.5 93. Von no, ropirrn1 to keep 11151 leiie, 5111, your FAA Form d:110-5 !Aida exercising 11111 Nix Rego nod Ilitti.12ikili_s ann. losnnaiiini Authorization or until FAA Form i 0.5 is endorsed And dined as prescribed ,n $.1 CFR .n5 VS AddRionally, yoor RA A Fm0 0310.5 mid this lover must he wail:tic cur inspeolion 00101111504115. 14 CFR 05 95 Yet Will be requirod to nrentiii dm loiter and your FAA 54,111411121)0 your II04Ir,1114111415111 Mardi 2112.I. 11 you 11111,0 any (114,451i0115, .coninin Inspoinor'Sdiny Technician VINCL.NT rNGListi ai the $011 SinnOnNis Maurer Onion or INgIn Sixodnrds Inierontinoal Field Office Callan iniononiion fix Iiisorlards Disirici 0111ons rimy lot 151,115 by kisiiin,r, linps!r/ivinin rna.rrox.faboosrotilee_nrgrlie/doaleen'asilo, Sincerely. x 1/40.11. : xi-. VI504:1;Ni L ENGLISH • . h.kj. foy Insperaor! Moms Sulely UNfTED DEPARTMENT OF 144ANSPORTATIO N FEDERAL AVIATION ADMINISTRATION INSPECTION AUTHORIZATION This certifies that Howard L. Hill holder of Mechanic Certificate No. has been authorized to exercise the privileges of Federal Aviation Regulation 65.95. This authority expires March 31, _9n21 unless sooner revoked by the Administrator of the Federal Aviation this card. Administration or extended by endorsement on the reverse of DATE ISSUED 03/25 201 • ,EAA.F.DR61:•84510r$44.441,-.,AtieS.En ""' nor ink' 11/30/2022 BidSync p. 16 City of Miami 1596386 UNITED STATES -OF AMERICA xi D ARTAir:NI OF TRA!+SPOR TA11644 ,FED R.L 6.116TICP; spNiwSLRATRF: NAME HOWARD LEN ME ADDRESS - 535 WEATFf£#SPOON LN SUTTHFit!. lC27577-660 3I7 NATIONALITY USA Na D.O.B. 27 OCT 1962 ,.- a HAS BEEm FOUND TOME PR SEX HEIGHT WEIGHT HAIR EYES 111 SX 170 BROWN BROWN Y yFLNfIF'ED TO E](E§t_ 0. -GE PRIYR crsc OF i Ex :378t539 ° I _ 16:JA 1 2015 • NAYARIT LENHLLL 1ECI441IC AIRFNARE; PON RPSANT Yi S7GNATHRE OF HOLDER XII RATINGS XIR LIAIITA11 G 11/30/2022 BidSync p. 17 City of Miami -1596386 UNITED STATES -OF AMERICA xi DEPARTMENT OF TRANSPORTATION ..1.941ERAL AVIATION AOMwSTHATION N NAME Y I- DANIEL LYNN llwf 117 4I: VADDRESS.- 7S SLATE DR DALLAS BA 301 2-9440 4116. VI NATIONALITY USA SElf HEIGHT WEIGHT NAIR EYES Na D_O.B- 18 SEP 1917 - - N - 71 - :200 BROWN GREEN !X HAS BEEN FOUND TO BE PRON®iLY @1ALIF® TO EC R99. T' i a CF 41EcH1f� } ! q ATE t}U T� 3392683 i 11 I OA 8 FEB 2015 1 i es) OMB_ LY/IN WHITE trr RATINGS AIIERA► ; P01YE vP ANT VI SIGNATURE OF HOLDER 11/30/2022 BidSync p. 18 coco 0)Lo Certiflcate of Designation This is to Certify that PRECISION AVIATION SERVICES !s Hereby Recognized as an Airbus Helicopters' Premium Service Center for H 120,AS350. 125, EC 1301H 130, AS355, H 135/EC 135, K117, EC145/H145, AS365 ecember 17, 2024 Expiration Date SC202112 Certificate No. Jim Seiner Service Center Network Manager O 0 City of Miami 1596386 McGriff Certificate of Insurance Certificate No. 129300 Rev. Date: 5/12/2022 This is to certify that the policy(ies) of insurance as described below have been issued to the Insured for whom this Certificate is executed and is/are in force at this time. This Certificate is issued for information only and confers no rights upon the holder. This Certificate neither affirmatively nor negatively amends, extends or alters the coverage afforded by such policy(ies) or binder(s) stated herein. This certificate cancels and supersedes all previously issued certificates. Certificate Holder: City of Miami c/o Procurement Department 444 SW 2nd Avenue, 6th Floor Miami, FL 33130 BID # (IFB) 601382 Named Insured: PAG Holding Corporation 495 Lake Mirror Road, Bldg 800 Atlanta, GA 30349 Policy Type: Aviation General Liability Policy Policy Period: May 14, 2022 to May 14, 2023 both days at 12:01am Local Standard Time at the address of the Named Insured shown above Insurer(s): Company Policy No(s). 1000189315-02 Starr Indemnity & Liability Company through Starr Aviation and following markets as on file. Premises Covered: All premises necessary and incidental to the aviation operations of the Named Insured. Commercial General Liability Each Occurrence Damage to Premises Rented to You Medical Expense Limit Personal & Advertising Injury Aggregate Limit General Aggregate Limit Products -Completed Operations Hangarkeepers Liability Each Aircraft Each Occurrence Coverage & Limits Coverage Limit $25,000,000 $1,000,000 any one fire $25,000 any one person $25,000,000 Aggregate Limit N/A $25,000,000 Aggregate Limit Coverage Limit $25,000,000 $25,000,000 Certificate Provisions 3535 Factoria Blvd SE, Suite 510, Bellevue, WA 98006 Pg. 1 of 2 Phone: (206) 232-9870 - Fax: (206) 232-9515 11/30/2022 BidSync p. 20 City of Miami 1596386 Full Named Insured GenNx360 Capital Partners II, LP; GoldPoint Partners Co -Investment VI, LP; GoldPoint Mezzanine Partners IV LP; Teachers Insurance and Annuity Association of America; Madison Capital Funding Co -Investment Fund L.P; GenNx/PAG Holdings LLC; GenNxIPAG Intermediate Co, Inc., GenNxJPAG Acquisitions, Inc.; PAG Holding Corp; and: • Precision Heliparts, Inc. "PHP", dba Mach 2 Aviation dba Aircraft Parts Group • Precision Aviation Group, Inc., "PAL" dba Precision Accessories & Instruments dba Precession Aircraft Services dba Precision Avionics & instruments; • PHP Canada, Inc. former "PHPCA'', Precision Heliparts Canada ULC "PHPCA" dba PHP Canada; • PAl Canada, Inc; Precision Accessories & Instruments Canada ULC dba PAI Canada; • Aeronautical Technology, Inc. dba Aero Technology, Inc. dba Precision Aero Technology; • Precision Aviation Group (AU Pty Ltd) "PAU" dba Precision Heliparts Australia dba Precision Accessories & Instruments Australia; • Aviation Controls, Inc.; • Precision Aviation Group Singapore Pte. Ltd.; • Precision Heliparts Singapore Pte. Ltd. dba PAG Singapore; • Momentum FPD Services Corporation (CA); • World Aviation Corp. (Ontario Corp); • Aero Component Support Inc. (Ontario Corp); • Efix Servicos Aeronauticos Ltda. • Gardner Aviation Specialist, Inc., "PAS" dba Gardner Aviation Services dba Precision Aviation Services dba Precision Aircraft Services; • Trace Aviation, Inc., Mike Pigott and Cheryl Pigott • Keystone Turbine Services, LLC, excluding any aircraft product manufactured, sold, supplied, repaired or handled prior to May 14, 2021 and any past production with products and/or work with respect to Northstar and Keystone/Sikorsky • Velocity Aerospace Group, Inc. and their subsidiary or affiliate companies. Subsidiary and affiliate companies means any company or entity of which 50% of the stock is owned by the applicant. As respects E.M.C. Aerospace, Inc. coverage under this policy shall only apply to occurences on or after June 10, 2015 arising out of products or services sold on or after June 10, 2015. Including: • Any entity that a Named Insured owns a majority interest in or any other entity that a Named Insured owns an interest in and is responsible for obtaining property/casualty and/or aviation insurance; • All other Companies, Corporations, Divisions and other business entities now or hereafter owned, operated or controlled by the aforementioned; and including executives, officers, directors, employees, stockholders, agents, sole proprietors and partners while acting within the scope of their duties as such. Additional Insured SECTION II - WHO IS AN INSURED is amended to include as an additional Insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or"personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: A. In the performance of your ongoing operations; or B. In connection with your premises owned by or rented to you. As respects the above additional insured: 1. this insurance does not apply to any claim or liability arising out of the use of any aircraft product manufactured, sold, handled, or distributed by the above additional insured. 1 this insurance does not apply to the design, manufacture, repair, sale, or servicing of aircraft by the above additional insured. 3. this insurance does not apply to structural alterations, new construction and demolition operations performed by or for that person or organization. Primary With the respect to the Certificate Holder, all coverages shall be primary and non-contributory with respect to any other insurance policies held by the Certificate Holder. Notice of Cancellation In the event the policy is cancelled by the Carrier, thirty (30) days notice (except 10 days if for non-payment of premium, and 7 days or such shorter period with respect to War) will be sent to the Certificate Holder. rizedI� r ntati� Authd ep e 3535 Factoria Blvd SE, Suite 510, Bellevue, WA 98006 Pg. 2 of 2 Phone: (206) 232-9870 - Fax: (206) 232-9515 11/30/2022 BidSync p. 21 City of Miami 1596386 A IMPORTANT NOTICE TO BIDDERS: • BID BOND AND PEFORMANCE BOND ARE NOT REQUIRED FOR THIS SOLICITATION. • FAILURE TO SUBMIT, COMPLETE, AND/OR SIGN THE FOLLOWING DOCUMENTS SHALL RENDER YOUR BID NON -RESPONSIVE. 1. THE CERTIFICATION STATEMENT; 2. CERTIFICATIONS SECTION; v‹ FEDERAL AVIATION ADMINISTRATION ("FAA") APPROVED REPAIR STATION CERTIFICATE; LAC -FAA INSPECTION AUTHORIZATION ("IA") CERTIFICATE FOR THE PRIMARY MECHANIC; FAA CERTIFIED AIRFRAME AND POWERPLANT (A&P) CERTIFICATE FOR ALL MECHANICS; AND Lie AUTHORIZED AIRBUS HELICOPTER FACILITY DOCUMENTATION. • ALL UPLOADS SHALL BE IN PDF FILE FORMAT, NO OTHER FILE FORMATS WILL BE ACCEPTED BY THE CITY OF MIAMI. • ATTACHMENT FILES SHALL BE NO MORE THAN 500MB IN SIZE EACH, SHOULD THERE BE A NEED FOR A LARGER SIZE FILE TO BE UPLOADED SPLIT IN MULTIPLE FILES. • FOR BIDSYNC TECHNICAL DIFFICULTIES AND/OR ISSUES PLEASE CONTACT BIDSYNC VENDOR SUPPORT TOLL -FREE NUMBER AT 800-990-9339, OR SUPPORT.BIDSYNC.COM, OR VIA EMAIL AT SUPPORT@BIDSYNC.COM. 11/30/2022 BidSync p. 22 City of Miami Solicitation 1596386 Solicitation 1596386 Helicopter Maintenance, Repair and Services Solicitation Designation: Public City of Miami 11/9/2022 1:07 PM p. 1 City of Miami Solicitation 1596386 Solicitation Number Solicitation Title Solicitation Start Date Solicitation End Date Question &Answer End Date Solicitation Contact Contract Duration Contract Renewal Prices Good for Pre -Solicitation Conference Solicitation Comments Solicitation 1596386 Helicopter Maintenance, Repair and Services 1596386 Helicopter Maintenance, Repair and Services Oct 31, 202211:48:17 AM EDT Nov 28, 2022 3:00:00 PM EST Nov 14, 2022 3:00:00 PM EST Cristiane Lima 305-416-1904 clima@miamigov.com See Specifications See Specifications See Specifications Nov 9, 202211:00:00 AM EST Attendance is optional Location: + 1 786-598-2961, United States, Miami (Toll) Conference ID: 870 773 682# Please see the Bid Document for the meeting link. Refer to Section 2.2. PRE-BID/PRE-PROPOSAL CONFERENCE. THE PURPOSE OF THIS SOLICITATION IS TO ESTABLISH A CONTRACT WITH RESPONSIVE AND RESPONSIBLE BIDDER(S) FOR HELICOPTER MAINTENANCE, REPAIR AND SERVICES, ON AN AS NEEDED BASIS, ACCORDING TO THE NEEDS OF THE CITY OF MIAMI'S ("CITY") POLICE DEPARTMENT ("POLICE"). THIS WORK SHALL BE INCLUSIVE LABOR, MATERIALS, EQUIPMENT, TOOLS, LICENSES, AND/OR PERMITS ANY OTHER COST TO ASSOCIATED WITH THE PROVISION OF HELICOPTERS SERVICE AND OVERHAUL. BID BOND AND PEFORMANCE BOND ARE NOT REQUIRED FOR THIS IFB. FAILURE TO SUBMIT, COMPLETE, AND/OR SIGN THE FOLLOWING DOCUMENTS SHALL RENDER YOUR BID NON -RESPONSIVE. * THE CERTIFICATION STATEMENT; * CERTIFICATIONS SECTION; * FEDERAL AVIATION ADMINISTRATION (FAA) APPROVED REPAIR STATION CERTIFICATE; * FAA INSPECTION AUTHORIZATION (IA) CERTIFICATE FOR THE PRIMARY MECHANIC; * FAA CERTIFIED AIRFRAME AND POWERPLANT (A&P) CERTIFICATE FOR ALL MECHANICS; AND "AUTHORIZED AIRBUS HELICOPTER FACILITY DOCUMENTATION. ALL UPLOADS SHALL BE IN PDF FILE FORMAT, NO OTHER FILE FORMATS WILL BE ACCEPTED BY THE CITY. ATTACHMENT FILES SHALL BE NO MORE THAN 500MB IN SIZE EACH, SHOULD THERE BE A NEED FOR A LARGER SIZE FILE TO BE UPLOADED SPLIT IN MULTIPLE FILES. FOR BIDSYNC TECHNICAL DIFFICULTIES AND/OR ISSUES PLEASE CONTACT BIDSYNC VENDOR 11/9/2022 1:07 PM p. 2 City of Miami Solicitation 1596386 SUPPORT TOLL -FREE NUMBER AT 800-990-9339, OR SUPPORT.BIDSYNC.COM, OR VIA EMAIL AT SUPPORT@BIDSYNC.COM Addendum # 1 New Documents Addendum No 1.pdf Previous End Date Nov 25, 2022 3:00:00 PM EST New End Date Nov 28, 2022 3:00:00 PM EST Item Quantity Unit Price Delivery Location Item Response Form 1596386--01-01 - Shop Labor Hour Rate 400 hour City of Miami No Location Specified Qty 400 Description Total Price, inclusive of all labor, equipment, tools, and supervision to provide the services specified herein at the Bidder's primary/designated facility. Pursuant to Section 3.1, Specification/Scope of Work. The price is per hour. Estimated quantities for evaluation purposes only. Item Quantity Unit Price Delivery Location 1596386--01-02 - Field Labor Hour Rate 20 hour City of Miami No Location Specified Qty 20 Description Total Price, inclusive of all labor, equipment, tools, and supervision to provide Field Service Requests, on an as needed basis, within the corporate limits of the City of Miami. Pursuant to Section 3.1, Specification/Scope of Work. The price is per hour. Estimated quantities for evaluation purposes only. Item 1596386--01-03 - Emergency Service CaII Charge Quantity 2 each Unit Price Delivery Location City of Miami No Location Specified 11/9/2022 1:07 PM p. 3 City of Miami Solicitation 1596386 Qty 2 Description Fixed Fee to provide emergency response twenty-four (24) hours after being contacted by the City, pursuant to Section 3.1,Specification/Scope of Work. The price is per call. Estimated quantities only. 11/9/2022 1:07 PM p. 4 City of Miami Solicitation 1596386 Tau of gtETimi ANNIE PEREZ, CPPO ARTHUR NORIEGA V. Director of Procurement ADDENDUM NO. 1 City Manager IFB No. 1596386 November 9, 2022 Invitation For Bid ("IFB") for Helicopter Maintenance, Repair and Services TO: ALL PROSPECTIVE BIDDERS: The following changes, additions, clarifications, and deletions amend the IFB documents of the above captioned IFB and shall become an integral part of the Contract Documents. Deletions of contract language will be specified herein. Bold words and/or figures shall be added. The remaining provisions are now in effect and remain unchanged. Please note the contents herein and reflect same on the documents you have on hand. The IFB's closing date and time has been changed to Monday, November 28, 2022, at 3:00 P.M. ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME. THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE IFB AND SHALL BE MADE A PART THEREOF. 9a. 4. a-eda/L6v-i.X62 Annie Perez, CPPO, Director/el-lief Procurement Officer City of Miami Procurement Department AP:cl cc. Yadissa A. Calderon, CPPB, NIGP-CPP, Assistant Director, Department of Procurement This Addendum shall be signed by an authorized representative and dated by the Bidder and submitted as proof of receipt with the submission of the Bid. NAME OF FIRM: DATE: SIGNATURE: 11/9/2022 1:07 PM P. 5 City of Miami Solicitation 1596386 City of Miami Invitation for Bid (IFB) Department of Procurement Miami Riverside Center 444 SW 2"d Avenue, 6th Floor Miami, Florida 33130 Web Site Address: www.miamigov.com/procurement IFB Number: 1596386 Title: Invitation for Bid for Helicopter Maintenance, Repair and Services Issue Date/Time: 31-OCT-2022 IFB Closing Date/Time: 25-NOV-2022 @ 3:00 p.m. Pre-Bid/Pre-Proposal Conference: Voluntary Pre-Bid/Pre-Proposal Date/Time: Wednesday, November 9, 2022 @ 11:00 a.m. Pre-Bid/Pre28-Proposal Location: Virtual Via Microsoft Teams Deadline for Request for Clarification: Monday, November 14, 2022 @ 3:00 p.m. Contracting Officer: Lima, Cristiane Contracting Officer E-Mail Address: CLima@miamigov.com Contracting Officer Facsimile: (305)400-5009 11/9/2022 1:07 PM p. 6 City of Miami Solicitation 1596386 Certification Statement Please quote on this form, if applicable, net prices for the item(s) listed. Return signed original and retain a copy for your files. Prices should include all costs, including transportation to destination. The City reserves the right to accept or reject all or any part of this submission. Prices should be firm for a minimum of 180 days following the time set for closing of the submissions. In the event of errors in extension of totals, the unit prices shall govern in determining the quoted prices. We (I) certify that we have read your solicitation, completed the necessary documents, and propose to furnish and deliver, F.O.B. DESTINATION, the items or services specified herein. The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel have been convicted of any of the violations, or debarred or suspended as set in section 18-107 or Ordinance No. 12271. All exceptions to this submission have been documented in the section below (refer to paragraph and section). EXCEPTIONS: We (I) certify that any and all information contained in this submission is true; and we (I) further certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a submission for the same materials, supplies, equipment, or service, and is in all respects fair and without collusion or fraud. We (I) agree to abide by all terms and conditions of this solicitation and certify that I am authorized to sign this submission for the submitter. Please print the following and sign your name: PROPOSER NAME: ADDRESS: PHONE: FAX: EMAIL: CELL(Optional): SIGNED BY: TITLE: DATE: FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM SHALL DISQUALIFY THIS RESPONSE. 11/9/2022 1:07 PM p. 7 City of Miami Certifications Solicitation 1596386 Legal Name of Firm: Entity Type: Partnership, Sole Proprietorship, Corporation, etc. Year Established: Address, City, State, Zip, Contact Name, Contact Tittle, Phone, Fax, Email: Federal Employer Identification ("FEIN/EIN") Number: Office Location: City of Miami, Miami -Dade County, or Other Business Tax Receipt/ Occupational License Number: Business Tax Receipt/ Occupational License Issuing Agency: Business Tax Receipt/ Occupational License Expiration Date: Will Subcontractor(s) be used? (Yes or No) If subcontractor(s) will be utilized, provide their name, address and the portion of the work they will be responsible for under this contract (a copy of their license(s) must be submitted with your bid response). If no subcontractor(s) will be utilized, please insert N/A.: Please list and acknowledge all addendum/addenda received. List the addendum/addenda number and date of receipt (i.e. Addendum No. 1, 1/1/22). If no addendum/addenda was/were issued, please insert N/A. Reference No. 1: Name of Company/Agency for which Bidder is currently providing the services/goods as described in this solicitation, or has provided such services/goods in the past: 11/9/2022 1:07 PM p. 8 City of Miami Solicitation 1596386 Reference No. 1: Address, City, State, and Zip for above reference company/agency listed: Reference No. 1: Name of Contact Person, Telephone Number and Email for above reference no. 1 Reference No. 1: Date of Contract or Sale for above reference no. 1 Reference No. 2: Name of Company/Agency for which Bidder is currently providing the services/goods as described in this solicitation, or has provided such services/goods in the past: Reference No. 2: Address, City, State, and Zip for above reference company/agency listed: Reference No. 2: Name of Contact Person, Telephone Number and Email for above reference no. 2 Reference No. 2: Date of Contract or Sale for above reference no. 2 Reference No. 3: Name of Company/Agency for which Bidder is currently providing the services/goods as described in this solicitation, or has provided such services/goods in the past: Reference No. 3: Address, City, State, and Zip for above reference company/agency listed: Reference No. 3: Name of Contact Person, Telephone Number and Email for above reference no. 3 Reference No. 3: Date of Contract or Sale for above reference no. 3 Is the Federal Aviation Administration (FAA) approved Repair Station Certificate included with your submission? YES OR NO? No bids will be considered without the FAA approved Repair Station Certificate. Is the FAA Inspection Authorization (IA) Certificate for the primary mechanic included with your submission? YES OR NO? No bids will be considered without the FAA Inspection Authorization Certificate. 11/9/2022 1:07 PM p. 9 City of Miami Solicitation 1596386 Is the FAA Certified Airframe and Powerplant (A&P) Certificate for all mechanics included with your submission? YES OR NO? No bids will be considered without the mechanics' FAA Certified Airframe and Powerplant (A&P) Certificate. Is the proof of Airbus Helicopter authorized Facility included with your submission? YES OR NO? No bids will be considered without the Authorized Airbus Helicopter Facility documentation. 11/9/2022 1:07 PM p. 10 City of Miami Solicitation 1596386 • IMPORTANT NOTICE TO BIDDERS: • BID BOND AND PEFORMANCE BOND ARE NOT REQUIRED FOR THIS SOLICITATION. • FAILURE TO SUBMIT, COMPLETE, AND/OR SIGN THE FOLLOWING DOCUMENTS SHALL RENDER YOUR BID NON -RESPONSIVE. 1. THE CERTIFICATION STATEMENT; 2. CERTIFICATIONS SECTION; 3. FEDERAL AVIATION ADMINISTRATION ("FAA") APPROVED REPAIR STATION CERTIFICATE; 4. FAA INSPECTION AUTHORIZATION ("IA") CERTIFICATE FOR THE PRIMARY MECHANIC; 5. FAA CERTIFIED AIRFRAME AND POWERPLANT (A&P) CERTIFICATE FOR ALL MECHANICS; AND 6. AUTHORIZED AIRBUS HELICOPTER FACILITY DOCUMENTATION. • ALL UPLOADS SHALL BE IN PDF FILE FORMAT, NO OTHER FILE FORMATS WILL BE ACCEPTED BY THE CITY OF MIAMI. • ATTACHMENT FILES SHALL BE NO MORE THAN 500MB IN SIZE EACH, SHOULD THERE BE A NEED FOR A LARGER SIZE FILE TO BE UPLOADED SPLIT IN MULTIPLE FILES. • FOR BIDSYNC TECHNICAL DIFFICULTIES AND/OR ISSUES PLEASE CONTACT BIDSYNC VENDOR SUPPORT TOLL -FREE NUMBER AT 800-990-9339, OR SUPPORT.BIDSYNC.COM, OR VIA EMAIL AT SUPPORT@BIDSYNC.COM. 11/9/2022 1:07 PM p. 11 City of Miami Solicitation 1596386 Table of Contents Terms and Conditions 1. General Conditions 1.1. GENERAL TERMS AND CONDITIONS 2. Special Conditions 2.1. PURPOSE 2.2. PRE -BID CONFERENCE 2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION 2.4. BIDDER'S MINIMUM QUALIFICATIONS 2.5. REFERENCES 2.6. SUBCONTRACTORS OF WORK SHALL BE IDENTIFIED 2.7. INSURANCE REQUIREMENTS 2.8. TERM OF CONTRACT 2.9. METHOD OF AWARD 2.10. SUBMISSION REQUIREMENTS 2.11. CURES 2.12. TIE BIDS 2.13. CONDITIONS FOR RENEWAL 2.14. NON -APPROPRIATION OF FUNDS 2.15. EQUITABLE ADJUSTMENT 2.16. PROJECT MANAGER 2.17. RESPONSE TIME 2.18. DELAYS 2.19. LIQUIDATED DAMAGES 2.20. COMPLETED WORK 2.21. HOURLY RATE 2.22. OVERTIME 2.23. REPAIR SERVICES 2.24. SHIPPING COSTS 2.25. MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS 2.26. WARRANTY. FITNESS FOR PURPOSE 2.27. WARRANTY REPAIR WORK 2.28. PARTS AT PASS THROUGH COST 2.29. QUALITY AND MANUFACTURE 2.30. COMPLETE SERVICES REQUIRED 2.31. FACILITY INSPECTION 2.32. ADDITIONS/DELETIONS OF SUPPLIERS/FACILITIES/ITEMS/SERVICES 2.33. FORCE MAJEURE 2.34. PRIMARY CLIENT (FIRST PRIORITY) 2.35. FAILURE TO PERFORM 2.36. TERMINATION 2.37. ADDITIONAL TERMS AND CONDITIONS 2.38. LOCAL PREFERENCE 3. Specifications 3.1. SPECIFICATIONS/SCOPE OF WORK 11/9/2022 1:07 PM p. 12 City of Miami Solicitation 1596386 Terms and Conditions 1. GENERAL TERMS AND CONDITIONS FOR INVITATION FOR BID (IFB) - References to goods only apply insofar as they are applicable to "Goods" as defined in Section 18-73 of the City Code. References to "Professional and Personal Services" are as defined in Section 18-73 of the City Code. Intent: The General Terms and Conditions described herein apply to the acquisition of goods/ services with an estimated aggregate cost of $25,000.00 or more. Definition: A Formal Solicitation is defined as issuance of an Invitation for Bids, Request for Proposals, Request for Qualifications, or Request for Letters of Interest pursuant to the City of Miami ("City") Procurement Code and/or Florida Law, as amended. Formal Solicitation and Solicitation shall be defined in the same manner herein. 1.1. ACCEPTANCE OF GOODS - Any good(s) delivered under this Formal Solicitation, if applicable, shall remain the property of the Bidder until a physical inspection and actual usage of the good is made, and thereafter is accepted as satisfactory to the City. It must comply with the terms herein and be fully in accordance with specifications and of the highest quality. In the event the goods supplied to the City are found to be defective or do not conform to specifications, the City reserves the right to cancel the order upon written notice to the Successful Bidder/Contractor and return the product to the Successful Bidder/Contractor at the Successful Bidder/Contractor's expense. 1.2. ACCEPTANCE OF OFFER - The signed or electronic submission of a Bidder's response shall be considered an offer on the part of the Bidder; such offer shall be deemed accepted upon issuance by the City of a Purchase Order. 1.3. ACCEPTANCE/REJECTION - The City reserves the right to accept, reject any or all, or portion of responses after opening/closing date, and request re -issuance on the goods/services described in the Formal Solicitation. In the event of a rejection, the Director of Procurement shall notify all affected Bidders and provide a written explanation for such rejection. The City also reserves the right to reject the Response of any Bidder which has previously failed to properly perform under the Terms and Conditions of a City Contract, to deliver on time contracts of a similar nature, and which is not capable to perform the requirements defined in this Formal Solicitation. The foregoing is not an all-inclusive list of reasons for which a response may be rejected. The City further reserves the right to waive any irregularities, minor informalities, or technicalities in any or all responses and may, at its sole discretion, re -issue the Formal Solicitation. 1.4. ADDENDA - It is the Bidder's responsibility to ensure receipt of all Addenda. Responses to questions/inquiries from prospective Bidders will be provided in the form of an Addendum. Addenda are available at the Bidsync. 1.5. ALTERNATE RESPONSES -Alternate responses will not be considered, unless specifically requested by the City. 1.6. ASSIGNMENT - Successful Bidder/Contractor agrees not to subcontract, assign, transfer, convey, sublet, pledge, encumber, or otherwise dispose of the resulting Contract, in whole or in part, or any or all of its rights, title or interest herein, without the City's prior written consent. 1.7. ATTORNEY'S FEES - In connection with any litigation, appellate, administrative, mediation, and/or arbitration arising out of the resulting Contract, each party shall bear their own attorney's fees through and including, appellate litigation and any post -judgment proceedings. 1.8. AUDIT RIGHTS AND RECORDS RETENTION -The Successful Bidder/Contractor agrees to provide access at all reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers, and records of Successful Bidder/Contractor which are directly pertinent to this Formal Solicitation, for the 11/9/2022 1:07 PM p. 13 City of Miami Solicitation 1596386 purpose of audit, examination, excerpts, and transcriptions. The Successful Bidder/Contractor shall maintain and retain any and all of the books, documents, papers, and records pertinent to the resulting Contract for three (3) years after the City makes final payment and all other pending matters are closed. Successful Bidder's/Contractor's failure to, or refusal to comply with this condition, shall result in the immediate cancellation of this Contract by the City. The Audit Rights set forth in Section 18-102 of the City Code apply as supplemental terms and are deemed as being incorporated by reference herein. 1.9. AVAILABILITY OF CONTRACT STATE-WIDE - Any governmental, not -for -profit, or quasi - governmental entity in the State of Florida, may avail itself of this Contract and purchase any, and all goods/services, specified herein from the Successful Bidder/Contractor at the Contract price(s) established herein, when permissible by Federal, State, and local laws, rules, and regulations. Additionally, any governmental entity outside of the State of Florida but, within the Continental United States of America, may avail itself to this Contract and purchase any and all goods/services, specified herein from the Successful Bidder/Contractor at the Contract price(s) established herein, when permissible by Federal, State, and local laws, rules, and regulations. Each governmental, not -for -profit or quasi -governmental entity which uses this Formal Solicitation and resulting Contract will establish its own Contract, place its own orders, issue its own purchase orders, be invoiced there from and make its own payments, determine shipping terms and issue its own exemption certificates as required by the Successful Bidder/Contractor. 1.10. AWARD OF CONTRACT - A. The Formal Solicitation, any addenda issued, the Bidder's response, and the Purchase Order shall constitute the entire Contract, unless modified in accordance with any ensuing Contract, or amendment. B.The award of a Contract, where there are Tie Bids, the tie breaker will be decided by the Director of Procurement or designee, in the instance that Tie Bids cannot be determined by applying Florida Statute 287.087, Preference to Businesses with Drug -Free Workplace Programs. C. The award of this Contract may be preconditioned on the subsequent submission of other documents as specified in the Special Conditions or Specifications/Scope of Work. Bidder may be found non -responsive if such documents are not submitted in a timely manner and in the form required by the City. Where Bidder is found non -responsive, the City, through action taken by the Department of Procurement, will void its acceptance of the Bidder's Response and may accept the Response from the next lowest responsive, responsible Bidder most advantageous to the City or may re -solicit for the goods/services. The City, at its sole discretion, may seek monetary restitution from Bidder and/or its bid bond or guaranty, and/or similar security, if applicable, as a result of damages or increased costs sustained as a result of the Bidder's failure to satisfy the City's requirements. D. The term of the Contract shall be specified in one of three documents which shall be issued to the Successful Bidder. These documents may either be, a Purchase Order, Notice of Award, and/or Contract Award Sheet. E. The City reserves the right to automatically extend this Contract for up to one hundred eighty (180) calendar days beyond the stated Contract term, in order to provide City departments with continual service and supplies while a new Contract is being solicited, evaluated, and/or awarded. If the right to extend is exercised, the City shall notify the Successful Bidder/Contractor, in writing, of its intent to extend the Contract in accordance with the existing terms and conditions for a specified number of days. Additional extensions beyond the first one hundred eighty (180) day extension may occur, if, the City and the Successful Bidder/Contractor are in mutual agreement of such extensions. F. Where the Contract involves a single shipment of goods to the City, the Contract term shall conclude upon completion of the expressed or implied warranty periods. G. The City reserves the right to award the Contract on a split -order, lump sum, individual -item basis, or such method of award in the best interest of the City, unless otherwise specified. 11/9/2022 1:07 PM p. 14 City of Miami Solicitation 1596386 H. A Contract may be awarded to the Successful Bidder/Contractor by the City Commission based upon the minimum qualification requirements reflected herein. 1.11. BID BOND/ BID SECURITY - A cashier's or certified check issued by a bank authorized to transact banking business in Florida, or a Bid Bond/Bid Security signed by a surety company that is licensed to do business in the State of Florida, payable to the City of Miami, for the amount as specified in the bid, is required from all Bidders, if so indicated under the Special Conditions. This check or bond guarantees that a Bidder will accept the Contract, as bid, if it is awarded to Bidder. Bidder shall forfeit bid deposit to the City, should City award Contract to Bidder and Bidder fails to accept the award. The City reserves the right to reject any and all surety tendered to the City. Bid deposits are returned to unsuccessful Bidders within ten (10) days after the award and Successful Bidder's acceptance of award. If one hundred eighty (180) days have passed after the date of the Formal Solicitation closing date, and no Contract has been awarded, all bid deposits will be returned on demand. 1.12. BID SECURITY FORFEITED LIQUIDATED DAMAGES -Failure to execute a Contract and/or file an acceptable Performance Bond, when required, as provided herein, shall be just cause for the annulment of the award and the forfeiture of the Bid Bond/Bid Security to the City, which forfeiture shall be considered, not as a penalty, but in mitigation of damages sustained which cannot be determined at the time of award. Award may then be made to the next lowest responsive and responsible Bidder, or all Bid responses may be rejected. 1.13. BID RESPONSE FORM - All required forms in the Formal Solicitation should be completed, signed, and submitted accordingly as specified to in the Formal Solicitation. Digital signatures may only be utilized if expressly permitted in the solicitation. 1.14. BRAND NAMES - If, and wherever in the specifications, brand names, makes, models, names of any manufacturers, trade names, or Bidder catalog numbers are specified, it is for the purpose of establishing the type, function, minimum standard of design, efficiency, grade, or quality of goods only. When the City does not desire to rule out other competitors' brands or makes, the phrase "APPROVED EQUAL" is added. Unless otherwise specified, any manufacturers' names, trade names, brand names, information or catalog numbers listed in a specification are descriptive, not restrictive or exclusive. The Bidder shall provide any equipment that meets or exceeds the applicable specifications, including without limitation the following: Equal in every important attribute, to include industry quality measurable standard, quality of product, accessibility of distribution, durability/reliability/dependability and warranty coverage, and the delivery schedule. When bidding an "APPROVED EQUAL", Bidders shall submit, with their response, complete sets of necessary data (e.g., factory information sheets, specifications, brochures, etc.) in order for the City to evaluate and determine the equality of the item(s) bid. The Bidder shall demonstrate comparability, including appropriate catalog materials, literature, specifications, test data, etc. The City shall be the sole judge of equality and its decision shall be final. The City shall determine in its sole discretion, subject to the concurrence of the Project Manager whether goods are acceptable as an equivalent. Unless otherwise specified, evidence in the form of samples may be requested, if the proposed brand is other than specified by the City. Such samples are to be furnished after Formal Solicitation opening/closing, upon request of the City. If samples are requested by the City, such samples must be received by the City no later than seven (7) calendar days after a formal request is made. When "NO SUBSTITUTION" is used in conjunction with a manufacturer's name, brand name, and/or model number, that named item is the only item that will be accepted by the City in that particular instance. 1.15. CANCELLATION -The City reserves the right to cancel this Formal Solicitation, before its opening/closing. In the event of cancellation, the Director of Procurement shall notify all prospective Bidders and provide a written explanation for the cancellation. There shall be no recourse against the City for a cancellation made in accordance with this Section. 11/9/2022 1:07 PM p. 15 City of Miami Solicitation 1596386 1.16. CAPITAL EXPENDITURES - Successful Bidder/Contractor understands that any capital expenditures that the Successful Bidder/Contractor makes, or prepares to make, in order to deliver/perform the goods/services required by the City, is a business risk which the Successful Bidder/Contractor must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures, or to maintain the approved status of any Successful Bidder/Contractor. If Successful Bidder/Contractor has been unable to recoup its capital expenditures during the time it is rendering such goods/services, it shall not have any claim upon the City. 1.17. CITY NOT LIABLE FOR DELAYS -It is further expressly agreed that in no event shall the City be liable for, or responsible to, the Bidder, any subcontractor, or to any other person for, or on account of, any stoppages or delay in the work herein provided for by injunction, or other legal or equitable proceedings, or on account of any delay for any cause over which the City has no control. 1.18. COLLUSION - Bidder, by submitting a response, certifies that its response is made without previous understanding, agreement, or connection either with any person, firm, or corporation submitting a Bid for the same goods/services, or with the City of Miami's Department of Procurement or initiating department. The Bidder certifies that its response is fair, without control, collusion, fraud, or other illegal action. Bidder certifies that it is in compliance with the Conflict of Interest and Code of Ethics Laws. The City will investigate all potential situations where collusion may have occurred, and the City reserves the right to reject any and all Bids where collusion may have occurred. 1.19. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Successful Bidder/Contractor understands that contracts between private entities and local governments are subject to certain laws, codes, and regulations, including laws pertaining to public records, sunshine (open meetings), conflict of interest, ethics records keeping, etc. City and Successful Bidder/Contractor agree to comply with and observe all applicable laws, codes, regulations, and ordinances, and to secure all applicable public approvals and/or consents, of any governmental agency and/or owner of intellectual property rights as that may in any way affect the goods or services offered, including, but not limited to: A. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client because of race, creed, color, national origin, sex, or age with regard to, but not limited to, the following: employment practices, rate of pay or other compensation methods, and training selection. B. Occupational, Safety and Health Act (OSHA), as applicable to this Formal Solicitation. C. The State of Florida Statutes, Section 287.133(3)(A) on Public Entity Crimes. D. Environment Protection Agency (EPA), as applicable to this Formal Solicitation. E Uniform Commercial Code (Florida Statutes, Chapter 672). F. Americans with Disabilities Act of 1990, as amended. G National Institute of Occupational Safety Hazards (NIOSH), as applicable to this Formal Solicitation. FL National Forest Products Association (NFPA), as applicable to this Formal Solicitation. I. City Procurement Ordinance, City Code Section 18, Article III. J. Conflict of Interest, City Code Section 2-611;61. K. Cone of Silence, City Code Section 18-74. L The Florida Statutes Sections 218.70 to 218.79, the Prompt Payment Act. 11/9/2022 1:07 PM p. 16 City of Miami Solicitation 1596386 Lack of knowledge by the Successful Bidder/Contractor will in no way be a cause for relief from responsibility. Non- compliance with all applicable local, State, and Federal directives, orders, codes, rules, regulations, and laws may be considered grounds for termination of Contract at the option of the City Manager. Copies of the City Ordinances may be obtained from the City Clerk's Office. 1.20. CONE OF SILENCE - Pursuant to Section 18-74 of the City of Miami Code, a "Cone of Silence" is imposed upon each Formal Solicitation once advertised and terminates at the time the City Manager issues a written recommendation to the Miami City Commission. The Cone of Silence shall be applicable only to Formal Solicitations for the provision of goods and services for amounts greater than $200,000. The Cone of Silence prohibits any communication regarding Formal Solicitations between, among others: Potential vendors, service providers, bidders, lobbyists or consultants and the City's professional staff including, but not limited to, the City Manager and the City Manager's staff; the Mayor, City Commissioners, or their respective staffs. The provision does not apply to, among other communications: oral communications with the City Procurement staff, provided the communication is limited strictly to matters of process or procedure already contained in the Formal Solicitation document; the provisions of the Cone of Silence do not apply to oral communications at duly noticed site visits/inspections, pre -bid conferences, or public presentations made to the Miami City Commission during a duly noticed public meeting; or communications in writing or by email at any time with any City employee, official or member of the City Commission unless specifically prohibited by the applicable Formal Solicitation documents; or communications in connection with the collection of industry comments or the performance of market research regarding a particular Formal Solicitation by City Procurement staff. Bidders must file a copy of any written communications with the Office of the City Clerk, which shall be made available to any person upon request. The City shall respond in writing and file a copy with the City Clerk's Office, which shall be made available to any person upon request. Written communications may be in the form of an e-mail, or fax with a copy to the City Clerk's Office being required. In addition to any other penalties provided by law, violation of the Cone of Silence by any Bidder shall render any award voidable. A violation by a particular Bidder, lobbyist or consultant shall subject same to potential penalties pursuant to the City Code. Any person having personal knowledge of a violation of these provisions shall report such violation to the State Attorney and/or may file a complaint with the Miami Dade County Commission on Ethics. This language is only a summary of the key provisions of the Cone of Silence. Please review City of Miami Code Section 18-74 for a complete and thorough description of the Cone of Silence. You may contact the City Clerk's Office at 305-250-5360 or clerksgmiamigov com, to obtain a copy of same. 1.21. CONFIDENTIALITY - As a political subdivision, the City of Miami is subject to the Florida Govemment in the Sunshine (public Meetings) Act and Public Records Act. If this Contract contains a confidentiality provision, it shall have no application when disclosure is required by Florida law or upon court order. 1.22. CONFLICT OF INTEREST - Bidders, by responding to this Formal Solicitation, certify that to the best of their knowledge or belief, no elected/appointed official or employee of the City of Miami is financially interested, directly or indirectly, in the purchase of goods/services specified in this Formal Solicitation. Any such interests on the part of the Bidder or its employees must be disclosed in writing to the City. Further, Bidder shall disclose the name of any City employee who owns, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in Bidder's firm. A. Bidder further agrees not to use or attempt to use any knowledge, property, or resource which may be within his/her trust, or perform his/her duties, to secure a special privilege, benefit, or exemption for himself/herself, or others. Bidder may not disclose or use information not available to members of the general public and gained by 11/9/2022 1:07 PM p. 17 City of Miami Solicitation 1596386 reason of his/her position, except for information relating exclusively to governmental practices, for his/her personal, or benefit, or for the personal gain, or benefit of any other person, or business entity. B. Bidder hereby acknowledges that he/she has not contracted or transacted any business with the City or any person, or agency acting for the City, and has not appeared in representation of any third party before any board, Commission, or agency of the City within the past two years. Bidder further warrants that he/she is not related, specifically the spouse, son, daughter, parent, brother, or sister, to: (i) any member of the Commission; (ii) the Mayor; (iii) any City employee; or (iv) any member of any board or agency of the City. C. A violation of this section may subject the Bidder to immediate termination of any contract with the City, and imposition of the maximum fine and/or any penalties allowed by law. Additionally, violations may be considered by and subject to action by the Miami -Dade County Commission on Ethics. 1.23. COPYRIGHT OR PATENT RIGHTS - Bidders warrant that there has been no violation of copyright or patent rights in manufacturing, producing, or selling the goods shipped or ordered and/or services provided as a result of this Formal Solicitation, and Bidders agree to hold the City harmless from any and all liability, loss, or expense occasioned by any such violation. 1.24. COST INCURRED BY BIDDER - All expenses involved with the preparation and submission of Bids to the City, or any work performed in connection therewith shall be borne by the Bidder. 1.25. DEBARMENT AND SUSPENSIONS (SECTION 18-107) - A. Authority and requirement to debar/suspend. After reasonable notice to an actual or prospective Contractual Party, and after reasonable opportunity for such party to be heard, the City Manager, after consultation with the Chief Procurement Officer and the City Attorney, shall have the authority to debar a Contractual Party, for the causes listed below, from consideration for award of City Contracts. The debarment shall be for a period of not fewer than three (3) years. The City Manager shall also have the authority to suspend a Contractual Party from consideration for award of City Contracts if there is probable cause for debarment, pending the debarment determination. The authority to debar/suspend contractors shall be exercised in accordance with regulations which shall be issued by the Chief Procurement Officer after approval by the City Manager, the City Attorney, and the City Commission. B. Causes for debarment/suspension. Causes for debarment or suspension include the following: 1) Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a public or private Contract or subcontract, or incident to the performance of such Contract or subcontract. 2) Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty. 3) Conviction under state or federal antitrust statutes arising out of the submission of Bids or Proposals. 4) Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be indicative of non - responsibility. Such violation may include failure without good cause to perform in accordance with the terms and conditions of a Contract or to perform within the time limits provided in a Contract, provided that failure to perform caused by acts beyond the control of a party shall not be considered a basis for debarment/suspension. 5) Debarment/suspension of the Contractual Party by any federal, state or other governmental entity. 6) False certification pursuant to paragraph C below. 7) Found in violation of a zoning ordinance or any other city ordinance or regulation and for which the violation remains noncompliant. 11/9/2022 1:07 PM p. 18 City of Miami Solicitation 1596386 8) Found in violation of a zoning ordinance or any other city ordinance or regulation and for which a civil penalty or fine is due and owing to the city. 9) Any other cause judged by the City Manager to be so serious and compelling as to affect the responsibility of the Contractual Party performing city Contracts. C. Certification. All Contracts for goods and services, sales, and leases by the city shall contain a certification that neither the Contractual Party nor any of its principal owners or personnel have been convicted of any of the violations set forth above or debarred or suspended as set forth in paragraph (b)(5). D. Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City Manager shall render a written decision stating the reasons for the debarment or suspension. A copy of the decision shall be provided promptly to the Contractual Party, along with a notice of said parry's right to seek judicial relief. 1.26. DEBARRED/SUSPENDED VENDORS - An entity or affiliate who has been placed on the State of Florida debarred or suspended vendor list may not submit a Response for a solicitation to provide goods or services to a public entity; may not submit a Response to a solicitation with a public entity for the construction or repair of a public building or public work; may not submit response on leases of real property to a public entity; may not 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. 1.27. DEFAULT/FAILURE TO PERFORM -The City shall be the sole judge of nonperformance, which shall include any failure on the part of the Successful Bidder/Contractor to accept the award, to furnish required documents, and/or to fulfill any portion of this Contract within the time stipulated. Upon default by the Successful Bidder/Contractor to meet any terms of a Contract, the City will notify the Successful Bidder/Contractor of the default and will provide the Successful Bidder/Contractor three (3) days (weekends and holidays excluded) upon notification, by the City, to remedy the default. Failure by the Successful Bidder/Contractor to correct the default within the required three (3) days, shall result in the Contract being terminated upon the City notifying in writing the Successful Bidder/Contractor of its intentions and the effective date of the termination. The following shall constitute default: A. Failure to perform the work or deliver the goods/services required under the Contract, and/or within the time required, or failing to use the subcontractors, entities, and personnel as identified and set forth, and to the degree specified in the Contract. B. Failure to begin the work under this Contract within the time specified. C. Failure to perform the work with sufficient workers and equipment, or with sufficient materials to ensure timely completion. D.Neglecting or refusing to remove materials or perform new work where prior work has been rejected as nonconforming with the terms of the Contract. E. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or making an assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the Successful Bidder/Contractor incapable of performing the work in accordance with, and as required by the Contract. F. Failure to comply with any of the terms of the Contract in any material respect. All costs and charges incurred by the City as a result of a default, or a default incurred beyond the time limits stated, together with the cost of completing the work, shall be deducted from any monies due, or which may become due on this Contract to the Successful Bidder/Contractor. 11/9/2022 1:07 PM p. 19 City of Miami Solicitation 1596386 1.28. DETERMINATION OF RESPONSIVENESS AND RESPONSIBILITY - Each Bid will be reviewed to determine if it is responsive to the submission requirements outlined in the Formal Solicitation. A.Responsive Bid is one which follows the requirements of the Formal Solicitation, includes all documentation, is submitted in the format outlined in the Formal Solicitation, is of timely submission, and has appropriate signatures as required on each document. Failure to comply with these requirements may deem a Bid non -responsive. B. Determination of Responsibility. A Responsible Bidder shall mean a Bidder who has submitted a Bid and who has the capability, as determined under Section 18-95 of the City Code, in all respects to fully perform the Contract requirements, and the integrity and reliability of which give reasonable assurance of good faith and performance. 1) Bids will only be considered from any person or firm who are regularly engaged in the business of providing the good(s)/service(s) required by the Formal Solicitation. Bidder must be able to demonstrate a satisfactory record of performance and integrity, and have sufficient financial, material, equipment, facility, personnel resources, and expertise to meet all contractual requirements. 2) The City may consider any information available regarding the financial, technical, and other qualifications and abilities of a Bidder, including past performance (experience) with the City or any other governmental entity, in making the award. 3) The City may require the Bidder(s) to provide documentation that they have been designated as an authorized representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal Solicitation. 1.29. DISCOUNTS OFFERED DURING TERM OF CONTRACT -Discount prices offered in the Response shall be fixed after the award of a Contract by the Commission, unless otherwise specified in the Special Terms and Conditions. Price discounts, off the original prices quoted in the Response, will be accepted from Successful Bidder/Contractor during the term of the Contract. Such discounts shall remain in effect for a minimum of one hundred and eighty (180) days from approval by the City Commission. Any discounts offered by a manufacturer to Successful Bidder/Contractor will be passed on to the City. 1.30. DISCREPANCIES, ERRORS, AND OMISSIONS -Any discrepancies, errors, or omissions in the Formal Solicitation, or Addenda (as applicable), should be reported in writing to the City's Department of Procurement. Should it be found necessary, a written Addendum will be incorporated in the Formal Solicitation and will become part of the Purchase Order (Contract documents). The City will not be responsible for any oral instructions, clarifications, or other communications. A. Order of Precedence. Any inconsistency in this Formal Solicitation shall be resolved by giving precedence to the following documents, the first of such list being the governing documents. 1) Addenda (if applicable) 2) Specifications 3) Special Conditions 4) General Terms and Conditions 1.31. EMERGENCY/DISASTER PERFORMANCE -In the event of a natural disaster or other emergency, or disaster situation, the Successful Bidder/Contractor shall provide the City with the commodities/services defined within the scope of this Formal Solicitation at the price contained within Bidder's response. Further, Successful Bidder/Contractor shall deliver/perform for the City on a priority basis during such times of emergency. 1.32. ENTIRE BID CONTRACT -The Bid Contract consists of any amendments to the Bid Contract, the Formal Solicitation, including any addenda, Bidder's Response and any written agreement entered into by the City of Miami and Successful Bidder/Contractor, and represents the entire understanding and agreement between the parties with respect to the subject matter hereof and supersedes all other negotiations, understanding, and representations, if any, made by and between the parties. To the extent that the Bid Contract conflicts with, modifies, alters or changes any 11/9/2022 1:07 PM p. 20 City of Miami Solicitation 1596386 of the terms and conditions contained in the Formal Solicitation and/or Bid, the Formal Solicitation, including any addenda, and then the Bid shall control. This Contract may be amended only by a written agreement signed by the City and Successful Bidder/Contractor. 1.33. ESTIMATED QUANTITIES — Estimated quantities or dollars are provided for the Bidder's guidance only: (a) estimates are based on the City's anticipated needs and/or usage during a previous contract period and; (b) the City 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. No guarantee is expressed or implied as to quantities that will be purchased during the Contract period. The City is not obligated to place an order for any given amount subsequent to the award of the Contract. Said estimates may be used by the City for purposes of determining the low Bidder meeting specifications. The City reserves the right to acquire additional quantities at the prices bid or at lower prices in this Formal Solicitation. 134. EVALUATION OF RESPONSES — A. Rejection of Bids. The City may reject a Bid for any of the following reasons: 1) Bidder fails to acknowledge receipt of addenda; 2) Bidder misstates or conceals any material fact in the Bid; 3) Bid does not conform to the requirements of the Formal Solicitation; 4) Bid requires a conditional award that conflicts with the method of award; 5)Bid does not include required samples, certificates, licenses; and, 6) Bid was not executed by the Bidder's authorized agent. The foregoing is not an all-inclusive list of reasons for which a Bid may be rejected. The City may reject, and/or re - advertise for all or any portion of the Formal Solicitation, whenever it is deemed in the best interest of the City. B. Elimination from Consideration. 1) A Bid Contract shall not be awarded to any person or firm which is in arrears to the City upon any debt or contract, or which is a defaulter as surety or otherwise upon any obligation to the City. 2) A Bid Contract may not be awarded to any person or firm which has failed to perform under the terms and conditions of any previous contract with the City or failed to deliver on time, under contracts of a similar nature. 3) A Bid contract may not be awarded to any person or firm who has been debarred by the City, in accordance with the City's Debarment and Suspension Ordinance (Section 18-107), or is currently debarred by the State of Florida or any political subdivision, or is on the convicted vendor's list per Section 287.133, Florida Statutes. 135. EXCEPTIONS TO GENERAL TERMS AND/OR SPECIAL CONDITIONS OR SPECIFICATIONS - Exceptions to the specifications shall be listed in the Bid and shall reference the applicable section. Any exceptions to the General Terms and/or Special Conditions shall be cause for a Bid to be considered non -responsive. 136. Freight on Board (F.O.B) DESTINATION -Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by the Bidder must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in the bid price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for rejection of Bid. 137. FIRM PRICES - The Bidder warrants that prices, terms, and conditions quoted in its Bid will be firm throughout the duration of the Bid Contract unless otherwise specified in the Formal Solicitation. Such prices will remain firm for the period of performance, or resulting purchase orders, or Bid Contracts. 1.38. FLORIDA MINIMUM WAGE AND CITY OF MIAMI LIVING WAGE ORDINANCE - 11/9/2022 1:07 PM p. 21 City of Miami Solicitation 1596386 A. Florida Minimum Wage. In accordance with the Constitution of the State of Florida, Article X, Section 24, employers shall pay employee wages no less than the minimum wage for all hours worked in Florida. Accordingly, it is the Successful Bidder's/Contractor's and their subcontractor's responsibility to understand and comply with this Florida minimum wage requirement and pay its employees the current established hourly minimum wage rate. This minimum wage rate is subject to change or adjusted by the rate of inflation using the consumer price index ("CPI") for urban wage earners and clerical workers, CPI-W, or a successor index as calculated by the United States Department of Labor. Each adjusted minimum wage rate calculated, shall be determined and published by the Agency Workforce Innovation on September 30th of each year and take effect on the following January 1st. It is the Bidder's and their subcontractor's (if applicable), full responsibility to determine whether any of their employees may be impacted by this Florida Minimum Wage Law, at any given point in time during the term of the Bid Contract. If impacted, Bidder must provide, with its bid, employee name(s), job title(s), job description(s), and current pay rate(s). Failure to submit this information at the time of bid submittal constitute Successful Bidder's/Contractor's acknowledgement and understanding that the Florida Minimum Wage Law will not impact its prices throughout the term of the Bid Contract, and a waiver of any contractual price increase request(s). The City reserves the right to request and the Successful Bidder/Contractor must provide for any, and all information to make a wage and contractual price increase(s) determination. B. City of Miami Living Wage Ordinance. The City of Miami adopted a Living Wage Ordinance for City Service Contracts with a total contract value exceeding $100,000 annually, and that have been competitively solicited and awarded on, or after January 1, 2017 by the City. "Service Contract" means a contract to provide services to the City, excluding, however, professional services as defined by the "Consultants Competitive Negotiation Act" set forth in F.S. § 287.055, and Section 18-87 of the City Code, and/or the other exclusions provided by Section 18-557 of the City Code. Section 18-557 is attached as Attachment A. Please see provisions in Attachment A. If a solicitation requires services, effective on January 1, 2017, Contractors must pay to all its employees, who provide services, a living wage of no less than $15.00 per hour without health benefits; or a wage of no less than $13.19 an hour, with health benefits. This language is only a summary of the key provisions of the City of Miami Living Wage Ordinance. Please review Attachment A, attached hereto, for a complete and thorough description of the City of Miami Living Wage Ordinance. 1.39. GOVERNING LAW AND VENUE - The validity and effect of any Bid Contract as a result of this Formal Solicitation shall be governed by the laws of the State of Florida. The parties agree that any action, mediation, or arbitration arising out of the Bid Contract shall take place in Miami -Dade County, Florida. In any action orproceeding each party shall bear their own respective attomey's fees. 1.40. HEADINGS AND TERMS - The headings to the various paragraphs of the Bid Contract have been inserted for convenient reference only and shall not in any manner be construed as modifying, amending, or affecting in any way, the expressed terms and conditions hereof. 1.41. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) - Any person, firm, or entity that performs or assists the City of Miami with a function or activity involving the use or disclosure of "individually identifiable health information (IIHI), and/or Protected Health Information (PHI), shall comply with the Health Insurance Portability and Accountability Act (HIPAA) of 1996, and the City of Miami Privacy Standards. HIPAA mandates for privacy, security, and electronic transfer standards, which include, but are not limited to: A. Use of information only for performing services required by the contract or as required by law; B. Use of appropriate safeguards to prevent non -permitted disclosures; C. Reporting to the City of Miami of any non -permitted use or disclosure; 11/9/2022 1:07 PM p. 22 City of Miami Solicitation 1596386 D. Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to the Bidder and reasonable assurances that IIHI/PHI will be held confidential; E. Making PHI available to the customer; F. Making PHI available to the customer for review and amendment; and incorporating any amendments requested by the customer; G. Making PHI available to the City of Miami for an accounting of disclosures; and H. Making intemal practices, books and records related to PHI available to the City of Miami for compliance audits. PHI shall maintain its protected status regardless of the form and method of transmission (i.e., paper records, and/or electronic transfer of data). The Successful Bidder/Contractor 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. 1.42 INDEMNIFICATION -Successful Bidder/Contractor shall indemnify, hold and save harmless, and defend (at its own cost and expense), the City, its officers, agents, directors, and/or employees, from all liabilities, damages, losses, judgements, and costs, including, but not limited to, reasonable attomey's fees, to the extent caused by the negligence, recklessness, negligent act or omission, or intentional wrongful misconduct of Successful Bidder/Contractor and persons employed or utilized by Successful Bidder/Contractor in the performance of this Contract. The Successful Bidder/Contractor shall further, hold the City, its officials and employees, indemnify, save and hold harmless for, and defend (at its own cost), the City its officials and/or employees against any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted Work, even if it is alleged that the City, its officials, and/or employees were negligent. In the event that any action or proceeding is brought against the City by reason of any such claim or demand, the Successful Bidder/Contractor shall, upon written notice from the City, resist and defend such action or proceeding by counsel satisfactory to the City. The Successful Bidder/Contractor expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by the Successful Bidder/Contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The indemnification provided above shall obligate the Successful Bidder/Contractor to defend, at its own expense, to and through trial, administrative, appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at the City's option, any and all claims of liability and all suits and actions of every name and description which may be brought against the City, whether performed by the Successful Bidder/Contractor, or persons employed or utilized by the Successful Bidder/Contractor. These duties will survive the cancellation or expiration of the Contract. This Section will be interpreted under the laws of the State of Florida, including without limitation and interpretation, which conforms to the limitations of Sections 725.06 and/or 725.08, Florida Statutes, as applicable and as amended. Successful Bidder/Contractor shall require all sub-consultant/contractor agreements to include a provision that each sub -contractor will indemnify the City in substantially the same language as this Section. The Successful Bidder/Contractor agrees and recognizes that the City shall not be held liable or responsible for any claims which may result from any actions or omissions of the Successful Bidder/Contractor in which the City participated either through review or concurrence of the Consultant's actions. In reviewing, approving or rejecting any submissions by the Successful Bidder/Contractor or other acts of the Successful Bidder/Contractor, the City, in no way, assumes or shares any responsibility or liability of the Successful Bidder/Contractor or sub-consultant/contractor under this Contract. 11/9/2022 1:07 PM p. 23 City of Miami Solicitation 1596386 Ten dollars ($10) of the payments made by the City constitute separate, distinct, and independent consideration for the granting of this Indemnification, the receipt and sufficiency of which is voluntarily and knowingly acknowledged by the Successful Bidder/Contractor. 1.43. FORMATION AND DESCRIPTIVE LITERATURE - Bidders must furnish all information requested in the spaces provided in the Formal Solicitation. Further, as may be specified elsewhere, each Bidder must submit for evaluation, cuts, sketches, descriptive literature, technical specifications, and Material Safety Data Sheets (MSDS) as required, covering the products offered. Reference to literature submitted with a previous bid, or on file with the City, will not satisfy this provision. 1.44. INSPECTIONS - The City may, at reasonable times during the term of the Bid Contract, inspect Successful Bidder's/Contractor's facilities and perform such tests, as the City deems reasonably necessary, to determine whether the goods and/or services required to be provided by the Successful Bidder/Contractor, under the Bid Contract conform to the terms and conditions of the Formal Solicitation. Successful Bidder/Contractor shall make available to the City all reasonable facilities and assistance to facilitate the performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in accordance with, the provisions of the City of Miami Ordinance No. 12271 (Section 18-101) City Code, as same may be amended or supplemented, from time to time, which, in conjunction with Section 18-102, providing for audits of City contractors, are applicable and are deemed as being incorporated by reference as supplemental terms. 1.45. INSPECTION OF BID - Bids received by the City, pursuant to a Formal Solicitation, will not be made available until such time as the City provides notice of a decision, or intended decision, or within 30 days after bid closing, whichever is earlier. Bid results will be tabulated and may be furnished upon request, via fax or e-mail, to the City's Procurement Contracting Officer, issuing the Formal Solicitation. Tabulations are also available on the City's website following a recommendation for award. 1.46. INSURANCE - Within ten (10) days after receipt of Notice of Award, the Successful Bidder/Contractor, shall furnish the evidence of insurance to the Department of Procurement, as applicable. Submitted evidence of insurance shall demonstrate strict compliance with all requirements stipulated in the Special Conditions section titled "Insurance Requirements". The City shall be listed as an "Additional Insured." Issuance of a Purchase Order is contingent upon the receipt of proper insurance documents. If the certificate of insurance is received within the specified time frame but not in the manner prescribed in the Formal Solicitation, the Successful Bidder/Contractor shall be verbally notified of such deficiency and shall have an additional five (5) calendar days to submit a corrected certificate to the City. If the Successful Bidder/Contractor fails to submit the required insurance documents in the manner prescribed in the Formal Solicitation within fifteen (15) calendar days after receipt of the Notice of Award, the Successful Bidder/Contractor shall be in default of the contractual terms and conditions and will not be awarded the contract. Information regarding any insurance requirements shall be directed to the Risk Management Director, Department of Risk Management, at 444 SW 2nd Avenue, 9th Floor, Miami, Florida 33130, 305-416-1384. The Successful Bidder/Contractor shall be responsible for ensuring that the insurance documents required in conjunction with this Section remain in effect for the duration of the contractual period; including any renewals and extensions that may be exercised by the City. 1.47. INVOICES - Invoices submitted by Successful Bidder/Contractor to the City shall include the Purchase Order number and description of goods and/or services delivered (i.e., quantity, unit price, extended price, etc.); and in compliance with Chapter 218 of the Florida Statutes (Prompt Payment Act). 1.48. LOCAL PREFERENCE -City Code Section 18-85, states, "when a responsive, responsible non -local Bidder submits the lowest bid price, and the bid submitted by one or more responsive, responsible local Bidders who maintain a local office, as defined in Section 18-73, is within fifteen percent (15%) of the price submitted by the non -local Bidder, then that non -local Bidder and each of the aforementioned responsive, responsible local Bidders shall have 11/9/2022 1:07 PM p. 24 City of Miami Solicitation 1596386 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 Bidder. Contract award shall be made to the lowest responsive, responsible Bidder submitting the lowest best and final bid. In the case of a tie in the best and final bid between a local Bidder and a non -local Bidder, contract award shall be made to the local Bidder." 1.49. MANUFACTURER'S CERTIFICATION - The City reserves the right to request from Bidders a separate Manufacturer's Certification of all statements made in the Bid. Failure to provide such certification may result in the rejection of the Bid, or termination of the Bid Contract, for which the Bidder/Successful Bidder/Contractor shall bear full liability. 1.50. MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No Contract or understanding to modify the Formal Solicitation and the resultant Purchase Order(s) or Bid Contract, if applicable, shall be binding upon the City, unless made in writing by the City's Director of Procurement through the issuance of a change order, addendum, amendment, or supplement to the Bid Contract, Purchase Order, or award sheet, as applicable. 1.51. MOST FAVORED NATIONS - Successful Proposer shall not treat the City of Miami ("City") worse than any other similarly -situated local government and, in this regard, grants the City a "most favored nations clause" meaning the City will be entitled to receive and be governed by the most favorable terms and conditions that Successful Bidder/Proposer grants now or in the future to a similarly situated local government. 1.52. NO PARTNERSHIP OR JOINT VENTURE - Nothing contained in the Bid Contract will be deemed or construed to create a partnership or joint venture between the City and Successful Bidder/Contractor, or to create any other similar relationship between the parties. 1.53. NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance with specifications under the direction of the Florida Department of Agriculture and Consumer Services, or by other appropriate testing laboratories as determined by the City. The data derived from any test for compliance with specifications is public record, and open to examination thereto in accordance with Chapter 119, Florida Statutes. Items delivered, not conforming to specifications may be rejected, and returned at Successful Bidder's/Contractor's expense. The non -conforming items not delivered in accordance with the stipulated delivery date in the Bid and/or Purchase Order, may result in Successful Bidder/Contractor being found in default, in which event, any and all re - procurement costs may be charged against the defaulted Successful Bidder/Contractor. Any violation of the above stipulations may also result in the Successful Bidder/Contractor being removed from the City's supplier's list. 1.54. NONDISCRIMINATION, EQUAL EMPLOYMENT OPPORTUNITY, AND AMERICANS WITH DISABILITIES ACT - Successful Bidder/Proposer/Contractor shall not unlawfully discriminate against any person in its operations and activities or in its use or expenditure of funds in fulfilling its obligations under this Agreement. Successful Bidder/Proposer/Contractor shall affirmatively comply with all applicable provisions of the Americans with Disabilities Act (ADA) in the course of providing any services funded by City, including Titles I and II of the ADA (regarding nondiscrimination on the basis of disability), and all applicable regulations, guidelines, and standards. In addition, Successful Bidder/Proposer/Contractor shall take affirmative steps to ensure nondiscrimination in employment against disabled persons. Successful Bidder/Proposer/Contractor affirms that it shall not discriminate as to race, age, religion, color, gender, gender identity, sexual orientation, national origin, marital status, physical or mental disability, political affiliation, or any other factor which cannot be lawfully used in connection with its performance under the Formal Solicitation. Furthermore, Successful Bidder/Proposer/Contractor affirms that no otherwise qualified individual shall solely by reason of their race, age, religion, color, gender, gender identity, sexual orientation, national origin, marital status, physical or mental disability, political affiliation, or any other factor which cannot be lawfully used, be excluded from the participation in, be denied benefits of, or be subjected to, discrimination under any program or activity. In connection with the conduct of its business, including performance of services and employment of personnel, Successful Bidder/Proposer/Contractor shall not discriminate against any person on the basis of race, age, religion, color, gender, gender identity, sexual orientation, national origin, marital status, physical or mental disability, political 11/9/2022 1:07 PM p. 25 City of Miami Solicitation 1596386 affiliation, or any other factor which cannot be lawfully used. All persons having appropriate qualifications shall be afforded equal opportunity for employment. 1.55. NON-EXCLUSIVE CONTRACT/ PIGGYBACK PROVISION - At such times as may serve in the City's best interest, the City reserves the right to advertise for, receive, and award additional contracts for the goods and/or services described herein, and to make use of other competitively bid (governmental) contracts, agreements, or other similar sources, for the purchase of the goods and/or services described herein, as may be available in accordance with the applicable provisions of the City of Miami Procurement Ordinance. It is hereby agreed and understood that the Formal Solicitation does not constitute the exclusive rights of the Successful Bidder(s)/Contractor(s) to receive all orders that may be generated by the City, in conjunction with the Formal Solicitation. In addition, any and all goods, and/or services required by the City in conjunction with construction projects are solicited under a distinctly different solicitation process and shall not be purchased under the terms, conditions and awards rendered under the Formal Solicitation, unless such purchases are determined to be in the best interest of the City. 1.56. NOTICE REGARDING "CURES" - Bids submitted with irregularities, deficiencies, and/or technicalities that deviate from the minimum qualifications and submission requirements of Request for Qualifications (RFQ), Request for Proposals (RFP), invitation to bid (ITB), invitation for bids (IFB), invitation to quote (ITQ), Requests for Letters of Interest (RFLI) and Request for Sponsorships (RFS) shall result in a non -responsive determination any solicitation issued after May 6, 2019, shall comply with APM 2-19. APM 2-19 is attached hereto. only minor irregularities, deficiencies, and technicalities may be allowed to be timely cured by the proposer at the sole discretion of the city. material irregularities, deficiencies, and technicalities cannot be cured by the proposer, and are not waivable by the city. BIDS SUBMITTED WITH IRREGULARITIES, DEFICIENCIES, AND/OR TECHNICALITIES THAT DEVIATE FROM THE MINIMUM QUALIFICATIONS AND SUBMISSION REQUIREMENTS OF THIS IFB SHALL RESULT IN A NON -RESPONSIVE DETERMINATION. The City will not give consideration to the curing of any Bids that fail to meet the minimum qualifications and submission requirements of this IFB. Proposer understands that non -responsive Bids will not be evaluated. 1.57. OCCUPATIONAL LICENSE/BUSINESS TAX RECEIPT - Any person, firm, corporation, or joint venture, with a business location within the City's municipal boundaries and is submitting a Bid under the Formal Solicitation shall meet the City's Business Tax Receipt requirements in accordance with Chapter 31.1, Article I of the City of Miami Charter. Others with a location outside of the City's municipal boundaries shall meet their local Occupational License/Business Tax Receipt requirements. A copy of the Occupational License/Business Tax Receipt must be submitted with the Bid; however, the City may, in its sole discretion, and in its best interest, allow the Bidder to provide the Occupational License/Business Tax Receipt to the City during the evaluation period, but prior to award. A Certificate of Use ("CU") will be required if applicable under City regulations. 1.58. ONE PROPOSAL - Only one (1) Bid from an individual, firm, partnership, corporation, or joint venture will be considered in response to the Formal Solicitation, unless otherwise stipulated in the Formal Solicitation. 1.59. OWNERSHIP OF DOCUMENTS - It is understood by and between the parties, that any documents, records, files, or any other matter whatsoever, which is given by the City to the Successful Bidder/Contractor, pursuant to the Formal Solicitation shall at all times remain the property of the City, and shall not be used by the Successful Bidder/Contractor for any other purposes whatsoever, without the written consent of the City. 1.60. PARTIAL INVALIDITY - If any provision of the Bid Contract or the application thereof, to any person or circumstance, shall to any extent be held invalid, then the remainder of the Bid Contract or, the application of such 11/9/2022 1:07 PM p. 26 City of Miami Solicitation 1596386 provision to persons or circumstances other than those as to which it is held invalid, shall not be affected thereby, and each provision of the Bid Contract shall be valid and enforced to the fullest extent permitted by law. 1.61. PERFORMANCE/PAYMENT BOND - A Successful Bidder/Contractor may be required to furnish a Performance/Payment Bond as part of the requirements of the Bid Contract, in an amount equal to one hundred percent (100%) of the Bid Contract price. Any bond furnished will comply with Florida Law, and be in a form acceptable to the City of Miami Risk Management Director. 1.62. PREPARATION OF BIDS - Bidders are expected to examine the specifications, required delivery, drawings, and all special and general conditions. A. Each Bidder shall furnish the information required in the Formal Solicitation. The Bidder shall print, type or manually enter the all requested information, sign and upload the Certification Statement. B. If so required, the unit price for each unit offered, shall be shown, and such price shall include packaging, handling and shipping, and F.O.B. Miami delivery inside City premises, unless otherwise specified. Bidder shall include in their Bid all taxes, insurance, social security (if applicable), workmen's compensation, and any other benefits normally paid by the Bidder to its employees. If applicable, a unit price shall be entered in the "Unit Price" column for each item. Based upon estimated quantity, an extended price shall be entered in the "Extended Price" column for each item offered. In case of a discrepancy between the unit price and extended price, the unit price will prevail. C. The Bidder must state a definite time, if required, in calendar days, for delivery of goods and/or services. D. The Bidder should retain a copy of all response documents for future reference. E. All Bids, as described, must be fully completed and typed, or printed in ink and must be signed in ink with the Bidder's name, and by an officer or employee having authority to represent the Bidder by their signature. Bids having any erasures or corrections, must be initialed in ink by person signing the Certification Statement or the Bid may be rejected. F. Bids shall remain valid for at least 180 days. Upon award of a Bid Contract, the content of the Successful Bidder's/Contractor's Bid, may be included as part of the Bid Contract, at the City's discretion. G. The City 's Bid Forms shall be used when Bidder is submitting its Bid. Use of any other forms, will result in the rejection of the Bid. 1.63. PRICE ADJUSTMENTS - Any price decrease effectuated during the Bid Contract period, either by reason of market change, or on the part of the Successful Bidder/Contractor to other customers shall be passed on to the City. 1.64. PRODUCT SUBSTITUTES - In the event a particular awarded and approved manufacturer's product becomes unavailable during the term of the Bid Contract, the Successful Bidder/Contractor awarded that item may arrange with the City's authorized representative(s) to supply a substitute product at the awarded price or lower, provided that a sample is approved in advance of delivery, and that the new product meets or exceeds all quality requirements. 1.65. CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS - Successful Bidder/Contractor represents and warrants to the City, that it has not employed, or retained any person, or company employed by the City to solicit or secure the Bid Contract and that the Successful Bidder/Contractor has not offered to pay, paid, or agreed to pay any person any fee, commission, percentage, brokerage fee, or gift of any kind contingent upon, or in connection with, the award of the Bid Contract. 1.66. PROMPT PAYMENT — Bidders may offer a cash discount for prompt payment; however, discounts shall not be considered in determining the lowest net cost for Bid evaluation purposes. 11/9/2022 1:07 PM p. 27 City of Miami Solicitation 1596386 Bidders are required to provide their prompt payment terms in the space provided on the Formal Solicitation. If no prompt payment discount is being offered, the Bidder must enter zero (0) for the percentage discount to indicate no discount. If the Bidder fails to enter a percentage, it is understood and agreed that the terms shall be two percent (2%), 20 days, effective after receipt of invoice or final acceptance by the City, whichever is later. When the City is entitled to a cash discount, the period of computation will commence on the date of delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount is part of the contract, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date it is determined by the City that a cash discount applies. Price discounts off the original prices quoted on the Price Sheet will be accepted from Successful Bidder(s) during the term of the contract. The City will comply with the Florida Prompt Payment Act, as applicable. 1.67. PROPERTY - Property owned by the City is the responsibility of the City. Such property furnished to a Successful Bidder/Contractor for repair, modification, study, etc., shall remain the property of the City. Damages to such property occurring while in the possession of the Successful Bidder/Contractor shall be the responsibility of the Successful Bidder/Contractor. Damages occurring to such property while in route to the City, shall be the responsibility of the Successful Bidder/Contractor. In the event that such property is destroyed, or declared a total loss, the Successful Bidder/Contractor shall be responsible for the replacement value of the property, at the current market value, less depreciation of the property, if any. 1.68. PROVISIONS BINDING - Except as otherwise expressly provided in the resultant Bid Contract, all covenants, conditions and provisions of the resultant Bid Contract, shall be binding upon, and shall inure to the benefit of the parties hereto and their respective heirs, legal representatives, successors, and assigns. 1.69. PUBLIC ENTITY CRIMES - A person or affiliate who has been placed on the convicted vendor list, following a conviction for a public entity crime may not: A. Submit a Bid to provide any goods or services to a public entity. B. Submit a Bid on a contract with a public entity for the construction or repair of a public building or public work. C. Submit responses on leases of real property to a public entity. D. Be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity. E. Transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 1.70. PUBLIC RECORDS — Successful Bidder/Contractor understands that the public shall have access, at all reasonable times, to all documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes, and City Code, Section 18, Article III, and agrees to allow access by the City and the public, to all documents subject to disclosure under applicable law. Successful Bidder/Contractor shall additionally comply with the provisions of Section 119.0701, Florida Statutes, titled "Contracts; public records". Successful Bidder/Contractor shall additionally comply with Section 119.0701, Florida Statutes, including without limitation: A. Keep and maintain public records that ordinarily and necessarily would be required by the City to perform this service. B. Provide the public with access to public records on the same terms and conditions as the City would at the cost provided by Chapter 119, Florida Statutes, or as otherwise provided by law. 11/9/2022 1:07 PM p. 28 City of Miami Solicitation 1596386 C. Ensure that public records that are exempt or confidential and exempt from disclosure are not disclosed except as authorized by law. D. Meet all requirements for retaining public records and transfer, at no cost, to the City all public records in its possession upon termination of this Agreement and destroy any duplicate public records that are exempt or confidential and exempt from disclosure requirements. E. All electronically stored public records must be provided to the City in a format compatible with the City's information technology systems. IF THE CONSULTANT HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE DIVISION OF PUBLIC RECORDS AT (305) 416-1800, VIA EMAIL AT PUBLICRECORDS@MIAMIGOV.COM, OR REGULAR MAIL AT CITY OF MIAMI OFFICE OF THE CITY ATTORNEY, 444 SW 2ND AVENUE, 9TH FL, MIAMI, FL 33130. THE CONSULTANT MAY ALSO CONTACT THE RECORDS CUSTODIAN AT THE CITY OF MIAMI DEPARTMENT WHO IS ADMINISTERING THIS CONTRACT. Successful Bidder/Contractor's failure or refusal to comply with the provision of this Section shall result in the immediate cancellation of the Bid Contract by the City. 1.71. QUALITY OF GOODS, MATERIALS, SUPPLIES, AND PRODUCTS - All materials used in the manufacturing, or construction of supplies, or materials, covered by the Formal Solicitation shall be new. The items bid shall be of the latest make or model, of the best quality, and of the highest grade of workmanship, unless as otherwise specified in the Formal Solicitation. 1.72. QUALITY OF WORK/SERVICES - The work/services performed shall be of the highest quality and workmanship. Materials furnished to complete the service shall be new and of the highest quality, except as otherwise specified in the Formal Solicitation. 1.73. REMEDIES PRIOR TO AWARD (SECTION 18-106) - If prior to a Bid Contract award, it is determined that a Formal Solicitation or proposed bid award is in violation of law, then the Formal Solicitation or proposed bid award shall be cancelled and all bids rejected by the City Commission, the City Manager, or the Chief Procurement Officer, as may be applicable, or revised to comply with the law. 1.74. RESOLUTION OF CONTRACT DISPUTES (SECTION 18-105): A.Authority to resolve Contract disputes. The City Manager, after obtaining the approval of the City Attorney, shall have the authority to resolve disputes between the Successful Bidder/Contractor and the City which arise under, or by virtue of, a Contract between them; provided that, in cases involving an amount greater than $25,000, the City Commission must approve the City Manager's decision. Such authority extends, without limitation, to disputes based upon breach of Contract, mistake, misrepresentation, or lack of complete performance, and shall be invoked by a Contractual Party by submission of a protest to the City Manager. B.Contract dispute decisions. If a dispute is not resolved by mutual consent, the City Manager shall promptly render a written report stating the reasons for the action taken by the City Commission, or the City Manager, which shall be final and conclusive. A copy of the decision shall be immediately provided to the protesting party, along with a notice of such party's right to seek judicial relief, provided that the protesting party shall not be entitled to such judicial relief without first having followed the procedure set forth in this Section. 1.75. RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (SECTION 18-104): (a) Right to protest. 11/9/2022 1:07 PM p. 29 City of Miami Solicitation 1596386 The following procedures shall be used for resolution of protested solicitations and awards except for purchases of goods, supplies, equipment, and services, the estimated cost of which does not exceed $25,000.00. Protests thereon shall be governed by the administrative policies and procedures of purchasing. (1) Protest of solicitation. a. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a contract may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within three days after the request for proposals, request for qualifications or request for letters of interest is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the Chief Procurement Officer; or b. Any prospective bidder who intends to contest bid specifications or a bid solicitation may protest to the chief procurement officer. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within three days after the bid solicitation is published in a newspaper of general circulation. A notice of intent to file a protest is considered filed when received by the Chief Procurement Officer. (2) Protest of award. a. Any actual proposer who perceives itself aggrieved in connection with the recommended award of contract may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within two days after receipt by the proposer of the notice of the city manager's recommendation for award of contract. The receipt by proposer of such notice shall be confirmed by the city by facsimile or electronic mail or U.S. mail, return receipt requested. A notice of intent to file a protest is considered filed when received by the Chief Procurement Officer; or b. Any actual responsive and responsible bidder whose bid is lower than that of the recommended bidder may protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief Procurement Officer within two days after receipt by the bidder of the notice of the city's determination of non - responsiveness or non -responsibility. The receipt by bidder of such notice shall be confirmed by the city by facsimile or electronic mail or U.S. mail, return receipt requested. A notice of intent to file a protest is considered filed when received by the Chief Procurement Officer. c. A written protest based on any of the foregoing must be submitted to the Chief Procurement Officer within five days after the date the notice of protest was filed. A written protest is considered filed when received by the Chief Procurement Officer. The written protest may not challenge the relative weight of the evaluation criteria or the formula for assigning points in making an award determination The written protest shall state with particularity the specific facts and law upon which the protest of the solicitation or the award is based and shall include all pertinent documents and evidence and shall be accompanied by the required filing fee as provided in subsection (f). This shall form the basis for review of the written protest and no facts, grounds, documentation or evidence not contained in the protester's submission to the Chief Procurement Officer at the time of filing the protest shall be permitted in the consideration of the written protest. No time will be added to the above limits for service by mail. In computing any period of time prescribed or allowed by this section, the day of the act, event or default from which the designated period of time begins to run shall not be included. The last day of the period so computed shall be included unless it is a Saturday, Sunday or legal holiday in which event the period shall run until the end of the next day which is neither a Saturday, Sunday or legal holiday. Intermediate Saturdays, Sundays and legal holidays shall be excluded in the computation of the time for filing. 11/9/2022 1:07 PM p. 30 City of Miami Solicitation 1596386 (b) Authority to resolve protests; hearing officer(s). Hearing officers appointed by the city shall have authority to resolve protests filed under this chapter of the City Code. The city manager shall appoint a hearing officer, from a separate list of potential hearing officers pre -approved by the city commission, to resolve protests filed in accordance with this section, no later than five working days following the filing of a bid protest. The hearing officer shall have the authority to settle and resolve any written protest. The hearing officer shall submit said decision to the protesting party and to the other persons specified within ten days after he/she holds a hearing under the protest. (1) Hearing officer. The hearing officer may be a special master as defined in chapter 2, article X, section 2-811 of the City Code, or a lawyer in good standing with the Florida Bar for a minimum of ten years with a preference given to a lawyer who has served as an appellate or trial court judge. The hearing officer may be appointed from alternative sources (e.g. expert consulting agreements, piggyback contracts, etc.) where the city commission adopts a recommendation of the city attorney that such action is necessary to achieve fairness in the proceedings. The engagement of hearing officers is excluded from the procurement ordinance as legal services. The hearing officers appointed in the pre -qualified group should be scheduled to hear protests on a rotational basis. (2) Right ofprotest. Any actual bidder or proposer who has standing under Florida law dissatisfied and aggrieved with the decision of the city regarding the protest of a solicitation or the protest of an award as set forth above in this section may request a protest hearing. Such a written request for a protest hearing must be initiated with a notice of intent to protest followed by an actual protest as provided in subsection 18-104(a). The notice of intent to protest and the actual protest must each be timely received by the Chief Procurement Officer and must comply with all requirements set forth in subsection 18-104(a). Failure to submit the required notice of intent to protest and the actual protest within the specified timeframes will result in an administrative dismissal of the protest. (3) Hearing date. Within 30 days of receipt of the notice of protest, the Chief Procurement Officer shall schedule a hearing before a hearing officer, at which time the person protesting shall be given the opportunity to demonstrate why the decision of the city relative to the solicitation or the award, which may include a recommendation for award by the city manager to the city commission, as applicable, should be overturned. The party recommended for award, if it is a protest of award, shall have a right to intervene and be heard. (4) Hearing procedure. The procedure for any such hearing conducted under this article shall be as follows: a. The city shall cause to be served by certified mail a notice of hearing stating the time, date, and place of the hearing. The notice of hearing shall be sent by certified mail, return receipt requested, to the mailing address of the protester. b. The party, any intervenor, and the city shall each have the right to be represented by counsel, to call and examine witnesses, to introduce evidence, to examine opposing or rebuttal witnesses on any relevant matter related to the protest even though the matter was not covered in the direct examination, and to impeach any witness regardless of which party first called him/her to testify. The hearing officer may extend the deadline for completion of the protest hearing for good cause shown, but such an extension shall not exceed an additional five business days. The hearing officer shall consider the written protest and supporting documents and evidence appended thereto, supporting documents or evidence from any intervenor, and the decision or recommendation as to the solicitation or award being protested, as applicable. The protesting party, and any intervenor, must file all pertinent documents supporting his/her protest or motion to intervene at least five business days before the hearing, as applicable. The hearing officer shall allow a maximum of two hours for the protest presentation and a maximum of two hours for the city response. When there is an intervenor, a maximum of two hours will be added for the intervenor. In the event of multiple protests for the same project, the hearing officer shall allocate time as necessary to ensure that the hearing shall not exceed a total of one day. 11/9/2022 1:07 PM p. 31 City of Miami Solicitation 1596386 c. The hearing officer shall consider the evidence presented at the hearing. In any hearing before the hearing officer, irrelevant, immaterial, repetitious, scandalous, or frivolous evidence shall be excluded. All other evidence of a type commonly relied upon by reasonably prudent persons in the conduct of their affairs shall be admissible whether or not such evidence would be admissible in trial in the courts of Florida. The hearing officer may also require written summaries, proffers, affidavits, and other documents the hearing officer determines to be necessary to conclude the hearing and issue a final order within the time limits set forth by this section. d. The hearing officer shall determine whether procedural due process has been afforded, whether the essential requirements of law have been observed, and whether the decision was arbitrary, capricious, an abuse of discretion, or unsupported by substantial evidence as a whole. Substantial evidence means such relevant evidence as a reasonable mind might accept as adequate to support a conclusion. e. Within ten days from the date of the hearing, the hearing officer shall complete and submit to the City Manager, the City Attorney, any intervenor, the Chief Procurement Officer, and the person requesting said hearing a fmal order consisting of his/her findings of fact and conclusions of law as to the denial or granting of the protest, as applicable. f. The decisions of the hearing officer are final in terms of city decisions relative to the protest. Any appeal from the decision of the hearing officer shall be in accordance with the Florida Rules of Appellate Procedure. (c) Compliance with filing requirements. Failure of a party to timely file either the notice of intent to file a protest or the written protest, together with the required filing fee as provided in subsection (f), with the Chief Procurement Officer within the time provided in subsection (a), above, shall constitute a forfeiture of such party's right to file a protest pursuant to this section. The protesting party shall not be entitled to seek judicial relief without first having followed the procedure set forth in this section. (d) Stay of procurements during protests. Upon receipt of a written protest filed pursuant to the requirements of this section, the city shall not proceed further with the solicitation or with the award of the contract until the protest is resolved by the Chief Procurement Officer or the city commission as provided in subsection (b) above, unless the city manager makes a written determination that the solicitation process or the contract award must be continued without delay in order to avoid an immediate and serious danger to the public health, safety or welfare. (e) Costs. All costs accruing from a protest shall be assumed by the protestor. (f) Filing fee. The written protest must be accompanied by a filing fee in the form of a money order or cashier's check payable to the city in an amount equal to one percent of the amount of the bid or proposed contract, or $5,000.00, whichever is less, which filing fee shall guarantee the payment of all costs which may be adjudged against the protestor in any administrative or court proceeding. If a protest is upheld by the Chief Procurement Officer and/or the city commission, as applicable, the filing fee shall be refunded to the protestor less any costs assessed under subsection (e) above. If the protest is denied, the filing fee shall be forfeited to the city in lieu of payment of costs for the administrative proceedings as prescribed by subsection (e) above. (Ord. No. 12271, § 2, 8-22-02; Ord. No. 13629, § 2, 9-8-16) 11/9/2022 1:07 PM p. 32 City of Miami Solicitation 1596386 1.76. SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to the City. If not destroyed by testing, Bidder(s) will be notified by the City to remove such samples, at Bidder's expense, within 30 days after notification. Failure to remove the samples will result in such samples becoming the property of the City. 1.77. SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Successful Bidder/Contractor shall not sell, assign, transfer, or subcontract at any time during the term of the Contract, the Contract itself, or any portion thereof, or any part of its operations, or assign, sell, pledge, dispose, convey, or encumber any portion of the performance required by this Bid Contract, except under, and by virtue of written permission granted by the City through the proper officials, which may be withheld or conditioned, in the City's sole discretion. 1.78. SERVICE AND WARRANTY - When specified, the Bidder shall define all warranty, service, and replacements that will be provided. Bidders must explain on the Bid to what extent warranty and service facilities are available. A copy of the manufacturer's warranty, if applicable, should be submitted with Bidder's response. 1.79. SILENCE OF SPECIFICATIONS - The apparent silence of the scope of work/specifications, and any supplemental scope of work/specification as to any detail or the omission from it, of detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail, and that only materials of first quality and correct type, size, and design shall be used. All workmanship and services shall be first quality. All interpretations of the scope of work/specifications shall be made upon the basis of this statement. If Bidder has a current contract with the State of Florida, Department of General Services, to supply the items in the Formal Solicitation, the Bidder shall quote not more than the contract price; failure to comply with this request will result in disqualification of the Bid. 1.80. SUBMISSION AND RECEIPT OF BIDS - Electronic Bid submittals to this IFB are to be submitted through BidSync Electronic Bidding System ("BidSync") until the date and time as indicated in the Solicitation. The responsibility for submitting a Bid on/or before the stated closing time and date is solely and strictly the responsibility of the Bidder. The City will in no way be responsible for delays caused by technical difficulties or caused by any other occurrence. Electronic Bid submissions may require the uploading of electronic attachments. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. All documents should be attached as individual files and labeled. Any Bids received and time stamped through BidSync, prior to the Bid submittal deadline shall be accepted as timely submittal anything thereafter will be rejected. Additionally, BidSync will not allow for the electronic Bid submittal after the closing date and time has lapsed. Bids will be opened promptly at the time and date specified. All expenses involved with the preparation and submission of Bids to the City, or any work performed in connection therewith, shall be borne by the Bidder(s). Accordingly, Bidder(s): 1. Must register, free of charge, with BidSync Electronic Bidding System ("BidSync") to establish an account in order to have access to view and/or respond to any solicitations issued by the City of Miami's Department of Procurement ("City"). 2. Shall submit all Bids electronically. Hard copy Bid submittals will not be accepted. NO EXCEPTIONS. 3. Must submit the Certification Statement and associated solicitation documents which define requirements of items and/or services to be purchased and must be completed and submitted as outlined within the solicitation via BidSync. The use of any other forms and/or the modification of City forms will result in the rejection of the Bidder's Bid submittal. 4. Shall ensure that the Certification Statement is fully completed and provided with your Bid. Failure to comply with these requirements may cause the Bid to be rejected. 5. Must ensure that an n authorized agent of the Bidder's firm signs the Certification Statement and submits it electronically. FAILURE TO SIGN THE CERTIFICATION STATEMENT SHALL DEEM THE BID NON -RESPONSIVE. 6. May be considered non -responsive if Bids do not conform to the terms and conditions of this solicitation. 11/9/2022 1:07 PM p. 33 City of Miami Solicitation 1596386 1.81. TAXES - The City is exempt from any taxes imposed by the State and/or Federal Government. Exemption certificates will be provided upon request. Notwithstanding, Bidders should be aware that all materials and supplies that are purchased by the Bidder for the completion of the Bid Contract is subject to the Florida State Sales Tax in accordance with Section 212.08, Florida Statutes, as amended, and all amendments thereto, and shall be paid solely by the Bidder. 1.82. TERMINATION - The City Manager, on behalf of the City, reserves the right to terminate the Bid Contract by written notice to the Successful Bidder/Contractor effective as of the date specified in the notice, should any of the following apply: A. The Successful Bidder/Contractor is determined by the City, to be in breach of any of the terms and conditions of the Bid Contract. B. The City has determined that such termination will be in the best interest of the City, to terminate the Bid Contract for its own convenience. C. Funds are not available to cover the cost of the contracted goods and/or services. The City's obligation is contingent upon the availability of appropriate funds. 1.83. TERMS OF PAYMENT - Payment will be made by the City after the goods and/or services have been received, inspected, and found to comply with award specifications, free of damage, or defect, and properly invoiced. Payment will be made after delivery, within forty-five (45) days of receipt of an invoice, and authorized inspection and acceptance of the goods/services, and pursuant to Section 218.74, Florida Statutes, and other applicable law. 1.84. TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of the Formal Solicitation. The City reserves the right to cancel such orders, or any part thereof, without obligation, if delivery is not made within the time(s) specified in the Bid. Deliveries shall be made during regular City business hours, unless otherwise specified in the Special Conditions. 1.85. TITLE - Title to the goods shall not pass to the City until after the City has inspected and accepted the goods or used the goods, whichever comes first. 1.86. TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE -All Bids submitted to the City are subject to public disclosure, pursuant to Chapter 119, Florida Statutes. An exception may be made for "trade secrets." If the Bid contains information that constitutes a "trade secret", all material that qualifies for exemption from Chapter 119, must be submitted in a separate envelope, clearly identified as "TRADE SECRETS EXCEPTION," with Bidder's name, the Formal Solicitation number, and title marked on the outside. Please be aware that the designation of an item as a trade secret by Bidder may be challenged in court by any person. By Bidder's designation of material in Bidder's Response as a "trade secret" Bidder agrees to indemnify and hold harmless the City for any award to a plaintiff for damages, costs, or attomey's fees and for costs and attomey's fees, incurred by the City, by reason of any legal action challenging Bidder's claim. 1.87. UNAUTHORIZED WORK OR DELIVERY OF GOODS - Neither the Successful Bidder/Contractor nor any of their employees shall perform any work, or deliver any goods, unless a change order or purchase order is issued and received by the Successful Bidder/Contractor. The Successful Bidder/Contractor will not be paid for any work performed, or goods delivered outside the scope of the Bid Contract, or any work performed by Successful Bidder's/Contractor's employee(s) not otherwise previously authorized. 1.88. USE OF NAME - The City is not engaged in research for advertising, sales promotion, or other publicity purposes. No advertising, sales promotion, or other publicity materials containing information obtained from the 11/9/2022 1:07 PM p. 34 City of Miami Solicitation 1596386 Formal Solicitation shall be mentioned, or imply the name of the City, without prior express written permission from the City Manager, or the City Commission. 1.89. VARIATIONS OF SPECIFICATIONS - For purposes of the Formal Solicitation evaluation, Bidder(s) must indicate any variances from the Formal Solicitation scope of work/specifications and/or conditions, no matter how slight. If variations, are not stated on their Bid, it will be assumed that the product fully complies with the Formal Solicitation's scope of work/specifications. 11/9/2022 1:07 PM p. 35 City of Miami Solicitation 1596386 Special Conditions 2.1. PURPOSE The purpose of this Solicitation is to establish a contract, for Helicopter Maintenance, Repair and Services, as specified herein, from a source(s), fully compliant with the terms, conditions, and stipulations of the Solicitation. 2.2. PRE -BID CONFERENCE A Virtual Voluntary pre -bid conference will be held on Wednesday, November 9, 2022, at 11:00 a.m., via Microsoft Teams Click here to join the meeting or via phone + 1 786-598-2961, Conference ID: 870 773 682# A discussion of the requirements of the Solicitation will occur at that time. Each potential Bidder is required, prior to submitting a Proposal, to acquaint itself thoroughly with any and all conditions and/or requirements that may in any manner affect the work to be performed. All questions and answers affecting the scope of work/specifications of the IFB will be included in an addendum, that will be distributed through BidSync, following the Pre -Proposal Conference to all the attendees. Because the City considers the Pre -Bid Conference to be critical to understanding the Solicitation requirements, attendance is highly recommended. 2.3. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION Any questions or clarifications concerning this solicitation shall be submitted electronically via the Bidsync Portal. All questions must be received no later than Monday, November 14, 2022, at 3:00 p.m. All responses to questions will be sent to all prospective bidders/proposers in the form of an addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE. 2.4. BIDDER'S MINIMUM QUALIFICATIONS Bids will be considered only from firms that are regularly engaged in the business of providing goods and/or services as described in this Bid; but must have been in business for a minimum period of the last three (3) consecutive years with same FEI number at the time of bid submittal. Have sufficient financial support, equipment to ensure that they can satisfactorily provide the goods and/or services if awarded a Contract under the terms and conditions herein stated. Bidder shall: (1) Maintain and/or operate an Airbus Helicopter service/repair facility in the states of Alabama, Georgia, or Florida and possess a valid Federal Aviation Administration ("FAA") approved Repair Station Certification (Federal Aviation Regulations [FAR] Part 145). The certificate shall be for the address where services are to be rendered. and a copy must be submitted with the bid. (2) Have a primary mechanic who will oversee and manage the maintenance of the Helicopter. The primary mechanic shall be available for consultations and guidance regarding maintenance issues with the Helicopter. The primary mechanic must possess a valid FAA Inspection Authorization ("IA") certificate. A copy of the certificate must be submitted with the bid. (3) Have full time FAA certified Airframe and Powerplant ("A&P") mechanics, with a minimum of three (3) years of Eurocopter/Airbus field experience (Airbus EC 120B Helicopter or newer model preferred). A copy of valid mechanics certificate(s) shall be submitted with the bid. Upon request, provide service mechanic work log and other evidence documentation that each mechanic has training and experience consistent with the performance requirements of the specifications herein stated; (4) Be an authorized Airbus Helicopter Facility to service and overhaul helicopters and, provide documentation from Airbus that states the same; This can be satisfied by providing a copy of the executed agreement, a letter from the manufacturer, a designation on the manufacturer's website, or any other verifiable document. A copy of said documentation must be submitted with the bid submittal 11/9/2022 1:07 PM p. 36 City of Miami Solicitation 1596386 (5) Not have any member, officer, or stockholder that is in arrears or is in default of any debt or contract involving the City, is a defaulter surety otherwise, upon any obligation to the City, and/or has failed to perform faithfully on any previous contract with the City; (6) Have no record of pending lawsuits or criminal activities, and have never been declared bankrupt; and (7) Submit completed and signed Certification Statement and Certifications Section. FAILURE TO MEET THE ABOVE MINIMUM REQUIREMENTS AND PROVIDE COPIES OF ALL REQUIRED DOCUMENTATION AT TIME OF BID SUBMITTAL, SHALL DEEM YOUR BID NON- REPONSIVE. 2.5. REFERENCES Each bid must be accompanied by a minimum of three (3) references, which shall include the name of the company, dates of contract, description of goods/services supplied, a contact person, telephone number, and e-mail address. Failure to provide at three (3) references at time of bid submittal shall deem Bidder non -responsive. 2.6. SUBCONTRACTORS OF WORK SHALL BE IDENTIFIED A Sub -Contractor is an individual or firm contracted by the Successful Bidder(s) to assist in the performance of services required under this Solicitation. A Sub -Contractor shall be paid through the Successful Bidder's firm and not paid directly by the City. Sub -Contractors are allowed by the City in the performance of the services delineated within this Solicitation. Bidders must clearly reflect in their bid response the major Sub -Contractors to be utilized in the performance of required services. The City retains the right to accept or reject any Sub -Contractors proposed in the response of the Bidders or prior to Contract execution. Any and all liabilities regarding the use of a Sub -Contractor shall be borne solely by the Successful Bidder(s) and the insurance for each Sub -Contractor must be maintained in good standing and approved by the City throughout the duration of the Contract. Neither Successful Bidder(s) nor any of their Sub -Contractors are considered to be employees or agents of the City. Failure to list all Sub -Contractors and provide the required information may disqualify any proposed Sub -Contractors from performing work under this Solicitation. Bidders shall include in their bid response the requested Sub -Contractor information and include all relevant information required of the Bidder. In addition, within five (5) working days after the identification of the Award to the Successful Bidder(s), the Successful Bidder(s) shall provide a list confirming the Sub -Contractors that the Successful Bidder(s) intend to utilize in the Contract, if applicable. The list shall include, at a minimum, the name, location of the place of business for each Sub - Contractor, the services the Sub -Contractor will provide relative to any Contract that may result from this Solicitation, any applicable licenses, references, ownership, and other information required of the Successful Bidder(s). 2.7. INSURANCE REQUIREMENTS INDEMNIFICATION Successful Bidder(s) shall indemnify, hold and save harmless, and defend (at its own cost and expense), the City, its officers, agents, directors, and/or employees, from all liabilities, damages, losses, judgements, and costs, including, but not limited to, reasonable attorney's fees, to the extent caused by the negligence, recklessness, negligent act or omission, or intentional wrongful misconduct of Successful Bidder(s) and persons employed or utilized by Successful Bidder(s) in the performance of this Contract. Successful Bidder(s) shall further, hold the City, its officials and employees, indemnify, save and hold harmless for, and defend (at its own cost), the City its officials and/or employees against any civil actions, statutory or similar claims, injuries or damages arising or resulting from the permitted Work, even if it is alleged that the City, its officials, and/or employees were negligent. In the event that any action or proceeding is brought against the City by reason of any such claim or demand, the 11/9/2022 1:07 PM p. 37 City of Miami Solicitation 1596386 Successful Bidder(s) shall, upon written notice from the City, resist and defend such action or proceeding by counsel satisfactory to the City. The Successful Bidder(s) expressly understands and agrees that any insurance protection required by this Contract or otherwise provided by the Successful Bidder(s) shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The indemnification provided above shall obligate the Successful Bidder(s) to defend, at its own expense, to and through trial, administrative, appellate, supplemental or bankruptcy proceeding, or to provide for such defense, at the City's option, any and all claims of liability and all suits and actions of every name and description which may be brought against the City, whether performed by the Successful Bidder(s), or persons employed or utilized by Successful Bidder(s). These duties will survive the cancellation or expiration of the Contract. This Section will be interpreted under the laws of the State of Florida, including without limitation and interpretation, which conforms to the limitations of Sections 725.06 and/or 725.08, Florida Statutes, as applicable and as amended. Successful Bidder(s) shall require all sub -contractor agreements to include a provision that each sub -contractor will indemnify the City in substantially the same language as this Section. The Successful Bidder(s) agrees and recognizes that the City shall not be held liable or responsible for any claims which may result from any actions or omissions of the Successful Bidder(s) in which the City participated either through review or concurrence of the Successful Bidder's actions. In reviewing, approving or rejecting any submissions by the Successful Bidder(s) or other acts of the Successful Bidder(s), the City, in no way, assumes or shares any responsibility or liability of the Successful Bidder(s) or sub -contractor under this Contract. Ten dollars ($10) of the payments made by the City constitute separate, distinct, and independent consideration for the granting of this Indemnification, the receipt and sufficiency of which is voluntarily and knowingly acknowledged by the Successful Bidder(s). The Successful Bidder(s) hereby accepts and assumes full responsibility for all risk of loss, theft, damage or destruction to the Successful Bidder's business personal property or inventory in connection with this solicitation. It is hereby agreed and understood, that the City shall not be responsible or liable for any theft, destruction, damage, or losses of any kind and nature whatsoever. The Successful Bidder(s) further agrees that the City shall not be required to compensate the Successful Bidder(s) for any such losses and assumes all liability in connection therein. The Successful Bidder(s) shall furnish to City of Miami, c/o Department of Procurement, 444 SW 2nd Avenue, 6th Floor, Miami, Florida 33130, Certificate(s) of Insurance which indicate that insurance coverage has been obtained which meets the requirements as outlined below: Please see Attachment titled Insurance Addendum for insurance definitions, requirements, and conditions, in the Document Section of this solicitation. (1) Commercial General Liability (Primary & Non -Contributory): A. Limits of Liability Bodily Injury and Property Damage Liability Each Occurrence: $1,000,000 General Aggregate Limit: $2,000,000 Products/Complete Operations: $1,000,000 Personal and Advertising Injury: $1,000,000 B. Endorsements Required: City of Miami included as an Additional insured. Contingent and Contractual Liability Premises and Operations Liability Primary Insurance Clause Endorsement 11/9/2022 1:07 PM p. 38 City of Miami Solicitation 1596386 (2) Business Automobile Liability A. Limits of Liability Bodily Injury and Property Damage Liability Combined Single Limit Owned/Scheduled Autos Including Owned, Hired, Borrowed or Non -Owned Autos Any One Accident: $1,000,000 (3) B. Endorsements Required: City of Miami listed as an additional insured Worker's Compensation Limits of Liability Statutory - State of Florida Waiver of Subrogation Employer's Liability A. Limits of Liability $100.000 for bodily injury caused by an accident, each accident $100.000 for bodily injury caused by disease, each employee $500.000 for bodily injury caused by disease, policy limit The above policies shall provide the City of Miami with written notice of cancellation or material change from the insurer in accordance to policy provisions. BINDERS ARE UNACCEPTABLE. The insurance coverage required shall include those classifications, as listed in standard liability insurance manuals, which most nearly reflect the operations of the Bidder. All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications: The Company must be rated no less than "A" as to management, and no less than "Class V" as to financial strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent. All policies and/or certificates of insurance are subject to review and verification by Risk Management prior to insurance approval. NOTE: CITY BID NUMBER AND/OR TITLE OF BID MUST APPEAR ON EACH CERTIFICATE. Compliance with the foregoing requirements shall not relieve the Bidder of his liability and obligation under this section or under any other section of this Agreement. - -If insurance certificates are scheduled to expire during the contractual period, the Bidder shall be responsible for submitting new or renewed insurance certificates to the City at a minimum of ten (10) calendar days in advance of such expiration. - -In the event that expired certificates are not replaced with new or renewed certificates which cover the contractual period, the City shall: (1) Suspend the contract until such time as the new or renewed certificates are received by the City in the manner prescribed in the Invitation To Bid. 11/9/2022 1:07 PM p. 39 City of Miami Solicitation 1596386 (2) The City may, at its sole discretion, terminate this contract for cause and seek re procurement damages from the Bidder in conjunction with the General and Special Terms and Conditions of the Bid. The Bidder shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in force for the duration of the contractual period; including any and all option terms that may be granted to the Bidder. 2.8. TERM OF CONTRACT The Contract shall commence upon the date of Notice of Award and shall be effective for two (2) years with the option to renew for two (2) additional two (2) year periods, subject to the availability of funds for succeeding fiscal years. Continuation of the contract beyond the initial period is a City prerogative; not a right of the Bidder. This prerogative will be exercised only when such continuation is clearly in the best interest of the City. 2.9. METHOD OF AWARD Award of this contract will be made to the two (2) lowest responsible and responsive Bidder(s) who bids on all items and whose bid offers the lowest price when all items are added in the aggregate, conforming to the specifications. Bidders must bid on all items. The City will select up to two (2) vendors, with the lowest being deemed the "Primary Vendor" and the next lowest the "Secondary Vendor", in the order of lowest prices provided to the City. Should the "Primary Vendor" not be able to provide the service at the time needed, the City has the option to select the next lowest "Secondary Vendor" to fulfill the required services. 2.10. SUBMISSION REQUIREMENTS Please refer to Section 1.80, Notice Regarding "Submission and Receipts of Bids" of the General Terms and Conditions of this Solicitation. 2.11. CURES Please refer to Section 1.56, Notice Regarding "Cures" of the General Terms and Conditions of this Solicitation. 2.12. TIE BIDS Whenever two or more Bids which are equal with respect to price, quality and service are received by the City for the procurement of commodities or contractual services, a Bid received from a business that certifies that it has implemented a drug -free workplace program shall be given preference in the award process. Established procedures for processing tie Bids will be followed if none of the tied vendors have a drug -free workplace program. In order to have a drug -free workplace program, a business shall: (1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the action that will be taken against employees for violations of such prohibition. (2) Inform employees about the dangers of drug abuse in the workplace, the business' policy of maintaining a drug - free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. (3) Give each employee engaged in providing the commodities or contractual services that are under Bid a copy of the statement specified in subsection (1). (4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under Bid, the employee will abide by the terms of the statement and 11/9/2022 1:07 PM p. 40 City of Miami Solicitation 1596386 will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. (5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program, if such is available in the employee's community, by any employee who is so convicted. (6) Make a good faith effort to continue to maintain a drug -free workplace through implementation of this section. 2.13. CONDITIONS FOR RENEWAL Each renewal of this contract is subject to the following: (1) Continued satisfactory performance compliance with the specifications, terms and conditions established herein. (2) Availability of funds 2.14. NON -APPROPRIATION OF FUNDS In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable in any fiscal period for payments due under this contract, then the City, upon written notice to the Successful Bidder(s) or his assignee of such occurrence, shall have the unqualified right to terminate the contract without any penalty or expense to the City. No guarantee, warranty or representation is made that any project(s) will be awarded to any firm(s). 2.15. EQUITABLE ADJUSTMENT The Department of Procurement may, in its sole discretion, make an equitable adjustment in the contract terms and/or pricing if pricing or availability of supply is affected by extreme or unforeseen volatility in the marketplace, that is, by circumstances that satisfy all the following criteria: (1) the volatility is due to circumstances beyond the Successful Bidder(s) control, (2) the volatility affects the marketplace or industry, not just the particular contract source of supply, (3) the effect on pricing or availability of supply is substantial, and (4) the volatility so affects the Successful Bidder(s) that continued performance of the contract would result in a substantial loss. Successful Bidder(s) will be requested to submit documentation to justify any requested percentage increase in cost to the City of Miami. 2.16. PROJECT MANAGER Upon award, Successful Bidder(s) shall report and work directly with Lieutenant Alfredo Delgado or designee, who shall be designated as the Project Manager(s) for the City. 2.17. RESPONSE TIME Failure by the Primary Vendor to consult or respond to a service call from the Miami Police Department Factory Trained A350B20 Technician within one (1) week after initial written request will result in having the required service performed by the Secondary Vendor. 2.18. DELAYS The Successful Bidder(s) shall notify the City's Project Manager, or designee of any actual or potential delays. 2.19. LIQUIDATED DAMAGES Failure to complete the project in accordance with the specifications and to the satisfaction of the City within the time stated, shall result in liquidated damages being assessed. The Successful Bidder(s) shall be subject to an assessment of liquidated damages in the amount of $250.00 for each and every calendar day the work remains incomplete (not to exceed the total amount of the contract), as compensation due to the City for loss of use and for additional costs incurred by the City due to such noncompletion of the work. The City shall have the right to deduct said liquidated damages 11/9/2022 1:07 PM p. 41 City of Miami Solicitation 1596386 from any amount due or that may become due to the Successful Bidder(s) under this agreement or to invoice the Successful Bidder(s) for such damages if the costs incurred exceed the amount due to the Successful Bidder(s). 2.20. COMPLETED WORK The City shall be notified by the Successful Bidder(s) upon completion of work. The City shall inspect and approve completed work before authorizing payment. Work not satisfactorily completed shall be redone by the Successful Bidder(s) at no additional cost to the City. 2.21. HOURLY RATE The hourly rate quoted shall include full compensation for labor, equipment use, and any other related cost the Successful Bidder(s) may incur. This rate is assumed to be at straight time for all labor, except as otherwise noted. Travel time will be reimbursed if approved by the Project Manager or designee in writing, after Successful Bidder(s) provides a quote and said quote is within the current market rate. 2.22. OVERTIME Weekdays, after eight (8) consecutive hours of work within one (1) day. The City will allow overtime payment at a maximum rate of one and half times the regular hourly wage quoted by the Successful Bidder(s), except for weekends and holidays, which shall be at a quoted rate. This allowance shall only be provided in those instances where expressly authorized by the Project Manager(s) or designee prior to the commencement of the overtime, weekend, or holiday work. 2.23. REPAIR SERVICES To be performed throughout the term of the contract, on an as needed basis and authorized in writing by the Project Manager or designee. a. Repairs shall be performed at the hourly rate specified on the Item Response Form. The hourly rate specified shall include full compensation for labor, equipment use, any other related costs associated with the services. Materials/parts required for repair jobs and not otherwise included in the routine maintenance service shall be billed at the Successful Bidder's actual cost. b. Repairs shall not be performed unless expressly authorized by the Project Manager or designee. c. The City reserves the right to seek cost estimates (quotes) from the Successful Bidder prior to the performance of any repair work. Quotes will be provided at no additional cost to the City. d. All invoices for repairs shall itemize the cost of labor, materials/parts, including the hourly rate, number of work hours required to complete work. 2.24. SHIPPING COSTS The City of Miami shall be responsible for all shipping costs of parts required for repair services, however, the Successful Bidder(s) shall discuss part(s) delivery time and shipping options with the Project Manager or designee, to determine the best option. No deliveries will be accepted without prior approval from Project Manager or designee. No markup on shipping costs shall be allowed. Please refer to Section 2.28. Parts at Pass Through Cost of the Special Conditions of this Solicitation. 2.25. MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS Successful Bidder(s) hereby acknowledges and agrees that all materials/products, except where recycled content is specifically requested, supplied by the Successful Bidder(s) in conjunction with this Bid shall be new, warranted for their merchantability, and fit for a particular purpose. In the event any of the materials/products supplied to the City by the Successful Bidder(s) are found to be defective or do not conform to specifications, the City reserves the right to 11/9/2022 1:07 PM p. 42 City of Miami Solicitation 1596386 cancel the order and return such materials/products to the Successful Bidder(s) to replace the materials/products at the Successful Bidder(s) expense. 2.26. WARRANTY. FITNESS FOR PURPOSE The Successful Bidder(s) warrants the materials supplied and the work performed under this Contract conform to warranty materials provided and work performed for one (1) year from the date of completion. In addition to all other warranties that may be supplied by the Successful Bidder, the Successful Bidder(s) shall warrant their products and/or service against faulty labor and/or defective material for a minimum period of one (1) year after the date of acceptance of labor, materials, and/or equipment by the City. This warranty requirement shall remain in force for the full one (1) year period; regardless of whether the Successful Bidder(s) is under Contract with the City at the time of any defect. Any payment by the City on behalf of the goods or services received from the Successful Bidder(s) does not constitute a waiver of these warranty provisions. The Successful Bidder(s) shall be responsible for promptly correcting any deficiency, at no cost to the City, within five (5) calendar days after the City notifies the Successful Bidder(s) of such deficiency in writing. If the Successful Bidder(s) fails to honor the warranty and/or fails to correct or replace the defective work or items within the period specified, the City may, at its discretion, notify the Successful Bidder, in writing, that the Successful Bidder(s) may be debarred as a City Bidder and/or subject to contractual default if the corrections or replacements are not completed to the satisfaction of the City within ten (10) calendar days or receipt of the notice. If the Successful Bidder(s) fails to satisfy the warranty within the period specified in the notice, the City may (a) place the Successful Bidder(s) in default of the Contract, and/or (b) procure the products or services from another contractor and charge the Successful Bidder(s) for any additional costs that are incurred by the City for this work or items; either through a credit memorandum or through invoicing. 2.27. WARRANTY REPAIR WORK In the event that the City of Miami procures a new helicopter, the City reserves the right to have warranty repair work/maintenance at a manufacturer authorized repair facility of their choosing. 2.28. PARTS AT PASS THROUGH COST All cost for parts including shipping, for repair jobs shall be billed at the Successful Bidder's actual cost and will be passed on to the City without markup or any additional fees. Successful Bidder(s) shall submit purchase receipt of parts along with labor invoice for payment. Successful Bidder(s) shall be responsible for sourcing all parts necessary to complete the work requirements of each job specification. Replacement parts furnished must be of the same manufacturer or an equal product. All equipment and materials shall be commercial quality and grade and be from a regular product line. Prototype, obsolete, and residential quality/grade equipment shall not be specified or installed in any facilities. All parts must be OEM and match model numbers being replaced. 2.29. QUALITY AND MANUFACTURE The apparent silences of these specifications as to any details or the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only materials and workmanship of first quality are to be used. All interpretations of these specifications shall be made upon the basis of this statement. Specifications, brands and manufacturers' names, where given, are to establish product type and quality required. Any equal thereto will be considered, subject to the approval of the City of Miami. Bidders shall indicate on the Bid Sheets, the manufacturer, brand and model or style number they intend to supply to the City, for each item Bid. All materials shall be new, of current manufacture, and shall carry standard warranties. No substitutions shall be allowed after the Bid is awarded unless so authorized by the City. 11/9/2022 1:07 PM p. 43 City of Miami Solicitation 1596386 The City reserves the right to perform its own testing procedures or to send any and all samples to any certifiable laboratory for analysis. Any and all costs for testing shall be borne by Bidder. On the basis of this testing and analysis, the City shall be sole judge of the acceptability of the sample in conjunction with the Bid specifications and its decision shall be final. Any sample submitted shall create an express warranty that the whole of the goods and/or services to be provided by the Successful Bidder(s) during the contract period shall conform to the sample submitted. The Successful Bidder(s) shall be required to provide adequate restitution to the City, in the manner prescribed by the City, if this warranty is violated during the term of the contract. 2.30. COMPLETE SERVICES REQUIRED These specifications describe the various items or classes of work required, enumerating or defining the extent of same necessary, but failure to list any item or classes under scope of the several sections shall not relieve the Successful Bidder(s) from furnishing, installing or performing such work where required by any part of these specifications, or necessary to the satisfactory completion of the services. 2.31. FACILITY INSPECTION The City reserves the right to inspect the facility, vehicle(s), trailer, tools, diagnostic equipment and any other miscellaneous item to determine whether the Bidder is responsive to the Bid requirements. Furthermore, the City reserves the right to conduct the same inspection as mentioned above to the Successful Bidder(s) to ensure compliance by Successful Bidder(s) throughout the term of the contract. 2.32. ADDITIONS/DELETIONS OF SUPPLIERS/FACILITIES/ITEMS/SERVICES Although this Solicitation identifies Suppliers/Facilities/Items/Services to be addressed, it is hereby agreed and understood that any Suppliers/Facilities/Items/Services may be added/deleted to/from this Contract at the sole discretion of the City. When an addition of items or services to the Contract is required, the Successful Bidder(s) under this Contract shall be invited to submit price quotes for these new items/services. If these quotes are comparable with market prices offered for similar items/services, they shall be added to the Contract whichever is in the best interest of the City and an addendum, and a separate purchase order shall be issued by the City. 2.33. FORCE MAJEURE A "Force Majeure Event" shall mean an act of God, act of governmental body or military authority, fire, explosion, power failure, flood, storm, hurricane, sink hole, other natural disasters, epidemic, riot or civil disturbance, war or terrorism, sabotage, insurrection, blockade, or embargo. In the event that either party is delayed in the performance of any act or obligation pursuant to or required by the Agreement by reason of a Force Majeure Event, the time for required completion of such act or obligation shall be extended by the number of days equal to the total number of days, if any, that such party is actually delayed by such Force Majeure Event. The party seeking delay in performance shall give notice to the other party specifying the anticipated duration of the delay, and if such delay shall extend beyond the duration specified in such notice, additional notice shall be repeated no less than monthly so long as such delay due to a Force Majeure Event continues. Any party seeking delay in performance due to a Force Majeure Event shall use its best efforts to rectify any condition causing such delay and shall cooperate with the other party to overcome any delay that has resulted. 2.34. PRIMARY CLIENT (FIRST PRIORITY) The Successful Bidder(s) agree upon award of this contract that the City of Miami shall be its primary client and shall be serviced first during a schedule conflict arising between this contract and any other contract Successful Bidder(s) may have with any other cities and/or counties to perform similar services as a result of any catastrophic events such as tornadoes, hurricanes, severe storms or any other public emergency impacting various areas during or approximately the same time. 11/9/2022 1:07 PM p. 44 City of Miami Solicitation 1596386 2.35. FAILURE TO PERFORM Should it not be possible to reach the Successful Bidder(s) or supervisor and/or should remedial action not be taken within forty-eight (48) hours of any failure to perform according to specifications, the City reserves the right to declare Successful Bidder(s) in default of the contract or make appropriate reductions in the contract payment. 2.36. TERMINATION A. FOR DEFAULT If Successful Bidder(s) defaults in its performance under this Contract and does not cure the default within 30 days after written notice of default, the City Manager may terminate this Contract, in whole or in part, upon written notice without penalty to the City of Miami. In such event the Successful Bidder(s) shall be liable for damages including the excess cost of procuring similar supplies or services: provided that if, (1) it is determined for any reason that the Successful Bidder(s) was not in default or (2) the Successful Bidder's failure to perform is without Successful Bidder(s) or its subcontractor's control, fault or negligence, the termination will be deemed to be a termination for convenience of the City of Miami. B. FOR CONVENIENCE The City Manager may terminate this Contract, in whole or in part, upon 30 days prior written notice when it is in the best interest of the City of Miami. If this Contract is for supplies, products, equipment, or software, and so terminated for convenience by the City of Miami the Successful Bidder(s) will be compensated in accordance with an agreed upon adjustment of cost. To the extent that this Contract is for services and so terminated, the City of Miami shall be liable only for payment in accordance with the payment provisions of the Contract for those services rendered prior to termination. 2.37. ADDITIONAL TERMS AND CONDITIONS No additional terms and conditions included as part of your solicitation response shall be evaluated or considered, and any and all such additional terms and conditions shall have no force or effect and are inapplicable to this solicitation. If submitted either purposely, through intent or design, or inadvertently, appearing separately in transmittal letters, specifications, literature, price lists or warranties, it is understood and agreed that the General Conditions and Special Conditions in this solicitation are the only conditions applicable to this solicitation and that the Bidder's authorized signature affixed to the Bidder's acknowledgment form attests to this. If a Professional Services Agreement (PSA) or other Agreement is provided by the City and is expressly included as part of this solicitation, no additional terms or conditions which materially or substantially vary, modify or alter the terms or conditions of the PSA or Agreement, in the sole opinion and reasonable discretion of the City will be considered. Any and all such additional terms and conditions shall have no force or effect and are inapplicable to this PSA or Agreement. 2.38. LOCAL PREFERENCE Bidders wishing to apply for the local office preference shall comply with the General Terms and Conditions, Section 1.48 Local Preference of this solicitation and with Section 18-73 of the City of Miami Procurement Code, titled "Definitions", and shall submit with the Proposal or Bid at the time of the Proposal/Bid due date the following: • Completion and submission of the attached City of Miami Local Office Certification Form; • Submission of a copy of the Proposer's lease documents at the location being deemed a City of Miami Local Office; • Submission of a City of Miami Business Tax Receipt; • Submission of a Miami Dade County Business Tax Receipt; and • Submission of a copy of the license, certificate of competency, and certificate of use that authorizes the performance of the Proposer/Bidder. 11/9/2022 1:07 PM p. 45 City of Miami Solicitation 1596386 3. Specifications 3.1. SPECIFICATIONS/SCOPE OF WORK The purpose of this solicitation is to establish a contract with a responsive and responsible Bidder(s) for Helicopter Maintenance, Repair and Services, on an as needed basis, for the City of Miami's ("City") Police Department ("Police"). This work shall be inclusive of labor, materials, equipment, tools, licenses and/or permits, and any other cost associated with the provision of helicopter services and overhaul. 1) GENERAL REQUIREMENTS: The Successful Bidder(s) shall perform inspections, scheduled and unscheduled maintenance, and repairs on a Eurocopter/Airbus EC 120B Helicopter or newer model avionics, airframe, powertrain and engine, in accordance with the following Federal Aviation Administration Regulations and the helicopter manufacturer's specifications and recommendations: o Chapter I --Federal Aviation Administration, Department of Transportation Part 43--Maintenance, Preventive Maintenance, Rebuilding, and Alteration (www.faa.gov) as may be amended from time to time. o Chapter I --Federal Aviation Administration, Department of Transportation Part 91--General Operating and Flight Rules (www.faa.gov) as may be amended from time to time. o Eurocopter/Airbus Master Service Recommendations (MSR) as may be amended from time to time. o Turbomeca service recommendations as may be amended from time to time. o Component manufacturers service recommendations as may be amended from time to time. 2) SERVICES: The work to be performed by the Successful Bidder(s) pursuant to this IFB shall consist of, but is not limited to: a) Maintaining a status list of all finite components with their times and notify the Project Manager or designee when a part has reached within 300 hours of replacement. b) Providing Field Service Requests, on an as needed basis, within the corporate limits of the City of Miami. Successful Bidder(s) must have a service vehicle with tools, parts and diagnostic equipment to conduct field repairs to aircraft on ground (AOG) within one (1) week after being contacted by the City. c) Providing or having available for use, a helicopter trailer capable of transporting an unairworthy helicopter to the Successful Bidder's facility. d) Conducting the helicopter inspections and be able to travel to the Police Base of Operations located at the U.S. Coast Guard Air Station Miami 14750 N.W. 44th Ct. Opa-Locka, FL 33054, and fly the helicopter to the Successful Bidder's facility, then return the helicopter to the Miami Police Department Base of Operations upon completion of the inspections. The inspections shall be done according to the following schedule: • 10, 25 and 50 hour inspections shall be completed in one day; • 100 hour inspections shall be completed in two (2) working days; and • 500 hour inspections shall be completed in five (5) working days. Failure to complete the inspections in the prescribed time period will result in liquidated damages as specified herein, for each day the time limit is exceeded for mere compensation in not having a fully maintained and inspected aircraft. 11/9/2022 1:07 PM p. 46 City of Miami Solicitation 1596386 e) Providing unscheduled repair services, on an as needed basis. The Successful Bidder(s) shall provide a written estimate of labor, parts and time required to complete the specified repair(s) and obtain written approval from the Project Manager or designee prior to performing any services under the contract. No work shall be performed, or use of over -time labor rate services, or parts be supplied (if it deviates from the original written estimate) without a separate written approval from the Project Manager or designee. f) Performing repair and replacement services of airframe and engine components, on an as needed basis, according to the following: (1) Check with the manufacturer that item(s) are under warranty; (2) perform any repairs necessary to enable component to perform in accordance with Manufacturer's specifications; and (3) replace any parts which are defective or which, according to the Manufacturer's specifications or recommendations, should be replaced at the time the Successful Bidder(s) is performing the job. g) Performing scheduled maintenance program, according to the manufacturer's recommendations and provide to the Police pilot a checklist to verify that each procedure has been accomplished. The checklist shall outline the steps and all tasks performed by the mechanic from the beginning to the end. This checklist shall be signed by the mechanic and be available to the Police pilot receiving the aircraft for their review prior to flight. h) Having all necessary and specific tools and equipment required by Eurocopter/ Airbus EC 120B Helicopter and ancillary avionics aboard the Miami aircraft and/or or the ability to rent or lease said tools and equipment. Should Police request the use of tools or special equipment above and beyond what is required for non -routine maintenance, the Successful Bidder(s) shall provide a written cost estimate and must obtain authorization from the Project Manager or designee. i) Maintaining a computerized parts inventory list for the helicopter during the term of the Contract and any extensions. The computerized parts inventory listing must contain, but not limited to all airframe and engine parts information including finite life items, which will state the Part Number, Component Name, Serial Number, Total Time until Overhaul/Retire, Component Time Prior to Overhaul/Retire, Aircraft Time when component/part installed, time on aircraft when part/component installed, overhaul part/component at aircraft total time, retire part/component at aircraft total time, hours remaining that part/component has left, estimated date when part/component needs to be replaced or overhauled and the percentage of time the part/component has remaining j) Recognizing that engine, engine's components and air frame's components delivered to the Police Base of Operations could be stored for several months prior to installation in a helicopter. Accordingly, prior to return to Police Base of Operations, Successful Bidder(s) shall apply adequate preservatives and use any other applicable procedures to protect the part and components according to the manufacturer's specifications and recommendations. k) Proving, whenever possible, an option for a less expensive manufacturer approved replacement part, the Successful Bidder(s) shall inform the Project Manager or designee of the alternative item and allow the Project Manager or designee to choose the best option. 3) EMERGENCY SERVICE CALL CHARGE: The Successful Bidder(s) shall provide the Project Manager or designee, with after-hours emergency service call charge, necessary to cope with an emergency situation which threatens public health and safety, as determined by the City. The Successful Bidder shall be immediately available via a twenty-four (24) hour, seven (7) days a week phone and email service. It is expected that non-scheduled requests for services (emergency calls, etc.) shall be addressed within one (1) week after being contacted by the City. The Successful Bidder shall ensure that the Project Manager or designee has the telephone numbers and emails of all employees assigned, or who would be 11/9/2022 1:07 PM p. 47 City of Miami Solicitation 1596386 reporting to the facility, and the designated employee shall have the ability to respond directly to calls from the Project Manager or designee. 4) SAFETY AND RESPONSABILIY: When the helicopter is at the Successful Bidder's location, the helicopter shall be kept in a hangar having adequate security. The Successful Bidder(s) will be responsible for the security of the aircraft while in their possession and will be fully liable for any loss or damage to the aircraft. Successful Bidder(s) shall provide a safe and secure storage for all Police helicopter(s) parts to include engines, main rotor blades, main rotor heads etc. The storage location must have adequate room for storage of all parts and a burglar and fire alarm installed which is linked to a central reporting station. The costs for repair and/or replacement due to any damage to the aircraft caused through negligence by the Successful Bidder(s) or his/her employees will be the sole responsibility of the Successful Bidder(s). 5) MANUFACTURER'S AUTHORIZATION: Successful Bidder(s) warrants that the Manufacturer has authorized them to perform overhaul and maintenance services on the engines/components specified and allow only skilled mechanics, who have been trained and licensed, to perform overhaul and maintenance services under this contract. Successful Bidder(s) shall adhere to the highest standard of diligence and care in the performance of its overhaul and maintenance responsibilities and shall meticulously follow the standards and procedures required by the Manufacturer (including all service bulletins) for overhaul and maintenance service. The Successful Bidder(s) further warrants that with respect to any components overhauled the following applies: a) Such items shall be free of defects in title, material and workmanship Each item meets or exceeds the specifications and requirements of the Manufacturer. b) Each engine component is new and/or reconditioned to meet manufacturer's specifications, if permitted by Project Manager or designee. c) No such item or use thereof infringes any patent, copyright or proprietary right. d) Successful Bidder(s) further warrants that all services and parts it provides shall be in strict conformity with all applicable regulations from the Federal Aviation Agency (FAA). e) Successful Bidder(s) must comply and be in accordance with the manufacturer's service estimate and/or follow the standard industry practices for labor man hours to service any portion of the aircraft. Notes: Any additional work outside the scope of work approved by the Project Manager and/or Designee will be added to the contract pursuant to Section 2.32. Additions/Deletions of Suppliers/Facilities/Items/Services of the Special Conditions of this Solicitation. 6) SUBMITTALS: Vendor shall submit with their bid: 1. Certification Statement; 2. Certifications Section; 3. Federal Aviation Administration (FAA) Approved Repair Station Certificate; 4. FAA Inspection Authorization (IA) Certificate for the primary mechanic; 5. FAA Certified Airframe and Powerplant (A&P) Certificate for all mechanics; and 6. Authorized Airbus Helicopter Facility documentation. 11/9/2022 1:07 PM p. 48 City of Miami Solicitation 1596386 CITY OF MIAMI LOCAL OFFICE CERTIFICATION (City Code, Chapter 18, Article III, Section 18-73) Solicitation Type and Number: (i.e. IFQ/IFB/RFP/RFQ/RFLI No. 123456) Solicitation Title: (Bidder/Proposer) hereby certifies compliance with the Local Office requirements stated under Chapter 18/Article III, Section 18-73, of the Code of the City of Miami, Florida, as amended. Local office means a business within the city which meets all of the following criteria: (1) Has had a staffed and fixed office or distribution point, operating within a permanent structure with a verifiable street address that is located within the corporate limits of the city, for a minimum of twelve (12) months immediately preceding the date bids or proposals were received for the purchase or contract at issue; for purposes of this section, "staffed" shall mean verifiable, full-time, on -site employment at the local office for a minimum of forty (40) hours per calendar week, whether as a duly authorized employee, officer, principal or owner of the local business; a post office box shall not be sufficient to constitute a local office within the city; (2) If the business is located in the permanent structure pursuant to a lease, such lease must be in writing, for a term of no less than twelve (12) months, been in effect for no less than the twelve (12) months immediately preceding the date bids or proposals were received, and be available for review and approval by the chief procurement officer or its designee; for recently -executed leases that have been in effect for any period less than the twelve (12) months immediately preceding the date bids or proposals were received, a prior fully -executed lease within the corporate limits of the city that documents, in writing, continuous business residence within the corporate limits of the city for a term of no less than the twelve (12) months immediately preceding the date bids or proposals were received shall be acceptable to satisfy the requirements of this section, and shall be available for review and approval by the chief procurement officer or its designee; further requiring that historical, cleared rent checks or other rent payment documentation in writing that documents local office tenancy shall be available for review and approval by the chief procurement officer or its designee; (3) Has had, for a minimum of twelve (12) months immediately preceding the date bids or proposals were received for the purchase or contract at issue, a current business tax receipt issued by both the city and Miami - Dade County, if applicable; and (4) Has had, for a minimum of twelve (12) months immediately preceding the date bids or proposals were received for the purchase or contract at issue, any license or certificate of competency and certificate of use required by either the city or Miami -Dade County that authorizes the performance of said business operations; and (5) Has certified in writing its compliance with the foregoing at the time of submitting its bid or proposal to be eligible for consideration under this section; provided, however, that the burden of proof to provide all supporting documentation in support of this local office certification is borne by the business applicant submitting a bid or proposal. 1 FORM -City of Miami Local Office Certification 11/PacR4 AEINM2 p. 49 City of Miami Solicitation 1596386 PLEASE PROVIDE THE FOLLOWING INFORMATION: Bidder/Proposer Local Office Address: Does Bidder/Proposer conduct verifiable, full- time, on -site employment at the local office for a minimum of forty (40) hours per calendar week? YES NO Is Bidder/Proposer's Local Office tenancy pursuant to a lease? If yes, please enclose a copy of the lease. YES NO N/A Bidder/Proposer please enclose a copy of the Business Tax Receipt (BTR) issued by both the City of Miami and Miami -Dade County. City of Miami: YES NO Exempt Cite Exemption: Miami -Dade County: YES NO Exempt Cite Exemption: Has Bidder/Proposer enclosed a copy of the license or certificate of competency and certificate of use that authorizes the performance of Bidder/Proposer's business operations? YES NO Bidder/Proposer's signature below certifies compliance with the Local Office requirements stated under Chapter 18/Article III, Section 18-73, of the Code of the City of Miami, Florida, as amended. Print Name (Bidder/Proposer Authorized Representative) Signature Date 2 FORM -City of Miami Local Office Certification 11/P( ?R4 A)T/EM2 p. 50 City of Miami Solicitation 1596386 STATE OF FLORIDA COUNTY OF Certified to and subscribed before me this day of , 20 , by (NOTARY SEAL) (Signature of Notary Public -State of Florida) (Name of Notary Typed, Printed, or Stamped) Personally Known OR Produced Identification Type of Identification Produced FORM -City of Miami Local Office Certification 11/R(2?Za A)T/EM2 3 p. 51 POLICY NUMBER: APM- 2-19 DATE: March 26. 2019 ISSUED BY: Emilio T. Gonzalez, Ph.D. Citv/1GI nalrer/Desi SIGNATURE CITY ottfUIAMI ADMINISTRATIVE POLICY REVISIONS Solicitation 1596386 REVISED DATE OF SECTION REVISION Created 3/26/19 SUBJECT: ELIMINATING THE PROCESS OF CURING IRREGULARITIES IN DOCUMENTS SUBMITTED IN RESPONSE TO REQUEST FOR QUALIFICATIONS (RFQ), REQUEST FOR PROPOSALS (RFP), REQUESTS FOR LETTERS OF INTEREST (RFLI), INVITATION FOR BIDS (IFB), INVITATION TO BID (ITB), INVITATION TO QUOTE (ITQ), AND REQUEST FOR SPONSORSHIP (RFS) EFFECTIVE MAY 6, 2019 PURPOSE: To improve the procurement solicitation process in order to provide internal and external customers with a more efficient and effective procurement of goods and services for the City of Miami. This APM establishes guidelines that eliminate the process of curing irregularities in proposals and bids submitted in response to RFQs, RFPs, RFLI's IFBs, ITBs, ITQs and RFS. BACKGROUND: Currently, the Department of Procurement ("Procurement") allows Proposers and Bidders to cure certain deficiencies, deviations, irregularities, omissions, and/or technicalities in proposals and bids submitted to the City in response to RFQs, RFPs, RFLIs, IFBs, ITBs, ITQs and RFS. In collaboration with the Department of Innovation and Technology ("DoIt"), Procurement has identified the process of curing as the cause of significant delays in formal solicitation process. When proposals and bids require a cure, Procurement sends out a "Notice to Cure" to Proposers and Bidders who are then given additional time to correct, complete, and re -submit the required documents. The process of curing is time intensive and delays the procurement of necessary goods and services for the City; it prolongs the due diligence review period and it stalls and delays the evaluation and selection process, resulting in the extension of time between the issuance of an RFP, RFQ, RFLI, IFB, ITB, ITQ, or RFS solicitation and its award date. 11/9/2022 1:07 PM p. 52 City of Miami Solicitation 1596386 Eliminating the process of curing will streamline and improve the overall procurement solicitation process while making it more efficient by removing a source of delay, and more effective by concentrating due diligence reviews only on complete and responsive proposals and bids. Additionally, it is not a common procurement industry practice to allow cures. Other local public agencies such as Miami -Dade County and the Miami -Dade County Public School System do not presently allow cures in such similar instances. GUIDELINES: Procurement will only review and evaluate proposals and bids that have been deemed responsive. Responsive bids and proposals responses are defined by our Procurement Code.' Prospective Proposers and Bidders should understand that non -responsive proposals or bids will not be reviewed and will be eliminated from the evaluation and selection process. The City will not consider the curing of any proposal or bid that fail to meet the minimum qualifications or submission requirements of an RFQ, RFP, RFLI, IFB, ITB, ITQ, or RFS as applicable. Material deficiencies, deviations, irregularities, omissions, and/or technicalities are not waivable. Proposals and bids submitted with deficiencies, irregularities, omissions, and/or technicalities that deviate from the minimum qualifications and/or submission requirements for RFQs, RFPs, RFLIs, IFBs, ITBs, ITQs and RFS shall result in a non -responsive determination. The following list includes, but is not limited to, proposal and bid deficiencies, deviations, irregularities, omissions, and/or technicalities that shall result in a non -responsive determination for any solicitation issued on or after May 6, 2019: If a proposal or bid is missing forms, or contains unnotarized forms, unsigned forms, incorrect forms, or forms signed by any individual, other than the Proposer or Bidder, Proposer's or Bidder's team members, and/or individuals attesting to the stated project experience, the Proposer or Bidder will not be given time to cure the proposal or bid, and the City shall deem such proposal or bid non -responsive. The City, at its sole discretion, reserves the right to waive minor deviations not listed above. Such minor deficiencies, deviations, irregularities, omissions, or technicalities may be timely cured by the Proposer or Bidder, at the sole discretion of the City. Material (i.e. substantial or notable) deficiencies, deviations, irregularities, omissions, or technical issues cannot be cured by the Proposer or Bidder and are not waivable by the City. For illustrative guidance please see below an excerpt from State of Florida procurement instructions which discuss the difference in plain language between material and minor variances. Responsive bidder, proposer, offeror, or respondent means a business which has submitted a bid, offer, proposal, quotation or response which conforms in all material respects to the solicitation. Sec. 18-73, City Code. (Excerpt from 2012 WL 1155290 (F1a.Div.Admin.Hrgs.) Mandatory Responsiveness Requirements: Terms, conditions or requirements that must be met by the proposer to be responsive to this RFP. The responsiveness requirements are mandatory. Failure to meet the responsiveness requirements will cause rejection of a proposal. Any proposal rejected for failure to meet mandatory responsiveness requirements will not be evaluated. 11/9/2022 1:07 PM p. 53 City of Miami Solicitation 1596386 1.15 Material Deviations: The Department has established certain requirements with respect to proposals to be submitted by Proposers. The use of shall, must or will (except to indicate simple futurity) in this RFP indicates a requirement or condition which may not be waived by the Department except where any deviation therefore is not material. A deviation is material if, in the Department's sole discretion, the deficient response is not in substantial accord with this RFP's requirements, provides an advantage to one Proposer over other Proposers, or has a potentially significant effect on the quantity or quality of items or services proposed, or on the cost to the Department. Material deviations cannot be waived and shall be the basis for rejection of a response. Because this is an RFP, the Department will apply this definition liberally in reviewing responses in regard to service delivery. 1.16 Minor Irregularity: A variation from the RFP terms and conditions which does not affect the price proposed or gives the proposer an advantage or benefit not enjoyed by the other proposers or does not adversely impact the interests of the Department. 11/9/2022 1:07 PM p. 54 City of Miami Solicitation 1596386 ATTACHMENT A CITY OF MIAMI LIVING WAGE ORDINANCE ARTICLE X. - LIVING WAGE REQUIREMENTS FOR SERVICE CONTRACTS AND CITY EMPLOYEES[9] Footnotes: --- (9) --- Nee— Section 5 of Ord. No. 12787 states that this article shall be effective October 1, 2006. Editor's note— Prior to the adoption of Ord. No. 12787, Ord. No. 12623, § 2, adopted December 9, 2004, repealed article X, divisions 1-4, in its entirety, which pertained to the economic development financing authority and derived from Ord. No. 12062, § 3, adopted May 10, 2001. Sec. 18-556. - Definitions. City means the government of the City of Miami or any authorized agents, any board, agency, commission, department, or other entity thereof, or any successor thereto. Contract means any contract to provide services to the city in which the total value of the contract exceeds $100,000.00 per year. Contractor means any "for profit" individual, business entity, corporation, partnership, limited liability company, joint venture, or similar business entity which meets the following criteria: (1) The contractor is paid in whole or part from one or more of the city's general funds, capital project funds, special revenue funds, or any other funds, including, but not limited to, grants, donations, and the like, whether by competitive bid process, requests for proposals, or some other form of competitive solicitation, negotiation, or agreement, or any other decision to enter into a contract; and (2) The contractor is engaged in the business of or part of a contract to provide services for the benefit of the city. This section shall apply to employees of the contractor who spend the majority of their time on covered City of Miami service contracts. If the contract is for both goods and services it shall only apply to the services portion of such contract. This section shall not apply to contracts which are primarily for the sale or leasing of goods. Goods are defined in section 18-73 of the City Code. Covered employee means anyone employed by the city working more than 35 hours per week or any service contractor employee, working full or part-time, with or without benefits, that is involved in providing services under the service contractor's contract with the city. Covered employer means the city and any and all service contractors and subcontractors of a service contractor. Living wage means a wage that is as defined in section 18-557 of this Code. The living wage may be adjusted once annually by an amount equivalent to the cost of living adjustment for Miami -Dade County as published by the United States Department of Labor, Bureau of Labor Statistics. Language so stating will be included in all request for proposals, or other competitive solicitation documents, issued by the city for the procurement of services (unless the living wage provisions are excluded as provided in section 18-557 herein). New service contracts means those having contracts competitively solicited and awarded on or after January 1, 2017. Page 1 11/9/2022 1:07 PM p. 55 City of Miami Solicitation 1596386 Service contract means a contract to provide services to the city excluding, however, professional services as defined by the "Consultants Competitive Negotiation Act" set forth in F.S. § 287.055, and section 18-87 of the City Code and/or the other exclusions provided by section 18-557 of the City Code. (Ord. No. 12787, § 2, 4-6-06; Ord. No. 13648, § 2, 11-17-16) Sec. 18-557. - Living wage. (a) Living wage paid. (1) New service contractors. All new service contracts shall pay to all its employees who provide covered services a living wage of no less than $15.00 per hour without health benefits; or a wage of no less than $13.19 an hour with health benefits as defined in this section unless otherwise excluded pursuant to this article. (2) Existing service contracts. Service contracts awarded and effective or competitively solicited prior to January 1, 2017, shall not be subject to the payment of the living wage set forth in this section and shall continue to be governed by the terms and conditions of the respective solicitation and resulting contractual documents, when applicable. The living wage provisions shall apply to all contracts covered by this section unless specifically excluded by one or more subsections below: a. The living wage provision is disallowed by a federal or state law or regulation, grant requirements, or by a contract the city is accessing by "piggybacking", and which contract does not include a living wage provision; b. Funding sources for the contract disallow the living wage provision or provide contradictory funding requirements, or are contained in a contract awarded or solicited prior to the effective date of January 1, 2017, and which contract includes renewals or extensions; c. Professional service contracts awarded under the "Consultants Competitive Negotiation Act", F.S. § 287.055, for the professional services within the scope of the practice of architecture, professional engineering, landscape architecture, registered surveying, and/or mapping; d. The living wage provision is waived by the city commission by resolution, prior to issuance of the competitive solicitation document, upon written recommendation of the city manager or authorized designee, when the city commission finds it is in the best interest(s) of the city to approve such waiver, in which case the living wage provision shall not apply in the competitive solicitation document; or e. All responsible wage construction contracts covered by section 18-120 of this Code. (4) City employees. For covered employees of the city, the city will begin to pay the living wage on a phase - in basis over a nine-year period beginning with the 2006-2007 city budget year to be implemented in the 2014-2015 fiscal year. The city manager, in his sole discretion, without further city commission approval, shall have the option to consider whether it is in the city's best interest to complete the phase -in payment of living wage to city employees on a four-year period. Thereafter, the living wage to be paid by the city shall be subject to negotiations within the collective bargaining structure. (b) Health benefits; eligibility period. For a covered employer to comply with this article by choosing to pay the lower wage scale available when a covered employer also provides a standard health benefit plan, such health benefit plan shall consist of a payment of at least $1.81 per hour toward the provision of health benefits for covered employees and their dependents and shall be approved by the city. If the health benefit plan of the covered employer requires an initial period of employment for a new employee to be eligible for health benefits (the "eligibility period"), a covered employer may qualify to pay the $13.19 per hour wage scale for a term not to exceed the new employee's eligibility period, provided the new employee will be paid health benefits upon completion of the eligibility period, which period shall not exceed 90 days. (c) Certification required before payment. Any and all service contracts subject to this article shall be void, and no funds may be released, unless prior to entering any such contract with the city, the service contractor certifies to the city that it will pay each of its covered employees no less than the living wage. A copy of this Page 2 (3) 11/9/2022 1:07 PM p. 56 City of Miami Solicitation 1596386 certificate must be made available to the public upon request. The certificate, at a minimum, must include the following: (1) The name, address, and phone number of the employer, a contact person, and the specific project for which the service contract is sought; (2) The amount of the service contract and the city department the contract will serve. (3) A brief description of the project or service provided; (4) A statement of the wage levels for all covered employees; and (5) A commitment to pay all covered employees the living wage. (d) Observation of other laws. Every covered employee shall be paid without subsequent deduction or rebate on any account (except as such payroll deductions as are directed or permitted by law or by a collective bargaining agreement). The service contractor shall pay covered employees wage rates in accordance with federal and all other applicable laws such as overtime and similar wage laws. (e) Posting. A copy of the living wage rate shall be kept posted by the service contractor subject to this article, at the site of the work in a prominent place where it can easily be seen and read by the covered employees and shall be supplied to such employees within a reasonable time after a request to do so. Additionally, service contractors subject to this article, shall furnish a copy of the requirements of this article to any entity submitting a bid for a subcontract on any service contract subject to this article. Posting requirements will not be required where the service contractor subject to this article, prints the following statements on the front of the covered employee's first paycheck and every six months thereafter. "You are required by the City of Miami Living Wage Ordinance to be paid a living wage. If you do not believe you are being paid at the living wage rate, contact your employer, an attorney, or the City of Miami." All notices will be printed in English, Spanish and Creole. (f) Collective bargaining. Nothing in this article shall be read to require or authorize any service contractor subject to this article, to reduce wages set by a collective bargaining agreement or as required under any prevailing wage law. (Ord. No. 12787, § 2, 4-6-06; Ord. No. 13110, § 2, 10-22-09; Ord. No. 13405, § 2, 9-26-13; Ord. No. 13648, § 2, 11-17-16) Sec. 18-558. - Implementation. (a) Maintenance of payroll records. Each service contractor to which living wage requirements apply, as described in this article, shall maintain payroll record for all covered employees and basic records relating thereto and shall preserve them for a period of three years from the date of termination or expiration of the service contract. The records shall contain: (1) The name and address of each covered employee; (2) The job title and classification; (3) The number of hours worked each day; (4) The gross wages earned and deductions made; (5) Annual wages paid; (6) A copy of the social security returns and evidence of payment thereof; (7) A record of fringe benefit payments including contributions to approved plans; and (8) Any other data or information the city shall require from time to time. (b) Reporting payroll. Every six months, the service contractor to which living wage requirements apply, as described in this article, shall file with the city's procurement director a listing of all covered employees together with a certification of compliance with this article. Upon request from the city, the service contractor shall produce for inspection and copying its payroll records for any or all of its covered employees for any Page 3 11/9/2022 1:07 PM p. 57 City of Miami Solicitation 1596386 period covered by the service contract. The city may examine payroll records as needed to ensure compliance. (Ord. No. 12787, § 2, 4-6-06; Ord. No. 13110, § 2, 10-22-09) Sec. 18-559. - Compliance and enforcement. (a) Service contractor to cooperate. The service contractor shall permit city employees, agents, or representatives to observe work being performed at, in or on the project or matter for which the service contractor has a contract. The city representatives may examine the books and records of the service contractor relating to the employment and payroll of covered employees and may survey covered employees to determine if the service contractor is in compliance with the provisions of this article. (b) Complaint procedures and sanctions. An employee who believes that he/she is a covered employee of a service contractor and that the service contractor is or was not complying with the requirements of this article has a right to file a complaint with the procurement director of the city. Such complaints may be made at any time and shall be investigated within a reasonable period of time by the city. Written and oral statements by any such employee shall be treated as confidential and shall not be disclosed without the written consent of the employee to the extent allowed by the Florida Statutes. (c) Private right of action against service contractor. Any covered employee or former covered employee of a service contractor may, instead of utilizing the city administrative procedure set forth in this article, but not in addition to such procedure, bring an action by filing suit against the service contractor in any court of competent jurisdiction to enforce the provisions of this article and may be awarded back pay, benefits, attorney's fees, and costs. The applicable statute of limitations for such a claim will be two years as provided in F.S. § 95.11(4)(c) as may be amended from time to time for an action for payment of wages. The court may also impose sanctions on the service contractor, including those persons or entities aiding or abetting the service contractor, to include wage restitution to the affected covered employee and damages payable to the covered employee in the sum of up to $500.00 for each week the service contractor is found to have violated this article. (d) Sanctions against service contractors. For violations of this article, the city shall sanction a service contractor by requiring the service contractor to pay wage restitution at its expense for each affected employee. The city may also sanction the service contractor in at least one of the following additional ways: (1) The city may impose damages in the sum of $500.00 for each week for each covered employee found to have not been paid in accordance with this article; (2) The city may suspend or terminate payment under the service contract or terminate the contract with the service contractor; and The city may declare the service contractor ineligible for future service contracts for three years or until all penalties and restitution have been paid in full, whichever is longer. In addition, any employer shall be ineligible for a service contract where principal officers of such employer were principal officers of a service contractor who has been declared ineligible under this article. (4) If the contract has been awarded under the city procurement ordinance, the city may debar or suspend the contractor as provided therein. (e) Public record of sanctions. All such sanctions recommended or imposed shall be a matter of public record. (f) Sanctions for aiding and abetting. The sanctions contained in this article shall also apply to any party or parties aiding and abetting in any violation of this article. Retaliation and discrimination barred. A service contractor shall not discharge, reduce the compensation, or otherwise discriminate against any covered employee for making a complaint to the city, or otherwise asserting his or her rights under this article, participating in any of its proceedings or using any civil remedies to enforce his or her rights under this article. Allegations of retaliation or discrimination, if found true in a city administrative proceeding or by a court of competent jurisdiction, shall result in an order of restitution and reinstatement of a discharged covered employee with back pay to the date of the violation or such other relief as deemed appropriate. (3) (g) Page 4 11/9/2022 1:07 PM p. 58 City of Miami Solicitation 1596386 (h) Remedies herein non-exclusive. No remedy set forth in this article is intended to be exclusive or a prerequisite for asserting a claim for relief to enforce the rights under this article or in a court of law. This article shall not be construed to limit an employee's right to bring a common law cause of action for wrongful termination. (Ord. No. 12787, § 2, 4-6-06; Ord. No. 13648, § 2, 11-17-16) Sec. 18-560. - Employers receiving direct tax abatement or subsidy. The city reserves the right to impose the living wage requirements of this article on or after January 1, 2017 on any employer as a condition of that employer receiving a direct tax abatement or subsidy from the city. (Ord. No. 13648, § 2, 11-17-16) Secs. 18-561-18-599. - Reserved. Page 5 11/9/2022 1:07 PM p. 59 City of Miami Solicitation 1596386 INSURANCE ADDENDUM INSURANCE DEFINITIONS, REQUIREMENTS AND CONDITIONS The VENDOR/CONTRACTOR / CONSULTANT (AS APPLICABLE) agrees to provide and maintain throughout the life of this contract and at Vendor/Contractor/ Consultant's expense insurance coverage outlined herewith as applicable insuring all operations related to the contract and any extensions thereof. Workers Compensation and Employers Liability Statutory requirements per Chapter 440, Florida Statutes, as amended, are applicable, and this coverage is subject to the Laws of the State of Florida. This coverage protects against lawsuits stemming from workplace accidents. It provides for medical care to injured employees, along with compensation for lost income. Commercial General Liability It protects against accidents and injuries that occur on company property or the property of a customer. It compensates an injured person or owner of property for injuries and property damages, and the cost of defending lawsuits, including legal settlements or investigations. This policy also covers claims resulting from products exposures, libel, slander, copyright infringement, and other personal and advertisement injuries. Commercial Automobile Liability It protects against liability, no fault, medical payments, uninsured and underinsured motorists claims, collision and other than collision physical damage. In addition, this policy affords coverage on autos that are hired or borrowed or non -owned for use in the business. The non -owned can be autos owned by employees or members of their households. Non -Owned Auto exposures can be endorsed or added under the Commercial General Liability Policy. Professional/Errors and Omissions Liability Used by many professionals such as engineers, lawyers, accountants, stock brokers, financial advisers, insurance agents, court reports, dentists, nurses and teachers. It protects against the financial effects of liability lawsuits filed by clients. It basically protects professionals who cause harm to a client due to incompetence, errors, or negligence. 11/9/2022 1:07 PM p. 60 City of Miami Solicitation 1596386 Umbrella Liability It protects against liability and losses after primary insurance benefits have been exhausted. This supplemental coverage kicks in only after the underlined liability policies have paid their maximum benefits. Environmental Liability It protects against the financial costs of claims of injury or damage due to pollution, and other costs of cleaning up pollutants. These policies are designed to cover both property and liability risks. Directors and Officers Liability This coverage protects against claims from stockholders, employees and clients that are also aimed individually at directors and officers. These claims typically stem from errors in judgement, breaches of duty and wrongful acts in connection with company business. Cyber Liability It protects against costs of the theft, destruction or unauthorized use of electronic data through computer viruses or network intrusions. It also adds protection to a business against such costs if a business fails to safeguard another party's electronic data. Companies sharing data outside their internal network benefit from this coverage Commercial Property It protects against claims or damages to the insured's buildings, business personal property and personal property of others. It can also provide for loss of business income coverage or extra expenses incurred because of physical loss by a covered peril to the insured's property. Commercial Crime It protects against loss of money, securities and other property because of a variety of criminal acts such as employee theft or embezzlement, burglary, robbery, forgery, computer fraud, kidnapping and extortion. Crime insurance also covers money and securities against damage or destruction by almost any cause of loss, not just crime. 11/9/2022 1:07 PM p. 61 City of Miami Solicitation 1596386 Builders Risk It protects against damage to or destruction of buildings or other structures during their construction. Any party with a financial interest in a construction, remodeling, or repair project benefits from this coverage. Surety Bonds Surety bonds are three party contracts. The principal, the party that undertakes the obligation, pays for the issuance of a bond by a surety company. The bond provides capital to guarantee the obligation will be performed. The obligee is the party that receives the benefit of the bond If the obligation is improperly performed. If payment and performance bonds are required such bonds must be substantially in the form prescribed by Florida Statutes 255.05, as amended, and will be subject to the approval of the City of Miami Director of the Department of Risk Management. Valuable Papers It pays for the cost to reconstruct damaged or destroyed valuable papers and records. Typically is defined to include almost all forms of printed documents or records with the exception of money or securities, and data and media which is usually excluded. Additional Requirements The Vendor/Contractor must furnish the City of Miami, Department of Procurement, and Risk Management located at 444 S.W. 2nd Avenue Miami, Florida 33130, original Certificates of insurance to be in force on the date of this Contract, and Renewal Certificates of insurance thereafter. All policies indicated on the certificate must be in compliance with all Contract requirements. The failure of the City to obtain the applicable or corresponding certificates from Contractor is not a waiver by the City of any requirements for the Vendor/Contractor. The Vendor/Contractor must furnish Certificates insurance listing the City of Miami as an additional insured. All insurance certificates must be signed, dated and reference the City contract number. The insurance must provide for sixty (30) days prior written notice to be given to the City in the event coverage is substantially changed, canceled, or non -renewed. Any deductibles or self -insured retentions on referenced insurance coverages must be borne by Vendor/Contractor. The Vendor/Contractor further agrees to have insurers waive their rights of subrogation against the City of Miami, its employees, elected officials, agents, or representatives. The coverages and limits furnished by Vendor/Contractor in no way limit the Vendor/Contractor's liabilities and responsibilities specified within the Contract or law. Any insurance or self-insurance programs maintained by the City of Miami shall not contribute with insurance provided by the Vendor/Contractor under the Contract. 11/9/2022 1:07 PM p. 62 City of Miami Solicitation 1596386 The required insurance to be carried is not limited by any limitations expressed in the indemnification language in this Contract or any limitation placed on the indemnity in this Contract given as a matter of law. If the Vendor/Contractor is a joint venture or limited liability company, the insurance policies must name the joint venture or Limited Liability Company and each of its separate constituent entities as named insureds. The Vendor/Contractor must require all subcontractors to provide the insurance required herein. All subcontractors are subject to the same insurance requirements of the Vendor/Contractor unless otherwise specified in this Contract. If the Vendor/Contractor or subcontractor desire additional coverages, the party desiring the additional coverages is responsible for the acquisition and cost. Notwithstanding any provision in the Contract to the contrary, the City of Miami Risk Management Department maintains and reserves the right to modify, delete, alter or change these requirements. Note: The duty to carry and maintain insurance during the life of the contract will survive the cancellation or expiration, as applicable, under the Contract. 11/9/2022 1:07 PM p. 63 City of Miami Solicitation 1596386 Question and Answers for Solicitation #1596386 - Helicopter Maintenance, Repair and Services Overall Solicitation Questions There are no questions associated with this Solicitation. 11/9/2022 1:07 PM p. 64