HomeMy WebLinkAboutInvitation For BidANNIL= PLRLZ. C'PPO
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ADDENDUM NO. 4
IFB No. 702382
D.VNILL J. ALFONSO
C'ii� Maiflc,�r
September 26, 2017
Invitation for Bid (lFB) Municipal Towing Software for the Police Department
TO: ALL PROSPECTIVE BIDDERS:
The following changes, additions, clarifications, and deletions amend the IFB documents of the above
captioned IFS, and shall become an integral part of the Contract Documents. Words and/or figures
stricken through shall be deleted. Underscored 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 following is the City's response to questions received from prospective bidders:
Q1. Can the City explain what are the necessary requirements to effectively interface with
the Oracle and Computer Aided Dispatch ("CAD") systems? Moreover, is there a
specific integration that you are seeking to replicate or create?
Al. In order to effectively interface with Oracle, the application must be able to integrate with the
Enterprise Resource Planning System, which is used for invoicing purposes. For the CAD
system, the application must be able to integrate with the Motorola PremierOne System,
Q2. As it pertains to accessibility on smartphones and tablets, is there an operating system
compatibility requirement? To further detail: there are over 10,000 different types of
cell phones and operating system versions. Can the City specify the minimum mobile
operating system requirements?
A2. The web based application should be HTML 5 compliant, any mobiie application should
support, at a minimum, the last two versions of Apple Operating System ("IOS") and Android
Operating System.
03. To the best of my knowledge, FCIC and ELVIS database electronic queries are limited
to Police Department ("PD") use only. There are some public access portals but none
that provide a means to import the information into our primary software application.
Would the use of Miami PD credentials, user names and passwords be provided to
"possibly" allow the ability to import? If not, would the City of Miami assist in
facilitating the necessary account creation to provide the import tool?
A3. This function is strictly performed by the City's Police Department. The City will not allow
access to these databases, but will assist with the import tool. No shared accounts will be
provided.
Q4. Item 13 of the Software Requirements stipulates the need for a mechanism. Can you
provide a definition of mechanism? is there an operating system compatibility
requirement?
A4. Mechanism is a process by which something takes place or is brought about. In this instance.
the mechanism would be a prompt to the tow truck operator that pictures need to be uploaded
in order to proceed to the next step. See the answer to question 2 for compatibility
requirements
Q5. Item 16 asks for provisions to transfer all data back to the City in the file types of its
choosing. Can you provide the file types that may be requested?
A5. The file types which the City would request data to be transferred back are XML export, or
Microsoft SQL database with a well-defined schema and dictionary.
Q6. Regarding the initial onsite training requirements: how many PD's would be involved?
How many towing companies would be involved?
A6. The initial training will be provided for approximately 100 representatives from
towing/immobilization companies, and the initial training will only require data entry, since their
access will be limited. Police will have approximately 25 personnel and will require full training.
Any additional companies added will be trained by Police.
ALL OTHER TERMS AND COND,TIONS OF THE IFS REMAIN" THE SAME.
AP/ef
c: I FS File
Sincerely,
n ie Perez, PPO
Di ector/Chief Procurement Ofr'icer
Page 2
ANNIE PEREZ. CPPD
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ADDENDUM NO, 3
IFS No, 702382
September 21, 2017
Invitation for Bid IFS Municipal Towing Software for the Police Department
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. Words and/or figures
stricken through shall be deleted. underscored words aridlor 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 IFS closing date and time has been changed as follows:
A. IFB Closing Date/Time: S4ptez ber-- �917, at 2�. 4 October 3, 2017, at 3:OOPM
ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME.
Slncer�iy,
Annie Perez, CPPO
Director/Chief Procurement Officer
AP/ef
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ANNIE PEREZ. CPPB
chicl' procurmicill oflicer
C171itV Vf .Niami
DANIEL r. ALFONSO
city "lium'Zor
ADDENDUM NO. 2
IF8 No. 702382 September 15, 2017
Invitation for Bid IFB Municipal Towing Software for the Police Department
TO: ALL PROSPECTIVE BIDDERS:
The following changes; additions, clarifications, and deletions amend the IFB documents of the above
captioned IFS, and shall become an integral part of the Contract Documents. Words andlor figures
stricken through shall be deleted. Underscored 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 closing date and time has been changed as follows:
IFB Closing Date/Time: %eptamber48, 2047 at MRM September 26, 2017, at 3:OOPM
ALL OTHER TERMS AND CONDITIONS OF THE IFB REMAIN THE SAME.
Sincerely,
rniXerez, CPPDor/Chief Procurement Officer
AP/ef
c: IFB File
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'� 91
ADDEtINDUIVI NO. 1
1FE No. 742382 September 6, 2017
Invitation for Bid (IFB) Mur icioai T owinLa Software for the Police Department
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. Words and/or figures
stricken through shall be deleted. Underscored words and/or figures shall be added. The refraining
provisions are now in effect and remain unchanged. Please rote the contents herein and reflect same on
the documents you have on hand.
The 1F8 closing date and time has been changed as follows:
A. IFE Closing Date,"Time- S 2mRe„�, 41,201. , t-- Pill September 18. 2018, at 3:OOPM
B. The following is the City's response to the questions received from prospective bidders:
Q1. In Section 3.1, Scope of work, Software Requirements, section -15 stipulates that data be
entered on the Private Property Tow f=orm, lister) as Attachment B. Can the City provide a
copy of Attachment S, which was not included with the IFS?
Al. Attachment B, the Private Property Tow Forrn is included in the Header Section of the solicitation.
Q2. There is a search criterion component for Police Directed `rows, spelled out in Attachment
A. Can the Gita provide a copy of the Attachment A, which was not included kirith the IFS?
A2. Attachment A, the Police Directed Tow Form Is included in the Header Section of the solicitation.
Q3. Are hard copy proposals mailed in allowed in lieu of electronic submissions?
A3. See Section 1.78 of the Solicitation titled "SUBMISSION AND RECEIPT OF RESPONSFS' for
submittal information.
ALL OTHER TERMS AND CONDITIONS OF THE IFa REiVIAIN THE SAIVIE.
Sincerely,
eniZehCJPP0
Director/Chief Procurem nt Officer
A P/ef
c: IFB File
Cit of Miami
f Y
altirr ill[[1
11 1 i Invitation for Bid (IFB)
t0R
Procurement Department
IFBvumber:
Title:
Issue Date/Time:
IFBClosing Date/Time:
Pre-Bid/Pre-Proposal Conference:
Pre-Bid/Pre-Proposal Date/Time:
Pre-Bid/Pre-Proposal Location:
Deadline for Request for Clarification:
Contracting Officer:
Hard Copy Submittal Location:
Contracting Officer E -Mail Address:
Contracting Officer Facsimile:
Miami Riverside Center
444 SW 2^d Avenue. 611 Floor
Miami, Florida 33130
Web Site Address: www,rnsamiaov_comlorocuremenl
702382,4
Invitation For Bid for Municipal Towing
Software for the Police Department
26 -SEP -2017
10/03/2017 (Da 15:00:00
None
Friday, September 1, 2017 at 2:00 RNLI
Falcon, Eduardo
City of ;Miami - City Clerk
3500 Pan American Drive
Miami FL 33133 US
efalconCmiamigovxom
305-400-5390
Noe 1 of 37
Certification Statement
Please quote on this form, if applicable, net prices for the items) 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 follow ino 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. y
We (1) 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 infonnation 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 (1) 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:
EMAIL.
SIGNED BY:
TITLE:
FAX:
CELL(Optional):
DATE:
FAILURE TO COMPLETE, SIGN*. AND RETURN THIS FORM SHALL DISQUALIFY THIS
RESPONSE.
Page 2 of 37
Certifications
Lesal Name of Finn:
FEI/EIN
Entity Type: Partnership, Sole Proprietorship, Corporation, etc.
Year Established:
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 Recciptr'Occupational Liccnsc Expiration Date:
If subcontractor(s) will be utilized, provide their name, address and the 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):
Please list and acknowled"-e all addendum/addenda received. List the addendum/addenda number and
date of receipt (i.e. Addendum No. 1, 7/l/07). If no addendum/addenda was/were issued, please insert
N/A
If Bidder has a Local Office, as defined under Chapter 18/Articlle III, Section 18-73 of the City Code,
has Bidder filled out, notarized, and included with its hid response the "City of Miami Local Office
Certification" form? YES OR NO? (The City of Miami Local Office Certification form is located in the
Oracle Sourcing system ("iSupplier"), under the Header/Notes and Attachments Section of this
solicitation)
Please acicnowled-e that all documents requested in the Minimum Qualifications Section have been
Page 3 of 37
submitted.
Reference No. 1: Naive 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. 1: Address, City, State, and Zip for above referenced company/agency listed:
Reference No. 1: Name of Contact Person and Telephone Number for above referenced no. 1
Reference No. 1: Date of Contract or Sale for above referenced 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 referenced company/agency listed:
Reference No. 2: Name of Contact Pcrson and Telephonc Number for above referenced no. 2
Reference No. 2: Date of Contract or Sale for above referenced no. 2
Reference No. 3: Name of Company/Agency for which bidder is currently providing the services/goods-
as
ervices/goodsas described in this solicitation, or has provided such services/goods in the past:
Reference No. 3: Address, City, State, and Zip for above referenced company/agency listed:
Reference No, 3: Name of Contact Person and Telephone Number- for above referenced no. 3
Reference No. 3: Date of Contract or Sale for above referenced no. 3
Page 4 of 37
Line: 1
Description: Software licensing, configuration, mobilization costs, and related one time setup fees.
(Enter price if applicable, if this is a no charge feature enter $.001)
Category: 20880-00
Unit of Measure: Each
Unit Price: $ Number of Units: I Total: $
Line: 2
Description: On-site training for software usage (max 4 of persons pending) (per training session).
(Enter price if applicable, if this is a no charge feature enter $.001)
Category: 20866-76
Unit of Measure: Each
Unit Price: S Number of Units: I Total: .$
Line: 3
Description: Off-site training for software usage, VVeb Based (per training session).
(Enter price if applicable, if this is a no charge feature enter 5.001)
Categoty: 20866-76
Unit of Measure: Each
Unit Price: $ Number of Units: 20 Total: $
Line: 4
Description: Cost per tow (for each vehicle towed)
(Enter price if applicable, if this is a no charge feature enter 5.001)
Category: 96890-44
Unit of Measure: Each
Unit Price: $ Number of Units: 14,000 Total: $
Page 5 of 37
Invitation for Bid (IFB) 702382,4
Table of Contents
Teensand Conditions.....................................................................................................................................................7
I. General Conditions............................................................................................................................................7
I.1. GENERAL TERMS AND CONDITIONS.............................................................................................7
2. Special Conditions..........................................................................................................................................27
2.1. PURPOSE.............................................................................................................................................27
2.2. PRE-BID/PRE-PROPOSAL CONFERENCE......................................................................................27
2.3. BIDDERS MINIMUM QUALIFICATIONS.......................................................................................27
2.4. SPECIFICATION EXCEPTIONS........................................................................................................27
2.5. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL
INFO R_ti[ATION/CLARIFICATION......................... ........... ................. ...................... __
......... ,,....,..........28
2.6. TERZvi OF CONTRACT.......................................................................................................................28
2.7. CONDITIONS FOR RENEWAL.........................................................................................................28
2.8. METI-IOD OF AWARD...............................................................................................
..................28
2.9. TIE BIDS ....................................... ...
'
2.10. NON -APPROPRIATION OF FUNDS..............................................................................................2
9
2.11. FAILURE TO PERFORM..................................................................................................................29
2.12. LIQUIDATED DA%IAGES...............................................................................................................29
2.13. INSURANCE REQUIRE IENTS......................................................................................................29
2.14. PROJECT MANAGER.......................................................................................................................31
2.15. ADDITION/DELETION OF SUPPLIERS/SOFTWARE ENHANCEMENTS................................32
2.16. PRIMARY CLIENT (FIRST PRIORITY) .........................................................................................32
2.17. PROPRIETARY" RIGHTS..................................................................................................................32
2.18, TERMINATION....................................................................................
....
2.19. ADDITIONAL TERIVIS AND CONDITIONS ..................... .................. ............ ...............................
33
3. Specifications...........................................................................................
...35
3.1. SCOPE OF WORK.......................................................... ............................................................35
Page 6 of 37
Invitation for Bid (IFB) 702332,4
Terms and Conditions
1. General Conditions
I.I. GENERAL TERNIS AND CONDITIONS
Intent: The General Terms and Conditions described herein apply to the acquisition of goods/equipment/services
with an estimated aggregate cost of S25,000.00 or more.
Definition: A formal solicitation is defined as issuance of an Invitation for Bids, Request for Proposals, Request for
Qualifications, or Request for Letters of Interest pursuant to the City of Miami Procurement Code and/or Florida
Law, as amended. Formal Solicitation and Solicitation shall be defined in the same manner llercin.
LL ACCEPTANCE OF GOODS OR EQUIPMENT - Any good(s) or equipment delivered under this formal
solicitation, if applicable, shall remain the property of the seller until a physical inspection and actual usage of the
good is made, and thereafter is accepted as satisfactory to the City. It must Comply with the terms herein and be
fully in accordance with specifications and of the highest quality. In the event the goods/equipment supplied to the
City are found to be defective or does not conform to specifications, the City reserves the right to cancel the order
upon written notice to the Contractor and return the product to the Contractor at the Contractor's expense.
1.2. ACCEPTANCE OF OFFER - The signed or electronic submission of your solicitation response shall be
considered an offer on the part of the bidder/proposer; such offer shall be deemed accepted upon issuance by the
City of a purchase order.
13. ACCEPTANCE/REJECTION — The City reserves the right to accept or reject any or all responses or parts of
after openina'elosing date and request re -issuance on the Goods. services described in the formal solicitation. In the
event of such rejection, the Director of Purchasing shall notify all affected bidders proposers and make available a
written explanation for the rejection. The City also reserves the right to reject the response of any bidder/proposer
who has previously failed to properly perforin under the terms and conditions of a contract, to deliver on time
contracts of a similar nature, and who is not in a position to perform the requirements defined in this formal
solicitation. The City further reserves the right to waive any irregularities or minor informalities or technicalities in
any or at[ responses and may, at its discretion, re -issue this formal solicitation.
1.4. ADDENDA — It is the bidder's/proposer's responsibility to ensure receipt of all Addenda. Addenda are available
at the City's website at: http://xvwty.ci.miami.fl.us,lprocurement
1.5. ALTERNATE RESPONSES WILL NOT BE CONSIDERED.
1.6. ASSIGNMENT - Contractor agrees not to subcontract, assign, transfer, convey, sublet, or otherwise dispose of
the resulting Contract, or any or all of its right, title or interest herein, without City of Miami's prior written consent.
1.7. ATTORNEY'S FEES - In connection with any litigation, mediation and arbitration arising out of this Contract,
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.%Proposer agrees to provide access
at all reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers,
and records of Contractor which are directly pertinent to this formal solicitation, for the purpose of audit,
examination, excerpts, and transcriptions. The Successful Bidder/Proposer shall maintain and retain any and all of
Page 7 of 37
Invitation for Bid (IFB) 702382,4
the books, documents, papers and records pertinent to the Contract for three (3) years after the City makes final
payment and all other pending matters are closed. Contractor's failure to or refitsal to comply with this condition
shall result in the immediate cancellation of this contract by the City.
1.9. AVAILABI L1Tl' OF CO. TRACT STATE-NVIDE -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 bidders)/proposer(s) at the contract price(s) established herein,
when permissible by federal, state, and local laws, rules, and regulations.
Each Governmental, not-for-profit or quasi -governmental entity which uses this formal solicitation and resulting bid
contract or agreement will establish its own contract/agreement, place its own orders, issue its own purchase orders,
be invoiced there from and make its own payments, determine shipping terms and issue its own exemption
certificates as required by the successful bidder(s)/proposer(s).
1. 10, ANS°ARD OF CONTRACT:
A. The Formal Solicitation, Bidder'siProposer's response, any addenda issued, and the purchase order shall
constitute the entire contract, unless modified in accordance with any ensuing contract'agreentent, amendment or
addenda.
B. The award of a contract where there are Tie Bids will be decided by the Director of Purehasin, or designee in the
instance that Tie Bids can't be determined by applying Florida Statutte 287.087, Preference to Businesses with
Drug-Free'Workplace Programs.
C. The award of this contract may be preconditioned on the subsequent submission of other documents as specified
in the Special Conditions or Technical Specifications. Bidder Proposer shall be in default of its contractual
obli-ation if such documents are not submitted in a timely manner and in the form required by the City. Where
BidderTroposer is in default of these contractual requirements, the City, through action taken by the Purchasing
Department, will void its acceptance of the Bidder'siProposer's Response and may accept the Response from the
next lowest responsive, responsible Bidder or Proposal most advantageous to the City or re -solicit the City's
requirements. The City, at its sole discretion, may seek monetary restitution from Bidder/Proposer and its
bid/proposal bond or guaranty, if applicable, as a result of damages or increased costs sustained as a result of the
Bidder'siProposer's default.
D. The term of the contract shall be specified in one of three documents which shall be issued to the suecessfid
Bidder 'Proposer. These documents may either be a purchase order, notice of award and/or contract award sheet.
E. The City reserves the right to automatically extend this contract for up to one hundred twenty (120) calendar
days beyond the stated contract term in order to provide City departments with continual service and supplies while
a new contract is being solicited, evaluated, and/or awarded. If the richt is exercised, the City shall notify the
Bidder/Proposer, in writing, of its intent to extend the contract at the same price, terms and conditions for a specific
number ofdays. Additional extensions over the first one hundred twenty (120) day extension may occur, if, the City
and the Successful Bidder.'Proposer are in mutual agreement of such extensions.
F. Where the contract involves a single shipment of goods to the City, tite contract terns shall conclude upon
completion of the expressed or implied warranty periods.
G. The City reserves the right to award the contract on a split -order, lump sum or individual -item basis, or such
combination as shall best serve the interests of the City unless otherwise specified.
H. A Contract/Agreement may be awarded to the Bidder/Proposer by the City Commission based upon the
minimum qualification requirements reflected herein. As a result of a RFP, RFQ, or RFLI, the City reserves the
right to execute or not execute, as applicable, an Agreement with the Proposer, whichever is determined to be in the
Page 8 of 37
Invitation for Bid { 1FB) 702382,4
City's best interests. Stich agreement will be furnished by the City, will contain certain terms as are in the City's
best interests, and will be subject to approval as to legal form by the City Attorney.
1.11. BID BONDI BID SECURITY- A cashier's or certified check, or a Bid Bond signed by a recognized surety
company that is licensed to do business in the State of Florida, payable to the City of Miami, for the amount bid is
required front all bidders/proposers, if so indicated tinder the Special Conditions. This check or bond guarantees
that a bidder/proposer will accept the order or contract/agreement, as bidr'proposed, if it is awarded to
biddeCproposer. Bidder'Proposer shall forfeit bid deposit to the City should City award contract/agreement to
Bidder'Proposer and Bidder Proposer fails to accept the award. The City reserves the right to reject any and all
surety tendered to the City. Bid deposits are returned to unsuccessful bidders,proposers within ten (10) days after
the award and successful bidder's/proposer's acceptance of award. I f sixty (60) days have passed after the date of the
formal solicitation closing date, and no contract has been awarded, all bid deposits will be returned on demand.
1.12. RESPONSE FORM (HARDCOPY FORMAT) - All forts should be completed, signed and submitted
accordingly.
1.13. BID SECURITYFORFEITED LIQUIDATED DAMAGES - Failure to execute an Agreement and'or file
an acceptable Performance Bond, when required, as provided herein, shall be just cause for the annulment of the
award and the forfeiture of the ,Bid Security to the City, which forfeiture shall be considered, not as a penalty, but in
mitigation of damages sustained. Award may then be made to the next lowest responsive, responsible Bidder or
Proposal most advantageous to the City or all responses may be rejected.
1.14. BRAND NAM ES - If and wherever in the specifications brand names, makes, models, names of any
manufacturers, trade names, or bidder/proposer catalog numbers are specified, it is for the purpose of establishing
the type, ftinetion, minimum standard of design, efficiency, grade or quality of goods only. When the City does not
wish to role out other competitors' brands or makes, the phrase "OR EQUAL" is added. When bidding/proposing an
approved equal. Bidders/Proposers will submit, with their response, complete sets of necessary data (factory
infornmation sheets, specifications, brochures, etc.) in order for the City to evaluate and determine the equality of the
item(s) bid. proposed. The City shall be the sole judge of equality and its decision shall he final. Unless othenvise
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 atter formal solicitation opening/closing only upon request of the City. If
samples should be requested, such samples must be received by the City no later than seven (7) calendar days after
a formal request is made.
1.15. CANCELLATION - The City reserves the right to cancel all formal solicitations before its open ing/closingo,
In the event of bid,proposal cancellation, the Director of Purchasing shall notify all prospective bidders/proposers
and make available a written explanation for the cancellation.
1.16. CAPITAL EXPENDITURES - Contractor understands that any capital expenditures that the firm makes, or
prepares to make, in order to deliver/perform the goods/smices required by the City, is a business risk which the
contractor must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures,
or to maintain the approved status of any contractor. If contractor has been unable to recoup its capital expenditures
during the time it is rendering such goods/services, it shall not have any claim upon the City.
1.17. CITY NOT LIABLE FOR DELAY'S - It is ftirther expressly agreed that in no event shall the City be liable
for, or responsible to, the Bidder/Ptoposer ?Consultant, any sub-contractor.'sub-consultant, or to any other person for,
or on account of, any stoppages or delay in the work herein provided for by injunction or other legal or equitable
proceedings or on account of any delay for any cause over which the City has no control.
1.18. COLLUSION—Bidder/Proposer, by submitting a response, certifies that its response is made without
previous understanding. agreement or connection either with any person, firm or corporation submitting a response
Page 9 of 37
Invitation for Bid (IFB) 702382,4
for the same items/services or with the City of Miami's Purchasing Department or initiating department. The
Bidder�Proposer certifies that its response is fair, without control, collusion, fraud or other illegal action.
Bidder'Proposer certifies that it is in compliance with the Conflict of Interest and Code of Ethics Laws, The City
will investigate all potential situations where collusion may have occurred and the City reserves the right to reject
any and all bids/responses where collusion may have occurred.
1.19. CO-MPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS - Contractor understands that contracts
between private entities and local governments are subject to certain laws and regulations, including laws pertaining
to public records, conflict of interest, records keeping, etc. City and Contractor agree to comply with and observe all
applicable laws, codes and ordinances as that may in any way affect the goods or equipment offered, including but
not limited to:
A. Executive Order 11246, which prohibits discrimination against any employee, applicant, or client 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. 4
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. Environmcnt 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.
H. National Forest Products Association (NFPA), as applicable to this Formal Solicitation.
1. 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 218.73 and 218.74 on Prompt Payment.
Lack of knowledge by the bidder/proposer will in no way be a cause for relief from responsibility. Non-compliance
with all local, state, and federal directives, orders, and laws may be considered -.rounds for termination of
contract(s).
Copies of the City Ordinances may be obtained from the City Clerk's Office.
1.20. CONE OF SILENCE - Pursuant to Section 18-74 of the City of Miami Code, a "Cone of Silence" is imposed
upon each RFP, RFQ, RFLI, or IFB after advertisement and terminates at the time the City Manager issues a written
recommendation to the Miami City Commission. The Cone of Silence shall be applicable only to Contracts for the
provision of goods and services and public works or improvements for amounts greater than 5200,000. The Cone of
Silence prohibits any communication regarding RFPs, RFQs, RFLI or IFBs (bids) between, among others:
Potential vendors, service providers, bidders, lobbyists or consultants and the City's professional staff including, but
not limited to, the City Manager and the City Manager's staff, the Mayor, City Commissioners, or their respective
staffs and any member of the respective selection/evaluation committee.
The provision does not apply to, among other communications:
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oral communications with the City purchasing 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 -proposal or pre-bid conferences, oral
presentations before scleetionlevaluation committees, contract negotiations during any duly noticed public meeting,
or public presentations made to the Miami City Commission during a duly noticed public meeting; or
communications in "riting or by email at any time with any City employee, official or member of the City
Commission unless specifically prohibited by the applicable RFP, RFQ, RFLI or IFB (bid) documents (See Section
2.2. of the Special Conditions); or communications in connection with the collection of industry comments or the
performance of market research regarding a particular RFP, RFQ, RFLI OR IFB by City Purchasing staff.
Proposers or bidders must file a copy of any written communications with the Office of the City Clerk, which shall
be made available to any person upon request. The City shall respond in writing and rile a copy with the Office of
the City Clerk, which shall be made available to any person upon request. Written communications may be in the
form of e-mail, with a copy to the Office of the City Clerk.
In addition to any other penalties provided by law, violation of the Cone of Silence by any proposer or bidder shall
render any award voidable. A violation by a particular Bidder, Proposer, Offeror, Respondent, lobbyist or
consultant shall subject same to potential penalties pursuant to the City Code. Any person having personal
knowledge of a violation of these provisions shall report such violation to the State Attorney and/or may file a
complaint with the Ethics Commission. Proposers or bidders should reference Section 18-74 of the City of Miami
Code for further clarification.
This language is only a summary of the key provisions of the Cone of Silence. Please review City of Miami Code
Section 18-74 for a complete and thorough description of the Cone of Silence. You may contact the City Clerk at
305-250-5360, to obtain a copy of same.
1.21. CONFIDENTIALITY - As a political subdivision, the City of Miami is subject to the Florida Sunshine Act
and Public Records Law. If this Contract'Aareement contains a confidentiality provision, it shall have no application
when disclosure is required by Florida law or upon court order.
1.22. CONFLICT OF INTEREST — Bidders/Proposers, by responding to this Formal Solicitation, certify that to
the best of their knowledge or belief, no elected,'appointed official or employee of the City of Miami is financially
interested, directly or indirectly, in the purchase of goods/services specified in this Formal Solicitation. Any such
interests on the part of the Bidder'Proposer or its employees must be disclosed in writing to the City. Further, you
must disclose the name of any City employee who owns, directly or indirectly, an interest of five percent (5%) or
more of the total assets of capital stock in your firm.
A. Bidder'Proposer further agrees not to use or attempt to use any knowledge, property or resource which may
be within his/lierlits tntst, or perform his/her/its duties, to secure a special privilege, benefit, or exemption for
himself herselfiitself, or others. Bidder/Proposer may not disclose or use information not available to members of
the general public and gained by reason of his/her/its position, except for information relating exclusively to
governmental practices, for his/her'its personal Quin or benefit or for the personal gain or benefit of any other person
or business entity.
B. Bidder'Proposer hereby acknowledges that he/she/it 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/Proposer farther warrants that he/she/it
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/Proposer to immediate termination of any professional
services agreement with the City, imposition of the maximum fine and/or any penalties allowed by law.
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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/Proposers warrant that there has been no violation of
copyright or patent rights in manufacturing, producing, or selling the goods shipped or ordered and/or services
provided as a result of this formal solicitation, and bidders/proposers agree to hold the City harmless from any and
all liability, loss, or expense occasioned by any such violation.
1.24. COST INCURRED BY BIDDER/PROPOSER - All expenses involved with the preparation and submission
of Responses to the City, or any work performed in connection therewith shall be borne by the
Bidder(s)/Proposer(s).
1.25. DEBARMENT AND SUSPENSIONS (Sec 18-107)
(a) Authority and requirement to debar and suspend. After reasonable notice to an actual or prospective Contractual
Party, and after reasonable opportunity for such party to be heard, the City lvlanager, after consultation with the
Chief Procurement Officer and the city attorney, shall have the authority to debar a Contractual Party, for the causes
listed below, from consideration for award of city Contracts. The debarment shall be for a period of not fewer than
three years. The City Manager shall also have the authority to suspend a Contractual Party from consideration for
award of city Contracts if there is probable cause for debarment, pending the debarment determination. The
authority to debar and suspend contractors shall be exercised in accordance with regulations which shall be issued
by the Chief Procurement Officer after approval by the City Manager, the city attorney, and the City Commission.
(b) Causes for debarment or suspension. Causes for debarment or suspension include the following:
(1) Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a
public or private Contract or subcontract, or incident to the performance of such Contract or subcontract.
(2) Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or
destruction of records, receiving stolen property, or any other offense indicating a lack of business
intzsrity or business honesty.
(3) Conviction under state or federal antitrust statutes arising out of the submission of Bids or
Proposals.
(d) Violation of Contract provisions, which is regarded by the Chief Procurement Officer to be
indicative of nonresponsibility. Stich 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 debannent or suspension.
(5) Debarment or 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.
(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
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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)(a).
(d) Debarment and suspension decisions. Subject to the provisions of paragraph (a), the City fvlanager shall render a
written decision statim the reasons for the debamtent or suspension. A copy of the decision shall be provided
promptly to the Contractual Panty, along with a notice of said party's right to seek judicial relief.
1.26, DEBARRED/SUSPENDED VENDORS —An entity or affiliate who has been placed on the State of Florida
debarred or suspended vendor list may not submit a response on a contract to provide goods or services to a public
entity, may not submit a response on a contract with a public entity for the construction or repair of a public building
or public work, may not submit response on leases of real property to a public entity, may not award or perform
work as a contractor_ supplier, subcontractor, or consultant under contract with any public entity, and may not
transact business -,with any public entity.
1.27. DEFAULTIFAILURE TO PERFORM - The City shall be the sole judge of nonperformance, which shall
include any failure on the part of the successful BiddeeProposer to accept the award, to furnish required documents,
and/or to fulfill any portion of this contract within the time stipulated.
Upon default by the successful Bidder Proposer to meet any terns of this agreement, the City will notify the
Bidder'Proposer of the default and will provide the contractor three (3) days (weekends and holidays excluded) to
remedy the default. Failure on the contractor's part to correct the default within the required three (3) days shall
result in the Contract being terminated and upon the City notifying in writing the contractor of its intentions and the
effective date of the termination. The following shall constitute default:
A. Failure to perform the work or deliver thegoods/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 tinder this Contract within the time specified.
C. Failure to perform the work with sufficient workers and equipment or with sufficient materials to ensure timely
completion.
D. Neglecting or refusing to remove materials or perform new work where prior work has been rejected as
nonconforming with the terms of the Contract.
E. Becoming insolvent, being declared bankrupt, or committing any act of bankruptcy or insolvency, or making an
assignment for the benefit of creditors, if the insolvency, bankruptcy, or assignment renders the successful
Bidder/Proposer incapable of performing the work in accordance with and as required by the Contract.
F. Failure to comply with any of the terns of the Contract in any material respect.
All costs and charges incurred by the City as a result of a default or a default incurred beyond the time limits stated,
together with the cost of completing the work, shall be deducted from any monies due or which may become due on
this Contract.
1.28. DETERMINATION OF RESPONSIVENESS - Each Response will be reviewed to determine if it is
responsive to the submission requirements outlined in the Formal Solicitation. A "responsive" response is one which
follows the requirements of the formal solicitation, includes all documentation, is submitted in the format outlined in
the formal solicitation, is of timely submission, and has appropriate signatures as required on each document. Failure
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Invitation for Bid (IF13) 702382,4
to comply with these requirements may deem a Response non-responsive.
A. Responsible Bidder shall mean a bidder'proposer who has submitted a bid: prposal and who has the capability,
as determined under the City- Procurement Ordinance, in all respects to fully perform the contract requirements, and
the integrity and reliability of which give reasonable assurance of good faith and performmance.
1.29. DISCOUNTS OFFERED DURING TERM OF CONTRACT - Discount Prices offered in the response
shall be fixed after the award by the Commission, unless otherwise specified in the Special Terms and Conditions.
Price discounts off the original prices quoted in the response will be accepted from successful Bidder(s)/Proposer(s)
during the terns of the contract. Stich discounts shall remain in effect for a minimum of 120 days from approval by
the City Commission Anv discounts offered by a manufacturer to Biddec Proposer will be passed on to the City.
1.30. DISCREPANCIES, ERRORS, AND OMISSIONS - Any discrepancies, errors. or ambiguities in the Formal
Solicitation or addenda (if any) should be reported in writing to the City's Purchasing Department. Should it be
found necessary, a written addendum will be incorporated in the Formal Solicitation and will become part of the
purchase agreement (contract documents). The City will not be responsible for any oral instructions, clarifications,
or other communications,
A. Order of Precedence — Any inconsistency in this formal solicitation shall be resolved by giving precedence to the
following documents, the first of such list being the governing documents.
1) Addenda (as applicable)
2) Specifications
3) Special Conditions
4) General Terms and Conditions
1.31. EMERGENCY/ DISASTER PERFORNIANCE - In the event of a hurricane or other emergency or disaster
situation, the successful vendor shall provide the City- with the commodities/services defined within the scope of this
formal solicitation at the price contained within vendor's response. Further, successful vendor shall deliveriperform
for the city on a priority basis during such times of emergency.
1.32. ENTIRE BID CONTRACT OR AGREEMENT - The Bid Contract or Agreement consists of this City of
Miami Formal Solicitation and specifically this General Conditions Section, Contractor's Response and any written
agreement entered into by the City of Miami and Contractor in cases involving RFPs, RFQs, and RFLIs, and
represents the entire understandin_= and agreement between the parties with respect to the subject matter hereof and
supersedes all other negotiations, understanding and representations, if any, made by and between the parties. To the
extent that the agreement conflicts with, modifies, alters or changes any of the terms and conditions contained in the
Formai Solicitation and or Response, the Formal Solicitation and then the Response shall control. This Contract may
be modified only by a written agreement signed by the City of Miami and Contractor.
1.33. ESTIMATED QUANTITIES —Estimated quantities or estimated dollars are provided for your guidance
only. No ,guarantee is expressed or implied as to quantities that will be purchased during the contract period. The
City is not obligated toplace an order for any given amount subsequent to the award of this contract. Said estimates
may be used by the City for purposes of determining the tow bidder or most advantageous proposer meeting
specifications. The Citv reserves the rialmt to acquire additional quantities at the prices bid proposed or at lower
prices in this Formal Solicitation.
1.34. EVALUATION OF RESPONSES
A.Rejection of Responses
The City may reject a Response for any of the following reasons:
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1) Bidder. Proposer fails to acknowledge receipt of addenda,
2) BidderTroposer mistates or conceals any material fact in the Response
3) Response does not conform to the requirements of the Formal Solicitation;
4) Response requires a conditional award that conflicts with the method of award;
5) Response does not include required samples, certificates, licenses as required; and,
6) Response was not executed by the Bidder's!Proposer(s) authorized agent.
The foregoin is not an all inclusive list of reasons for which a Response may be rejected. The City may reject and
re -advertise for all or any part of the Formal Solicitation whenever it is deemed in the best interest of the
City.
B. Elimination From Consideration
1) A contract shall not be awarded to any person or firm which is in arrears to the City upon any debt or contract, or
which is a defaulter as surety or otherwise upon any obligation to the City.
2) A contract may not be awarded to any person or firm which has failed to perform under the terns and conditions
of any previous contract with the City or deliver on time contracts of similar nature.
3) A contract may not be awarded to any person or firm which has been debarred by the City in accordance with
the City's Debarment and Suspension Ordinance.
C. Determination of Responsibility
1) Responses will only be considered from entities who are regularly engaged in the business of providing the
goods/equipment/services required by the Formal Solicitation. Bidder/Proposer must be able to demonstrate a
satisfactory record of performance and integrity; and, have sufficient financial, material, equipment, facility,
personnel resources, and expertise to meet all contractual requirements. The terms "equipment and organization" as
used herein shall be construed to mean a fully equipped and well established entity in line with the best industry
practices in the industry as determined by the City.
2) The City may consider any cvidence available regardinc the financial, technical and other qualifications and
abilities of a Bidder'Proposer, including past performance (experience) with the City- or any other governmental
entity in making the award.
3) The City may require the Bidder(s)lPropose r(s) to show proof that they have been designated as an authorized
representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal
Solicitation.
1,35. EXCEPTION'S TO GENERAL AND/OR SPECIAL CONDITION'S OR SPECIFICATIO`S -
Exceptions to the specifications shall be listed on the Response and shall reference the section. Any exceptions to
the General or Special Conditions shall be cause for the bid (IFB) to be considered non-responsive. It also may be
cause for a RFP, RFQ, or RFLI to be considered non-responsive; and, if exceptions are taken to the terms and
conditions of the resulting agreement it may lead to terminating negotiations.
1.36. F.O.B. DESTINATION'- Unless otherwise specified in the Formal Solicitation, all prices quoted'proposed by
the bidder/proposer must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in
the bid/proposal price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for
rejection of bid/proposal.
1.37. FIRM PRICES - The bidder.'proposer warrants that prices, terms, and conditions quoted in its response will
be firm throughout the duration of the contract unless otherwise specified in the Formal Solicitation_ Such prices
will remain firm for the period of performance or resulting purchase orders or contracts, which are to be performed
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Invitation for Bid (IFB) 702382,4
or supplied over a period of time.
1.33. FLORIDA MINIMUM LAVAGE - The Constitution of the State of Florida, Article X, Section 24, states that
employers shall pay employee wanes no less than the minimum wage for all hours worked in Florida. Accordingly,.
it is the contractor's and its' subcontractor(s) responsibility to understand and comply with this Florida constitutional
minimum wage requirement and pay its employees the current established hourly minimum wage rate, which is
subject to change or adjusted by the rate of inflation using the consumer price index for urban wage earners and
clerical workers, CPI -%V, or a successor index as calculated by the United States Department of Labor. Each
adjusted minimum watre rate calculated shall be determined and published by the Agency Workforce Innovation on
September 36th of each year and take effect on the follows ink, January 1st.
At the time of responding. it is bidder'proposer and his;lter subcontractor(s), if applicable, full responsibility to
determine whether any of its employees may be impacted by this Florida Lacy at any given point in time during the
term of the contract. If impacted, bidder1proposer must furnish employee natne(s), job title(s). job description(s),
and current pay rate(s). Failure to submit this information at the time of submitting, a response constitute successful
bidder's/proposers acknowledgement and understanding: that the Florida Minimum Wage Law will not impact its
prices throughout the terns of contract and waiver of any contractual price increase request(s), The City reserves the
right to request and successful bidder/proposer must provide for any and all information to make a wage and
contractual price increase(s) determination.
1.39. GOVERNING LANV AND VENUE - The validity and effect of this Contract shall be governed by the laws
of the State of Florida. The parties agree that any action. mediation or arbitration arising out of this Contract shall
take place in Miami -Dade County, Florida. In any action or proceeding each party shall bear their own respective
attorney's fees.
1.40. HEADINGS AND TER -MS - The headings to the various paragraphs of this Contract have been inserted for
convenient reference only and shall not in any manner be construed as modifving, amending or affecting in any way
the expressed terms and provisions hereof.
1.41. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA) - Any person or
entity that performs or assists the City of Miami with a function or activity involving the use or disclosure of
"individually identifiable health information (IIHI) and'or Protected Health Information (PHI) shall comply with the
Health Insurance Portability and Accountability Act (I-IIPAA) of 1996 and the City of Miami Privacy Standards,
HIPAA mandates for privacy, security and electronic transfer standards, which include but are not limited to;
A. Use of information only for performing services required by the contract or as required by law;
B. Use of appropriate safeguards to prevent non -permitted disclosures;
C. Reporting to the City of Miami of any non -permitted use or disclosure,
D. Assurances that any agents and subcontractors agree to the same restrictions and conditions that apply to the
Bidder/Proposer and reasonable assurances that IIHUPH1 will be held confidential;
E. Making Protected Health Information (PI 11) available to the customer;
F. Making PFII available to the customer for review and amendment; and incorporating any amendments requested
by the customer;
G. Makin- Plll available to the City of Miami for an accounting of disclosures; and
H. Making internal practices, books and records related to PILI available to the City of Miami for compliance audits.
PHI shall maintain its protected status regardless of the form and method of transmission (paper records, and/or
electronic transfer of data). The Bidder/ Proposer must give its customers written notice of its privacy information
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Invitation for Bid (IFB) 702382,4
practices including specifically, a description of the types of uses and disclosures that w ould be made with protected
health information.
1.42 iNDEMNIFICATION - Contractor shall indemnify, hold. save harmless and defend at its own costs and
expense the City, its officials, officers, agents, directors, and employees, from liabilities, damages, Iosses. and costs,.
including, but not Iimited to reasonable attorney's fees, to the extent caused by the negligence, recklessness or
intentional wrongful misconduct of Contractor and persons employed or utilized by Contractor in the performance
of this Contract and will indemnity, hold hamtless and defend the City, its officials, officers, agents, directors and
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. These
indemnifications shall survive the term of this Contract. in time event that any action or proceeding is brought
against City by reason of any such claim or demand. Contractor shall, upon written notice from City, resist and
defend such action or proceeding by counsel satisfactory to City. The Contractor expressly understands and agrees
that any insurance protection required by this Contract or otherwise provided by Contractor shall in no way limit the
responsibility to indemnify, keep and save harmless and defend the Ciry or its officers, employees, agents and
instrumentalities as herein provided.
The indemnification provided above shall obligate Contractor to defend at its o%r n expense to and through appellate,
supplemental or bankruptcy proceeding- or to provide for such defense, at City's option, any and all claims of
liability and all suits and actions of every name and description which may be brought against City whether
performed by Contractor, or persons employed or utilized by Contractor.
This indemnity will survive the cancellation or expiration of the Contract. This indemnity will be interpreted under
the laws of the State of Florida, including without [imitation and which conforms to the limitations of §725.06
and/or §725.03, Fla, Statues, as amended from time to time as applicable.
Contractor shall require all Sub -Contractor agreements to include a provision that they will indemnify the City.
The 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 Contractor in which the City participated either through review or
concurrence of the Contractors actions. In reviewing, approving or rejecting any submissions by the Contractor or
other acts of the Contractor, the City in no way assumes or shares any responsibility or liability of the Contractor or
Sub -Contractor, under this Agreement.
1,43. FORMATION AND DESCRIPTIVE LITERATURE—BiddersfProposer must furnish all information
requested in the spaces provided in the Formal Solicitation. Further, as may be specified elsewhere, each
Bidder/Proposer must submit for evaluation, cuts, sketches, descriptive literature, technical specifications, and
Material Safety Data Sheets (y,ISDS)as required, covering the products offered. Reference to literature submitted
with a previous response or on file with the Buyer will not satisfy this provision,
1.44. INSPECTiONS - The City may, at reasonable times during the terms hereof.. inspect Contractor's facilities and
perform such tests, as the City deems reasonably necessary, to determine whether the goods and/or services
required to be provided by the Contractor under this Contract confonn to the terms and conditions of the Formal
Solicitation. Contractor shall make available to the City all reasonable facilities and assistance to facilitate the
performance of tests or inspections by City representatives. All tests and inspections shall be subject to, and made in
accordance with, the provisions of the City of [Miami Ordinance No. 12271 (Section 13-79), as same may be
amended or supplemented from time to time.
1.45. INSPECTION OF RESPONSE - Responses received by the City pursuant to a Formal Solicitation will not
be made available until such time as the City provides notice of a decision or intended decision or within 30 days
after bid closing, whichever is earlier. Bid/Proposal results will be tabulated and may be fumished upon request via
fax or e-mail to the Sr. Procurement Specialist issuing, the Solicitation. Tabulations also are available on the City's
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Web Site following recommendation for award
1.46. INSURANCE - Within ten (I0) days after receipt of Notice of Award, the successful Contractor, shall furnish
Evidence of Insurance to the Purchasing Department, if applicable. Submitted evidence of coverage shall
demonstrate strict compliance to ali requirements listed on the Special Conditions entitled "Insurance
Requirements". The City shall be listed as an "Additional Insured."
Issuance of a Purchase Order is contimZent upon the receipt of proper insurance documents. If the insurance
certificate is received within the specified time frame but not in the manner prescribed in this Solicitation the
Contractor shall be verbally notified of such deficiency and shall have an additional five (6) calendar days to submit
a corrected certificate to the City, If the Contractor fails to submit the required insurance documents in the manner
prescribed in this Solicitation within fifteen (15) calendar days after receipt Notice of Award, the contractor shall be
in default of the contractual terms and conditions and shall not be awarded the contract. Under such circumstances,
the Bidder/Proposer may be prohibited from submitting future responses to the City. Information regarding any
insurance requirements shall be directed to the Risk Administrator, Department of Risk Management, at 444 Sib'
2nd Avenue, 9th Floor, Miami, Florida 33130, 305-416-1604,
The Bidder/Proposer shall be responsible for assuring that the insurance certificates required in conjunction with this
Section remain in effect for the duration of the contractual period; including any and all option terms that may be
granted to the Bidder/Proposer.
1.47. INVOICES - Invoices shall contain purchase order number and details of goods and/or services delivered
(i,e. quantity, unit price, extended price, etc); and in compliance with Chapter 2 I of the Florida Statutes (Prompt
Payment Act).
1,48. LOCAL PREFERENCE
A. 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 Iocal 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 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."
B. City Code Section 18-86, states, "the RFP, RFLI or RFQ, as applicable, may, in the exercise of the reasonable
professional discretion of the City Manager, director of the using agency, and the Chief Procurement Officer,
include a five (5%) percent evaluation criterion in favor of proposers who maintain a local office, as defined in
Section 18-73. In such cases, this five (5',, ) percent evaluation criterion in favor of proposers who maintain a local
office will be specifically defined in the RFP, RFLI or RFQ, as applicable; otherwise, it will not apply,
1.49. RIAiNUFACTURE R'S CERTIFICATION -The City reserves the right to request from bidders,'proposers a
separate Manufacturer's Certification of all statements made in the bid/proposal. Failure to provide such
certification may result in the rejection of bidlproposal or termination of contract'agreement, for which the
bidder/proposer must bear Rill liability.
1,50. tMODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS - No contract or
understanding to modify this Formal Solicitation and resultant purchase orders or contracts, if applicable, shall be
binding upon the City unless made in writing by the Director of Purchasing of the City of Miami, Florida thrmi;h
the issuance of a change order, addendum, amendment, or supplement to the contract, purchase order or award sheet
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as appropriate.
1.51. NO PARTNERSHIP OR JOLT VENTURE - Nothing contained in this Contract will be deemed or
construed to create a partnership orjoint venture between the City of Miami and Contractor, or to create any other
similar relationship between the parties.
1.52. NONCONFORMANCE TO CONTRACT CONDITIONS - Items may be tested for compliance with
specifications tinder 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 Bidder's/Proposer's expense.
These non -conforming items not delivered as per delivery date in the response and/or Purchase Order may result in
bidder/proposer being found in default in which event any anal all re -procurement costs may be charged against the
defaulted contractor. Any violation of these stipulations may also result in the supplier's name being removed from
the City of Miami's Supplier's list.
1.53. NONDISCRIMINATION—Bidder, Proposer agrees that it shall not discriminate as to race, sex, color, age,
religion, national origin, marital status, or disability in connection with its performance under this formal
solicitation. Furthermore, Bidder/Proposer agrees that no otherwise qualified individual shalt solely by reason of
his/her race, sex, color, age, religion, national origin, marital status or disability be excluded from the participation
in, be denied benefits of, or be subjected to, discrimination under any program or activity.
In connection with the conduct of its business, including performance of services and employment of personnel,
Bidder/Proposer shall not discriminate against any person on the basis of race, color, religion, disability, age, sex,
marital status or national origin. All persons having appropriate qualifications shall be afforded equal opportunity
for employment.
1.54. NON-EXCLUSIVE CONTRACT/ PIGGYBACK PROVISION - At such times as may serve its best
interest, the City of'vliami reserves the right to advertise for, receive, and award additional contracts for these herein
;gods andror services, and to make use of other competitively bid (governmental) contracts, agreements, or other
similar sources for the purchase of these goods andror services as may be available.
It is hereby agreed and understood that this formal solicitation does not constitute the exclusive rights of the
successful bidder(s)lproposer(s) to receive all orders that may be generated by the City in conjunction with this
Formal Solicitation.
In addition, any and all commodities, equipment, and services required by the City in conjunction with construction
projects are solicited under a distinctly different solicitation process and shall not be purchased under the terms,
conditions and awards rendered under this solicitation, unless such purchases are determined to be in the best
interest of the City.
1.55. OCCUPATIONAL LICENSE - Any person, firm, corporation or joint venture, with a business location in
the City of Miami and is submitting a Response under this Fonual Solicitation shall meet the City's Occupational
License Tax requirements in accordance with Chapter 3t.1, Article 1 of the City of Miami Charter. Others with a
location outside the City of Miami shall meet their local Occupational License Tax requirements. A copy of the
license must be submitted with the response; however, the City may at its sole option and in its best interest allow
the Bidder/Proposer to supply the license to the City during the evaluation period, but prior to award.
1.56. ONE PROPOSAL - Only one (I) Response from an individual, firm, partnership, corporation or joint venture
will be considered in response to this Formal Solicitation.
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Intiitation for Bid (IFB) 7023$2,4
1.57. OWNERSHIP OF DOCUMENTS - It is understood by and between the parties that any documents, records,
files. or any other matter whatsoever which is riven by the City to the successfid Bidder; Proposer pursuant to this
formal solicitation shall at all times remain the property of the City and shall not be used by the Bidder'Proposer for
any other purposes whatsoever without the written consent of the City.
1.58. PARTIAL INN'ALIDITY- If any provision of this Contract or the application thereof to any person or
circumstance shall to any extent be held invalid, then the remainder of this Contract or the application of such
provision to persons or circumstances other than those as to which it is held invalid shall not be affected thereby. and
each provision of this Contract shall be valid and enforced to the fullest extent pemutted by law.
1.59. PERFORyIANCE/PAY TIENT BOND —A Contractor may be required to furnish a Performance Payment
Bond as part of the requirements of this Contract. in an amount equal to one hundred percent (1001/'0) of the contract
price.
1.60. PREPARATION OF RESPONSES (HARDCOPY' FORMAT) —Bidders/Proposers are expected to
examine the specifications, required delivery. drawings, and all special and general conditions, All bidrproposed
amounts, if required, shall be either typewritten or entered into the space provided with ink. Failure to do so will be
at the Bidder's/Proposer's risk.
A. Each Bidder Proposer shall furnish the information required in the Formal Solicitation. The Bidder,Proposer
shall sign the Response and print in ink or type the name of the Bidder Proposer, address, and telephone number on
the face page and on each continuation sheet thereof on which lie she makes an entry, as required.
B. If so required, the unit price for each unit offered shall be shown, and such price shall include packaging,
handling and shipping. and F.O.B. iMiami delivery inside City premises unless otherwise specified. Bidder'Proposer
shall include in the response all taxes. insurance, social security, workmen's compensation, and any other benefits
normally paid by the Bidder'Proposer to its employees. If applicable, a unit price shall be entered in the "Unit
Price" column for each item. Based upon estimated quantity, an extended price shall be entered in the "Extended
Price" column for each item offered. In case of a discrepancy between the unit price and extended price, the unit
price will be presumed correct.
C. The Bidderrproposer must state a definite time, if required, in calendar days for delivery of goods and;'or
services.
D. The Bidder/Proposer should retain a copy of all response documents for future reference.
E. All responses, as described, must be fully completed and typed or printed in ink and must be signed in ink with
the firm's name and by an officer or employee having authority to bind the company or firm by his/her signature.
Bids. Proposals having any erasures or corrections must be initialed in ink by person signing the response or the
response may be rejected.
F. Responses are to remain valid for at least 130 days. Upon award of a contract, the content of the Successful
Bidder's/Proposer's response may be included as part of the contract, at the City's discretion.
G. The City of Miami's Response Forms shall be used when Bidder`Proposcr is submitting its response in
hardcopy format. Use of any other forms will result in the rejection of the response. IF SUBMITTING
HARDCOPY FORMAT, THE ORIGINAL AND THREE (3) COPIES OF THESE SETS OF FORMS, UNLESS
OTHERWISE SPECIFIED, AND ANY REQUIRED ATTACHMENTS MUST BE RETURNED TO THE CITY
OR YOUR RESPONSE MAY BE DEEMED NON-RESPONSIVE.
1.61. PRICE ADJUSTMENTS — Any price decrease effectuated during the contract period either by reason of
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Invitation for Bid (IFB) 702332,4
market chance or on the part of the contractor to other customers shall be passed on to the City of Nliami
1.62. PRODUCT SUBSTITUTES - In the event a particular awarded and approved manufacturer's product
becomes unavailable durinti the term of the Contract, the Contractor awarded that item may arrange with the City's
authorized representative(s) to supply a substinite 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.
1.63. CONFLICT OF INTEREST, AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS -
Contractor represents and warrants to the Citv that it has not employed or retained any person or company employed
by the City to solicit or secure this Contract and that it has not offered to pay, paid, or agreed to pay any person any
fee. commission, percentage. brokerage fee, or gift of any kind contingent upon or in connection with, the award of
this Contract.
1.64. PROMPT PA1'tNIENT—Bidders/Proposers may offer a cash discount for prompt payment. however,
discounts shall not be considered in determinlm� the lowest net cost for response evaluation purposes.
Bidders'Proposers are required to provide their prompt payment terms in the space provided on the Formal
Solicitation. If no prompt payment discount is being offered, the Bidder Proposer must enter zero (0) for the
percentage discount to indicate no discount. If the Bidder Proposer fails to enter a percentage, it is understood and
agreed that the terms shall be 2'?'0 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 wiI] 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
damaYe, 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 di5eotmt, 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 successfiiI biddersiproposers
during the terra of the contract.
1.65. PROPERTY- Property owned by the City of Miami is the responsibility of the City of Miami. Such property
fiurnished to a Contractor for repair, modification, study, etc., shall remain the property of the City of Miami.
Damages to such property occurring while in the possession of the Contractor shall be the responsibility of the
Contractor. Damages occurring to such property while in route to the City of Miami shall be the responsibility of the
Contractor. In the event that such property is destroyed or declared a total loss, the Contractor shall be responsible
for replacement value of the property at the current market value, less depreciation of the property, if any.
1.66. PROVISIONS BINDING - Except as otherwise expressly provided in the resulting Contract, all covenants,
conditions and provisions of the resulting Contract shall be binding upon and shall inure to the benefit of the parties
hereto and their respective heirs, legal representatives, successors and assigns.
1.67. PUBLIC ENTITY CRINIES - A person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a response on a contract to provide any goods or
services to a public entity, may not submit a response on a contract with a public entity for the construction or repair
of a public building or public work, may not submit responses on leases of real property to a public entity, may not
be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public
entity, and may not transact business with any public entity in excess of the threshold amount provided in Section
237.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor
list.
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Invitation for Bid (IFS) 702382,4
1,68. PUBLIC RECORDS - Contractor understands that the public shall have access, at all reasonable times, to all
documents and information pertaining to City contracts, subject to the provisions of Chapter 119, Florida Statutes,
and City of Miami Code, Section 18, Article III, and agrees to allow access by the City and the public to all
documents subject to disclosure under applicable law. Contractor shall additionally comply with the provisions of
Section 1 19.0701, Florida Statutes. entitled "Contracts; public records". Contractor's failure or refusal to comply
with the provision of this section shall result in the immediate cancellation of this Contract by the City.
1.69. QUALITY OF GOODS, MATERIALS, SUPPLIES, PRODUCTS, AND EQUIPMENT - All materials
used in the manufacturing or construction of supplies, materials, or equipment covered by this solicitation shall be
new. The items bidiproposed must be of the latest make or model, of the best quality, and of the highest grade of
workmanship, unless as otherwise specified in this Solicitation.
1.70. QUALITY OF N ORK/SERVICES - The work'ser•ices performed must be of the highest quality and
workmanship. tlaterials furnished to complete the service shall be new and of the highest quality except as
otherwise specified in this Solicitation.
1.71. REMEDIES PRIOR TO AWARD (Sec. 18-106) - If prior to Contract award it is determined that a formal
solicitation or proposed award is in violation of law, then dee solicitation or proposed award shall be cancelled by
the City Commission, the City Manager or the Chief Procurement Officer, as may be applicable, or revised to
comply with the law.
1.72, RESOLUTION OF CONTRACT DISPUTES (Sec. 18-105)
(a) Authority to resolve Contract disputes. The City Manager, after obtaining the approval of the city attorney, shall
have the authority to resolve controversies between the Contractual Party and the city which arise under, or by virtue
of, a Contract between them; provided that, in cases involving an amount greater than 526,000, the City
Commission must approve the City Manager's decision. Such authority extends, without limitation, to controversies
based upon breach of Contract, mistake, misrepresentation or lack of complete performance, and shall be invoked by
a Contractual Party by submission of a protest to the City Manager.
(b) Contract dispute decisions. If a dispute is not resolved by mutual consent, the City Manager shall promptly
render a written report stating the reasons for the action taken by the City Commission or the City Manager which
shall be final and conclusive. A copy of the decision shall be immediately provided to the protesting patty, along
with a notice of such patty's right to seek judicial relief, provided that the protesting party shall not be entitled to
such judicial relief without first hawing followed the procedure set forth in this section.
1.73. RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (See. 18-104)
(a) Right to protest. The following procedures shall be used for resolution of protested solicitations and awards
except for purchases of goods, supplies, equipment, and services, the estimated cost of which does not exceed
525,000.
Protests thereon shall be governed by the Administrative Policies and Procedures of Purchasing.
1,Protest of Solicitation.
i. Any prospective proposer who perceives itself aggrieved in connection with the solicitation of a Contract may
protest to the Chief Procurement Officer. A written notice of intent to file a protest shall be filed with the Chief
Procurement Officer within three days after the Request for Proposals, Request for Qualifications or Request for
Letters of Interest is published in a newspaper of general circulation. A notice of intent to file a protest is considered
filed when received by the Chief Procurement Officer; or
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Invitation for Bid (IFB) 702332.4
fl. Any prospective bidder who intends to contest the Solicitation Specifications or a solicitation may protest to the
Chief Procurement Officer. A written notice of intent to File a protest shall be tiled with the Chief Procurement
Officer within three days after the solicitation is published in a newspaper of general circulation. A notice of intent
to file a protest is considered filed when received by the Chief Procurement Officer.
2. Protest of Award.
L 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, which will be
posted on the City of i4liami Purchasing Department website, in the Supplier Confer. Current Solicitations and
Notice of Recommendation of Award Section. The notice of the City Manager's recommendation can be found by
selecting the details of the solicitation and is listed as Recommendation of Avvard Posting Date and
Recommendation of Award To fields. If "various" is indicated in the Recommendation of Award To field, the
Bidder/Proposer must contact the buyer for that solicitation to obtain the suppliers name. It shall be the
responsibility of the Bidder'Proposer to check this section of the website daily after responses are submitted to
receive the notice; or
ii. Any actuat 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 protea 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
responsi%eness 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.
Hi. A written protest based on any of the foregoing must be subrifitted to the Chief Procurement Officer within five
(5) days after the date the notice of protest was filed. A written protest is considered filed when received by the
Chief Procurement Officer.
The written protest may not challenge the relative weight of the ee aluation criteria or the formula for assigning
points in malting 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 tine 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 tlfe computation of the time for filing.
(b) Authority to resolve protests. The Chief Procurement Officer shall have the authority, subject to the approval of
the City Manager and the city attorney, to settle and resolve any written protest_ The Chief Procurement Officer
shall obtain the requisite approvals and communicate said decision to the protesting party and shall submit said
decision to the City Commission within 30 days after he'she receives the protest. In cases involving more than
525,000, the decision of the Chief Procurement Officer shall be submitted for approval or disapproval thereof to the
City Commission after a favorable recommendation by the city attorney and the City Manager.
(c) Compliance with filing requirements. Failure of a party to timely file either the notice of intent to file a protest or
Page 23 of 37
Invitation for Bid (IFB) 702333,4
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 ofsuch party's right to file a
protest pursuant to this section. The protesting party shall not be entitled to seek judicial relief without first hay int
follow'0d 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 (lie Bid or proposed Contract, or
S5000.00, whichever is less, which filing fee shall guarantee the payment of all costs which may be adjudged against
the protestor in any administrative or court proceeding. If a protest is upheld by the Chief Procurement Officer
and'or the City Commission, as applicable, the filing fee shall be refunded to the protestor less any costs assessed
under subsection (e) above. If the protest is denied, the filing fee shall be forfeited to the city in lieu of payment of
costs for the administrative proceedings as prescribed by subsection (e) above.
1.74. SAMPLES - Samples of items, when required, must be submitted within the time specified at no expense to
the City. If not destroyed by testing, bidder(s)/proposer(s) will be notified to remove samples, at their expense,
within 30 days after notification. Failure to remove the samples wiIl result in the samples becoming the property of
the City.
1.75, SELLING, TRANSFERRING OR ASSIGNING RESPONSIBILITIES - Contractor shall not sell, assign,
transfer or subcontract at any time during the term of rhe Contract, or any pan of its operations, or assign any portion
of the performance required by this contract, except under and by virtue of written permission granted by the City
through the proper officials. which may be withheld or conditioned, in the City's sole discretion.
1.76. SERVICE AND V%ARRANTY—When specified, the bidderproposer shall define all warranty, service and
replacements that will be provided. Bidders/Proposer must explain on the Response to what extent warranty and
service facilities are available. A copy of the manufacturer's warranty, if applicable, should be submitted with your
response.
1.77, SILENCE OF SPECIFICATIONS - The apparent silence of these specifications and any supplemental
specification as to any detail or the omission from it of detailed description concerning any point shall be regarded
as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct
type, size and design are to be used, All workmanship and services is to be first quality.
All interpretations of these specifications shall be made upon the basis of this statement.
If your firm has a current contract with the State of Florida, Department of General Services, to supply the items on
this solicitation, the bidderlproposer shall quote not more than the contract price; failure to comply with this request
will result in disqualification of bid`proposal.
1.78. SUBMISSION AND RECEIPT OF RESPONSES - Responses shall be submitted electronically via the
Oracle System or responses maybe submitted in hardcopy format to the City Clerk. City Hall, 3500 Pan American
Drive, Miami.. Florida 33133-5504, at or before, the specified closing date and time as designated in the IFB, RFP,
RFQ, or RFLI. NO EXCEPTIONS. Bidders/Proposers are welcome to attend the solicitation closing; however, no
Page 24 of 37
Incitation for Bid (IFB) 7012382,4
award will be made at that time.
A. Hardcopy responses shall be enclosed in a sealed envelope, box package. The face of the envelope, box or
package must shote the hour and date specified for receipt of responses, the solicitation number and title, and the
name and return address of the Bidder/Proposer. Hardcopy responses not submitted on the requisite Response
Forms may be rejected. Hardcopy responses received at any other location than the specified shall be deemed
non-responsive.
Directions to City Hall:
FROM THE NORTI1: I-95 SOUTII UNTIL IT TURNS INTO USI. US I SOUTH TO 27TH AVE., TURN LEFT,
PROCEED SOUTH TO SO. BAYSI[ORE DR. (3RD TRAFFIC LIGI IT), TURN LEFT., I BLOCK TURN RIG[ IT
ON PAN AMERICAN DR CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIG] IT.
FROM THE SOUTH: US l NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO.
BAYSHORE DR. (3RD TRAFFIC LIGHT). TURN LEFT, l BLOCK TURN RIGHT ON PAN AMERICAN DR.
CITY I[.ALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT.
B. Facsimile responses will not be considered.
C. Failure to follow• these procedures is cause for rejection of bid/proposal.
D. The responsibility for obtaining and submitting a response on or before the close date is solely and strictly the
responsibility of Bidder'Proposer. The City of Miami is not responsible for delays caused by the United States mail
delivery or caused by any other occurrence. Responses received after the solicitation closing date and time will be
returned unopened, and will not be considered for award.
E. Late responses will be rejected.
F. All responses are subject to the conditions specified herein. Those which do not comply with these conditions
are subject to rejection.
G. Nlodificatioa of responses already submitted will be considered only if received at the City before the time and
date set for closing of solicitation responses. All modifications must be submitted via the Oracle System or in
writing. Once a solicitation closes (closed date and!or time expires), the City will not consider any subsequent
submission which alters the responses.
H. If hardcopy responses are submitted at the same time for different solicitations, each response must be placed
in a separate envelope, box, or package and each envelope, box or package must contain the information preciously
stated in 1.82.A.
1.79. TAXES - The City of Miami is exempt from any taxes imposed by the State andior Federal Government.
Exemption certificates will be provided upon request. Notwithstanding, Bidders/Proposers should be aware of the
fact that all materials and supplies which are purchased by the Bidder/Proposer for the completion of the contract is
subject to the Florida State Sales Tax in accordance with Section 212.03, Florida Statutes, as amended and all
amendments thereto and shall be paid solely by the Bidder/Proposer.
1.80. TERMINATION —The City 4fanager on behalf of the City of Miami reserves the right to terminate this
contract by written notice to the contractor effective the date specified in the notice should any of the following
apply:
A. The contractor is determined by the City to be in breach of any of the terms and conditions of the contract.
B. The City has determined that such termination will be in the best interest of the City to terminate the contract for
Page 25 of 37
Invitation for Bid 01713? 742382,4
its own Convenience;
C. Fonds are not available to cover the cost of the goods and/or services. The City's obligation is contingent upon
the availability of appropriate fluids.
1.81. TER -NIS OF PAYMENT - Payment will be made by the City after the goods and,'or services awarded to a
Bidder Proposer have been received, inspected. and found to comply with award specifications, free ofdamage or
defect, and properly invoiced. No advance payments of any kind will be made by the City of Miami.
Payment shall be made after delivery, within 45 days of receipt of an invoice and authorized inspection and
acceptance of the goods.'ser ices and pursuant to Section 218.74, Florida Statutes and other applicable law.
1.82. TIMELY DELIVERY - Time will be of the essence for any orders placed as a result of this solicitation. The
City reserves the right to cancel such orders, or any part thereof, without obligation, if delivery is not made within
the tinle(s) specified on their Response. Deliveries are to be made durim, regular City business hours unless
otherwise specified in the Special Conditions.
1.83. TITLE - Title to the goods or equipment shall not pass to the City until after the City has accepted the
goods/equipment or used the goods, whichever comes first.
1.84.TRADE SECRETS EXECUTION TO PUBLIC RECORDS DISCLOSURE- All Responses submitted to
the City are subject to public disclosure pursuant to Chapter 119, Florida Statutes. An exception may be made for
"trade secrets."
If the Response contains information that constitutes a "trade secret", all material that qualities for exemption from
Chapter 119 roust be submitted in a separate envelope, clearly identified as "TRADE SECRETS EXCEPTION,"
with your firm's name and the Solicitation number and title marked on the outside.
Please be aware that the designation of an item as a trade secret by you may be challenged in court by any person.
By your designation of material in your Response as a "trade secret" you agree to indemnify and hold harmless the
Citv_ for any award to a plaintiff for damages, costs or attorney's fees and for costs and attorney's fees incurred by
the City by reason of any legal action challenging your claim.
1.85. UNAUTHORIZED WORK OR DELIVERY OF GOODS- Neither the qualified Bidder(s)/Proposer(s) nor
any of his; her employees shall perform any work or deliver any goods unless a change order or purchase order is
issued and received by the Contractor. The qualified Bidder(s)/Proposer(s) shall not be paid for any work performed
or goods delivered outside the scope of the contract or any work performed by an employee not otherwise
previously authorized.
1.86. USE OF NAME - The City is not engaged in research for advertising, sales promotion, or other publicity
purposes. No advertising, sales promotion or other publicity materials containing information obtained from this
Solicitation are to be mentioned, or imply the name of the City, without prior express written permission of the City
klanatwer or the City Commission.
1.87. VARIATIONS OF SPECIFICATIONS - For purposes ofsolicitation evaluation, bidders/proposers must
indicate any variances from the solicitation specifications and/or conditions, no matter how slight. If variations are
not stated on their Response, it will be assumed that the product frilly complies with the City's specifications.
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Invitation for Bid (IFB) 702352,4
2. Special Conditions
2.E. PURPOSE
The purpose of this Solicitation is to establish a contract, for ivlunicipal Towing Software, as specified herein, from a
source(s), fully compliant with the terms, conditions and stipulations of the solicitation.
2.2. PRE-BID/PRE-PROPOSAL CONFERENCE
None
2.3. BIDDERS ENENIU-M QUALIFICATIONS
Bids will be considered only from firths that are regularly engaged in the business of providing services as described
in this Bid; that have a record of performance for five (5) years; and that have sufficient financial support,
equipment and organization to insure that they can satisfactorily provide the goods andW services if awarded a
Contract under the terms and conditions herein stated. The Bidder shall:
A. Have been in the business of providing municipal towing software for not less than five (3) years.
B. Provide a minimum of three (3) Client References that are either other municipalities or firms that work for
municipalities providing Municipal Towing Software or managment, similar in size and complexity to the City of
Miami. If the latter is provided, the contact information for the municipality shall be pro%ided. the City reserves the
richt to verify these client references as part of the evaluation, and shall use the same as a disqualifier concerning
the work to be performed under this IFB, should the Client References reveal poor performance.
C. Not have any member. officer, or stockholder that is in arrears or in default of any debt or contract involving the
City, is a defat&r surety otherwise, upon any obligation to the City, and;'or has failed to perform faithfully on any
previous contract with the City.
D. Have no record of pending lawsuits or criminal activities, and have never been declared bankrupt within the last
three (3) years.
2.4. SPECIFICATION EXCEPTIONS
Specifications are based on the most current literature available. Biddershall notify the City of t''vliami Procurement
Department, in writing, no less than ten (10) days prior to solicitation closing date of any change in the
manufacturers' specifications which conflict with the specifications. For hard copy bid submittals, Bidders shall
explain any deviation from the specifications in Gsriting as a footnote on the applicable specification page and
enclose a copy of the manufacturer's specifications data detailing the changed item(s) with his/her submission. For
electronic bid submittals, Bidders shall explain in the Header Section or by an Attachment and, if applicable, enclose
a scanned copy of the manufacturer's specifications data detailing the changed item(s) with his/her submission.
Additionally, Bidders shall indicate whether the information requires the addition of other options, as well as those
Page 27 of 37
Invitation for Bid (IFB) 702382.4
which are included as a part of another option. Failure of Bidders to comply with these provisions will result in
Bidders being held responsible for all costs required to bring the item(s) in compliance with contract specifications.
2.. DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFO RNIATION/CLARIFICAT ION
Any questions or clarifications concerning this solicitation shall be submitted by email or facsimile to the
Procurement Department, Attn: Eduardo Falcon; fax: (305) 400-5390 or email: efalconCmiamigov.com, and a copy
filed with the Office of the City Clerk, pursuant to Section 1,20. Cone of Silence. The solicitation title and number
shall be referenced on all correspondence. All questions must be received no later than Friday, September 1, 2017 at
2:00 PNI. 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.
2.6. TERM OF CONTRACT
The Contract shall commence upon the date of notice of award and shall be effective for five (5) years with the
option to renew for one (l) additional five (5) year period, subject to the availability of hinds 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.
2.7. CONDITIONS FOR RENEWAL
Each renewal of this contract is subject to the following:
(l) Continued satisfactory performance compliance vvith the specifications, teems and conditions established
herein.
(2) Availability of fonds
2.8. METHOD OF AWARD
Award of this contract will be made to the lowest responsive and responsible Bidder meeting the Specifications,
in the aggregate. Bidders must bid on all items. v
2.9. TIE SIDS
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 dnig-free workplace program shall be given preference in the award process. Established procedures
foe 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.
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Invitation for Bid (IFB) 702382,4
(2) Inform employees about the dangers of drug abuse in the workplace, the business' policy of maintaining a
dri�z-free workplace, any available drt` counseling" rehabilitation, and employee assistance programs, and the
penalties that may be imposed upon employees for drug abuse violations.
(3) Give each employee engaged in providing the commodities or contractual services that are under Bid a copy of
the statement specified in subsection (1).
(4) In the statement specified in subsection (1). notify the employees that, as a condition of working on the
commodities or contractual services that are under Bid, the employee will abide by the terms of the statement and
will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or
of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later
than rive (5) days after such conviction.
(5) Impose a sanction on. or require the satisfactoy 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.
2,10. 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)/Proposer(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).
2.11. FAILURE TO PERFORM
Should it not be possible to reach the Successful Bidder or supervisor andlor should remedial action not be taken
within 48 hours of any failure to perform according to specifications, the City reserves the right to declare that
Successful Bidder in default of the contract or make appropriate reductions in the contract payment.
2,12. LIQUIDA'T'ED DAMAGES
Upon failure to perform, as stated in Section 2.11, or to complete the project in accordance with the specifications
and to the satisfaction of the City within the time stated, the Successfitl Bidder shalt be subject to an assessment of
liquidated damages in the amount of S500.00 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 hquidated
damages from any amount due or that may become due to the Successful Bidder tinder this agreement or to invoice
the Sueeessfid Bidder for such dama-es if the costs incurred exceed the amount due to the Successfitl Bidder.
2.13. INSURANCE REQUIREiMENTS
INDEMNIFICATION
Successful Bidder shall, indemnify, hold! save harniless and defend at its own costs and expense, the City and its
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Invitation for Bid (IFB) 702382.4
officials, from and against any and all claims. liabilities. losses, and causes of action, which may arise out of
SticeeS5fill Bidder's performance tinder the provisions of the contract. including all acts or omissions to act on the
part of Successfitl Bidder, including any person performing under this Contract for or on SUCCeSSful Bidder's behalf,
provided that any such claims, liabilities, losses and causes of such action are not attributable to the negligence or
misconduct of the City and, from and against any orders, judgments or decrees which may be entered and which
may result from this Contract, unless attributable to the negligence or misconduct of the City, and from and against
all costs, attorney's fees, expenses and liabilities incurred in the defense of any such claim, or the investigation
thereof.
The Successfitl Bidder shall furnish to the City of Miami, c/o Procurement Department, 444 SW 2nd Avenue, 6th
Floor, Miami. Florida 33130: Certificate(s) of Insurance which indicates that insurance coverage has been obtained
which meets the requirements outlined below: y
Commercial General Liability
A. Limits of Liability
Bodily Injury and Property Damage Liability
Each Occurrence 52,000,000
General AagreQate Limit 54,000,000
Products/Completed Operations 52,000,000
B. Endorsements Required
City of Miami included as an additional insured
Contingent and Contractual Liability
Explosion, Collapse and Underground Ilazard
Primary Insurance Clause
Business Automobile Liabilitv
A. Limits of Liability
Bodily Injury and Property Damage Liability
Combined Single Limit
Any Auto
Includin- Hired. Borrowed or Non -Owned Autos
Any One Accident 52.000,000
B. Endorsements Required
City of Miami included as an additional insured
Ill. Worker's Compensation
Limits of Liability
Statutory -State of Florida
Waiver of Subrogation
14'. Employer's Liability
Pa fFe 30 of 37
Invitation for Bid (IFB) 702332.4
A. Limits of Liability
S 1,000,000 for bodily injury caused by an accident, each accident,
51,000,000 for bodily injury caused by disease, each employee
51,000,000 for bodily injury caused by disease, policy limit
V. Professional Liability
Combined Single Limit
Each Claim: 51,000,000
General Aggregate Limit: 51,000,000
Retro Date Included
BINDERS ARE UNACCEPTABLE.
The insurance coveragge required shall include those classifications, as listed in standard liability insurance manuals,
which most nearly reflect the operations of the Successful 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 N'" as to financial
strength, by the latest edition of Best's insurance Guide, published by A.M. Best Company, Oldwick, New
Jersey, or its equivalent. All policies and/or certificates of insurance are subject to review and verification by
Risk Management prior to insurance approval.
Certificates will indicate no modification or change in insurance shall be made without thirty (30) days written
advance notice to the certificate holder.
NOTE: CITY BID NUNTBER AND/OR TITLE OF BID MUST APPEAR ON EACH CERTIFICATE.
Compliance with the foregoin.c requirements shall not relieve the Successful Bidder of his liability and obligation
tinder this section or under any other section of this Agreement.
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.
--If insurance certificates are scheduled to expire during the contractual period, the Successful Bidder shall be
responsible for submitting new or renewed insurance certificates to the City at a minimum of ten (1.0) calendar days
in advance of such expiration.
--In the event that expired certificates are not replaced with new or renewed certificates which cover the
contractual period, the City shall:
(4) Suspend the contract until such time as the new or renewed certificates are received by the City in the manner
prescribed in the IFB.
(5) The City may, at its sole discretion, terminate this contract for cause and seek re -procurement damages from
the Successful Bidder in conjunction with the General and Special Terms and Conditions of the Bid.
The Successful 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 Successful Bidder.
2.14. PROJECT MANAGER
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Invitation for Bid (IFB) 702382.4
Upon award, Successful Bidder shall report and work directly with Sergeant Mario Dell Amico or designee, THE
city's Project Manager.
2.1-5. ADDITION/DELETION OF SUPPLIERSISOFTNVARE ENHANCEMENTS
Although this solicitation identifies specific services, it is hereby agreed and understood that any suppliers/software
enhancements may be added to, and any aNvarded suppliers/software enhancements may be addedideleted from this
contract at the option of the City. When an addition to the contract is required, tite SUCCeSsfill Bidder(s) under this
contract and other suppliers, as deemed necessary, shall be invited to submit price quotes for these new software
enhancements. If this quote is comparable with market prices offered for similar services, the supplier(s)
and software enhancements shall be added to the contract, if it is in the best interest of the City and an addendum
and a separate purchase order or chane order shall be issued by the City.
2.16. 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 perforin 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.
2.17. PROPRIETARY RIGHTS
a) The Successful Bidder hereby acknov ledges and agrees that the City retains all rights, title and interests in and to
all materials, data. documentation and copies thereof famished by the City to the SLtCCeSSfnl Bidder hereunder or
furnished by the Successful Bidder to the City and. or created by the Successful Bidder for delivery to the City, even
if unfinished or in process, as a result of the Services the Successfitl Bidder performs in connection with this
Agreement, including all copyright and otter proprietary rights therein, which the Successful Bidder as well as its
employees, agents, subcontractors and suppliers may use only in connection with the performance of Services under
this Agreement_ The Successful Bidder shall not, without the prior written consent of the City, use such
documentation on any other project in which the Successful Bidder or its employees, agents, subcontractors or
suppliers are or may become engaged. Submission or distribution by the Successfitl Bidder to mcet official
regulatory requirements or for other purposes in connection with the performance of Services under this Agreement
shall not be construed as publication in derogation of the City's copyrights or other proprietary rights.
b) All rights, title and interest in and to certain inventions, ideas, designs and methods, specifications and other
documentation related thereto developed by the Successful Bidder and its subcontractors specifically for the City,
hereinafter referred to as "Developed Works" shall become the property of the City.
c) Accordingly, neither the Successful Bidder nor its employees, agents, subcontractors or suppliers shall have any
proprietary interest in such Developed Works. The Developed Works may not be utilized, reproduced or distributed
by or on behalf of the Successfitl Bidder, or any employee,agent, subcontractors or supplier thereof, without the
prior written consent of the City, except as required for the Successful Bidder's performance hereunder.
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Imitation for Bid (IFB) 702353,4
d) Except as otherwise provided in subsections a. b, and c above, or elsewhere herein, the Successful Bidder and its
subcontractors and suppliers hereunder shall retain all proprietary rights in and to all Licensed Sofhvare provided
hereunder, that have not been customized to satisfy the performance criteria set forth in the Scope of Services,
Notwithstanding the foregoing, the Successful Bidder hereby grants, and shall require that its subcontractor and
suppliers grant, if the City so desires. a perpetual, irrevocable and unrestricted right and license to use, duplicate,
disclose and'or permit any other person(s) or entity(ies) to use all such Licensed Software and the associated
specifications, technical data and other Documentation for the operations of the City or entities controlling,
controlled by, under common control with, or affiliated with the City, or organizations which may hereafter be
formed by or become affiliated with the City. Such license specifically includes, but is not limited to, the right of
the City to use and/or disclose. in whole or in part, the technical documentation and Licensed Software, including
source code provided hereunder, to any person or entity outside the City for such person's or entity's use in
furnishing any and or all of the Deliverables provided hereunder exclusively for the City or entities controlling.
controlled by, under common control with, or affiliated with the City, or organizations which may hereafter be
formed by or become affiliated with the City. No such License Software, specifications, data, documentation or
related information shall be deenied to have been given in confidence and any statement or legend to the contrary
shall be void and of no effect.
2.18. TERMINATION
A. FOR DEFAULT
If the Successfitl Bidder defaults in its performance under this Contract and does not cure the default within 30 days
atter written notice of default, the City Manager may terminate this Contract, in whole or in part, upon written notice
without penalty to the City. In such event (lie Successful Bidder shall be liable for damages including the excess cost
of procuring similar services: provided that if, ( I ) it is determined for any reason that the Successful Bidder was not
in default or (2) the Successful Bidder's failure to perform is without his control, fault or negligence, the termination
will be deenmed to be a termination for the convenience of the City.
B. FOR CONVENIENCE
The City Nlana-er 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. If this Contract is for supplies, products, equipment, or software, and so terminated for
the convenience by the City the Successful Bidder 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 will be liable only for
payment in accordance with the payment provisions of the Contract for those services rendered prior to termination.
2.19. 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, throGt.0ll intent or design, or inadvertently, appearin-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 FSA 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
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Agreement.
Invitation for Bid (IFB) 703382,4
Page 34 of 37
Invitation for Bid (IFB) 702382,4
3. Specifications
3.1, SCOPE: OF WORK
The City of wliarni ("City") Department of Procurement ("Procurement") on behalf of the Police Department
Towing Division ("Police") is interested in procuring towing software for municipal towing, Citywide.
Police currently manages towing eity%vide, and is seeking a web based software solution ("software") that will assist
them in performing this task. The software shall also allow members of the public, and towing'immobilization
companies to search for vehicles that are towed within the City of Miami. Once operational, Police will manacle the
software, with continuous data storage provided by the Successfu( Bidder.
The Successful Bidder shall be required to provide all software licenses, integration, installation, training,
maintenance, and 2417 technical support services for the proposed solution. In addition, the software shall be fully
operational within ninety (90) days from notice to proceed.
Software Requirements:
The requested municipal towing software shall, at a minimum, have the following features;
I . Shall be Software as a Service (SaaS) hosted and web enabled. All data generated from this software must be
remotely stored;
?. Capability to interface with Oracle and Computer Aided Dispatch (CAD) Systems while supporting ata
minimum the following web browsers l) Internet Explorer, 2) Mozilla, 3) Chrome, and 4) Safari;
3. Web based (turnkey solution), no application should have to be downloaded for software to function;
4. Accessibility on smartphones, tablets, desktop, personal computers, and laptops;
5. Availability to add or delete towing companies/immobilization companies at the City's request;
6. Allow members of the public to search for vehicles at no cost, and without having to sign -in, create an account,
or enter a password;
7. Allow towing,/immobilization companies access to software at no cost;
3. Provide public access to search for vehicle(s) using any of the following criteria, 1) License Plate, 2) Make of
car, 3) Model of car, 4) Color. 5) Tow Date(s), 6) Vehicle Identification Number (VIN), and 7) General Location of
Vehicle (Police will determine which searchable fields shall be included);
9. Accessibility to view the following data after vehicle(s) have been located using the software: 1) Directions
and contact infonitation to facility where vehicle (s) is being stored, 2) Total cost to release vehicle, 3) Price validity
period, 4) Last six (6) digits of the VIN, 5) Make of car, 6) Model of car, and 7) Color of car;
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Invitation for Bid (I FB) 703382,=1
10. Ability for Police to add internal notes to records, edit, or modify data in previously entered records, while
having a mechanism to manage security through clearly defined roles;
11. Allow Police to set pennissions, grant administrative rights, or other controls for internal use as well as, external
use by towing companies/public;
12. Provide ability to import driver license information and license ta- information from Florida Crime Information
Center (ECIC), National Crime Information Center (NCIC), Driver and Vehicle Information Database (DAVID),
and Electronic License and Vehicle Information System (ELVIS) to avoid having to enter information manfully that
is in one of these databases; y
13. Have a mechanism that prompts tow trick driver to take a picture of all four (4) sides of a vehicle before it can
be transported. in addition to entering all required data fields as mandated by Police;
14. Ability to restrict towing companies/drivers from entering, modifying set prices, or certain data;
15. Provide companies/drivers access to enter data on the Private Property Tow- Form (Attachment B). Once
submitted, no information may be changed, unless request is submitted to Police for update,
16_ Provide for a mechanism to transfer all data Qencrated from this so#hvare back to the City in the file type(s) of
City's ehoosin`?, at no additional cost, if so requested by the City;
17. Additional requirements may be added as deemed necessary to complete the project.
Successful Bidder Responsibilities:
1. Configure software to the specifications as requested by Police. This will entail configuring required fields for
population, and search criteria for Police Directed Tows (Attachment A), and b) for Private Property Tows
(Attachment B);
2. Provide functionality updates/upgrades as well as yearly vehicle database updates.
3. Provide each towing immobilization company with a two (2) di -it Identification Number (ID) and each driver
a four (4) digit ID;
4. Provide Private Property towing companies/drivers with a unique auto generated number that meets the
following criteria, 1) first two numbers will indicate the calendar year (e.g., 17, 18, 19); 2) second set of numbers
will be the two (2) digit Identification Number assi?ned to the towing company, and 3) the last five or six digits will
be an auto generated number;
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Invitation far Bid (IFB) 703382,4
5. Provide initial onsite training for Police, and towing companies:
6. Store all data generated from this software in a secure platform of their choosing, must be mirrored in at least
one remote location:
Note: Bidders shall provide pricing in the Line area of the Imitation for Bid. These prices shall cover the cost for the
required software. and services, as no additional costs will be allowed.
Pa -e 37 of 37