Res No 105-14-14199RESOLUTION NO.:1 Q5-1 4-1 41 QQ
A Resolution authorizing the City Manager to enter into a contract with Recreonics,
Inc.for Swimming Pool and Lifeguard Equipment.
WHEREAS,the CityofSouth Miami desires to enter intoa contract for certain goods and equipment
categorized asSwimmingPoolandLifeguardEquipmentwithRecreonics,Inc.;and,
WHEREAS,the Citywishes to utilizetheCityof Miami contract forSwimmingPooland Lifeguard
Equipment between Recreonics,Inc.andtheCityof Miami underthesame terms andconditionsas set forthin
InvitationforBid IFB#352301 (18);and,
WHEREAS,the CityhasreviewedsolicitationforinInvitationforBid IFB#35230I(I8)andagrees to the
terms and conditions,and further agrees to the fairand reasonableness of the pricing set forth in Recreonics,Inc's
response to the solicitation;and,
WHEREAS,Recreonics,Inc.hasagreed to providesuchgoodsand services under the sameprice(s),
terms and conditions asstipulatedinits response to IFB#35230I(I8).
WHEREAS,representatives from the CityandRecreonics,Inc.have agreed onall the terms and
conditions that are mentioned above.
NOW,THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF SOUTH MIAMI,FLORIDA THAT:
Section I.TheCityManageris authorized to enter intoa contract withRecreonics,Inc.for the items
forwhichitwasawardeda contract forthegeneralcategoryof Swimming Pooland Lifeguard Equipmentunderthe
same terms andconditions set forthinsolicitationforbid IFB#35230I(I8)between theRecreonics,Inc.andthe
Cityof Miami.Acopyof the piggyback contract isattached.
Section 2.Severability.Ifanysection clause,sentence,orphraseofthisresolutionisforanyreason
held invalid or unconstitutionalbya court of competent jurisdiction,theholdingshall not affectthe validity ofthe
remaining portions ofthis resolution.
Section 3.Effective Date.Thisresolution shall become effective immediately uponadoptionbyvote
of the City Commission.
PASSED ANDADOPTED this20thday of May
^TESM^
2014.
MAYOR
COMMISSION VOTE:
Mayor Stoddard:
ViceMayorHarris:
Commissioner Edmond:
Commissioner Liebman:
Commissioner Welsh:
5-0
Yea
Yea
Yea
Yea
Yea
lami
THE CITY OF PLEASANT LIVING
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
To:The Honorable Mayor &Members of the City Commission
From:Steven Alexander,City Manager
Date:May 20,2014 Agenda Item No.
Subject:
Background:
Vendors &
Bid Amount:
Expense:
Fund &Account:
Attachments:
A Resolution authorizing the City Manager to enter into a contract
with Recreonics,Inc.for Swimming Pool and Lifeguard Equipment
and Supplies.
After completing a competitive bidding process,the CityofMiami
awarded a contract to Recreonics,Inc.pursuant to bid
IFB#352301(18)for Swimming Pool and Lifeguard Equipment and
Supplies.The contract period isfromApril 22,2013 through April
21,2015,two(2)years with the option to renew for three (3)
additional one-year periods.
The Cityof South Miami has reviewed and wishes to piggyback
from the contract between the CityofMiami and the Contractor
under the same terms and conditions set forth in solicitation for bid
IFB#352301 (18).
Please find below a breakdown ofall submitted proposals
Vendors Bid Amount
Recreonics,Inc.n/a
$0.00
Expenditures shallbe charged toCommunityPool Supplies
account number 001-2030-572-5210,which has a balance of
$3,000.00 before this request was made.
Resolution for approval
Cityof Miami Contract Award Sheet IFB No.352301(18)
Contract Award Sheet (Cityof South Miami &Contractor sample)
City of Miami
Master Report
Resolution R-13-0160
City Hall
3500 Pan American Drive
Miami,FL 33133
www.miamigov.com
File ID #:13-00396
Version:1 Controlling CityCommission
Body:.
Enactment Date:4/25/13
Status:Mayor's Office for
Signature
Title:
Reference:
A RESOLUTION OFTHEMIAMICITYCOMMISSIONACCEPTINGTHEBID RECEIVED FEBRUARY
22,2013,PURSUANT TO INVITATION FORBIDNO.352301,FROM RECREONICS,INC.,FOR GROUP I,
ANDBYELIFEGUARD,INC.,FORGROUPSIANDII,FORTHEPROVISIONOFSWIMMINGPOOL
AND LIFEGUARD EQUIPMENT AND SUPPLIES,FORTHE DEPARTMENT OFPARKSAND
RECREATION,ONANAS-NEEDED,CONTRACTUAL BASIS,FORANINITIALCONTRACTPERIOD
OF TWO (2)YEARS,WITH THE OPTION TO RENEW FORTHREE (3)ADDITIONAL ONE(1)YEAR
PERIODS;ALLOCATING FUNDS FROM THE VARIOUS SOURCES OF FUNDS OF THE USER
DEPARTMENT,SUBJECT TO THE AVAILABILITY OF FUNDS AND BUDGETARY APPROVAL AT
THE TIME OF NEED.
Introduced:3/22/13
Name:Accepting Bid-Recreonics,Inc
Requester:Department ofParks
and Recreation
Notes:
Cost:Final Action:4/25/13
Sections:
Indexes:
Attachments:13-00396SummaryForm.pdf,13-00396AwardRecommendationForm.pdf,13-00396Tabulation of
Bids.pdf,13-00396Emails-AdditionalInformation#352301.pdf,13-00396InvitationforBid.pdf,13-00396
Legislation.pdf
Action History
Ver.Acting Body Date Action Sent To Due Date Returned Result
Office of the City 4/11/13 Reviewed and
Attorney Approved
City Commission 4/25/13 ADOPTED
ThisMatterwasADOPTEDontheConsentAgenda.
Aye:5-Wifredo (Willy)Gort,MarcDavid Sarnoff,FrankCarollo,FrancisSuarezandMichelleSpence-Jones
City of Miami Page1 Printed on 4/30/2013
Invitation For Bid 352301,1
3.Specifications
3.1.SPECIFICATIONS/SCOPE OF WORK
It istheintentionoftheCity of Miamitoestablishacontractforthepurchase,onanasneededbasis,ofSwimming
PoolandLifeguardEquipmentandSupplies.
A.Group I-Swimming Pool Equipment and Supplies
MANUFACTURERS CATALOGS CURRENTLY USED BY CITY DEPARTMENTS:
•Recreonics
•Lincoln Aquatics
B.Group II -Lifeguard Equipment and Supplies
MANUFACTURERS CATALOGS CURRENTLY USED BY CITY DEPARTMENTS:
•Water Safety Products
•The Lifeguard Store
•Elifeguard.com
Page 34 of 34
CITYOF MIAMI,FLORIDA
INTER-OFFICE MEMORANDUM
T0 ALL DEPARTMENT DIRECTORS DAT£May 1,2013 RlE.
AND CONTRACT LIAISONS
subject ;Swimming Pooland Lifeguard
Equipment andSupplies
IFBNo.352301(18)
from :Kenneth Robertson,Director •'...references :
Purchasing Department
ENCLOSURES:
Please find enclosed acopyofthe recently approved term contract for Swimming Pooland
Lifeguard Equipment and Supplies*This contract hasbeen established forthe Department of
Parksand Recreation.Unlessaspecificitemisnot listed,using department inneedofthesegoods
or services is required to utilize this contract.Using department is urged to carefully review the
contractindetailtobecomefamiliarwithitsprices,termsandconditions,anditemsawarded.If
any department is unable tolocatea particular item onthe contract,pleasecontactthe appropriate
Buyerfor assistance.Noothergoodsor services canbe purchased underthis agreement except
thosespecifiedinthecontract.When requestingthis commodity orservice,theIFBNo.,
Resolution No.and the corresponding catalog item numbers must becitedin the
requisition.
Itshallbetheresponsibilityoftheusingdepartmenttoproperlyadministerthecontracttoensure
thatthecontractorandtheCityperformallcontractualobligations.Intheexecution of this
responsibility,departmentsshouldmonitorvendorperformance,inspectgoodsattime of
delivery,andcheckforaccuracyinbilling.
Shouldanyusingdepartmentexperienceany difficulties withthecontractor,pleasedocumentthe
matterandimmediatelyadviseMaritzaSuarez,ProcurementSupervisor,at(305)416-1907for
assistance.
CONTRACT AWAR
IFB NO.:
DESCRIPTION:
CONTRACT PERIOD:
TERM OF CONTRACT:
COMMODITY CODE:
352301(18)
SWIMMING POOL AND LIFEGUARD EQUIPMENT AND
SUPPLIES
APRIL 22,2013 THROUGH APRIL 21,2015
TWO(2)YEARS WITHTHE OPTION TO RENEW FOR
THREE (3)ADDITIONAL ONE-YEAR PERIODS
650
SECTION #1 -VENDOR AWARD
Recreonics,Inc.(Group 1)
4200 Schmitt Avenue
Louisville,KY 40213
Contact:Lance Livesay
Phone:(800)428-3254
Fax:(800)428-0133
Email:lancel@recreonics.com
Elifeguard,Inc.(Groups 1 and 2)
265 Barnes Blvd.
Rockledge,FL 32955
Contact:Michael Rogers
Phone:(321)433-3630
Fax:(321)433-3631
Email:info@elifeguard.com
SECTION #2 -AWARD/BACKGROUND INFORMATION/APPLICABLE ORDINANCES/NOTES
C.C.AWARDDATE:APRIL 1,2013
RESOLUTION NO:13-0160
ANNUAL CONTRACT AMOUNT:N/A
Note:Funds allocated from the various sources
of funds from the user departments and agencies,
subject to availability of funds and budgetary
approval at the time of need.
SECTION #3 -REQUESTING DEPARTMENT
POLICE AND FIRE-RESCUE DEPARTMENTS
Contract Administrator:Maria DeCardenas
SECTION #4 -PROCURING AGENCY
CITY OF MIAMI,PURCHASING DEPARTMENT
Buyer:
Phone:
Fax:
Maritza Suarez
(305)416-1907
(305)416-1925
Prepared By:Aimee Gandarilla,5/1/13
AMENDED AMOUNT:N/A
INSURANCE REQUIREMENTS:YES
PERFORMANCE BOND:N/A
APPLICABLE ORDINANCES:N/A
J
A CONTRACT AWARD SHEET INSTRUCTIONAL GUIDETO ASSIST YOUWITHTHE INFORMATION
CONTAINEDHEREINIS AVAILABLE INTHEISUPPLIERINFORMATIONSECTIONOFOUR WEBPAGE AT:
www.miamigov.com/procurement
Item
No.
2
3
4
TABULATION OF BIDS
IFB NO.352301:SWIMMING POOL AND LIFEGUARD EQUIPMENT AND SUPPLIES
3/32",Weight:12oz
SwimPower Handpaddle (small)
Rope %"blue/white,Item 14438BW
5§Umbrella,LifeguardChair,vinyl,6
11/2"in diameter,Item No.12-344.BW
jGroup II:Lifeguard Equipment and Supplies
Est.
Description |Qtv.|uqm
Group I:Swimming Pool Equipment and Supplies
The following aresampleofequalitemsbasedon
the City's existing contractpurchase history:
Water Noodles 1241 Ea.
Recreonics Superboard,Dimensions:20"x11"x1
2001 Ea.
100 I Ea.
133 I Ea.
24 Ea.
Recreonics,Inc.
Unit Price Total
12%off catalog
$3.02 $72.48
$10.06 $2,012.00
$22.46 $2,246.00
$0.92 $122.36
75.22 $1,805.28
No Bid
eLifeguard,Inc.
Unit Price Total
5%off catalog
Item not on catalog
7.5 $1,500.00
Item not on catalog
0.4 $53.20
$53.19 $1,276.56
5%off catalog
IT"
Prepared by:MaritzaSuarez,3/18/2013 Page 1 of 1
Approva
DepartmenijJirector/Designee
City of Miami
Invitation For Bid
Bid Number:
Title:
Issue Date/Time:
Bid Closing Date/Time:
Pre-Bid Conference:
Pre-Bid Date/Time:
Pre-Bid Location:
Deadline for Request for Clarification:
Buyer:
Hard Copy Submittal Location:
Buyer E-Mail Address:
Buyer Facsimile:
Purchasing Department
Miami Riverside Center
444 SW 2nd Avenue,6th Floor
Miami,Florida 33130
Web Site Address:htlp^/ci.mlami.fl.us/procurement
352301,1
Invitation toBidfor Swimming Pool and
Lifeguard Equipment and Supplies
22-JAN-2013
02/12/2013@ 12:00:00
Monday,January 28,2013 at 5:00 PM
Suarez,Maritza
City of Miami -City Clerk
3500 Pan American Drive
Miami FL 33133 US
msuarez@ci.miami.fLus
(305)400-5025
Page1 of34
Certification Statement
Please quote on this form,if applicable,net prices for the item(s)listed.Return signed original and
retain a copy for your files.Prices should include all costs,including transportation to destination.The
City reservestherighttoacceptorreject all oranypartofthis submission.Pricesshouldbe firm fora
minimum of 180 days following thetimesetfor closing ofthe submissions.
In the event of errors in extension of totals,the unit prices shall govern in determining the quoted
prices.
We (I)certify that we have read your solicitation,completed the necessary documents,and propose to
furnish and deliver,F.O.B.DESTINATION,the items or services specified herein.
The undersigned hereby certifies that neither the contractual party noranyofits principal owners or
personnel havebeen convicted ofanyofthe violations,or debarred or suspended assetinsection
18-107 or Ordinance No.12271.
Ail exceptions tothis submission have been documented inthe section below (refer to paragraph and
section).
EXCEPTIONS:
We (1)certifythatanyandall information contained inthis submission istrue;andwe(I)furthercertify
thatthis submission ismadewithoutprior understanding,agreement,or connection withany
corporation,firm,orpersonsubmittingasubmissionforthesamematerials,supplies,equipment,or
service,andisinallrespectsfairandwithoutcollusionorfraud.We(I)agreetoabidebyalltermsand
conditions of thissolicitationandcertifythatIamauthorizedtosignthissubmissionforthesubmitter.
Pleaseprintthefollowingandsignyourname:
SUPPLIER NAME:
ADDRESS:
PHONE:FAX:.
EMAIL:BEEPER:
SIGNED BY:
TITLE:DATE:
FAILURE TO COMPLETE.SIGN.AND RETURN THIS FORM SHALL DISQUALIFY THIS BID.
Page2 of34
Certifications
Legal Name ofFirm:
EntityType:Partnership,SoleProprietorship,Corporation,etc.
Year Established:
Office Location:CityofMiami,Miami-Dade County,orOther
Occupational License Number:
OccupationalLicenseIssuingAgency:
OccupationalLicenseExpirationDate:
Group I:Swimming Pool Equipment and Supplies -Single fixed percentage discount tobe deducted
from the manufacturer's catalog list prices and/or price lists.Bidders must bida single fixed percentage
discount,ex.12%is acceptable,11.075%isnot.(Catalog #1)
Group I:Manufacturer's Product Catalog and/or Price ListNumber and/or Date,arid effective period:
(Catalog #1)
Group I:Swimming Pool Equipment and Supplies -Single fixed percentage discount tobe deducted
from the manufacturer's catalog list prices and/or price lists.Bidders must bid a single fixed percentage
discount,ex.12%is acceptable,11.075%isnot.(Catalog #2)
Group I:Manufacturer's Product Catalog and/or Price List Number and/or Date,and effective
period:(Catalog#2)
Group I:Swimming Pool Equipment and Supplies -Single fixed percentage discount to be deducted
from the manufacturer's catalog list prices and/or price lists.Bidders must bid a single fixed percentage
discount,ex.12%is acceptable,11.075%is not.(Catalog #3)
Page 3 of34
Group 1:Manufacturer's Product Catalog and/or Price List Number and/or Date,and effective
period:(Catalog#3)
Group II:Lifeguard Equipment and Supplies -Single fixed percentage discount to be deducted from the
manufacturers catalog list prices and/or price lists.Bidders must bid asingle fixed percentage discount,
ex.12%is acceptable,11.075%isnot.(Catalog #1)
Group II -Manufacturer's Product Catalog and/or Price List Number and/or Date,and effective
penod:(Catalog#l)
Group II:Lifeguard Equipment and Supplies -Single fixed percentage discount to be deducted from the
manufacturer's catalog list prices and/or price lists.Bidders must bid a single fixed percentage discount
ex.12%is acceptable,11.075%is not.(Catalog #2)
Group II -Manufacturer's Product Catalog and/or Price List Number and/or Date,and effective
period:(Catalog #2)
Group II:Lifeguard Equipment and Supplies -Single fixed percentage discount to be deducted from the
manufacturer's catalog list prices and/or price lists.Bidders must bid a single fixed percentage discount
ex.12%is acceptable,11.075%is not.(Catalog #3)
Group II -Manufacturer's Product Catalog and/or Price List Number and/or Date,and effective
period:(Catalog #3)
Please list and acknowledge all addendum/addenda received.List the addendum/addenda number and
date ofreceipt (i.e.Addendum No.1,7/1/07).If no addendum/addenda was/were issued,please insert
N/A.
Indicate,if upon contract award,will the Successful Bidder have the capability and ability to have an
online based ordering system that can integrate with the City's Oracle iProcurement module to create a
"Punchout"site that will enable buyers (i.e.City employees)to click alink,within the Oracle
iProcurement module,that goes to the Successful Bidder's electronic catalog,search for items on the
Successful Bidder's webiste,and return those items directly to the buyer's electronic shopping cart.
Indicateyesorno.
Page4 of34
Inlieu of a "Punchout"site,asdescribedabove,indicate if SuccessfulBidderwillhavethecapability
andabilitytoreceivePurchase Orders/Releases viae-mailorfaxandprovidegoodsasrequestedinthe
Purchase Order/Release.The Purchase OrderconstitutestheCity'sofficialrequestforcontracteditems
andtheSuccessfulBiddershallnotrequiretheCitytomanuallyenterthegoodsrequestedviaa
Purchase Order/Release,intheSuccessfulBidder'sonlineorderingsystem.Indicateyesorno.
Page5 of 34
InvitationForBid352301,1
Table of Contents
TermsandConditions 7
1.General Conditions '.7
1.1.GENERAL TERMS AND CONDITIONS ZZZZZZZZZZZZZZZZZj
2.SpecialConditions .21
2.1.purpose .'.ZZZZZZZZZZii
2.2.DEADLINEFORRECEIPTOFREQUESTFORADDITIONAL
INFORMATION/CLARIFICATION 27
2.3.TERM OF CONTRACT 27
2.4.CONDITIONS FOR RENEWAL 27
2.5.NON-APPROPRIATION OFFUNDS 27
2.6.METHODOFAWARD 27
2.7.BIDDERS MINIMUM QUALIFICATIONS '.28
2.8.FAILURE TO PERFORM i 28
2.9.INSURANCE REQUIREMENTS ...-.'.28
2.10.METHOD OF PAYMENT 30
2.11.ADDITIONS/DELETIONS OF PRODUCTS/SUPPLIERS 30
2.13.DISCOUNTS(FROM MANUFACTURERS CATALOG AND/ORPUBLISHED PRICELISTS).
30
2.14..PRODUCT/CATALOG INFORMATION 30
2.15.MATERIALS SHALL BENEWAND WARRANTED AGAINST DEFECTS 31
2.16.EQUITABLE ADJUSTMENT 31
2.17.WARRANTY,FITNESS FOR PURPOSE 31
2.18.QUALITY AND MANUFACTURE 31
2.19.BACK ORDERS SHALL NOT BE ALLOWED 32
2.20.SPECIFICATION EXCEPTIONS 32
2.21.TERMINATION 32
2.22.ADDITIONAL TERMS AND CONDITIONS 33
2.23.PRIMARYCLIENT(FIRSTPRIORITY)33
3.Specifications 34
3.1.SPECIFICATIONS/SCOPE OF WORK .!.Z.34
Page6 of 34
Invitation For Bid 352301,1
Terms and Conditions
1.General Conditions
1.1.GENERAL TERMS AND CONDITIONS
Intent:The General TermsandConditions described hereinapplytotheacquisition ofgoods/equipment/services
withanestimatedaggregatecost of $25,000.00ormore.
Definition:A formal solicitation is defined as issuance of an Invitation forBids,Requestfor Proposals,Requestfor
Qualifications,orRequestforLetters of Interest pursuant totheCity of MiamiProcurementCodeand/or Florida
Law,as amended.Formal Solicitation and Solicitation shall be defined in the same manner herein.
'l.i.ACCEPTANCE OF GOODS OR EQUIPMENT -Any good(s)or equipment delivered under this formal
solicitation,if applicable,shall remain the property ofthe selleruntila physical inspection andactual usage of the
goodis made,and thereafter is accepted as satisfactory totheCity.Itmustcomplywiththe terms herein andbe
fullyin accordance with specifications and of thehighest quality.Intheeventthe goods/equipment suppliedtothe
Cityarefoundtobedefectiveordoesnotconformto specifications,theCityreservestherighttocanceltheorder
uponwrittennoticetothe Contractor andreturntheproducttothe Contractor attheContractor'sexpense.
1.2.ACCEPTANCE OFOFFER-Thesignedor electronic submission of your solicitation response shallbe
considered anofferonthe part ofthe bidder/proposer;such offer shall be deemed accepted uponissuance bythe
City of a purchase'order.
13.ACCEPTANCE/REJECTION -TheCity reserves the right to accept orrejectanyorall responses or parts of
after opening/closing dateandrequest re-issuance onthe goods/services describedintheformalsolicitation.In the
event of such rejection,the Director ofPurchasing shall notify allaffected bidders/proposers andmake available a
written explanation for therejection.TheCity also reserves the right to reject the response ofany bidder/proposer
whohaspreviously failed toproperlyperformunderthetermsandconditions of acontract,todeliverontime
contracts of asimilar nature,andwhoisnotinapositiontoperformtherequirementsdefinedinthis formal
solicitation.TheCity further reservestherighttowaiveany irregularities orminorinformalitiesortechnicalitiesin
anyorallresponsesandmay,atitsdiscretion,re-issuethisformalsolicitation.
1.4.ADDENDA-Itisthe bidder's/proposer's responsibility to ensure receipt ofall Addenda.Addenda are available
attheCity'swebsite at:http://www.ci.miami.fl.us/procurement
1.5.ALTERNATE RESPONSES MAY BECONSIDERED-TheCitymayconsiderone(1)alternate response
from the same Bidder/Proposer for the same formal solicitation;provided,that the alternate response offers a
different product that meets orexceeds the formal solicitation requirements.In order for the City to consider an
alternate response,the.Bidder/Proposer shallcompletea separate Price Sheetformandshallmark "Alternate
Response".Alternate response shall be placed inthe same response.This provision only applies to formal
solicitations forthe procurement of goods,services,items,equipment,materials,and/or supplies.
1.6.ASSIGNMENT-Contractor agrees notto subcontract,assign,transfer,convey,sublet,or otherwise dispose of
the resulting Contract,or any or all of its right,title or interest herein,without Cityof Miami's prior written consent.
1.7.ATTORNEY'S FEES -In connection withany litigation,mediation and arbitration arising outofthis Contract,
each party shall bear their own attorney's fees through and including appellate litigation and any post-judgment
Page7 of34
InvitationForBid352301,1
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 ofits duly authorized representatives,to any books,documents,papers,
and records of Contractor which are directly pertinent to this formal solicitation,for the purpose ofaudit,
examination,excerpts,and transcriptions.The Successful Bidder/Proposer shall maintain and retain any and all of
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 toorrefusal to comply with this condition
shall result in the immediate cancellation of this contract by the City.
L9.AVAILABILITY OF CONTRACT STATE-WIDE -Any Governmental,not-for-profit or
quasi-governmental entity in the State ofFlorida,may avail itself ofthis contract and purchase anyand all
goods/services,specified herein from the successful bidder(s)/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 orquasi-governmental entity which uses this formal solicitation and resulting bid
contract or agreement will establish its own contract/agreement,place itsown 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 bythe successful bidder(s)/proposer(s).
1.10.AWARD OF CONTRACT:
A.The Formal Solicitation,Bidder's/Proposer's response,any addenda issued,and the purchase order shall
constitute the entire contract,unless modified in accordance with any ensuing contract/agreement,amendment or
addenda.
B.The award ofa contract where there are Tie Bids will bedecided bythe Director of Purchasing or designee in the
instance thatTie Bids can'tbe determined by applying Florida Statute 287.087,Preference to Businesses with
Drug-FreeWorkplacePrograms.
C.The award of this contract may be preconditioned onthe subsequent submission of other documents asspecified
inthe Special Conditions or Technical Specifications.Bidder/Proposer shall bein default ofits contractual
obligation if such documents are not submitted ina timely manner and in the form required bythe City.Where
Bidder/Proposer isin default of these contractual requirements,the City,through action taken by the Purchasing
Department,will void its acceptance of the Bidder's/Proposer's Response and may accept theResponse 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,asa result of damages or increased costs sustained asa result ofthe
Bidder's/Proposer's default.
D.Thetermofthecontractshallbespecifiedinoneofthreedocumentswhichshallbeissuedtothesuccessful
Bidder/Proposer.These documents may either bea purchase order,notice of award and/or contract award sheet
E.TheCityreserves theright to automatically extend this contract forupto one hundred twenty (120)calendar
days beyond the stated contract term in order to provide City departments with continual service and supplies while
anew contract is being solicited,evaluated,and/or awarded.Iftherightis exercised,theCityshall notify the
Bidder/Proposer,in writing,ofits intent to extend the contract at the same price,terms and conditions for a specific
number of days.Additional extensions over the first one hundred twenty (120)day extension may occur,if,theCity
andthe Successful Bidder/Proposer areinmutual agreement ofsuch extensions.
F.Where the contract involves a single shipment of goods to the City,the contract term shall conclude upon
completion ofthe expressed orimpliedwarrantyperiods.
Page8 of 34
Invitation For Bid 352301,1
G.TheCityreservestherighttoawardthecontractonasplit-order,lumpsumorindividual-itembasis,orsuch
combination asshallbestservethe interests oftheCityunless otherwise specified.
H.A Contract/Agreement maybeawardedtothe Bidder/Proposer bytheCity Commission baseduponthe
minimum qualification requirements reflected herein.AsaresultofaRFP,RFQ,or RFLI,theCityreservesthe
righttoexecuteornotexecute,asapplicable,anAgreementwiththeProposer,whicheverisdeterminedtobeinthe
City'sbest interests.Such agreement willbe furnished bythe City,will contain certain termsasareintheCity's
best interests,andwillbesubjectto approval astolegalformbytheCity Attorney.
1.11.BID BOND/BIDSECURITY-Acashier'sor certified check,oraBidBondsignedbya recognized surety
companythatislicensedtodobusinessintheStateofFlorida,payabletotheCityofMiami,fortheamountbidis
required fromall bidders/proposers,ifso indicated underthe Special Conditions.Thischeckorbond guarantees
thata bidder/proposer willaccepttheorderor contract/agreement,as bid/proposed,ifitisawardedto
bidder/proposer.Bidder/Proposer shall forfeit bid deposit totheCityshould Cityaward contract/agreement to
Bidder/Proposer and Bidder/Proposer failsto accept the award.TheCity reserves therighttorejectanyandall
surety tendered totheCity.Bid deposits are returned to unsuccessful bidders/proposers withinten (10)daysafter
the award and successful bidder's/proposer's acceptance of award.If sixty (60)days havepassed afterthedateofthe
formal solicitation closing date,andno contract hasbeen awarded,allbid deposits will be returned on demand.
1.12.RESPONSE FORM (HARDCOPY FORMAT)-All forms should be completed,signed and submitted
accordingly.
.1.13.BID SECURITY FORFEITED LIQUIDATED DAMAGES -Failure to execute an Agreement and/orfile
an acceptable PerformanceBond,when required,asprovidedherein,shallbejustcausefortheannulment ofthe
awardandthe forfeiture oftheBid Security tothe City,which forfeiture shallbe considered,notasa penalty,butin
mitigation of damages sustained.Award maythen be made tothenext lowest responsive,responsible Bidderor
Proposal most advantageous tothe City orall responses may be rejected.
1.14.BRAND NAMES -Ifand wherever inthe specifications brand names,makes,models,names ofany
manufacturers,trade names,or bidder/proposer catalog numbers are specified,itis for the purpose of establishing
the type,function,minimum standard of design,efficiency,grade or quality of goods only.When theCitydoesnot
wish to rule outother competitors'brands or makes,the phrase "OREQUAL"is added.When bidding/proposing an
approved equal,Bidders/Proposers will submit,with their response,complete setsof necessary data (factory
information sheets,specifications,brochures,etc.)in order for theCity to evaluate and determine the equality ofthe
item(s)bid/proposed.TheCityshallbethesolejudgeof equality andits decision shallbe final.Unless otherwise
specified,evidence inthe form of samples may be requested ifthe proposed brand is other than specified bythe
City.Such samples aretobe furnished after formal solicitation opening/closing only upon request ofthe City.If
samples should be requested,such samples must be received bythe City no later than seven (7)calendar days after
aformalrequestismade.
1.15.CANCELLATION -The City reserves the right to cancel all formal solicitations before its opening/closing.
Inthe event of bid/proposal cancellation,the Director of Purchasing shall notify all prospective bidders/proposers
andmakeavailableawrittenexplanationforthecancellation.
1.16.CAPITAL EXPENDITURES -Contractor understands that any capital expenditures thatthe firm makes,or
prepares to make,inorderto deliver/perform the goods/services required bytheCity,isa business riskwhichthe
contractor must assume.The City will notbe obligated to reimburse amortized or unamortized capital expenditures,
orto maintain the approved status ofany contractor.If contractor has been unable to recoup its capital expenditures
during the time itis rendering such goods/services,it shall not have any claim upon the City.
1.17.CITY NOT LIABLE FOR DELAYS -Itis further expressly agreed that in no event shall the City be liable
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for,or responsible to,the Bidder/Proposer/Consultant,any sub-contractor/sub-consultant,or to any other person for,
oronaccount of,any stoppages or delay in the work herein provided for by injunction orother legal orequitable
proceedings oron account ofanydelay for any cause over which theCityhas 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 aresponse
for the same items/services or with the City of Miami's Purchasing Department orinitiating department.The
Bidder/Proposer certifies that its response is fair,without control,collusion,fraud orother illegal action.
Bidder/Proposer certifies that itis 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
anyandallbids/responses where collusion mayhaveoccurred.
1.19.COMPLIANCE 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 withand observe all
applicable laws,codes and ordinances as that may in any way affect the goods orequipment offered,including but
not limited to:
A.Executive Order 11246,which prohibits discrimination against anyemployee,applicant,or client because of
race,creed,color,national origin,sex,orage with regard to,butnot limited to,the following:employment
practices,rate ofpayor other compensation methods,and training selection.
B.Occupational,Safetyand Health Act (OSHA),as applicable tothis Formal Solicitation.
C.The State of Florida Statutes,Section 287.133(3)(A)on Public Entity Crimes.
D.Environment Protection Agency (EPA),as applicable tothis Formal Solicitation.
E.Uniform Commercial Code (Florida Statutes,Chapter 672).
F.AmericanswithDisabilitiesAct of 1990,asamended.
G.National Institute of Occupational Safety Hazards (NIOSH),as applicable tothis Formal Solicitation.
H.National Forest Products Association(NFPA),as applicable tothis Formal Solicitation.
I.City Procurement OrdinanceCityCodeSection 18,ArticleIII.
J.Conflict of Interest,CityCodeSection 2-611 ;61.
K.Cone of Silence,CityCodeSection 18-74.
L.The Florida Statutes Sections 218.73 and 218.74 on Prompt Payment.
Lackof knowledge bythe bidder/proposer willinnowaybea cause for relief from responsibility.Non-compliance
with all local,state,and federal directives,orders,and laws maybe considered grounds for termination of
contract(s).
Copies of theCity Ordinances maybeobtainedfromtheCityClerk'sOffice.
1.20.GONEOFSILENCE-Pursuant to Section 18-74 oftheCityof Miami Code,a"Coneof Silence"is imposed
uponeachRFP,RFQ,RFLI,orIFBafter advertisement and terminates atthetimetheCity Manager issuesawritten
recommendation totheMiamiCityCommission.TheCone of Silenceshallbe applicable onlyto Contracts forthe
provision ofgoodsandservicesandpublicworksor improvements for amounts greater than S200,000.TheCone of
Silence prohibits any communication regarding RFPs,RFQs,RFLIor IFBs (bids)between,among others:
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Potential vendors,service providers,bidders,lobbyists or consultants andtheCity's professional staff including,but
not limited to,theCity Manager andtheCity Manager's staff;the Mayor,City Commissioners,ortheir respective
staffsandany member of the respective selection/evaluation committee.
Theprovisiondoesnotapplyto,amongothercommunications:
oral communications withtheCity purchasing staff,providedthe communication islimitedstrictlytomatters of
processorprocedurealreadycontainedinthe formal solicitationdocument;theprovisions of theCone of Silencedo
notapplytooralcommunicationsatdulynoticedsite visits/inspections,pre-proposal orpre-bidconferences,oral
presentations before selection/evaluation committees,contract negotiations during anyduly noticed public meeting,
orpublic presentations madetothe Miami City Commission during adulynoticedpublic meeting;or
communications in writing orby email atanytimewithanyCity employee,officialormemberoftheCity
Commissionunless specifically prohibited bythe applicable RFP,RFQ,RFLIorIFB(bid)documents (SeeSection
2.2.of theSpecial Conditions);or communications in connection withthecollectionofindustrycommentsorthe
performance of marketresearch regarding a particular RFP,RFQ,RFLIORIFBbyCity Purchasing staff.
Proposers or bidders mustfileacopyofany written communications withtheOffice of theCityClerk,whichshall
be made available toany person upon request.TheCity shall respond in writing andfileacopywiththeOffice of
theCity Clerk,which shall be made available toany person upon request.Written communications maybeinthe
form of e-mail,withacopytotheOffice of theCityClerk.
In addition toanyother penalties provided bylaw,violation of the Cone of Silence byany proposer orbiddershall
render anyaward voidable.A violation bya particular Bidder,Proposer,Offeror,Respondent,lobbyist or
consultant shall subject same to potential penalties pursuant totheCity Code.Any person having personal
knowledge ofa violation of these provisions shall report such violation tothe State Attorney and/or may file a
complaint withthe Ethics Commission.Proposers or bidders should reference Section 18-74 oftheCity ofMiami
Code for further clarification.
This language isonlya summary ofthekey provisions ofthe Cone of Silence.Please review City of Miami Code
Section 18-74 for a complete and thorough description ofthe Cone of Silence.Youmay contact theCity Clerk at
305-250-5360,toobtainacopy of same.
1.21.CONFIDENTIALITY-Asa political subdivision,theCityof Miami is subject tothe Florida Sunshine Act
and Public Records Law.If this Contract/Agreement contains a confidentiality provision,it shall have no application
when disclosure is required by Florida laworuponcourt order.
1.22.CONFLICTOFINTEREST-Bidders/Proposers,by responding to this Formal Solicitation,certify thatto
the best of their knowledge orbelief,no elected/appointed official oremployee of the Cityof 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 orits employees must be disclosed in writing to the City.Further,you
must disclose the name of anyCity employee who owns,directly or indirectly;an interest offive percent (5%)or
more of thetotalassets of capitalstockinyourfirm.
A.Bidder/Proposer further agrees not to use orattempt to use any knowledge,property orresource which may
be within his/her/its trust,or perform his/her/its duties,to secure a special privilege,benefit,or exemption for
himself/herseli7itself,or others.Bidder/Proposer maynot disclose oruse information not available tomembersof
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 gain or benefit or for the personal gain or benefit of any other person
orbusinessentity.
B.Bidder/Proposer hereby acknowledges that he/she/it has not contracted or transacted anybusiness withthe
City or any person or agency acting for the City,and has not appeared in representation of any third party before any
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board,commission or agency of the City within the past two years.Bidder/Proposer further warrants that he/she/it
is not related,specifically the spouse,son,daughter,parent,brother orsister,to:(i)any member ofthe commission;
(ii)the mayor;(iii)any city employee;or (iv)any member ofany board oragency ofthe City.
C.Aviolation ofthis section may subject the Bidder/Proposer to immediate termination ofany professional
services agreement with the City,imposition of the maximum fine and/or any penalties allowed by law.
Additionally,violations may be considered by and subject to action by the Miami-Dade County Commission on
Ethics.
1.23.COPYRIGHTORPATENTRIGHTS -Bidders/Proposers warrant thatthere hasbeenno violation of
copyright or patent rights in manufacturing,producing,orselling 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 anyand
all liability,loss,or expense occasioned byanysuch 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 bome by the
Bidder(s)/Proposer(s).
1.25.DEBARMENT ANDSUSPENSIONS(Sec 18-107)
(a)Authority and requirement to debar and suspend.After reasonable notice toan actual or prospective Contractual
Party,and after reasonable opportunity forsuch party tobe heard,the City Manager,after consultation with the
Chief Procurement Officer and the city attorney,shall have the authority to debar a Contractual Party,for the causes
listed below,from consideration for award ofcityContracts.The debarment shall befora period ofnot fewer than
three years.The City Manager shall also have theauthority to suspend a Contractual Party from consideration for
award ofcity 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 shallbe issued
bytheChiefProcurement Officer after approval bythe City Manager,thecity attorney,and the City Commission.
(b)Causes fordebarment or suspension.Causes for debarment or suspension include the following:
(1)Conviction forcommission ofa criminal offense incident to obtaining or attempting to obtain a
publicor private Contract or subcontract,or incident tothe performance ofsuch Contract or subcontract.
(2)Conviction under stateor federal statutes of embezzlement,theft,forgery,bribery,falsification or
destruction of records,receiving stolen property,oranyotheroffense indicating alackof business
integrityorbusinesshonesty.
(3)Conviction understateor federal antitrust statutesarisingoutofthe submission ofBidsor
Proposals.
(4)Violation of Contractprovisions,whichisregardedbytheChiefProcurementOfficertobe.
indicative of nonresponsibility.Such violation may include failure without good cause to perform in
accordance withthe terms and conditions ofa Contract orto perform withinthetimelimitsprovided ina
Contract,provided that failure to perform caused by acts beyond the control ofapartyshallnotbe
consideredabasisfordebarmentorsuspension.
(5)Debarment or suspension ofthe Contractual Partybyany federal,stateorother governmental
entity.
(6)Falsecertificationpursuanttoparagraph(c)below.
(7)Foundinviolationofazoning ordinance oranyothercityordinanceor regulation andforwhich
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theviolationremains noncompliant.
(8)Foundinviolation of azoningordinanceoranyothercityordinanceorregulationandforwhicha
civilpenaltyorfineisdueandowingtothecity.
(9)Any othercausejudgedbytheCityManagertobesoseriousandcompellingastoaffectthe
responsibility of theContractualPartyperformingcityContracts.
(c)Certification."AllContractsforgoodsandservices,sales,andleasesbythecityshallcontainacertificationthat
neitherthe Contractual Party norany of its principal owners or personnel havebeenconvicted of any of the
violationssetforthaboveor debarred orsuspendedasset forth in paragraph (b)(5).
(d)Debarment and suspension decisions.Subject tothe provisions of paragraph (a),theCity Manager shall render a
written decision stating the reasons for the debarment or suspension.Acopy of the decision shall be provided
promptly tothe Contractual Party,along witha notice ofsaidparty's right toseek judicial relief.
1.26.DEBARRED/SUSPENDED VENDORS -An entityor affiliate whohasbeenplacedontheState of Florida
debarred or suspended vendor listmaynotsubmita response ona contract to provide goods or services toa public
entity,maynotsubmita response ona contract witha.public entity for the construction or repair of apublicbuilding
orpublicwork,maynotsubmit response on leases of real property toapublicentity,maynot award orperform
workasa contractor,supplier,subcontractor,or consultant under contract withanypublicentity,andmaynot
transactbusinesswithanypublicentity.
1.27.DEFAULT/FAILURE TOPERFORM-TheCityshallbethesolejudge of nonperformance,whichshall
include any failure onthe part ofthe successful Bidder/Proposer to accept the award,to furnish required documents,
and/orto fulfill any portion of this contract withinthetime stipulated.
Upon default bythe successful Bidder/Proposer tomeetany terms ofthis agreement,theCitywillnotifythe
Bidder/Proposer of the default and will provide the contractor three (3)days (weekends and holidays excluded)to
remedy the default.Failure onthe contractor's part to correct the default withinthe required three (3)days shall
resultinthe Contract being terminated andupontheCitynotifyinginwritingthe contractor of itsintentionsandthe
effectivedate of thetermination.Thefollowingshallconstitutedefault:
A.Failure to perform the work-or deliver the goods/services required under the Contract and/or withinthetime
required or failing touse the subcontractors,entities and personnel as identified and set forth,and tothe degree
specifiedintheContract.
B.Failure tobeginthework under this Contract withinthetime specified.
C.Failure to perform theworkwith sufficient workers and equipment orwith sufficient materials to ensure timely
completion.
D.Neglecting or refusing to remove materials or perform newwork where prior workhasbeenrejected as
nonconforming withtheterms of theContract.
E.Becoming insolvent,being declared bankrupt,or commining anyactof bankruptcy or insolvency,or making an
assignment forthebenefit of creditors,if the insolvency,bankruptcy,or assignment renders thesuccessful
Bidder/Proposer incapable of performing the work in accordance with and as required bythe Contract.
F.Failure tocomplywithanyofthe terms of the Contract inany material respect.
Allcostsand charges incurred bytheCityasa result ofa default ora default incurred beyond the.timelimits stated,
together withthecostof completing the work,shall be deducted from any monies due orwhichmay become due on
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this Contract.
1.28.DETERMINATIONOF RESPONSIVENESS -Each Response willbe reviewed to determine ifitis
responsive to the submission requirements outlined in the Formal Solicitation.A "responsive'*response is one which
follows the requirements ofthe formal solicitation,includes alldocumentation,is submitted inthe format outlined in
the formal solicitation,isof timely submission,and has appropriate signatures asrequired oneach document.Failure
tocomplywiththese requirements maydeema Response non-responsive.
1.29.DISCOUNTS OFFERED DURING TERMOF CONTRACT -Discount Prices offered inthe response
shall be fixed after the award bytheCommission,unless otherwise specified inthe Special Terms and Conditions.
Price discounts off the original prices quoted in the response will beaccepted from successful Bidder(s)/Proposer(s)
during the term of the contract.Such discounts shall remain in effect for a minimum of 120 days from approval by
the City Commission Anydiscounts offered bya manufacturer to Bidder/Proposer will be passed onto the City.
130.DISCREPANCIES,ERRORS,AND OMISSIONS -Any discrepancies,errors,or ambiguities inthe Formal
Solicitation or addenda (ifany)should be reported in writing totheCity's Purchasing Department.Should itbe
found necessary,a written addendum willbe incorporated inthe Formal Solicitation and will become part ofthe
purchase agreement (contract documents).TheCitywillnotbe responsible for any oral instructions,clarifications,
or other communications.
A.Order ofPrecedence -Any inconsistency in this formal solicitation shall be resolved by giving precedence tothe
following documents,thefirst of suchlistbeingthe governing documents.
1)Addenda(asapplicable)
2)Specifications
3)Special Conditions
4)General Terms and Conditions
1.31.EMERGENCY /DISASTER PERFORMANCE -Intheeventofa hurricane orotheremergency or disaster
situation,the successful vendor shall provide the Citywiththe commodities/services defined within the scope of this
formal solicitation atthe price contained withinvendor's response.Further,successful vendor shall deliver/perform
forthecityona priority basis during suchtimes of emergency.
1.32.ENTIREBID CONTRACT OR AGREEMENT -TheBid Contract or Agreement consists of thisCity of
Miami Formal Solicitation and specifically this General Conditions Section,Contractor's Response andanywritten
agreemententeredintobytheCity of Miamiand Contractor incasesinvolvingRFPs,RFQs,and RFLIs,and
represents the entire understanding and agreement betweenthe parties with respect tothesubjectmatterhereofand
supersedes allother negotiations,understanding and representations,if any,madebyandbetweenthe parties.Tothe
extentthattheagreementconflictswith,modifies,altersorchangesany of thetermsandconditionscontainedinthe
Formal Solicitation and/or Response,the Formal Solicitation and thenthe Response shall control.This Contract may
bemodifiedonlybyawrittenagreementsignedbytheCity of Miamiand Contractor.
1.33.ESTIMATED QUANTITIES -Estimated quantitiesorestimated dollars areprovidedfor your guidance
only.No guarantee is expressed orimpliedasto quantities thatwillbe purchased during the contract period.The
Cityisnotobligatedtoplaceanorderforanygivenamountsubsequenttotheaward of thiscontract.Saidestimates
maybeusedbytheCityfor purposes of determiningthelowbidderormost advantageous proposer meeting
specifications.TheCityreservestherighttoacquireadditional quantitiesattheprices bid/proposed oratlower
prices inthisFormal Solicitation.
1.34.EVALUATION OF RESPONSES
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A.Rejection of Responses
TheCitymayrejectaResponseforanyofthefollowingreasons:
1)Bidder/Proposerfailstoacknowledgereceiptofaddenda;
2)Bidder/Proposer mistates or conceals any material factintheResponse;'
3)ResponsedoesnotconformtotherequirementsoftheFormalSolicitation;
4)Responserequiresaconditionalawardthatconflictswiththemethod ofaward;
5)Responsedoesnotincluderequiredsamples,certificates,licensesasrequired;and,
6)Responsewasnotexecutedbythe Bidder's/Proposer(s)authorized agent.
The foregoing isnotanall inclusive listof reasons for which a Response maybe rejected.TheCitymayrejectand
re-advertiseforalloranypart of theFormalSolicitationwheneveritisdeemedinthebestinterest of the
City.
B.Elimination From Consideration
1)Acontractshallnotbe awarded toanypersonorfirmwhichisinarrearstotheCityuponanydebtorcontract,or
whichisadefaulterassuretyorotherwiseuponanyobligationtotheCity.
2)Acontractmaynotbeawardedtoanypersonorfirmwhichhasfailedtoperformunderthetermsandconditions
of anypreviouscontractwiththeCityordeliverontimecontracts of asimilarnature.
3)A contract maynotbe awarded toanypersonorfirm which hasbeendebarredbytheCityin accordance with
the City's DebarmentandSuspensionOrdinance.
C.Determination of Responsibility
1)Responses willonlybe considered fromentitieswhoare regularly engagedinthebusinessofprovidingthe
goods/equipment/services required bytheFormal Solicitation.Bidder/Proposer mustbeableto demonstrate a
satisfactory record of performance and integrity;and,have sufficient financial,material,equipment,facility,
personnel resources,and expertise tomeetall contractual requirements.Theterms "equipment and organization"as
used herein shall be construed to mean a fully equipped and well established entity inlinewith thebest industry
practices intheindustryas determined bytheCity.
2)TheCitymay consider any evidence available regarding the financial,technical andotherqualifications and
abilities ofa Bidder/Proposer,including past performance (experience)withtheCityoranyothergovernmental
entityinmakingtheaward.
3)TheCitymayrequirethe Bidder(s)/Proposer(s)toshowproofthattheyhavebeen designated asan authorized
representative ofa manufacturer or supplier whichisthe actual source of supply,if required bythe Formal
Solicitation.
1.35.EXCEPTIONS TO GENERAL AND/OR SPECIAL CONDITIONS OR SPECIFICATIONS -
Exceptions tothe specifications shallbe listed onthe Response andshall reference the section.Any exceptions to
the General or Special Conditions shall be cause forthebid (IFB)tobe considered non-responsive.It also may be
cause fora RFP,RFQ,or RFLI tobe considered non-responsive;and,if exceptions aretakentothe terms and
conditions oftheresultingagreementitmayleadto 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 inthis Formal Solicitation.Failure todosomaybe cause for
rejectionof bid/proposal.
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137.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 ofperformance orresulting purchase orders or contracts,which are to beperformed
orsuppliedoveraperiod of time.
1.38.FLORIDA MINIMUM WAGE -The Constitution ofthe State of Florida,Article X,Section 24,states that
employers shall pay employee wages no less than the minimum wage for allhours worked inFlorida.Accordingly,
itisthe contractor's and its'subcontractors)responsibility to understand and comply withthis Florida constitutional
minimum wage requirement and pay its employees the current established hourly minimum wage rate,which is
subject tochange or adjusted by the rate of inflation using the consumer price index for urban wage earners and •
clerical workers,CPI-W,ora successor index as calculated bytheUnited States Department of Labor.Each
adjusted minimum wage rate calculated shall be determined and published bytheAgency Workforce Innovation on
September 30thofeachyearand take effect onthe following January 1st.
Atthe time of responding,itis bidder/proposer and his/her subcontractors),if applicable,full responsibility to
determine whether any ofits employees may be impacted by this Florida Law at any given point in time during the
term of the contract If impacted,bidder/proposer must furnish employee name(s),job title(s),job descriptions),
and current pay rate(s).Failure to submit this information atthetimeof submitting a response constitute successful
bidder's/proposer's acknowledgement and understanding that the Florida Minimum Wage Law will notimpact its
prices throughout the term 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
contractualpriceincrease(s)determination..
139.GOVERNING LAWANDVENUE -Thevalidity and effect of this Contract shall be governed bythe laws
oftheStateof Florida.The parties agree thatany action,mediation or arbitration arising outofthis Contract shall
takeplaceinMiami-DadeCounty,Florida.
1.40.HEADINGSANDTERMS -The headings tothe various paragraphs ofthis Contract havebeen inserted for
convenient reference only and shall not in any manner be construed as modifying,amending or affecting in any way
theexpressedtermsandprovisionshereof.
1.41.HEALTHINSURANCE PORTABILITY AND ACCOUNTABILITY ACT (HIPPA)-Any person or
entitythat performs or assists theCityof Miami witha function or activity involving theuseor disclosure of
"individually identifiable health information (IIHI)and/or Protected Health Information (PHI)shall comply with the
Health Insurance Portability andAccountability Act (HIPAA)of 1996 andtheCityof Miami Privacy Standards.
HIPAA mandatesforprivacy,securityandelectronictransferstandards,whichincludebutarenotlimitedto:
A.Useof information onlyfor performing services required bythe contract oras required by law;
B.Use of appropriate safeguards to prevent non-permitted disclosures;
C.ReportingtotheCity of Miami of anynon-permitteduseordisclosure;
D.Assurances thatany agents and subcontractors agreetothesame restrictions and conditions thatapplytothe
Bidder/Proposer andreasonableassurancesthat 1IHI/PHI willbeheldconfidential;
E.MakingProtectedHealthInformation(PHI)availabletothecustomer;
F.MakingPHIavailableto thecustomerforreviewand amendment;and incorporating any amendments requested
bythe customer;
G.MakingPHIavailabletotheCityofMiamiforan accounting of disclosures;and
H.Makinginternal practices,booksand records related to PHI available totheCityof Miami for compliance audits.
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PHIshallmaintainits protected status regardless of theformandmethod of transmission (paperrecords;and/or
electronic transfer of data).TheBidder/Proposer mustgiveits customers writtennotice of itsprivacy information
practices including specifically,a description ofthetypes of usesand disclosures thatwouldbemadewith protected
health information.
1.42 INDEMNIFICATION -Contractor shall indemnify,hold harmless anddefendtheCity,itsofficials,officers,
agents,directors,andemployees,fromliabilities,damages,losses,andcosts,including,butnotlimitedtoreasonable
attorney's fees,totheextentcausedbythe negligence,recklessness or intentional wrongfulmisconduct of
Contractor and persons employed or utilized by Contractor inthe performance ofthis Contract andwill indemnify,
hold harmless anddefendtheCity,itsofficials,officers,agents,directors andemployees against,anycivilactions,
statutory or similar claims,injuries or damages arising or resulting from the permitted work,even if itis alleged that
theCity,itsofficialsand/oremployeeswerenegligent.Theseindemnificationsshallsurvivetheterm of this
Contract.Intheeventthatanyactionor proceeding isbrought against Citybyreason of anysuchclaimordemand,
Contractor shall,upon written notice from City,resist and defend such action or proceeding by counsel satisfactory
toCity.The Contractor expressly understands and agrees thatany insurance protection required bythis Contract or
otherwise provided by Contractor shall innowaylimitthe responsibility to indemnify,keepandsave harmless and
defendtheCityoritsofficers,employees,agents andinstrumentalities as herein provided.
The indemnification provided above shall obligate Contractor to defend atitsown expense toand through appellate,
supplemental or bankruptcy proceeding,orto provide for suchdefense,atCity's option,anyandall claims of
liability andallsuits and actions ofeveryname and description which maybe brought against City whether
performed by Contractor,or persons employedorutilizedby Contractor.
This indemnity will survive the cancellation or expiration ofthe Contract.This indemnity willbe interpreted under
the laws ofthe State of Florida,including without limitation and which conforms tothe limitations of §725.06
and/or§725.08,Fla.Statues,asamendedfromtimetotimeas applicable.
Contractor shall require all Sub-Contractor agreements to include a provision that theywill indemnify theCity.
The Contractor agrees and recognizes that the City shall notbe held liable or responsible for any claims which may
result from any actions or omissions ofthe Contractor inwhichtheCity participated either through review or
concurrence of the Contractor's actions.In reviewing,approving or rejecting any submissions bythe Contractor or
otheracts of the Contractor,theCityinnoway assumes or shares any responsibility or liability ofthe Contractor or
Sub-Contractor,underthisAgreement.
1.43.FORMATIONANDDESCRIPTIVE LITERATURE -Bidders/Proposer must furnish all information
requested inthe spaces provided inthe Formal Solicitation.Further,asmaybe specified elsewhere,each
Bidder/Proposer must submit for evaluation,cuts,sketches,descriptive literature,technical specifications,and
Material Safety Data Sheets(MSDS)as required,covering the products offered.Reference to literature submitted
witha previous response oronfilewiththeBuyerwillnotsatisfythis provision.
1.44.INSPECTIONS -TheCity may,at reasonable times during the term hereof,inspect Contractors facilities and
perform such tests,astheCity deems reasonably necessary,to determine whether the goods and/or services
requiredtobeprovidedbytheContractorunderthisContractconformtothetermsandconditions of theFormal
Solicitation.Contractor shallmake available totheCity all reasonable facilities and assistance to facilitate the
performance of tests or inspections byCity representatives.All tests and inspections shall be subject to,and made in
accordance with,the provisions of the City of Miami Ordinance No.12271 (Section 18-79),as same maybe
amendedor supplemented fromtimetotime.
1.45.INSPECTIONOFRESPONSE-Responses received bytheCity pursuant toa Formal Solicitation willnot
be made available until such time as the City provides notice ofa decision orintended decision orwithin 30 days
after bid closing,whichever is earlier.Bid/Proposal results will be tabulated and may be furnished upon request via
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fax ore-mail to the Sr.Procurement Specialist issuing the Solicitation.Tabulations also are available on the Ciiy9s
WebSitefollowingrecommendationforaward.
1.46.INSURANCE -Within ten (10)days after receipt of Notice of Award,the successful Contractor,shall furnish
Evidence of Insurance to the Purchasing Department,if applicable.Submitted evidence of coverage shall
demonstrate strict compliance toall requirements listed onthe Special Conditions entitled "insurance
Requirements".TheCityshallbelistedasan "Additional Insured."
Issuance ofa Purchase Orderis contingent uponthe receipt of proper insurance documents.Ifthe insurance
certificate is received within thespecified time frame butnotinthemanner prescribed in this Solicitation the
Contractor shall be verbally notified of such deficiency and shall have an additional five (5)calendar days to submit
a corrected certificate totheCity.Ifthe Contractor failsto submit the required insurance documents inthemanner
prescribed inthis Solicitation within fifteen (15)calendar days afterreceipt Notice of Award,the contractor shall be
in default ofthecontractual 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,at444 SW
2ndAvenue,9thFloor,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
grantedtotheBidder/Proposer.
1.47.INVOICES -Invoices shall contain purchase order number and details ofgoodsand/orservices delivered
(i.e.quantity,unitprice,extended price,etc);and in compliance with Chapter 218 ofthe Florida Statutes (Prompt
Payment Act).
1.48.LOCAL PREFERENCE
A.CityCodeSection 18-85,states,"whena responsive,responsible non-local bidder submits the lowest bid
price,andthebid submitted byoneor more responsive,responsible local bidders who maintain a local office,as
defined in Section 18-73,is within fifteen percent (15%)oftheprice submitted bythe non-local bidder,thenthat
non-local bidder and each ofthe aforementioned responsive,responsible local bidders shall have the opportunity to
submit abestand final bid equal toor lower than the amount ofthelowbid previously submitted bythe non-local
bidder.Contract award shallbe made tothe lowest responsive,responsible bidder submitting the lowest bestand
finalbid.Inthecaseofatieinthebestand final bid between alocalbidderanda non-local bidder,contract award
shall be made to the local bidder."
B.CityCodeSection 18-86,states,"the RFP,RFLI or RFQ,as applicable,may,intheexerciseofthe reasonable
professional discretion oftheCityManager,director ofthe using agency,and the'ChiefProcurement Officer,
include afive(5%)percentevaluation criterion infavorof proposers who maintain alocaloffice,as defined in
Section 18-73.Insuchcases,thisfive(5%)percentevaluationcriterioninfavor of proposerswhomaintainalocal
office willbe specifically defined inthe RFP,RFLI or RFQ,as applicable;otherwise,itwillnot apply.
1.49.MANUFACTURER'S CERTIFICATION -TheCity reserves therightto request from bidders/proposers a
separateManufacturer's Certification ofall statements madeinthe bid/proposal.Failuretoprovidesuch
certification mayresultintherejection ofbid/proposal or termination of contract/agreement,forwhichthe
bidder/proposermustbearfullliability.
1.50.MODIFICATIONS OR CHANGES IN PURCHASE ORDERS AND CONTRACTS -No contract or
understanding tomodifythisFormal Solicitation and resultant purchase ordersor contracts,if applicable,shallbe
binding upontheCityunlessmadein writing bythe Director of Purchasing oftheCityof Miami,Florida through
Page 18 of 34
Invitation ForBid352301,1
the issuance of achange order,addendum,amendment,or supplement tothe contract,purchase orderor award sheet
asappropriate.
1.51.NO PARTNERSHIP OR JOINT VENTURE -NothingcontainedinthisContractwillbedeemedor
construed to create a partnership orjointventurebetweentheCity of Miamiand Contractor,orto create anyother•
similarrelationshipbetweenthe parties.
1.52.NONCONFORMANCE TO CONTRACT CONDITIONS-Itemsmaybetestedfor compliance with
specifications underthe direction ofthe Florida Department'of Agriculture and Consumer Services orbyother
appropriate testing Laboratories as determined bythe City.The data derived from anytestfor compliance with
specificationsispublicrecordandopentoexaminationtheretoin accordance withChapter 119,Florida Statutes.
Items delivered not conforming to specifications'may be rejected andreturned at Bidder's/Proposer's expense.
These non-conforming itemsnot delivered asperdelivery date inthe response and/or Purchase Order mayresultin
bidder/proposer beingfoundindefaultinwhicheventanyandall re-procurement costsmaybe charged against the
defaulted contractor.Any violation ofthese stipulations may also result inthe supplier's namebeingremovedfrom
theCity of Miami's Supplier's list.
1.53.NONDISCRIMINATION -Bidder/Proposer agrees thatit shall not discriminate asto race,sex,color,age,
religion,national origin,marital status,or disability in connection withits performance underthis formal
solicitation.Furthermore,Bidder/Proposer agrees that no otherwise qualified individual shall solelyby reason of
his/her race,sex,color,age,religion,national origin,marital status ordisability be excluded from the participation
in,be denied benefitsof,orbe subjected to,discrimination underany program oractivity.
In connection withthe conduct ofits business,including performance of services and employment of personnel,
Bidder/Proposer shall not discriminate against any person onthe basis of race,color,religion,disability,age,sex,
marital stahis or national origin.All persons having appropriate qualifications shall be afforded equal opportunity
for employment.
1.54.NON-EXCLUSIVE CONTRACT/PIGGYBACK PROVISION -Atsuchtimesasmayserveitsbest
interest,theCity of Miamireservestherighttoadvertise for,receive,and award additional contracts fortheseherein
goods and/or services,and tomakeuseof other competitively bid (governmental)contracts,agreements,or other
similar sources forthe purchase of these goods and/or services asmaybe available.
Itis hereby agreed and understood that this formal solicitation does notconstitute .the exclusive rights ofthe
successful bidder(s)/proposer(s)to receive all orders that maybe generated bytheCityin conjunction withthis
Formal Solicitation.
In addition,anyand all commodities,equipment,and services required bytheCityin conjunction with construction
projects are solicited under a distinctly different solicitation process and shall notbe purchased under the terms,
conditionsand awards rendered underthis solicitation,unlesssuch purchases aredeterminedtobeinthebest
interest of theCity.
1.55.OCCUPATIONALLICENSE-Any person,firm,corporation orjoint venture,witha business location in
the City of Miami and is submitting a Response under this Formal Solicitation shall meet the City's Occupational
License Tax requirements in accordance with Chapter 31.1,Article IoftheCity of Miami Charter.Others witha
location outside the City of Miami shall meet their local Occupational License Tax requirements.A copy ofthe
license mustbe submitted withthe response;however,theCitymayatits sole option andinitsbestinterest allow
the Bidder/Proposer to supply the license totheCity during the evaluation period,but prior to award.
1.56.ONE PROPOSAL -Only one (1)Response from an individual,firm,partnership,corporation orjoint venture
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InvitationForBid 352301,1
will be considered inresponse to this Formal Solicitation.When submitting an alternate response,please refer to the
hereincondition for "Alternate Responses MayBe Considered".
1.57.OWNERSHIP OF DOCUMENTS -Itis understood by and between the parties that any documents,records,
files,or any other matter whatsoever which is given by the City to the successful Bidder/Proposer pursuant to this
formal solicitation shall atall times remain the property ofthe City and shall not be used by the Bidder/Proposer for
any other purposes whatsoever without thewritten consent ofthe City.
1.58.PARTIAL INVALIDITY -If any provision of this Contract orthe 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 orcircumstances other than those as to which itis held invalid shall not be affected thereby,and
each provision of this Contract shall be valid and enforced tothefullest extent permitted by law.
1.59.PERFORMANCE/PAYMENT BOND -A Contractor may berequired to furnish a Performance/Payment
Bond as part of the requirements of this Contract,inanamount equal to one hundred percent (100%)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 bid/proposed
amounts,if required,shallbeeithertypewritten or entered intothespaceprovided withink.Failure todosowillbe
atthe Bidder's/Proposer's risk.
A.Each Bidder/Proposer shall furnish the information required in the Formal Solicitation.The Bidder/Proposer
shall signthe Response and print in ink or type the name of the Bidder/Proposer,address,and telephone number on
the face page andon each continuation sheet thereof on which he/she makes an entry,as required.
B.Ifso required,the unit price for each unit offered shall be shown,and such price shall include packaging,
handling and shipping,and F.O.B.Miami delivery inside City premises unless otherwise specified.Bidder/Proposer
shall include in the response all taxes,insurance,social security,workmen's compensation,andany other benefits
normally paid bythe Bidder/Proposer toits employees.If applicable,aunitprice shall be entered inthe "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 ofa discrepancy between the unitprice and extended price,the unit
pricewillbepresumedcorrect.
C.The Bidder/Proposer muststate a definite time,if required,in calendar days for delivery of goods and/or
services.
D.The Bidder/Proposer shouldretainacopyofall response documents forfuture reference.
E.All responses,as described,must be fully completed andtyped or printed ininkand must be signed ininkwith
thefirm'snameandbyanofficeror employee having authority tobindthe company orfirmbyhis/hersignature.
Bids/Proposals having any erasures or corrections must be initialed ininkby person signing the response orthe
response maybe rejected.
F.Responsesaretoremainvalidforatleast 180 days.Uponawardofacontract,thecontentoftheSuccessful
Bidder's/Proposer's response maybe included aspartofthe contract,attheCity's discretion.
G.TheCityofMiami's Response Formsshallbeused when Bidder/Proposer is submitting its response in
hardcopy format.Useofanyotherformswillresultinthe rejection ofthe response.IF SUBMITTING
HARDCOPYFORMAT,THEORIGINALANDTHREE(3)COPIESOFTHESESETSOFFORMS,UNLESS
OTHERWISE SPECIFIED,ANDANYREQUIRED ATTACHMENTS MUSTBE RETURNED TOTHECITY
Page20 of 34
Invitation For Bid 352301,1
OR YOUR RESPONSE MAY BE DEEMED NON-RESPONSIVE.
1.61.PRICE ADJUSTMENTS -Anypricedecreaseeffectuatedduringthecontractperiod either byreason of
market changeoronthepart of the contractor toothercustomersshallbepassedontotheCity of Miami.
1.62.PRODUCT SUBSTITUTES -Intheeventa particular awardedandapproved manufacturer's product
becomesunavailableduringthetermoftheContract,theContractorawardedthatitemmayarrangewiththe City's
authorizedrepresentative^)tosupplyasubstituteproductattheawardedpriceorlower,providedthatasampleis
approvedinadvanceofdeliveryandthatthenewproductmeetsorexceedsallqualityrequirements.
1.63.CONFLICT OF INTEREST,AND UNETHICAL BUSINESS PRACTICE PROHIBITIONS -
ContractorrepresentsandwarrantstotheCitythatithasnotemployedorretainedanypersonorcompanyemployed
bytheCitytosolicitorsecurethisContractandthatithasnotofferedtopay,paid,oragreedtopayanypersonany
fee,commission,percentage,brokeragefee,orgift of anykindcontingentuponorinconnection with,theaward of
this Contract.
1.64.PROMPT PAYMENT -Bidders/Proposers mayofferacashdiscountforpromptpayment;however,
discounts shallnot beconsideredindeterminingthe lowest netcostforresponseevaluationpurposes.
Bidders/Proposers arerequiredtoprovidetheirpromptpaymenttermsinthespaceprovidedontheFormal
Solicitation.If no promptpaymentdiscountisbeingoffered,theBidder/Proposermustenterzero(0)forthe
percentage discount to indicate no discount,if the Bidder/Proposer fails toentera percentage,itis understood and
agreedthatthetermsshallbe2%20days,effectiveafterreceiptofinvoiceorfinalacceptancebythe City,
whichever is later.
WhentheCityisentitledtoacashdiscount,theperiodof computation willcommenceonthedate of delivery,or
receiptofacorrectlycompleted invoice,whichever is later.If an adjustment inpaymentisnecessarydueto
damage,thecashdiscountperiodshallcommenceonthedatefinalapprovalforpaymentisauthorized.If adiscount
ispartofthecontract,buttheinvoicedoesnotreflecttheexistenceofacashdiscount,theCityisentitledtoacash
discountwiththeperiod commencing onthedateitis determined bytheCitythatacashdiscountapplies.
Price discounts offthe original prices quoted onthePriceSheetwillbe accepted from successful bidders/proposers
duringtheterm of thecontract,
1.65.PROPERTY -Property ownedbytheCityof Miami isthe responsibility oftheCityof Miami.Such property
furnished toa Contractor for repair,modification,study,etc.,shall remain the property oftheCityof Miami.
DamagestosuchpropertyoccurringwhileinthepossessionoftheContractorshallbetheresponsibilityofthe
Contractor.Damages occurring tosuchpropertywhileinroutetotheCityofMiamishallbethe responsibility ofthe
Contractor.Intheeventthatsuch property is destroyed or declared a total loss,the Contractor shallbe responsible
for replacement valueofthe property atthe current market value,less depreciation ofthe property,ifany.
1.66.PROVISIONS BINDING -Exceptas otherwise expressly providedintheresulting Contract,all covenants,
conditions and provisions of the resulting Contract shall be binding upon and shall inure to the benefit of the parties
heretoandtheirrespectiveheirs,legal representatives,successorsandassigns.
1.67.PUBLIC ENTITY CRIMES -Apersonoraffiliatewhohasbeenplacedon.theconvictedvendorlist
following a conviction forapublicentitycrimemaynotsubmita response onacontracttoprovideanygoodsor
services toa public entity,maynotsubmita response ona contract witha public entityforthe construction orrepair
ofa public building or public work,maynot submit responses on leases ofreal property toa public entity,maynot
be awarded or perform workasa contractor,supplier,subcontractor,or consultant undera contract withanypublic
entity,andmaynot transact business with any public entity in excess ofthe threshold amount provided in Section
Page 21 of 34
InvitationForBid352301,1
287.017,for CATEGORY TWO fora period of36 months from thedate of being placed ontheconvicted vendor
list.
1.68.PUBLICRECORDS -Contractor understands thatthepublic shall have access,atall reasonable times,toall
documents and information pertaining toCitycontracts,subject tothe provisions of Chapter 119,Florida Statutes,
and City of Miami Code,Section 18,Article III,and agrees to allow access bytheCity and the public toall
documents subject to disclosure under applicable law.Contractor's failure or refusal to comply with the provision
ofthis section shall result in the immediate cancellation ofthis Contract bythe City.
1.69.QUALITY OFGOODS,MATERIALS,SUPPLIES,PRODUCTS,ANDEQUIPMENT -All materials
usedinthe manufacturing or construction of supplies,materials,or equipment covered bythis solicitation shallbe
new.The items bid/proposed must beofthe latest make or model,ofthebest quality,andofthehighest grade of
workmanship,unlessasotherwisespecifiedinthisSolicitation.
1.70.QUALITYOFWORK/SERVICES -The work/services performed must beofthehighest quality and
workmanship.Materials furnished to complete the service shall benewandofthe highest quality exceptas
otherwisespecifiedinthisSolicitation.
1.71.REMEDIES PRIOR TO AWARD (Sec.18-106)-IfpriortoContractawarditisdeterminedthataformal
solicitation or proposed award isin violation of law,then thesolicitation or proposed award shall be cancelled by
theCity Commission,theCityManager ortheChiefProcurement Officer,asmaybe applicable,or revised to
comply withthe Jaw.
1.72.RESOLUTION OF CONTRACT DISPUTES (Sec.18-105)
(a)Authority to resolve Contract disputes.TheCity Manager,after obtaining the approval ofthecity attorney,shall
havethe authority to resolve controversies between the Contractual Partyandthecitywhichariseunder,or by virtue
of,a Contract between them;provided that,in cases involving an amount greater than $25,000,theCity
Commission must approve theCity Manager's decision.Such authority extends,without limitation,to controversies
baseduponbreachof Contract,mistake,misrepresentation orlackof complete performance,andshallbe invoked by
aContractualPartybysubmission ofaprotesttotheCity Manager.
(b)Contract dispute decisions.Ifa dispute isnot resolved by mutual consent,theCity Manager shall promptly
renderawrittenreportstatingthereasonsfortheactiontakenbytheCity Commission ortheCity Manager which
shallbe final and conclusive.Acopyofthe decision shall be immediately provided tothe protesting party,along
withanoticeofsuchparty'srighttoseekjudicialrelief,providedthattheprotestingpartyshallnotbe.entitledto
suchjudicial relief withoutfirsthavingfollowedtheproceduresetforthinthissection.
1.73.RESOLUTION OF PROTESTED SOLICITATIONS AND AWARDS (Sec.18-104)
(a)Righttoprotest.Thefollowingproceduresshallbeusedforresolutionofprotestedsolicitationsandawards
exceptforpurchases of goods,supplies,equipment,andservices,theestimatedcostofwhichdoesnotexceed
$25,000.
ProteststhereonshallbegovernedbytheAdministrativePoliciesandProceduresofPurchasing.
1.Protest of Solicitation.
i.Anyprospectiveproposerwhoperceivesitselfaggrievedin connection withthesolicitationofaContractmay
protesttotheChiefProcurementOfficer.AwrittennoticeofintenttofileaprotestshallbefiledwiththeChief
Procurement Officer within threedaysaftertheRequestforProposals,Requestfor Qualifications orRequestfor
LettersofInterestispublishedinanewspaperofgeneralcirculation.Anoticeofintenttofileaprotestisconsidered
Page22 of 34
Invitation For Bid 352301,1
filed whenreceivedbytheChief Procurement Officer;or '
ii.Any prospective bidder who intends to contest the Solicitation Specifications ora solicitation may protest tothe
Chief Procurement Officer.A written notice of intent tofilea protest shall befiledwiththeChief Procurement
Officer within three daysafterthe solicitation is published ina newspaper of general circulation.Anoticeofintent
tofilea protest is considered filedwhen received bytheChief Procurement Officer.
2.Protest of Award.
i.A written notice of intent to file a protest shall be filed withtheChiefProcurement Officer within two days after
receipt bythe proposer of thenotice of theCity Manager's recommendation for award ofContract,whichwillbe
posted ontheCity of Miami Purchasing Department website,inthe Supplier Corner,Current Solicitations and
Notice of Recommendation of Award Section.The notice oftheCity Manager's recommendation canbe found by
selecting the details ofthe solicitation andis listed as Recommendation ofAward Posting Date and
Recommendation ofAwardTo fields.If "various"is indicated inthe Recommendation ofAwardTo field,the
Bidder/Proposer must contact thebuyerforthat solicitation to obtain the suppliers name.Itshallbethe
responsibility ofthe Bidder/Proposer tocheckthis section ofthe website daily after responses are submitted to
receive the notice;or
ii.Any actual Responsive and Responsible Bidder whose Bidis lower than thatof the recommended bidder may
protest totheChief Procurement Officer.Awrittennotice of intenttofileaprotestshallbefiledwiththeChief
Procurement Officerwithintwodaysafter receipt bythebidderof thenotice of thecity's determination of non
responsiveness ornon responsibility.The receipt by bidder ofsuch notice shall be confirmed bythecityby facsimile
or electronic mailorU.S.mail,return receipt requested.A notice ofintenttofilea protest is considered filed when
receivedbythe Chief Procurement Officer.
iii.A writtenprotestbasedonany ofthe foregoing mustbesubmittedtotheChief Procurement Officerwithinfive
(5)days after the date the notice of protest was filed.A written protest is considered filed when received bythe
Chief Procurement Officer.
The written protest maynot challenge the relative weight ofthe evaluation criteria orthe formula for assigning
pointsinmakinganawarddetermination.
The written protest shall state with particularity the specific facts andlawuponwhichthe protest ofthe solicitation
orthe award is based,and shall include all pertinent documents and evidence and shall be accompanied bythe
required Filing Fee as provided in subsection (f).This shall form the basis for reviewofthe written protest andno
facts,grounds,documentation orevidencenot contained inthe protester's submission totheChief Procurement
Officer atthetime of filing the protest shall be permitted inthe consideration ofthe written protest.
No time willbe added tothe above limits for service by mail.In computing any period oftime prescribed or allowed
bythis section,thedayofthe act,eventor default from which the designated period oftime begins torun shall not
be included.Thelastday of the period socomputed shall be included unlessitisa Saturday,Sundayorlegalholiday
in which event the period shall run until the end ofthenextday which is neither a Saturday,Sunday or legal holiday.
Intermediate Saturdays,Sundays andlegal holidays shall be excluded inthe computation ofthetime for filing.
(b)Authority to resolve protests.TheChiefProcurement Officer shall have the authority,subject tothe approval of
theCity Manager andthecity attorney,tosettleand resolve anywritten protest.TheChief Procurement Officer
shall obtain the requisite approvals and communicate said decision tothe protesting party and shall submitsaid
decision totheCity Commission within 30 days after he/she receives the protest.In cases involving more than
$25,000,the decision oftheChiefProcurement Officer shall be submitted for approval or disapproval thereof tothe
City Commission aftera favorable recommendation bythecity attorney andtheCity Manager.
Page23 of 34
X
Invitation ForBid 352301,1
£2fi!an£"?J fi,lu8 re^ire"ients-FaiIure of aPar«y to timely file either the notice of intent to file aprotest or
SffZ T ^-8ether ^the r!qUired FiUng Fee "Provided in Action (0.with the Chief ProcurementOfficerwithinthetimeprovidedinsubsection(a),above,shall constitute aforfeiture of such party*right to file aC«t0*«sectK,a The protesting party shall not be entitled to seek judicial relief wloutfirsrhaving
followed the procedure set forth inthissection S
(d)Stay of Procurements during protests.Upon receipt of awritten protest filed pursuant to the requirements of thissection,the cUy shall not proceed further with the solicitation or with the award tfthe Contract 3 heTo esit
rT^mI y^Cv'ef Frocurenient °fficer °r ^City Comm«sion as provided in subsection (b)above!K the2L^f-?3wntte«detenn«nation that the solicitation process or the Contract award must be continuedwithoutdelaymordertoavoidanimmediateandseriousdangertothepublichealth,safety or welfare
(e)Costs.All costs accruing from a protest shall be assumed by the protestor.
&2S?Fm PT"^pr°teSt mUSt be accomPanied ^afiling fee in the form of amoney order or cashier's2oooPrT!*^m^F?%CqUal t0 °ne perCent 0f the amount of ,he Bld or P">P^d Contra^,ortfe™?V •^eSS'Wl?Kh f,lmg fee Sha"V1™***the Payment of a»co«ts which may be adjudged againstSS?S^ry adm,n,Strat,ve °r «?*Proceedi"8-If aP~^t i«»Phe»d by the Chief Procuremen/officerand/or the City Commission,as applicable,the filing fee shall be refunded to the protestor less any costs assessed
ST'TT&£?*If ^rt6St is denied'*e fi,in8 fee sha»be forfeited ">«*ci^S of ^ent ofcostsfortheadmimstrativeproceedingsasprescribedbysubsection(e)above.P-ymem oi
i'l r£A^PIf f \SampJ?s of jt?ms'when required must be submitted within the time specified at no expense toS?^n ?**tStr0y-2 by.teStm8,Wdder(s)/proposer(s)will be notified to remove samples,at their expeSew«hm30 days after not.ficat.on.Failure to remove the samples will result in the samples becoming the propel of
i;7„5;f?rELLI!!G'TRANSFERRING OR ASSIGNING RESPONSIBILITIES -Contractor shall not sell,assigntransferorsubcontractaanytimeduringthetermoftheContract,or any part of its operations,or assign any poSon
th™^?^^W*byu^S COntR1Ct'eXCept Under and *virtue of «**»P^ion S^ed b£*e Sthroughtheproperoffic.als,which may be withheld or conditioned,in the City's sole discretion.
inf^S^w^^^^n-;^611 Specified'the bidder/proposer shall define all warranty,service andreplacementsthatwillbeprovided.B.dders/Proposer must explain on the Response to what extent warranty andZ£?^lable>AC°Py °f **manufa«—**aPAle,should bfs^S^our
1;IhI?^NCE,°FS^EC.mCATIONS -The apparent silence of these specifications and any supplemental
ZSZSEEI 25£FV"^0m,Sfn fr°m *°f detail6d deSCripti0n COnceminS "V P"«*sha«be regardedasmeaningthatonlythebestcommercialpracticesaretoprevailandthatonlymaterialsoffirstqualityandcorrecttype,size and design are to be used.All workmanship and services is to be first quality.
All interpretations ofthese specifications shall be made upon the basis ofthis statement.
S^r^1138 lu"?^C,°n'raCt Wi**e S,ate 0f FIorida'DePartment of General Services,to supply the items onthissolicitation,the bidder/proposer shall quote not more than the contract price;failure to compl/whh thi ™"twillresultindisqualificationofbid/proposal.w.uiuiis request
Sl^B?"SS10N AN°RECEIPT °FRESpONSES -Responses shall be submitted electronically via theOracleSystemorresponsesmaybesubmittedinhardcopyformattotheCityClerk,City Hall,3500 Pan AmericanDnve,Miami,Florida 33133-5504,at or before,the specified closing date and time as designated in th?IF^£fF?
Page24 of 34
Invitation For Bid 352301,1
RFQ,or RFLI.NO EXCEPTIONS.Bidders/Proposers are welcome to attend the solicitation closing;however,no
•award will be made at that time.
A.Hardcopy responses shallbe enclosed ina sealed envelope,box package.The face ofthe envelope,boxor
packagemustshowthehouranddate specified forreceiptof responses,thesolicitationnumberandtitle,andthe
name and return address ofthe Bidder/Proposer.Hardcopy responses not submitted onthe requisite Response
Forms maybe rejected.Hardcopy responses received atanyother location thanthe specified shallbe deemed
non-responsive.
Directions to City Hall:
FROMTHE NORTH:1-95 SOUTHUNTILIT TURNS INTO US1.US1 SOUTH TO27THAVE.,TURNLEFT,
PROCEED SOUTH TOSO.BAYSHORE DR.(3RDTRAFFIC LIGHT),TURNLEFT,1 BLOCK TURNRIGHT
ONPAN AMERICAN DR.CITY HALL ISATTHEENDOFPAN AMERICAN DR.PARKING ISON RIGHT.
FROMTHESOUTH:US1NORTHTO27THAVENUE,TURNRIGHT,PROCEEDSOUTHTOSO.
BAYSHOREDR.(3RDTRAFFICLIGHT),TURNLEFT,1BLOCKTURNRIGHTONPANAMERICANDR.
CITY HALL IS AT THE END OF PAN AMERICAN DR.PARKING IS ON RIGHT.
B.Facsimileresponseswillnotbeconsidered.
C.Failuretofollowthese procedures iscausefor rejection of bid/proposal.
D.The responsibility forobtainingand submitting a response onorbeforetheclosedateissolelyandstrictlythe
responsibility of Bidder/Proposer.TheCityof Miami isnot responsible fordelayscausedbytheUnitedStatesmail
delivery orcausedbyanyother occurrence.Responses received afterthe solicitation closingdateandtimewillbe
returned unopened,andwillnotbe considered foraward.
E.Late responses willberejected.
F.All responses aresubjecttothe conditions specified herein.Thosewhichdonotcomplywiththeseconditions
aresubjecttorejection.
G.Modification of responses already submitted willbe considered onlyif received attheCitybeforethetimeand
datesetforclosingof solicitation responses.All modifications mustbe submitted viatheOracleSystemorin
writing.Once a solicitation closes (closed date and/or time expires),theCitywillnot consider any subsequent
submissionwhichalterstheresponses.
H.If hardcopy responses are submitted atthesametimefor different solicitations,each response mustbeplaced
ina separate envelope,box,or package and each envelope,boxor package must contain the information previously
stated in 1.82.A.
1.79.TAXES -TheCity of Miamiis exempt fromanytaxesimposedbytheState and/or Federal Government.
Exemption certificates willbe provided upon request.Notwithstanding,Bidders/Proposers should beawareofthe
factthatall materials and supplies whichare purchased bythe Bidder/Proposer forthe completion ofthe contract is
subjecttotheFloridaStateSalesTaxinaccordancewithSection212.08,FloridaStatutes,asamendedandall
amendments theretoandshallbepaidsolelybythe Bidder/Proposer.
1.80.TERMINATION -The City Manager onbehalfoftheCityofMiami reserves therightto terminate this
contract by written notice tothe contractor effective the date specified inthe notice should anyofthe following
apply:
A.ThecontractorisdeterminedbytheCitytobeinbreachofanyofthetermsandconditionsofthecontract.
Page 25 of 34
Invitation For Bid 352301,1
B.TheCityhas determined thatsuch termination willbeinthebestinterestoftheCityto terminate thecontractfor
its own convenience;
C.Funds arenot available tocoverthecostofthe goods and/or services.TheCity's obligation is contingent upon
theavailability of appropriate funds.
1.81.TERMS OF PAYMENT -Payment willbemadebytheCityafterthe goods and/orservices awarded toa
Bidder/Proposer have been received,inspected,andfound to comply withaward specifications,free of damage or
defect,and properly invoiced.No advance payments ofanykindwillbemadebytheCityof Miami.
Paymentshallbemadeafter delivery,within45daysof receipt ofan invoice and authorized inspection and
acceptance ofthe goods/services and pursuant to Section 218.74,Florida Statutes andother applicable law.
1.82.TIMELY DELIVERY -Timewillbeofthe essence foranyordersplacedasaresultofthis solicitation.The
City reserves therightto cancel suchorders,oranypartthereof,without obligation,if delivery isnot made within
the time(s)specified on their Response.Deliveries aretobe made during regular City business hours unless
otherwisespecifiedintheSpecial Conditions.
1.83.TITLE -Titletothegoodsor equipment shall notpasstotheCity until aftertheCityhas accepted the
goods/equipmentorusedthegoods,whichevercomesfirst.
1.84.TRADE SECRETSEXECUTIONTO PUBLIC RECORDSDISCLOSURE-All Responses submitted to
theCityare subject topublic disclosure pursuant to Chapter 119,Florida Statutes.An exception maybe made for
"trade secrets."
Ifthe Response contains information that constitutes a"tradesecret",all material that qualifies for exemption from
Chapter 119 mustbe submitted ina separate envelope,clearly identified as "TRADE SECRETS EXCEPTION,"
withyour firm's nameandtheSolicitationnumberandtitlemarkedontheoutside.
Please be aware that the designation ofan item asa trade secret by you may be challenged in court byanyperson.
Byyour designation of material inyour Response asa"tradesecret"youagreeto indemnify andhold harmless the
Cityforany award toa plaintiff for damages,costs or attorney's fees andfor costs andattorney's fees incurred by
theCitybyreasonofanylegalaction challenging yourclaim.
1.85.UNAUTHORIZED WORK ORDELIVERYOFGOODS-Neither the qualified Bidder(s)/Proposer(s)nor
anyof his/her employees shall perform any work or deliver any goods unless a change orderor purchase orderis
issued and received bythe Contractor.The qualified Bidder(s)/Proposer(s)shall notbe paid forany work performed
or goods delivered outside the scope ofthe contract orany work performed byan employee not otherwise
previously authorized.
1.86.USE OFNAME -TheCityisnot engaged in research for advertising,sales promotion,orother publicity
purposes.No advertising,salespromotionorotherpublicity materials containing information obtainedfromthis
Solicitation aretobe mentioned,orimplythe name ofthe City,without prior express writtenpermission oftheCity
Manager orthe City Commission.
1.87.VARIATIONS OF SPECIFICATIONS -For purposes of solicitation evaluation,bidders/proposers must
indicate any variances fromthe solicitation specifications and/orconditions,nomatterhow slight.If variations are
notstatedontheirResponse,itwillbeassumedthattheproductfullycomplieswiththeCity'sspecifications.
Page26 of 34
Invitation For Bid 352301,1
2.Special Conditions
2.1.PURPOSE
The purpose of this Solicitation isto establish a contract,for the purchase of swimmingpooland lifeguard
equipmentandsupplies,asspecified herein,from a source(s)ofsupplythatwillgivepromptandefficientservice
fullycompliantwiththeterms,conditionsand stipulations of the solicitation.
2.2.DEADLINE FOR RECEIPT OF REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION
Any questionsor clarifications concerning this solicitation shallbesubmittedbyemailor facsimile tothe
Purchasing Department,Attn:Maritza Suarez,CPPB;fax:(305)400-5025 or email:msuarez@ci.miami.fl.us.
The solicitation titleandnumbershallbe referenced onall correspondence.Allquestionsmustbereceivednolater
than Monday,January 28,2013 at5:00PM.All responses to questions will besenttoall prospective
bidders/proposersintheformonanaddendum.NOQUESTIONS WILL BE RECEIVED VERBALLY OR AFTER
SAID DEADLINE.
23.TERM OF CONTRACT
The Contract shall commence uponthe date of notice of award and shall beeffective for two(2)years withthe
optiontoextendforthree(3)additional one(1)year periods,subjecttothe availability of fundsfor succeeding fiscal
years.
Continuation of thecontractbeyondtheinitialperiodisaCity prerogative;notaright ofthe.bidder.This
prerogative will be exercised onlywhen such continuation is clearly inthebest interest oftheCity.
2.4.CONDITIONS FOR RENEWAL
Eachrenewal of thiscontractissubjecttothe following:
(1)Continuedsatisfactory performance compliance withthe specifications,termsandconditions established
herein.
(2)Availability of funds
2.5.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 Contractor orhis assignee of such
occurrence,shall havethe unqualified right to terminate the contract withoutany penalty orexpensetotheCity.No
guarantee,warranty or representation ismadethatany particular orany project(s)will be awarded toany firm(s).
2.6.METHOD OF AWARD
Award of Groups IandII shall be based onthe percentage discount offered,whichwillbe evaluated against the
Manufacturer's Catalog and/or Published Price Listona sample of equal items based onthe City's existing contract
Page27 of 34
InvitationForBid352301,1
purchase history,in order to determine the lowest responsive,responsible bidders).The City reserves the right to
award ona per Group basis,oron the total of all Groups,which ever isin the best interest of the City.
2.7.BIDDERS MINIMUM QUALIFICATIONS
Bids will be considered only from firms that are regularly engaged inthe business of providing the goods as
described in this Bid;that have a record of performance for a minimum of three (3)years;and that have sufficient
financial support,equipment and organization to insure that they can satisfactorily provide the goods if awarded a
Contract under the terms and conditions herein stated.Bidder shall:
(1)Not have any member,officer,orstockholder that isin arrears or isin default of any debt orcontract involving
the City,isa defaulter surety otherwise,upon any obligation to the City,and/or has failed to perform faithfully on
anypreviouscontractwith die City.
(2)Have no record of pending lawsuits orcriminal activities,and have never been declared bankrupt.
(3)Provide two (2)letters of references where you have provided swimming pool and lifeguard equipment and
supplies (Large commercial business and/or Government Agencies)from which'the bidder has anestablished
business relationship regarding swimming pool and lifeguard equipment and suppliesfor at least one year.This letter
'shall beonthe Agencies'signed letter head witha contact person's name and phone number.
(4)Bea Manufacturer OR Manufacturer Authorized Distributor/Reseller of the swimming pool and lifeguard
equipmentandsuppliesasspecifiedinthisInvitationforBid.
(a)Prospective Bidder must provide,attimeofbid submittal,manufacturer certification (i.e.letter,certificate,or
otherverifiablesource)demonstratingthatbidderisamanufacturerORmanufacturerauthorized distributor/reseller.
Failure to provide this information attimeofbid submittal,may deem bidder non-responsive.
2.8.FAILURE TO PERFORM
Shoulditnotbe possible to reach the contractor or supervisor and/or should remedial action notbetakenwithin48
hours ofany failure to perform according to specifications,theCity reserves the right to declare Contractor in
default of the contract ormake appropriate reductions inthe contract payment.
2.9.INSURANCE REQUIREMENTS
INDEMNIFICATION
Bidder shall pay on behalf of,indemnify and save City and its officials harmless,from and against any and all
claims,liabilities,losses,and causes of action,which mayarise outof bidder's performance under the provisions of
the contract,including all acts or omissions to act on the part of bidder,including any person performing under this
Contractfororonbidder'sbehalf,providedthatanysuchclaims,liabilities,lossesandcauses of suchactionarenot
attributable tothe negligence or misconduct of theCity and,from and against any orders,judgments or decrees
whichmaybe entered and whichmay result from this Contract,unless attributable tothe negligence or misconduct
oftheCity,and from and against all costs,attorneys'fees,expenses and liabilities incurred inthe defense ofany
suchclaim,ortheinvestigationthereof.
Commercial General Liability
Page28 of 34
Invitation For Bid 352301,1
A.Limits of Liability
BodilyInjuryandPropertyDamageLiability
Each Occurrence $1,000,000
GeneralAggregateLimit $2,000,000
Products/CompletedOperations$1,000,000
PersonalandAdvertisingInjury S1,000,000
B.EndorsementsRequired
City of Miami included asan additional insured
Premises &OperationsLiability
ContingentandContractualLiability
II.Business Automobile Liability
A.Limits of Liability
BodilyInjuryandPropertyDamageLiability
CombinedSingleLimit
AnyAuto,OwnedAutos,ScheduledAutos
Including Hired,Borrowed or Non-Owned Autos
AnyOne Accident $300,000
B.EndorsementsRequired
City of MiamiincludedasanAdditionalInsured
in.Worker's Compensation
Limits of Liability
Statutory-State of Florida
Employer'sLiability
A.Limits of Liability
$100,000forbodilyinjurycausedbyanaccident,eachaccident.
$100,000 forbodily injury causedbydisease,each employee
$500,000forbodilyinjurycausedbydisease,policylimit
Theabove policies shallprovidetheCityofMiamiwithwrittennoticeof cancellation ormaterialchangesin
accordance to policy provisions.
Companies authorized todobusinessintheStateof FIorida,with the following qualifications,shallissueall
insurancepoliciesrequiredabove:
The company must be rated no less than "A-"asto management,and no less than "Class V"asto Financial Strength,
'bythe latest edition ofBest's Insurance Guide,published by A.M.Best Company,Oldwick,New Jersey,orits
equivalent.All policies and /or certificates of insurance are subject to review and verification by Risk Management
priortoinsuranceap
Page 29 of 34
Invitation For Bid 352301,1
2.10.METHOD OF PAYMENT
Full payment willbe made upon receipt and acceptance ofa complete unit(s).No down or partial down payments
will be made.
2.11.ADDITIONS/DELETIONS OF PRODUCTS/SUPPLIERS
Although this Solicitation identifies specificitems/products tobe provided,itis hereby agreed and understood that
anyrelated item/products maybe added/deleted to/from this contract attheoptionoftheCity.Whenan addition to
the contract is required,the Successful Bidder(s)under this contract,andother suppKers,as deemed necessary,shall
be invited to submit price quotes for these new items/products.If these quotes are comparable with marketplaces
offeredforsimilaritems/products,thesuppliers),if applicable,and item(s)shallbe added tothe contract.An
amendment andupdated Blanket Purchase Agreement shall be issued bythe City.Thenewly added items/products
shall be ordered via a Blanket Release /Purchase Order.
2.13.DISCOUNTS(FROM MANUFACTURER'S CATALOG AND/OR PUBLISHEDPRICE LISTS)
Bidsshall be submitted onthe basis ofa percentage discount from oneor more manufacturer's product catalog(s)
and/or published price list(s).Bidder shall indicate inthe Header Section (if bidding electronically)orinthe
Certifications Section (if bidding in hardcopy format)oftheirbid response,their single fixed percentage discount to
be deducted from the catalog list prices and/or listprices,as listed onthissame section ofthebid response.
Suchcatalog and/or published pricelist(s)mustbe common to,and accepted by,theindustryingeneral.
Biddersmustbidasinglefixed percentage discount,ex.12%is acceptable,11.075%isnot.Thesingle fixed
percentagediscountquotedbythebiddermustapplytoallitemsintheManufacturer'sProductCatalogand/orPrice
List,unlessbidderclearlystatesanyexceptionsintheirbid response.
2.14.PRODUCT/CATALOG INFORMATION
AllBiddersmustsubmitproductinformationontheitemstheyproposetofurnishonthisBid.Thebiddershall
provideahardcopyoracopyinelectronicformat(viaa CD-ROM orasanattachmenttotheHeaderSection ofthis
IFB),oftheircurrent manufacturer's productcatalogand/orprice list.AnyBidreceivednotcontainingthis
informationmayberejectedforthatreasonandmaybedeemed non-responsive.
Uponcontractaward,theSuccessfulBidder(s)shallberequiredtosubmit,anelectroniccopy of theircomplete
productpricelistthattheyintendtoprovidetotheCityunderthis contract.Thisproductlistwillserveasthe
Contractor'sproductcatalogfortheinitialterm of theawardedcontract.Thesubmittedcatalog/productpricelist
shouldincludethefollowingfields:productcategory,itemdescription,itemmanufacturer,anditemmanufacturer
number,Bidder'sitemstockkeepingunit(SKU),unitof measure,Universal ProductCode(UPC),currentlistprice,
thediscountpercentagethebidderisoffering,andthenetbidprice("CityofMiamiContractPrice").Thenetbid
pricewillbedeterminedbythefollowingformula:reference(listpriceXdiscountpercentage(expressedasa
decimalamount,i.e.,54%discount=0.54))equalsthenetCity of MiamiContractPrice.
TheCityinitssolediscretionwilldeterminewhichitemswithinacatalogareacceptableandappropriateforthe
contractresultingfromthisbid.Anyproductadditionsordeletionsfromtheseitemsduringtheterm of thecontract
shallbedoneinaccordancewiththecontract'sSpecialConditions.
Page30 of 34
Invitation ForBid352301,1
If catalognumbersshowninthisBidare incorrect orobsolete,itisthe responsibility of thevendortoupdateor
advisetheCity of thisproblem.TheCitywillissueanaddendumtocorrectandupdatecatalognumbers,when
applicable.The catalog numberyoushowonyour Product List(s)istheonetheCitywillexpecttoreceiveonail
ordersplaced under thiscontract.
Upon request,thebiddershallprovide additional sets of manufacturer's productcatalogsandpricelistsatnocostto
theCity.
Failureto meet theaboverequirements,shallbegroundsfordefault ofcontract.
2.15.MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS
TheBidderhereby acknowledges and agrees thatall materials/products,exceptwhererecycledcontentis
specificallyrequested,suppliedbytheBidderin conjunction withthisBidshallbenew,warranted fortheir
merchantability,andfit for a particular purpose.Intheeventanyofthe materials/products supplied totheCityby
theBidderare found tobedefectiveordonot conform to specifications,theCity reserves therightto cancel the
order andreturn such materials/products totheBidderto replace the materials/products attheBidder's expense.
2.16.EQUITABLE ADJUSTMENT
The'Purchasing Department may,initssole discretion,makean equitable adjustment inthe contract terms and/or
pricing if pricing or availability of supply is affected by extreme or unforeseen volatilityinthe marketplace,thatis,
by circumstances thatsatisfyallthe following criteria:(1)the volatility isdueto circumstances beyondthe
successful bidder(s)control,(2)the volatility affects the marketplace or industry,notjustthe particular contract
source of supply,(3)theeffecton pricing or availability of supplyis substantial,and(4)the volatility soaffectsthe
successfulbidder(s)thatcontinuedperformance of thecontractwouldresultinasubstantialloss.Successful
bidder(s)mighthavetosupplydocumentation tojustifyany requested percentage increase incosttotheCity
of Miami.
2.17.WARRANTY,FITNESS FOR PURPOSE
The vendor warrants items supplied under this contract conform to specifications herein,and are fit for the purpose
for whichsuch goods are ordinarily employed;except if stated ina Special Condition,the material mustthenfitthat
particular purpose.The vendor and the City agrees that orders under this contract does not exclude,orinanyway
limit,otherwarranties,providedinthis agreement orbylaw.
2.18.QUALITY AND MANUFACTURE
The apparent silences ofthese specifications astoany details orthe apparent omissionfromit of a detailed
description concerning any point,shall be regarded as meaning that onlymaterials and workmanship of first quality
are tobe used.All interpretations ofthese specifications shall bemadeuponthebasis of this statement.
Specifications,brands and manufacturers'names,where given,are to establish product typeand quality required.
Any equal theretowillbe considered,subjecttothe approval of theCity of Miami.Biddersshallindicate ontheBid
Sheets,the manufacturer,brand and model or style number they intend to supply to the City,for each item bid.All
materials shall benew,of current manufacture,and shall carry standard warranties.No substitutions shall be
Page31 of 34
InvitationForBid352301,1
allowed after thebidis awarded unless so authorized by the City.
The City reserves the right toperform its own testing procedures ortosend any and allsamples to any certifiable
laboratory for analysis.Any and all costs for testing shall be borne bybidder.On the basis of this testing and
analysis,the City shall besole judge ofthe acceptability ofthe sample in conjunction with the bid specifications and
it's decision shall be final.Any sample submitted shall create an express warranty that the whole ofthe goods
and/or services tobe provided by the bidder during the contract period shall conform to the sample submitted.The
bidder shall berequired to provide adequate restitution to the City,in the manner prescribed bythe City,if this
warrantyisviolatedduringthetermofthe contract
2.19.BACK ORDERS SHALL NOT BE ALLOWED
The City shall not accept any back orders ofdeliveries from the bidder.Accordingly,the bidder is required to
deliver all items tothe City within thespecified in this solicitation;andno grace period shall be honored.Inthe
event thatthe bidder fails to deliver goods within the time specified,theCity reserves theright to cancel the order,
seekthe items from another vendor,andto charge the bidder forany re-procurement costs.
2.20.SPECIFICATION EXCEPTIONS
Specifications are based onthe most current literature available.Bidder shall notify the City of Miami Purchasing
Department,in writing,noless than ten(10)days prior to solicitation closing dateofany change inthe
manufacturers'specifications which conflict withthespecifications.Forhard copy bid submittals,bidders must
explain any deviation from the specifications in writing asa footnote on the applicable specification page and
enclose acopyofthe manufacturer's specifications data detailing the changed item(s)with his/her submission.For
electronic bidsubmittals,bidders must explain inthe Header Section orbyan Attachment and,if applicable,enclose
a scanned copyofthe manufacturer's specifications data detailing the changed item(s)with his/her submission.
Additionally,bidders mustindicate any options requiring the addition ofotheroptions,aswellas those which are
included asapartof another option.Failure of bidders to comply with these provisions will result in bidders being
heldresponsible forall costs required to bring the item(s)in compliance with contract specifications.
2.21.TERMINATION
A.FOR DEFAULT
If.Contractor defaults inits performance underthis Contract anddoesnotcurethe default within30daysafter
written notice of default,theCity Manager may terminate this Contract,in whole orinpart,uponwritten notice
withoutpenaltytotheCityof Miami.Insucheventthe Contractor shallbeliablefor damages including theexcess
costofprocuringsimilarsuppliesor services:provided thatif,(1)itis determined foranyreasonthatthe Contractor
wasnotindefaultor(2)theContractor'sfailuretoperformiswithouthisorhissubcontractor'scontrol,faultor
negligence,the termination willbe deemed tobea termination forthe convenience oftheCityof Miami.
B.FOR CONVENIENCE
TheCityManagermayterminatethisContract,inwholeorinpart,upon30dayspriorwrittennoticewhenitisin
thebest interests oftheCityofMiami.IfthisContractisforsupplies,products,equipment,orsoftware,andso
Page32 of 34
Invitation For Bid 352301,1
terminatedforthe convenience bytheCity of MiamitheContractorwillbe compensated in accordance withan
agreedupon adjustment of cost.TotheextentthatthisContractisforservicesandsoterminated,theCity of Miami
shallbeliableonlyforpaymentinaccordancewiththepaymentprovisionsoftheContractforthoseservices
renderedpriorto termination.
2.22.ADDITIONAL TERMS AND CONDITIONS
Noadditionaltermsandconditionsincludedaspartofyoursolicitationresponseshallbeevaluatedorconsidered,
andanyandallsuchadditionaltermsandconditionsshallhavenoforceoreffectandareinapplicabletothis
solicitation.Ifsubmittedeither purposely,through intentor design,or inadvertently,appearing separatelyin
transmittalletters,specifications,literature,pricelistsorwarranties,itisunderstoodandagreedthattheGeneral
ConditionsandSpecialConditionsinthissolicitationaretheonlyconditionsapplicabletothissolicitationandthat
thebidder's/proposer'sauthorizedsignatureaffixedtothe bidder's/proposer's acknowledgment formatteststothis.If
aProfessionalServicesAgreement(PSA)orotherAgreementisprovidedbytheCityandisexpresslyincludedas
partofthis solicitation,noadditionaltermsor conditions which materially or substantially vary,modifyoralterthe
termsorconditions of thePSAorAgreement,inthesoleopinionandreasonablediscretionoftheCitywillbe
considered.Anyandallsuch additional termsand conditions shallhavenoforceoreffectandare inapplicable to
this PSA or Agreement.
2.23.PRIMARY CLIENT (FIRST PRIORITY)
The successful bidder(s)/proposer(s)agreeuponawardofthis contract thattheCityof Miami shallbeitsprimary
clientandshallbeservicedfirstduringascheduleconflictarisingbetweenthiscontractandanyothercontract
successful bidder(s)/proposer(s)mayhavewithanyothercities and/or countiestoperformsimilarservicesasa
result ofany catastrophic events such as tornadoes,hurricanes,severe storms orany other public emergency
impactingvariousareasduringorapproximatelythesametime.
Page33 of 34
CONTRACT
THIS AGREEMENT made and entered into this tSSday of MAY m,2014,byand between the
City ofSouthMiami,aFloridamunicipal Corporation (hereinafterreferredtoas "City")andRecreonics,Inc.,
(hereinafter referred toas "Contractor").
WITNESSETH:
WHEREAS,theCity ofMiamisolicitedbids,pursuanttoIFB[InvitationtoBid]#352301 (18),for
Swimming PoolandLifeguardEquipment;and
WHEREAS,theCity ofMiami,aftercompletingacompetitivebidding process,awardedacontractto
Recreonics,Inc.;and
WHEREAS,theCity of SouthMiami desires toutilizetheCity ofMiami contract pursuant toIFB
#352301(18),and pursuant to authority oftheCity ofSouthMiami's Charter.
NOW,THEREFORE,theCityandthe Contractor,each through theirauthorized representative/official,
agreeasfollows:
1.TheCity desires toenterintoa Contract,fortheitems awarded toitunderthe general
category of SwimmingPoolandLifeguardEquipment,underthesametermsandconditionsassetforthin
IFB #352301 (18)andthe agreement between City ofMiami andRecreonics,Inc.,pursuant IFB #352301
(18).
2.The City has reviewed the contract and agrees tothe terms and conditions and further agrees
tothe fair and reasonableness ofthe pricing.Contractor hereby agrees to provide such services under the same
price(s),terms andconditions as IFB #352301 (18)and the agreement between City ofMiami and Recreonics,
Inc.,pursuant IFB #352301 (18),acopy ofwhich,including any amendments thereto,is attached hereto and
madeapart hereofby reference.
3.All references inthe contract betweenCity ofMiamiand Recreonics,Inc.,shallbeassumed
to pertain to,andarebindingupon Contractor andtheCity of South Miami.All decisions thataretobemade
onbehalfoftheCity,asset forth intheCity ofMiami IFB and its agreement with Recreonics,Inc.,shall be
made by the City Manager for the City of South Miami.The term of the contract,including all extensions
authorized bythe contract shall notexceed five years.Notwithstanding anything contained inthe IFB orthe
City ofMiami contract tothe contrary,this agreement shall be governed bythe laws ofthe State ofFlorida and
venue for all dispute resolutions or litigation shall bein Miami-Dade County,Florida.
INWITNESS WHEREOF,and asthe duly authorized act ofthe parties,the undersigned representatives
ofthe parties hereto have caused this instrument tobesigned intheir respective names by their proper officials and
tobe attested bytheirrespective Clerks theday and year first above written.
By}Th&i-Q.
MariaM.Menendez,
CityClerk
»-AllJf/iJ Mn,(Li J/.
MIKE GARLAND -VICE PRESIDENT
(typenameandtitle of signatoryabove)
Steven Alexander
CityManager