Okaloosa County BOCC — June 7, 2016 — RFB BCC 07-16 — reading text

REQUEST FOR BID (RFB) & BIDDER’S ACKNOWLEDGEMENT RFB TITLE: RFB NUMBER: Disposition Services for Unclaimed Deceased RFB BCC 07-16 Persons RFB OPENING DATE & TIME: Month XX, 2016 3:00 P.M. CT LAST DAY FOR QUESTIONS: Month XX, 2016 3:00 P.M. CT NOTE: BIDS RECEIVED AFTER THE BID OPENING DATE & TIME WILL NOT BE CONSIDERED. Okaloosa County, Florida solicits your company to submit a bid on the above referenced goods or services. All terms, specifications and conditions set forth in this RFB are incorporated into your response. A bid will not be accepted unless all conditions have been met. All bids must have an authorized signature in the space provided below. All bids must be sealed and received by the Okaloosa County Clerk of Court by the “RFB Opening Date & Time” referenced above. The official clock for the purpose of receiving bids is located in the Clerk of Court, Brackin Building Conference & Training Room, #305 located at 302 N. Wilson St, Crestview, FL 32536. All envelopes containing sealed bids must reference the “RFB Title”, “RFB Number” and the “RFB Opening Date & Time”. Okaloosa County is not responsible for lost or late delivery of bids by the U.S. Postal Service or other delivery services used by the Bidder. Neither faxed nor electronically submitted bids will be accepted. Bids may not be withdrawn for a period of sixty (60) days after the bid opening unless otherwise specified. BIDDER ACKNOWLEDGEMENT FORM BELOW MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR BID. BIDS WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED AGENT OF THE BIDDER. COMPANY NAME MAILING ADDRESS CITY, STATE, ZIP FEDERAL EMPLOYER’S IDENTIFICATION NUMBER (FEIN): TELEPHONE NUMBER: EXT: FAX: EMAIL: I CERTIFY THAT THIS BID IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT, OR CONNECTION WITH ANY OTHER BIDDER SUBMITTING A BID FOR THE SAME MATERIALS, SUPPLIES, EQUIPMENT OR SERVICES, AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION OR FRAUD. I AGREE TO ABIDE BY ALL TERMS AND CONDITIONS OF THIS BID AND CERTIFY THAT I AM AUTHORIZED TO SIGN THIS BID FOR THE BIDDER. AUTHORIZED SIGNATURE: TYPED OR PRINTED NAME TITLE: DATE Rev: September 22, 2015  NOTICE TO BIDDERS RFB BCC 07-16 Notice is hereby given that the Board of County Commissioners of Okaloosa County, FL, will accept sealed bids until XXXX p.m. (CST) XXXXXX 2016, for Disposition Services for Unclaimed Deceased Persons. Interested Bidders desiring consideration shall provide an original and two (2) copies (total three (3)) of their Request for Bids (RFB) response with the Bidder’s areas of expertise identified. Submissions shall be portrait orientation, unbound, and 8 ½” x 11” where practical. All originals must have original signatures in blue ink. Bid documents are available for download by accessing the Okaloosa County website at http://www.co.okaloosa.fl.us/purchasing/home then accessing the link “View Current Solicitations” or by accessing the Florida Purchasing Group website at http://www.floridabidsystem.com/Bids/ViewOpenSolicitations.asp At XXXX p.m. (CST), XXXX XX, 2016, all bids will be opened and read aloud. All bids must be in sealed envelopes reflecting on the outside thereof the Bidder’s name and “Disposition Services for Unclaimed Deceased Persons". The Board of County Commissioners will consider all bids properly submitted at its scheduled bid opening in the Conference & Training Room #305 – (old First National Bank Bldg.) located at 302 N. Wilson St, Crestview, FL 32536. Bids may be delivered in person prior to bid opening by taking submission to the Clerk of Circuit Court, 302 N. Wilson St., #203, Crestview, FL 32536. NOTE: Crestview, FL is not a next day guaranteed delivery location by most delivery services. Bidders using mail or delivery services assume all risks of late or non-delivery. The County reserves the right to award the bid to the lowest responsive Bidder and to waive any irregularity or technicality in bids received. Okaloosa County shall be the sole judge of the bid and the resulting negotiated Agreement that is in its best interest and its decision shall be final. Any Bidder failing to mark outside of the envelope as set forth herein may not be entitled to have their bid considered. All bids should be addressed as follows: Disposition Services for Unclaimed Deceased Persons Clerk of Circuit Court Attn: Teresa Ward Newman C. Brackin Bldg. 302 N. Wilson St. # 203 Crestview FL 32536 Zan Fedorak Date Purchasing Manager OKALOOSA COUNTY BOARD OF COUNTY COMMISSIONERS Charles K. Windes, Jr. Chairman RFB# Notice to Bidders OKALOOSA COUNTY  BID REQUIREMENTS PURPOSE: The purpose of this proposal is to seek interested Bidders within the State of Florida (i.e., licensed funeral home pursuant to Florida Statues 497.380) who will provide, on an annual basis, investigatory services, and legal disposal services for the remains of deceased unclaimed persons as approved by the Okaloosa County Board of County Commissioners in accordance with the County’s Policy on Disposition of the Remains of Unclaimed Deceased Persons. SCOPE OF WORK: The Bidder will be responsible for providing all unclaimed indigent and unclaimed body, identification and cremation services in accordance with Florida Statutes and Okaloosa County Policy, which shall include the following: 1. Perform pick up and transportation services of deceased that have been released from the Okaloosa County Medical Examiner. 2. Provide refrigerated storage of deceased bodies transferred to its possession from the place of death. 3. Perform search, investigation, and determination as to whether the unclaimed deceased is indigent or has assets to recoup the cost of disposition in accordance with Florida Statutes Chapter 406 and Okaloosa County Policy (attached). 4. Perform investigation as to whether the unclaimed is entitled to a Military burial in accordance with Florida Statutes Chapter 406 and Okaloosa County Policy. 5. Perform an investigation of next of kin and provide notification services in accordance with Florida Statutes Chapter 406 and Okaloosa County Policy. 6. Perform proper disposal services on any deceased remains determined to be unclaimed. 7. Complete death certificate, permit and cremation authorization and obtain medical examiner’s authorization, and all other necessary documentation. 8. Legally dispose of the cremains. AVAILABILITY FOR CALLS FOR SERVICE The Bidder shall be available twenty-four (24) hours a day, seven (7) days a week to provide body removal and transportation services. MINIMUM EQUIPMENT REQUIRED VEHICLES The Bidder agrees to provide and keep in good and serviceable condition a sufficient number of vehicles to allow response to two (2) death scenes simultaneously. Each vehicle to be used, as outlined in this contract, shall be manned by at least two (2) persons when transporting remains from any death scene. Vehicles shall be a hearse, van-type vehicle or station wagon subject to approval by the Medical Examiner’s Office prior to the awarding of and during the term of the contract (NOTE: Please furnish photographs of each proposed vehicle to be used.) RFB GSC-1 OKALOOSA COUNTY Each vehicle shall be equipped with at least one (1) Ferno Model 24 stretcher with workable restraints or equivalent. Each vehicle shall also be equipped with an auxiliary portable stretcher with workable restraints. The Bidder shall equip and maintain in good repair its stretchers at all times. The Medical Examiner’s Office shall have the right to approve the type of stretcher used to equip the vehicle and approve substitutions that the contractor wishes to propose if specific equipment is designated. The Bidder shall not use any stretcher that is not approved by the Medical Examiner’s Office. All vehicles and equipment shall at all times be clean and free of any contamination and shall generally offer a professional appearance. The Medical Examiner shall supply to the Bidder body bags to be used only for the transportation of Medical Examiner cases. The Medical Examiner’s Office will also supply biohazard bags, ankle tags, seals and forms to the Bidder at no charge. The Bidder shall supply all disposable materials needed to meet the compliance of this RFP. COMMUNICATIONS EQUIPMENT The Bidder agrees to maintain manned operable telephone service at all times, twenty-four (24) hours a day, seven (7) days a week. If at any time the Bidder suffers an unforeseeable or unavoidable breakdown in its telephone service, it shall immediately notify the Medical Examiner’s Office so that temporary, alternative methods of communication can be arranged. MINIMUM PERSONNEL REQUIRED The Bidder agrees that each vehicle responding to a Medical Examiner’s call shall be manned by at least two (2) persons who possess an adequate knowledge of Okaloosa County geography, so as to enable expeditious response to service calls within the time specified in this proposal. Bidder’s personnel will present a neat, clean and professional appearance at all times. The Bidder shall provide the Medical Examiner’s Office a list of personnel assigned to Okaloosa County along with the respective addresses and telephone numbers of such personnel. Copies of State Certificate(s) and training of personnel under FL.S.S.470.0201 (Health & Safety Education) and FL.S.S.470.0301 (Removal Services) are required for all personnel. With regard to any transport or removal within the combined geographical boundaries of Okaloosa County, neither the Bidder, nor any of its employees, agents, or other persons in any connection with the Bidder, shall in any manner, way, or means, convey to any other person any information which would lead to disclosing the name(s) or address of the decedent or his/her next-of-kin or relatives, or any other information concerning circumstances of death. In the event of such release of information, such employee or agent of the contractor will be subject to immediate dismissal and the contract may be terminated at the Medical Examiner’s option. The Bidder shall designate an individual to act as a full time general manager who shall be responsible for the Bidder’s competence and timely performance and fulfillment of the responsibilities under this contract. The name of this designated individual and telephone numbers at which this individual may be contacted on a twenty-four (24) hour basis shall be provided to the Medical Examiner’s Office. The Medical Examiner or his designee and the contractor’s general manager shall meet on a monthly basis, or as often as needed, to ensure complaints are being addressed and solutions determined. The Medical Examiner may require the Bidder, by RFB GSC-2 OKALOOSA COUNTY written request, to submit written responses or documentation in response to complaints or problems related to the contractor’s duties and obligations herein, which may come to the attention of the Medical Examiner. All such written responses are due to the Medical Examiner within ten (10) calendar days of the contractor being notified of the complaint or problem. VEHICLES AND