Fort Walton Beach Council agenda — 12-13-11 regular — reading text

trmm. t GENERAL CONDITIONS L EXECUTION OF BID: Bid must contain a manual signature of an authorized representative in the space provided. Florida law requires that when a municipality enters into a contractual agreement with a corporation licensed to do business in the State of Florida, such agreement shall be signed by two ( 2) Corporate Officials ( i. e., President, Vice President, Secretary, Treasurer) with the corporate seal affixed. It also requires that such execution be acknowledged before a Notary Public with Notary Seal affixed. If neither the aforementioned corporate officers nor the corporate seal are readily available, a letter of authorization can be submitted in lieu of these requirements. Such letter of authorization must be on the corporate stationery, must clearly state that the person who signed the referenced agreement is duly authorized to enter into such agreement on behalf of the corporation and must be signed by the corporate officials designated above. Failure to submit letter of authorization within two (2) weeks after notification of award may result in award to the next apparent low bidder. 1. 1 In the case of a partnership, the agreement must be signed by a general or managing partner and notarized as outlined above. 1. 2 In the case of a sole proprietorship, the owner must sign the agreement and have such execution notarized. 1. 3 If you have any questions regarding the execution of the signature page, please feel free to contact the Purchasing Department at ( 850) 833 -9523 for further clarification. 2. SUBMITTAL OF BIDS: Bids shall be submitted utilizing the bid forms) provided by the City. All bids shall be properly executed with all blank spaces filled in. The signatures of all persons signing shall be in longhand. Erasures, interlineations, or other corrections shall be authenticated by affixing in the margin immediately opposite the correction the initials of a person signing the bid. If 3. AMENDMENT OF TILE INVITATION TO BID: It is the bidder' s responsibility to contact the purchasing department prior to submitting a bid to ascertain if any addenda have been issued, to obtain all such addenda, and return executed addenda with the bid ( or complete and sign addenda acknowledgement forth.) The failure of a bidder to submit acknowledgment of any addenda that affects the bid price( s), is considered a major irregularity and will be cause for rejection of the bid. 4. BIDDER' S CERTIFICATION FORM: Each bidder shall complete the " bidder's certification" form included with this invitation to bid, and submit the form with the bid. The failure of a bidder to submit this document will be cause for rejection of the bid. 5. SPECIFICATIONS REQUIRED: All items quoted must be in compliance with the specifications. If you are taking exception, indicate those exceptions on company letterhead and attach to this Invitation to Bid. 6. ALTERNATIVES /SUBSTITUTIONS TO SPECIFICATIONS: Any alternatives or substitutions to the attached specifications must be clearly delineated, set out and submitted with the bid (use separate sheets of paper and make them part of the bid). Page 12 of 37 Packet Pg. 48  k= 7. PRICES, TERMS, and PAYMENT: All prices most be firm for the delivery schedule quoted in the specifications. Bids stipulating " Price in effect at time of shipment" or other similar conditions will be considered not responsive to the bid invitation and will not be accepted. All prices shall be quoted F. O.B. delivered to any City of Fort Walton Beach Department unless otherwise stipulated in the bid invitation. Bidder is requested to offer cash discount for prompt invoice payment. It is the policy of the City of Fort Walton Beach to make payments of invoices in time to earn any offered cash discounts. Discount time will be computed from the date of satisfactory delivery at place of acceptance or from receipt of correct invoice at the Finance Department office, whichever is later. 8. TRADE NAMES 8. 1 In cases where an item is identified by a manufacturer's name, trade name, catalog number, or reference, it is understood that the bidder proposes to famish the item so identified and does not propose to famish an " EQUAL" unless the proposed " EQUAL" is definitely indicated therein by the bidder. 8. 2 The reference to a time brand is intended to be descriptive but not restrictive and only to indicate to the prospective bidder articles that will be satisfactory. Bids on other makes and catalogs will be considered provided each bidder clearly states in his bid or proposal exactly what he proposes to furnish and forwards with his bid a cut illustration or other descriptive matter which will clearly indicate the character of the article covered by his bid. 8. 3 The City hereby reserves the right to approve as an equal, or to reject as not being equal, any article the bidder proposes to famish which contains major or minor variations from the specification requirements but may comply substantially therewith. 8.4 If no particular brand, model, or make is specified and if no data is required to be submitted with the bid, a bidder may be required to submit working drawings or sufficient detailed descriptive data to enable the City to determine if such specification requirements are met. 9. DISCOUNTS: Bidders may offer a cash discount for prompt payment; however, such discounts shall not be considered in determining the lowest net cost forbid evaluation purposes. Discount will be computed from the date of satisfactory delivery at place of acceptance or from receipt of correct invoice at the office specified, whichever is later. Bidders are encouraged to reflect cash discounts in the unit prices bid. 10. EFFECTIVE PERIOD: Prices quoted in the bid must remain open for a period of ninety 90) days from the date of bid opening. 11. QUESTIONS REGARDING SPECIFICATIONS OR BIDDING PROCESS: 11. 1 To ensure fair consideration for all bidders, the City prohibits communication to, or with any department, division or employee during the submission process, except as indicated in 11. 2. Additionally, the City prohibits communication initiated by a bidder to City officials or employees evaluating or considering the bids prior to the time a bid decision has been made. Such communications initiated by a bidder may be grounds for disqualifying the offending bidder from consideration or award of the bid then in evaluation and/or any future bid. All communications are to be directed to the Purchasing Representative and sole contact listed below in section 11. 4. Page 13 of 37 Packet Pg. 49  0 11. 2 Any questions related to interpretation of specifications or the bid process shall be addressed to the Purchasing Agent, in writing, in ample time before the period set for the receipt and opening of bids. No inquiries, if received within ten ( 10) days of the date set for the receipt of bids, will be given any consideration. Any interpretation made to prospective bidders will be expressed in the form of an addendum to the specifications which, if issued, will be conveyed to all prospective bidders no later than five ( 5) days before the date set for receipt of bids. Oml answers will not be authoritative. 11. 3 It will be the responsibility of the bidder to contact the Purchasing Department or go to www.floridabidsystem.com prior to submitting a bid to ascertain if any addenda have been issued, to obtain all such addenda, and return executed addenda with the bid. 11. 4 Direct all inquiries to Paul Eubanks, Purchasing Agent Purchasing Department, City of Fort Walton Beach 105 Miracle Parkway, SW Fort Walton Beach, Florida 32548 Telephone: ( 850) 833 -9523 Fax: ( 850) 833- 9643 Email: peubanks @fwb.org Website: www. floridabidsystem. com 12. SEALED BIDS: All bids must be submitted in a sealed envelope. The face of the envelope shall contain the date and time of the bid opening and the bid number. Bids not submitted on the Citys bid to= may be rejected. All bids are subject to the conditions specified and on any attached sheets, specifications, special conditions or vendor notes. 13. RECEIPT OF BIDS, DUE DATE 13. 1 Sealed bids shall be submitted to the Office of the City Clerk no later than 2: 30PM ( CST), on November 15, 2011. Bids shall not be accepted after this time and date. Each bid shall be submitted in a sealed envelope marked with the bid number, title of the bid, and bid opening date. 13. 2 Sealed bids are to be addressed as follows for either mail or hand delivery. Bids submitted by mail must be received by the City Clerk no later than the bid opening time. Deliver to: City Clerk City of Fort Walton Beach 107 Miracle Strip Parkway SW Fort Walton Beach, FL 32548 14. NO BID FORM: In the event you elect not to bid, please respond by returning the " NO BID" Response Form with your reason for not bidding. To qualify as a respondent, bidder must submit a BID" or ' NO BID" and it must be received no later than the stated bid opening date and time. Repeated failure to bid without sufficient justification shall be cause for removal of the suppliers time from the bid list. Page 14 of 37 Packet Pg. 50