Fort Walton Beach Council agenda — 05-08-12 regular — reading text

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. av 8. TRADE NAMES J 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 furnish the item so identified and 0 does not propose to famish an " EQUAL" unless the proposed " EQUAL" is definitely indicated s therein by the bidder. 8. 2 The reference to a time brand is intended to be descriptive but not restrictive and only to uo 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 famish and forwards with his bid a cut illustration or other descriptive matter which will clearly 3 a indicate the character of the article covered by his bid. m 0 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 furnish which contains major or minor variations from the inr specification requirements but may comply substantially therewith. m 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 c descriptive data to enable the City to determine if such specification requirements are met. E u 9. DISCOUNTS: Bidders may offer a cash discount for prompt payment; however, such 0 discounts shall not be considered in determining the lowest net cost for bid evaluation purposes. in 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. 4N 10. EFFECTIVE PERIOD: Prices quoted in the bid must remain open for a period of ninety m r 90) days from the date of bid opening. IL QUESTIONS REGARDING SPECIFICATIONS OR BIDDING PROCESS: ucaE n 11. 1 To ensure fair consideration for all bidders, the City prohibits communication tq or a 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. Pas, ._ " I Paekat P9. 39  8. 2. b 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 tcn ( 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. Oral answers will not be authoritative 11. 3 It will be the responsibility of the bidder to contact the Purchasing Department or go to w floridab' dsystem.com prior to submitting a bid to ascertain if any addenda have been issued, to a0 obtain all such addenda, and remm executed addenda with the bid. CO 11. 4 Direct all inquiries to Paul Eubanks, Purchasing Agent Purchasing Department, City of Fort Walton Beach 105 Miracle Parkway, SW u Fort Walton Beach, Florida 32548 r Telephone ( 850) 833 -9523 Fax: ( 850) 833 -9643 Website: wwwforidabithyst em. com Email: peubanks@fwb. org m N 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 t City's bid forms may be rejected. All bids are subject to the conditions specified and on any attached sheets, specifications, special conditions or vendor notes. a+ m 13- RECEIPT OF BIDS, DUE DATE a 13. 1 Sealed bids shall be submitted to the Office of the City Clerk no later than E 2: 30PM ( CST), on April 17, 2012. Bids shall not be accepted after this time and date. Each bid 0 shall be submitted in a sealed envelope marked with the bid number, title of the bid, and bid opening o date. mm 0 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: v City Clerk e City of Fort Walton Beach 107 Miracle Strip Parkway SW a Fort Walton Beach, FL 32548 14. NO BID FORM: In the event you elect not to bid, please respond by remming 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 name from the bid list. P,,,,, 11" i' S Packet Pg. 40  8. 2. h 15. WITHDRAWAL OF BIDS: Bidders may withdraw a bid after it has been deposited with the City Clerk's Office any time before the scheduled time for opening the bids. 16. BID OPENING: The Bid Opening shall be public, on the date and at the time specified on the bid form. It is the bidder' s responsibility to assure that their bid is delivered at the proper time and place of the bid opening. Bids which for any reason are not so delivered will not be returned but will be retained in the " BID FILE" unopened. Offers by telephone or email for a sealed bid cannot be accepted. m IT AWARD OR REJECTION OF BIDS: The contract will be awarded to the lowest 0 responsive and responsible bidder( s) complying with all the provisions of the Invitation to Bid, provided the bid price is reasonable and it is in the interest of the City to accept it. c0L ITI The City of Fort Walton Beach reserves the right to reject any or all bids and to waive 3 any informality in bids received whenever such rejection or waiver is in the interest of the City. The 0 City of Fort Walton Beach also reserves the right to reject the bid of a bidder who has previously failed to perform properly or complete, on time, contracts of a similar nature, or a bid of a bidder who rn investigation shows is not in a position to perform the contract. 3 b 17. 2 Award will be made in approximately ninety ( 90) days. It is incumbent on bidders to m contact the Purchasing Department at ( 850) 833 -9523 to determine the successful bidders) Bidders 0 or respondents who do not agree with the City Council'