Fort Walton Beach Council agenda — 04-24-12 regular — reading text

rejection of the bid. 2. 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. Packet Pg. 40  8. 2. b 2. 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). 2.7 PRICES, TERMS, and PAYMENT: All prices must 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 cam 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. 2. 8 TRADENAMES 18. 1 In cases where an item is identified by a manufacturer's name, made name, catalog number, or reference, it is understood that the bidder proposes to furnish the item so identified and does not propose to furnish an " EQUAL" unless the proposed " EQUAL" is definitely indicated therein by the bidder. m 2. 8. 2 The reference to a name 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 u what he proposes to furnish and forwards with his bid a cut illustration or other descriptive E matter which will clearly indicate the character of the article covered by his bid. c 2. 83 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 specification requirements but may comply substantially therewith. 2. 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. 2. 9 DISCOUNTS: Bidders may offer a cash discount for prompt payment; however, such discounts shall not be considered in determining the lowest net cost for bid 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. 2. 10 EFFECTIVE PERIOD: Prices quoted in the bid must remain open for a period of ninety 90) days from the date of bid opening. 1 Packet Pg. l1.  8. 2. b oiI, J J J I 2. 11. QUESTIONS REGARDING SPECIFICATIONS OR BIDDING PROCESS: 2. 11. 1 Respondents are advised that from the date of release of this solicitation until award of the contract, no contact with City personnel related to this solicitation is permitted. All communications are to be directed to the Purchasing Representative and sole contact listed below in section 11. 4. 2. 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. Oral answers will not be authoritative. 2. 113 It will be the responsibility of the bidder to contact the Purchasing Division 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. 2. 11. 4 Direct inquiries to: TNn Paul L. Eubanks, Purchasing Agent Purchasing Division, City of Fort Walton Beach m E 105 Miracle Strip Parkway SW Fort Walton Beach, Florida 32548 c Telephone: ( 850) 833 -9523 Fax: ( 850) 833- 9643 a Email: peubanksiUfwb. ore in Website: htti): / www. / fwb. or2 ° 0 2. 12 SEALED BIDS All bids must be submitted in a scaled 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 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. 2. 13 RECEIPT OF BIDS, DUE DATE: 2. 13. 1 Sealed bids shall be submitted to the Office of the City Clerk no later than 2: 30 PM (CST), on MARCH 8, 2012. Bids shall not be accepted after this time and date. Each bid shall be submitted in a scaled envelope marked with the bid number, title of the bid, and bid opening date. 2. 13. 2 Scaled bids are to be addressed as follows for either mail or hand delivery. Bids submitted by mail must be received by the City Clerk before the bid opening time. City Clerk City of Fort Walton Beach 107 Miracle Strip Parkway SW Fort Walton Beach, FL 32548 1 Packet Pg: 42  8. 2. b I( H. L 2. 14 NO BID FORM: In the event you elect not to bid, please respond by resuming the " NO BID" Response Form with the 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 supplier' s name from the bid list. 2. 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. 2. 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 resumed but will be retained in the " BID FILE" unopened. Offers by telephone for a scaled bid cannot be accepted. 2. 17 AWARD OR REJECTION OF BIDS: The contract will be awarded to the lowest 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. 2. 17. 1 The City of Fort Walton Beach reserves the right to reject any or all bids and to waive any informality in bids received whenever such rejection or waiver is in the best interest of the City. The 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 an investigation shows is not in a position to perform the contract. 2. 17.2 Award will be made in approximately ninety (90) days. It is incumbent on bidders to contact the Purchasing Department at ( 850) 833 -9523 to determine the successful bidder(s). Bidders or respondents who do not agree with the City Council' s award are afforded the opportunity to protest the recommendation by submitting a written vendor protest to the Purchasing Division within three ( 3) business days after City Council has awarded the purchase. Failure to file a written vendor protest within three ( 3) business days shall constitute a waiver of proceedings under this policy. 2. 17. 3 In the best interest of the City, the right is reserved to make award( s) by individual items, group of items, all or none, or a combination thereof, with one or more suppliers; to reject any and all bids, or to waive any informality or technicality in bids received. 2. 18 SELECTION / REJECTION OF OPTIONS / ALTERNATIVES: If an inviertion to bid permits options or alternatives, the City reserves the right to select or reject any or all options or altematives that are bid and as deemed to be in the best interests of the City. Packet Pg. 43  F8 2.. b 2. 19 PUBLIC ENTITY CRIMES: A person or affiliate, as defined in § 287. 133, Florida Statutes, who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in § 287.01, Florida Statutes, for Category Two, for a period of 36 months from the date of being placed on the convicted vendor list. By submitting a bid, you are certifying your company is in compliance with § 287. 133, Florida Statutes. 2. 20 BID TABULATION & EVALUATION: Bidders may request copies of the bid tabulation documents via email, in person or by sending a stamped, self-addressed envelope