Fort Walton Beach Council agenda — 02-23-2010 Regular — reading text

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. 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, bureau, or employee during the submission process, except as provided in Paragraph 14. 2 below. Additionally, the City prohibits communications initiated by a bidder to the City Official or employee evaluating or considering the bids prior to the time a bid decision has been made. Any communication between bidder and the City will be initiated by the appropriate City Official or employee in order to obtain information or clarification needed to develop a proper, accurate evaluation of the bid. 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. 45-  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 Seven ( 7) 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 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. 11. 4 Direct inquiries to: William Worlds, Purchasing Agent Purchasing Division, City of Fort Walton Beach 105 Miracle Pkwy. SE Fort Walton Beach, Florida 32548 Telephone: ( 850) 833 -9523 Fax: ( 850) 833 -9643 Email: wworldsCa)-fwb. org WebsitE;: http: / www.fwb. / org 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 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. 13. RECEIPT OF BIDS, DUE DATE 13. 1 Sealed bids shall be submitted to the office of the City Clerk no later than 2: 30 PM Central Time), on JANUARY 29, 2010. 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 1. ity Clerk before the bid opening time. For Regular U. S. Mail Deliver: For Hand /Express Mail /UPS Delivery: City Clerk City Clerk City of Fort Walton Beach City of Fort Walton Beach P. O. Box 4009 107 Miracle Strip Parkway SW Fort Walton Beach, FL 32549 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 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. 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. 46- 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 for a sealed bid cannot be accepted. 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. 17. 1 When making the bid award decision, the City may consider evidence of formal or other complaints against any bidder(s) by the City for contracts held in the past or present by the bidder. 17. 2 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. The bidder receiving the highest Summed Total Weighted Rating will normally be awarded the bid. In evaluating a responsible /responsive bidder, the following weighted criteria will be considered by the City: CRITERIA DESCRIPTION WEIGHT RATING ( 1 - 5) WEIGHTED RATING 1. BID PRICE 50% The Lowest Total Price received will be used as the baseline for comparison of all other prices received. Lowest Price will receive a rating of "5 ". Other prices will be rated proportionately. 2. CAPABILITIES OF BIDDER 20% Considerations for rating of Capabilities include Number of Current Customers /Contracts Type and amount of Equipment owned Number of Employees & Years in Business Licenses & Certifications held by bidder 3. PAST PERFORMANCE 20% Each of (4) References will be rated 1 - 5 and multiplied times a weight of 5% ( 20% divided by 4) based on responses to ( 6) questions. Total Weighted Rating for this criteria will be the sum of all ( 4) references Weighted Ratings. The City may substitute its own experiences with a bidder as a reference when bidder has performed on a current or previous contract with the City Max of 5% Weight). 4. STATE CERTIFIED MINORITY/WOB /SDVOB 5% A Documented State Certification will receive a rating Of ( 5). No Documented State Certification will receive a rating of Zero ( 0). 5. LOCAL VENDOR PREFERENCE 5% Businesses located within City Limits will receive a rating of (5). Businesses located outside the City limits will receive a rating of Zero ( 0). 47- 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. 18. VENDOR PROTESTS: Bidders or Respondents who do not agree with the City Council' s recommendation for award are afforded the opportunity to protest the recommendation by submitting written notice to the Purchasing Division within five ( 5) business days after notice of award or after the date the petitioner could reasonably be! expected to have known of the City' s recommendation. 19. SELECTION / REJECTION OF OPTIONS / ALTERNATIVES: If an invitation to bid permits options or alternatives, the City reserve-; the right to select or reject any or all options or alternatives that are bid and as deemed to be in the best interests of the City. 20. PUBLIC ENTITY CRIMES: A person or affiliate, as defined in § 287. 133, Florida Statutes, who has been placed on the conviicted 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 constructioin or irepair 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. 21. BID TABULATION & EVALUATION: bidders may request copies of the bid tabulation documents via email, in person or by sending a stamped, self- addressed envelope with the bid. Bid Tabulations will not be provided by telephone. 22. TAX EXEMPT: The City does not pay federal excise and state sales taxes. The City' s tax exemption number is 85- 8012740106C -0 and is included on all purchase orders. 23. POLITICAL SUBDIVISIONS CONTRACTS: Under Florida Law, prices contained in State Contracts shall be available to the City of Fort Walton Beach, who might wish to purchase under a State Purchase Contract. The City reserves the right to purchase from a State Purchase Contract if in the best interest of the City. 24. MISTAKES: bidders are expected to examine the specifications, delivery schedules, bid prices, and all instructions pertaining to supplies and services. Failure to do so will be at the bidder's risk. 25. CONDITION and PACKAGING: It is understood and agreed that any item offered or shipped as a result of this bid shall be new and the current production model at the time of this bid, unless otherwise specified. All containers shall be suitable for storage or shipment, and all prices shall include standard commercial packaging. 26. SAFETY STANDARDS: Unless otherwise specified in the bid, all manufactured items, fabricated assemblies, and work methods shall comply with applicable requirements and standards of the Occupational Safety