Fort Walton Beach Council agenda — 04-23-13--regular — reading text

that such execution be acknowledged before a Notary Public m 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 stale that the person who ration 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. ILa 3. 1. 1 In the case of a partnership, the agreement must be signed by a general or managing partner and notarized as outlined above. v U 3. 1. 2 In the case of a sole proprietorship, the owner must sign the agreement and have such execution notarized. 0 n 3. 1. 3 If you have any questions regarding the execution of the signature page, please feel free 9 to contact the Purchasing Department at ( 850) 833 -9523 for further clarification. m 3. 2 SUBMITTAL OF BIDS: Bids shall be submitted utilizing the bid form s) provided by the t: o 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 m affixing in the margin immediately opposite the correction the initials of a person signing the bid. If a alone shall be considered as re resentin the bidder's intention and the totals shall be correct mNN 33 AMENDMENT OF THE INVITATION TO BID: It is the bidder' s responsibility to 0 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 fomtJ The failure of a bidder to submit acknowledgment of any addenda ii that affects the bid price( s), is considered a major irregularity and will be cause for rejection of the N bid. oM 3. 4 BIDDER' S CERTIFICATION FORM: Each bidder shall complete the " Bidder's m Certification" form included with this invitation to bid, and submit the fount with the bid. The failure of a bidder to submit this document will be cause for rejection of the bid. 3. 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 4 attach to this Invitation to Bid. 3. 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 ofpaper and make them part of the bid). Pn_ c 12 cf 17 3. 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 earn any offered cash discounts. Discount time will be computed from the date of satisfactory delivery at place m of acceptance or from receipt of correct invoice at the Finance Department office, whichever is later. 3. 8 TRADE NAMES 4ct 3. 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 Du does not propose to furnish an " EQUAL" unless the proposed " EQUAL" is definitely indicated a N therein by the bidder. acA 3. 8. 2 The reference to a name brand is intended to be descriptive but not restrictive and only a to indicate to the prospective bidder articles that will be satisfactory. Bids on other makes and n catalogs will be considered provided each bidder clearly states in their bid or proposal exactly what x they propose to furnish and forwards with their bid a cut illustration or other descriptive matter which o will clearly indicate the character of the article covered by their bid. NO 3. 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 mr specification requirements but may comply substantially therewith. ao 3. 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 a3 descriptive data to enable the City to determine if such specification requirements are met. Mm N 3. 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. 3. 10 EFFECTIVE PERIOD: Prices quoted in the bid must remain open for a period of ninety 90) days from the date of bid opening. 3. 11 QUESTIONS REGARDING SPECIFICATIONS OR BIDDING PROCESS: 3. 1 l. 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. Pug, I, cl'_.  3. 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. r n 3. 11. 3 It will be the responsibility of the bidder to contact the Purchasing Department or go to NN w. floridabiclsysteni.com and/ or www fwb.orc ( Purchasing Dept links) prior to submitting a bid to ac ascertain if any addenda have been issued, to obtain all such addenda, and return executed addenda 9 U with the bid. N 3. 11. 4 Direct all inquiries to: Paul Eubanks, Purchasing Agent acv a Purchasing Department, City of Fort Walton Beach vu 105 Miracle Parkway, SW Fort Walton Beach, Florida 32548 Telephone: ( 850) 833 -9523 Fax: ( 850) 833- 9643 Dxd o Email: P tbankOI INNb ( 111, NO Websites: www. floridabidsysMCm.Colo and rvww -IwbA)rg; 3. 12 SEALED BIDS: All bids must be submitted in a sealed envelope. The face of the envelope mr shall contain the date and time of the bid opening and the bid number. Bids not submitted on the o a City's bid forms may be rejected. All bids are subject to the conditions specified and on any attached 3 sheets, specifications, special conditions or vendor notes. M 3. 13 RECEIPT OF BIDS, DUE DATE NN_ 3. 13. 1 Sealed bids shall be submitted to the Office of the City Clerk no later than a