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

n 2:30PM( CST), on March 5 2013. Bids shall not be accepted after this time and date. Each bid shall U be submitted in a sealed envelope marked with the bid number, title of the bid, and bid opening date. a 3. 13. 2 Sealed bids are to be addressed as follows for either mail or hand delivery. Bids nm submitted by mail must be received by the City Clerk no later than the bid opening time. Deliver to: 0 M City Clerk m City of Fort Walton Beach C 107 Miracle Strip Parkway SW E Fort Walton Beach, FL 32548 u m 3. 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 name from the bid list. Page 14 , 1 2- 3. 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. 3. 16 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 his 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 scaled bid cannot be accepted. am m 3. 17 AWARD OR REJECTION OF BIDS: The contract will be awarded to the lowest t responsive and responsible bidder(s) complying with all the provisions of the Invitation to Bid, a provided the bid price is reasonable and it is in the interest of the City to accept it. v u y 3. 17. 1 The City of Fort Walton Beach reserves the right to reject any or all bids and to waive a any informality in bids received whenever such rejection or waiver is in the interest of the City. The c City of Fort Walton Beach also reserves the right to reject the bid of a bidder who has previously A failed to perform properly or complete on time contracts of a similar nature, or a bid of a bidder who v investigation shows is not in a position to perform the contract. n 3. 17. 2 Award will be made in approximately ninety ( 90) days. It is incumbent on bidders to x contact the Purchasing Department at ( 850) 833 -9523 to determine the successful bidder(s). Bidders w or respondents who do not agree with the City Council' s award are afforded the opportunity, to 0 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 mF protest within three ( 3) business days shall constitute a waiver of proceedings under this policy. o v 3. 17. 3 In the best interest of the City, the right is reserved to make award( s) by individual 3 items, group of items, all or none, or a combination thereof, with one or more suppliers; to reject any a and all bids, or to waive any informality or technicality in bids received. 3. 18 SELECTION / REJECTION OF OPTIONS /ALTERNATIVES: if an Invitation to Bid MmNN d permits options or alternatives, the City reserves the right to select or reject any or all options or m alteratives that are bid and as deemed to be in the best interests of the City. aUA 3. 19 PUBLIC ENTITY CRIMES: A person or affiliate, as defined in § 287. 133, Fla. Star., who m 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 N0 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 m 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, Fla. a E Stat., 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, um Fla. Star. 3. 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 with the bid. Bid Tabulations will not be provided by telephone. Psge 1 < of , 3. 21 TAX EXEMPT: The City does not pay federal excise and state sales taxes. Our tax exemption number is 85- 8012740106C -0 and is on our purchase orders. 3. 22 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. 2W n 3. 23 MISTAKES: Bidders are expected to examine the specifications, delivery schedules, bid c prices, and all instructions pertaining to supplies and services. Failure to do so will be at the bidder's risk. au y 3. 24 CONDITION and PACKAGING: It is understood and agreed that any item offered or a shipped as a result of this bid shall be new and the current production model at the time of this bid, v unless otherwise specified. All containers shall be suitable for storage or shipment, and all prices m shall include standard commercial packaging. v au 325 SAFETY STANDARDS: Unless otherwise specified in the bid, all manufactured items and xv fabricated assemblies shall comply with applicable requirements and standards of the Occupational Safety and Health Act. N0 3. 26 MARKING: Each individual container shall be marked with the brand name of the product, of quantity and the name and address of the manufacturer. Each shipping container shall include the inF 0 Number. vA 3. 27 INVOICING and PAYMENT: The supplier shall be paid upon submission of invoices to: Accounts Payable, City of Fort Walton Beach, 107 Miracle Strip Pkwy SW, Fort Walton Beach, n Florida 32548. Invoices are to be billed at the prices stipulated on the purchase order and as outlined NN in this bid. All invoices must sho the City of Fort Walton Beach Purchase Order Number. m N 3. 28 CONFLICT OF INTEREST: Any award of contract for this Invitation to Bid is subject to u Chapter 112, Florida Statutes. All bidders must disclose with their bid the name of any officer, director, or agent who is also an employee of the City of Fort Walton Beach. Further, all bidders must disclose the name of any City of Fort Walton Beach officer, director, or employee who owns, directly 9m or indirectly, an interest of ten percent ( 10 %) or more of the bidder' s firm or any of its branches or 0 who has any contractual relationship or agreement of any kind with the bidder. The bidder warrants that no one was paid a fee, commission, gift, or other consideration contingent upon receipt of an in award for the services and /or supplies specified herein. 3. 29 INSPECTION, ACCEPTANCE, and TITLE: Inspection and acceptance will be at destination unless otherwise stipulated by the City. Title and risk of loss or damage to all items shall rEcryv be the responsibility of the shipper (vendor) until accepted by the using department of the City of Fort Walton Beach, unless loss of damage results from negligence by the City of Fort Walton Beach or its Departments. 3. 30 DISPUTES: In case of any doubt or differences of opinion as to the items to be furnished pursuant to the specifications of this invitation to bid, the decision of the City of Fort Walton Beach City Manager shall be final and binding on both parties. 11 ,, c 16 ct ?- 3. 31 LEGAL REQUIREMENTS: Federal, state, county and local laws, ordinances, rules and regulations that in any manner affect the item(s) covered in the specifications of this invitation to bid shall