Fort Walton Beach Council agenda — 01-24-12 regular — reading text

all blank spaces filled in. The signatures of all =_ 8 persons signing shall be in longhand. Erasures, interlineations, or other corrections shall be authenticated by affixing in the margin immediately opposite the correction the initials of a a L person signing the bid. If the unit price and the total amount named by a bidder for any item are not in agreement the unit price alone shall be considered as representing the bidder's intention, c and the totals shall be corrected. u 3. AMENDMENT OF THE INVITATION TO BID: It is the bidder' s responsibility to E contact the Purchasing Department prior to submitting a bid to ascertain if any addenda have u been issued, to obtain all such addenda, and return executed addenda with the bid ( or complete E and sign addenda acknowledgement forth.) The failure of a bidder to submit acknowledgment of any addenda that affects the bid price(s), is considered a major irregularity and will be cause for rejection of the bid. 00r 0 4. BIDDER' S CERTIFICATION FORM: Each bidder shall complete the " bidder's certification" form included with this invitation to bid, and submit the form with the bid. The m failure of a bidder to submit this document will be cause for rejection of the bid. cv 5. SPECIFICATIONS REQUIRED: All items quoted must be in compliance with the specifications. If you we taking exception, indicate those exceptions on company letterhead and S attach to this invitation to bid. Page 13 of 27 Packet,Pg +104r  8. 3. e nu 6. ALTERNATIVESISUBSTITUTIONS TO SPECIFICATIONS: Any alternatives or substitutions to the attached specifications must be clearly delineated, set out and submitted with ' m the bid (use separate sheets of paper and make them part of the bid). $ Du 7. PRICES, TERMS, and PAYMENT: All prices must be firth for the delivery schedule w quoted in the specifications. Bids stipulating " Price in effect at time of shipment" or other similar c 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 t w in time to earn any offered cash discounts. Discount time will be computed from the date of p satisfactory delivery at place of acceptance or from receipt of correct invoice at the Finance Department office, whichever is later. c 0N 8. TRADE NAMES mM 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 famish the item so identifiedo and does not propose to furnish an " EQUAL" unless the proposed " EQUAL" is definitely G indicated therein by the bidder. 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 what he proposes to furnish and forwards with his bid a cut illustration or other descriptive matter which will clearly indicate the character of the article covered by his bid. 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 specification requirements but may comply substantially therewith. 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. 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. 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. Page 14 of 27 Pack Pg i05  8. 3. e R111111111 D -_ - -- v 11. QUESTIONS REGARDING SPECIFICATIONS OR BIDDING PROCESS: N 11. 1 Respondents are advised that from the date of release of this solicitation until o 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 N m listed below in section 11. 4. 0 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 m and opening of bids. No inquiries, if received within ten ( 10) days of the date set for the receipt Ei Any interpretation made to prospective bidders will be  8. 3. 0 it !; ulta08 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 00o and time. Repeated failure to bid without sufficient justification shall be cause for removal of the supplier' s name from the bid list. VaI m c 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. mu 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 O time and place of the bid opening. Bids which for any reason are not so delivered will not be 0 returned but will be retained in the " BID FILE" unopened. Offers by telephone for a sealed bid 0N cannot be accepted. m 17. AWARD OR REJECTION OF BIDS: The contract will be awarded to the lowest 9 responsive and responsible bidders) 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 nt. a rmN 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. 17. 2 Award will be made in approximately sixty ( 60) 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. 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. SELECTION / REJECTION OF OPTIONS / ALTERNATIVES: If an invitation to bid