Fort Walton Beach Council agenda — 05-22-2007 regular agenda — reading text

18. 1 Proper Invoice: For purpose of billing submission and payment procedures, a " proper invoice" by a contractor, vendor or other invoicing party shall consist of at least all of the following: 18. 1.1 A description ( including quantity) of the goods and/or services provided to the City or a party on behalf of the City) reasonably sufficient to identifY it (or them); 18. 1.2 The amount due, applicable discount( s), and the terms thereof; 18. 1.3 The full name of the vendor, contractor or other party who is supplying the goods and/or services including a mailing address in case of a dispute and a mailing address for payment purposes ( if they are different) and a telephone number; 18. 1.4 The Purchase Order or Contract number as supplied by the City; and Purchasing Department Page: 13  Study of Alternative Delivery Methodologies for City Services Request for Proposal 07- 117 18. 1.5 An identification by Bureau, Office or Department of the party( ies) to whom the goods were delivered or services provided. All invoices, in order to be classified as a proper invoice, shall be delivered to Accounts Payable, Finance Department, City of Fort Walton Beach, PO Box 4009, Fort Walton Beach, Florida, 32549. Finally, in addition to all ofthe above, in order to be considered a proper invoice, it must be based on a proper delivery, installation, or provision of the goods and/or services to and acceptance by the City ( or party on behalf of the City); the vendor, contractor or other party who is supplying the goods and/ or services has otherwise complied with all of the contract' s terms and conditions and is not in default of any of them; and if the contract requires any subcontractors or other parties to be bound by similar other " flow- down" requirements that those requirements have been complied with. 18. 2 Dispute Resolution: In the event a dispute occurs between a contractor, vendor or other invoicing party (" invoicing party") and the City concerning payment of an invoice, the City Department, Office or Bureau which has the dispute along with a representative of the City' s Office of Purchasing and Materials Management and the invoicing party shall meet to consider the issues. The disputed invoicing party shall provide to the City such material and information as the City may reasonably require. Any such procedure shall be initiated by either party notifying the other in writing of a dispute and stating with specificity its nature. This procedure shall commence no later than forty- five 45) days, and be resolved no later than 60) sixty ( days, after the date on which the proper invoice was received by the City. Any decision by the Director of Purchasing shall constitute the final decision of the City regarding these matters and shall be communicated in writing to the invoicing party within three business days after such decision. If no decision is rendered within the time period as set out above, then a decision against the invoicing party shall be deemed to have been issued. 19. PROPOSER' S WARRANTY: The proposer warrants that no one was paid a fee, commission, gift, or other consideration contingent upon receipt of an award for the services and/or supplies specified herein. 20. INSURANCEIPERFORMANCE BONDS: Insurance and/or Performance Bond coverage may be required by the Contract Specifications and shall be in force throughout the Contract term. Should a Contractor fail to provide acceptable evidence of current insurance and/or a Performance Bond within seven ( 7) days prior to the date of an expiration insurance policy or bond at any time during the Contract term, the City shall have the absolute right to terminate the Contract without any further obligation to the Contractor. The Contractor shall be liable for the entire additional cost of procuring performance and the cost of performing the incomplete portion of the Contract at the time of termination. Purchasing Department Page: 14  Study of Alternative Delivery Methodologies for City Services Request for Proposal 07- 117 21. FLORIDA SALES TAX: The City is a governmental agency and a political subdivision under Florida law. Purchases by the City under this Contract are exempt trom Florida sales tax: The City' s tax exempt number is 85- 80 12740106C- 0. No purchase made by any entity is qualified to be exempt other than those made directly by the City. The City' s sales tax exemption does not apply to goods and services purchased separately by a Contractor in connection with its fulfillment of its Contract obligations. The Contractor shaH be responsible for paying any taxes, fees or similar payments that are required to be paid in connection with the Contract work. 22. DRUG-FREE WORKPLACE CERTIFICATION: By submitting a proposal in response to this Request for Proposal, you are certifying that your company is a drug- ftee workplace in accordance with Florida Statute g287. 087. 23. AMERICANS WITH DISABILITIES ACT: Persons with disabilities needing a special accommodation to participate in this proceeding should contact the City Clerk located at 107 Miracle Strip Parkway SW, Fort Walton Beach, Florida 32548, telephone ( 850) 833- 9509, no later than seven ( 7) days prior to the date on which the accommodation is requested. 24. PURCHASING AGREEMENTS WITH OTHER GOVERNMENT AGENCIES: The submission of any proposal in response to this Request for Proposal constitutes a proposal made under the same terms and conditions, for the same contract prices and/or fee schedules to other governmental agencies within the State of Florida, unless otherwise stipulated by the proposer within the proposal documents. Each governmental agency desiring to accept these proposals, and make an award thereof, shall do so independently of any other governmental agency. Each agency shall be responsible for its own purchases and each shall be liable only for materials and/or services ordered and received by it, and no agency assumes any liability by virtue of this proposal. 25. INSURANCE: No Contractor will be eligible for consideration unless helshelit provides evidence of insurance coverage, which is equal or exceeds the minimum standards for this project. As outlined below, such insurance shall be written by a company licensed to do business in the State of Florida and shall have an A.M. best rating of at least B+ VI. a. Workers Comoensation: Coverage A To be in confonnity with Florida Statues Coverage B 500, 000/$ 500, 000/$ 500,000 Purchasing Department Page: 15 Study of Alternative Delivery Methodologies for City Services Request for Proposal 07- 117 b. Commercial General Liabilitv: Each occurrence for: 1, 000,000 Bodily InjurylProperty Damage Products/Completed Operations 1, 000,000 Annual Aggregate for: Bodily InjurylProperty Damage 1, 000, 000 Products/ Completed Operations 1, 000, 000 Fire Legal Liability 100, 000 This coverage shall include the following provisions: The City of Fort Walton Beach shall be an additional insured. The policy shall not be cancelled unless the City is given at least thirty ( 30) days advanced notice. Contractual Liability. Any coverages which are eliminated, restricted or reduced to less than what is commonly provided by standard IS.0. forms must be indicated. c. Commercial Automobile Liabilitv: Combined single limit for bodily injury and/or property damage $ 1, 000, 000 This coverage shall include the following provisions: The City of Fort Walton Beach shall be an additional insured The policy shall not be cancelled unless the City is given at least thirty ( 30) days advanced notice Contractual Liability; and what is commonly Any coverages which are eliminated, restricted or reduced to less than provided by standard [ 8. 0. forms must be indicated.