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Certification of Contract with Volcanic Manufacturing LLC MIAMIBEACH CaG- CITY OF MIAMI BEACH //a // O CERTIFICATION OF CONTRACT / G TITLE: For Purchase of Bicycles, Parts, Accessories and Repair Services CONTRACT NO.: ITB 2018-043-AK EFFECTIVE DATE(S): This Contract shall remain in effect for a period of three (3) years from date of execution by the Mayor and City Clerk of the City of Miami Beach, and may be extended at the sole discretion of the City, through its City Manager, for two (2) additional (1) year terms. SUPERSEDES: 16-032-AK CONTRACTOR(S): Volcanic Manufacturing LLC. For(Groups A and B). ESTIMATED ANNUAL CONTRACT AMOUNT: NA A. AUTHORITY - Upon affirmative action taken by the Mayor and City Commission of the City of Miami Beach, Florida ("City"), on September 12, 2018, approving the award of this Contract, and upon execution thereof by the Volcanic Manufacturing LLC. a Washington Limited liability corporation (the "Contractor"). B. EFFECT - This Contract is entered into to provide for Purchase of Bicycles, Parts, Accessories and Repair Services. Invitation to Bid No. ITB 2018-043-AK and any addenda thereto (the ITB), and Contractor's bid in response thereto (this Contract, the ITB, and Contractor's bid in response thereto may hereinafter collectively be referred to as the "Contract Documents"). C. ORDERING INSTRUCTIONS - All blanket purchase orders shall be issued in accordance with the City of Miami Beach Department of Procurement Management policies and procedures, at the prices indicated, exclusive of all Federal, State and local taxes. All blanket purchase orders shall show the City of Miami Beach Contract Number 2018-043-AK. D. CONTRACTOR PERFORMANCE - City of Miami Beach departments shall report any failure of Contractor's performance (or failure to perform) according to the requirements of the Contract Documents to City of Miami Beach, Manuel Moraga/Sergeant, City of Miami Beach Police Department at 305-673-7000 ext. 5668. . E. INSURANCE CERTIFICATE(S) - The Contractor shall file Insurance Certificates, as required, which must be signed by a Registered Insurance Agent licensed in the State of Florida, and approved by the City of Miami Beach Risk Manager, prior to delivery of supplies and/or commencement of any services/work by Contractor. F. ASSIGNMENT AND PERFORMANCE - Neither this Contract nor any interest herein shall be assigned, transferred, or encumbered by Contractor without the prior written consent of the City. In addition, Contractor shall not subcontract delivery of supplies, or 1 Page 2 Certification of Contract any portion of work and/or services required by the Contract Documents without the prior written consent of the City. Contractor warrants and represents that all persons providing/performing any supplies, work, and/or services required by the Contract Documents have the knowledge and skills, either by training, experience, education, or a combination thereof, to adequately and competently provide/perform same, or services to City's satisfaction, for the agreed compensation. Contractor shall provide/perform the supplies, work, and/or services required under the Contract Documents in a skillful and respectable manner. The quality of the Contractor's performance and all interim and final product(s) and /or work provided to or on behalf of City shall be comparable to the best local and national standards. G. SERVICE EXCELLENCE STANDARDS — Excellent Customer Service is the standard of the City of Miami Beach. As a Contractor of the City, Contractor will be required to conduct itself in a professional, courteous and ethical manner, and at all times adhere to the City's Service Excellence standards. Training will be provided by the City's Organizational Development and Training Specialist. H. PUBLIC ENTITY CRIMES — Contractor acknowledges that the provisions of the Public Entity Crimes Act, Section 287.133, Florida Statutes, shall apply to this Contract, which statute provides, in pertinent part, that a person or affiliate who is a contractor, consultant or other provider, who 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 the City, may not submit a bid on a contract with the City for the construction or repair of a public building or public work, may not submit bids on leases of real property to the City, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with the City, and may not transact any business with the City in excess of the threshold amount provided in Section 287.017, Florida Statutes, for category two purchases for a period of 36 months from the date of being placed on the convicted vendor list. Violation of this section by Contractor shall result in cancellation of the Contract and may result in Contractor debarment. INDEPENDENT CONTRACTOR - Contractor is an independent contractor under this Contract. Supplies, work, and/or services, provided by Contractor pursuant to the Contract Documents shall be subject to the supervision of Contractor. In providing such supplies, work, and/or services, neither Contractor nor its agents shall act as officers, employees, or agents of the City. This Contract shall not constitute or make the parties a partnership or joint venture. J. THIRD PARTY BENEFICIARIES - Neither Contractor nor City intends to directly or substantially benefit a third party by this Contract and/or the Contract Documents. Therefore, the parties agree that there are no third party beneficiaries to this Contract and that no third party shall be entitled to assert a claim against either of them based upon this Contract and/or the Contract Documents. The parties expressly acknowledge that it is not their intent to create any rights or obligations in any third person or entity under this Contract and/or the Contract Documents. 2 Page 3 Certification of Contract K. NOTICES - Whenever either party desires to give notice to the other, such notice must be in writing, sent by certified United States Mail, postage prepaid, return receipt requested, or by hand-delivery with a request for a written receipt of acknowledgment of delivery, addressed to the party for whom it is intended at the place last specified. The place for giving notice shall remain the same as set forth herein until changed in writing in the manner provided in this section. For the present, the parties designate the following: For City: Manuel Moraqa City of Miami Beach Police Department 1100 Washington Avenue Miami Beach, Florida 33139 With copies to: City Clerk City Clerk Office 1700 Convention Center Drive Miami Beach, Florida 33139 For Contractor: Volcanic Manufacturing LLC. 28 CBD Mall North Bonneville, WA. 98639 Attn: Jennifer Kackley Phone: 844-316-3281 E-mail: jenniferncvolcanicbikes.com L. MATERIALITY AND WAIVER OF BREACH - City and Contractor agree that each requirement, duty, and obligation set forth in the Contract Documents is substantial and important to the formation of this Contract and, therefore, is a material term hereof. City's failure to enforce any provision of the Contract Documents shall not be deemed a waiver of such provision or modification of this Contract. A waiver of any breach of a provision of this Contract shall not be deemed a waiver of any subsequent breach and shall not be construed to be a modification of the terms of this Contract. M. SEVERANCE - In the event a portion of this Contract and/or the Contract Documents is found by a court of competent jurisdiction to be invalid, the remaining provisions shall continue to be effective unless City or Contractor elects to terminate this Contract. An election to terminate this Contract based upon this provision shall be made within seven (7)days after the finding by the court becomes final. 3 Page 4 Certification of Contract N. APPLICABLE LAW AND VENUE - This Contract and/or the Contract Documents shall be enforceable in Miami-Dade County, Florida, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein exclusive venue for the enforcement of same shall lie in Miami-Dade County, Florida. By entering into this Contract, Contractor and City hereby expressly waive any rights either party may have to a trial by jury of any civil litigation related to, or arising out of the Contract and/or the Contract Documents. Contractor, shall specifically bind all subcontractors to the provisions of this Contract and the Contract , Documents. O. AMENDMENTS - No modification, amendment, or alteration in the terms or conditions contained herein, or in the Contract Documents, shall be effective unless contained in a written document prepared with the same or similar formality as this Contract and executed by the City and Contractor. P. This Contract shall not be effective until all bonds and insurance(s) required under the Contract Documents have been submitted to, and approved by, the City's Risk Manager. Q. The ITB and Contractor's bid in response thereto, are attached to this Contract and are hereby adopted by reference and incorporated herein as if fully set forth in this Contract. Accordingly, Contractor agrees to abide by and be bound by any and all of the documents incorporated by the Contract Documents. Where there is a conflict between any provision set forth within (i) this Contract; (ii) the ITB; and /or (iii) Contractor's bid in response thereto, the more stringent provision (as enforced by the City) shall prevail. R. Contractor shall have no entitlement to perform any services hereunder, or to be compensated for any services, unless set forth in a written Purchase Order. 4 Page 5 Certification of Contract IN WITNESS WHEREOF the City and Contractor have caused this Certification of Contract to be signed and attested on this - day of 6 .\, , , 20IS, , by their respective duly authorized representatives. VOLCANIC MANUFACTURING LLC. CITY OF MIAMI BEACH 'l By � � By ��1_ . President/ Sig re Mayor C _1IC. KetcAley Print Name .J ATTEST: ATTEST: Al // (XI !I S- .r r Signa Raf ea' I E. Gtanado, City Clerk IF • Print Name Date y/zO to APPROVED AS TO FORM &LANGUAGE &FOR EXECUTION 0S City Attorney at'1e Date iINCGRP PRATED' r 5 ATTACHMENT A RESOLUTION COMMISSION ITEMS AND COMMISSION MEMORANDUM Competitive Bid Reports-C2 G MIAMI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Jimmy L. Morales, City Manager DATE: September 12, 2018 SUBJECT: REQUEST FOR APPROVAL TO AWARD A CONTRACT PURSUANT TO INVITATION TO BID (ITB) NO. 2018-043-AK PURCHASE OF BICYCLES, PARTS, ACCESSORIES AND REPAIR SERVICES. RECOMMENDATION The Administration recommends that the Mayor and City Commission of the City of Miami Beach, Florida approve the City Manager's recommendation pertaining to the bids received, pursuant to ITB 2018-043-AK for Purchase of Bicycles, Parts, Accessories and Repair Services. ANALYSIS The Police and Parks 8 Recreation Departments require bicycles to operate efficiently throughout their assigned areas. The City has a current inventory of 120 bicycles, and purchases approzmately 20 bicycles per year. Therefore, in an effort to meet the departmental needs, the Procurement Department issued Invitation to Bid ("ITB") 2018-043-AK for Purchase of Bicycles, Parts, Accessories and Repair Services. The ITB seeks to establish a contract that will provide access to: 1) vendor(s) that provide greatest fixed percentage discount based on the manufacturer's suggested retail price for purchase of bicycles; 2)select vendor(s) that provide greatest fixed percentage discount based on the manufacturer's suggested retail price for bicycle parts and accessories;3)select vendor(s)that provide bicycle repair services. ITB PROCESS Invitation to Bid (ITS)2018-043-AK,for Purchase of Bicycles, Parts,Accessories and Repair Services,was issued on March 9, 2018, with a bid opening date of April 27, 2018, The Procurement Department issued bid notices to 85 companies utilizing wwwpublicpurchase.com website. The notices resulted in the receipt of three (3) responses from: Mack Cycle and Fitness, Miami Beach Bicycle Center Inc., and Volcanic Manufacturing LLC. Staff has evaluated the responses and determined that Mack Cycle and Fitness. Miami Beach Bicycle Center Inc., and Volcanic Manufacturing LLC have met the requirements of the ITB. After consideration and evaluation of all bids received pursuant to ITB 2018-043-AK, staff recommends that the City Manager, approve the award to all responsive, responsible bidders,and further authorize the execution of contracts as follows for the listed categories: Group A Purchase and delivery of bicycle Vendor Nae Manufacturer Percentage(%) Name Discount of MSRP CANNONDALE ELECTRA MACK CYCLE AND FITNESS GIANT 16% SCHWINN SPECIALIZED BIKE FAT BIKES FUJI POLICE BIKES MIAMI BEACH GT BIKE BICYCLE CENTER KONA 10% INC. SAFARILAND PATROL BIKE SCOTT VOLCANIC FAT BIKE(Alternate) MANUFACTURING MONTAGUE POLICE BIKE 0% LLU I (Alternate) I Group B Bicycle parts and accessories Vendor Name Manufacturer Pace^ (%) Discount of 6ISRP CANNONDALE MACK CYCLE AND ELECTRA FITNESS GIANT 20% SCHWINN SPECIALIZED BIKE CANNONDALE FAT BIKES ELECTRA FUJI POLICE BIKES MIAMI BEACH GT BIKE BICYCLE CENTER KONA 20% INC. SAFARILAND PATROL BIKE SCHWINN SCOTT SPECIALIZED BIKE VOLCANIC FAT BIKE(Equivalent) MANUFACTURING MONTAGUE POLICE BIKE 20% LLC (Alternate) Group C Bicycle repair services Repair Supplies&Materials Vendor Name Manufacturer Services Percentage(%)Discount Hourly Rate of MSRP CANNONDALE ELECTRA MACK CYCLE GIANT AND FITNESS SCHWINN $50/hour 10 to SPECIALIZED BIKE FAT BIKES FUJI POLICE MIAMI BEACH BIKES BICYCLE GT BIKE $70/hour CENTER, INC. KONA 10% SAFARILAND PATROL BIKE SCOTT Below is a brief summary of the companies: Mack Cycle and Fitness Mack Cycle and Fitness has been in business for 61 years and has been recognized by the industry as a 5 Star Top 100 Bike Store in the country, providing bicycles, apparel,cycling clothing sales, and repairs services. Miami Beach Bicycle Center, Inc. Miami Beach Bicycle Center, Inc., has been in the bike industry nearly four decades, serving South Florida bicycle community. Miami Beach Bicycle Center, Inc., provides bicycle and accessories sale, repairs, and rental services. Miami Beach Bicycle Center, Inc., has been a vendor for the City since 2005 and has performed well. Volcanic Manufacturing LLC In 2005 Volcanic Bikes secured its first contract and began building Approach Patrol Bicyls for its first satisfied customer, the City of Seattle. Years later, Volcanic is covered by departments all over the U.S. and is generating interest and sales internationally. Accordingly, staff recommends award to Mack Cycle and Fitness. Miami Beach Bicycle Center, Inc.,and Volcanic Manufacturing LLC as lowest, responsible bidder per groups as indicated above and in the bid tabulation(Attachment A). CONCLUSION After considering staffs recommendation and the bid received, pursuant to ITB 2018-043-AK. I recommend that the Mayor and City Commission of the City of Miami Beach, Florida,approve the award of a contract to Mack Cycle and Fitness, Miarrr Beach Bicycle Center, Inc., and Volcanic Manufacturing LLC, as indicated in the table above, and further authorize the Mayor and City Clerk to execute the contracts. eking Police/Procurement ATTACHMF NTS: Description c Attachment A ATTACHMENT B INVITATION TO BID (ITB) AND ADDENDUMS MIAMIBEACH City of Miami Beath, i 55 Menden, Avence. 3' Floor, Miami Beach, Moeda 33139. wuw.miamiteac fl.gov ADDENDUM No. 2 ITB 2018-043-AK PURCHASE OF BICYCLES, PARTS, ACCESSORIES AND REPAIR SERVICES April 23, 2018 This Addendum to the above-referenced ITB is issued in response to clarifications and revisions issued by the City. The ITB is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: ITB DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 p.m., on Friday, April 27, 2018, at the following location: City of Miami Beach Procurement Department 1755 Meridian Avenue, 3"' Floor Miami Beach, Florida 33139 Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic or other delays for which the Proposer is solely responsible. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadono,miamibeachfj qov. Procurement Contact: Telephone: - Email: Aneta Kamyczek 305-673-7000, ext. 6455 anetakamyczek@miamibeachfl.gov Proposers are reminded to acknowledge receipt of this Addendum as part of your ITB submission. Potential proposers that have elected not to submit a response to the ITB are requested to complete and retur • .pendix B questionnaire with the reason(s)for not submitting a proposal. n _ n An ex r- is roc ti ent Director 1 ADDENDUM No.2 I ITB 2018043-AX MIAMIBEACH City of Miami Beach. I755 Mericlan Avenue, r Floor, Miami Beach. Florida 33139, www.miamrbeachfl.yov ADDENDUM No. 1 ITB 2018-043-AK PURCHASE OF BICYCLES, PARTS, ACCESSORIES AND REPAIR SERVICES April 17, 2018 This Addendum to the above-referenced ITB is issued in response to clarifications and revisions issued by the City. The ITB is amended in the following particulars only (deletions are shown by strikethrough and additions are underlined). I. MODIFICATIONS: ITB DUE DATE AND TIME. The deadline for the receipt of proposals is extended until 3:00 p.m., on Monday, April 23, 2018, at the following location: City of Miami Beach Procurement Department 1755 Meridian Avenue, 3'" Floor Miami Beach, Florida 33139 Late proposals will not be accepted. Proposers are cautioned to plan sufficient time to allow for traffic or other delays for which the Proposer is solely responsible. Any questions regarding this Addendum should be submitted in writing to the Procurement Department to the attention of the individual named below, with a copy to the City Clerk's Office at RafaelGranadono,miam i beachfl.gov. Procurement Contact: Telephone: Email: Aneta Kamyczek 1305-673-7000, ext. 6455 anetakamyczekng,miamibeachf.gov Proposers are reminded to acknowledge receipt of this Addendum as part of your ITS submission. Potential proposers that have elected not to submit a response to the ITB are requested to complete and retu2-Appendix B questionnaire with the reason(s)for not submitting a proposal. Siner c Alex De w " /z'C procurement Director 1 ADDENDUM No.1 RS 2018-043-AK INVITATION TO BID (ITB) PURCHASE OF BICYCLES, PARTS, ACCESSORIES AND REPAIR SERVICES 2018-043-AK BID ISSUANCE DATE: MARCH 9, 2018 BID DUE: APRIL 20, 2018@ 3:00 PM ISSUED BY: ANETA KAMYCZEK m MIAMIBEACH ANETA KAMYCZEK, CONTRACTING OFFICER I PROCUREMENT DEPARTMENT 1755 MERIDIAN AVE, 3RD FLOOR, Miami Beach, FL 33139 305.673.7000 x 6455 I www.miamibeachfl.gov '.' BEACH TABLE OF CONTENTS SOLICITATION SECTIONS: PAGE 0100 NOT UTILIZED 2 0200 INSTRUCTIONS TO BIDDERS & GENERAL CONDITIONS 3 0300 BID SUBMITTAL INSTRUCTIONS & FORMAT 16 APPENDICES: APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE AND AFFIDAVITS 18 APPENDIX B "NO BID" FORM 24 APPENDIX C MINIMUM REQUIREMENTS & SPECIFICATIONS 26 APPENDIX D SPECIAL CONDITIONS 30 APPENDIX E COST PROPOSAL FORM 32 APPENDIX F INSURANCE REQUIREMENTS 36 ITB 2018-043-AK 2 BEACH SECTION 0200 INSTRUCTIONS TO BIDDERS 1.GENERAL. This Invitation to Bid (ITB) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Proposers to submit their qualifications, proposed scopes of work and cost proposals (the "bid") to the City for the City's consideration as an option in achieving the required scope of services and requirements as noted herein. All documents released in connection with this solicitation, including all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation, and are complementary to one another and together establish the complete terms, conditions and obligations of the Proposers and, subsequently,the successful Bidders(s)(the"contractor[s]") if this ITB results in an award. The City utilizes PublicPurchase (www.publicpurchase.com) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this ITS. Any prospective Bidder who has received this ITB by any means other than through PublicPurchase must register immediately with PublicPurchase to assure it receives any addendum issued to this ITB. Failure to receive an addendum may result in disqualification of proposal submitted. 2.PURPOSE. The City has a current inventory of 120 bicycles, and purchases approximately 20 bicycles per year. The purpose of this solicitation is to establish a contract for purchase bicycles, parts and accessories, repair services, as specified herein,with the vendor that will give prompt and effective service compliant with the pricing terms and conditions and stipulations. The intent of this solicitation is to: 1) select vendor(s) that provide greatest fixed percentage discount based on the manufacturer's suggested retail price for purchase of bicycles; 2)select vendor(s) that provide greatest fixed percentage discount based on the manufacturer's suggested retail price for bicycle parts and accessories; 3) select vendor(s)that provide bicycle repair services. Interested firms may: submit a bid response solely for Group A (Bicycle Purchase); or, Group B (Bicycle Parts and Accessories); or, Group C (Bicycle Repair Services); or, for all or any combination of Groups A, B, C. The requirements and specifications are further detailed herein and, specifically in Appendix C. 3. SOLICITATION TIMETABLE.The tentative schedule for this solicitation is as follows: ITS Issued March 9,2018 Pre-Bid Meeting N/A Deadline for Receipt of Questions April 11,2018 at 5:00PM Responses Due April 20, 2018 at 3:00PM Tentative Commission Approval Authorizing Award May,2018 4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: Procurement Contact: Telephone: Email: Aneta Kamyczek 305-6717000 x 6455 anetakamvczekemiamibeach0.aov ddltionally. the ON Clerk is tc be coped on all communications via e-mail of RafaelGranadoemiamibeachf.gov. er via facsimile. 786--:9x =188 The Bid title/number shall be referenced on all correspondence. All questions or requests for clarification must be ITB 2018-043-AK 3 BEACH received no later than ten(10)calendar days prior to the date proposals are due as scheduled in Section 0200-3. All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum. 4. PRE-BID MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-bid meeting or site visit(s) may be scheduled. A Pre-Bid conference will be held as scheduled in Solicitation Timeline above at the following address: City of Miami Beach Procurement Department Conference Room 1755 Meridian Avenue, 3b Floor Miami Beach, Florida 33139 Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not mandatory. Proposers interested in participating in the Pre-Bid Submission Meeting via telephone must follow these steps: (1)Dial the TELEPHONE NUMBER: 1-888-270-9936(Toll-free North America) (2) Enter the MEETING NUMBER: 9415468 Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this ITB expressing their intent to participate via telephone. 5. PRE-BID INTERPRETATIONS. Oral information or responses to questions received by prospective Bidders are not binding on the City and will be without legal effect, including any information received at pm-bid meeting or site visit(s). Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation.Addendum will be released through PublicPurchase. 6. CONE OF SILENCE. Pursuant to Section 2-486 of the City Code, all procurement solicitations once advertised and until an award recommendation has been forwarded to the City Commission by the City Manager are under the "Cone of Silence." The Cone of Silence ordinance is available at http://library.municode.com/index.aspx?clientlD=130978statelD=98statename=Florida. Any communication or inquiry in reference to this solicitation with any City employee or City official is strictly prohibited with the of exception communications with the Procurement Director, or his/her administrative staff responsible for administering the procurement process for this solicitation providing said communication is limited to matters of process or procedure regarding the solicitation. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov. 7. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following ordinances/resolutions, which may be found on the City Of Miami Beach website: httv://www.miamibeachfl.gov/city- hall/procu rement/procurement-related-ordinance-and-procedures/ CONE OF SILENCE_ CITY CODE SECTION 2-486 PROTEST PROCEDURES CITY CODE SECTION 2-371 DEBARMENT PROCEEDINGS CITY CODE SECTIONS 2-397 THROUGH 2-485.3 LOBBYIST REGISTRATION AND DISCLOSURE OF FEES CITY CODE SECTIONS 2481 THROUGH 2-406 CAMPAIGN CONTRIBUTIONS BY VENDORS CITY CODE SECTION 2-487 CAMPAIGN CONTRIBUTIONS BY LOBBYISTS ON PROCUREMENT ISSUES . . CITY CODE SECTION 2-488 REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL BENEFITS FOR DOMESTIC PARTNERS CITY CODE SECTION 2-373 ITB 2018-043-AK 4 BEACH • LIVING WAGE REQUIREMENT CITY CODE SECTIONS 2-407 THROUGH 2-410 • PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND CONTROLLED BY VETERANS AND TO STATE-CERTIFIED SERVICE- DISABLED VETERAN BUSINESS ENTERPRISES CITY CODE SECTION 2-374 • FALSE CLAIMS ORDINANCE CITY CODE SECTION 70-300 • ACCEPTANCE OF GIFTS,FAVORS&SERVICES CITY CODE SECTION 2-449 8. EXAMINATION OF SOLICITATION DOCUMENTS AND SITE: It is the responsibility of each Bidder, before submitting a Bid, to: • Examine the solicitation thoroughly. • Visit the site or structure, as applicable, to become familiar with conditions that may affect costs, progress, performance or furnishing of the Work. • Take into account federal, state and local (City and Miami-Dade County) laws, regulations, permits, and ordinances that may affect costs, progress, performance,furnishing of the Work,or award. • Study and carefully correlate Bidders observations with the solicitation. • Nofify the Procurement Director of all conflicts, errors or discrepancies in the solicitation of which Bidder knows or reasonably should have known. • The submission of a Bid shall constitute an incontrovertible representation by Bidder that Bidder has complied with the above requirements and that without exception, the Bid is premised upon performing and furnishing the Work required by the solicitation and that the solicitation documents are sufficient in scope and detail to indicate and convey understanding of all terms and conditions for performance and furnishing of the Work. 9. POSTPONEMENT OF DUE DATE FOR RECEIPT OF BIDS.The City reserves the right to postpone the deadline for submittal of bids and will make a reasonable effort to give at least three (3) calendar days written notice of any such postponement to all prospective Bidders through PublicPurchase. 10. PROTESTS. Protests concerning the specifications, requirements, and/or terms; or protests after the bid due date in accordance with City Code Section 2-371, which establishes procedures for protested proposals and proposed awards. Protests not submitted in a timely manner pursuant to the requirements of City Code Section 2-371 shall be barred. 11. JOINT VENTURES. Joint Ventures are not allowed. Proposals shall be submitted only by the prime contractor who will serve as the CMR. The City will only contract with the prime contractor who will serve as the CMR. Proposals may, however, identify other sub-contractors or sub-consultants to the prime Proposer who may serve as team members. 12. VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City of Miami Beach Ordinance No. 2011- 3748, the City shall give a preference to a responsive and responsible bidder which is a small business concern owned and controlled by a veteran(s)or which is a service-disabled veteran business enterprise, and which is within five percent(5%) of the lowest and best bidder, by providing such bidder an opportunity of providing said goods or contractual services for the lowest responsive bid amount. Whenever, as a result of the foregoing preference, the adjusted prices of two (2)or more bidders which are a small business concern owned and controlled by a veteran(s) or a service-disabled veteran business enterprise constitute the lowest bid pursuant to an ITB or oral or written request for quotation, and such bids are responsive, responsible and otherwise equal with respect to quality and service, then the award shall be made to the service-disabled veteran business enterprise. 13. CONTRACT PRICE. Bid Price is to include the furnishing of all labor, materials, equipment including tools, services, permit fees, applicable taxes, overhead and profit for the completion of the Work except as may be ITB 2018-043-AK 5 BEACH otherwise expressly provided in the solicitation. 14. METHOD OF AWARD. Following the review of bids and application of vendor preferences, the lowest responsive, responsible bidder(s) meeting all terms, conditions, and specifications of the ITB will be recommended for award by bid item, bid group, or for the entirety of all bid items, as deemed in the best interest of the City, to the City Manager for his consideration. After considering the staff recommendation for award, the City Manager shall exercise his due diligence and recommend to the Mayor and City Commission the bid that the City Manager deems to be in the best interest of the City. The City Commission shall consider the City Manager's recommendation(s)and, may approve or reject the City Manager's recommendation(s). The City Commission may also reject all bids received. In determining the lowest and best bidder, and in addition to price, Section 2-369 of the City Code provides that the City may consider the following: • The ability,capacity and skill of the bidder to perform the Contract. • Whether the bidder can perform the Contract within the time specified,without delay or interference. • The character, integrity,reputation,judgment,experience and efficiency of the bidder. • The quality of performance of previous contracts. • The previous and existing compliance by the bidder with laws and ordinances relating to the Contract. 15. MULTIPLE AWARD. The city may award two or more vendors (primary, secondary, tertiary, or higher), as available, by line item, by group or in its entirety, beginning with lowest, responsive, responsible bidder (primary), followed by the second lowest, responsive, responsible bidder (secondary), and continuing with other responsive, responsible bidders in order of next best cost. The city will endeavor to utilize vendors in order of award. However, the city may utilize other vendors in the event that: 1) a contract vendor is not or is unable to be in compliance with any contract or delivery requirement;2)it is in the best interest of the city to do so regardless of reason. 16. BINDING CONTRACT.The signed bid shall be considered an offer on the part of the bidder,which offer shall be deemed accepted upon award of the bid by the City Commission. The City Commission's selection or approval of the City Manager's recommendation shall constitute a binding Contract between the City and the awarded bidder(s). The Contract shall include the solicitation, any and all addenda issued by the City and the Bid Proposal submitted the by bidder. In any discrepancy between tie documents,the order of preference shall be as follows: 1)Addendum in reverse order of release;2)Solicitation; 3) Bid Proposal. In case of default on the part of the successful bidder,the City may procure the items or services from other sources and hold the bidder responsible for any excess cost occasioned or incurred thereby. 17. VOLUME OF WORK TO BE RECEIVED BY CONTRACTOR. It is the intent of the City to purchase the goods and services specifically listed in this solicitation from the contractor. However, the City reserves the right to purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis through the City's spot market purchase provisions. 18. GENERAL TERMS AND CONDITIONS. It is the responsibility of the Bidder to become thoroughly familiar with the Bid requirements, terms and conditions of this solicitation. Ignorance by the Bidder of conditions that exist or that may exist will not be accepted as a basis for varying tie requirements of the City, or the compensation to be paid to the Bidder. 19. ACCEPTANCE OR REJECTION OF BIDS. The City reserves the right to reject any or all bids prior to award. Reasonable efforts will be made to either award the Contract or reject all bids within one-hundred twenty (120) calendar days after bid opening date. A Bidder may not withdraw its bid unilaterally nor change the Contract Price before the expiration of one hundred and twenty (120) calendar days from the date of bid opening. A Bidder may [TB 2018-043-AK 6 BEACH withdraw its bid after the expiration of one hundred twenty (120) calendar days from the date of bid opening by delivering written notice of withdrawal to the Department of Procurement Management prior to award of the Bid by the Mayor and City Commission. 20. ALTERNATE RESPONSES MAY BE CONSIDERED. The City may consider one (1) alternate response from the same Bidder for the same formal solicitation; provided, that the alternate response offers a different product that meets or exceeds the formal solicitation requirements. In order for the City to consider an alternate response, the Bidder shall complete a separate Price Sheet form and shall mark "Alternate Response". Alternate response shall be placed in the same response. This provision only applies to formal solicitations for the procurement of goods, services, items, equipment, materials,and/or supplies. 21.AMERICAN WITH DISABILITIES ACT. To request this material in accessible format, sign language interpreters, information on access for persons with disabilities, and/or any accommodation to review any document or participate in any city-sponsored proceeding, please contact 305-604-2489 (voice), 305-673-7524 (fax) or 305-673-7218 (TTY) five days in advance to initiate your request. TTY users may also call 711 (Florida Relay Service). 22. NON-DISCRIMINATION. The Proposer certifies that it is in compliance with the non-discrimination clause contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal employment opportunity for all persons without regard to race, color, religion, sex or national origin. In accordance with the City's Human Rights Ordinance, codified in Chapter 62 of the City Code, Proposer shall prohibit discrimination by reason of race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, marital and familial status, and age or disability. 23. ASSIGNMENT. The successful bidder shall not assign, transfer, convey, sublet or otherwise dispose of the contract, including any or all of its right, title or interest therein, or his/her or its power to execute such contract, to any person, company or corporation,without the prior written consent of the City. 24. AUDIT RIGHTS AND RECORDS RETENTION. The Successful Bidder agrees to provide access at all reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers and records of Contractor which are directly pertinent to this formal solicitation, for the purpose of audit, examination, excerpts, and transcriptions. The Successful Bidder shall maintain and retain any and all of the books, documents, papers and records pertinent to the Contract for three (3) years after the City makes final payment and all other pending matters are closed. Contractor's failure to or refusal to comply with this condition shall result in the immediate cancellation of this contract by the City. 25. BID BONDS,PERFORMANCE BONDS, CERTIFICATES OF INSURANCE. Bid Bonds, when required, shall be submitted with the bid in the amount specified in the Special Conditions. After acceptance of the bid, the City will notify the successful bidder to submit a performance bond and certificate of insurance in the amount specified in the Special Conditions. 26. BILLING INSTRUCTIONS. Invoices, unless otherwise indicated, must show purchase order numbers and shall be submitted to the ordering City department. 27. CANCELLATION. In the event any of the provisions of this Bid are violated by the bidder, the City shall give written notice to the bidder stating such deficiencies and, unless such deficiencies are corrected within ten (10) calendar days from the date of the City's notice, the City, through its City Manager, may declare the contract in default and terminate same, without further notice required to the bidder. Notwithstanding the preceding, the City, through its City Manager, also reserves the right to terminate the contract at any time and for any reason, without ITB 2018-043-AK 7 '.' 'BEACH cause cause and for convenience, and without any monetary liability to the City, upon the giving of thirty (30) days prior written notice to the bidder. 28. CITY'S RIGHT TO WAIVE OR REJECT BIDS. The City Commission reserves the right to waive any informalities or irregularities in this Bid; or to reject all bids, or any part of any bid, as it deems necessary and in the best interest of the City of Miami Beach. 29. CLARIFICATION AND ADDENDA TO BID SPECIFICATIONS. If a bidder is in doubt as to the true meaning of the Bid spedfications, or other Bid documents, or any part thereof, the bidder must submit to the City, at least seven (7)calendar days prior to the scheduled Bid opening date,a request for clarification. Any interpretation of the Bid, including, without limitation, responses to questions and request for clarification(s)from bidders, will be made only by Addendum duly issued by the City. In the event of conflict with the original specifications, the Addendum shall supersede such specifications, to the extent specified. Subsequent Addendum shall govern over prior Addendum only to the extent specified. The bidder shall be required to acknowledge receipt of any and all Addendum, and filling in and signing in the spaces provided in section 5.0, Acknowledgements/Affidavits. Failure to acknowledge Addendum may deem a bid non-responsive. The City will not be responsible for explanations, interpretations, or answers to questions made verbally or in writing by any City representative, unless issued by the City via formal written Addendum to this Bid. Any questions or clarifications concerning the Bid shall be submitted in writing to the Department of Procurement Management(DPM), 1700 Convention Center Drive, Miami Beach, FL 33139 with a copy to the City Clerk. 30.COLLUSION.Where two (2) or more related parties each submit a bid or bids for any contract, such bids or bids shall be presumed to be collusive. The foregoing presumption may be rebutted by presentation of evidence as to the extent of ownership, control and management of such related parties in the preparation and submittal of such bid or bids. "Related parties"means bidders or the principals thereof which have a direct or indirect ownership interest in another bidder for the same contract,or in which a parent company or the principals thereof of one (1) bidder have a direct or indirect ownership interest in another bidder for the same contract. Bid or bids found to be collusive shall be rejected. Bidders who have been found to have engaged in collusion may also be suspended or debarred, and any contract resulting from collusive bidding may be terminated for cause. 31. CONDITION AND PACKAGING. Bidder guarantees items offered and delivered to be the current standard production model at time of bid and shall offer expiration dating of at least one year or later. Bidder also guarantees items offered and delivered to be new, unused, and free from any and all defects in material, packaging and workmanship and agrees to replace defective items promptly at no charge to the City of Miami Beach, for the manufacturer's standard warranty but in no case for a period of less than 12 months from date of acceptance. All containers shall be suitable for storage or shipment,and all prices shall include standard commercial packaging. 32. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been awarded.Additional extensions past the 120 days may occur as needed by the City and as mutually.agreed upon by the City and the contractor. 33. DELIVERY. Unless actual date of delivery is specified (or if specified delivery cannot be met), show number of days (in calendar days) required to make delivery after receipt of purchase order, in space provided. Delivery time ITB 2018-043-AK 8 = '.' :BEACH may become a basis for making an award. Delivery shall be within the normal working hours of the City using Department, Monday through Friday, excluding holidays. Receiving hours are Monday through Friday, excluding holidays,from 8:30 A.M. to 4:00 P.M. 34.DELIVERY TIME.Bidders shall specify in the attached Bid Form, the guaranteed delivery time (in calendar days) for each item. It must be a firm delivery time;no ranges(For example, 12-14 days)will be accepted. 35.DEMONSTRATION OF COMPETENCY. A. Pre-award inspection of the bidder's facility may be made prior to the award of contract. B. Bids will only be considered from firms which are regularly engaged in the business of providing the goods and/or services as described in this Bid. C. Bidders must be able to demonstrate a good record of performance for a reasonable period of time, and have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform the services if awarded a contract under the terms and conditions of this Bid. D. the terms "equipment and organization", as used herein shall, be construed to mean a fully equipped and well established company in line with the best business practices in the industry, and as determined by the City of Miami Beach. E. The City may consider any evidence available regarding the financial,technical, and other qualifications and abilities of a bidder, including past performance (experience), in making an award that is in the best interest of the City. F. The City may require bidders to show proof that they have been designated as authorized representatives of a manufacturer or supplier, which is the actual source of supply. In these instances, the City may also require material information from the source of supply regarding the quality, packaging, and characteristics of the products to be supply to the City. Any material conflicts between information provided by the source of supply and the information contained in the bidder's bid may render the bid non-responsive. G. The City may, during the period that the contract between the City and the successful bidder is in force, review the successful bidder's record of performance to ensure that the bidder is continuing to provide sufficient financial support, equipment, and organization as prescribed in this bid. Irrespective of the bidder's performance on contracts awarded to it by the City, the City may place said contracts on probationary status andimplement termination procedures if the City determines that the successful bidder no longer possesses the financial support, equipment, and organization which would have been necessary during the bid evaluation period in order to comply with the demonstration of competency required under this subsection. 36.DISPUTES. In the event of a conflict between the Bid documents, the order of priority of the documents shall be as follows: A. Any contract or agreement resulting from the award of this Bid;then B. Addendum issued for this Bid,with the latest Addendum taking precedence;then C. The Bid;then D. The bidder's bid in response to the Bid. In case of any doubt or difference of opinion as to the items and/or services (as the case may be) to be furnished hereunder,the decision of the City shall be final and binding on all parties. 37.NOT USED. 38. DEFAULT. Failure or refusal of a bidder to execute a contract upon award, or withdrawal of a bid before such award is made, may result in forfeiture of that portion of any bid surety required as liquidated damages incurred by ITB 2018-043-AK 9 . BEACH the City thereby; or, where surely is not required, failure to execute a contract as described above may be grounds for removing the bidder from the City's bidders list. 39.EQUIVALENTS. If a bidder offers makes of equipment or brands of supplies other than those specified in the Bid specifications, he must so indicate in his bid. Specific artide(s) of equipment/supplies shall conform in quality, design and construction with all published daims of the manufacturer. The bidder shall indicate in the Bid Form the manufacturers name and number if bidding other than the specified brands, and shall indicate ANY deviation from the specifications as listed in the Bid. Other than specified items offered requires complete descriptive technical literature marked to indicate detailed conformance with specifications, and MUST BE INCLUDED WITH THE BID. NO BIDS WILL BE CONSIDERED WITHOUT THIS INFORMATION. THE CITY SHALL BE THE SOLE JUDGE OF EQUALITY AND ITS DECISION SHALL BE FINAL. Note as to Brand Names: Catalog numbers, manufacturers'and brand names, when listed, are informational guides as to a standard of acceptable product quality level only and should not be construed as an endorsement or a product limitation of recognized and legitimate manufacturers. Bidders shall formally substantiate and verify that product(s)offered conform with or exceed quality as listed in the specifications. 40. ELIMINATION FROM CONSIDERATION. This bid shall not be awarded to any person or firm who is in arrears to the City upon any debt, taxes, or contracts which are defaulted as surety or otherwise upon any obligation to the City. 41. EMERGENCY RESPONSE PRIORITY. It is hereby made a part of this solicitation that before,during, and after a public emergency, disaster, hurricane, tornado, flood, or other acts of force majeure that the City of Miami Beach, Florida shall receive a "First Priority" for any goods and services covered under any award resulting from this solicitation, including balance of line items as applicable. It is vital and imperative that the majority of citizens are protected from any emergency situation that threatens public health and safety, as determined by the City. By virtue of submitting a response to this solicitation, vendor agrees to provide all award-related goods and services to the City on a "first priority"under the emergency conditions noted above. 42. ESTIMATED QUANTITIES. Estimated quantities or estimated dollars, if provided, are for City guidance only. No guarantee is expressed or implied as to quantities or dollars that will be used during the contract period. The City is not obligated to place any order for a given amount subsequent to the award of this Bid. Estimates are based upon the City's actual needs and/or usage during a previous contract period. The City may use said estimates for purposes of determining whether the low bidder meets specifications. 43. EXCEPTIONS TO BID. Bidders are strongly encouraged to thoroughly review the specifications and all conditions set forth in this Bid. Bidders who fail to satisfy the requirements in this Bid, may be deemed non- responsive and receive no further consideration. Should your proposed bid not be able to meet one (1) or more of the requirements set forth in this Bid and you are proposing alternatives and/or exceptions to said requirements, you must notify the Procurement Office, in wilting, at least five (5) days prior to the deadline for submission of bids. The City reserves the right to revise the scope of services via Addendum prior to the deadline for receipt of bids. 44. FACILITIES. The City, through its City Manager or his/her authorized designee, reserves the right to inspect the bidders facilities at any time, upon reasonable prior written or verbal notice. 45. FLORIDA PUBLIC RECORDS LAW. Bidders are hereby notified that all Bid including, without limitation, any and all information and documentation submitted therewith, are exempt from public records requirements under ITB 2018-043-AK 10 '.' BEACH Section 119.07(1), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides notice of an intended decision or until thirty (30) days after opening of the bids, whichever is earlier. Additionally, Contractor agrees to be in kill compliance with Florida Statute 119.0701 including, but not limited to, agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in order to perform the services; (b) provide the public with access to public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the public agency in a format that is compatible with the information technology systems of the public agency. 46. F.O.B. DESTINATION. Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by the bidder must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in the bid price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for rejection of bid. 47. GRATUITIES. Bidders shall not offer any gratuities, favors, or anything of monetary value to any official, employee,contractor,or agent of the City, for the purpose of influencing consideration of this Bid. 48. INDEMNIFICATION. The successful Bidder shall indemnify and hold harmless the City and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorney's fees and costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of the agreement by the successful Bidder or its employees, agents, servants, partners, principals or subcontractors. The successful Bidder shall pay all claims and losses in connection therewith, and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The successful Bidder expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the successful Bidder shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall survive the expiration or termination of this Agreement. 49. INSPECTION, ACCEPTANCE & TITLE. Inspection and acceptance will be at destination, unless otherwise provided. Title to (or risk of loss or damage to) all items shall be the responsibility of the successful bidder until acceptance by the City,unless loss or damage results from the gross negligence or willful misconduct of the City. If any equipment or supplies supplied to the City are found to be defective, or do not conform to the specifications, the City reserves the right to cancel the order upon written notice to the seller, and return the product, at the bidder's expense. 50. LAWS, PERMITS AND REGULATIONS. The bidder shall obtain and pay for all licenses, permits, and inspection fees required under the contract and shall comply with all Applicable Laws. 51. LEGAL REQUIREMENTS. The bidder shall be required to comply with all federal, State of Florida, Miami-Dade County, and City of Miami Beach codes, laws, ordinances, and/or rules and regulations that in any manner affect the items covered herein (collectively, Applicable Laws). Lack of knowledge or ignorance by the bidder with/of Applicable Laws will in no way be a cause for relief from responsibility. [TB 2018-043-AK 11 '.' BEACH 52. LIABILITY, INSURANCE, LICENSES AND PERMITS. Where bidders are required to enter or go on to City of Miami Beath property to deliver materials or perform work or services as a result of the Bid, the bidder will assume the kill duty,obligation and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all Applicable Laws. The bidder shall be liable for any damages or loss to the City occasioned by negligence of the bidder, or his/her officers, employees, contractors, andlor agents, for failure to comply with Applicable Laws. 53. MANNER OF PERFORMANCE. Bidder agrees to perform its duties and obligations in a professional manner and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes. Bidder agrees that the services provided shall be provided by employees that are educated, trained, experienced, certified, and licensed in all areas encompassed within their designated duties. Bidder agrees to furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently required by applicable laws, rules, and regulations. Bidder further certifies that it and its employees will keep all licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force and effect during the term of this contract Failure of bidder to comply with this paragraph shall constitute a material breach of this contract. 54. MISTAKES. Bidders are expected to examine the specifications, delivery schedules, bid prices, and extensions, and all instructions pertaining to supplies and services. Failure to do so will be at the bidder's risk and may result in the bid being non-responsive. 55. MODIFICATIONJWITHDRAWALS OF BIDS.A bidder may submit a modified bid to replace all or any portion of a previously submitted bid up until the bid due date and time. Modifications received after the bid due date and time will NOT be considered. Bids shall be irrevocable until contract award unless withdrawn in writing prior to the bid due date or after expiration of 120 calendar days from the opening of bids without a contract award. Letters of withdrawal received after the bid due date and before said expiration date and letters of withdrawal received after contract award will NOT be considered. 56. NON-CONFORMANCE TO CONTRACT CONDITIONS. Items may be tested for compliance with specifications. Items delivered, not conforming to specifications, may be rejected and returned at the bidder's expense. These items, as well as items not delivered as per delivery date in bid and/or purchase order, may be purchased by the City,at its discretion,on the open market. Any increase in cost may be charged against the bidder. Any violation of these stipulations may also result in the bidder's name being removed from the City's vendor list. 57. OPTIONAL CONTRACT USAGE. When the successful bidder(s) is in agreement, other units of government or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of government or non-profit agency. 58. OSHA. The bidder warrants to the City that any work, services, supplies, materials or equipment supplied pursuant to this Bid shall conform in all respects to the standards set forth in the Occupational Safety and Health Act of 1970, as amended, and the failure to comply with this condition will be deemed breach of contract. Any fines levied because of inadequacies to comply with this condition shall be borne solely by the bidder. 59. PATENTS& ROYALTIES. The bidder shall indemnify and save harmless the City of Miami Beach, Florida, and its officers, employees, confractors, and/or agents, from liability of any nature or kind, including cost and expenses for,or on account of, any copyrighted, patented,or unpatented invention, process, or article manufactured or used in LTD 2018-043-AK 1 2 = 7 BEACH the performance of the contract, including its use by the City of Miami Beach, Florida. If the bidder uses any design, device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception, that the bid prices shati include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work 60. PAYMENT. Payment will be made by the City after the items have been received, inspected, and found to comply with Bid specifications,free of damage or defect, and properly invoiced. 61. PRICES QUOTED. Prices quoted shall remain firm and fixed during the duration of the contract. In completing the bid form, state both unit price and extended total, when requested. Prices must be stated in units of quantity specified in the bidding specifications. In case of discrepancy in computing the amount of the bid, the UNIT PRICE quoted will govern. All prices must be F.O.B. destination, freight prepaid (unless otherwise stated in Special Conditions). The Bidder may offer cash discounts for prompt payments; however, such discounts will not be considered in determining the lowest price during bid evaluation. Bidders are requested to provide prompt payment terms in the space provided on the Bid submittal signature page of the solicitation. Award, if made, will be in accordance with terms and conditions stated herein. Each item must be bid separately, and no attempt is to be made to tie any item or items in with any other item or items. Cash or quantity discounts offered will not be a consideration in determination of award of bid(s). 62. PRODUCT INFORMATION. Product literature, specifications, and technical information, including Manufacturers Safety Data Sheets (MSDS) should be provided with this bid as an attachment to the "BID FORM". However, in all cases must be provided within five (5) calendar days upon request from Purchasing Agent. 63. REASONABLE ACCOMMODATION. In accordance with Title II of the Americans with Disabilities Act, any person requiring an accommodation at the Bid opening because of a disability must contact the Procurement Division. 64. SAMPLES. Bids submitted as an °equal"product must be accompanied with detailed specifications. Samples of items,when required, must be furnished free of expense and, if not destroyed, will, upon request, be returned at the bidders expense. Bidders will be responsible for the removal of all samples furnished within (30) days after bid opening. All samples will be disposed of after thirty (30) days. Each individual sample must be labeled with the bidder's name. Failure of the bidder to either deliver required samples, or to cleady identify samples may be reason for rejection of the bid. Unless otherwise indicated, samples should be delivered to the Procurement Division, 1700 Convention Center Drive, Miami Beach, FL 33139. 65. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and Conditions shall have precedence. 66.SPOT MARKET PURCHASES. It is the intent of the City to purchase the items specifically listed in this Bid from the successful bidder. However, the City reserves the right to purchase the items from state or other governmental contract,or on an as-needed basis through the City's spot market purchase provisions. 67. SUBSTITUTIONS. After award of contract, the City WILL NOT accept substitute shipments of any kind,without previous written approval. The bidder is expected to famish the brand quoted in its bid. Any substitute shipments will be returned at the bidders expense. 68.TAXES.The City of Miami Beach is exempt from all Federal Excise and State taxes. ITB 2018-043-AK 13 BEACH 69. TIE BIDS. In accordance with Florida Statues Section 287.087, regarding identical tie bids, preference will be given to bidders certifying that they have implemented a drug free work place program. A certification form will be required. In the event of a continued tie between two or more bidders after consideration of the drug free workplace program, the City's Veteran Preference ordinances will dictate the manner by which a tie is to be resolved. In the event of a continued fie after the Veteran Preference ordinances have been applied or the tie exists between bidders that are not Veteran, the breaking of the tie shall be at the City Managers discretion, which will make a recommendation for award to the City Commission. 70. TERMINATION FOR DEFAULT. If the successful bidder shall fail to fulfill in a timely manner, or otherwise violate,any of the covenants, agreements, or stipulations material to the Bid and/or the contract entered into with the City pursuant thereto, the City shall thereupon have the right to terminate the work and/or services then remaining to be performed by giving written notice to the bidder of such termination, which shall become effective upon receipt by the bidder of The written termination notice. In that event, the City shall compensate the successful bidder in accordance with the term of the contract for all work and/or services satisfactorily performed by the bidder prior to termination, net of any costs incurred by the City as a consequence of the default. Notwithstanding the above, the successful bidder shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the bidder, and the City may reasonably withhold payments to the successful bidder for the purposes of set off until such time as the exact amount of damages due the City from the successful bidder is determined. The City may,at its discretion, provide reasonable"cure period"for any contractual violation prior to termination of the contract;should the successful bidder fail to take the corrective action specified in the City's notice of default within the allotted cure period,then the City may proceed to terminate the contract for cause in accordance with this subsection 1.57. 71. TERMINATION FOR CONVENIENCE OF CITY. The City may, for its convenience, terminate the work and/or services then remaining to be performed, at any time, by giving written notice to the successful bidder of such termination,which shall become effective thirty(30)days following receipt by bidder of such notice. In that event, all finished or unfinished documents and other materials shall be properly delivered to the City. If the contract is terminated by the City as provided in this subsection, the City shall compensate the successful bidder in accordance with the terms of the contract for all and without cause and/or any resulting liability to the City, work and/or services actually performed by the successful bidder, and shall also compensate the bidder for its reasonable direct costs in assembling and delivering to City all documents. No compensation shall be due to the successful bidder for any profits that the successful bidder expected to earn on the balanced of the contract. Such payments shall be the total extent of the City's liability to the successful bidder upon a termination as provided for in this subsection. 72. UNDERWRITERS' LABORATORIES. Unless otherwise stipulated in the Bid, all manufactured items and fabricated assemblies shall be U.L. listed or re-examination listing where such has been established by U.L. for the item(s)offered and furnished. 73. ADDITIONAL SERVICES. Although this solicitation and resultant contract identifies specific goods, services or facilities (items"), it is hereby agreed and understood that the City, through the approval of the Department and Procurement Directors (for additional items up to $50,000) or the City Manager (for additional items greater than $50,000), may require additional items to be added to the Contract which are required to complete the work. When additional items are required to be added to the Contract, awarded vendor(s), as applicable to the item being requested, under this contract may be invited to submit price quote(s) for these additional requirements. If these quote(s)are determined to be fair and reasonable, then the additional work will be awarded to the current contract vendor(s)that offers the lowest acceptable pridng. The additional items shall be added to this contract by through a ITB 2018-043-AK 14 -• '.' BEACH Purchase Order(or Change Order if Purchase Order already exists). In some cases, the City may deem it necessary to add additional items through a formal amendment to the Contract,to be approved by the City Manager. The City may determine to obtain price quotes for the additional items from other vendors in the event that fair and reasonable pricing is not obtained from the current contract vendors, or for other reasons at the City's discretion. [TB 2018-043-AK 15 SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT 1. SEALED BIDS. One original Bid Proposal (preferably in 3-ring binder) must be submitted in an opaque, sealed envelope or container on or before the due date established for the receipt of bids. Additionally, five (5)bound copies and one (1) electronic format(CD or USB format) are to be submitted, with the original submission or within two (2) days of request by the City. The following information should be clearly marked on the face of the envelope or container in which the bid is submitted: Bid Number, Bid Title, Bidders Name, Bidder Return Address. Bids received electronically, either through email or facsimile, are not acceptable and will be rejected. Bid Proposals are to be delivered to the following address: City of Miami Beach Procurement Department 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 2. BID PROPOSAL. The Bid Proposal is to include the following: • TAB 1 — Cost Proposal Form (Appendix E). The Cost Proposal Form (Appendix E) shall be completed mechanically or, if manually, in ink. Cost Proposal Forms submitted in pencil shall be deemed non- responsive.All corrections on the Cost Proposal Form shall be initialed. FAILURE TO SUBMIT THE MOST RECENT COST PROPOSAL FORM (EITHER INCLUDED IN THE ORIGINAL ITB OR RELEASED VIA AN ADDENDUM) MAY RESULT IN BID BEING DEEMED NOT RESPONSIVE AND NOT BEING FURTHER CONSIDERED. • TAB 2• Bid Certification,Questionnaire and Affidavits(Appendix B). • TAB 3—Submittal Requirements requested in Appendix C, Minimum Requirements. • Group A and B. 1. Bidder shall be authorized by manufacturer to sell the brand of bicycles, parts and accessories proposed. SUBMITTAL REQUIREMENT: The bidder shall provide documentation from manufacturer identifying the bidder as authorized to sell proposed bicycles, parts and accessories. Group C 1. Bidder shall be authorized by manufacturer to repair brand of bicycles proposed. SUBMITTAL REQUIREMENT: The bidder shall provide documentation from manufacturer identifying the bidder as authorized to repair proposed product. 2. Repair services shall be performed at bidder facility located no more than a 15-mile radius from the Police Department located at 1100 Washington Avenue, Miami Beach, FL 33139. ITB 2018-043-AK 16 The City reserves the right to request any documentation omitted,with exception of the Cost Proposal Form (Appendix E), Proposal Certification,Questionnaire&Requirements Affidavit(Appendix A), and Bid Bond (if applicable). Bid Submittals received that do not include the Cost Proposal Form, completed as required and fully executed, or Bid Bond (if applicable) shall be deemed non-responsive. Bidder must submit any omitted documentation within three(3)calendar days upon request from the City,or the bid may be deemed non-responsive. Non-responsive bid packages will receive no further consideration. 2. LATE BIDS. Bid Proposals are to be received on or before the due date established herein for the receipt of Bids. Any Bid received after the deadline established for receipt of proposals will be considered late and not be accepted or will be returned to Proposer unopened. The City does not accept responsibility for any delays, natural or otherwise. ITB 2018-043-AK 17 APPENDIX "A" MIAMI BEACH Proposal Certification , Questionnaire & Requirements Affidavit ITB No. 2018-043-AK BICYCLE: PURCHASE, PARTS, ACCESSORIES AND REPAIR SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITB 2018-043-AK 18 ' ',!BEACH Saida/ion No: So kilabu)Title, r.- 2018-043-AK BICYCLE: PURCHASE,PARTS,ACCESSORIES AND REPAIR SERVICES Procurement Contact Tel: Erna): Aneta Kamyczek (305)673-7000 x 6455 anetakamyczek@miamibeachfl.gov PROPOSAL CERTIFICATION,QUESTIONNAIRE 8.REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer Information. FIRM NAME: NO.OF YEARS IN BUSINESS: NO OF YEARS IN BUSINESS LOCALLY: NO.OF EMPLOYEES: OTHER NAME(S)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS. FIRM PRIMARY ADDRESS(HEADQUARTERS): CITY: STATE. ZIP CODE: TELEPHONE NO.: TOLL FREE NO.: FAX NO: FIRM LOCAL ADDRESS: CITY: STATE: ZIP CODE: PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT. ACCOUNT REP TELEPHONE NO.: ACCOUNT REP TOLL FREE NO.: ACCOUNT REP EMAIL. FEDERAL TAX IDENTIFICATION NO.: The City reserves the right to seek additional information from Proposer or other source(s),including but not limited to:any firm or principal informafion,applicable licensure, resumes of relevant individuals,client information,financial information,or any information the Ciry deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. ITB 2018-043-AK 1 8 7.1 A.71 B EAC H • 1. Veteran Owned Business.Is Pro osw claiming a veteran owned business status? YES NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the Stale of Florida or United States federal government,as required pursuant to ordinance 2011-3748. 2. Financial Capacity. When requested by the City, each Proposer shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report(SQR)directly to the Procurement Contact named herein. No proposal will be considered without receipt, by the City, of the SQR directly from Dun & Bradstreet. The cost of the preparation of the SQR shall be the responsibility of the Proposer. The Proposer shall request - the SQR report from D&B at: httos:l/suuolierportal.dnb.com/wehapp/wcs/storeslservlet/SuoplierPortal?storeld=11698 Proposers are responsible for the accuracy of the information contained in its SQR.It is highly recommended that each Proposer review the information contained in its SQR for accuracy prior to submittal to the City and as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process,contact Dun&Bradstreet at 800424.2495. SUBMITTAL REQUIREMENT: Proposer shall request that Dun & Bradstreet submit its Supplier Qualifier Report directly to the City,with bid or within three(3)days of request. 3. Conflict Of Interest.All Proposers must disclose,in their Proposal,the name(s)of any officer,director,agent,or immediate family member(spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disdose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT: Proposers must disclose the name(s)of any officer,director, agent, or immediate family member (spouse,parent,sibling,and child)who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns,either directly or indirectly,an interest of ten (10%)percent or more in the Proposer entity or any of is affiliates 4. References&Past Performance.Proposer shall submit at least tree(3)references for whom the Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact Individual Name&Title,3)Address,4)Telephone,5)Contact's Email and 6)Narrative on Scope of Services Provided. 5. Suspension,Debarment or Contract Cancellation.Has Proposer ever been debarred,suspended or other legal violation,or had a contract cancelled due to non erformance by an ubfc sector agency? YES ( NO SUBMITTAL REQUIREMENT: If answer to above is`YES,Proposer shall submit a statement detailing the reasons that led to action(s). 6. Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the City's Campaign Finance Reform laws are complied with,and shall be subject to any and all sanctions, as prescribed therein,including disqualification of their Proposals,in the event of such non-compliance. SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities(including your sub-consultants)with a controlling financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contributed to the campaign either directly or indirectly,of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 7. Code of Business Ethics. Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics (Code") and submit that Code to the Procurement Department with its proposal/response or within five(5)days upon receipt of request. The Code shall,at a minimum, require the Proposer, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics,Proposer may submit a statement indicadng that it will adopt as required in the ordinance,the City of Miami Beach Code of Ethics,available at htp:/h v.miamibeach&oov/dN-halVorocuremenVorocurement-relatedardinance-and-procedures/ 8. Living Wage.Pursuant to Section 2-408 of the City of Miami Beach Code,as same may be amended from time to time, covered ITB 2018-043-AK 19 ^,1 . BEACH employees shall be paid the required living wage rates fisted below: 1. Effective January 1, 2018, covered employees must be paid a living wage rate of no less than $1162 per hour with health cam benefits of at least$2.26 per hour,or a living wage rate of no less than$13.88 per hour without health care benefits. 2. Effective January 1, 2019, covered employees must be paid a living wage rate of no less than $11.70 per hour with health care benefits of at least$2.74 per hour,or a living wage rate of no less than$14.44 per hour without health rare benefits. 3. Effective January 1, 2020, covered employees must be paid a living wage rate of no less than $11.78 per hour with health care benefits of at least$3.22 per hour, or a living wage rale of no less than$15.00 per hour without health care benefits. The living wage rate and health cam benefits rate may, by Resolution of the City Commission be indexed annually for inflation using the Consumer Price Index for all Urban Consumers(CPI-U)Miami/FL Lauderdale,issued by the U.S. Department of Labors Bureau of Labor Statistics. Notwithstanding the preceding,no annual index shall exceed three percent(3%).The City may also,by resolution,elect not to index the living wage rate in any particular year, if it determines it would not be fiscally sound to implement sane(in a particular year). Proposers'failure to comply with this provision shall be deemed a material breath under this proposal, under which the City may, at its sole option, immediately deem said Proposer as non-responsive, and may further subject Proposer to additional penalties and fines,as provided in the City's Living Wage Ordinance,as amended. Further information on the Living Wage requirement is available at htto:thvww.miamibeachn.ov/dty-haNprourement/orocurement-relatedardinance-and-procedures/ SUBMITTAL REQUIREMENT: No additional submittal is required, By virtue of executing this affidavit document, Proposer agrees to the living wage requirement.Any payroll request made by the City during the contract term shall be completed electronically via the City's electronic compliance portal,LCP Tracker(LCPTracker.net). 9. Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks,the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach,who are awarded a contract pursuant to competitive proposals,to provide"Equal Benefits"to their employees with domestic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach, Florida;and the Contractors employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. A Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? YES NO B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domestic partners*or to domestic partners of employees? YES NO C. Please check all benefits that apply to your answers above and list in the "other" section any additional benefits not already specified. Note:same benefits are provided to employees because they have a spouse or domestic partner,such as bereavement leave;other benefits are provided directly to the spouse or domestic partner,such as medical insurance. BENEFIT Firm Provides for Firm Provides for Firm does not Employees with Employees with Provide Benefit Spouses Domestic Partners Health Sick Leave Family Medical Leave Bereavement Leave If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.g., there are no insurance providers in your area willing to offer domestic partner coverage)you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee.Approval is not guaranteed and the City Manager's decision is final. Further information on the Equal Benefits requirement is available at htlp:IMww.miamibeachllqov/city-haNprocurement/procurement-relatedordinance-and- procedures/ ITB 2018-043-AK 20 BEACH 10. Public Entity Crimes.Secton 287.133(2)(a),Florida Statutes,as currently enacted or as amended from time to time,states that a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal, proposal,or reply on a contract*4 h a public entity for the construction or repair of a public building or public work;may not submit proposals,proposals,or replies 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 s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees with the requirements of Section 287.133,Florida Statutes,and certifies it has not been placed on convicted vendor list. 11. Non-Discrimination.Pursuant to City Ordinance No.2016-3990,the City shall not enter into a contract with a business unless the business represents that it does not and will not engage in a boycott as defined in Section 2-375(a)of the City Cade,including the blacklisting, divesting from,or otherwise refusing to deal with a person or entity when such action is based on race,color,national origin,religion,sex,intersexuality,gender identity,sexual orientation,marital or familial status,age or disability. SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Code. 12. Moratorium on Travel to and the Purchase of Goods or Services from North Carolina and Mississippi. Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the states of North Carolina and Mississippi,as well as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North Carolina or Mississippi, nor shall any product or services it provides to the City be sourced from these states. SUBMITTAL REQUIREMENT: No additional submittal is required.By virtue of executing this affidavit document, Proposer agrees it is and shall remain in full compliance with Resolution 2016-29375, 13. Fair Chance Requirement Pursuant to Section 2-376 of the City Code,the City shall not enter into any contract resulting from a competitive solicitation, unless the proposer certifies in writing that the business has adopted and employs written policies, practices,and standards that are consistent with the City's Fair Chance Ordinance,set forth in Article V of Chapter 62 of the City Code ("Fair Chance Ordinance"), and which, among other things, (i) prohibits City contractors, as an employer, from inquiring about an applicants criminal history until the applicant is given a conditional offer of employment; (ii) prohibits advertising of employment positions with a statement that an individual with a criminal record may not apply for the position, and (iii)prohibits placing a statement on an employment application that a person with a criminal record may not apply for the position. SUBMITTAL REQUIREMENT: No additional submittal is required at this time. By virtue of executing this affidavit, Proposer certifies that it has adopted policies,practices and standards consistent with the City's Fair Chance Ordinance. Proposer agrees to provide the City with supporting documentation evidencing its compliance upon request. Proposer further agrees that any breach of the representations made herein shall constitute a material breach of contract, and shall entitle the City to the immediate termination for cause of the agreement,in addition to any damages that may be available at law and in equity. 14. Acknowledgement of Addendum. After issuance of solicitation, the City may release one or more addendum to the solicitation which may provide additional information to Proposers or alter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation.This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addenda may result in proposal disqualification. Initial to Confirm Initial to Confirm Initial to Confirm Receipt Receipt Receipt Addendum 1 Addendum 6 Addendum 11 Addendum 2 Addendum 7 Addendum 12 Addendum 3 Addendum 8 Addendum 13 Addendum 4 Addendum 9 Addendum 14 Addendum 5 Addendum 10 Addendum 15 If additional confirmation of addendum is required,submit under separate cover. ITB 2018-043-AK 21 BEACH' DISCLOSURE AND DISCLAIMER SECTION The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the"City")for the recipients convenience. Any action taken by the City in response to Proposals made pursuant to this solicitation,or in making any award,or in failing or refusing to make any award pursuant to such Proposals,or in cancelling awards,or in withdrawing or cancelling this solicitation, either before or after issuance of an award,shat be without any liability or obligation on the part of the City. In its sole discretion,the City may withdraw the solicitation either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the solicitation,as it deems appropriate and in its best interest. In its sole discretion,the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicant's affiliates, officers, directors,shareholders,partners and employees,as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete.The City does not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents,or on any permitted communications with City officials,shall be at the recipient's own risk. Proposers should rely exclusively on their own investigations,interpretations,and analyses.The solicitation is being provided by the City without any warranty or representation,express or implied,as to its content,its accuracy,or its completeness. No warranty or representation is made by the City or its agents that any Proposal conforming to these requirements will be selected for consideration,negotiation,or approval. The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will be made.Any recipient of this solicitation who responds hereto Polly acknowledges all the provisions of this Disclosure and Disclaimer,is totally relying on this Disclosure and Disclaimer,and agrees to be bound by the terms hereof My Proposals submitted to the City pursuant to this solicitation am submitted at the sole risk and responsibility of the party submitting such Proposal. This solicitation is made subject to correction of errors.omissions,or withdrawal from the market without notice. Information is for guidance only,and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive agreements executed among the pares.My response to this solicitation may be accepted or rejected by the City for any reason,or for no reason,without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law,and all Proposals and supporting documents shall be subject to disclosure as required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by Florida Statutes, until the date and time selected for opening the responses.At that time,all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation.By submission of a Proposal,the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information contained in the Proposal,and authorizes the release to the City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge, information,and belief. Notwithstanding the foregoing or anything contained in the solicitation,all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any action or inaction by to City with respect thereto,such liability shall be limited to$10,000.00 as agreed-upon and liquidated damages. The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance of the solicitation,it is understood that the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be governed by and construed in accordance with the laws of the State of Florida. ITB 2018-043-AK 22 ' .' BEACH PROPOSER CERTIFICATION I hereby certify that 1, as an authorized agent of the Proposer, am submitting the following information as my firm's proposal; Proposer agrec^ to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solidhtion,all attachments,exhibits and appendices and the contents of any Addenda released hereto, and the Disclosure and Disclaimer Statement; Proposer agrees to be bound to any and all specifications, terms and conditions contained in the solicitation,and any released Addenda and understand that the following are requirements of this solicitation and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged, discussed,or compared the proposal with other Proposers and has not colluded with any other Proposer or party to any other proposal; Proposer acknowledges that all information contained herein is pad of the public domain as defined by the State of Florida Sunshine and Public Records Laws; all responses, data and information contained in this proposal, inclusive of the Proposal Certification,Questionnaire and Requirements Affidavit are true and accurate. Name of Praposees Authorized Representative: Tile of Proposers AUlM1onzed Representative: Signature of Proposers Autt ,zed Representative: Cate. State of FLORIDA ) On this_day of ,20_,personally appeared before me who County of ) stated that (s)he is the of , a corporation, and that the instrument was signed in behalf of the said corporation by authority of its board of directors and acknowledged said instrument to be its voluntary act and deed. Before me: Notary Public for the State of My Commission Expires: ITB 2Ot8-043-AK 23 '. - '.' ' BEACH APPENDIX B /V\ IAM I BEACH " No Bid " Form ITB No. 2018-043-AK BICYCLE: PURCHASE, PARTS, ACCESSORIES AND REPAIR SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Note: It is important for those vendors who have received notification of this solicitation but have decided not to respond. to complete and submit the attached "Statement of No Bid." The "Statement of No Bid" provides the City with information on how to improve the solicitation process. Failure to submit a "Statement of No Bid" may result in not being notified of future solicitotions by the City. LTB 2018-043-AK 24 - '."BEACH Statement of No Bid WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR REASON(S)CHECKED AND/OR INDICATED BELOW: Workload does not allow us to proposal _Insufficient time to respond Specifications unclear or too restrictive _Unable to meet specifications _Unable to meet service requirements _Unable to meet insurance requirements _Do not offer this product/service _OTHER.(Please specify) We do do not_want to be retained on your mailing list for future proposals of this type product and/or service. Signature: Title: Legal Company Name: Note: Failure to respond,either by submitting a proposal or this completed form, may result in your company being removed from our vendors list. PLEASE RETURN TO: City of Miami Beach Procurement Department ATTENTION:Meta Kamyczek ITB No.2018-043-AK 1755 Median Avenue,3b Floor Miami Beach, FL 33139 ITB 2018-043-AK 25 BEACH APPENDIX C MIAMI BEACH Minimum Requirements & Specifications ITB No. 2018-043-AK BICYCLE: PURCHASE, PARTS, ACCESSORIES AND REPAIR SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Honda 33139 [TB 2018-043-AK 26 1. MINIMUM REQUIREMENTS. The Minimum Eligibility Requirements for this solicitation are listed below. Proposer shall submit detailed verifiable information affirmatively documenting compliance with each minimum requirement. Proposers that fail to comply with minimum requirements will be deemed non- responsive and will not be considered. Group A and B. 1. Bidder shall be authorized by manufacturer to sell the brand of bicycles, parts and accessories proposed. SUBMITTAL REQUIREMENT: The bidder shall provide documentation from manufacturer identifying the bidder as authorized to sell proposed bicycles, parts and accessories. Group C 1. Bidder shall be authorized by manufacturer to repair brand of bicycles proposed. SUBMITTAL REQUIREMENT: The bidder shall provide documentation from manufacturer identifying the bidder as authorized to repair proposed product. 2. Repair services shall be performed at bidder facility located no more than a 15-mile radius from the Police Department located at 1100 Washington Avenue, Miami Beach, FL 33139. 2. GENERAL STATEMENT OF WORK. 1. GROUP A—PURCHASE OF BICYCLES Vendors shall provide new bicycle(s) fully assembled and ready to use. Bicycles shall conform to all manufacturer standards and shall include all safety features recommended by the manufacturer, as standard equipment. The City may purchase the following types, including but not limited to: Mountain Bicycles, Cruiser Bicycles, Surrey Bicycles, etc. BRANDS. The brands listed below are the brands most utilized by the City. Vendors may submit bids for one or more brands. Vendors are not required to submit bids on all brands. The percentage discount offered must be consistent across the entire brand. • AMERICAN EAGLE • BIANCHI • CANNONDALE • CERVELO • COLNAGO • COLUMBIA BICYCLE • CO-MOTION CYCLES • ELECTRA ITB 2018-043-AK 27 • FAT BIKES • FUJI POLICE BIKES • FORCE PATROL BIKES—POLICE BIKES • GIANT • GT BIKE • KONA • LIFESPEED • MERIDA • MONTAGUE POLICE BIKE • ORBEA • SAFARILAND PATROL BIKE • SALSA • SANTA CRUZ BIKE • • SCHWINN • • SCOTT • SEVEN CYCLES • SMITH 8 WESSON POLICE BIKE • SPECIALIZED BIKE • SURLY BIKES • TREK 2. GROUP B—BICYCLE PARTS AND ACCESSORIES Vendor(s) shall provide new parts and accessories, as required by the City. These parts may include, but are not limited to: chains, pedals, seats, seat leashes, shocks, wheels, tires, lights, baskets, handlebars, brakes,tune-up etc. 3. GROUP C—BICYCLE REPAIR SERVICES Vendor(s)shall provide repair services for bicycle brands for the manufacturer(s) authorized by the vendor. All repairs shall be performed at the vendor's repair shop, in accordance with manufacturer's standards and best practices in the industry. The City shall require the vendor to pick up and deliver the bicycles needing repairs. List of the most common bicycle repair services for the past year: • Axle installation • Bike build • Brake Cable F (cable and housing included) • Brake Cable R (cable and housing included) • Brake installation Caliper • Brake Installation Disc • Brake Pads installation • Chain Adjustment • Chain clan and lube • Chain installation • Gear Adjustment • Kick stand installation ITB 2018-043-AK 28 • Lights, bells, grips, locks, mirrors, valve caps installation • Lube • Pedal Installation • Seat post installation • Tube or tire installation • Tune up (front/rear wheel) • Tune wash • Water bottle cage installation • Wash, lube and tune • Wash and lube The remainder of this page was left intentionally blank. ITB 2018-043-AK 29 APPENDIX D MIAMI BEACH Special Conditions ITB No. 2018-043-AK BICYCLE: PURCHASE, PARTS, ACCESSORIES AND REPAIR SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Ave, 3rd floor Miami Beach, Florida 33139 ITB 20[8-043-AK 30 1. TERM OF CONTRACT. The contract(s) entered into with the successful proposer(s) will have an initial term of three(3)years. 2. OPTIONS TO RENEW. The City, through its City Manager, will have the option to extend for two (2) additional one-year periods subject to the availability of funds for succeeding fiscal years. 3. PRICES AND/OR PERCENTAGE SHALL BE FIXED. All prices and/or percentage discount quoted in the awardee's bid submittal shall remain firm, unless amended in writing by the City. 4. PROHIBITION AGAINST THE SALE. The Successful Bidder will not sell or distribute any item(s) with the City of Miami Beach name or logo thereon to the general public. 5. DELIVERY. The vendor shall make deliveries within 30 calendar days after the date of the order unless otherwise agreed with the requesting department. All deliveries shall be made in accordance with good commercial practice and all required delivery timeframes shall be adhered to by the vendor(s); except in such cases where the delivery will be delayed due to acts of nature, strikes, or other causes beyond the control of the vendor. In these cases, the vendor shall notify the City of the delays in advance of the original delivery date so that a revised delivery schedule can be appropriately considered by the City. 6. SHIPPING TERMS: F.O.B DESTINATION FREIGHT PREPAID AND ADD. Prices shall include freight to City's premises to include inside delivery, and shall be F.O.B. Destination, Freight Prepaid and Add. Vendor shall pay the freight and adds the freight charges to its invoice to the City. 7. PACKING SLIP/DELIVERY TICKET TO ACCOMPANY ITEMS DURING DELIVERY. The Successful Bidder shall enclose a complete packing slip or delivery ticket with any items to be delivered in conjunction with this bid solicitation. The packing slip/delivery ticket shall be attached to the shipping carton(s) and shall be made available to the designated Contract Administrator during delivery/pickup. The packing slip or delivery ticket shall include, at a minimum, the following information: name of employee(s) receiving item, purchase order number, date of order, a complete listing of items being delivered/picked up and back-order quantities and estimated delivery of back-orders, if applicable. B. INVOICING. The vendor shall submit an invoice to the City user department(s) that requested the items through a purchase order. The date of the invoices shall not exceed thirty (30) calendar days from the delivery of the items. Under no circumstances shall the invoice be submitted to the City in advance of the delivery and acceptance of the items. In addition the invoice shall reference (or include a copy of) the corresponding delivery ticket number or packing slip number that was signed by an authorized representative of the City user department at the time the items were delivered and accepted. Failure to submit invoices in the prescribed manner will delay payment. The vendor shall provide the City with the demonstration of MSRP discount pricing for scheduled items during the quote process. At no time should the items exceed MSRP or Published Price. 9. MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS. The Bidder hereby acknowledges and agrees that all materials/products, except where recycled content is specifically requested, supplied by the Bidder in conjunction with this Bid shall be new, warranted for their merchantability, and fit for a particular purpose. In the event any of the materials/products supplied to the City by the Bidder are found to be defective or do not conform to specifications, the City reserves the right to cancel the order and return such materials/products to the Bidder to replace the materials/products at the Bidders expense. FIB 2018-043-AK 31 APPENDIX E MIAMI BEACH Cost Proposal Forms ITB No. 2018-043-AK BICYCLE: PURCHASE, PARTS, ACCESSORIES AND REPAIR SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITB 2018-043-AK 32 APPENDIX E COST PROPOSAL FORM—GROUP I Failure to submit Section 5,COST PROPOSAL FORM,in its entirety and fully executed by the deadline established for the receipt of proposals will result in proposal being deemed non-responsive and being rejected. Bidder affirms that the prices stated on the proposal price form below represents the entire cost of the items in full accordance with the requirements of this ITB, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Proposal Tender Form (Appendix E) shall be completed mechanically or, if manually, in ink. Cost Proposal Forms (Appendix E) completed in pencil shall be deemed non-responsive. All corrections on the Proposal Tender Form (Appendix E)shall be initialed. GROUP A BICYCLE PURCHASE ttem Brand Percentage(%)Discount of MSRP. Al AMERICAN EAGLE A2 BIANCHI A3 CANNONDALE A4 CERVELO A5 COLNAGO A6 COLUMBIA BICYCLE % A7 CO-MOTION CYCLES A8 ELECTRA A9 FAT BIKES A10 FUJI POLICE BIKES All FORCE PATROL BIKES —POLICE BIKES % Al2 GIANT A13 GT BIKE A14 KONA A15 LIFESPEED A16 MERIDA A17 MONTAGUE POLICE BIKE _% A18 SAFARILAND PATROL BIKE % A19 SALSA A20 SANTA CRUZ BIKE A21 SCHWINN A22 SCOTT A23 SEVEN CYCLES A24 SMITH &WESSON POLICE BIKE A25 SPECIALIZED BIKE A26 SURLY BIKES A27 TREK fTB 2018-043-AK 33 "Prces shall not include delivery cost GROUP B BICYCLE PARTS AND ACCESSORIES Rem '., Brand Percentage(%)Discountot MSRP Al AMERICAN EAGLE % A2 BIANCHI A3 CANNONDALE A4 CERVELO % A5 COLNAGO % A6 COLUMBIA BICYCLE % A7 CO-MOTION CYCLES _% A8 ELECTRA A9 FAT BIKES A10 FUJI POLICE BIKES A11 FORCE PATROL BIKES-POLICE BIKES _% Al2 GIANT A13 GT BIKE % A14 KONA % A15 LIFESPEED % A16 MERIDA Al? MONTAGUE POLICE BIKE Ale SAFARILAND PATROL BIKE _% A19 SALSA A20 SANTA CRUZ BIKE _% A21 SCHWINN % A22 SCOTT % A23 SEVEN CYCLES A24 SMITH &WESSON POLICE BIKE A25 SPECIALIZED BIKE A26 SURLY BIKES A27 TREK "Prices shall not include delivery cost. The remainder of this page was left intentionally blank. ITB 2018-043-AK 34 GROW'C REPAIR SERVICES Estimated.__ Net Cast to the City.: Descdpton U+AA Amulet ServiceHours Unit Cast (c) (a) 1 (a_x_bpc 1. Repair Service Houdy Rate 100 $ $ Estimated AnrwaF Percehtaye(%} Discount amount Net Cost to the City Discount Oesahptea . : Exper'dN`es NORF.NOR . . (c) (d) (a W) (axb) (ac)=d 2 Sur*lies&Materials $29,000 Total Group Cl 1 through 2): $ Bidders Affirmation Company. Authorized Representative: Address, Telephone: Email: Authored Representative's Signature: The remainder of this page was left intentionally blank ITB 2018-043-AK 35 APPENDIX F RAINV\ IBEACH Insurance Requirements ITB No. 2018-043-AK BICYCLE: PURCHASE, PARTS, ACCESSORIES AND REPAIR SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITB.2018-043-AK 36 MIAMI BEACH INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the contractor is required to maintain throughout the term of the contract and any renewal periods. XXX 1. Workers'Compensation and Employer's Liability per the Statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000,000.00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements"of specifications). XXX 3. Automobile Liability-$1,000,000 each occurrence-owned/non-owned/hired automobiles included. 4. Excess Liability-$ .00 per occurrence to follow the primary coverages. XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 6. Other Insurance as indicated: _Builders Risk completed value $ .00 Liquor Liability $ .00 _ Fire Legal Liability $ .00 _Protection and Indemnity $ .00 Employee Dishonesty Bond $ .00 Other $ .00 XXX 7. Thirty(30)days written cancellation notice required. XXX 8. Best's guide rating B+:VI or better, latest edition. XXX 9. The certificate must state the proposal number and title The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. ITB 2018-043-AK 37 ATTACHMENT C CONSULTANTS RESPONSE TO THE ( ITB) Page 1 of 2 BUSINESS INFORMATION Business Name: VOLCANIC MANUFACTURING LLC UBI Number: 602 438 642 Business Type: WA LIMITED LIABILITY COMPANY Business Status: ACTIVE Principal Office Street Address: 28 CBD MALL ST, NORTH BONNEVILLE, WA, 98639, UNITED STATES Principal Office Mailing Address: PO BOX 334, NORTH BONNEVILLE, WA, 98639, UNITED STATES Expiration Date: 10/31/2019 Jurisdiction: UNITED STATES, WASHINGTON Formation/ Registration Date: 10/19/2004 Period of Duration: PERPETUAL Inactive Date: Nature of Business: MANUFACTURING AND RETAIL OF SPORTING GOODS. REGISTERED AGENT INFORMATION Registered Agent Name: ERIC KACKLEY Street Address: 28 CBD MALL ST, NORTH BONNEVILLE, WA, 98639-4614, UNITED STATES Mailing Address: PO BOX 334, NORTH BONNEVILLE, WA, 98639, UNITED STATES GOVERNORS https://ccfs.sos.wa.gov/ 9/13/2018 Page 2 of 2 Title Governors Type Entity Name First Name Last Name GOVERNOR INDIVIDUAL ERIC KACKLEY https://ccfs.sos.wa.gov/ 9/13/2018 INVITATION TO BID (ITB) PURCHASE OF BICYCLES, PARTS, ACCESSORIES AND REPAIR SERVICES 2018-043-AK BID ISSUANCE DATE: MARCH 9, 2018 BID DUE: APRIL 20, 2018@ 3:00 PM ISSUED BY: ANETA KAMYCZEK m MIAMIBEACH ANETA KAMYCZEK, CONTRACTING OFFICER I PROCUREMENT DEPARTMENT 1755 MERIDIAN AVE, 3P° FLOOR, Miami Beach, Fl 33139 305.673.7000 x 6455 I www.miamibeachfl.gov INVITATION TO 3ID (ITB) PURCHASE OF BICYCLES, PARTS, ACCESSORIES AND REPAIR SERVICES 2018-043-AK BID ISSUANCE DATE: MARCH 9, 2018 BID DUE: APRIL 20, 2018@ 3:00 PM ISSUED BY: ANETA KAMYCZEK m MIAMIBEACH ANETA KAMYCZEK, CONTRACTING OFFICER I PROCUREMENT DEPARTMENT 1755 MERIDIAN AVE, 3RD FLOOR, Miami Beach, FL 33139 305.673.7000 x 6455 I www.miamibeachfl.gov BEACH TABLE OF CONTENTS SOLICITATION SECTIONS: PAGE 0100 NOT UTILIZED 2 0200 INSTRUCTIONS TO BIDDERS & GENERAL CONDITIONS 3 0300 BID SUBMITTAL INSTRUCTIONS & FORMAT 16 APPENDICES: APPENDIX A PROPOSAL CERTIFICATION, QUESTIONNAIRE AND AFFIDAVITS 18 APPENDIX B "NO BID" FORM 24 APPENDIX C MINIMUM REQUIREMENTS & SPECIFICATIONS 26 APPENDIX D SPECIAL CONDITIONS 30 APPENDIX E COST PROPOSAL FORM 32 APPENDIX F INSURANCE REQUIREMENTS 36 ITB 2018-043-AK 2 H BEACH SECTION 0200 INSTRUCTIONS TO BIDDERS 1. GENERAL. This Invitation to Bid (ITB) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Proposers to submit their qualifications, proposed scopes of work and cost proposals (the "bid") to the City for the City's consideration as an option in achieving the required scope of services and requirements as noted herein. All documents released in connection with this solicitation, including all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation, and are complementary to one another and together establish the complete terms,conditions and obligations of the Proposers and, subsequently,the successful Bidders(s) (the"contractorrsj")if this ITB results in an award. The City utilizes PublicPurchase (www.publicpurchase.com) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this ITB. Any prospective Bidder who has received this ITB by any means other than through PublicPurchase must register immediately with PublicPurchase to assure it receives any addendum issued to this ITB. Failure to receive an addendum may result in disqualification of proposal submitted. 2. PURPOSE. The City has a current inventory of 120 bicycles, and purchases approximately 20 bicycles per year. The purpose of this solicitation is to establish a contract for purchase bicycles, parts and accessories, repair services, as specified herein, with the vendor that will give prompt and effective service compliant with the pricing terms and conditions and stipulations. The intent of this solicitation is to: 1) select vendor(s) that provide greatest fixed percentage discount based on the manufacturer's suggested retail price for purchase of bicycles; 2)select vendor(s) that provide greatest fixed percentage discount based on the manufacturer's suggested retail price for bicycle parts and accessories; 3) select vendor(s) that provide bicycle repair services. Interested firms may: submit a bid response solely for Group A (Bicycle Purchase); or, Group B (Bicycle Parts and Accessories); or, Group C (Bicycle Repair Services); or, for all or any combination of Groups A, 8, C. The requirements and specifications are further detailed herein and, specifically in Appendix C. 3. SOLICITATION TIMETABLE.The tentative schedule for this solicitation is as follows: ITB Issued March 9, 2018 Pre-Bid Meeting N/A Deadline for Receipt of Questions April 11, 2018 at 5:00PM Responses Due April 20, 2018 at 3:00PM Tentative Commission Approval Authorizing Award May, 2018 4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below: Procurement Contact: Telephone: Email: Aneta Kamyczek 305.673.7000 x 6455 anetakamyczekmiamibeachfl.gov Additionally, the City Clerk is to be copied on all communications via e-mail at: RafaelGranado. miamibeach0.•ov; •r via facsimile: 786-394-4188. The Bid titlelnumber shall be referenced on all correspondence. All questions or requests for clarification must be ITB 2018-043-AK 3 `,' ' BEACH received no later than ten (10)calendar days prior to the date proposals are due as scheduled in Section 0200-3. All responses to questions/clarifications will be sent to all prospective Proposers in the form of an addendum. 4. PRE-BID MEETING OR SITE VISIT(S). Only if deemed necessary by the City, a pre-bid meeting or site visit(s) maybe scheduled. A Pre-Bid conference will be held as scheduled in Solicitation Timeline above at the following address: City of Miami Beach Procurement Department Conference Room 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Attendance (in person or via telephone) is encouraged and recommended as a source of information, but is not mandatory. Proposers interested in participating in the Pre-Bid Submission Meeting via telephone must follow these steps: (1) Dial the TELEPHONE NUMBER: 1-888-270-9936 (Toll-free North America) (2) Enter the MEETING NUMBER: 9415468 Proposers who are interested in participating via telephone should send an e-mail to the contact person listed in this ITB expressing their intent to participate via telephone. 5. PRE•BID INTERPRETATIONS. Oral information or responses to questions received by prospective Bidders are not binding on the City and will be without legal effect, including any information received at pre-bid meeting or site visit(s). Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation.Addendum will be released through PublicPurchase. 6. CONE OF SILENCE. Pursuant to Section 2-486 of the City Code, all procurement solicitations once advertised and until an award recommendation has been forwarded to the City Commission by the City Manager are under the "Cone of Silence." The Cone of Silence ordinance is available at http://library.municode.com/index,aspx?clientlD=130978statelD=98statename=Flodda. Any communication or inquiry in reference to this solicitation with any City employee or City official is strictly prohibited with the of exception communications with the Procurement Director, or his/her administrative staff responsible for administering the procurement process for this solicitation providing said communication is limited to matters of process or procedure regarding the solicitation. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov. 7. SPECIAL NOTICES. You are hereby advised that this solicitation is subject to the following ordinances/resolutions, which may be found on the City Of Miami Beach website: http:///www.miamibeachfl.gov//city- h al l/p rocu remen Uproc uremen t-related-o rd:nance-and-proved u res/ CONE OF SILENCE _ ..... .... .. . .. ........ _, CITY CODE SECTION 2486 PROTEST PROCEDURES. _.. ._. _. _ CITY CODE SECTION 2-371 DEBARMENT PROCEEDINGS CITY CODE SECTIONS 2-397 THROUGH 2485.3 LOBBYIST REGISTRATION AND DISCLOSURE OF FEES CITY CODE SECTIONS 2-481 THROUGH 2-406 CAMPAIGN CONTRIBUTIONS BY VENDORS CITY CODE SECTION 2.487 CAMPA:GN CONTRIBUTIONS BY LOBBYISTS CN PROCUREMEN- ISSUES._ _..... _.. CITY CODE SECTION 2-488 REQUIREMENT FOR CITY CONTRACTORS TO PROVIDE EQUAL BENEFITS FOR DOMESTIC PARTNERS_ _..............__. .... . .. CITY CODE SECTION 2373 ITB 2018-043-AK 4 I. BEACH • LIVING WAGE REQUIREMENT C'TV CODE SECTIONS 2207 THROUGH 2.4 0 • PREFERENCE FOR FLORIDA SMALL BUSINESSES OWNED AND CONTROLLED CY VETERANS AND TO STATE.CERTIFIED SERVICE- DISABLED VETERAN BUSINESS ENTERPRISES. . .... . .. . CITY CODE SECTION 2-374 • FALSE CLAIMS ORDINANCE __.... .. . CITY CODE SECTION 70-300 • ACCEPTANCE OF GIFTS.FAVORS&SERVICES . .. . . . CITY CODE SECTION 2-449 8. EXAMINATION OF SOLICITATION DOCUMENTS AND SITE: It is the responsibility of each Bidder, before submitting a Bid, to: • Examine the solicitation thoroughly. • Visit the site or structure, as applicable, to become familiar with conditions that may affect costs, progress, performance or furnishing of the Work. • Take into account federal, state and local (City and Miami-Dade County) laws, regulations, permits, and ordinances that may affect costs, progress, performance, furnishing of the Work, or award. • Study and carefully correlate Bidders observations with the solicitation. • Notify the Procurement Director of all conflicts, errors or discrepancies in the solicitation of which Bidder knows or reasonably should have known. • The submission of a Bid shall constitute an incontrovertible representation by Bidder that Bidder has complied with the above requirements and that without exception, the Bid is premised upon performing and furnishing the Work required by the solicitation and that the solicitation documents are sufficient in scope and detail to indicate and convey understanding of all terms and conditions for performance and furnishing of the Work. 9. POSTPONEMENT OF DUE DATE FOR RECEIPT OF BIDS. The City reserves the right to postpone the deadline for submittal of bids and will make a reasonable effort to give at least three (3) calendar days written notice of any such postponement to all prospective Bidders through PublicPurchase. 10. PROTESTS. Protests concerning the specifications, requirements, and/or terms; or protests after the bid due date in accordance with City Code Section 2-371, which establishes procedures for protested proposals and proposed awards. Protests not submitted in a timely manner pursuant to the requirements of City Code Section 2-371 shall be bared. 11. JOINT VENTURES. Joint Ventures are not allowed. Proposals shall be submitted only by the prime contractor who will serve as the CMR. The City will only contract with the prime contractor who will serve as the CMR. Proposals may, however, identify other sub-contractors or sub-consultants to the prime Proposer who may serve as team members. 12. VETERAN BUSINESS ENTERPRISES PREFERENCE. Pursuant to City of Miami Beach Ordinance No. 2011- 3748, the City shall give a preference to a responsive and responsible bidder which is a small business concern owned and controlled by a veteran(s) or which is a service-disabled veteran business enterprise, and which is within five percent (5%) of the lowest and best bidder, by providing such bidder an opportunity of providing said goads or contractual services for the lowest responsive bid amount. Whenever, as a result of the foregoing preference, the adjusted prices of two (2)or more bidders which are a srrall business concern owned and controlled by a veteran(s) or a service-disabled veteran business enterprise constitute the lowest bid pursuant to an ITB or oral or written request for quotation, and such bids are responsive, responsible and otherwise equal with respect to quality and service, then the award shall be made to the service-disabled veteran business enterprise. 13. CONTRACT PRICE. Bid Price is to include the furnishing of all labor, materials, equipment including tools, services, permit fees, applicable taxes, overhead and profit for the completion of the Work except as may be FEB 2018-043-AK 5 ." BEACH otherwise expressly provided in the solicitation. 14. METHOD OF AWARD. Following the review of bids and application of vendor preferences, the lowest responsive, responsible bidder(s) meeting all terms, conditions, and specifications of the ITS will be recommended for award by bid item, bid group, or for the entirety of all bid items, as deemed in the best interest of the City, to the City Manager for his consideration. After considering the staff recommendation for award, the City Manager shall exercise his due diligence and recommend to the Mayor and City Commission the bid that the City Manager deems to be in the best interest of the City. The City Commission shall consider the City Manager's recommendation(s) and, may approve or reject the City Manager's recommendation(s), The City Commission may also reject all bids received. In determining the lowest and best bidder, and in addition to price, Section 2-369 of the City Code provides that the City may consider the following: • The ability, capacity and skill of the bidder to perform the Contract. • Whether the bidder can perform the Contract within the time specified,without delay or interference. • The character, integrity, reputation,judgment, experience and efficiency of the bidder. • The quality of performance of previous contracts. • The previous and existing compliance by the bidder with laws and ordinances relating to the Contract. 15. MULTIPLE AWARD. The city may award two or more vendors (primary, secondary, tertiary, or higher), as available, by line item, by group or in its entirety, beginning with lowest, responsive, responsible bidder (primary), followed by the second lowest, responsive, responsible bidder (secondary), and continuing with other responsive, responsible bidders in order of next best cost. The city will endeavor to utilize vendors in order of award. However, the city may utilize other vendors in the event that: 1) a contract vendor is not or is unable to be in compliance with any contract or delivery requirement; 2) it is in the best interest of the city to do so regardless of reason. 16. BINDING CONTRACT. The signed bid shall be considered an offer on the part of the bidder, which offer shall be deemed accepted upon award of the bid by the City Commission. The City Commission's selection or approval of the City Manager's recommendation shall constitute a binding Contract between the City and the awarded bidder(s). The Contract shall include the solicitation, any and all addenda issued by the City and the Bid Proposal submitted the by bidder. In any discrepancy between the documents, the order of preference shall be as follows: 1)Addendum in reverse order of release, 2) Solicitation; 3) Bid Proposal. In case of default on the part of the successful bidder, the City may procure the items or services from other sources and hold the bidder responsible for any excess cost occasioned or incurred thereby. 17. VOLUME OF WORK TO BE RECEIVED BY CONTRACTOR. It is the intent of the City to purchase the goods and services specifically listed in this solicitation from the contractor. However, the City reserves the right to purchase any goods or services awarded from state or other governmental contract, or on an as-needed basis through the City's spot market purchase provisions. 18. GENERAL TERMS AND CONDITIONS. It is the responsibility of the Bidder to become thoroughly familiar with the Bid requirements, terms and conditions of this solicitation. Ignorance by the Bidder of conditions that exist or that may exist will not be accepted as a basis for varying the requirements of the City, or the compensation to be paid to the Bidder. 19. ACCEPTANCE OR REJECTION OF BIDS. The City reserves the right to reject any or all bids prior to award. Reasonable efforts will be made to either award the Contract or reject all bids within one-hundred twenty (120) calendar days after bid opening date. A Bidder may not withdraw its bid unilaterally nor change the Contract Price before the expiration of one hundred and twenty (120) calendar days from the date of bid opening. A Bidder may ITB 2018-043-AK a BEACH withdraw its bid after the expiration of one hundred twenty (120) calendar days from the date of bid opening by delivering written notice of withdrawal to the Department of Procurement Management prior to award of the Bid by the Mayor and City Commission. 20. ALTERNATE RESPONSES MAY BE CONSIDERED. The City may consider one (1) alternate response from the same Bidder for the same formal solicitation; provided, that the alternate response offers a different product that meets or exceeds the formal solicitation requirements. In order for the City to consider an alternate response, the Bidder shad complete a separate Price Sheet form and shall mark "Alternate Response". Alternate response shall be placed in the same response. This provision only applies to formal solicitations for the procurement of goods, services, items,equipment, materials, and/or supplies. 21. AMERICAN WITH DISABILITIES ACT. To request this material in accessible format, sign language interpreters, information on access for persons with disabilities, and/or any accommodation to review any document or participate in any city-sponsored proceeding, please contact 305-604-2489 (voice), 305-673-7524 (fax) or 305-673-7218 (TTY) five days in advance to initiate your request. TTY users may also call 711 (Florida Relay Service). 22. NON-DISCRIMINATION. The Proposer certifies that it is in compliance with the non-discrimination clause contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal employment opportunity for all persons without regard to race, color, religion, sex or national origin. In accordance with the City's Human Rights Ordinance, codified in Chapter 62 of the City Code, Proposer shall prohibit discrimination by reason of race, color, national origin, religion, sex, intersexuality, gender identity, sexual orientation, marital and familial status, and age or disability. 23. ASSIGNMENT. The successful bidder shall not assign, transfer, convey, sublet or otherwise dispose of the contract, including any or all of its right, title or interest therein, or his/her or its power to execute such contract, to any person, company or corporation, without the prior written consent of the City. 24. AUDIT RIGHTS AND RECORDS RETENTION. The Successful Bidder agrees to provide access at all reasonable times to the City, or to any of its duly authorized representatives, to any books, documents, papers and records of Contractor which are directly pertinent to this formal solicitation, for the purpose of audit, examination, excerpts, and transcriptions. The Successful Bidder shall maintain and retain any and all of the books, documents, papers and records pertinent to the Contract for three (3) years after the City makes final payment and all other pending matters are closed. Contractor's failure to or refusal to comply with this condition shall result in the immediate cancellation of this contract by the City. 25. BID BONDS, PERFORMANCE BONDS,CERTIFICATES OF INSURANCE. Bid Bonds, when required, shall be submitted with the bid in the amount specified in the Special Conditions. After acceptance of the bid, the City will notify the successful bidder to submit a performance bond and certificate of insurance in the amount specified in the Special Conditions. 26. BILLING INSTRUCTIONS. Invoices, unless otherwise indicated, must show purchase order numbers and shall be submitted to the ordering City department. 27. CANCELLATION. In the event any of the provisions of this Bid are violated by the bidder, the City shall give written notice to the bidder stating such deficiencies and, unless such deficiencies are corrected within ten (10) calendar days from the date of the City's notice, the City, through its City Manager, may declare the contract in default and terminate same, without further notice required to the bidder. Notwithstanding the preceding, the City, through its City Manager, also reserves the right to terminate the contract at any time and for any reason, without ITB 2018-043-AK 7 .' BEACH cause and for convenience, and without any monetary liability to the City, upon the giving of thirty (30) days prior written notice to the bidder. 28. CITY'S RIGHT TO WAIVE OR REJECT BIDS. The City Commission reserves the right to waive any informalities or irregularities in this Bid; or to reject all bids, or any part of any bid, as it deems necessary and in the best interest of the City of Miami Beach. 29. CLARIFICATION AND ADDENDA TO BID SPECIFICATIONS. If a bidder is in doubt as to the true meaning of the Bid specifications, or other Bid documents, or any part thereof, the bidder must submit to the City, at least seven (7) calendar days prior to the scheduled Bid opening date, a request for clarification. Any interpretation of the Bid, including, without limitation, responses to questions and request for clarification(s) from bidders, will be made only by Addendum duly issued by the City. In the event of conflict with the original specifications, the Addendum shall supersede such specifications, to the extent specified. Subsequent Addendum shall govern over prior Addendum only to the extent specified. The bidder shall be required to acknowledge receipt of any and all Addendum, and filling in and signing in the spaces provided in section 5.0, Acknowledgements/Affidavits. Failure to acknowledge Addendum may deem a bid non-responsive. The City will not be responsible for explanations, interpretations, or answers to questions made verbally or in writing by any City representative, unless issued by the City via formal written Addendum to this Bid. Any questions or clarifications concerning the Bid shall be submitted in writing to the Department of Procurement Management(DPM), 1700 Convention Center Drive, Miami Beach, FL 33139 with a copy to the City Clerk. 30. COLLUSION. Where two(2) or more related parties each submit a bid or bids for any contract, such bids or bids shall be presumed to be collusive. The foregoing presumption may be rebutted by presentation of evidence as to the extent of ownership, control and management of such related parties in the preparation and submittal of such bid or bids. "Related parties"means bidders or the principals thereof which have a direct or indirect ownership interest in another bidder for the same contract, or in which a parent company or the principals thereof of one (1) bidder have a direct or indirect ownership interest in another bidder for the same contract. Bid or bids found to be collusive shall be rejected. Bidders who have been found to have engaged in collusion may also be suspended or debarred, and any contract resulting from collusive bidding may be terminated for cause. 31. CONDITION AND PACKAGING. Bidder guarantees items offered and delivered to be the current standard production model at time of bid and shall offer expiration dating of at least one year or later. Bidder also guarantees items offered and delivered to be new, unused, and free from any and all defects in material, packaging and workmanship and agrees to replace defective items promptly at no charge to the City of Miami Beach, for the manufacturer's standard warranty but in no case for a period of less than 12 months from date of acceptance. All containers shall be suitable for storage or shipment, and all prices shall include standard commercial packaging. 32. CONTRACT EXTENSION. The City reserves the right to require the Contractor to extend contract past the stated termination date for a period of up to 120 days in the event that a subsequent contract has not yet been awarded. Additional extensions past the 120 days may occur as needed by the City and as mutually agreed upon by the City and the contractor. 33. DELIVERY. Unless actual date of delivery is specified (or if specified delivery cannot be met), show number of days (in calendar days) required to make delivery after receipt of purchase order, in space provided. Delivery time ITB 2018-043-AK 8 BEACH may become a basis for making an award. Delivery shall be within the normal working hours of the City using Department, Monday through Friday, excluding holidays. Receiving hours are Monday through Friday, excluding holidays, from 8:30 A.M. to 4:00 P.M. 34. DELIVERY TIME. Bidders shall specify in the attached Bid Form, the guaranteed delivery time(in calendar days) for each item. It must be a firm delivery time; no ranges(For example, 12-14 days)will be accepted. 35. DEMONSTRATION OF COMPETENCY. A. Pre-award inspection of the bidder's facility may be made prior to the award of contract. B. Bids will only be considered from firms which are regularly engaged in the business of providing the goods and/or services as described in this Bid. C. Bidders must be able to demonstrate a good record of performance for a reasonable period of time, and have sufficient financial capacity, equipment, and organization to ensure that they can satisfactorily perform the services if awarded a contract under the terms and conditions of this Bid. D. the terms "equipment and organization', as used herein shall, be construed to mean a fully equipped and well established company in line with the best business practices in the industry, and as determined by the City of Miami Beach. E. The City may consider any evidence available regarding the financial,technical, and other qualifications and abilities of a bidder, including past performance (experience), in making an award that is in the best interest of the City. F. The City may require bidders to show proof that they have been designated as authorized representatives of a manufacturer or supplier, which is the actual source of supply. In these instances, the City may also require material information from the source of supply regarding the quality, packaging, and characteristics of the products to be supply to the City. Any material conflicts between information provided by the source of supply and the information contained in the bidder's bid may render the bid non-responsive. G. The City may, during the period that the contract between the City and the successful bidder is in force, review the successful bidder's record of performance to ensure that the bidder is continuing to provide sufficient financial support, equipment, and organization as prescribed in this bid. Irrespective of the bidder's performance on contracts awarded to it by the City, the City may place said contracts on probationary status and implement termination procedures if the City determines that the successful bidder no longer possesses the financial support, equipment, and organization which would have been necessary during the bid evaluation period in order to comply with the demonstration of competency required under this subsection. 36. DISPUTES. In the event of a conflict between the Bid documents, the order of priority of the documents shall be as follows: A. Any contract or agreement resulting from the award of this Bid; then B. Addendum issued for this Bid, with the latest Addendum taking precedence; then C. The Bid; then D. The bidder's bid in response to the Bid. In case of any doubt or difference of opinion as to the items and/or services (as the case may be) to be furnished hereunder,the decision of the City shall be final and binding on all parties. 37. NOT USED. 38. DEFAULT. Failure or refusal of a bidder to execute a contract upon award, or withdrawal of a bid before such award is made, may result in forfeiture of that portion of any bid surety required as liquidated damages incurred by 1113 2018-043-AK 9 BEACH the City thereby or, where surety is not required, failure to execute a contract as described above may be grounds for removing the bidder from the City's bidders list. 39. EQUIVALENTS. If a bidder offers makes of equipment or brands of supplies other than those specified in the Bid specifications, he must so indicate in his bid. Specific article(s) of equipment/supplies shall conform in quality, design and construction with all published claims of the manufacturer. The bidder shall indicate in the Bid Form the manufacturer's name and number if bidding other than the specified brands, and shall indicate ANY deviation from the specifications as listed in the Bid. Other than specified items offered requires complete descriptive technical literature marked to indicate detailed conformance with specifications, and MUST BE INCLUDED WITH THE BID. NO BIDS WILL BE CONSIDERED WITHOUT THIS INFORMATION. THE CITY SHALL BE THE SOLE JUDGE OF EQUALITY AND ITS DECISION SHALL BE FINAL. Note as to Brand Names: Catalog numbers, manufacturers' and brand names, when listed, are informational guides as to a standard of acceptable product quality level only and should not be construed as an endorsement or a product limitation of recognized and legitimate manufacturers. Bidders shall formally substantiate and verify that product(s) offered conform with or exceed quality as listed in the specifications. 40. ELIMINATION FROM CONSIDERATION. This bid shall not be awarded to any person or firm who is in arrears to the City upon any debt, taxes, or contracts which are defaulted as surety or otherwise upon any obligation to the City. 41. EMERGENCY RESPONSE PRIORITY, It is hereby made a part of this solicitation that before, during, and after a public emergency, disaster, hurricane, tornado, flood, or other acts of force majeure that the City of Miami Beach, Florida shall receive a "First Priority" for any goods and services covered under any award resulting from this solicitation, including balance of line items as applicable. It is vital and imperative that the majority of citizens are protected from any emergency situation that threatens public health and safety, as determined by the City. By virtue of submitting a response to this solicitation, vendor agrees to provide all award-related goods and services to the City on a"first priority' under the emergency conditions noted above. 42. ESTIMATED QUANTITIES. Estimated quantities or estimated dollars, if provided, are for City guidance only. No guarantee is expressed or implied as to quantities or dollars that will be used during the contract period. The City is not obligated to place any order for a given amount subsequent to the award of this Bid. Estimates are based upon the City's actual needs and/or usage during a previous contract period. The City may use said estimates for purposes of determining whether the low bidder meets specifications. 43. EXCEPTIONS TO BID. Bidders are strongly encouraged to thoroughly review the specifications and all conditions set forth in this Bid. Bidders who fail to satisfy the requirements in this Bid, may be deemed non- responsive and receive no further consideration. Should your proposed bid not be able to meet one (1) or more of the requirements set forth in this Bid and you are proposing alternatives and/or exceptions to said requirements, you must notify the Procurement Office, in writing, at least five (5) days prior to the deadline for submission of bids. The City reserves the right to revise the scope of services via Addendum prior to the deadline for receipt of bids. 44. FACILITIES. The City, through its City Manager or his/her authorized designee, reserves the right to inspect the bidder's facilities at any time, upon reasonable prior written or verbal notice. 45. FLORIDA PUBLIC RECORDS LAW. Bidders are hereby notified that all Bid including, without limitation, any and all information and documentation submitted therewith, are exempt from public records requirements under FIB 2018-043-AK IQ BEACH Section 119.07(1), Florida Statutes, and s. 24(a), Art. 1 of the State Constitution until such time as the City provides notice of an intended decision or until thirty (30) days after opening of the bids, whichever is earlier. Additionally, Contractor agrees to be in full compliance with Florida Statute 119.0701 including, but not limited to, agreement to (a) Keep and maintain public records that ordinarily and necessarily would be required by the public agency in order to perform the services; (b) provide the public with access to public records on the same terms and conditions that the public agency would provide the records and at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law, (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; (d) Meet all requirements For retaining public records and transfer, at no cost, to the public agency all public records in possession of the contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the public agency in a format that is compatible with the information technology systems of the public agency. 46. F.O.B. DESTINATION. Unless otherwise specified in the Formal Solicitation, all prices quoted/proposed by the bidder must be F.O.B. DESTINATION, inside delivery, with all delivery costs and charges included in the bid price, unless otherwise specified in this Formal Solicitation. Failure to do so may be cause for rejection of bid. 47. GRATUITIES. Bidders shall not offer any gratuities, favors, or anything of monetary value to any official, employee, contractor, or agent of the City, for the purpose of influencing consideration of this Bid. 48. INDEMNIFICATION. The successful Bidder shall indemnify and hold harmless the City and ,its officers, employees, agents and instrumentalities From any and all liability, losses or damages, including attorney's fees and costs of defense, which the City or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of the agreement by the successful Bidder or its employees, agents, servants, partners. principals or subcontractors, The successful Bidder shall pay all claims and losses in connection therewith, and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the City, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney's fees which may be incurred thereon. The successful Bidder expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the successful Bidder shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City or its officers, employees, agents and instrumentalities as herein provided. The above indemnification provisions shall survive the expiration or termination of this Agreement. 49. INSPECTION, ACCEPTANCE & TITLE. Inspection and acceptance will be at destination, unless otherwise provided. Title to (or risk of loss or damage to) all items shall be the responsibility of the successful bidder until acceptance by the City, unless loss or damage results from the gross negligence or willful misconduct of the City. If any equipment or supplies supplied to the City are found to be defective, or do not conform to the specifications, the City reserves the right to cancel the order upon written notice to the seller, and return the product, at the bidder's expense. 50. LAWS, PERMITS AND REGULATIONS. The bidder shall obtain and pay for all licenses, permits, and inspection fees required under the contract; and shall comply with all Applicable Laws. 51. LEGAL REQUIREMENTS. The bidder shall be required to comply with all federal, State of Florida, Miami-Dade County, and City of Miami Beach codes, laws, ordinances, and/or rules and regulations that in any manner affect the items covered herein (collectively, Applicable Laws). Lack of knowledge or ignorance by the bidder with/of Applicable Laws will in no way be a cause for relief from responsibility. ITB 2018-043-AK �EA,CP 52. LIABILITY, INSURANCE, LICENSES AND PERMITS. Where bidders are required to enter or go on to City of Miami Beach property to deliver materials or perform work or services as a result of the Bid, the bidder will assume the full duty, obligation and expense of obtaining all necessary licenses, permits, and insurance, and assure all work complies with all Applicable Laws. The bidder shall be liable for any damages or loss to the City occasioned by negligence of the bidder, or his/her officers, employees, contractors, and/or agents, for failure to comply with Applicable Laws. 53. MANNER OF PERFORMANCE. Bidder agrees to perform its duties and obligations in a professional manner and in accordance with all applicable Local, State, County, and Federal laws, rules, regulations and codes. Bidder agrees that the services provided shall be provided by employees that are educated, trained, experienced, certified, and licensed in all areas encompassed within their designated duties. Bidder agrees to furnish to the City any and all documentation, certification, authorization, license, permit, or registration currently required by applicable laws, rules, and regulations. Bidder further certifies that it and its employees will keep all licenses, permits, registrations, authorizations, or certifications required by applicable laws or regulations in full force and effect during the term of this contract. Failure of bidder to comply with this paragraph shall constitute a material breach of this contract. 54. MISTAKES. Bidders are expected to examine the specifications, delivery schedules, bid prices, and extensions, and all instructions pertaining to supplies and services. Failure to do so will be at the bidder's risk and may result in the bid being non-responsive. 55. MODIFICATION/WITHDRAWALS OF BIDS. A bidder may submit a modified bid to replace all or any portion of a previously submitted bid up until the bid due date and time. Modifications received after the bid due date and time will NOT be considered. Bids shall be irrevocable until contract award unless withdrawn in writing prior to the bid due date or after expiration of 120 calendar days from the opening of bids without a contract award. Letters of withdrawal received after the bid due date and before said expiration date and letters of withdrawal received after contract award will NOT be considered. 56. NON-CONFORMANCE TO CONTRACT CONDITIONS. Items may be tested for compliance with specifications. Items delivered, not conforming to specifications, may be rejected and returned at the bidder's expense. These items, as well as items not delivered as per delivery date in bid and/or purchase order, may be purchased by the City, at its discretion, on the open market. Any increase in cost may be charged against the bidder. Any violation of these stipulations may also result in the bidder's name being removed from the City's vendor list. 57. OPTIONAL CONTRACT USAGE. When the successful bidder(s) is in agreement, other units of government or non-profit agencies may participate in purchases pursuant to the award of this contract at the option of the unit of government or non-profit agency. 58. OSHA. The bidder warrants to the City that any work, services, supplies, materials or equipment supplied pursuant to this Bid shall conform in all respects to the standards set forth in the Occupational Safety and Health Act of 1970, as amended, and the failure to comply wit this condition will be deemed breach of contract. Any fines levied because of inadequacies to comply with this condition shall be borne solely by the bidder. 59. PATENTS &ROYALTIES. The bidder shall indemnify and save harmless the City of Miami Beach, Florida, and its officers, employees, contractors, and/or agents, from liability of any nature or kind, including cost and expenses for, or on account of, any copyrighted, patented, or unpatented invention, process, or article manufactured or used in 1113 2018-043-AK 12 BE.ACE the performance of the contract, including its use by the City of Miami Beach, Florida. If the bidder uses any design, device or materials covered by letters, patent, or copyright, it is mutually understood and agreed, without exception, that the bid prices shall include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work. 60. PAYMENT. Payment will be made by the City after the items have been received, inspected, and found to comply with Bid specifications, free of damage or defect, and properly invoiced. 61. PRICES QUOTED. Prices quoted shall remain firm and fixed during the duration of the contract. In completing the bid form, state both unit price and extended total, when requested. Prices must be stated in units of quantity specified in the bidding specifications. In case of discrepancy in computing the amount of the bid, the UNIT PRICE quoted will govern. All prices must be F.O.B. destination, freight prepaid (unless otherwise stated in Special Conditions). The Bidder may offer cash discounts for prompt payments; however, such discounts will not be considered in determining the lowest price during bid evaluation. Bidders are requested to provide prompt payment terms in the space provided on the Bid submittal signature page of the solicitation. Award, if made, will be in accordance with terms and conditions stated herein. Each item must be bid separately, and no attempt is to be made to tie any item or items in with any other item or items. Cash or quantity discounts offered will not be a consideration in determination of award of bid(s). 62. PRODUCT INFORMATION. Product literature, specifications, and technical information, including Manufacturer's Safety Data Sheets (MSDS) should be provided with this bid as an attachment to the "BID FORM". However, in all cases must be provided within five(5) calendar days upon request from Purchasing Agent. 63. REASONABLE ACCOMMODATION. In accordance with Title II of the Americans with Disabilities Act, any person requiring an accommodation at the Bid opening because of a disability must contact the Procurement Division. 64. SAMPLES. Bids submitted as an "equal"product must be accompanied with detailed specifications. Samples of items, when required, must be furnished free of expense and, if not destroyed, will, upon request, be returned at the bidder's expense. Bidders will be responsible for the removal of all samples furnished within (30) days after bid opening. All samples will be disposed of after thirty (30) days. Each individual sample must be labeled with the bidder's name. Failure of the bidder to either deliver required samples, or to clearly identify samples may be reason for rejection of the bid. Unless otherwise indicated, samples should be delivered to the Procurement Division, 1700 Convention Center Drive, Miami Beach, FL 33139. 65. SPECIAL CONDITIONS. Any and all Special Conditions that may vary from these General Terms and Conditions shall have precedence. 66. SPOT MARKET PURCHASES. It is the intent of the City to purchase the items specifically listed in this Bid from the successful bidder. However, the City reserves the right to purchase the items from state or other governmental contract, or on an as-needed basis through the City's spot market purchase provisions. 67. SUBSTITUTIONS. After award of contract, the City WILL NOT accept substitute shipments of any kind, without previous written approval. The bidder is expected to furnish the brand quoted in its bid. Any substitute shipments will be returned at the bidder's expense. 68. TAXES. The City of Miami Beach is exempt from all Federal Excise and State taxes. ITB 2018-043-AK 1 3 BEACH 69. TIE BIDS. In accordance with Florida Statues Section 287.087, regarding identical tie bids, preference will be given to bidders certifying that they have implemented a drug free work place program. A certification form will be required. In the event of a continued tie between two or more bidders after consideration of the drug free workplace program, the City's Veteran Preference ordinances will dictate the manner by which a tie is to be resolved. In the event of a continued tie after the Veteran Preference ordinances have been applied or the tie exists between bidders that are not Veteran, the breaking of the tie shall be at the City Manager's discretion, which will make a recommendation for award to the City Commission. 70. TERMINATION FOR DEFAULT. If the successful bidder shall fail to fulfill in a timely manner, or otherwise violate, any of the covenants, agreements, or stipulations material to the Bid and/or the contract entered into with the City pursuant thereto, the City shall thereupon have the right to terminate the work and/or services then remaining to be performed by giving written notice to the bidder of such termination, which shall become effective upon receipt by the bidder of the written termination notice. In that event, the City shall compensate the successful bidder in accordance with the term of the contract for all work and/or services satisfactorily performed by the bidder prior to termination, net of any costs incurred by the City as a consequence of the default. Notwithstanding the above, the successful bidder shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the contract by the bidder, and the City may reasonably withhold payments to the successful bidder for the purposes of set off until such time as the exact amount of damages due the City from the successful bidder is determined. The City may, at its discretion. provide reasonable "cure period"for any contractual violation prior to termination of the contract should the successful bidder fall to take the corrective action specified in the City's notice of default within the allotted cure period, then the City may proceed to terminate the contract for cause in accordance with this subsection 1.57. 71. TERMINATION FOR CONVENIENCE OF CITY. The City may, for its convenience, terminate the work and/or services then remaining to be performed, at any time, by giving written notice to the successful bidder of such termination, which shall become effective thirty(30) days following receipt by bidder of such notice. In that event, all finished or unfinished documents and other materials shall be properly delivered to the City. If the contract is terminated by the City as provided in this subsection, the City shall compensate the successful bidder in accordance with the terms of the contract for all and without cause and/or any resulting liability to the City, work and/or services actually performed by the successful bidder, and shall also compensate the bidder for its reasonable direct costs in assembling and delivering to City all documents. No compensation shall be due to the successful bidder for any profits that the successful bidder expected to earn on the balanced of the contract. Such payments shall be the total extent of the City's liability to the successful bidder upon a termination as provided for in this subsection. 72. UNDERWRITERS' LABORATORIES. Unless otherwise stipulated in the Bid, all manufactured items and fabricated assemblies shall be U.L. listed or re-examination listing where such has been established by U L. for the item(s) offered and furnished. 73. ADDITIONAL SERVICES. Although this solicitation and resultant contract identifies specific goods, services or facilities ( items"). it is hereby agreed and understood that the City, through the approval of the Department and Procurement Directors (for additional items up to $50,000) or the City Manager (for additional items greater than $50,000), may require additional items to be added to the Contract which are required to complete the work. When additional items are required to be added to the Contract, awarded vendor(s), as applicable to the item being requested, under this contract may be invited to submit price quote(s) for these additional requirements. If these quote(s) are determined to be fair and reasonable, then the additional work will be awarded to the current contract vendor(s) that offers the lowest acceptable pricing. The additional items shall be added to this contract by through a ITB 2018-043-AK 14 Purchase Order(or Change Order if Purchase Order already exists). In some cases, the City may deem it necessary to add additional items through a formal amendment to the Contract, to be approved by the City Manager. The City may determine to obtain price quotes for the additional items from other vendors in the event that fair and reasonable pricing is not obtained from the current contract vendors, or for other reasons at the City's discretion. ITU 2018-043-AK 15 SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT 1. SEALED BIDS. One original Bid Proposal (preferably in 3-ring binder) must be submitted in an opaque, sealed envelope or container on or before the due date established for the receipt of bids. Additionally, five(5) bound copies and one (1) electronic format (CD or USB format) are to be submitted, with the original submission or within two (2) days of request by the City. The following information should be clearly marked on the face of the envelope or container in which the bid is submitted: @id Number, Bid Title, Bidders Name, Bidder Return Address. Bids received electronically, either through email or facsimile, are not acceptable and will be rejected. Bid Proposals are to be delivered to the following address: City of Miami Beach Procurement Department 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 2. BID PROPOSAL. The Bid Proposal is to include the following. • TAB 1 — Cost Proposal Form (Appendix E). The Cost Proposal Form (Appendix E) shall be completed mechanically or, if manually, in ink. Cost Proposal Forms submitted in pencil shall be deemed non- responsive. All corrections on the Cost Proposal Form shall be initialed. FAILURE TO SUBMIT THE MOST RECENT COST PROPOSAL FORM (EITHER INCLUDED IN THE ORIGINAL ITB OR RELEASED VIA AN ADDENDUM) MAY RESULT IN BID BEING DEEMED NOT RESPONSIVE AND NOT BEING FURTHER CONSIDERED. • TAB 2-Bid Certification, Questionnaire and Affidavits (Appendix B). • TAB 3—Submittal Requirements requested in Appendix C, Minimum Requirements. • Group A and B. 1. Bidder shall be authorized by manufacturer to sell the brand of bicycles, parts and accessories proposed. SUBMITTAL REQUIREMENT: The bidder shall provide documentation from manufacturer identifying the bidder as authorized to sell proposed bicycles, parts and accessories. Group C 1. Bidder shall be authorized by manufacturer to repair brand of bicycles proposed. SUBMITTAL REQUIREMENT: The bidder shall provide documentation from manufacturer identifying the bidder as authorized to repair proposed product. 2. Repair services shall be performed at bidder facility located no more than a 15-mile radius from the Police Department located at 1100 Washington Avenue, Miami Beach, FL 33139. CP13 2018-043-AK 16 The City reserves the right to request any documentation omitted, with exception of the Cost Proposal Form (Appendix E), Proposal Certification, Questionnaire& Requirements Affidavit(Appendix A), and Bid Bond (if applicable). Bid Submittals received that do not include the Cost Proposal Form, completed as required and fully executed, or Bid Bond (if applicable) shall be deemed non-responsive. Bidder must submit any omitted documentation within three (3) calendar days upon request from the City, or the bid may be deemed non-responsive. Non-responsive bid packages will receive no further consideration. 2. LATE BIDS. Bid Proposals are to be received on or before the due date established herein for the receipt of Bids. Any Bid received after the deadline established for receipt of proposals will be considered late and not be accepted or will be returned to Proposer unopened. The City does not accept responsibility for any delays, natural or otherwise. 1T13 2018-043-AK 1 APPENDIX "A" MIAMI BEACH Proposal Certification , Questionnaire & Requirements Affidavit ITB No. 2018-043-AK BICYCLE: PURCHASE, PARTS, ACCESSORIES AND REPAIR SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITB 2018-043-AK 18 ___ ' AC t ISolicitation No: I Solicitation Tide' — 2018-043-AK BICYCLE: PURCHASE, PARTS, ACCESSORIES AND REPAIR SERVICES Pmcorement Contac[ Tel: Email: --_-- LAneta Kamyczek (305)673-7000 x 6455 anetakamyczelsamiamibeachflgov PROPOSAL CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT Purpose: The purpose of this Proposal Certification, Questionnaire and Requirements Affidavit Form is to inform prospective Proposers of certain solicitation and contractual requirements, and to collect necessary information from Proposers in order that certain portions of responsiveness, responsibility and other determining factors and compliance with requirements may be evaluated. This Proposal Certification, Questionnaire and Requirements Affidavit Form is a REQUIRED FORM that must be submitted fully completed and executed. 1. General Proposer Information. FIRM NAME: VOLCANIC MANUFACTURING LLC NO.OF YEARS IN BUSINESS. 13 YEARS NO. YEARS IN BUSINESS LOCALLY. D NO. EMPLOYEES. 6 OTHER NAMEIS)PROPOSER HAS OPERATED UNDER IN THE LAST 10 YEARS. VOLCANIC BIKES FIRM PRIMARY ADDRESS(HEADQUARTERS): 28 CBD MALL CITY: NORTH BONNEVILLE STATE. WA. ZIP CODE: -__.. 98639 TELEPHONE NO.: 509-427-8623 TOLL FREE NO: N/A - -- --_-- FAX NO.• 844-316-3281 FIRM LOCAL ADDRESS: N/A CITY { STATE. ZIP CODE. PRIMARY ACCOUNT REPRESENTATIVE FOR THIS ENGAGEMENT JENNIFER KACKL EY ACCOUNT REP TELEPHONE NO.: 509-427-8623 ACCOUNT REP TOLL FREE NO.: N/A ACCOUNT REP EMAIL. JENNIFER@VOLCANICBIKES.COM FEDERAL TAX IDENTIFICATION NO. 20-1758722 The City reserves the right to seek additional Information from Proposer or other source(s),including but not limited to: any firm or principal information,applicable licensure, resumes of relevant individuals,client information,financial information,or any infomration the City deems necessary to evaluate the capacity of the Proposer to perform in accordance with contract requirements. IT13 201g-043-AK 1 8 • BEACH 1. Veteran Owned Business.Is Pro oser claiming a veteran owned business status? YES X NO SUBMITTAL REQUIREMENT: Proposers claiming veteran owned business status shall submit a documentation proving that firm is certified as a veteran-owned business or a service-disabled veteran owned business by the State of Florida or United States federal government,as required pursuant to ordinance 2011-3748. 2. Financial Capacity. When requested by the City, each Proposer shall arrange for Dun & Bradstreet to submit a Supplier Qualification Report(SCR)directly to the Procurement Contact named herein. No proposal will be considered without receipt, by the City, of the SQR directly from Dun & Bradstreet. The cost of the preparation of the SCR shall be the responsibility of the Proposer. The Proposer shall request the SCR report from 088 at: https:Rsuppherportal.dnb.comlwebappiwcslstoresrservlet/SupplierPortat?storeld=11696 Proposers are responsible for the accuracy of the information contained in its SQR.It is highly recommended that each Proposer review the information contained in its SQR for accuracy prior to submittal to the City and as early as possible in the solicitation process. For assistance with any portion of the SQR submittal process,contact Dun&Bradstreet at 800-424-2495. SUBMITTAL REQUIREMENT: Proposer shall request that Dun & Bradstreet submit its Supplier Qualifier Report directly to the City,with bid or within three(3)days of request. 3. Conflict Of Interest.All Proposers must disclose,in their Proposal,the name(s)of any officer,director,agent,or immediate family member(spouse, parent, sibling, and child) who is also an employee of the City of Miami Beach. Further, all Proposers must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the Proposer entity or any of its affiliates. SUBMITTAL REQUIREMENT: Proposers must disclose the name(s)of any officer, director, agent,or immediate family member (spouse,parent,sibling,and child)who is also an employee of the City of Miami Beach. Proposers must also disclose the name of any City employee who owns,either directly or indirectly,an interest of ten(10%)percent or more in the Proposer entity or any of its affiliates 4. References&Past Performance. Proposer shall submit at least three(3)references for whom the Proposer has completed work similar in size and nature as the work referenced in solicitation. SUBMITTAL REQUIREMENT: For each reference submitted, the following information is required: 1) Firm Name, 2) Contact Individual Name&Ttle,3)Address,4)Telephone,5)Contacts Email and 6)Narrative on Scope of Services Provided. 5 Suspension,Debarment or Contract Cancellation.Has Proposer ever been debarred,suspended or other legal violation,or had a contract cancelled due to non-performance by an wblic sector agency? J YES X NO SUBMITTAL REQUIREMENT: If answer to above is'YES," Proposer shall submit a statement detailing the reasons that led to action(s). 6. Vendor Campaign Contributions. Proposers are expected to be or become familiar with, the City's Campaign Finance Reform laws, as codified in Sections 2-487 through 2-490 of the City Code. Proposers shall be solely responsible for ensuring that all applicable provisions of the Citys Campaign Finance Reform laws are complied with,and shall be subject to any and all sanctions, as prescribed therein, including disqualification of their Proposals,in the event of such non-compliance. SUBMITTAL REQUIREMENT: Submit the names of all individuals or entities(including your sub-consultants) with a controlling financial interest as defined in solicitation. For each individual or entity with a controlling financial interest indicate whether or not each individual or entity has contnbuted to the campaign either directly or indirectly, of a candidate who has been elected to the office of Mayor or City Commissioner for the City of Miami Beach. 7 Code of Business Ethics, Pursuant to City Resolution No.2000-23879, each person or entity that seeks to do business with the City shall adopt a Code of Business Ethics ("Code") and submit that Code to the Procurement Department with its proposal/response or within five(5)days upon receipt of request.The Code shall, at a minimum,require the Proposer, to comply with all applicable governmental rules and regulations including, among others, the conflict of interest, lobbying and ethics provision of the City of Miami Beach and Miami Dade County. SUBMITTAL REQUIREMENT: Proposer shall submit firm's Code of Business Ethics. In lieu of submitting Code of Business Ethics,Proposer may submit a statement indicating that it will adopt,as required in the ordinance,the City of Miami Beach Code of Ethics,available at httpllwww.miamibeach8.govldty-haNprocurement/procurement-related-0rdinance-and-procedures) 8. Living Wage. Pursuant to Section 2-408 of the City of Miami Beach Code,as same may be amended from time to time, covered ITB 2018-043-AK 19 . employees shall be paid the required living wage rates listed below' 1. Effective January 1, 2018, covered employees must be paid a living wage rate of no less than $11,62 per hour with health care benefits of at least$2.26 per hour,or a living wage rate of no less than$13.88 per hour without health care benefits. 2. Effective January 1, 2019, covered employees must be paid a living wage rate of no less than $11.70 per hour with health care benefits of at least$2.74 per hour,or a living wage rate of no less Than$14.44 per hour without health care benefits. 3. Effective January 1, 2020, covered employees must be paid a living wage rate of no less than $11.78 per hour with health care benefits of at least$3.22 per hour,or a living wage rate of no less than$15.0O per hour without health care benefits. The living wage rate and health care benefits rate may, by Resolution of the City Commission be indexed annually for inflation using the Consumer Price Index for all Urban Consumers(CPI-U)Miami/Ft.Lauderdale,issued by the U.S.Department of Labors Bureau of Labor Statistics. Notwithstanding the preceding,no annual index shall exceed three percent(3%).The City may also,by resolution,elect not to index the living wage rate in any particular year,if it determines it would not be fiscally sound to implement same(in a particular year). Proposers'failure to comply with this provision shall be deemed a material breach under this proposal,under which the City may, at its sole option, immediately deem said Proposer as non-responsive, and may further subject Proposer to additional penalties and fines,as provided in the City's Living Wage Ordinance, as amended. Further information on the Living Wage requirement is available at htto iwww.miamibeachff eovlcity-halliprocurement/procurement-related ordinance-and-procedures! SUBMITTAL REQUIREMENT: No additional submittal is required.By virtue of executing this affidavit document, Proposer agrees to the living wage requirement.My payroll request made by the City during the contract term shall be completed electronically via the City's electronic compliance portal,LCP Tracker(LCPTracker.nef). 9 Equal Benefits for Employees with Spouses and Employees with Domestic Partners. When awarding competitively solicited contracts valued at over$100,000 whose contractors maintain 51 or more full time employees on their payrolls during 20 or more calendar work weeks, the Equal Benefits for Domestic Partners Ordinance 2005-3494 requires certain contractors doing business with the City of Miami Beach, who are awarded a contract pursuant to competitive proposals, to provide "Equal Benefits'to their employees with domesfic partners, as they provide to employees with spouses. The Ordinance applies to all employees of a Contractor who work within the City limits of the City of Miami Beach,Florida,and the Contractors employees located in the United States, but outside of the City of Miami Beach limits, who are directly performing work on the contract within the City of Miami Beach. A. Does your company provide or offer access to any benefits to employees with spouses or to spouses of employees? YES x NO B. Does your company provide or offer access to any benefits to employees with(same or opposite sex)domesbc partners*or to domestic partners of employees? YES i x f NO C. Please check all benefits that apply to your answers above and list in the 'other section any additional benefits not already specified.Note: some benefits are provided to employees because they have a spouse or domestic partner.such as bereavement leave,other benefits are provided directly to the spouse or domestic partner,such as medical insurance. BENEFIT Firm Provides for Firm Provides for Firm does not Employees with Employees with Provide Benefit Spouses Domestic Partners Health x Sick Leave x Family Medical Leave _ x Bereavement Leave X If Proposer cannot offer a benefit to domestic partners because of reasons outside your control, (e.9., there are no insurance providers in your area willing to offer domestic partner coverage)you may be eligible for Reasonable Measures compliance. To comply on this basis, you must agree to pay a cash equivalent and submit a completed Reasonable Measures Application (attached)with all necessary documentation.Your Reasonable Measures Application will be reviewed for consideration by the City Manager, or his designee.Approval is not guaranteed and the City Managers decision is final Further information on the Equal Benefits requirement is available at http/Mww.miamibeachfipovlcity-halllprocurementlprocurement-related-ordinance-and- procedures! ITB 2018-043-AK 20 BEA 10. Public Entity Crimes.Section 287.133(2)(a),Honda Statutes,as currently enacted or as amended from time to time,states That a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity came may not submit a proposal, proposal or reply on a contract to provide any goods or services to a public entity: may not submit a proposal. proposal,or reply on a contract with a public entity for the construction or repair of a public building or public work;may not submit proposals, proposals,or replies on leases of real properly 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 s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list SUBMITTAL REQUIREMENT: No additional submittal is required. By virtue of executing this affidavit document, Proposer agrees with the requirements of Section 287.133,Florida Statutes,and certifies it has not been placed on convicted vendor list 11. Non-Discrimination.Pursuant to City Ordinance No.2016-3990,the City shall not enter into a contract with a business unless the business represents that it does not and will not engage in a boycott as defined in Section 2-375(a)of the City Code,including the blacklisting,divesting from,or otherwise refusing to deal with a person or entity when such action is based on race,color,national origin, religion,sex,intersexuality,gender identity,sexual orientation,marital or familial status,age or disability. SUBMITTAL REQUIREMENT: No additional submittal is required.By virtue of executing this affidavit document, Proposer agrees it is and shall remain in full compliance with Section 2-375 of the City of Miami Beach City Cede 12 Moratorium on Travel to and the Purchase of Goods or Services From North Carolina and Mississippi. Pursuant to Resolution 2016-29375, the City of Miami Beach, Florida, prohibits official City travel to the states of North Carolina and Mississippi,as well as the purchase of goods or services sourced in North Carolina and Mississippi. Proposer shall agree that no travel shall occur on behalf of the City to North Carolina or Mississippi,nor shall any product or services it provides to the City be sourced from these states. SUBMITTAL REQUIREMENT: No additional submittal is required.By virtue of executing this affidavit document, Proposer agrees it is and shall remain in Mil compliance with Resolution 2016-29375. 13. Fair Chance Requirement. Pursuant to Section 2-376 of the City Code,the City shall not enter into any contract resulting from a competitive solicitation, unless the proposer certifies in writing that the business has adopted and employs written policies. practices,and standards that are consistent with the Citys Fair Chance Ordinance,set forth in Article V of Chapter 62 of the City Code (°Fair Chance Ordinance'"), and which, among other things, (i) prohibits City contractors, as an employer, from inquiring about an applicant's criminal history until the applicant is given a conditional offer of employment; (ii) prohibits advertising of employment positions with a statement that an individual with a criminal record may not apply for the position, and(iii) prohibits placing a statement on an employment application that a person with a criminal record may not apply for the position. SUBMITTAL REQUIREMENT: No additional submittal is required at this time. By virtue of executing this affidavit, Proposer certifies Nat it has adopted policies,practices and standards consistent with the Citys Fair Chance Ordinance. Proposer agrees to provide the City with supporting documentation evidencing its compliance upon request. Proposer further agrees that any breach of the representations made herein shall constitute a material breach of contract and shall entitle the City to the immediate termination for cause of the agreement,in addition to any damages that may be available at law and in equity. 14. Acknowledgement of Addendum. After issuance of solicitation,the City may release one or more addendum to the solicitation which may provide additional information to Proposers or atter solicitation requirements. The City will strive to reach every Proposer having received solicitation through the City's e-procurement system, PublicPurchase.com. However, Proposers are solely responsible for assuring they have received any and all addendum issued pursuant to solicitation.This Acknowledgement of Addendum section certifies that the Proposer has received all addendum released by the City pursuant to this solicitation. Failure to obtain and acknowledge receipt of all addenda may result in proposal disqualification. Initial to Confirm Initial to Coate Intal to Confirm J Receipt Receipt Receipt Addendum 1 Addendum 6 • Addendum 11 L Addendum 2 Addendum 7 Addendum 12 Addendum 3 Addendum 8 _ Addendum 13 Addendum 4 I Addendum 9 I Addendum 14 Addendum 5 Addendum 10 ` Addendum 15 If additional confirmation of addendum is required,submit under separate cover. ITIS 2018-043-AK 2I '_BcACH DISCLOSURE AND DISCLAIMER SECTION The solicitation referenced herein is being furnished to the recipient by the City of Miami Beach (the"City")for the recipients convenience. Any action taken by the City in response to Proposals made pursuant to this solicitation, or in making any award,or in failing or refusing to make any award pursuant to such Proposals, or in cancelling awards,or in withdrawing or cancelling this solicitation, either before or after issuance of an award,shall be without any liability or obligation on the part of the City. In its sole discretion, the City may withdraw the solidtation either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the solicitation, as it deems appropriate and in its best interest. In its sole discretion, the City may determine the qualifications and acceptability of any party or parties submitting Proposals in response to this solicitation. Following submission of a Bid or Proposal, the applicant agrees to deliver such further details, information and assurances, including financial and disclosure data, relating to the Proposal and the applicant including, without limitation, the applicants affiliates, officers, directors,shareholders, partners and employees,as requested by the City in its discretion. The information contained herein is provided solely for the convenience of prospective Proposers. It is the responsibility of the recipient to assure itself that information contained herein is accurate and complete.The City dces not provide any assurances as to the accuracy of any information in this solicitation. Any reliance on these contents. or on any permitted communications with City officials, shall be at;he recipient's own risk. Proposers should rely exclusively on their own investigations, interpretations,and analyses. The solicitation is being provided by the City without any warranty or representation. express or implied. as to its content, Is accuracy,or its completeness. No warranty or representation is made by Me City or its agents that any Proposal conforming to these requirements will be selected for consideration,negotiation,or approval. The City shall have no obligation or liability with respect to this solicitation,the selection and the award process,or whether any award will be made. Any recipient of this solidtation who responds hereto fully acknowledges all the provisions of this Disclosure and Disclaimer, is totally relying on this Disclosure and Disclaimer, and agrees to be bound by the terms hereof.Any Proposals submitted to the City pursuant to this solicitation are submitted at the sole risk and responsibility of the party submitting such Proposal. This solicitation is made subject to correction of errors, omissions, or withdrawal from the market without notice. Information 's for guidance only and does not constitute all or any part of an agreement. The City and all Proposers will be bound only as, if and when a Proposal (or Proposals), as same may be modified, and the applicable definitive agreements pertaining thereto, are approved and executed by the parties, and then only pursuant to the terms of the definitive agreements executed among the parties. Any response to this solicitation may be accepted or rejected by the City for any reason,or for no reason,without any resultant liability to the City. The City is governed by the Government-in-the-Sunshine Law,and all Proposals and supporting documents shall be subject to disclosure as required by such law. All Proposals shall be submitted in sealed proposal form and shall remain confidential to the extent permitted by Flodda Statutes, until the date and time selected for opening the responses. At that time, all documents received by the City shall become public records. Proposers are expected to make all disclosures and declarations as requested in this solicitation. By submission of a Proposal, the Proposer acknowledges and agrees that the City has the right to make any inquiry or investigation it deems appropriate to substantiate or supplement information contained in the Proposal,and authorizes the release to he City of any and all information sought in such inquiry or investigation. Each Proposer certifies that the information contained in the Proposal is true, accurate and complete, to the best of its knowledge, information,and belief. Notwithstanding the foregoing or anything contained in the solicitation, all Proposers agree that in the event of a final unappealable judgment by a court of competent jurisdiction which imposes on the City any liability arising out of this solicitation, or any response thereto, or any action or inaction by the City with respect thereto, such liability shall be limited to$10,000 00 as agreed-upon and liquidated damages. The previous sentence, however, shall not be construed to circumvent any of the other provisions of this Disclosure and Disclaimer which imposes no liability on the City. In the event of any differences in language between this Disclosure and Disclaimer and the balance cf the solicitation. it is understood that the provisions of this Disclosure and Disclaimer shall always govern. The solicitation and any disputes arising from the solicitation shall be governed by and construed in accordance with the laws of the State of Florida. ITB 2018-043-AK 22 4tvt; BEACH PROPOSER CERTIFICATION I hereby certify that: I, as an authorized agent of the Proposer, am submitting the following information as my firm's proposal; Proposer agrees to complete and unconditional acceptance of the terms and conditions of this document, inclusive of this solicitation,all attachments,exhibits and appendices and the contents of any Addenda released hereto, and the Disclosure and Disclaimer Statement; Proposer agrees to be bound to any and all spedfications, terms and conditions contained in the solicitation, and any released Addenda and understand that the following are requirements of this solicitation and failure to comply will result in disqualification of proposal submitted; Proposer has not divulged, discussed,or compared the proposal with other Proposers and has not colluded with any other Proposer or party to any other proposal; Proposer acknowledges that all information contained herein is part of the public domain as defined by the State of Florida Sunshine and Public Records Laws;all responses,data and information contained in this proposal, inclusive of the Prot/sal Certification, Questionnaire and R-t uirements Affidavit are true and accurate. Name of Proposers Auttmnzel Representalrve: Title of Pngosefs Authorized Representative: Jen;; r is ct l,le j 04(ce.. (hclnaid&— SIgiaW of Pro reAuthorized Representative: nate: y-25- 18 w0.stettwjton State offLBRle* ) On this 25day of Apn( ,20 le;personally appeared before me hierm4efr c4041 County of Skawuan A ) stated that (s)he is the scf rce w o Ao�err of V.kantc BVKe'- , a corporation, and that the instrument was signed in behalfef the said corporation by authority of its board of directors and acknowledged said instrument to be its voluntary act and deed.Before me: U%2cn r teSidte '- ih Notary PuGicfaN of `W ASc4tNKS➢N1 IRIS VAZQUEZ My Commission Expires: Feb 2_ 02?- Notary Public State of Washington My Appointment Expires Feb 2.2022 ITB 2018-043-AK 23 BEA1H APPENDIX B MIAMI BEACH " No Bid " Form ITB No. 2018-043-AK BICYCLE: PURCHASE, PARTS, ACCESSORIES AND REPAIR SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 Note: It is important for those vendors who have received notification of this solicitation but have decided not to respond, to complete and submit the attached "Statement of No Bid." The "Statement of No Bid" provides the City with information on how to improve the solicitation process. Failure to submit a "Statement of No Bid" may result in not being notified of future solicitations by the City. ITB 2018-043-AK 24 BEACH Statement of No Bid WE HAVE ELECTED NOT TO SUBMIT A PROPOSAL AT THIS TIME FOR REASON(S)CHECKED AND/OR INDICATED BELOW: Workload does not allow us to proposal _Insufficient time to respond Specifications unclear or too restrictive _Unable to meet specifications _Unable to meet service requirements Unable to meet insurance requirements Do not offer this product/service _OTHER.(Please specify) We do do not_want to be retained on your mailing list for future proposals of this type product and/or service. Signature: Title: Legal Company Name: Note: Failure to respond,either by submitting a proposal or this completed form,may result in your company being removed from our vendors list. PLEASE RETURN TO: City of Miami Beach Procurement Department ATTENTION:Aneta Kamyczek ITS No.2018-043-AK 1755 Meridian Avenue, 31°Floor Miami Beach, FL 33139 1113 2018-043-AK 25 3EACH APPENDIX C MIAMI BEACH Minimum Requirements & Specifications ITB No. 2018-043-AK BICYCLE: PURCHASE, PARTS, ACCESSORIES AND REPAIR SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 1113 2018-0.43-AK 26 1. MINIMUM REQUIREMENTS. The Minimum Eligibility Requirements for this solicitation are listed below. Proposer shall submit detailed verifiable information affirmatively documenting compliance with each minimum requirement. Proposers that fail to comply with minimum requirements will be deemed non- responsive and will not be considered. Group A and B. 1. Bidder shall be authorized by manufacturer to sell the brand of bicycles, parts and accessories proposed. SUBMITTAL REQUIREMENT: The bidder shall provide documentation from manufacturer identifying the bidder as authorized to sell proposed bicycles, parts and accessories. Group C 1. Bidder shall be authorized by manufacturer to repair brand of bicycles proposed. SUBMITTAL REQUIREMENT: The bidder shall provide documentation from manufacturer identifying the bidder as authorized to repair proposed product. 2. Repair services shall be performed at bidder facility located no more than a 15-mile radius from the Police Department located at 1100 Washington Avenue, Miami Beach, FL 33139. 2. GENERAL STATEMENT OF WORK. 1. GROUP A—PURCHASE OF BICYCLES Vendors shall provide new bicycle(s) fully assembled and ready to use. Bicycles shall conform to all manufacturer standards and shall include all safety features recommended by the manufacturer, as standard equipment. The City may purchase the following types, including but not limited to: Mountain Bicycles, Cruiser Bicycles, Surrey Bicycles,etc. BRANDS. The brands listed below are the brands most utilized by the City. Vendors may submit bids for one or more brands. Vendors are not required to submit bids on all brands. The percentage discount offered must be consistent across the entire brand. • AMERICAN EAGLE • BIANCHI • CANNONDALE • CERVELO • COLNAGO • COLUMBIA BICYCLE • CO-MOTION CYCLES • ELECTRA ITB 2018-043-AK 27 • FAT BIKES • FUJI POLICE BIKES • FORCE PATROL BIKES—POLICE BIKES • GIANT • GT BIKE • KONA • LIFESPEED • MERIDA • MONTAGUE POLICE BIKE • ORBEA • SAFARILAND PATROL BIKE • SALSA • SANTA CRUZ BIKE • SCHWINN • SCOTT • SEVEN CYCLES • SMITH &WESSON POLICE BIKE • SPECIALIZED BIKE • SURLY BIKES • TREK 2. GROUP B—BICYCLE PARTS AND ACCESSORIES Vendor(s) shall provide new parts and accessories, as required by the City. These parts may include, but are not limited to: chains, pedals, seats, seat leashes, shocks, wheels, tires, lights, baskets, handlebars, brakes, tune-up etc. 3. GROUP C—BICYCLE REPAIR SERVICES Vendor(s)shall provide repair services for bicycle brands for the manufacturer(s) authorized by the vendor. All repairs shall be performed at the vendors repair shop, in accordance with manufacturer's standards and best practices in the industry. The City shall require the vendor to pick up and deliver the bicycles needing repairs. List of the most common bicycle repair services for the past year: • Axle installation • Bike build • Brake Cable F(cable and housing included) • Brake Cable R(cable and housing included) • Brake installation Caliper • Brake Installation Disc • Brake Pads installation • Chain Adjustment • Chain clan and lube • Chain installation • Gear Adjustment • Kick stand installation ITB 2018-043-AK 28 • Lights, bells, grips, locks, mirrors, valve caps installation • Lube • Pedal Installation • Seat post installation • Tube or tire installation • Tune up(front/rear wheel) • Tune wash • Water bottle cage installation • Wash, lube and tune • Wash and lube The remainder of this page was left intentionally blank. ITB 2018-043-AK 29 APPENDIX D MIAMI BEACH Special Conditions ITB No. 2018-043-AK BICYCLE: PURCHASE, PARTS, ACCESSORIES AND REPAIR SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Ave, 3rd floor Miami Beach, Florida 33139 1TB 2018-043-AK 30 1. TERM OF CONTRACT. The contract(s) entered into with the successful proposer(s) will have an initial term of three (3) years. 2. OPTIONS TO RENEW. The City, through its City Manager. will have the option to extend for two (2) additional one-year periods subject to the availability of funds for succeeding fiscal years. 3. PRICES ANDIOR PERCENTAGE SHALL BE FIXED. All prices and/or percentage discount quoted in the awardee's bid submittal shall remain firm, unless amended in writing by the City. 4. PROHIBITION AGAINST THE SALE. The Successful Bidder will not sell or distribute any item(s) with the City of Miami Beach name or logo thereon to the general public. 5. DELIVERY. The vendor shall make deliveries within 30 calendar days after the date of the order unless otherwise agreed with the requesting department. All deliveries shall be made in accordance with good commercial practice and all required delivery timeframes shall be adhered to by the vendor(s),, except in such cases where the delivery will be delayed due to acts of nature, strikes, or other causes beyond the control of the vendor. In these cases, the vendor shall notify the City of the delays in advance of the original delivery date so that a revised delivery schedule can be appropriately considered by the City. 6. SHIPPING TERMS: F.O.B DESTINATION FREIGHT PREPAID AND ADD. Prices shall include freight to City's premises to include inside delivery, and shall be F.O.B.Destination, Freight Prepaid and Add. Vendor shall pay the freight and adds the freight charges to its invoice to the City. 7. PACKING SLIP/DELIVERY TICKET TO ACCOMPANY ITEMS DURING DELIVERY. The Successful Bidder shall enclose a complete packing slip or delivery ticket with any items to be delivered in conjunction with this bid solicitation. The packing slip/delivery ticket shall be attached to the shipping carton(s) and shall be made available to the designated Contract Administrator during delivery/pickup. The packing slip or delivery ticket shall include, at a minimum, the following information: name of employee(s) receiving item, purchase order number, date of order, a complete listing of items being delivered/picked up and back-order quantities and estimated delivery of back-orders, if applicable. 8. INVOICING. The vendor shall submit an invoice to the City user department(s) that requested the items through a purchase order. The date of the invoices shall not exceed thirty (30) calendar days from the delivery of the items. Under no circumstances shall the invoice be submitted to the City in advance of the delivery and acceptance of the items. In addition the invoice shall reference (or include a copy of) the corresponding delivery ticket number or packing slip number that was signed by an authorized representative of the City user department at the time the items were delivered and accepted. Failure to submit invoices in the prescribed manner will delay payment. The vendor shall provide the City with the demonstration of MSRP discount pricing for scheduled items during the quote process. At no time should the items exceed MSRP or Published Price. 9. MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS. The Bidder hereby acknowledges and agrees that all materials/products, except where recycled content is specifically requested, supplied by the Bidder in conjunction with this Bid shall be new, warranted for their merchantability, and fit for a particular purpose. In the event any of the materials/products supplied to the City by the Bidder are found to be defective or do not conform to specifications, the City reserves the right to cancel the order and return such materials/products to the Bidder to replace the materials/products at the Bidder's expense. ITB 2018-043-AK 31 APPENDIX E M AM BEACH Cost Proposal Forms ITB No. 2018-043-AK BICYCLE: PURCHASE, PARTS, ACCESSORIES AND REPAIR SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITB 2018-043-AK 32 Alternative Response Appendix E Group A Volcanic"APB" 29"wheels or 27.5" Custom $1,499.99 Police Mountain wheels colors Bike Volcanic Fat Bike 26x4 Rigid Fork Custom $1,781.00 colors Volcanic Fat Bike Volcanic Fat Bike 26x4 Custom $1,922.99 Suspension Fork colors APPENDIX E COST PROPOSAL FORM-GROUP 1 Failure to submit Section 5. COST PROPOSAL FORM.in its entirety and fully executed by the deadline established for the receipt of proposals will result in proposal being deemed non-responsive and being rejected. Bidder affirms that the prices stated on the proposal price form below represents the entire cost of the items in full accordance with the requirements of this ITB, inclusive of its terms, conditions, specifications and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices,delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Proposal Tender Form (Appendix E) shall be completed mechanically or, if manually, in ink. Cost Proposal Forms (Appendix E) completed in pencil shall be deemed non-responsive. All corrections on the Proposal Tender Form (Appendix E)shall be initialed. GROUP A BICYCLE PURCHASE ttem Brand Percentage(%)Discount of MSRP Al AMERICAN EAGLE °h A2 BIANCHI A3 CANNONDALE °k A4 CERVELO A5 COLNAGO A6 ! COLUMBIA BICYCLE A7 CO-MOTION CYCLES _% A8 ELECTRA • ALTERNATNE A9 FAT BIKES VOLCANIC FAT BIKE % $1,790.00 ----.- BRAND MO FUJI POLICE BIKES _% All FORCE PATROL BIKES-POLICE BIKES _% Al2 GIANT _% A13 GT BIKE % A14 KONA A15 LIFESPEED —% A16 MERIDA All MONTAGUE POLICE BIKE A18 SAFARILAND PATROL BIKE A19 i SALSA -% A20 I SANTA CRUZ BIKE A21 SCHWINN ------------ - A22 SCOTT -% A23 SEVEN CYCLES A24 SMITH &WESSON POLICE BIKE —% A25 SPECIALIZED BIKE % A26 SURLY BIKES % A27 TREK ALTERNATNE VOLCANIC "APB" POLICE MOUNTAIN BIKE 1%11 OR 2x10 $1,499.99 BRAND ITB 2018-043-AK 33 APPIIIOACH PATflOL B! YCLE T'he Tog nest 3atrol 3ike on Earth ! • if Bottom Bracke' Truvativ GXP Brakes: Avid BB7 Mechanical Disc, 180F/160R ROTORS 4241C ) Brake Lever Avid FRS i) .411.4.47‘► Cassette: SRAM PG 1130 11/42 TOOTH Crank: SRAM GX 1000 175MM 32/34 TOOTH Front Derailleu / Rear nerad!p ' SRAM GX Rear Der. 11 spd 77.77, _ Fork: RockShox Recon Silver RL 100mm ` 'moi#.\ Grips: Serfas Connector** Handleba -Truvativ Hussefelt Headset: Cane Creek EC34/40 :` m..., Kicksta- 7. Volcanic /Greenfield, heavy duty - - Pedals: XLC Pedals w/Cages and Straps** , ;. r ddle: WTB Speed Comp** tpost:Truvativ Hussefelt Double Clamp GUSTOtZ Shifter=- SRAM GX 11 spd Trigger Tire_ Serfas Drifter** Wheel ,zes: 27.5", 29" Wheeiset. WTB FX 23/ Sram hub 29" Wheel Set will vary depending Mavic FTS-X 27.5" on availability, upgrade and size. **Upgrades and Options: ■""', Grips. Ergon .uric. FOX 111111 Decals: Custom r.),„1 o f 71,-e options are also available. Frames are available in a wide range of colors, with options for POLICE,SHERIFF, EMS, SECURITY, FIRE decals and more. Contact our team of Need Accessories? professionals for information about customizing Ask about patrol bags, racks, and lights. bikes specifically for your department. Plus many other usefull tools like repair kits. Flash light solutions by Holster Lights www.VolcanicBikes.com 509-427-8623 �. ET FRtEWJS _�.: . IPMBAy� � Q�1` RIHAND BUILT MADE IN THE USA APPOACH PATROL B! YCLE The Toughest Patrol 3ike On Eartn ! • ti Bottom Bracket:Truvativ GXP � — Brakes: Avid BB7 Mechanical Disc, 180F/160R ROTORS . .*` + li5 Brake Lev , Avid FR5 Lever-, rid' '� _ ..�... Cassette: SRAM PG1030 11-36 10 SPD ... 1 Crank: SRAM GX 1000 175MM 2x10 39/26 - 1 Front Derailleu- SRAM GX 2x10 i IF 6 i t* Rear Der e.7- SRAM GX Rear Der. 10 spd x_ 4,4 Fork: RockShox Recon Silver RL 100mm — 7�4�, 0 Grips: Serfas Connector , Handlebars:Truvativ Hussefelt -. 't , Headset:Cane Creek EC34/40 -1R' gip,_� +�. Kickstand:Volcanic/Greenfield, heavy duty Pedals: XLC Pedals w/Cages and Straps fiddle:WTB Speed Comp' tpost:Truvativ Hussefelt Double Clamp CUSTOMiZE Shifters: SRAM GX 2x10 spd Trigger Tires: Serfas Drifter Whee+ .sizes: 27.5", 29" Wheelse` DT Swiss El 900 or WTB SX25 Wheel Set will vary depending (sealed bearing hubs) on availability, upgrade and size. **Upgrades and Options: """" Grips: Ergon FOX Mil Decals: Custom Frames are available in a wide range of colors, Saddle, Pedal & Tire option ,i,e also available. with options for POLICE, SHERIFF, EMS, SECURITY, FIRE decals and more.Contact our team of Need Accessories? professionals for information about customizing Ask about patrol bags, racks, and lights. bikes specifically for your department. Plus many other useful tools like repair kits. Flash light solutions by Holster Lights WWW.VoICaniCBikes.COC71 509-427-8623 :.:•:•.- •:•:•:.........airvi3S 314"1 . -". IPMBA v -�c, I ET F41ENJS .. .. _��,,. c •r--". •,,Me tee OIC Q� t L pprii, HAND BUILT MADE IN THE USA voicani • Fat Bottom Bracket:Truvativ GXP XR MTB 100 Bike 1 Brake_. Avid BB7 Mechanical Disc, 8 OF/160R ROTORS Brake Levers Avid FR5 Cassette: SRAM PG 1130 11/42 Crank: SRAM GX 1000 FAT 175MM 32T Decals. custom (optional) Front Derailleur: SN/A Rear Derailleur: SRAM GX Rear Der. 11 spd Frame Material: 7005 Aluminum, CNC solid yokes, full housing cables '., Fork: RockShox Bluto 100mm or Rigid Origin8 Grips: Serfas Connector Handlecars:Truvativ Hussefelt 700/40 Headset: Cane Creek EC34/40 Alikstarr,' Volcanic /Greenfield, heavy duty rear mount Wolals Platform pedals Alloy l-r0. V Saddle:WTB Speed Comp Seatpost:Truvativ Hussefelt Double Clamp Shifters: SRAM GX 1x11 spd Trigger Stem: SRAM Stylo T20 in 100mm, 90mm, 75mm (high riser stems available) Tires: Big Smoothy 26x4 ineemo Whee'se` Sun Mulefut bk32 AMA Frames are available in a wide range of colors, WITH OPTIONS FOR CUSTOM DECALS LIFETIME FRAME WARRANTY www.VolcanicBikes.com 509-427-8623 i E• 2FsR1?:J 'T t � *C Q ! jl . HAND BUILT ` s ,car,c Va^u act.,nng LLC MADE IN THE USA rr\; 0, TECHNICAL CAPABILITY a a 0. BUILT TOUGH TO WORK AS HARD AS YOU DO! VOLCANIC "APB" APPROACH PATROL BICYCLES ARE HAND BUILT - MADE IN THE USA SPECIFICALLY FOR THE BICYCLE PATROL INDUSTRY TO THE STANDARDS REQUIRED TO WITHSTAND THE RIGORS OF DAILY PATROL. • PROVEN COMPONENTS , i� %1 • LIFETIME FRAME WARRANTY40. • • LONGER SERVICE LIFE r' A LONGER SERVICE LIFE MEANS Oc>/' MORE VALUE FOR YOUR INVESTMENT, UNMATCHED BY ANY OTHER MANUFACTURER. VOLCANIC BIKES CAN SHIP THE ORDER TO ANY ADDRESS OF YOUR CHOOSING AND THE BIKE IS 90% ASSEMBLED IN THE BOX. WE CAN ALSO ARRANGE THE FINAL ASSEMBLY AND DELIVERY OF THE FINAL PRODUCT TURN TIME ON ORDER 90 DAYS OR LESS -DUNS # 606981582 -EIN # 20-1758722 -REGISTER ON SAM.GOV -SELF CERTIFIED SMALL BUSINESS ON SBA.GOV -INSURANCE DETAILS AVAILABLE UPON REQUEST -VOLCANIC BIKES IS AN EQUAL OPPORTUNITY EMPLOYER 28 CBD Mall Street, PO Box 334 North Bonneville, WA.98639 info@voicanicbikes.com 809-427-8623 s 1'a0a ,n RE: Sole Source Letter January 12, 2018 To whom is may concern: Thank you for considering Volcanic Bikes for your patrol bike purchase. Volcanic Bike models are hand built in the USA exclusively for the Bicycle Patrol Industry and specifically for each department. The "APB"Approach Patrol Bike and "FTB" Fat Tire Bike intended use is for the riggers of daily patrol and crowd management situations. Volcanic Manufacturing LLC doing business as Volcanic Bikes is the sole source for our patrol bikes.We only sell direct to the end consumer to ensure that the customer gets exactly what they need through direct and thorough communication. And so we can verify and monitor that any products with POLICE markings only end up in the hands of individuals who have proper authority to be using these products. Thank You for your time, Eric Kackley-President Volcanic Manufacturing LLC DJ3.AVolcanic Bikes c#11SS fini+a t A`0t ,�� Toughest Patrol Bikes on Earth Hand Built Made in the USA "hues shall not Includc dclivv cost. GROUP B BICYCLE PARTS AND ACCESSORIES Item Brand Percentage(%)Discount of MSRP Al AMERICAN EAGLE A2 BIANCHI I A3 CANNONDALE A4 CERVELO A5 COLNAGO A6 COLUMBIA BICYCLE % I A7 CO-MOTION CYCLES IA8 i ELECTRA n-A9 FAT BIKES A10 FUJI POLICE BIKES _A11 FORCE PATROL BIKES-POLICE BIKES Al2 GIANT A13 GT BIKE —% A14 I KONA A15 I LIFESPEED A16 MERIDA —% Al7 MONTAGUE POLICE BIKE A18 SAFARILAND PATROL BIKE A19 SALSA A20 SANTA CRUZ BIKE % A21 SCHWINN A22 SCOTT ! -% A23 SEVEN CYCLES A24 SMITH &WESSON POLICE BIKE A25 SPECIALIZED BIKE A26 SURLY BIKES A27 TREK "Prices shall not wclnde delvay cost. ALL BICYCLE PARTS AND ACCESSORIES OFFERED BY VOLCANIC 20% OFF MSRP The remainder of this pane was left intentionally blank. ITB 2018-043-AK i4 GROUP C REPAIR SERVICES Estimated Net Cost to the City Descnpbon DIM Annual Service Unit Cost (c) Hours la x_b)=c la) 1 Repair service Hourly Rate 100 $ $ Estimated Annual Percentage Discount amount Net Cost to the City Description Expenditures Discount of (c) (d) (a) M(b)p (axb) (a-c)=d 2 Su plies& Materials $29000 Total Group C(1 through 2): $ No BID Bidder's Affirmation Company: VOLCANIC MANUFACTURING LLC D.B.A VOLCANIC BIKES Authorized Repreeentadve:JENNIFER KACKLEY Address: 28 CBD MALL Telephone: 509-427-8623 Email: JENNIFER@VOLCANICBIKES.COM Authorized Representative's Signature: The remainder of this page was left intentionally blank ITB 2018-043-AK 35 APPENDIX F MIAMI BEACH Insurance Requirements ITB No. 2018-043-AK BICYCLE: PURCHASE, PARTS, ACCESSORIES AND REPAIR SERVICES PROCUREMENT DEPARTMENT 1755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 ITB 2018-043-AK 35 MI AM BEACH INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the contractor is required to maintain throughout the term of the contract and any renewal periods. XXX 1. Workers' Compensation and Employer's Liability per the Statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1 000,000.00 per occurrence for bodily injury property damage to include Premises! Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements"of specifications). XXX 3. Automobile Liability-$1,000,000 each occurrence-owned/non-owned/hired automobiles included. 4. Excess Liability -$ .00 per occurrence to follow the primary coverages. XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate. 6. Other Insurance as indicated: _Builders Risk completed value $ .00 Liquor Liability S__ .00 Fire Legal Liability $ .00 _Protection and Indemnity $ .00 Employee Dishonesty Bond $ .00 Other $ .00 XXX 7. Thirty(30)days written cancellation notice required. XXX 8. Best's guide rating 8+:VI or better, latest edition. XXX 9. The certificate must state the proposal number and title The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. ITB 2018-043-AK 37 V ac# RE: ITB 2018-043-AK Purchase of Bicycles, Parts, Accessories and Repair Services Subject Appendix A Vendor Campaign Contributions. Volcanic Manufacturing LLC doing business as Volcanic Bikes has no ties or affiliates with City's Campaign Finance Reform laws,as codified in Sections 2-487 through 2-490 of the City Code. Thank you Jennifer Beckley Office Manager 509-427-8623 jenniferc volcanicbikes.com 14i, RE: ITB 2018-043-AK Purchase of Bicycles, Parts, Accessories and Repair Services Subject Appendix A conflict of interest. Volcanic Manufacturing doing business as Volcanic Bikes. Has no affiliates connected to the City of Miami Beach. Creating no conflict of interest in doing business with the City. Thank you Jennifer Keckley Office Manager Volcanic Bikes 509-427-8623 jennifer@volcanithikes.com r PAST PROJECT FORM 1. Name of Offeror Volcanic Manufacturing LLC DBA. Volcanic Bikes 2 Complete Name of Government Agency, Commercial Firm or other Organization Washington DC Metropolitan Police Department 3. Complete Government Agency, Commercial Firm or other Organization Address 2175 WVA Ave, NE Washington, DC 20002 4 Contract Number or Other Reference CW38734 5. Date of Contract Award 6 Total Contract Price(including all options) July 31, 2015 $498,425.30 T Period of Performance(including all options) 8. Clearance Required(if applicable) August 13, 2015—December 19, 2015 N/A 9 Annual Contract Level of Effort(Classes Provided) 10.Annual Contract Price N/A N/A 11. Technical Point of Contact(namenumber,email) 12.Contracting/Procurement Point of Contact(name, number,email) Greg Hester, 202-576-5388, greg.hester@dc.gov Antwanette Murphy 202-727-5829 Fleet Manager Contract Specialist antwanette.murphv(o7dc.gov 13-Geographic Location of Work(Country. City. State or Province) Washington, DC 20002 14 Description of contract work. In order to establish the relevance of your project to the instant requirement, please describe the scope, magnitude and complexity of this work, comparing and contrasting it to the requirement under this solicitation in accordance with Evaluation Factor One-Past Performance. Additionally, describe any unique or unusual requirements of the contract, problems or issues and resolutions, corrective actions taken. This contract was 3 PO's for a total of 210 bikes that had a subcontracting clause.Our product fit the spec sheet and scope of work as the best police bicycle on the market.We shipped the bicycle 90%assembled to a local bike shop near the destination and the bike shop performed the final assembly and delivery to the end user.The model of police bike is very similar to the scope of work on this contract including additional accessories like,tire levers,patch kits,water bottles,tire pumps,lights and space tubes. Management flew to the DC bike shop to ensure the bikes were being assembled to our quality standards and we worked closely with the manager of the store to make sure all steps were being executed. 15. Name(s)of subcontractor(s), teaming partner(s) used, if any. and a description of the extent of work performed by the subcontractor(s)and/or teaming partner(s).Additionally, please detail the overall percentage of work performed under this effort by the subcontractor(s)and/or teaming partner(s). The subcontractors name is District Hardware and Bike Shop in DC.They are a small business and was responsible for receiving the bikes from the manufacture(Volcanic). Performing the final assembly and installing all the accessories.Then they delivered the final product to the location where an inspection took place and bicycles were received. The percentage of subcontracting was 13%of contract price. ern 61-0rrr/ PAST PROJECT FORM 1. Name of Offeror Volcanic Manufacturing LLC DBA. Volcanic Bikes 2 Complete Name of Government Agency, Commercial Firm or other Organization City of Los Angeles supply contract 3. Complete Government Agency, Commercial Firm or other Organization Address Los Angeles Police Department Bicycle Coordination Unit,Training Division 1149 South Broadway, B001 Los Angeles,California 90015 4. Contract Number or Other Reference 59706 5 Date of Contract Award 6 Total Contract Price(including all options) 6/1/2016 $800,000.00 7 Period of Performance(including all options) 8.Clearance Required(if applicable) Expires 5/31/2018 N/A 9 Annual Contract Level of Effort(Classes Provided) 10 Annual Contract Price N/A N/A 11.Technical Point of Contact(name, number,email) 12. Contracting/Procurement Point of Contact(name, number,email) Officer William Fernandez, #34637 Sandy Ke Los Angeles Police Department Supply Services Division Ofc. (213) 847-0270 Department of General Services Fax (213)847-1183 sandyke( lacity orq Email: 34637(dlapd.online Tel: (213)928-9547 Fox: (213)928-9511/9513 13.Geographic Location of Work(Country, City, State or Province) Los Angles, CA 90015 14 Description of contract work. In order to establish the relevance of your project to the instant requirement, please describe the scope. magnitude and complexity of this work,comparing and contrasting it to the requirement under this solicitation in accordance with Evaluation Factor One-Past Performance.Additionally,describe any unique or unusual requirements of the contract, problems or issues and resolutions, corrective actions taken. LAPD started buying Volcanic Bikes in early 2015 and went into a contact in 2015.They purchase 50 to 100 bikes a year. We assemble and ship the bikes 90%built and the department's bike unit do the final assembly and evaluation of the order. They report back to us after they verify the shipment of any issues.We often will fly to LA to have one on one meetings with the bicycle unit management team to make sure we are providing service and quality they are looking for.We are expanding our bicycle models and frame designs to meet the needs of the LAPD's bicycle unit by making them custom fat tire bikes. 15. Name(s)of subcontractor(s),teaming partner(s) used, if any and a description of the extent of work performed by the subcontractor(s)and/or teaming partner(s).Additionally, please detail the overall percentage of work performed under this effort by the subcontractor(s)and/or teaming partner(s). N/A I' Q_aaaab PAST PROJECT FORM 1. Name of Offeror Volcanic Manufacturing LLC DBA. Volcanic Bikes 2 Complete Name of Government Agency, Commercial Firm or other Organization City of Seattle Police Dept. 3. Complete Government Agency, Commercial Fimi or other Organization Address Fiscal Office 610 Fifth Ave PO Box 34986 Seattle, WA 98124 4 Contract Number or Other Reference 0000002678 5. Date of Contract Award 6 Total Contract Price(including all options) 1113/2010 Blanket contract 7. Period of Performance(including all options) 8. Clearance Required(if applicable) 1/13/2010 to 12/31/2017 N/A 9 Annual Contract Level of Effort(Classes Provided) 10 Annual Contract Price N/A N/A 11. Technical Point of Contact(name, number, email) 12. Contracting/Procurement Point of Contact(name, number,email) James Dyment Sara Schutt 425-218-8245 JamesK.Dvmenteseattle.gov 206-684-0456 sare.schutt@seottle.gov 13. Geographic Location of Work(Country, City, State or Province) Seattle WA. 14 Description of contract work. In order to establish the relevance of your project to the instant requirement, please describe the scope, magnitude and complexity of this work, comparing and contrasting it to the requirement under this solicitation in accordance with Evaluation Factor One-Past Performance. Additionally, describe any unique or unusual requirements of the contract, problems or issues and resolutions, corrective actions taken. Seattle started purchasing Volcanic Bikes in 2005 and awarded a contract with extended terms. Every few years they renew the contract for additional 2 years.Seattle order 20 to 30 bikes a year. 15 Name(s)of subcontractor(s),teaming partner(s)used if any and a description of the extent of work performed by the subcontractor(s)and/or teaming partner(s).Additionally, please detail the overall percentage of work performed under this effort by the subcontractor(s)and/or teaming partner(s). N/A VOLCANIC BIKES REFERENCES 2B CBD Mall St PO Box 334 Officer William Fernandez North Bonneville,WA 98639 Los Angeles Police Department 509-127-8623 Bicycle Coordination Unit, gafoavolranicbikes con Training Division www.volcanicbikes.com 1149 South Broadway, B001 Mail Stop 1015 Los Angeles, California 90015 Ofc. (213) 847-0270 46 7 01as, online Relationship Los Angeles PD have been using Volcanic Bikes since early 2015 and order new bikes every year.We currently have a blanket contact with the City. Rick Mclllwain Bicycle Fleet Maintenance for Nashville TN. Police. 1417 MURFREESBORO PIKE Nashville,TN. 37217 615-862-7086 rick.mcillwain(a nashville32 Relationship Rick works for Nashville PD in the vehicle operations unit. He is responsible for maintenance on all bicycles and works with Volcanic on ordering new hikes and all the replacement parts and accessories to maintain the fleet. Nashville have been riding Volcanic Bikes since 2008 Sgt. James Dyment Seattle West Precinct Patrol Seattle Police Department 810 Virginia St Seattle,WA 98101 425-218-8245 James K.DvmenuWseattle.eov Relationship Seattle Police have been riding Volcanic Bikes since 2005.They are our first customers. Sgt. Dyment has a long history in the bike unit and continues to inform us of how much the department has saved in maintenance cost since switching to Volcanic VOLCANIC BIKES REFERENCES PG 2. 28 CBD Mall St PO Box 331 Inspector Kevin Palomino North Bonneville, WA 98639 Federal Protective Service 509-127-8623 Department of Homeland Security info(nOvolcanicbikes corn 1900 Half Street SW. www.volcanicbikes.com ashington , DC 20536 USA Kevin.Palomino• dhs.•ov Relationship Was our contact for an order of 30 bikes back in 2010 PO HSHQEC-10-P-00009 Volcanic was also contacted by Commander Lucas of DHS about the success of the 30 bikes and how the performance over the years has been great. Sgt Michael Wear Metropolitan Police Department First District, PSA 105 Bike Patrol 101 M St SW Washington, DC 20024 (202) 277-7897 michael wear(g dc.gov Relationship Sgt Wear has been riding Volcanic bikes for several years and in 2015 DC Metropolitan PD purchased 210 Volcanic Bikes. Sgt.John Rohkohl Glendale AZ. Police Bicycle Unit 6835 N 57TH DR Glendale,AZ 85301 • 623-930-3014 JRohkohKtGLENDALEAZ.corn Relationship Glendale AZ purchased 20 bikes and have been pleased with the performance of the bikes. Volcanic did a bicycle maintenance class in Glendale in 2016 and have been working closely with Sgt Rohkohl on keeping his unit educated on product updates and replacement parts. From: jenDder(alvalwnirbikes rpm To: Kamvrmk.Aneta Subject: Volcanic Bikes Date: Friday,August 31,2018 11:09:03 AM Attachments: APB 257 2019 ml[ ynlranir Fat Rik cner(11 odf APA Ixlt 2019 ndf Hello, Thank you for your interest in Volcanic Bikes. Below is pricing for our different model bikes. I also attached the spec sheets. Frame sizes don't change the price and they come in 29" wheels or 27.5' wheels APB GX 2x11 $1,599.99 APB 1x11 in 32 tooth or 34 tooth chainring $1,599.99 APB Fat Bike, starting at $1,780.99 Accessories/ or add on we can't offer any discounts on the bikes but what we can do is offer discounted shipping, and discounted accessories. Depending on the volume we can offer Free shipping and 200/o off accessories ISM Saddle RP 3.0 upgrade $50.00 (other models available upon request.) Ergon Grips starting at $32.99 MTX trunk bags $89.99 Explorer Disc Rack $54.99 (Free with Vx7 2x10 29er) Helmets -Bell Sports starting at $58.99 includes Police decals (optional) Water bottle cages (1 or 2 per bike) $6.00 each. Niterider Digital Patrol system $399.99 (lower cost headlights available) Niterider Digital Patrol tail light system $69.99 (lower cost tail lights available) Niterider siren $69.99 Serfas TSL LE compact patrol headlight Red/blue $200.00 Serfas TSL Patrol Lights - $330 (includes taillight) pair with a Niterider siren or Max Patrol siren Holster Light, front fork flashlight holder $59.99 Shipping is estimated about $80 - $100 per bike depending on wheel sizes. Police, Fire, Security, EMS decal on Top tube $10.00 per bike Custom decals starting at $25.00 Custom frame colors starting at $25.00 Don't see what you need! We can outfit your ride with almost any brand accessory or component. Here are the frame sizes for the average rider Small - 5'6" and under Medium - riders 5'7-5'10 Large - riders 5'10 - 6'2 XLarge - riders 6'2 - 6'4" XXL - riders 6'4"- and above All our frames are made in the USA and come with a Life Time frame warranty and 12 month manufacturer warranty on components. Please let me know if you need a custom quote built up. I would love to get you on Volcanic Bike so please let me know if there is anything we can do for you? Thank You, Jennifer Volcanic Bikes 509-427-8623 Facebnnk© Twitter CONFIDENTIAL AND PRIVILEGED COMMUNICATION: The infomtmion contained in this message and any attachment may be proprietary,confidential and privileged and thus protected from disclosure. If the reader of this message is not the intended recipient,or an employee or agent responsible for delivering this message to the intended recipient,you are hereby notified that any dissemination,distribution or copying of this communication is strictly prohibited.Reference the Electronic Communications Act 18 U.S.C.2510-2521 and 2701-2709.If you have received this communication in error,please immediately notify us by telephone or by replying to this message. Thank you ATTACHMENT D INSURANCE REQUIREMENTS APPENDIX F MIAMI BEACH Insurance Requirements ITB No. 2018-043-AK BICYCLE: PURCHASE, PARTS, ACCESSORIES AND REPAIR SERVICES PROCUREMENT DEPARTMENT 1 755 Meridian Avenue, 3rd Floor Miami Beach, Florida 33139 FIB 2018-043-AK 36 MIAMI BEACH INSURANCE REQUIREMENTS This document sets forth the minimum levels of insurance that the contractor is required to maintain throughout the term of the contract and any renewal periods. XXX 1. Workers'Compensation and Employer's Liability per the Statutory limits of the state of Florida. XXX 2. Comprehensive General Liability (occurrence form), limits of liability $ 1,000 000.00 per occurrence for bodily injury property damage to include Premises/ Operations; Products, Completed Operations and Contractual Liability. Contractual Liability and Contractual Indemnity (Hold harmless endorsement exactly as written in "insurance requirements' of specifications). XXX 3. Automobile Liability-$1,000,000 each occurrence -owned/non-owned/hired automobiles included. 4. Excess Liability-$ .00 per occurrence to follow the primary coverages. XXX 5. The City must be named as and additional insured on the liability policies; and it must be stated on the certificate, 6. Other Insurance as indicated: _Builders Risk completed value $ .00 Liquor Liability $ .00 _Fire Legal Liability $ .00 _Protection and Indemnity $ .00 _Employee Dishonesty Bond $ .00 _Other $ .00 XXX 7. Thirty(30)days written cancellation notice required. XXX 8. Best's guide rating B+:VI or better, latest edition. XXX 9. The certificate must state the proposal number and title The City of Miami Beach is self-insured. Any and all claim payments made from self-insurance are subject to the limits and provisions of Florida Statute 768.28, the Florida Constitution, and any other applicable Statutes. ITB 2018-043-AK 37