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Category 6 Cabling System City of Sunny Isles Beach Request for Proposal Confidential and Proprietary 1.3 INSTRUCTIONS TO THE BIDDER Bids shall be valid for 90 days. The Bidder shall consider the nature and amount of work to be done as well as the difficulties involved in its proper execution. No bid will be accepted by any contractor who did not attend the scheduled mandatory site survey, unless this requirement is waived by the City. The bid shall include all costs deemed necessary to cover all contingencies essential to the installation of the specified system. Total cost for installation materials, labor project management, permit fees, taxes and other miscellaneous items must be listed separately. A complete materials list, including description, manufacturer, part number, quantity, unit price and total price must also be included. All products and materials shall be new, clean, free of defects and free of damage and corrosion. Where discrepancies are found during the bid process, the most stringent requirements must be included in the bid. Any cost encountered, which is not specifically itemized in the bid, shall not be incurred unless specifically agreed upon, in writing. No additional compensation will be allowed for extra work incurred on the part of the Contractor due to the contractor's failure to notice any existing condition, which may cause the additional labor. Bid responses shall be concise following the format and numbering of this specification. Items not requiring responses shall be acknowledged by the bidder as being understood. Bidders must notify the Purchaser as soon as detected any omissions or errors in the specification so corrective addenda may be issued. Such notification must be received by the Purchaser at least (10) days prior to the date for receipt of bids. Sealed bids will be accepted by the City Clerk at City Hall (17070 Collins Avenue Suite 250, Sunny Isles Beach, FL 33160) by the deadline listed in section 1.5 below. Bids received after the deadline will be returned unopened. Inquiries and requests for clarifications should be submitted to Derrick Arias, IT Director, in writing at 17070 Collins Avenue, Suite 250, Sunny Isles Beach, FL 33160 by the deadline listed in section 1.5 below. 1.4 RIGHTS OF THE PURCHASER The Purchaser reserves the right to accept any bid or, at its sole discretion, reject any or all bids for whatever reason it deems appropriate. The Purchaser reserves the right to purchase ALL or PART of the cabling materials and hardware needed for the project. Receipt of a bid response does not obligate the Purchaser to pay any expenses incurred by the bidder in preparation of the bid response or obligate the Purchaser in any other respect. The Purchaser reserves the right to modify the specifications contained in the Request for Quote at any time during the bidding period. Only changes issued as an addendum will be binding upon the Purchaser. No verbal instructions or interpretations of requirements shall be accepted. 1.5 SCHEDULE OF EVENTS The schedule below indicates the critical dates that must be satisfied by the Contractor. The Contractor must staff its work crews appropriately to meet the required dates of completion. The Contractor shall also have staff available to provide coverage during the cut over period of ( 2) days. ■ RFP issue 4/12/2004 ■ Pre -bid conference 4/26/2004 ■ Proposal due 5/3/2004 ■ Contract Award 5/20/2004