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HomeMy WebLinkAboutAdd No 1 Addendum No. 1 CITY OF SUNNY ISLES BEACH Event Related Equipment Rental CITY ITB NO. 16-08-01 To All Bidders: Bidders for the above-referenced project shall take note of the following changes, additions, deletions, clarifications, etc. to the Plans and Specifications, which in accordance with the Contract Documents shall become a part of and have precedence over anything shown or described otherwise.  Response to questions asked: Section 1.23 Permits: 1. Are Building Permits Required, they have not been in the past? Yes, Building Permits and Fire Permits may be required for certain events based on size, duration or location. 2. If yes, are the Building department fee’s waived? If not, how are we to incorporate into pricing when they are unknown? Actual Permit Fees shall be reimb ursable to the Vendor at Cost. Include in your response what you as Vendor will charge if a permit is required for any specific event – i.e. to complete the application, register as a vendor if necessary, submit the application, meet with inspectors, etc. An example of wording in your pricing response that would be acceptable: Option: Building and Fire Permits at $_________ processing fees plus actual fees to be reimbursed by the City at Cost. 3. Does this also apply to Miami-Dade Fire, as SIB outsources their Fire Plan Review to MD Fire at their Coral Way location; the Fire Marshall in SIB on Tuesday’s is not able to review these applications. Each application review incurs a fee of $98.50-$175 (approximately) and may also require an overtime inspection if one is required to be after hours or on a Saturday or Sunday at a cost of approxim ately $450. Who would be responsible for this? Actual Permit Fees shall be reimbursable to the Vendor at Cost, but only when permits are required by Miami-Dade Fire in a plan review situation. Include in your response what you as Vendor wil l charge if a fire permit is required for any specific event – i.e. to complete the application, register as a vendor if necessary, submit the applicati on, meet with inspectors, etc. An example of wording in your pricing response that would be acceptable : Option: Fire Permits at $_________ processing fees plus actual fees to be reimbursed by the City at Cost. Inspections: 4. What inspections or are they required, and are they only if building permits are required or other? See 2 & 3 related to building or fire permits. All other basic setup/site inspections will be performed by a City Event Specialist or his designee. Insurance: 5. Our current insurance policy’s Expire/Renew 11/1/16. Is it “ok” to indicate this, and that updated certificates shall be provided immediately upon receipt, usually in 2-3 business days following expiration/renewal. Yes, provide current certificate of insurance with ITB response, and if contract is awarded, an updated Certificate of Insurance shall b e required immediately upon each policy renewal during the term of the agreement. Section 2.5 6. Can references be City of Sunny Isles Beach employees that we have worked with over the past few years on events and rental equipment specific to this bid or is an “outside” reference preferred. Outside references are preferred. 2.9.3 Worker’s Compensation Insurance 7. I have reviewed the insurance requirements with our broker and have been advised that we meet or exceed the required coverage’s. However, he indicated that as our past work for the City, and future work based upon the equipment required in this bid does “not” involve working over water or have any maritime involvement, accordingly, the United States Longshoremen's and Harbor Worker's Act, the Federal Employers’ Liability Act and the Homes Act would not be applicable, nor require us to incur the additional $10,000 premium to obtain this coverage. Please confirm your agreement that this is not applicable. “Worker's Compensation Insurance for statutory obligations imposed by Worker's Compensation or Occupational Disease Laws, including, where applicable, the United States Longshoremen's and Harbor Worker's Act, the Federal Employers’ Liability Act and the Homes Act. Employer's Liability Insurance shall be provided with a minimum of One Hundred Thousand and 00/100 dollars ($100,000.00) per accident. Bidder agrees to be responsible for the employment, conduct and control of its employees and for any injury sustained by such employees in the course of their employment” If no work is performed over water or event does not have any maritime involvement, then the City would not require the additional coverage nor would the vendor be required to incur additional premium expense. Section 2.10 Background Checks & Finger Printing 8. According to the City HR department the background check and finger printing cost is $67.75 per employee. The bid documents say bidder is responsible for this cost. During our season we have between 9 -15 full- time employees. This would result in a cost of up to $1016.25. In addition, we utilize a Temporary Labor Service. This is an insured company that provides us with a Certificate of Insurance listi ng us as an additional insured. During our busy season we might use 5 guys one day, 2 guys the next, etc. W e never know who they send until they arrive at our warehouse or job site. How can this be addressed? We cannot afford pay $67.75 for temps that we don’t know of until the day of and may only work one day and never return. Please note the majority of the work (set up/breakdown) we do for the City is done while parks/locations are closed to the public. We will require the background check for any full time employees of the Vendor who participate in installations on city property, and yes, the selected Vendor is responsible for that cost and should set their pricing accordingly with that knowledge. We will not require background checks for the temporary labor engaged by the Vendor. However, we will require that we be listed as an additional insured on the insurance the Vendor receives from the Temporary Labor Service Agency(ies) utilized by the Vendor. Bid Form 1 – Cover 9. Bullet Point 1 – no sites or locality have been specified. While we have worked in most of the City Parks, piers, beach, etc. “New” sites or locations involving special delivery needs are not addressed in this bid. May we list “additional delivery charges may apply based upon site specific requirements? We will accept the possibility of additional delivery charges if they can be quantified for inclusion in your pricing response – ie. an open-ended response is not acceptable. Example of an acceptable response, since we cannot determine where or how this might apply would be: Option: Additional fees will be calculated at $___ per extra 100’ from access, $_____ per extra personnel required to load in / load out, $____ per every square foot installed on sand. END OF SECTION