HomeMy WebLinkAboutSpecificationsCITY OF SUNNY ISLES REACH
REQUEST FOR BID # 01 -03-04
PARKING METER SERVICES
Notice is hereby given that the City of Sunny Isles Beach is requesting
bids for Purchase, Installation, Maintenance and Coin Collection of Park-
ing Meters to be located under the William Lehman Causeway.
Sealed Bids will be received until 10:00 A.M., Wednesday, April 04,
2001, at 17070 Collins Ave., Suite 250, Sunny Isles Beach, FL, 33160, at
which time they will be publicly opened and read in the City Hall Commis-
sion Chambers. The envelope must be clearly marked CONTAINS BID
FOR PARKING METER SERVICES - TO BE OPENED AT 10:00 A.M.
WEDNESDAY APRIL 04 2001. Bids will not be accepted after 10:00
A.M. local time on April 04, 2001, under any circumstances.
Specifications, instructions and proposal forms are available from the
Public Works Department, City Hall, 17070 Collins Ave., Suite 250, Sunny
Isles Beach, Florida, or by calling (305) 947 -0606.
No bidder may withdraw his /her bid for a period of sixty (60) days follow-
ing the date of opening of bids.
The City reserves the right to accept or reject any or all bids and may
waive informalities.
Christopher Russo
City Manager
3/16
01- B- 122/144482M
SJNNY /p[Y
CITY OF SUNNY ISLES BEACH, FLORIDA
17070 Collins Avenue, Suite 250
'Ile Sunny Isles Beach, Florida 33160
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F SUN � (305) 947 -0606 Phone (305) 949 -3113 Fax
C,lO P
INVITATION TO BID
FOR Parking Meter Purchase, Installation,
Maintenance and Coin Collection Services
Bid No. 01 -03 -04
Purpose. The purpose of this solicitation is to invite bidders to submit bids to provide
parking meters to be located under the William Lehman Causeway At this time the City
is uncertain exactly how many parking meters it will require Therefore bidders will
provide requested information for fifty (50) parking meters and one- hundred seventy
(170) parking meters.
1.1 Procedure. Submit ten (10) sets of the complete proposal by the closing date and
time.
1.2. No reimbursement will be made by the City of Sunny Isles Beach for any costs
incurred in appropriation of this solicitation or any presentation(s).
1.3. Property of City. All bids and accompanying documentation received from
bidders in response to this Invitation to Bid shall become the property of the City
and will not be returned to the bidders. In the event of contract award, all
documentation and work product produced as part of the contract shall become
the exclusive property of the City.
1.4. By submission of a response hereunder, the bidder becomes responsible to
comply with the terms and conditions of the Purchasing Procedures Ordinance of
the City as may be amended from time to time. To the extent of any conflict, the
terms of this document control.
2. Background. The City of Sunny Isles Beach is located between the Atlantic Ocean and
the Intercoastal Waterway on the East and West and 191St Street or Terracina Boulevard
on the North and Haulover Beach Park on the South. Our City standards stress a high
quality of development with a focus on creating visual corridors to the ocean, with access
to the ocean as well redevelopment of Sunny Isles Beach Boulevard and Collins Avenue
with a focus on protecting the environment, providing landscaping and developing
aesthetically attractive structures. The City of Sunny Isles Beach is currently in its
comprehensive planning process including the development of land development
regulations.
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Parking Meter Services Bid
Crry of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax
2.2. The City is seeking a narking meter contractor.
3. Qualification. Bidder must demonstrate an ability to perform the work described in the
statement of -Work/specifications, which is attached as Exhibit "A ". (Describe evidence
of qualifications, as the City deems necessary and desirable.)
4. Bid/Proposal.
4.1 The first task will be to execute a contract with the City regarding this solicitation.
4.2 Cancellation of Invitations for Bids or Requests for Proposals. An invitation for
bids, or request for proposals, or other solicitation may be cancelled, or any or all
bids or proposals may be rejected in whole, or in part, as may be specified in the
solicitation, when it is in the best interests of the City. The reasons therefor shall
be made part of the contract file. Each solicitation issued by the City shall state
that the solicitation may be cancelled and that any bid or proposal may be
rejected, in whole or in part, in the best interests of the City. Notice of
cancellation shall be sent to all businesses solicited. The notice shall identify the
solicitation, explain the reason for cancellation and, where appropriate, explain
that an opportunity will be given to compete on any re- solicitation or any future
procurement of similar items.
4.3 Correction or Withdrawal of Bids; Cancellation of Awards. In general, bids shall
be unconditionally accepted without alteration or correction, except as authorized
in this Ordinance. However, correction or withdrawal of inadvertently erroneous
bids before or after bid opening, or cancellation of awards or contracts based on
such bid mistakes, may be permitted, where appropriate. Mistakes discovered
before bid opening may be modified, or the bid may be withdrawn by written or
telegraphic notice received in the office designated in the invitation for bids prior
to time set for bid opening. After bid opening, no changes in bid prices or other
provisions of bids prejudicial to the interest of the City, or fair competition, shall
be permitted. In lieu of bid correction, a low bidder alleging a material mistake of
fact may be permitted to withdraw its bid if:
(1) The mistake is clearly evident on the face of the bid document but the
intended correct bid is not similarly evident; or
(2) The bidder submits evidence which clearly and convincingly
demonstrates that a mistake was made. All decisions to permit the
correction or withdrawal of bids, or to cancel awards or contracts based on
bid mistakes, shall be supported by a written determination made by the
Purchasing Agent.
(3) Notwithstanding the foregoing, the City Commission shall have the
authority to waive any and all irregularities in any and all proposals.
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Parking Meter Services Bid
City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax
5
Gel
Critical Issues. Describe any particular critical issues relating to timeliness or emphasis
on particular problem areas, etc.
Submittals. Include the following in your proposal /bid:
6.1 Cover sheet of this Invitation for Bid.
6.2 An informative, narrative report introducing your firm and location of the office
that will be responsible for the project.
6.3 Price Schedule.
6.4 A resume detailing experience.
6.5 Copies of the firm's professional licensures.
6.6 Any other forms that are required by the City and sample of similar work
performed by the firm.
6.7 Specification of how the final project will be submitted to the City, i.e., pad, GIF,
disk, etc.
6.8 Bids will be received, recorded and clocked in at the City Clerk's Office, 17070
Collins Avenue, Suite 250, Sunny Isles Beach, Florida 33160, until 10:00am local
time, on Wednesday, April 04, 2001. Bids will be opened soon thereafter.
7. Evaluation. Bids will be evaluated using the following criteria. The criteria are not
listed in order of importance and additional criteria may be used. The City Manager will
have the final say on the evaluation criteria and will make the final selection in the best
interests of the City.
• Ability of professional personnel (including the
the capacity, ability and skill of the provider to
perform the contract; the character, integrity,
reputation, judgment, experience and efficiency
of the provider);
20 points
• Relevant Experience (including professional
licensure required when service of a skilled
nature as required by law to perform such
service and /or skill);
15 points
• Past Performance (including the quality of
performance of previous contracts);
15 points
• Recent, current and projective workloads (including
whether the provider can perform the contract
within the time specified without delay or interference);
10 points
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Parking Meter Services Bid
City ojSunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax
• Fee proposal 15 points
• Association with Sunny Isles Beach firm 5 points
• Demonstration of legal capability 10 points
• Demonstration of Experience and ability to use
bidder in the future 10 points
8. Peformance. The bidder, upon award of any contract shall ensure that all items supplied
and /or work performed, comply with federal, state and local laws rules and regulations as
well as the terms of the contract.
9. Process. Bidder, upon award of the contract shall be responsible for management and
organization of all public hearings and meetings with City officials, citizens' and
business groups or other organizations as applicable. Any and all meetings will be at no
additional cost to the City.
9.1 Non - award. The City reserves the right in its sole and absolute discretion to reject
any and all bids to cancel and withdraw this Invitation to Bid at any time.
9.2 The City reserves the right to award any contract to any bidder which it deems to
offer the best overall service and be the most responsible responsive bidder
thereby the City is not bound to award any contract based solely on the lowest
quoted price and no contract is created until it is signed with the approval of the
City Commission. The City, in its sole and absolute discretion, also reserves the
right to negotiate separately with competing firms as it deems to be in the best
interest of the City and as permitted by law.
9.3 In the event the lowest, most responsive and responsible bid for a project exceeds
available funds, and the City Commission does not make available additional
funds, the City Manager is authorized, when time or economic considerations
preclude re- solicitation of bids, to negotiate an adjustment of the bid price as long
as the scope of work is not changed with the lowest, most responsive and
responsible bidder, in order to bring the bid within the amount of available funds.
Final negotiation shall be in written form as approved by the City Manager.
9.4 One Response. If only one responsive bid or proposal for commodity or
contractual service is received, in response to an Invitation for Bid /Proposal, an
award may be made to the single Bidder /Proposer, if the City Manager finds the
price submitted is fair and reasonable, and that other prospective bidders had
reasonable opportunity to respond, or there is not adequate time for re- solicitation.
Further, the City Manager reserves the right, if it is in the best interests of the
City, to negotiate with the sole Bidder /Proposer for the best terms, conditions and
price. The City Manager shall document the reasons that such action is in the best
interest of the City. Otherwise, the bid/proposal may be rejected and:
1. new bids or offers may be solicited;
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Parking Meter Services Bid
City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax
2. the sole bid /proposal may be rejected.
3. If the City Manager determines in writing that the need for the supply or
service continues, but that the price of the one bid/proposal is unreasonable
and there is not time for re- solicitation or re- solicitation would likely be futile,
the procurement may then be conducted under Section 6(D) or Section 6(F),
of the Ordinance as appropriate.
10. Taxes. The bidder is responsible for paying any and all taxes associated with the
agreement.
11. Termination of Agreement. If the bidder fails to perform the conditions of the
agreement as specified and as interpreted by the Manager, the Manager shall provide
written notice of such violation.
11.2 The City reserves the right to terminate the agreement, without cause, with a 30-
day calendar written notice unless otherwise provided in the contract.
11.3 Termination and cancellation of any agreement will not relieve the bidder for
work rest, which was to be completed prior to the termination or cancellation of
the agreement.
11.4 If the agreement is terminated for cause, bidder will be removed from the City's
vendor list.
11.5 The City Commission shall have the right to terminate the agreement in the event
the bidder files any petition or proceeding for bankruptcy relief or is adjudicated
to be bankrupt or insolvent or fails to pay just debts as they ordinarily become
due.
11.6 This agreement may not be terminated by the bidder unless otherwise provided in
the contract.
12. Insurance Requirements.
12.1 General. The bidder, including service - related bidder, shall purchase and
maintain for the entire life of the Project, including any and all approved time
extensions, until its final acceptance by the City, such insurance as will protect the
bidder from claims under Workers' Compensation, disability benefit laws or other
similar employee benefit laws; from claims for damages because of bodily injury,
occupational sickness or disease, or death of bidder employees; from claims
insured by usual or unusual injury liability coverage; from claims or injury to or
destruction of tangible property and from claims insured by usual Commercial
General Liability coverage. This includes loss of use resulting therefrom, any or
all of which may arise out of the bidder's operations under the Contract
Documents, whether such operations be by the bidder, or any sub contractor, or
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Parking Meter Services Bid
City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax
by anyone directly or indirectly employed by any of them or for whose acts any of
them may be legally liable. The bidder's deductibles /self - insured retentions shall
be disclosed to the City and may be disapproved by the City and may be reduced
or eliminated at the sole discretion of the City. The bidder is responsible for the
amount of any deductible or self - insured retention.
12.2 Requirements for Certificates of Insurance. Bidder shall provide the City with all
required Certificates of Insurance which Certificates must be acceptable to the
City. Each Certificate of Insurance shall be provided to the City at least 15 days
prior to coverage renewals requested by the City. The bidder shall furnish
complete copies of bidder's insurance policies, forms and endorsements. If the
bidder fails to obtain and maintain for the life of the contract insurance required
hereby or to replace any such expired or cancelled policies, the City may obtain
and maintain such insurance with such company as it deems satisfactory with
those amounts expended by the City in payment of premiums to be deducted by
the City from the amounts due the bidder for work covered by the contract.
13. Hold Harmless.
13.1 The City, its agents, employees and officials, both elected and appointed shall be
held harmless against all claims for bodily injury, sickness, disease, death or
personal injury or damage to property or loss of use resulting therefrom arising
out of performance of the agreement or contract, unless such claims are a result of
the City's sole negligence, as determined by the final arbiter of such claim.
13.2 The City, its agents, employees and official, both elected and appointed shall also
be held harmless against all claims for financial loss with respect to the provision
of or failure to provide professional or other services resulting in professional,
malpractice, or errors and omissions liability arising out of performance of the
agreement or contract, unless such claims are a result of the City's sole
negligence, as determined by the final arbiter of such claim.
14. Payment on Behalf of the City.
14.1 Bidder agrees to pay on behalf of the City, and to pay the cost of the City's legal
defense, as may be selected by the City, for all claims described in the Hold
Harmless paragraph 13 above.
14.2 Such payment on behalf of the City shall be in addition to any and all other legal
remedies available to the City and shall not be considered to be the City's
exclusive remedy.
15. Public Entity Crimes.
Section 287.133, Florida Statutes, provides that a person or affiliate, as defined
in that Section, who has been placed on the convicted vendor list following a
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City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
Parking Meter Services Bid (305) 947 -0606 Phone (305) 949 -3113 Fax
conviction for a public entity crime may not submit a bid on a contract to provide
any goods or services to a public entity, may not submit a bid on a contract with a
public entity for the construction or repair of a public building or a public work,
may not submit bids 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, and may not transact business with any public entity in excess of the
threshold amount provided in s.287.017 for CATEGORY TWO ($25,000) for a
period of 36 months from the date of being placed on the convicted vendor list.
Any such person or affiliate convicted of a public entity crime shall provide
written notice of such conviction to the City within 30 days after the date of such
conviction.
16. Explanations/Interpretations.
Bidders desiring an explanation or interpretation relative to this solicitation, must request
it in writing soon enough before the date and time scheduled for receipt of bids specified
in this solicitation. Annotate the solicitation number on all written inquiries and
correspondence. Oral explanations or instructions will not be binding. Any information
given to bidder, which in the opinion of the Procurement Services Office, affects all
bidders or would be prejudicial to other bidders if not communicated shall be furnished
to all other bidders as an addendum to the solicitation. Direct inquiries as follows: Jim
Watts - Public Works Director, City of Sunny Isles Beach, 17070 Collins Avenue,
Suite 250, Sunny Isles Beach, Florida 33160.
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Parking Meter Services Bid
City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949-3113 Fax
EXHIBIT "A"
PARKING METER SPECIFICATIONS
MFTFRC-
SECTION I — GENERAL SPECIFICATIONS FOR METERS
This specification is for a new electronic mechanism with handle -free operation. Mechanism
must be compatible with existing Duncan model 80 housing (and additional security devices
within) without modification. The mechanism must have a minimum of 8K bytes of memory for
data storage and should be able to hold data for 45 days without data being overwritten. The
mechanism must be the flush fit type — whereas the coin slot face and debit card slot shall not
protrude past the outer surface of the meter housing's mechanism compartment. Mechanism
shall operate in a temperature range of —20 to +140 degrees Fahrenheit. Mechanism shall
function properly under all weather and street conditions encountered in the City to include
grime, dust, rain, salt and street vibrations. The electronic component, including the entire
circuit board must be weather proof with protective coating or equivalent.
SECTION II — PHYSICAL CHARACTERISTICS
A. POWER SUPPLY
Mechanism must operate on a commercially available power source (preferably 9 Volts).
Batteries supplied shall have a minimum shelf life of 3 years. Power source must keep
mechanism performing in a normal manner for a minimum of 12 months. Changing of
power source shall be performed without the use of tools. Mechanism shall display a
symbol to signal a low battery warning to provide the ability to change batteries before
mechanism fails to perform properly. Mechanism must retain memory on rate structure
and audit information during battery replacement and /or failure.
B. TIME AND VIOLATION DISPLAYS
1. Front LCD Display
Shall be of the Liquid Crystal Display type (LCD), containing at least four, seven
segmented (plus the service messages) characters, each of a minimum dimension of '' /z"
high by '/4" wide. The two left most characters shall indicate the time remaining in hours
and the two right most characters indicating time remaining in minutes. The hour and the
minute display shall be separated by a colon ( : ). For example, a mechanism with ten
hours and 5 minutes remaining would display 10:05. The mechanism must have a
programmable mode to display negative time. The LCD must optionally display "Out of
Order" when unit is dysfunctional. The LCD shall have a programmable back light
feature, for nighttime visibility. The back light must have a programmable time of day
setting. The backlight shall have a programmable duration setting, activated upon
coin/card entry and before the coin is released through the chute. All messages appear on
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Parking Meter Services Bid
City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax
the display shall be very clear, visible and shall be programmable ON /OFF, when a
certain event happens.
2. LED Display
All LED signals must be at a minimum clearance of 0.5" above the top surface of the
dome retainer. Mechanism must have a green and red "Light Emitting Diode" (LED) on
both sides. The LED must be a super bright type and visible from 50 feet during periods
of darkness. The LED shall flash on/off at approximate one - second intervals when legal
time is displayed only. All LED's shall have the ability to be programmed through
software.
C. COIN CHUTE AND CARD READER
The mechanism must be designed so that foreign objects can be cleared from the coin
chute and the smart card reader slot in the field under varied weather conditions, within a
three- minute time frame and remain functional. Foreign objects shall be cleared with
minimal or no disassembly of unit required.
Listed below are the foreign objects that will be used to evaluate this requirement.
• Paper clip (bent).
• Soda tab (bent).
• Tooth pick.
• Paper (match cover).
• Coffee stirrer (folded plastic).
• Coin wrapped with tape.
Mechanism shall be equipped with replaceable card wiper or similar part, which cleans
the card contacts and prevents rain from entering the mechanism. Wiper should be held
back in place by means of a bracket, retainers or similar method.
The meter shall have a removable stainless steel coin slot that can be changed to
accommodate a larger or smaller coin.
Vendor is to submit any specialized tools and repair methods they deem necessary to
meet this requirement.
D. MOUNTING /SUPPORT HARDWARE
The meter shall be equipped with a supporting bracket that allows the mechanism to be
held onto the outside edge of the upper housing to facilitate maintenance. All front and
back frame screws shall be of the same size and shape and shall remain attached to the
face plate if unscrewed, so they can not be lost in the field. All battery covers and
service access covers should remain attached to the mechanism when opened for service.
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Parking Meter Services Bid
City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
(305) 947 -0606 Phone (305) 949 -3113 Fax
SECTION III - CONFIGURATION
A. REAL TIME CLOCK
Mechanism shall have a 365 -day calendar /real -time clock with power failure back -up
power supply during battery replacement. The mechanism shall have the ability to
program for daylight savings. The time of day clock shall be accurate to 5 seconds per
week. Clock creates a complete electronic check of the mechanism as programmed.
SECTION IV - PARTS
A. SPARE PARTS
As part of this contract the Vendor is to supply the following spare parts:
• Three spare meters to use while repairs are being made
SECTION V - GENERAL NOTES
A. WARRANTY
Vendor will guarantee the electronic meter mechanism for a period of five (5) years and
all other items for three (3) years, from date of delivery. Vendor shall repair and /or
replace any part of module determined to be defective in material or workmanship under
normal use and service at no additional cost to the City.
INSTALLATION:
A. Single pole properly cemented in the ground
B. Posts of Galvanized finish
C. Posts and meters are to installed within Ten (10) days of receipt of meters.
VENDOR:
A. A minimum of five (5) years experience in the maintenance and collection of meters.
B. A bond or certificate of insurance in the amount of One Million ($1,000,000) dollars.
C. Workers Compensation coverage of Five Hundred - Thousand ($500,000) dollars.
OTHER:
A. This contract will be for a period of three (3) years with two (2) extensions of one (1)
year each if amenable to both parties.
B. The purchase and installation fees will be paid upon acceptance of installation.
Maintenance and collection services will be paid on a monthly basis.
C. The City currently has Thirty -Eight (38) parking meters which will also need to be
covered under the maintenance and collection service agreement portion of this
contract.
D. Maintenance will include all repairs and /or replacement plus new batteries each year.
E. Collections will be once each week or as needed and will be delivered to our finance
Department.
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City of Sunny Isles Beach
17070 Collins Avenue, Suite 250
Sunny Isles Beach, Florida 33160
Parking Meter Services Bid (305) 947 -0606 Phone (305) 949 -3113 Fax