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Request for Proposal
Goods & Services
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Fleet Wide Remote Management System
Request for Proposal No. 11 -12 -01
Publish Date:
12/05/2011
i
Pre -Bid Conference:
Intentionally Omitted
Bid Due and Bid Opening Date:
01/04/2012 at 10:00 AM
Where to Deliver Proposal
Sunny Isles Beach Government Center
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
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City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01 0 -1
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Cf�Y OF S U� P�yO
Fleet Wide Remote Management System
Request for Proposal No. 11 -12 -01
Publish Date:
12/05/2011
i
Pre -Bid Conference:
Intentionally Omitted
Bid Due and Bid Opening Date:
01/04/2012 at 10:00 AM
Where to Deliver Proposal
Sunny Isles Beach Government Center
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
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City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01 0 -1
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TABLE OF CONTENTS
Table of Contents
Page 1 of 7
Page 2
Legal Advertisement /Notice to Bidder
Equal Opportunity / Affirmative Action Statement
Page 3
Instructions to Bidder / General Terms
Section 1
Page 4
Special Terms & Conditions
Section 2
Page 10
Scope of Work / Technical Specifications
Section 3
Page 13
Evaluation Process
Section 4
Page 16
Proposal Format
Section 5
Page 18
Bid Submittal Form
Section 6
Page 20
Affidavits
Non - Collusive Affidavit
Page 1 of 7
Public Entity Crimes
Page 2 of 7
Equal Opportunity / Affirmative Action Statement
Page 4 of 7
Conflict of Interest Statement
Page 5 of 7
Dispute Disclosure Form
Page 6 of 7
Anti - Kickback Affidavit
Page 7 of 7
Attachments
Attachment A — Listing of City Vehicles
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
43Nr� 1;34 501 µti
LEGAL ADVERTISEMENT
NOTICE TO BIDDER
NOTICE IS HEREBY GIVEN that the City of Sunny Isles Beach is seeking sealed Bids for the following
work as specified.
Fleet Wide Remote Management System
Request for Proposal No. 11 -12 -01
The Bid Specifications for this Request for Proposal are available from DemandStar by calling (800) 711-
1712 or by accessing their website at www.demandstar.com. The Bid Specifications may also be
examined at the City of Sunny Isles Beach — Office of the City Clerk. Vendors who obtain the Bid
Specifications from sources other than DemandStar or the City of Sunny Isles Beach are cautioned that
their Bid response package may be incomplete. Addenda will be posted and disseminated by
DemandStar at least five days prior to the submittal date to all vendors who are listed on the official list.
The City may not accepin complete Bids.
Bids shall be on a unit price basis; segregated Bids will not be accepted. Sealed Bids will be received by
the City Clerk no later than 10:00 AM, on Wednesday, 01/04/2012 at the Sunny Isles Beach
Government Center located at 18070 Collins Avenue, 4th floor, Sunny Isles Beach, Florida, 33160. Bids
received after this time will not be considered. The City is under no obligation to return Bids. Timely
submitted Bids will be opened publicly and read aloud at this time.
The envelope containing the sealed Bid must be clearly marked:
- IMPORTANT, BID ENCLOSED"
Bid No. 11 -12 -01
Fleet Wide Remote Management System
OPENING DATE AND TIME: Wednesday, 01/04/2012 at 10:00 AM
The Owner reserves the right to reject any or all Bids, with or without cause, to waive technical errors
and informalities, and to accept the Bid, which best serves the interest of, and represents the best value
to, the Owner in conformity with the criteria set forth in Section 62 -8 of the Code of Ordinances of the
City of Sunny Isles Beach.
All questions regarding Request for Proposal No. 11 -12 -01 shall be directed in writing to Jane A. Hines,
CIVIC, City Clerk, at least five (5) business days prior to the date of the Bid opening. Questions may be
submitted via email to: JHines0)sibfl.net or via facsimile (305) 792 -1563 or via regular mail at: Jane A.
Hines, CIVIC, City Clerk, City of Sunny Isles Beach, 18070 Collins Avenue, Sunny Isles Beach, FL 33160.
Jane Hines, CIVIC, City Clerk
City of Sunny Isles Beach
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
p71„ of 5,011 P1"
SECTION 1
INSTRUCTIONS TO BIDDER / GENERAL TERMS AND CONDITIONS
THESE INSTRUCTIONS ARE STANDARD FOR ALL BID COMMODMES(SERVICES ISSUED BY THE CITY OF SUNNY ISLES BEACH. THE CITY OF SUNNY ISLES BEACH MAY
DELETE, SUPERSEDE OR MODIFY ANY OF THESE STANDARD INSTRUCTIONS FOR A PARTICULAR CONTRACT BY INDICATING SUCH CHANGE IN SPECIAL INSTRUCTIONS TO
BIDDERS OR IN THE BID SHEETS. ANY AND ALL SPECIAL CONDITIONS THAT MAY VARY FROM THE GENERAL CONDITIOONS SHALL HAVE PRECEDENCE. BIDDER AGREES
THAT THE PROVISIONS INCLUDED WITHIN THIS BID OR RFP SHALL PREVAIL OVER ANY CONFLICTING PROVISIONIMIN ANY STANDARD FORM CONTRACT OF THE
BIDDER REGARDLESS OF ANY LANGUAGE IN BIDDER'S CONTRACT TO THE CONTRARY.
1.1 CLARIFICATION /EXPLANATION /OUESTIONS:
Any questions concerning the Bid Specifications or any required
need for clarification must be made to Jane A. Hines, CIVIC, City
Clerk via email to: JHinesCa sibfl.net or via facsimile (305) 792 -1563
or via regular mail at: Jane A. Hines, CMC, City Clerk, City of
San y Isles Beach, 189 0 Collins Avenue, Sunny Isles Beach, FL
33160. Such requests for clarification /explanation or questions
must be made in writing to Jane A. Hines, CIVIC, City Clerk, at least
five (5) business days prior to the date of the Bid opening.
Interpretations or clarifications considered necessary by the City
will be issued by addenda and posted /disseminated by DemandStar
(www.demandstar.com) to all parties listed on the official plan
holders' list as having received the Bid documents. Only questions
answered by written addenda shall be binding. Oral interpretations
or clarifications shall be without legal effect. No plea of Ignorance
or delay or required need of additional information shall exempt a
Proposers from submitting their Bid on the required date and time
as publicly noted.
1.2 PLAN HOLDER'S LIST:
As a convenience to vendors, the City of Sunny Isles Beach has
made available via Internet lists of all plan holders for each Request
for Proposal, Request for Proposal, and regent for qualifications.
The information is available on -line at www.demandstar.com or by
calling the Office of the City Clerk at (305) 792 -1703.
1.3 ADDENDA TO SPECIFICATIONS:
If any addenda are Issued after the initial specifications are
released, the City will post and disseminate the addenda through
DemandStar. For those projects with separate plans, blue prints,
or other materials that cannot be accessed through the Internet,
the Office of the City Clerk will make good faith effort to ensure
that all registered proposers (those who have been registered as
receiving a Bid package) receive the documents. It is the
responsibility of the vendor prior to the submission of any Bid to
check the above website or contact the Office of the City Clerk at
(305) 792 -1703 to verify any addenda issued. The receipt of all
addenda must be acknowledged on the Bid Response Sheet.
1.4 SPECIAL ACCOMMODATIONS:
Any person requiring a special accommodation at a Pre -Bid
Conference or Bid /RFP /RFQ opening because of a disability should
call the Office of the City Clerk at (305) 792 -1703 at lease five (5)
days prior to the Pre-Bid Conference or Bid /RFP /RFQ opening. If
you are hearing or speech impaired, please contact the Office of
the City Clerk by calling the City of Sunny Isles Beach using the
Florida Relay Service which can be reached at 1(800) 955 -8771
(TDD).
1.5 PUBLIC ENTITY CRIMES STATEMENT:
Pursuant to the provisions of paragraph (2) (a) of section 287.133,
Florida statutes "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 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
public work, may not submit Bids on leaseso f real property to a
public entity, may not be awarded to perform work as a Contractor,
supplier, sub - Contractor, or consultant under a contract with any
public entity, and may not transact business with any pub is entity
in excess of the threshold amount provided in section 287 107, for
category two for a period of 36 months from the date of being
placed on the convicted vendor list ".
1.6 BID DEADLINE:
Bids must be submitted no later than the time and date shown
within this document.
1.7 SEALED BID:
The entire Bid Response Package shall be placed in an opaque
envelope (with all items listed on the Bid checklist form and all
other items required within this Request for Proposal must be
executed) and submitted in a sealed envelope.
1.8 BID EXECUTION, SIGNATURES. ERASURE /CORRECTION:
All Bids shall be signed in blue ink. All price quotes shall be
typewritten or printed with ink. All corrections made by the
proposers prior to the opening must be initialed and dated by the
proposers. No changes or corrections will be allowed after Bids are
opened. Bids must contain an original, manual signature of an
authorized representative of the company.
1.9 WITHDRAWAL OF BIDS:
Proposers may withdraw Bids only by written request and shall
forward the withdrawal request via "Certified U.S. Mail — Return
Receipt Requested" prior to the Bid opening time. Negligence on
the part of the Proposers in preparing the Bid confers no right for
the withdrawal of the Bid after It has been opened.
1.10 BID OPENING:
Bids will be opened publicly at the time and place stated in the
Notice to Bidder. It is the responsibility of the proposers to insure
that the Bid reaches the Office of the City Clerk on or before the
closing hour and date stated on the Request for Proposal. After the
Bid opening, the contents of the Bid Form will be made public for
the information of vendors and other Interested parties who may
be present either in person or by representative. Bids that are
received after the Bid opening time will not be considered and will
not be returned.
1.11 EVALUATION OF BIDS:
The City, at its sole discretion, reserves the right to inspect any /all
Proposers facilities to determine their capability of meeting the
requirements for the Contract. Also, price, responsibility, and
responsiveness of the Proposers, the financial position, experience,
staffing, equipment, materials, references, and past history of
service to the City and /or with other units of state, anp or local
governments in Florida, or comparable private entities, will be
taken into consideration In the Award of the Contract.
1.11.1 Hold Harmless: All Proposer's shall hold the City, its
officials and employees harmless and covenant not to
sue the City, its officials and employees in reference
to their decisions to reject, award, or not award a Bid,
as applicable.
1.11.2 Cancellation: Failure on the part of the Proposers to
comply with the conditicns, specifications,
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
requirements, and terms as determined by the City,
shall be just cause for cancellation oft he Award.
1.11.3 Disputes: If any dispute concerning a question of fact
arises under the Contract, other than termination for
default or convenience, the Contractor and the City
department responsible for the administration of the
Contract shall make a good faith effort to resolve the
dispute. If the dispute cannot be resolved by
agreement, then the department with the advice of
the City Attorney shall resolve the dispute and send a
written copy of its decision to the Contractor, which
shall be binding on both parties.
1.12 AGREEMENT:
After the Bid award, the City will, at its option, prepare an
Agreement specifying the terms and conditions resulting from the
award of this Bid. The vendor will have ten (10) calendar days after
notification of the award by the City to execute the Agreement and
provide the required Performance Bond.
The Proposers who has the Contract awarded to them and who
fails to execute the Agreement and furnish the Performance Bond
and Insurance Certificates within the specified time shall forfeit the
Bid Security that accompanied their Bid, and the Bid Security shall
be retained as liquidated damages by the City, and it is agreed that
this sum is a fair estimate of the amount of damages the City wil
sustain in case the Proposers falls to enter into the Contract and
furnish the Bonds as herein before provided. Bid Security deposited
in the form of a cashier's check drawn on a local bank in good
standing shall be subject to the same requirements as a Bid Bond.
The performance of the City of Sunny Isles Beach of any of its
obligations under the ageemen t shall be sub(e to and contingent
upon the availability offun ds lawfully expendable for the purposes
of the agreement for the current and any future periods provided
for within the Bid specifications.
1.13 PAYMENTS:
Payment will be mad after commodities /services have been
received, accepted, and properly invoiced as indicated in the
contract and /or purchase order. Invoices must bear the purchase
order number.
1.14 BRAND NAMES:
If a brand name, make, of any "or equal' manufacturer trade
name, or vendor catalog is mentioned whether or not followed by
the words "approved eqa I" it is for the purpose of establishing a
grade or quality of material only. Vendor may offer equals with
appropriate identification, samples, and /or specifications on such
item(s). The City shall be the sole judge concerning the merits of
items Bid as equals.
ills MATERIAL:
Material(s) delivered to the City under this Bid shall remain the
property of the seller until accepted to the satisfaction of the City.
In the event materials supplied to City are found to be defective or
do not conform to specifications, the City reserves the right to
return the product(s) to the seller at the seller's expense.
1.16 SAMPLES:
1.18
1.19
1.20
1.21
1.22
4�g of 5sktt I"',
Contract or Award. These quantities are for Bid purposes only and
will be used for tabulation and presentation of the Bid. The City
reserves the right to increase or decrease quantities as required,
even significantly. The prices offered herein and the percentage
rate of discount applies to other representative items not listed in
this Bid.
GOVERNMENTAL RESTRICTIONS ON MATERIALS:
In the event any governmental restrictions may be imposed which
would necessitate alteration of the material quality, workmanship,
or performance of the items offered on this Bid prior to their
delivery, it shall be the responsibility of the successful Proposers to
notify the City at once, Indicating in their letter the specific
regulation which required an alteration. The City of Sunny Isles
Beach reserves the right to accept any such alteration, Including
any price adjustments occasioned thereby, or to cancel at no
further expense to the City.
AFETY STANDARDS:
The Proposers warrants that the product(s) supplied to theCi ty
conforms in all respects to the standards set forth in the
occupational safety and health act (OSHA) and its amendments.
Bids must be accompanied by a materials data safety shele (MSDS)
when applicable.
Successful Proposers shall act as agent for the City in the follow -up
and compliance of all items under Warranty/Guaranty and complete
all forms for Warranty/Guarantee coverage under this Contract.
COPYRIGHTS/ PATENT RIGHTS:
Proposers warrants that there has been no violation of copyrights
or patent rights in manufacturing, produdng or selling of goods
shipped or ordered, as a result of this Bid. The seller agrees to
indemnify City from any and all liability, loss, or expense
occasioned by any such violation.
LOCAL BUSINESS TAX (OCCUPATIONAL LICENSE
REGISTRATION):
The contractor shall be responsible for obtaining and maintaining
throughout the contract period his or her city and county local
business tax receipts. Each vendor submitting a Bid on this
Request for Proposal shall Include a copy of the company's local
business tax/occupational license(s) with the Bid response. For
information specific to City of Sunny Isles Beach local business
tax/occupational licenses, please call Code Enforcement & Licensing
at (305) 792 -105 . If the contractor is operating under a fictitious
name as defined in Section 865.059, Florida Statutes, proof of
current registration with the Florida Secretary of State shall be
submitted with the Bid. A business formed by an attorney actively
licensed to practice law in this state, by a person actively licensed
by the Department of Business and Professional Regulations or the
Department of Health for the purpose of practicing his or her
licensed profession, or by any corporation, partnership, or other
commercial entity that Is actively organized or registered with the
Department of State shall submit a copy of the current licensing
from the appropriate agency and /or proof of current active status
with the Division of Corporations of the State of Florida.
Samples of items, when required, must be furnished by the
Proposers free of charge to the City. Each individual sample must 1.23 LIABILITY. INSURANCE. PERMITS AND LICENSES:
be labeled with the Proposers name and manufacturer's brand
name and delivered by them within ten (10) calendar days of Proposers shall assume the full duty, obligation, and expense of
Proposers receipt of the "Notice to Proceed ", unless schedule obtaining all necessary licenses, permits, inspections, and insurance
indicates a different time. If samples are requested subsequent to required. The Proposers shall be liable for any damages or loss to
the Bid opening, they should be delivered within ten (10) calendar the City occasioned by negligence of the Proposers (or their agent)
days of the request. The City will not be responsible for returning or any person the Proposers has designated in the completion of
samples. their contract as a result of the Bid. Contractor shall be required to
furnish a copy of all licenses, certificates of competency or other
1.17 OUANTITY GUARANTY: licensor requirements necessary to practice their profession as
required by Florida State Statute, Miami -Dade County, and City of
No guaranty or warranty is given or implied by the City as to the Sunny Isles Beach Code. Contractors shall include current Miami-
total amount that may or may not be purchased from any resulting Dade County Certificates of Competency. These documents shall
City of Sunny Isles Beach Request for Proposal No. 11 -12 -01
be furnished to the City along with the Bid response. Failure to
delivery schedules may result in the Contractor being found in
furnish these documents or to have required licensor will be
default.
grounds for rejecting the Bid.
Bid, the Bonds, the Notice of Award, the
reject items which are found upon examination, not to meet the
1.28 DEFAULT PROVISION:
1.24 CERTIFICATES) OF INSURANCE:
Contractor as well as any addenda
items shall be removed within (5) calendar days by the vendor at
In case of default by the Proposers, the City of Sunny Isles Beach
Proposers shall furnish to the Office of the City Clerk, City of Sunny
may procure the articles or services from other sources and hold
Isles Beach, 18070 Collins Avenue, Sunny Isles Beach, Florida
the Proposers responsible for any excess costs occasioned or
33160, certificate(s) of insurance which indicate that insurance
incurred thereby.
coverage has been obtained from an insurance company authorized
Request for Proposal, Insurance
to do business in the State of Florida or otherwise secured in a
1.29 SECONDARY /OTHER VENDORS:
manner satisfactory to the City, for those coverage types and
amounts listed in this document, in an amount equal to 100% of
The City reserves the right in the event the primary vendor cannot
the requirements and shall be presented to the City prior to
provide an item(s) or service(s) in a timely manner as requested, to
issuance of any Contract(s) or Award(s) Document(s). The City of
seek other sources without violating the intent of the Contract.
Sunny Isles Beach shall be named as "additional insured" with
respect to this coverage. The required certificates of insurance
1.30 DEFINITIONS:
shall not only name the types of policies provided, but shall also
refer specifically to this Bid and section. At the time of Bid
Wherever used In these General Conditions or in the other Contract
submission the Proposers must submit certificates of insurance as
Documents, the following terms shall have the meaning indicated
outlined in the General Conditions section. All required insurances
which shall be applicable to both the singular and plural thereof:
shall name the City of Sunny Isles Beach as additional insured and
such Insurance shall be issued by companies authorized to issue
Acceptance: Acceptance byt he City of the Work as
insurance in the State of Florida. It shall be the responsibility of
being fully complete in accordance with
the Proposers and insurer to notify the City Manager of the City of
the Contract Documents subject to
Sunny Isles Beach of cancellation, lapse, or material modification of
waiver of claims.
any insurance policies insuring the Proposers, which relate to the
activities of such vendor and the City of Sunny Isles Beach, Such
Agreement: The written Agreement between the City
notification shall be in writing, and shall be submitted to the City
and the Contractor covering the Work to
finance support service director thirty (30) days prior to
be performed, which includes the
cancellation of such policies. This requirement shall be reflected on
Contract Documents.
the certificate of Insurance. Failure to fully and satisfactorily
comply with the city's insurance and bonding requirements set
Addenda: Written or graphic instruments issued
forth herein will authorize the City Manager to implement a
prior to the Bid Opening which modify
rescission of the Bid award without further City Commission action.
or interpret the Contract Documents,
The Proposers hereby holds the City harmless and agrees to
Drawings and Specifications, by
indemnify City and covenants not to sue the City by virtue of such
addition, deletions, clarifications or
rescission.
corrections.
1.25 ASSIGNMENT:
Approved: Means approved by the City.
The Contractor shall not transfer or assign the performance
Bid: The offer of the Proposers submitted on
required by this Bid without prior written consent of the City
the prescribed form setting forth the
Manager. Any award issued pursuant to the Request for Proposal
prices for the Work to be performed.
and monies which may be due hereunder are not assignable except
with prior written approval of the City Manager. Further, in the
Proposers: Any person, firm or corporation
event that the majority ownership or control of the Contractor
submitting a Bid for Work.
changes hands subsequent toth a award of this contract,
Contractor shall promptly notify City in writing (via United States
Bonds: Bid, performance bond and other
Postal Service — Certified Mail, Return Receipt Requested) of such
instruments of security, furnished by the
change in ownership or control at least thirty (30) days prior to
Contractor and their surety in
such change and City shall have the right to terminate the contract
accordance with the Contract
upon sixty (60) days written notice, at City's sole discretion.
Documents and in accordance with the
law of the State of Florida.
1.26 HOLD HARMLESS /INDEMNIFICATION:
Change Order: A written order to the Contractor signed
The Contractor shall indemnify, hold harmless, and defend the City
by the City authorizing an addition,
of Sunny Isles Beach, its officers, agents and employees from and
deletion or revision in the Work, or an
against any claims, demands or causes of action of whatsoever
adjustment in the Contract Price or the
kind or nature arising out of error, omission, negligent act, conduct,
Contract Time issued after execution of
or misconduct of the Contractor, their agents, servants or
the Agreement
employees in the provision of goods or the performance of services
pursuant to this Bid and / or from any procurement decision of the
City: City of Sunny Isles Beach, 18070 Collins
City including without limitation, awarding the Contract to the
Avenue, Sunny Isles Beach, Florida
Contractor.
33160.
1.27 NON - CONFORMANCE TO CONTRACT:
Contract Documents: Contract Documents shall include,
Instructions to Proposers, Contractor's
The City of Sunny Isles Beach may withhold acceptance of, or
Bid, the Bonds, the Notice of Award, the
reject items which are found upon examination, not to meet the
Agreement between the City and
specification requirements. Upon written notification of rejection,
Contractor as well as any addenda
items shall be removed within (5) calendar days by the vendor at
thereto, these General Conditions,
their own expense and redelivered at their expense. Rejected
Special Conditions, the Technical
goods left longer than thirty (30) calendar days will be regarded as
Specifications, Drawings and
abandoned and the City shall have the right to dispose of them as
Modifications, Notice to Proceed,
its own property. Rejection for non -conformance or failure to meet
Request for Proposal, Insurance
Certificates, Change Orders and
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
'.11' Of VN 01
Acknowledgment of Conformance with
the City of Sunny Isles Beach.
Written Notice: The term "Notice" as used herein shall
mean and Include all written notices,
Contract Price:
The total monies payable to the
demands, instructions, claims, approvals
Contactor under the Contract
and disapproval's required to obtain
Documents.
compliance with Contract requirements.
Written notice shall be deemed to have
Contract Time:
The number of calendar days stated in
been duly served if delivered in person
the Agreement for the completion of the
to the indiidua I or to a member of the
Work.
firm or to an officer of the corporation
for whom it is intended, or to an
Contracting Officer:
The individual who is authorized to sign
authorized representative or such
the contract documents on behalf of the
individual, firm, or corporation, or if
City's governing body.
delivered at or sent by registered mail to
the last business address known to
Contractor:
The person, firm or corporation with
them who gives the notice. Unless
whom the City has executed this
otherwise stated In writing, any notice
Agreement
to or demand upon the City under this
Contract shall be delivered to the City.
Day:
A calendar day of twenty-four hours
measured from midnight to the next
1.31 BID AWARD:
midnight
The City reserves the right to reject any and all Bids at its sole
Field Order:
A written order issued by the City which
discretion. Bids shall be awarded by the City after the City
clarifies or interprets the Contract
performs all necessary searches, inquiries, exploration, and analysis
Documents or orders minor changes in
of the Bids. The Bid shall be awarded to the lowest responsible
the Work.
and responsive proposer whose Bid best serves the interests of and
represents the best value to the City in conformity with the criteria
Modification:
Modification means any one of the
set forth in Section 62 -8 of the City Code. No Notice of Award will
following: (a) a written amendment of
be given until the City has concluded any investigation(s) as they
the Contract Documents signed by both
deem necessary to establish the Proposer's capability to perform
parties, (b) a Change Order, (c) a
the Services as described in this RFP, ITB, RFQ or ITQ, as
written clarification or Interpretation if
substantiated by the required professional experience, client
Issued by the City, or (d) a written order
references, technical knowledge and qualifications; and sufficient
for minor change or alteration in the
labor and equipment to comply with the City's established
Work issued by the City. A modification
standards, as well as the financial capability of the Proposer to
may only be issued after executiono f
perform the Work in accordance with the Contract Documents to
the Agreement.
the satisfaction of the City within the time prescribed. The City
reserves the right to reject the Bid of any Proposers on the basis of
Notice of Award:
The written notice by City to the
these queries and Investigations and who does not meet the Ckys
apparent successful Proposers stating
satisfaction, even though the firm may be the lowest dollars and
that upon compliance with the
cents Bid. In analyzing Bids, the City will also take into
conditions precedent to be fulfilled by
consideration client references, past work experience and work
him within the time specified, City will
product, proven ability to satisfactorily perform. If the Contract is
execute and deliver the Agreement to
awarded, the City will issue the Notice of Award and give the
him.
successful Proposers a Contract for execution within ninety (90)
days after opening of Bids. The City specifically reserves the right
Samples:
Physical examples which illustrate
to award the contract to a proposer who Is not necessarily the
materials, equipment or workmanship
lowest dollars and cents proposers on the basis of the results of
and establish standards by which the
these queries and investigation(s).
Work wil be judged.
1.32 EXECUTION OF AGREEMENT:
Specifications:
Those portions of the Contract
Documents consisting of written
At least four counterparts of the Agreement, the Performance
technical descriptions of materials,
Bond, the Certificates of Insurance and such other Documents as
equipment, construction systems,
required by the Contract Documents shall be executed and
standards and workmanship as applied
delivered by Contractor to the City within ten (10) calendar days of
to the Work.
receipt of the Notice of Award.
Statement of Services: The form furnished by the City which is
1.33 LAWS AND REGULATIONS:
to be used by the Contractor in
requesting progress payments.
The Contractor will give all notices and comply with all laws,
ordinances, rules and regulations applicable to the Work. If the
Supplier:
Any person or organization who supplies
Contractor observes that the Specifications are at variance
materials or equipment for the Work,
therewith, they will give the City prompt written notice thereof, and
including that fab sated to a special
any necessary changes shall be adjusted by an appropriate
design, but who does not perform labor
modification. If the Contractor performs any Work knowing It to be
at the site.
contrary to such laws, ordinances, rules and regulations, and
without such notice to the City, they will bear all costs arising
Work:
Any and all obligations, duties and
wherefrom.
responsiblities necessary to the
successful completion of the Project
1.34 TAXES:
assigned to or undertaken by Contractor
under the Contract Documents,
The City of Sunny Isles Beach is exempt from sales tax imposed by
including all labor, materials, equipment
the State and /or Federal Government. Florida Sales Tax Exemption
and other incidentals, and the furnishing
No. 23 -00- 477131 -54C appears on each purchase order.
thereof.
Exemption certificates are available upon request.
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
If the Contractor is adjudged bankrupt or insolvent, or if they make
incorporated in a Change Order. If after termination of the
1.35 DUTY TO DEFEND, INDEMNIFY AND SAVE HARMLESS:
Contractor under this Section, it is determined by a court of
trustee or receiver is appointed for the Contractor or for any of
competent jurisdiction for any reason that the Contractor was not
In consideration of the separate sum of twenty-five dollars ($25.00)
in default, the rights and obligations of the City and the Contractor
and other valuable consideration, the Contractor shall defend,
shall be the same as if the termination had been issued pursuant to
indemnify and hold harmless the City, its officers, agents and
this document.
employees, from or on account of any injuries or damages,
are legally liable, claim shall be made in writing to the
received or sustained by any person or persons during or on
1.37.1 Where the Contractor's services have been so
account of any operations connected with the Work described in
terminated by the City said termination shall not
the Contract Documents, or by or in consequence of any
affect any rights of the City against the Contractor
negligence in connection with the same; or by use of any improper
then existing or which may thereafter accrue. Any
materials or by or on account of any act or omission of the said
retention or payment of moneys by the City due the
Contractor or his Sub - Contractor, agents, servants or employees.
Contractor will not release the Contractor from
The Contractor will defend, indemnify and hold harmless the City
liability.
and their agents or employees from and against all claims,
State or Federal Court proceedings in respect to any action,
damages, losses and expenses including attorneys' fees arising out
1.37.2 Upon ten (10) days written notice to the Contractor,
of or resulting from the performance of the Work, provided that
the City may, without cause and without prejudice to
any such claim damage, loss or expense (a) is attributable to bodily
any other right or remedy, elect to terminate the
injury, sickness, disease or death, or to Injury to or destruction of
Agreement. In suchc ase, the Contractor shall be
tangible property (other than Work itself) including the loss of use
paid for all Work executed and accepted by the City
resulting wherefrom and (b) is caused in whole or in part by any
as of the date of the termination. No payment shall
negligent act or omissioro f the Contractor, Sub - Contractor, anyone
be made for profit for Work which has not been
directly or indirectly employed by any of them or anyone for whose
performed.
acts any of them may be liable, regardless of whether or not it is
1.41 VENUE:
caused by a party indemnified hereunder. In the event that a court
1.38 MISCELLANEOUS:
of competent jurisdiction determines that Sec. 725.06 (2), F.S. is
applicable to this Work, then in lieu of the above provisions of this
Proposers acknowledge the followingnisc ellaneous conditions:
section the parties agree that Contractor shall indemnify, defend
and hold harmless the City, their officers and employees, to the
1.38.1 Whenever any provision of the Contract Documents
fullest extent authorized by Sec. 725.06 (2) F.S., which statutory
requires the giving of written notice it shall be
provisions shall be deemed to be incorporated herein by reference
deemed to have been validly given if delivered in
as if fully set forth herein. In the event that any action or
person to the individual or to a member of the firm or
proceeding is brought against City by reason of any such claim or
to an officer of the corporation for whom it is
demand, Contractor, upon written notice from City shall defend
intended, or if delivered at or sent by registered or
such action or proceeth g by counsel satisfactory to City. The
certified mail, postagepre paid, to the last business
indemnification provided above shall obligate Contractor to defend
ad ress known to them who gives the notice.
at its own expense ort o provide for such defense, at Citys option,
any and all claims of liability and all suits and actions of every name
1.38.2 Th Contract Documents shall remain the property of
and description that may be brought against City, excluding only
the City. The Contractor shall have the right to keep
those which allege that the Injuries arose out of the sole negligence
oe record set of the Contract Documents upon
of City, which may result from the operations and activities under
completion of the Project.
tls Contract whether the Work be performed by Contractor, its
Sub- Contractors, or by anyone directly or indirectly employed by
1.38.3 Th duties and obligations imposed by these General
either.
Conditions, Special Conditions and Supjemen tal
Conditions and the rights and remedies available
1.36 DECISIONS ON DISAGREEMENTS:
hereunder, and, in particular but without limitation,
the warranties, guarantees and obligations imposed
The City will be the initial interpreter of the Technical
up n Contractor and those in the Special Conditions
Spc ifications.
and the rights and remedies available to the City,
shall be in addition to, and shall not be construed in
1.37 CITY MAY TERMINATE:
any way as a limitation of, any rights and remedies
available by law, by special guarantee or by other
If the Contractor is adjudged bankrupt or insolvent, or if they make
provisions of the Contract Documents.
a general assignment for the benefit of their creditors, or if a
trustee or receiver is appointed for the Contractor or for any of
1.38.4 Should the City or the Contractor suffer injury or
their property, or if they file a petition to take advantage of any
damage to its person or property because of any
debtor's act, or to reorganize under bankruptcy or similar laws, or if
error, omission, or act of the other or of any of their
they repeatedly fails to supply sufficient skilled workmen or suitable
employees or agents or others for whose acts they
materials or equipment, or if they repeatedly fail to make prompt
are legally liable, claim shall be made in writing to the
payments to Sub - Contractors or for labor, materials or equipment
other party within a reasonable time of the first
or they disregard laws, ordinances, rules, regulations or orders of
observance of such in jury or damage.
any public body having jurisdiction, or if they disregard the
authority of the City, of if they otherwise violate any provision of,
1.39 WAIVER OF JURY TRIAL:
the Contract Documents, then the City may, without prejudice to
any other right or remedy and after giving the Contractor and the
City and Contractor knowingly, irrevocably voluntarily and
surety ten (10) days written notice, terminate the services of the
intentionally waive any right either may have to a trial by jury in
Contractor and take possession of the Project and of all materials,
State or Federal Court proceedings in respect to any action,
equipment, tools, construction equipment and machinery thereon
proceeding, lawsuit or counterclaim based upon the Contact
owned by the Contractor, and finish the Work by whatever method
Documents or the performance of the Work there under.
they may deem expedient. In such case the Contractor shall not
be entitled to receive any further payment until the Work is
1.40 GOVERNING LAW:
finished.I f the unpaid balance of the Contract Price exceeds the
direct and indirect costs of completing the Project, including
The Contract shall be construed in accordance with and governed
compensation for additional professional services, such excess shall
by the law of the State of Florida.
be paid to the Contractor. If such costs exceed such unpaid
balance, the Contractor will payt he difference to the City. Such
1.41 VENUE:
costs incurred by the City will be determined by the City and
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
Venue of any action to enforce the Contract Documents shall be in
Miami -Dade County, Florida.
1.42 ARBITRATION:
It is the intention of the parties that whenever possible, if a dispute
or controversy arises hereunder then such dispute or controversy
shall be settled by arbitration in accordance with the procedures,
rules and regulations of the American Arbitration Association. The
decision rendered by the Arbitrator shall be final and binding upon
the parties and judgment upon the award rendered by the
arbitrator may be entered in any court having jurisdiction.
Arbitration shall be held in Miami -Dade County, Florida. All costs of
arbitration and attorneys' fees incurred by the parties shall be paid
by the non - prevailing party or, if neither party prevails on the
whole, each party shall be responsible for a portion of the costs of
arbitration and their respective attorneys' fees as may be
determined by the court on confirmation.
1.43 PROJECT RECORDS:
City shall have right to inspect and copy during regular business
hours at City's expense, the books and records and accounts of
Contractor which relate in any way to the Project, and to any claim
for additional compensation made by Contractor, and to conduct an
audit of the financial and accounting records of Contractor which
relate to the Project. Contractor shall retain and make available to
1.44
1.45
End of Section
City all such books and records and accounts, financial or
otherwise, which relate to the Project and to any claim for a period
of three years following final completion of the Project. During the
Project and the three year period following final completion of the
Project, Contractor shall provide City access to its books and
records upon five days written notice.
If any provision of the Contract or the application thereof to any
person or situation shall to any extent, be held invalid or
unenforceable, the remainder of the Contract, and the application
of such provisions to persons or situations other than those as to
which it shall have been held invalid or unenforceable shall not be
affected thereby, and shall continue in full force and effect, and be
enforced to the fullest extent permitted by law.
The Contractor is an independent Contractor under the Contract.
Services provided by the Contractor shall be by employees of the
Contractor and subject to supervision by the Contractor, and not as
officers, employees, or agents of the City. Personnel policies, tax
responsibilities, social security and health insurance, employee
benefits, purchasing policies and other similar administrative
procedures, applicable to services rendered under the Contract
shall be those of the Contractor.
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01 9
Section 2
Special Terms and Conditions
2.1 PURPOSE OF PROPOSAL
The City of Sunny Isles Beach, Florida, (the "City's a municipality located in Miami -Dade County,
Florida, requests qualified Proposers to submit proposals for Fleet Wide Remote Management
System as provided for in the contract documents.
2.2 PRE - PROPOSAL CONFERENCE
Intentionally Omitted
2.3 TERM
This contract will commence on the first calendar day of the month succeeding approval of the
contract by the City Commission, or designee, unless otherwise stipulated in the Notice of Award
letter, which is distributed by the City's Purchasing Agent; and contingent upon the completion
and submittal of all required proposal documents. This contract shall remain in effect for one (1)
year; provided that the services rendered by the Proposer during the contract period are
satisfactory.
2.4 OPTIONS TO RENEW
Prior to, or upon completion, of that initial term, the City shall have the option at its sole
discretion to renew this contract for an additional four (4) one year renewals.
2.5 PRICE
If the Proposer is awarded a contract under this solicitation, the prices proposed by the proposer
shall remain fixed and firm during the term of contract.
2.6 PERFORMANCE AND PAYMENT BOND
Intentionally Omitted.
2.7 DELIVERY
Intentionally Omitted.
2.8 INSURANCE
Comprehensive General Liability with minimum limits of one million dollars ($1,000,000.00) per
occurrence combined single limit for Bodily Injury Liability and Property Damage Liability.
Coverage must be afforded on a form no more restrictive than the latest edition of the
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01 IM I
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Comprehensive General Liability policy, without restrictive endorsements, as filed by the
Insurance Services Office, and must include:
o Premises and Operation
o Independent Contractors
o Products and /or Completed Operations Hazard
o Broad Form Property Damage
o Broad Form Contractual Coverage applicable to this specific contract, including any hold
harmless and /or indemnification agreement.
o Personal Injury Coverage with employee and Contractual Exclusions removed, with
minimum limits of coverage equal to those required for Bodily Injury Liability and
Property Damage Liability.
Business Automobile Liability with minimum limits of one million dollars (1,000,000.00)
per occurrence combined single limit for Bodily Injury Liability and Property Damage
Liability. Coverage must be afforded on a form no more restrictive than the latest edition
of the Business Automobile Liability policy, without restrictive endorsements, as filed by
the Insurance Services Office, and must include:
• Owned Vehicles;
• Hired and Non -Owned Vehicles;
• Employers' Non - Ownership.
Before starting the work, the contractor will file and make sure that all certificates of
insurance required by this document and by the contract are in the City's possession.
These certificates shall contain a provision that the coverage afforded under the policies
will not be canceled or materially changed until at least thirty (30) days prior written
notice has been given to the City by certified mail. The City shall be named as an
additional insured on the above - referenced policies.
The Contractor agrees that if any part of the work under the contract is sublet, they will
require the sub - contractor(s) to carry insurance as required, and that they will require
the sub - contractor(s) to furnish to them insurance certificates similar to those required
by the City in this section.
2.8.1 Cancellation and Re- Insurance:
If any insurance should be canceled or changed by the insurance company or should any
insurance expire during the period of this contract, the contractor shall be responsible for
securing other acceptable insurance to provide the coverage specified in this section to
maintain coverage during the life of this contract. All deductibles must be declared by
the contractor and must be approved by the City. At the option of the City, either the
contractor shall eliminate or reduce such deductible or the contractor shall procure a
bond, in a form satisfactory to the City,cove ring the same.
2.9 MONTHLY INVOICES PAYMENTS
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01 M I
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Cut -off date is the close of the business day of the 20th day of each month. Proposer shall
submit by the 25th day of each month Contractor's completed Statement of Services /Invoice.
Should the 25th fall on a weekend or holiday, The Contractor shall submit his application on the
next workday. Contractor is advised that processing of invoices must follow this schedule, as the
owner has funding requirements and other payment obligations which may prevent payment of
late Statement of Services for that month's billing cycle. A late Statement of Services with a
recommendation for payment will be paid in the next month's billing cycle.
The City shall process payment NO LATER THAN 20 business days of submission of proper
documentation (not the date of the invoice). This is the date when the City representative
acknowledges that the proposer has provided all necessary documentation to justify payment.
Documentation shall include but shall not be limited to original partial and final releases of lien,
Original Contractor's affidavit of partial and final releases of lien, an original invoice on an
acceptable form approved by the City representative (AIA forms are acceptable), and other
documentation required by the City for processing of payment.
2.10 FEDERAL, STATE AND LOCAL REGULATIONS
The successful Proposer shall comply with all federal, state and local ordinances, regulations, and
rules as well as any other laws that would apply to the proposed project. Such proposer costs
associated with regulatory requirements shall be included in the project cost whether depicted
specifically or not within the body of the proposal.
2.11 NOTIFICATION TO BEGIN WORK SHALL BE GIVEN THROUGH A
NOTICE TO PROCEED:
The proposer shall neither commence any work, nor enter a City work premise, until a written
Notice to Proceed (NTP) directing the proposer to proceed with the work has been received by
the proposer from the City Manager or his designee; provided however, that such notification
shall be superseded by any emergency work that may be required in accordance with provisions
included elsewhere in this solicitation and resultant contract.
END OF SECTION
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
Section 3
Scope of Services / Technical Specifications
3.1 BACKGROUND
`TIC -w wt`' 0
The City of Sunny Isles Beach has isle d this Request for Proposal for the sole purpose of
otBinin g responsive proposals to provide a "Remote Fleet Management System ".
The City of Sunny Isles Beach maintains a fleet of vehicles by which it helps to provide a wide
range of services. These services include for street maintenance, public safety, public
transportation, parks and recreation and etc. Servicing our public is the City's utmost priority. As
such, having well maintained equipment to respond is critical.
Currently the City does not have a system in place that monitors
• Ignition Report
• Speed Alerts
• View Start /Stop reports
• Monitor Engine Hour runtime
• Excessive Idle Alerts
• Maintenance Management
• Real -Time Location
• Route Finder
• Historical Route Tracking
As a result, there are cases when necessary equipment cannot be used because repairs must be
made. In addition, due to fuel prices increasing, the City is seeking opportunities to better
monitor usage and find op ortunities to save cost. There is a strong desire to utilize a more
dynamic system that would incorporate real -time data on vehicles. This would serve as the basis
for better management of the City's field operations as well as providing highly useful dynamic
information to the City.
3.1.1 CITY FLEET
The City currently maintains a fleet of approximately 120 vehicles including Motorcycles,
buses, and automobiles, Trucks, ATVs and Boats. The quantities provided are an
estimate and the City reserves the right to increase or decrease the quantities of vehicles
serviced.
3.2 SCOPE OF WORK
Implement a REMOTE/ Fleet management system for an estimated 120 City vehicles. The system
shall have the ability to display, in real -time, the current vehicle statistics through a website.
The REMOTE system shall be able to integrate with the vehicles computer system to will allow for
real -time data retrieval. The REMOTE system must retrieve reading the engine codes (e.g.,
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
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vehicle diagnostic codes), actual odometer, actual vehicle speed (not just REMOTE derived
speed) actual fuel consumption, idle time, engine hours (with power- take -off (PTO) on and PTO
off) and status of all sensors and etc. At a minimum, but not limited to, the system shall provide
the following stats:
• Real -Time Location
• Ignition Report
• Speed Alerts
• View Start /Stop reports
• Monitor Engine Hour runtime
• Excessive Idle Alerts
• Maintenance Management
• Route Finder
• Historical Route Tracking
3.3 FLEET MANAGEMENT
The City is seeking a REMOTE /Fleet Management system that will allow the City to operate more
effectively and efficiently. The objective of this system is to provide reports to identify
op ortunities to reduce fuel expense by identifying items such as;
• overlapping routes
• duplicate trips
• routes taken
• Routine maintenances due
• Ensure safe driving practices
3.4 GEO FENCING
The proposed system shall include the ability for implementing geFfe ncing based on customized
areas as well as sending alerts when the geo- fences are breached.
3.5 PRICING
See Bid Form Section 6.0
3.6 EQUIPMENT
The equipment supplied is to be installed without significant modifications to the vehicle and in a
location where damage cannot be done to the equipment. The installation price shall include as
part of the proposal.
3.7 TRAINING
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
Provide training administration to operators and service personnel including supplying training
documents.
END OF SECTON
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
k4�' "'f€ 5_,'O "Y'
Section 4
Evaluation Process
4.1 Review of Proposals For Resaonsiveness
Each proposal will be reviewed to determine if the proposal is responsive to the
submission requirements outlined in the solicitation. A responsive proposal is one which
follows the requirements of this solicitation that includes all documentation, is submitted
in the format outlined in this solicitation, is of timely submission, and has the appropriate
signatures as required on each document. Failure to comply with these requirements
may result in the proposal being deemed non- responsive. The contract will be awarded
to the lowest responsible and responsive proposer whose proposal best serves the
interest of and represents the best values to the City in conformity with section 62 -8 of
the City code.
4.2 Qualifications
Proposals will be evaluated on the criteria listed below.
Technical Qualifications
1.
Proposer's relevant experience, qualifications and past performance
2.
Relevant experience and qualifications of key personnel, including key personnel of
subcontractors that will be assigned to this project and experience and
qualifications of subcontractors
3.
Proposers approach methodology to providing the services requested in this
solicitation
4.
Proposed solution functionality, implementation and other objectives and
requirements as stated
Price
5. 1 Proposer's proposed price
4.2.1 MINIMUM REQUIREMENTS
In order to be considered, Proposers shall provide sufficient information as part
of their proposal submission (submission shall not be limited to the information
below). All requested documentation and /or information shall be provided in the
Proposal. Proposers failing to provide sufficient documentation detailingthe it
qualifications, experience and extent and implications of proposal shall not be
considered.
4.3 Negotiations
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
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The City may award a contract on the basis of initial offers received, without discussions.
Therefore, each initial offer should contain the Proposer's best terms from a monetary
and technical standpoint.
Notwithstanding the foregoing, if the City and said Proposer(s) cannot reach agreement
on a contract, the City reserves the right to terminate negotiations and may, at the City
Manager's or designee's discretion, begin negotiations with the next lowest responsible
and responsive proposer. This process may continue until a contact acceptable to the
City has been executed or all proposals are rejected. No Proposer shall have any rights
against the City arising from such negotiations or termination thereof.
Any Proposer recommended for negotiations may be required to provide to the City;
a) Its most recent certified business financial statements as of a date not earlier than
the end of the Proposer's preceding official tax accounting period, together with a
statement in writing, signed by a duly authorized representative, stating that the
present financial condition is materially the same as that shown on the balance sheet
and income statement submitted, or with an explanation for material change in the
fiancia I condition. A copy of the most recent business income tax return will be
accepted if certified financial statements are unavailable.
b) Information concerning any prior or pending litigation, either civil or criminal,
involving a governmental agency or which may affect the performance of services to
be rendered herein, in which the Proposer, any of its employees or subcontractors is
or has been involved within the last three years.
END OF SECTON
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
Section 5
Proposal Format
5.0 FORMAT
f�, of 5,0 0"
Proposers must submit (1) original and four (4) copies of the Proposal. The original Proposal
must contain an original signature. Be sure that the individual signing the Prop sal is authorized
to commit the Proposer's organization to the Proposal as submitted. Each page of the Proposal
should state the name of the Proposer, the RFP number, and the page number. The City reserves
the right to request additional data or material to support Proposals. All material submitted in
response to the RFP will become the property of the City. If the proposer fails to provide the
information the requested or format their proposal as listed below, the proposers proposal may
be deemed non - responsive at the City's discretion.
LABEL EACH SECTION AS NUMBERED
The proposal must be in the following format.
1. Comoanv Information
■ In response to this Proposal, all Proposers must provide the following:
■ Name of Agency /Company (including any "Doing Business As" names)
■ Company Locations.
■ Internet Web Site Address (if any).
■ Details of Entity Business Structure (Corporation, Partnership, LLC).
• Date Founded.
• Home office address, telephone number, and local address and phone number.
■ List of any outstanding litigation that would threaten the viability of the firm or
the performance of this contract.
■ Proof of insurance.
■ Indication of how long it would take to implement service after authorized to
begin.
Qualifications
Proposer's relevant experience, qualifications and past performance
• An explanation of why the Proposer is the best qualified to perform the contract
and demonstrate its qualifications including an item -by -item disclosure outlining
how the firm meets or exceeds the requirements of this RFP.
• A schedule of proposed services. The schedule should include the Proposer's
understanding of the issues and tasks of the project at hand.
Staffing
Relevant experience and qualifications of key personnel, including key personnel of
subcontractors, that will be assigned to this project well as experience and qualifications.
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01 M -1
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The size and experience of the company staff pool from which staff assigned to the
management contract can be drawn. The composition of the staff team should include:
• The names of the employees in the area responsible for this contract
■ Their function in the company.
■ The name of the person who will be responsible for the coordination of work.
4. Approach / Methodology
Proposer's approach methodology to providing the services requested in this solicitation
■ Suitability of the methodologies and approaches used in achieving tasks
■ Overall organization to completing the project
■ Ability to meet desired timelines and deadlines
5. Price Proposal
• Each firm shall submit in their proposal a detailed cost proposal which shall
include all costs associated with the services described in this RFP.
• Information material on all the items proposed.
6. References
Each Proposer must submit a list of three (3) public sector clients' references of current
and past customers of which they have provided services within the past five (5)
years of similar scope and size of those described herein.
■ Each Reference must be supplied on client's letterhead.
■ Each Reference letter must me signed with contact person and phone number.
The City retains the right to request any additional information pertaining to the
Proposer's ability, qualifications and procedures used to accomplish all work under the
contract as it deems necessary to ensure safe and satisfactory work.
Contract Forms
All completed contract forms.
END OF SECTION
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
DELIVER TO. REQUEST FOR PROPOSAL
City of Sunny Isles Beach SETIO N 6 OPENING• 10.00 A.M.
City Clerk BID SUBMITTAL FORMS 01/04/2012
18070 Collins Avenue
Sunny Isles Beach, FL 33160
PLEASE QUOTE PRICES F.O.B. DESTINATION, LESS TAXES, DELIVERED IN
CITY OF SUNNY ISLES BEACH, FLORIDA
NOTE: City of Sunny Isles Beach is exempt from all taxes (Federal, State, and Local). Bid price should be
less all taxes. Tax Exemption Certificate furnished upon request.
Issued by: Purchasing Agent Date Issued: This Bid Submittal Consists of
12/05/2011 Pages 20 through 24
Sealed bids are subject to the Terms and Conditions of this Request for Proposal and the accompanying
Bid Submittal. Such other contract provisions, specifications, drawings or other data as are attached or
incorporated by reference in the Bid Submittal, will be received at the office of the City Clerk at the
address shown above until the above stated time and date, and at that time, publicly opened for
furnishing the supplies or services described in the accompanying Bid Submittal Requirement.
RFP 11 -12 -01
Fleet Wide Remote Management System
A Bid Deposit in the amount of 0% of the total amount of the bid shall accompany all bids
A Performance Bond in the amount of 0% of the total amount of the bid will be required upon execution
of the contract by the successful bidder and City of Sunny Isles Beach
Procurement Agent., Firm Name:
Marcanthony Tulloch 0 `'
s A
Commodity Code(s): —
RETURN ONE ORIGINAL AND TWO COPIES OF BID SUBMITTAL PAGES AND AFFIDA VITS
FAILURE TO SIGN PAGE 24 OF SECTION 6 BID SUBMITTAL WILL RENDER YOUR BID NON-
RESPONSIVE
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
Required One -time Cost
The quantities listed are estimated and are subject to chap e without notice
#
Description
Est. Qty
Unit Price
Total Price
If A licable
1
REMOTE / Fleet Management Device (Hardware)
120
$
$
(Unit price shall include Hardware, Installation
G� r
2
3
and Programming)
IJ j
Grand Total Lines 1:
3 eC
Optional One -time
(If there are any optional items that may be purchased at a one -ti City please list them below. You
may attach additional sheets if
•
Description
Est. Oty
Unit Price
Total Price
If A licable
120
$
$
120
$
$
Required Annual Recuri
•
Description
Est. Qty
Unit Price
Total Price
If A licable
1
First Year Support & Maintenance Hardware (If
$
$
Applicable)
—
2
First Year Support & Maintenance Software (If
$
$
A licable )
�-
3
Monitoring (If applicable)
$
$
' of o
3S r
Grand Total Lines 1 -3:
$
\ � {
�V s , J Sa . o
Optional Annual Recurr
(If there are any optional items that may be purchased that have an ing cost to the City please list them
below. You may attach additional sh i
#
Description
Est. Oty
Unit Price
Total Price
If A licable
$
$ _ _...
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
a I
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SECTION 6
BID SUBMITTAL FOR:
ACKNOWLEDGEMENT OF ADDENDA
INSTRUCTIONS: COMPLETE PART I OR PART II, WHICB VER APPLIES
PART I:
LIST BELOW ARE THE DATES OF ISSUE FOR EACH ADDENDUM RECEIVED IN CONNECTION
WITH THIS BID
PART II:
Addendum #1, Dated
Addendum #2, Dated QW_
Addendum #3, Dated
Addendum #4, Dated
Addendum #5, Dated
Addendum #6, Dated
Addendum #7, Dated
Addendum #8, Dated
NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS BID
Ix
FIRM NAME:
AUTHORIZED SIGNATURE,)-PL2�Lrti 1��1 L��l/ c+ DATE:
TITLE OF OFFICER:
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
mod' of wo I
BID SUBMITTAL FORM
Bid Title: Fleet Wide Remote Management System
The undersigned Proposers proposes and agrees, if this Bid is accepted, to enter into an agreement with
The City of Sunny Isles Beach in the form included in the Contract Documents to perform and furnish all
Work as specified or indicated in the Contract Documents for the Contract Price and within the Contract
Time indicated in this Bid and in accordance with the other terms and conditions of the Contract
Documents.
The Proposers accepts all of the terms and conditions of the Advertisement or Invitation to Bid and
Instructions to Proposers, including without limitation those dealing with the disposition of Bid Security.
This Bid will remain subject to acceptance for 90 days after the day of Bid opening. The Proposers
agrees to sign and submit the Agreement with the Bonds and other documents required by the Bidding
Requirements within ten days after the date of the City's Notice of Award.
In submitting this Bid, the Proposer represents, as more fully set forth in the Agreement, that:
• The Proposer has familiarized himself /herself with the nature and extent of the
Contract Documents, Work, site, locality, and all local conditions and Law and
Regulations that in any manner may affect cost, progress, performance, or
furnishing of the Work.
• The Proposer has studied carefully all reports and drawings of subsurface
conditions and drawings of physical conditions.
• The Proposer has given the City written notice of all conflicts, errors,
discrepancies that it has discovered in the Contract Documents and the written
resolution thereof by City is acceptable to the Proposer.
• This Bid is genuine and not made in the interest of or on behalf of any
undisclosed person, firm or corporation and is not submitted in conformity with
any agreement or rules of any group, association, organization, or corporation;
the Proposer has not directly or indirectly induced or solicited any other
Proposers to submit a false or sham Bid; the Proposer has not solicited or
induced any person, firm or corporation to refrain from Bidding; and Proposer
has not sought by collusion to obtain for itself any advantage over any other
Proposers or over the City.
The City and the successful Proposer will establish completion times for each individual Work Item and
the successful Proposer agrees that the work will be completed within the time frames agreed upon and
stipulated in the individual Purchase Orders and /or Notice to Proceed.
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
.;,3i SvEi
Firm Name: () _ I
Street Address:
Mailing Address (if different):
Telephone No. %W - :,� fD1 n - 1.) � b0 Fax No. E3_83 Q000 --a3 3
Email Address: 1' &)4 n P .I t u ,��, _ �.�a_ C FEIN No.
* "By signing this document the bidder agrees to aii Terms
Signa
(Signature of authorized agent)
Print Name: A0— n � alad(X15
Title: 1 ..A corm ,
THE EXECUTION OF THIS FORM CONSTITUTES THE UNEQUIVOCAL OFFER OF PROPOSER TO
BE BOUND BY THE TERMS OF ITS PROPOSAL. FAILURE TO SIGN THIS SOLICITATION WHERE
INDICATED ABOVE BY AN AUTHORIZED REPRESENTATIVE SHALL RENDER THE PROPOSAL
NON - RESPONSIVE. THE CITY MAY, HOWEVER, IN ITS SOLE DISCRETION, ACCEPT ANY
PROPOSAL THAT INCLUDES AN EXECUTED DOCUMENT WHICH UNEQUIVOCALLY BINDS THE
PROPOSER TO THE TERMS OF ITS OFFER.
City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01 11 1
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City of Sunny Isles Beach I Request for Proposal No. 11 -12 -01
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STATE OF FLORIDA
COUNTY OF 4)6 )
NON - COLLUSION AFFIDAVIT
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Telephone: (305) 947 -0606 Fax: (305) 949 -3113
The undersigned being first duly sworn as provided by law, deposes, and says:
This Affidavit is made with the knowledge and intent that it is to be filed with the City of Sunny Isles Beach City Commission and that it will be
relied upon by said County, in any consideration which may give to and any action it may take with respect to this Bid.
The undersigned is authorized to make this Affidavit on behalf of,
v J /
(Name of orporatlon, P rtnershlp, Individual, etc.)
a, h6A , %,At �tu( l P c.— , formed under the laws of t
(Type of-Business) (State)
l L -�
of which he is = Co I w i I I I, Gi _ ilit --)1 '0 A e a
(Sole Owner, Partner, President, etc.)
Neither the undersigned nor any person, firm, or corporation named in above Paragraph 10.2, nor anyone else to the knowledge of the
undersigned, have themselves solicited or employed anyone else to solicit favorable action for this Bid by the City, also that no head of any
department or employee therein, or any officer of the City of Sunny Isles Beach, Florida is directly interested therein.
This Bid is genuine and not collusive or a sham; the person, firm or corporation named above in Paragraph 10.2 has not colluded, conspired,
connived or agreed directly or indirectly with any proposers or person, firm or corporation, to put in a sham Bid, or that such person, firm or
corporation, shall refrain from Bidding, and has not in any manner, directly or indirectly, sought by agreement or collusion, or communication
or conference with any person, firm or corporation, to fix the prices of said Bid or Bids of any other proposers; and all statements contained in
the Bid or Bids described above true; and further; neither the undersigned, nor the person, firm or corporation named above in Paragraph
10.2, has directly or indirectly submitted said Bid or the contents thereof, or divulged information or data relative thereto, to any association or
to any membe[pr agent thereof.
AFFIAN 'S NAME AFFIANT'S TITLE
TAKEN, SWORN AND BSCRIBED TO BEFORE ME this day of nUiCl 20
Personal) Known " or Produced Identification
Y
Type of identification
(Affix seal here)
NOTA PUBLIC (name printed or typed)
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DECEMBER28,2010 1 of
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PUBLIC ENTITY CRIMES
l City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
iLC
ly or sv PNO Telephone: (305) 947 -0606 Fax: (305) 949 -3113
SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(a)
FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES
PUBLIC ENTITY CRIMES
Pursuant to the provisions of paragraph (2) (a) of Section 287.133, Florida State Statutes - "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
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 public Work, may not submit Bids on leases of
real property to a public entity, may not be awarded to perform Work as a Contractor, supplier, Sub - Contractor, or
Consultant under a Contract with any public entity, and may not transact business with any public entity in excess
of the threshold amount Category Two of Sec. 287.017, FS for thirty six months from the date of being placed on
the convicted vendor list".
THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER
OFFICIAL AUTHORIZED TO ADMINISTER OATHS.
11.1. This sworn statement is submitted to City of Sunny Isles Beach
by.
for
whose business address is:
t (,k t 6, A. A . F 3 3 Rb -3
and (if applicable) its Federal Employer Identification number (FEIN) is S q _)a �6 0R M
(If the entity had no FEIN, include the Social Security Number of the individual signing this sworn
statement: )
11.2. 1 understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida Statutes, means a
violation of any state or federal law by a person with respect to and directly related to the transaction of
business with any public entity or with an agency or political subdivision of any other state or with the
United States, including, but not limited to, any Bid or Contract for goods or services to be provided to any
public entity or an agency or political subdivision of any other state of the United States and involving
antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.
11.3. 1 understand that "convicted" or "conviction" as defined in Para. 287.133(1)(b), Florida Statutes, means a
finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any
federal or state trail court of record relating to charges brought by indictment or information after July 1,
1989, as a result of a jury verdict, non -jury trial, or entry of a plea of guilty or nolo contendere.
11.4. 1 understand that an "affiliate" as defined in Para. 287.133(1)(a), Florida Statutes, means:
a.) predecessor or successor of a person convicted of a public entity crime; or
b.) Any entity under the control of any natural person who is active in the management of the entity
and who has been convicted of a public entity crime. The term "affiliate" includes those officers,
directors, executors, partners, shareholders, employees, members, and agents who are active in
the management of an affiliate. The ownership by one person of shares constituting a controlling
interest in another person, or a pooling of equipment or income among persons when not for fair
DECEMBER28.2010 2 of 7
market value under an arm's length agreement, shall be a prime facie case that one person
controls another person. A person who knowingly enters into a joint venture with a person who
has been convicted of a public entity crime in Florida during the preceding 36 months shall be
considered an affiliate.
11.5. 1 understand that a "person" as defined in Para. 287.133(1)(e), Florida Statutes, means any natural
person or entity organized under the laws of any state or of the United States with the legal power to
enter into a binding Contract and which Bids or applies to Bid on Contracts forthe provision of goods or
services let by a public entity, or which otherwise transacts or applies to transact business with a public
entity. The term "persons" includes those officers, directors, executives, partners, shareholders,
employees, members, and agents who are active in management of any entity.
11.6. Based on information and belief, the statement which I have marked below is true in relation to the entity
submitting this sworn statement. (Indicate which statement applies.)
Neither the entity submitting this sworn statement, nor any of it's officers, directors, executives, partners,
shareholders, employees, members, or agents who are active in the management of the entity, nor any
affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1,
1989.
The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners,
shareholders, employees, members, or agents who are active in the management of the entity, or an
affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1,
1989.
The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners,
shareholders, employees, members, or agents who are active in the management of the entity, or an
affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1,
1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of
Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer of the
State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer
determined that it was not in the public interest to place the entity submitting this sworn statement on the
convicted vendor list. (Attach a copy of the final order.)
I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE
PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 11.1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND,
THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I
ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO
A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA
STATUTES, FOR CATEGORY TWO OF ANY, CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.
By:
( ign ture)
: >. Im n
(Printed Name)
Cg /� )- BL � l CXD t
(Title)
Sworn to and subscribed before me this day of
(AFFIX NOTARY STAMP HERE)
ri
Personally Known OR Produced Identification
Type of Identification Produced
10/1998 3 of 7
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EQUAL OPPORTUNITY /
AFFIRMATIVE ACTION
�� y9�♦ �`�fla ° ,g_ City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Telephone: (305) 947 -0606 Fax: (305) 949 -3113
EQUAL OPPORTUNITY /AFFIRMATIVE ACTION STATEMENT
The contractors and all subcontractors hereby agree to a commitment to the principles and
practices of equal opportunity in employment and to comply with the letter and spirit of
federal, state, and local laws and regulations prohibiting discrimination based on race,
color, religion, national region, sex, age, handicap, marital status, and political affiliation or
belief.
Signed:1ilL r,�� �.� �✓
a
Title: - _(%� , �. oci t
Firm:
Address: Cc
DECEMBER28, 2010 4 of 7
q��Nror rsy\e
CONFLICT OF INTEREST
ti City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Y or su* rN Telephone: (305) 947 -0606 Fax: (305) 949 -3113
CONFLICT OF INTEREST STATEMENT
The award of any contract hereunder is subject to the provisions of Chapter 112, Florida State Statutes. Proposers must
disclose with their Bids, the name of any officer, director, partner, associate or agent who is also an officer or employee of the
City of Sunny Isles Beach or its agencies.
STATE OF FLOE An
COUNTY OF I l j I ic-,.
BEFORE ME, the undersigned authority, personally appeared Yl Cat_ J2:C 0 lot n t Lt Q- S, who was duly sworn,
deposes, and states:
18.1. 1 am the l �,)o U . 1 dG f of
A .f] ICJ -.with a local office in l(,tlPI(%,n (1Stcic— and principal office in
18.2. The above named entity is submitting a Bid for the City of Sunny Isles Beach, Bid No. J I —I) -U II described
as: Landscape Maintenance Services. The Affiant has made diligent inquiry and provides the information contained in this
Affidavit based upon his own knowledge.
18.3 The Affiant states that only one submittal for the above Bid is being submitted and that the above named entity has
no financial interest in other entities submitting Bids for the same project.
18.4 Neither the Affiant nor the above named entity has directly or indirectly entered into any agreement, participated in
any collusion, or otherwise taken any action in restraints of free competitive pricing in connection with the entity's submittal for
the above Bid. This statement restricts the discussion of pricing data until the completion of negotiations if necessary and
execution of the Contract for this project.
18.5 Neither the entity nor its affiliates, nor any one associated with them, is presently suspended or otherwise ineligible from
participation in contract letting by any local, State, or Federal Agency.
18.6 Neither the entity, nor its affiliates, nor any one associated with them have any potential conflict of interest due to any
other clients, contracts, or property interests for this project.
18.71 certify that no member of the entity's ownership or management is presently applying for any employee position or
actively seeking an elected position with the City of Sunny Isles Beach.
18.81 certify that no member of the entity's ownership or management, or staff has a vested interest in any aspect of the City
of Sunny Isles Beach.
18.91n the event that a conflict of interest is identified in the provision of services, I, on behalf of the above named entity, will
immediately notify the City of Sunny Isles Beach.
Dated this —3)— day of
201
AFFIANT Print or Type Name and Title
Sworn to and subscribed before me this day of
201Q—
71 Personally Known J— OR
O Produced Identification ;Type o Id ntification
1il9dlif�t
NOTARY PUBLIC STATE OF FLORIDA
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DECEMBER 28, 2010 5 of 7
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DISPUTE DISCLOSURE FORM
Answer the following questions by placing a "X" after "Yes" or "No ". If you answer "Yes ", please
explain in the space provided, or on a separate sheet attached to this form.
19.1. Has your firm or any of its officers, received a reprimand of any nature or been suspended by the
Department of Professional Regulations or any other regulatory agency or professional associations within the last
five (5) years?
YES NO
19.2. Has your firm, or any member of your firm, been declared in default, terminated or removed from a
contract or job related to the services your firm provides in the regular course of business within the last five (5)
years?
YES NO
19.3. Has your firm had against it or filed any requests for equitable adjustment, contract claims, Bid protests,
or litigation in the past five (5) years that is related to the services your firm provides in the regular course of
business?
YES NO If yes, state the nature of the request for equitable adjustment, contract
claim, litigation, or prot t, and state a brief description of the case, the outcome or status of the suit and the
monetary amounts of extended contract time involved.
I hereby certify that all statements made are true and agree and understand that any misstatement or
misrepresentation of falsification of facts shall be cause for forfeiture of rights for further consideration of this Bid
for the City of Sunny Isles Beach.
_S
2�. i urn 7il�� Q n pu.0- f-A-
Fir Date-
... \
Authorized Signature Print d Type Name and Title
DECEMBER 28, 2010 6 of 7
DISPUTE DISCLOSURE
City of Sunny Isles Beach
18070 Collins Avenue
hs yD' ¢
•'s'Loa`o�v
Sunny Isles Beach, FL 33160
' ur svl� PN
Telephone: (305) 947 -0606 Fax: (305) 949 -3113
DISPUTE DISCLOSURE FORM
Answer the following questions by placing a "X" after "Yes" or "No ". If you answer "Yes ", please
explain in the space provided, or on a separate sheet attached to this form.
19.1. Has your firm or any of its officers, received a reprimand of any nature or been suspended by the
Department of Professional Regulations or any other regulatory agency or professional associations within the last
five (5) years?
YES NO
19.2. Has your firm, or any member of your firm, been declared in default, terminated or removed from a
contract or job related to the services your firm provides in the regular course of business within the last five (5)
years?
YES NO
19.3. Has your firm had against it or filed any requests for equitable adjustment, contract claims, Bid protests,
or litigation in the past five (5) years that is related to the services your firm provides in the regular course of
business?
YES NO If yes, state the nature of the request for equitable adjustment, contract
claim, litigation, or prot t, and state a brief description of the case, the outcome or status of the suit and the
monetary amounts of extended contract time involved.
I hereby certify that all statements made are true and agree and understand that any misstatement or
misrepresentation of falsification of facts shall be cause for forfeiture of rights for further consideration of this Bid
for the City of Sunny Isles Beach.
_S
2�. i urn 7il�� Q n pu.0- f-A-
Fir Date-
... \
Authorized Signature Print d Type Name and Title
DECEMBER 28, 2010 6 of 7
O� SV ANY 'St��d
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Jf
Y OF SJT�
STATE OF FLORIDA )
COUNTY OF 0 Q )
ANTI - KICKBACK
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
Telephone: (305) 947 -0606 Fax: (305) 949 -3113
ANTI - KICKBACK AFFIDAVIT
I, the undersigned, hereby duly sworn and deposed say that no portion of this sum herein Bid
will be paid to any employees of the City of Sunny Isles Beach or its elected officials as a
commission, kickback, reward or gift, directly or indirectly by me or any member of my firm or
by an officer of the corporation.
The foregoing instrument
, 20 , by
of person], as
executed].
AFFIX NOTARY STAMP HERE:
By: �OZq-C.(A � 0f6 s_((u_S
Title: C V �& Cina.
was acknowledged before me this day of
(name
[type of authority], for
[name of party on behalf of whom instrument was
Notary Public — State of Florida
Print or Type Commissioned Name
Personally Known OR Produced Identification
Type of Identification Produced
DECEMBER28,2010 7 of 7
Florida
PO Box 1688
Eaton Park, FL 33840
Phone: 863- 665 -3601
Phone: 800- 248 -6860
Fax: 863- 666 -2580
Fax: 800 - 330 -0395
North Carolina
3637 N Graham Street
Charlotte, NC 38206
Phone: 704- 339 -0024
Phone: 888 -449 -4233
Fax: 704- 339 -0705
Safiety Products II
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REFERENCES
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e-i r: QQL116
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( CA
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Point of Contact:
100 L4
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Email:
www.spisafety.com
Main Contacts:
Todd Foucher 863 - 430 -4430 Intouch Specialist
Tony Alvarado 305 - 586 -0576 Territory Manager
Rip Cannon 904 - 540 -9141 Outside Sales Manager
Government Sales Team:
Karen Cornelius 800 - 336 -6860 ext 236
Tim Hazen 800 - 336 -6860 ext 262
Rebecca Carroll 800 - 336 -6860 ext 237
We also have 9 other customer service personnel that can assist at any time. We are here for you 24
hours a day, 7 days a week.