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HomeMy WebLinkAboutDOC011012-002'11), of SUN P"' Request for Proposal Goods & Services SO N N Y S4 .Y P ti 9'> , F L 0 c/ T Y OF U N PNA O S City Wide Landscaping Services Request for Proposal No. 11 -12 -02 Publish Date: 12/12/2011 Pre -Bid Conference: 12/21/2011 @ 10:00 AM Bid Due and Bid Opening Date: 01/03/2012 at 10:00 AM Where to Deliver Proposal Sunny Isles Beach Government Center 18070 Collins Avenue Sunny Isles Beach, Florida 33160 City of Sunny Isles Beach I Request for Proposal No. 11 -12 -02 h or SUN Pia TABLE OF CONTENTS Table of Contents Legal Advertisement/ Notice to Bidder Instructions to Bidder / General Terms Special Terms & Conditions Scope of Work / Technical Specifications Evaluation Process Proposal Format Bid Submittal Form Affidavits Non - Collusive Affidavit Public Entity Crimes Equal Opportunity / Affirmative Action Statement Conflict of Interest Statement Dispute Disclosure Form Anti - Kickback Affidavit Bid Bond Performance Bond Attachments Attachment — A Atlas Index Cover Attachment — B Atlas Index Pages 1 — 30 Attachment — C Tree Atlas Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Page 2 Page 3 Page 4 Page 10 Page 16 Page 41 Page 43 Page 46 Page 1 of 10 Page 2 of 10 Page 4 of 10 Page 5 of 10 Page 6 of 10 Page 7 of 10 Page 8 of 10 Page 9 of 10 City of Sunny Isles Beach I Request for Proposal No. 11 -12 -02 L G3 OF SUN Pao 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. City Wide Landscaping Services Request for Proposal No. 11 -12 -02 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 accept incomplete 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 Tuesday, 01/03/2012 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 -02 City Wide Landscaping Services OPENING DATE AND TIME: Tuesday, 01/03/2012 at 10:00 AM A Mandatory Pre -Bid Conference for all potential Proposers is set for 10:00 a.m. on 12/21/2011 in the First Floor Conference Room at the City of Sunny Isles Beach Government Center located at 18070 Collins Avenue, Sunny Isles Beach, Florida 33160. 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 -02 shall be directed in writing to Jane A. Hines, CMC, City Clerk, at least five (5) business days prior to the date of the Bid opening. Questions may be submitted via email to: JHines(a)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 -02 �r�rY OF Suzy Pia SECTION 1 INSTRUCTIONS TO BIDDER / GENERAL TERMS AND CONDITIONS THESE INSTRUCTIONS ARE STANDARD FOR ALL BID COMMODITIES /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 CONDITIONS SHALL HAVE PRECEDENCE. BIDDER AGREES THAT THE PROVISIONS INCLUDED WITHIN THIS BID OR RFP SHALL PREVAIL OVER ANY CONFLICTING PROVISION WITHIN ANY STANDARD FORM CONTRACT OF THE BIDDER REGARDLESS OF ANY LANGUAGE IN BIDDER'S CONTRACT TO THE CONTRARY. 1.1 CLARIFICATION /EXPLANATION /QUESTIONS: 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: JHInes(a )sib0.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. 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 request 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: 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 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/CORRECT'ION: 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, and /or local Pursuant to the provisions of paragraph (2) (a) of section 287.133, governments in Florida, or comparable private entities, will be Florida statutes "a person or affiliate who has been placed on the taken into consideration in the Award of the Contract. convicted vendor list following a conviction for a public entity crime may not submit a Bid on a contract to provide any goods or 1.11.1 Hold Harmless: All Proposer's shall hold the City, it's services to a public entity, may not submit a Bid on a contract with officials and employees harmless and covenant not to a public entity for the construction or repair of a public building or sue the City, it's officials and employees in reference public work, may not submit Bids on leases of real property to a to their decisions to reject, award, or not award a Bid, public entity, may not be awarded to perform work as a Contractor, as applicable. City of Sunny Isles Beach I Request for Proposal No. 11 -12 -02 1.11.2 Cancellation: Failure on the part of the Proposers to comply with the conditions, specifications, requirements, and terms as determined by the City, shall be just cause for cancellation of the 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 will sustain in case the Proposers fails 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 agreement shall be subject to and contingent upon the availability of funds 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 made 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 equal" 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. 1.15 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 ` "e OF SUN P", No guaranty or warranty is given or implied by the City as to the total amount that may or may not be purchased from any resulting 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. FETY STANDARDS: The Proposers warrants that the product(s) supplied to the City 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 sheet (MSDS) when applicable. WARRANTIES: 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. Proposers warrants that there has been no violation of copyrights or patent rights in manufacturing, producing 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 -1705. 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 QUANTITY GUARANTY: licensor requirements necessary to practice their profession as required by Florida State Statute, Miami -Dade County, and City of City of Sunny Isles Beach Request for Proposal No. 11 -12 -02