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Sports Officiating Services for Youth Athletic
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Request for Proposal No. 12 -06 -02
Publish Date:
06/08/2012
Pre -Bid Conference:
Intentionally Omitted
Bid Due and Bid Opening Date:
07/11/2012 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. 12 -06 -02
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 17
Proposal Format
Section 5
Page 19
Bid Submittal Form
Section 6
Page 21
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
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02
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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.
Sports Officiating Services for Youth Athletic Leagues
Request for Proposal No. 12 -06 -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 Wednesday, 07/11/2012 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. 12 -06 -02
Sports Officiating Services for Youth Athletic Leagues
OPENING DATE AND TIME: Wednesday, 07/11/2012 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. 12 -06 -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@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. 12 -06 -02
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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 /OUESTIONS:
Any questions concerning the Bid Specifications or any required
need for clarification must be made to Jane A. Hines, CMC, City
Clerk via email to: JHines @sibfi.net or via facsimile (305) 792 -1563
or via regular mail at: Jane A. Hines, CMC, 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, CMC, 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 intemet 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 intemet,
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:
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/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:
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) 1.11
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.S 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 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
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.
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
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, it's
officials and employees harmless and covenant not to
sue the City, it's 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 conditions, specifications,
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02 M
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 fad
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
`0 Op ststy W,
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.
SAFETY 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.
COPYRIGHTS /PATENT RIGHTS:
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 OUANTTfY 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. 12 -06 -02
c /�V Of SUR �,
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.
1.28 DEFAULT PROVISION:
1.24 CERTIFICATE(S) OFINSURANCE:
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
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 by the 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 to the 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. 12 -06 -02 .
L,/"Y of sut4 �C
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
Contractor 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 individual 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 execution of
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 City's
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 will 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 fabricated 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.
responsibilities 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. 12 -06 -02
1.35 DUTY TO DEFEND, INDEMNIFY AND SAVE HARMLESS:
In consideration of the separate sum of twenty-five dollars ($25.00)
and other valuable consideration, the Contractor shall defend,
indemnify and hold harmless the City, its officers, agents and
employees, from or on account of any injuries or damages,
received or sustained by any person or persons during or on
account of any operations connected with the Work described in
the Contract Documents, or by or in consequence of any
negligence in connection with the same; or by use of any improper
materials or by or on account of any act or omission of the said
Contractor or his Sub - Contractor, agents, servants or employees.
The Contractor will defend, indemnify and hold harmless the City
and their agents or employees from and against all claims,
damages, losses and expenses including attorneys' fees arising out
of or resulting from the performance of the Work, provided that
any such claim damage, loss or expense (a) is attributable to bodily
injury, sickness, disease or death, or to injury to or destruction of
tangible property (other than Work itself) including the loss of use
resulting wherefrom and (b) is caused in whole or in part by any
negligent act or omission of the Contractor, Sub- Contractor, anyone
directly or indirectly employed by any of them or anyone for whose
acts any of them may be liable, regardless of whether or not it is
caused by a party indemnified hereunder. In the event that a court
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
section the parties agree that Contractor shall indemnify, defend
and hold harmless the City, their officers and employees, to the
fullest extent authorized by Sec. 725.06 (2) F.S., which statutory
provisions shall be deemed to be incorporated herein by reference
as if fully set forth herein. In the event that any action or
proceeding is brought against City by reason of any such claim or
demand, Contractor, upon written notice from City shall defend
such action or proceeding by counsel satisfactory to City. The
indemnification provided above shall obligate Contractor to defend
at its own expense or to provide for such defense, at City s option,
any and all claims of liability and all suits and actions of every name
and description that may be brought against City, excluding only
those which allege that the injuries arose out of the sole negligence
of City, which may result from the operations and activities under
this Contract whether the Work be performed by Contractor, its
Sub- Contractors, or by anyone directly or indirectly employed by
either.
1.36 DECISIONS ON DISAGREEMENTS:
The City will be the initial interpreter of the Technical
Specifications.
1.37 CITY MAY TERMINATE:
1.38
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incorporated in a Change Order. If after termination of the
Contractor under this Section, it is determined by a court of
competent jurisdiction for any reason that the Contractor was not
in default, the rights and obligations of the City and the Contractor
shall be the same as if the termination had been issued pursuant to
this document.
1.37.1 Where the Contractor's services have been so
terminated by the City said termination shall not
affect any rights of the City against the Contractor
then existing or which may thereafter accrue. Any
retention or payment of moneys by the City due the
Contractor will not release the Contractor from
liability.
1.37.2 Upon ten (10) days written notice to the Contractor,
the City may, without cause and without prejudice to
any other right or remedy, elect to terminate the
Agreement. In such case, the Contractor shall be
paid for all Work executed and accepted by the City
as of the date of the termination. No payment shall
be made for profit for Work which has not been
performed.
MISCELLANEOUS:
Proposers acknowledge the following miscellaneous conditions
1.38.1 Whenever any provision of the Contract Documents
requires the giving of written notice it shall be
deemed to have been validly given if delivered in
person to the individual or to a member of the firm or
to an officer of the corporation for whom it is
intended, or if delivered at or sent by registered or
certified mail, postage prepaid, to the last business
address known to them who gives the notice.
1.38.2 The Contract Documents shall remain the property of
the City. The Contractor shall have the right to keep
one record set of the Contract Documents upon
completion of the Project.
1.38.3 The duties and obligations imposed by these General
Conditions, Special Conditions and Supplemental
Conditions and the rights and remedies available
hereunder, and, in particular but without limitation,
the warranties, guarantees and obligations imposed
upon Contractor and those in the Special Conditions
and the rights and remedies available to the City,
shall be in addition to, and shall not be construed in
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 Contract
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. If 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 pay the 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. 12 -06 -02
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Venue of any action to enforce the Contract Documents shall be in
City all such books and records and accounts, financial or
Miami -Dade County, Florida.
otherwise, which relate to the Project and to any claim for a period
of three years following final completion of the Project. During the
1.42 ARBITRATION:
Project and the three year period following final completion of the
Project, Contractor shall provide City access to its books and
It is the intention of the parties that whenever possible, if a dispute
records upon five days written notice.
or controversy arises hereunder then such dispute or controversy
shall be settled by arbitration in accordance with the procedures,
1.44 SEVERABILITY:
rules and regulations of the American Arbitration Association. The
decision rendered by the Arbitrator shall be final and binding upon
If any provision of the Contract or the application thereof to any
the parties and judgment upon the award rendered by the
person or situation shall to any extent, be held invalid or
arbitrator may be entered in any court having jurisdiction.
unenforceable, the remainder of the Contract, and the application
Arbitration shall be held in Miami -Dade County, Florida. All costs of
of such provisions to persons or situations other than those as to
arbitration and attorneys' fees incurred by the parties shall be paid
which it shall have been held invalid or unenforceable shall not be
by the non - prevailing party or, if neither party prevails on the
affected thereby, and shall continue in full force and effect, and be
whole, each party shall be responsible for a portion of the costs of
enforced to the fullest extent permitted by law.
arbitration and their respective attomeys' fees as may be
determined by the court on confirmation.
1.45 INDEPENDENT CONTRACTOR:
1.43 PROJECT RECORDS:
The Contractor is an independent Contractor under the Contract.
Services provided by the Contractor shall be by employees of the
City shall have right to inspect and copy during regular business
Contractor and subject to supervision by the Contractor, and not as
hours at City's expense, the books and records and accounts of
officers, employees, or agents of the City. Personnel policies, tax
Contractor which relate in any way to the Project, and to any claim
responsibilities, social security and health insurance, employee
for additional compensation made by Contractor, and to conduct an
benefits, purchasing policies and other similar administrative
audit of the financial and accounting records of Contractor which
procedures, applicable to services rendered under the Contract
relate to the Project. Contractor shall retain and make available to
shall be those of the Contractor.
End of Section
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02 M
Section 2
Special Terms and Conditions
2.1 PURPOSE OF BID:
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The City of Sunny Isles Beach (the "City's intends to secure the services of a qualified firm to
provide Sports Officiating Services for Youth Athletic Leagues. It is the intent of this proposal
document that all work shall result in compliance with the specifications documents and all
regulatory requirements applicable to such service.
2.2 PRE -BID 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.
In the event services are scheduled to end because of the expiration of this contract, the
contractor shall continue the service upon the request of the City. The extension period shall not
extend for more than ninety (90) days beyond the expiration date of the existing contract. The
contractor shall be compensated for the service at the rate(s) in effect when the City invokes this
extension clause.
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 four (4) additional one year renewals.
2.5 METHOD OF AWARD
See section 4
2.6 PRICE
Prices shall remain fixed and firm through the term of the contract
2.7 PERFORMANCE BOND
Intentionally Omitted
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02 0 1
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2.8 DELIVERY
Intentionally Omitted
2.9 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
Comprehensive General Liability policy, without restrictive endorsements, as filed by the
Insurance Services Office, and must include:
• Premises and Operation
• Workers Compensation
• Independent Contractors
• Broad Form Property Damage
• Broad Form Contractual Coverage applicable to this specific Contract, including any hold
Harmless and /or indemnification agreement.
• 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 vendor 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 vendor agrees that if any part of the Work under the Contract is sublet, they will
require the Sub- vendor(s) to carry insurance as required, and that they will require the
Sub- vendor(s) to furnish to them insurance certificates similar to those required by the
City in this section.
2.9.1 Cancellation and Re- Insurance:
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02
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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, covering the same.
2.10 MONTHLY INVOICES PAYMENTS
Cut -off date is the close of the last business day of the month. Vendor shall submit by the 10th
day of the following month vendor's completed Statement of Services /Invoice. Should the 10th
fall on a weekend or holiday, Contractor shall submit his application on the next workday.
Vendor is advised that processing of invoices must follow this schedule, as the City 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.
2.11 FEDERAL AND STATE REGULATIONS
The successful Proposer shall comply with all federal, state and local rules and regulations would
apply to operating a similar type of business. Special attention must be paid to the regulations
outlined by the State of Florida, Department of Professional and Business Regulation, Division of
Hotels and Restaurants.
END OF SECTION
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02
Section 3
Scope of Services / Technical Specifications
3.1 SCOPE OF SERVICES
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It is the intent of this RFP to provide the City of Sunny Isles Beach with qualified sports officials
for the Cultural Human Services Department.
3.2 DEFINITION
Officials: Shall be defined as one who administers the rules of a game or sport and shall
be inclusive of the term referee or umpire unless stated otherwise.
(NFHS):
National Federation of High School State Associations
(NASO):
National Association of Sports Officials
(FHSAA):
Florida High School Athletic Association
(IAABO):
International Association of Approved Basketball Officials
(NYSOA):
National Youth Sports Officials Association
(FSR):
Unites States Soccer Federation (USSF), Florida State Referees
3.3 SPORTS FIELD AND COURT LOCATIONS
3.4
3.5
Game Locations
Address
Senator Gwen Margolis Park
17815 North Bay Road, Sunny Isles Beach FL 33160
Pelican Community Park
18115 North Bay Road, Sunny Isles Beach FL 33160
Samson Oceanfront Park
17425 Collins Avenue Sunny Isles Beach FL 33160
TYPES OF USAGE
Types of officiating services required under this contract are as follows:
• The selected contractor will be expected to assign referees to the required number of
games scheduled as determined by the City's Sport Coordinator. This shall include all
regular, playoff and tournament league games.
• The number of games may vary and will ultimately be determined by the number of
players registered and the number of teams which make up the program.
• The selected Contractor will be required to assign the specified number of certified,
insured, and successfully background checked officials to each scheduled game.
ATTIRE
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02
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Unless otherwise directed, appropriate uniform or dress in accordance with rules outlined in
NFHS.
• Officiating shirt (Contractor may determine if striped or blue shirts are to be used)
• Black shorts or pants
• Black Shocks
• Appropriate foot wear depending on sport (sneakers, cleats etc)
Appropriate whistle
3.6 SCHEDULING
Contractor shall, in so far as practicable, schedule assignments two (2) weeks in advance of the
date of the scheduled season. The City shall provide the Contractor with notice of rescheduled
dates as far in advance of such duties as is possible, but in no case shall the Contractor be
provided less than twenty-four (24) hours notice.
3.7 OFFICIATION PROCEDURES
Officials shall arrive in proper uniform a minimum of fifteen (15) minutes prior to the schedule
time for all games. Delays or interrupted start -up time caused by the failure of a timely arrival
may result in fines outlined below.
Complete and sign a score book at t he end of each serviced game. This book will be deposited
in a designated area at the conclusion of the last daily scheduled game. The contractor's
payment will be calculated by these records.
The City reserves the right to recommend disciplinary action in the form of suspension and / or
dismissal for any official who fails to perform his /her duties as defined in the contract or for any
behavior deemed inappropriate by the City.
3.8 CANCELLATION / FORFEITED GAMES
The city has the right to cancel officials for any game due to poor attendance, inclement
weather, ect. In such a case the City shall endeavor to provide the Contractor with two (2) hours
advance notice of any canceled game. When this (2) hours notification is provided, there shall be
no fees or other penalties paid for canceled officiating services. If the City fails to provide the
Contractor with the minimum tow (2) hours advanced notification of cancellation, the City shall
pay to the Contract, a sum equal to the contracted rate for one (1) game only.
In the event of a forfeited or cancelled game, the officials scheduled for such games will be
required to remain on site and referee a practice or scrimmage game. The decision for such
action will be solely at the discretion of the City's designated Program Supervisor.
Contractor shall reimburse the City for any and all overpayments caused by canceled or forfeited
games, or when the Contactor has failed to provide the services specified.
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02
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3.9 FINES
The table below represents fines that shall be assessed to the Contractor for non - compliance:
Offense
Fine Per rame
Non-compliance of Uniform Rules
$5.00
Tardiness less than 15 minutes
10.00
Tardiness 15 minutes or more)
1/2 of per official, per Game Price*
Absenteeism No Show
The per Official per Game Price
*Price is based on the Schedule of Proposal Prices contained in the Proposal package
3.10 HISTORY OF SPORTS OFFICIATING SERVICES USE
The following table represents the City's usage requirements for sports official services during the
2011 -2012. Proposers are encouraged to use this information as an estimate for reference and
guidance purposes only. The City reserves the right to increase or decrease estimated usage
indicated below and / or secure services during other weeks and months not indicated at the sole
discretion of the City.
Note: The time each game may vary, but the minimum time required by the City would be one
(1) hour per game.
Flag Football
Age of player in league:
5 -15
Number of seasons per ear:
2
Length of each season:
2 Months
Number of days league meets per week:
2
Minimum number of officials needed per game:
2
Maximum number of officials needed per game:
4
Locations (s) of league:
Senator Gwen Margolis Park
Soccer
Age of player in league:
5 -15
Number of seasons per ear:
2
Length of each season:
3 Months
Number of days league meets per week:
2
Minimum number of officials needed per game:
1
Maximum number of officials needed per game:
2
Locations (s) of league:
Senator Gwen Margolis Park
Vollefball
Age of player in league:
5 -15
Number of seasons per ear:
2
Length of each season:
3 Months
Number of days league meets per week:
2
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02 M i
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Minimum number of officials needed per game:
1
Maximum number of officials needed per game:
1
Locations (s) of league:
Pelican Community Park, Samson Oceanfront Park
Basketball
Age of player in league:
5 -15
Number of seasons per ear:
1
Length of each season:
2 Months
Number of days league meets per week:
2
Minimum number of officials needed per game:
1
Maximum number of officials needed per game:
2
Locations (s) of league:
Pelican Cnmrnijnitv Park
3.11 DUTIES AND RESPONSIBILITIES
The Contract shall ensure that the following duties and responsibilities are adhered to:
1. Provide identification and copies of qualifications for each qualified official, worker and referee
that provides services prior to the first scheduled game or contest.
2. Ensure that referee's are knowledgeable and trained in proper officiating mechanics and rules of
sports assigned at NFHS level or above.
3. Recognize, adhere to or enforce any specialized game rules, policy or standards instituted by the
City of Sunny Isles Beach sports program.
4. Provide an overseer or primary contact with immediate access to coordinate coverage, resolve
issues and address concerns.
5. Meet with SIB division administration in advance of season and as needed to address concerns,
incidents or issues.
6. Provide services as requested WITHOUT the use of subcontractors not agreed upon, identified or
acknowledged in advance of contract agreement.
7. Notify Sunny Isles Beach administration in advance of any real or perceived conflict of interest
i.e. family member or associate a participant in competition or game assigned.
8. Acknowledge and sign a Letter of Understanding which outlines the importance of competence,
reliability and professionalism that is required by referees as their actions reflect on City of Sunny
Isles Beach programs and services. These items shall be provided post award.
END OF SECTON
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02
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Section 4
Evaluation Process
4.1 Review of Proposals For Responsiveness
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 responsive, Proposers shall, at a minimum,
demonstrate compliance with the following Pre - Qualification Criteria in their
proposal. All requested documentation and /or information shall be provided in
the Proposal to confirm that the Proposer has satisfied the Prequalification
Criteria in order to be properly evaluated as listed herein. Proposers failing to
meet these requirements shall be deemed non responsive. The Proposer shall, at
the time of Proposal submittal, time of award, and throughout the duration of
the Contract, continue to meet the following Pre - qualification Criteria
requirements as stated in the Solicitation Documents.
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02
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1. Certification, License or copies of successful completion of examination with
NFHS, NASD, FHSAA, IAABO, NYSOA, USSF, FSR or USA Volleyball;
qualification must remain current throughout the duration of the contract.
2. Completion of federal Level 2 annual background screening to include
sexual offender check.
3. Youth /Adult CPR, First Aid
4.3 Price Evaluation
The price proposal will be evaluated subjectively in combination with the technical
proposal, including an evaluation of how well it matches Proposers understanding of the
City's needs described in this solicitation, the prospers assumptions, and the value of the
proposed services. The pricing evaluation is used as part of the evaluation process. The
City reserves the right to negotiate the final terms, conditions and pricing of the contract
as may be in the best interest of the City.
4.4 Negotiations
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
financial 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. 12 -06 -02
Section 5
Proposal Format
5.0 FORMAT
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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 Proposal 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.
LABEL EACH SECTION AS NUMBERED
The proposal must be in the following format.
Company 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 and 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
2. 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.
3. Staffing
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 • 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.
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02 •
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• 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.
• Experience and qualifications of staff and satisfactory record of performance of
staff
4. Approach / Methodology
Proposers 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. Cost of Services
Each firm shall submit in their price proposal and any pricing conditions or contingencies
must be clearly stated.
References
Each Proposer must submit a list of three (3) references of Current and Past Customers
of witch they have provided services similar in scope and size of those described herein.
• Each Reference must be supplied on Clients 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.
7. Availability
Indicate current and anticipated workloads and availability for other activities and include
proximity or frequency to the City for service calls. Identify the extent and nature of any
anticipated outside support.
S. Contract Forms
All completed contract forms
Failure to provide all documentation responsive to items #1 through #8 above shall
result in the Proposer's proposal being deemed non - responsive and the City may in its
sole discretion refuse to consider the proposal.
END OF SECTION
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02
" y of suN 1",
DELIVER TO. REQUEST FOR PROPOSAL
City of Sunny Isles Beach SECTION 6 OPENING• 10:00 A.M.
City Clerk BID SUBMITTAL FORMS 07/11/2012
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
06/08/2012 Pages 21 through 25
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 12 -06 -02
Sports Officiating Services for Youth Athletic Leagues
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
ProcurementAgent;
Marcanthony Tulloch
Commodity Code(s):
Firm Name.
RETURN ONE ORIGINAL AND FOUR COPIES OF BID SUBMITTAL PAGES AND AFFIDA VITS
FAILURE TO SIGN PAGE 25 OF SECTION 6 BID SUBMITTAL WILL RENDER YOUR BID NON-
RESPONSIVE
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02 E_
"lly OF sw4 P"
SECTION 6
BID SUBMITTAL FOR:
ACKNOWLEDGEMENT OF ADDENDA
INSTRUCTIONS: COMPLETE PART I OR PART II, WHICHEVER 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
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
FIRM NAME:
AUTHORIZED SIGNATURE:
TITLE OF OFFICER:
DATE:
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02
"OY of sut4
BID SUBMITTAL FORM
Item
No.
League
Estimated
Annual Games
A
Estimated Number
of Official Per Game
B
Price Per Official
Per Game
C
Total Price
D
1
Flag Football
64
4
$
$
2
Soccer
96
2
$
$
3
Volleyball
96
1
$
$
4
Basketball
32
2
$
$
Grand Total:
The Grand Total shall be calculated using the following formula (A x B x C = D)
$
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02 0-
`4` OF SUN r"
Bid Title: Sports Officiating Services For Youth Athletic Leagues
The undersigned Proposers proposes and agrees, if this Bid is accepted, to enter into an agreement with
The City of Sunny Isles Beach 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 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. 12 -06 -02 0-
11 ?Y of wt4 P1
Firm Name:
Street Address:
Mailing Address (if different):
Telephone No.
Email Address:
I•n
No.
* "By signing this document the bidder agrees to aii Terms
Signature:
(Signature of authorized agent)
Print Name:
Title:
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. 12 -06 -02 .
°14, op suN �"
AFFIDAVITS
�tANY
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IS4�S
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OF SUN
City of Sunny Isles Beach I Request for Proposal No. 12 -06 -02 C.
O�SVp1NY IS4��@
NON- COLLUSION AFFIDAVIT
City of Sunny Isles Beach
18070 Collins Avenue
sF 9�y FLOP`pPy�� Sunny Isles Beach, FL 33160
c ry or SUN PNO Telephone: (305) 947 -0606 Fax: (305) 949 -3113
STATE OF FLORIDA
COUNTY OF )
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,
of which he is
(Name of Corporation, Partnership, Individual, etc.)
a, , formed under the laws of
(Type of Business) (State)
(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 member or agent thereof.
AFFIANT'S NAME
TAKEN, SWORN AND SUBSCRIBED TO BEFORE ME this
Personally Known or Produced Identification
Type of identification
(Affix seal here)
AFFIANT'S TITLE
day of
200_.
NOTARY PUBLIC (name printed or typed)
DECEMBER 28, 2010 1 of 7
�O�SV t.INY ISC
PUBLIC ENTITY CRIMES
;+ City of Sunny Isles Beach
P'* 18070 Collins Avenue
o"' s � Sunny Isles Beach, FL 33160
c�rY of SUN 'NO 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
:l
1print inaiwauars name ana aael
for
[print name of entity submitting sworn statement]
whose business address is:
and (if applicable) its Federal Employer Identification number (FEIN) is
(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
DECEMBER 28, 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 for the 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:
(Signature)
(Printed Name)
(Title)
Sworn to and subscribed before me this day of , 20 , by
(AFFIX NOTARY STAMP HERE)
Signature: Notary Public — State of Florida
Print or Type Commissioned Name
Personally Known OR Produced Identification
Type of Identification Produced
10n998 3 of 7
O� SONNY ..1$4
EQUAL OPPORTUNITY /
V _
AFFIRMATIVE ACTION
yF 9�a pOpR�p 5�' 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:
Title:
Firm:
Address:
DECEMBER 28, 2010 4 of 7
F.O� SJ T4NY /SC Y
_ CONFLICT OF INTEREST
City of Sunny Isles Beach
p`k 18070 Collins Avenue
yF 9'Z. F�0 R`0 Sunny Isles Beach, FL 33160
C, T of SUN PLO 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 FLORIDA
COUNTY OF
BEFORE ME, the undersigned authority, personally appeared
deposes, and states:
18.1. 1 am the
a local office in
who was duly sworn,
of
and principal office in
18.2. The above named entity is submitting a Bid for the City of Sunny Isles Beach, Bid No. 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.
18.7 1 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.
18.9 In 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 day of 2010.
AFFIANT
Print or Type Name and Title
Sworn to and subscribed before me this day of
• Personally Known OR
• Produced Identification ; Type of Identification
NOTARY PUBLIC STATE OF FLORIDA
DECEMBER 28, 2010 5 of 7
2010.
OFSJNNY IS(F�d
x F
Cary OF SUN PNo
DISPUTE DISCLOSURE
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, FL 33160
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 protest, 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.
Firm Date
Authorized Signature Print or Type Name and Title
DECEMBER 28, 2010 6 of 7
OF SJNNY ,SC��d
x - F
r
'; rr
P
AYF D9�' FlOR�0 yrr
C /TY OF .4 pN0
STATE OF FLORIDA )
COUNTY OF )
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:
M
Title:
wa s
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
DECEMBER 28, 2010 7 Of 7
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