HomeMy WebLinkAboutRFP 17-03-01 Citywide Healthy Vending Services
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 1
Request for Proposal
Goods & Services
Citywide Healthy
Vending Machine Services
Request for Proposal No. 17-03-01
Advertisement Date: Tuesday, March 21, 2017
All Questions Due: Tuesday, March 28, 2017 by 5:00 PM
Submission due date: Friday, April 7, 2017 at 2:30 PM
Submit to:
Attn: City Clerk
Sunny Isles Beach Government Center
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 2
TABLE OF CONTENTS
Table of Contents Page 2
Legal Advertisement/Notice to Bidder Page 3
Instructions to Bidder / General Terms Section 1 Page 4
Special Terms & Conditions Section 2 Page 9
Scope of Work / Technical Specifications Section 3 Page 13
Evaluation Process Section 4 Page 18
Proposal Format Section 5 Page 20
Bid Submittal Form Section 6 Page 22
Affidavits
Non-Collusive Affidavit Page 1 of 7
Public Entity Crimes Page 2 of 7
Equal Opportunity / Affirmative Action Statement Page 4 of 7
Conflict of Interest Statement Page 5 of 7
Dispute Disclosure Form Page 6 of 7
Anti-Kickback Affidavit Page 7 of 7
Attachments
Attachment – A Cost Proposal
Attachment – B References
Attachment – C Questionnaire
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 3
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.
Citywide Healthy Vending Machine Services
Request for Proposal No. 17-03-01
The Bid Specifications for this Request for Proposal are available from DemandStar by calling (800) 711 -
1712 or by accessing their website at www.demandstar.com. The Bid Specifications may also be examined
at the City of Sunny Isles Beach – Office of the City Clerk. Vendors who obtain the Bid Specifications from
sources other than DemandStar or the City of Sunny Isles Beach are cautioned that their Bid response
package may be incomplete. Addenda will be posted and disseminated by DemandStar at least five days
prior to the submittal date to all vendors who are listed on the official list. The City may not accept
incomplete Bids.
Bids shall be on a unit price basis; segregated Bids will not be accepted. Sealed Bi ds will be received by
the City Clerk no later than 2:30 PM, on Friday, April 7, 2017 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. 17-03-01
Citywide Healthy Vending Machine Services
OPENING DATE AND TIME: Friday, April 7, 2017 at 2:30 PM
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. 17-03-01 shall be directed in writing to Jane A. Hines,
MMC, 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, MMC, City Clerk, City of Sunny Isles Beach, 18070 Collins Avenue, Sunny Isles Beach, FL 33160.
Jane Hines, MMC, City Clerk
City of Sunny Isles Beach
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 4
SECTION 1
INSTRUCTIONS TO RESPONDENTS / GENERAL TERMS AND CONDITIONS
THESE INSTRUCTIONS ARE STANDARD FOR ALL REQUEST FOR QUALIFICATIONS 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
QUALIFERS. ANY AND ALL SPECIAL CONDITIONS THAT MAY VARY FROM THE GENERAL CONDITIONS SHALL HAVE PRECEDENCE. FIRM AGREES THAT THE PROVISIONS
INCLUDED WITHIN THIS RFQ SHALL PREVAIL OVER ANY CONFLICTING PROVISION WITHIN ANY STANDARD FORM CONTRACT OF THE QUALIFER REGARDLESS OF ANY
LANGUAGE IN QUALIFER’S CONTRACT TO THE CONTRARY.
1.1 CLARIFICATION/EXPLANATION/QUESTIONS:
Any questions concerning this Request for Qualifications or any
required need for clarification must be made to Jane A. Hines, MMC,
City Clerk via email to: JHines@sibfl.net or via facsimile (305) 792-
1563 or via regular mail at: Jane A. Hines, MMC, 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, MMC, 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 Request for Qualification
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 Respondent from submitting their
submission 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
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 firms
(those who have been registered as receiving qualifications) receive
the documents. It is the responsibility of the firm prior to the
submission of any Submittal 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’s must be acknowledged
on the ACKNOWLEDGEMENT OF ADDENDA sheet.
1.4 SPECIAL ACCOMMODATIONS:
Any person requiring a special accommodation at a 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-Qualifications
Conference or RFQ opening. If you are hearing or speech impaired,
please contact the Office of the City Clerk by calling the City of Sunny
Isles Beach using the Florida Relay Service which can be reached at
1(800) 955-8771 (TDD).
1.5 PUBLIC ENTITY CRIMES STATEMENT:
Pursuant to the provisions of paragraph (2) (a) of section 287.133,
Florida statutes -"a person or affiliate who has been placed on the
convicted vendor list following a conviction for a public entity crime
may not submit a submittal on a contract to provide any goods or
services to a public entity, may not submit a submittal on a contract
with a public entity for the construction or repair of a public Facility
or public work, may not submit submittals 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 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 RESPONDENT DEADLINE:
Package must be submitted no later than the time and date shown
within this document.
1.7 SEALED BID:
Intentionally Omitted
1.8 QUALIFICATION EXECUTION, SIGNATURES,
ERASURE/CORRECTION:
All submissions shall be signed in blue ink. All corrections made by
the firms prior to the opening must be initialed and dated by the
firms. No changes or corrections will be allowed after RFQ’s are
opened. Submissions must contain an original, manual signature of
an authorized representative of the company.
1.9 WITHDRAWAL OF SUBMISSIONS:
Qualified Firms may withdraw submissions only by written request
and shall forward the withdrawal request via “Certified U.S. Mail –
Return Receipt Requested” prior to opening time. Negligence on the
part of the Firm in preparing the document confers no right for the
withdrawal of the submission after it has been opened.
1.10 SUBMISSION OPENING:
Submissions will be opened publicly at the time and place stated in
the Notice to Qualifier. It is the responsibility of the Firm, to insure
that the submission reaches the Office of the City Clerk on or before
the closing hour and date stated on the Request for Qualifications.
After the submission opening, the names of the submitting Firms will
be made public for the information of firms and other interested
parties who may be present either in person or by representative.
Submissions that are received after the opening time will not be
considered and will not be returned.
1.11 EVALUATION OF SUBMISSIONS:
The City, at its sole discretion, reserves the right to inspect any/all
Firms facilities to determine their capability of meeting the
requirements for the Contract. Also, responsibility, and
responsiveness of the Firm, 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 Firm’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
submission, as applicable.
1.11.2 Cancellation: Failure on the part of the Firm 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
City of Sunny Isles Beach |Request for Qualifications No. 16-12-01 5
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 PERFORMANCE BOND:
Intentionally Omitted
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. The City holds a firm stance on our standard
NET 30 payment terms and the responding firm shall understand and
accepts this. All invoices must bear the purchase order number.
1.14 BRAND NAMES:
Intentionally Omitted
1.15 MATERIAL:
Intentionally Omitted
1.16 SAMPLES:
Intentionally Omitted
1.17 QUANTITY GUARANTY:
Intentionally Omitted
1.18 GOVERNMENTAL RESTRICTIONS ON MATERIALS:
Intentionally Omitted
1.19 SAFETY STANDARDS:
Intentionally Omitted
1.20 WARRANTIES:
Intentionally Omitted.
1.21 COPYRIGHTS/PATENT RIGHTS:
Intentionally Omitted
1.22 LOCAL BUSINESS TAX (OCCUPATIONAL LICENSE
REGISTRATION):
The firm shall be responsible for obtaining and maintaining
throughout the contract period his or her city and county local
business tax receipts. Each Firm submitting a submittal on this
Request for Qualifications shall include a copy of the company’s local
business tax/occupational license(s) with the qualifiers 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. 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.
1.23 LIABILITY, INSURANCE, PERMITS AND LICENSES:
Firms shall assume the full duty, obligation, and expense of obtaining
all necessary licenses, permits, inspections, and insurance required.
The Firm shall be liable for any damages or loss to the City
occasioned by negligence of the Firm (or their agent) or any person
the Firm has designated in the completion of their contract as a result
of the submission. Firm shall be required to furnish a copy of all
licenses, certificates of competency or other licensor requirements
necessary to practice their profession as required by Florida State
Statute, Miami-Dade County, and City of Sunny Isles Beach Code.
Firm shall include current Miami-Dade County Certificates of
Competency. These documents shall be furnished to the City along
with the Firms response. Failure to furnish these documents or to
have required licensor will be grounds for rejecting the submission.
1.24 CERTIFICATE (S) OF INSURANCE:
Firm shall furnish to the Office of the City Clerk, City of Sunny Isles
Beach, 18070 Collins Avenue, Sunny Isles Beach, Florida 33160,
certificate(s) of insurance which indicate that insurance coverage has
been obtained from an insurance company authorized to do business
in the State of Florida or otherwise secured in a manner satisfactory
to the City, for those coverage types and amounts listed in this
document, in an amount equal to 100% of the requirements and
shall be presented to the City prior to issuance of any Contract(s) or
Award(s) Document(s). The City of Sunny Isles Beach shall be
named as "additional insured" with respect to this coverage.
The required certificates of insurance shall not only name the types
of policies provided, but shall also refer specifically to this and
section. At the time of Firms submission the Firm must submit
certificates of insurance as outlined in the General Conditions
section. All required insurances shall name the City of Sunny Isles
Beach as additional insured and such insurance shall be issued by
companies authorized to issue insurance in the State of Florida. It
shall be the responsibility of the Firm and insurer to notify the City
Manager of the City of Sunny Isles Beach of cancellation, lapse, or
material modification of any insurance policies insuring the Firms,
which relate to the activities of such vendor and the City of Sunny
Isles Beach. Such notification shall be in writing, and shall be
submitted to the City finance support service director thirty (30) days
prior to cancellation of such policies. This requirement shall be
reflected on the certificate of insurance. Failure to fully and
satisfactorily comply with the city's insurance and bonding
requirements set forth herein will authorize the City Manager to
implement a rescission of the Bid award without further City
Commission action. The Firm hereby holds the City harmless and
agrees to indemnify City and covenants not to sue the City by virtue
of such rescission.
1.25 ASSIGNMENT:
The Firm shall not transfer or assign the performance required by
this RFQ without the prior written consent of the City Manager. Any
award issued pursuant to the Request for Qualifications and monies,
which may be due hereunder, are not assignable except with prior
written approval of the City Manager. Further, in the event that the
majority ownership or control of the Firm changes hands subsequent
to the award of this contract, Firm shall promptly notify City in writing
(via United States Postal Service – Certified Mail, Return Receipt
Requested) of such change in ownership or control at least thirty
(30) days prior to such change and City shall have the right to
terminate the contract upon sixty (60) days written notice, at City’s
sole discretion.
1.26 HOLD HARMLESS/INDEMNIFICATION:
The Firm shall indemnify, hold harmless, and defend the City of
Sunny Isles Beach, it's officers, agents and employees from and
against any claims, demands or causes of action of whatsoever kind
or nature arising out of error, omission, negligent act, conduct, or
misconduct of the Contractor, their agents, servants or employees in
the provision of goods or the performance of services pursuant to
this RFQ and / or from any procurement decision of the City including
without limitation, awarding the Contract to the Firm.
1.27 NON-CONFORMANCE TO CONTRACT:
City of Sunny Isles Beach |Request for Qualifications No. 16-12-01 6
Intentionally Omitted
1.28 DEFAULT PROVISION:
In case of default by the Firm, the City of Sunny Isles Beach may
procure the articles or services from other sources and hold the Firms
responsible for any excess costs occasioned or incurred thereby.
1.29 SECONDARY/OTHER FIRMS:
Intentionally Omitted.
1.30 DEFINITIONS:
Wherever used in these General Conditions or in the other Contract
Documents, the following terms shall have the meaning indicated
which shall be applicable to both the singular and plural thereof:
Acceptance: Acceptance by the City of the Work as
being fully complete in accordance with
the Contract Documents subject to
waiver of claims.
Agreement: The written Agreement between the City
and the Contractor covering the Work to
be performed, which includes the
Contract Documents.
Addenda: Written or graphic instruments issued
prior to the Bid Opening, which modify or
interpret the Contract Documents,
Drawings and Specifications, by addition,
deletions, clarifications or corrections.
Approved: Means approved by the City.
Firm: Any person or corporation submitting a
package for RFQ Work.
Bonds: Bid, performance bond and other
instruments of security, furnished by the
Contractor and their surety in accordance
with the Contract Documents and in
accordance with the law of the State of
Florida.
Change Order: A written order to the Contractor signed
by the City authorizing an addition,
deletion or revision in the Work, or an
adjustment in the Contract Price or the
Contract Time issued after execution of
the Agreement.
City: City of Sunny Isles Beach, 18070 Collins
Avenue, Sunny Isles Beach, Florida
33160.
Contract Documents: Contract Documents shall include,
Instructions to Firms, Contractor's Bid,
the Bonds, the Notice of Award, the
Agreement between the City and
Contractor as well as any addenda
thereto, these General Conditions,
Special Conditions, the Technical
Specifications, Drawings and
Modifications, Notice to Proceed,
Request for Qualifications, Insurance
Certificates, Change Orders and
Acknowledgment of Conformance with
the City of Sunny Isles Beach.
Contract Price: The total monies payable to the
Contractor under the Contract
Documents.
Contract Time: The number of calendar days stated in
the Agreement for the completion of the
Work.
Contracting Officer: The individual who is authorized to sign
the contract documents on behalf of the
City’s governing body.
Contractor: The person, firm or corporation with
whom the City has executed this
Agreement.
Day: A calendar day of twenty-four hours
measured from midnight to the next
midnight.
Field Order: A written order issued by the City which
clarifies or interprets the Contract
Documents or orders minor changes in
the Work.
Modification: Modification means any one of the
following: (a) a written amendment of
the Contract Documents signed by both
parties, (b) a Change Order, (c) a written
clarification or interpretation if issued by
the City, or (d) a written order for minor
change or alteration in the Work issued
by the City. A modification may only be
issued after execution of the Agreement.
Notice of Award: The written notice by City to the apparent
successful Firms stating that upon
compliance with the conditions precedent
to be fulfilled by him within the time
specified, City will execute and deliver
the Agreement to him.
Samples: Physical examples which illustrate
materials, equipment or workmanship
and establish standards by which the
Work will be judged.
Specifications: Those portions of the Contract
Documents consisting of written
technical descriptions of materials,
equipment, construction systems,
standards and workmanship as applied to
the Work.
Statement of Services: The form furnished by the City which is
to be used by the Contractor in
requesting progress payments.
Supplier: Any person or organization that supplies
materials or equipment for the Work,
including that fabricated to a special
design, but who does not perform labor
at the site.
Work: Any and all obligations, duties and
responsibilities necessary to the
successful completion of the Project
assigned to or undertaken by Contractor
under the Contract Documents, including
all labor, materials, equipment and other
incidentals, and the furnishing thereof.
Written Notice: The term “Notice” as used herein shall
mean and include all written notices,
demands, instructions, claims, approvals
and disapprovals required to obtain
compliance with Contract requirements.
Written notice shall be deemed to have
been duly served if delivered in person to
the individual or to a member of the firm
or to an officer of the corporation for
City of Sunny Isles Beach |Request for Qualifications No. 16-12-01 7
whom it is intended, or to an authorized
representative or such individual, firm, or
corporation, or if delivered at or sent by
registered mail to the last business
address known to them who gives the
notice. Unless otherwise stated in
writing, any notice to or demand upon
the City under this Contract shall be
delivered to the City.
1.31 REQUEST FOR QUALIFICATION AWARD:
The City reserves the right to reject any and all
submissions at its sole discretion. The City shall
award contract after the City performs all necessary
searches, inquiries, exploration, and analysis of the
submissions. The award of the contract shall be
done in accordance with the Consultants’
Competitive Negotiation Act (“CCNA”), Section
287.055, Florida Statutes. No Notice of Award will
be given until the City has concluded any
investigation(s) as they deem necessary to
establish the Firm’s capability to perform the
Services as described in this RFQ as substantiated
by the required professional experience, client
references, technical knowledge and qualifications;
and sufficient labor and equipment to comply with
the City’s established standards, as well as the
financial capability of the Firms to perform the Work
in accordance with the Contract Documents to the
satisfaction of the City within the time prescribed.
The City reserves the right to reject the submissions
of any Firms on the basis of these queries and
investigations and to reject those who do not meet
the City’s satisfaction. When analyzing submissions,
the City will take into consideration client
references, past work experience and work
product, proven ability to satisfactorily perform. If
the Contract is awarded, the City will issue the
Notice of Award and give the successful Firm a
Contract for execution within ninety (90) days after
opening of submissions.
1.32 EXECUTION OF AGREEMENT:
At least four counterparts of the Agreement, the Certificates of
Insurance and such other Documents as required by the Contract
Documents shall be executed and delivered by the Firm to the City
within ten (10) calendar days of receipt of the Notice of Award.
1.33 LAWS AND REGULATIONS:
The Firm will give all notices and comply with all laws, ordinances,
rules and regulations applicable to the Work. If the Firm observes
that the Specifications are at variance therewith, they will give the
City prompt written notice thereof, and any necessary changes shall
be adjusted by an appropriate modification. If the Firm performs
any Work knowing it to be contrary to such laws, ordinances, rules
and regulations, and without such notice to the City, they will bear
all costs arising wherefrom.
1.34 TAXES:
The City of Sunny Isles Beach is exempt from sales tax imposed by
the State and/or Federal Government. Florida Sales Tax Exemption
No. 23-00-477131-54C appears on each purchase order. Exemption
certificates are available upon request.
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 Firm 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 Firm, agents, servants or employees. The
Firm 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 Firm or 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 Firm 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, Firm,
upon written notice from City shall defend such action or proceeding
by counsel satisfactory to City. The indemnification provided above
shall obligate Firm 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 Firm 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:
If the Firm is adjudged bankrupt or insolvent, or if they make a
general assignment for the benefit of their creditors, or if a trustee
or receiver is appointed for the Firm or for any of their property, or
if they file a petition to take advantage of any debtor’s act, or to
reorganize under bankruptcy or similar laws, or if they fail to supply
sufficient skilled workmen or equipment, or if they disregard laws,
ordinances, rules, regulations or orders of any public body having
jurisdiction, or if they disregard the authority of the City, of if they
otherwise violate any provision of, the Contract Documents, then the
City may, without prejudice to any other right or remedy and after
giving the Firm ten (10) days written notice and terminate the
services of the Firm if they fail to cure the noted violations within this
day cure period. In such case the Firm shall only be paid for Work
satisfactorily performed up to the effective date of termination.
1.37.1 Where the Firm’s services have been so terminated by
the City said termination should not affect any rights of
the City against the Firm then existing or which may
thereafter accrue. Any retention or payment of
moneys by the City due the Firm will not release the
Firm from liability.
1.37.2 Upon ten (10) days written notice to the Firm, the City
may, without cause and without prejudice to any other
right or remedy, elect to terminate the Agreement
without cause. In such case, the Firm shall be paid for
all Work satisfactorily performed and accepted by the
City of Sunny Isles Beach |Request for Qualifications No. 16-12-01 8
City as of the effective date of the termination. No
payment shall be made for lost profit or any other
consequential damages for Work that has not been
performed regardless of whether Firm is terminated
with or without cause.
1.38 MISCELLANEOUS:
Firm 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 Firm 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
Firm 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 provisions of the Contract
Documents.
1.38.4 Should the City or the Firm suffer injury or damage to
its person or property because of any error, omission,
or act of the other or of any of their employees or
agents or others for whose acts they are legally liable,
claim shall be made in writing to the other party within
a reasonable time of the first observance of such injury
or damage.
1.39 WAIVER OF JURY TRIAL:
City and Firm knowingly, irrevocably voluntarily and intentionally
waive any right either may have to a trial by jury in State or Federal
Court proceedings in respect to any action, proceeding, lawsuit or
counterclaim based upon the Contract Documents or the
performance of the Work there under.
1.40 GOVERNING LAW:
The Contract shall be construed in accordance with and governed by
the law of the State of Florida.
1.41 VENUE:
Venue of any action to enforce the Contract Documents shall be in
Miami-Dade County, Florida.
1.42 PROJECT RECORDS:
City shall have right to inspect and copy during regular business
hours at City’s expense, the books and records and accounts of Firm
which relate in any way to the Work, and to any claim for additional
compensation made by Firm, and to conduct an audit of the financial
and accounting records of Firm which relate to the Work. Firm shall
retain and make available to City all such books and records and
accounts, financial or otherwise, which relate to the Work and to any
claim for a period of three years following final completion of the
Work. During the Work and the three-year period following final
completion of the Work, Firm shall provide City access to its books
and records upon five days written notice.
1.43 SEVERABILITY:
If any provision of the Contract or the application thereof to any
person or situation shall to any extent, be held invalid or
unenforceable, the remainder of the Contract, and the application of
such provisions to persons or situations other than those as to which
it shall have been held invalid or unenforceable shall not be affected
thereby, and shall continue in full force and effect, and be enforced
to the fullest extent permitted by law.
1.44 INDEPENDENT FIRM:
The Firm is an independent contractor under the Contract. Services
provided by the Firm shall be by employees of the Firm and subject
to supervision by the Firm, and not as officers, employees, or agents
of the City. Personnel policies, tax responsibilities, social security
and health insurance, employee benefits, purchasing policies and
other similar administrative procedures, applicable to services
rendered under the Contract shall be those of the Firm.
End of Section
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 9
Section 2
Special Terms and Conditions
2.1 PURPOSE OF PROPOSAL:
The City of Sunny Isles Beach, Florida, (the “City”) a municipality located in Miami -Dade County,
Florida, is requesting licensed company(s) to install and maintain vending machines, and products
such as, healthy snacks and beverages at various locations on City Property. The contractor will be
in full accordance with the specifications, terms, and conditions contained in this Request for
Proposal (RFP). This contract is a revenue sharing contract. Please reference herein attached Scope
of Work for detailed specifications.
2.2 PRE-PROPOSAL CONFERENCE
Intentionally Omitted
2.3 TERM
This contract will commence upon execution by both parties which shall be the effective date
succeeding approval of the contract by the City Commission, or designee, unless otherwise
stipulated in the Notice of Award letter. The contract shall be contingent upon the completion and
submittal of all required documents. This contract shall remain in effect until the completion of
services, provided that the services rendered by Firm during the contract period are satisfactory.
2.4 OPTIONS TO RENEW
The initial contract term shall be for one (1) year. The City, at its sole option, may renew the
contract for four (4) one-year renewal terms. Exercising the option to renew is at the sole discretion
of the City.
2.5 PRICE
If the Proposer is awarded a contract under this solicitation, the prices proposed shall remain fixed
and firm during the initial term of contract. However, the Proposer may offer incentives and
discounts from this fixed price to the City at any time during the contractual term. In addition, the
City reserves the right to re-negotiate the percentage fees for the renewals of the contract.
Thereafter, any extensions which may be approved by the City shall be subject to the following:
Costs for any extension terms shall be subject to an adjustment only if increases or decreases
occur in the industry. Such adjustment shall be based on the latest yearly percentage increase in
the All Urban Consumers Price Index (CPI-U) as published by the Bureau of Labor Statistics, U.S.
Dep't. of Labor, and shall not exceed five percent (5%).
Any requested adjustment shall be fully documented and submitted to the City at least ninety
(90) days prior to the contract anniversary date. Any approved cost adjustments shall become
effective on the beginning date of the approved contract extension.
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 10
The City may, after examination, refuse to accept the adjusted costs if they are not properly
documented, or considered to be excessive, or if decreases are considered to be insufficient.
In the event the City does not wish to accept the adjusted costs and the matter cannot be
resolved to the satisfaction of the City, the Contract will be considered cancelled on the
scheduled expiration date.
No additional costs may be accepted, other than the costs stated on the attachment A, Cost
Proposal.
2.6 TAXES/LICENSES
Retail taxes and rental taxes and licensing are the responsibility of the Contractor and shall be
handled in accordance with Florida State Statutes. The successful contractor shall be responsible
for, at its own expense, obtaining all necessary permits and pay all licenses, fees and taxes,
required to comply with all local laws and ordinances; county, state and federal laws, rules and
regulations which are applicable to the business to be carried on under this contract. Successful
proposer shall be responsible for all sales tax, licenses, fees, etc., and shall not deduct such from
the percentage fee owed to the City.
2.7 PERFORMANCE AND PAYMENT BOND
Intentionally Omitted.
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 Ser vices Office,
and must include:
o Premises and Operation
o Independent Contractors
o Products and/or Completed Operations Hazard
o Broad Form Property Damage
o Broad Form Contractual Coverage applicable to this specific contract, including any hold
harmless and/or indemnification agreement.
o Personal Injury Coverage with employee and Contractual Exclusions removed, with
minimum limits of coverage equal to those required for Bodily Injury Liability and Property
Damage Liability.
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 11
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:
o Owned Vehicles;
o Hired and Non-Owned Vehicles;
o Employers’ Non-Ownership.
2.9.1 Worker’s Compensation Insurance
Worker's Compensation Insurance for statutory obligations imposed by Worker's
Compensation or Occupational Disease Laws, including, where applicable, the United
States Longshoremen's and Harbor Worker's Act, the Federal Employers’ Liability Act and
the Homes Act. Employer's Liability Insurance shall be provided with a minimum of One
Million Dollars ($1,000,000.00) per accident. Contractor agrees to be responsible for the
employment, conduct and control of its employees and for any injury sustained by such
employees in the course of their employment. Before starting the work, the contractor will
file and make sure that all certificates of insurance required by this document and by the
contract are in the City’s possession. These certificates shall contain a provision that the
coverage afforded under the policies will not be canceled or materially changed until at
least thirty (30) days prior written notice has been given to the City Manager or his
designee by certified mail. The City shall be named as an additional insured on the above-
referenced policies.
The Contractor agrees that if any part of the work under the contract is sublet, they will
require the sub-contractor(s) to carry insurance as required, and that they will require the
sub-contractor(s) to furnish to them insurance certificates similar to those required by the
City in this section.
2.9.2 Cancellation and Re-Insurance:
If any insurance should be canceled or changed by the insurance company or should any
insurance expire during the period of this contract, the contractor shall be responsible for
securing other acceptable insurance to provide the coverage specified in this section to
maintain coverage during the life of this contract. All deductibles must be declared by the
contractor and must be approved by the City. At the option of the City, either the
contractor shall eliminate or reduce such deductible or the contractor shall procure a bond,
in a form satisfactory to the City, covering the same.
NOTE: THE CITY OF SUNNY ISLES BEACH, CONTRACT NUMBER AND TITLE MUST APPEAR ON
EACH CERTIFICATE OF INSURANCE. THE CITY OF SUNNY ISLES BEACH MUST BE SHOWN AS AN
ADDITIONAL INSURED WITH RESPECT TO THIS COVERAGE.
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 12
2.10 MONTHLY INVOICES PAYMENTS
Reference Section 3.9.
2.11 FEDERAL, STATE AND LOCAL REGULATIONS
The successful Proposer shall comply with all federal, state and local ordinances, regulations, and
rules as well as any other laws that would apply to the proposed project. Such proposer costs
associated with regulatory requirements shall be included in the project cost whether depicted
specifically or not within the body of the proposal.
2.12 BACKGROUND CHECKS
The successful Firm will be responsible for hiring the necessary personnel to conduct the specified
services and will comply with all federal, state, and local laws related to minimum wage, social
security, nondiscrimination, Americans with Disabilities Act (“ADA”), unemployment
compensation, and workers’ compensation. All staff assigned to this contract shall be required, at
their sole cost and expense, to pass a criminal background check prior to award of the contract.
The criminal background check shall consist of a Florida Department of Law Enforcement (“FDLE”)
Florida Crime Information Center/National Crime Information Center (“FCIC/NCIC”) criminal
records check. Any employee not meeting this requirement will not be permitted to work at any
City facility.
END OF SECTION
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 13
Section 3
Scope of Services / Technical Specifications
3.1 SCOPE OF SERVICES
The City is seeking a Contractor to provide, install, maintain and service a healthy vending
machine operation for City employees and the general public, to replace the current fleet of
vending machines. Concession locations and current configurations are listed b elow. Contractor will
propose replacement configurations for machines currently in place to provide a variety of healthy
snacks and beverages, including healthy fresh fruit juices, all natural organic snacks, healthy fruit
bars, healthy fruit snacks, baked and naturally popped chips, water, and optional healthy smoothies.
In addition to, snacks such as chips, crackers, pastry, Chex mix, granola bars, mints, peanuts,
pretzels, designated machines may include dispensed products such as, bottled and canned sod as,
water, juices, teas (diet and regular snapple), sports drinks such as Gatorade, energy drinks.
Contractor shall not sell or distribute any gum, glass bottles or containers.
Healthy foods for this contract are defined as products which contain only “all natural
ingredients” which means no trans fats, artificial flavors, preservatives, artificial sweeteners,
synthetic ingredients or high fructose corn syrup (HFCS). The contractor shall ensure that a minimum
of 40% of all the snacks and beverages per machine must contain “all natural ingredients”.
The City reserves the right to request changes in products offered. The Contractor shall
endeavor to accommodate the City’s requests or provide justification for rejection. All product
change requests will be subject to prior agreement and approval by the City.
The Contractor may request changes in vending equipment or products if sales do not warrant
continuation. Such requests should be submitted in writing to the City for review and
consideration. If the request is approved, a mutual date will be agreed for the change to take
effect.
The Contractor shall submit as a part of this proposal, the quantity and variety of machines
proposed, as well as a complete listing (manufacturer, name of product, and sale price)
of proposed products.
3.2 MINIMUM REQUIREMENTS/RESPONSIBILITES
1. Successful respondent must provide a copy of their occupational/business license and State
registration at time of award.
2. The firm, or principals of the firm, shall be regularly engaged in the business of providing the
services as described herein. The firm shall have a record of performance and operation within
Florida for a five‐year period of time immediately preceding this RFP. The firm shall have
sufficient financial support, equipment, and organization to insure that they can satisfactorily
execute the services if awarded a Contract under the terms and conditions herein stated.
3. Provide all necessary labor and supervision to accomplish the tasks detailed herein.
Contractor personnel shall be adequately trained, present a professional appearance and
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 14
be readily identified by uniform or identification badge as an employee of the Contractor
while on City property.
4. Contractor shall be responsible for the removal of all empty cartons, defective and spoiled
products from the vending area to a waste disposal area designated by the City. The
contractor shall also be responsible for vermin and pest control in and around its vending
equipment. The Contractor shall keep all vending machinery clean, both inside and outside.
Machines should be wiped down and sanitized on each visit and a thorough cleaning done
not less than once per month.
5. Vendor shall collect all sales revenue from each machine on a regular basis, at least once
each ten (10) calendar days, to reduce the risk of theft. Vendor shall be solely responsible for
any loss of proceeds through fraud, theft, pilferage or embezzlement.
6. Any products and short-changes which result in consumer complaints (including past dated
merchandise) must be resolved by the Vendor within five (5) days.
7. City reserves the right to add or remove locations and vending machines.
3.3 LOCATIONS
Existing Machines
# Location
#Beverage
Machines
#Snack
Machines
#Soda / Snack
Combo
1
City Hall 1st Floor
18070 Collins Avenue 1 1
2 City Hall 2nd Floor 1 1
3 City Hall 4th Floor 1
4
Pelican Community Park
18115 N Bay Rd 1 1
5
Samson Ocean Front Park
17425 Collins Ave 2 1
6
Heritage Park
19200 Collins Ave 1 1
7
Town Center Park
17200 Collins Avenue 1
6 5 2
3.4 EQUIPMENT REQUIREMENTS
It will be the responsibility of the Contractor to make the necessary site visits to
determine available space for installation, available utility connections and proposed
arrangement, capacity, variety and product mix of vending machines. The successful
Contractor shall provide new or like new equipment or a City-approved equal. Contractor should
include as part of his proposal pictures of machine graphics and the quantity and variety of
machines proposed per location, as well as a listing of proposed products, including brand names
and nutritional contents of foods and beverages. Equipment that is not located in an air conditioned
environment must be refrigerated so items will maintain freshness. All equipment, machinery,
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 15
electrical appliances, cords and apparatus shall comply with all provisions of the Florida State Safety
Standards.
3.5 MACHINE DISCRIPTION
1. Vendors must thoroughly describe all machines covered in their proposal, including
the following data:
a. Physical size, make, model, year
b. Number of food products dispensed
c. Electrical requirements
d. Plumbing requirements
e. Ability to change item prices
f. Coin change capacity
2. All vending machines must be of current manufacture, no older than five (5) years, and in
excellent physical and mechanical condition. Machines that do not meet these requirements will
not be acceptable for placement. Machines should be clean.
3. All machines shall have the National Automatic Merchandising Association (NAMA) approval.
3.6 DELIVERY AND INSTALLATION
Equipment shall be delivered, installed and operational at all awarded locations within a period
of thirty (30) calendar days after notification of award. Equipment shall be installed so as to
present an attractive, flush-front, matched and uniform configuration. Equipment shall be
secured to provide for safe, secure operation and to prevent tipping or shifting. All delivery
and installation costs shall be the responsibility of the Contractor.
3.7 CURRENCY AND COIN USAGE
All vending equipment must have the ability to accept one-dollar bills and various coins and to
dispense change for any vended product in U.S. Currency only. Bidder shall specify details of
payment acceptance as part of the bid response. Debit and Credit card vending machines are
recommended.
3.8 FOODS
As part of the proposal the proposer shall include a listing of food and drinks that are healthy
organic foods that will be stocked within the vending machines, indicating the selling price to public.
Including healthy fresh fruit juices, all natural organic snacks, healthy fruit bars, healthy fruit
snacks, baked and naturally popped chips, water, and optional healthy smoothies. In addition to,
snacks such as chips, crackers, pastry, Chex mix, granola bars, mints, peanuts, pretzels. Designated
machines may include dispensed products such as, bottled and canned sodas, water, juices, teas
(diet and regular snapple), sports drinks such as Gatorade, energy drinks. Contractor shall not sell
or distribute any gum, glass bottles or containers.
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 16
The Contractor agrees to provide and maintain an adequate supply of merchandise for dispensing
in the equipment provided. The Contractor shall be responsible to provide an
adequate routing schedule to insure that merchandise is fresh, continuously available and
equipment is properly functioning. Routing schedule should be on a regular scheduled basis
set up by the Contractor and the City. Notification should be given to the City if the set up
schedule is going to change.
The contractor shall ensure that a minimum of 40% of all the snacks and beverages per machine
must contain “all natural ingredients”.
All dated products must be fresh, with un-expired dates of sale at all times. Vendor shall remove
all expired products no later than the printed expiration date if not sold. Sale of expired products
shall be a basis for default of the contract.
3.9 REPORTINGS
Each vendor must submit with proposal a sample report of commission remittance of current
customers. The Vendor agrees to compute, report, and pay monthly percentage to the City due
from gross vending receipts of the previous month in accordance with the a greed upon percentage
as indicted in Attachment A. The percentage of to the City shall be calculated on gross sales less
applicable sales tax. Accompanying the check representing payment of commission due, a
statement of sales with the following information will be forwarded to the City:
a. Machine Number
b. Counter reading (beginning and ending)
c. Gross receipts as determined by counter
d. Actual cash taken from machines
e. Taxable receipts (gross receipts less refunds)
f. Florida Sales Tax deduction
g. Net receipts applicable to commission
h. Commission due
The City has the option of spot-checking collections as required to ensure accurate reporting of
income and commissions. Vendor shall remit payment for all user fees within fifteen (15) days after
the end of previous month.
3.10 LATE PAYMENT FEE
Failure of Vendor to pay any of the revenue payments or any other fees, charges, or payments
required herein on time is a breach of the Agreement for which City may terminate same or take
such other legal action as it deems necessary.
The monthly report of gross receipts and the monthly payments due the City must be
submitted no later than fifteen (15) calendar days after the last day of preceding month.
In the event the Contractor fails to pay the monthly fee by the stated date, there shall be an
additional charge of $50.00 payable to the City for such late payment. If the payment and any
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 17
accumulated late fees are not received within thirty (30) days after the due date, the City may
take the necessary steps to terminate the contract.
The acceptance of a late revenue payment by City shall not be deemed as a waiver of any other
breach by Vendor of any term or condition of this Agreement other than the failure of Vendor to
timely make the particular revenue payment so accepted.
3.11 REPAIRS AND MALFUNCTIONS
The awarded vendor shall maintain a Toll free number that shall be displayed on every machine so
that customers can call to report malfunctions, request repairs and required refunds. As part of the
proposer’s proposal, an explanation is required on how refunds will be handled for items that have
been paid for, but not dispensed.
Request for repairs shall be completed within 24 hours of the original request. If a machine i s found
to be inoperable it shall be replaced within 24 hours of notification.
3.12 RELEASE OF LIABILITY
The Contractor shall release and discharge the City of Sunny Isles Beach from any and all liability
for loss of merchandise, goods, equipment or other property of the Contractor or his agents if lost,
damaged, or destroyed by fire, theft, rain, water, storm, riot, civil disobedience, vandalism, or any
other cause(s).
3.13 ROUTE SCHEDULE
The awarded proposer shall provide the City with a route schedul e that will detail how often the
machines will be serviced including food and drinks rotation and restocking. Stocking of new, fresh
products shall be the sole responsibility of the successful Vendor. All dated products must be
fresh, with un-expired dates of sale at all times. Vendor shall remove all expired products no later
than the printed expiration date if not sold. Sale of expired products shall be a basis for default of
the contract.
END OF SECTON
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 18
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 value to the City in conformity with section 62-8 of the City code.
4.2 QUALIFICATIONS
Proposals shall include the following:
Technical Qualifications
1. Proposer’s relevant experience, qualifications and past performance.
2. Relevant experience and qualifications of key personnel.
3. Proposers approach methodology to providing the services requested in this
solicitation.
4. Proposed solution functionality, implementation, other objectives and
requirements as stated
Price
5. Proposer’s percentage to the City.
4.2.1 ADDITIONAL INFORMATION
In order to be considered, Proposers shall provide sufficient information as part of
their proposal submission (submission shall not be limited to the information
below). All requested documentation and/or information shall be provided in the
Proposal. Proposers failing to provide sufficient documentation detailing their
qualifications, experience and extent and implications of proposal shall not be
considered.
4.3 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.
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 19
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 his designee’s discretion, begin negotiations with the next lowest responsible
and responsive proposer. This process may continue until a contract 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 |Request for Proposal No. 17-03-01 20
Section 5
Proposal Format
5.0 FORMAT
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. Failure to submit all documentation in response to
items #1 through #9 of this section 5 may result in the proposal being deemed non-responsive
and may result in the proposer’s bid not being considered, in the City’s Sole Discretion.
1. 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, 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 proposer 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 as well as experience and qualifications.
The size and experience of the company staff pool from which staff assigned to the contract
can be drawn. The composition of the staff team should include:
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 21
The names of the employees in the area responsible for this contract
Their function in the company.
The name of the person who will be responsible for the coordination of work.
4. APPROACH / METHODOLOGY
Proposer’s approach methodology to providing the services requested in this solicitation
Suitability of the methodologies and approaches used in achieving tasks
Overall organization to completing the project
Ability to meet desired timelines and deadlines
5. COST PROPOSAL -
See Attachment A
6. REFERENCES
Each Proposer must submit a list of three (3) public or private sector clients’ references
of current and past customers of which they have provided services within the past
five (5) years of similar scope and size of those described herein.
Each Reference must be supplied on client’s letterhead.
Each Reference letter must me signed with contact person and phone number.
The City retains the right to request any additional information pertaining to the Proposer's
ability, qualifications and procedures used to accomplish all work under the contract as it
deems necessary to ensure safe and satisfactory work.
Please include with Attachment B
7. OFFICE LOCATIONS
A listing of all office locations (including address, phone numbers and point of contact).
8. CONTRACT FORMS
All completed contract forms.
9. QUESTIONNAIRE
See Attachment C
END OF SECTION
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 22
DELIVER TO:
City of Sunny Isles Beach
City Clerk
18070 Collins Avenue
Sunny Isles Beach, FL 33160
REQUEST FOR PROPOSAL
SECTION 6
BID SUBMITTAL FORMS
OPENING: 2:30 P.M.
April 7, 2017
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:
3/21/2017
This Bid Submittal Consists of
Pages 22 through 28
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 17-03-01
Citywide Healthy Vending Machine Services
A Bid Deposit in the amount of 0% of the total amount of the bid shall accompany all bids
A Performance Bond in the amount of 0% of the total amount of the bid will be required upon execution
of the contract by the successful bidder and City of Sunny Isles Beach
Procurement Agent: Firm Name:
Genesis Cuevas
________________________________________
Commodity Code(s):
RETURN ONE ORIGINAL AND FOUR COPIES OF BID SUBMITTAL PAGES AND AFFIDAVITS
FAILURE TO SIGN PAGE 25 OF SECTION 6 BID SUBMITTAL WILL RENDER YOUR BID NON-
RESPONSIVE
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 23
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
Addendum #1, Dated
Addendum #2, Dated
Addendum #3, Dated
Addendum #4, Dated
Addendum #5, Dated
Addendum #6, Dated
Addendum #7, Dated
Addendum #8, Dated
PART II:
NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS BID
FIRM NAME:
AUTHORIZED SIGNATURE: DATE:
TITLE OF OFFICER:
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 24
BID SUBMITTAL FORM
Bid Title: Citywide Healthy Vending Machine Services
The undersigned Proposer 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 Proposer accepts all of the terms and conditions of the Advertisement or Request for Proposal and
Instructions to Proposer, 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 Proposer agrees to
sign and submit the Agreement with the Bonds and other documents required by the Bidding Requirement s
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 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 Proposer 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 Proposer or over the City.
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 25
Firm Name:
_____________________________________________________________________________
Street Address:
_____________________________________________________________________________
Mailing Address (if different):
_____________________________________________________________________________
Telephone No. _______________________________Fax No. _________________________
Email Address: _______________________________FEIN No. __/__-__/__/__/__/__/__/__
*“By signing this document the bidder agrees to all 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, A CCEPT ANY
PROPOSAL THAT INCLUDES AN EXECUTED DOCUMENT WHICH UNEQUIVOCALLY BINDS THE
PROPOSER TO THE TERMS OF ITS OFFER.
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 26
ATTACHMENT A - COST PROPOSAL
Contractor is to provide a percentage against gross sales, payable to the City on a monthly
basis for the following items. You must bid on all items to be considered for an award. List must include
brand names.
Monthly single fixed percentage of Sales Per Location
__________________%
Sales Prices for the following products: Price With
Commission
Price Without
Commission
Type of Beverage: $
Type of Beverage: $
Type of Beverage: $
Type of Beverage: $
Type of Beverage: $
Type of Beverage: $
Type of Beverage: $
Type of Beverage: $
Type of Beverage: $
Type of Snack: $
Type of Snack: $
Type of Snack: $
Type of Snack: $
Type of Snack: $
Type of Snack: $
Type of Snack: $
Type of Snack: $
Type of Snack: $
Type of Snack: $
Type of Snack: $
Type of Snack: $
Type of Snack: $
Type of Snack: $
Type of Snack: $
Other: $
Other: $
*Please attach supplement pages as necessary. *Prices must be typed.
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 27
ATTACHMENT B - REFERENCES
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 28
ATTACHMENT C – QUESTIONNAIRE
Do your products meet the specifications in Part III, section 3.1 of the bid? ____________
Can you provide equipment for all locations listed? _________
Did you provide sample photos? _________
Will you provide refund funds for prompt reimbursement? __________
Will you provide sufficient “taste test samples” per the bid specs? _____________
Will sub-contractors be utilized to fulfill contract? _______________
JOINT BIDDING, CO-OPERATIVE PURCHASING AGREEMENT: Will extend same
price, terms, and conditions of this bid to other Governmental agencies in the tri-County area?
_____________
City of Sunny Isles Beach |Request for Proposal No. 17-03-01 29
AFFIDAVITS