REQUEST FOR QUOTATION
Form P ** THIS IS NOT AN ORDER **BOARD OF COUNTY COMMISSIONERS, PALM BEACH COUNTY PURCHASING DEPARTMENT 50 S. MILITARY TRAIL, SUITE 110, WEST PALM BEACH, FL 33415-3199
PHONE (561) 616-6839 FAX (561) 242-6739; E-MAIL: ccardill@pbcgov.org
RFQ #150782/CC
To ensure that your offer is considered, it must be received in Palm Beach County Purchasing no later than 4:00 P.M., PALM BEACH COUNTY LOCAL TIME, on JULY 21, 2014. Offers received after this time will not be considered.**** FAXED OR E-MAILED RESPONSES ACCEPTED **** BUYER: COLLEEN CARDILLO
DATE: JULY 14,2014
TITLE: LIGHTNING PROTECTION SYSTEM REPAIR SERVICES, TERM CONTRACT
Quotations are requested for furnishing the goods / services described below in accordance with applicable terms, conditions and specifications as set forth herein without any modification, change or alterations to any terms, conditions or provisions of this solicitation, unless specifically approved in writing by the County. ALL QUOTATIONS MUST BE F.O.B. DESTINATION. PALM BEACH COUNTY IS EXEMPT from FEDERAL, STATE and CITY TAXES. An Exemption Certificate will be furnished upon request.
By submitting an offer which is accepted by the County, a binding contract is formed in accordance with the terms, conditions and specifications as set forth in this Request for Quotation (RFQ) and in the Purchase Order / Term Contract Standard Terms and Conditions located at (www.pbcgov.org/purchasing). CONDITIONED OFFERS: Vendors are cautioned that any condition, qualification, provision, or comment in their quote, or in other correspondence transmitted with their quote, which in any way modifies, takes exception to, or is inconsistent with the specifications, requirements, or any of the terms, conditions, or provisions of this solicitation, is sufficient cause for the rejection of their quote and shall be considered as non-responsive.
ITEM DESCRIPTION UNIT PRICE WEIGHT FACTOR TOTAL FACTORED RATE
1. Standard Labor Hourly Rate for Repairs of Lighting Protection Systems, as specified herein.
Repair/replacement parts shall be at vendor’s cost. $__________/hr. X .70 $ ___________ 2. Hourly Rate for Equipment Rental with Operator,
as needed. $__________/hr. X .30 $ ___________
TOTAL FACTORED RATE: $ ___________
All unit prices should be within two (2) decimal points. If vendor’s pricing exceeds two (2) decimal points, Purchasing reserves the right to round up or down accordingly.
Acknowledge Qualification of Vendors information is included, per Term and Condition # 1 ? YES/INITIAL _____ Acknowledge Criminal History Records Check requirement, per Term & Condition # 2 ? YES/INITIAL _____ Acknowledge Materials/Parts are to be supplied at vendor’s cost for Item #1, per Term & Condition # 4 ? YES/INITIAL _____ Acknowledge Insurance requirements, per Term and Condition # 12 ? YES/INITIAL _____
Note: Vendors can now be paid by Credit Card via the County’s voluntary Payment Manager Program. For information, contact the Wells Fargo Supplier Onboarding Team at (866) 377-9533 or supplieronboardingteam@wellsfargo.com or the Palm Beach County Clerk & Comptroller at pbcpaymentmgr@mypalmbeachclerk.com.
**** PLEASE COMPLETE AND AFFIX SIGNATURE BELOW ****
FIRM NAME: ADDRESS: CITY: STATE: ZIP: SIGNATURE OF AUTHORIZED AGENT: DATE:
IT IS THE VENDOR’S SOLE RESPONSIBILITY TO ROUTINELY CHECK OUR WEBSITE FOR ANY AMENDED RFQ’S THAT MAY HAVE BEEN ISSUED PRIOR TO THE DEADLINE FOR RECEIPT OF QUOTES.
NAME OF AUTHORIZED AGENT: TITLE:
PRINT OR TYPE
PHONE #: FAX #: FED ID # OR SS # E-MAIL ADDRESS:
QUOTATIONS ACCEPTED ON THIS FORM ONLY
IN ACCORDANCE WITH THE PROVISIONS OF ADA, THIS DOCUMENT MAY BE REQUESTED IN AN ALTERNATE FORMAT
TERMS & CONDITIONS RFQ #150782/CC 1. QUALIFICATION OF VENDORS
This RFQ shall be awarded only to a responsive and responsible vendor, qualified to provide the goods and/or service specified. The vendor shall, upon request, promptly furnish the County sufficient evidence in order to confirm a satisfactory performance record. Such information may include an adequate financial statement of resources, the ability to comply with required or proposed delivery or performance schedule, a satisfactory record of integrity and business ethics, the necessary organization, experience, accounting and operation controls, and technical skills, and be otherwise qualified and eligible to receive an award under applicable laws and regulations.
The vendor should submit the following information with their response; however, if not included, it shall be the responsibility of the vendor to submit all evidence, as solicited, within a time frame specified by the County (normally within two working days of request). Failure of a vendor to provide the required information within the specified time frame is considered sufficient cause for rejection. Information submitted with a previous RFQ/bid shall not satisfy this provision.
A. List a minimum of three (3) references in which similar goods and/or services have been provided within the past three (3) years including scope of work, contact names, addresses, e-mail addresses, telephone numbers and dates of service on the attached reference sheet included herein. A contact person shall be someone who has personal knowledge of the vendor’s performance for the specific requirement listed. Contact person must have been informed that they are being used as a reference and that the County may be calling them. DO NOT list persons who are unable to answer specific questions regarding the requirement.
B. The vendor must provide written evidence (copies of current licenses/certifications) that show that the firm (vendor) or a principal in the firm be licensed to contract the scope of work in Palm Beach County with the following:
1. LPI Certification
2. CRIMINAL HISTORY RECORDS CHECK (Palm Beach International Airport)
All individuals working at the Palm Beach International Airport (“PBIA”) must pass a Criminal History Records Check (“CHRC”). Each individual requesting unescorted access authority onto the PBIA Security Identification Display Area (“SIDA”), Sterile Area and the Air Operations Area (“AOA”), will be required to submit to a finger-print based CHRC that does not disclose that the individual has a disqualifying criminal offense as defined in 49 CFR 1542.209. When determining if an individual will be granted unescorted access, the Department of Airports’ Security Office (“Airport Security Office”) will apply the regulations set forth in 49 CFR 1542 and any directives, policies or procedures established by the Transportation Security Administration thereunder. Fingerprinting will be conducted electronically by the Airport Security Office and submitted to the FBI after being reviewed by the designated clearinghouse.
The successful vendor shall be responsible for payment of all applicable fees related to the CHRC, including, but not limited to, fingerprinting and badge fees. All badges must be returned to the Airport Security Office upon termination of services or removal of any employees due to a security violation. The Transportation Security Administration will take legal enforcement against persons (employees/employer) making any fraudulent or intentionally false statement or entry on any security program, record, application, report, access, or identification media, or any other document that is kept, made or used to show compliance with the CHRC requirements. The term “persons” includes an individual, firm, partnership, corporation, company, association, joint-stock association, or governmental entity. The County reserves the right to suspend any Contractor, subject to the requirements of the Ordinance, that: 1) is not in compliance with the requirements of County Code Section 2-371 through 2-377, as amended; OR 2) does not immediately contact the County regarding a badged Contractor employee or Subcontractor employee that has been terminated.
3. AWARD BASED ON THE TOTAL FACTORED RATE
Palm Beach County shall award this RFQ to the lowest, responsive, responsible vendor on an all-or-none total factored rate basis. The County reserves the right to reject responses which would result in an award which is financially disadvantageous to the County.
4. TIME AND MATERIAL CONTRACT (MATERIAL PRICING AT COST)
The price to be paid for materials sold to Palm Beach County as a result of this award shall be based on the vendor’s cost of the actual items plus shipping cost. With each invoice that includes materials not covered by the service as defined herein, the vendor shall supply original manufacturer’s/supplier’s cost documentation to the Palm Beach County Department requesting the service as well as to the Finance Department, Pre-Audit Division, PO Box 4036, West Palm Beach, Florida 33402-4036. In no event shall the prices, based on cost, exceed the vendor’s price to its most favored customer for the same item in like quantity, or the current market price, whichever is lower.
5. METHOD OF ORDERING (TERM CONTRACT)
A contract shall be issued for a term of twelve (12) months or until the estimated amount is expended, at the discretion of the County. The County will order on an “as needed” basis.
6. ESTIMATED EXPENDITURES
The anticipated term of the contract to be awarded as a result of this RFQ is for twelve (12) months. The anticipated value during the contract term is $4,000.00. Palm Beach County reserves the right to increase or decrease the anticipated value as necessary to meet actual requirements, and to rebid for the contracted goods and services at any time after the anticipated value of this contract has been reached, notwithstanding that the anticipated term has not been completed.
7. RENEWAL OPTION
The successful vendor shall be awarded a contract for twelve (12) months with the option to renew for four (4) additional twelve (12) month periods. The option for renewal shall only be exercised upon mutual written agreement and with all original terms, conditions and unit prices adhered to with no deviations. Any renewal shall be subject to the appropriation of funds by the Board of County Commissioners. A renewal shall be revoked if a vendor is suspended by the Purchasing Department prior to the commencement of the renewal period.
8. ADDITIONS / DELETIONS
The lighting protection systems listed herein are currently in service. Palm Beach County reserves the right to add or delete lighting protection systems from this contract if the need should arise.
9. WARRANTY
The successful vendor shall furnish factory/manufacturer warranty on all parts furnished hereunder against defect in materials and/or workmanship. The factory/manufacturer warranty shall become effective on the date of delivery and acceptance by Palm Beach County. Should any defect in materials or workmanship, excepting ordinary wear and tear, appear during the above stated warranty period, the successful vendor shall repair or replace same at no cost to Palm Beach County.
10. ATTACHMENT(S)
Attachment “A” is included and is considered to be a component of this RFQ.
11. WORK SITE SAFETY/SECURITY
The successful vendor shall at all times guard against damage or loss to the property of Palm Beach County, the vendor’s own property, and/or that of other contractors, and shall be held responsible for replacing or repairing any such loss or damage. When applicable, the successful vendor shall provide fences, signs, barricades, flashing lights, etc. necessary to protect and secure the work site(s) and insure that all County, State of Florida, OSHA, and other applicable safety regulations are met. Additionally, successful vendor shall provide for the prompt removal of all debris from Palm Beach County property. Palm Beach County may withhold payment or make such deductions as deemed necessary to ensure reimbursement or replacement for loss or damage to property through negligence of the successful vendor or its agents.
12. INSURANCE REQUIRED
It shall be the responsibility of the successful vendor to provide evidence of the following minimum amounts of insurance coverage to Palm Beach County, c/o Insurance Tracking Services, Inc. (ITS), P.O. Box 20270, Long Beach, CA 90801. Subsequently, the successful vendor shall, during the term of the Contract, and prior to each renewal thereof, provide evidence of insurability to ITS at pbc@instracking.com or fax (562) 435-2999, which is Palm Beach County’s insurance management system, prior to the expiration date of each and every insurance required herein.
Commercial General Liability Insurance. Successful vendor shall maintain Commercial General Liability Insurance, or similar form, at a limit of liability not less than $500,000 Each Occurrence for Bodily Injury, Personal Injury and Property Damage Liability. Coverage shall include Premises and/or Operations, Independent Contractors, Products and/or Completed Operations, Personal Injury/Advertising Liability, Contractual Liability and Broad Form Property Damage coverages. Coverage for the hazards of explosion, collapse and underground property damage (X-C-U) must also be included when applicable to the work to be performed. This coverage shall be endorsed to include Palm Beach County as an
Additional Insured.
Business Auto Liability Insurance. Successful vendor shall maintain Business Auto Liability Insurance at a limit of liability not less than $500,000 Combined Single Limit Each Accident for all owned, non-owned, and hired automobiles. (In this context, the term “Autos” is interpreted to mean any land motor vehicle, trailer or semi trailer designed for travel on public roads.) In the event successful vendor neither owns nor leases automobiles, the Business Auto Liability requirement shall be amended allowing successful vendor to maintain only Hired & Non-Owned auto Liability. If vehicles are acquired throughout the term of the contract, vendor agrees to purchase “Owned Auto” coverage as of the date of acquisition. This amended requirement may be satisfied by way of endorsement to the Commercial General Liability, or separate Business Auto coverage form. Workers’ Compensation and Employer’s Liability Insurance. Successful vendor shall maintain Workers’ Compensation & Employer’s Liability Insurance in accordance with Florida Statute Chapter 440.
The Certificate of Insurance providing evidence of the purchase of this coverage shall clearly indicate whether coverage is provided on an “occurrence” or “claims-made” form. If coverage is provided on a “claims-made” form the Certificate of Insurance must also clearly indicate the “retroactive date” of coverage.
(WHEN APPLICABLE; AND WHEN PROFESSIONAL LIABILITY ABOVE IS REQUIRED) Waiver of Subrogation hereby waives any and all rights of Subrogation against the COUNTY, its officers, employees and agents for each required policy. When required by the insurer, or should a policy condition not permit an insured to enter into a pre-loss agreement to waive subrogation without an endorsement, then successful vendor shall notify the insurer and request the policy be endorsed with a Waiver of Transfer of Rights of Recovery Against Others, or its equivalent. This Waiver of Subrogation requirement
shall not apply to any policy which includes a condition to the policy specifically prohibiting such an endorsement or voids coverage should successful vendor enter into such an agreement on a pre-loss basis.
A signed Certificate or Certificates of Insurance, evidencing that required insurance coverages have been procured by the successful vendor in the types and amounts required hereunder shall be transmitted to the County via the Insurance Company/Agent within a time frame specified by the County (normally within 2 working days of request). Failure to provide required insurance shall render your submittal non responsive.
Except as to Business Auto, Workers’ Compensation and Employer’s Liability (and Professional liability, when applicable), said Certificate(s) shall clearly confirm that coverage required by the contract has been endorsed to include Palm Beach County as an Additional Insured.
Said Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day endeavor to notify due to cancellation (10 days for nonpayment of premium) or non-renewal of coverage. It is the responsibility of the successful vendor to ensure that all required insurance coverages are maintained in force throughout the term of the contract. Failure to maintain the required insurance shall be considered default of contract.
All insurance must be acceptable to and approved by County as to form, types of coverage and acceptability of the insurers providing coverage.
13. SBE ORDINANCE Item 1 - Policy
It is the policy of the Board of County Commissioners of Palm Beach County, Florida, that SBE(s) have the maximum practical opportunity to participate in the competitive process of supplying goods and services to the County. To that end, the Board of County Commissioners adopted a Small Business Ordinance which is codified in Sections 2-80.21 through 2-80.34 (as amended) of the Palm Beach County Code, which sets forth the County’s requirements for the SBE program, and is incorporated in this solicitation. Compliance with the requirements contained in this section shall result in a vendor being deemed responsive to SBE requirements. The provisions of this Ordinance are applicable to this solicitation, and shall have precedence over the provisions of this solicitation in the event of a conflict.
Item 2 – Contract Award Criteria
For purchases made as a result of this solicitation, the County shall make an award to the vendor who is certified as a small business with Palm Beach County and who is within 10% of the lowest responsive, responsible vendor, providing that the small business is also deemed responsive and responsible to the terms and conditions of the solicitation.
Item 3 - SBE Certification
Only those firms certified as a small business enterprise by Palm Beach County at the time the responses are due shall be counted toward the established SBE goals. Upon receipt of a complete application, IT TAKES UP TO NINETY (90) DAYS
TO BECOME CERTIFIED AS AN SBE WITH PALM BEACH COUNTY. It is the responsibility of the vendor to confirm the
certification of any proposed SBE; therefore, it is recommended that vendors visit the on-line Vendor Directory at www.pbcgov.org/osba to verify SBE certification.
Item 4 - Decertification
As part of the consideration for award under the SBE Ordinance, any firm/proposer decertified by Palm Beach County shall be considered non-responsive to the SBE requirements.
SPECIFICATIONS RFQ# 150782/CC
LIGHTNING PROTECTION SYSTEM REPAIR SERVICES, TERM CONTRACT PURPOSE AND INTENT
The sole purpose and intent of this Request for Quotation (RFQ) is secure firm fixed pricing and establish a term contract for the repair services of lightning protection systems at various County owned locations.
GENERAL
The successful vendor shall perform repair services on the lightning protection systems on an “as needed” basis and shall be in accordance with NFPA 780, UL 96A, and LPI 175 Standards for Lightning Protection Systems.
LABOR RATES AND RESPONSE TIMES FOR REPAIRS ARE DEFINED AS FOLLOWS: STANDARD
LABOR RATE: Hourly rate for work requested and completed during the hours 7:00 a.m. through 4:30 p.m., Monday through
Friday, excluding Palm Beach County recognized holidays.
RESPONSE
TIME: Work to be completed at the Astandard labor rate@ shall start within twenty-four (24) hours from time work is requested.
OVERTIME
RATE: Compensation shall be paid at a rate of 1.5 times the awarded standard hourly labor rate for actual time worked between the hours of 4:30 p.m. and 7:00 a.m., Monday through Friday and weekends.
HOLIDAY
RATE: Compensation shall be paid at a rate of 2.0 times the awarded standard hourly labor rate for actual time worked during Palm Beach County legally recognized holidays.
RESPONSE
TIME: Work to be completed at the Overtime and Holiday Labor Rate shall be start within four (4) hours from time work is requested.
NOTE: All labor rates shall commence upon arrival at site and terminate upon departure. No additional compensation will be
paid for travel, mobilization, demobilization or other incidental expenses. All normally stocked parts shall be available "on site" within twenty-four (24) hours.
LABOR AND MATERIALS
• Labor required to complete repairs, call-backs and approved corrective maintenance will be the responsibility of the County and the successful vendor will invoice in accordance with the repair standard hourly rate offered on the response page. Parts required for repairs will be reimbursed at successful vendor’s cost.
$ If the successful vendor, on his own accord, performs repair work included in this contract during overtime hours, the successful vendor shall be paid at the price for the standard hourly rate specified on the response page only.
$ The successful vendor shall be paid at the price for the standard hourly rate specified on the response page for overtime work included in this contract that had been started during the normal working hours but required additional time beyond the standard labor rate hours.
COUNTY’S ACCEPTANCE
Payment shall be rendered only upon the County’s acceptance of said services. Acceptance is defined as checking in with site manager or staff after repairing and maintaining the lightning protection system to the UL 96A & NFPA 780 standards and then obtaining an authorized signature indicating that the work was completed.
ATTACHMENT “A” DEPARTMENT OF AIRPORTS LOCATIONS
Palm Beach International Airport
The Department of Airports locations to be covered under this contract are as follows: 1. PBIA Terminal and Concourse, 3200 Belvedere Rd., West Palm Beach, FL 2. PBIA Administration Building, 846 Belvedere Rd., West Palm Beach, FL 3. PBIA Building, 1475 Inner Perimeter Rd., West Palm Beach, FL
4. PBIA Fire Station #81, Airfield, West Palm Beach, FL 5. PBIA Building, 1300 Belvedere Rd., West Palm Beach, FL 6. PBIA Building D, 3700 Belvedere Rd., West Palm Beach, FL
7. PBIA Long Term Parking Garage #3 (7 story), 1100 Belvedere Rd., West Palm Beach, FL 8. PBIA Long Term Parking Garage #2 (4 story), 1100 Belvedere Rd., West Palm Beach, FL 9. PBIA Short Term Parking Garage #1 (7 story), 3200 Belvedere Rd., West Palm Beach, FL 10. PBIA Revenue Control Building, 2400 Belvedere Rd., West Palm Beach, FL
Contact for all Airport locations: Uriah McCalla (561) 471-7471
WATER UTILITIES DEPARTMENT
The Water Utilities Department locations to be covered under this contract are as follows:
1. South Region Operations Center Warehouse, 13026 Jog Rd., Bldg. “M”, Delray Beach, FL 33446 Contact: Dave Cusa (561) 638-5062
2. O & M Division #2 Water Plant, 2956 Pinehurst Dr., West Palm Beach, FL 33467 Contact: Patti Brock (561) 493-6260
3. Customer Service, 9045 Jog Rd., Boynton Beach, FL 33437 Contact: Chris Castro (561) 740-4611
4. O & M Division #8 Water Plant, 1500 Jog Rd., West Palm Beach, FL 33415 Contact: Tim McAleer (561) 493-6180
5. O & M Division #9 Water Plant, 22438 SW 7th St., Boca Raton, FL 33433 Contact: Vincent Munn (561) 381-5351
6. O & M Division #3 Water Treatment, 13026 Jog Rd., Delray Beach, FL 33446 Contact: Dennis Ford (561) 638-5080
7. Laboratory, Building “K”, 13026 Jog Rd., Delray Beach, FL 33446 Contact: Jaya Navani (561) 638-5040
8. O & M Wastewater Treatment, 12751 Hagen Ranch Rd., Boynton Beach, FL 33437 Contact: David Dalton (561) 381-5305
9. Central Region Operation Center, 8100 Forest Hill Blvd., West Palm Beach, FL 33413 Contact: Al Ayala (561) 493-6238
10. Lake Region Water Plant, 39700 Hooker Highway, Belle Glade, FL 33430 Contact: Mike Turberville (561) 493-6172
11. Belle Glade Wastewater Facility, 2055 West Canal St., Belle Glade, 33430 Contact: David Dalton (561) 381-5305
12. Pahokee Wastewater Facility, 1001 Rim Canal Rd., Pahokee, FL 33476 Contact: David Dalton (561) 381-5305
The above locations range from 1 – 3 stories high and may require a lift or ladder to obtain access to the roof-mounted equipment. The Hourly Rate for the Equipment Rental with Operator shall be at the hourly rate specified on the response page.
