1-1.0 - Instructions to Bidders.pdf

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SECTION 1.0 - INSTRUCTIONS TO BIDDERS

1.1 CONTRACTING AGENCY

The Contracting Agency is the South Florida Regional Transportation Authority (“SFRTA”), a body politic and corporate, a public instrumentality, and an agency of the State of Florida, established pursuant to Chapter 343, Florida Statutes. SFRTA is governed by a 10-member appointed Governing Board. The SFRTA Procurement Policy governs all SFRTA procurement activities, but the Contract Documents control.

1.2 INTRODUCTION

The South Florida Regional Transportation Authority (SFRTA) operates Tri-Rail, a regional commuter railroad traversing Palm Beach, Broward and Miami-Dade Counties. Tri-Rail operates on the South Florida Rail Corridor (SFRC), and SFRTA is responsible for the operations, maintenance and dispatch services on the SFRC, also providing service at downtown Miami via the MiamiCentral Station.

SFRTA is seeking a qualified vendor to provide all print collateral for all materials the agency uses for public outreach efforts, including but not limited to onboard signage, station signage, brochures, laminations, adhesive signs, and emergency black and white print work. The qualified vendor must have the ability to provide materials in bulk and deliver within a week of request.

This procurement request outlines the requirements for various signage and marketing materials needed to support the branding, information dissemination, and customer engagement across our transit network. The goal is to ensure clear communication, enhanced visibility, and easy access to information for passengers, drivers, and station users.

1.3 PURPOSE

The purpose is to award a contract with firm fixed unit pricing, using a sealed Bid. This document shall outline the procedures for Bid submittal. SFRTA intends to execute a Contract with the lowest, responsive and responsible Bidder.

1.4 SCHEDULE OF EVENTS

Key milestone dates for this ITB are listed below:

ACTIVITY DATE TIME (EDT)

ITB Advertised 8/1/2025 9:00 a.m.

Pre-Bid Conference N/A N/A Last Day for Questions 8/15/2025 2:00 p.m.

Bid Due Date / Bid Opening Date 8/22/2025 2:00 p.m.

Board Award 9/26/2025 N/A

Note: All dates and times above are subject to change at the discretion of SFRTA.

1.5 RESERVED

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1.6 BONFIRE E-PROCUREMENT INSTRUCTIONS

1.6.1 All Vendors shall have a Bonfire account and be registered as a vendor/contractor for this bid opportunity, which will enable the Bidder to download the solicitation document, to receive addenda email notifications.

1.6.2 To ensure receipt of the latest information and updates via email regarding this solicitation, or if a Bidder has obtained this solicitation document from a third party, the onus is on the Vendor to create a Bonfire account and be registered as a Plan Taker for the solicitation opportunity.

1.6.3 ELECTRONIC BID SUBMISSIONS ONLY, shall be received by Bonfire. Hardcopy submissions are not permitted, except for the Bid Bond. See Section 3.3 of the Special Terms and Conditions.

1.6.4 Vendors are cautioned that the timing of their Bid Submission is based on when the Bid is RECEIVED by Bonfire, not when a Bid is submitted, as Bid transmission can be delayed due to file transfer size, transmission speed, etc.

1.6.5 For the above reasons, it is recommended that enough time is allowed to complete your Bid Submission and to resolve any issues that may arise. The closing time and date shall be determined by Bonfire’s web clock. Vendors should contact Bonfire support listed below, at least twenty-four (24) hours prior to the closing time and date, if they encounter any problems.

1.6.6 Bonfire will send a confirmation email to the Vendor advising that their Bid was submitted successfully. If you do not receive a confirmation email, contact Bonfire support at https://tri-rail.bonfirehub.com/portal/support.

1.6.7 Late Bids are not permitted.

1.6.8 Vendors may edit or withdraw their Bid Submission prior to the closing time and date.

However, the Vendor is solely responsible to ensure the resubmitted bid is received by Bonfire no later than the stated closing time and date.

1.7 ORAL INSTRUCTIONS AND COMMUNICATIONS

1.7.1 Oral Instructions. No negotiations, decisions, or actions shall be initiated or executed by a Bidder because of any oral discussions with any SFRTA Board member, employee, or consultant.

No interpretation of the meaning of the Project, the Scope of Services, or the Contract Documents and no correction of any apparent ambiguity, inconsistency, or error therein will be made to any Bidder orally. All such interpretations and supplemental instructions will be issued to all Bidders as written Addenda/Addendum. Only those communications in writing from SFRTA shall be considered as a duly authorized expression on behalf of SFRTA. SFRTA will forward to all Bidders in receipt of the ITB, and registered as Plan Takers, written responses to a Bidder’s question in the form of Addenda, as indicated in Section 1.8.

Also, only written communications from Bidders will be recognized by SFRTA as duly authorized expressions on behalf of the Bidders.

Any questions or requests for interpretations or supplemental instructions arising from this ITB must be submitted in writing to SFRTA’s Procurement Specialist, Ms. Aliea Seeram, via Bonfire.

Ms. Seeram shall be the sole point of contact for this procurement and can be reached at (954) https://tri-rail.bonfirehub.com/portal/support https://tri-rail.bonfirehub.com/portal/support

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788-7906. For questions to be answered in a timely manner, they must be received no later than the date and time specified in Section 1.4 above. Written questions received after the date specified in Section 1.4 may not be answered. Bidders are responsible for ensuring that SFRTA has received their questions.

1.7.2 CONE OF SILENCE PROHIBITION ON COMMUNICATIONS

EXCEPT AS PROVIDED FOR BELOW, ANY COMMUNICATIONS BETWEEN ANY

POTENTIAL VENDOR, SERVICE PROVIDER, BIDDER, LOBBYIST OR CONSULTANT

AND ANY BOARD MEMBER, EMPLOYEE, COMMITTEE MEMBER, OR

CONSULTANT/CONTRACTOR OF SFRTA REGARDING THIS PROCUREMENT ARE

STRICTLY PROHIBITED FROM THE DATE ON WHICH THE SOLICITATION

ADVERTISEMENT APPEARS ON SFRTA’S WEBSITE OR NEWSPAPER THROUGH THE

DATE OF CONTRACT AWARD OR FROM THE DATE OF THE FILING OF ANY NOTICE

OF PROTEST OF AWARD THROUGH RESOLUTION FOR THE PARTIES INVOLVED IN

THE PROTEST OR CONTRACT AWARD, WHICHEVER IS LONGER.

The only exceptions to the Cone of Silence are: (i) any communications with the Chief Contracting Officer or SFRTA’s designated point of contact; (ii) site visits to the apparent successful bidder’s facilities (iii) any communications made on the record at a publicly noticed meeting of SFRTA, or

(iv) negotiation meetings held by the Chief Contracting Officer.

1.8 ADDENDA AND CLARIFICATION

If SFRTA finds it necessary to supplement or modify any portion of the ITB during the Bid preparation period, such procedure(s) shall be accomplished by issuance of written Addenda.

All Addenda will be in writing from SFRTA with content and number of pages described to all Bidders. When submitting your Bid, Bidders will be required to acknowledge receipt of all Addenda by checking Yes or No in the Requested Information Section in Bonfire. In the event of conflicts in the Addenda, the most recent Addendum will govern.

1.9 SEALED BIDS

1.9.1 Bids shall be received only from those firms submitting using Bonfire as specified in Section 1.6

1.9.2 Sealed Bids shall be opened publicly by a virtual method on the date, time, and location specified in the Bid. Bids received after that time and date will not be considered.

1.9.3 All Bids must be submitted on the provided forms and are subject to the conditions specified herein. Bids that do not comply with these conditions are subject to rejection.

1.9.4 SFRTA reserves the right to make an award within one hundred eighty (180) Calendar Days from the date Bids from responsive Bidders are opened. During this period, Bids shall not be withdrawn. Should the award be delayed beyond one hundred eighty (180) Calendar days, such award shall be conditioned upon Bidder’s acceptance.

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1.10 BID SUBMITTAL

1.10.1 Bidders shall submit one (1) Bid consisting of the Required Documents listed below, including acknowledgement of all Addenda received from SFRTA.

1.10.2 Required Forms. Bidder shall complete and notarize where applicable the Required Documents listed below:

• Bid Form ................................................................................................................... Exhibit 1

• Contractor’s Qualification Certification ................................................................... Exhibit 2

• Drug Free Workplace Certification .......................................................................... Exhibit 3

• Truth in Negotiation Certificate ................................................................................ Exhibit 4

• E-Verify Certification ............................................................................................... Exhibit 5

• Human Trafficking Affidavit…………………………………………………… …Exhibit 6

1.11 MODIFICATION, RE-SUBMITTAL AND WITHDRAWAL OF BIDS

A Bidder may submit a modified Bid to replace all or any portion of a previously submitted Bid up until the Bid Due Date and Time; only the latest version of the Bid will be considered.

Bids may be withdrawn prior to the time and date set for opening. Modifications and withdrawals will be done via Bonfire.

1.12 SUCCESSFUL BIDDERS REQUIRED DOCUMENTS

The SUCCESSFUL BIDDER shall execute and return the following documents:

Contract/Agreement Required Insurance Documents W9

1.13 SINGLE BID RECEIVED

If only a single responsive and responsible Bid is received, SFRTA, at its sole discretion, may conduct a price or cost analysis as required. If a price and or cost analysis is conducted by SFRTA, the Bidder shall furnish such information, data, and assistance as SFRTA deems necessary. The analysis may take place, in part, at the Bidder's principal place of business or other facility, as necessary.

1.14 CONFLICT OF INTEREST PROHIBITION

Any consultant or contractor or their respective employees, who participated in the development of any part of the Solicitation Documents, whether for SFRTA or another party, shall be precluded from bidding or participating in any Bidder’s team for this procurement.

1.15 COSTS INCURRED IN RESPONDING

An Invitation to Bid does not commit SFRTA or any other public agency to pay any costs whatsoever incurred by any individual, firm, partnership, or corporation in the submission of the

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Bids or to make necessary studies for their preparation; nor to procure or contract for any articles or services in connection with their submission.

1.16 DEFAULT

Failure to perform according to this Bid and/or resulting contract shall be cause for the Bidder to be found in default in which event any and all re-procurement costs may be charged against the Bidder.

1.17 LEGAL REQUIREMENTS IN BIDS

Bidders shall comply with all applicable provisions of Federal, State, County and Local laws, ordinances, rules, and regulations in the development and submittal of all Bids received. Lack of knowledge by any Bidder shall not constitute a cognizable defense against the legal effect of noncompliance.

1.18 RIGHT TO REJECT

1.18.1 General. SFRTA, at its sole and absolute discretion, reserves the right to reject any or all Bids.

1.18.2 Responsiveness of Bids and Disqualification. All Bids must be in writing. A responsive Bid is an offer which complies with and conforms to the requirements of the ITB. Bids which, in the opinion of SFRTA, are non-responsive will be rejected. Bids may be rejected if found to be conditional, irregular or not in conformance with the requirements and instructions contained herein. A Bid may be found to be irregular or non-responsive for reasons including, but not limited to, failure to utilize or complete forms, modifications to required forms beyond what is permitted by the ITB, conditional submittals, incomplete submittals, indefinite or ambiguous submittals and improper and/or undated signatures.

1.18.3 Conditions Causing Disqualification of Bidders. Other conditions, which may cause rejection of Bids, include, but are not limited to, any modification or change to the Bid Form/Price Proposal Form, or any other forms required to be completed and submitted with a Proposal/Bid (excluding information the Proposer/Bidder is instructed in the solicitation documents to provide on these forms), a Bidder submitting more than one submittal, qualified or contingent submittals, evidence of collusion among Bidders, obvious lack of experience or expertise to perform the Work, failure to perform or meet financial obligations for previous contracts, or evidence that a Bidder has a financial interest in another Bidder for the Work under this ITB. Failure to acknowledge all Addenda issued by SFRTA shall be cause for rejection. In the event that an individual, firm, partnership or corporation is on the United States Comptroller General's List of Ineligible Bidders for Federally Financed or Assisted Projects shall be cause for rejection. In the event the Bidder to whom the Contract is awarded does not execute the Contract within seven (7) Calendar days of presentation for execution shall be cause for rejection and forfeiture of the Bid Bond (or other provided surety).

Submittals may be rejected if more than one Bid is received from an individual, firm, partnership, or corporation, or combination thereof, under the same or different names. Such duplicate interest may cause the rejection of all submittals in which such Bidder has participated.

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1.18.4 Waivers. SFRTA, at its sole and absolute discretion, reserves the right to waive minor informalities or irregularities in this ITB or in the responses received as part of this ITB; where such is merely a matter of form and not substance, and the correction or waiver of which is not prejudicial to other Bidders. Minor irregularities are defined as those that will not have an adverse effect on SFRTA’s interest and will not materially affect the submittal by giving a Bidder an advantage or benefit not enjoyed by other Bidders.

1.18.5 Prior to Notice To Proceed (NTP), the successful Bidder shall obtain all necessary local, state and federal permits, certifications and/or licenses necessary to perform the Work.

1.19 PROTEST PROCEDURES

The following are SFRTA’s procedures for protesting solicitations and contract awards.

Definitions

Interested Party means any Bidder or proposer with legal standing that is affected adversely by SFRTA’s decision concerning a solicitation or contract award.

Protest means a written objection to the Commercial Terms or technical specifications in the solicitation or the contract award.

Protest Period means the three (3) business days following the date of the posting of the Intent of Contract Award on SFRTA’s website or the date of the issuance of an addendum as to the content of such addendum or the date of issuance of the Solicitation. A “business day” means normal business hours of 9 a.m. to 5 p.m. local time.

Solicitation Documents mean all of the documents used to solicit Bids or proposals, including, but not limited to, the Commercial Terms, technical specifications of a Procurement and all addenda.

(1) Protest Policy: SFRTA provides Interested Parties with the opportunity for an administrative review of written Protests and strives to resolve any Protest expeditiously at the Chief Contracting Officer’s level to the maximum extent possible.

(2) Filing a Protest: Only an Interested Party may file a Protest regarding the Solicitation

Documents issued by SFRTA by filing a written Notice of Protest with SFRTA within seventy-two (72) hours from the availability date of the Solicitation Documents set forth in the advertisement posted on SFRTA’s website, excluding Saturdays, Sundays and legal holidays observed by SFRTA or from the date of the issuance of any addenda if specifically relating to the content of the addendum. Failure to file a Notice of Protest within the provided timeframes, for any reason whatsoever, shall constitute a complete and absolute waiver of Protest rights.

(3) With respect to any Protest of Contract award, the Notice of Protest shall be filed within the Protest Period. For Procurements not involving federal funds, SFRTA, at its sole discretion, may require in its Solicitation Documents that an Interested Party post with its formal Protest a Protest bond in the amount of 1% of the Contract Amount or $25,000, whichever is less. In the event the Interested Party receives an adverse determination on its Protest, the bond shall be forfeited to SFRTA.

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(4) An Interested Party shall file a formal written Protest within ten (10) business days of filing a Notice of Protest. In order to be considered, the Protest must contain: (i) the Interested Party's name, address, telephone number, email address, facsimile number, and taxpayer identification number; (ii) identification of the Procurement or Contract at issue; (iii) a complete and concise statement of the grounds for the Protest, supported by relevant documents; (iv) identification of all Persons with information germane to the Protest; (v) a chronology of efforts made to resolve the matter prior to filing the Protest; and (vi) a statement of the relief requested.

(5) Protest Decision: The Chief Contracting Officer shall reduce his or her decision to writing and shall transmit or otherwise furnish a copy of the decision to the Interested Party. The decision of the Chief Contracting Officer shall be final and conclusive unless, within seven

(7) business days from the date of such decision, SFRTA receives from the Interested Party a written request for review of the decision addressed to the Executive Director. The decision of the Executive Director shall be final and conclusive.

(6) Continuation of Performance: The Chief Contracting Officer shall determine whether

SFRTA will proceed with Contract award or, if the Contract has been awarded, whether to suspend performance of the Contract, pending a decision on the Protest. SFRTA has no obligation, however, to suspend award or performance of the Contract in the event of a Protest.

(7) Remedies: If SFRTA determines that a Protest is valid, the Executive Director, at his or her sole discretion, may: (i) Direct the Chief Contracting Officer to issue a new or amended Solicitation; (ii) award the Contract or recommend that the Board award the Contract, if the Contract Amount exceeds the Executive Director’s approval authority; (iii) terminate or suspend performance of the Contract that is the subject of the Protest; or (iv) take any other action permitted by law to promote compliance with SFRTA policies and applicable law.

(8) Filing of a Written Notice of Protest or Formal Protest: All Written Notices of Protests or

Formal Protests must be filed with the Chief Contracting Officer. All Protests must be received at the address shown on the Solicitation Documents during normal office hours of 9:00 am to 5:00 pm, local time. Failure to file a Notice of Protest or a Protest as discussed herein shall constitute a complete and absolute waiver of any such rights.

(9) Informal Resolution: The Chief Contracting Officer may, at his or her sole discretion, agree to meet with the Interested Party within seven (7) Calendar Days, excluding Saturdays, Sundays and legal holidays observed by SFRTA, after the filing of a Protest to attempt to resolve the matter.