13-TRN2131200B1 Special Instructions to Vendors.pdf

SPECIAL INSTRUCTIONS TO VENDORS

QUOTATION REQUEST OR INVITATION TO BID

Safety Footwear Services

A. Scope This fixed open-end contract is for Safety Footwear Services for the Broward County Transportation Department and various other Broward County agencies that may have need of these services and/or products in accordance with the Specifications and Requirements.

B. Contract Type

Open-End/Indefinite Quantity Contracts. This solicitation is not for a definite quantity of goods or services and is for an open-end/indefinite quantity contract. The County shall purchase the guaranteed minimum quantity of goods or services (if any) stated in the solicitation but may exceed that minimum amount, and the Contractor shall provide all amounts ordered by the County, limited only by any maximum quantity stated in the solicitation. The County may issue purchase orders on this solicitation as and when required; issue a blanket purchase order for individual agencies; issue instructions for use of direct purchase orders by various County agencies; procure amounts above any stated guaranteed minimum quantity by any method from any other source(s); or do any combination of the foregoing. No delivery of goods or performance of services shall become due or be accepted without a written purchase order and delivery instruction by the County, unless otherwise expressly provided in the solicitation. Such order will contain the quantity, time of delivery, and other pertinent data. If the County requires delivery within a shorter period than the delivery time specified in the solicitation (if any), and if the Vendor is unable to deliver by that time at the contracted price, the County may obtain such delivery from other sources, without penalty or prejudice to the County, and such shall not be a violation of the contract.

There is no guaranteed minimum quantity of goods or services. Any quantities stated are estimates only.

Contract Term/Period: The initial contract period shall start on date of award, or upon expiration of the current contract January 31, 2026, whichever is later, and shall terminate one-year from that date. The Director of Purchasing may renew this contract for a four-one year period subject to Vendor acceptance, Vendor satisfactory performance, and the Director of Purchasing’s determination that renewal will be in the best interest of the County. Notification of intent to renew will be sent in advance of expiration date of this contract.

The Vendor must complete delivery, and the County will receive delivery, on any orders issued by the County to the Vendor prior to the date of expiration.

C. Office of Economic and Small Business Requirements

A SBE/CBE Reserve or CBE Goal is not applicable to this solicitation.

D. Funding Requirements (ex. Grant, State, or Federal) Not applicable to this solicitation.

E. Specifications and Requirements

The Specifications and Requirements included apply to this solicitation. If the Specifications and Requirements reference a third party (i.e., manufacturer, applicator, subcontractor, etc.), the reference is to be construed as the

Vendor through the third party.

The product offered by the Vendor must, on an overall basis, be equal or greater in quality or performance than the Specifications and Requirements. Broward County shall be the sole judge of what constitutes equal or greater in quality or performance. Submittals that do not comply with Specifications and Requirements are subject to rejection.

The Vendor should submit with their response photographs, drawings, current manufacturer's catalogues, or product literature on the items offered. If not submitted with their response, this information must be submitted within three calendar days after request by Broward County Purchasing Division. Literature should be clearly marked as to each item number. The Vendor’s failure to submit the requested literature and/or catalogues may result in their bid being declared nonresponsive.

F. Requests for Approved Equals A Vendor may submit a request for determination of approved equal status. Requests must be submitted on the Request for Approved Equals and delivered by email to the Purchasing Agent no later than November 26, 2025, 5:00p.m. Late requests will not be considered. The County’s response to any such request will be issued by addendum.

G. Vendor Responsibilities

The Vendor will be responsible for the provision, installation (if applicable, per Specifications and Requirements

Safety Footwear Services, and performance of all equipment, materials, services, etc. offered in their submittal.

The Vendor is not relieved of responsibility for the performance of all equipment furnished, or of ensuring timely delivery of materials, equipment, etc., even if the equipment or materials are not of their own manufacture. The

Vendor must itself perform, without subcontracting or other forms of outsourcing, work that constitutes at least

100% percent of the total contract price.

H. Fiscal Year End Not applicable to this solicitation.

I. Basis of Award Award of this contract will be made to the lowest responsive, responsible bidder on a total bid price (sum of all items) basis. The County reserves the right to award on a group basis (if applicable), item by item basis or total bid price basis, whichever is deemed to be in the County’s best interest, in accordance with General Conditions, Section B.7.

J. Multiple Awards

1. The County reserves the right to make multiple awards for this contract.

2. The Primary Contract will be awarded to the low responsive, responsible Vendor (Primary Vendor). If the County elects to make multiple awards, the Secondary Contract and Tertiary Contract (if applicable) will be awarded to the second and third (if applicable) lowest, responsive, responsible Vendors (Secondary Vendor and Tertiary Vendor, if applicable). The County is not obligated to make multiple awards.

3. Purchase Orders issued under the Secondary Contract will be issued if the Primary Vendor is unable to perform or if the County determines that the Primary Vendor's maximum service capacity has been reached (based on outstanding County purchase orders) and the County still needs additional service capacity. Purchase orders will be issued under the Tertiary Contract, if awarded, under the same circumstances as applied to the Secondary Vendor.

K. Price Adjustment/Escalation

L. Maintenance and Service Requirements

M. Licensing Requirements

N. Certification Requirements

O. Permits and Fees

P. Allowances

Q. Public Bid Disclosure Act

R. Recycling Preference

S. Prevailing Wage Rates

T. Liquidated Damages

1. Not applicable to this solicitation.

U. Payment Refer to General Conditions.

V. Additional Information/Instructions

Form Date 10/10/25