14-Special Instructions to Vendors - Quotes and Bids PNC2131539B1 2-18-2026.pdf

SPECIAL INSTRUCTIONS TO VENDORS

QUOTATION REQUEST OR INVITATION TO BID

Port Everglades 2025 Air Emissions Inventory and Reduction Planning

A. Scope This fixed contract is for a federal grant-funded project. Services include, but are not limited to, the development of an activity-based air emissions inventory for Broward County Port Everglades (PEV) facilities and operations utilizing the latest methodologies and reporting while maintaining comparability with the Port Everglades 2015 Baseline Air Emissions Inventory data; facilitation of a Technical Working Group (TWG) and a Stakeholder Working Group (SWG); public and stakeholder outreach; and strengthening the workforce, in accordance with the U.S.

Environmental Protection Agency (EPA) approved Work Plan and the Scope of Services.

B. Contract Type Definite Quantity Contracts. This solicitation is for a definite quantity of goods or services. Purchase order(s) for the quantity(ies) stated in the solicitation will be issued to the Vendor after notification of award and receipt of all required documents or as otherwise stated in the solicitation.

The County may order additional quantities of up to an additional twenty percent (20%) of the originally specified quantities at any time prior to the expiration of one (1) year after the date of award; if mutually agreed, the awarded Vendor must furnish such additional quantities at the same prices, terms, and conditions as stated in the solicitation and the response. If the County requires delivery within a shorter period than the delivery time specified in the solicitation (if any), and if the awarded 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 provided the County purchases the remainder of the definite quantity from the awarded Vendor under the delivery terms specified in the solicitation.

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) U.S. Environmental Protection Agency – Clean Ports Climate and Air Quality Planning Grant.

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.

F. Requests for Approved Equals Not applicable to this solicitation.

QUOTATION REQUEST OR INVITATION TO BID

G. Vendor Responsibilities

The Vendor will be responsible for the provision, installation (if applicable, per Specifications and Requirements Scope of 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 one hundred percent (100%) of the total contract price.

H. Fiscal Year End

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

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

QUOTATION REQUEST OR INVITATION TO BID

R. Recycling Preference

S. Prevailing Wage Rates

T. Liquidated Damages

U. Payment Refer to General Conditions.

V. Additional Information/Instructions

Pre-Qualification Requirements I. To be considered for this bid, personnel working on the project should have a Bachelor’s degree (Master’s preferred) in a relevant field such as environmental science, chemistry, environmental engineering or related field with strong technical skills in data analysis and modeling, and knowledge of environmental regulations and air quality management.

II. Bidders must submit evidence of having completed a minimum of five (5) Air Emissions Inventory and Reduction Planning projects. This evidence must detail projects conducted at major port facilities within the United States. Submissions must include the following for each project:

i. Port name and location

ii. Project duration

iii. Brief project description and scope of work

iv. Client references and contact information

III. Bidders must demonstrate a robust and qualified staffing plan to ensure all contract requirements are met.

This includes submitting proof of sufficient designated staff with personnel redundancy to cover contingencies such as illness, employment change, or other reasons.

IV. Bidders are required to prove their financial and operational stability to perform reliably for the duration of the contract.

Proof of qualifications should be returned with the Vendor’s submittal. If not provided with submittal, the Vendor must submit within three business days after the County’s request. Vendor may be deemed nonresponsive for failure to fully comply with the stated timeframes.

Form Date 10/10/25