15-Special Instructions to Vendors, BLD2130595Q1.pdf

SPECIAL INSTRUCTIONS TO VENDORS

QUOTATION REQUEST OR INVITATION TO BID

Sound Masking System

A. Scope This fixed contract is for a sound masking system for the Crisis Intervention & Support Division 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

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

Refer to Office of Economic and Small Business Development Procurement Preferences for Broward County Small Business Enterprises and County Business Enterprises.

D. 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.

E. 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 the deadline to submit questions. Late requests will not be considered. The County’s response to any such request will be issued by addendum.

F. Vendor Responsibilities

The Vendor will be responsible for the provision, installation, per Specifications and Requirements, 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.

G. Fiscal Year End

Not applicable to this solicitation.

H. 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.

I. Multiple Awards

J. Price Adjustment/Escalation

K. Funding Requirements (ex. Grant, State, or Federal)

L. Maintenance and Service Requirements Refer to Specifications and Requirements

M. Licensing Requirements

N. Certification Requirements

O. Permits and Fees

P. Allowances

Q. Drug-Free Workplace Certification Section 21.23(f) of the Broward County Procurement Code requires awards of competitive solicitations be made only to firms certifying the establishment of a drug-free workplace program. The Vendor certifies that it has established a drug-free workplace program in accordance with the requirements of Section 1-71, et seq., of the Broward County Code of Ordinances (Procurement from Businesses with Drug-Free Workplace Program)

R. Public Bid Disclosure Act

S. Recycling Preference

T. Prevailing Wage Rates

U. Liquidated Damages

V. Payment Refer to General Conditions.

W. Additional Information/Instructions

Form Date 3/14/25 https://library.municode.com/fl/broward_county/codes/code_of_ordinances?nodeId=PTIICOOR_CH1AD_ARTIVFIAF_DIV4PRBUDREEWOPR&wdLOR=cA12B4111-F589-4718-A378-F17459FBCB9E