16-TRN2132247B1 Special Instructions to Vendors.pdf

SPECIAL INSTRUCTIONS TO VENDORS

QUOTATION REQUEST OR INVITATION TO BID

VINYL BUS SEAT INSERT REPAIRS (FTA)

A. Scope This open-end contract is for Vinyl Bus Seat Insert Repairs (FTA) 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, whichever is later, and shall terminate one-year from that date. The Director of Purchasing may renew this contract for a four one-year optional renewal 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

Not applicable to this solicitation.

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

Federal Transit Administration (FTA) requirements apply to this solicitation. Vendors must follow the instructions in the FTA Funding Supplement and must submit the completed forms:

a. Applicable FTA forms are identified in the FTA Funding Supplement for Broward County Contracts. Vendor must follow the instructions and submit completed forms. If Vendor does not provide with the submittal, Vendor must submit within three business days after County’s written request. Failure to submit within the stated timeframe, may determine the Vendor to be nonresponsive to the FTA requirements for those forms.

b. FTA Buy America Certification (For Rolling stock and/or iron, steel, or manufactured products): Buy America Certification is a matter of responsiveness. Failure to fully complete and electronically submit certification by solicitation’s closing date and time shall determine the Vendor to be nonresponsive to the FTA Buy America Certification requirements.

c. FTA Funding Supplement Acknowledgement Form. FTA Funding Supplement Acknowledgement form is a matter of responsiveness. Failure to complete and electronically submit form by solicitation’s closing date and time shall determine the Vendor to be nonresponsive to the FTA requirements.

Minimum/Maximum Quantity: The Minimum Annual Quantity for each bid item is considered zero (0). The Maximum Quantity listed for each bid item shall not be exceeded.

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 June 10, 2026, 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 Bus Seat Vinyl Insert (FTA), 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

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 All prices, terms, and conditions shall remain fixed for the initial contract period and any renewal period(s), if applicable.

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