16-TRN2132334Q1 - Special Instructions to Vendors.pdf

SPECIAL INSTRUCTIONS TO VENDORS

QUOTATION REQUEST OR INVITATION TO BID

SECURITY OFFICER SERVICES – FIFA WORLD CUP 2026 EVENT SUPPORT (FTA)

A. Scope This fixed contract is for the purchase of all necessary labor, materials, equipment, services and incidentals required to provide professional temporary security officer services in support of the 2026 FIFA World Cup transportation operations, for the Broward County Transportation Department 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

This project is 100% funded by the United States Department of Transportation, Federal Transit Administration, and is subject to the requirements of Title 49 CFR Part 26. The Office of Economic and Small Business Development has determined that no Disadvantaged Business Enterprise (DBE) participation goal applies 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 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.

F. Requests for Approved Equals

Not applicable to this solicitation.

G. Vendor Responsibilities The Vendor will be responsible for the provision, installation (if applicable, 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 one hundred (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. A bidder MUST bid on all items to be considered for award; otherwise the bid will be construed as incomplete and may be rejected. 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 Proof of licensing 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. Vendors may be deemed nonresponsive for failure to fully comply with stated timeframes.

In order to be considered a responsible and responsive Vendor for the scope of work set forth in this solicitation, the Vendor must possess the license(s) indicated below (including any specified State registration, if applicable) at the time of solicitation submittal. Any certificate of competency that meets or exceeds the licensing requirements specified herein, as determined in the sole and absolute discretion of the County, will be considered responsible and responsive to the licensing requirements of this solicitation.

State of Florida License: Security Agency License Class “B”

Any work performed under this contract that requires licensure or registration must be performed by a licensed or registered contractor or subcontractor, as applicable.

Joint Venture submittal requirements (If applicable):

A Joint Venture should submit satisfactory proof with its submittal that the Joint Venture, or at least one of the Joint Venture partners, shall be required to possess one of the above licenses (including any specified State registration, if applicable) at the time of submittal. If not submitted with its response, the Joint Venture must submit such proof within three business days of County’s written request. A Joint Venture may be deemed non-responsive for failure to comply within stated timeframes.

If a Joint Venture is recommended for contract award, it must either 1) submit satisfactory proof that the Joint Venture holds the specified license (if applicable) or that a licensed contractor has qualified the Joint Venture, or

2) provide satisfactory proof it applied for the specified license (if applicable) or the licensee has applied to qualify the Joint Venture, within three business days of County’s written request. The license or qualification, as applicable, in the name of the Joint Venture, must be effective prior to contract execution.

Additional submittal requirements (for construction services only):

A Joint Venture proposer should submit satisfactory proof with its submittal that the Joint Venture complies with all applicable legal requirements, including but not limited to, Section 489.119, Florida Statutes and Rule 61G4- 15.0022, Florida Administrative Code, at time of submittal. If not submitted with its response, the Joint Venture must submit such proof within three business days of County’s written request. A Joint Venture may be deemed non-responsive for failure to comply within stated timeframes.

N. Certification Requirements

O. Permits and Fees

P. Allowances

Q. Public Bid Disclosure Act

R. Recycling Preference

S. Prevailing Wage Rates

T. Liquidated Damages

U. Payment Refer to General Conditions.

V. Additional Information/Instructions

Form Date 10/10/25