23-536-RFQ_-_Electronic_Gate_Replacement_-_Solicitation.pdf

REQUEST FOR QUOTE

***This is not an order***

QUOTED BY (SIGNATURE) DATE

PRINT NAME AND TITLE COMPANY

RFQ #: 23-536-RFQ

RFQ TITLE: Electronic Gate Replacement

RFQ ISSUE DATE: Wednesday, April 19, 2023

PRE-BID MEETING DATE/TIME: 9:00 AM EST on Wednesday, April 26, 2023

PRE-BID LOCATION: 365 Rickenbacker Drive, Orlando, FL 32803

DEADLINE FOR QUESTIONS: 5:00 PM EST on Thursday, May 4, 2023

RESPONSE REQUIRED BY: 2:00 PM EST on Thursday, May 11, 2023

GOAA PROJECT #: N/A

BUYER: William Arce

CONTACT: Via OpenGov

RESPONDING COMPANY:

VENDOR’S NAME:

(If awarded, PO will be issued under this name)

ADDRESS:

CONTACT NAME:

EMAIL / PHONE #:

TAX ID #:

COMMUNICATION REGARDING THIS SOLICITATION

Please submit all communications via OpenGov. Questions submitted via other methods or after the deadline for questions may not be answered.

TERMS AND CONDITIONS:

1) BY SIGNING AND SUBMITTING THIS DOCUMENT, BIDDER ACKNOWLEDGES AND AGREES

THAT THE ATTACHED “TERMS AND CONDITIONS OF PURCHASE,” DATED 7/27/2021 (SEE

ATTACHMENT B), WILL APPLY TO ANY RESULTING PURCHASE ORDER, AND WILL SUPERSEDE

23-536-RFQ Electronic Gate Replacement

ANY TERMS AND CONDITIONS REFERENCED ON QUOTES, PROPSALS, SALES ORDERS,

ORDER ACKNOWLEDGEMENTS, PACKLING SLIPS, INVOICES, ETC…

2) Payment Terms are Net 30. Invoice(s) to be issued after receipt of goods and confirmation of satisfactory services by GOAA Staff or OAR (Owner’s Authorized Representative).

3) Freight Terms are FOB Delivered. Unit Costs shall include all costs associated with shipping to the Authority’s location (ZIP: 32827)

ADDENDUM:

1) Addendum, if any, will be posted to OpenGov.

PRICING:

1) Provide pricing on Attachment A. All costs must be disclosed on Attachment A. No other fees, charges etc., will be invoiced under this project.

2) Alternate items (substitutions) will not be considered. The Authority will only consider the referenced products manufactured by the company specified on the price sheet. Quotations received for alternate products, or goods with different specifications will not be reviewed, and will be considered “non-responsive”.

3) Unit Prices provided must be for POs issued at least through 08/30/2023.

4) Vendor must quote all items in order to be considered responsive.

5) Unit Costs shall include all costs associated with shipping to the Authority’s location (ZIP: 32827).

6) All unit costs provided shall be for materials/items/parts/equipment that are new, unused, of current year model, and are fully supported by the manufacturer’s warranty to the initial purchaser, as applicable.

7) In the case of a Bidder’s error in the extension or addition of Bid Prices, the unit price shall govern.

Quotes having erasures or corrections should be initialed in ink.

RESPONSE SUBMITTAL:

1) Quotations must be submitted via OpenGov.

2) Responses must be received by the “Response Required by” date and time indicated on Page 1.

3) Quotation must be submitted on this form. Responses submitted in any other format will not be considered. All pages must be signed.

4) Attach a copy of each Addendum (if any), signed.

5) If Bidder is not the Manufacturer, provide a certificate from the Manufacturer stating that your company is authorized to sell their product.

RESERVATION OF RIGHTS

1) GOAA reserves the right to make awards by individual item, groups of items, all or none, or a combination thereof, with one or more vendors. Award, if made, will be to the responsive and responsible Vendor, who provides the lowest overall quotation.

2) No commitment is made or inferred by the Authority that any or all of the items listed, in any quantity, will be purchased as a result of this RFQ. The Authority may purchase the items listed on an “as needed” basis, in any quantity deemed necessary, at the unit prices provided in the successful Bidder’s response.

3) For all procurements, the Authority reserves the right to reject any or all bids and to cancel the procurement or to solicit new bids.

4) As the best interest of the Aviation Authority may require, the right is reserved to make award(s) by individual items, group of items, all or none, or a combination thereof; to reject any and all bids or waive any minor irregularity or technicality in bids received.

5) The Aviation Authority reserves the right to reject bids containing any additional terms or conditions not specifically requested in the original special conditions and/or the terms and conditions.

6) The Aviation Authority reserves the right at its sole discretion to increase, decrease, or delete any portion of this requirement at any time without cause.

ORDERING:

1) It is the Aviation Authority’s intent to issue a Purchase Order or start issuing Blanket Releases by no later than 08/30/2023.

2) The awarded Vendor shall not proceed with ordering/manufacturing/delivering goods or performing

Services until after receipt of Purchase Order or a Blanket Release.

DELIVERY:

1) The awarded Vendor shall not proceed with delivery (or ordering/manufacturing of goods, where applicable) until receipt of Purchase Order.

2) Vendor shall ensure that deliveries are scheduled to arrive at the Warehouse specified on the Purchase

Order between the hours of 8:00 AM and 3:00 PM (the Warehouses close for lunch every day between 12:00 PM and 12:30 PM), Monday through Friday. GOAA’s warehouses are located in the 32827 Zip Code, address will be specified on the resulting Purchase Order.

3) If Vendor utilizes a common carrier for shipping, Vendor shall be responsible for initiating any and all tracers for delayed or missing shipments and shall be responsible for resolving any damage claims.

Vendor shall furnish copies of any trace reports to the Authority’s Supervisor of Material Control. Packing lists shall be attached to the outside of packaging. The packing list will reflect the Authority’s PO Number and quantity being shipped for each item. Vendor shall not combine Supplies from multiple orders into one shipment.

INSPECTION:

1) The Authority reserves the right to inspect the supplies/items delivered. The Aviation Authority will determine whether to accept or reject delivered supplies/items. If the supplies/items delivered fail to conform to specifications, or requirements in quality, number or otherwise, or are found at any time to be defective in material or workmanship, the Aviation Authority may reject the supplies/items. The Authority shall notify the Vendor of any such rejections.

2) The exercise by the Aviation Authority of its right of inspection hereunder or the Aviation Authority’s acceptance of the Supplies shall in no way be deemed a waiver by the Aviation Authority of 1) Aviation Authority’s right to later reject, revoke acceptance, or recover damages for supplies/items accepted which are not free from patent or latent defects, or 2) the Vendor’s obligation to deliver conforming supplies/items. If the quantity of conforming units shown on the packing slip is not equal to the quantity actually delivered by the Vendor, the Aviation Authority will so notify the Vendor and will pay only for the quantity actually delivered.

3) Vendor shall remove from the Aviation Authority’s property, at its own expense, and within a reasonable time (not to exceed 10 calendar days after notification) any supplies/items rejected by the Aviation Authority as non-conforming or as an over-shipment.

INVOICING / COMPENSATION:

1) Vendor shall submit detailed invoice(s) to the GOAA Accounts Payable Department (as specified on the PO/Blanket Release) within ten (10) business days from accepted delivery or confirmation of satisfactory services by GOAA Staff or OAR.

2) GOAA is subject to the State of Florida’s Prompt Payment Act. (F.S. 218.70).

WARRANTY

1) The Vendor shall provide the Aviation Authority with the Manufacturer’s standard parts and labor warranty for all new product.

2) The Vendor shall provide an installation warranty for a period of not less than twelve (12) months after acceptance.

INSURANCE REQUIREMENTS:

1) Certificate of Insurance is required from the successful Contractor prior to commencement of services for services performed on GOAA property.

Liability requirements are as follows:

• COMMERCIAL GENERAL LIABILITY (CGL) INSURANCE WITH CONTRACTURAL

LIABILITY COVERAGE: $1,000,000. (If unescorted AOA access is required: $5,000,000)

• AUTOMOBILE LIABILITY (AL) INSURANCE (If driving on Authority property to do work):

$1,000,000. (If unescorted AOA access is required: $5,000,000)

• WORKERS COMPENSATION INSURANCE: Must provide proof of STATE OF FLORIDA coverage with statutory limits of $100,000/$500,000/$100,000

• PROFESSIONAL LIABILITY INSURANCE: $1,000,000

GOAA and the City of Orlando are to be named as additional insureds for CGL and AL coverages for services provided resulting from this RFQ.

SECURITY:

1) Performance of services specified in this RFQ do not require that the Vendors’ employees have airport access badges.

BOND REQUIREMENT:

1) None

SAFETY AND PROTECTION:

1) The Vendor shall be solely and completely responsible for initiating, maintaining, and supervising all safety precautions and programs in connection with the work. The Vendor shall take all necessary precautions for the safety of, and shall provide the necessary protection to prevent damage, injury or loss to all employees on the work site and other persons including, but not limited to, the general public who may be affected thereby.

FAILURE TO PERFORM:

1) The Vendor shall be prepared to start work as agreed-upon with the AAR, after issuance of a purchase order, or after delivery of goods necessary to perform services. Failure to satisfactorily complete the Services as scheduled may result in written notice to the Vendor terminating its right to proceed as to the whole or any part of the project. Should the Vendor be unable to or refuse to provide service, on any given day, against the predetermined schedule to which the Vendor has agreed, and the Authority is forced to complete the Services with a different Vendor, the difference in the price of the Services and the price paid the new Vendor to complete the work shall be charged to and paid for by the Vendor.

Vendor shall not, however, be responsible for delays in service due to: 1) Unavoidable mechanical breakdowns; 2) Strikes; 3) Acts of God; or 4) Fire, provided that the Vendor notifies the AAR in writing within five (5) days of the event that caused the delay.

ASSIGNMENT OF WORK:

1) The awarded Vendor shall not assign, transfer, convey, sublet or sell any portion of any PO entered into in connection with this RFQ unless permission is first given in writing by the Authority.

ATTACHMENTS:

GOAA General Terms and Conditions

SCOPE OF WORK:

Remove two Hysecurity SlideDriver gate operators and two 7' x 14' chain link cantilever gates.

Install two new Hysecurity Operators, model SlideDriver 15, part # HY-222 SS ST, and two cantilever gates with all necessary hardware and control devices for a fully functioning system.

Vendor can salvage any old parts that are still serviceable.

Awarded vendor must be a Manufacturer Authorized Installer.