25-1780-004 For Collision Repair.pdf

City of Miami Beach, 1755 Meridian Avenue, Miami Beach, Florida 33139, www.miamibeachfl.gov

PROCUREMENT DEPARTMENT

Tel: 305-673-7490

INVITATION TO QUOTE

ITQ 25-1780-004

For Collision Repair.

April 16, 2025

This ITQ seeks quotes for small collision and body repair services of City-owned vehicles on an as-needed basis. The City may also purchase new accessories, equipment, parts, and supplies as needed.

City departments may, but are not required to, utilize the results of this ITQ to acquire the referenced service. Award of ITQ does not grant the successful Bidder(s) exclusive rights or any guarantee of work to provide the services. The maximum expenditure allowed under this ITQ is limited to $100,000.

Bid Contact: Alian Gonzalez at aliangonzalez@miamibeachfl.gov or 305-673-7641 ext.

23606

2.1 ELECTRONIC RESPONSES ONLY. Only electronic responses to this ITQ will be considered. The City utilizes Bidnet Direct (Government Bids Opportunities and RFP | BidNet Direct) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of an addendum to this ITQ. Any prospective Bidder(s) who has received this ITQ by any means other than through Bidnet Direct must register immediately with Bidnet Direct to ensure it receives any addendum issued to this ITQ. Failure to receive an addendum may result in disqualification of the bid submitted.

Hard copy bids or bids received through email or facsimile are not acceptable and will be rejected. A bidder may submit a modified bid to replace all or any portion of a previously submitted bid until the deadline for bid submittals. The City will only consider the latest version of the bid.

Electronic bid submissions may require the uploading of attachments. All documents should be attached as separate files. Attachments containing embedded documents or proprietary file extensions are prohibited. It is the Bidder’s responsibility to ensure that its bid, including all attachments, is uploaded successfully.

Late bids cannot be submitted and will not be accepted. Bidders are cautioned to allow sufficient time for the submittal of bids and uploading of attachments. Any technical issues must be submitted to Bidnet Direct by contacting support@bidnet.com or 800-835-4603, option

2. The City cannot assist with technical issues regarding submittals and will in no way be responsible for delays caused by any technical or other issues.

2.2 NON-RESPONSIVENESS: Failure to submit the following requirements with the bid or the deadline for responses shall determine non-responsiveness. Non-responsive bids will not be considered.

a. Question Tab in Bidnet Direct (submitted electronically).

b. Quote Form (Section 8)

c. Proof of Minimum Requirements (if applicable to this ITQ).

2.3 OMITTED OR ADDITIONAL INFORMATION. With exception of the Bid Questions (completed online), the City reserves the right to seek any omitted information/documentation or any additional information from the consultant or other source(s), including but not limited to: any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the consultant to perform. Failure to submit any omitted or additional information in accordance with the City’s request shall result in the response being deemed non-responsive.

2.4 ELECTRONIC BID RESPONSE FORMAT. In order to maintain comparability and to facilitate the review process of bids, it is strongly recommended that bids be submitted in accordance with the required information specified below. The electronic submittal should be submitted as enumerated below and contain the required information. The electronic bid shall be submitted through the “Document” tab in Bidnet Direct.

BID SUBMITTAL The bid submittal is to include the following:

Question Tab (The questions are not a part of the ITQ line items, it must be completed and submitted electronically via Bidnet Direct.)

ITEM 1 Quote Form (Section 8). The Quote Form (Section 8) shall be completed in its entirety. All corrections on the Quote Form shall be initialed.

FAILURE TO SUBMIT THE MOST RECENT QUOTE FORM (EITHER

INCLUDED IN THE ORIGINAL ITQ OR RELEASED VIA AN ADDENDUM) MAY

RESULT IN BID BEING DEEMED NON-RESPONSIVE AND NOT BEING

FURTHER CONSIDERED.

2.5 DEADLINE FOR SUBMITTAL OF QUOTES: April 25, 2025, AT 3 P.M.

Any response to this ITQ received after 3:00 p.m. on this day will be considered late & not accepted. The City does not accept responsibility for delays, natural or otherwise.

2.6 DEADLINE FOR RECEIPT OF QUESTIONS: April 21 2025, AT 10 A.M.

Any questions or clarifications concerning this quote shall be submitted by no later than 10 a.m.

on this day. All responses to questions will be sent to all prospective bidders in the form of an addendum. No questions will be received verbally or after said deadline.

Award will be made solely at the discretion of the City to the responsive, responsible respondent(s) offering the best combination of the lowest cost and best product meeting specifications, at the sole discretion of the City. The award may be made by bid item, bid group, or for the entirety of all bid items, as determined by the City. Further, the City may award multiple bidders as deemed in the City's best interest. No exclusive rights are expressed or implied due to the award of this ITQ. Departments may acquire the services through this ITQ, through another contract, or on the open market. The maximum expenditure allowed under this ITQ is limited to $100,000.

The City is not required to act upon any information obtained through this ITQ. However, the City reserves the right to negotiate an agreement or issue a Purchase Order pursuant to this ITQ to the respondent deemed to be in the best interest of the City.

Intentionally omitted.

The City is seeking a bidder(s) that can provide parts, labor, and supplies for small collision and body repair services on an as-needed basis. All repairs must comply with OEM specifications or approved equivalent repair standards.

Small collision and body repair services are defined as work that is initially estimated at $5,000 or less per vehicle. The services include but may not be limited to:

Body repair and replacement Frame straightening and alignment Painting and refinishing (including color match and blending) Dent removal Glass replacement Bumper repair and replacement Airbag and safety system inspection and replacement Mechanical repairs related to collision damage Interior repair associated with collision Final inspection and quality assurance.

Services may be required for a variety of City-owned vehicles, including but not limited to:

Sedans and SUVs Police and emergency response vehicles Light- and medium-duty trucks

The City seeks to establish a fixed rate for mechanical, body, refinish, paint materials, and a markup for replacement parts. The labor rates submitted shall include all fees necessary for the completion of the work, including transport costs to pick up and deliver vehicles back to the City when completed.

The successful bidder shall provide an estimate within 2 business days of request. The estimate shall include the work order and vehicle number provided by Fleet staff. Once an estimate is approved, the successful bidder shall provide a timeline within 24 hours of notification.

The successful bidder shall be prepared to provide documentation upon request with cost for items installed. The required body shop repairs shall be in a manner consistent with repair hours outlined in the latest Mitchell’s Collision Guide.

Invoicing Requirement: The date of the invoices shall not exceed thirty (30) calendar days from the delivery of the items. Under no circumstances shall the invoice be submitted to the City in advance of the delivery and acceptance of the item(s). All invoice prices must be equal to or less than the unit and aggregate costs specified in the quote form.

The City shall not be obligated or liable for any payments in excess of the amounts released or requested pursuant to this ITQ.

All invoices shall contain the following basic information:

a. Vendor Information:

1. The name of the business organization as specified on the contract

2. Date of invoice

3. Invoice number

b. Repair Authorization Information:

1. City Work Order Number

2. Asset Number

c. Pricing Information:

1. Unit price of the goods, services or property provided

2. Extended total price of the goods, services or property

3. Applicable markup

d. Goods or Services Provided per Contract:

1. Description

2. Quantity

The vendor(s) shall submit an invoice(s) to City of Miami Beach Fleet Management Division after purchase or services have been completed.

Warranty: The successful bidder(s) shall provide a warranty period of no less than twelve (12) months from the date of acceptance of the equipment. The warranty supplied by the bidder shall remain in force for the full period identified by the bidder; regardless of whether the bidder is under contract with the City at the time of defect. Any payment by the City on behalf of the goods or services received from the bidder does not constitute a waiver of these warranty provisions.

Section 6:

6.1 Term: It is expected that any resulting agreement shall be valid until $100,000.00 has been expended.

6.2 Any quantity or amounts specified is an estimate only and not a commitment or guarantee of the requirements of the City under this ITQ. The vendor is not authorized to manufacture, produce, ship, or perform unless it has received a release of a request for a specific quantity for items specified in this ITQ by an authorized representative of the City. All invoice prices must be equal to or less than the unit and aggregate costs specified in the quote.

The City shall not be obligated or liable for payments over the amounts released or requested pursuant to this ITQ.

6.3 Acceptance of this ITQ constitutes acknowledgment and agreement by the vendor that, in connection with providing the above-referenced services/products on behalf of the City of Miami Beach, Florida, it agrees to indemnify and hold harmless the City and its officers, employees, agents, and contractors, from and against any actions (whether at law or in equity), claims, liabilities, losses, and expenses, including, but not limited to, attorneys’ fees and costs, for personal, economic or bodily injury, wrongful death, loss of or damage to property, which may arise or be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct of vendor, its officers, employees, agents, contractors, or any other person or entity acting under vendor’s control or supervision, in connection with, related to, or as a result of vendor’s performance under this ITQ. To that extent, the vendor shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses and shall pay all costs and attorneys’ fees expended by the City in defense of such claims and losses, including appeals.

6.4 Payment Terms: Successful Bidder shall invoice the City separately for each order. Upon receipt of an acceptable and approved invoice, payment(s) shall be made within forty-five (45) days for that portion (or those portions) of the Services satisfactorily rendered (and referenced in the invoice). Invoices shall include a detailed description of the Services (or parts thereof) provided and shall be submitted to the City at the following address:

City of Miami Beach Finance Department – AP Division 1700 Convention Center Drive 3rd Floor

Miami Beach, Florida 33139 Email: Payables@miamibeachfl.gov

6.5 Insurance Requirements: See Appendix “A.”

6.6. Licensure: Awarded bidder(s) shall require employees performing work for this contract to hold and maintain the adequate license or certification necessary (County, State, or otherwise) to successfully complete the work herein specified throughout the contract term.

Section 7: Terms and Conditions:

The following documents identify terms and conditions that together with the ITQ, inclusive of all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation and the contract, and are complementary to one another and together establish the complete terms, conditions and obligations of the Bidder and, subsequently, the awarded Bidder.

SOLICITATION TERMS & CONDITIONS – GOODS & SERVICES. By virtue of submitting a bid in response to this ITQ, Bidder agrees to be bound by and in compliance with the Solicitation Terms and Conditions (Informal Solicitation date 10.27.22), incorporated herein, located at: https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/

INVITATION TO QUOTE

ITQ 25-1780-003

For Boat Maintenance and Repairs.

Section 8:

QUOTE FORM

In accordance with the specifications contained herein:

Item No. Service

Estimate d Annual Qty. (A) UOM

Rate (B)

Extended Price (C) (AxB=C)

1 Body Labor Rate 625 HR $___________ $___________

2 Refinish Labor Rate 275 HR $___________ $___________

3 Mechanical Labor Rate 200 HR $___________ $___________

4 Paint Materials 275 HR $___________ $___________

Goods

Estimate d Annual

Gross Cost (A)

Percent Mark-up

(B)

Total Markup (C) (AxB)=C

Net Cost (D) (A+C=D)

5 Mechanical Parts $30,000 ____% $___________ $___________

COMPANY NAME:___________________________________

PHONE:______________________________________________

EMAIL:_______________________________________________

APPENDIX “A”

Insurance Requirements

TYPE 4 – TOWING & AUTOMOTIVE REPAIR

INSURANCE REQUIREMENTS

The vendor shall maintain the below required insurance in effect prior to awarding the contract and for the duration of the contract. The maintenance of proper insurance coverage is a material element of the contract and failure to maintain or renew coverage may be treated as a material breach of the contract, which could result in withholding of payments or termination of the contract.

A. Worker’s Compensation Insurance for all employees of the vendor as required by Florida Statute 440, and Employer Liability Insurance for bodily injury or disease. Should the Vendor be exempt from this Statute, the Vendor and each employee shall hold the City harmless from any injury incurred during performance of the Contract. The exempt Vendor shall also submit (i) a written statement detailing the number of employees and that they are not required to carry Workers’ Compensation insurance and do not anticipate hiring any additional employees during the term of this contract or (ii) a copy of a Certificate of Exemption.

B. Commercial General Liability Insurance on an occurrence basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence

C. Garage Keepers Legal Liability Insurance on an occurrence basis, including products and completed operations, contractual liability, property damage, bodily injury and personal & advertising injury for vehicles while in the Vendor’s care, custody and control with limits no less than $1,000,000 per occurrence, and $2,000,000 general aggregate.

C. Automobile Liability Insurance covering any automobile, if vendor has no owned automobiles, then coverage for hired and non-owned automobiles, with limit no less than $1,000,000 combined per accident for bodily injury and property damage.

Additional Insured - City of Miami Beach must be included by endorsement as an additional insured with respect to all liability policies (except Professional Liability and Workers’ Compensation) arising out of work or operations performed on behalf of the Vendor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired or borrowed in the form of an endorsement to the Vendor’s insurance.

Notice of Cancellation - Each insurance policy required above shall provide that coverage shall not be cancelled, except with notice to the City of Miami Beach c/o EXIGIS Insurance Compliance Services.

Waiver of Subrogation – Vendor agrees to obtain any endorsement that may be necessary to affect the waiver of subrogation on the coverages required. However, this provision applies regardless of whether the City has received a waiver of subrogation endorsement from the insurer.

Acceptability of Insurers – Insurance must be placed with insurers with a current A.M. Best rating of A:VII or higher. If not rated, exceptions may be made for members of the Florida

Insurance Funds (i.e. FWCIGA, FAJUA). Carriers may also be considered if they are licensed and authorized to do insurance business in the State of Florida.

Verification of Coverage – Vendor shall furnish the City with original certificates and amendatory endorsements, or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Vendor’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time.

CERTIFICATE HOLDER MUST READ:

City of Miami Beach c/o Exigis Insurance Compliance Services P.O. Box 947 Murrieta, CA 92564

Kindly submit all certificates of insurance, endorsements, exemption letters to our servicing agent, EXIGIS, at:

Certificates-miamibeach@riskworks.com

Special Risks or Circumstances - The City of Miami Beach reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section or under any other section of this agreement.