Athletic_Shoes_for_Fire_Department_Personnel.pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR QUOTATION (RFQ)

RFQ24-0404

ATHLETIC SHOES FOR FIRE DEPARTMENT PERSONNEL

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR QUOTATION (RFQ)

ATHLETIC SHOES FOR FIRE DEPARTMENT PERSONNEL

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION

3. SUBMITTALS

4. SCOPE OF WORK

5. SPECIAL TERMS AND CONDITIONS

6. VENDOR QUESTIONNAIRE

7. STANDARD TERMS AND CONDITIONS

8. PRICING PROPOSAL

9. ELECTRONIC PRICING FORM(S) INSTRUCTIONS

Athletic Shoes for Fire Department Personnel

1. INTRODUCTION

1.1. Summary

The City of Orlando is seeking to purchase athletic shoes for the personnel of the Fire

Department. The athletic shoes will be used by firefighters during their physical training sessions and other activities. The purpose of this solicitation is to identify and procure high-quality athletic shoes that meet the needs and requirements of the Fire Department personnel. The City aims to establish a contract with a reliable vendor who can provide durable, comfortable, and safe athletic shoes for the firefighters.

1.2. Contact Information

Direct all questions and inquiries to the following:

Tracie Brown

Purchasing Agent II

400 S Orange Ave

Orlando, FL 32801

Email: tracie.brown@orlando.gov

Phone: (407) 246-3633

Department:

Orlando Fire Department

1.3. Timeline

Issue Date June 11, 2024

Cut-off date for Questions by

Respondent

June 28, 2024, 5:00pm mailto:tracie.brown@orlando.gov tel:(407)246-3633

Due Date and Time July 11, 2024, 2:00pm

JOIN THE VIRTUAL OPENING.

Online:

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Call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

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2. GENERAL INFORMATION

2.1. SOLICITATION INFORMATION

The City’s Procurement and Contracts Division is the official source to obtain information relating to City of Orlando procurements. It is incumbent on the Respondent to obtain current response/submittal and award information prior to and after the scheduled opening date of a solicitation. Information is updated as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a solicitation. You may obtain award and other solicitation information in a variety of ways, such as:

A. Solicitation documents are available for download from the City's e-Procurement

Portal ("Portal"):

You may access solicitation information by visiting the City’s Portal by clicking on the following link: https://procurement.opengov.com/portal/orlando

A. You may also contact the Procurement and Contracts Division at (407) 246-2291 or visit us during normal business hours, to obtain award information and other documents at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Please remember, email notification is provided as a courtesy to our Respondents, but it is the Respondent's responsibility to check with the City of Orlando’s Portal at:

https://procurement.opengov.com/portal/orlando for current solicitations and other procurement information.

We appreciate your interest in doing business with the City of Orlando.

2.2. CONTRACT TERM

It is the intent of the City to award a Contract for a one (1) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be renewed for four (4) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

2.3. SCHEDULE

The Timeline Section of this solicitation contains the scheduled calendar of events with important dates and times for this Solicitation. Dates and times are subject to change by the City’s Chief Procurement Officer (CPO) or designee, at their sole discretion. If the

Procurement and Contracts Division determines that it is necessary to change these https://procurement.opengov.com/governments/4073/portal/orlando https://procurement.opengov.com/governments/4073/portal/orlando dates or times prior to the Solicitation Due Date, the change will be announced via an addendum.

3. SUBMITTALS

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-procurement Portal by the Due Date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence. Respondents are expected to examine this solicitation, specifications, associated drawings, if any, and all instructions. Failure to do so will be at the

Respondent's risk.

Each Respondent shall furnish the information required on each response/submittal form and each accompanying sheet thereof on which an entry is made.

The following items must be completed and uploaded as part of your electronic submittal and are contained in the Vendor Questionnaire Section. Failure to complete and return required forms may result in your response being deemed non-responsive and not considered for award.

A. Pricing - All prices shall be entered online through the City's e-Procurement portal.

B. Attachment A - References. This form must be downloaded, completed, and uploaded as a part of the submittal.

C. Attachment B - Respondent's Certification Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

D. Attachment C - Contract and Acceptance Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

E. Attachment D - Conflict of Interest Disclosure Form. This form must be downloaded, completed, signed, and uploaded as a part of the submittal.

F. Attachment E - Confidential and/or Proprietary Information Exemption Form.

This form must be downloaded, completed, signed, and uploaded as a part of the submittal.

G. Attachment F - Minority/Women-Owned Business Enterprise Participation Form.

This form must be downloaded, completed, and uploaded as a part of the submittal.

H. Attachment G - Veteran Business Enterprise Participation Form. This form must be downloaded, completed, and uploaded as a part of the submittal.

I. Copy of Respondent's current W-9 is to be signed and uploaded as a part of the submittal.

J. Bid Security, if applicable.

K. Proof of insurance - If applicable, please refer to Section 5 – Insurance

Requirements

Respondents shall register on the City’s e-Procurement Portal. Once registered, Respondents may view and click "Follow" to be a Prospective Respondent for this solicitation and will appear on the Follower’s list. Respondents that fail to Follow this project will not receive automated Addenda notifications, nor will they be able to submit a response in the Portal, and therefore will be unable to participate, nor be considered for this solicitation. Respondents must click “Draft Response” to properly begin and submit a response in the Portal.

The City will accept responses to this solicitation electronically via the e-Procurement

Portal until 2:00 PM on Thursday, July 11, 2024. Responses received after the scheduled due date and time for submission will not be accepted. Responses submitted in any other format other than via the City's e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed.

Neither the City, nor the Software Administrator will be held responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, use of a malfunctioning electronic device, or the like. Respondents shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the

Respondent is using to submit a response. Failure of the Respondent to successfully submit an electronic response before the deadline indicated herein shall be at the

Respondent’s sole risk, and no relief will be given for late and/or improperly submitted response. Once file(s) have been uploaded and the Submission Status shows as

“Submitted” the submission is complete. At that point, the Respondent will also receive an email confirmation from the Portal.

Respondents may withdraw their submittal electronically via the Portal at any time prior to the scheduled due date and time for submission.

4. SCOPE OF WORK

4.1. Detailed Specifications

1. The athletic shoes shall be designed specifically for physical training activities, such as running, jumping, and weightlifting. They should provide adequate support, stability, and flexibility.

2. Athletic shoes should be available in various sizes to accommodate the range of foot sizes among the Fire Department personnel.

3. The shoes shall be made of durable materials to withstand rigorous physical activities and provide long-lasting performance.

4. Athletic shoes should feature a cushioned insole to provide comfort and reduce the risk of foot fatigue during extended periods of use.

5. Appropriate ventilation features should be present to allow breathability and minimize perspiration and odor build-up.

6. The athletic shoes shall have a lace-up or hook and loop closure system that ensures secure fit and prevents accidental tripping.

7. The Contractor shall have a variety of athletic and running shoes readily available in stock including brand names such as, but not limited to, Asics, Brooks, Reebok, New Balance, Hoka, and Nike.

8. The athletic shoes should be low-maintenance and easy to clean.

4.2. Service Requirements

A. The Contractor shall provide detailed product information including specifications, features, and sizing options for the athletic shoes.

B. Demonstration sessions may be required to allow Fire Department personnel to evaluate the athletic shoes for fit, comfort, and performance.

C. The Contractor should offer a warranty or guarantee period for the athletic shoes to ensure their quality and durability.

Maintenance and repair services should be available, including options for sole replacement, laces, and other components.

D. The contractor shall provide ongoing customer support and assistance with any issues, inquiries, or returns related to the athletic shoes.

E. The Contractor shall have the ability to provide foot evaluations and biomechanical analysis, as well as filling shoe prescriptions from a healthcare professional.

4.3. Purchase Requirements:

A. Orlando Fire Department (OFD) personnel are provided vouchers and are authorized $200.00 per year to purchase athletic shoes. If the employee exceeds the $200.00 limit, the additional amount shall be paid directly by the employee to the Contractor.

B. The City of Orlando (City) shall not be responsible for any costs over the allotted yearly amount per person.

C. OFD personnel shall provide proper identification and a voucher to purchase athletic shoes up to $200 per employee per year. The Contractor shall invoice the City, up to $200.00 per employee.

D. All invoices must show the contract number (RFQ24-0404), name of the person purchasing the shoes, the date, style, type and retail cost, less the discount and net amount.

E. The retail facility shall be within ten (10) miles of Orlando City Hall, 400 South

Orange Ave., Orlando, Florida 32801. This facility shall be in operation a minimum of four (4) hours between the hours of 7:00 a.m. to 5:00 p.m., local time

City of Orlando, Monday through Friday.

F. The MSRP and discounted price shall be reflected on the actual invoices.

5. SPECIAL TERMS AND CONDITIONS

5.1. AUTOMATED ORDER ENTRY SYSTEM

Respondents should furnish with their submittal details of any automated order entry system available for use by the City.

5.2. CONDITION AND PACKAGING

It is understood and agreed that any item offered or shipped as a result of this solicitation shall be new (current production model at the time of this solicitation, unless otherwise specified). All containers shall be suitable for storage or shipment, and all prices shall include standard commercial packaging.

5.3. AVAILABILITY OF PARTS/SERVICE FACILITIES

The City of Orlando reserves the right to consider the availability of parts and service facilities for the equipment offered. The failure of the Respondent to maintain a sufficient line of parts to service the equipment may be cause for rejection of the submittal/response.

5.4. REPORTING

The Respondent shall report sales and usage data to the City on an annual basis in MS

Excel spreadsheet format. The following data at a minimum should be reported for each item included on the Price Form that is procured during the reporting period:

• Contract name and number

• Respondent's name

• Reporting period

• Department/Division/Location name

• Order date

• Item description

• Manufacturer name

• Manufacturer part number

• Unit of measure

• Quantity

• MSRP

• Discounted Unit price

• Extended price

• Total purchase amount for the quarter

Submission of requested Reports is the responsibility of the Respondent, without prompting or notification by the City. The Respondent will submit by email the completed reports to the Purchasing Agent identified in the Contract. The City shall work with the

Respondent to develop the approved electronic format and content of the Contract Sales

Reports to be used by the Respondent.

Failure to provide reports may be grounds for default and /or cancellation of the Contract.

5.5. LOCAL REPRESENTATIVES

Your firm must be able to provide a local representative for service and technical assistance on an "as needed basis."

5.6. RECIPROCAL LOCAL PREFERENCE

In the event the lowest responsive and responsible response to any Request for

Quotation is by a Respondent whose principal place of business is in a city, county, or state which grants a preference for the procurement of such goods or services to a

Respondent whose principal place of business is in such area, then the City may award a preference to the (next) most responsive and responsible Respondent having a principal place of business in the Metropolitan Statistical Area, (i.e., Orange, Seminole, Lake and Osceola Counties). Such preference shall be equal to the preference granted by the area in which the lowest responsive and responsible Respondent has its principal place of business.

5.7. INSURANCE REQUIREMENTS

For this Bid, the following types of insurance that are checked are required. For details, please refer to Section 5.44 of the Standard Terms & Conditions.

• Commercial General Liability

• Workers Compensation and Employer's Liability

6. VENDOR QUESTIONNAIRE

The following questionnaire is to be completed by the Respondent. The Respondent warrants its response to this Solicitation to be fully disclosed and correct.

Compliance with all requirements will be solely the responsibility of the Respondent.

Failure to provide requested information may result in disqualification of response.

If a question is not applicable, so indicate by writing “N/A”

6.1. DUNS Number (Dun & Bradstreet)*

*Response required

6.2. Experience: *

Years in Business:

Maximum response length: 10 characters

*Response required

6.3. Experience: *

Years in business under this name:

Maximum response length: 10 characters

*Response required

6.4. Experience: *

Years performing this type of work:

Maximum response length: 5 characters

*Response required

6.5. Local Service Facility, If Applicable*

Name of local service center.

*Response required

6.6. Local Service Facility, If Applicable*

Address of local service center. (Please include City, County, and Zip code)

*Response required

6.7. Local Service Facility, If Applicable*

Contact Name and telephone number:

*Response required

6.8. Discount Payment Terms (if any)?*

Provide percentage (%) of discount payment terms, if applicable.

Maximum response length: 5 characters

*Response required

6.9. Discount Payment Terms if paid within ______ days after receipt of invoice, if applicable.*

Enter number of days, if discount is applicable.

Maximum response length: 10 characters

*Response required

6.10. The City of Orlando offers the option to receive payments utilizing the J.P Morgan Visa Virtual Card solution. Which payment option would your company prefer for payment of all invoices? (check one)*

☐ J.P Morgan Visa Virtual Card solution (payment within 48 hours of invoice)

☐ ACH – Automated Clearing House (net 30)

☐ Check (net 45)

*Response required

6.11. Is your company willing to serve as a secondary supplier in the event your company is not selected for primary award?*

☐ Yes

☐ No

*Response required

6.12. Recycled Content:

Please indicate the percentage _____% of recycled material contained in the supplied items, if applicable.

Maximum response length: 10 characters

6.13. Recycled Content:*

Is your product packaged/shipped in material containing recycled content?

☐ Yes

☐ No

*Response required

6.14. Recycled Content:*

Is your product recyclable after it has reached its intended end use?

☐ Yes

☐ No

6.15. Authorized Signatories

The Respondent represents that the following persons are authorized to sign responses/submittals, and/or sign contracts and related documents to which the

Respondent will be duly bound.

The City will verify all named signatories on Sunbiz.com. If the authorized person is not registered on Sunbiz.com, the Respondent should provide with their response/submittal proof of authorization.

6.15.1. Type in company's name*

The City will verify all named signatories on Sunbiz.com. If the authorized person is not registered on Sunbiz.com, the Respondent should provide with their response/submittal proof of authorization.

*Response required

6.15.2. Authorized Signatories*

Please Indicate Name or Names of Authorized Signatories.

*Response required

6.15.3. Authorized Signatories*

Please Indicate Title or Titles of Authorized Signatories.

*Response required

6.15.4. Authorized Signatories*

Please Indicate Principal or Authorized Authority.

*Response required

6.16. Required Forms

6.16.1. Addendum Receipt Verification *

Respondents must acknowledge all issued addenda by confirming below. Failure to acknowledge may result in a non-responsive response.

The failure of a Respondent to submit/confirm acknowledgment of any Addenda that affects the bid/quote price(s), is considered a major irregularity and will be cause for rejection of the Response.

The undersigned acknowledges receipt of all issued addenda:

☐ Please confirm

*Response required

6.16.2. Certification Regarding Prohibition Against Contracting with Scrutinized Companies*

I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit have been placed on the Scrutinized Companies that Boycott Israel List created pursuant to s. 215.4725 of the Florida Statutes, or are engaged in a boycott of Israel.

In addition, if this solicitation is for a contract for goods or services of one million dollars or more, I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit are on the

Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with

Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473 of the

Florida Statutes, or are engaged in business operations in Cuba or Syria as defined in said statute.

I understand and agree that the City may immediately terminate any contract resulting from this solicitation upon written notice if the undersigned entity (or any of those related entities of respondent as defined above by Florida law) are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars or more, it has been placed on the Scrutinized Companies with Activities in Sudan

List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or it is found to have been engaged in business operations in Cuba or Syria.

☐ Please confirm

*Response required

6.16.3. References Form*

Please download the document below, complete, and upload.

• Attachment_A_-_References.pdf

*Response required

6.16.4. Respondent's Certification Form*

Please download the below document, complete, sign, notarize, and upload.

• Attachment_B_-_Respondent's...

*Response required

6.16.5. Contract and Acceptance Form*

Please download the below document, complete, sign, notarize, and upload.

• Attachment_C_-_Contract_and...

*Response required

6.16.6. Conflict of Interest Disclosure Form *

Please download the document below, complete, and upload.

https://government-project.s3.us-west-2.amazonaws.com/39741/96d7b7d1-bf87-4b07-be58-d1449fd12756_Attachment_A_-_References.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4IVFOS6H6%2F20240611%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240611T190001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMr%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIBhFPRW%2FFUL65p%2BEe%2BdA7O9Mmu2AtLIvGYbpoyi1B%2Ff4AiEAllKti87%2FOBGuTP8%2FtXTcOA9X6ILSp%2B2qoDQwaivPmUYqgwUIYxACGgw4OTIzNjQ2ODc2NzIiDITuNjAYstD48OILcCrgBDTInEcBG3H6MUWhclfZ0MCNlosapJsKf28xUT6MzKWYnZTSCq6XrvDZmUTuG52vgsfC2GOOevxbDjkFt5lWZXrn2%2Bwwx9GBo3uFdiEn11MHMsdcaNI7hzVnO53PRymBZSc6JWrqk4ngrKQxJw2t0zMMsm9enXB6J00zv%2BseW%2BG3AzMiufjHo4sQZxN6EtNnxwrgOjSCzdv3IKt8ArhUlW2zZvQzK5A73Q3bPmbdf4SuZ9icVX0bmVnVn32blUqEIP916LjVYN6G%2BIIpVAnQqUaVrbvzMiAU0gos5OqerFS66jWJh8BodZQwu9XQNYvAXiG6vl3z0Ev0hj42dKrZYx6HsRJulhllOx75rGzEsPgbKybPCOOdAvtpgybJbC%2BasW%2BvSs1mKblw%2FXJV8rRhk5%2ByB7VUSrFf92DsvemKcEjRYloUJYwZ4LTPWCYA6HxDNO1cqB8EXZ%2F96Kno%2B7eeXX%2Fx2zgm2ciJRDTaEbeFTMH6b2fmCR4jix%2FyQPyvh3ZE8yO%2BqINI%2FrGia7B7VdcYAs9yR2QVB9tlmVX765g9xMB4i1oV4Ckkrk6wKF1HT%2F1a5Qjp7a91kOTV%2BonVQ%2FIzO8Ums20%2Bf%2BxCED%2FIdDrQ8VGRaOgFR8WFaO4qKT7gEXQJxLDgTL7kiyCFC7ssw%2F8Qc%2FbYRoiCHqqErY0B1lCpqJfiyIca2gGzZV6rtHa%2Fdd4nRPUYFAnB4tN9q1%2BzHDyiHbDuJBpknHatl4p2x1O4LQhTLveX0LzE%2FRqXI0UiIPVBkKCa%2FAdXv6b%2BpruvPDeBA3cfTc2rCtIBvS76eXgFbU3iMN2horMGOpsBIW3cSWfdaCh7v3kTHtyloz08aH1K%2Bdv%2FAKFiKf65tD11J%2BlYFhiVZtNKMmrT14uzBzdL8GsN50NfZSaUxmmDnNY3APS%2BPZRsGAo1zb1ehdqM5%2BFcTS4Y4PZbXhD8QJBqDFRlVtgDzamlrT5roemo5d3uixObbz%2BcbSATrJwE%2B9%2Flu%2Fx%2BmGM5gW4TIFJAXBYXd%2B1bgQpDcnlcrp0%3D&X-Amz-Signature=f0f1ed5f31cc7486c36bf846d9a7cb6039c61d324b7fba0b8115f0dfe8cd0f12&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Attachment_A_-_References.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/39741/e4e466a4-a810-426b-b87f-9c7cbece8d35_Attachment_B_-_Respondent%27s_Certification_Form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4IVFOS6H6%2F20240611%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20240611T190001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMr%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIBhFPRW%2FFUL65p%2BEe%2BdA7O9Mmu2AtLIvGYbpoyi1B%2Ff4AiEAllKti87%2FOBGuTP8%2FtXTcOA9X6ILSp%2B2qoDQwaivPmUYqgwUIYxACGgw4OTIzNjQ2ODc2NzIiDITuNjAYstD48OILcCrgBDTInEcBG3H6MUWhclfZ0MCNlosapJsKf28xUT6MzKWYnZTSCq6XrvDZmUTuG52vgsfC2GOOevxbDjkFt5lWZXrn2%2Bwwx9GBo3uFdiEn11MHMsdcaNI7hzVnO53PRymBZSc6JWrqk4ngrKQxJw2t0zMMsm9enXB6J00zv%2BseW%2BG3AzMiufjHo4sQZxN6EtNnxwrgOjSCzdv3IKt8ArhUlW2zZvQzK5A73Q3bPmbdf4SuZ9icVX0bmVnVn32blUqEIP916LjVYN6G%2BIIpVAnQqUaVrbvzMiAU0gos5OqerFS66jWJh8BodZQwu9XQNYvAXiG6vl3z0Ev0hj42dKrZYx6HsRJulhllOx75rGzEsPgbKybPCOOdAvtpgybJbC%2BasW%2BvSs1mKblw%2FXJV8rRhk5%2ByB7VUSrFf92DsvemKcEjRYloUJYwZ4LTPWCYA6HxDNO1cqB8EXZ%2F96Kno%2B7eeXX%2Fx2zgm2ciJRDTaEbeFTMH6b2fmCR4jix%2FyQPyvh3ZE8yO%2BqINI%2FrGia7B7VdcYAs9yR2QVB9tlmVX765g9xMB4i1oV4Ckkrk6wKF1HT%2F1a5Qjp7a91kOTV%2BonVQ%2FIzO8Ums20%2Bf%2BxCED%2FIdDrQ8VGRaOgFR8WFaO4qKT7gEXQJxLDgTL7kiyCFC7ssw%2F8Qc%2FbYRoiCHqqErY0B1lCpqJfiyIca2gGzZV6rtHa%2Fdd4nRPUYFAnB4tN9q1%2BzHDyiHbDuJBpknHatl4p2x1O4LQhTLveX0LzE%2FRqXI0UiIPVBkKCa%2FAdXv6b%2BpruvPDeBA3cfTc2rCtIBvS76eXgFbU3iMN2horMGOpsBIW3cSWfdaCh7v3kTHtyloz08aH1K%2Bdv%2FAKFiKf65tD11J%2BlYFhiVZtNKMmrT14uzBzdL8GsN50NfZSaUxmmDnNY3APS%2BPZRsGAo1zb1ehdqM5%2BFcTS4Y4PZbXhD8QJBqDFRlVtgDzamlrT5roemo5d3uixObbz%2BcbSATrJwE%2B9%2Flu%2Fx%2BmGM5gW4TIFJAXBYXd%2B1bgQpDcnlcrp0%3D&X-Amz-Signature=b795a68e327c99f924a5e2dc76a9f05be157b7206fa3bac32897b86ee0c06281&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Attachment_B_-_Respondent%27s_Certification_Form.pdf%22&x-id=GetObject 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• Attachment_D_-_Conflict_of_...

6.16.7. Confidential and/or Proprietary Information Exemption Form* Please download the below document, complete, and upload.

• Attachment_E_-_Conf_&_Prop_...

*Response required

6.16.8. Minority/Women Owned Business Enterprise Participation Form* Please download the document below, complete, and upload.

• Attachment_F_-_MWBE_Form_(2...

*Response required

6.16.9. Veteran Business Enterprise Participation Form*

Please download the document below, complete, and upload.

• Attachment_G_-_VBE_Form.pdf

*Response required

6.16.10. W-9 Form*

Upload signed copy of Respondent's most current W-9 .

*Response required

6.16.11. Proof of Insurance*

Upload copy of Respondent's Certificate of Insurance.

*Response required 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7. STANDARD TERMS AND CONDITIONS

7.1. COMMUNICATIONS; QUESTIONS REGARDING SPECIFICATIONS OR

SUBMITTAL PROCESS

A. All communication and contact regarding this solicitation shall be directed to the

Purchasing Agent referenced on the cover page of this solicitation.

B. To protect the integrity of the solicitation process and ensure fair consideration of all respondents, a prohibited communication period is hereby established commencing as of the time of the issuance of this solicitation and terminating upon execution of a contract (or, if the solicitation is cancelled, upon cancellation of the solicitation).

1. Except for communication with the City’s designated point of contact set forth in this solicitation or as otherwise authorized by the City’s Chief Procurement

Officer, during the prohibited communication period, the City prohibits communication regarding the solicitation by a Respondent or potential

Respondent (or on a Respondent or potential Respondent's behalf) to or with any officer, elected official (including the Mayor and City Council), department, division, office, or employee of the City, or any other person or entity providing advice to the City related to this solicitation.

2. During the prohibited communication period, all contacts and communications regarding the solicitation by a Respondent, or potential Respondent, including their agents, representatives and others on their behalf, shall be directed to the City’s Procurement and Contract Services Division in the manner provided below in this solicitation, unless otherwise authorized by the City’s

Chief Procurement Officer.

3. Prohibited contact or communications during the prohibited communication period may result in disqualification from the solicitation process, rejection of the solicitation, or termination of any resulting contract as determined by the

Chief Procurement Officer. In addition, prohibited contact or communications may also be grounds for suspension and debarment of a Respondent or potential Respondent under the City’s Procurement Code.

C. Any questions by a Respondent relative to the interpretation of specifications or the submittal process shall be addressed in writing as indicated below. In order to be answered prior to the submittal deadline, questions must be received by the

Procurement and Contracts Division ten (10) days prior to the date set for the receipt of submittals. Any interpretation made to prospective Respondent with respect to questions submitted prior to the cut-off date for questions to be answered prior to the submittal deadline will be expressed in the form of an

Addendum to the specifications which, if issued, will be conveyed to all prospective Respondents no later than five (5) days before the date set for receipt of submittals. Oral answers and written answers not answered in an

Addendum issued by the Procurements and Contracts Division will not be binding.

D. Openings shall be public, on the date and at the time specified on the

Solicitation, with the total submittal amount being read aloud. It is the

Respondents responsibility to assure that their submittal has been entered online no later than the due date and time of the opening. The Respondent's name and verification of bond submittal, if applicable, will be publicly announced aloud at the opening.

7.2. RESPONDENT QUALIFICATION

Submittals will be considered from Respondents who have adequate personnel and equipment and who are so situated as to perform prompt service or provide required goods. The City reserves the right to request information or conduct an inspection of the

Respondent's facility and equipment prior to the award of the contract.

Submittals will be considered only from Respondents which are regularly engaged in the business as described in this solicitation; with a record of performance for a reasonable period of time, which have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the service if awarded a contract under the terms and conditions herein stated.

The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well established company in line with the best business practice in the industry and as determined by the City.

7.3. ALTERATIONS/CHANGES TO PRICE FORM(S)

Respondent shall not change or otherwise alter the quantity or unit designations on the

Price Form(s). The unit price and total extensions must correspond to these designations.

Each line item will be extended as indicated (quantity x unit price). The unit price shall prevail.

7.4. ADDENDA

It is the Respondent's responsibility to contact the Procurement and Contracts Division prior to submitting a response to ascertain if any Addenda have been issued, to obtain all such Addenda, and return executed Addenda with the response, if applicable. All addenda information will be posted on the City's website

(https://procurement.opengov.com/portal/orlando). The failure of a Respondent to submit acknowledgment of any Addenda that affects the price(s), is considered a major irregularity and will be cause for rejection of the response.

7.5. UNBALANCED PRICING

As determined by the City's Chief Procurement Officer in the CPO’s discretion, the City may consider a solicitation response irregular and reject it if any of the prices are excessively unbalanced (either above or below the amount of a reasonable response) to the potential detriment of the City. The City further reserves the right to require backup documentation from the respondent if, in the Chief Procurement Officer's opinion, the prices are, or appear to be, excessively unbalanced.

7.6. WITHDRAWAL

After opening, no changes in prices or other provisions shall be permitted. Respondents may withdraw or correct a submittal prior to the stipulated date and time for the opening of the Solicitation.

7.7. SELECTION/REJECTION OF OPTIONS

The City of Orlando reserves the right to select/reject options which are submitted, based on price and other considerations as deemed to be in the best interests of the City.

7.8. IRREVOCABLE OFFER

The submission of a response shall constitute an irrevocable offer to the City by the

Respondent for a period of ninety (90) days from the date of opening to provide the goods and services set forth in this solicitation upon the terms, conditions, and provisions of this solicitation, at the pricing set forth in the submittal.

7.9. QUANTITIES

The quantities for the items listed in this solicitation are estimated annual quantities for evaluation purposes only and should not be construed as representing actual quantities to be purchased. Moreover, it is understood by all Respondents that the City is not obligated to purchase any minimum or maximum amount during the life of a contract resulting from this solicitation.

7.10. RESPONDENT'S CERTIFICATION FORM

Each Respondent shall complete the "Respondent's Certification Form” included with this

Solicitation. The form should be acknowledged before a Notary Public with notary seal affixed on the document. The failure of a Respondent to include this document with their submittal will be cause for rejection of the submittal.

7.11. SUBMITTALS

Submittals shall be submitted utilizing the form(s) provided herein. All submittals shall be properly executed with all blank spaces filled in. The signatures of all persons signing https://procurement.opengov.com/governments/portal/orlando shall be in longhand. Erasures, interlineations, or other corrections shall be authenticated by affixing in the margin immediately opposite the correction the initials of a person signing the submittal. If the unit price and the total amount provided by a Respondent for any item are not in agreement, the unit price alone shall be considered as representing the Respondent's intention, and the totals shall be corrected to conform thereto.

7.12. INSPECTION, ACCEPTANCE, AND TITLE

Inspection and acceptance will be at destination unless otherwise stipulated. Title and risk of loss or damage to all items shall be the responsibility of the Respondent.

7.13. EXCEPTIONS TO TERMS AND CONDITIONS

When completing your submittal, do not attach any forms which may contain terms and conditions that conflict with those listed in the City’s solicitation document(s). Inclusion of additional terms and conditions, such as those which may be on your company’s standard forms, may result in your submittal being declared non-responsive.

7.14. SPECIFICATIONS

A. The specifications shown in the Solicitation are intended to represent items of a quality level known to meet City’s requirements. While the City endeavors to promulgate written specifications that are accurate and nonrestrictive for submittal purposes, they may also reference an item by manufacturer’s name and model number. Respondents are cautioned that in the event of a discrepancy therein, such difference must be timely questioned in writing. Any written question must be received by the Procurement and Contracts Division at the address on the cover of this solicitation no later than ten (10) days prior to the opening.

B. If any proprietary, trade, brand, or manufacturers' name or part number is used herein in describing the required equipment or materials, it shall be understood to indicate the minimum standard of composition and quality desired, and shall not be construed to exclude equipment or goods that equals or exceeds the functional capability and quality of the named equipment. The City, in its sole discretion, shall determine whether equipment or goods are equivalent in capability and quality.

C. In cases where an item is identified by a manufacturer's name, trade name, catalog number, or reference, it is understood that the Respondent proposes to furnish the item so identified and does not propose to furnish an "EQUAL" unless the proposed "EQUAL" is definitely indicated therein by the Respondent. The reference to a name brand is intended to be descriptive but not restrictive and only to indicate to the prospective Respondent articles that will be satisfactory.

Submittals on other makes and catalogs will be considered provided each respondent clearly states in their submittal exactly what he proposes to furnish and forwards with their submittal a cut illustration or other descriptive matter which will clearly indicate the character of the article covered by their submittal.

The City hereby reserves the right to approve as an equal, or to reject as not being equal, any article the Respondent proposes to furnish which contains major or minor variations from the specification requirements but may comply substantially therewith. If no particular brand, model, or make is specified and if no data is required to be submitted with the submittal, the successful contractor after award and before manufacture or shipment may be required to submit working drawings or detailed descriptive data sufficient to enable the City to judge if such requirement of the specification is being complied with.

D. Respondents are strongly encouraged to submit equivalent equipment or materials for consideration during the question and answer period. If equivalent equipment or materials is proposed, indicate the manufacturer's name and model number for the equipment and include any literature or other explanation of the equipment's quality or performance with your submittal.

E. The equipment herein shall be new and shall be of the current production model.

If applicable, detailed equipment specifications for make and model offered shall be provided with submittal.

F. Respondents may be required, at no expense or liability to the City, to make available for test/demonstration, equipment equal in all aspects to the equipment quoted, and/or equal equipment that may be seen under operating conditions in the Central Florida area.

7.15. SILENCE OF SPECIFICATIONS

The apparent silence of these specifications or any supplemental specifications as to details or the omission from same of any detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size, and design are to be used. All workmanship shall be first quality. All interpretations of specifications shall be made upon the basis of this statement.

7.16. PRICES AND TERMS

All prices must be firm for the delivery schedule quoted herein.