Controllers,_Interface_Boards_(Bid-Discount).pdf

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City of Tampa

INVITATION TO BID (ITB) FOR

Controllers, Interface Boards (Bid-Discount)

25-P-00380

Purchasing

Missy Campagnano, Inventory Specialist

2555 E Hannah Ave

Tampa, FL 33610

Phone: (813) 622-1980

Table Of Contents

1. NOTICE

2. GENERAL CONDITIONS

3. BID PROPOSAL

4. VENDOR RESPONSES

5. ATTACHMENTS & EXHIBITS

Attachments:

A - Occupational Safety and Health Administration SDS

B - DMI-30-Form-Payment-Package-or-Final-with Invoices_SLBE

C - DMI-40-Form-LOI-Letter-of-Intent_SLBE

1. NOTICE

1.1. INVITATION TO BID

Sealed Bids for the furnishing of: BID NO. 25-P-00380, Controllers, Interface Boards (Bid-Discount) will be received by the

Director of Purchasing, City of Tampa, until 10:00 am, Thursday, October 9, 2025, then be opened.

In accordance with the Americans with Disabilities Act (“ADA”) and Section 286.26, Florida Statutes, persons with disabilities needing a reasonable accommodation to participate in these public hearings or meetings should contact the City of Tampa’s ADA Coordinator at least 48 hours prior to the proceeding. The ADA Coordinator may be contacted by phone at 813-274-3964, email at

TampaADA@tampagov.net, or by submitting an ADA - Accommodations Request online form available at https://tampagov.net/ADARequest Please note that the City of Tampa may not be able to accommodate any request received less than 48 hours before the scheduled hearing or meeting.

Questions regarding Vendor Registration, accessing bid documents or submission assistance within the OpenGov eProcurement Portal shall be emailed to procurement-support@opengov.com. Reference Bid # and name in email subject line. Questions pertaining to the

Bid document/specifications will be accepted up to six business days prior to the scheduled opening date and time and shall be submitted within the OpenGov eProcurement Portal. Per the City of Tampa’s Communication Policy during any solicitation period including any protest and/or appeal, there should be no contact with City officials or employees, other than the Analyst, the Director of

Purchasing or the Legal Department, permitted from any Bidder. Such communication shall result in an automatic disqualification for selection in the pending solicitation and any subsequent City solicitations for a period of six (6) months, no matter the outcome of the solicitation or any protest and/or appeal.

Bids shall be accepted no later than the time and date specified on the INVITATION TO BID. The Bid Opening shall be thereafter and posted to OpenGov. All bids received after the due date and time shall be rejected. Offers by mail, hand delivery or express mail, email, telephone or transmitted by facsimile (FAX) machine are not acceptable. All submittals are uploaded electronically into the OpenGov eProcurement Portal. No bid may be withdrawn or modified after the time fixed for the opening of bids.

Electronic submittals shall be uploaded in the OpenGov eProcurement Portal via link https://procurement.opengov.com/portal/cityoftampa. To ensure that an electronic submittal is received by the opening date and time, it is recommended that the Bidder submit their documents with adequate time allowed prior to the deadline. Bidder shall receive an email confirmation of their bid submittal after clicking on the "Submit" button in the

OpenGov Portal. Bidder will only receive the confirmation email after submitting both pricing on the pricing page(s) and uploading all the required submittals. If Bidder doesn’t receive an email, the Bidder should contact OpenGov support at procurement-support@opengov.com to confirm their submittal was successful. The Bidder shall be responsible for confirming that their submittal is received by the deadline. Any submittal received after the closing date and time deadline will not be considered.

1.2. BID DISCOUNT

This bid shall include a Bid Discount provision for City certified SLBEs. Bidders who are certified SLBE for the work/scope detailed herein are eligible for a bid discount. In all cases, the Bidder must be SLBE certified prior to the opening date and time of the

Invitation to bid. As proof of certification, include copies of City of Tampa SLBE certificates in the bid submittal. Details of the bid discount policy are described in the section titled GENERAL CONDITIONS of this bid.

1.3. STATEMENT OF NO BID

WE WANT YOUR FEEDBACK BECAUSE IT MATTERS TO US

The Purchasing Department’s mission is to provide the best specifications in our Invitation to Bid packages to receive maximum participation from the industry/market. Please take a few minutes to briefly explain to us why you will not be responding to the City’s

Bid by clicking "NO BID" at https://procurement.opengov.com/portal/cityoftampa/projects/200580.

1.4. INSTRUCTIONS TO BIDDER

City of Tampa bids are issued electronically via the OpenGov eProcurement Portal. Obtaining bids through OpenGov will ensure that the

Bidder will have the following capabilities: receipt of bid documents electronically, track the status of bid award activity, receive addenda, receive the results of bid awards and view plans and blueprints online electronically. Bidders who obtain specifications and plans from sources other than OpenGov are cautioned that the bid packages may be incomplete. The City will not accept incomplete bids. Contact OpenGov Support at procurement-support@opengov.com for more information.

mailto:TampaADA@tampagov.net https://tampagov.net/ADARequest mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/cityoftampa https://procurement.opengov.com/portal/cityoftampa mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/cityoftampa/projects/200580/document?section=undefined https://procurement.opengov.com/portal/cityoftampa/projects/200580 mailto:procurement-support@opengov.com

The City is not responsible for errors and omissions occurring in the transmission or downloading of any bid documents, plans, or specifications from the OpenGov eProcurement Portal. OpenGov has no affiliation with the City of Tampa other than as a service that facilitates communication and bid submittals between the City and its bidders. OpenGov is an independent entity and is not an agent or representative of the City. Communications to OpenGov does not constitute communications to the City. Contact OpenGov Support at procurement-support@opengov.com for more information.

Bidders discovering any ambiguity, conflict, discrepancy, omission, or other error in this BID, shall immediately notify the City of such error in writing and request modification or clarification of the BID within the OpenGov eProcurement Portal. Modifications will be made by issuing an addendum and will be given by written notice to all prospective Bidders who received an original BID from OpenGov

(those who are on the Plan Holders List). Addenda will be posted and disseminated by OpenGov at least five days prior to this BID opening date. The Bidder is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the BID prior to submitting the bid or it shall be deemed waived.

Bid tabulations (results) will be posted in the OpenGov eProcurement Portal and made available to bidders after the scheduled public opening of the sealed bids.

The bid documents contain a General Conditions Section and may, in most cases, contain a Technical Specification Section. General

Conditions contain general requirements and Technical Specifications detail the scope of the goods and/or services requested. The

Technical Specifications shall always govern whenever there appears to be a conflict. Bid prices shall always be submitted electronically via OpenGov.

The Bidder shall comply with the applicable requirements of Federal and state laws, all Codes and Ordinances of the City of Tampa as amended from time to time and any applicable professional regulations.

The Bidder is expected to carefully examine the entire bid package, including but not limited to all the provisions, terms, and conditions. Failure to do so will be at the Bidder’s risk.

2. GENERAL CONDITIONS

2.1. SCOPE AND CLASSIFICATION

1. SCOPE. This specification describes Controllers, Interface Boards (Bid-Discount) for use by Purchasing Department of the City of Tampa.

2. CLASSIFICATION. The classification shall be as contained in the technical portion of this specification listed herein below.

2.2. QUALITY ASSURANCE PROVISIONS

1. TEST AND INSPECTION. It shall be the Vendor's responsibility to perform all of the tests and inspections required by this specification, unless otherwise stated in the award. The City of Tampa Representative reserves the right to perform any of the tests and inspection requirements where said tests and inspections are needed to further determine compliance with this specification.

2. QUALITY AND QUALITY CONTROL. A system of test and inspection shall be used to ensure receipt of the quality and quantity of material(s)/service(s) purchased. Material(s)/service(s) will be promptly inspected and any discrepancies from the purchase order and/or the supplier's invoice shall be reported immediately to the Director of Purchasing.

2.3. AWARDEE LIABILITY

1. WARRANTY. It shall be the Vendor’s responsibility to submit at the time of shipment the original manufacturer’s warranty for the materials supplied. Vendors shall submit, in writing, a detailed explanation of the procedure(s) that they will follow to accomplish the replacement, with their bid. Replacement shall be finalized within NO VALUE working days of reporting the defect.

2. GUARANTEE. The material(s) supplied shall be guaranteed to be free from defects of composition, conception, and workmanship for a minimum period of NO VALUE days from the date of acceptance by the City Representative. Any parts or portions found not in accordance with this specification will be rejected by the City Representative and returned to the

Vendor at the Vendor’s expense for immediate replacement.

mailto:procurement-support@opengov.com

3. NEXT LOW BIDDER. In the event of default by the Vendor, the City of Tampa reserves the right to utilize the next lowest

Bidder as the new Awardee. In the event of this occurrence, the next lowest Bidder, if it wishes the award, shall be required to provide the bid items at the prices as contained on its bid pricing through OpenGov for this specification.

2.4. AUTHORIZATION

All orders shall be placed via City of Tampa Purchase Orders, or as releases against a City of Tampa “Open” Purchase

Order. OFFICIAL AWARD WILL BE MADE BY CITY OF TAMPA PURCHASE ORDER ONLY. As relating to the Government

Purchasing Council of Hillsborough County, any member may place orders as dictated by their individual entity’s preference.

2.5. FURNISHING BID ITEMS

Award items are to be furnished on an "as needed, when needed basis" during the life of the award.

2.6. DELIVERY

Materials ordered shall be delivered within 14 Calendar days ARO (After Receipt of Order). Failure to do same shall be considered breach of award or default, and the City of Tampa shall utilize its options as stated within this specification.

2.7. BACKORDERS

Any backordered materials shall be made available to the City within 14 calendar days of the time of backorder (original date of receipt). If the backorder cannot be filled within the time frame of this section, then the City of Tampa Representative is to be notified, in writing, thus permitting the City to obtain the required materials and/or exercise its options.

2.8. QUALITY

The materials to be furnished shall be currently in production and shall be of the manufacturer’s standard or better quality.

2.9. QUANTITIES

The City shall not be required to purchase any minimum or maximum quantities during the term of any award resulting from this specification.

2.10. BRAND INDICATION

Where same is applicable, all Bidders shall clearly indicate manufacturer/trade name and identifying number in the space provided within the OpenGov pricing page(s) for this invitation to bid.

2.11. ALTERNATE BIDS

Bidder shall, as to each item, submit only one bid for the specified product/service. The offer of an alternate product/service for any item shall, for the purpose of evaluation of bids, be construed as a refusal to bid on the product/service specified. The determination as to whether any alternate product/service bid is or is not equal to the product/service specified as a standard shall be made by the City, and such determination shall be final and binding upon all Bidders.

2.12. PENALTIES

The City of Tampa reserves the right to increase or decrease quantities shown without penalty.

2.13. ADDITION/DELETION

The City of Tampa reserves the right to add to or delete any item from this bid or resulting award when deemed to be in the best interest of the City of Tampa.

2.14. PACKAGING

Only materials that are packaged in the original factory fresh packaging shall be accepted. No materials that have been re-packaged or that are in adulterated or damaged packages shall be accepted at the receiving location, nor shall after-market materials be accepted at the receiving location. Any attempt by the Awardee to furnish the City of Tampa with other than first quality materials shall constitute default as outlined in this specification.

2.15. SAMPLES

When required, samples shall be labeled with the Bidder’s name and item number and shall be furnished free of charge. Samples not destroyed will be returned upon request at the Bidder’s expense within ten days following the opening of bids. Samples of brand(s) being bid may be requested after the bid opening date and time, in order to allow the City of Tampa to make a fair relative evaluation of brand(s) being bid.

2.16. SUBSTITUTION

Vendor shall not substitute items for like items without the approval of the City Representative. Any violation of such procedures may result in a possible award cancellation. All approved substitutes shall be annotated as such on the Awardee's shipping document(s).

2.17. BID PRICES

Bid prices shall be firm and shall not be amended after the date and time of the bid opening. Any attempt by the Awardee to amend said bid prices shall constitute default as outlined in this specification.

Prices quoted shall include all shipping costs, shipped F.O.B. Tampa, Florida or to the facility location specified by the requestor or the purchase order.

All taxes of any kind and character payable on account of the work done and materials furnished under the award shall be paid by the

Awardee and shall be deemed to have been included in the bid. The Laws of the State of Florida provide that sales tax and use taxes are payable by the Awardee upon the tangible personal property incorporated in the work and such taxes shall be paid by the Awardee and shall be deemed to have been included in the bid. The City is exempt from all state and federal sales, use, transportation, and excise taxes.

Award prices include all royalties and costs arising from patents, trademarks, and copyrights in any way involved in the work. Whenever the Awardee is required or desires to use any design, device, material or process covered by letters of patent or copyright, the Awardee shall indemnify, defend and save harmless the City, its officers, agents and employees from any and all claims for infringement by reason of the use of any such patented design, tool, material, equipment, or process, to be performed under the contract, and shall indemnify the said City, its officers, agents, and employees for any costs, expenses and damages which may be incurred by reason of any infringement at any time during the prosecution or after the completion of the work. The duty to defend under this paragraph is independent and separate from the duty to indemnify, and the duty to defend exists regardless of any ultimate liability of the Awardee, the City, and any indemnified party. This provision shall survive the termination of this award and shall continue in full force and effect so long as the possibility of any liability, claim or loss exists, unless otherwise prohibited by law.

2.18. BID EVALUATION

The evaluation of bids and the determination as to equality of material(s)/service(s) offered shall be the responsibility of the City of

Tampa and will be based on information furnished by the Bidder.

2.19. ERROR IN BID CALCULATIONS

In the event there shall be a discrepancy between the stated total bid and the corrected sum of the correct multiplication of the stated unit price and the quantity specified, the corrected sum shall be considered the bid price. Unit price prevails.

2.20. BASIS OF AWARD

The City of Tampa reserves the right to award this bid by division(s) or aggregate total, in whole or in part. To be considered lowest responsive, responsible Bidder by aggregate, the Bidder shall have to bid on all items within the division(s). If award by aggregate total is not feasible, division/line-item award will prevail.

Award Criteria/Responsibility. The award will be made to the lowest responsive, responsible Bidder. To determine the responsibility of the monetary Bidder, the City may request and review documentation relative to the ability of the Bidder to satisfactorily perform the work specified in a first class manner as well as documentation of its experience; the financial condition of the Bidder from a current financial report and the Bidder's credit rating; whether the Bidder has ever been declared in default of an award; the Bidder's insurability, eligibility for bonding; and any/all pertinent information deemed necessary to determine said responsibility.

Prior to award resulting from this solicitation, the successful bidder shall be registered to transact business in the State of Florida and shall furnish the City with proof of registration within ten days of the notice to do so by the City. Failure to promptly submit this evidence of qualification to transact business in the State of Florida may be a basis for rejection of the bid.

Any Bidder who is owing to the City of Tampa upon any debt, contract, or other obligation to the City, or who is a defaulter as a surety or otherwise, will not be eligible for consideration for contract award regarding this solicitation.

An award will be made, if at all, within 120 days after opening of the bids.

If applicable, the selected Bidder will be required to execute an agreement in the form attached hereto with content acceptable to the

City.

2.21. COMMUNICATION POLICY

During any solicitation period including any protest and/or appeal, no contact with City officials or employees, other than with the analyst, the Director of Purchasing or the Legal Department, is permitted from any proposer/bidder. Such communication shall result in an automatic disqualification for selection in the pending solicitation and any subsequent City solicitations for a period of six (6) months, no matter the outcome of the solicitation or any protest and/or appeal.

2.22. AWARD PERIOD AND RENEWAL

The award period shall be for a one (1) year period from the effective date of the award, and may, by mutual written agreement, be renewed at the same terms and conditions for two (2) additional one (1) year periods.

1. SUPPLEMENTAL UNILATERAL RENEWAL PERIODS. The City, through its Director of Purchasing, has the option and reserves the right to unilaterally extend the original contract term or any renewal term for up to three (3) additional thirty (30) day periods, at the same terms and conditions. Notice of the City’s intent to renew shall be provided by the City in writing to the Awardee prior to the expiration of the contract, or the renewal period if the contract has been previously renewed.

2.23. NON-APPROPRIATION OF FUNDS

In the event no funds or insufficient funds are appropriated for expenditures under this award, the City will notify the Awardee in writing of such occurrence and the award shall terminate without penalty or expense to the City on the last day of the fiscal year in which sufficient funds have been appropriated.

2.24. PRICE ESCALATION/DE-ESCALATION

The City of Tampa will allow a price escalation/de-escalation provision within this award.

The original bid prices shall be firm for a 1-year minimum period. A price escalation/de-escalation will be allowed 1 year after the beginning of the award period and at 1-year intervals, thereafter, provided the Awardee notifies the City of Tampa, in writing, of the pending price escalation/de-escalation a minimum of 60 days prior to the effective date of the price escalation/de-escalation. The price escalation percentage change shall not exceed the previous 1-year’s percentage change of the Consumer Price Index for All Urban

Consumers (CPI-U) published by the U.S. Department of Labor’s Bureau of Labor Statistics.

Failure to comply with these instructions shall be grounds for disallowance of a price escalation as allowed herein.

If, at the point of exercising the price escalation provision, market media indicators show that the prices have decreased, and that the

Awardee has not passed the decrease on to the City of Tampa, the City reserves the right to place the Awardee in default, cancel the award, and remove the Awardee from the City of Tampa Bidders List for a period of time deemed suitable by the City. In the event of this occurrence, the City of Tampa further reserves the right to utilize any and/or all options as stated herein.

Notwithstanding the aforementioned, for increases in pricing that exceed the limits as set forth above, through no fault of the Awardee, will be handled by the City on a case-by-case basis. Vendor shall provide documentation as requested by the City to justify the increases in price. The City, in its sole discretion, will determine whether or not to accept the requested increases in prices.

2.25. PERFORMANCE

Vendor may be required to furnish evidence in writing that he or she maintains a permanent place of business and has adequate equipment, finances, personnel, and inventory to furnish the items offered satisfactorily and expeditiously and can provide necessary services.

2.26. PROOF OF DISTRIBUTORSHIP

When requested, it shall be the responsibility of the Bidder(s) to furnish with their bid(s) a letter stating that said Bidder is a factory authorized distributor for the Greater Tampa area for the items for which said Bidder has submitted their bid.

2.27. INSPECTION

The City of Tampa reserves the right to inspect the Bidder's place of business and equipment prior to awarding any solicitation to determine the responsibility of said Bidder to perform or provide the requirements of the bid request.

2.28. AWARD CHANGES

No changes, over the award period, shall be permitted unless prior written approval is given by the Director of Purchasing, and where applicable, an amendment to the Agreement is executed by the City and Contractor and approved by resolution of the City Council of the City of Tampa.

2.29. ASSIGNMENT

To the extent permitted by applicable law, this award, and all rights or obligations hereunder, is not assignable, in whole or in part, by operation of law, acquisition of assets, merger, consolidation, dissolution or otherwise without the advance written approval of the other party to this award. Any attempted assignment of this award by a party without the advance written approval of the other party shall be invalid and unenforceable against the other party. Any approved assignment of this award by the Vendor will not relieve the

Vendor from the performance of its duties, covenants, agreements, obligations, and undertakings under this award, unless the assignment expressly provides otherwise. No assignment by the Vendor shall be effective unless the assignee confirms in writing to the

City that the assignee accepts and shall comply with all of the duties, responsibilities, and obligations of the Awardee.

Notwithstanding the foregoing, the City may assign its rights under this award (without the Awardee's consent or approval) to a governmental successor of the City. An assignment by the City of its rights under this award to a governmental successor of the City will relieve the City from the performance of its duties, covenants, agreements, and obligations under this award after the effective date of the assignment. However, the City shall continue to be liable for the obligations it incurred under this award prior to the effective date of the assignment. Action by the City in awarding a bid to a bidder, which has disclosed its intent to assign or subcontract in its response to the ITB, without exception shall constitute approval for purposes of this award.

2.30. DEFAULT/RE-AWARD

Any award or contract resulting from this specification may be cancelled by the Director of Purchasing in whole or in part by written notice of default to the Vendor upon non-performance or violation of award terms, including the failure of the Vendor to deliver materials or services within the time stipulated in this specification, unless extended in writing by the Director of Purchasing. In the event an award is cancelled because of the default of the Vendor, the Director of Purchasing may: (i) purchase the materials or services specified in this specification on the open market; or (ii) make an award to the next lowest bidder and establish the period of such award, provided such period is no longer than the award period set forth in this specification.

2.31. CANCELLATION

When deemed to be in the best interest of the City of Tampa, any awards resulting from this specification may be cancelled by the following means:

1. 10-day written notice with cause; or

2. 30-day written notice without cause.

2.32. REJECTION

The City of Tampa reserves the right to cancel, reject any and/or all bids, or to waive any irregularities and accept that bid which is the lowest and best.

2.33. GOVERNMENT PURCHASING COUNCIL

Hillsborough County Government Purchasing Council (“GPC”) members may, at their discretion or option, utilize this bid as they require. Estimated quantities for Hillsborough County GPC members have not been included in the Bid Response form. Purchases by these entities may increase the value of the award. A list of the members of the GPC is contained within this bid document.

Any Hillsborough County GPC member which avails itself of this award will establish its own contract, place its own orders, issue its own purchase orders, and issue its own exemption certificates as required by the Bidder. It is understood and agreed that the City of

Tampa is not a legally bound party to any contractual agreement made between any other governmental entity and the Bidder as a result of this Bid.

GPC LISTING

City of Plant City

Purchasing Manager

Drawer C

Plant City, FL 33563 813-659-4270 - Telephone 813-659-4216 - Fax

Hillsborough Community College

39 Columbia Drive

Tampa, FL 33606

813-253-7060 – Telephone

813-253-7561 – Fax

Tampa Sports Authority

4201 N. Dale Mabry Highway

Tampa, FL 33607

813-673-4300 – Telephone

813-673-4312 – Fax

City of Temple Terrace

P.O. Box 16930

Temple Terrace, FL 33687

813-506-6420 – Telephone

813-989-7185 – Fax

Hillsborough County Board of County

Commissioners

601 E. Kennedy Blvd., 25th Floor

Tampa, FL 33601

Phone: (813) 272-5790

FAX: (813) 272-6290

procurementservices@hillsboroughcounty.org

Tax Collector

601 E. Kennedy Blvd., 14th Floor

Tampa, FL 33602

Phone: (813) 307-6222

FAX: (813) 307-6521

www.hillstax.org

Clerk of Circuit Court

601 E. Kennedy Blvd.-13th Floor

P.O. Box 1110

Tampa, FL 33601

Phone: (813) 276-8100 Ext.7721

FAX: (813) 272-5521

www.hillsclerk.com

Hillsborough Co. Sheriff’s Office

P.O. Box 3371

Tampa, FL 33601

813-247-8032 – Telephone

813-242-1825 – Fax

The Children's Board of Hills. County

1002 E. Palm Avenue

Tampa, FL 33605

Phone: (813) 229-2884

FAX: (813) 228-8122

www.childrensboard.org

Tampa-Hillsborough County

Expressway Authority

1104 East Twiggs St. Suite #300

Tampa, Florida 33602

813-272-6740 – Telephone

813-276-2492 – Fax

State Attorney’s Office

800 E. Kennedy Blvd., 5th Floor

Tampa, FL 33602

813-272-5400 – Telephone

813-272-7014 – Fax

University of South Florida

Purchasing Services

4202 E Fowler Ave SVC-1072

Tampa, FL 33620

813-971-3340 – Telephone http://www.hillsclerk.com/

Hillsborough Area Regional Transit

Authority

4305 E. 21st Street

Tampa, FL 33605

813-623-5835 – Telephone

813-664-1119 – Fax

Tampa Port Authority

P.O. Box 2192

Tampa, FL 33601

813-905-5164 – Telephone

813-905-5109 – Fax

Property Appraiser

601 E. Kennedy Blvd., 16th Floor

Tampa, FL 33602

Phone: (813) 272-6100

FAX: (813) 272-5519

www.hcpafl.org

Hillsborough Co. Aviation Authority

P. O. Box 22287

Tampa International Airport

Tampa, FL 33622-2287

Phone: (813) 870-8730

FAX: (813) 875-6670

www.tampaairport.com

Supervisor of Elections

601 E. Kennedy Blvd., 16th Floor

Tampa, FL 33602

Phone: (813) 276-8274

FAX: (813) 272-7043

www.votehillsborough.org

Tampa Palms Community Dev. Dist.

16311 Tampa Palms Blvd W

Tampa, FL 33647

Phone: (813) 977-3933

Fax: (813) 977-6571 www.tpoa.net

Hillsborough County School Board

P. O. Box 3408

Tampa, FL 33601-3408

Phone: (813) 272-4329

FAX: (813) 272-4007

www.sdhc.k12.fl.us

City of Tampa Housing Auth.

1514 Union Street

Tampa, FL 33607

813-253-0551 – Telephone

813-4522 – Fax

2.34. USE OF CONTRACT BY OTHER GOVERNMENTAL AGENCIES

Unless otherwise stipulated by the Bidder in its bid response, the Bidder agrees to make available to all government agencies, departments, and municipalities the proposed prices submitted in accordance with the terms and conditions of this Solicitation

Document, should any governmental entity desire to buy under the award resulting from this Solicitation Document.

Any other governmental agency, department, or municipality which avails itself of this award will establish its own contract, place its own orders, issue its own purchase orders, and issue its own exemption certificates as required by the Bidder. It is understood and agreed that the City of Tampa is not a legally bound party to any contractual agreement made between any other governmental entity and the Bidder as a result of this Bid.

2.35. USE OF STATE CONTRACT, GPC, OR COOPERATIVE PURCHASING BIDS

The City of Tampa reserves the right to utilize applicable State of Florida Contracts, GPC Bids, or those contracts of any other federal, state, or local governmental entity under the terms of a bid submitted to such entity, provided that such contract is procured in compliance with the procuring entity's law, bylaws, regulations, or ordinances regarding competitive solicitation, which must provide for full and open competition for any items covered by this specification when the use of same is in the best interest of the City of Tampa.

2.36. CONVICTED VENDOR LIST (PUBLIC ENTITY CRIME)

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on an award to provide any goods or services to a public entity, may not submit a bid on an award/contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 for Category Two for a period of 36 months from the date of being placed on the convicted vendor list. [See section 287.133 (2)(a), Florida Statutes]

2.37. FLORIDA PUBLIC RECORDS LAW

In accordance with Chapter 119 of the Florida Statutes, and, except as may be provided by Chapter 119 of the Florida Statutes and other applicable State and Federal Laws, all Bidders should be aware that the Bid and the responses thereto are in the public domain and are available for public inspection and copying. Bidder is required to acknowledge whether or not they are asserting that certain information in its bid is confidential and/or proprietary and/or exempt from public disclosure. If the Bidder is asserting that certain information in its bid submittal is confidential and/or proprietary and/or exempt from public disclosure, then the Bidder is required to do the following:

1. identify, with specificity, the information which the Bidder asserts is confidential and/or proprietary and/or exempt from public disclosure,

2. place such information in a separate file labeled “REDACTED, EXEMPT FROM PUBLIC DISCLOSURE” this uploaded document must be separate from the Bidder's other bid documents,

3. specifically cite the applicable Florida Statute(s) that exempts such information from public disclosure - such citation must be placed within the redacted file. The “REDACTED” file that contains the Bidder's confidential/proprietary/exempt information must be submitted with the Bidder's other bid documents. Bidder is advised that failure to follow the aforementioned instructions may result in Bidder's alleged confidential/proprietary/exempt information being disclosed to the public. This will be the Bidder’s “REDACTED” copy. All submittals received in response to this solicitation will become the property of the City of Tampa and will not be returned. In the event of an award, all documentation produced as part of the bid will become the exclusive property of the City.*

Be aware that the designation of an item as exempt from public disclosure by a Bidder may be challenged in court by any person or entity. By designation of material in your Bid submittal as exempt from public disclosure, Bidder agrees to defend the City of Tampa

(and its employees, agents and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to Bidder’s designation of material as exempt from public disclosure and to hold harmless the City of Tampa (and its employees, agents and elected and appointed officials) for any award to a plaintiff for damages, costs and attorneys’ fees, and for costs and attorneys’ fees incurred by the City by reason of any claim or action related to your designation of material as exempt from public disclosure.

*Note: The City will not accept Bid submittals when the entire submittal is labeled as exempt from public disclosure. Bidder’s References and Cost or Price information will be deemed a public record, and if a claim of confidentiality/proprietary information is made, the City may deem the Bid submittal as “non-responsive”.

1. In accordance with section 119.071(1)(b)2, Florida Statutes, sealed bids, proposals, or replies received by the City of

Tampa pursuant to a competitive solicitation are exempt from section 119.07(1), Florida Statutes and section 24(a), Art. I of the State Constitution until such time as the City of Tampa provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier.

2. In accordance with section 119.071(1)(b)3, Florida Statutes, if the City of Tampa rejects all bids, proposals, or replies submitted in response to a competitive solicitation and the City of Tampa concurrently provides notice of its intent to reissue the competitive solicitation, the rejected bids, proposals, or replies remain exempt from section 119.07(1), Florida Statutes and section 24(a), Art. I of the State Constitution until such time as the City of Tampa provides notice of an intended decision concerning the reissued competitive solicitation or until the City of Tampa withdraws the reissued competitive solicitation. A bid, proposal, or reply is not exempt for longer than 12 months after the initial City of Tampa notice rejecting all bids, proposals, or replies.

3. The City of Tampa is a public agency subject to Chapter 119, Florida Statutes. In accordance with Florida Statutes, 119.0701, Awardee agrees to comply with Florida’s Public Records Law, including the following:

A. Awardee shall keep and maintain public records required by the City to perform the services;

B. Upon request from the City, Awardee shall provide the City with copies of the requested records, having redacted records in total or in part that are exempt from disclosure by law or allow the records to be inspected or copied within a reasonable time (with provision of a copy of such records to the City) on the same terms and conditions that the City would provide the records and at a cost that does not exceed that provided in Chapter 119, Florida Statutes, or as otherwise provided by law;

C. Ensure that public records, in part or in total that are exempt or that are confidential and exempt from public record requirements are not disclosed except as authorized by law for the duration of the contract term and following completion

(or early termination) of the contract if the Contractor does not transfer the records to the City;

D. Upon completion (or earlier termination) of the award, Awardee shall within 30 days after such event either transfer to the City, at no cost, all public records in possession of the Awardee or keep and maintain the public records in compliance with Chapter 119, Florida Statutes. If Awardee transfers all public records to the City upon completion (or earlier termination) of the award, Awardee shall destroy any duplicate records that are exempt or confidential and exempt from public records disclosure requirements. If Awardee keeps and maintains public records upon completion (or earlier termination) of the award, Awardee shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City in a format that is compatible with the information technology systems of the agency.

E. The failure of Awardee to comply with Chapter 119, Florida Statutes, and/or the provisions set forth above shall be grounds for immediate unilateral termination of the contract by the City; the City shall also have the option to withhold compensation due Awardee until records are received as provided herein.

F. IF THE AWARDEE HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES TO THE AWARDEE’S DUTY TO

PROVIDE PUBLIC RECORDS RELATING TO THIS AWARD, CONTACT THE

CUSTODIAN OF PUBLIC RECORDS AT 813/274-8351, AND MAILING

ADDRESS OF PURCHASING DEPARTMENT, HANNA CITY CENTER

BUILDING, 2ND FLOOR, 2555 E. HANNA AVE, TAMPA, FL 33610.

2.38. PROCUREMENT PROTEST PROCEDURES

A protest must be filed with the Director of the soliciting Department within five (5) business days of posting the City’s intent to award and may be filed by an actual bidder, who is allegedly aggrieved in connection with the issuance of a bid solicitation or pending award of any award in any competitive process utilized by the City of Tampa for procurements of supplies, materials or services and construction of public improvements and has standing to protest under Florida Law. Any protest must be filed in accordance with the

City of Tampa Code, Chapter 2, Article V, Division 3, Purchases and Contracts, Section 2-282, Procurement Protest Procedures. Protests not complying with the provisions of this Section shall not be reviewed.

All dates and times specified in the Protest Procedures in Section 2-282 are calculated as city business days. A City business day shall mean 8:00 am to 5:00 pm Monday through Friday, with the exception of city holidays. In all instances any document required to be transmitted by a certain date must be received in the required office by 4:30 pm. An envelope which is postmarked by the required date is not sufficient. Transmittal by fax, email or other electronic means may be accepted. However, it shall be the responsibility of the party transmitting the document(s) to ensure that the document(s) were received, and the transmitting party shall bear any risk of interruption or failure in the electronic transmission.

2.39. LAWS, CODES, AND ORDINANCES

Awardee shall comply with all Federal, State, County and City laws, rules, and regulations as applicable to this bid.

2.40. AUDIT RIGHTS

Vendor agrees that the City representative shall have access to, and the right to audit, examine, or reproduce, the financial books and records of Awardee related to Awardee’s performance under the award. Vendor shall retain all such records for a minimum period of six (6) years from the date of termination of the award, including any renewal or extension hereof, or for such longer period of time as required by federal or state law, and shall be extended until the completion of any audit in progress. Vendor must keep all financial records in a manner consistent with generally accepted accounting principles. Vendor must provide access during normal business hours to the requested records no later than ten (10) calendar days after the written request by the City or its authorized representative. If any audit reveals any material deviation from the award requirements, any misrepresentations or any overcharges to the City, the City will be entitled to recover damages, as well as the cost of the audit. Any adjustments or payments which must be made as a result of any such audit or inspection of the Vendor’s invoices or records must be made within a reasonable amount of time, but in no event may the time exceed ninety (90) calendar days, from presentation of the City’s audit findings to the Awardee. Awardee shall include this right to audit section in any subcontractor agreements entered into in connection with this award.

2.41. CITY OF TAMPA ETHICS CODE

Bidder shall comply with all applicable governmental and city rules and regulations including the City's Ethics Code which is available on the City's website. (City of Tampa Code, Chapter 2, Article VIII. - Section 2-522).

Moreover, each Bidder responding to this Invitation to Bid acknowledges and understands that the City's Charter and Ethics Code prohibit any City employee from receiving any substantial benefit or profit out of any award or obligation entered into with the City, or from having any direct or indirect financial interest in effecting any such award or obligation. Awardee shall ensure that no City employee receives any such benefit or interest as a result of the award of this Invitation to Bid. (City of Tampa Code, Chapter 2, Article

VIII. - Section 2-514(d)).

Please note that the City's Ethics Code may be accessed on the Internet by utilizing the website link http://www.tampagov.net/human-resources/info/lobbyist-information or can be found in the City of Tampa’s municipal codes published online by the Municipal Code Corporation at the website link https://www.municode.com/library/fl/tampa/codes/code_of_ordinances. Printed copies of the Ethics Code can also be obtained from the City Clerk's Office for a fee of $0.15 cents a page.

2.42. SCRUTINIZED COMPANIES

Section 287.135, Florida Statutes prohibits agencies from contracting with companies for goods or services of any amount that are:

1. On the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes or are engaged in a boycott of Israel, and

2. With companies for goods or services of $1 million or more, that are on either the Scrutinized Companies with Activities in

Sudan List, or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies with Activities in Iran Terrorism Sectors List created pursuant to section 215.473, Florida Statutes or are engaged in business operations in Cuba or Syria.

A company that is on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel may not bid on or enter into a contract or renew a contract with an agency or local government entity for goods or services of any amount.

A company that is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran

Petroleum Energy Sector List or the Scrutinized Companies with Activities in Iran Terrorism Sectors List or is engaged in business operations in Cuba or Syria may not bid on or enter into a contract or renew a contract with an agency or local government entity for goods or services of $1 million or more.

Notwithstanding the aforementioned, the City may on a case-by-case basis permit a company on the Scrutinized Companies with

Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized

Companies with Activities in Iran Terrorism Sectors List, the Scrutinized Companies that Boycott Israel List, or are engaged in business operations in Cuba or Syria to be eligible for, bid on, or enter into or renew a contract for goods or services if the conditions set forth in

Section 287.135(4) of the Florida Statutes are met.

If the City determines the Bidder submitted a false certification under Section 287.135(5) of the Florida Statutes upon submission of a bid or proposal, entering into a contract, on contract renewal, or if the Awardee has been placed on the Scrutinized Companies with

Activities in the Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List or the Scrutinized

Companies with Activities in Iran Terrorism Sectors List, or is on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel or is engaged in business operations in Cuba or Syria, the City shall either terminate the award/contract after it has given the Awardee notice and an opportunity to demonstrate the City’s determination of false certification was in error pursuant to

Section 287.135(5)(a) of the Florida Statutes.

2.43. AWARD LITIGATION/LEGAL PROCEEDINGS

Bidder shall identify any conditions (i.e., bankruptcy, pending and/or existing litigation, planned office closures, impending merger/acquisition) that may impede the Bidder’s ability to perform the services set forth in this Bid. Bidder shall provide in detail information on the nature and magnitude of any litigation or proceeding whereby, currently or during the past five (5) years, a court or http://www.tampagov.net/human-resources/info/lobbyist-information https://www.municode.com/library/fl/tampa/codes/code_of_ordinances any administrative agency has ruled against the company in any matter related to the professional activities of the company. This shall include any class actions wherein your company was named, industry investigations by Attorneys General, in addition to individual cases.

Bidder shall identify any pending lawsuits, past litigation relevant to subject matter of this Bid or litigation involving any unauthorized release of client confidential information, providing a statement of any litigation, or pending lawsuits that have been filed against the

Bidder’s company currently or within the last five (5) years. If an action has been filed, state and describe the litigation or lawsuit filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or lawsuit has been filed against the company, provide a statement to that effect.

Bidder shall provide information concerning any current or past bankruptcy proceedings currently or within the last five (5) years for any voluntary or involuntary declarations of bankruptcy concerning the company, partner or subsidiary, subcontractors, or any corporate officer with details of such proceedings.

Bidder must also provide information as to whether the Bidder or an affiliate of the Bidder is currently or has in the last five (5) years ever pledged any interest in all or any portion of any current or future payment as collateral, including for example as part of an accounts receivable factoring program. If yes, please provide information identifying the type of arrangement, date of the arrangement, and name of the party to whom the interest was pledged.

2.44. MINIMUM WAGE AMENDMENT

Vendor shall comply with the minimum wage requirements as required in Article X, Section 24, Constitution of the State of Florida.

The rate of wages for all persons employed by the Vendor on the work covered shall not be less than the rate of wages required by the

Fair Labor Standards Act (Public Law 104-188).

2.45. AWARDEE BACKGROUND CHECKS

When assigning employees to work on City property, the Awardee shall check the backgrounds of each employee and notify the City’s

Employment Services Manager prior to assignment if candidates fall into one or more of the following categories:

• Unable to pass 8 Panel Drug Screen

• Has a felony or misdemeanor conviction involving violence, weapons, or crimes against a public official

• Is a former City of Tampa employee

2.46. DATA COLLECTION

Pursuant to Section 119.071(5)(a), Florida Statutes, social security numbers collected from bidders are used for identification, verification, and tax reporting purposes.

2.47. INVOICING

Vendor shall furnish the City Representative complete itemized invoices for the goods purchased/services performed. Invoices are to reflect the prices stipulated on the purchase order and as outlined in this bid document and prices quoted on OpenGov. The City will not accept an aggregate invoice. As part of the award process, the City may request a sample invoice. Invoices shall contain, but not be limited to the following information:

• Invoice number;

• Company Name;

• Purchase order number;

• Location and dates of delivery or service;

• Cost of goods/services as stated on Bid pricing in OpenGov and extended price to reflect total cost.

At the time of submission of its invoices, the Awardee shall submit to the CITY a report on Form DMI-30, “DMI-Payments” of all sub-contractor contract amounts and payments along with any other completed reports or forms as may be required by the CITY. In the event the Awardee uses any SLBE sub-contractors, the Awardee shall provide form DMI-40 “Letter of Intent” (LOI) for all SLBE sub-contractors the Awardee intends to utilize.

• Form DMI-30 DMI Sub-(Contractors/Consultant/Suppliers) Payments

• Form DMI-40 Letter of Intent (LOI)

2.48. SUB-CONTRACTING SUBMITTALS

No…