doral Fire_Alarm_Monitoring__Maintenance__Inspection__and_Repairs_at_City_Facilities.pdf

2026-18

CITY OF DORAL

INVITATION TO BID (ITB) No. 2026-18

Fire Alarm Monitoring, Maintenance, Inspection, and Repairs at City Facilities

NOTICE IS HEREBY GIVEN that the City of Doral is soliciting Invitation to Bid from qualified contractors to submit their solicitation response for Fire Alarm Monitoring, Maintenance, Inspection, and Repairs at City Facilities

Solicitation documents, addenda, and notices for this Solicitation can be viewed and downloaded through OpenGov Interested parties must register with OpenGov to receive automatic notifications of addenda or notices related to this Solicitation.

Electronic responses will only be received online via OpenGov.

Issuance/Advertisement Date June 5, 2026

Pre-Bid Conference (Mandatory) June 18, 2026, 9:00am

City of Doral- Government Center 8401 NW 53rd Terr.,3rd floor training room Doral, FL 33166

Optional Site Visit to follow

Cut-off Date for Written Questions June 26, 2026, 2:00pm

Deadline for Submittals & Bid

Opening

July 1, 2026, 3:00pm

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/2491063

25616826?p=VtY2gt6yYxA1WZHLQq

Meeting ID: 249 106 325 616 826 Passcode: XV65nM9E

Attendance at the scheduled pre-bid meeting is HIGHLY encouraged. Attendees will be able to receive important information which will be discussed as it relates to this ITB procurement process.

This ITB procurement process is subject to the “Cone of Silence” as more particularly described in the solicitation. Accordingly, all questions regarding this ITB must be made in writing using the OpenGov platform.

Connie Diaz, MMC

City Clerk, City of Doral

CITY OF DORAL

Invitation to Bid

Fire Alarm Monitoring, Maintenance, Inspection, and Repairs at City

Facilities

Submission Due Date: Wednesday, July 1, 2026, at 3:00 pm

ITB No. 2026-18

Procurement and Asset Management Director:

ROMAN MARTINEZ, MPA, CPPO, CPPB

Table Of Contents

1. GENERAL INFORMATION

1.1. General Instructions and Submittal Requirements

2. SCOPE OF WORK

2.1. Technical Specifications

3. RESPONSE REQUIREMENTS

3.1. Required Forms & Certifications

4. GENERAL DEFINITIONS & SOLICITATION TERMS & CONDITIONS

4.1. General Definitions

4.2. General Terms and Conditions

5. VENDOR RESPONSE

5.1. Vendor Questionnaire

5.2. Bid Pricing

1. GENERAL INFORMATION

1.1. General Instructions and Submittal Requirements

1.1.1. Notice to Proposers

NOTICE: The City of Doral (“City”) hereby gives notice of its intent to seek Bids from interested and qualified parties in response to this Invitation to Bid (“ITB”) to provide the goods and services described herein. Bids must be received no later than the deadline date and time specified below.

1.1.2. Solicitation Overview

The City of Doral is seeking Bids from a qualified Contractor to provide Fire Alarm Monitoring, Maintenance, Inspection, and Repairs.

Through the ITB process described herein, qualified Contractors interested in providing such goods and services to the City must prepare and submit a bid packet in accordance with the procedures and schedule of this ITB.

1.1.3. Procurement Schedule

All dates and times in this Solicitation may be changed by a written addendum issued by the City.

The City’s schedule for this ITB is as follows:

Issuance/Advertisement Date: June 5, 2026

Pre-Bid Conference (Mandatory): June 18, 2026, 9:00am

City of Doral- Government Center 8401 NW 53rd Terr.,3rd floor training room Doral, FL 33166

Optional Site Visit to follow

Cut-off Date for Written Questions: June 26, 2026, 2:00pm

Deadline for Submittals & Bid Opening: July 1, 2026, 3:00pm

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/24910632

5616826?p=VtY2gt6yYxA1WZHLQq

Meeting ID: 249 106 325 616 826 Passcode: XV65nM9E

1.1.4. Pre-Bid Conference

Conference Type: Mandatory

A Pre-Bid Conference will be held on the date and time specified in the Procurement Schedule. During this meeting, the requirements of this Solicitation will be reviewed and discussed.

If Mandatory: Prospective Respondents must attend. Those who do not attend will be ineligible to submit a

Response. Any Response submitted by a non-attendee will be deemed non-responsive.

If Non-Mandatory: Prospective Respondents are encouraged to attend, but attendance is not required to submit a Response.

Any changes to this Solicitation discussed during the conference or site visit are not binding unless included in a written addendum issued by the City.

Any substantive questions regarding the Solicitation must be submitted in writing using the OpenGov platform, on or before the question deadline.

Respondents are responsible for reviewing all information related to this Solicitation, including information presented at the conference. By submitting a Proposal, the Proposer certifies that it is sufficiently familiar with the facilities, work requirements, and all conditions that may affect contract performance.

1.1.5. Cone of Silence Policy and Inquiries

This ITB is subject to the “Cone of Silence”. Accordingly, all questions and/or comments regarding this ITB must be made in writing via the OpenGov portal. No phone calls will be accepted in reference to this solicitation. If it becomes necessary to provide additional clarifying information that revises any part of this solicitation, supplements or revisions will be made available via a written addendum.

1.1.6. Method and Deadline for Submittal

Bids must be submitted electronically through the OpenGov Procurement

Portal https://procurement.opengov.com/portal/cityofdoral/projects/268732 by the date and time stated above.

The responsibility for submitting a Bid before the stated time and date is solely and strictly that of the Bidder.

The City is not responsible for any delayed, lost, late, misdelivered, or non-delivered Bids, no matter the cause.

Any submittals received after the due date and time specified will not be considered.

Solicitations and addenda or notices in connection therewith may be downloaded OpenGov. To receive notifications of addenda or notices issued in connection with this ITB, interested parties must register with

OpenGov. The City reserves the right to reject any and all submissions, to waive any and all irregularities in any submission, to solicit and re-advertise for bids, and to make awards in the best interest of the City, as determined in its sole discretion.

The City reserves the right to accept any response deemed to be in the best interest of the City, to waive any minor irregularities, scrivener’s errors, minor omissions, minor deviations, and/or technicalities in any Bids, or to reject any or all Bids and to re-advertise for new Bids, in accordance with the applicable sections of the

Florida Statutes, the City Charter and Code, and this ITB. Minor issues may be corrected at the City’s discretion; however, material deficiencies, missing mandatory information, or failure to meet basic requirements may result in disqualification.

1.1.7. Identification of Subcontractors

Bidders shall list all proposed subcontractors in the appropriate portion of the Vendor Questionnaire.

Contractor shall be responsible for the coordination of the trades, Subcontractors, materials and staff necessary to complete the Work.

1.1.8. Term of Contract & Renewal Options

The initial contract resulting from this solicitation will be for a term of Three (3) years. Prior to or upon completion of the initial term, the City will have the option to renew for three (3) additional one (1) year periods, for a total possible term of six (6) years.

The Awarded Bidder(s) must uphold the terms and conditions of the original contract throughout any extended period(s). The decision to extend the contract beyond its initial term, including the exercise of any optional extensions, rests solely with the City and does not constitute a right entitled to the Awarded Bidder(s).

Price adjustments may be considered upon renewal but shall not exceed CPI-U or 3%, whichever is lower, unless otherwise approved by the City.

The City and the Awarded Respondent(s) shall execute a contract within thirty (30) days after Notification of the Award based upon the requirements outlined in the ITB through action taken by the City Council at a fully authorized meeting. If the Respondent awarded the contract fails to enter into a contract as herein provided, the award may be declared null and void, and the contract may be awarded to the next most responsible and responsive Respondent or re-advertised, as determined by the City.

1.1.9. Pricing

Should the Bidder be awarded a contract pursuant to this ITB, the prices provided in their Bid must remain fixed and unchanged throughout the duration of the contract. Nonetheless, the Bidder is permitted to propose incentives and discounts from the fixed price to the City at any point during the term of the contract.

The City reserves the right to negotiate reduced prices for any additional term(s) based on market trends or other relevant factors that may affect pricing. Furthermore, the City may adjust the pricing for these additional term(s) in response to decreases in the relevant pricing index.

1.1.10. Method of Ordering

Goods and services will be ordered via individual Purchase Order. Invoices must be submitted against each individual Purchase Order.

2. SCOPE OF WORK

2.1. Technical Specifications

2.1.1. Statement of Need/Objectives

1. PROVIDER(S) RESPONSIBILITY

To meet the requirements of this Request for Proposals, the provider(s) shall be responsible for the following, but not limited to:

a. The Awarded Provider will be responsible for the 24/7 monitoring of the fire alarm systems and associated equipment.

b. The Awarded Provider will visit all locations to perform inspection, testing, certification, maintenance, and repairs of all fire alarm systems in accordance with, but not limited to, the latest editions of all applicable regulations and codes listed herein, as amended: NFPA

(National Fire Protection Association)

i. NFPA (National Fire Protection Association)

ii. NEC (National Electrical Code)

iii. National Fire Alarm & Signaling Code

iv. NICET (National Institute of Certification in Engineering Technologies)

v. Life Safety Code, Florida Statutes

vi. Fire Prevention, and Control, Florida Statutes

vii. Regulation of Professions and Occupations, Florida Administrative Code

viii. Fire Protection Systems and Florida Administrative Code

ix. Fire Safety Standards for Fire Alarm Systems, Florida Administrative Code

x. The Florida Fire Prevention Code

xi. All applicable laws, ordinances and/or regulations of any applicable federal, state, City and city jurisdictions.

c. The Awarded Provider must have the ability to monitor and service proprietary and non-proprietary equipment, to include, but not limited to, the following manufactures:

i. Ditek

ii. FCI

iii. Fike

iv. Fire Lite

v. Honeywell

vi. Mircom

vii. Notifier

viii. Siemens

ix. Silent Knight

x. Simplex Grinnell

xi. Wheelock

d. All parts and components utilized for servicing will be Original Equipment Manufacturer

(OEM) and be readily available upon request. Non-OEM and Used items are strictly prohibited.

2. LIST OF CITY FACILITIES

The City of Doral is requesting proposals from parties capable of providing fire alarm monitoring, maintenance, testing, inspections, and repairs at the City Facilities listed below:

Location Adress Alarm/ Model Pull

Station

Smoke

Detectors

Doral Government Center 8401 NW 53rd Terrace FCI E3 8 36

Doral Police Department 6100 NW 99th Avenue FCI 7100 18 20

Doral Training Center 3719 NW 97th Avenue Siemens FC 901 6 2

Morgan Levy Park 5300 NW 102nd Avenue Simplex 1040 9 31

Doral Legacy Park -Recreation 11400 NW 82nd Street Firelite 9200 10 31

Doral Legacy Park -Concession 11400 NW 82nd Street Firelite 9200 3 1

Doral Glades Park 7600 NW 98th Place Edwards IO 64 7 1

Doral Meadows Park 11555 NW 58th Street Firelite ES50 X 8 13

Cultural Arts Center 8363 NW 53rd Street Simplex 4100 ES 9 5

Doral Central Park – Amphitheater 3005 NW 92nd Ave Notifier NFS- 640 8 5

Doral Central Park – Maintenance 3005 NW 92nd Ave Notifier NFW-50X 6 1

Doral Central Park – Aquatic 3005 NW 92nd Ave Notifier NFW-50X 1 1

Doral Central Park – Grandstand 3005 NW 92nd Ave Notifier NFW-50X 1 1

Doral Central Park – Grandstand support 3005 NW 92nd Ave Notifier NFW-50X 1 1

Doral Central Park – Recreation 3005 NW 92nd Ave Notifier NFS- 640 15 27

The City reserves the right to add/remove facilities and/or any additional facilities not listed above to any contract awarded as a result of this solicitation. Pricing for additional facilities is to be comparable with pricing provided as part of Provider’s proposal submission.

3. AVAILABILITY

A. The Awarded Provider will respond to all non-emergency calls with an on-site service technician within forty-eight (48) hours from notification by the City.

B. The Awarded Provider will respond to all emergency service calls with an on-site service technician within four (4) hours from notification by the City.

C. The Awarded Provide assigned representative to the City will be available to meet on-site during normal business hours within seventy-two (72) hours from notification by the City to discuss problem areas, as deemed necessary by the City

4. HOURS OF WORK

A. Regular Business Hours: Work performed during the hours listed below will be billed as “Regular

Business” work. The Awarded Provider will perform all work during these hours unless authorized in advance, and in writing, by the City’s representative or designee.

o Monday – Friday: 7:00 AM to 5:00 PM

B. After Hours: Work performed during the hours listed below will be billed as “Over-Time” work. Work cannot be performed during these time frames unless authorized in advance by the City’s representative or designee.

o Monday - Friday: 5:01 PM to 6:59 AM o Saturday & Sunday: Anytime

Note: The City reserves the right to negotiate the hourly charge for work that begins during “Regular

Business” but is completed within two hours after the start of “Over-Time”.

C. No work may be performed on a City Holiday or after “Regular Business” hours without prior written authorization by the City’s representative or designee.

5. 24-HOUR MONITORING AND CALL-CENTER RESPONSIBILITIES

A. The Awarded Provider will provide system monitoring 24-hours a day continuously (without a break in service) throughout the term of the agreement.

B. Call-Down/Point of Contact lists for each location will be provided by the City.

C. Response Time: The Awarded Provider will have the resources and capability to respond and notify the

City of any alarms enacted within one (1) minute of detection within their Central Reporting Station.

D. On a daily basis (or as otherwise agreed to in writing by the City’s representative or designee) the

Awarded Provider must send a report log of all alarms received by the Central Reporting Station to the

City’s representative or designee via email.

6. GUARANTEE OF WORK PERFORMANCE

A. The Awarded Provider agrees to provide experienced, skilled, and licensed technicians and personnel to perform all work under this solicitation. All personnel shall provide work in accordance with standard business practices.

B. The Awarded Provider shall warrant that all work, including all equipment and materials provided conforms to professional standards of care and practice in effect at the time the work is performed, will be of highest quality, and will be free from all faults, defects, or errors.

C. If the Awarded Provider is notified of a fault, defect, or error in the work provided within one (1) year from completion of the work, the Awarded Provider will, at the City’s option, either re-perform such portions of work to correct such fault, defect, or error, at no additional cost to the City, or refund the City for charges paid which are attributable to such portions of the fault, defective, or erroneous work, including the costs for re- performing the work provided by the Awarded Provider.

7. CERTIFICATION

A. A certificate of compliance will be completed and provided to the designated City representative each time a fire alarm system is serviced, tested, repaired, altered, or inspected. This is in addition to documentation required elsewhere within the adopted standards.

B. Upon completion and final acceptable by the City, the Awarded Provider will issue a proper certification report for each location and this report will be permanently posted near the inspections point stating the following:

1. Date of inspection

2. Name of Inspector

3. Awarded Provider’s current registered fire alarm identification number

8. SERVICE TAGS

Each time a system is inspected, tested, services, repaired, altered, or installed; a properly color-coded alarm service tag will be affixed to the alarm control panel and an entry will be made in the system logbook.

9. SUBCONTRACTING

The Awarded Provider may not subcontract any portion of the scope of services mentioned as part of this ITB without the prior written authorization from the City’s representative or designee.

10. NEW EQUIPMENT INSTALLATION

A. Offerors shall provide a Cost-Plus Pricing Percentage Mark-Up for various Parts and Equipment for this item as referenced in Section 2.1.2.

B. Quote for Additional Equipment – Upon request, the City may request copies of invoices from

Contractor’s suppliers as proof of parts and equipment cost and any overages shall be credited back to the City.

C. Upon request by the City, Contractor shall provide a written quote for the installation for new equipment not included in Section 2.1.2.

D. At no cost to the City, the Contractor shall meet with the City’s Facilities Manager or his designee at the site where work is needed to determine the scope of work to be performed. Within three (3) business days of request from the City’s Facilities Manager or his designee, Contractor shall submit a written estimate (proposal) inclusive of all labor, parts, and equipment. This estimate shall include a total firm cost to the City itemized as follows: (a) labor hours, (b) itemization of vendor’s costs for parts and equipment using the cost-plus pricing percentage mark-up, (c) a brief description of the work to be done and (d) location of work.

Prices provided by Contractor are subject to the City’s approval. If the City agrees to proceed with the work identified on the Contractor’s written estimate, the City shall inform the Contractor and issue a

Purchase Order. The time of completion shall be within twenty (20) business days from receipt of the

Purchase Order, or a time agreed upon by the City and Contractor.

11. NEW EQUIPMENT INSTALLATION

A. The Contractor shall perform annual inspection of fire alarm systems, their initiations, devices, and notification appliances in accordance with NFPA 72 (Latest Adopted Edition) and NFPA 70.

B. Annual inspections will be performed at scheduled times as determined by the City’s Facilities Manager or his designee for each location identified. Annual inspection of audible devices at the following locations will be required to be performed after business hours: City Hall and the Police Department

Headquarters. Dates shall be secured in advance and to be scheduled with the City’s Facilities

Manager or his designee. Upon completion of services, the Contractor shall provide signed service forms to the Facilities Manager or his designee, to identify that a Technician was on site and performed the required testing and inspection for each location. Technician will document any areas of concern that are identified during the testing and inspection. The report form shall be signed by the City’s

Facilities Manager or his designee upon completion and a copy submitted for the file. Failure to have the forms signed may result in the termination of contract.

12. PROTECTION OF PROPERTY

A. The Contractor shall at all times guard against damage or loss to City property and any other persons in or around the work site and shall be responsible for replacing or repairing any such damage or loss.

The Contractor will be required to report any such damages or loss immediately to the Facilities

Manager or his designee.

B. Replacement or repairs shall begin within forty-eight (48) hours of the incident that caused the damage.

Failure to restore said damage shall result in a deduction from the Contractors payment for the City’s expenses incurred to restore the property to its original condition.

C. The Contractor and its subcontractor(s) shall clean, repair, or replace any item damaged during the performance of the service to the satisfaction of City at no additional cost.

D. Some areas will require equipment due to height of rooms. Contractor is responsible to obtain needed equipment and establish safe protocol to complete the work.

13. QUALITY ASSURANCE

All employees shall be competent and highly skilled in their particular job in order to properly perform the work assigned to them. The Contractor shall be responsible for maintaining the quality of the materials and workmanship on the job throughout the duration of his/her responsibility.

A. Contractor’s Personnel

1. The City may require the Contractor to remove any employee it deems careless, incompetent, insubordinate or otherwise objectionable and whose presence on City property is not in the best interests of the City. Contactor shall immediately remove any employee engaged in conduct involving drugs, alcohol consumption or use or possession of firearms/weapons on City premises.

The City shall not have any duty to implement or enforce such requirements and such obligation shall be the sole responsibility of the Contractor to immediately address upon the City’s notification to the Contractors supervisory staff on-site or the managerial point of contact designated to the contract.

2. The Contractor’s personnel performing work on City property shall be in uniforms with the company’s name, clean, courteous, sober, and competent. The Contractor agrees to be responsible for such personnel. All Contractors’ personnel dealing with the public under this contract, shall be identified by name through the use of a nametag or embroidered name on his/her uniform and a photo identification badge. Working without a shirt and proper identification is not permitted and shall be grounds for removal from City property. The Contractor agrees that the owners of the company, or officers if a corporation, shall be held fully responsible, except as otherwise prohibited by law, for acts of their personnel while on duty.

3. At least one (1) employee in a supervisory role at the worksite must be able to communicate clearly and fluently in the “English” language.

4. All contractor’s employees/service technicians shall be properly trained and qualified to work on the alarm systems covered under this contract.

B. Contractor’s Vehicles

1. Contractor’s vehicles used for the maintenance services shall be clean and presentable, in good working condition, identified with the name of the company and properly licensed.

2. Contractor’s vehicles will have assigned vehicle ID numbers and display company name and logo so City staff can denote which vehicles were working at which locations during site inspections.

3.

2.1.2. Qualifications

The City wishes to engage a contractor regularly engaged in the business of providing the services as described herein. The Proposer must have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the services if awarded a Contract under the terms and conditions herein stated. There shall not be any pending criminal charges against the Proposer, principal owners, partners, corporate officers, management and field employees. The term “equipment and organization” as used herein shall be construed to mean a fully equipped and well- established operation as determined by officials of the

City of Doral. Awarded Proposer shall be fully licensed to perform the work described herein and shall comply with all applicable State Statutes, local codes, and ordinances.

All Proposers must meet the following minimum qualifications to be considered for award:

A. Bidder shall be a Certified Fire Alarm Contractor and licensed in the State of Florida. (Please provide current license). Bidder shall also be fully licensed to perform the work described herein and shall comply with all applicable State Statutes and local codes and ordinances. Bidder shall be licensed and qualified to do business in its area of expertise and shall submit copies of all applicable licenses/certifications with their proposal. The successful Bidder will be required to maintain the appropriate licenses and certificates throughout the term of the contract.

B. Any bid that is submitted by a Bidder who is not properly licensed/certified at the time the bid is submitted may be rejected as non-responsive.

C. Bidders must have five (5) years of experience in providing fire alarm monitoring, maintenance, testing, inspections, and repairs, preferably with a government entity in Florida. Supporting references must include company name or governmental agency, contact person telephone number and email address.

It is the responsibility of the Bidder to ascertain that the contact person will be responsive.

D. Bidder must be authorized resellers of specified manufacturers. Bidders must also be certified by the manufacturer to perform repairs.

The Bidder must show proof of having met these minimum requirements on the “Bidder Qualification

Statement” in Section 5. THE CITY WILL NOT ACCEPT ANY SUBSTITUTION FOR THIS FORM.

Failure to meet the above-stated mandatory minimum qualifications will result in the Proposer’s submittal being disqualified as non-responsive. The City may consider a Proposal responsive where a Proposer has less than the stipulated minimum number of years of experience solely where the Proposer has undergone a name change and such change-of-name has been filed with the State of Florida, or where the Proposer was a subsidiary of a larger firm and the Proposer’s firm has been merged into the larger firm. Proposers must include documentation substantiating the above stated minimum requirements as part of its Proposal for the

City to consider crediting the years of experience from the Proposer under its previous name, if applicable.

2.1.3. Performance Evaluation Survey

Prospective proposer is to send the survey to their client and in turn the client will forward the Performance

Survey to the City of Doral at performancesurvey@cityofdoral.com. A minimum of three are required. The City reserves the right to verify and/or visit these or any other references as part of the evaluation and ranking of proposers.

2.1.4. Minimum Insurance Requirements

The following minimum insurance requirements apply to all contracts in response to Invitation to Bid (ITB)

2026-06 Fire Alarm Monitoring, Maintenance, Inspection, and Repairs at City Facilities.

The selected Contractor shall procure and maintain, at its sole cost and expense, for the duration of the contract, insurance coverage meeting the minimum insurance requirements set forth herein. All insurance policies shall be maintained throughout the term of the contract and any applicable renewal periods. Failure to maintain required insurance shall constitute a material breach of contract.

The City reserves the right to request certified copies of all required insurance policies. Certificates of

Insurance, along with required endorsements, shall be provided to the City prior to commencement of services.

Certificates alone are not acceptable proof of coverage; copies of required endorsements must be included.

The selected Contractor shall not commence work until all required insurance has been obtained and approved by the City.

A. Commercial General Liability

Limits of Liability

Bodily Injury & Property Damage Liability Each Occurrence $1,000,000

Policy Aggregate $2,000,000

Personal & Advertising Injury $1,000,000

Products & Completed Operations $2,000,000

Premises and Operations

Independent Contractors

Contractual Liability

Fire Damage Legal Liability

-Coverage shall not contain exclusions or limitations inconsistent with the scope of services, including but not limited to exclusions related to fire protection systems or life-safety systems.

-Products and Completed Operations coverage shall be maintained for a minimum of three (3) years following final acceptance of the services.

Endorsements Required

City of Doral listed as an Additional Insured

Primary & Non-Contributory Insurance Clause

Waiver of Subrogation in favor of the City

B. Business Automobile Liability

Limits of Liability

Bodily Injury & Property Damage Liability Any One Accident

Combined Single Limit $1,000,000

Any Auto/Owned Autos or Scheduled Autos

Including Hired and Non-Owned Autos

Endorsements Required

City of Doral listed as an Additional Insured Primary & Non-Contributory Insurance Clause

-Automobile Liability insurance coverage shall apply to all vehicles used in connection with the performance of services under this contract, including those vehicles owned, hired, and non-owned, and operated by the

Contractor, employees, volunteers, subcontractors, or any other person or entity acting on behalf of the

Contractor.

-Automobile Liability insurance must be provided for all persons utilizing a commercial or personal vehicle in connection with performing services directly or indirectly related to the contract, including but not limited to the transport of goods, equipment, supplies, or personnel (whether such persons are employed, contracted, temporary, or subcontracted) and any other service operations related to the contract.

C. Workers’ Compensation

Statutory- State of Florida

Employer’s Liability

Limits of Liability

Bodily Injury Caused by an Accident, Each Accident $1,000,000

Bodily Injury Caused by Disease, Each Employee $1,000,000

Bodily Injury Caused by Disease, Policy Limit $1,000,000

Endorsements Required

-Workers’ Compensation insurance must be provided for all persons fulfilling the services, whether employed, contracted, temporary or subcontracted.

-State of Florida issued certificate of exemption is required for any individual or entity claiming exemption from this requirement.

D. Umbrella / Excess Liability Insurance

The Contractor shall maintain Umbrella / Excess Liability insurance with limits not less than $3,000,000 per occurrence and aggregate. Coverage shall be “following form” over and shall not be more restrictive than the underlying liability insurance policy coverages, including City listed as Additional Insured, Primary & Non-

Contributory Insurance Clause, Waiver of Subrogation in favor of the City, and any other special endorsements as required herein. Umbrella / Excess Liability shall include Employer’s Liability.

E. Professional Liability (Errors and Omissions)

The Contractor shall obtain and maintain Professional Liability (Errors and Omissions) insurance coverage with limits not less than $2,000,000 per occurrence / $2,000,000 aggregate. Coverage shall specifically include:

• Fire alarm monitoring services and central station operations;

• Inspection, testing, certification, and reporting activities;

• System programming, configuration, or design recommendations;

• Failure to notify, delayed response, or improper system performance.

F. Cyber Liability / Network Security Liability

The Contractor shall maintain Cyber Liability or Network Security and Privacy Liability insurance appropriate to the scope of services involving monitoring systems, connectivity, or data transmission with limits not less than

$1,000,000 per occurrence / $1,000,000 aggregate. Coverage shall include, as applicable:

• Network security failures;

• Unauthorized access or intrusion;

• Data loss, corruption, or inability to access alarm systems;

• Cyber extortion and business interruption.

Subcontractors’ Compliance: Subcontracting is prohibited without prior written approval by the City. In the event subcontracting is approved, it is the responsibility of the selected Contractor to ensure that all persons fulfilling the services of this contract, whether employed, contracted, temporary or subcontracted, comply with and maintain all minimum insurance requirements, including policy endorsements naming the City of Doral and the Contractor as Additional Insureds.

Additional Insured & Policy Endorsement(s) Requirements: All liability policies prescribed herein shall include the following required endorsements:

• Additional Insured: The City of Doral, its elected officials, officers, employees, agents, and volunteers shall be named Additional Insureds for ongoing and completed operations on a primary and non-contributory basis. Such coverage shall apply to the City’s direct liability where such liability is alleged in connection with the Contractor’s operations.

• Primary and Non-Contributory: Coverage shall apply as primary insurance and not contribute with any insurance maintained by the City.

• Waiver of Subrogation: A waiver of subrogation shall be provided in favor of the City.

• 30-Days’ Written Notice of Cancellation: All policies shall provide thirty (30) days’ written notice of cancellation, nonrenewal, or material change to the City, except for ten (10) days’ notice for nonpayment of premium.

Certificate Holder/Additional Insured: City of Doral, 8401 NW 53rd Terrace, Doral, FL 33166

All insurance shall be issued by insurers authorized to do business in the State of Florida and must be rated

“A-” and “Class VII”, or better, by the latest edition of A.M. Best. All underlying insurance policy coverages must remain in force and effect and shall be maintained for the duration of the contract (including extension periods and renewal terms) and Certificate of Insurance on file with the City without interruption for the full contract duration.

Certificate forms must confirm insurance provisions required herein, and reference form numbers and endorsements as required. Certificates shall reference contract, Resolution number, ITB number, and any other identifying references as appropriate, and must be provided to the City at the time of contract execution and prior to commencing the services.

Coverage and Certificates are subject to review and compliance verification by City of Doral Risk Management.

The City reserves the right but not the obligation to reject any insurer providing coverage due to poor or deteriorating financial condition. The City reserves the right to amend or modify insurance requirements in order to sufficiently address the scope of services, risk exposure, or changes in market conditions.. These insurance requirements shall not limit the liability of the selected Contractor or their subcontractors. The City does not represent these insurance coverage types or limits to be sufficient or adequate to protect the

Contractor’s interests or liabilities but are merely minimums. Failure to comply with the City’s minimum insurance requirements, or failure to provide acceptable proof of insurance shall constitute a material breach of contract.

3. RESPONSE REQUIREMENTS

3.1. Required Forms & Certifications

Interested Respondents shall submit the following forms, including insertion of documents where specified. The following materials are considered essential and non-waivable for any response to this solicitation.

1. Submission Forms

The forms, found under the Vendor Questionnaire section, are inclusive of the following:

o Ownership Disclosure o Public Entity Crimes o Compliance with Foreign Entity Laws o Disability Non-Discrimination & Equal Employment Opportunity o Conformance with OSHA Standards o E-Verify Program Affidavit o No Contingency Affidavit o Copeland “Anti-Kickback” Act Affidavit o Non-Collusion Affidavit o Drug Free Workplace Program o Cone of Silence Certification o Bidder Affirmation o Performance Evaluation Survey o Bidder References o Proposer Qualification Statement o List of Proposed Subcontractors (if applicable) o Bidder/Proposer Affidavits o Conflict of Interest Disclosure o Certificate of Authority o Affidavit regarding Unauthorized Aliens o Affidavit regarding the use of Coercion o Bid Price Sheet o Veteran Certified Certificate (if applicable)

Respondents are required to submit the following if checked.

√ Licenses and Permits

Contractor shall obtain all permits and provide any licenses necessary to conduct this project. The cost of all permits should be included in the bid proposal.

4. GENERAL DEFINITIONS & SOLICITATION TERMS & CONDITIONS

4.1. General Definitions

A. “Authorized Representative” means the Department contact for interaction regarding contract administration.

B. “City” means the City of Doral, a duly organized municipality under the laws of the State of Florida. This term may also refer to one of the various departments or agencies of the City of Doral, as the context indicates.

C. “Contract” means the contractual agreement ultimately entered into by the City and the Successful

Respondent(s) in accordance with the terms of this Solicitation and applicable laws.

D. “Department(s)” means the City department(s) and offices for which this solicitation is prepared, which will be the end user(s) of the goods and/or services sought.

E. “Procurement Division” means the office responsible for handling procurement-related matters within the City.

F. “Respondent(s)”: means any person, individual, or entity submitting a response to this solicitation. The terms “Proposer” and “Bidder” are each interchangeable with “Respondent” and with each other and will be used as appropriate in the given context.

G. “Response(s)” means the written, sealed document submitted by the Respondent(s) according to the instructions set forth in this Solicitation. A response to this Solicitation shall not include any verbal interactions with the City apart from submittal of a formal written submittal. The terms “Proposal” and

“Bid” are each interchangeable with “Response” and with each other will be used as appropriate in the given context.

H. “Solicitation” means this formal request to solicit Responses from responsible and responsive

Respondents for the scope and specifications set forth herein. The terms “Invitation to Bid”, “Request for Proposals”, “Request for Qualifications”, and the like are each interchangeable with “Solicitation” and will be used as appropriate in the given context.

I. “Successful Respondent(s)” means the Respondent(s) whose response to this Solicitation is deemed by the City to be in the City’s best interest and is awarded a contract in accordance with the terms of this Solicitation. The terms “Successful Proposer”, “Successful Bidder”, or “Contractor” are each interchangeable with “Successful Respondent” and will be used as appropriate in the given context.

J. “Work” means the actual task (i.e., good and/or services to be provided) contemplated by this

Solicitation and required in accordance with the terms of the Contract.

4.2. General Terms and Conditions

4.2.1. Addition/Deletion of Goods or Services

The City reserves the right to amend this contract to add or remove goods or services at its discretion. The awarded Respondent will be requested to provide price quotations for any additional goods or services. Should these quotations be deemed fair and reasonable by the City, the awarded Respondent will be granted the opportunity to supply these additional goods or services.

4.2.2. Anti-Trust/Non-Exclusivity

At such times as may serve its best interest, the City reserves the right to advertise for, receive, and award additional Contracts for the goods and/or services specified in this Solicitation, and to make use of other contracts for the purchase of these goods and/or services as may be available.

In case of a default by the Successful Respondent or failure of Successful Respondent to provide the goods and/or services indicated in the Contract, the City may procure the applicable goods and/or services from other sources and hold the Successful Respondent responsible for any excess costs incurred thereby, including, without limitation and as applicable, by retaining any amounts held by the City.

4.2.3. Assignment or Transfer

The Successful Respondent shall not assign, transfer, convey, sublet, or otherwise dispose of its interest in the

Solicitation or the subsequent Contract, including any or all of its right, title, or interest therein, or its power to execute such Contract to any person, company, or corporation without the prior written consent of the City at its sole and absolute discretion.

Further, in the event that the majority ownership or control of the Successful Respondent changes subsequent to the award of this Solicitation or Contract, the Successful Respondent shall promptly notify City in writing of such change at least thirty (30) days prior to such change and the City shall have the right to terminate the contract, at City’s sole discretion.

4.2.4. Attorney Fees

In connection with any litigation, mediation, or arbitration arising out of this Contract, each party shall be responsible for its own attorney fees through and including appellate litigation and any post-judgment proceedings.

4.2.5. Audit Rights and Records Retention

The Successful Respondent agrees to provide access to the City, or any of their duly authorized representatives, to any books, documents, papers, and records of the Successful Respondent which are directly pertinent to the Contract, for the purposes of audit, examination, excerpts, and transcriptions. The

Successful Respondent shall maintain and retain any and all of the aforementioned records for a minimum of three years after the expiration and/or termination of the Contract.

4.2.6. Basis of Award

Bids shall be evaluated on a unit price basis. Award of this Contract will be made to the lowest responsive and responsible Bidder who submits pricing for all items listed as required on the Bid Price Sheet, and whose Bid offers the lowest total project cost when those required items are totaled in the aggregate. Failure to submit pricing for all required items shall deem your Bid non-responsive. Additionally, the City shall give preference to a responsive and responsible Bidder that is a certified veteran business enterprise, in accordance with the provisions set forth in City Code Section 2-324(2)(a).

The City reserves the right to utilize any combination of the base bid, add alternates as they so desire to achieve the proper balance between the required improvements, desired improvements, and the City’s available project budget. The City reserves the right to request per unit/each pricing of materials listed on the bid form for clarification or to purchase additional materials.

Award of this contract may be made to up to two (2) vendors, a primary and secondary, for each group of items. Award will be made to the lowest priced responsive, responsible respondents. The City reserves the right to award in any manner that the City determines to be in its best interest.

While the award may be made to multiple respondents to ensure availability, the primary respondent will be given the first opportunity to perform under this contract. Awarding multiple respondents is made for the convenience of the City and does not exempt the primary respondent from fulfilling its contractual obligations.

Failure to perform as noted may result in the respondent being deemed in breach of contract. If applicable, the

City may terminate the contract for default and charge the respondent re-procurement costs.

The City will open all submittals received before the stated deadline in a public forum and announce the names and bid amounts submitted. The city will then review and evaluate all submittals for bid compliance according to the requirements outlined in this ITB.

To be deemed responsive, the bids must meet or exceed this ITB's minimum requirements and provide all required forms. Respondents considered for an award must also be responsible. In awarding a contract to

Respondent(s), the City reserves the right to consider such Respondent’s price, responsiveness, and responsibility, including but not limited to its capacity to perform, such as a performance record, references, staffing, materials, experience, etc. The City, at its sole discretion, reserves the right to inspect Respondents’ facilities to determine their capability of meeting the requirements for the Contract. The City of Doral shall be the sole judge in determining the Respondent’s qualifications and responsibilities.

Upon approval of the City Council, a contract shall be awarded to one (1) or more Respondents selected as the most responsible, responsive Respondent(s), meeting all specifications and providing the lowest pricing per group. Any award made shall be subject to the execution of the contract in a form and substance which the

City Attorney approves. The City of Doral reserves the right not to award or to reject proposals from vendors that are currently in litigation with the City of Doral or as a result of any prior lawsuit with the City of Doral.

4.2.7. Brand Names

Unless otherwise provided in this Solicitation, if a brand name, make, manufacturer trade name, or vendor catalog is mentioned, whether followed by the words "approved equal" or otherwise, it is the intent of the City that such name is included for the purpose of establishing a grade or quality of material only. Bidder may offer alternatives of equal quality and appropriateness for the City’s needs with appropriate identification, samples, and/or specifications. The City shall be the sole judge concerning the merits of items as equals.

4.2.8. Capital and Other Expenditures

Successful Respondent understands that any capital expenditures that the Successful Respondent makes, or prepares to make, in order to provide the goods or perform the services required by the City under the

Contract, is a business risk which the Successful Respondent must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures or any other expenses unless otherwise explicitly agreed to by the City in writing and as part of the Contract.

4.2.9. City Property

Unless explicitly provided otherwise in this Solicitation, property owned by the City which may be furnished for repair, modification, study, etc., shall remain the property of the City. The Successful Respondent shall be liable for any and all damages to City-owned property occurring while in the Successful Respondent’s possession. Damages occurring to such property while in route to the City shall be the responsibility of the

Successful Respondent. In the event that such property is destroyed or declared a total loss, the Successful

Respondent shall be responsible for replacement value of the property at the current market value, less depreciation of the property if any plus any other damages incurred by the City as a result of such loss.

Where Successful Respondents are required to enter onto City real property to deliver materials or to perform work or services in connection with a Contract, the Successful Respondent will assume the full duty, obligation, and expense of obtaining all necessary licenses, permits, inspections, and insurance required. The Successful

Respondent shall be liable for any damages or loss to the City occasioned by negligence of the Successful

Respondent (or their agent, representatives, or invitees).

4.2.10. City Rights as Sovereign

Notwithstanding any language contained in this Solicitation or subsequent Contract, Successful Respondent understands that the City retains all of its sovereign prerogatives and rights as a municipality under applicable laws, including, but not limited to, any regulatory authority and approvals. Neither the issuance of this

Solicitation nor any subsequent Contract shall constitute a waiver of the City’s rights as sovereign. In no event shall the City have any obligations or liabilities to the Successful Respondent under the Contract or otherwise on account of the City’s exercise of its sovereign prerogatives and rights and regulatory authority (quasi-judicial or otherwise) as a municipal government.

4.2.11. Clarifications and Addenda

Questions regarding this Solicitation shall be directed in writing by email to the Procurement Division at the email address specified in this Solicitation. Answers will be issued simultaneously to all registered

Respondents. If it becomes evident that this Solicitation must be amended, the City will issue a formal written addendum to all registered Respondent(s) via email or through OpenGov. The addendum will be uploaded to the City’s Procurement webpage.

No person is authorized to give oral interpretations of, or make oral changes to, the Solicitation. The issuance of a written addendum shall be the only official method whereby such a clarification is made. Only questions answered by written addenda shall be binding.

4.2.12. Collusion

Where two (2) or more related parties, as defined herein, each submit a Response to this Solicitation, such

Responses shall be presumed to be collusive. The foregoing presumption may be rebutted by the presentation of evidence as to the extent of ownership, control, and management of such related parties in preparation and submission under such solicitation. Related parties shall mean employees, officers, or the principals thereof, who have a direct or indirect ownership interest in another firm or in which a parent company or the principals thereof of one Respondent have a direct or indirect ownership interest in another Respondent, for the same

Project. Responses found to be collusive, or related as provided above, shall be rejected.

4.2.13. Compliance with Applicable Laws

Successful Respondent(s) shall comply with all local, state, and federal directives, ordinances, rules, orders, and laws as applicable to this Solicitation and subsequent Contract. Lack of knowledge by the Respondent(s) will in no way be a cause for relief from responsibility. Respondents must be legally authorized to transact business in the State of Florida.

Non-compliance with all local, state, and federal directives, orders, and laws may be considered grounds for termination of contract(s). If the Successful Respondent(s) observe that the Response or subsequent Contract is at variance with applicable laws, the Successful…