EVN0029010_Smartcards_Final.pdf

Rev. 4.22.24

SECTION 2

ADDITIONAL/SPECIAL TERMS AND CONDITIONS

2.1 PURPOSE

The purpose of this solicitation is to establish a contract for the purchase of contactless fare Integrated Circuit Cards (Smartcards) for the Miami-Dade County (County) transit systems – Metrorail and Metrobuses. These Smartcards are branded by Department of Transportation and Public Works (DTPW) as EASY Cards for extended use and EASY Tickets for limited use.

2.2 TERM OF CONTRACT

This Contract shall commence on the first calendar day of the month succeeding approval of the Contract by the Board of County Commissioners, or designee, unless otherwise stipulated in the Purchase Order issued by the County. The Contract shall expire on the last day of the 60th month.

2.3 METHOD OF AWARD

Award of this contract will be made to the lowest responsive, responsible bidder who submits the lowest price and meets all bidder requirements of this solicitation, in the aggregate, for each group. The County, at its sole discretion, may request additional information in order to assess the Bidder’s responsibility.

To be considered for award, the bidder must offer a price for all items within a given group. If a Bidder fails to submit an offer for all items within the group, its offer may be rejected.

2.4 GROUPS TO BE AWARDED

Group 1: EASY Cards (parceled individually)

Group 2: EASY Tickets (parceled in rolls of 1,000) EASY Tickets (parceled individually / pre-cut)

2.5 BIDDER REQUIREMENTS

In addition to the requirements detailed in Section 1 - General Terms and Conditions, Paragraph 1.2- Instructions to Bidders, the Bidder shall meet the following requirements to be considered for award for Group 1, Group 2, or both. See Section 4, Submittal Requirements, for instructions on submittal.

2.5.1 Bidder shall be regularly engaged in the business of providing Smartcards to be considered for award. Bidder shall provide two (2) different references from customers to whom the Bidder has provided or is currently providing Smartcards as described throughout this Solicitation.

The references should include the customer’s company name, and the contact person’s name, title, address, telephone number, and e-mail address, who can verify that the Bidder has successfully provided the goods. These references shall ascertain to the County’s satisfaction that Bidder has sufficient expertise in the industry, and its firm is properly equipped to perform the required goods.

2.5.2 Bidder shall be ISO 9000:2005, or later version, compliant (unless otherwise approved by Cubic). Bidder shall submit a copy of certification or other documentation proving compliance with requirement.

2.5.3 Bidder shall submit their products’ information sheet or literature on company letterhead detailing the product and include specifications to demonstrate compliance.

Manufacturers’ names, brand names, and other product information that may be contained in this solicitation are being used for the sole purpose of establishing the minimum requirement of quality, standard of performance, and design, and is in no way intended to prohibit the offer of any manufacturer’s items of equal material unless otherwise indicated.

The Bidder shall provide all the information, documents and/or attachments listed above to be considered for award. All information, documents, and/or attachments listed above are due with the Bid by the solicitation’s end time and date. The County may, at its sole discretion and in its best interest, allow the Bidder to complete, supplement or supply the required information, documents and/or attachments during the bid evaluation period. Failure to provide all the required information, documents, and/or attachments with the Bid or, if allowed, as requested by the County during the Bid evaluation period, may result in the Bidder being declared non-responsive or non-responsible.

During the bid evaluation period, the County’s Strategic Procurement Department (SPD) will review the information, documents and/or attachments submitted by the Bidder, may request additional information from the Bidder, and/or obtain additional information from available sources, to completely evaluate the Bidder’s submittal and ascertain that the Bidder meets the stipulated requirements and determine the Bidder’s ability to perform under a resulting Contract. The County shall be sole judge of a Bidder’s compliance with requirements and the Bidder’s ability to perform under a resulting Contract. Failure to meet the stipulated requirements or to demonstrate ability to perform under a resulting Contract, as determined by the County, may result in the Bidder being declared non-responsible.

During a resulting Contract, the Bidder has an obligation to advise the County of any changes, intended or otherwise, to the evidence given in compliance with the requirements in this Solicitation.

2.6 PRICES

The Bidders’ prices shall be inclusive of all costs, delivery, charges, and fees. Additional charges of any kind will not be accepted. Prices quoted shall be Freight on Board (F.O.B.) Destination and inclusive of all costs and expenses, including applicable taxes and fees, labor, materials, and delivery. No “add on” charges are allowed.

2.6.1 Bidder shall enter pricing in the Line Items Section in INFORMS as indicated in Section 4.1.

2.6.2 Bidder’s prices shall be F.O.B. Destination and inclusive of all costs and expenses, including applicable taxes and fees, labor, materials, and delivery. No “add-on” charges are allowed.

2.7 DELIVERY

All deliveries shall be made in accordance with good commercial practices and completed in accordance with the above; except in such cases where the delivery will be delayed due to acts of nature, strikes, or other causes beyond the control of the Bidder.

The Awarded Bidder shall hold title to the Smartcards until such time as they are delivered and accepted by an authorized County representative at:

Miami-Dade Department of Transportation and Public Works 6601 NW 72nd Avenue Miami, FL 33166

2.8 SAMPLES

Bidder may be required to submit samples of their Smartcards after the bid due date for County evaluation, and at no cost to the County. If samples are required, the County will notify the Bidder of such in writing and specify the details of the sample request and deadline for submission. Each individual sample or batch of cards shall be clearly labeled with the Bidder name, bid number, bid title, manufacturer’s name and brand name, and style/model number if applicable. If Bidder fails to submit the samples requested, the County may not consider the bidder’s offer for that group. All samples shall become the property of Miami-Dade County.

The County reserves the right to perform its own testing procedures on Bidder samples or to send any and all samples to an independent third-party laboratory chosen by the County for analysis and/or validate Bidder Smartcard compatibility with the County’s existing automated fare collection system manufacturer, Cubic Transportation Systems, Inc. Any costs for testing shall be borne by the Bidder. The County shall be sole judge of the acceptability of these or any samples in conformance with the bid specifications and its decision shall be final. Any sample submitted shall create an express warranty that the whole of the goods and/or services to be provided by the Awarded Bidder during the contract period shall conform to the sample submitted. The Awarded Bidder shall provide adequate restitution to the County, in the manner prescribed by the County, if this warranty is violated during the term of the contract.

2.9 METHOD OF PAYMENT

The Awarded Bidder shall submit monthly invoices to the County. DTPW requires invoices be of clear quality, include the correct remittance address, not on dark paper (when possible), and sent to:

Miami-Dade County, Finance Department Attn: Shared Services Payable Unit C/O Miami Dade Department of Transportation and Public Works 111 NW 1st Street, 26th Floor Miami, FL 33128

OR

the virtual portal for invoice submission at invsubp@miamidade.gov

Refer to Section 1, General Terms and Conditions, Paragraph 1.36, Invoices for further requirements. Failure to submit invoices in the prescribed manner will delay payment.

2.10 LIQUIDATED DAMAGES

The Awarded Bidder will be subject to charges for liquidated damages in the amount of $1,500 for each calendar day for failure to supply the below in accordance with the terms, conditions and specifications to the satisfaction and acceptance of the County within timeframes stated herein.

2.10.1 Provide proof within five (5) business days of receiving final artwork from DTPW.

2.10.2 Deliver Smartcards within sixty (60) calendar days after ordered by DTPW.

2.10.3 Replace defective Smartcards, without cost to the County, within thirty (30) calendar days of notification by DTPW.

As compensation due to the County for loss of use and for additional costs incurred by the County due to such untimely delivery, the County shall have the right to deduct liquidated damages stated above from any amount due, or that may become due, to the awarded Bidder under this contract, or to invoice the awarded Bidder for such damages if the costs incurred exceed the amount due the awarded Bidder.

2.11 PURCHASE OF OTHER ITEMS

It is hereby agreed and understood that additional or similar items utilized by DTPW in conjunction with their fare collection operations may be added to this contract at the County’s discretion. The Awarded Bidder(s) under this contract may be invited to submit price quotes for additional or similar items. The County reserves the right to award these items to the awarded Bidder(s), another contract bidder based on the lowest price quoted, or to acquire the items through a separate solicitation or other procurement method.

2.12 SBE MEASURES

This Solicitation contains a Bid Preference. Refer to Section 1, General Terms and Conditions, Paragraph

1.45 Small Business Enterprise Measure for further details.

2.13 INSURANCE

The following supersedes the insurance requirements of Section 1, Paragraph 1.22, Insurance Requirements:

mailto:invsubp@miamidade.gov

The Awarded Bidder shall furnish to the Vendor Outreach and Support Services Section (VOSS), 111 N.W.

1st Street, Suite 1300, Miami, Florida 33128-1989, Certificate(s) of Insurance which indicates that insurance coverage has been obtained which meets the requirements as outlined below:

A. Worker’s Compensation Insurance for all employees of the Contractor as required by Florida Statute

B. Commercial General Liability Insurance, in an amount not less than $1,000,000 per occurrence $2,000,000 in the aggregate, not to exclude coverage for Products and Completed Operations. Miami-Dade County must be shown as an additional insured with respect to this coverage.

C. Automobile Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the work, in an amount not less than $300,000 combined single limit per occurrence for bodily injury and property damage.

All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications:

The company must be rated no less than “A-“ as to management, and no less than “Class VII” as to financial strength, by Best’s Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent, subject to the approval of the County Risk Management Division.

Or

The company must hold a valid Florida Certificate of Authority as shown in the latest “List of All Insurance Companies Authorized or Approved to Do Business in Florida’ issued by the State of Florida Department of Financial Services.

NOTE: CERTIFICATE HOLDER MUST READ: MIAMI-DADE COUNTY

111 NW 1st Street Suite 2340 Miami FL, 33128

SECTION 3

SCOPE OF WORK/TECHNICAL SPECIFICATIONS

3.1 SCOPE OF WORK

The Awarded Bidder shall provide Smartcards (Easy Cards and Easy Tickets) to be used in conjunction with the County’s existing automated fare collection system, which is manufactured by Cubic Transportation Systems, Inc. (Cubic). Smartcards are the size of a credit card and are embedded with integrated circuits that process and store monetary and time data.

The EASY Card is a durable, plastic, time-based (one-month, seven-day or one-day) reloadable fare card with at least a 20-year lifespan. The EASY Ticket is a disposable, paper-based fare card that expires after 60 days and is designed for visitors and infrequent commuters.

- EASY Cards: with Mifare DESFire EV1 4K technology

- EASY Tickets: with Mifare Ultralight EV1 technology

The Smartcards shall comply with the technical specifications as outlined in the following, as these define the requirements for materials, manufacturing, handling, packaging, quality assurance, testing, and delivery of the Smartcards to be used in the DTPW Automated Fare Collection System.

Exhibit 1 - Specifications for extended use Smartcards (EASY Cards, with Mifare DESFire 4kb Technology) Exhibit 2 - Specifications for limited use Smartcards (EASY Tickets) Exhibit 3 - Design information for Smartcard serialization and printing Appendix A – Technical Drawings Appendix B – Sample Artwork Specifications

3.3 ORDERING, SHIPPING, AND DELIVERY

The following will apply once orders are placed:

3.3.1 DTPW will issue a Purchase Order to the Awarded Bidder along with the new or previously used artwork. The Awarded Bidder shall provide digital artwork proof to DTPW within five (5) business days for approval. Liquidated damages shall apply for late delivery of proofs in accordance with Section 2.10, Liquidated Damages.

3.3.2 After approval of artwork proof, Awarded Bidder shall start production of Smartcards and provide a projected delivery date. Unless otherwise indicated in writing by DTPW, the Awarded Bidder shall make deliveries of the Smartcards within sixty (60) calendar days after the day the County approves the artwork proofs. Liquidated damages shall apply for late delivery of Smartcards in accordance with Section 2.10, Liquidated Damages.

The estimated monthly deliveries for the 5-year term are below and are not guaranteed:

EASY Cards 15,000 EASY Tickets (roll) 160,000 EASY Tickets (pre-cut) 40,000

The Awarded Bidder shall enclose a complete packing slip or delivery ticket with any items delivered in conjunction with this contract. The packing slip shall be attached to the shipping carton(s) which contain the items and shall be made available to the County’s authorized representative during delivery. The packing slip or delivery ticket shall include, at a minimum, the following information: purchase order number; date of order;

a complete listing of items being delivered.

3.4 WARRANTY AGAINST DEFECT

Warranty against any defects for EASY Cards (Group 1) shall be the manufacturer’s standard warranty or thirty-six (36) months from date of acceptance by the County, whichever is greater, whether the Smartcards are placed in circulation or in storage. The awarded Bidder shall promptly replace defective Smartcards, without cost to the County, within 30 calendar days after the County notifies the awarded Bidder of such defects in writing or electronic mail. Payment for delivered and accepted Smartcards does not constitute a waiver of warrantee.

Warranty against any defects for EASY Tickets (Group 2) shall be the manufacturer’s standard warranty or twelve (12) months from date of acceptance by the County, whichever is greater, whether the Smartcards are placed in circulation or in storage. The awarded Bidder shall promptly replace defective Smartcards, without cost to the County, within 30 calendar days after the County notifies the awarded Bidder of such defects in writing or electronic mail. Payment for delivered and accepted Smartcards does not constitute a waiver of warrantee.

The County shall be the sole judge of what is a defect. Liquidated damages shall apply for late delivery of replacement Smartcards in accordance with Section 2.10, Liquidated Damages.

3.5 TESTING

During the term of the contract, samples of delivered Smartcards may be randomly selected and tested, at the County’s expense, for compliance with the specifications herein. If it is found that the delivered Smartcards do not conform to the specifications, the County, in its best interest, may require replacement within the time specified in Section 3.3, Ordering, Shipping and Delivery, or may terminate the contract for cause.

SECTION 4

SUBMITTAL REQUIREMENTS

4.1 BIDDER REQUIREMENTS

TO BE COMPLETED BY ALL BIDDERS

Refer to Paragraph 2 to ensure that Bidder’s responses and attachments comply with the Solicitation's requirements.

Paragraph Reference Bidder Requirements

2.5.1

Bidder shall be regularly engaged in the business of providing Smartcards to be considered for award. Bidder shall provide two (2) different references from customers to whom the Bidder has provided or is currently providing Smartcards as described throughout this Solicitation.

The references should include the customer’s company name, and the contact person’s name, title, address, telephone number, and e-mail address, who can verify that the Bidder has successfully provided the goods/services. These references shall ascertain to the County’s satisfaction that Bidder has sufficient expertise in the industry and its firm is properly equipped to perform the required goods/services.

Reference Company Name No. 1:

Contact’s name: _______________________ Title: ______________________________ Address: _________________________________ Phone Number: _________________ Email: _____________________________________ Reference Company Name No. 2:

Contact’s name: ____________________________Title: ________________________ Address: ________________________________________________________________ Phone Number: ______________________ Email: _____________________________

2.5.2 Bidder shall be ISO 9000:2005, or later version, compliant (unless otherwise approved by Cubic). Bidder shall submit a copy of certification or other documentation proving compliance with requirement

2.5.3

Bidder shall submit their product information sheet or literature detailing the product and include specifications to demonstrate compliance.

If the product information sheet or literature does not demonstrate compliance with the specifications, Bidder shall provide an explanation on company letterhead to demonstrate compliance.

Bids submitted without such product information sheet or literature, and/or letter, demonstrating compliance may result in the bid being rejected for not meeting specifications.

The manufacturer’s name, brand names and other product information contained in this solicitation are being used for the sole purpose of establishing the minimum requirement of quality, standard of performance, and design, and is in no way intended to prohibit the offer of any manufacturer’s items of equal material unless otherwise indicated.

4.2. PRICE SUBMITTAL

Bidder shall provide pricing in INFORMS as indicated under Section 3, Scope of Work/Technical Specifications, in accordance with all applicable terms and conditions of this Solicitation. Estimated quantities provided below are for the five-year term of the contract and are provided for Bidder guidance only. Refer to Section 1, Paragraph 1.9, Quantities.

Item No.

Description Est. Qty.

(Years 1-3)

Est. Qty.

(Year 4)

Est. Qty.

(Year 5)

Unit of Measure

Price (Each

Card/Ticket) Yrs.1-3

Price (Each

Card/Ticket) Yr. 4

Price (Each

Card/Ticket) Yr. 5

1 Group 1-EASY Cards

540,000 180,000 180,000 Each Card

PLEASE ENTER PRICING IN THE LINE ITEM

SECTION OF INFORMS

2 Group 2 - EASY Tickets (parceled in rolls of 1,000)*

5,760,000 1,920,000 1,920,000 Each Ticket

3 Group 2 - EASY Tickets (parceled individually /pre-cut)

1,440,000 480,000 480,000 Each Ticket

*Note: Pricing requested under item no. 2, Group 2 – EASY Tickets (parceled in rolls of 1,000) is for each ticket individually and not per roll.

Attachments:

Appendix A - Technical Drawings

Appendix B - Sample Artwork Specifications

Exhibit 1 - Specifications for extended use Smartcards (EASY Cards)

Exhibit 2 - Specifications for limited use Smartcards (EASY Tickets)

Exhibit 3 - Design information for Smartcard serialization and printing