Rev. 9.3.26 - V. 26-2

MIAMI-DADE COUNTY, FLORIDA

INVITATION TO BID

(ITB)

Event Number: EVN0063560

Event Title: Automotive Glass Electric & Manual Window Regulators

Solicitation Contact: Name: Sharde’ Jackson Title: Procurement Contracting Officer Department: Strategic Procurement Department Email: sharde.jackson@miamidade.gov

Solicitation Contact: Name: Robert Mendoza Title: Procurement Contracting Manager Department: Strategic Procurement Department Email: Robert.Mendoza@miamidade.gov

Rev. 9.3.26 - V. 26-2

GENERAL TERMS AND CONDITIONS:

All Miami-Dade County’s general terms and conditions applicable to procurement contracts are posted online. Bidders that receive an award from Miami-Dade County through the competitive procurement process must anticipate the inclusion of these requirements in the resultant Contract. These general terms and conditions are considered non-negotiable and include important instructions and requirements that affect all Bids. By submitting a Bid for a Miami-Dade County solicitation, a Bidder attests to its understanding of these general terms and conditions.

General terms and conditions pertaining to this Solicitation and resultant Contract may be viewed online at the Strategic Procurement Department’s webpage by clicking on the below link:

general-terms-and-conditions-r26-2.pdf

NOTICE TO ALL BIDDERS:

Bids are to be submitted electronically through a secure mailbox via the Integrated Financial Resources Management System (INFORMS) (https://supplier.miamidade.gov) until the date and time indicated in the INFORMS Solicitation End Date published in INFORMS. It is the sole responsibility of the Bidder to ensure that its Bid is in INFORMS before the Solicitation deadline. There is no cost to the Bidder to submit a Bid for a Miami-Dade County Solicitation via INFORMS.

Electronic submissions may require the uploading of electronic attachments. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. All documents should be attached as separate files.

For information concerning this Solicitation, use the question/answer feature provided within the Solicitation by INFORMS at https://supplier.miamidade.gov. Questions of a material nature must be received prior to the date and time of the INFORMS Solicitation Question & Answer End Date published in INFORMS. Material changes, if any, to the Solicitation will be made only by written addendum. (See Mandatory Online Forms and Addendum Acknowledgement section of INFORMS site).

Bidders must allow sufficient time to complete online forms and upload all Bid documents. All information and documents must be fully entered, uploaded, acknowledged (“Confirm”) and recorded into INFORMS before the date and time of the INFORMS Solicitation End Date, or the system will stop the process and the submission will be considered late and will not be accepted.

No part of a Bid can be submitted via hardcopy, email, or fax.

If you submit your bid and subsequently an Addendum is issued, failure to submit the bid again by clicking on the “Submit Bid” button, after acknowledging Addenda or editing your bid in INFORMS will result in your bid not being received by the County.

Suppliers/Vendors are encouraged to access the links below to assist with submission of responses to the Solicitation.

Recorded eSupplier Workshop Recorded eSupplier Workshop Password: q37%t+pG

Submit a Bid Job Aid https://www.miamidade.gov/technology/library/informs/job-aid/submit-a-bid.pdf https://www.miamidade.gov/resources/strategic-procurement/documents/general-terms-and-conditions-r26-2.pdf https://supplier.miamidade.gov/ https://supplier.miamidade.gov/ https://www.miamidade.gov/global/news-item.page?Mduid_news=news1652724628268780 https://www.miamidade.gov/technology/library/informs/job-aid/submit-a-bid.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 to furnish and install automotive vehicle and equipment glass, as well as electric and manual window regulators and motors for Miami-Dade County departments on an as-needed basis

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 36th month.

2.3. METHOD OF AWARD

Award of this Contract will be made to a maximum of two (2) responsive, responsible Bidders offering the lowest price in the aggregate. To be considered for award, Bidder(s) shall provide pricing in the manner as described below:

For Categories 1, 2, 3, & 5:

Bidder shall offer prices for all items in the Solicitation. Items that will be provided to the County at no cost must show a zero (0) in the price line. The County will determine the Bidders for award by totaling the extended pricing for all items. If a Bidder fails to submit a Bid for all items, its offer may be deemed non-responsive.

The lowest responsive, responsible Bidder in the aggregate will have first opportunity to deliver under the contract, followed by the second lowest responsive, responsible bidder in the aggregate.

For Category 4:

Bidder shall offer a percentage discount off the National Auto Glass Specifications (NAGS). The County shall determine the Bidder(s) for award by multiplying the percentage discount off of the National Auto Glass Specifications (NAGS) by the estimated spend. The Bidder’(s) percentage, inclusive of any applicable Small Business Enterprise (SBE) measures, that represents the lowest annual spend in the aggregate for all line items shall be recommended for award.

The responsive, responsible Bidder with the highest percentage discount will have first opportunity to deliver under the contract, followed by the responsive, responsible bidder with the second highest percentage discount, and followed by the responsive, responsible bidder with the third highest percentage discount.

For Category 6:

Bidder shall offer a percentage markup off all parts and materials that fall under this category. The County shall determine the Bidder(s) for award by multiplying the percentage markup by the estimated spend. This amount shall be added to the estimated spend to determine the lowest annual spend. The Bidder’(s) percentage, inclusive of any applicable Small Business Enterprise (SBE) measures, that represents the lowest annual spend shall be recommended for award.

The responsive, responsible Bidder with the highest percentage discount will have first opportunity to deliver under the contract, followed by the responsive, responsible bidder with the second highest percentage discount, and followed by the responsive, responsible bidder with the third highest percentage discount.

Award to multiple Bidders is made for the convenience of the County and does not exempt the lowest Awarded Bidder from fulfilling its Contractual obligations. Repeated failures of the lowest Awarded Bidder to perform in accordance with the terms and conditions of the Contract may result in that Bidder being deemed in breach of Contract and the County terminating its Contract with the Bidder in accordance with Section 1-General Terms and Conditions, Paragraph 1.26-Termination for Default.

2.4. 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:

1. Bidder or Bidder’s Subcontractor shall be regularly engaged in the business of furnishing and installing automotive glass and window regulators to be considered for award. Bidder or Bidder’s Subcontractor shall provide two (2) different references from customers to whom the Bidder or Bidder’s Subcontractor has provided or is currently furnishing and installing automotive glass and window regulators as described throughout this Solicitation. In lieu of the references from the Bidder or Bidder’s Subcontractor, the County will consider the references from Bidder’s key personnel in accordance with Resolution No. 1122-21.

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/key personnel/Subcontractor has successfully provided the goods/services (Section 4: Submittal Requirements). These references shall ascertain to the County’s satisfaction that the Bidder/key personnel/Subcontractor has sufficient expertise in the industry and its firm is properly equipped to perform the required goods/services.

2. The Bidder(s) shall be able to demonstrate sufficient financial resources by always maintaining a minimum inventory level of $25,000 of glass and regulator/motor inventory or maintain lines of credit with wholesalers that supply glass and regulator/motor parts. The Bidder(s) shall provide as proof of meeting this requirement either a current inventory report (no older than 30 days) or letter(s) of credit from wholesalers.

3. The Bidder shall designate at least one company representative who is knowledgeable in the services being solicited, who shall have full authority to act on behalf of the Bidder on all matters related to a resulting Contract, and who shall be available to the County twenty-four (24) hours per day, seven (7) days per week to address and expedite matters relating to a resulting Contract.

To demonstrate compliance with this requirement, the Bidder shall attest to the representative’s knowledge, authority and availability and provide the representative’s name, title, telephone number and email address.

4. The Bidder(s) shall have at a minimum three (3) service trucks registered in the Bidder(s) name at the time of bid submittal. The Bidder(s) shall provide a copy of the registration for each registered service truck.

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 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.

2.5 PRICES

The Bidders’ price(s) shall be inclusive of all costs, delivery, charges, and fees. Additional charges of any kind will not be accepted.

Categories 1 – 3 and 7 The initial contract prices shall remain fixed and firm for a period of no less than twelve (12) months from the contract’s effective date. Thereafter, prices may be adjusted upward or downward as follows:

The County may elect to negotiate price adjustments with Awarded Bidder(s) (decreases or increases) based on changes in the Consumer Price Index for All Urban Consumers (CPI-U), Series ID: CUURS35BSAS , Titled Services in Miami-Fort Lauderdale-West Palm Beach, FL, Not Seasonally Adjusted. The Base CPI Index for adjustments will be the Index published by the BLS for the referenced CPI Series in the month and year when the solicitation ended (or the month prior to the solicitation’s end date if the solicitation’s end month is not published by the BLS), and the Base Price shall be the contract’s initial price(s).

The period used to calculate the adjustment will begin in the month when the solicitation ended (or the month prior to the solicitation’s end date if the solicitation’s end month is not published by the BLS) and will include as many months as have been published by the BLS at the time of the adjustment.

The following is an example of how to calculate an adjustment:

Contract’s Effective Date: May 1, 2022 Solicitation’s End Date: May 7, 2021

Index Point Change Calculation:

Current CPI Index (April 2023) 232.945 Less: Base CPI Index (April 2021) 229.815 Equals: Index Point Change 3.130

Percentage Change Calculation:

Index Point Change 3.130 Divided by: Base CPI Index 229.815 Equals: 0.01362 Multiplied by 100: 1.3620 Equals: Percent Change 1.37% Price Calculation:

Percent Change: 1.37% Multiplied by Initial Contract Price (Base Price): $100.00 Equals: Applicable CPI Increase: $1.37 Adjusted Price According to CPI: $101.37

The Base Price and the Base CPI Index shall remain constant throughout the contract term and shall be the basis of all adjustments.

The following is an example of how to calculate a subsequent adjustment:

Index Point Change Calculation:

Current CPI Index (June 2024) 240.100 Less: Base CPI Index (April 2021) 229.815 Equals: Index Point Change 10.285

Percentage Change Calculation:

Index Point Change 10.285 Divided by: Base CPI Index 229.815 Equals: 0.04475 Multiplied by 100: 4.4753 Equals: Percent Change 4.48%

Price Calculation:

Percent Change: 4.48% Multiplied by Initial Contract Price (Base Price): $100.00 Equals: Applicable CPI Increase: $4.48 Adjusted Price According to CPI: $104.48

Should the referenced index be discontinued by the BLS, or should its data be unavailable, the County will use the Consumer Price Index for All Urban Consumers (CPI-U), Series ID: CUUR0300SAS , Titled Services in South Urban, Not Seasonally Adjusted. Price adjustments may also be negotiated based on other indexes published by the BLS (CPI or PPI) or other economic factors if these economic indicators are evidently proven to have directly affected the contract prices during the contract period.

An Awarded Bidder may initiate a request for price adjustment, the County will review such request as prescribed above and will grant the price adjustment as requested, negotiate with the Awarded Bidder to determine the appropriate price adjustment, or reject the request in its best interest. If the County elects to reject an Awarded Bidder's request for an adjustment, the Awarded Bidder is not excused from continuing to perform under the Contract. Failure of an Awarded Bidder to perform under these circumstances may result in such Awarded Bidder being deemed in breach of contract and the County terminating its Contract with such Awarded Bidder in accordance with Section 1-General Terms and Conditions, Paragraph 1.26-Termination for Default.

Adjusted prices shall remain firm for at least twelve (12) months; thereafter, prices may be readjusted as prescribed above.

Any price adjustments authorized by the County shall be formalized by a Contract Modification, originated, and published by the Strategic Procurement Department. Under no circumstances should an Awarded Bidder invoice the County a price that is higher than the price authorized through the contract award or an approved Contract Modification.

NOTE: In cases where both a door glass installation and a motor/regulator installation are required for the same door position on the same vehicle, only one labor charge from Category 2 shall be allowed.

Categories 4 & 6 The percentage discount for Category 4 and markup for Category 6 shall be fixed and firm for the term of the contract.

Category 5 The initial contract prices shall remain fixed and firm for a period of no less than twelve (12) months from the contract’s effective date. Thereafter, prices may be adjusted upward or downward as follows:

The County may elect to negotiate price adjustments with Awarded Bidder(s) (decreases or increases) based on changes in the Consumer Price Index for All Urban Consumers (CPI-U), Series ID: CUURS35BSA0, Titled All Items in Miami-Fort Lauderdale-West Palm Beach, FL, Not Seasonally Adjusted. The Base CPI Index for adjustments will be the Index published by the BLS for the referenced CPI Series in the month and year when the solicitation ended (or the month prior to the solicitation’s end date if the solicitation’s end month is not published by the BLS), and the Base Price shall be the contract’s initial price(s).

The period used to calculate the adjustment will begin in the month when the solicitation ended (or the month prior to the solicitation’s end date if the solicitation’s end month is not published by the BLS) and will include as many months as have been published by the BLS at the time of the adjustment.

The following is an example of how to calculate an adjustment:

Contract’s Effective Date: May 1, 2022 Solicitation’s End Date: May 7, 2021

Index Point Change Calculation:

Current CPI Index (April 2023) 232.945 Less: Base CPI Index (April 2021) 229.815 Equals: Index Point Change 3.130

Percentage Change Calculation:

Index Point Change 3.130 Divided by: Base CPI Index 229.815 Equals: 0.01362 Multiplied by 100: 1.3620 Equals: Percent Change 1.37% Price Calculation:

Percent Change: 1.37% Multiplied by Initial Contract Price (Base Price): $100.00 Equals: Applicable CPI Increase: $1.37 Adjusted Price According to CPI: $101.37

The Base Price and the Base CPI Index shall remain constant throughout the contract term and shall be the basis of all adjustments.

The following is an example of how to calculate a subsequent adjustment:

Index Point Change Calculation:

Current CPI Index (June 2024) 240.100 Less: Base CPI Index (April 2021) 229.815 Equals: Index Point Change 10.285

Percentage Change Calculation:

Index Point Change 10.285 Divided by: Base CPI Index 229.815 Equals: 0.04475

Multiplied by 100: 4.4753 Equals: Percent Change 4.48%

Price Calculation:

Percent Change: 4.48% Multiplied by Initial Contract Price (Base Price): $100.00 Equals: Applicable CPI Increase: $4.48 Adjusted Price According to CPI: $104.48

Should the referenced index be discontinued by the BLS, or should its data be unavailable, the County will use the Consumer Price Index for All Urban Consumers (CPI-U), Series ID: CUUR0300SA0, Titled All Items in South Urban, Not Seasonally Adjusted. Price adjustments may also be negotiated based on other indexes published by the BLS (CPI or PPI) or other economic factors if these economic indicators are evidently proven to have directly affected the contract prices during the contract period.

An Awarded Bidder may initiate a request for price adjustment, the County will review such request as prescribed above and will grant the price adjustment as requested, negotiate with the Awarded Bidder to determine the appropriate price adjustment, or reject the request in its best interest. If the County elects to reject an Awarded Bidder's request for an adjustment, the Awarded Bidder is not excused from continuing to perform under the Contract. Failure of an Awarded Bidder to perform under these circumstances may result in such Awarded Bidder being deemed in breach of contract and the County terminating its Contract with such Awarded Bidder in accordance with Section 1-General Terms and Conditions, Paragraph 1.26-Termination for Default.

Adjusted prices shall remain firm for at least twelve (12) months; thereafter, prices may be readjusted as prescribed above.

Any price adjustments authorized by the County shall be formalized by a Contract Modification, originated, and published by the Strategic Procurement Department. Under no circumstances should an Awarded Bidder invoice the County a price that is higher than the price authorized through the contract award or an approved Contract Modification.

2.6 METHOD OF PAYMENT

The County shall provide payments for services rendered by the Awarded Bidder(s). In order for the County to provide payment, the Awarded Bidder(s) shall submit a fully documented invoice that provides the basic information set forth below. The invoice shall be electronically submitted to the County department within thirty (30) calendar days after the service has been rendered. Paper or handwritten invoices will not be accepted.

It shall be understood that such invoices shall not be submitted for payment until the time services have been completed and a County representative has reviewed and approved the services.

All invoices shall contain the following basic information as stipulated in Section 1.34, in addition to the information below:

• Crediting invoices must contain originally charged invoice number as a cross-reference.

• When appropriate, invoices shall be directed to the attention of the Shop Facility Supervisor that assigned the work or placed the order and include the name of the Bidder(s) and their FEIN.

I. County Information:

• Full name and phone number of the County employee requesting service and the name of the County Department/Division /Location requesting service.

II. Pricing Information:

• Unit price of the goods, services or property provided in detail to include awarded labor rate, labor hours performed, part number of items installed, and appropriate parts description.

III. Goods or Services Provided per Contract:

• Each unique service performed must be listed as a separate line item on the invoice to include but not limited to work requested, and description of service(s) provided.

• The date service was requested and the date service was completed.

2.7 PURCHASE OF ADDITIONAL ITEMS/SERVICES

During the term of the Contract the County may require additional items and/or services like those listed in this Solicitation. Under these circumstances, a County representative may obtain a price quote from the Awarded Bidder(s). The County reserves the right to award the additional item(s) and/or service(s) to an Awarded Bidder based on the price quoted, to negotiate a price with an Awarded Bidder for the additional item, or to acquire the additional item through a separate Solicitation.

All additional items and/or services authorized by the County shall be formalized by a Contract Modification, originated, and published by the Miami-Dade County Strategic Procurement Department.

2.8 ADDITION/DELETION OF FACILITIES

Although this solicitation identifies specific facilities where the services are currently provided, it is hereby agreed and understood that County departments may move, add, or delete facilities when needed or no longer required during the contract period. The County department will provide written notice of no less than thirty

(30) calendar days to the Awarded Bidder(s) of such addition or deletion. The County may obtain price quotes for services in additional facilities from other vendors in the event that fair and reasonable pricing is not obtained from the Awarded Bidder(s), or for other reasons at the County’s discretion.

2.9 INSURANCE REQUIREMENTS

The requirements specified in Section 1-General Terms and Conditions, Paragraph 1.22-Insurance Requirements, are amended as follows:

2. Commercial General Liability Insurance including Garage Liability in an amount not less than

$1,000,000per occurrence, and $2,000,000 in the aggregate, not to exclude Products and Completed Operations. Miami-Dade County must be shown as an additional insured with respect to this coverage.

3. Automobile Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the work, in an amount not less than $1,000,000 combined single limit per occurrence for bodily injury and property damage.

If Off County Facility Site is required it shall be understood that the Awarded Bidder must provide the following coverage:

4. Garage Keepers Liability in an amount not less than $1,000,000 per occurrence. Miami-Dade County must be shown as an additional insured with respect to this coverage.

All other information remains the same.

2.10 SMALL BUSINESS ENTERPRISE MEASURES

In accordance with Section 1-General Terms and Conditions, Paragraph 1.45-Small Business Enterprise (SBE) Measures, the following SBE Measures apply to this solicitation:

A SBE Bid Preference for Small Business Enterprises certified by Strategic Procurement Department applies to this Solicitation. The Bid Preference shall be used only to evaluate a Bid and shall not affect the Contract price.

2.11 WARRANTY: 365 DAYS FOR PARTS AND REPAIRS

All parts delivered under this Contract shall be in accordance with Section 1-General Terms and Conditions, Paragraph 1.8-Materials Shall Be New and Warranted Against Defects.

In addition, the Awarded Bidder warrants that all repairs delivered under this Contract will be free from defects in workmanship and conform to the requirements of this Contract for a minimum period of 365 calendar days after the County’s acceptance. Warranties shall remain in force for at least 365 calendar days from the date of the County’s acceptance; regardless of whether the Awarded Bidder is under Contract with the County at the time of defect.

SECTION 3

SCOPE OF WORK/TECHNICAL SPECIFICATIONS

3.1 SCOPE OF WORK

The Awarded Bidder(s) shall furnish and install automotive vehicle and equipment glass and electric and manual window regulators and motors in conjunction with the County's needs on an as-needed basis. The Awarded Bidder(s) shall perform all services at a County facility site, unless otherwise directed by the County.

All services shall be completed no later than 24 hours after notification.

Services will be provided under the following categories:

Category 1:Glass Replacement Service (Labor) Category 2: Window Regulator Repair or Replacement Service (Labor) Category 3: Additional Hourly Services (Labor) Category 4: Auto Replacement Glass (ARG) (Parts) Category 5: Glass or Other Glazing Material (cut to size) (Parts) Category 6: Additional Parts and Materials (Parts) Category 7: Emergency Response Time (Labor)

Category 1: Glass Replacement Service (Labor) The Awarded Bidder(s) shall be responsible for the furnishment and installation of glass and/or County supplied glass, inclusive of automotive windshields, door glass, vent assembly, quarter glass and rear glass and all other vehicle and equipment glass. The Awarded Bidder(s) shall also be responsible for Advance Driver Assistance Systems Windshield Calibration (ADAS). The Awarded Bidder(s) shall use fast curing polyurethane adhesive to allow guaranteed two (2) hour safe drive away time after application.

Category 2: Window Regulator Repair or Replacement Service (Labor) The Awarded Bidder(s) shall be responsible for the furnishment and installation of motors and regulators and/or County supplied motors and regulators, inclusive of all operating windows and openings in all vehicles and equipment.

Category 3: Additional Hourly Services (Labor) The Awarded Bidder(s) shall be responsible for additional services not covered in the typical glass or regulator services in Categories 1 and 2. This shall include, but is not limited to repairs, rust removal, straightening, and water leaks. The Awarded Bidder(s) shall notify and have approval of requesting department before any of the additional services may be performed.

Category 4: Auto Replacement Glass (ARG) (Parts) The Awarded Bidder(s) shall furnish aftermarket Auto Replacement Glass (ARG). This includes curved windshields and glass other than windshields for all vehicle types and equipment.

Category 5: Glass or Other Glazing Material (cut to size) (Parts) The Awarded Bidder(s) shall furnish glazed, safety glass, plexi-glass, and regular glass or Polycarbonate material that is cut to fit for all vehicle types and equipment.

Category 6: Additional Parts and Materials (Parts) The Awarded Bidder(s) shall furnish parts or material that is not covered or available in Categories 4 & 5. The parts shall be OEM, Aftermarket, Rebuilt or other type and shall require approval from the requesting department prior to usage. These parts include but are not limited to OEM Glass (not available in NAGS), window regulators, moldings, seals and gaskets. The Awarded Bidder(s) shall provide proof of cost when invoicing.

Category 7: Emergency Response Time (Labor) The Awarded Bidder(s) shall respond within 4 hours after notification by Miami-Dade Fire Rescue only, and such response shall be 24 hours a day, 7 days a week, as emergency service response time (defined as the time from acknowledged notification to arrival on-site).

3.2 GLASS, GLAZING, MOTORS, REGULATORS, ETC.

Regardless of the location the glass, glazing, motor or regulator is to be installed, (i.e. windshield, door, vent, rear, etc. or any other opening on a vehicle or other mobile or non-mobile equipment) all service to be provided and installed shall meet or exceed the most current regulations and standards set forth by the following industry and governmental regulators:

• Auto Glass Safety Council (AGSC)

• American National Standards Institute (ANSI)

• Society of Automotive Engineers (SAE)

• Federal Motor Vehicle Safety Standards (FMVSS)

• National Highway Traffic Safety Administration (NHTSA)

Types of vehicles and equipment requiring repair service shall include, but are not limited to:

• Automotive Vehicles with a GVWR under 14,001 lbs. including Sedans, Pickup Trucks, Vans and SUV and brands including Chevrolet, Ford , Dodge, Jeep, Ram, Nissan and Toyota.

• Medium and Heavy Trucks with a GVWR of 14,001 lbs. or greater including Waste collection, Van body, Dump trucks, Tractors, Fire Rescue Trucks, Cranes and Tankers and vehicles brands including but not limited to, Ford, Dodge, Ram, Chevrolet, Autocar, Isuzu, Peterbilt, Freightliner, American LaFrance, Condor, Sterling, and Grove.

• Off-road, Landfill, Construction and Agricultural equipment including Loaders, Dozers, Excavators, Backhoes, Farm Tractors, Tankers and vehicles brands including Caterpillar, John Deere, Volvo, and New Holland.

• Stationary Cranes, such as Grizzly Cranes, Transfer Station bulldozers and heavy equipment, loaders.

3.3 NON-STOCK EQUIPMENT/RELATED MATERIALS

Due to the diversity of equipment operated by the County, the Awarded Bidder(s) may not have in stock all glass types, motors and controllers required by the County. The Awarded Bidder(s) shall be responsible for obtaining, delivering and installing any not in stock glass and/or regulators/motors no later than the second business day after the order has been placed by the County.

3.4 LABOR, MATERIALS AND EQUIPMENT SHALL BE SUPPLIED BY THE BIDDER

The Awarded Bidder(s) shall furnish all labor, materials and equipment necessary for satisfactory contract performance. When not specifically identified in the technical specifications, such materials and equipment shall be of the same quality level and fitment as that of the original equipment manufacturer (OEM), although OEM replacement glass, motors or regulators are not a requirement of this solicitation. All materials, workmanship, and equipment shall be subject to the inspection and approval of the requesting department.

3.5 RESPONSE TIME

The Awarded Bidder(s) shall be available 24 hours, 7 days a week to receive any service calls from County personnel. During regular working hours (Monday through Friday, 8:00 A.M. to 5:00 P.M.), service response time (defined as the time from acknowledged notification to arrival on-site) shall be within 24 hours after notification by the County.

Emergency response time, as defined in Section 3.1 above, shall be within 4 hours after notification by the County.

3.6 NOTIFICATION TO BEGIN WORK

The Awarded Bidder(s) shall neither commence any work, nor enter a County work premise, until a notice/work order/purchase order directing the Awarded Bidder(s) to proceed has been received from an authorized County representative; provided however, that such notification shall be superseded by any emergency work that may be required in accordance with provisions included elsewhere in this solicitation and resultant contract.

3.7 WORK ACCEPTANCE

All installations, equipment and/or work shall be inspected by an authorized representative of the County once work is completed. This inspection shall be performed to determine operational status, acceptance of work, appropriate invoicing, and warranty conditions. If any additional work is necessary the Awarded Bidder(s) shall obtain prior authorization from a department authorized County representative or designee.

3.8 ACCIDENT PREVENTION AND BARRICADES

Precautions shall be exercised at all times for the protection of person and property. The Awarded Bidder(s) performing services under this contract shall conform to all relevant OSHA, International Standards Operations (ISO) Procedures 14001;2015 or latest revision and State and County regulations during the course of such effort. Any fines levied by the above-mentioned authorities for failure to comply with these requirements shall be borne solely to the Awarded Bidder(s). Barricades shall be provided by the Awarded Bidder(s) when work is performed in areas traversed by persons, or when deemed necessary by the shop supervisor.

3.9 CLEAN-UP

All unusable materials and debris shall be removed from the premises at the end of each workday and disposed of in an appropriate manner. Upon final completion, the Awarded Bidder(s) shall thoroughly clean up all areas where work has been involved as mutually agreed with the associated user department’s shop supervisor. All scrap metal (i.e. window regulators, motors, etc.) shall be provided to the shop for proper recycling. The Awarded Bidder(s) shall remove all hazardous chemicals and waste to comply with PIOD Fleet Management ISO EMS fleet 12 and ISO EMS fleet-15 operational control attached (Refer to Attachment 1).

3.10 WORK REQUIREMENTS

The Awarded Bidder(s) shall complete all required work to make the vehicle “ready for service” no later than the next business day after the date of the order.

All service work shall be made in accordance with good commercial practice and all required timeframes shall be adhered to by the Awarded Bidder(s); except in such cases where the service work will be delayed due to acts of nature, strikes, or other causes beyond the control of the Awarded Bidder(s). In these cases, the Awarded Bidder(s) shall notify the County of the delays in advance of the original completion date so that a revised completion date can be considered by the County.

3.11 DEFICIENCIES IN WORK

The Awarded Bidder(s) shall promptly correct all apparent and latent deficiencies and/or defects in work, and/or any work that fails to conform to the contract documents regardless of project completion status. All corrections shall be made within two (2) business days after such rejected defects, deficiencies, and/or non-conformances are reported in writing to the Awarded Bidder(s) by the requesting department.

The Awarded Bidder(s) shall bear all costs of correcting such rejected work. If the Awarded Bidder(s) fails to correct the work within the period specified, the County may, at its discretion, notify the Awarded Bidder(s), in writing, that the Awarded Bidder(s) is subject to contractual default provisions if the corrections are not completed to the satisfaction of the County within two (2) calendar days of receipt of the notice.

If the Awarded Bidder(s) fails to correct the work within the period specified in the notice, the County shall place the Awarded Bidder(s) in default, obtain the services of the other Awarded Bidder or another Bidder to correct the deficiencies, and charge the Awarded Bidder(s) for these costs; either through a deduction from the final payment owed to the Awarded Bidder(s) or through invoicing. If the Awarded Bidder(s) fails to honor this invoice or credit memo, the County may terminate the contract for default.

3.12 DEPARTMENT LOCATION LISTING

A. PEOPLE & INTERNAL OPERATIONS (PIOD) FLEET MANAGEMENT DIVISION

Light Equipment Operations

Shop Address Phone # Fax # Shop # Shop 1 Main 703 NW 25th St 305 638-6071 305 638-5790 10 Downtown Motor Pool 201 NW 1st St 305 375-4053 305 375-3650 15 Shop 3 Body Shop 8801 NW 58th St 305 468-2518 305 468-2552 43 Shop 3-Auto 8801 NW 58th St. 305 470-1787 305 406-2978 33 Police Headquarters 9109 NW 25th St. 305 471-2930 305 593-8867 18 Station 1 5975 Miami Lakes Dr. 305 557-9844 305 275-7780 16 Station 9 18805 NW 27th Ave. 305 627-7180 305 627-7293 19 Station 2 799 NW 81st Street. 305 691-3134 305 694-8672 14 Station 6 15665 Biscayne Blvd. 305 947-4429 305 275-7799 12 Shop 2-Auto 6100 SW 87th Ave. 305 273-4127 305 270-4932 24 Station 5 7707 SW 117th Ave. 305 271-5342 305 275-7790 13 Station 8 10000 SW 142nd Ave. 305 383-6820 305 382-1445 17 South Dade Gov’t Cen. 10740 SW 211th St. 305 251-3125 305 232-2434 11 New Car Get Ready 6100 SW 87th Ave. 305 270-6367 305 271-9531 40

Shop 2-Truck 6100 SW 87th Ave. 305 273-4125 305 375-4126 305 270-4912 20

Shop 3 8801 NW 58th St. 305 591-9515 305 470-1613 30 Shop 3A 18701 NE 6th Ave. 305 652-0764 305 770-3142 31 Shop 3B-SW 7900 SW 107th Ave. 305 279-5050 305 273-7418 32 Shop 3C-Const. /Weld. 8801 NW 58th St. 305 477-1008 305 499-5466 38 Tire Shop 8801 NW 58th St. 305 470-1769 305 468-2569 39

Shop 3D 10820 SW 211th St. 305 233-5297 305 251-0097 304 255-5345 35

B. MIAMI-DADE AVIATION DEPARTMENT (MDAD)

Heavy Equipment Operations Shop Address Phone # Fax # Shop #

MDAD Mobile Shop 4331 NW 22nd Bdlg 3040 St 305-876-7343 305-876-7218

MDAD

Mobile Shop

C. MIAMI-DADE FIRE RESCUE DEPARTMENT (MDFR)

Shop Address Phone # Hours of Operation Shop #

Fire Shop North 8141 NW 80 Street, Miami 786-229-3790 Mon – Friday 6:30 a.m. – 4:30 p.m. 1

Fire Shop South 6100 SW 87th Avenue, Miami 786-229-3790 24 hours a day, 7 days a week. 2

D. WATER AND SEWER DEPARTMENT (WASD)

Shop Address Phone # Fax # Shop #

Virginia Key 3939 Crandon Blvd. Key Biscayne Fl. 33149 786-552-4248 786-558-4282 1

Black Point 8950 SW 232 Street Miami, Fl.

33190 786-268-5663 N/A 2

Westwood Lakes 4801 SW 117 Ave Miami, Florida 33156 786-268-5520 N/A 3

Distribution 1001 NW 11Th Street Miami, Fl.

33136 786-268-5493 786-286-5494 4

South Miami Heights Fleet Management Office

20900 SW 117 Ave. Miami, Florida 33177 786-268-5060 N/A 5

SECTION 4

SUBMITTAL REQUIREMENTS

4.1 BIDDER REQUIREMENTS

TO BE COMPLETED BY ALL BIDDERS

Refer to Paragraph 2.4 to ensure that Bidder’s responses and attachments comply with the Solicitation's requirements.

Paragraph Reference Bidder Requirements

1.

Bidder or the Bidder’s Subcontractor shall be engaged in the business of providing furnishing and installing automotive glass and window regulators to government agencies and/or private businesses.

The Bidder or the Bidder’s Subcontractor shall be engaged in the business of providing two (2) to government agencies and/or private businesses.

To demonstrate compliance with this requirement, the Bidder shall provide: two (2) signed professional reference letters (on the referred entity’s letterhead) from current or previous different government agencies and/or private businesses, or two (2) different references from government agencies and/or private businesses. All reference letters or references should include the name of the government agency or private business, a description of the goods and/or services delivered by the Bidder, the period in which the goods and/or services were delivered and a contact person’s name, telephone number and email address. The County must be able to ascertain from Bidder provided references, to its satisfaction, at the County’s sole discretion, that the Bidder, or the Bidder’s subcontractor, holds sufficient experience and capacity in providing furnishing and installing automotive glass and window regulator.

In lieu of the references from the Bidder or the Bidder’s Subcontractor, the County will consider references from the Bidder’s key personnel in accordance with Resolution No. 1122-21.

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/key personnel/Subcontractor has successfully provided the goods/services (Section 4: Submittal Requirements). These references shall ascertain to the County’s satisfaction that the Bidder/key personnel/Subcontractor has sufficient expertise in the industry and its firm is properly equipped to perform the required goods/services.

Reference Company Name No. 1:

Is reference for the Bidder, Subcontractor, or key personnel:

If Subcontractor, then identify the name of the Subcontractor:

If key personnel, then identify the name of the key personnel:

and make sure that company key personnel worked for is listed above as “Reference Company 1.”

Contact’s name: _____________________________ Title: ______________________________ Address: ______________________________________________________________________ Phone Number: ______________________ Email: _____________________________________

Reference Company Name No. 2:

Is reference for the Bidder, Subcontractor, or key personnel:

If Subcontractor, then identify the name of the Subcontractor:

If key personnel, then identify the name of the key personnel:

and make sure that company key personnel worked for is listed above as “Reference Company 2.”

Contact’s name: _____________________________ Title: ______________________________ Address: ______________________________________________________________________ Phone Number: ______________________ Email: _____________________________________

2.

The Bidder(s) shall be able to demonstrate sufficient financial resources by always maintaining a minimum inventory level of $25,000 of glass and regulator/motor inventory or maintain lines of credit with wholesalers that supply glass and regulator/motor parts. The Bidder(s) shall provide as proof of meeting this requirement either a current inventory report (no older than 30 days) or letter(s) of credit from wholesalers.

3.

The Bidder shall designate at least one company representative who is knowledgeable in the services being solicited, who shall have full authority to act on behalf of the Bidder on all matters related to a resulting Contract, and who shall be available to the County twenty-four (24) hours per day, seven (7) days per week to address and expedite matters relating to a resulting Contract.

To demonstrate compliance with this requirement, the Bidder shall attest to the representative’s knowledge, authority and availability and provide the representative’s name, title, telephone number and email address..

4.

The Bidder(s) shall have at a minimum three (3) service trucks registered in the Bidder(s) name at the time of bid submittal. The Bidder(s) shall provide a copy of the registration for each registered service truck.

5.

Bidder shall assign a competent representative who is cognizant of industry standards and is authorized to discuss matters pertaining to the resultant Contract and provide the County with support and information. The Bidder’s representative shall be able to communicate with the County and shall have full authority to act on behalf of the Bidder on all matters related to the resultant Contract. Bidders are required to provide their authorized representative’s name, phone number, and e-mail address.

All resources shall be available twenty-four (24) hours a day to provide immediate support and expedite services.

Name of Bidder’s Authorized Representative: _________________________________________ Title of Bidder’s Authorized Representative: _________________________________________ Phone Number: _________________________________________ E-mail address: __________________________________________

4.2. PRICE SUBMITTAL

Bidder shall provide pricing on the Price Form for all products and services as indicated under Section 3, Scope of Work, in accordance with all applicable terms and conditions of this Solicitation. Estimated quantities/spend provided represent per year quantities throughout the term of the contract and are provided for Bidders guidance only. Refer to Section 1, Paragraph 1.9, Quantities.