F-500632-LI.pdf

Board of County Commissioners County Administrator

Mack Bernard, Mayor Verdenia C. Baker Dave Kerner, Vice Mayor Hal R. Valeche Greg K. Weiss Robert S. Weinroth Mary Lou Berger Purchasing Department Melissa McKinlay www.pbcgov.com/purchasing

REQUEST FOR SUBMITTAL

FOR FEDERALLY FUNDED GOODS/SERVICES

RFS NO. F-500632/LI

Palm Beach County Board of County Commissioners and

Risk Management Department are seeking Submittals for:

Automated External Defibrillator (AED) Management Program

Date issued/available for distribution: June 26, 2019

Respondent shall submit one (1) unbound original, three (3) bound copies, and one (1) electronic copy in pdf (CD or flash drive) of the complete submittal, which must be received in the Office of the Purchasing Department no later than July 29, 2019, 4:00 p.m. local time. See Section 1.7 of the RFS for Mailing Instructions.

ENVELOPE MUST BE IDENTIFIED WITH THE

DEADLINE DATE FOR RECEIPT OF SUBMITTALS

AND

THE RFS NUMBER.

C A U T I O N In order to do business with Palm Beach County vendors are required to create a Vendor Registration Account OR activate an existing Vendor Registration Account through the Purchasing Department’s Vendor Self Service (VSS) system which can be accessed at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService. As they are issued, all Amendments to solicitations will be posted under the applicable solicitation on our VSS system.

Palm Beach County shall not be responsible for the completeness of any Request for Submittal package not downloaded from our VSS system or obtained directly from Palm Beach County Purchasing Department.

IN ACCORDANCE WITH THE PROVISIONS OF ADA, THIS DOCUMENT MAY BE

REQUESTED IN AN ALTERNATE FORMAT

http://www.pbcgov.com/ https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService i

TABLE OF CONTENTS

SECTION PAGE

SECTION 1 GENERAL INFORMATION

1.1 Issuing Office

1.2 History and Background

1.3 Purpose of the Project

1.4 Period of Contract

1.5 Qualification of Respondents

1.6 Timetable

1.7 Submittal Submission

1.8 Contact Person

1.9 Additional Information / Amendment(s)

SECTION 2 GENERAL TERMS AND CONDITIONS

2.1 Submittal Guarantee

2.2 Modified Submittals

2.3 Withdrawal of Submittals

2.4 Late Submittals, Late Modified Submittals

2.5 RFS Postponement / Cancellation

2.6 Costs Incurred by Respondents

2.7 Public Records and Proprietary / Confidential Information

2.8 Negotiations

2.9 Posting of Intent and Right to Protest

2.10 Palm Beach County Office of the Inspector General Audit Requirements . 6

2.11 Rules; Regulations; Licensing Requirements

2.12 Criminal History Records Check

2.13 Review of Submittals

2.14 Exceptions to the RFS

2.15 Selection Process

2.16 Evaluation Criteria

2.17 Award of Contract

2.18 Standard Contract Provisions (Attachment 1)

2.19 Commencement of Work

2.20 Insurance Requirements

2.21 Drug Free Workplace Certification

2.22 Contracting with Small and Minority Businesses, Women’s Business

Enterprises, and Labor Surplus Area Firms

2.23 Authorized Signature

ii

TABLE OF CONTENTS

(continued)

SECTION PAGE

SECTION 3 SUBMITTAL REQUIREMENTS

3.1 Experience / Qualification / Background / References Information

3.2 Project Approach / Understanding Information

3.3 Key Personnel and Operations Information

3.4 Price Submittal Information

3.5 Business Information

3.6 Debarment and Suspension (Certification Required)

3.7 Amendments to the RFS

3.8 Additional Information

SECTION 4 SCOPE OF WORK/SERVICES

SECTION 5 ATTACHMENTS

ATTACHMENT 1 - Sample Standard Contract

SECTION 6 APPENDICES

APPENDIX A - Price Submittal Pages APPENDIX B - Business Information APPENDIX C - Certification Regarding Debarment and Suspension APPENDIX D - Drug Free Workplace Certification

SECTION 1

GENERAL INFORMATION

1.1 ISSUING OFFICE:

This Request for Submittal (RFS) is issued for the County of Palm Beach (hereinafter referred to as “County”) by the Purchasing Department for the benefit of the Risk Management Department. The Purchasing Department is the SOLE point of contact concerning this RFS. All communications regarding this RFS must be done through the Purchasing Department. See Section 1.8, Contact Person.

1.2 HISTORY AND BACKGROUND:

Palm Beach County’s Risk Management Department is responsible for facilitating the Automated External Defibrillator (AED) program throughout Palm Beach County for all County Buildings. At present, we have approximately two hundred thirty-seven (237) AEDs in the system and are continuing to add more as funds arise. Our current AED program involves the use of a Contractor for all aspects of the program including, but not limited to, twice yearly inspection and maintenance of each AED, recommendations for any future AED placement, employee training, part replacement, inventory, as well as all elements to achieve a comprehensive AED program.

1.3 PURPOSE OF THE PROJECT:

Palm Beach County is seeking submittals from qualified contractors to manage and provide all required tasks to achieve a comprehensive Automated External Defibrillator (AED) program.

1.4 PERIOD OF CONTRACT:

The proposed effective date of this Contract is September 25, 2019. The selected respondent(s) will provide services for a twelve (12) month period ending September 24, 2020. Four (4) twelve (12) month renewal option(s) offered by the County, at the County’s sole discretion, may be included.

1.5 QUALIFICATION OF RESPONDENTS:

All respondents to this RFS shall have demonstrated experience in supplying such services and shall meet all criteria/requirements identified in this RFS.

1.6 TIMETABLE:

The anticipated schedule and deadline for the RFS and Contract approval are as follows:

Activity Date Time Location

RFS available for 6/26/2019 Purchasing Department Download from 50 S. Military Trail, Ste. 110 Purchasing Dept. VSS: W. P. B., FL 33415 https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService

Deadline for receipt of 7/11/2019 5:00 p.m. Purchasing Department questions or comments 50 S. Military Trail, Ste.110

W. P. B., FL 33415

Deadline for receipt 7/29/2019 4:00 p.m. Purchasing Department of submittals 50 S. Military Trail, Ste.110

W. P. B., FL 33415

Evaluation/Selection 8/21/2019 Process

Posting Date of Notice 8/23/2019 Purchasing Department of Intent to Award 50 S. Military Trail, Ste. 110

W.P.B., FL 33415

www.pbcgov.com/purchasing

Award Date 9/18/2019

Contract Start Date 9/25/2019

NOTE: County reserves the right to alter the above activities and/or times at the

County’s sole discretion.

1.7 SUBMITTAL SUBMISSION:

All submittals must be sent on 8 ½” x 11” paper.

One (1) unbound original, three (3) bound copies, and one (1) electronic copy in pdf (CD or flash drive) of the complete submittal must be received in the Purchasing Department by July 29, 2019, 4:00 p.m. local time. The original and all copies must be submitted in a sealed envelope or container. The respondent’s complete return address must be included on the outer envelope or wrapper enclosing any materials submitted in response to this RFS. The outer envelope or wrapper should be addressed as follows:

http://www.pbcgov.com/purchasing

Respondent Name Address Phone No.

Palm Beach County Board of County Commissioners Purchasing Department 50 South Military Trail, Suite 110 West Palm Beach, Florida 33415 ATTENTION: Lisa Inkell, Buyer RFS No. F-500632/LI

Title: Automated External Defibrillator (AED) Management Program Due Date: July 29, 2019, 4:00 p.m. local time

The Purchasing Department’s office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays observed by the County.

Respondents are responsible for informing any commercial delivery services, if used, of all delivery requirements and for insuring that the required address information appears on the outer wrapper or envelope used by such service.

The Price Submittal Page(s) (Appendix A) must be signed by an officer of the company who is legally authorized to enter into a contractual relationship in the name of the respondent (“Authorized Person”).

The submission of a submittal by a respondent will be considered by the County as constituting a legal offer by the respondent to perform the required services at the proposed pricing identified therein.

1.8 CONTACT PERSON:

The contact person for this RFS is Lisa Inkell, Buyer, at (561) 616-6816, e-mail address linkell@pbcgov.com or fax number (561) 656-7432 in the Purchasing Department.

Respondents are advised that from the date of release of this RFS until award of the contract, NO contact with County staff concerning this RFS is permitted, except as authorized by the contact person designated herein.

1.9 ADDITIONAL INFORMATION / AMENDMENT(S):

Any questions, comments (i.e., additional information or clarifications) must be made, in writing via fax, e-mail or U.S. Mail, no later than the date specified and to the address listed in the RFS Timetable (Section 1.6) or fax number or e-mail address listed for the Contact Person (Section 1.8) above. The request must contain the respondent’s name, address, phone number, facsimile number and e-mail address.

Facsimiles must have a cover sheet, which includes, at a minimum, the respondent’s name, address, number of pages transmitted, phone number, facsimile number and e-mail address.

Changes to this RFS, when deemed necessary by the County, will be completed only by written Amendment(s) issued prior to the Deadline for receipt of submittals. Respondents should not rely on any representations, statements or explanations other than those made in the RFS or in any Amendment to this RFS. Where there appears to be a conflict between the RFS and any Amendment issued, the last Amendment issued shall prevail.

As they are issued, all Amendments to solicitations will be posted under the applicable solicitation on the County’s on-line Vendor Self-Service (VSS) system at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService. It is the sole responsibility of the respondent to routinely check VSS for any Amendments that may be issued prior to the Deadline for receipt of submittals. The County shall not be responsible for the completeness of any RFS package not downloaded from VSS or obtained directly from Palm Beach County Purchasing Department.

It is the respondent’s sole responsibility to assure receipt of all Amendments. The respondent should verify with the designated Contact Person (see Section 1.8) prior to submitting a submittal that all Amendments have been received. Respondents are required to acknowledge the receipt of all Amendments as part of their submittal.

SECTION 2

GENERAL TERMS AND CONDITIONS

2.1 SUBMITTAL GUARANTEE:

Respondent guarantees their commitment, compliance, and adherence to all requirements of the RFS by submission of their submittal.

2.2 MODIFIED SUBMITTALS:

A respondent may submit a modified submittal to replace all or any portion of a previously submitted submittal until the Deadline for receipt of submittals. The County will only consider the latest version of the submittal.

2.3 WITHDRAWAL OF SUBMITTALS:

A submittal may be withdrawn only by written notification. Letters of withdrawal received after the Deadline for receipt of submittals will not be accepted unless the contract has been awarded to another vendor or no award has been made within ninety (90) days after the Deadline for receipt of submittals.

Unless withdrawn as provided in this subsection, a submittal shall be irrevocable until the time that a contract is awarded.

2.4 LATE SUBMITTALS, LATE MODIFIED SUBMITTALS:

Submittals and/or modifications to submittals received after the Deadline for receipt of submittals specified in the RFS Timetable (Section 1.6) are late and shall not be considered.

2.5 RFS POSTPONEMENT / CANCELLATION:

The County may, at its sole and absolute discretion, reject any and all, or parts of any and all, submittals; waive any minor irregularities in this RFS or in the submittals received as a result of this RFS; postpone or cancel this RFS process, at any time: or re-issue this

RFS.

2.6 COSTS INCURRED BY RESPONDENTS:

All expenses incurred with the preparation and submission of submittals to the County, or any work performed in connection therewith, shall be borne by the responding party. No payment shall be made for submittals received, nor for any other effort required of or made by the respondents, prior to commencement of work as defined by a contract approved by the Board of County Commissioners.

2.7 PUBLIC RECORDS AND PROPRIETARY/CONFIDENTIAL INFORMATION:

Any material submitted in response to this Request for Submittal is considered a public document in accordance with Section 119.07, F.S. This includes material that the responding respondent might consider to be confidential. All submitted information that the responding respondent believes to be confidential and exempt from disclosure (i.e., a trade secret or as provided for in Section 119.07 and Section 812.081, F.S.) must be specifically identified as such. Upon receipt of a public records request for such information, a determination will be made as to whether the identified information is, in fact, confidential. For the respondent's contractual obligations regarding public records, please refer to Article 24 of the attached Sample Standard Contract.

2.8 NEGOTIATIONS:

The COUNTY may award a contract on the basis of initial offers received, without discussions. Therefore, each submittal should contain the respondent’s best price and technical offer.

2.9 POSTING OF INTENT TO AWARD AND RIGHT TO PROTEST:

The Intent to Award shall be publicly posted for review at the Purchasing Department and on the Purchasing Department website at www.pbcgov.com/purchasing prior to final approval. The Intent to Award shall remain posted for a period of five (5) business days.

The official posting on the Purchasing Department website shall prevail if a discrepancy exists between the referenced listings.

Protest procedures are provided in Countywide PPM #CW-L-049. Protests shall be submitted in writing, addressed to the Director of Purchasing via hand delivery, mail or fax to (561) 242-6705. The protest must identify the solicitation, specify the basis for the protest, and be received by the Purchasing Department within five (5) business days of the posting date of the recommended award. The protest is considered filed when it is received by the Purchasing Department. Failure to file a protest as outlined in Countywide PPM #CW-L-049 shall constitute a waiver of the protest under the referenced Countywide

PPM.

2.10 PALM BEACH COUNTY OFFICE OF THE INSPECTOR GENERAL AUDIT

REQUIREMENTS:

Pursuant to Palm Beach County Code, Section 2-421 - 2-440, as amended, Palm Beach County’s Office of Inspector General is authorized to review past, present and proposed County contracts, transactions, accounts, and records. The Inspector General’s authority includes, but is not limited to, the power to audit, investigate, monitor, and inspect the activities of entities contracting with the County, or anyone acting on their behalf, in order to ensure compliance with contract requirements and to detect corruption and fraud.

Failure to cooperate with the Inspector General or interfering with or impeding any investigation shall be a violation of Palm Beach County Code, Section 2-421 - 2-440, and punished pursuant to Section 125.69, F.S., in the same manner as a second degree misdemeanor.

2.11 RULES; REGULATIONS; LICENSING REQUIREMENTS:

The respondent shall comply with all federal, state and local laws, ordinances, and regulations applicable to the services contemplated herein, to include those applicable to Conflict of Interest/Organizational Conflict of Interest/Gift Policy (See Article 18 of attached Sample Standard Contract). Respondents are presumed to be and shall be familiar with all federal, state and local laws, ordinances, codes and regulations that may, in any way, affect the services offered, to include Executive Order No. 11246 entitled “Equal Employment Opportunity” as amended by Executive Order No. 11375, and as supplemented by the Department of Labor Regulations (41 C.F.R. 60); Clean Air Act (42 U.S.C. 7401); Federal Water Pollution Act (33 U.S.C. 1251-1387); Federal Contract Work Hours and Safety Standards (40 U.S.C. 3701); Scientific Research and Development and Copyright and Patent Rights (37 C.F.R. 401); Mandatory Standards and Policies Relating to Energy Efficiency (42 U.S.C. 6201); Procurement of Recovered Materials for Goods Valued above $10,000 (40 C.F.R. 247-247.17); Program Fraud and False or Fraudulent or Related Acts (31 U.S.C. 38); and Federal Criminal Law/False Statements Act (31 U.S.C.3279). (See Articles 36 - 40 of the Sample Standard Contract).

2.12 CRIMINAL HISTORY RECORDS CHECK:

Pursuant to Palm Beach County Code Section 2-371 – 2-377, the Palm Beach County Criminal History Records Check Ordinance (“Ordinance”), the County will conduct fingerprint based criminal history record checks on all persons not employed by the County who repair, deliver, or provide goods or services for, to, or on behalf of the County.

A fingerprint based criminal history record check shall be conducted on all employees of contractors and subcontractors of contractors, including repair persons and delivery persons, who are unescorted when entering a facility determined to be either a critical facility ("Critical Facilities") or a criminal justice information facility ("CJI Facilities"), which are critical to the public safety and security of the County. County facilities that require this heightened level of security are identified in Resolution R-2003-1274, as amended.

In October 2013, compliance with the requirements of the U.S. Federal Bureau of Investigation’s CJI Security Policy was added to the Ordinance, which includes a broad list of disqualifying offenses. The respondent is solely responsible for understanding the financial, schedule, implications, and/or staffing implications of this Ordinance. Further, the respondent acknowledges that its submittal price includes any and all direct or indirect costs associated with compliance of this Ordinance, except for the applicable FDLE/FBI fees that shall be paid by the County.

2.13 REVIEW OF SUBMITTALS:

Each submittal will be reviewed to determine if the submittal is responsive to the RFS.

Submittals deemed to be non-responsive will be rejected without being evaluated by the County. A responsive submittal is one that has been signed, has been submitted by the specified submission time, and has provided the information required to be submitted with the submittal (as stated in Section 3). While poor formatting, poor documentation, and/or incomplete or unclear information may not be cause to reject a submittal without evaluation, such substandard submissions may adversely affect the evaluation of your submittal, especially information relating to establishing financial/business stability.

Respondents who fail to comply with all of the required and/or desired elements of this RFS, do so at their own risk.

2.14 EXCEPTIONS TO THE RFS:

All exceptions contained in any submittal must be specific, and must clearly indicate, the alternative being offered to allow the County, at its sole option, a meaningful opportunity to evaluate the submittal. Respondents are cautioned that submitting an alternative submittal does not relieve the respondent from submitting the “Minimum Requirements” as stated in Section 3. The County is under NO obligation to accept any proposed exceptions or alternatives to this RFS.

2.15 SELECTION PROCESS:

All submittals timely received will be reviewed first by the Purchasing Department to determine if each respondent has submitted the required information and met all

Submittal Requirements (as stated in Section 3). Those submittals fulfilling the Submittal Requirements shall be referred to the requesting Department for review and further consideration.

The Department will evaluate all responses to this RFS that meet the Submittal Requirements and are deemed responsive. The Department may evaluate all responsive submittals based solely on the information submitted by the respondent. Accordingly, respondents are urged to ensure that their submittal contains all the necessary information for the Department to fairly and accurately evaluate each of the criteria listed below in Section 2.16. However, an oral presentation, additional written information, internal staff analysis, respondent presentations, outside consultants, and/or any other information may be required, at any time during the selection process, to help the designated Department determine the successful respondent. The Department may determine, as the result of additional information, that the impact of this information is significant and may be considered in the scoring and/or ranking, at the discretion of the Department.

2.16 EVALUATION CRITERIA:

1. Experience / Qualifications Weight 30 % ( 30 pts) Background / References (See Section 3.1)

2. Project Approach / Understanding Weight 25 % ( 25 pts) (See Section 3.2)

3. Key Personnel and Operations Weight 20 % ( 20 pts) (See Section 3.3)

4. Price Proposal Weight 25 % ( 25 pts) (See Section 3.4)

2.17 AWARD OF CONTRACT:

The award, if any, will be made to the responsive, responsible respondent whose submittal is considered to be the most advantageous to the County based on the County’s opinion after review of every criteria including, but not limited to, price.

Upon review and approval of the Department’s recommendation for award, the Purchasing Department will post the award recommendation at the Purchasing Department and on the Purchasing Department website at www.pbcgov.com/purchasing for a period of five (5) business days for review by interested parties prior to final approval of the award. The apparent successful respondent will be notified of the recommendation for award by mail. The recommended awardee shall provide documentation that demonstrates that the individual(s) executing the Contract has the authority to do so and to legally bind the recommended awardee. A contract must be completed and executed by the successful respondent and the County and, when appropriate, by the Board of County Commissioners before it becomes valid and effective. If these conditions and contract negotiations, if applicable, are not met and/or completed within a reasonable timeframe as determined by the County, the County may elect to cancel the Recommended Award to that respondent and make the award recommendation to the next most advantageous respondent. This process may continue until such time as the County has determined to cancel the procurement in its entirety. The official posting on the Purchasing Department website shall prevail if a discrepancy exists between the referenced listings.

2.18 STANDARD CONTRACT PROVISIONS (ATTACHMENT 1):

The selected respondent will be required to execute a contract similar to the attached Sample Standard Contract (Attachment 1). If a respondent has comments related to any of the provisions in this RFS and/or the Sample Standard Contract, comments must be made in writing and submitted no later than the date specified in the RFS Timetable (see Section 1.6).

The Sample Standard Contract provisions (general and specific) will be incorporated into any contract resulting from this RFS. Should any selected respondent and the County be unable to consummate a written contract, the County may proceed to the next most advantageous submittal or issue a new solicitation or cancel the procurement process in its entirety.

2.19 COMMENCEMENT OF WORK:

This RFS does not, by itself, obligate the County. The County’s obligation will commence when the contract is approved by the Board of County Commissioners or designee and upon written notice to the respondent. The County may set a different starting date for the contract. The County will not be responsible for any work done by the respondent, even work is done in good faith, if it occurs prior to the contract start date set by the County.

2.20 INSURANCE REQUIREMENTS:

Prior to the effective date of the Contract, it shall be the responsibility of the successful respondent to provide evidence of the minimum amounts of insurance coverage specified in Attachment 1, Article 14, to Palm Beach County through the County’s designated representative, JDi Data Corporation, 100 W Cypress Creek Rd, Suite 1052, Ft.

Lauderdale, FL 33309, using the CTrax Portal unless otherwise directed by County.

The successful respondent shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverages and limits (including endorsements) as described herein (see Attachment 1, Article 14).

Failure to maintain the required insurance will be considered default of the Contract. The requirements contained herein, as well as County’s review or acceptance of insurance maintained by the successful respondent, are not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by the successful respondent under the Contract.

2.21 DRUG FREE WORKPLACE CERTIFICATION:

Respondents should submit with their submittal an executed Drug Free Workplace Certification (Appendix D) indicating that the respondent has implemented a Drug Free Workplace Program which meets the requirements of Section 287.087, F.S.

2.22 CONTRACTING WITH SMALL AND MINORITY BUSINESSES, WOMEN'S

BUSINESS ENTERPRISES, AND LABOR SURPLUS AREA FIRMS:

The County has made all necessary affirmative steps to assure that small and minority businesses, women's business enterprises, and labor surplus area firms are used when possible. The successful respondent, if prime subcontracts are to be let, shall take the Affirmative Steps listed below in paragraphs a) through e) of this Section.

AFFIRMATIVE STEPS must include:

a. Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

b. Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

c. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises;

d. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises;

e. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.

2.23 AUTHORIZED SIGNATURE:

The authorized representative signature required on all submittals and the Contract must be made by an officer of the company (if applicable).

SECTION 3

SUBMITTAL REQUIREMENTS

SUBMITTAL FORMAT AND CONTENT:

Format

Respondent shall submit one (1) unbound original, three (3) bound copies, and one (1) electronic copy in pdf (CD or flash drive) of the complete submittal. Submittals should be typed, double-spaced and submitted on 8 ½” x 11” size paper. Copies should be bound using a single method of fastening (e.g., stapled, binder, etc.). Submittals should include only brief and concise narrative. The enclosure of elaborate or unnecessary verbiage or promotional material is discouraged.

Table of Contents

Submittals should contain a Table of Contents. The Table of Contents outlines in sequential order all of the areas of the submittal and it allows for clarity and ease of review of the submittal.

Letter of Transmittal

Submittals should contain a Letter of Transmittal addressed to Lisa Inkell, Buyer, and should, at a minimum, contain the following:

a. Identification of respondent, including name, address and telephone number.

b. Proposed working relationship between respondent and subcontractors, if applicable.

c. Name, title, address, telephone/fax numbers and e-mail address of contact person during period of submittal evaluation.

d. Signed by a person authorized to bind respondent to the terms of the submittal.

Technical Submittal

Submittals shall contain all of the documents listed below, each fully completed, signed, and notarized as required. Failure of a respondent to provide the required information is considered sufficient cause to deem the submittal non-responsive.

The items(s) marked by an asterisk (*) should be a part of the submittal; however, if these items are omitted, the respondent must submit the item(s) upon request from the County within a time frame specified by the County (normally within two working days of request) or the submittal shall be deemed non-responsive. All other items must be submitted with the submittal or it shall be deemed non-responsive.

Notwithstanding these submittal requirements, the County reserves the right, at its sole discretion, to waive any minor irregularity relating to the submittal. Upon request, it shall be the responsibility of the respondent to address the determined minor irregularity within a time frame specified by the County (normally within two working days of request).

Failure of a respondent to provide the required information within the specified time frame is considered sufficient cause to deem the submittal non-responsive.

Each of the following requirements should be addressed in separate sections of the submittal.

3.1 EXPERIENCE / QUALIFICATION / BACKGROUND / REFERENCES

INFORMATION:

3.1.1 Each respondent shall submit a detailed statement of their experience, qualifications and background for managing an AED program.

*3.1.2 Each respondent should submit a minimum of three (3) references demonstrating the successful provision of managing an AED program, within the past three (3) year(s).

Each reference should include the following:

a. Name of client company, contact names, addresses, e-mail address, telephone/fax numbers, dollar amount of contracts and dates of service.

b. Scope of Work, types of services performed and number of full-time staff provided.

3.1.3 Each respondent shall submit a list of AED manufactures and suppliers for whom they are authorized dealers or distributors. Should the proposer not be an authorized dealer or distributor for the AEDs represented in the County’s current inventory, the respondent shall state how they intend to purchase and provide the essential equipment/supplies.

3.2 PROJECT APPROACH / UNDERSTANDING INFORMATION:

3.2.1 The respondent shall provide a detailed narrative description of its approach and methodology for managing an AED program including, but not limited to, the following:

a. Overview of the project tasks to be performed.

b. County resources that will be required to manage an AED program.

3.2.2 The respondent shall provide, on CD, an example of the database, as described in Section 4.3.A. prepared in or able to be converted to Microsoft Excel format.

3.3 KEY PERSONNEL AND OPERATIONS INFORMATION:

The respondent shall provide:

3.3.1 An Organizational Chart identifying the structure of the firm.

3.3.2 A list of the key personnel assigned to the project, along with a complete resume detailing their experience, education, expertise, qualifications, and knowledge of the project.

3.3.3 A description of the role of each staff member who will be responsible for handling and monitoring the Contract.

3.3.4 Identify projects of similar nature in which each staff member has been involved.

Required Appendices

3.4 PRICE SUBMITTAL INFORMATION:

The respondent shall submit the attached Price Submittal Page(s) (Appendix A) filled out and signed. The respondent shall indicate the amount of money to be paid by the County during the Contract term.

The respondent shall include the following in the all inclusive pricing for the annual per AED price:

• All miscellaneous equipment as set forth in Section 4.3.F.

Note A: Converting Price Submittal to Points:

The lowest offer receives the maximum points listed in 2.16 above. Higher offers receive fewer points based upon how much higher they are than the lowest offer.

Offers twenty percent (20%) more than the lowest offer receive five (5) fewer points. Offers fifty percent (50%) more than the lowest offer receive twelve and one-half (12.5) fewer points, etc. until there is a case where an offer is one hundred percent (100%) more than the lowest offer (twice as much as the lowest offer), then that offer will receive zero (0) points.

EXAMPLE a. $200.00 Low Price Submittal 25 Points

b. $240.00 2nd Low Price Submittal 20 Points 20% fewer

c. $300.00 3rd Low Price Submittal 12.5 Points 50% fewer

d. $330.00 4th Low Price Submittal 8.75 Points 65% fewer

e. $400.00 5th Low Price Submittal 0 Points 100% fewer

In order for the County to make payment, the Vendor’s Legal Name, Vendor’s Address and Vendor’s TIN/FEIN Number on the Contractor’s submittal and Contract must be exactly the same as it appears on the invoice and in the County’s Vendor Self Service (VSS) system. Contractor shall send ALL ORIGINAL invoices to the following address and may send copies of invoices to the County’s representative set forth in the Contract. Invoices submitted on carbon paper shall not be accepted.

PALM BEACH COUNTY

FINANCE DEPT.

P.O.BOX 4036

WEST PALM BEACH, FL 33402-4036

Note: Palm Beach County Vendors can now be paid by Credit Card via the County’s voluntary Payment Manager Program. For vendors who do not have a merchant account, one is needed to utilize the Program. For vendors with a merchant account, you will need to enroll with the Palm Beach County Clerk & Comptroller’s office. For information, contact the Palm Beach County Clerk & Comptroller at pbcpaymentmgr@mypalmbeachclerk.com.

3.5 BUSINESS INFORMATION:

Each respondent shall complete and submit the attached Business Information Page (Appendix B).

3.6 DEBARMENT AND SUSPENSION (CERTIFICATION REQUIRED):

A completed "Certification Regarding Debarment and Suspension" (Appendix C) is required at time of submission of submittal. Upon request, the successful respondent agrees to provide the County with subsequent certification(s) for it and/or its suppliers, subcontractors and subconsultants after Contract award.

a. This contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and

2 C.F.R. pt. 3000. As such the respondent is required to verify that none of the respondent, its principals (defined at 2 C.F.R. §180.995), or its affiliates (defined at 2 C.F.R. §180.905) are excluded (defined at 2 C.F.R. §180.940) or disqualified (defined at 2 C.F.R. §180.935).

b. The respondent must comply with 2 C.F.R. pt. 180, subpart C, and 2 C.F.R.

pt. 3000, subpart C, and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into.

mailto:pbcpaymentmgr@mypalmbeachclerk.com

c. This certification is a material representation of fact relied upon by County.

If it is later determined that the respondent did not comply with 2 C.F.R. pt.

180, subpart C, and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to the Federal Government as grantee and County as subgrantee, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment.

d. The respondent must comply with the requirements of 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The respondent further agrees to include a provision requiring such compliance in its lower tier covered transactions.

3.7 AMENDMENTS TO THE RFS:

It is the respondent’s responsibility to assure receipt of all amendments. The respondent shall verify with the designated contact person, prior to submitting a submittal, the number of amendments that have been received. Each amendment to the RFS shall be signed by an authorized person and shall be submitted with the submittal or the submittal shall be deemed non-responsive.

Additional Appendices

3.8 ADDITIONAL INFORMATION:

Information considered by the respondent to be pertinent to this project and which has not been specifically solicited in any of the aforementioned sections may be placed in a separate appendix section. Respondents are cautioned, however, that this does not constitute an invitation to submit large amounts of extraneous materials. Appendices should be relevant and brief.

SECTION 4

SCOPE OF WORK/SERVICES

4.1 HISTORY AND BACKGROUND:

Palm Beach County’s (COUNTY) Risk Management Department is responsible for facilitating the Automated External Defibrillator (AED) program throughout Palm Beach County for all COUNTY Buildings. At present, we have approximately two hundred thirty-seven (237) AEDs in the system and are continuing to add more as funds arise. Our current equipment includes: Philips FRx, Philips HS1 On-Site and Cardiac Science Powerheart G3. The AED program involves the use of a CONTRACTOR for all aspects of the program including, but not limited to, twice yearly inspection and maintenance of each AED, recommendations for any future AED placement, employee training, part replacements, storage box repair, inventory, as well as all elements to achieve a comprehensive AED program.

4.2 PURPOSE OF THE PROJECT:

Palm Beach County’s Risk Management Department is soliciting submittals from qualified persons/companies with experience in managing and providing all required tasks to achieve a comprehensive Automated External Defibrillator (AED) program.

4.3 CONTRACTOR’S RESPONSIBILITES:

A. The CONTRACTOR shall provide and maintain a database, of which all information (data) is owned by the COUNTY, to inventory and document all work performed on each AED. The information in the database shall be able to be converted to Microsoft Excel format. The database shall include, but not be limited to:

i. Facility address

ii. Facility contact person with phone number

iii. Exact location of each AED

iv. Make, Model, Serial Number of each AED

v. COUNTY asset number of each AED

vi. Expiration dates of the batteries and electrodes of each AED (based on COUNTY and manufacturer requirements.)

vii. Replacement and/or maintenance of each AED and its components, and the dates on which the work was performed.

B. The CONTRACTOR shall perform a yearly inventory of all COUNTY owned AEDs utilizing COUNTY provided bar code equipment. This inventory must be completed within a three (3) week time period (to be determined by the COUNTY) during the months of December, January or February.

C. For each AED, the CONTRACTOR shall perform at least two (2) physical site inspections per year (approximately six (6) months apart). The CONTRACTOR shall prepare and submit to the COUNTY within thirty (30) days of a site inspection a computerized inspection report (in a Microsoft Windows compatible format) that evaluates and documents the service performed, the AED placement, condition, expiration date, signage, availability of required supplies, accessibility, and any miscellaneous recommendations concerning any aspect of the inspection that may warrant follow-up by the COUNTY or the CONTRACTOR.

D. The CONTRACTOR shall maintain replacement supplies to provide any immediate restocking. Supplies shall include batteries, electrodes, and other miscellaneous equipment (as defined in Section E). ). In the event of a large-scale AED and/or battery purchase greater than (10) AEDs and/or greater than (15) batteries, the COUNTY reserves the right to competitively procure the specific item(s) to outside sources in order to secure the best price for the COUNTY.

E. Severe Bleed Kits are defined as and include:

SBK2-SWT - Treats up to two (2) injuries. The Severe Bleed Kit is a heavy-duty re-sealable, weather-resistant case and includes the following items:

i. 2 - SWAT-T Tourniquets

ii. 1 - Quik-Clot Hemostatic Dressing, Z-folded, sterile strip, 3in x 4yds

iii. 2 - Gauze Pads, sterile, 4in x 4in

iv. 2 - Stretch Gauze Bandages, sterile roll, 3in x 4.1yd

v. 1 - Eye Shield

vi. 1 - Scissor

vii. 2 - Pair of Gloves, (Nitrile, XL)

viii. 1 - Biohazard Disposal Bag

ix. 1 - Tourniquet Quick Reference Card

F. Miscellaneous equipment is defined as:

I. Medical gloves

ii. Sanitary wipes

iii. Razors

iv. Scissors

v. Pocket masks

Note: All miscellaneous equipment shall be included in the per AED price.

G. The CONTRACTOR shall be available to the COUNTY twenty-four (24) hours per day/seven (7) days per week. The CONTRACTOR shall respond within eight (8) hours of notification by the COUNTY to perform inspections and restock supplies.

H. When new AEDs are purchased by the COUNTY, the CONTRACTOR shall notify, in writing, all Emergency Medical Service providers having jurisdiction. The CONTRACTOR shall be responsible for identifying Emergency Medical Service providers.

I. The CONTRACTOR shall, on an annual basis, replace all batteries for the

AED alarms in the wall box cabinets.

J. The CONTRACTOR shall monitor the AED manufacturer’s bulletins and notices and upgrade all AEDs to the most current recommended guidelines, software, and standards, (as needed).

K. The COUNTY will notify the CONTRACTOR when new AEDs have been received (after ordering) and the facility location for placement. The CONTRACTOR shall coordinate the AED placement and installation within the facility, including transportation of AEDs to the site, with the site contact person(s).

L. The CONTRACTOR shall notify the COUNTY and the agency responsible for emergency response in the particular area where an AED is located, in writing, each time an AED is used. The written notification shall include date, time, asset and serial number of the AED used, a summary of the incident (including a download of the data), as well as the return to service date and time.

4.4 TRAINING

The CONTRACTOR shall provide to COUNTY personnel and NON-COUNTY personnel in COUNTY buildings, training for CPR/AED in accordance with a nationally recognized training program, as directed by COUNTY. The total number of employees that receive training as part of the Contract equals the number of AEDs managed times ten (10). (For example: If there are, two hundred (200) AEDs in the system, up to two thousand (2,000) persons could be trained per year.)

Each class will contain a minimum of five (5) persons, and a maximum of thirty-five (35) persons.

The training shall take place as follows:

i. On a yearly schedule set up by the COUNTY Risk Management

Department;

ii. As requested by a COUNTY department and pre-approved by Risk

Management;

iii. When a new AED is installed.

4.5 NON-WEIGHTED COSTS

During the scope of this contract, the CONTRACTOR may be required to supply materials or labor not otherwise noted in order to keep the program running smoothly and efficiently. These costs include, but are not limited to: AED parts or equipment, and/or labor required for service to units based on recalls or repairs.

(For example: there may be a recall on units where parts are supplied by the manufacturer, but labor to install the parts is not included. There may also be parts needed to upgrade or repair units that would not be part of a recall, but still would be considered essential for the AED to function properly.) The repair and maintenance of AED cabinets is also considered to be within the scope of this contract. All non-weighted costs MUST be approved by the COUNTY prior to work commencing.

4.6 LOCATION

The CONTRACTOR shall meet the specified response times listed in 4.3 G. and shall be available for meetings, general communications, coordination and supervision.

SECTION 5

ATTACHMENTS

ATTACHMENT 1 - SAMPLE STANDARD CONTRACT

ATTACHMENT 1

SAMPLE STANDARD CONTRACT

CONTRACT FOR

Automated External Defibrillator (AED) Management Program

(Contract No. F-500632/LI)

This Contract No. F-500632/LI is made as of this day of , 2019, by and between Palm Beach County, a political division of the State of Florida, by and through its Board of Commissioners, hereinafter referred to as the COUNTY, and (CONTRACTOR’s Legal Name and Address) , (select the applicable type from the following types of entities describing the CONTRACTOR) an individual, a partnership, a corporation, a limited liability company, or specify another authorized to do business in the State of Florida, hereinafter referred to as the CONTRACTOR.

In consideration of the mutual promises contained herein, the COUNTY and the CONTRACTOR agree as follows:

ARTICLE 1 - SERVICES

The CONTRACTOR’s responsibility under this Contract is to manage an Automated External Defibrillator (AED) program for the Risk Management Department in accordance with Exhibit A, Scope of Work/Services, and Exhibit __, CONTRACTOR's submittal dated ___________________, both of which are attached hereto and incorporated herein.

The COUNTY’s representative/liaison during the performance of this Contract shall be Jean Heald, Employee Safety & Loss Control Manager, telephone number (561) 233- 5432 or designee.

The CONTRACTOR’s representative/liaison during the performance of this Contract shall (Name, Title) , telephone number ___________ or designee.

ARTICLE 2 - ORDER OF PRECEDENCE

Conflicting provisions hereof, if any, shall prevail in the following descending order of precedence: (1) Laws passed by Congress, which are codified in provisions of the United States Code (U.S.C.) applicable to the funding source for this Solicitation; (2) Rules or regulations adopted by a federal agency, which are codified in the Code of Federal Regulations (C.F.R) and applicable to the funding source for this Solicitation; (3) the federal award or funding document for this Solicitation; (4) the SuperCircular, inclusive of 2 C.F.R. 200.317 – 200.326; (5) Palm Beach County Code 2-51 – 2-58; (6) the provisions of the Contract, including Exhibit A; (7) the provisions of RFS No. F-500632/LI and all Amendments thereto, which are incorporated into and made a part of this Contract; (8) Exhibit __, CONTRACTOR’s submittal dated __________; and (9) all other documents, if any, cited herein or incorporated herein by reference.

ARTICLE 3 - SCHEDULE

The CONTRACTOR shall commence services on September 25, 2019, and complete all services by September 24, 2020, with four (4) twelve (12) month options for renewal at the sole discretion of the COUNTY.

Reports and other items shall be delivered and/or completed in accordance with Exhibit A.

ARTICLE 4 - PAYMENTS TO CONTRACTOR

A. The total amount to be paid by the COUNTY under this Contract for all services and materials shall not exceed a total contract amount of __________ Dollars and no or ____ cents ($ ).

The CONTRACTOR shall notify the COUNTY’s representative, in writing, when ninety percent (90%) of the “not-to-exceed amount” has been reached. The CONTRACTOR shall bill the COUNTY for: (1) AED Program on a quarterly basis, and (2) battery and/or electrode replacement, and non-weighted costs on a monthly basis, for services rendered toward the completion of the Scope of Work/Services at the rates specified in Exhibit __. A summary report of all work performed shall be included with the invoice. For inspections, the report shall include the assent number(s) for all AED(s) checked, a list of any parts replaced, and the name of the person who performed the inspection. Where incremental billings for partially completed items are permitted, the total billings shall not exceed the estimated percentage of completion as of the billing date.

B. CONTRACTOR shall send ALL ORIGINAL invoices to: PALM BEACH COUNTY

FINANCE DEPT., P.O. BOX 4036, WEST PALM BEACH, FL 33402-4036, with a copy to the COUNTY’s representative. Invoices received from the CONTRACTOR pursuant to this Contract will be reviewed and approved by the COUNTY’s representative, indicating that services have been rendered in conformity with the Contract. Approved invoices will be sent to the Finance Department for payment.

Invoices will normally be paid within thirty (30) days following approval by the COUNTY’s representative. Invoices submitted on carbon paper shall not be accepted. In order for the COUNTY to make payment, the CONTRACTOR must ensure that the following information included on Appendix __, Business Information, and Exhibit __, CONTRACTOR’s submittal, must be exactly the same as it appears on the invoice and in the COUNTY’s Vendor Self Service (VSS) System which can be accessed at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService: Vendor’s Legal Name, Vendor’s Address, and Vendor’s TIN/FEIN Number.

C. Final Invoice: In order for both parties herein to close their books and records, the

CONTRACTOR will clearly state “final invoice” on the CONTRACTOR’s final/last billing to the COUNTY. This shall constitute CONTRACTOR’s certification that all services have been properly performed and all charges and costs have been invoiced to the COUNTY. Any further charges, if not properly included on this final invoice, are waived by the CONTRACTOR.

ARTICLE 5 - PALM BEACH COUNTY OFFICE OF THE INSPECTOR GENERAL AUDIT

REQUIREMENTS

Pursuant to Palm Beach County Code, Section 2-421 - 2-440, as amended, Palm Beach County’s Office of Inspector General is authorized to review past, present and proposed COUNTY contracts, transactions, accounts, and records. The Inspector General’s authority includes, but is not limited to, the power to audit, investigate, monitor, and inspect the activities of entities contracting with the COUNTY, or anyone acting on their behalf, in order to ensure compliance with contract requirements and to detect corruption and fraud. Failure to cooperate with the Inspector General or interfering with or impeding any investigation shall be a violation of Palm Beach County Code, Section 2-421 – 2-440, and punished pursuant to Section 125.69, F.S., in the same manner as a second degree misdemeanor.

ARTICLE 6 - TRUTH-IN-NEGOTIATION CERTIFICATE/MOST FAVORED CUSTOMER

Signature of this Contract by the CONTRACTOR shall also constitute the execution of a truth-in-negotiation certificate certifying that the wage rates, over-head charges, and other costs used to determine the compensation provided for in this Contract are accurate, complete, and current as of the date of the Contract and no higher than those charged the CONTRACTOR’s most favored customer for the same or substantially similar service.

The said rates…