CITY OF TAMPA

Purchasing Department

Gregory Spearman, CPPO, Director of Purchasing

306 E. Jackson Street, 2E • Tampa, Florida 33602 • (813) 274-8351 • FAX: (813) 274-8355

Bob Buckhorn, Mayor

QUOTEWIRE INSTRUCTIONS TO BIDDERS

Last Update: May 2011

City of Tampa quote solicitations are issued electronically via Onvia DemandStar’s QuoteWire quote solicitation distribution system. Obtaining quote solicitations through DemandStar will ensure that vendors will have the following capabilities: receipt of quote solicitations electronically via e-mail, be certified as a minority vendor to meet the City of Tampa's minority certification requirements (if applicable), and view plans and blueprints online electronically.

Vendors who obtain specifications and plans from sources other than DemandStar are cautioned that the quote packages may be incomplete.

The City is not responsible for errors and omissions occurring in the transmission or downloading of any quote documents, plans, or specifications from this website. In the event of any discrepancy between information on this website and the hard copy quote documents, the terms and conditions of the hardcopy document will prevail. DemandStar has no affiliation with the City of Tampa other than as a service that facilitates communication between the City and its vendors. DemandStar is an independent entity and is not an agent or representative of the City. Communications to DemandStar does not constitute communications to the City.

Contact DemandStar at 800-711-1712 or visit www.DemandStar.com/supplier for more information.

Quotes shall be accepted no later than the time and date specified on the quote transmission.

All quotes shall be submitted electronically through DemandStar. Offers by telegram, telephone, mail, e-mail, or fax are not acceptable, unless authorized by the City of Tampa Purchasing Department prior to the closing time and date. No quote may be withdrawn or modified after the time fixed for the opening of quotes. Quote tabulations (results) will not be disclosed over the telephone.

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

The bidder is expected to carefully examine the entire quote solicitation and all of its attachments, including but not limited to all provisions, terms, and conditions. Failure to do so will be at the bidder’s risk.

Quote solicitations contain a General Conditions section and a Technical Specification section.

The attached General Conditions contain general requirements and the Technical Specifications, viewable through DemandStar, details the scope of the goods and/or services requested. The Technical Specifications shall always govern whenever there appears to be a conflict.

http://www.demandstar.com/supplier

QuoteWire Instructions to Bidders – Page 2

GENERAL CONDITIONS

1. AUTHORIZATION. Official award will be made by City of Tampa Purchase Order only. Purchases under $2,000 may also be placed by City of Tampa Purchasing Card (Visa).

2. QUANTITIES. Quantities listed are an estimate only. The City shall not be required to purchase any minimum or maximum quantities during any award resulting from this quote. The City reserves the rights to increase or decrease quantities shown without penalty.

3. SHIPPING/DELIVERY. All items shall be shipped Freight On Board (FOB) Destination. All shipping, handling, and freight charges shall be included in the quote.

Materials ordered shall be delivered to the location specified and within the days After Receipt of Order (ARO) as stated in the Technical Specifications.

4. DELETION. The City reserves the right to delete any item from this quote solicitation or resulting intent to award when deemed to be in the best interest of the City of Tampa.

5. REJECTION. The City reserves the right to cancel, reject any and/or all quotes, or to waive irregularities and accept that quote which is the lowest and best.

6. NON-AVAILABILITY OF FUNDS. In the event that funds are insufficient or unavailable for this quote or the resulting intent to award, the City reserves the right to cancel the quote or resulting intent to award without penalty.

7. SUBSTITUTIONS/ALTERNATE QUOTES. Unless otherwise specified in the Technical Specifications, quotes for alternate products which the bidder believes to be of equal quality will be considered. The offer of an alternate product for any item shall be construed as a refusal to quote on the product specified. Bidders offering an alternate product shall submit the precise specifications of the alternate and all of the differences, if any, between the specified product and the alternate product. The determination as to whether any alternate product quoted is or is not equal to the product specified shall be made by the City, and such determination shall be final and binding for all bidders.

8. PRICES. Quote prices shall be good for a minimum of sixty (60) days unless otherwise specified in the Technical Specifications.

9. BASIS OF AWARD. The City reserves the right to award this quote by division, line item, or aggregate total. To be considered lowest responsive, responsible bidder by aggregate, the bidder must quote on all items within the quote solicitation. If award by aggregate total is not feasible, division or line item will prevail.

10. INSURANCE. All vendors performing work on City property, regardless of the dollar amount, are required to submit proof of insurance prior to award. The City’s current insurance requirements and a sample Certificate of Liability Insurance (ACORD 25) can be found at http://www.tampagov.net/dept_Purchasing/Information_Resources/ http://www.tampagov.net/dept_Purchasing/Information_Resources/

QuoteWire Instructions to Bidders – Page 3

11. SUBCONTRACTING SUBMITTALS. No awardee shall assign the award or any rights or obligations thereunder without the written consent of the City. In the event of such approved subcontracting, the awardee agrees to provide the City with written documentation relative to the subcontractor(s) solicited, and/or that will be employed in this award, including but not limited to submittal of Schedule of All Sub-Contractors/Consultants/Suppliers Solicited and Schedule of Sub-Contractors/Consultants/Suppliers to be Utilized.

If subcontractors will not be utilized during this award, the awardee may still be required to submit Schedule of Sub-Contractors/Consultants/Suppliers Solicited denoting as such prior to award. Further information and copies of all forms can be found at http://www.tampagov.net/dept_minority_business_development/programs_and_services/Divers ity_Management_Initiative.asp

Subcontractor shall be defined as: a business enterprise, firm, partnership, corporation, consultant, or combination thereof having a direct contract with a prime contractor for any portion of the advertised work that is awarded by the owner/owner's representative.

Supplier shall be defined as: a business enterprise that either directly contracts with a prime contractor/consultant or directly contracts with a subcontractor under such a prime contractor/consultant to provide materials, supplies, or equipment in connection with a contract awarded by the owner/owner’s representative. A supplier may be a regular dealer, distributor, or manufacturer.

12. INVOICING. The awardee shall furnish the City complete itemized invoices for the goods received. Invoices are to reflect the prices stipulated on the purchase order and as outlined in the quote solicitation. Invoices shall contain, but not be limited to the following information:

• Invoice number;

• Company name;

• Purchase Order number;

• Location and dates of delivery;

• Cost of items as stated on the quote response and extended price to reflect total cost for number of items received.

If subcontractors will be utilized during this award, the awardee agrees to provide the City with written documentation relative to the subcontractor(s) payments, including but not limited to submittal of Schedule of Sub-Contractors/Consultants/Suppliers Payments, Waiver and Release of Lien upon Progress Payment, and/or Affidavit of Contractor in Connection with Final Payment. Further information and copies of all forms can be found at http://www.tampagov.net/dept_minority_business_development/programs_and_services/Divers ity_Management_Initiative.asp

13. PAYMENT. Full payment will be made by the City after receipt and acceptance of materials/services, correct invoices, subcontractor(s) payments forms, and normal processing time – approximately 30 days in total. The City does not pay service charges on late payments;

however the City is subject to the Florida Prompt Payment Act. (see Section 218.70-218.79, Florida Statues.) An incorrect invoice may delay payment for services/materials provided.

http://www.tampagov.net/dept_minority_business_development/programs_and_services/Diversity_Management_Initiative.asp http://www.tampagov.net/dept_minority_business_development/programs_and_services/Diversity_Management_Initiative.asp http://www.tampagov.net/dept_minority_business_development/programs_and_services/Diversity_Management_Initiative.asp http://www.tampagov.net/dept_minority_business_development/programs_and_services/Diversity_Management_Initiative.asp