ITB0000025-Sections_2_3_and_4_rev_3.6-__.pdf

SOLICITATION TITLE: Body Bags and Evidence Bags ITB00000025

Rev. 4.22.24

SECTION 2

ADDITIONAL/SPECIAL TERMS AND CONDITIONS

2.1 PURPOSE

The purpose of this solicitation is to establish a contract for the purchase of body bags and plastic evidence bags 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 60th 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 per group. Bidders may Bid on any or all groups in the Solicitation

To be considered for award, the Bidder shall offer prices for all items within that group. 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 of each group by totaling the extended pricing for all items within the group. If a Bidder fails to submit a Bid for all items within a group, its offer for the group may be deemed non-responsive.

The lowest responsive, responsible Bidder per group will have first opportunity to deliver under the contract, followed by the second lowest responsive, responsible Bidder per group.

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:

2.4.1 Bidder or Bidder’s Subcontractor shall be regularly engaged in the business of providing body bags and plastic evidence products to be considered for award. Bidder or Bidder’s Subcontractor shall provide two (2) reference letters within the last two (2) years from customers to whom the Bidder or Bidder’s Subcontractor has provided or is currently providing the services as described throughout this Solicitation. In lieu of the references from 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.

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’ prices shall be inclusive of all costs, delivery, charges, and fees. Additional charges of any kind will not be accepted.

The County may review contract pricing at any time during the contract term to determine if pricing remains consistent with current market conditions. If market conditions indicate a change in the total cost of materials or services, whether upwards or downwards, the County reserves the right to negotiate a price adjustment in its best interest.

This negotiation is a County prerogative and not a right of the Awarded Bidder(s).

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 will pay the Awarded Bidder for completed deliveries, in accordance with Section 1-General Terms and Conditions, Paragraph 1.2(H)-Prompt Payment Terms. The Awarded Bidder shall submit invoices in accordance with the Purchase Order and Section 1-General Terms and Conditions, Paragraph 1.36-Invoices.

In addition to the general invoice requirements set forth below, the invoices shall reference the corresponding delivery ticket number or packing slip number that was signed by an authorized representative of the County user department at the time the items were delivered and accepted. Submittal of these periodic invoices shall not exceed thirty (30) calendar days from the delivery of the items. Under no circumstances shall the invoices be submitted to the County in advance of the delivery and acceptance of the items

All invoices shall contain the following basic information:

1. Vendor Information:

• The name of the business organization as specified on the contract between Miami-Dade County and vendor

• Date of invoice

• Invoice number

• Vendor’s Federal Identification Number on file with Miami-Dade County

2. County Information:

• Miami-Dade County Release Purchase Order or Small Purchase Order Number

3. Pricing Information:

• Unit price of the goods, services or property provided

• Extended total price of the goods, services or property

• Applicable discount

4. Goods or Services Provided per Contract:

• Description

• Quantity

5. Delivery Information

• Delivery terms set forth within the Miami-Dade County Release Purchase Order

• Location and date of delivery of goods, services or property

6. Failure to Comply

• Failure to submit invoices in the prescribed manner will delay payment.

2.7 PRODUCTS

A. EQUALS

The mention of a particular manufacturer’s brand name or item number in Section 3, Technical Specifications, does not imply that the particular brand name or item number is the only one that will be considered for purchase. This reference is intended solely to designate the style, color, type or quality of merchandise that will be acceptable. If an equal product is to be considered by the County in accordance with Section 3, Technical Specifications, the product shall be equal in style, color, quality, and standards of performance to the item specified in the solicitation. Equal products must be clearly identified by Bidders in INFORMS and must include manufacturer and item number. Failure to provide this information may result in rejection of the offer.

The determination as to whether an alternate product is or is not equal shall be made solely by Miami-Dade County, and such determination shall be final and binding upon all Bidders. Miami-Dade County reserves the right to request and review additional information and samples to make a determination.

B. SAMPLES

Bidder(s) may be required to submit a sample of equal products proposed for evaluation by, and at no cost to, the County. If samples are required, the County will notify the Bidder of such in writing and will specify the deadline for submission. Each individual sample shall be clearly labeled with the Bidder's name, bid number, bid title, line-item number, manufacturer's name, brand name, and style number. If the Bidder fails to submit the samples as noted above, the County will not consider the Bidder's offer for those items.

Any samples submitted shall create an express warranty that the whole of the goods to be provided by the Bidder during the contract period shall conform to the samples submitted. The samples will become property of the County and may or may not be returned to the Bidder at the County’s sole discretion. Bidder will be notified if samples are available for return at which time the Bidder shall provide a pre-paid return label. Unclaimed samples shall be disposed of by the County as it deems fit.

2.8 ADDITIONAL ITEMS

While the County has listed all major items within this solicitation which are utilized by County departments in conjunction with their operations, there may be similar items that must be purchase during the term of this contract. Under these circumstances, a County representative shall contact the Awarded Bidder to determine if the items or services are available. If available and meets the needs of the County, the additional items and/or services shall be formalized through an official document, originated and published by the Strategic Procurement Department, and signed by the Awarded Bidder. The County reserves the right to obtain these items and/or services from the Awarded Bidder or to acquire similar items and/or services through a separate solicitation.

2.9 INSURANCE

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

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

440.

• Commercial General Liability Insurance in an amount not less than $1,000,000 per 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.

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

All other information remains the same.

2.10 DELIVERY

The Awarded Bidder shall make deliveries within the number of days identified in the Purchase Order. Delivery shall be made in accordance with good commercial practice and required delivery timeframe shall be adhered to by the Awarded Bidder; except in such cases where the delivery will be delayed due to acts of nature, strikes, or other causes beyond the control of the Awarded Bidder. In these cases, the Awarded Bidder shall notify the County of the delays in advance of the original delivery date so that a revised delivery schedule can be appropriately considered by the County.

It is understood and agreed that the County may, at its discretion, verbally cancel deliveries due to failure to meet the established delivery schedule and procure the items from another Bidder and charge the Awarded Bidder(s) for any re-procurement costs. If the Awarded Bidder(s) fails to honor these re-procurement costs, the County may terminate the contract for default.

Products must be delivered to the following Miami-Dade County addresses:

Miami-Dade Medical Examiner Department 1851 NW 10th Avenue Miami, FL 33136 Project Manager: Aylin Concepcion Email: Aylin.Concepcion@miamidade.gov

Miami-Dade Community Services Department 701 NW 1st Court, 11TH Floor

Miami, FL 33136 mailto:Aylin.Concepcion@miamidade.gov

Project Manager: Sherwood Pierson Email: Sherwood.Pierson@miamidade.gov

2.11 ACCEPTANCE OF PRODUCTS

Unless otherwise specified in the Purchase Order, the County will not pay for any delivered goods prior to inspection and acceptance. The Awarded Bidder shall deliver goods that are in full compliance with Section 1-General Terms and Conditions, Paragraph 1.8-Materials Shall Be New and Warranted Against Defects.

2.12 SUBSTITUTE PRODUCTS

Substitute items (brands and/or pack sizes) may be considered during the contract term for items affected by Force Majeure. The Awarded Bidder(s) shall not deliver any substitute item as a replacement for an awarded product without written consent of the ordering department’s County Project Manager prior to such delivery.

The Awarded Bidder(s) shall provide a verifiable reason as to why the product is unavailable and the anticipated timeframe as to when such product will be available. Substitute items must be of equal or better quality than the awarded item. Substitutes shall be considered only in emergency situations and excessive substitution requests may cause to terminate the contract.

2.13 UNAVAILABLE PRODUCTS

The Awarded Bidder(s) shall immediately inform the County of any awarded items that have been discontinued or are no longer available from the manufacturer. The Awarded Bidder(s) shall propose a substitute or equal product to the unavailable item. The County shall evaluate and advise the Awarded Bidder(s) if the proposed substitute/equal product is acceptable. Any accepted items shall be formalized by a Contract Modification, originated, and published by SPD, and signed by the Awarded Bidder(s). The Awarded Bidder(s) may be subject to a Vendor Performance Review for noncompliance and unsubstantiated delays due to unavailable items.

2.14 BACK-ORDER DELAYS

The Awarded Bidder(s) are required to deliver all items to the County within the time specified in each Purchase Order. No grace period on account of back-order situations may be honored, unless written authorization is issued by the County department and a new delivery date is mutually established. In the event the Awarded Bidder(s) fail to deliver the items within the time specified, the County reserves the right to cancel the order and seek the items from another Bidder. Excessive non-compliance with this clause may result in the County terminating this contract for default.

The Awarded Bidder(s) shall not invoice the County for back ordered items until such back ordered items are delivered and accepted by the County's authorized representative. It is understood and agreed that the County may, at its discretion, verbally cancel back orders and procure the items from another Bidder and charge the Awarded Bidder(s) for any re-procurement costs. If the Awarded Bidder(s) fails to honor these re-procurement costs, the County may terminate the contract for default.

2.15 SMALL BUSINESS ENTERPRISES (SBE) 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.

mailto:Sherwood.Pierson@miamidade.gov

SECTION 3

TECHNICAL SPECIFICATIONS/TECHNICAL SPECIFICATION

3.1 SCOPE OF WORK

The Awarded Bidder shall furnish and deliver body bags and plastic evidence bags in conjunction with the County’s needs on an “as-needed” basis.

3.2 ECO-FRIENDLY PRODUCTS

Whenever possible, the Awarded Bidder(s) shall provide products that are environmentally friendly, made from sustainable, renewable, or recycled materials, minimizing environmental impacts. Products should be biodegradable or easily recyclable.

3.3 PRODUCT SPECIFICATIONS

Group 1 – Body Bags

Manufacturer: Item No.: Description / Specifications

Salam International Inc. 11-324 Adult Medium Weight Disaster Pouch with Handles

• Size: 94” x 36”

• Two (2) way heavy duty zipper

• Minimum of 6 secured handle straps. Handle straps shall run under the bag and on each side of the bag allow lifting by two (2) people

• HDPE Specially Woven Tarpaulin

• Case of 15

Salam International Inc. 11-604 Adult Heavy Duty Disaster Pouch with Handles

• Size: 92” x 36”

• Two (2) way heavy duty zipper

• Minimum of 6 secured handle straps. Handle straps shall run under the bag and on each side of the bag allow lifting by two (2) people

• PVB Woven Coated Tarpaulin Material

• Case of 15

Salam International Inc. 11-135 Water Recovery Disaster Pouch Floater Retriever with Handles

• Size: 94” x 36”

• Two (2) way heavy duty zipper

• Minimum of 6 secured handle straps. Handle straps shall run under the bag and on each side of the bag allow lifting by two (2) people

• HDPE Specially Woven Coated Tarpaulin

• Case of 7

Salam International Inc. 11-364 Jumbo Super Heavy Duty Pouch with Handles

• Size: 108” x 54”

• Two (2) way heavy duty zipper

• Minimum of 10 secured handle straps. Handle straps shall run under the bag and on each side of the bag.

• HDPE Specially Woven Coated Tarpaulin

• Case of 5

Salam International Inc. 11-226W Pediatric Disaster Pouch

• Size: 48” x 24”

• Two (2) way heavy duty envelope zipper

• HDPE Specially Woven Coated Tarpaulin

• Case of 20

Salam International Inc. 11-228W Infant Disaster Pouch

• Size: 24” x 12”

• Two (2) way heavy duty center zipper

• HDPE Specially Woven Coated Tarpaulin

• Case of 20

Mopec BE031 Infant Lightweight Body Bag

• Size: 18” x 30”

• Two (2) way heavy duty center zipper

• 8 mil virgin PVC

• Case of 20

Group 2 – Evidence Bags

Manufacturer: Item No.: Description / Specifications

Evident 5057 Ballistics Evidence Bags

• Size: 3” x 4”

• Heavy-duty 4 mil resealable bag

• White writing block

• Pack of 100 Bags

Evident 50005WB Clear Resealable Polyethylene Bags

• Size: 8” x 10”

• Heavy-duty 4 mil resealable bag

• White writing block

• Pack of 100 Bags

Evident 5021 Glassine Envelopes

• Size: 5½" x 5½"

• Transparent, flap seal

• Pack of 100 Bags

Qiagen WB100036 Multi-Barrier Pouches

• Size: 3.75” x 3"

• Pouches for transport or storage of QIA card FTA Mini and Micro formats.

• Pack of 100 Pouches

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

2.4.1

Bidder or Bidder’s Subcontractor shall be regularly engaged in the business of providing body bags and plastic evidence products to be considered for award. Bidder or Bidder’s Subcontractor shall provide two (2) reference letters within the last two (2) years from customers to whom the Bidder or Bidder’s Subcontractor has provided or is currently providing the services as described throughout this Solicitation. In lieu of the references from 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.

4.2. PRICE SUBMITTAL

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

Group 1 - Body Bags

Item Description Unit of

Measurement

(UOM)

Five-Year Estimated Quantities

Unit Price

Adult Medium Weight Disaster Pouch with Handles Manufacturer: Salam or approved equal Pack Size: Case of 15

Case 2400

Unit Price to be provided in INFORMS

Adult Heavy Duty Disaster Pouch with Handles Manufacturer: Salam or approved equal Pack Size: Case of 8

Case 250

Water Recovery Disaster Pouch Floater Retriever with Handles Manufacturer: Salam or approved equal Pack Size: Case of 7

Case 250

Jumbo Super Heavy Duty Pouch with Handles Manufacturer: Salam or approved equal Pack Size: Case of 5

Case 1000

Pediatric Body Bag with HDPE Tarp and Envelope Zipper Manufacturer: Salam or approved equal Pack Size: Case of 20

Case 75

Infant Body Bag, Center Zipper Manufacturer: Salam or approved equal Pack Size: Case of 20

Case 40

Infant Body Bag, Lightweight, Center Zipper Manufacturer: Mopec or approved equal Pack Size :l Case of 20

Case 50

Group 2 - Evidence Bags

Ballistics Evidence Bag Manufacturer: Evident or approved equal Pack Size: 100 per pack

Pack 50

Unit Price to be provided in INFORMS

Clear Resealable Bags Manufacturer: Evident or approved equal Pack Size: 100 per pack

Pack 75

Glassine Envelopes Size 5½" x 5½" Manufacturer: Evident or approved equal Pack Size: 100 per pack

Pack 75

Multi-Barrier Pouches Manufacturer: Qiagen or approved equal Pack Size: 100 pouches

Pack 175