Notice_of_Award.docx

Dated >issue Notice of Award >contractor >contact >address >phone >email

Re: >title

You are notified that your response dated >subdate for the above referenced project has been approved. You have been awarded a contract for the subject solicitation as approved on >councildate by the City of Fort Myers City Council. Fully executed contracts will be emailed when signed by the Mayor & City Manager.

The Contract Price of your contract is >words ($ numerials)

You must comply with the following conditions precedent within ten (10) days of the date of this Notice of Award that is by >today+10.

1. Insurance requirement as listed in instructions.

2. Certification of sublet work for all subcontract agreements, as attached.

3. Must also provide a signed contract with the designated MBE as provided in this agreement, if applicable.

Failure to comply with these conditions within the time specified will entitle CITY to consider your Bid abandoned, to annul this Notice of Award. After you comply with those conditions, CITY will return to you one fully signed counterpart of the Agreement with the Contract documents attached.

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes.

CITY OF FORT MYERS

By >staffname >staffname Procurement Services Division

VENDOR APPLICATION (complete and return to apinvoices@cityftmyers.com if you have never received payment from the City of Fort Myers before)

Dear Supplier;

Thank you for your interest in conducting business with the City of Fort Myers. We are always interested in new opportunities for commodities and services and suppliers.

Please complete all applicable information about your firm on the attached application and submit with W9, E-Verify Memorandum of Understanding. Updated forms can be found at https://www.irs.gov/forms-pubs/about-form-w-9 and https://www.e-verify.gov/ Incomplete information will cause a delay in your registration and your ability to respond to any request from the City.

Please review and include all applicable commodity codes that fall under your areas of expertise on your application https://eservices.cityftmyers.com/cfmNIGPSearch/ This information allows the City to notify your firm with solicitation opportunities as they are issued.

If you have any questions, comments or need additional information, please visit our website at https://www.cityftmyers.com/1171/Procurement-Services The city utilizes an electronic bidding system to notify suppliers of opportunities; we invite you to participate by registering your company, at no cost, on the City’s Planet Bids portal.

https://pbsystem.planetbids.com/portal/31333/portal-home

Sincerely, Denise K. Finn, NIGP-CPP, CPPO, C.P.M., CPPB Procurement Manager Procurement Services

Procurement Services’ goal is to connect internal clients with responsible and responsive suppliers to ensure that the City receives the best value for services, materials, supplies, and equipment required to operate the City of Fort Myers effectively and efficiently.

The City of Fort Myers Procurement Services is responsible for the procurement of supplies, materials, services, construction, and professional services for all city departments in accordance with Federal Laws, Florida State Statutes, City Ordinances, and established procurement policies and procedures.

Other procurement responsibilities include overseeing the Minority Business Enterprise (MBE) Program, local Supplier program and equipment auction and disposal.

City Solicitations are posted on Planet Bids and are shared with Suppliers that have registered with Planet Bids under the corresponding commodity. All suppliers interested in conducting business with the City of Fort Myers must register with Planet Bids at https://pbsystem.planetbids.com/portal/31333/portal-home

Introducing your product Procurement Services welcomes suppliers and community members interested in supplying products and services to the City. It is important that products and services are introduced in the most efficient and effective manner possible and the Procurement team will assist suppliers in doing so.

Occasionally, City staff may request assistance from suppliers in determining specifications and/or request product demonstrations; this assistance in no way commits the City to purchase the products or services from those suppliers. Any supplier that assists the city in creating specifications for a formal solicitation are NOT allowed to respond to that solicitation.

The City of Fort Myer’s Procurement Services operates with integrity, ethics and fairness towards suppliers and community members. Through this policy, the City will maintain an atmosphere in which the City, it’s suppliers and community members can work together as partners for the betterment of the City.

Purchase Orders Purchases exceeding $10,000 dollars, whether for a single or multiple items, must be supported by an authorized Purchase Order (PO). All PO’s will be issued through Procurement Services. The City is not responsible for goods and services supplied without an authorized PO.

Invoices Invoices in a PDF format must be e-mailed to: apinvoices@cityftmyers.com Invoices must contain the purchase order number, department name, delivery address and contact name.

Supplier Responsibilities

• Keep correct contact information on file with the Procurement Services.

• Notify Procurement Services of any name, telephone, or address change (we recommend you register with a shared e-mail address).

• Do not supply materials & services to the City of Fort Myers exceeding the $10,000 small transaction limit without a Purchase Order or Contract in place.

• Provide required insurance documentation if supplying services on City property.

• Submit E-Verity MOU to Procurement Services.

Employment Eligibility Verification System (E-Verify) An E-Verify MOU must be on file with Procurement Services before any work is performed.

Suppliers are required to enroll in the E-Verify program and provide the city with a copy of the Memorandum of Understanding before the PO is issued and any work has begun. Suppliers thereafter must verify employment eligibility of their employees assigned to the contract at the time of enrollment in E-Verify.

If the Supplier is already enrolled in E-Verify they must use E-Verify within to verify employment eligibility of their employees assigned to the contract and initiate verification of all new hires of the contractor and of all employees newly assigned to the contract prior to their date of hire or date of assignment to the contract.

Subcontractor requirement: Suppliers shall require all subcontracted Suppliers to follow the requirement to E-Verify to subcontractors. MOU’s will be provided to the City upon request.

It shall be the Supplier's responsibility to familiarize themselves with all rules and regulations governing this program.

For additional information regarding the Employment Eligibility Verification System CE-Verify) program visit the following website: http://www.dhs.gov/ E-Verify Contractors shall be required to provide the City of Fort Myers Procurement Services a copy of the Memorandum of Understanding and an executed affidavit asserting they shall comply with the E-Verify Program for each service/project. The affidavit is attached to the solicitation documents.

Purchasing Card Program (Pcard) The City has a Purchasing Card Program in place, which provides the employees with a VISA for more prompt and efficient payment to our Suppliers. You will need to indicate on the application if you are willing to receive payments by credit card. We appreciate your efforts in helping us to provide the best value to the citizens of the City of Fort Myers. The City will not pay fees to use the PCard without prior approval from the Procurement Manager or designee.

Minority Business Enterprise Ordinance The City of Fort Myers has established an MBE Ordinance for expenditures of construction, professional services, goods, and other services. Minority Business Enterprise (MBE) are businesses who are certified by the State of Florida Office of Supplier Diversity and whose principle place of business is located within the boundaries of Lee County.

To become certified, suppliers must apply with the State of Florida Department of Management Services.

https://www.dms.myflorida.com/agency administration/office of supplier diversity osd/get certified

Indemnification Suppliers shall hold harmless and defend the City of Fort Myers, its agents and employees from all suits and actions, including attorney's fees and all costs of litigation and judgments of any name and description arising out of or incidental to the performance of this contractor work performed thereunder. This provision shall also pertain to any claims brought against the City, it’s agents or employees, by any employee of the supplier, any subcontractor, or anyone directly or indirectly employed by them.

The Supplier's obligation under this provision shall not be limited in any way by the agreed upon contract price as shown in this contract or the contractor's limit of, or lack of, sufficient insurance protection.

Other Key Policies and Procedures The Procurement Manager is the only authorized agent for the City of Fort Myers for all matters relating to procurement & contracts, and has full authority to question the quality, quantity and kind of materials or services being purchased acting in the best interest of the City.

The Procurement Manager shall not knowingly issue a purchase order where there is evidence of a conflict of interest.

Acceptance of gifts at any time, other than advertising novelties, is prohibited. No employee shall receive any benefit or profit from any contract or purchase.

The City shall purchase only from suppliers who are on the City's Approved Supplier list and who have adequate financial strength, high ethical standards, and a record of adhering to specifications, maintaining shipping requirements and providing a full measure of service.

The City of Fort Myers is exempt from any taxes imposed by State or Federal Government. Tax exemption numbers will be provided upon request.

The City reserves the right to make modifications to the contents of this Supplier guide without prior notice to the Supplier.

APPLICATION INSTRUCTIONS

Complete the Supplier application, register with Planet Bids, attach all requested documentation and return the completed application to the address or e-mail below.

Social Security Number Collection Policy:

The City of Fort Myers, Florida is collecting your Social Security number which may be used for any of the following purposes: Classification of accounts; identification and verification; credit worthiness;

billing and payments; data collection; reconciliations; tracking; benefit processing; and tax reporting.

Social Security numbers are also used as a unique numeric identifier and may be used for search purposes.

Received and acknowledged by: ____________________________________________________ Date:

Checklist:

☐ Supplier Application ☐ W-9 Form ☐ Proof of Insurance (for services) ☐ E-Verify MOU ☐ Planet Bids Registration Commodity Code Numbers Return application to:

City of Fort Myers Procurement Services 2200 Second Street.

Fort Myers, FL 33901 239-321-7232 CFMpurchasing@cityftmyers.com

CITY OF FORT MYERS SUPPLIER APPLICATION

Name of Company Date Mailing Address for bids and purchase orders Mailing Address for payments City, State, Zip City, State, Zip Phone E-Mail Phone E-Mail Sales Representative Name Payment Representative Name Tax Filing Status (if providing a Federal Tax I.D. number, do not provide Social Security Number) __________________________________________ OR __________________________________________ FEIN Number (note: name not required for FEIN) Social Security Number Name as it appears on Social Security Card: __________________________________________ Do you have an office within the boundaries of;

City of Fort Myers: ☐ Yes ☐ No Lee County: ☐ Yes ☐ No If so, provide City and/or County Occupational License Number: __________________________________________ State of FL General Construction License Number: __________________________________________ State Certified MBE with the State of Florida Office of Supplier Diversity and primary business in Lee County:

(Check One): ☐ Yes ☐ No Visa Credit Cards Accepted: ☐ Yes ☐ No I hereby certify that the information supplied herein, including all pages attached is correct and I am an authorized manufacturer's distributor for any commodity that I offer to the City of Fort Myers.

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