RFQ-25-027-KY_Police_Uniform_Accessories_Re-Bid_-_Annual_Requirements_-_Solicitation_Document.pdf

CITY OF ALTAMONTE SPRINGS

REQUEST FOR QUOTATION

RFQ-25-027-KY

POLICE UNIFORM ACCESSORIES (RE-BID) – ANNUAL REQUIREMENTS

Due Date: 11:00am, Friday, April 4, 2025

BIDDER INFORMATION CITY OF ALTAMONTE SPRINGS

Company Name:

(As Indicated On W-9) Procurement Contact: Krisha Yurkiewicz

DBA (if applicable): Dept./Div.: Finance/Procurement Address 1: Phone Number: 407-571-8075

City/State/Zip: Fax Phone: 407-571-8082 Contact Person: E-Mail Address: KYurkiewicz@altamonte.org

Title: Ship Orders To:

*Signature* Business Name: CITY OF ALTAMONTE SPRINGS

Phone Number: Department: Police Department Fax Number: Division: Management Support

E-Mail Address: Address 1: 225 Newburyport Avenue FEIN/SS #: Address 2:

DUNS: City/State/Zip: Altamonte Springs, FL 32701 Date of Quote: Ship Via: Best Way / FOB Destination

Deliver By: Deliver By: On an as-needed basis

INSTRUCTIONS & SUBMISSION METHODS

• Please read the terms & conditions listed below, complete the requested information, and sign in the space above.

• Provide your best-selling price on the Itemized Bid Form for the items for which you are providing a quote.

• Only submittals on this “Request for Quotation” form will be accepted. No other quote documents will be accepted.

• Online Quote Method: Submit online quote through VendorLink at:

https://www.myvendorlink.com/common/searchsolicitations.aspx. Attach this completed form in its entirety, along with the Itemized Bid Form, when you submit your online quote through VendorLink.

• Other Submission Methods: If you do not have the ability to submit online, you may deliver this completed form in its entirety, along with the Itemized Bid form, via scan to email, or fax, mail, or hand deliver directly to the City Procurement contact person listed above.

• Regardless of the submission method, quotes must be received by the City by the listed due date and time.

RETURN ALL PAGES BY THE ABOVE DUE DATE/TIME BY SCAN VIA VENDORLINK (preferred method), EMAIL, FAX, MAIL, OR DELIVER DIRECTLY TO THE PROCUREMENT CONTACT PERSON LISTED ABOVE.

mailto:KYurkiewicz@altamonte.org https://www.myvendorlink.com/common/searchsolicitations.aspx

I. GENERAL SPECIFICATIONS

SCOPE

The City of Altamonte Springs desires to purchase uniform accessories for the Police Department on an as-needed and when-needed basis throughout the term of this agreement.

SOLICITATION INQUIRES

Interested vendor is to direct all inquiries to the Procurement Contact on page 1. No other City employee or its representative is authorized to provide any information related to the solicitation process, this solicitation document, or the specifics of the project/scope of work. All inquiries related to this solicitation should be received in the Procurement Division (see Procurement Contact above) no later than 11:00 a.m., on Friday, March 21, 2025.

QUOTED PRICE

• The unit price shall be all-inclusive, with no hidden/additive fees/costs. The unit price shall remain firm throughout the term of the contract.

• Unit price should include shipping & handling (S&H) costs/fees.

• If you cannot or decline to provide a specific item, please indicate “No Bid” in the Unit Price column.

• If no cost for the item, enter “N/C” (No charge) in the Unit Price column.

• Any items left blank will be marked as “No Bid”.

• If bidding other than specified, indicate brand name and part number.

GRANT FUNDING COMPLIANCE

Funding under this contract may be partially or fully provided by the United States Federal Government. As such, all applicable federal guidelines, including, but not limited to the following are hereby incorporated herein by reference. The vendor shall abide by all applicable federal guidelines at all times through the execution and completion of this contract.

• Procurement Standards – 2 CFR 200.317 through 200.326

• Appendix II to 2 CFR Part 200 – Contract Provisions For Non-Federal Entity Contracts Under Federal

Awards (Attached) o See required forms to be included with your submittal:

Conflict of Interest Statement Form (Must be Notarized) Non-Collusion/Lobbying Certification Form (Must be Notarized) Debarment, Suspension and Other Responsibility Matters Certification

OTHER INFORMATION

• City reserves the right to award based on the entire bid, by group, or by item to the vendor whose product/services are the most advantageous to the City.

• There is special funding that will be used for this solicitation. Please review the Vendor Qualifications and

Requirements and attachments to ensure compliance with City’s requirements.

• City is exempt from Sales Tax – Exemption # (85-8012740082C-1)

I. VENDOR QUALIFICATIONS AND REQUIREMENTS

In order for the City to determine if the vendor is responsible and to evaluate the ability of a vendor to provide the services called for in this RFQ, the documents below are required to be submitted with the Request for Quotation. Failing to submit the documents may lead to the submittal in question being deemed non-responsible.

VENDOR STATUS

Vendor should not be on the State of Florida Scrutinized List of Prohibited Companies. Vendor should not be on the Federal Excluded Parties List on the SAM website. The City will verify the vendor is not on either list.

LICENSED TO DO BUSINESS IN FLORIDA

If a Florida business (excluding Sole Proprietorships, unless registered/operating under a fictitious name), City will confirm business is registered with the State of Florida Division of Corporations on State of Florida SunBiz site (http://dos.myflorida.com/sunbiz/search/ ).

YEARS IN BUSINESS

The vendor should be in business for three (3) years. The City will confirm years in business via state of registration - website business search. If search yields no results, the Bidder is to submit other similar evidence acceptable to the City, such as:

• Federal/State/County/Local/Etc. Business Registration showing the business established date or effective registration date.

• Business Tax Receipt for past three (3) years issued by the governmental agency where the business is located.

Note: If there was a name change within the past three (3) years, legal evidence of such name change filing may be required.

INSURANCE CERTIFICATE

Vendors must provide proof of insurance with submittal documents. See below Insurance Requirements.

E-VERIFY REQUIREMENT

Vendors must provide a Memorandum of Understanding (MOU) as proof of the vendor’s registration with E- Verify. See below information in the Terms and Conditions section.

CONFLICT OF INTEREST

All Bidders must disclose, with their bid submittal, the name of any officer, director, or agent who is also an officer or employee of the City of Altamonte Springs. Furthermore, all Bidders must disclose the name of any City of Altamonte Springs officer or employee who owns, directly or indirectly, an interest of ten percent (10%) or more of the Bidder’s firm or any of its branches, subsidiaries, or partnerships. Failure to disclose in this manner will result will result in the disqualification of the Bidder or the cancellation of work. It is the sole responsibility of the Bidder to ensure compliance with this requirement. Please complete and submit “CONFLICT OF INTEREST STATEMENT FORM” with your submittal.

NON-COLLUSION/LOBBYING CERTIFICATION

All Bidders shall file a statement executed by, or on behalf of the person, firm, association, or corporation submitting the bid certifying that such person, firm, association, or corporation has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action, in restraint of free competitive bidding in connection with the bid submittal. In addition, no City appropriated funds have been paid to any person for influencing or attempting to influence a member of the City Commission, City Manager or any City employee in connection with the awarded agreement as a result of this solicitation process. Please complete and submit “NON-COLLUSION/LOBBYING CERTIFICATION FORM” with your submittal.

DEBAREMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS CERTIFICATION

The prospective contractor of the City of Altamonte Springs, certifies, by submission of a bid and signing the “Proposal Bid Form”, that neither it nor its principals is presently debarred, suspended, proposed for https://www.sam.gov/portal/SAM/?navigationalstate=JBPNS_rO0ABXdcACJqYXZheC5mYWNlcy5wb3J0bGV0YnJpZGdlLlNUQVRFX0lEAAAAAQApdmlldzoxYzVjYTI2Zi03MjhjLTRhOGUtYmFiNy04N2NhMjMwYTA5ZmUAB19fRU9GX18*&portal:componentId=d2d86332-0f88-4999-a81c-cb49f40c3c22&interactionstate=JBPNS_rO0ABXcwABBfanNmQnJpZGdlVmlld0lkAAAAAQAPL2pzZi9iYW5uZXIuanNwAAdfX0VPRl9f&portal:type=action#1 http://dos.myflorida.com/sunbiz/search/ debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. Please complete and submit “DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS CERTIFICATION FORM” with your submittal.

INDEMNIFICATION

The successful proposer will indemnify and hold City and its officers, directors, agents, employees harmless from and against any and all claims, demand, suits, judgments, losses, or expenses of any nature whatsoever (including reasonable attorney fees through appeal) to the extent that they arise from or out of: any negligent or reckless act or omission of the successful proposer, its officers, directors, agents or employees or to the extent that they arise from any intentional wrongful misconduct of the successful bidder, its officers, directors, agents or employees, the parties specifically agreeing that intentional wrongful misconduct includes, but is not limited to, any failure of a successful proposer, its employees, officers, directors or agents to perform hereunder in accordance with generally accepted standards (professional and nonprofessional), or any other failure of the successful proposer, it’s officers, directors, agents or employees to comply with its performance obligations hereunder. The provisions of this paragraph will survive the expiration or sooner termination of the resulting contract/agreement. The foregoing indemnification shall not constitute a waiver of sovereign immunity beyond the limits set forth in Florida Statutes, Section 768.28.

II. INSURANCE REQUIREMENTS

REQUIRED COVERAGE AND LIMITS

To assure that the bidder has the insurance specified, the bidder is suggested to send this “Insurance Requirement Specifications” section, in its entirety, to their insurance agent(s) prior to submitting a bid. The insurance agent should inform the bidder if the bidder does not meet the insurance requirements and provide the bidder with an estimated cost to secure the required insurance. In the event that the bidder does not hold all the limits required below, the bidder shall submit a letter from their insurance carrier that the coverages and limits are obtainable if the bidder is awarded a contract. The bidder should include the cost to secure additional insurance in their bid price. By submission of a bid to the City, the bidder has or agrees to obtain the insurance specified if the bidder is awarded the solicitation.

Insurance Requirements for this solicitation are as follows:

A. Worker's Compensation: Florida Statutory limits. Employer’s Liability Insurance with limits of not less than $500,000 each accident, $500,000 each employee and $500,000 policy limit on disease.

Please be advised that the Certificate of Exemption to the exempt from the Florida Workers’ Compensation Law pertains exclusively to those corporate officers identified by the certificates, therefore, the City will not accept Certificates of Exemption as proof of insurance. The certificate of exemption also states that the corporate officer electing exemption, “certify that any employee of the business named above (on the certificate) is covered by workers’ compensation insurance”.

Further, pursuant to Chapter 440.10 (1) (a), (b) and (c), contractors who sublet any contract work to subcontractors “shall be liable for, and shall secure, the payment of compensation to all such employees, except to employees of a subcontractor who has secured such payment”.

The successful Bidder is responsible for verifying that all sub-contractors have workers compensation coverage or are exempt from coverage and produce proof of coverage upon the City’s request.

*Worker’s Compensation coverage is not required if the successful bidder will not be coming on to City property.

B. Commercial General Liability: $1,000,000 Per Occurrence $2,000,000 General Aggregate for bodily injury and property damage, and $1,000,000 Products & Completed Operations Aggregate $1,000,000 Personal & Advertising Injury. The City of Altamonte Springs shall be an additional insured on a primary and non-contributory basis in addition to the following:

1. (CG 20 26) Additional Insured

C. Commercial Auto Liability: $1,000,000 combined single limit per occurrence Auto Liability shall cover owned, hired, leased and non-owned vehicles for bodily injury and property damage.

*Auto Liability is not required if the products will be delivered by common carrier onsite or if City personnel pick up/deliver or transport the products to and/or from City property.

EXCEPTIONS

Any exceptions to the insurance requirements and limits must be noted as instructed herein.

CITY AS ADDITIONAL INSURED

The appropriate policies are to be endorsed to include the City of Altamonte Springs as Additional Insured.

REVIEW AND APPROVAL BY CITY’S RISK MANAGER

The successful proposer will be required to provide within ten (10) days after Notice of Award, to the Procurement Division Manager, a Certificate of Insurance and all required endorsements demonstrating that the successful bidder is carrying the required insurance limits above, which is required to remain in place throughout the project until final acceptance of the work.

The City’s Risk Manager will review the Certificate of Insurance and endorsement(s), for determination of adequate coverage. The City’s Risk Manager will be the City’s sole authority for determination of required coverage.

Services will not be ordered or officially commenced until the required Certificate(s) and endorsement(s) have been received and approved by the Risk Manager.

The City shall be notified in writing within ten days of any cancellation, notice of cancellation, lapse, renewal or proposed change to any policy or coverage described herein. The City’s approval or failure to disapprove any policy/ies, coverage or ACORD Certificates shall not relieve or excuse any obligation to the procure and maintain the insurance required herein, nor serve as a waiver of any rights or defenses the City may have.

**REMAINDER OF PAGE LEFT BLANK INTENTIONALLY**

Bid Item

QTY /

UOM

Item Description City-Recommended

Make/Model/Vendor Part #

Item Description (Optional) Bidder-Suggested Equivalent

Make/Model/Vendor Part #

Unit Price Best & Final

Offer

Extended Price

Unit Price x QTY

1 120 / EA

Duty Double Pistol Taco, #41PT02BK

2 120 / EA

Duty Multi-Access Communications Taco, #41MAC0BK

3 120 / EA

Tourniquet Taco Modular Lightweight Load-carrying Equipment, #11TQ00BK

4 120 / EA

Handcuff Taco Modular Lightweight Load-carrying Equipment

#24DC02BK

5 30 / EA

Handcuffs, ASP Ultra Plus Chair Handcuffs (Aluminum Bow), ASP 56061

6 10 / EA Expandable Baton, ASP 21”, #52412

7 5 / EA Expandable Baton, ASP 26”, #52612

8 5 / EA

Baton Holder for 21” or 26” baton, Bianchi black basket weave, #7912

9 5 / EA

Streamlight Tactical light with rail grip clamp system for Glock style rails, model TLR-1

LED

ITEMIZED BID FORM

This is NOT an order.

Please quote on the items below. We will consider equivalent items.

City is exempt from F.E.I.N. (#59-6000263) and Sales Tax Exemption (#85-8012740082C-1).

INSTRUCTIONS

Provide a unit price for the items below. The unit price must be all-inclusive with no hidden/additive fees/costs.

If suggesting an equivalent, please provide the Make, Model #, and Vendor Part # (if applicable) Bid price shall be stated for the items requested only. Quoting on item(s) not listed on this form may result in the vendor to be deemed as non-responsive.

If you cannot/decline to bid on a specific item, write “No Bid” in both the Unit & Extended Price columns.

10 15 / EA Nylon Liner Belt 1.5”, Bianchi size ranges 24-64, #7205

11 15 / EA

Duty Belt, Bianchi Accumold Elite2.25” Black Basket Weave, #7950

12 15 / EA

Double Magazine Pouch, Bianchi Black Basket Weave, hidden snap, belt loop mount, size 2 to fit Glock 17 Gen 5, #7902

13 15 / EA

Handcuff Case, Bianchi Black basket weave, hidden snap, size 2 to fit ASP chain handcuffs, #7900

14 10 / EA

Belt Keeper, Bianchi 1” wide Black basket weave with hidden snap, #7906

15 15 / EA

Bianchi Adjustable Radio Holder, Black Basket, Weave, size 1, #7923

16 5 / EA

Duty Holster Mid-Ride 7TS RDS ALS/SLS Mid-Ride Duty Holster, Black for Glock 17 Gen 5 with TLR-1 light to fit 2.25” belt – Left of Right handed, #7360RDS-8325-412

17 10 / EA

Tourniquet Holder, Eleven 10 Gen 7 C-A-T Rigid TQ Case, black basket weave

18 15 / EA Tourniquet, North American Rescue CAT GE 7

19 15 / EA

Wallet, Strong Custom Fit Leather Badge Wallet, Plain, Tri-Fold (custom fit for small Smith &Warren badge style S93), #79520-19

20 10 / EA

ID /Badge Case, Small Leather Duty Book Style, (badge cutout to fit Smith & Warren S93) #75500-19

21 12 / EA

Traffic Vest, Zip & Rip ANSI/SEA 207-2006 compliant, micro-mesh, breakaway vest, large reflective “POLICE” on back, blue or black trim, size

M-XL

22 10 / EA

Citation Book Holder, Stainless with Velcro strap (for Florida Uniform Traffic Tickets)

23 6 / EA Flair Container, holds 12 flairs $ $

RETURN ALL PAGES BY THE LISTED DUE DATE/TIME BY SCAN VIA VENDORLINK (preferred method), EMAIL, FAX, MAIL, OR DELIVER DIRECTLY TO THE CITY CONTACT PERSON LISTED ABOVE

24 10 / EA

Hobble, RIPP International Restraint, RIH-100 $ $

25 UNK Balance of Line Discount

Enter a Discount Percentage Off Other Catalog Items

________% Off

Sales Tax N/A – Tax Exempt

Shipping & Handling (S&H) N/A – Included in Unit Price

Grand Total $

ANY ORDERS RESULTING FROM THIS QUOTATION WILL BE SUBJECT TO THE TERMS AND

CONDITIONS CONTAINED BELOW

GENERAL INFORMATION/INSTRUCTIONS

ADDENDUM

The vendor is responsible for making sure that all addenda (if any issued) have been received prior to completing and submitting the Request for Quotation form to the City. The City will post addendums (if any) electronically. The vendors should obtain the addendum by visiting our web site at the following website:

https://www.myvendorlink.com/common/searchsolicitations.aspx.

BID UPDATES/STATUS OF BID

Due to limited staff, time, workload and budget restraints, City staff is unable to provide updates/status information over the phone, by fax, or by e-mail. The vendor should obtain current information or posted documents regarding this solicitation by visiting our web site athttps://www.myvendorlink.com/common/searchsolicitations.aspx.

RESERVED RIGHTS

The City reserves the right to accept and award or reject any or all quotes, with or without cause, to waive technicalities, or to accept the quote which, in its judgement, best serves the interest of the City.

PUBLIC RECORDS

SOLICITATION SUBMITTALS INFORMATION AND DOCUMENTS: Florida law (Florida Statute 119, the Public Records Law) requires that municipal records shall at all times be open for personal inspection by any person. Information and materials received by City in connection with a solicitation response shall be deemed to be public records subject to public inspection upon award, recommendation for award, or 30 days after submittal deadline, whichever occurs first. However, certain exemptions to the public records law are statutorily provided for in Section 119.07, F.S. If the Submitter believes any of the information contained in their response is exempt from the Public Records Law, then the Submitter, must in their response, specifically identify the material, which is deemed to be exempt and cite the legal authority for the exemption.

The City's determination of whether an exemption applies shall be final, and the Submitter agrees to defend, indemnify, and hold harmless the City and the City's officers, employees, and agents, against any loss or damages incurred by any person or entity as a result of the City's treatment of records as public records.

DISQUALIFICATION OF BIDDERS

Any of the following causes may be considered as sufficient for the disqualification of a Bidder and the rejection of their bid:

Failure to sign the Request for Quotation (RFQ) form.

Submission of more than one bid for the same work by an individual, firm, partnership, or corporation under the same or different names;

Evidence of collusion among Bidders;

Previous participation in collusive bidding on work for the City of Altamonte Springs, Florida;

Submission of an unbalanced bid in which the prices bid for some items are out of proportion to the prices bid for other items;

Lack of competency of Bidder. The contract will be awarded only to a Bidder rated as capable of performing the work. The City may declare any Bidder ineligible at any time during the process of receiving bids or awarding the bid where developments arise which, in the opinion of the City, adversely affect the Bidder's responsibility; however, the Bidder will be given an opportunity by the City to present additional evidence before final action is taken;

Lack of responsibility as shown by past performance;

A Bidder whose contract has been terminated early for convenience, default, or breach may be qualified for an award at the discretion of the Procurement Manager, and with the concurrence of the City Manager;

https://www.myvendorlink.com/common/searchsolicitations.aspx https://www.myvendorlink.com/common/searchsolicitations.aspx http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0119/0119ContentsIndex.html

Unsatisfactory Performance/Uncompleted work for which the Bidder is committed by a contract which, in the judgment of the City, might hinder or prevent the prompt delivery and/or completion of the work under this bid if awarded to such Bidder;

Being in arrears on any of its existing contracts with the City, in litigation with the City, or having defaulted on a previous bid and/or contract with the City.

TECHNICAL SPECIFICATIONS

1. GENERAL:

The City of Altamonte Springs desires to purchase uniform accessories for the Police Department on an as-needed and when-needed basis throughout the term of this agreement.

2. EFFECTIVENESS AND DURATION

The agreement(s) resulting from this solicitation will be a:

A. Term Contract/Annual Requirements

1. The agreement(s) resulting from this solicitation will be for recurring purchase, as needed throughout the term of the contract.

2. Initial Period: The period of agreement will be one year from contract award date.

3. Renewal Period: Terms and conditions may be renewed for four (4) additional one-year periods. Forty-five days prior to the renewal date, the successful bidder may submit revised prices to remain firm for the entire renewal period. Acceptance of revised prices is at the sole discretion of the City.

4. Either party may cancel this agreement, either in whole or in part, by giving at least 45 days prior notice in writing. However, the contractor will not be authorized to exercise this cancellation option during the first 90 days of the agreement.

3. ORDERING OF SUPPLIES/SERVICES

Orders for items/services listed in this bid will be accomplished by an executed signed purchase order from the Procurement Division, only. Departments/divisions are not authorized to commit the City to orders.

4. ESTIMATED QUANTITIES

The estimated quantities to be furnished under this RFQ are to be considered as approximate only and are to be used solely for the comparison of bids received. The City reserves the right to purchase any, all, or none of its requirements from Bidder(s) awarded the bid.

5. RIGHT TO CANCEL/TERMINATE

City reserves the right to terminate the contract is order in whole or in part for default if Vendor fails to perform in accordance with any of the requirements of this solicitation or contract. Any such termination will be without liability to City except for completed items delivered or services performed and accepted by the City. City may cancel the contract for City's convenience upon written notice to Vendor. City shall pay Vendor for all goods delivered/services performed until the date of contract/PO cancellation by the City.

6. DAMAGED ITEMS

In the event an item is received, and it is later determined there is concealed damage when the item(s) are unpacked, the item(s) must be replaced by the Vendor at no cost to the City.

TERMS & CONDITIONS - READ CAREFULLY

1. The right is reserved to cancel this order if not filled within the contract time, if specified.

2. The conditions of this order are not to be modified by any verbal understanding.

3. Acceptance of this order includes acceptance of all terms, prices, delivery instructions, specifications and conditions stated.

4. Invoices and packages must bear the purchase order number.

5. The City assumes no responsibility for goods delivered without the authority of a properly executed purchase order.

6. Please forward all invoices to the ordering department.

7. In order for the City to verify contract pricing, the awarded bidder shall provide for each individual purchase the original/list unit price, and the contract discount or cost-plus percent, and the resulting actual purchased/selling unit price on each invoice/quote.

8. Payment terms are net 30 days upon delivery and acceptance.

GENERAL CONDITIONS

The terms and conditions of this order must not be changed by Vendor. If order is not acceptable, return to the City's Procurement Division. Failure of a Vendor awarded a Purchase Order to deliver according to the Purchase Order or to comply with any of the terms and conditions therein may disqualify the Vendor from receiving future orders.

QUALITY

All materials or services furnished on this order must be as specified and subject to City inspection within a reasonable time after delivery at destination. Variations in materials or services from those specified in this order must not be made without written authority from the Procurement Division Manager. Material rejected will be returned at the Vendor's risk and expense.

QUANTITY/PRICE

The quantity of materials ordered or the prices specified must not be exceeded without written authority being first obtained from the Procurement Division Manager.

INDEMNITY

The Vendor hereby agrees to indemnify and save harmless the City, its officers, agents, and employees from and against any and all liability, claims, demands, damages, fines, fees, expenses, penalties, suits, proceedings, actions and cost of actions, including attorney's fees for trial and on appeal, of any kind and nature arising or growing out of or in any way connected with the performance of this Agreement whether by act or omission of the Vendor its agents, servants, employees or others, or because of or due to the mere existence of this Agreement between the parties.

PATENT/COPYRIGHT HOLD HARMLESS

The Vendor shall pay all royalties and assume all costs arising from the use of any invention, design, process, materials, equipment, product or device which is the subject of patent rights or copyrights. Vendor shall, at its own expense, hold harmless and defend the City against any claim, suit or proceeding brought against the City which is based upon a claim, whether rightful or otherwise, that the goods or services, or any part thereof, furnished under this Purchase Order, constitute an infringement of any patent or copyright of the United States. The Vendor shall pay all damages and costs awarded against the City.

PACKING

Packages must be plainly marked with shipper's name and Purchase Order Number; charges are not allowed for boxing or crating unless previously agreed upon in writing.

DELIVERY

All materials must be shipped F.O.B. Destination. The City will pay no freight or express charges, except by previous agreement. If specific purchase is negotiated on the basis of F.O.B. shipping point, VENDOR IS TO PREPAY SHIPPING CHARGES AND ADD TO INVOICE. Delivery must actually be effected within the time stated on Purchase Order. The City reserves the right to cancel this order and purchase elsewhere if the Vendor fails to meet the delivery date specified on the Purchase Order. Deliveries shall be made between 7:30 a.m. and 4:30 p.m. Monday through Friday except holidays, unless otherwise stated. In case of default by the Vendor, the City may procure the articles or services covered by this order from other sources and hold the Vendor responsible for any additional cost occasioned thereby.

MATERIAL SAFETY DATA SHEET

The Vendor agrees to furnish the City with a current Material Safety Data Sheet (MSDS) on or before delivery of each and every hazardous chemical or substance purchased which is classified as toxic under Chapter 422, Florida Statutes.

Appropriate labels and MSDS's shall be provided for all shipments. Send MSDS's and other pertinent data to City of Altamonte Springs Risk Management Division, 225 Newburyport Avenue, Altamonte Springs, FL 32701.

OSHA REQUIREMENT

The Vendor hereby guarantees the City that all materials, supplies, and equipment as listed on the Purchase Order shall meet the requirements, specifications and standards as provided for under the U.S. Department of Labor Occupational Safety and Health Act of 1970, as from time to time amended and in force at the date hereof.

COMPLIANCE TO LAWS, GUIDELINES, REGULATIONS, ETC.

Vendor must comply with all applicable state, federal, and local laws, guidelines, and regulations etc. This includes but is not necessarily limited to DOT, OSHA, EPA, and DEP.

E-VERIFY – EMPLOYMENT ELIGIBILITY

By submitting a response to this solicitation and if awarded this Solicitation, you are obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility." Further, by your response to this solicitation and if awarded this Solicitation you affirm and represent that you are registered with the E-Verify system and are using same, and will continue to use same as required by Section 448.095, F.S. Compliance with Section 448.095 includes, but is not limited to, utilization of the E-Verify System to verify the work authorization status of all newly hired employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. Failure to comply will lead to disqualifying you for award of this solicitation, entering into a contract, and/or, cancellation of an active contract, or if your subcontractor knowingly violates the statute, the subcontract must be terminated immediately. Any challenge to termination under this provision must be filed in the Circuit Court no later than 20 calendar days after the date of termination. If terminated for a violation of the statute by the Vendor/Contractor, the Vendor/Contractor may not be allowed to do business with the City or be awarded a solicitation or contract for a period of 1 year after the date of termination. All costs incurred to initiate and sustain the aforementioned programs shall be the responsibility of the Vendor/Contractor.

CITY’S TERMS AND/OR CONDITIONS FOR PURCHASE OF GOODS/SERVICES FROM VENDORS

Important Read Carefully: Terms and conditions on City’s solicitation documents, contracts, and/or purchase orders shall prevail and take precedence. Unless expressly accepted by the City, only terms and conditions contained in these documents shall apply. The City will not consider additional terms and conditions submitted by the vendor. Any and all such additional terms and conditions shall have no force and effect, and are inapplicable to the City’s purchase of goods and services if submitted either purposely through intent or design, or inadvertently appearing separately in transmittal letters, specifications, literature, price lists or warranties. Vendors shall agree that the general and/or any special conditions in the City documents are the only conditions applicable to purchases made by the City and that the City will not accept exceptions to our terms and conditions.

NOTE: ANY AND ALL SPECIAL CONDITIONS ATTACHED HERETO WHICH VARY FROM THESE GENERAL CONDITIONS SHALL

HAVE PRECEDENCE.

Procurement Division Manager City of Altamonte Springs http://www.altamonte.org/pdfs/POFORM-Sample%20(Void).pdf

See next pages for required forms for Federal Funding.

The following forms must be completed and included with your submittal:

o Conflict of Interest Statement Form (Must be Notarized) o Non-Collusion/Lobbying Certification Form (Must be Notarized) o Debarment, Suspension and Other Responsibility Matters Certification

CONFLICT OF INTEREST STATEMENT FORM

A. I am the of with a local office in [Insert Title] [Insert Company Name] and principal office in _.

B. The entity hereby submits to provide upon proper payment goods/services requested under master agreement number 164719 for Body Armor and Ballistic Resistant Products.

C. The AFFIANT has made a diligent inquiry and provided the information in this statement affidavit based upon its full knowledge.

D. The AFFIANT states that only one submittal for this order has been submitted and tendered by the appropriate date and time and that said above-stated entity has no financial interest in other entities submitting a proposal for the work contemplated hereby.

E. Neither the AFFIANT nor the above-named entity has directly or indirectly entered into any agreement, participated in any collusion or collusive activity, or otherwise taken any action which in any way restricts or restraints the competitive nature of this solicitation, including but not limited to the prior discussion of terms, conditions, pricing, or other offer parameters required by this solicitation.

F. Neither the entity nor its affiliates, nor anyone associated with them, is presently suspended or otherwise prohibited from participation in this solicitation or any contract to follow thereafter by any government entity.

G. Neither the entity nor its affiliates, nor anyone associated with them, have any potential conflict of interest because and due to any other clients, contracts, or property interests in this solicitation or the resulting project.

H. I hereby also certify that no member of the entity’s ownership or management or staff has a vested interest in any City Division/Department/Office.

I. I certify that no member of the entity’s ownership or management is presently applying, actively seeking, or has been selected for an elected position within the City of Altamonte Springs government.

J. In the event that a conflict of interest is identified in the provision of services, I, the undersigned will immediately notify the City in writing.

By the signature(s) below, I/we, the undersigned, as authorized signatory to commit the firm, certify that the information as provided in, Conflict of Interest Statement Form, is truthful and correct at the time of submission.

AFFIANT SIGNATURE

Typed Name of AFFIANT

Title

STATE OF

COUNTY OF

Sworn to (or affirmed) and subscribed before me by means of __ physical presence or __online notarization this _____ day of__________________20___, by ________________________, who is personally known to me or has produced ______________________ as identification.

(stamp)

NOTARY PUBLIC

NON-COLLUSION/LOBBYING CERTIFICATION FORM

A. This sworn statement is submitted with this order/quotation under master agreement number 164719 for Body Armor and Ballistic Resistant Products.

B. This sworn statement is submitted by whose business address is

[Name of entity submitting sworn statement] and (if applicable) its Federal Employer Identification Number (FEIN) is (If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement.

C. My name is and my relationship to the above is

[Please print name of individual signing]

D. NON-COLLUSION PROVISION CERTIFICATION.

The undersigned hereby certifies, to the best of his or her knowledge and belief, that on behalf of the person, firm, association, or corporation submitting the bid certifying that such person, firm, association, or corporation has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action, in restraint of free competitive bidding in connection with the submitted bid.

Failure to submit the executed statement as part of the bidding documents will make the bid nonresponsive and not eligible for award consideration.

E. LOBBYING CERTIFICATION.

The undersigned hereby certifies, to the best of his or her knowledge and belief, that:

1. No Federal and/or City appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence either directly or indirectly an officer or employee of the City, City Council Member of Congress in connection with the awarding of any City Contract.

2. If any funds other than Federal and/or City appropriated funds have been paid or will be paid to any person for influencing or attempting to influence a member of th e City Council or an officer or employee of the City in connection with this contract, the undersigned shall complete and submit Standard Form-L “Disclosure Form to Report Lobbying”, in accordance with its instructions.

By the signature(s) below, I/we, the undersigned, as authorized signatory to commit the firm, certify that the information as provided in, the Non-Collusion/Lobbying Certification Form, is truthful and correct at the time of submission.

AFFIANT SIGNATURE

Typed Name of AFFIANT

Title

STATE OF

COUNTY OF

Sworn to (or affirmed) and subscribed before me by means of __ physical presence or __online notarization this _____ day of__________________20___, by ________________________, who is personally known to me or has produced ______________________ as identification.

(stamp) NOTARY PUBLIC

DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS

CERTIFICATION

As required by 2 CFR 200, for persons entering into a contract, grant or cooperative agreement over $25,000 involving the expenditure of Federal funds, the undersigned certifies for itself and its principals that:

A. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;

B. Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction;

violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

C. Are not presently indicted for or otherwise criminally or civilly charged by a Government entity (Federal, State, or local) with commission of any offenses enumerated in paragraph (B) of this certification; and

D. Have not within a three-year period preceding this application had one or more public transaction (Federal, State, or local) terminated for cause or default; and

Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application.

Printed Name / Title of Representative Contract / Purchase Order Number

Signature of Representative Date

2 CFR 200.317 – 200.326

(A) § 200.317 Procurements by states.

When procuring property and services under a Federal award, a state must follow the same policies and procedures it uses for procurements from its non-Federal funds. The state will comply with § 200.322 Procurement of recovered materials and ensure that every purchase order or other contract includes any clauses required by section § 200.326 Contract provisions.

All other non-Federal entities, including sub-recipients of a state, will follow § 200.318 General procurement standards through § 200.326 Contract provisions.

(B)§ 200.318 General procurement standards.

(a) The non-Federal entity must use its own documented procurement procedures which reflect applicable State and local laws and regulations, provided that the procurements conform to applicable Federal law and the standards identified in this section.

(b) Non-Federal entities must maintain oversight to ensure that contractors perform in accordance with the terms, conditions, and specifications of their contracts or purchase orders.

(c) (1) The non-Federal entity must maintain written standards of conduct covering conflicts of interest and governing the performance of its employees engaged in the selection, award and administration of contracts. No employee, officer, or agent must participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-Federal entity must neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. However, non-Federal entities may set standards for situations in which the financial interest is not substantial or the gift is an unsolicited item of nominal value. The standards of conduct must provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents of the non-Federal entity.

(2) If the non-Federal entity has a parent, affiliate, or subsidiary organization that is not a state, local government, or Indian tribe, the non-Federal entity must also maintain written standards of conduct covering organizational conflicts of interest. Organizational conflicts of interest means that because of relationships with a parent company, affiliate, or subsidiary organization, the non-Federal entity is unable or appears to be unable to be impartial in conducting a procurement action involving a related organization.

(d) The non-Federal entity's procedures must avoid acquisition of unnecessary or duplicative items. Consideration should be given to consolidating or breaking out procurements to obtain a more economical purchase. Where appropriate, an analysis will be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical approach.

(e) To foster greater economy and efficiency, and in accordance with efforts to promote cost-effective use of shared services across the Federal government, the non-Federal entity is encouraged to enter into state and local intergovernmental agreements or inter-entity agreements where appropriate for procurement or use of common or shared goods and services.

(f) The non-Federal entity is encouraged to use Federal excess and surplus property in lieu of purchasing new equipment and property whenever such use is feasible and reduces project costs.

(g) The non-Federal entity is encouraged to use value engineering clauses in contracts for construction projects of sufficient size to offer reasonable opportunities for cost reductions.

Value engineering is a systematic and creative analysis of each contract item or task to ensure that its essential function is provided at the overall lower cost.

(h) The non-Federal entity must award contracts only to responsible contractors possessing the ability to perform successfully under the terms and conditions of a proposed procurement.

Consideration will be given to such matters as contractor integrity, compliance with public policy, record of past performance, and financial and technical resources.

(i) The non-Federal entity must maintain records sufficient to detail the history of procurement.

These records will include, but are not necessarily limited to the following: rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price.

(j) (1) The non-Federal entity may use time and material type contracts only after a determination that no other contract is suitable and if the contract includes a ceiling price that the contractor exceeds at its own risk. Time and material type contract means a contract whose cost to a non-Federal entity is the sum of:

(i) The actual cost of materials; and

(ii) Direct labor hours charged at fixed hourly rates that reflect wages, general and administrative expenses, and profit.

(2) Since this formula generates an open-ended contract price, a time-and-materials contract provides no positive profit incentive to the contractor for cost control or labor efficiency.

Therefore, each contract must set a ceiling price that the contractor exceeds at its own risk.

Further, the non-Federal entity awarding such a contract must assert a high degree of oversight in order to obtain reasonable assurance that the contractor is using efficient methods and effective cost controls.

(k) (k) The non-Federal entity alone must be responsible, in accordance with good administrative practice and sound business judgment, for the settlement of all contractual and administrative issues arising out of procurements. These issues include, but are not limited to, source evaluation, protests, disputes, and claims. These standards do not relieve the non- Federal entity of any contractual responsibilities under its contracts. The Federal awarding agency will not substitute its judgment for that of the non-Federal entity unless the matter is primarily a Federal concern. Violations of law will be referred to the local, state, or Federal authority having proper jurisdiction

(C) § 200.319 Competition.

(a) All procurement transactions must be conducted in a manner providing full and open competition consistent with the standards of this section. In order to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications, requirements, statements of work, and invitations for bids or requests for proposals must be excluded from competing for such procurements. Some of the situations considered to be restrictive of competition include but are not limited to:

(1) Placing unreasonable requirements on firms in order for them to qualify to do business;

(2) Requiring unnecessary experience and excessive bonding;

(3) Noncompetitive pricing practices between firms or between affiliated companies;

(4) Noncompetitive contracts to consultants that are on retainer contracts;

(5) Organizational conflicts of interest;

(6) Specifying only a “brand name” product instead of allowing “an equal” product to be offered and describing the performance or other relevant requirements of the procurement;

and

(7) Any arbitrary action in the procurement process.

(b) The non-Federal entity must conduct procurements in a manner that prohibits the use of statutorily or administratively imposed state or local geographical preferences in the evaluation of bids or proposals, except in those cases where applicable Federal statutes expressly mandate or encourage geographic preference. Nothing in this section preempts state licensing laws.

When contracting for architectural and engineering (A/E) services, geographic location may be a selection criterion provided its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract.

(c) The non-Federal entity must have written procedures for procurement transactions. These procedures must ensure that all solicitations:

(1) Incorporate a clear and accurate description of the technical requirements for the material, product, or service to be procured. Such description must not, in competitive procurements, contain features which unduly restrict competition. The description may include a statement of the qualitative nature of the material, product or service to be procured and, when necessary, must set forth those minimum essential characteristics and standards to which it must conform if it is to satisfy its intended use. Detailed product specifications should be avoided if at all possible. When it is impractical or uneconomical to make a clear and accurate description of the technical requirements, a “brand name or equivalent” description may be used as a means to define the performance or other salient requirements of procurement. The specific features of the named brand which must be met by offers must be clearly stated; and

(2) Identify all requirements which the offerors must fulfill and all other factors to be used in evaluating bids or proposals.

(d) The non-Federal entity must ensure that all prequalified lists of persons, firms, or products which are used in acquiring goods and services are current and include enough qualified sources to ensure maximum open and free competition. Also, the non-Federal entity must not preclude potential bidders from qualifying during the solicitation period.

(D) § 200.320 Methods of procurement to be followed.

The non-Federal entity must use one of the following methods of procurement.

(a) Procurement by micro-purchases. Procurement by micro-purchase is the acquisition of supplies or services, the aggregate dollar amount of which does not exceed $3,000 (or $2,000 in the case of acquisitions for construction subject to the Davis-Bacon Act). To the extent practicable, the non-Federal entity must distribute micro-purchases equitably among qualified suppliers. Micro-purchases may be awarded without soliciting competitive quotations if the non-Federal entity considers the price to be reasonable.

(b) Procurement by…