ITB#202625 Page 1

INVITATION TO BID

FOR

SUPPLY AND DELIVERY OF MATERIALS FOR THE

DONNIE DISTRIBUTION SUBSTATION

ITB#202625

Submittal Due Date:

Thursday, July 30, 2026 at 2:00 pm, EST

Non-Mandatory Pre-Submittal Meeting:

undefined, EST

ISSUED BY:

Procurement & Contract Services Department

450 SE 6th Avenue Homestead, FL 33030

Date Issued: Friday, June 26, 2026

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofhomestead https://secure.procurenow.com/portal/%7bproject.government.code%7d

ITB#202625 Page 2

TABLE OF CONTENTS

1. INTRODUCTION

2. SPECIAL TERMS & CONDITIONS

3. GENERAL CONDITIONS

4. SCOPE OF WORK

5. METHOD OF AWARD

6. INSURANCE REQUIREMENTS

7. PRICING

8. VENDOR SUBMISSION

Attachments:

A - Donnie Material Specs

ITB#202625 Page 3

1. INTRODUCTION

1.1. Summary

The City of Homestead Power System (HPS) is soliciting bids for the supply and delivery of materials and equipment required for the Donnie Avocado 138kV/13.2kV Substation Project. To support the project schedule and maintain greater control over equipment procurement, HPS will purchase major substation components directly from qualified manufacturers and suppliers.

This solicitation is intended to secure critical long-lead electrical equipment and associated materials needed for the construction of the new substation. By procuring these materials directly, HPS can ensure timely delivery, compliance with project specifications, and compatibility with existing utility infrastructure.

Vendors shall provide pricing, technical information, lead times, and all other requirements identified in the solicitation documents for the materials specified herein.

The City of Homestead is an Equal Opportunity Employer and encourages participation from

MBE/WBE/DBE businesses.

1.2. Background

The City of Homestead Power System (HPS) is developing the Donnie Avocado 138kV/13.2kV

Distribution Substation to support continued growth, enhance system reliability, and increase electrical capacity within its service territory. The new substation will be located in Homestead, Florida, and will serve as a critical component of the City's electric utility infrastructure.

The facility is being designed as a 138kV/13.2kV distribution substation with a loop-in/loop-out transmission configuration and will ultimately support an approximate capacity of 89 MVA through the installation of two power transformers and associated distribution feeders.

As part of this project, HPS is seeking qualified manufacturers and suppliers to furnish and deliver substation equipment and materials in accordance with the specifications and requirements contained in this solicitation. The equipment procured under this bid will be utilized in the construction and commissioning of the Donnie Avocado Substation and must meet all applicable industry standards, utility requirements, and project specifications.

The City intends to procure high-quality equipment that supports long-term system reliability, operational efficiency, and compatibility with existing utility assets.

1.3. Contact Information

Xintia Rubio-Rojas, CPPB

Procurement & Contract Services Department

450 SE 6th Avenue

Homestead, FL 3303

Email: bids@homesteadfl.gov

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1.4. Timeline

Publication: SD Newsleader & South Florida Business

Journal

Release Project Date: June 26, 2026

Question Submission Deadline: July 24, 2026, 5:00pm

Submission Deadline: July 30, 2026, 2:00pm

Join the Virtual ITB Opening:

https://teams.microsoft.com/meet/25268476

6537458?p=lwcHlL45OpCLxo15JD

Meeting ID: 252 684 766 537 458

Passcode: 4bY9Pk3i

Dial in by phone

+1 929-346-7292

Phone conference ID: 446 643 282#

Council: Tentative: August 2026

2. SPECIAL TERMS & CONDITIONS

2.1. SOLICITATION INFORMATION:

The City’s Procurement and Contract Services Department is the official source to obtain information relating to City of Homestead procurements. It is incumbent on the Respondent to obtain current response/submittal and award information prior to and after the scheduled opening date of a solicitation. Information is updated as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a solicitation. You may obtain award and other solicitation information in a variety of ways, such as:

Solicitation documents are available for download from the City's e-Procurement Portal

("Portal"): https://procurement.opengov.com/portal/cityofhomestead

You may also contact the Procurement and Contract Services Department at (305) 224-4620 or visit us during normal business hours, to obtain award information and other documents at:

City of Homestead

Procurement and Contract Services Department

450 SE 6th Avenue

Homestead, FL 33030 https://teams.microsoft.com/meet/252684766537458?p=lwcHlL45OpCLxo15JD https://teams.microsoft.com/meet/252684766537458?p=lwcHlL45OpCLxo15JD https://procurement.opengov.com/portal/cityofhomestead

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Please remember, email notification is provided as a courtesy to our Respondents, but it is the

Respondent's responsibility to check with the City of Homestead’s Portal at:

https://procurement.opengov.com/portal/cityofhomestead for current solicitations and other procurement information.

We appreciate your interest in doing business with the City of Homestead.

2.2. PROJECT LOCATION:

Lat/Long:

25.490960, -80.450354 Homestead, FL 33030

2.3. PLANS:

There are no plans associated with this project.

2.4. DELIVERY TIME:

Unless actual date of delivery is specified (or if specified delivery cannot be met), show number of days (in calendar days) required to make delivery after receipt of purchase order, in space provided. Delivery time may become a basis for making an award. Delivery shall be within the normal working hours of the user, Monday through Friday, excluding holidays.

Bidders shall specify in the Pricing Table the estimated delivery time (in calendar days) for each item. The delivery time should be your best estimate, as orders will be placed based on that information.

2.5. LIQUIDATED DAMAGES:

Bidder shall specify in the space provided the guaranteed delivery time. If the successful Bidder fails to deliver within the specified delivery time, it is understood that 1% of the unit price per calendar day per item will be deducted, as liquidated damages, for each day beyond the specified delivery time up to a maximum of 25%.

This is imposed as liquidated damages, not as a penalty, in recognition of the difficulty of ascertaining actual damages.

2.6. REFERENCES:

Each Bid should be accompanied by a list of references (minimum of six [6]) for clients or government organizations for which the Bidder is currently furnishing or has previously furnished similar products or services. The reference list should include, the name of the company, a contact person, telephone number, email address, Purchase Order or Contract Number.

The City further reserves the right to verify and confirm any information submitted in this process.

Such verification may include, but is not limited to, contacting current or former clients, reviewing relevant documentation, conducting site visits, and performing other independent confirmation of data.

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2.7. BIDDER'S QUALIFICATIONS:

To be considered responsive, Bidders shall submit documentation demonstrating their ability to successfully furnish the materials specified in this solicitation. The Bidder shall provide a

Company Profile that includes, at a minimum, the following information:

A. Length of time the company has been in business and the location of its principal place of business.

B. Description of the Bidder's experience supplying materials of similar type, size, and complexity as those specified herein.

C. Identification of the proposed Project Manager, Account Representative, or primary point of contact responsible for coordinating material procurement and delivery.

D. Description of the Bidder's organizational capacity, including available personnel, warehouse facilities, distribution network, and other resources necessary to fulfill the requirements of this solicitation.

E. Evidence of the Bidder's financial capability to perform and fulfill purchase orders issued under this Contract.

F. Disclosure of any claims, defaults, contract terminations, or other matters that may affect the Bidder's ability to perform.

G. Disclosure of any pending or past litigation involving the Bidder, its principals, or officers and the City of Homestead.

H. A list of at least three (3) references for projects completed within the last five (5) years involving the supply of similar materials. Include the client name, contact person, telephone number, description of materials supplied, and contract value.

The Bidder shall complete and submit the Bidder Qualifications Form included in the Vendor

Submission section of the solicitation document.

Bidders must be actively registered and in good standing in the federal System for Award

Management (SAM.gov) at the time of bid submission and throughout the term of the Contract, if applicable.

Failure to submit the required qualification information and forms with the bid may result in the bid being deemed non-responsive.

2.8. PAYMENT:

Full payment will be made upon receipt and acceptance of a complete unit(s). No down or partial down payments will be made. All Bid prices must be F.O.B./C.I.F. destination, freight prepaid

Homestead, Florida with delivery to the location specified at the time of order.

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All invoices must reference the purchase order number issued by the City. No work shall be performed without issuance of a Purchase Order.

2.9. AVAILABILITY OF FUNDS:

It is understood and agreed between the parties herein that the City shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this contract.

3. GENERAL CONDITIONS

3.1. DEFINITIONS:

When used in these Bid Documents (defined below) or in related documents, the following terms, or pronouns are used in place of them, shall have the meanings given below:

A. Addendum: A modification of the Plans, Specifications or other Contract Documents distributed to prospective Bidders prior to the opening of Bids.

B. Advertisement for Bids: The public notice inviting the submission of Bids for the work.

C. Bid: The written offer of a Bidder to perform the Work.

D. Bid Bond: A bond executed by a Bidder and its Surety in the attached form guaranteeing that the Bidder, if awarded the Contract will execute the same and will timely furnish the required Performance Bond, Payment Bond, and evidence of Insurance.

E. Bidder: Any individual, firm, partnership or corporation submitting a Bid in accordance with the Instructions to Bidders.

F. Bid Documents: The Advertisement for Bids, Instructions to Bidders, Bid Form, Bid

Bond, Contract, Performance Bond, Payment Bond, General Conditions, Special

Provisions, Technical Specifications and Plans, together with all Addenda.

G. Bid Form: The form on which Bids are submitted.

H. Calendar Day: Everyday shown on the calendar.

I. Change Order: A) A written agreement executed by the City, the Contractor and the

Contractor’s Surety, covering modifications to the Contract recommended by the

Architect/Engineer and approved by the City Manager and/or City Council. B) Any addition(s) to the Scope of Work or to a Purchase Order as a result of the Bid award that adds additional costs must be brought to the City’s attention and approved by the

Procurement Department prior to commencement of additional work, shipment of goods or the addition of unauthorized freight charges. Once approved, a Change Order will be issued to include the additional costs and work may commence and/or shipment of goods can begin. Additional costs that were not brought to the City’s attention and did not result in a Change Order approved by the Procurement Agent will not be honored.

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J. Contract: The written agreement between the City and the Contractor for performance of the Work in accordance with the requirements of the Contract Documents and for the payment of the agreed consideration.

K. Contract Documents: The Instructions to Bidders, Bid Form, Bid Bond, Contract, Performance Bond, Payment Bond, General Conditions, Special Provisions, Supplemental Provisions, Technical Specifications and Plans, together with all Addenda, Change Orders, Schedules and Shop Drawings.

L. Contractor: The individual, firm, partnership, corporation or joint venture whose Bid is accepted and who enters into a Contract with the City of Homestead and who is liable for the acceptable performance of the work and for the payment of all legal debts pertaining to the Work.

M. Contract Time: The number of days allowed for completion of the Work. The Contract

Time will be stipulated in the Bid Form, unless extended by a Change Order. The

Contract Time shall be measured in Calendar Days.

N. City: City of Homestead, a municipal corporation of the State of Florida a political subdivision, Incorporated City within Miami-Dade County of the State of Florida, whose governing body is a City Council consisting of a Mayor, Vice Mayor and five City

Council members.

O. City Manager: The Manager of the City of Homestead, Florida.

P. Days: Reference made to Days shall mean consecutive calendar days.

Q. Lessee: Any individual, partnership or corporation having a tenant relationship with the

City.

R. Liquidated Damages: The amount that the Contractor accepts, as stipulated herein, that will be deducted from the Contract Sum for each Calendar Day of delay due to a Non-excusable Delay.

S. Notice To Proceed (NTP): The written communication issued by the City to the

Contractor directing the Contractor to begin Contract work and establishing the date of commencement of the Work.

T. Owner: The term Owner as used in the Contract shall mean the City, but it excludes the regulatory departments of Development Services, Building Safety, Planning & Zoning, Development and Regulation (Building and Zoning); City Utilities, Departments of

Miami Dade County, Department of Environmental Resources Management (DERM);

Public Works, Water & Sewer, and Fire Department or their successors.

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U. Performance and Payment Bonds: Bonds executed by the Contractor and his Surety, on the attached forms, assuring that the Contractor will, in good faith, perform and guarantee the work in full conformity with the terms of the Contract Documents and will promptly pay all persons supplying the Contractor with labor, materials, or supplies, used directly or indirectly by the Contractor in the prosecution of the Work.

V. Plans: The drawings or reproductions thereof, prepared by the Architect/Engineer, which show the locations, character, dimensions and details of the Work to be done and which are part of the Contract Documents.

W. Project: The construction and services required by the Contract Documents, which includes all labor, materials, equipment, and services to be provided by the Contractor to fulfill the Contractor’s obligations.

X. Subcontractor: Any individual, firm, partnership, joint venture or corporation supplying the Contractor with labor, materials, supplies and equipment used directly or indirectly by the Contractor in the prosecution of the Work.

Y. Substantial Completion: Substantial Completion of the Work shall occur when the

Architect/Engineer certifies that the Work is sufficiently complete, in accordance with the

Contract Documents, so that the City may use the Work for the use for which it is intended or for such other use which the City in its sole discretion may determine to be appropriate under the circumstances, and only after receipt of the final certificate of occupancy.

Z. Surety: The bonding company furnishing the Bonds required of a Bidder and of the

Contractor.

AA. Technical Specifications: The general term comprising all the written directions, provisions and requirements contained herein, entitled Technical Specifications, those portions of Standard Specifications to which reference is specifically made in the

Technical Specifications, and any Addenda, and Change Orders that may be issued for the Contract, all describing the Work required to be performed, including detailed technical requirements as to labor, materials, supplies and equipment and standards to which such Work is to be performed.

BB. Work: The construction and services required by the Contract Documents, which includes all labor, materials, equipment, and services to be provided by the Contractor to fulfill the Contractors duties and obligations imposed by the Contract Documents.

3.2. EXECUTION OF BID FORM:

Bid must contain a manual signature of an authorized representative in the space provided on the

Bid Form. Failure to properly sign Bid shall invalidate same and it shall NOT be considered for

ITB#202625 Page 10 award. All Bids must be completed in pen and ink or typewritten. No erasures are permitted. If a correction is necessary, draw a single line through the entered figure and enter the corrected figure above it. Corrections must be initialed by the person signing the Bid. Any illegible entries, pencil bids or corrections not initialed will not be tabulated. The original Bid conditions and specifications CANNOT be changed or altered in any way. Altered Bids will not be considered.

Clarification of Bid submitted shall be in letter form, signed by Bidders and attached to the Bid.

3.3. EXCEPTIONS TO SPECIFICATIONS:

All communications regarding technical, scope, and/or project related questions and requests for clarifications, changes, exceptions, and deviations to the terms and conditions set forth in this ITB shall be submitted via “Q&A” through the City’s e-Procurement Portal. Any exceptions to these

Sections may be cause for the bid to be considered non-responsive.

Taking an exception to any of the Terms and Conditions or Sections other than Technical

Specifications may, depending on the item, cause your response to be deemed non-responsive and not considered for award.

3.4. ADDENDA:

Bidder(s) shall acknowledge receipt of any formal Addenda. Failure to acknowledge Addenda in its Bid may deem its Bid non-responsive provided, however, that the City may waive this requirement in its best interest.

3.5. NO BID:

If not submitting a Bid, respond by returning an original copy of the NO Bid Form, and check off the reason. Repeated failure to bid without sufficient justification shall be cause for removal of a supplier’s name from the bid mailing list. NOTE: A Bidder, to qualify as a respondent, must submit a “no bid” and same must be received no later than the stated Bid opening date and hour.

3.6. TIE BIDS:

Whenever two or more Bids which are equal with respect to price, quality and service are received by the City for the procurement of commodities or contractual services, a Bid received from a business that certifies that is has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie Bids will be followed if none of the tied Bidders have a drug-free workplace program. In order to have a drug-free workplace program, a business shall:

A. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the action that will be taken against employees for violations of such prohibition.

B. Inform employees about the dangers of drug abuse in the workplace, the business’ policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and

ITB#202625 Page 11 employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

C. Give each employee engaged in providing the commodities or contractual services that are under Bid a copy of the statement specified in subsection (A).

D. In the statement specified in subsection (A), notify the employees that, as a condition of working on the commodities or contractual services that are under Bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

E. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program, if such is available in the employee’s community, by any employee who is so convicted.

F. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

3.7. CLARIFICATIONS/INTERPRETATIONS:

A. It is the Bidder’s obligation to notify the City prior to opening of Bids of any conflicts, ambiguities, or discrepancies it finds in the contract documents, in order to allow City to issue appropriate addenda. The City reserves the right to make changes to the contract documents as it finds necessary or in its best interest, at any time prior to the opening of the Bids. Unless otherwise stated in the Bid, any questions concerning conditions and specifications should be submitted through the e-Procurement Portal via the Question &

Answer tab.

B. If any person contemplating submitting a Bid under this Solicitation is in doubt as to the true meaning of the specifications or other Bid documents or any part thereof, and has questions or is in need of clarification concerning this Bid, the Bidder must submit to the

City of Homestead’s Procurement and Contract Services Department at least seven (7) calendar days prior to scheduled bid opening, a “request for clarifications”. All such requests for clarification must be made through the e-Procurement Portal via the Q&A tab.

The City will make every best attempt to answer all questions submitted after said seven

(7) days but cannot guarantee a response. Such questions must be sent through the e-

Procurement Portal via the Q&A tab. All written questions, if answered, will be answered in writing, conveyed to all interested Bidders, and posted through the e-Procurement Portal.

NO QUESTIONS WILL BE RECEIVED OR ANSWERED VERBALLY.

C. Any interpretations of the Bid, if made, will be made only by Addendum duly issued by the City of Homestead Procurement and Contract Services Department. The City shall

ITB#202625 Page 12 issue an Informational Addendum if clarification or minimal changes are required. The city shall issue a formal Addendum if substantial changes, which impact the technical submission of Bids, are required. A copy of such Addendum will be posted via the E-

Procurement Portal Addenda tab. In the event of conflict with the original Contract

Documents, Addendum shall govern all other contract documents to the extent specified.

Subsequent Addendum shall govern over prior addendum only to the extent specified. Only the interpretation or corrections of the Bid Documents given by addenda shall be binding, and prospective Bidders are warned that no other source is authorized to give information concerning, explaining or interpreting the Bid Documents. Bidders shall not rely on any oral interpretation, or correction of any apparent ambiguity, inconsistency or error offered by any person.

D. The Bidder shall be required to acknowledge receipt of the Formal Addendum by signing the addendum and including it with the Bid Proposal. Failure of a Bidder to include a signed formal Addendum in its Bid Proposal may deem its Bid non-responsive provided, however, that the City may waive this requirement in its best interest. The City will not be responsible for any other explanation or interpretation made verbally or in writing by any other city representative.

3.8. BID BINDING:

All Bids submitted shall be binding for 365 calendar days following the Bid Opening.

3.9. CONE OF SILENCE:

Notwithstanding any other provision of these specifications, the provisions as set forth in of

Section 2-411.2 “Cone of Silence,” of the City of Homestead is applicable to this Solicitation.

The “Cone of Silence” provides, as follows:

A. Definitions: “Cone of Silence,” as used herein, means a prohibition on any communication regarding a particular Request for Proposal (“RFP”), Request for

Qualification (“RFQ”) or bid, between: a potential vendor, service provider, proposer, Bidder, lobbyist, or consultant, and: the City Council members, City’s professional staff including, but not limited to, the City Manager and his or her staff, any member of the

City’s selection or evaluation committee.

B. Restriction; Notice: A Cone of Silence shall be imposed upon each RFP, RFQ and bid after the advertisement of said RFP, RFQ or bid. At the time of imposition of the Cone of

Silence, the City Manager or his or her designee shall provide for public notice of the

Cone of Silence by posting a notice at the City Hall. The City Manager shall issue a written notice thereof to the affected departments, file a copy of such notice with the City

Clerk, with a copy thereof to each City Councilmember, and shall include in any public solicitation for goods or services a statement disclosing the requirements of this section.

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C. Termination of Cone of Silence: The Cone of Silence shall terminate at the beginning of the City Council meeting (whether regular, special or Committee of the Whole meeting) at which the City Manager makes his or her written recommendation to the City

Council. However, if the City Council refers to the Manager’s recommendation back to the Manager or staff for further review, the Cone of Silence shall be re-imposed until such time as the Manager makes a subsequent written recommendation.

D. Exceptions to Applicability: The provisions of this section shall not apply to:

1. Oral communications at Pre-Bid Conferences;

2. Oral presentations before selection or evaluation committees;

3. Public presentations made to the City Councilmembers during any duly noticed public meeting;

4. Communications in writing at any time with any City employee, unless specifically prohibited by the applicable RFP, RFQ or bid documents. The Bidder or proposer shall file a copy of any written communication with the City Clerk. The City Clerk shall make copies available to any person upon request;

5. Communications regarding a particular RFP, RFQ or Bid between a potential vendor, service provider, proposer, Bidder, lobbyist or consultant and the City’s Procurement and Contract Services Agent or City employee designated responsible for administering the procurement process for such RFP, RFQ or bid, provided the communication is limited strictly to matters of process or procedure already contained in the corresponding solicitation document;

6. Communications with the City Attorney and his or her staff;

7. Duly noticed site visits to determine the competency of the Bidders regarding a particular bid during the time period between the opening of bids and the time the

City Manager makes his or her written recommendation;

8. Any emergency procurement of goods or services pursuant to City Code;

9. Responses to the City’s request for clarification or additional information;

10. Contract negotiations during any duly noticed public meeting;

11. Communications to enable City staff to seek and obtain industry comment or perform market research, provided all communications related thereto between a potential vendor, service provider, proposer, Bidder, lobbyist, or consultant and any member of the City’s professional staff including, but not limited to, the City Manager and his or her staff are in writing or are made at a duly noticed public meeting.

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12. Contract negotiations between city staff and individuals or representatives of entities that have proposed to enter into a public-private partnership with the city in accordance with F.S. § 255.065, as amended from time to time.

E. Penalties: Violation of this section by a particular Bidder or proposer shall render any

RFP award, RFQ award or bid award to said Bidder or proposer voidable by the City

Council or City Manager. Any person who violates a provision of this section may be prohibited from serving on a City selection or evaluation committee. In addition to any other penalty provided herein, violation of any provision of this section by a City employee may subject said employee to disciplinary action.

Please contact the City Attorney for any questions concerning “Cone of Silence” compliance.

3.10. AWARD OF CONTRACT:

A. Award will be made only to responsible, licensed contractors possessing the potential ability to perform successfully under the terms and conditions of these specifications.

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

Contractors submitting Bids must be regularly engaged in the trade or trades relating to the

Bids submitted.

B. Responsible Vendor Determination: Proposer/Bidder is hereby notified that Section

287.05701, Florida Statutes, requires that the City may not request documentation of or consider a vendor's social, political, or ideological interests when determining if the vendor is a responsible vendor.

C. The contract will be awarded to the lowest responsive, responsible Bidder(s) whose Bid(s), conforming to the Solicitation, is most advantageous to the City of Homestead. The lowest responsive, responsible Bidder(s) will be determined in conjunction with the methods described below. Tie Bids will be decided as described in the General Conditions.

D. In the best interest of the City of Homestead, the City reserves the right to reject all Bids or any portion of any Bid they deem necessary for the best interest of the City, to accept any item or group of items unless qualified by the Bidder, to acquire additional quantities at prices quoted on the Bid Form unless additional quantities are not acceptable, in which case the Bid Form must be noted “BID IS FOR SPECIFIED QUANTITY ONLY.” All awards made as a result of these Bid Documents shall conform to applicable Florida

Statutes.

E. Bid prices should be submitted with the understanding that the City of Homestead is not authorized to pay service charges, which may be imposed due to the late payment of an invoice, which has become delinquent.

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F. The City shall award a contract to a Bidder through action taken by the City of Homestead

City Council at a duly authorized meeting. Acceptable Bids which are for an amount not exceeding $50,000 will not have to go through Council and may be awarded by the City

Manager or the Procurement & Contract Services Director. This action shall be administratively supported by a written award of acceptance and the issuance of a Purchase

Order, mailed or otherwise furnished to the successful Bidder; which shall constitute a binding contract without further action by either party.

G. The General Terms and Conditions, the Special Conditions, the Technical Specifications, the Bidder’s Proposal, Addenda and the Purchase Order are collectively an integral part of the contract between the City of Homestead and the successful Bidder. While the City of

Homestead City Council may determine to award a contract to a Bidder(s) under this

Solicitation, said award may be conditional on the subsequent submission of other documents as specified in Section 2-Special Conditions of this Bid. The Bidder shall be in default of the contractual obligations if any of these documents are not submitted in a timely manner and in the form required by the City. If the Bidder is in default, the City, through the Procurement & Contract Services Director, will void its acceptance of the

Bidder’s offer and may determine to accept the offer from the second lowest responsive, responsible Bidder or re-solicit Bids. The City may, at its sole option, seek monetary restitution from the Bidder as a result of damages or excess costs sustained and/or may prohibit the Bidder from submitting future Bids for a period of one year.

H. The Term of the Contract shall be stipulated in the Purchase Order, which is issued to the successful Bidder(s). Where there is a conflict between the contractual period stipulated in the Solicitation and the contractual period stipulated on the Purchase Order, the Bid shall prevail. If the contract involves a single shipment of goods to the City, the contract term shall be concluded upon completion of expressed and implied warranty periods.

I. The City reserves the right to exercise the option to renew a term contract of any successful

Bidder(s) to a subsequent optional period provided that such option is stipulated in the

Special Conditions. If the City exercises the right in writing, the Bidder shall update and submit any legal documents required during the initial Solicitation no later than sixty (60) calendar days prior to the commencement of the option period. These documents, which are specified in the Special Conditions and include, but are not limited to, insurance certificates and performance bonds, must be in force for the full period of the option. If the updated documents are not submitted by the Bidder in complete form within the time specified, the City may rescind its option, declares the Bidder to be in default of its contractual obligations and award to the next low Bidder or seek a new Bid Solicitation.

The City may, at its sole option, seek monetary restitution from the Bidder as a result of damages or excess cost sustained and/or may prohibit the Bidder from submitting the future

Bids for a period of one year.

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J. The City reserves the right to automatically extend this contract for a maximum period not to exceed one hundred and twenty (120) calendar days in order to provide City departments with continual service and supplies while a new contract is being solicited, evaluated and/or awarded. If this right is exercised, the City shall notify the Bidder, in writing, of its intent to extend the contract for a definitive period of time prior to the effective date of the extension. By affixing its authorized signature to this Bid Form, the Bidder hereby acknowledges and agrees to this right.

K. The City of Homestead reserves the right not to award or to reject Bids from Bidders that are currently in litigation with the City of Homestead or as a result of any prior lawsuits.

L. Bidder must bid on all items listed on the Bid Form to qualify for award of the Contract.

Bid will be awarded on an all or nothing basis.

3.11. CONTRACT EXTENSION(S):

A. The contract terms and extension(s) are specified in the Special Conditions of this Bid. The

City Manager may renew the Contract subject to Bidder acceptance, satisfactory performance and determination that renewal will be in the best interest of the City.

Notification of Intent to Renew will be e-mailed thirty (30) to one-hundred fifty (150) calendar days in advance of expiration date of this Contract. All prices, terms and conditions shall remain firm for the initial period of the Contract and for any renewal period unless subject to price adjustment specified as a “special condition” hereto. In the event services are scheduled to end because of the expiration of this contract, the Contractor shall continue the service upon the request of the Procurement & Contract Services Manager.

The extension period shall not extend for more than ninety (90) days beyond the expiration date of the existing contract. The Contractor shall be compensated for the service at the rate in effect under the contract when this extension clause is invoked by the City.

B. The City reserves the right to exercise the option to renew a term Contract of any successful

Bidder(s) to a subsequent optional period provided that such option is stipulated in the

Special Conditions. If the City exercises the right in writing, the Bidder shall update and submit any legal documents required during the initial Solicitation by no later than sixty

(60) calendar days prior to the commencement of the option period. These documents, which are specified in Section 2-Special Conditions, include, but are not limited to, insurance certificates and performance bonds, must be in force for the full period of the option. If the updated documents are not submitted by the Bidder in complete form within the time specified, the City may rescind its option, declare the Bidder to be in default of its contractual obligations and award to the next low Bidder or seek a new Bid Solicitation.

The City may, at its sole option, seek monetary restitution from the Bidder as a result of damages or excess cost sustained and/or may prohibit the Bidder from submitting future

Bids for a period of one year. The City reserves the right to automatically extend the

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Contract for a maximum period not to exceed one hundred and twenty (120) calendar days in order to provide City departments with continual service and supplies while a new contract is being solicited, evaluated and/or awarded. If this right is exercised, the City shall notify the Bidder, in writing, of its intent to extend the contract for a definitive period of time prior to the effective date of the extension. By affixing its authorized signature to this Bid Form, the Bidder hereby acknowledges and agrees to this right.

3.12. OPEN-END CONTRACT:

No guarantee is expressed or implied as to the total quantity of commodities/services to be purchased under any open-end Contract. Estimated quantities will be used for Bid comparison purposes only. The City of Homestead reserves the right to: issue purchase orders as and when required, or issue a blanket purchase order for individual agencies and release partial quantities.

No delivery shall become due or be acceptable without a written order by the City, unless otherwise provided in the contract. Such order will contain the quantity, time of delivery and other pertinent data. However, on items urgently required, the seller may be given telephone notice, to be confirmed by an order in writing.

3.13. SECONDARY/OTHER BIDDERS:

The City reserves the right in the event the primary Bidder cannot provide an item(s) or service(s) in a timely manner as requested, to seek other sources without violating the intent of the Contract.

3.14. NON-EXCLUSVITY:

It is the intent of the City to enter into agreement with the successful Bidder that will satisfy its needs as describe herein. However, the City reserves the right as deemed in its best interest to perform, or cause to be performed, the Work and services, or any portion thereof, herein described in any manner it sees fit, including but not limited to: award of other contracts, use of any contractor, or perform the work with its own employees.

3.15. WITHDRAWAL OF BIDS:

After opening, no changes in prices or other provisions shall be permitted. Respondents may withdraw or correct a submittal prior to the stipulated date and time for the opening of the

Solicitation.

3.16. REJECTION OF BIDS:

A. Bids that do not contain completed and properly executed forms and affidavits, as required and included in these Bid Documents, may be rejected by the City.

B. Bids which are not responsive to the Bid Documents shall be rejected by the City.

C. Bids will be considered irregular and may be rejected if they contain omissions, alterations of form, additions not called for, unauthorized alternate bids, or other irregularities.

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D. Any of the following additional factors may be considered sufficient cause for the rejection of the Bid.

1. Bid submitted on a form other than that furnished by the City;

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

a. Affiliated entities are defined as business concerns that are affiliates of each other when, either directly or indirectly, one concern controls or has the power to control the other, or a third party controls or has the power to control both

b. Indicators of control include, but are not limited to: interlocking management or ownership, shared facilities and equipment, or common use of employees

c. Identical pricing submitted by ostensibly separate entities shall be considered sufficient evidence of a lack of independent price determination and may result in the immediate rejection of all affected bids.

3. Evidence of collusion among Bidders;

4. Previous participation in collusive bidding on work for the City;

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

6. Lack of Competency of Bidder. The Contract will be awarded only to a Bidder considered to be capable of performing the work as required by the Contract

Documents. The City may declare any Bidder ineligible at any time during the process of receiving bids or awarding the Contract where developments arise which, in the opinion of the City, adversely affect the Bidder's competency to perform the work and to discharge its responsibilities under the Contract;

7. Lack of capability as shown by past performance of Bidder's work for the City, judged from the standpoint of workmanship and progress;

8. Unfinished work for which the Bidder is committed by contract, which, in the judgment of the City, might hinder or prevent the prompt completion of work under this Contract if awarded to such Bidder;

9. Being in arrears on any existing Contract, or having been sued to enforce the City's rights on a construction contract, or having failed to complete the Work, the punch list, or warranty items, or having defaulted on a previous contract with the City;

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10. If the Bid does not contain a bid price for each pay item listed in the Bid, except in the case of authorized alternate pay items, for which the Bidder is not required to furnish a bid price;

11. If the Bid is not accompanied by the Bid guaranty, if one is being required.

3.17. PRICES QUOTED:

Bidder should deduct trade discounts and quote firm net prices and give both unit price and extended total, when requested. Prices must be stated in units of quantity specified in the bidding specifications. In case of discrepancy in computing the amount of the bid, the UNIT PRICE quoted will govern. All prices must be F.O.B. / C.I.F. destination, freight prepaid (unless otherwise stated in special conditions). Discounts for prompt payment: Award, if made, will be in accordance with terms and conditions stated herein. Each item must be bid separately and no attempt is to be made to tie any item or items in with any other item or items. Cash or quantity discounts offered will not be a consideration in determination of award of bid(s).

3.18. LOCAL PREFERENCE:

In accordance with City Code Section 2-411, there shall be a fifteen (15%) percent local preference given to local businesses who are holders of current city local business tax receipts for businesses which are physically located within the city limits of Homestead and have held such local business tax receipts for a minimum of one year prior to asserting the local preference. Said fifteen (15%) percent local preference must be asserted by the party seeking it at the time the competitive quotation, bid or proposal is made and shall be calculated by the purchasing department in rating competitive quotations, bids or proposals which are governed by this section of the Code of the city. The local preference shall not apply if the solicitation specifications of the city so state.

Further, said local preference, as described above, shall only be applied in certain situations and shall be specifically governed by the below-described limitations:

1. No local preference for competitive quotations, bids or requests for proposals shall be applied where prohibited by law, regulation or applicable agreement.

2. That when local preference has been used in computing award recommendations, either for the purchase of goods or for the purchase of services, the city council shall not reject the low bid solely based upon the locale of the said business. Under a competitive process solicitation, when a responsive, responsible non-local business submits the lowest price offered, and the offer submitted by one or more responsive, responsible local businesses is within fifteen percent (15%) of the price submitted by the nonlocal business, each of the aforementioned responsive, responsible local businesses shall have the opportunity to submit, within five (5) working days of notice of intent to award a best and final offer equal to or lower than the amount of the low offer previously submitted by the non-local business. Contract award shall be made to the responsive, responsible business submitting the lowest best and final bid, quote or proposal. In the case of a tie in the best and final bid, quote or proposal between a local business and a

ITB#202625 Page 20 non-local business, contract award shall be made to the local business. In the case of a tie in the best and final bid quote or proposal between two or more local businesses, the contract shall be awarded in accordance with procedures established by the City

Manager.

3.19. BID SUBMITTAL & FORMS:

Other forms to be included with your submission include the following: ADA Disability

Nondiscrimination Statement, Business Entity Disclosure Statement/Conflict of Interest , Certificate of Debarment, Drug-Free Workplace Affidavit, Scrutinized Companies Form, E-

Verify, Sworn Statement on Public Entity Crimes form, Performance Survey Form, minimum of three Reference Questionnaires completed by refences, Notification of Social Security Number, W9, and all required product information and any other items as indicated in this Section or any part of this Invitation to Bid. Bids will be considered “Non-Responsive” for lack of including the required sealed Bid Bond Form if the required forms are not submitted by the due date and time specified. Bids may also be rejected for lack of including other forms as indicated in this section or any other section in this Invitation to Bid or issued Addenda.

A. STATEMENT OF NO BID:

Bidders in receipt of a bid notice that are not able to bid for any reason whatsoever, must complete the NO BID form attached hereto prior to the stipulated bid opening deadline.

B. AMERICANS WITH DISABILITIES ACT OF 1990:

Equal Opportunity for Individuals with Disability

The Contractor and the City of Homestead, (hereafter “owner”) shall agree that the provisions of Title II of the Americans With Disabilities Act of 1990 (the "Act") (42 U.S.C.

S121 01 et seq.), which prohibits discrimination on the basis of disability by public entities in all services, programs, and activities provided or made available by public entities, and the rules and regulations promulgated pursuant there unto, are made a part of this Contract.

In providing any aid, benefit, or service on behalf of the owner pursuant to this Contract, the contractor agrees that the performance shall be in strict compliance with the Act. In the event that the contractor, its agents, servants, employees, or subcontractors violate or are alleged to have violated the Act during the performance of this Contract, the contractor shall defend the owner in any action or administrative proceeding commenced pursuant to this Act. The contractor shall indemnify, protect, and save harmless the owner, its agents, servants, and employees from and against any and all suits, claims, losses, demands, or damages, of whatever kind or nature arising out of or claimed to arise out of the alleged violation. The contractor shall, at its own expense, appear, defend, and pay any and all charges for legal services and any and all costs and other expenses arising from such action or administrative proceeding or incurred in connection therewith. In any and all complaints brought pursuant to the owner’s grievance procedure, the contractor agrees to abide by any decision of the owner which is rendered pursuant to said grievance procedure. If any action

ITB#202625 Page 21 or administrative proceeding results in an award of damages against the owner, or if the owner incurs any expense to cure a violation of the ADA which has been brought pursuant to its grievance procedure, the contractor shall satisfy and discharge the same at its own expense.

The owner shall, as soon as practicable after a claim has been made against it, give written notice thereof to the contractor along with full and complete particulars of the claim, If any action or administrative proceeding is brought against the owner or any of its agents, servants, and employees, the owner shall expeditiously forward or have forwarded to the contractor every demand, complaint, notice, summons, pleading, or other process received by the owner or its representatives.

It is expressly agreed and understood that any approval by the owner of the services provided by the contractor pursuant to this Contract will not relieve the contractor of the obligation to comply with the Act and to defend, indemnify, protect, and save harmless the owner pursuant to this paragraph.

It is further agreed and understood that the owner assumes no obligation to indemnify or save harmless the contractor, its agents, servants, employees and subcontractors for any claim which may arise out of their performance of this Agreement. Furthermore, the contractor expressly understands and agrees that the provisions of this indemnification clause shall in no way limit the contractor’s obligations assumed in this Agreement, nor shall they be construed to relieve the contractor from any liability, nor preclude the owner from taking any other actions available to it under any other provisions of the Agreement or otherwise at law.

C. BUSINESS ENTITY DISCLOSURE STATEMENT/CONFLICT OF INTEREST:

Bidder or Vendor hereby recognizes and certifies that no elected official, board member, or employee of the City shall have a financial interest directly or indirectly in this transaction or…