Tire_Retreading_and_Repair_Services.pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

INVITATION FOR BID (IFB)

IFB26-0007

TIRE RETREADING AND REPAIR SERVICES

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

INVITATION FOR BID (IFB)

TIRE RETREADING AND REPAIR SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION

3. SUBMITTALS

4. SCOPE OF WORK

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. ELECTRONIC PRICING FORM(S) INSTRUCTIONS

8. VENDOR QUESTIONNAIRE

9. PRICING PROPOSAL

Tire Retreading and Repair Services

1. INTRODUCTION

1.1. Summary

Providing retreading and repairing of pneumatic truck tires for use by the City of Orlando, with reliable service equal to the original tire, in accordance with the methods, procedures, and acceptable commercial practices as outlined in the Scope Of Work for Tire

Retreading And Repair.

1.2. Contact Information

Direct all questions and inquiries to the following:

Varun Desai, CPP

Purchasing Agent III

400 S Orange Ave

Orlando, FL 32801

Email: varun.desai@orlando.gov

Phone: (407) 246-3874

Department:

Fleet Management

1.3. Timeline

Issue Date October 31, 2025

Cut-off date for Questions by

Bidder

December 1, 2025, 5:00pm mailto:varun.desai@orlando.gov tel:(407)246-3874

Bid Due Date and Time December 11, 2025, 2:00pm

JOIN THE VIRTUAL OPENING.

Online:

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Call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

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2. GENERAL INFORMATION

2.1. SOLICITATION INFORMATION

The City’s Procurement and Contracts Division is the official source to obtain information relating to City of Orlando 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"):

You may access solicitation information by visiting the City’s Portal by clicking on the following link: https://procurement.opengov.com/portal/orlando

• You may also contact the Procurement and Contracts Division at (407) 246-2291 or visit us during normal business hours, to obtain award information and other documents at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

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 Orlando’s Portal at:

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

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

2.2. CONTRACT TERM

It is the intent of the City to award a Contract for a three (3) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be renewed for two (2) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

2.3. SCHEDULE

The Timeline Section of this solicitation contains the scheduled calendar of events with important dates and times for this Solicitation. Dates and times are subject to change by the City’s Chief Procurement Officer (CPO) or designee, at their sole discretion. If the

Procurement and Contracts Division determines that it is necessary to change these https://procurement.opengov.com/portal/orlando https://procurement.opengov.com/portal/orlando dates or times prior to the Solicitation Due Date, the change will be announced via an addendum.

3. SUBMITTALS

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-procurement Portal by the Due Date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence. Respondents are expected to examine this solicitation, specifications, associated drawings, if any, and all instructions. Failure to do so will be at the

Respondent's risk.

Each Respondent shall furnish the information required on each response/submittal form and each accompanying sheet thereof on which an entry is made.

The following items must be completed and uploaded as part of your electronic submittal and are contained in the Vendor Questionnaire Section. Failure to complete and return required forms may result in your bid being deemed non-responsive and not considered for award.

A. Pricing - All prices shall be entered online through the City's e-Procurement portal.

B. Attachment A - References. This form must be downloaded, completed, and uploaded as a part of the submittal.

C. Attachment B -Respondent's Certification Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

D. Attachment C - Contract and Acceptance Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

E. Attachment D - Conflict of Interest Disclosure Form. This form must be downloaded, completed, signed, and uploaded as a part of the submittal.

F. Attachment E - Confidential and/or Proprietary Information Exemption Form.

This form must be downloaded, completed, signed, scanned, and uploaded as a part of the submittal.

G. Attachment F - Veteran Business Enterprise Participation Form. This form must be downloaded, completed, and uploaded as a part of the submittal.

H. Attachment G - Human Trafficking Affidavit. This form should be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

I. Copy of Respondent's current W-9 is to be signed and uploaded as a part of the submittal.

J. Bid Security, if applicable.

K. Proof of insurance - If applicable, please refer to Section 5 – Insurance

Requirements

Respondents shall register on the City’s e-Procurement Portal. Once registered, Respondents may view and click "Follow" to be a Prospective Respondent for this solicitation and will appear on the Follower’s list. Respondents that fail to Follow this project will not receive automated Addenda notifications, nor will they be able to submit a response in the Portal, and therefore will be unable to participate, nor be considered for this solicitation. Respondents must click “Draft Response” to properly begin and submit a response in the Portal.

The City will accept responses to this solicitation electronically via the e-Procurement

Portal until 2:00 PM on August 21, 2025. Responses received after the scheduled due date and time for submission will not be accepted. Responses submitted in any other format other than via the City's e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed.

Neither the City, nor the Software Administrator will be held responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, use of a malfunctioning electronic device, or the like. Respondents shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the

Respondent is using to submit a response. Failure of the Respondent to successfully submit an electronic response before the deadline indicated herein shall be at the

Respondent’s sole risk, and no relief will be given for late and/or improperly submitted response. Once file(s) have been uploaded and the Submission Status shows as

“Submitted” the submission is complete. At that point, the Respondent will also receive an email confirmation from the Portal.

Respondents may withdraw their submittal electronically via the Portal at any time prior to the scheduled due date and time for submission.

4. SCOPE OF WORK

4.1. SPECIFICATIONS

1. General:

This Specification outlines the methods, procedures, and acceptable commercial practices for retreading and repairing pneumatic truck tires for use by the City of Orlando with reliable service equal to the original tire.

The City may require a mandatory pre award facility inspection prior to award of a Contract, at the

City’s sole discretion; and requires Contractor evidence of industry certification.

2. Documentation Submittals:

The Bidder should submit the following documents prior to award of a Contract :

A. Proration Schedule

A detailed warranty coverage schedule specifying how the warranty applies in cases of in-service tire failure, including any reduction in coverage over time or mileage.

B. Certification

A certification from a nationally recognized organization, such as the Tire Industry Association

(TIA) or an equivalent body, verifying that the Bidder’s tire retreading process meets established industry standards.

Failure to provide these above documents prior to award of a Contract may result in the City deeming the bid nonresponsive and disqualifying it from consideration.

3. Classification:

The tires shall be radial tires in the following sizes:

A. 315/80 R22.5 - Waste Hauler Rib Tread (24/32” tread)

B. 12R22.5 - Waste Hauler Rib Tread (24/32” tread)

C. 12R22.5 Waste Hauler Rib Tread (26/32” tread)

The City may elect to change the tread design, with written notice, during the term of the

Agreement. The retreading process may be mold-cure or a pre-cure method which provides a full width and top cap.

4. Quality Control:

A. The Bidder shall permit on site inspection of the Bidder's facilities and processes prior to award of Contract and at any time during the Contract term.

B. The Contractor shall permit on-site inspection of the process of recapping the City’s casings that are in process, by City representatives at any time during the Contract term.

C. The Contractor shall be certified by the Tire Industry Association (TIA) or a similar nationally recognized organization.

5. Pickup and Delivery Schedule:

The Contractor shall be capable of maintaining a delivery and pickup schedule of up to three (3) days per week (Monday, Wednesday, and Friday) between Contractor’s facility and the Fleet Maintenance

Facility, located at 1010 S. Westmoreland Drive, Orlando, Florida, 32805, between the hours of 7am and 6pm., if requested by the City.

4.2. PROCESSING STANDARDS

1. Tires shall be re-treaded according to the standards established by the U.S.

Department of Transportation (U.S. DOT), and carry a code number on the sidewall indicating where and when the tire was re-treaded.

2. Repaired and re-treaded tires shall conform to all the Federal Safety Standards developed by the U.S. DOT.

3. Industry recognized standards (e.g. TIA) and procedures shall be followed in the performance of the following operations, at a minimum:

A. Conditioning of casing (drying, etc.)

B. Inspection and casing grading

C. Tire repairing

D. Buffing

E. Cementing

F. Tread rubber application

G. Curing

H. Trimming and finishing

I. Final inspection

4. In addition, the most current Code of Federal Regulations (CFR) regulations pertaining to retreaded pneumatic truck tires shall also be followed.

4.3. MATERIALS

All materials used in the process of retreading/repairing tires shall conform to the following:

1. Tread Rubber:

A. All retread materials shall have the following characteristics:

B. Minimum Typical Maximum

C. Tensile Strength 2250

D. Modulus @ 300% 1200 1500 1700

E. Elongation % 430 500 600

F. Hardness 61 65 70

G. Specific Gravity 1.105 1.13 1.145

H. RHC by weight 50% 50% (RhC Rubber Hydro Carbons)

I. PBD Content --- 35% 40%

J. (PBD Polybutsdiene)

K. Acetone Extract- 22%

L. Carbon Black N339 or better

M. Cure time will relate to a T80 or T90 reading, and, depending on the cure system involved, develops the above physical properties.

2. Rubber Samples:

The City reserves the right to secure random rubber samples and to submit them to recognized agencies for evaluation. Failure to meet material specifications will result in cancellation of the contract, and other actions deemed appropriate by the City.

3. Environmental Requirements:

Unless otherwise specified, commercial tires shall be processed using materials containing antioxidants of a quality to provide standard commercial resistance to weathering.

4. Tread Depth Requirements:

The City requires a minimum tread depth of 24/32 inches for all tires. When requested, suppliers must submit samples, and information on the weight per foot of tread designs to be used.

5. Tread Design:

Unless otherwise specified, the tread design shall be the Waste Hauler Rib Design. If changed, the

City will set the criteria for the tread design with the Contractor.

6. Tread Width:

The tread width shall be determined by the requirements of the casing. The maximum acceptable width shall be used unless otherwise requested by the City. New tire manufacturers' specifications will be the determining factor.

4.4. PROCEDURES

1. General:

1. Only sound, carefully inspected tire casings shall be used for re-treading. Casings that do not meet the U.S. D.O.T. and industry safety standards shall be rejected.

2. Worn treads shall be buffed down, and a new tread shall be bonded to the tire body utilizing processes like those used in new tire manufacture.

3. New tread shall be applied through applications of heat, time, and pressure.

4. “Bonding the Casing”, or “Building” of the tread may follow one of the two recognized methods: Pre-Cure, and Mold-Cure.

5. All casings to be re-treaded will be provided by the City. All re-treaded tires will be returned only on casings provided by the City.

6. Casings that are rejected shall be appropriately disposed of following the EPA’s Green Guidelines and all regulatory standards, by the Contractor, at no cost to the City, or returned to the City at no cost, at the City’s sole discretion. Tires that have a warrantable manufacturing defect shall be returned to the City at no cost.

2. Initial Inspection:

Casing inspection shall be made by a trained inspector utilizing Shearography or a similar non-destructive testing technique. The inspection shall include placing the tire on a mechanical spreader under adequate lighting (300 foot candles or greater), and distortion of the natural contour sufficient for visual inspection. Casings accepted for retreading shall not contain any defects which would render it unsuitable for service. The following are examples of these defects:

1. Ply separation.

2. Broken, damaged, kinked or exposed bead wire.

3. Injuries to plies in the bead area.

4. Flex breaks.

5. Loose cords on the inside ply or evidence of overload, under inflation or run flat.

6. Tread separations which cannot be removed during buffing.

7. Sidewall separation.

8. Weather cracking extending into body plies.

9. Non repairable damage to the inner liner or bead seating area on a tubeless tire.

10. Nail holes or injuries of sufficient sizes and numbers, which cannot be repaired using acceptable commercial practice.

11. Radial belt separations.

NOTE: Written reports for rejected tires shall be provided to the City by the supplier, outlining all pertinent information as to why tires have not been accepted for re-treading.

3. Buffing:

A. The casings shall be buffed to dimensions compatible to the retread system used. The worn tread surface shall be removed to a symmetrical profile in accordance with the procedure and new tire manufacturer specifications. The buffed area of the casing shall be free of contamination and oxidation. All buffing shall be done with the casing inflated.

B. When a mold has a pre-determined crown width, the profile and radius of the casing shall be buffed to the profile and width of each model.

C. At the end of buffing, precise measurements of the buffed area shall be taken to determine the appropriate tread application.

D. Casings utilizing pre-cured tread rubber shall be buffed to the width that is appropriate to the fixed dimensions of the pre-cured tread rubber specified. The radius of the buffed area shall be centered on the casing with equal shoulder heights over the bead bundle area. The finished tire shall be as close as possible to the specified radius. Radial tires shall be buffed to a maximum of 3/32 inches of tread remaining over the belt package.

E. Casings using mold-cure tread rubber shall be uniformly buffed using a matrix template or other system of measure to insure matching of the matrix tread contour and size. The casings with the mold-cure tread rubber applied shall be shaped and properly fitted in the matrix in accordance with bead-to-bead measurements as published in the specifications for the equipment used.

4. Cementing (if used):

Buffed casings to be cemented shall be free of foreign materials and shall be accomplished within a maximum of one hour after buffing but not before the tire has cooled to ambient temperature. Buffed tires stored longer than one hour shall be reworked.

5. Bonding the Casing or “Building”:

A. One of the two recognized processes of “vulcanizing the rubber” may be used to bond the tread to the casing: pre-cure or mold-cure.

B. If a pre-cure process is used, then a semi-automatic builder shall be used to apply proper width and design pre-cured rubber tread to the buffed casing. A “cushion gum”bonding layer shall be used between the tread and the casing.

C. If mold-cure process is used, using one of the several approved methods, the un-cured tread rubber shall be applied to the crown area of the buffed casing, building it up to the correct diameter, then sent to the mold for curing.

D. Pre-cure tread rubber shall be centered around the buffed circumference of the tire. Tread pattern interruption shall be minimized at the tread splice. The cut ends of the tread shall have a roughened texture over the entire surface and shall be free of contamination. The splice shall be cured together using suitable bonding material. No more than two splices in any one tire will be accepted. Tread stretches requirements and building tolerances shall meet the requirements of the materials and equipment used.

E. Mold-cure tread rubber shall be of a crown base and gauge dimension as required for the matrix design and size in which the tire is to be cured and shall provide a minimum under tread gauge as required. Tread rubber adhesive surfaces shall not be contaminated. Tread rubber shall be centered around the buffed circumference of the tire.

F. Stitching and splicing shall be carried out in such a way as to eliminate trapped air pockets without pulling the tread off center or distorting the rubber.

6. Curing or Vulkanizing:

A. If a pre-cure process is used, the prepared casing built to correct diameter, with new rubber in place, shall be put into a chamber, and proper temperature and pressure shall be applied for an appropriate length of time to cure the cushion gum layer and create the bond and tread.

B. If a mold-cure process is used, the prepared casing, built to correct diameter, shall be inflated to proper pressure, and heat shall be applied to accomplish curing.

C. Pre-cure process tires to be cured shall be stored in a manner to prevent distortion of the uncured materials and shall be kept free of contamination. Envelopes, diaphragms, or sealing ring devices shall be free of leaks and defects. Curing procedures shall follow specifications on curing time, temperature, and pressure. Proper curing tubes, rims, sealing bands, and other assemblies shall be used and available in the work area of the shop. Bead-to-bead tolerances shall be maintained during the curing cycle.

D. Mold-cure tires to be cured shall be stored in a manner to prevent distortion of the uncured materials and shall be kept free of contamination. Curing procedures shall follow specifications on curing time, temperature, and pressure. Proper curing tubes and rims, if used, shall be available in the work area of the shop. The beads shall be in a relaxed position during curing, and bead-to-bead tolerances shall be maintained.

E. All tires shall be cured at temperatures as required for the recap process being utilized.

7. Repairing:

Operators must be trained to industry-recognized standards and work must be carried out using prescribed methods and tools. Final determination of reparability, type of repair, and repair material must be made after skiving and inspection, in accordance with the recommended tables and criteria of the manufacturer.

All materials used must be compatible:

A. Any number of nail holes may be repaired in the repairable area of a radial truck tire.

However, patches shall not touch. Injuries 3/8" (9mm) and smaller in the crown area shall be repaired using the plug and patch integrated repair unit method. “Plug Only” repairs will not be accepted. If the injury is larger than 3/8” in the crown or sidewall area of the tire after damage and rust have been removed, the tire shall require a section repair.

B. Spot repair shall be limited to cracks and cuts in the rubber with no exposed body plies. Any damage found on the fret wires shall require a full section repair.

C. No more than one section repair may be made in the repairable area.

D. The following conditions shall be considered repairable in the rubber covering the bead area:

E. Cuts or tears in the rubber covering the bead area that do not damage the body ply or expose bead wires.

F. Limited in size to that which will assure duplication of original bead contours.

G. Repairs, which can be performed at a low enough cost to be practical.

Note: All repairs shall be finished with an approved repair sealant material.

4.5. FINAL INSPECTION

The retreader shall make a final inspection of the retreaded tire. The inside of the tire shall be checked on a tire spreader with adequate lighting to assure quality workmanship. The outside shall be of quality workmanship and cosmetic appearance as is considered good commercial practice. If a tire shows any defects which will result in less than optimum performance, the retread shall be rejected or reworked. A light coat of tire paint shall be applied to all finished tires. The retreader shall be responsible for the disposal of all rejected and defective tires in accordance with all applicable Green rules of the EPA.

4.6. WARRANTY, SERVICE AND LIABILITY

1. Limited Warranty:

Every retread shall be warranted to be free from defects in workmanship and materials, and to give satisfactory service under normal operating conditions for the tread life.

2. In Service Failure:

If the retreads fail while in service where the cause is faulty workmanship and/or materials, the tire shall be returned to the Contractor and be adjusted to the following scales:

A. Tires failing in the first 25% of the tread depth shall be refunded to the City at the full retread cost.

B. Tires failing beyond 25% of the tread depth shall be adjusted on a pro rated basis on the remaining tread. (Proration schedule shall be included with bid submittal)

C. Adjustment credit shall be issued for the retread and/or repair only.

4.7. TECHNICAL SERVICE

The Contractor, at their expense, shall provide to, the City the following services upon request:

A. Fleet survey on tires and/or fleet profile studies.

B. Failed tire analysis.

C. In house nail hole repair clinic.

4.8. SUBCONTRACTING

The Contractor may subcontract the subject services out to a retread plant. The City reserves the right to inspect and approve any and all Contractors or subcontractors and their facilities. Notice of change from services provided solely by the Contractor, to any use of subcontractor(s), change from one subcontractor to another subcontractor, or change from subcontractor(s) to services provided by the

Contractor shall be provided to the City in writing, at least thirty (30) days in advance of such change.

Such change is subject to inspection and approval by the City at the City’s sole discretion.

5. STANDARD TERMS AND CONDITIONS

5.1. COMMUNICATIONS; QUESTIONS REGARDING SPECIFICATIONS OR

SUBMITTAL PROCESS

A. All communication and contact regarding this solicitation shall be directed to the

Purchasing Agent referenced on the cover page of this solicitation.

B. To protect the integrity of the solicitation process and ensure fair consideration of all respondents, a prohibited communication period is hereby established commencing as of the time of the issuance of this solicitation and terminating upon execution of a contract (or, if the solicitation is cancelled, upon cancellation of the solicitation).

1. Except for communication with the City’s designated point of contact set forth in this solicitation or as otherwise authorized by the City’s Chief Procurement

Officer, during the prohibited communication period, the City prohibits communication regarding the solicitation by a Respondent or potential

Respondent (or on a Respondent or potential Respondent's behalf) to or with any officer, elected official (including the Mayor and City Council), department, division, office, or employee of the City, or any other person or entity providing advice to the City related to this solicitation.

2. During the prohibited communication period, all contacts and communications regarding the solicitation by a Respondent, or potential Respondent, including their agents, representatives and others on their behalf, shall be directed to the City’s Procurement and Contract Services Division in the manner provided below in this solicitation, unless otherwise authorized by the City’s

Chief Procurement Officer.

3. Prohibited contact or communications during the prohibited communication period may result in disqualification from the solicitation process, rejection of the solicitation, or termination of any resulting contract as determined by the

Chief Procurement Officer. In addition, prohibited contact or communications may also be grounds for suspension and debarment of a Respondent or potential Respondent under the City’s Procurement Code.

C. Any questions by a Respondent relative to the interpretation of specifications or the submittal process shall be addressed in writing as indicated below. In order to be answered prior to the submittal deadline, questions must be received by the

Procurement and Contracts Division ten (10) days prior to the date set for the receipt of submittals. Any interpretation made to prospective Respondent with respect to questions submitted prior to the cut-off date for questions to be answered prior to the submittal deadline will be expressed in the form of an

Addendum to the specifications which, if issued, will be conveyed to all prospective Respondents no later than five (5) days before the date set for receipt of submittals. Oral answers and written answers not answered in an

Addendum issued by the Procurements and Contracts Division will not be binding.

D. Openings shall be public, on the date and at the time specified on the

Solicitation, with the total submittal amount being read aloud. It is the

Respondents responsibility to assure that their submittal has been entered online no later than the due date and time of the opening. The Respondent's name and verification of bond submittal, if applicable, will be publicly announced aloud at the opening.

5.2. RESPONDENT QUALIFICATION

Submittals will be considered from Respondents who have adequate personnel and equipment and who are so situated as to perform prompt service or provide required goods. The City reserves the right to request information or conduct an inspection of the

Respondent's facility and equipment prior to the award of the contract.

Submittals will be considered only from Respondents which are regularly engaged in the business as described in this solicitation; with a record of performance for a reasonable period of time, which have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the service if awarded a contract under the terms and conditions herein stated.

The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well established company in line with the best business practice in the industry and as determined by the City.

5.3. ALTERATIONS/CHANGES TO PRICE FORM(S)

Respondent shall not change or otherwise alter the quantity or unit designations on the

Price Form(s). The unit price and total extensions must correspond to these designations.

Each line item will be extended as indicated (quantity x unit price). The unit price shall prevail.

5.4. ADDENDA

It is the Respondent's responsibility to contact the Procurement and Contracts Division prior to submitting a response to ascertain if any Addenda have been issued, to obtain all such Addenda, and return executed Addenda with the response, if applicable. All addenda information will be posted on the City's website

(https://procurement.opengov.com/portal/orlando). The failure of a Respondent to submit acknowledgment of any Addenda that affects the price(s), is considered a major irregularity and will be cause for rejection of the response.

5.5. UNBALANCED PRICING

As determined by the City's Chief Procurement Officer in the CPO’s discretion, the City may consider a solicitation response irregular and reject it if any of the prices are excessively unbalanced (either above or below the amount of a reasonable response) to the potential detriment of the City. The City further reserves the right to require backup documentation from the respondent if, in the Chief Procurement Officer's opinion, the prices are, or appear to be, excessively unbalanced.

5.6. WITHDRAWAL

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.

5.7. SELECTION/REJECTION OF OPTIONS

The City of Orlando reserves the right to select/reject options which are submitted, based on price and other considerations as deemed to be in the best interests of the City.

5.8. IRREVOCABLE OFFER

The submission of a response shall constitute an irrevocable offer to the City by the

Respondent for a period of ninety (90) days from the date of opening to provide the goods and services set forth in this solicitation upon the terms, conditions, and provisions of this solicitation, at the pricing set forth in the submittal.

5.9. QUANTITIES

The quantities for the items listed in this solicitation are estimated annual quantities for evaluation purposes only and should not be construed as representing actual quantities to be purchased. Moreover, it is understood by all Respondents that the City is not obligated to purchase any minimum or maximum amount during the life of a contract resulting from this solicitation.

5.10. RESPONDENT'S CERTIFICATION FORM

Each Respondent shall complete the "Respondent's Certification Form” included with this

Solicitation. The form should be acknowledged before a Notary Public with notary seal affixed on the document. The failure of a Respondent to include this document with their submittal will be cause for rejection of the submittal.

5.11. SUBMITTALS

Submittals shall be submitted utilizing the form(s) provided herein. All submittals shall be properly executed with all blank spaces filled in. The signatures of all persons signing https://procurement.opengov.com/governments/portal/orlando shall be in longhand. Erasures, interlineations, or other corrections shall be authenticated by affixing in the margin immediately opposite the correction the initials of a person signing the submittal. If the unit price and the total amount provided by a Respondent for any item are not in agreement, the unit price alone shall be considered as representing the Respondent's intention, and the totals shall be corrected to conform thereto.

5.12. INSPECTION, ACCEPTANCE, AND TITLE

Inspection and acceptance will be at destination unless otherwise stipulated. Title and risk of loss or damage to all items shall be the responsibility of the Respondent.

5.13. EXCEPTIONS TO TERMS AND CONDITIONS

When completing your submittal, do not attach any forms which may contain terms and conditions that conflict with those listed in the City’s solicitation document(s). Inclusion of additional terms and conditions, such as those which may be on your company’s standard forms, may result in your submittal being declared non-responsive.

5.14. SPECIFICATIONS

A. The specifications shown in the Invitation for Bid are intended to represent items of a quality level known to meet City’s requirements. While the City endeavors to promulgate written specifications that are accurate and nonrestrictive for submittal purposes, they may also reference an item by manufacturer’s name and model number. Respondents are cautioned that in the event of a discrepancy therein, such difference must be timely questioned in writing. Any written question must be received by the Procurement and Contracts Division at the address on the cover of this solicitation no later than ten (10) days prior to the opening.

B. If any proprietary, trade, brand, or manufacturers' name or part number is used herein in describing the required equipment or materials, it shall be understood to indicate the minimum standard of composition and quality desired, and shall not be construed to exclude equipment or goods that equals or exceeds the functional capability and quality of the named equipment. The City, in its sole discretion, shall determine whether equipment or goods are equivalent in capability and quality.

C. In cases where an item is identified by a manufacturer's name, trade name, catalog number, or reference, it is understood that the Respondent proposes to furnish the item so identified and does not propose to furnish an "EQUAL" unless the proposed "EQUAL" is definitely indicated therein by the Respondent. The reference to a name brand is intended to be descriptive but not restrictive and only to indicate to the prospective Respondent articles that will be satisfactory.

Submittals on other makes and catalogs will be considered provided each respondent clearly states in their submittal exactly what he proposes to furnish and forwards with their submittal a cut illustration or other descriptive matter which will clearly indicate the character of the article covered by their submittal.

The City hereby reserves the right to approve as an equal, or to reject as not being equal, any article the Respondent proposes to furnish which contains major or minor variations from the specification requirements but may comply substantially therewith. If no particular brand, model, or make is specified and if no data is required to be submitted with the submittal, the successful contractor after award and before manufacture or shipment may be required to submit working drawings or detailed descriptive data sufficient to enable the City to judge if such requirement of the specification is being complied with.

D. Respondents are strongly encouraged to submit equivalent equipment or materials for consideration during the question and answer period. If equivalent equipment or materials is proposed, indicate the manufacturer's name and model number for the equipment and include any literature or other explanation of the equipment's quality or performance with your submittal.

E. The equipment herein shall be new and shall be of the current production model.

If applicable, detailed equipment specifications for make and model offered shall be provided with submittal.

F. Respondents may be required, at no expense or liability to the City, to make available for test/demonstration, equipment equal in all aspects to the equipment quoted, and/or equal equipment that may be seen under operating conditions in the Central Florida area.

5.15. SILENCE OF SPECIFICATIONS

The apparent silence of these specifications or any supplemental specifications as to details or the omission from same of any detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size, and design are to be used. All workmanship shall be first quality. All interpretations of specifications shall be made upon the basis of this statement.

5.16. PRICES AND TERMS

All prices must be firm for the delivery schedule quoted herein. All prices shall be F.O.B.

Destination delivered to any City of Orlando Department unless otherwise stipulated in the Solicitation.

5.17. TAXES

The City of Orlando does not pay Federal excise and State sales taxes. Our tax exemption number is 85-8015427957C-9 and is also stipulated on all our Purchase Orders.

5.18. POLITICAL SUBDIVISIONS

Under Florida Law, prices contained in State Contracts shall be available to the City of

Orlando, who might wish to purchase under a State Purchase Contract. The City of

Orlando therefore reserves the right to purchase any commodities from a State Purchase

Contract if in the best interest of the City.

5.19. MISTAKES

Respondents are expected to examine the specifications, delivery schedules, prices, and all instructions pertaining to supplies and services. Failure to do so will be at the

Respondent's risk.

5.20. SAFETY STANDARDS

Unless otherwise stipulated in the Solicitation, all manufactured items and fabricated assemblies shall comply with applicable requirements of Occupational Safety and Health

Act and any standards thereunder.

5.21. MARKING

Each individual container shall be marked with the brand name of the product, quantity and the name and address of the manufacturer. Each shipping container shall include the name of the Respondent and must also clearly indicate the City of Orlando Purchase

Order Number and/or City Contract Number.

5.22. INVOICING AND PAYMENT

The Contractor shall be paid in accordance with Florida Statutes, upon submission of invoices to: AP_Invoices@orlando.gov or PO Box 4990, Orlando, FL 32802-4990.

Invoices are to be billed at the prices stipulated on the purchase order and/or as outlined in this solicitation. All invoices must show the Purchase Order Number and/or City

Contract Number.

5.23. DISCOUNTS

Respondents may offer a discount for prompt payment; however, such discounts shall not be considered in determining the lowest net price for evaluation purposes. Discounts will be computed from the date of satisfactory delivery at place of acceptance or from receipt of correct invoice at the office specified, whichever is later.

Respondent is requested to offer price discount for prompt invoice payment. It is the policy of the City of Orlando to make payments of invoices in time to earn any offered discounts.

Discount time will be computed from the date of satisfactory delivery at place of acceptance or from receipt of correct invoice at the Accounts Payable Office, whichever is later.

mailto:AP_Invoices@cityoforlando.net

5.24. PROMPT PAYMENT ACT

Payment by the City shall be made in accordance with Sections 218.70. et sq. Florida

Statutes, Local Government Prompt Payment Act.

A. Proper Invoice

1. For purposes of billing submission and payment procedures, a "proper invoice" by a Contractor or other invoicing party shall consist of at least all of the following:

a. a description (including quantity) of the goods and/or services provided to the City (or a party on behalf of the City) reasonably sufficient to identify it

(or them);

b. the unit pricing, quantity and total amount due in accordance with the contract terms and conditions and applicable discount(s);

c. the full name of the Contractor or other party who is supplying the goods and/or services including a mailing address in case of a dispute and a mailing address for payment purposes (if they are different) and a telephone number;

d. the Purchase Order or contract number as supplied by the City; and

e. an identification by Division, Office or Department of the party(ies) to whom the goods were delivered or services provided.

f. Finally, in addition to all of the above, in order to be considered a proper invoice, it must be based on a proper delivery, installation, or provision of the goods and/or services to and acceptance by the City (or party on behalf of the City); the Contractor or other party who is supplying the goods and/or services has otherwise complied with all of the contract's terms and conditions and is not in default of any of them; and if the contract requires any subcontractors or other parties to be bound by similar other "flow-down" requirements that those requirements have been complied with.

B. Dispute Resolution

In the event a dispute occurs between a Contractor or other invoicing party ("invoicing party") and the City concerning payment of an invoice, the City Department, Office or

Division which has the dispute along with a representative of the City's Procurement and

Contracts Division and the invoicing party shall meet to consider the disputed issues. The invoicing party shall provide to the City such material and information as the City may reasonably require. Any such procedure shall be initiated by either party notifying the other in writing of a dispute and stating with specificity its nature. This procedure shall commence not later than forty-five (45) days, and be resolved not later than sixty (60) days, after the date on which the proper invoice was received by the City. Any decision by the City’s Chief Procurement Officer shall constitute the final decision of the City regarding these matters and shall be communicated in writing to the invoicing party within three business days after such decision. If no decision is rendered within the time period as set out above, then a decision against the invoicing party shall be deemed to have been issued.

5.25. INSPECTION OF PUBLIC RECORDS

Respondent may request copies of the solicitation records in person or by written request to the City Records and Archive Management Services located at 400 South Orange

Avenue, 2nd Floor, Orlando, Florida, 32801 or by calling (407) 246-2148. You may also email your request to records@orlando.gov. Pursuant to Florida State Statute Chapter

119.07, sealed submittals or replies are exempt from public inspection until such time as the City provides Notice of Intended Action or until thirty (30) days after opening, whichever is earlier.

5.26. IRREGULAR SUBMITTALS

Submissions made on documents other than the ones furnished by the Procurement and

Contracts Division may not be considered. Changes in phraseology, additions, or limiting provisions made on the Invitation for Bids may render the submittal irregular and may cause rejection. The City’s Chief Procurement Officer, however, has the authority to waive minor irregularities.

5.27. CONTINGENT FEES

The Respondent warrants that no City official or employee was paid a fee, commission, gift, or other consideration contingent upon receipt of an award for the services and/or supplies specified herein.

5.28. EVALUATION OF AWARD

The City reserves the right to award the Invitation for Bid to the responsive and responsible Respondent who submits the lowest submittal meeting specifications. For purposes of this solicitation, the determination of the responsive and responsible

Respondent submitting the lowest submittal shall be made after the application of all applicable programs and preferences established by the City, including but not limited to the City’s MBE/WBE program and VBE preference. In determining whether a Respondent is responsible, the City reserves the right to consider matters such as, but not be limited to, quality offered, delivery terms, and service reputation of the Respondent.

5.29. AWARD OR REJECTION OF SUBMITTALS

The City’s Chief Procurement Officer reserves the right to accept any, all or part of any submittal, to waive minor irregularities, or to reject any, all or part of any submittal, and to advertise for new opportunities, as the interest of the City may require. The City’s Chief mailto:records@cityoforlando.net

Procurement Officer also reserves the right to reject the submittal of a Respondent who has previously failed to perform properly or complete on time contracts of a similar nature, or a submittal of a Respondent who investigation shows is not in a position to perform the contract. In determining responsibility, the following other qualifications, in addition to price, may be considered by the City’s Chief Procurement Officer:

A. The ability, capacity, and skill of the Respondent to perform the service required.

B. Whether the Respondent can perform the contract or provide the service promptly, or within the time specified, without delay or interference.

C. The character, integrity, reputation, judgment, experience, and efficiency of the

Respondent.

D. The quality of performance of previous contracts or services.

E. The previous and existing compliance by the Respondent with laws and ordinances relating to the contract or service.

F. The sufficiency of the financial resources and ability of the Respondent to perform the contract or provide the service.

G. The quality, availability, and adaptability of the supplies, or services, to the particular use required.

H. The ability of the Respondent to provide future maintenance and service for the use of the subject of the contract.

I. Whether the Respondent is in arrears to the City on a debt or contract or is a defaulter on surety to the City, or whether the Respondent's taxes or assessments are delinquent.

J. Such other information as may be relevant or secured.

5.30. AWARDS

As the best interest of the City of Orlando may require, the right is reserved to make award(s) by individual items, group of items, all or none, or a combination thereof, with one or more suppliers; to reject any or all submittals or waive any informality or technicality in submittals received.

5.31. MULTIPLE AWARDS

The City reserves the right in its sole discretion after evaluation of all responsive submittals, to award the work described herein to more than one responsive and responsible Respondent. In such cases where an award is made to more than one responsive and responsible Respondent, the City shall apportion the work among the various primary, secondary and alternate providers in such manner and at such time as it deems appropriate under the circumstances in its sole discretion and no minimum amount or proportion of work is guaranteed to any single provider or class of providers irrespective of such provider’s designation as primary, secondary or alternate.

5.32. PRICING AND ORDERING

The awarded Respondent shall honor all orders in accordance with the terms and conditions of the solicitation and their pricing and discounts terms as listed in their submittal. Unless otherwise specified, the awarded Respondent shall stock sufficient quantities of supplies to meet the requirements of the City on an "as-needed" basis within seventy-two (72) hours after being notified of such requirements by the City.

5.33. RETURN OF PRODUCTS/EQUIPMENT

All items delivered must meet the Specifications herein. Items delivered not as specified will be returned at no expense by the City of Orlando. The City may return, for full credit, any unused items received which fail to meet the City’s performance standards.

Replacement items meeting Specifications must be submitted within a reasonable time after rejection of the non-conforming items. Unless a different time period is specified, the

Contractor is to accept for full credit, any…