GPS hardware, installation, repairs and monitoring

Palm Beach County, Florida issued an Invitation for Bid (IFB) for GPS hardware, installation, repairs, and monitoring services under a term contract with a bid submission deadline of March 31, 2016 at 4:00 p.m. The County sought to establish pricing for Global Positioning Systems to track County-owned vehicles and equipment, requiring the successful bidder to furnish and install an estimated 300 GPS units during the 12-month initial contract term, with options to renew for four additional 12-month periods at mutual written agreement. Installation services must be performed during normal business hours (Monday through Friday, 7:00 a.m. to 5:00 p.m.) at designated County locations, with the bidder responsible for all labor, tools, parts, materials, and accessories. Bids were evaluated on an all-or-none basis, with pricing required for GPS units, monthly service monitoring for 300 units, upgrades for enhanced reporting capabilities, unlimited or additional user logins, reports, and standard hourly repair rates structured as firm fixed-price for materials at the bidder's cost plus shipping and hourly compensation for actual repair time without overtime authorization. All equipment must be new, of current manufacture, and include a minimum one-year warranty covering defects in materials and workmanship, and bidders were required to submit three professional references demonstrating similar goods and services provided within the past three years along with proof of manufacturer authorization if not the manufacturer.

The County established a minimum 15 percent Small Business Enterprise (SBE) participation goal for the solicitation, with preferences given to responsive, responsible SBE bidders and local businesses with a permanent place of business in Palm Beach County. The successful bidder must provide evidence of Commercial General Liability Insurance of not less than $500,000, Business Auto Liability Insurance of not less than $500,000, and Workers' Compensation and Employer's Liability Insurance in accordance with Florida Statute Chapter 440. No incumbent vendors or budget ranges were specified in the procurement documents, though the contract term was 12 months or until the estimated amount was expended, indicating a defined but undisclosed budget allocation for the County's GPS hardware and monitoring needs.