GPS hardware, installation, repairs and monitoring

The Palm Beach County Board of County Commissioners, Purchasing Department, issued Invitation for Bid #16-024R/KM on April 19, 2016, for GPS hardware, installation, repairs, and monitoring services under a rebid term contract with a submission deadline of May 12, 2016, at 4:00 p.m. Palm Beach County local time. The procurement seeks to establish firm fixed pricing for Global Positioning Systems to track County-owned vehicles and equipment, requiring the installation of approximately 300 GPS units during the initial 12-month contract term, consisting of 280 units for light duty vehicles (26,000 lbs GVWR or less) and 20 units for heavy duty vehicles (exceeding 26,000 lbs GVWR). Successful bidders must provide comprehensive deliverables including GPS units, monthly service subscription monitoring with reporting upgrade capabilities and multiple user login options, and hourly repair rates on a time and material basis with material pricing capped at the bidder's cost plus shipping or most favored customer pricing, whichever is lower. All equipment must be new and of current manufacture, backed by a minimum one-year warranty against defects in materials and workmanship, with the successful bidder responsible for providing complete turnkey installation including all labor, materials, training, and support at no additional cost beyond the bid price. The contractor must begin work within 15 business days of notification and complete all installations within 60 business days of starting work. Required qualifications include three professional references demonstrating similar experience within the past three years, proof of manufacturer authorization if applicable, current Florida certifications or licenses of competency, a Palm Beach County Local Business Tax Receipt, and evidence of required insurance coverage including Commercial General Liability at $500,000 per occurrence, Business Auto Liability at $500,000 combined single limit, and Workers' Compensation in accordance with Florida Statute Chapter 440.

The contract includes a minimum 15 percent Small Business Enterprise (SBE) participation goal applicable to all contract value, inclusive of alternates and change orders, with responsive SBE bidders potentially receiving preference over non-responsive low bidders if their bids do not exceed the low bid by more than 10 percent. The contract shall be awarded for an initial 12-month term with options to renew for four additional 12-month periods, subject to mutual written agreement and Board appropriation of funds, with all pricing required to remain firm for 90 days from bid submission and throughout the initial and renewal contract terms. Pricing must be submitted as firm fixed unit prices for GPS units, monthly monitoring service per unit, reporting upgrades, user logins, and hourly standard repair rates. No incumbent vendors or current contractors were identified in the procurement documents. The estimated contract value and specific budget range were not disclosed in the available procurement materials, though the scope of approximately 300 GPS unit installations plus ongoing monitoring and repair services over a potential five-year contract period suggests a substantial procurement opportunity. Responses should be submitted to the Palm Beach County Purchasing Department at 50 South Military Trail, Suite 110, West Palm Beach, Florida 33415-3199.