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HomeMy WebLinkAboutCity of Tamarac Resolution R-2016-043Temp. Reso. 12775 May 25, 2016 Page 1 of 5 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R2016- �� A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, AWARDING IFB NO. 16- 17B TO AIP US, LLC FOR THE PURCHASE OF CISCO SYSTEMS NETWORK EQUIPMENT IN THE TOTAL AMOUNT OF $94,122.98; AUTHORIZING AN IMMEDIATE EXPENDITURE OF AN AMOUNT NOT TO EXCEED $71,914.71, AND AUTHORIZING THE CITY MANAGER TO APPROVE AN EXPENDITURE OF $22,208.27 UPON RECEIPT OF NOTIFICATION FROM AWARD OF BODY CAMERA CONTRACT BY THE BROWARD SHERIFF'S OFFICE (BSO); APPROVING FUNDING FROM THE APPROPRIATE ACCOUNTS; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, technology is one of the key components in the efficient delivery of City services, and the City's network infrastructure is critical to ensuring continued operations; and WHEREAS, the City's existing Cisco Systems network infrastructure that was purchased in 2005, is at the end of its lifecycle, and replacement is necessary to support continued operations and to alleviate issues related to increasing data/network traffic; and WHEREAS, the City published Invitation for Bid (IFB) 16-17B for Cisco Network Infrastructure Replacement, to obtain quotes for Cisco Systems network switches, in accordance with the terms, conditions, and specifications contained in IFB 16-17B, available on file in the Office of City Clerk; and Temp. Reso. 12775 May 25, 2016 Page 2 of 5 WHEREAS, four (4) proposals were received — with one (1) proposal deemed non -responsive — with costs as indicated below: Vendor Proposal Amount AIP US, LLC $94,122.98 Office Depot $102, 333.23 Softchoice Corporation $104,732.52 En Pointe Technologies Sales, LLC Non -responsive ; and WHEREAS, the proposal from AIP US, LLC was deemed as the least expensive proposal; and WHEREAS, the Broward Sheriff's Office (BSO) is currently in the process of awarding an agreement to provide body cameras to BSO personnel, including personnel at the Tamarac District; and WHEREAS, $22,208.27 of the equipment is to be specifically used to directly support BSO body cameras; and WHEREAS, $71,914.71 of the equipment, to be purchased from AIP US, LLC, for the City's Network Infrastructure may be purchased immediately; and WHEREAS, it is necessary to defer the purchase of $22,208.27 of equipment to be used to support the BSO body cameras until such a time that BSO notifies the City that they have awarded a contract for body cameras; and WHEREAS, available funds exist in the General Fund budget; and WHEREAS, it is the recommendation of the Director of Information Technology and the Purchasing and Contracts Manager that the City Commission of the City of Tamarac award IFB 16-17B to AIP US, LLC; and C Temp. Reso. 12775 May 25, 2016 Page 3 of 5 WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interest of the citizens and residents of the City of Tamarac to award IFB 16- 17B to AIP US, LLC, for the purchase of Cisco Systems network equipment at a total contract cost of $94,122.98. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA THAT: Section 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution upon adoption hereof and all exhibits attached hereto are incorporated herein and made a specific part of this resolution. Section 2: The City Commission hereby awards IFB No. 16-17B to AIP US, LLC in the amount of $94,122.98, and authorizes the appropriate City Officials to execute a Purchase Order for the purchase of Cisco Systems network equipment. Section 3: The appropriate City Officials are hereby authorized to immediately expend an amount not to exceed $71,914.71 for said purpose. Section 4: Furthermore, the City Manager or designee is hereby authorized to expend an amount not to exceed $22,208.27 for equipment required to specifically support BSO body cameras upon notification of an award of a body camera contract by Section 5: The City Manager or Designee is hereby authorized to issue Change Order in amount not to exceed established threshold per Section 6-147 of the City Code. Temp. Reso. 12775 May 25, 2016 Page 4 of 5 Section 6: Funding is available for the purchase of Cisco Systems network equipment from the appropriate accounts at a total cost not to exceed $94,122.98. Section 7: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. Section 8: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. Section 9: This Resolution shall become effective immediately upon its passage and adoption. C Temp. Reso. 12775 May 25, 2016 Page 5 of 5 PASSED, ADOPTED AND APPROVED this �)-"day of 2016. ATTEST: PAT - . 1. IDV CITY CLERK I HEREBY CERTIFY THAT I HAVE APPROVED THIS RESOLUTION AS TO FORM I RECORD OF COMMISSION VOTE: MAYOR DRESSLER DIST 1: COMM. BUSHNELL DIST 2: COMM. GOMEZ DIST 3: VICE MAYOR GLASSER DIST 4: COMM. PLACKO INVITATION TO BID BID NO. 16-17B CISCO NETWORK INFRASTRUCTURE REPLACEMENT ISSUED: April 5, 2016 City of Tamarac Purchasing & Contracts Division 7525 NW 88th Avenue Room 108 (954) 597-3570 Information Technology 10101 State Street Tamarac, FL 33321 SUBMIT BID TO: CITY OF TAMARAC PURCHASING AND CONTRACTS DIVISION 7525 NW 88T" AVENUE TAMARAC, FL 33321 954-597-3570 INVITATION FOR BID bidder ACKnowledgement BID NO.: 16-17B BID TITLE: CISCO NETWORK INFRASTRUCTURE IMPROVEMENT BID OPENING DATE/TIME: APRIL 21, 2016 AT 2:00 PM LOCAL TIME DEADLINE FOR WRITTEN QUESTIONS: APRIL 14, 2016 BY 12:00 NOON LOCAL TIME BUYER NAME: ANN MARIE CORBETT, BUYER BUYER PHONE: 954-597-3566 BUYER EMAIL: ANNMARIE.CORBETT(a_tamaraC.orq BONDING: Not required for this bid. GENERAL CONDITIONS These instructions are standard for all bids for commodities/services issued by the City of Tamarac. The City of Tamarac may delete, supersede or modify any of these standard instructions for a particular bid such change in the Instructions to Bidders or in the special conditions of the bid. Any and all special conditions that may vary from these general conditions shall prevail over any conflicting provision within any vendor's standard terms and conditions regardless of any language in vendor's documentation to the contrary. SEALED BIDS This form should be submitted with all Bid Forms in a sealed envelope. The face of the envelope shall contain the above address, the Bid number and the Bid title. Bids not submitted on the attached Bid Form may be deemed non -responsive. All Bids are subject to the terms and conditions specified herein. Those bids that do not comply with these conditions may be deemed non -responsive. BIDDER COMPANY NAME: COMPANY ADDRESS: COMPANY PHONE: NAME OF AUTHORIZED AGENT: TITLE OF AUTHORIZED AGENT: AUTHORIZED AGENT EMAIL ADDRESS: BIDDER TAXPAYER ID OR SOCIAL SECURITY NUMBER: certify that this Bid Acknowledgement is made without prior understanding, agreement or connection with any corporation, firm or person submitting a Bid for the same commodities and/or services and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this Bid and certify that I am authorized to sign this Bid as an agent for the Bidder. Bid No.—16-17B Page 2 City of Tamarac Purchasing and Contracts Division Our Vision and Mission Our Vision: The City of Tamarac, our community of choice -- leading the nation in quality of life through safe neighborhoods, a vibrant economy, exceptional customer service and recognized excellence. Our Mission: We Are "Committed to Excellence... Always" It is ourjob to foster and create an environment that Responds to the Customer Creates and Innovates Works as a Team Achieves Results, and Makes a Difference In the fulfillment of our vision and mission, as stewards of the public trust, we value vision, integrity, efficiency and quality service. Our vendors are truly partners in meeting these commitments to the community, and in support of that vision and mission, we are committed to ensuring that qualified, competitive vendors who share our commitment to quality, efficiency, teamwork and customer service are employed to provide goods and services to the City. Our vendors are expected to deliver high quality products and efficient service that is provided on time and as ordered; in a manner that improves the overall value of the services that the City provides to its residents. In addition, we expect our vendors to work with the City as a team, and exhibit the highest level of integrity when dealing with any office or department of the City. Diligence in the execution of the requirements of this proposal will ultimately contribute to the overall quality of services provided to the entire community. The City is searching for a firm who will exemplify these ideals in the execution of their work, and the successful firm will be measured against the performance standards outlined in this bid invitation. INTRODUCTION It is the intent of the City to award this bid to the lowest responsible and responsive Bidder. The City reserves the right to accept or reject any or all bids and to waive any informality concerning the bids when such rejection or waiver is deemed to be in the best interest of the City. The City reserves the right to award the bid on a split order basis, lump sum or individual item basis unless otherwise stated, whichever is in the best interest of the City. This solicitation is issued pursuant to the City of Tamarac Code, Chapter 6, "Finance & Taxation", Article V, "Purchasing Procedures", Section 6-141 et seq. GENERAL TERMS AND CONDITIONS These general terms and conditions apply to all offers made to the City of Tamarac by all prospective Bidders including but not limited to Request for Quotes, Request for Bids and Request for Proposals. As such the words "bid" and "proposal" are used interchangeably in reference to all offers submitted by prospective Bidders. Any and all special conditions in this IFB or any sample agreement document that may be in variance or conflict with these General Terms and Conditions shall have precedence over these General Terms and Conditions. If no changes or deletions to General Conditions are made in the Special Conditions, then the General Terms and Conditions shall prevail in their entirety. 1. SUBMISSION OF THE BID The Bidder is directed to deliver sealed bids to the City of Tamarac, Purchasing Division, 7525 N. W. 88th Avenue, Room 108, Tamarac, Florida 33321, no later than the date and time specified on the cover page of this solicitation document. At this time the bids will be opened, the names of all Bidders will be announced and all bids shall become a matter of public record. All Bidders and their representatives are invited to attend. The Bidder must show the bid number, bid name, time and date of the bid opening on the outside of the sealed bid package. Delivery of the sealed bids to the Purchasing Office on or before the above date is solely and strictly the responsibility of the Bidder. Late bids will be returned unopened to the Bidder. It is the Bidder's responsibility to read and understand the requirements of this bid. Unless otherwise specified, the Bidder must use the bid form furnished in the bid document. The Bidder is requested to submit one (1) original and two (2) copies of the bid. The original bid must be manually and duly signed in ink by a Corporate Officer, Principal, or Partner with the authority to bind the bidding company or firm by his/her signature. All bid forms must be typewritten or completed in ink. The Bidder must initial any erasures or corrections in ink. All bids shall be submitted in the English language. All prices, terms and conditions quoted in the submitted bid shall be expressed in U.S. Dollars, and will be firm for acceptance for sixty (60) calendar days from the date of the bid opening unless otherwise stated by the City. The Bidder preparing a bid in response to this solicitation shall bear all expenses associated with its preparation. The Bidder shall prepare a bid with the understanding that no claim for reimbursement shall be submitted to the City for expenses related to its preparation. The City reserves the right to charge a non-refundable fee for the purchase of a solicitation document, and / or for project plans related to the solicitation. Such requirement will be specified on the cover page of this document. Payment of such fee to the City shall be required in order for a bidder to be considered for the award of an agreement as a result of this solicitation. 2. BID DEPOSIT When required on the cover page, a bid deposit or bid surety bond in the amount specified shall accompany the bid. Bid deposits shall be in the form of cash, certified check or cashier's check, drawn on a responsible bank doing business in the United States, and shall be made payable to the City of Tamarac. In lieu of a bid deposit, a bid surety provided by a firm licensed to business in the State of Florida shall be provided to the City. Any bid deposits will be returned to the Bidders at the time of contract award. The bid deposit of the successful vendor shall be returned upon receipt of acceptable Performance and/or Payment bonds. Bid No 16-1TB Page 3 City of Tamarac 3. BONDING When required by the specification herein, the successful Bidder shall furnish a Performance and Payment bond, and/or Warranty bond, as stated on the cover page of this solicitation, on the City's forms, within fifteen (15) calendar days after notification of contract award. Failure to furnish the required bonds within the time specified may be cause for rejection of the bid and any bid deposit may be retained by the City as liquidated damages and not as a penalty. Said sum shall be a fair estimate of the amount of damages the City would sustain due to Bidder's failure to furnish said bonds. Pursuant to the requirements of Chapter 255.05 (1) (b), Florida Statutes, the Contractor shall ensure that the Bond or Bonds referenced above shall be recorded in the Public records of Broward County. Proof of recording must be submitted to the City prior to issuance of a purchase order. One (1) set of originals is required. 4. WITHDRAWAL OF BID Any Bidder may withdraw its bid prior to the indicated opening time. The request for withdrawal must be submitted in writing to the Purchasing Office. 5. PUBLIC ENTITY CRIMES STATEMENT A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for Category Two for a period of 36 months from the date of being placed on the convicted vendor list. 6. NON -COLLUSIVE AFFIDAVIT Each Contractor shall complete the Non -Collusive Affidavit Form and shall submit this form with the bid/proposal. The City considers the failure of the Contractor to submit this document to be a major irregularity, and may be cause for rejection of the Proposal. 7. CONFLICT OF INTEREST The award hereunder is subject to the provisions of Chapter 112 of the State of Florida Statutes. Bidders shall disclose the name of any officer, director, partner, proprietor, associate or agent who is also a public officer or employee of the City or any of its agencies.. Further, all Offerors must disclose the name of any officer or employee of City who owns, directly or indirectly, an interest of five percent (5%) or more in the Offeror's firm or any of its branches or affiliate companies. Furthermore, bidder shall not enter into any employment relationship with any individual or firm that creates a potential conflict of interest, or may present an opportunity for the inappropriate sharing of inside information or proprietary information related to this bid. Purchasing and Contracts Division delete any item from the contract if it is determined that it best serves the interests of the City. 9. PRICES, PAYMENTS, DISCOUNTS & ELECTRONIC PAYMENTS Firm Pricing: Bid prices shall be fixed and firm to the extent required under Special Conditions. In the absence of a reference in the Special Conditions, bid prices shall be fixed and firm for a period of sixty (60) calendar days, or ninety (90) calendar days when the contract must be approved by another agency. Payment will be made only after receipt and acceptance of materials/services. Cash discounts may be offered for prompt payment; however, such discounts shall not be considered in determining the lowest net cost for bid evaluation. Prompt Payment Discounts: Bidders are encouraged to provide prompt payment terms in the space provided on the Bid Form. If no payment discount is offered, the Bidder shall enter zero (0) for the percentage discount to indicate net 30 days. If the Bidder does not enter a percentage discount, it is understood and agreed that the payment terms shall be 2% 10 days, net 30 days effective on the date that the City receives an accurate invoice or accepts the product, whichever is the later date. Payment is deemed made on the date of the mailing of the check. All payments shall be governed by the Local Government Prompt Payment Act, F.S. Chapter 218. IMPORTANT NOTE***************** Payments by Electronic Funds Transfer: Effective October 1, 2013, ALL payments by the City will be made by Direct Deposit (ACH) via electronic funds transfer. No paper checks will be issued after that date. Vendors must register for direct deposit with the City prior to receiving any payments by providing a "City of Tamarac Consent for Direct Deposit" form (ACH Form) to the City's Financial Services Accounting Division. The form may be accessed on the City of Tamarac web - site at http://www.tamarac.org/index.aspx?NID=622. Please contact the Purchasing & Contracts Division at the number shown on this solicitation document herein as the first point of contact for more information. 10. DELIVERY All items shall be delivered F.O.B. destination to a specific City address. All delivery costs and charges must be included in the bid price. The City reserves the right to cancel orders or any part thereof, without obligation if delivery is not made at the time specified in the bid. 11. MANUFACTURER'S NAME & APPROVED EQUIVALENTS Manufacturer's name, trade name, brand name information and/or model/catalog numbers are used in these specifications for information and establishment of a quality level desired, and are not intended to restrict competition 8. QUANTITIES unless otherwise specified in the bid. The Bidder may offer Quantities shown are estimates only. No guarantee or warranty any brand which meets or exceeds the specifications for is given or implied by the City as to the total amount that may or any item(s). If bids are based on equivalent products, may not be purchased from any resulting contract. The City indicate on the bid form the manufacturer's name and reserves the right to decrease or increase quantities or add or model/catalog number. Bidder shall submit complete descriptive literature and/or specifications with the bid. The Bid No 16-17B Page 4 City of Tamarac burden of proof for specification compliance is solely on the Bidder. The City reserves the right to be the sole judge of what is equal and acceptable. Failure to provide this information within three (3) business days of the City's request may be grounds for bid disqualification. If Bidder fails to name a substitute, it will be assumed that the Bidder has submitted a bid which conforms in all aspects to the requirements of the bid document, and that the Bidder intends to furnish goods identical to the bid standard. 12. SAMPLES AND DEMONSTRATIONS When requested, samples are to be furnished free of charge to the City. If a sample is requested it must be delivered within seven days of the request unless otherwise stated in the bid. Each sample must be marked with the Bidder's name and manufacture's brand name. The City will not be responsible for returning samples. The City may request a full demonstration of any product or service before the award of a contract. All demonstrations will be done at the expense of the Bidder. 13. BACKGROUND INVESTIGATION As a part of the Bid evaluation process, the City may conduct a background investigation including a criminal record check of Bidder's officers and/or employees, by the Broward County Sheriffs Office. Bidder's submission of a bid constitutes acknowledgement of and consent to such investigation. City shall be the sole judge in determining Bidder's qualifications. 14. CONDITIONS OF MATERIALS All materials and products supplied by the Bidder in conjunction with this bid shall be new, warranted for their merchantability, fit for a particular purpose, free from defects and consistent with industry standards. The products shall be delivered to the City in excellent condition. In the event that any of the products supplied to the City are found to be defective or do not conform to the specifications, the City reserves the right to return the product to the Bidder at no cost to the City. Successful Bidder shall furnish all guarantees and warranties to the Purchasing Division prior to final acceptance and payment. The warranty period shall commence upon final acceptance of the product. 15. COPYRIGHTS OR PATENT RIGHTS The Bidder warrants that there has been no violation of copyrights or patent rights in manufacturing, producing or selling the goods shipped or ordered as a result of this bid. The seller agrees to hold the City harmless from all liability, loss or expense occasioned by any such violation. 16. SAFETY STANDARDS The Bidder warrants that the product(s) supplied to the City conform with all respects to the standards set forth in the Occupational Safety and Health Act of 1970 as amended, and shall be in compliance with Chapter 442, Florida Statutes as well as any industry standards, if applicable. Any toxic substance listed in Section 38F-41.03 of the Florida Administrative Code delivered as a result of this order must be accompanied by a completed Material Safety Data Sheet (MSDS). 17. PERFORMANCE & WARRANTY Failure on the part of the Bidder to comply with the conditions, terms, specifications and requirements of the bid shall be just Purchasing and Contracts Division cause for cancellation of the bid award; notwithstanding any additional requirements enumerated in the Special conditions herein relating to performance based contracting. The City may, by written notice to the Bidder, terminate the contract for failure to perform. The date of termination shall be stated in the notice. The City shall be the sole judge of nonperformance. Upon award of any contract resultant from this solicitation, Contractor warrants the work against defects. In the event that defect occurs during this time, within a reasonable time after work has been performed, Contractor shall perform such steps as required to remedy the defects. 18. INSPECTION The City shall have the right to inspect any materials, components, equipment, supplies, services or completed work specified herein. Any of said items not complying with these specifications are subject to rejection at the option of the City. Any items rejected shall be removed from the premises of the City and/or replaced at the entire expense of the successful vendor. 19. TERMINATION a. DEFAULT: In addition to all other remedies available to the City, this Agreement shall be subject to cancellation by the City for cause, should the Contractor neglect or fail to perform or observe any of the terms, provisions, conditions, or requirements herein contained, if such neglect or failure shall continue for a period of thirty (30) days after receipt by Contractor of written notice of such neglect or failure. b. TERMINATION FOR CONVENIENCE OF CITY: Notwithstanding any additional requirements for performance based contracting contained in the special conditions herein, the final Agreement may be terminated by the City for convenience, upon seven (7) days of written notice by the City to the Contractor for such termination in which event the Contractor shall be paid its compensation for services performed to termination date, including services reasonably related to termination. In the event that the Contractor abandons this Agreement or causes it to be terminated, Contractor shall indemnify the city against loss pertaining to this termination. c. AGREEMENT SUBJECT TO FUNDING: Any Agreement resulting from this solicitation shall remain in full force and effect only as long as the expenditures provided for in the Agreement have been appropriated by the City Bid No. 1 6-17B Page 5 City of Tamarac Commission of the City of Tamarac in the annual budget for each. 20. ASSIGNMENT The Bidder shall not transfer or assign the performance required by this bid without the prior written consent of the City. Any award issued pursuant to this bid and monies that may become due hereunder are not assignable except with prior written approval of the City. 21. EMPLOYEES Employees of the Bidder shall at all times be under its sole direction and not an employee or agent of the City. The Bidder shall supply competent and physically capable employees. The City may require the Bidder to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable. Bidder shall be responsible to the City for the acts and omissions of all employees working under its directions. 22. NON-DISCRIMINATION & EQUAL OPPORTUNITY EMPLOYMENT During the performance of the Contract, the Contractor and its subcontractors shall not discriminate against any employee or applicant for employment because of race, color, sex including pregnancy, religion, age, national origin, marital status, political affiliation, familial status, sexual orientation, gender identity and expression, or disability if qualified. The Contractor will take affirmative action to ensure that employees and those of its subcontractors are treated during employment, without regard to their race, color, sex including pregnancy, religion, age, national origin, marital status, political affiliation, familial status, sexual orientation, gender identity or expression, or disability if qualified. Such actions must include, but not be limited to, the following: employment, promotion; demotion or transfer; recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Contractor and its subcontractors shall agree to post in conspicuous places, available to its employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this nondiscrimination clause. The Contractor further agrees that he/she will ensure that all subcontractors, if any, will be made aware of and will comply with this nondiscrimination clause. 23. TAXES The City of Tamarac is exempt from all Federal, State, and Local taxes. An exemption certificate will be provided where applicable upon request. 24. OMISSION OF DETAILS Omission of any essential details from these specifications will not relieve the Bidder of supplying such product(s) as specified. 25. INSURANCE REQUIREMENTS Bidder agrees to, in the performance of work and services under this Agreement, comply with all federal, state, and local laws and regulations now in effect, or hereinafter enacted during the term of this agreement that are applicable to Contractor, its employees, agents, or subcontractors, if any, with respect to the work and services described herein. Bid No, 16-17B Page 6 Purchasing and Contracts Division Bidder shall obtain at Bidder's expense all necessary insurance in such form and amount as required by the City's Risk & Safety Officer before beginning work under this Agreement. Bidder shall maintain such insurance in full force and effect during the life of this Agreement. Bidder shall provide to the City's Risk & Safety Officer certificates of all insurance required under this section prior to beginning any work under this Agreement. Bidder shall indemnify and save the City harmless from any damage resulting to it for failure of either Bidder or any subcontractor to obtain or maintain such insurance. The following are required types and minimum limits of insurance coverage, which the Bidder agrees to maintain during the term of this contract. - Limits Line of Business/ Occurrence Aggregate Coverage Commercial General $1,000,000 $1,000,000 Liability Including: Premises/Operations Contractual Liability Personal Injury Explosion, Collapse, Underground Hazard Products/Completed Operations Broad Form Property Damage Cross Liability and Severability of Interest Clause Automobile Liability $1,000,000 $1,000,000 Workers' Compensation & Employer's Liability Statutory The City reserves the right to require higher limits depending upon the scope of work under this Agreement. Neither Bidder nor any subcontractor shall commence work under this contract until they have obtained all insurance required under this section and have supplied the City with evidence of such coverage in the form of an insurance certificate and endorsement. The Bidder will ensure that all subcontractors will comply with the above guidelines and will maintain the necessary coverage throughout the term of this Agreement. All insurance carriers shall be rated at least A-VII per A.M. Best's Key Rating Guide and be licensed to do business in Florida. Policies shall be" Occurrence" form. Each carrier will give the City sixty (60) days notice prior to cancellation. The Bidder's liability insurance policies shall be endorsed to add the City of Tamarac as an "additional insured". The Bidder's Worker's Compensation carrier will provide a Waiver of Subrogation to the City. The Bidder shall be responsible for the payment of all deductibles and self - insured retentions. The City may require that the Bidder purchase a bond to cover the full amount of the deductible or self -insured retention. If the Bidder is to provide professional services under this Agreement, the Bidder must provide the City with evidence of Professional Liability insurance with, at a minimum, a limit of $1,000,000 per occurrence and in the aggregate. "Claims -Made" forms are acceptable for Professional Liability insurance. City of Tamarac 26. INDEMNIFICATION The Bidder shall indemnify and hold harmless the City of Tamarac, its elected and appointed officials and employees from any and all claims, suits, actions, damages, liability, and expenses (including attorneys' fees) in connection with loss of life, bodily or personal injury, or property damage, including loss of use thereof, directly or indirectly caused by, resulting from, arising out of or occurring in connection with the operations of the Bidder or his Subcontractors, agents, officers, employees or independent contractors, excepting only such loss of life, bodily or personal injury, or property damage solely attributable to the gross negligence or willful misconduct of the City of Tamarac or its elected or appointed officials and employees. City reserves the right to select its own legal counsel to conduct any defense in any such proceeding and all costs and fees associated therewith shall be the responsibility of Contractor under the indemnification agreement. 27. INDEPENDENT CONTRACTOR An Agreement resulting from this solicitation does not create an employee/employer relationship between the Parties. It is the intent of the Parties that the Contractor is an independent contractor under this Agreement and not the City's employee for any purposes, including but not limited to, the application of the Fair Labor Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the Social Security Act, the Federal Unemployment Tax Act, the provisions of the Internal Revenue Code, the State Worker's Compensation Act, and the State Unemployment Insurance law. The Contractor shall retain sole and absolute discretion in the judgment of the manner and means of carrying out Contractor's activities and responsibilities hereunder provided, further that administrative procedures applicable to services rendered under any potential Agreement shall be those of Contractor, which policies of Contractor shall not conflict with City, State, or United States policies, rules or regulations relating to the use of Contractor's funds provided for herein. The Contractor agrees that it is a separate and independent enterprise from the City, that it had full opportunity to find other business, that it has made its own investment in its business, and that it will utilize a high level of skill necessary to perform the work. Any potential Agreement shall not be construed as creating any joint employment relationship between the Contractor and the City and the City will not be liable for any obligation incurred by Contractor, including but not limited to unpaid minimum wages and/or overtime premiums. 28. CLARIFICATION & ADDENDA Where there appears to be variances or conflicts between the General Terms and Conditions and the Special Conditions and/or Detailed Specifications outlined in this bid, the Special Conditions and/or the Detailed Specifications shall prevail. The Bidder shall examine all bid documents and shall judge all matters relating to the adequacy and accuracy of such documents. If, upon review, any material errors in specifications are found, the Bidder shall contact the Purchasing Office immediately. Any inquires, suggestions, requests concerning clarification, or requests for additional information shall be submitted in writing to the Purchasing and Contracts Manager. The City of Tamarac reserves the right to amend this bid prior to the Bid opening date indicated by written addenda. Written addenda shall serve as the sole means of clarification. The City shall not be responsible for oral interpretations given by any City employee or its representative. Purchasing and Contracts Division **** SPECIAL NOTE -- Addendums will only be issued electronically through the City's web -site. Vendors will be notified of the availability of new solicitations and addendums via e-mail or text message (per the vendor's choice). It is essential that all vendors receiving a bid or proposal either download the document from the City's web -site, or register as a plan holder. All bidders / proposers must visit http://www.tamarac.oralbids.aspx, and select the "NOTIFY ME" icon. This action will take the bidder/proposer to the "Notify Me" page. Once on the "Notify Me" page, enter the appropriate e-mail address to which notifications of solicitations and addendums should be sent. Bidders and proposers may also request notification by text message at this time. Upon completion of this process, a confirming e-mail will be sent to the individual who registered. You must click on the link provided to confirm registration for solicitation documents and addendums. Regardless of the means of transmission of an Addendum it is the responsibility of the bidder or proposer to insure that they have received all addendums issued for a solicitation prior to submitting a response. **** 29. BID TABULATION Bidders may download the bid tabulation directly from the Internet at http://www.tamarac.org/bids.aspx . The City does not notify unsuccessful Bidders of contract awards. Pursuant to Florida Statute Chapter 119, Section 071(1), sealed bids or proposals received by an agency pursuant to invitations to bid or requests for proposals are exempt from the provisions of subsection (1) and s. 24(a), Art. I of the State Constitution until such time as the agency provides notice of a decision or intended decision pursuant to F.S. §119.071(1) (b) (2), or within 30 days after bid/proposal opening, whichever is earlier. 30. RECORDS/AUDITS The City of Tamarac is a public agency subject to Chapter 119, Florida Statutes. The Contractor shall comply with Florida's Public Records Law. Specifically, the Contractor shall: a. Keep and maintain public records required by the City in order to perform the service; Bid No. 16-17B Page 7 b. Upon request from the City's custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law. c. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of City of Tamarac Purchasing and Contracts Division the contract if the contractor does not transfer the records to the City. d. Upon completion of the contract, transfer, at no cost to the City, all public records in possession of the Contractor, or keep and maintain public records required by the City to perform the service. If the Contractor transfers all public records to the City upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City's custodian of public records in a format that is compatible with the information technology systems of the City. e. During the term of the contract, the Contractor shall maintain all books, reports and records in accordance with generally accepted accounting practices and standards for records directly related to this contract. The form of all records and reports shall be subject to the approval of the City's Auditor. The Contractor agrees to make available to the City's Auditor, during normal business hours and in Broward, Dade or Palm Beach Counties, all books of account, reports and records relating to this contract. 31. UNBALANCED BIDS When a unit price bid has variable or estimated quantities, and the bid shows evidence of unbalanced bid pricing, such bid may be rejected. 32. UNIT PRICES Where a discrepancy between unit price and total price is indicated on a Bidder's submitted Schedule of Bid Prices or Price Proposal Form, the unit prices shall prevail. 33. VENUE Any Agreement resulting from this solicitation shall be governed by the laws of the State of Florida as now and hereafter in force. The venue for actions arising out of this agreement is fixed in Broward County, Florida. 34. FORM AGREEMENT DOCUMENT The City may attach as a part of this solicitation, a Form Agreement document. Bidders shall be responsible for complying with all of the terms and conditions of the Form Agreement document if included herein, except where variant or conflicting language may be included in any Special Conditions contained herein. Bidders shall note any deviation or variance with the Form Agreement document at the time of bid submission. Bid No 16-17B Page 8 35. OTHER GOVERNMENTAL ENTITIES If a Bidder is awarded a contract as a result of this Invitation for Bid, Bidder will, if Bidder has sufficient capacity, capability or quantities available to provide to other governmental agencies, so requesting the products or services awarded in accordance with the terms and conditions of the Invitation for Bid and resulting contract. Prices shall be F.O.B. Destination to the requesting agency. 36. PUBLIC RECORDS CUSTODIAN PUBLIC RECORDS CUSTODIAN: IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT: CITY CLERK 7525 NW 88TH AVENUE ROOM 101 TAMARAC, FL 33321 (954) 597-3505 CITYCLERK@TAMARAC.ORG of Tamarac Purchasing and Contracts Division INVITATION TO BID BID NO. 16-17B CISCO NETWORK INFRASTRUCTURE REPLACEMENT Sealed bids, addressed to the Buyer of the City of Tamarac, Broward County, Florida, will be received in the Purchasing Office, Room 108, 7525 NW 88th Avenue, Tamarac, Florida 33321- 2401 until 2:00 p.m. local time on Thursday, April 21, 2016 at which time bids will be publicly opened and announced for the Bid No. 16-17B Cisco Network Infrastructure Replacement. All bids received after the date and time stated above will be returned unopened to the Bidder. All Bidders are invited to attend the opening. Submit one (1) original document, marked "Original" on its exterior and two (2) photocopies, prior to the bid opening deadline. Late bids will not be accepted. Bids shall be submitted on the official Bid Forms furnished with this bid package; and those submitted otherwise will not be considered responsive. The submittal should be plainly marked "City of Tamarac, Invitation for Bid #16-17B, Cisco Network Infrastructure Replacement" on the outside of the envelope. The City reserves the right to accept or reject any or all bids, or any part of any bid, to waive any informalities, and to award in the best interest of the City of Tamarac. For non -technical inquiries, contact the Purchasing Office at (954) 597-3570. For technical issues, direct questions in writing, through the Purchasing and Contracts Division to James Twigger, Assistant Director of Information Technology, (954) 597-3904, via email to James.Twigger(cD_tamarac.org and to Annmarie.corbett(a-)tamarac.org. Be sure to include the Project Name and Bid Number on all correspondence. Ann Marie Corbett Buyer Publish Sun Sentinel: Thursday, April 7, 2016 Bid No. 16-17B Page 9 City of Tamarac TECHNICAL SPECIFICATIONS and Contracts Division The purpose of this Invitation for Bid (IFB) is to obtain quotes for Cisco network switches, on behalf of the City of Tamarac Information Technology Department, in conformity with the requirements contained herein. Vendor is to provide a quote for the following Cisco switches, licensing, SMARTnet, components and cabling, as specified below. Cost break down is to be included in proposal. 1 WS-C3850-24XS-E Cisco Catalyst 3850 24 Port 1OG Fiber Switch IP Services N/A 1 2 53850UK9-37E CAT3850 Universal k9 image N/A 1 3 C3850-NM-4-10G Cisco Catalyst 3850 4 x 10GE Network Module N/A 1 4 CAB -TA -NA North America AC Type A Power Cable N/A 2 5 STACK-T1-50CM 50CM Type 1 Stacking Cable N/A 1 6 CAB-SPWR-30CM Catalyst 3750X and 3850 Stack Power Cable 30 CM N/A 1 7 PWR-CI-715WAC 715W AC Config 1 Power Supply N/A 1 8 CON-SNTP-WS850XSE SNTC-24X7X4 Cisco Catalyst 3850 24 Port 1OG Fiber Sw 60.0 month(s) 1 9 PWR-Cl-715WAC/2 715W AC Config 1 Secondary Power Supply N/A 1 10 WS-C3850-12X48U-E Cisco Catalyst 385048 Port (12 mGig+36 Gig) UPoE IPServices N/A 1 11 STACK-T1-50CM 50CM Type 1 Stacking Cable N/A 1 12 CAB-SPWR-30CM Catalyst 3750X and 3850 Stack Power Cable 30 CM N/A 1 13 PWR-C1-1100WAC 110OW AC Config 1 Power Supply N/A 1 14 53850UK9-37E CAT3850 Universal k9 image N/A 1 15 PWR-C1-1100WAC/2 110OW AC Config 1 Secondary Power Supply N/A 1 16 C3850-NM-8-10G Cisco Catalyst 3850 8 x 10GE Network Module N/A 1 17 CAB -TA -NA North America AC Type A Power Cable N/A 2 18 CON-SNTP-WSC385UE SNTC-24X7X4 Cisco Catalyst 3850 48 Port (12 mGig+36 60.0 month(s) 1 Bid No. 16-179 Page City of Tamarac Purchasing and Contracts Division 19 WS-C3850-48U-E Cisco Catalyst 385048 Port UPOE IP Services N/A 1 20 CON-SNTP-WS3848UE SNTC-24X7X4 Cisco Catalyst 3850 60.0 month(s) 1 21 S3850UK9-37E CAT3850 Universal k9 image N/A 1 22 PWR-C1-1100WAC/2 1100W AC Config 1 Secondary Power Supply N/A 1 23 C3850-NM-4-10G Cisco Catalyst 38504 x 10GE Network Module N/A 1 24 CAB -TA -NA North America AC Type A Power Cable N/A 2 25 STACK-T1-50CM 50CM Type 1 Stacking Cable N/A 1 26 CAB-SPWR-30CM Catalyst 3750X and 3850 Stack Power Cable 30 CM N/A 1 27 PWR-C1-1100WAC 1100W AC Config 1 Power Supply N/A 1 • • 28 WS-C3850-48U-E Cisco Catalyst 3850 48 Port UPOE IP Services N/A 1 29 CON-SNTP-WS3848UE SNTC-24X7X4 Cisco Catalyst 3850 60.0 month(s) 1 30 53850UK9-37E CAT3850 Universal k9 image N/A 1 31 PWR-C1-1100WAC/2 1100W AC Config 1 Secondary Power Supply N/A 1 32 C3850-NM-4-10G Cisco Catalyst 3850 4 x 10GE Network Module N/A 1 33 CAB -TA -NA North America AC Type A Power Cable N/A 2 34 STACK-T1-50CM 50CM Type 1 Stacking Cable N/A 1 35 CAB-SPWR-30CM Catalyst 3750X and 3850 Stack Power Cable 30 CM N/A 1 36 PWR-C1-1100WAC 1100W AC Config 1 Power Supply N/A 1 City Hall and Fire Station 15 - Switching Infrastructure - Additional Cabling 37 • Bid No. 16-17B Page 11 City of Tamarac Purchasing and Contracts Division INSTRUCTIONS TO BIDDERS BID NO. 16-17B CISCO NETWORK INFRASTRUCTURE REPLACEMENT PROJECT It is the intent of the City to award this bid to the lowest responsible and responsive bidder. The City reserves the right to accept or reject any or all bids and to waive any informality concerning the bids when such rejection or waiver is deemed to be in the best interest of the City. DESCRIPTION OF WORK Bids are hereby requested from qualified Contractors for Cisco switches, licensing, SMARTnet, components and cabling, as previously listed in the Technical Specifications Section. The Purchasing Office will receive written request for clarification concerning the meaning or interpretations of the bid, until Thursday, April 14, 2016 by 12:00 Noon Eastern Time; requests may be sent via facsimile to (954) 597-3565 or email to annmarie.corbett(a)-tamarac.org . City personnel are authorized only to direct the attention of prospective proposers to various portions of the bid so that they may read and interpret such for themselves. No employee of the City is authorized to interpret any portion of this bid or give information as to the requirements of the bid in addition to what is contained in the written bid documents. ADDENDUMS The City may record its response to inquiries and any supplemental instructions in the form of written addenda. The City may provide written addenda up to six (6) calendar days before the date fixed for receiving the bid proposals. Any oral explanation(s) given before the bid opening will not be binding. CONTACT INFORMATION For technical inquiries, contact James Twigger, Assistant Director of Information Technology, through the Purchasing and Contracts Division at (954) 597-3904, or via email at James.Twigger(&tamarac.org. For non -technical inquiries and to reach the Information Technology Department for technical inquiries, contact Ann Marie Corbett at the Purchasing and Contracts Division Office at (954) 597-3566 or by e-mail at Annmarie.corbett(D_tamarac.org . Remainder of page intentionally blank Bid No. 16-17B Page 12 City of Tamarac Purchasing and Contracts Division SPECIAL CONDITIONS BID 16-17B CISCO NETWORK INFRASTRUCTURE REPLACEMENT PROJECT 1. ASSIGNMENT OF CONTRACT Neither this contract, nor any portion thereof, shall be assigned, except by formal approval of the City Commission. No such approval will be construed as making the City a part of or to such assignment, or subjecting the City to liability of any kind to any assignee. No subcontract or assignment shall, under any circumstances, relieve the Contractor of his liability and obligation under this contract, and despite any such assignment, the City shall deal through the Contractor only. However, if the company is sold during the life of the contract, the buying agent must provide the City with a letter signed by an officer of the new owner that can legally bind the company, stating that they will continue to perform the requirements of the contract under all the terms, conditions, and specifications so stated in the contract. 2. CONTRACTOR'S RESPONSIBILITY All equipment provided pursuant to this agreement shall be in good and proper working order. 3. DELIVERY All items shall be delivered F.O.B. destination to a specific City of Tamarac address. All delivery costs and charges must be included in the bid price. Please provide the City with anticipated delivery time on the bid form herein. 4. PAYMENT The Contractor shall invoice the City and provide a written request to the City to commence the one-year warranty period. 5. CONTRACT DOCUMENTS The contract documents shall consist of the Standard Form Of Agreement, Bid Proposal executed and submitted by the Contractor, plans and specifications (where applicable), any addenda or change orders, insurance certificate(s), and the City's Resolution awarding the bid. 6. CHANGE ORDERS Without invalidating the contract, without any monetary compensation, and without notice to any surety, the City reserves and shall have the right to make increases, decreases or other changes to the work as may be considered necessary or desirable to complete the proposed construction in a satisfactory manner. The Contractor shall not start work pursuant to the change order until a change order setting forth the adjustments is approved by the City, and executed by the City and Contractor. Once the change order is so approved, the Contractor shall promptly proceed with the work. 7. CHANGES IN THE CONTRACT PRICE 7.1 CONTRACT PRICE The Contract Price constitutes the total compensation (subject to authorized adjustments, if applicable) payable to the Contractor for providing the equipment. All duties, responsibilities and obligations assigned to or undertaken by the Contractor shall be at his expense without change in the Contract Price or Time except as approved in writing by the City. Bid No 16-17B Page 13 City of Tamarac Purchasing and Contracts Division 7.2 CHANGE ORDER The Contract Price and/or Time may only be changed by a Change Order. A fully executed change order for any extra work must exist before such extra work is begun. Any claim for an increase or decrease in the Contract Price shall be based on written notice delivered by the party making the claim to the other party promptly (but in no event later than 15 days) after the occurrence of the event giving rise to the claim and stating the general nature of the claim. The amount of the claim with supporting data shall be delivered (unless the Owner/Engineer allows an additional period of time to ascertain more accurate data in support of the claim) and shall be accompanied by claimant's written statement that the amount claimed covers all known amounts to which the claimant is entitled as a result of the occurrence of said event. No claim for an adjustment in the Contract Price will be valid if not submitted in accordance with this Paragraph. 8. CHANGES IN CONTRACT TIME CHANGE ORDER: The Contract Time may only be changed by a Change Order. A fully executed change order must exist prior to extension of the contract time. 9. CITY'S OPTION In the event satisfactory adjustment cannot be reached by the City and the Contractor for any item requiring a change in the contract, and a change order has not been issued, the City reserves the right at its sole option to terminate the contract as it applies to these items in question and make such arrangements as the City deems necessary to complete the work. The cost of any work covered by a change order for an increase or decrease in the contract price shall be determined by mutual acceptance of a lump sum by the City and Contractor. If notice of any change in the contract or contract time is required to be given to a surety by the provisions of the bond, the giving of such notice shall be the Contractor's responsibility, and the amount of each applicable bond shall be adjusted accordingly. The Contractor shall furnish proof of such adjustment to the CITY. Failure of the Contractor to obtain such approval from the Surety may be a basis for termination of this Contract by the CITY. Remainder of Page Intentionally Blank Bid No 16-17B Page 14 City of Tamarac Purchasing and Contracts Division SPECIAL PROVISIONS BID 16-17B CISCO NETWORK INFRASTRUCTURE REPLACEMENT PROJECT 1. PURPOSE OF BID The City of Tamarac is hereby requesting Bids, from qualified Contractors for Cisco switches, licensing, SMARTnet, components and cabling, as previously listed in the Technical Specifications Section. 2. ENUMERATION OF CONTRACT DOCUMENTS If any portion of the Contract Documents appears to be in conflict with any other portion, the various documents comprising the Contract Documents shall govern in the following order of precedence: The Technical Specifications 2. The Special Provisions 3. Special Conditions 4. The Instructions to Bidders and General Terms and Conditions 5. The Sample Agreement 3. INTENT It is the intent of the Contract Documents to describe a functionally complete Project in accordance with the Plans and Specifications. Any Work, materials or equipment that may reasonably be inferred from the Contract Documents as being required to produce the intended result will be supplied whether or not specifically called for. When words that have a well-known technical or trade meaning are used to describe Work, materials or equipment such words shall be interpreted in accordance with that meaning. Reference to standard specifications, manuals or codes of any technical society, organization or association, or to the laws or regulations of any governmental authority, whether such reference be specific or by implications, shall mean the latest standard specification, manual, code or laws or regulations in effect at the time of contract award, except as may be otherwise specifically stated. However, no provision of any referenced standard specification, manual or code (whether or not specifically incorporated by reference in the Contract Documents) shall be effective to change the duties and responsibilities of the City, the Contractor, or any of their consultants, agents or employees from those set forth in the Contract Documents. 4. FAMILIARITY WITH THE TOTAL SCOPE OF THE PROJECT The Contractor shall be familiar with the total scope of the project prior to commencement of any work. 5. CITY'S RESPONSIBILITIES 5.1 The City shall designate a representative authorized to act on the City's behalf with respect to the Project. 5.2 If the City observes or otherwise becomes aware of a fault or defect in the equipment delivered or nonconformity with the Contract Documents, the City shall give prompt written notice thereof to the Contractor. Sic! No. 16-17B Page 15 City of Tamarac Purchasing and Contracts Division 6. CREDIT CARD PURCHASES The City of Tamarac desires to have the ability to use a city credit card for payment. Contractors are encouraged to allow for the use of city credit cards as payment by the City. 7. CHANGE QUANTITIES/CHANGE ORDERS 7.1 The City, without invalidating this Agreement, may order additions, deletions or revisions to the Work. A written Amendment, Change Order or Work Change Directive shall authorize such additions, deletions or revisions. 7.2 All Change Orders which, individually or when cumulatively added to amounts authorized pursuant to prior Change Orders for this Project, increase the cost of the Work to the City or which extend the time for completion, must be formally authorized and approved by the appropriate City authority prior to their issuance and before Work may begin. 7.3 The Contract Price and Contract Time shall be changed only by Change Order or written Amendment. 7.4 The Contractor shall not be entitled to an increase in the Contract Price or an extension of the Contract times with respect to any Work performed that is not required by the Contract Documents as amended, modified and supplemented. 7.5 Any claim for adjustment in the Contract Price or time shall be based upon written notice delivered by the party making the claim to the other parties and to the City not later than fifteen (15) calendar days after the occurrence or event giving rise to the claims and stating the general nature of the claim. No claim for an adjustment in the Contract Price or an extension of the contract time will be valid if not submitted in accordance with this Paragraph. 7.6 The cost or credit to the City from a change in the Work shall be determined by one or more of the following ways: 7.6.1 By mutual acceptance of a lump sum properly itemized and supported by sufficient substantiating data to permit evaluation where unit prices do not exist in the contract documents; 7.6.2 By unit prices stated in the Contract Documents or subsequently agreed upon. 8. WARRANTIES 8.1 The Contractor warrants that all equipment, materials and Workmanship furnished, whether furnished by the Contractor or its subcontractors and Suppliers, will comply with the Technical Specifications, drawings and other descriptions supplied or adopted and that all services will be performed in a Workmanlike manner. 8.2 The Contractor warrants to the City that it will comply with all applicable federal, state and local laws, regulations and orders in carrying out its obligations under the Contract. 8.3 The Contractor warrants to the City that it is not insolvent, it is not in bankruptcy proceedings or receivership, nor is it engaged in or threatened with any litigation, arbitration or other legal or administrative proceedings or investigations of any kind which would have an adverse effect on its ability to perform its obligations under the Contract. Bid No. 16-17B Page 16 City of Tamarac Purchasinq and Contracts Division COMPANY NAME: (Please Print): Phone: Fax: BEFORE SUBMITTING YOUR BID, MAKE SURE YOU... 1. ❑ Carefully read the General Terms & Conditions, Special Conditions and Special Provisions. 2. ❑ Properly fill out the Bid Forms and the Schedule of Bid Prices. 3. ❑ Fill out and sign the Non -Collusive Affidavit and have it properly notarized. 4. ❑ Sign the Certification page. Failure to do so may result in your Bid being deemed non -responsive. 5. ❑ Fill out the Bidder's Qualification Statement. 6. ❑ Fill out the References page. 7. ❑ Sign the Vendor Drug Free Workplace Form. 8. ❑ Include proof of insurance. Submit ONE (1) Original AND TWO (2) Photocopies of your bid, clearly marked with the BID NUMBER AND BID NAME on the outside of the package. Make sure your Bid is submitted PRIOR to the deadline. Late Bids will not be accepted. Failure to provide the requested attachments may result in your bid being deemed non -responsive. THIS SHOULD BE THE FIRST PAGE OF YOUR BID. Bid No 96-17B Page 17 City of Tamarac Purchasing and Contracts Division 13197;161N ,I BID NO. 16-17B CISCO NETWORK INFRASTRUCTURE REPLACEMENT PROJECT The City of Tamarac is hereby requesting Bids from qualified contractors for Cisco switches, licensing, SMARTnet, components and cabling, as previously listed in the Technical Specifications Section. We propose to furnish the following items in conformity with the specifications and at the indicated bid prices. The bid prices quoted have been checked and certified to be correct. Said prices are fixed and firm and shall be paid to Bidder for the successful completion of its obligation as specified in the contract documents. In the event of obvious mathematical errors, the Bidder recognizes that these are clerical in nature and may be corrected by City. For each bid item, Bidder agrees to furnish all equipment necessary to properly perform the work described herein. A more detailed description of Pay Items are located throughout the Technical Specifications. It is the intent of the City to award this bid based on the Total Base Bid for all bid items. In the event or latent multiplication or addition errors, the Bidder recognizes that these are clerical errors and may be corrected by the Owner. Remainder of Page Intentionally Blank Bid No. 16-17B Page 18 of Tamarac and Contracts Division BID SCHEDULE Bidder agrees that any unit price listed is to be multiplied by the estimated quantity requirements listed below in order to arrive at the total price. For each item, Bidder agrees to furnish all equipment necessary to properly perform the work described. It is the intent of the City to award this contract based on the Grand Total Base bid for all bid items. In the event of latent multiplication or addition errors, the Bidder recognizes that these are clerical errors and may be corrected by the Owner. Bid hJo. 16-178 Page 19 City of Tamarac Purchasing and Contracts Division City Hall - 24-Port Fiber Network Switch - IT Data Center 1 WS-C3850-24X5-E Cisco Catalyst 3850 24 Port 10G Fiber Switch IP Services N/A 1 $0.00 2 53850U K9-37E CAT38SO Universal k9 image N/A 1 $0.00 3 C3850-NM-4-10G Cisco Catalyst 3850 4 x lOGE Network Module N/A 1 $0.00 4 CAB -TA -NA North America AC Type A Power Cable N/A 2 $0.00 5 STACK-T1-50CM 50CM Type 1 Stacking Cable N/A 1 $0.00 6 CAB-SPWR-30CM Catalyst 3750X and 3850 Stack Power Cable 30 CM N/A 1 $0.00 7 PWR-Cl-715WAC 715W AC Config 1 Power Supply N/A 1 $0.00 8 CON-SNTP-WS850XSE SNTC-24X7X4 Cisco Catalyst 3850 24 Port 10G Fiber Sw 60.0 month(s) 1 $0.00 9 PWR-Cl-715WAC/2 715W AC Config 1 Secondary Power Supply N/A 1 $0.00 $0.00 Fire Station 15 - 48-Port Network Switch - IT Data Center 10 WS-C3850-12X48U-E Cisco Catalyst 385048 Port (12 mGig+36 Gig) UPoE IPServices N/A 1 $0.00 11 STACK-Tl-50CM 50CM Type 1 Stacking Cable N/A 1 $0.00 12 CAB-SPWR-30CM Catalyst 37SOX and 3850 Stack Power Cable 30 CM N/A 1 $0.00 13 PWR-C1-1100WAC 1100W AC Config 1 Power Supply N/A 1 $0.00 14 53850UK9-37E CAT3850 Universal k9 image N/A 1 $0.00 15 PWR-C1-1100WAC/2 1100W AC Config 1 Secondary Power Supply N/A 1 $0.00 16 C3850-NM-8-IOG Cisco Catalyst 3850 8 x lOGE Network Module N/A 1 $0.00 17 CAB -TA -NA North America AC Type A Power Cable N/A 2 $0.00 18 CON-SNTP-WSC385UE SNTC-24X7X4 Cisco Catalyst 385048 Port (12 mGig+36 60.0 month(s) 1 $0.00 _. $0.00 19 WS-C3850-48U-E Cisco Catalyst 3850 48 Port UPOE IP Services N/A 1 $O.00 20 CON-SNTP-W53848UE SNTC-24X7X4 Cisco Catalyst 3850 60.0 month(s) 1 $O.00 21 S3850UK9-37E CAT3850 Universal k9 image N/A 1 $O.00 22 PWR-Cl-1100WAC/2 1100W AC Config 1 Secondary Power Supply N/A 1 $O.00 23 C3850-NM-4-10G Cisco Catalyst 38504 x 10GE Network Module N/A 1 $O.00 24 CAB -TA -NA North America AC Type A Power Cable N/A 2 $O.00 25 STACK-Tl-50CM 50CM Type 1 Stacking Cable N/A 1 $0.00 26 CAB-SPW R-30CM Catalyst 3750X and 3850 Stack Power Cable 30 CM N/A 1 $0.00 27 PWR-Cl-1100WAC 1100W AC Config 1 Power Supply N/A 1 $0.00 $0.00 28 WS-C3850-48U-E Cisco Catalyst 385048 Port UPOE IP Services N/A 1 $0.00 29 CON-SNTP-W53848UE SNTC-24X7X4 Cisco Catalyst 3850 60.0 month(s) 1 $0.00 30 53850U K9-37E CAT3850 Universal k9 image N/A 1 $0.00 31 PWR-Cl-1100WAC/2 1100W AC Config 1 Secondary Power Supply N/A 1 $0.00 32 C3850-NM-4-10G Cisco Catalyst 38504 x 10GE Network Module N/A 1 $0.00 33 CAB -TA -NA North America AC Type A Power Cable N/A 2 $0.00 34 STACK-Ti-50CM 50CM Type 1 Stacking Cable N/A 1 $0.00 35 CAB-SPW R-30CM Catalyst 3750X and 3850 Stack Power Cable 30 CM N/A 1 $0.00 36 PWR-Cl-1100WAC 1100W AC Config 1 Power Supply N/A 1 $0.00 $0.00 Grand Total )0; Bid No. 16-17B Page 20 of Tamarac Purchasing and Contracts Division BID FORM (continued) BID NO. 16-17B CISCO NETWORK INFRASTRUCTURE REPLACEMENT PROJECT Submitted by: THIS BID IS SUBMITTED TO: City of Tamarac Purchasing and Contracts Manager 7525 Northwest 88th Avenue Tamarac, Florida 33321 Date 1. The undersigned Bidder proposes and agrees, if this bid is accepted, to enter into a contract with the City to perform and furnish all Work as specified herein for the Contract Price and within the Contract Period indicated in this bid. 2. This bid will remain subject to acceptance for ninety (90) days after the day of bid opening. Bidder will sign and submit the necessary documents required by the City within fifteen (15) days prior to the date of the City's Award. a. Bidder has familiarized itself with the nature and extent of the contract documents, locality, and all local conditions and laws and regulations that in any manner may affect cost, progress, performance or furnishing of the Work. b. Bidder has given the City written notice of all conflicts, errors or discrepancies that it has discovered in the contract documents and the written resolution thereof by the City is acceptable to Bidder. C. This Bid is genuine and not made in the interest of or on behalf of any undisclosed person, firm or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; Bidder has not directly or indirectly induced or solicited any other Bidder to submit a false or sham Bid; Bidder has not solicited or induced any person, firm or corporation to refrain from bidding; and Bidder has not sought by collusion to obtain for itself any advantage over any other Bidder or over the City. 3. Bidder will complete the Work for the prices shown in the "Bid Form". 4. Bidder agrees that the Work will be substantially performed and complete in accordance with the schedules established herein. Bid No 16-178 Page 21 _ City of Tamarac Purchasing and Contracts Division BID FORM (continued) BID NO. 16-17B CISCO NETWORK INFRASTRUCTURE REPLACEMENT PROJECT The City reserves the right to reject any bid, if it deems that a vendor has deliberately provided erroneous information. The undersigned declare to have specific and legal authorization to obligate their firm to the terms of this bid, and further, that they have examined the Invitation to Bid, the instructions to Bidders, the Specifications, and other documents included in this bid request, and hereby promises and agrees that, if this bid is accepted, they will faithfully fulfill the terms of this bid together with all guarantees and warranties thereto. The undersigned bidding firm further certifies the product and/or equipment meets or exceeds the specification as stated in the bid package; and also agrees that products and/or equipment to be delivered which fail to meet bid specifications will be rejected by the City within thirty (30) days of delivery. Return of rejection will be at the expense of the bidder. Authorized Signature Typed/Printed Name Telephone Fax Company Name Address City, State, ZIP Federal Tax ID Number Email address for above signer (if any) Contractor's License Number Bid No. 16-17B Page 22 City of Tamarac Purchasing and Contracts Division BID FORM (continued) BID NO. 16-17B CISCO NETWORK INFRASTRUCTURE REPLACEMENT PROJECT Bidder's Name: TERMS: % (percent discount, if any, if payment made within DAYS; otherwise, terms are NET 30 days. The City of Tamarac desires to have the ability to use a city credit card for payment. Will your firm accept a Visa credit card as payment from the City of Tamarac? ❑ Yes ❑ No Delivery/completion: calendar days after receipt of Notice to Proceed or Purchase Order, whichever is applicable for this project. To be considered eligible for award, one (1) original and two (2) copies of this bid form should be submitted with the Bid. One original bid must be submitted at time of bid opening. Copies must be provided within 3 business days of City's request. NOTE: Bid submittals without the manual signature of an authorized agent of the Bidder, as evidenced by completion of the Certified Resolution form contained herein (or acceptable Corporate Resolution) may be deemed non -responsive and ineligible for award. NOTE: Bid submittals without the manual signature of an authorized agent of the Bidder shall be deemed non -responsive and ineligible for award. IF "NO BID" IS OFFERED, PLEASE PROVIDE THE FOLLOWING INFORMATION: Please indicate reason(s) why a Bid Proposal is not being submitted at this time. Return the Bid Form to avoid removal of Bidder from the City of Tamarac's vendor listing. Bid No 16-17B Page 23 City of Tamarac NON -COLLUSIVE AFFIDAVIT State of )ss. County of ) Purchasing & Contracts Division being first duly sworn, deposes and says that: He/she is the (Owner, Partner, Officer, Representative or Agent) of the Offeror that has submitted the attached Proposal; 5. He/she is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal; 6. Such Proposal is genuine and is not a collusive or sham Proposal; 7. Neither the said Offeror nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Offeror, firm, or person to submit a collusive or sham Proposal in connection with the Work for which the attached Proposal has been submitted; or to refrain from bidding in connection with such Work; or have in any manner, directly or indirectly, sought by agreement or collusion, or communication, or conference with any Offeror, firm, or person to fix the price or prices in the attached Proposal or of any other Offeror, or to fix any overhead, profit, or cost elements of the Proposal price or the Proposal price of any other Offeror, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against (Recipient), or any person interested in the proposed Work; 8. The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Offeror or any other of its agents, representatives, owners, employees or parties in interest, including this affiant. Signed, sealed and delivered in the presence of: By Witness Witness Printed Name Title Bid No 16-17B Page 24 City of Tamarac ACKNOWLEDGMENT NON -COLLUSIVE AFFIDAVIT State of Florida County of Purchasing and Contracts Division On this the day of , 20 , before me, the undersigned Notary Public of the State of Florida, personally appeared and (Name(s) of individual(s) who appeared before notary) whose name(s) is/are Subscribed to within the instrument, and he/she/they acknowledge that Fie/she/they executed it. WITNESS my hand and official seal. NOTARY PUBLIC SEAL OF OFFICE: NOTARY PUBLIC, STATE OF FLORIDA (Name of Notary Public: Print, Stamp, or Type as Commissioned) ❑ Personally known to me, or ❑ Produced identification: (Type of Identification Produced) ❑ DID take an oath, or ❑ DID NOT take an oath Bid No 1647E Page 25 City of Tamarac Purchasing and Contracts Division CERTIFICATION THIS DOCUMENT MUST BE SUBMITTED WITH THE BID We (1), the undersigned, hereby agree to furnish the item (s)/se rvice(s) described in the Invitation to Bid. We (1) certify that we (1) have read the entire document, including the Specifications, Additional Requirements, Supplemental Attachments, Instructions to Bidders, Terms and Conditions, and any addenda issued. We agree to comply with all of the requirements of the entire Invitation To Bid. Indicate which type of organization below: INDIVIDUAL ❑ If "Other", Explain: Authorized Signature Typed/Printed Name Telephone Fax PARTNERSHIP ❑ CORPORATION ❑ OTHER ❑ Email address for above signer (if any) Company Name Address City, State, ZIP Federal Tax ID Number Contractor's License Number Bid No. 9 6-17B Page 23 City of Tamarac Purchasing and Contracts Division BIDDER'S QUALIFICATION STATEMENT The undersigned certifies under oath the truth and correctness of all statements and all answers to questions made hereinafter: Name of Company Address City State Zip Telephone Fax Number 1. How many years has your organization been in business under its present name? Years 2. If Vendor is operating under Fictitious Name, submit evidence of compliance with Florida Fictitious Name Statute: 3. Under what former name(s) has your business operated? List former address(es) of that business (if any). 4. Are you Certified?Yes ❑ No ❑ If Yes, attach copy of Certification 5. Are you Licensed? Yes ❑ No ❑ If Yes, attach copy of License 6. Has your company ever declared bankruptcy? Yes ❑ No ❑ If Yes, explain: 7. Are you a Sales Representative ❑ Distributor ❑ Broker ❑ or Manufacturer ❑ of the commodities/services bid upon? 8. Have you ever received a contract or a purchase order from the City of Tamarac or other governmental entity? Yes ❑ No ❑ If yes, explain (date, service/project, bid title etc.) 9. Have you ever received a complaint on a contract or bid awarded to you by any governmental entity? Yes ❑ No ❑ If yes, explain: 10. Have you ever been debarred or suspended from doing business with any governmental entity? Yes ❑ No ❑ If yes, explain: Bid No 16-"173 � Page 24 of Tamarac REFERENCES and Contracts Division Please list government agencies and/or private firms with whom you have done business during the last five years: Your Company Name Address City State Zip Phone/Fax Agency/Firm Name: Address City State Zip Phone/Fax Contact Name Agency/Firm Name: Address City State Zip Phone/Fax Contact Name Agency/Firm Name: Address City State Zip Phone/Fax Contact Name Agency/Firm Name: Address City State Zip Phone/Fax Contact Name Agency/Firm Name: Address City State Zip Phone/Fax Contact Name Bid No. 16-17B Page 25 of Tamarac Purchasing and Contracts Division VENDOR DRUG -FREE WORKPLACE Preference may be given to vendors submitting a certification with their bid/proposal certifying they have a drug -free workplace in accordance with Section 287.087, Florida Statutes. This requirement affects all public entities of the State and becomes effective January 1, 1991. The special condition is as follows: IDENTICAL TIE BIDS - Preference may be given to businesses with drug -free workplace programs. Whenever two or more bids that are equal with respect to price, quality, and service are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it 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 vendors have a drug -free workplace program. In order to have a drug -free workplace program, a business shall: 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 actions that will be taken against employees for violations of such prohibition. 9. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 10. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1). 11. In the statement specified in subsection (1), 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 that five (5) days after each conviction. 12. Impose a section 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. 13. Make a good faith effort to continue to maintain a drug -free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this form complies fully with the above requirements. Authorized Signature Company Name Bid ;No 16-17B Page 26 City of Tamarac CERTIFIED RESOLUTION Purchasing and Contracts Division I, (Name), the duly elected Secretary of (Corporate Title), a corporation organized and existing under the laws of the State of , do hereby certify that the following Resolution was unanimously adopted and passed by a quorum of the Board of Directors of the said corporation at a meeting held in accordance with law and the by-laws of the said corporation. "IT IS HEREBY RESOLVED THAT (Name)", the duly elected (Title of Officer) of (Corporate Title) be and is hereby authorized to execute and submit a Bid and/or Bid Bond, if such bond is required, to the City of Tamarac and such other instruments in writing as may be necessary on behalf of the said corporation; and that the Bid, Bid Bond, and other such instruments signed by him/her shall be binding upon the said corporation as its own acts and deeds. The secretary shall certify the names and signatures of those authorized to act by the foregoing resolution. The City of Tamarac shall be fully protected in relying upon such certification of the secretary and shall be indemnified and saved harmless from any and all claims, demands, expenses, loss or damage resulting from or growing out of honoring, the signature of any person so certified or for refusing to honor any signature not so certified. I further certify that the above resolution is in force and effect and has not been revised, revoked or rescinded. I further certify that the following are the name, titles and official signatures of those persons authorized to act by the foregoing resolution. NAME TITLE Given under my hand and the Seal of the said corporation this (SEAL) 0 SIGNATURE day of 20_. Secretary Corporate Title NOTE: The above is a suggested form of the type of Corporate Resolution desired. Such form need not be followed explicitly, but the Certified Resolution submitted must clearly show to the satisfaction of the City of Tamarac that the person signing the Bid and Bid Bond for the corporation has been properly empowered by the corporation to do so in its behalf. Bid No, 16-17B Page 27 City of Tamarac Purchasing and Contracts Division DATE OF ISSUANCE: CHANGE ORDER CHANGE ORDER NO. OWNER: PROJECT NAME: CITY OF TAMARAC 7525 NW 88t" Avenue Tamarac, FL 33321-2401 :9►• CONTRACTOR PROJECT NO. P.O. NUMBER IN COMPLIANCE WITH SPECIFICATIONS IN THE ABOVE REFERENCED CONTRACT, THE CONTRACTOR AND THE CITY DO BOTH HEREBY AGREE THAT THE CONTRACTOR SHALL MAKE THE FOLLOWING CHANGES, ADDITIONS OR DELETIONS TO THE WORK SPECIFIED IN THE PLANS AND SPECIFICATIONS: DESCRIPTION: PURPOSE OF CHANGE ORDER: CHANGE IN CONTRACT PRICE CHANGE IN CONTRACT TIME Original Contract Price Original Contract Time Previous Change Order No. to No. Net change from previous change orders Contract Price prior to this Change Order Contract Time prior to this Change Order Net (Increase) of this Change Order Net (Increase) of this Change Order Contract Price with all approved Change Orders Contract Time with all approved Change Orders RECOMMENDED APPROVED APPROVED BY BY BY Director City Manager Contractor Date Date Date Bid No. 16 1I Page 28 CITY OF TAMARAC PURCHASING AND CONTRACTS DIVISION 7525 NW 88T" AVENUE TAMARAC, FL 33321 "Committed to Excellence... Always ADDENDUM NO. 1 DATE: 04/06/2016 BID NO. 16-17B CISCO NETWORK INFRASTRUCTURE REPLACEMENT This addendum shall modify and become a part of the original Bid Document. The following clarifications, changes, additions and/or deletions are hereby made part of the Contract Documents for Bid No. 16-17B — Cisco Network Infrastructure Replacement TO ALL PROSPECTIVE BIDDERS: Please note responses to the following questions. Responses are shown in italic type. 1. Will this bid be awarded to one vendor or will it be awarded by line item? - Award shall be made to one (1) firm with the lowest responsive and responsible aggregate Bid. 2. Can other brands of switches such as HP or Brocade be quoted instead of Cisco switches? - No, per the IFB, please quote only the specific Cisco equipment listed due to compatibility with existing equipment already on site. Please return and/or acknowledge this Addendum No.1 with your bid submittal due April 21, 2016 by 2:00 PM local time to Tamarac City Hall, RM 108, 7525 NW 88th Ave., Tamarac, FL 33321. Sincerely, Ann Marie Corbett Buyer Please Acknowledge Receipt and Review of this Addendum: Comoanv Name: Authorized Signature: Date: Printed Name: Addendum No. 1 — Bid No. 16-17B — CISCO NETWORK INFRASTRUCTURE REPLACEMENT Page 1 of 1 CITY OF TAMARAC PURCHASING AND CONTRACTS DIVISION 7525 NW 88T" AvENUE TAMARAC, FL 33321 "Committed to Excellence... Always ADDENDUM NO. 2 DATE: 04/08/2016 BID NO. 16-17B CISCO NETWORK INFRASTRUCTURE REPLACEMENT This addendum shall modify and become a part of the original Bid Document. The following clarifications, changes, additions and/or deletions are hereby made part of the Contract Documents for Bid No. 16-17B — Cisco Network Infrastructure Replacement TO ALL PROSPECTIVE BIDDERS: Please note responses to the following questions. Responses are shown in italic type. 1. Could you confirm if there is a cost estimate? - The City is estimating the cost to be in the range of $85, 000 — 100,000 2. Is the Bid only to purchase Cisco equipment without installation? - Equipment only, no installation. Please return and/or acknowledge this Addendum No.2 with your bid submittal due April 21, 2016 by 2:00 PM local time to Tamarac City Hall, RM 108, 7525 NW 88th Ave., Tamarac, FL 33321. Sincerely, & Azu-, a Ann Marie Corbett Buyer Please Acknowledge Receipt and Review of this Addendum: Company Name: Authorized Signature: Date: Printed Name: Addendum No. 1 — Bid No. 16-17B — CISCO NETWORK INFRASTRUCTURE REPLACEMENT Page 1 of 1