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Home My WebLink About6L TR 11443 additional backup.pdfIS yieLG City of Jacksonville 117 W. Duval Street Jacksonville, FL 32202 rotation Technologies Department rmation Technologies Telecommunication N. Hogan Street Floor ksonville, FL 32202 act Eric Nagel (M.Weaver) at (904) 255.8006 `TK 11443 Purchase Order PO Date: 07/17/2008 Buyer. Barbara DiMato Phone #: (904) 630 - 0925 FOB: F.O.B., Destination Terms: Net 30 dnistretion 8 Finance ounts Payable W. Duval Street ksonville, FL 32202 Page 1 of 4 I Department Bid Number Requisition Number Delivery Date Central Operations REQ040648 08/06/2008 Item I Description Quantity I Unit I Unit Price I Total 18 •`•""' SHIP TO ADDRESS"""' Chief Moreland, Jacksonville Fire 8 Rescue Department, 515 North Julia Street, Jacksonville, FL 32202 Any questions, please contact: Mike Weaver at 904-255-8098. 1 Jacksonville Fire and Rescue Mobile Data Terminal Replacement as per the terms of BID# XF-0510-08. 2 CF-19FHGAXAM............ Panasonic ToughBook CF19or equivalent, - Vista 182.00 FA $2,860.00 $518,700.00 COA, Intel Core 2 Duo U75001.06Ghz (Centeno), 10.4' Touch Screen XGA, 80GB, 1GB, Intel 802.11a/Wg, Dual pass through, WnXP, TPM1.2 Bluetooth,No Optical 3 CF-WM BA601G........... iGB Memory Upgrade for Panasonic CF19or 182.00 EA $95.00 $17,290.00 equivalent 4 DS.CF19...... ..... Docking Station for CF19or equivalent with the following 182.00 EA $497.00 $90,454.00 ports (1) PS2, (1) VGA, (1) Speaker, (1) Microphone, (4) Fully powered USB 2.0. (1) RJ45 Ethernet, Noise Filtering, EMI Filtering 5 DCPR.90........... External power supply and cable for Panasonic CF79or 182.00 EA $100.00 $18,200.00 equivalent docking station 6 I SSA ............ Screen Stiffener for the CF19 or equivalent Docking station I 182.00 I EA I $41.00 I $7,462.00 City of Jacksonville 117 W. Duval Street Jacksonville, FL 32202 �rmatlon Technologies Department natation Technologies Telecommunication N. Hogan Street Floor ksonvllle, FL 32202 tact Eric Nagel (M.Weaver) at (904) 265-8006 Purchase Order PO Dale: 07/17/2008 Buyer: Barbara DiMaio Phone #: (904) 630 - 0925 FOB: F.O.B., Destination Terms: Net 30 Administration 8 Finance Accounts Payable 117 W. Duval Street Jacksonville, FL 32202 Page 2 of 4 Department Bid Number Requisition Number Delivery Date Central Operations REQ040648 08/06/2008 Item Description Quantity Unit Unit Price Total 7 TLSM ............ Motion device mounted below a dock or tray that offers 182.00 FA $45.50 $6,281.00 horizontal axis rotation of 180 degrees and tilts up to a 90 degree vertical axis - Complete with a handle to lock down position - Includes mounting hardware 8 CSA............ Motion device mounted below a dock or tray that offers 91.00 FA $130.00 $11,830.00 horizontal axis rotation of 90 degrees and slides up to 3.3 inches - Complete with a handle to lock down position - Includes mounting hardware 9 WM.521..............Bulkhead mount designed to work with LEOCO's or 42.00 FA $144.00 $6,048.00 equivalent full line of motion devices. Effectively combines a FAM,S, TUB15, and MCS into one super -rugged unit. Made of high quality powder -coaled steel. 10 TBSBK........... Stiffener kit for tubes taller then flinches that utilizes a tube 91.00 EA $36.50 $3,321.50 cylinder attachment to offer additional stability - Includes mounting - hardware 11 CMS-LEDCO.............Universal adapter base for mounting LEDCO or 91.00 EA $45.50 $4,140.50 equivalent motion devices to a gat surface - Includes mounting hardware and backing plate for additional stability 12 UFB.............Universal adapter base used for mounting LEDCO or equivalent 17.00 FA $31.00 $527.00 tubes to eat surfaces - includes mounting hardware - drilling required 13 1 base Backing plate for support typically used with universal Bat I 17.00 1 EA I $17.00 I $289.00 City of Jacksonville 117 W. Duval Street Jacksonville, FL 32202 andor Number: 00000086 nsight Public Sector, Inc. O BOX 713096 elumbus. OH 43271 rmation Technologies Department rmation Technologies Telecommunication N. Hogan Street Floor ksonville, FL 32202 tact Eric Nagel (M.Weaver) at (904) 265-8006 Purchase Order PO Date: 07/17/2008 Buyer: Barbara DiMaio Phone #: (904) 630 - 0925 FOB: F.O.B., Destination Terms: Net 30 Page 3 of 4 Department Bid Number Requisition Number I Delivery Data Central Operations REQ040648 08/06/2008 Item Description Quantity Unit Unit Price Total 14 TUB10..............Mounting pedestal adjustable from 10.5" to 15.4" - fits any 32.00 EA $60.00 $1,920.00 LEDCO or equivalent base plate - includes mounting hardware 15 base plateetal 7 includes mole from 15.4" unting ng hardware l0 22.4" - fits any I 17.00 I EA I $69.00 I $1,173.00 I LEDCO or equivalent 16 SW.FTL............ Passenger aide mounting system for Ford F250- F350- 7.00 EA $100.00 $700.00 F650('99=07) Ford F450- F550- F750('99=08) Ford Excursion ('0045) - includes angle tube and offset adapter plate - no drilling required 17 SW.GMT.A..............Passenger side mounting system for Chevrolet 25.00 EA $80.00 $2,000.00 Suburban - Tahoe - Silverado ('00--'07) Yukon - Siena ('00-'OS) - GMC Denali ('06207) - Hummer H2 SUV ('08) Includes angle tube and mounting hardware- No drilling required $692,336.00 $0.00 $0.00 $692,336.00 THIS ORDER IS SUBJECT TO THE GENERAL CONDITIONS ATTACHED HERETO. MANUFACTURER'S FEDERAL EXCISE TAX EXEMPT NO: 5989-0120K FLORIDA STATE SALES AND USE TAX EXEMPTION NO: 858012621607C8 Revised Dale: 01/14/3008 Approved By Michael Clapsaddle, Chief Procurement Division ��% P VVV .:-:L\V \T vvIYYa IYi�^Y •�IYYi ... ... SUBMIT AN ORIGINAL AND ONE (1) COPY BID SPECIFICATIONS Where Florida Begins. FOR JACKSONVILLE FIRE AND RESCUE MOBILE DATA TERMINAL REPLACEMENT ITD BID NO: XF-0510-08 OPEN DATE: 6/18/2008 TIME: 2:00 P.M. PLACE: 3RD FLOOR, CITY HALL, 117 WEST DUVAL STREET, CONFERENCE ROOM C PRE -BID CONFERENCE: DATE: N/A TIME: WA LOCATION: N/A WA CITY OF JACKSONVILLE DEPARTMENT OF PROCUREMENT JOHN PEYTON DEVIN J. REED, DIRECTOR MAYOR DEPARTMENT OF PROCUREMENT FORM OB-101, revised 1212003 BID # aBIDNa» BID # XF-0510-08 Table of Contents JACKSONVILLE FIRE AND RESCUE MOBILE DATA TERMINAL REPLACEMENT EQUAL BUSINESS OPPORTUNITY PROGRAM..........................................................................................................2 BIDFORM............................................................................................................................................................................4 GENERAL CONDITIONS SUPPLEMENTAL CONDITIONS CONFLICT OF INTEREST CERTIFICATE INSURANCE AND INDEMNIFICATION TERMS AND CONDITIONS DISQUALIFIED VENDORS LIST .5 .6 .8 .9 10 14 PROCUREMENT PROTEST PROCEDURES......................................................................................15 SUPPLIER/CONTRACTOR PERFORMANCE EVALUATION PROGRAM 19 NOBID FORM...................................................................................................................................................................29 BID H aBIDNov _ EQUAL BUSINESS OPPORTUNITY PROGRAM Encouragement Plan It is an official policy of the City of Jacksonville to encourage the maximum participation of Jacksonville Small Emerging Business / Minority Business Enterprises (JSEB/MBEs) in its contract awards based upon availability. This project has been designated to be under the Equal Business Opportunity Program and has been selected to utilize the following method for achieving JSEB/MBE utilization and goals under the Equal Business Opportunity Program: The Encouragement Plan. Under the encouragement plan, vendors are required to make all efforts reasonably necessary to ensure that City certified JSEB/MBEs have a full and fair opportunity to compete for performance on this project. Bidders/Suppliers/Consultants or any entity doing business with the City shall not discriminate on the basis of race, ethnicity, national origin or gender in the award and performance of the work under this contract. Please use the attached form 1 (Schedule of Participation) to submit JSEB/MBE Participation on this Bid. You may contact the City's Equal Business Opportunity Office for a copy of the JSEB/MBE directory or visit our web site at www.coj.net. (REMAINDER OF THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK) BID # uBIDNo» SCHEDULE OF SUBCONTRACTOR/SUBCONSULTANT PARTICIPATION NAME OF BIDDER PROJECT TITLE BID NUMBER *Please list all MBEs or JSEBs first NAME OF SUB ADDRESS OF FIRM FIRM TOTAL BASE BID AMOUNT TYPE TYPE OF OF SUB WORK TO BE (if certified) PERFORMED TOTAL CONTRACT VALUE CON SU LTANT/SU BCONTRACTO R/S U PPLI ER TOTAL VALUES African -American Participation Total Value: $ Asian -American Participation Total Value: $ Hispanic -American Participation Total Value: $ Native -American Partici ation Total Value: $ Women Participation Total Value: $ The undersigned acknowledges and agrees that, if iany of the above -listed MBEs and/or JSEBS are not, for any reason, properly certified with the City, in accordance with Ordinance 2004-602, at the time of bid opening, the same will not be counted toward meeting the participation percentage goal as defined herein. The undersigned will enter into a formal Agreement with the MBE / JSEB Suppliers/Consultants/Subcontractors identified herein for work listed in this schedule, as well as any applicable alternates, conditioned upon execution of a contract with the City of Jacksonville. Under penalties of perjury I declare that I have readtheforegoing conditions and instructions and the facts are true to the best of my knowledge and beliefs. Signature: Signature of Prime Contractor Print Name: Title Attach additional list of subcontractors/subconsultants as needed FORM 1 10/04 Date: BID # aBIDNw. BID FORM DATE: City of Jacksonville REQUEST TO BID NO. XF-0510-08 De artment of Procurement THIS FORM MUST BE SIGNED AND. INCLUDED IN BID SUBMISSION SUBMIT BID IN DUPLICATE COMPANY NAME AND ADDRESS THIS BID WILL BE OPENED ON 6/18/2008 2:00 P.M. IN CONFERENCE ROOM C, THIRD FLOOR, CITY HALL. RESPONSE(S) TO BID MUST BE IN INK OR TYPEWRITTEN FID/SSN# BUYER: Barbara DiMaio PHONE: 904 630-0925 BID SECURITY REOUIREMENTS TERM OF CONTRACT Other Prices must remain firth for a period of ninety (90) days after award approval. NONE SAMPLE REOUIREMENTS PERFORMANCE BOND None Required None Required QUANTITIES: FOR TECHNICAL INOUIRIES. CONTACT: Quantities indicated are exacting - Mike Weaver 904-255-8098 AGENCY: Information Technology Division Purchase of Mobile Data Terminal Replacement for JFRD Laptop Computers as per the attached specifications, terms & conditions and bid proposal form. Warranty form(s) islare required. TERMS OF PAYMENT: NET OR_% DISCOUNT _DAYS DISCOUNTS OFFERED FOR PAYMENT PERIODS OF LESS THAN 30 DAYS WILL NOT BE CONSIDERED IN MAKING AWARD Bidder's Certification Material Is F.O.B.Ed ball Building, 214 N. Hogan Street 6th Floor, Jacksonville, FL Delivery will be made In business days from receipt of purchase order. We have received addenda Handwritten Signature of Authorized Officer of Firm Date _through_ Print Individual's Name &Title Phone Number Fax Number FORM Gh-102, Revised 6/1998 -J BID # «BIDNo» GENERAL CONDITIONS 1, RESERVATIONS: The City of Jacksonville. Florida reserve the right to reject any or all bids or any pad thereof and/or to waive information if such action is deemed to be in the best interest of the City of Jacksonville. The Ciry reserves the right to Cancel any contract, if in its opinion, there be a failure at any time to perform adequately the stWlations of INs invitation to bid, and the general conditions and spedficetons which are attached and made pad of this bid,any cese of any i aftempt to willfully impose upon Uhe City materials or products or workmanship which is, I the opinion of the Ciry, of an unacceptable quaky. Any action taken in pursuance al This latter ot e0ed or impair any rights or daim of the Ciy to damages for the breach of any stipulation will n Covenants of the wnlred by the contracla. The Ciry also reserves the right to reject the bid any bidder who has previously /oiled to perfofm adequately otter hating once been awarded a a prior bid for furnishing materials similar in nafure to those materials mentioned This bid uld the contracor tail to comply with the conons of His conlrect or fail to Sho Complete the required work a Nmish the required materials within the time stipulated qthe u contract, the City reserves the right to purchase in the open market, or to complete the required work, at the expense of the Contractor or by recourse to provisions of the faithful performance bond if such bonds it required under the conditions of this bid. Should the contractor fail to furnish any item or items, or to complete the required work included in this wntract, the City reserves the light to withdraw such items or required work from the operation of this Contract without incurring further liabilities on the pad of the City thereby. SHOULD ANY BIDDER HAVE ANY QUESTIONS AS TO THE INTENT OF MEANING OF ANY PART OF THC OF PROCUREMENT AND SUPPLY NITIME TOBIDE RECEIVED ACONTACT WRITT NTHE R PYF BEFORE SUBMITTING HIS BID. All items furnished must be Completely new, and free Mom defects unless specified otherwise. No others will be accepted under the terms and intent of this bid. 2. QUOTATIONS: No bidder will be allowed to offer more than one price on each sapecifications. Bhddem must detehrminee forthmselves which tos oXer.tyes that will meet IF SAID BIDDER SHOULD SUBMIT MORE THAN ONE PRICE ON ANY ITEM ALL PRICES FOR THAT ITEM WILL BE REJECTED AT THE DISCRETION OF THE DIRECTOR OF THE DEPARTMENT OF PROCUREMENT. 3. TAXES: The City of Jacksonville, Florida is exempt form the following taxes: (a) State of Florida Sales To by Certificate No 26-00.107377-54C; (b) Manufacturers Federal Excise To Registration No. 5MODD.344. 4. CARTAGE: No charge wit be allowed for cartage or packages unless by special agreement. 5. "OR EQUAL" INTERPRETATION: Even Hough a particular manufacturers name of brand is spedfied, bids will be Considered on other brands or on the products of other. manufacturers. On all such bids the bidder will dearly indicate the product (brand and model number) on which he is bidding, and will supply a sample of sufficient data in detail to enable an intelligent Comparison to be made win the particular brand or manufacture specified. All samples will be submitted in accordance, with procedures outlined in the paragraph on SAMPLES. Catalog Cuts and technical descriptive data wit be attached to the ofigirel copy of the bid where applicable. Failure to submit the above information may be sufficient ground for rejection of bid. 6. DEVIATIONS TO SPECIFICATIONS: In addition to the requirements of paragraph five, all deviations frm the specifications must be noted in detail by the bidder, in writing, at the time of the submittal of the formal bid. The absence of a written list of specification deviations at the tame of submittal of the bid will hold Me bidder stficl accountable to the City to the from the submitted, as required bynthe bove, willnbe grounds lot rej cAon a the ms as Milan aenad and/or equipment when delivered. 7. DATA REQUIRED TO BE SUBMITTED WITH REFERENCE TO BID: a. Whenever the specifications indicate a product or a particular manuhacturer, model, a brand in the absence of any statement to the contrary by the bidder, the bid will be interpreted as for the end brand, model, or a manufacturer specified, together with all accessories, qualifies. tolerances, compositions, etc. enumerated in Ure detailed specificetions. b. If no particular brand, model or make is specified. and if no data is required to be submitted with this ridthe successful Contractor, after award and before manufacturer or shipment: may be required to submit working drawings a detailed descriptive data sufficient to enable the City to judge if each requirement of the specifications is being Complied with. h S. SAMPLES: The samples submitted by bidders an items which they have received an award may be retained by the City until the delivery of contracted items is Completed and accepted. Bidders whose samples are retained may remove them after delivery is awepted.Samples on which bidders are unsuccessful must be removed as soon as possible after an award has been made on the item or items for which the samples have been submitted. The City will not be responsible for such samples if not removed by the bidder within 30 days after the award has been made. The City reserves the light to Consume any or all samples for testing purposes. Bidders will make all arrangements for delivery of samples to place designated as well as the removal of samples. Cost of delivery and removal of samples will be bane by the bidder. All sample packages will be marked "Sample for the Department of Procurement" and each sample will bear the name of the bidder, item number, bid number and will be dearly tagged of marked in a substantial manner. Failure of the bidder to clearly idenby samples as indicated may be considered sufficient reason for rejection of bid. 9. PERFORMANCE BOND: The successful bidder on this bid must furnish a performance bond as indicated on the bid Cover, made out to the City of Jacksonville, Florida, prepared on an approved loan, as security for the faithful performance of his Contract within ten days of his notification that his bid has been accepted. The surety thereon must be such surety Company as are authorized and licensed to transact business in the State of Florida. Attorneys in facts who sign bid bonds must file with each bond a codified copy of their power of attorney to sign said bats. The successful bidder or bidders, upon failure or refusal to furnish within ten days after his notification the required performance bonds, will pay to the City of Jacksonville, Florida, as liquidated damages for such failure or refusal an amount in Cash equal to the security deposited with his bid. 10. PROVISION FOR OTHER AGENCIES: Each bidder agrees when submitting his bid that he will make available to all City agencies and departments, bi-City agendas, in. City fire departments and municipalities, the bid process he submits in accordance win the bid tonns and conditions, should any said department or agency wish to buy under this bid Proposal. 11. GUARANTEE: The Conbador will unconditionally guarantee the materials and workmanship on all equipment fumished by him for a period of one year frm date of acceptance of the items delivered and installed, unless othennse specified herein. If, wthin the guarantee period, any defects or signs of deterioration are noted, which, in the opinion of the City are due to faulty design and installation workmanship, of materials, upon ratification, the Contractor, at Ms expense, will repair or adjust the equipment or pads to wmul the Condition, a he will replace the part or entire unit to the Complete salislaction of the City. Repairs, replacements or adjustments will be made Only at such times as will be designated by the City as least detrimental to the operation of City business. 12. DISCOUNTS: ALL DISCOUNTS OTHER THAN PROMPT PAYMENT 70 BE INCLUDED IN BID PRICE. PROMPT PAYMENT DISCOUNTS OF LESS THAN 30 DAYS WILL NOT BE CONSIDERED IN DETERMINING LOW BID. 13. COLLUSION: THE BIDDER, BY AFFIXING HIS SIGNATURE TO THIS PROPOSAL AGREES TO THE FOLLOWING: 'BIDDER CERTIFIES THAT THIS BID, IS MADE WITHOUT ANY PREVIOUS UNDERSTANDING, AGREEMENT OR CONNECTION WITH ANY PERSON, FIRM, OR CORPORATION MAHING A BID FOR THE SAME ITEMS; AND IS IN ALL RESPECTS FAIR, WITHOUT OUTSIDE CONTROL, COLLUSION, FRAUD OR OTHERWISE ILLEGAL ACTION.' 14. ERRORS IN BIDS: Bidders or their authorized representatives are expected to fully inform themselves as to the Conditions, requirements, and specifications before submiting bids; failure to do so will be at the bidders own risk and he Cannot severe retie( on the plea of error. Neither law nor regulators make allowance for errors either of omission or Commission on the pad of bidders. In cese of era in extension of prices in the bid, the unit price will govern. 15. DEPARTMENT OF PROCUREMENT AS AGENT: Wharf the Department of Procurement is acting as agents for 'other public activities' being defined as activities receiving financial support, in pad from the City, but not under the direcl governing jurisdiction of Me Consolidated Government, the name of such public activity will be substituted for the word 'City' in the foregoing paragraphs Nos 1 .14. 16. ETHICS PROVISION FOR VENDORSISUPPLIERS: The bidder, by affixing its signature to the proposal form, and/or the acceptance of a purchase order, represents that it has reviewed the provisions of the Jacksonville Ethics Code Contained in chapter 602, Jacksonville Ordinance Code and the provisions of the Purchasing Code Contained in chapter 126, Jacksonville Ordinance Code. 17. NONDISCRIMINATION PROVISIONS: In Compliance with Section 4 of Ordinance 69-630-653. the bidder will, upon affixing his signature to the proposal form, andfor the acceptance of a purchase order, sight Bret, field order, cedifies that his Clint meals and agrees to the following provisions, which will become a pad of This Contract. a. The contractor represents that he has adopted and will maintain a policy of nondiscriminabon as defined by ordinance of the City of Jacksonville throughout the tent of this contract. b. The Conlreda agrees that on written request, he will permit the reasonable access to his employment, employment advertisement, application forms, and other pennant data and records by the Exewbve Director of the Community Relations Commission of the City of Jacksonville for the purpose of investigation to ascertain Cmpliance with th wndisdiminafion provisions of this contract, provided however, that the contractor wit not be required to produce for inspection any records Covering periods of time more than one year prior to the dale of this Contract. c. The Contractor agrees that if any of the obligations of this conbad are to be performed by a subcontractor, then the provisions of a and b of this section will be incorporated into and become a pad of the subcontract. 18. Bidderslvendors responding to a solicitation or by acceptance of a Purchase Order issued by the City of Jacksonville agree to obtain and maintain all applicable Local, State and Federal licenses required by law. BID # ((BIDNo)) SUPPLEMENTAL CONDITIONS 1. SUBMISSION OF BIDS: All bids must be submitted no later than the designated bid opening date and time as specified in the bid documents. Submit bids to: City of Jacksonville Department of Procurement 117 West Duval Street, Suite 335 Jacksonville, Florida 32202. Bidders are fully responsible for delivery of bids. Reliance upon mail or public canter is at the bidder's risk. LATE BIDS ARE NOT CONSIDERED. Bid only on the bidding form(s) supplied herewith, using ink or typewriter. Any changes or alterations must be initialed by the person signing the bid. Bidders' signature on the Bid Form (Form GB-102) signifies that the bidder has familiarized himself with all the Terms and Conditions of this bid, and agrees to them all, and that his bid is made and submitted for the items as specified and detailed herein unless exceptions are clearly noted and that the prices quoted herein are firm for the duration of this bid. Failure to submit a signed Bid Form with bid submission will be grounds for bid rejection. Violations of any of the Tens and Conditions of this bid and delivery time staled, can result in the Bidders suspension from all bid lists of the City of Jacksonville and its agencies and penalties provided for by the Purchasing code of the City of Jacksonville. Please use the green label enclosed when submitting your bid, be sure to insert the bid number and the open date on the label. Failure to do so may result in your bid being returned unopened. 2. BIDISURETY REQUIREMENTS' All Bids that may require a bid secunty or surety in the form of a certified check, cashiers check or bid bond in the amount as prescribed in the bid documents must accompany the bid submission prior to the scheduled bid opening. Certified and cashiers checks will be deposited by the City and reimbursement checks will be issued once an award is made. Failure to submit the above information timely will be grounds for rejection of bid. 3. BID OPENING AND TABULATION: Due b the large number of bids to be opened, and the numerous items contained in S some bids, such bids will not be tabulated at the bid opening. Bids may be reviewed by ammngemenl with the respective buyer. Bidders cleaning a copy of the tabulation sheet and the award recommendefion must include a self addressed, stamped envelope with their bid. It a copy of the tabulation sheet is desired pdor to award, then two (2) self addressed, stamped envelopes must be included. BID RESULTS AND AWARD RECOMMENDATIONS WILL NOT BE GIVEN BY TELEPHONE 4. PROMPT PAYMENT TO SUBCONTRACTORS AND SUPPLIERS: A. Generally -When Co tractor receives payment from CITY for labor, services, or matedals furnished by subcontractors and suppliers hired by ConlreCtOr. Contractor shall remit payment due (less pmper retainage) to those subcontractors and suppliers within 15 calendar days after Contractors receipt of payment from CITY. Nothing herein shall prohibit Contractor from disputing, pursuant to the terms hereof, all or any portion of a payment alleged to be due to its subcontractors and suppliers. In the event of such a dispute. Contractor may withhold the disputed portion of any such payment only after Contractor has provided notice to CITY and to the subcontractor or supplier whose payment is in dispute, which notice shall: (I) be in wdfing; (it) slate the amount in dispute; (iii) specifically describe the actions required to cure the dispute; and IN) be delivered to CITY and said subcontractor or supplier within 10 calendar BID # XF-0510-08 days after Contractor's receipt of payment from CITY. Contractor shall pay all undisputed amounts due within the time limits imposed by this section. B. Jacksonville Small Business Enlerodae IJSEBI and Minority Business Enlerodse IMBEI - NolwithsWnding Chapter 126, Parl 6 of the Jacksonville Ordinance Code (the'Code'), Contractor shall pay all contracts awarded with certlfied JSEB and MBE as defined therein their pro-reta share of their earned portion of the progress Daymenls made by CITY under the apDliwbIs contract within seven (I) business days after Contractors receipt of payment from CITY (less Droper relainage). The pro-rela share shall be based on all work completed, materials, and equipment famished or services performed by the cenified JESB or MBE al the time of payment, As a condition precedent to progress and final payments to Contractor, Contractor shall provided to CITY, with its requisition for payment, documentation that sufficienfly demonstrates that Contractor has made proper payments to its certified JSEB or MBE from all prior payments that Contractor has received from CITY. Contractor shall not unreasonably withhold payments to certified JSEB or MBE if such payments have been made to the Contractor.. If Contractor wrlhholds payment to its certified JSEB or MBE, which payment has been made by CITY to Contractor, Contractor shall return said payment to CITY. Contractor shall provide notice to CITY and to the certified JSEB or MBE whose payment is in dispute, which notice shall: (1) be in writing; (ill state the amount in dispute; (iii) specifically describe the actions required to cure the dispute; and (iv) be delivered to CITY and said subcontractor or supplier within five (5) calendar days after Contractors receipt of payment from CITY. Contractor shall pay all undisputed amounts due within the time limits imposed by this section. The failure to pay undisputed amounts to the JSEB or MBE within 7 business days shall be a breach of contract, compensable by 1%of the outstanding invoice being withheld by the City as liquidated damages. Continued failure to adhere to this clause may be cause for termination. C. Third -Party Liability— The Prompt Payment requirements hereunder shall, in no way, create any contractual relationship or obligation between CITY and any subcontractor, supplier, JSEB, MBE, or any third -party or create any CITY liability for Contractors failure to make timely payments hereunder. However, Contractors failure to comply with the Prompt Payment requirements Shall constitute a material breach of its contractual obligations to CITY. As a result of said breach, CITY, without waiving any other available remedy it may have against Contractor, may: (i) issue joint checks; and (6) charge Contractor a 0.2% daily interest penalty or penalties specified in Chapter 126 of the Code for JSEB or MBE and Chapter 218, Florida Statutes, for non-JSEB or MBE, whichever greater. PUBLIC ENTITY CRIME INFORMATION: 'A person or affiliate who has been placed on the State Of Florida convicted vendor list following a conviction for a 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 for a period of 36 months from the date of being placed on the convicted vendor list.' FORM GR-104, (revised 10/05) BID # uBIDNo» CONFLICT OF INTEREST CERTIFICATE SECTION 00320 BID # XF-0510-08 Bidder must execute either Section I or Section II hereunder relative to Florida Statute 112.313(12). Failure to execute either section may result in rejection of this bid proposal. - SECTION I 1 hereby certify that no official or employee of the City or it's independent agencies requiting the goods or services described in these specifications has a material financial interest in this company. Signature Name of Official (type or print) Company Business Address City, State, Zip Code SECTION II I hereby certify that the following named City official(s) and/or employee(s) having material financial interest(s) (in excess of 5%) in this company have filed Conflict of interest Statements with the Supervisor of Elections, 105 East Monroe Street, Jacksonville, Duval County Florida, prior to bid opening. Name Title of Position Date of Filing Signature Company Name Name of Official (type or print) Business Address City, State, Zip Code PUBLIC OFFICIAL DISCLOSURE Section 126,112 of the purchasing Code Requires that a public official who has a financial interest in a bid or contract make a disclosure at the time that the bid or contract is submitted or at the time that the public official acquires a financial interest in the bid or contract. Please provide disclosure, if applicable, with bid. Public Official Position Held Position or Relationship with Bidder FORM G13-105, revised 6/1998 BID # xxBIDNou INSURANCE AND INDEMNIFICATION BID # XF-0510-08 1.00 INDEMNIFICATION' 1,01 The Contractor, its employees, agents and subcontractors shall indemnify, defend and hold harmless the City and/or it's using agencies named in the contract documents, it's directors, officers, agents, representatives and employees, from and against any damages, liabilities, losses and costs, including but not limited to reasonable attorneys' fees to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Contractor, and other persons employed or utilized by the Contractor in the performance of this contract or the work performed thereunder. 1.02 This,indemnification is separate and apart from, and in no way limited by, any insurance provided pursuant to this contract or otherwise. 2.00 INSURANCE: 2.01 GENERAL: The amounts and types of insurance required should be reasonably commensurate with the hazards and magnitude of the undertaking, but in no event of lesser amount nor more restrictive than the limits of liability and schedule of hazards below described. Insurance requirements should be tailored to the type of construction or operations contemplated. 2.02 Without limiting its liability under the Contract Agreement, the Contractor and it's aubrantraclors shall procure and maintain at its expense during the life of this contract insurance of the types and in the minimum amounts stated below: SCHEDULE Um Workers Cemoem"ItOn Florida Statutory Coverage S Employer's Liability (including appropriate Federal Ads) S100,000 Each Accident S500,000 DiseaselPolicy Limit $100,D00 Each Employee/Disease Commercial General Liability $1,000,000 Per Occunence -Occurrence Basis Only $2,000.000 Aggregate Including Premises - Operations Products Completed Operations ' Blanket Contractual Liability Blanket X. C, U Hazards Independent Contractors Watercraft, if applicable Automobile Liability $1,000,000 Combined Single Limit All autos- owned, hired S non -owned (Automobile liability is required when services provide involve automobile use, including the delivery of goods.) Professional Services Contracts require Professional liability coverage at a minimum limit of $1,000,000. (Professional Liability coverage will be provided on an Occurrence Form or a Claims Made Form with a retroactive date equal to at least the first date of this contract agreement and continuation of the insurance for claim reporting purposes for a minimum of two years beyond the expiration dale of this contract agreement. 2.03 Said insurance shall be written by an insurer holding a anent certificate of authority pursuant to chapter 624, Florida Statutes. Such Insurance shall be written by an insurer with an A.M. Best Rating of A X a better. 2.04 Such insurance shall be endorsed to provide for a waiver of underwriter's rights of subrogation in favor of the City. 2.05 The City of Jacksonville and a its using agencies as identified in the contract documents shall be named as an additional insured under the Commercial General Liability Insurance. 2.06 Prior to commencing any work on the project, Certificates of Insurance approved by the City's Division of Insurance S Risk Management demonstrafing the maintenance of said insurance shall be furnished to the City. The certificates shall provide that no material alteration or cancellation, including exp bon and non-ranewal shall be effective until thirty (30) days after receipt of written notice by the City. 2.07 Anything to the contrary notwithstanding, the liabilities of the Consultant under this Agreement shall survive and not be terminated, reduced or otherwise limited by any expiration or termination of insurance coverage. Neither approval nor failure to disapprove insurance Nmished by the consultant shall relieve the consultant or its subconsultanls horn responsibility to provide insurance as required by the contract. 2.06 In the event any part of the work to be pedomled hereunder shall require the CONTRACTOR or its Subcontractors to enter, cross or work upon or beneath the properly, backs, or nghWlbway of a railroad or railroads, the CONTRACTOR shall, before commencing any such work, at its expense, procure and carry liability or protecbve insurance coverage in such form and amounts as each reilmad shall require. 2.09 The original of such policy shall be delivered to the railroad involved, with copies to the CITY, the ENGINEER and the PROGRAM MANAGEMENT FIRM(S), and the CONTRACTOR shall not be permitted to enter upon or perform any work on the railroad's properly until such insurance has been furnished to the satisfaction of the railroad. The insurance herein specified is in addition to any other insurance which may be required by the CITY and shall be kept in effect at all times while work is being performed on a about the property, tracks, or right-of-way of the railroad. 2.10 Depending upon the nature of any aspect of this Project and its accompanying exposures and liabilities, the CITY may, at its sole option, require additional insurance coverages in amounts responsive to those liabili as which may a may not require that the CITY and other authorized representatives also be named as an additional insured. FORM GB-106, revised 712003 BID # «BIDNa» BID # XF-0510-08 TERMS AND CONDITIONS JACKSONVILLE FIRE AND RESCUE MOBILE DATA TERMINAL REPLACEMENT 1. SCOPE The Information Technology Department of the City of Jacksonville, Florida is currently accepting bids to obtain source(s) of supply for the item(s) / service(s) as outlined in the bid documents provided. The purpose of this bid invitation is to obtain information about your firm and its ability to provide these item(s) / service(s) and to obtain pricing commitments for Jacksonville Fire and Rescue MDT Replacement as listed in the bid documents. 2. AWARD Award will be ALL OR NONE to the lowest responsive, responsible bidder. Bidders must bid on all items to be considered for award. ALL awards are subject to the availability of funds. 3. TERM OF AGREEMENT Not applicable 4. PRE -BID CONFERENCE N/A 5. COMPLIANCE WITH SPECIFICATIONS The bidder, by affixing their signature to the bid form submitted, agrees to provide item(s)/service(s) in accordance with the bid documents provided. Bid only a single offering for each bid item. Multiple offerings, alternates (unless stated) and or stipulations may be cause for bid rejection. Bid only on forms provided herein unless otherwise stated. Bid submissions shall be in ink or typewritten. All corrections must be initialed. 6. STATE CONTRACTS The City reserves the right to utilize contracts established by the State of Florida and or other governmental agencies for item(s)/service(s) covered under this bid. The city reserves the right to cancel this contract in whole or in part for such item(s)/service(s). 7. QUANTITIES Quantities indicated are fixed. 8. PRICES All unit prices shall include freight, delivery, and handling charges to the delivery location as outlined in the bid documents. 9. ESCALATION / DE-ESCALATION N/A BID # «BIDNou documentation notifying of a industry wide increase. The City reserves the right to decline any price increase request. 10. DELIVERY 214 North Hogan Street, 6th Floor, Jacksonville, Florida 32202. A packing list shall accompany all shipments, which shall indicate, at a minimum, the following; purchase order number, item number and description, date of shipment, quantity ordered and shipped, unit prices, and unit of measure. 11. PICK UP AND RETURNS The City reserves the right to return an order in whole or in part if the merchandise is not in compliance with the bid specifications. The City or its agencies will determine compliance with bid specifications. Pick up and returns will be made within 48 hours of notification at no charge to the City or its agencies. 12. SUPPLIER ACCESSIBILITY The City or its representative must be able to contact, during normal business hours, by telephone or email any supplier providing goods or services to the city or its agencies. Any supplier accessibility requirements outlined in the specifications supercede this section. 13. REPORTING The City may request, during the term of this bid, reports including but not limited to; usage, pricing, and delivery. Suppliers will be required to provide reports requested in hard copy and electronic format as required. 14. INVOICING Invoices will be issued once supplies/services are delivered and/or rendered to the City of Jacksonville or its agencies. At a minimum, invoices must include; purchase order number, item number and description, date of shipment, quantity ordered and shipped, unit prices, unit of measure, and extended totals. Payment terms are Net 30 days. All original invoices shall be submitted to: City of Jacksonville, General Accounting Division, 117 West Duval Street, Suite 375, Jacksonville, Florida 32202. 15. INSURANCE / INDEMNIFICATION Each supplier shall maintain, for the entire term of this bid, current insurance coverage as stated in the bid documents. All insurance certificates shall list the City of Jacksonville as an additional insured. Awarded vendor shall submit Certificate of Insurance within ten (10) calendar days after receipt of award notification. Failure to submit required certificate will be grounds for rescission of award. BID # «BIDNov JACKSONVILLE FIRE AND RESCUE MOBILE DATA TERMINAL SPECIFICATIONS The MDT (Mobile Data Terminal) must be a rugged laptop with touch screen and integrated keyboard and mouse and it must also function as a Tablet. The design must allow for the laptop to convert to a tablet by rotating and folding the screen down onto the keyboard with the LCD facing up. The MDT Card slots: one type II PC Card, SD Card, Express Card (54mm) The MDT must be rugged, certified IP54 specification to ensure windblown dust and water will not enter the housing and Certified to MIL-STD-8IOF standard. The MDT must have a 1.06GHz Intel Core 2 Duo Processor, 2MB L2 cache, and 10.4" 1024 x 768 (XGA) display with touch transmissive, daylight -readable TFT Active Matrix Color LCD with Digitizer and anti -glare, anti -reflective coating The MDT must have a three-year warranty of parts and labor and a minimum of one year battery warranty. The MDT must have a minimum of 2GB RAM expandable to 4GB and an 80GB shock -mounted and removable Hard Drive. The MDT connectivity must have covered or sealed: two USB 2.0, Firewire, DB9 RS232 serial port, RJI I modem, RJ45 LAN (10/100 ), audio in/out, 15 pin video port, port replicator, two external antenna jacks, wireless, standard 802.11 a/b/g and Bluetooth v2,0 + EDR. The MDT manufacture must have been producing rugged laptops for the last five years and the submitted device must have a successful history in a similar environment to Jacksonville Fire and Rescue. Meaning the MDT was/is functioning 24/7 in a high volume engine, ladder or rescue apparatus that have a minimum of 2,000 incidents per month. MOUNTING HARDWARE The MDT mounting hardware must meet all NFPA safety requirements. The docking station must have a minimum o£ two DB9 serial port, PS/2, four USB 2.Ov, VGA, Ethernet RJ45, two high gain antennas, DC 12-15 input voltage, DC 15 output voltage, power indicator and thermal shutdown. Vibration testing must be MIL -STD 810f 514.5 certified and impact tested up to 24Gs three axis. BID # «BIDNo» BID PROPOSAL FORM XF-0510-08 Description Unit Price Extended Price Panasonic ToughBook CFI9 or equivalent - Vista COA, Intel Core 2 Duo U7500 I.06Ghz (Centrino), 10.4'Touch Screen 182 rCF-9FHG7AXAMXGA, 80GB, IGB, Intel 802.11a/b/g, Dual pass through, $$WinXP, TPM 1.2 Bluetooth,No 0 tical - ORE UAL - M BA60 IGB Memory Upgrade for Panasonic CF19 or equivalent 182 G - ORE UAL - $$ Docking Station for CFI9 or equivalent with the following ports (1) PS2, (1) VGA, (1) Speaker, (1) Microphone, (4) Fully 182 DS.CF19 powered USB 2.0, (1) RJ45 Ethernet, Noise Filtering, EMI $ Filtering - ORE UAL - $ External power supply and cable for Panasonic CF19 or 182 $ DCPR.90 equivalent dockin station - ORE UAL - $ Screen Stiffener for the CFI9 or equivalent Docking station 182 $ SS.X - OR E UAL - $ Motion device mounted below a dock or tray that offers horizontal axis rotation of 180 degrees and tilts up to a 90 182 TLSM degree vertical axis - Complete with a handle to lock down $ position - Includes mountinghardware - ORE UAL - $ Motion device mounted below a dock or tray that offers horizontal axis rotation of 90 degrees and slides up to 3.3 inches 91 CSA - Complete with a handle to lock down position - Includes $ mountin hardware - ORE UAL - $ Bulkhead mount designed to work with LEDCO's or equivalent full line of motion devices., Effectively combines a FAM.S, 42 WM.521 TUB15, and MC5 into one super -rugged unit. Made of high uali owder-coated steel. -ORE UAL - $ $ Stiffener kit for tubes taller than 8 inches that utilizes a tube TBSBK cylinder attachment to offer additional stability - Includes 9l $ mountinghardware - ORE UAL - $ Universal adapter base for mounting LEDCO or equivalent CMS-LEDCO motion devices to a flat surface - Includes mounting hardware 91 $ $ and backinglate for additional stabili - ORE UAL - Universal adapter base used for mounting LEDCO or equivalent UFB tubes to flat surfaces — includes mounting hardware — drilling 17 $ re uired - OR E UAL - $ Backing plate for support typically used with universal flat base 17 $ UBP -ORE UAL - $ Mounting pedestal adjustable from 10.5" to 15.4" — fits any TUB 10 LEDCO or equivalent base plate — includes mounting hardware 32 $ $ ORE UAL - Mounting pedestal adjustable from 15.4" to 22.4" —fits any TUB15 LEDCO or equivalent base plate — includes mounting hardware 17 $ $ - ORE UAL - Passenger side mounting system for Ford F250 — F350 — F650 ('99-'07) Ford F450 — F550 — F750 ('99-'08) Ford Excursion 7 SW.FTL ('00-'05) — includes angle tube and offset adapter plate — no $ drillingrequired - ORE UAL - $ Passenger side mounting system for Chevrolet Suburban - Tahoe - Silverado ('00207) Yukon - Sierra ('00208) - GMC 25 SW.GMT.A Denali ('06 '07) - Hummer H2 SU V ('08) Includes angle tube $ and mountinghardware - No drillingrequired - ORE UAL - $ TOTAL $ $ l9 BID# XF-0510.08 Item Number FORM Equipment Specified stated In the Bid B eclflcatlons. ***ALL BLANKS MUST BE FILLED AND SUBMITTED WITH BID*** MAKE AND MODEL OF EQUIPMENT PROPOSED: — — — — — -- — — — — — — — — — — — — - Is there a warranty on the equipment proposed? ------- No Yes Does warranty apply to ALL components or only part? (State explicitly) ----------------- *Parts warranty period---------------- Service warranty Nearest source for parts and/or service Name and address of authorized service center(s): (please include name, address, city, state, zip, and phone number) Name and address of the authority issuing this warranty: (manufacturer, distributor, (please include name, address, city, state, zip, and phone number) COPY OF COMPLETE WARRANTY STATEMENTIS SUBMITTED HEREWITH.' YES NO NAME OF BI SIGNATU 0 PHONE NUMBER--------------- * Warranty period must meet or exceed the warranty conditions as stated in the specifications on the bid. FORM (m A-3, Revised d1998 a BID # «BIDNo» Disqualified Vendors List In accordance with the City's Purchasing Code 126.202-K, the Chief Purchasing Officer and all agencies are advised to cease doing business with disqualified vendors. However, any existing contracts held by the above vendors should be completed. Vendor Able Lumber and Supply Armored Car Services Carolina Paper Mill Concerned Citizens of Developing the Disable Inc. d/b/a A.I.C.R. Court Yard Concepts Creed Company Elite Public Safety Fire Defense Centers George Patterson & Associates G K Solutions Tiger Tale Publication Vendor # 593191058 45357941 593191058 593035606 59317759 593541756 Date of Disqualification 07/18/97 02/10/00 10/20/80 07/23/98 05/07/97 03/07/90 03/25/00 06/08/87 06/05/98 09/08/99 05/21 /98 Whittle & Sons 07/25/80 C & H Construction 593216284 03/07/02 * Vendors disqualified from bidding as Prime Contractors Cleft Landscapes Management 590036843 10/26/2000 Eligibility Reinstatement Date 07/18/98 02/10/01 10/20/81 07/23/99 05/07/98 03/07/91 03/25/01 06/08/88 06/05/99 09/08/00 05/21/99 07/2W81 03/07/03 10/26/2001 BID # «BIDNou CITY OF JACKSONVILLE DEPARTMENT OF PROCUREMENT 117 West Duval Street —Suite 335, Jacksonville, Florida 32202 (904) 630-1184-Ph; (904) 630-7283-Fax; www.cot.net PROCUREMENT PROTEST PROCEDURES 126.106(e) PROTEST PROCEDURES 126.106(e)(1) Purpose and Scope 126.106(e)(2) Definitions 126.106(e)(3) Timely Notice of Protest 126.106(e)(4) Extension Request / Supplemental Protest Documentation 126.106(e)(5) Delivery 126.106(e)(6) Process 126.106(e)(7) Protest Hearing Rules and Procedures 126.106(e)(8) Independent Agency, Board or Delegated Authority 126.106(e)(1) Purpose and Scope (a) These protest procedures are promulgated pursuant to § 126.106(e) of the Jacksonville Ordinance Code (the "Code"), which authorizes the Director of the Department of Procurement (the "Director") to "prepare and publish rules and regulations governing bid protests." In the event a court of competent jurisdiction declares any provision of these Procurement Protest Procedures to be unconstitutional, invalid, or otherwise unenforceable, then all remaining provisions shall be severable, valid and enforceable regardless of the invalidity of any other provision. (b) In accordance with the procedures contained herein, any person or entity that is adversely affected by a decision or an intended decision concerning a solicitation, solicitation documents, award, or any other process or procedure prescribed in the Code and who has standing to protest said decision or intended decision under Florida law (the "Protestant"), must timely file a written Notice of Protest seeking to challenge the decision or intended decision. The issue(s) raised and the information contained in the Notice of Protest and any supplemental documentation filed in accordance with § 126.106(e)(4), hereof, must clearly identify and explain the factual and legal basis for any relief sought, and shall be the only issue(s), and information the Protestant may present for consideration before the applicable committee. 126.106(e)(2) Definitions For the purpose of these Bid Protest Procedures, the following definitions are provided: (a) "Competitive solicitation" or "solicitation" shall include without limitation an invitation to bid, competitive sealed bid, multi -step competitive sealed bid, competitive sealed proposal, or a request for proposals and/or qualifications. (b) "Posting" means the notification .of solicitations, decisions or intended decision, or other matters relating to procurement on a centralized intemet website, by placing the same on the bulletin board(s) designated by the Department of Procurement for this purpose, or as may be consistent with.§ 126.102(m) of the Code. (c) "Exceptional purchase" means any purchase excepted by law or rule from the requirements for competitive solicitation, including without limitation purchases pursuant to §§ 126.107, 126.206, 126.207, 126.211, 126.307, 126.309, 126.311, 126.312, or 126.313 of the Code. (d) "Electronic transfer' is limited solely to facsimile transmissions that appear legibly on paper at the place of filing. (e) "Final Agency Action" means a final decision that results from a proceeding hereunder, and includes actions which are affirmative, negative, injunctive, or declaratory in form. (f) "Procurement process" has the same meaning as "contract solicitation or award process." 126.106(e)(3) Timely Notice of Protest (a) Recommendations of Award and/or Sid Rejection. A Protestant shall have 48 hours after either the posting or written notification of a decision or intended decision, whichever is earlier, in which to file a written Notice of Protest in order to timely challenge or seek relief from a Department of Procurement recommended award of an exceptional purchase or an award or recommended conclusion to any bid or proposal solicitation process, including without limitation: (i) a recommendation to reject a bid or proposal; (ii) a contract award; or (iii) the short -listing of bidders or proposers. (b) Bid/Proposal Specifications and/or Requirements. A Protestant shall have 10 business days after the posting of a solicitation or 48 hours after the posted date and time of a pre -bid or pre -proposal conference, whichever is earlier, or 48 hours after the posting of an addendum, in which to file a written Notice of Protest in order to timely challenge the requirements, terms and/or conditions contained in bid or proposal documents, including without limitation any provisions governing cr establishing: (i) the basis for making the award in question; (ii) evaluation criteria; (iii) equipment, product, or material specifications; (iv) proposed project schedules; (v) statements regarding participation goals or other equal opportunity measures; or (vi) other general solicitation or project requirements. (c) Computation of Time - The computation of the time limitations or periods contained herein shall be governed by and shall be pursuant to Florida Rule of Civil Procedure 1.090(a). Failure to file a written Notice of Protest within the applicable time limitation or period shall constitute a waiver of any right, remedy, or relief available hereunder. (d) Form and Content of the Notice of Protest - A written Notice of Protest shall: (i) be addressed to the Director; (ii) identify the solicitation, decision, or recommended award in question by number and title or any other language sufficient to enable the Director to identify the same; (iii) state the timeliness of the protest; (iv) state Protestant's legal standing to protest; and (v) clearly state with particularity the issue(s), material fact(s) and legal authority upon which the protest is based. 126.106(e)(4) Request for Extension to File Supplemental Protest Documentation At the time of filing a timely Notice of Protest hereunder, a Protestant may request an extension of three (3) business days BID N aBIDNo» after the date its Notice of Protest is timely received, in which to provide supplemental protest documentation. Failure to do so or to timely submit the supplemental protest documentation shall constitute a waiver of any right to the same. 126.106(e)(5) Delivery The timely filing of a Notice of Protest shall be accomplished when said notice is actually received by the Department of Procurement within the applicable time limitation or period contained herein. Filing a notice may be accomplished by manual transfer via hand -delivery or mail to the Director of Procurement at 117 West Duval Street, Suite 335, Jacksonville, Florida 32202 or by electronic transfer via facsimile to (904) 630-7283. The responsibility and burden of proof that its Notice of Protest has been timely and properly received shall rest with the Protestant, regardless as to the method of delivery employed. 126.106(e)(6) Process (a) Upon receipt of a timely filed written Notice of Protest, the Director or his/her designee shall schedule and provide notice of the time, date and place that the protest will be heard. The protest will be heard before the General Governmental Awards Committee ("GGAC"), the Professional Services Evaluation Committee ("PSEC"), or the Competitive Sealed Proposal Evaluation Committee ("CSPEC"), whichever is applicable. The Director or his/her designee shall have the discretion to proceed with the solicitation or contract award process in question or to suspend the same pending the resolution of the protest. To the extent the Director or his/her designee decides to exercise his/her discretion not to suspend the solicitation or contract award process pending the resolution of the protest, the Director or his/her designee shall set forth in writing the particular facts and/or circumstances upon which his/her decision is based. (b) Those persons or entities, other than the Protestant, who will be directly affected by the resolution of the protest shall be given notice of the protest hearing, and the Notice of Protest and any supplemental protest documentation shall be made available to them upon a written request for the same. (c) When a Notice of Protest is filed pursuant to § 126.106(e)(3)(b), hereof, the Director or applicable awards committee chairperson shall have the discretion to direct that the solicitation in question not be opened pending the resolution of the protest. 126.106(e)(7) Protest Hearing Rules and Procedures (a) Hearings hereunder shall be heard before the applicable committee, and shall begin with a general statement of the rules and procedures prescribed herein by a representative of the committee, followed by a general statement of the facts by a representative of the Department of Procurement. Representatives of the Protestant, limited solely to its owners, officers, employees and/or legal counsel, will then be required to present its case based solely upon the issue(s) and information contained in the Notice of Protest and any timely submitted supplemental protest documentation. Those persons or entities, other than the Protestant, who have legal standing and will be directly affected by the resolution of the protest will be given an opportunity to be heard and to present information before the committee, which will be followed by a statement and the presentation of information from the Department of Procurement and other governmental representatives. The Protestant must establish by the preponderance of the evidence that the protest should be granted based upon the law, facts and information presented. The committee is entitled to ask questions of any party at any time during the hearing. (b) For hearings hereunder, the formal rules of evidence pursuant to the Florida Evidence Code may be relaxed at the sole discretion of the presiding chairperson of the applicable committee. Hearsay evidence may be admissible and used to supplement or explain other evidence. (c) Unless otherwise provided by the Code, the burden of proof shall rest with the Protestant. The standard of proof for proceedings hereunder shall be whether a Department of Procurement recommendation or the decision or intended decision in question was clearly erroneous, arbitrary or BID # aBIDNo» capricious, fraudulent, or otherwise without any basis in fact or law. In any protest proceeding challenging a decision or intended decision to reject all bids, proposals, or replies, the standard of review shall be whether the decision or intended decision is illegal, arbitrary, dishonest, or fraudulent. (d) A majority vote of the members of the applicable committee shall be required to grant a protest, hereunder; otherwise, the protest shall be denied, and, upon execution by the Mayor or his designee, said vote and/or decision of the applicable awards committee shall be posted and shall represent final agency action. 126.106(e)(8) Independent Agency, Board or Delegated Authority If a protest is filed and the solicitation is for the benefit of an independent agency, board, or delegated authority that has its own established procurement procedure and does not use the City's procurement process and/or protest procedures, then the person or entity protesting must follow the protest procedures of that independent agency, board, or delegated authority. BID # «BIDNou CERTIFICATE OF ADOPTION AND IMPLEMENTATION The preceding Procurement Protest Procedures are hereby adopted this 27ih day of July, 2005, by the undersigned Director of Procurement for immediate implementation, and will remain in full force and effect until such time as they may be formally revised, amended, supplemented, superseded, or abolished. Department of Procurement Davin J. Reed, Director City of Jacksonville 117 West Duval Street, Suite 335 Jacksonville, Florida 32202 (904) 630-1184 —Phone (904) 630-7283 — Facsimile dreed!d,coi.nct Revision and Effective Date: 717712005 BID # «BIDNo» SUPPLIER/CONTRACTOR PERFORMANCE EVALUATION PROGRAM Use of Supplier/Contractor Performance Evaluation Scorecards The City will evaluate the Supplier/Contractor's performance using the evaluation criteria shown on the vendor scorecard included in the Contract documents. Scores for all metrics shown on the evaluation range from a low of 1, meaning significantly deficient performance, to a high of 5, meaning exceptionally good performance. The Supplier/Contractor's performance shall be classified as Top Performance, Acceptable Performance, or Unacceptable Performance, as defined herein. The evaluator will be a designated City employee or City contractor familiar with the performance of the Supplier/Contractor. The evaluator's supervisor, the Contract Administrator and the City's Director of Procurement (Director) will review deficient performance letters and Unacceptable Performance scorecards, as described below, prior to issuance. The City may also designate other personnel to review or provide input on the scorecard, in addition to the evaluator's supervisor and the Director. When evaluating the Supplier/Contractor's performance, the City will also consider the performance of the Supplier/Contractor's subcontractors as part of the Supplier/Contractor's performance. Frequency of Evaluations The City may conduct performance evaluations and prepare scorecards in accordance with the procedures described herein at any time during performance of the Work or soon after the completion of the Work. The City may conduct one or more evaluations determined solely at the discretion of the City. Notice and Response Timeframes The number of days specified in the policy and procedures below, including Supplier/Contractor and contractor response times, cure periods, and the like, are for example only. The City reserves the right, in all cases, to modify these notice and response times, at their sole discretion, to account for such items as remaining term of contract, risk of continued unacceptable performance. Unacceptable Performance If at anytime, the City determines, using the criteria described on the scorecard, that the performance of the Supplier/Contractor is Unacceptable, the Ombudsman and the Director, or his designated alternate, will notify the Supplier/Contractor of such in a letter. The Ombudsman will schedule a meeting at city offices within 10 days. An officer of the Supplier/Contractor shall attend such meeting and present a corrective action plan to bring performance to at least Acceptable Performance. Within 30 days from date of the first Unacceptable Performance letter, the Contract Administrator and the Director, or his designated alternate, will notify the Supplier/Contractor by letter as to whether its performance, as determined solely by the City, is meeting expectations, or is continuing to be Unacceptable. If the Supplier/Contractor's performance as described in the letter is meeting expectations, no further remedial action is required by the Supplier/Contractor, as long as Supplier/Contractor's performance continues to be Acceptable. If the Supplier/Contractor's performance as described in the letter continues to be Unacceptable, or is inconsistently Acceptable, then the Supplier/Contractor shall have 15 days from date of second letter to demonstrate solely through its performance of the Work, that it has achieved Acceptable Performance. At the end of the 15-day period, the City will prepare a scorecard documenting the Supplier/Contractor's performance from the start of Work, or date of most recent scorecard, whichever is latest, and giving due consideration to. improvements the Supplier/Contractor has made in its performance, or has failed to make. If the scorecard shows Supplier/Contractor's performance is Acceptable, then no further remedial action is required by Supplier/Contractor as long as Supplier/Contractor's performance remains Acceptable. If the scorecard shows the Supplier/Contractor's performance is Unacceptable, the City will take such actions as it deems appropriate including, but not limited to, terminating the Contract for breach, suspending the Supplier/Contractor from bidding on any City related solicitations, and other remedies available in the City Procurement Code and in law. Such action does not relieve the Supplier/Contractor of its obligations under the Contract, nor does it preclude an earlier termination. If the Supplier/Contractor has already received four Deficient Performance Letters in the most recent 12-month period and is going to be issued a fifth, then the City will prepare a scorecard describing the deficiencies and the Supplier/Contractor's performance will be scored as Unacceptable. Acceptable Performance The City expects the Supplier/Contractor's performance to be at a minimum Acceptable. Where the Supplier/Contractor's performance is determined to be Acceptable, no response to the scorecard on the part of the City or the Supplier/Contractor is required. BID # «BIDNoo Top Performance Where the Supplier/Contractor is able to demonstrate consistent Top Performance for a period of not less than six months, the City will recognize the Supplier/Contractor, by naming the Supplier/Contractor as a City of Jacksonville [Top Supplier/Contractor]. The City's [Top Supplier/Contractors] are, to the extent reasonably possible and practical, provided preferential consideration when awarding emergency -related work that cannot be competitively publicly bid. The City's [Top Supplier/Contractors], may also be subject to consideration for a reduction in lower retainage and bonding requirements after Award, as determined by the Director at the time of Award. Disputes In the event that the Supplier/Contractor wants to dispute the results of its scorecard performance evaluation, the Supplier/Contractor must submit a letter to the Director supplying supplemental information that it believes the City failed to take into account when preparing the scorecard. Such letter, along with supplemental information, must be submitted no later than 10 days following the Supplier/Contractor's receipt of the scorecard. if the Director decides to change the scorecard, the Supplier/Contractor will be notified and a revised scorecard will be prepared, with a copy issued to the Supplier/Contractor. If the Director decides that no change is warranted, the decision of the Director is final. There can be no expectation of confidentiality of performance -related data in that all performance -related data is subject to disclosure pursuant to Florida Public Records Laws. All scorecards are the property of the City. BID # AIDNoo Contract Number: Evaluator: PO Number: Supervisor: Bid Number: Contract Administrator: Evaluation Number: Type of Work: Contract Name: Evaluation Date: Vendor Name: Evaluation Start Date: Vendor Contact: Evaluation End Date: Instructions: Select the box that best describes the performance of the supplier for each performance measure. Not all items in a box must exactly describe the supplier's performance. Rather, select the box that contains the combination of attributes most reflective of the supplier's performance. A score of 3 indicates the supplier met expectations for that metric. Select Not Applicable if the measure does not apply. Select Insufficient Information if you cannot adequately support a score for that metric. Use the comment sections to clarify and provide examples. Materials Scorecard BID # aBIDNou Materials Scorecard Scorecard BID # «BIDNo» Measure of the number of defective parts received. 0 Not Applicable 0 Insufficient Information Product quality needs improvement: More than 1% but less than 3% defective identified from quantity received during evaluation period. very good product quality: More than .001% but less than or equal to .1% defective identified from quantity received during evaluation BID H aBIDNo» Materials Scorecard A ~.�% Financial 0 Value " :, 0 Very value iriIi�.• Performance & Value Added Valor �_. added needs improvement ., z . _ good added: _ Services: value ibrled R ceip(ori °2 Some value added r :.�� Conducted detailed r; ; Measure of the value..>?}" -. through suggestions ii value engineering' analysis and developed the supplier added to in made regarding the City specifications, delivery comprehensive �.�{ dates, packaging and recommendations. 0 Not Applicable the like. Recommendations - 0 Insufficient .. 'y produced significant Informationfo- �` - reductions in purchase costs or installation s costs. Comments: BID # eBIDNou Scorecard BID # aBIDNo» Materials Scorecard BID # aBIDNo>> Materials Scorecard N BID # «BIDNo» Materials Scorecard 0 BID # «BIDNo» NO BID FORM BID# XF-0510-08 UNABLE TO SUBMIT A BID? WE SINCERELY HOPE THIS IS NOT THE CASE. If your firm cannot submit a bid at this time, please provide the information requested in the space provided below and return it to: City of Jacksonville Department of Procurement 117 West Duval Street, Suite 335 Jacksonville, Florida 32202 We are unable to submit a bid at this time due to the following reasons: Name of Firm Signature and Title Street Address or P.O. Box City State Zip Code PLEASE SUBMIT THIS FORM ONLY: DO NOT SEND BACK THE BID PACKAGE FORM GB•107, Revised 1104