Agenda 06/25/2013 Item #16D206/25/2013 16.D.20.
EXECUTIVE SUMMARY
Recommendation to award Invitation to Bid (ITB) 13 -6079 Veterinary Medicine and Supplies, to
Merritt Veterinary Supplies Inc.; authorize staff to purchase any item not immediately available
from Merritt Veterinary Supply, Inc. per Purchasing Policy; and authorize staff to participate in
manufacturer's animal shelter discount programs.
Objective: To provide for the medical care of animals in the care of Domestic Animal Services (DAS) in
the most complete, economical and efficient manner.
Considerations: The mission of DAS is to ensure compliance with local and state animal- related laws; to
return strays to their owners and promote the adoption of homeless animals to new families; and to work
toward ending the community problem of pet overpopulation.
DAS cares for over six thousand animals during the course of a year. Needs for veterinary medicines and
supplies range from routine vaccinations and antheimintics administered to each animal that enters the
shelter, to specialized treatments for specific diagnoses such as upper respiratory infections or injuries.
Protocols for routine care as well as administration of prescriptions for specific illnesses are carried out
under the direction of the Shelter Veterinarian. DAS spends approximately $75,000 each year on
veterinary medicines and supplies.
Notices of the Invitation to Bid were emailed to thirty-seven (37) addresses on May 24, 2013, which
- included notices to the four current contracted vendors. In addition, a second notice was sent to the
/0'04N current contracted vendors on May 31, 2013, to insure their knowledge of the solicitation. Eleven (11)
potential bidders downloaded the ITB package, and two (2) responses were submitted. Of those, only
Merritt Veterinary Supply was deemed to be responsive. The responsive bid offers percentage discounts
off retail pricing for pharmaceuticals and supplies from sixty -six (66) manufacturers (discount amount
varies by manufacturer).
/1
Pharmaceuticals and medical supplies are a volatile commodity; sometimes having multiple price changes
within a week. By securing a percentage discount, the County is eliminating invoicing and ordering
problems that come along with a rapidly changing marketplace.
Because the needs of ailing animals are immediate and unpredictable, staff also requests the ability to
purchase any item not immediately available from Merritt Veterinary Supply, Inc. from a vendor
according to the Board's Purchasing Policy.
Staff further recommends that the County be allowed to participate in any program where manufacturers
offer products at a discount to animal shelters (shelter pricing), should participation in such a program be
of a financial advantage to DAS.
Staff will order supplies using the County's standard purchase order or purchasing card.
Fiscal Impact: Funds are available in the DAS department budget cost center 155410. Estimated annual
expense is $75,000.
Growth Management Impact: No Growth Management Impact is associated with this action.
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6/25/2013 16.D.20.
Legal Considerations: This item has been approved as to form and legality and requires a majority vote
for Board approval. - ERP
Staff Recommendation: That the Board of County Commissioners awards Invitation to Bid (ITB) 13-
6079 Veterinary Medicine and Supplies to Merritt Veterinary Supplies Inc.; authorizes staff to purchase
any item not immediately available from Merritt Veterinary Supply, Inc. per Purchasing Policy; and
authorizes staff to participate in manufacturer's animal shelter discount programs.
Prepared by: Amanda Townsend, Director, Domestic Animal Services
W
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6/25/2013 16.D.20.
n COLLIER COUNTY
Board of County Commissioners
/01*N1
Item Number: 16.16.D.16.D.20.
Item Summary: Recommendation to award Invitation to Bid (ITB) 13 -6079 Veterinary
Medicine and Supplies, to Merritt Veterinary Supplies Inc.; authorize staff to purchase any item
not immediately available from Merritt Veterinary Supply, Inc. per Purchasing Policy; and
authorize staff to participate in manufacturer's animal shelter discount programs.
Meeting Date: 6/25/2013
Prepared By
Name: AlonsoHailey
Title: Operations Analyst, Public Service Division
6/13/2013 1:52:16 PM
Submitted by
Title: Director - Domestic Animal Services,Domestic Anima
Name: TownsendAmanda
6/13/2013 1:52:18 PM
Approved By
Name: TownsendAmanda
Title: Director - Domestic Animal Services,Domestic Anima
Date: 6/13/2013 3:10:01 PM
Name: AlonsoHailey
Title: Operations Analyst, Public Service Division
Date: 6/13/2013 3:25:44 PM
Name: NorthrupAdam
Title: Procurement Strategist, Purchasing
Date: 6/13/2013 3:38:19 PM
Name: MarkiewiczJoanne
Title: Manager - Purchasing Acquisition,Purchasing & Gene
Date: 6/13/2013 3:55:55 PM
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Name: CarnellSteve
Title: Director - Purchasing /General Services,Purchasing
Date: 6/13/2013 4:46:53 PM
Name: PepinEmily
Title: Assistant County Attorney, CAO Litigation
Date: 6/13/2013 5:03:11 PM
Name: KlatzkowJeff
Title: County Attorney
Date: 6/14/2013 8:54:51 AM
Name: FinnEd
Title: Senior Budget Analyst, OMB
Date: 6/14/2013 11:56:42 AM
Name: OchsLeo
Title: County Manager
Date: 6/15/2013 12:49:24 PM
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6/25/2013 16.D.20,
Project Manager: Amanda Townsend Bid Tabulation 6/25/2013 16.D.20.
Procurement: Adam Northrup 13 -6079 - Veterinary Medicine and Supplies Downloaded: it
Submissions: 2
Merritt Veterinary Supply
MWI VeterinarySupply
Manufacturer
% Discount off Retail for
Pharmaceuticals
% Discount off Retail
Price for Supplies
% Discount off Retail for
Pharmaceuticals
% Discount off Retail
Price for Supplies
3M
11.0%
11.0%
Abbott Laboratories
16.0%
5.0%
-
Allerderm
0.0%
0.0%
Ansel
18.0%
18.0%
Bard parker
10.0%
10.0%
Baxter
5.0%
5.0%
Bayer
0.0%
0.0%
Bickford
19.0%
19.0%
Bimeda North America
15.0%
15.0%
Bite Not Products
15.0%
15.0%
Bloodworth
15.0%
15.0%
Boehringer
5.0%
5.0%
BS- Butler Sales
10.0%
10.0%
Cincinnati Steel
20.0%
20.0%
FN
0.0%
0.0%
_
Dermologics
0.0%
0.0%
DVM
9.0%
9.0%
_
Engler
10.0%
10.0%
ET -Etex
0.0%
0.0%
Ethicon
2.0%
2.0%
_
Evsco
6.0%
6.0%
Four Flags
10.0%
10.0%
Gimborn Pet Specialties
0.0%
0.0%
Goodwinoi Products Corp.
15.0%
15.0%
Graham Field Health Products
10.0%
10.0%
Hardwood
0.0%
0.0%
Idexx Corp.
no bid
no bid
Innovative Veterinary Products
no bid
no bid
_
Intervet
4.0%
5.0%
Johnson & Johnson
6.0%
6.0%
Jorgenson
19.0%
19.0%
Kendall
10.0%
10.0%
_
Ketchum
5.0%
5.0%
Mallinckrodt Critical Care
no bid
no bid
_
Medline
0.0%
0.0%
-
-
Merial
0.0%
0.00/.
_
Miltex
20.0%
20.0%
Norvartis
0.0%
0.0%
Nutramax
10.0%
10.0%
Oster
15.0%
15.0%
Parke -Davis
0.0%
0.0%
-
Pfizer
no bid
no bid
-
PN- Premium Nutrition Products
no bid
no bid
-
PRN Pharmaceuticals
14.0%
14.0%
-
Reflex Corporation
0.0%
0.0%
Rhone - Merieux
0.0%
0.0%
Ts- 1
0.0%
0.0%
S &M Nutritec
0.0%
0.0%
Sherwood
0.0%
0.0%
O
10.0%
10.0%
Smithkline- Beecham
0.0%
0.0%
Solvay
0.0%
0.0%
-
Sovegal
15.0%
15.0%
Surgivet
14.0%
14.0%
SV -Sumit Vet Farm
20.0%
20.0%
-
Synbiotics
10.0%
10.0%
Terumo
15.0%
15.0%
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Project Manager: Amanda Townsend Bid Tabulation 6/25/2013 16.D.20.
Procurement: Adam Northrup 13 -6079 - Veterinary Medicine and Supplies Downloaded: 11
Submissions: 2
Merritt Veterinary Supply
MWI Veterinary Supply
Vedco
13.0%
13.0%
Virbac
5.0%
15.0%
-
Vpl
0.0%
0.0%
-
VSSI
5.0%
5.0%
Welchallyn
10.0%
10.0%
Xtrium
0.0%
0.0%
Teva
9.0%
9.0%
Merck
4.0%
5.0%
Ceva
20.0%
20.0%
-
109. Bid Total
$49,348.09
Non - Responsive
Attachment 2: Vendor Check List
x
x
Attachment 3: Bid Response Form
x
x
Attachment 4: LVP
Attachment 5: Immigration Affidavit
x
x
Attachment 6: W9
x
Opened / Date: Adam Northrup; 06/04/2013, 3:OOPM
Witness / Date: Brenda Reaves; 06/04/2013, 3:OOPM
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6/25/2013 16.D.20.
co er Catmty
Admn Services DMsion
Pure asiN
INVITATION TO BID
Date: 5/24/2013
From: Adam Northrup, Procurement Strategist
(239) 252 -6098 (Telephone)
(239) 252 -6302 (FAX)
adamnorthrup @colliergov.net (Email)
To: Prospective Vendors
Subject: Solicitation: 13 -6079 — Veterinary Medicine and Supplies
As requested by the Collier County Domestic Animal Services, the Collier County Board
of County Commissioners Purchasing Department has issued this ITB for the purpose
of obtaining fair and competitive responses.
Please refer to the Public Notice included in this document for the opening date and
time and any applicable pre -ITB conference.
All questions regarding this ITB must be submitted online on the Collier County
Purchasing Department Online Bidding System website: www.collier.gov.net/bid. All
responses to questions will be posted on the website with electronic notification to all
prospective vendors.
We look forward to your participation in Collier County's competitive procurement
process.
cc: Amanda Townsend
?trdiaskici l 3327 Tamiami Trail East - Napies, Florida 34112.4901 •uww.ealllergov.neldpurchasing
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Invitation to Bid
Index
PublicNotice ............................................................................................... ............................... 3
Exhibit I: Scope of Work, Specifications and Response Format ................ ............................... 4
Exhibit II: General Bid Instructions ............................................................. ............................... 7
Exhibit III: Standard Purchase Order Terms and Conditions ....................... .............................13
Exhibit IV: Additional ITB Terms and Conditions ......................................... .............................16
Attachment 1: Vendor Submittal - Vendor's Non - Response Statement ....... .............................22
Attachment 2: Vendor's Check List ............................................................. .............................23
Attachment 3: Vendor Submittal - Bid Response Form ............................... .............................24
Attachment 4: Vendor Submittal — Local Vendor Preference Affidavit .......... .............................26
Attachment 5: Vendor Submittal — Immigration Affidavit ............................... .............................27
Attachment 6: Vendor Substitute W — 9 ........................................................ .............................28
Attachment 7: Vendor Submittal - Insurance and Bonding Requirements. Errorl Bookmark not
defined.
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Public Notice
Sealed bid responses for Solicitation 13 -6079 — Veterinary Medicine and Supplies, will be
received electronically only at the Collier County Government, Purchasing Department, 3327
Tamiami Trail E, Naples, FL 34112 until 3:00 PM, Collier County local time on June 4th, 2013.
Solicitation responses received after the stated time and date will not be accepted.
Solicitation 13- 6079 — Veterinary Medicine and Supplies
All questions regarding this ITB must be submitted online on the Collier County Purchasing
Department Online Bidding System website: www.colliergov.net/bid. All responses to questions
will be posted on the website with electronic notification to all prospective vendors.
All solicitation responses must be made on the official ITB response form included and only
available for download from the Collier County Purchasing Department Online Bidding System
website noted herein. ITB Documents obtained from sources other than Collier County
Purchasing may not be accurate or current.
Collier County encourages vendors to utilize recycled paper on all manual bid response
submittals.
Collier County does not discriminate based on age, race, color, sex, religion, national origin,
disability or marital status.
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
BY: /s/ Joanne Markiewicz
Interim Purchasing /General Services Director
Publicly posted on the Collier County Purchasing Department website:
www.colliergov.net /purchasing and in the lobby of the Purchasing Building on 5/24/2013.
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Exhibit I: Scope of Work, Specifications and Response Format ^
As requested by the Collier County Domestic Animal Services (hereinafter, the "Division or
Department "), the Collier County Board of County Commissioners Purchasing Department
(hereinafter, "County ") has issued this Invitation to Bid (hereinafter, "ITB ") with the intent of obtaining
bids from interested and qualified firms in accordance with the terms, conditions and specifications
stated or attached. The Vendor, at a minimum, must achieve the requirements of the Scope of Work
and specifications stated.
The results of this solicitation may be used by other County departments once awarded according to
the Board of County Commissioners Purchasing Policy.
Brief Description of Purchase
The Collier County Domestic Animal Services is dedicated to promoting the health of all animals,
and placing qualified pets up for adoption. In the course of our mission, it is necessary to have
available various medical supplies and pharmaceuticals to ensure the health and wellbeing of the
animals we service. Historically, County departments have spent approximately $85,000.
Detailed Scope of Work
The sole purpose and intent of this Invitation to Bid (ITB) is to secure a single fixed percentage
discount from current manufacturer's price list for various Veterinary Pharmaceuticals and
Veterinary Supplies for Collier County Domestic Animal Services. Discount shall be from the
current Manufacturer's Suggested Retail Price (MSRP) list in effect at the time of order. A Price
list(s) submitted by the bidder, will not be accepted for this ITB.
In an effort to streamline billing and payment, the vendor agrees to:
• Accept the County's Procurement Card for the method of payment (or the County's
Purchase Order).
• Provide a detailed invoice inclusive of:
• Manufacturer,
• Product name,
• Pack Size and Unit of Measure,
• UPC or NDC #,
• Distributor Product ID #, and
• Manufacturer Suggested Retail Price, contracted percent discount and discounted
price.
• Purchase Order Invoices must be sent to: bccapclerk(a)-collierclerk.com.
• Further, Payments are made in accordance with the Local Government Prompt Payment
Act, Chapter 218, Florida Statutes.
Award Criteria
ITB award criteria is as follows:
• All questions on the Bid document shall be answered as to price(s), time requirements, and
required document submissions.
• Award shall be based upon the responses to all questions on the Bid Response Page(s).
• Further consideration may include but not be limited to, references, completeness of bid ^
response and past performances on other County bids /projects.
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• Prices will be read in public exactly as input on the electronic bid response form or written on
the manually submitted Bid Response Page(s) at the time of the bid opening; however, should
an error in calculations occur whenever unit pricing and price extensions are requested, the
unit price shall prevail. Mathematical miscalculations may be corrected by the County to
reflect the proper response.
• The County's Purchasing Department reserves the right to clarify a vendor's proposal prior to
the award of the solicitation.
• It is the intent of Collier County to award to the lowest, qualified and responsive vendor(s) in
accordance with the following methodology:
Refer to Attachment 7: Bid Schedule for pricing information.
Section 1: The bidder will provide discount percentages off retail price for supplies and
pharmaceuticals for each of the listed manufacturers. Additional lines are available if any
major manufacturers are excluded.
Section 2: Using the discount percentages from Section 1, provide pricing and all additional
requested information for lines 81 - 108. Your discounted pricing on each item will be
multiplied by Collier County's estimated usage, yielding a BID COST for lines 81 — 108. The
aggregate total of the column titled "BID COST" is your "BID TOTAL ".
Report line 109. BID TOTAL on Attachment 3: Vendor Submittal.
The lowest qualified, responsive, vendor's BID TOTAL will be awarded the bid.
• Collier County reserves the right to select one, or more than one suppliers, however, it is the
intent to select primary/secondary vendors.
• The contract will be in the form of a Collier County standard contract.
Term of Contract
The contract term, if an award(s) is /are made is intended to be for two (2) years with one (1) two
(2) year renewal options.
Discounts shall remain firm for the term of this contract. Discount adjustments are dependent
upon the consumer price index (CPI) over the prior twenty -four (24) month period, budget
availability and program manager approval.
Surcharges will not be accepted in conjunction with this contract, and such charges should be
incorporated into the pricing structure.
Projected Timetable
Event
Date
Issue Solicitation Notice
05/24/2013
Last Date for Receipt of Written Questions
05/31/2013, 3:OOPM
Solicitation Deadline Date and Time
06/04/2013, 3:OOPM
Anticipated Evaluation of Submittals
06/05/2013
Anticipated Board of County Commissioner's Contract
Approval Date
07/09/2013
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Vendor Required Documents
• Attachment 2: Vendor's Check List
• Attachment 3: Vendor Bid Response Form
• Attachment 4: Local Vendor Preference
• Attachment 5: Immigration Law Affidavit
• Attachment 6: Vendor Substitute W -9
• Attachment 7: Bid Schedule
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Exhibit II: General Bid Instructions
1. Purpose /Objective
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As requested by the Collier County departments or divisions identified in Exhibit 1, the Collier
County Board of County Commissioners Purchasing Department (hereinafter, the County) has
issued this Invitation to Bid (hereinafter, the "ITB ", or "Bid ") with the sole purpose and intent of
obtaining bid responses from interested and qualified firms in accordance with the terms,
conditions, and specifications stated and /or attached herein /hereto. The successful vendor will
hereinafter be referred to as the "Vendor"
All bids must be submitted on the Bid form furnished by the County noted in Attachments
2, 3, 4, 5, 6, and 7 of this ITB. No bid will be considered unless the Bid form is properly
signed. Vendor is responsible to read and follow the instructions very carefully, as any
misinterpretation or failure to comply with these instructions could lead to the bid submitted as
being rejected as non - responsive.
2. Pricing
Vendors must provide unit prices using the unit of measured specified by the County. All prices
will remain firm for a period of one hundred and eighty (180) calendar days from date of bid
opening. After award by the Board of County Commissioners, prices may only be adjusted as
outlined in Exhibit I: Term of Contract.
3. Alternate Bid Pricing
In the event that alternate pricing is requested, it is an expressed requirement of the bid to provide
pricing for all alternates as listed. The omission of a response or a no -bid or lack of a submitted
price will be the basis for the rejection of the submitted bid response. All bids responses received
without pricing for all alternates as listed will be considered technically non - responsive and will not
be considered for award.
4. Equal Product
Manufacturer's name, brand name and /or model number are used in these specifications for the
purpose of establishing minimum requirements of level of quality, standards of performance and /or
design required, and is in no way intended to prohibit the bidding of other manufacturer's items of
equal or similar material. An equal or similar product may be bid, provided that the product is
found to be equal or similar in quality, standard of performance, design, etc. to the item specified.
Where an equal or similar is bid, the Bid must be accompanied with two (2) complete sets of
factory information sheets (specifications, brochures, etc.) and test results, if applicable, of unit bid
as equal or similar.
Equal product samples, if required for evaluation, and at no cost to the County, must be submitted
with Bid. Unless otherwise directed in the solicitation, the bid will not be considered unless
samples are delivered to specified address by bid due date. The County shall be sole judge of
equality or similarity, and its decision shall be final in the best interest.
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5. Discounts
^
Any discounts or terms must be shown on the Bid form. Such discounts, if any, may be
considered in the award of tie bids. In no instance should payment terms less than fifteen (15)
calendar days be offered.
6. Exceptions
Vendors taking exception to any part or section of these specifications shall indicate such
exceptions on a separate sheet entitled "EXCEPTIONS TO SPECIFICATIONS." Failure to
indicate any exceptions to the specifications shall be interpreted as the Vendors intent to fully
comply with the specifications as written. The County, at its sole discretion, shall determine if the
exceptions are material in nature, and if the Vendor's exceptions may be declared grounds for
rejection of bid proposal.
7. Addenda
The County reserves the right to formally amend and /or clarify the requirements of the bid
specifications where it deems necessary. Any such addendum /clarification shall be in writing and
shall be distributed electronically to all parties who received the original bid specifications rip or to
the deadline for submission of Bids. All changes to this ITB will be conveyed electronically through
a notice of addendum or questions and answers to all vendors registered under the applicable
commodity code(s) at the time when the original ITB was released, as well as those vendors who
downloaded the ITB document. Additionally, all addendums are posted on the Collier County
Purchasing Department Online Bidding System website: www.coiliergov.net /bid. Before submitting
a bid response, please make sure that you have read all, understood clearly and complied
completely with any changes stated in the addenda as failure to do so may result in the rejection ^
of your submittal.
8. Bid Submission
All electronic bids shall be submitted online via the Collier County Purchasing Department Online
Bidding System: www.colliergov.net /bid.
Vendors who wish to receive copies of bids after the bid opening may view and download same
from the Collier County Purchasing Department Internet bid site.
9. Questions
If the vendor should be of the opinion that the meaning of any part of the Bid Document is
doubtful, obscure or contains errors or omissions it should report such opinion to the Procurement
Strategist before the bid opening date. Direct questions related to this ITB only to the Collier
County Purchasing Department Internet website: www.coiliergov.net /bid. Questions will not be
answered after the date noted on the ITB.
Vendors must clearly understand that the only official answer or position of the County will be the
one stated on the Collier County Purchasing Department Online Bidding System website. For
general questions, please call the referenced Procurement Strategist identified in the Public
Notice.
10. Protests
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Any actual or prospective respondent to an Invitation to Bid, who has a serious and legitimate
issue with the ITB shall file a written protest with the Purchasing Director prior to the opening of
the bid or the due date for acceptance of bid. All such protests must be filed with the Purchasing
Director no later than 11:00 a.m. Collier County time on the advertised date for the opening of the
bid or the acceptance date for the Request for Proposals.
11. Rejection and Waiver
The County reserves the right to reject any and all bids, to waive defects in the form of bid, also to
select the bid that best meets the requirements of the County.
Vendors whose bids, past performance or current status do not reflect the capability, integrity or
reliability to fully and in good faith perform the requirements denoted may be rejected as non-
responsive. Bids that do not meet all necessary requirements of this solicitation or fail to provide
all required information, documents or materials may be rejected as non - responsive.
12. Local Vendor Preference (LVP)
The County is using the Competitive Sealed Quotation methodology of source selection for this
procurement, as authorized by Ordinance Number 87 -25, and Collier County Resolution Number
2008 -181 establishing and adopting the Collier County Purchasing Policy.
The Collier County Board of County Commissioners has adopted a Local Preference "Right to
Match" policy to enhance the opportunities of local businesses to receive awards of Collier County
purchases.
A "local business" is defined as a business that has a valid Business Tax Receipt, formerly known
as an Occupational License issued by either Collier or Lee County for a minimum of one (1) year
prior to a Collier County quote or proposal submission that authorizes the business to provide the
commodities or services to be purchased, and a physical business address located within the
limits of Collier or Lee Counties from which the vendor operates or performs business. Post Office
Boxes are not verifiable and shall not be used for the purpose of establishing said physical
address. In addition to the foregoing, a vendor shall not be considered a 'local business" unless it
contributes to the economic development and well -being of either Collier or Lee County in a
verifiable and measurable way. This may include, but not be limited to, the retention and
expansion of employment opportunities, the support and increase to either Collier or Lee County's
tax base, and residency of employees and principals of the business within Collier or Lee County.
Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their
quote or proposal to be eligible for consideration as a 'local business" under this section.
When a qualified and responsive non -local business submits the lowest price quote, and the quote
submitted by one or more qualified and responsive local businesses is within ten percent (10 %) of
the price submitted by the non -local business, then the local business with the apparent lowest
quote offer (i.e. the lowest local vendor) shall have the opportunity to submit an offer to match the
price(s) offered by the overall lowest, qualified and responsive vendor. In such instances, staff
shall first verify if the lowest non -local vendor and the lowest local vendor are in fact qualified and
responsive vendors.
Next, the Purchasing Department shall determine if the lowest local vendor meets the
requirements of Section 287.087 F.S.
If the lowest local vendor meets the requirements of 287.087, F.S., the Purchasing Department
shall invite the lowest local vendor to submit a matching offer to the Purchasing Department which
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shall be submitted within five (5) business days thereafter. If the lowest local vendor submits an
offer that fully matches the lowest quote from the lowest non -local vendor tendered previously,
then award shall be made to the local vendor. If the lowest local vendor declines or is unable to
match the lowest non local quote price(s), then award will be made to the lowest overall qualified
and responsive vendor. If the lowest local vendor does not meet the requirement of Section
287.087 F.S. and the lowest non -local vendor does, award will be made to the vendor that meets
the requirements of the referenced state law.
Vendor must complete and submit with its quote response the Affidavit for Claiming Status as a
Local Business which is included as part of this solicitation.
Failure on the part of a Vendor to submit this Affidavit with their quote response will
preclude said Vendor from being considered for local preference under this solicitation.
A Vendor who misrepresents the Local Preference status of its firm in a quote submitted to the
County will lose the privilege to claim Local Preference status for a period of up to one (1) year.
The County may, as it deems necessary, conduct discussions with any of the competing vendors
determined to be in contention for being selected for award for the purpose of clarification to
assure full understanding of, and responsiveness to solicitation requirements.
13. Immigration Affidavit Certification
Statutes and executive orders require employers to abide by the immigration laws of the United
States and to employ only individuals who are eligible to work in the United States.
The Employment Eligibility Verification System (E- Verify) operated by the Department of
Homeland Security (DHS) in partnership with the Social Security Administration (SSA), provides
an Internet -based means of verifying employment eligibility of workers in the United States; it is
not a substitute for any other employment eligibility verification requirements. The program will be
used for Collier County formal Invitations to Bid (ITB) and Request for Proposals (RFP) including
professional services and construction services.
Exceptions to the program:
• Commodity based procurement where no services are provided.
• Where the requirement for the affidavit is waived by the Board of County
Commissioners
Vendors / Bidders are required to enroll in the E- Verify program, and provide acceptable evidence
of their enrollment, at the time of the submission of the vendor's /bidder's proposal. Acceptable
evidence consists of a copy of the properly completed E- Verify Company Profile page or a copy of
the fully executed E- Verify Memorandum of Understanding for the company. Vendors are also
required to provide the Collier County Purchasing Department an executed affidavit certifying they
shall comply with the E- Verify Program. The affidavit is attached to the solicitation documents. If
the Bidder/Vendor does not comply with providing both the acceptable E- Verify evidence
and the executed affidavit the bidder's / vendor's proposal may be deemed non - responsive,
Additionally, vendors shall require all subcontracted vendors to use the E- Verify system for all
purchases not covered under the "Exceptions to the program" clause above.
For additional information regarding the Employment Eligibility Verification System (E- Verify)
program visit the following website: http: / /www.dhs.gov /E- Verify. It shall be the vendor's
responsibility to familiarize themselves with all rules and regulations governing this program.
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Vendor acknowledges, and without exception or stipulation, any firm(s) receiving an award shall
be fully responsible for complying with the provisions of the Immigration Reform and Control Act of
1986 as located at 8 U.S.C. 1324, et seg. and regulations relating thereto, as either may be
amended and with the provisions contained within this affidavit. Failure by the awarded firm(s) to
comply with the laws referenced herein or the provisions of this affidavit shall constitute a breach
of the award agreement and the County shall have the discretion to unilaterally terminate said
agreement immediately.
14. Lobbying
All firms are hereby placed on NOTICE that the County Commission does not wish to be lobbied
either individually or collectively about a project for which a firm has submitted a bid. Firms and
their agents are not to contact members of the County Commission for such purposes as
meetings of introduction, luncheons, dinners, etc. During the bidding process, from bid opening to
final Board approval, no firm or its agent shall contact any other employee of Collier County with
the exception of the Purchasing Department.
15. Certificate of Authority to Conduct Business in the State of Florida (Florida Statute
607.1501)
In order to be considered for award, firms must be registered with the Florida Department of State
Divisions of Corporations in accordance with the requirements of Florida Statute 607.1501 and
provide a certificate of authority (www.sunbiz.org /search.html) prior to execution of a contract. A
copy of the document may be submitted with the solicitation response and the document number
shall be identified. Firms who do not provide the certificate of authority at the time of response
shall be required to provide same within five (5) days upon notification of selection for award. If the
firm cannot provide the document within the referenced timeframe, the County reserves the right
to award to another firm.
16. General Information
When it is deemed by the County that a bid cannot be awarded as originally intended, the County
reserves the right to award this bid through an approach which is the best interest of the County.
Alternate bids will not be considered unless authorized by the ITB. In case of identical bids tying
as low bid, the County shall ask vendors to submit certification that they have a drug -free
workplace in accordance with Section 287.087 Florida Statutes. Should all vendors provide said
certification; the County will give local vendor preference.
17. Bid Award Process
Award of contract will be made by the Board of County Commissioners in public session. Awards
pertaining to the Collier County Airport Authority will generally be made by that agency's approval
Board.
Award shall be made in a manner consistent with the County's Purchasing Policy. Award
recommendations will be posted outside the offices of the Purchasing Department as well as on
the Collier County Purchasing Department website on Wednesdays and Thursdays prior to the
County Commission meetings.
An actual or prospective respondent who desires to formal)
Y p p p y protest the recommended contract
award must file a notice of intent to protest with the Purchasing Director within two (2) calendar
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days (excluding weekends and County holidays) of the date that the recommended award is
posted. Upon filing of said notice, the protesting party will have five (5) days to file a formal
protest and will be given instructions as to the form and content requirements of the formal protest.
A copy of the "Protest Policy" is available at the office of the Purchasing Director.
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Exhibit III: Standard Purchase Order Terms and Conditions
1. Offer
delivery; provided that risk of loss prior to
This offer is subject to cancellation by the
actual receipt of the goods by the COUNTY
COUNTY without notice if not accepted by
nonetheless remain with VENDOR.
VENDOR within fourteen (14) days of issuance.
b) No charges will be paid by the COUNTY for
packing, crating or cartage unless otherwise
2. Acceptance and Confirmation
specifically stated in this Purchase Order.
This Purchase Order (including all documents
Unless otherwise provided in Purchase
attached to or referenced therein) constitutes
Order, no invoices shall be issued nor
the entire agreement between the parties, unless
payments made prior to delivery. Unless
otherwise specifically noted by the COUNTY on
freight and other charges are itemized, any
the face of this Purchase Order. Each delivery of
discount will be taken on the full amount of
goods and /or services received by the COUNTY
invoice.
from VENDOR shall be deemed to be upon the
c) All shipments of goods scheduled on the
terms and conditions contained in this Purchase
same day via the same route must be
Order.
consolidated. Each shipping container must
be consecutively numbered and marked to
No additional terms may be added and Purchase
show this Purchase Order number. The
Order may not be changed except by written
container and Purchase Order numbers must
instrument executed by the COUNTY. VENDOR
be indicated on bill of lading. Packing slips
is deemed to be on notice that the COUNTY
must show Purchase Order number and
objects to any additional or different terms and
must be included on each package of less
conditions contained in any acknowledgment,
than container load (LCL) shipments and /or
invoice or other communication from VENDOR,
with each car load of equipment. The
notwithstanding the COUNTY'S acceptance or
COUNTY reserves the right to refuse or
payment for any delivery of goods and /or
return any shipment or equipment at
services, or any similar act by VENDOR.
VENDOR'S expense that is not marked with
Purchase Order numbers. VENDOR agrees
3. Inspection
to declare to the carrier the value of any
All goods and /or services delivered hereunder
shipment made under this Purchase Order
shall be received subject to the COUNTY'S
and the full invoice value of such shipment.
inspection and approval and payment therefore
d) All invoices must contain the Purchase Order
shall not constitute acceptance. All payments are
number and any other specific information as
subject to adjustment for shortage or rejection.
identified on the Purchase Order. Discounts
All defective or nonconforming goods will be
of prompt payment will be computed from the
returned pursuant to VENDOR'S instruction at
date of receipt of goods or from date of
VENDOR'S expense.
receipt of invoices, whichever is later.
Payment will be made upon receipt of a
To the extent that a purchase order requires a
proper invoice and in compliance with
series of performances by VENDOR, the
Chapter 218, Fla. Stats., otherwise known as
COUNTY prospectively reserves the right to
the "Local, Government Prompt Payment
cancel the entire remainder of the Purchase
Act," and, pursuant to the Board of County
Order if goods and /or services provided early in
Commissioners Purchasing Policy.
the term of the Purchase Order are
non - conforming or otherwise rejected by the
5. Time Is Of the Essence
COUNTY.
Time for delivery of goods or performance of
services under this Purchase Order is of the
f. Shipping and Invoices
essence. Failure of VENDOR to meet delivery
a) All goods are FOB destination and must be
schedules or deliver within a reasonable time, as
suitably packed and prepared to secure the
interpreted by the COUNTY in its sole judgment,
lowest transportation rates and to comply
shall entitle the COUNTY to seek all remedies
with all carrier regulations. Risk of loss of
available to it at law or in equity. VENDOR
any goods sold hereunder shall transfer to
agrees to reimburse the COUNTY for any
the COUNTY at the time and place of
expenses incurred in enforcing its rights.
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VENDOR further agrees that undiscovered
VENDOR shall indemnify and hold harmless the
delivery of nonconforming goods and /or services
COUNTY from any and all claims, including
is not a waiver of the COUNTY'S right to insist
claims of negligence, costs and expenses,
upon further compliance with all specifications.
including but not limited to attorneys' fees, arising
from, caused by or related to the injury or death
6. Changes
of any person (including but not . limited to
The COUNTY may at any time and by written
employees and agents of VENDOR in the
notice make changes to drawings and
performance of their duties or otherwise), or
specifications, shipping instructions, quantities
damage to property (including property of the
and delivery schedules within the general scope
COUNTY or other persons), which arise out of or
of this Purchase Order. Should any such change
are incident to the goods and /or services to be
increase or decrease the cost of, or the time
provided hereunder.
required for performance of the Purchase Order,
an equitable adjustment in the price and /or
11. Warranty of Non - Infringement
delivery schedule will be negotiated by the
VENDOR represents and warrants that all goods
COUNTY and VENDOR. Notwithstanding the
sold or services performed under this Purchase
foregoing, VENDOR has an affirmative obligation
Order are: a) in compliance with applicable laws;
to give notice if the changes will decrease costs.
b) do not infringe any patent, trademark,
Any claims for adjustment by VENDOR must be
copyright or trade secret; and c) do not constitute
made within thirty (30) days from the date the
unfair competition.
change is ordered or within such additional
period of time as may be agreed upon by the
VENDOR shall indemnify and hold harmless the
parties.
COUNTY from and against any and all claims,
including claims of negligence, costs and
7. Warranties
expense, including but not limited to attorneys'
VENDOR expressly warrants that the goods
fees, which arise from any claim, suit or
and /or services covered by this Purchase Order
proceeding alleging that the COUNTY'S use of
will conform to the specifications, drawings,
the goods and /or services provided under this
samples or other descriptions furnished or
Purchase Order are inconsistent with VENDOR'S
specified by the COUNTY, and will be of
representations and warranties in section 11 (a).
satisfactory material and quality production, free
from defects and sufficient for the purpose
If any claim which arises from VENDOR'S breach
intended. Goods shall be delivered free from any
of section 11 (a) has occurred, or is likely to
security interest or other lien, encumbrance or
occur, VENDOR may, at the COUNTY'S option,
claim of any third party. These warranties shall
procure for the COUNTY the right to continue
survive inspection, acceptance, passage of title
using the goods or services, or replace or modify
and payment by the COUNTY.
the goods or services so that they become
non - infringing, (without any material degradation
8. Statutory Conformity
in performance, quality, functionality or additional
Goods and services provided pursuant to this
cost to the COUNTY).
Purchase Order, and their production and
transportation shall conform to all applicable
12. Insurance Requirements
laws, including but not limited to the Occupational
The VENDOR, at its sole expense, shall provide
Health and Safety Act, the Federal
commercial insurance of such type and with such
Transportation Act and the Fair Labor Standards
terms and limits as may be reasonably
Act, as well as any law or regulation noted on the
associated with the Purchase Order. Providing
face of the Purchase Order.
and maintaining adequate insurance coverage is
a material obligation of the VENDOR. All
9. Advertising
insurance policies shall be executed through
No VENDOR providing goods and services to the
insurers authorized or eligible to write policies in
COUNTY shall advertise the fact that it has
the State of Florida.
contracted with the COUNTY for goods and /or
services, or appropriate or make use of the
13. Compliance with Laws
COUNTY'S name or other identifying marks or
In fulfilling the terms of this Purchase Order,
property without the prior written consent of the
VENDOR agrees that it will comply with all
COUNTY'S Purchasing Department.
federal, state, and local laws, rules, codes, and
ordinances that are applicable to the conduct of
its business. By way of non - exhaustive example,
10. Indemnification
this shall include the American with Disabilities
Act and all prohibitions against discrimination on
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the basis of race, religion, sex creed, national
conditions of this Purchase Order, provided that
origin, handicap, marital status, or veterans'
COUNTY has provided VENDOR with notice of
/0-111 status. Further, VENDOR acknowledges and
such breach and VENDOR has failed to cure
without exception or stipulation shall be fully
within 10 days of receipt of such notice.
responsible for complying with the provisions of
the Immigration Reform and Control Act of 1986
19. General
as located at 8 U.S.C. 1324, et seq. and
a) This Purchase Order shall be governed by
regulations relating thereto, as either may be
the laws of the State of Florida. The venue
amended. Failure by the awarded firm(s) to
for any action brought to specifically enforce
comply with the laws referenced herein shall
any of the terms and conditions of this
constitute a breach of the award agreement and
Purchase Order shall be the Twentieth
the County shall have the Tdiscretion to
Judicial Circuit in and for Collier County,
unilaterally terminate said agreement
Florida
immediately. Any breach of this provision may
b) Failure of the COUNTY to act immediately in
be regarded by the COUNTY as a material and
response to a breach of this Purchase Order
substantial breach of the contract arising from
by VENDOR shall not constitute a waiver of
this Purchase Order.
breach. Waiver of the COUNTY by any
default by VENDOR hereunder shall not be
14. Force Majeure
deemed a waiver of any subsequent default
Neither the COUNTY nor VENDOR shall be
by VENDOR.
responsible for any delay or failure in
c) All notices under this Purchase Order shall
performance resulting from any cause beyond
be sent to the respective addresses on the
their control, including, but without limitation to
face page by certified mail, return receipt
war, strikes, civil disturbances and acts of nature.
requested, by overnight courier service, or by
When VENDOR has knowledge of any actual or
personal delivery and will be deemed
potential force majeure or other conditions which
effective upon receipt. Postage, delivery and
will delay or threatens to delay timely
other charges shall be paid by the sender. A
performance of this Purchase Order, VENDOR
party may change its address for notice by
shall immediately give notice thereof, including all
written notice complying with the
relevant information with respects to what steps
requirements of this section.
VENDOR is taking to complete delivery of the
d) The Vendor agrees to reimbursement of any
goods and /or services to the COUNTY.
travel expenses that may be associated with
this Purchase Order in accordance with
15. Assignment
Florida Statute Chapter 112.061, Per Diem
VENDOR may not assign this Purchase Order,
and Travel Expenses for Public Officers,
nor any money due or to become due without the
employees and authorized persons.
prior written consent of the COUNTY. Any
e) In the event of any conflict between or
assignment made without such consent shall be
among the terms of any Contract Documents
deemed void.
related to this Purchase Order, the terms of
the Contract Documents shall take
16. Taxes
precedence over the terms of the Purchase
Goods and services procured subject to this
Order. To the extent any terms and /or
Purchase Order are exempt from Florida sales
conditions of this Purchase Order duplicate
and use tax on real property, transient rental
or overlap the Terms and Conditions of the
property rented, tangible personal purchased or
Contract Documents, the provisions of the
rented, or services purchased (Florida Statutes,
Terms and /or Conditions that are most
Chapter 212), and from federal excise tax.
favorable to the County and /or provide the
greatest protection to the County shall
17. Annual Appropriations
govern.
The COUNTY'S performance and obligation to
pay under this Purchase Order shall be
contingent upon an annual appropriation of
funds.
18. Termination
This Purchase Order may be terminated at any
�., time by the COUNTY upon 30 days prior written
notice to the VENDOR. This Purchase Order
may be terminated immediately by the COUNTY
for breach by VENDOR of the terms and
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Exhibit IV: Additional ITB Terms and Conditions
1. Additional Items and/or Services
During the contract term, Collier County reserves the right to add related items and /or services
upon negotiation of a satisfactory price by the Project Manager and Vendor.
2. Conflict of Interest
Vendor shall provide a list of any businesses and /or organizations to which the firm has any
affiliation or obligations within the past five (5) years; whether paid or donated, which could be
construed by the County as a conflict of interest. Disclosure of any potential or actual conflict of
interest is subject to County staff review and does not in and of itself disqualify a firm from
consideration. These disclosures are intended to identify and or preclude conflict of interest
situations during contract selection and execution.
3. Vendor Performance Evaluation
Collier County has implemented a Vendor Performance Evaluation System for all contracts
awarded in excess of $25,000. To this end, vendors will be evaluated on their performance upon
completion /termination of agreement.
5. Use of Subcontractors
Bidders on any service related project, including construction, must be qualified and directly
responsible for 10% or more of the solicitation amount for said work. °^
6. Deductions for Non - Performance
The County reserves the right to deduct a portion of any invoice for goods not delivered, or
services not performed in accordance with requirements, including required timeframe. The
County may also deduct, or chargeback the Vendor the costs necessary to correct the deficiencies
directly related to the Vendor's non - performance.
7. Offer Extended to Other Governmental Entities
Collier County encourages and agrees to the successful vendor extending the pricing, terms and
conditions of this solicitation or resultant contract to other governmental entities at the discretion of
the successful vendor.
8. Environmental Health and Safety
All Vendors and Sub vendors performing service for Collier County are required and shall comply
with all Occupational Safety and Health Administration (OSHA), State and County Safety and
Occupational Health Standards and any other applicable rules and regulations. Vendors and Sub
vendors shall be responsible for the safety of their employees and any unsafe acts or conditions
that may cause injury or damage to any persons or property within and around the work site. All
firewall penetrations must be protected in order to meet Fire Codes.
Collier County Government has authorized OSHA representatives to enter any Collier County
facility, property and /or right -of -way for the purpose of inspection of any Vendor's work operations.
This provision is non - negotiable by any department and /or Vendor.
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All new electrical installations shall incorporate NFPA 70E Short Circuit Protective Device
Coordination and Arc Flash Studies where relevant as determined by the engineer.
All electrical installations shall be labeled with appropriate NFPA 70E arch flash boundary and
PPE Protective labels.
9. Standards of Conduct
The Vendor shall employ people to work on County projects who are neat, clean, well - groomed
and courteous. Subject to the American with Disabilities Act, Vendor shall supply competent
employees who are physically capable of performing their employment duties. The County may
require the Vendor to remove an employee it deems careless, incompetent, insubordinate or
otherwise objectionable and whose continued employment on Collier County projects is not in the
best interest of the County.
10. Licenses
The Vendor is required to possess the correct professional and other licenses, and any other
authorizations necessary to perform the required work pursuant to all applicable Federal, State
and Local Law, Statute, Ordinances, and rules and regulations of any kind. Additionally, copies
of all the required licenses must be submitted with the bid response indicating that the
entity bidding, as well as the team assigned to the County account, is properly licensed to
perform the activities or work included in the ITB documents. Failure on the part of any
vendor to supply this documentation with their bid response may be grounds for deeming
vendor non - responsive. A Vendor with an office within Collier County is required to have an
occupational license.
11-IN., All State Certified contractors who may need to pull Collier County permits or call in inspections
must complete a Collier County Contractor License registration form and submit the required fee.
After registering the license /registration will need to be renewed thereafter to remain "active" in
Collier County.
Questions regarding professional licenses should be directed to Contractor Licensing, Community
Development and Environmental Services at (239) 252 -2431, 252 -2432 or 252 -2909. Questions
regarding required Business Tax Receipt (formerly known as Occupational Licenses) should be
directed to the Tax Collector's Office at (239) 252 -2477.
11. Protection of Property
The Vendor shall ensure that the service is performed in such manner as to not damage any
property. In the event damage occurs to any property as a direct result of the Vendor or their Sub
vendor in the performance of the required service, the Vendor shall repair /replace, to the County's
satisfaction, damaged property at no additional cost to the County. If the damage caused by the
Vendor or their Sub vendor has to be repaired /replaced by the County, the cost of such work will
be deducted from the monies due the Vendor.
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12. Prohibition of Gifts to County Employees
No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan,
fee, service or other item of value to any County employee, as set forth in Chapter 112, Part III,
Florida Statutes, the current Collier County Ethics Ordinance and County Administrative
Procedure 5311. Violation of this provision may result in one or more of the following
consequences: a. Prohibition by the individual, firm, and /or any employee of the firm from contact
with County staff for a specified period of time; b. Prohibition by the individual and /or firm from
doing business with the County for a specified period of time, including but not limited to:
submitting bids, RFP, and /or quotes; and, c. immediate termination of any contract held by the
individual and /or firm for cause.
13. Invoice and Payments
Payments are made in accordance with the Local Government Prompt Payment Act, Chapter 218,
Florida Statutes. Vendor's invoices must include:
• Purchase Order Number
• Description and quantities of the goods or services provided per instructions on the County's
purchase order or contract.
Invoices shall be sent to:
Board of County Commissioners
Clerk's Finance Department
ATTN: Accounts Payable
3299 Tamiami Trail E Ste 700
Naples FL 34112
Or emailed to: bccapclerk(a)collierclerk.com.
Collier County, in its sole discretion, will determine the method of payment for goods and /or
services as part of this agreement.
Payment methods include:
• Traditional — payment by check, wire transfer or other cash equivalent.
• Standard — payment by purchasing card. Collier County's Purchasing Card Program is
supported by standard bank credit suppliers (i.e. VISA and MasterCard), and as such, is cognizant
of the Rules for VISA Merchants and MasterCard Merchant Rules.
The County may not accept any additional surcharges (credit card transaction fees) as a result of
using the County's credit card for transactions relating to this solicitation. The County will
entertain bids clearly stating pricing for standard payment methods. An additional separate
discounted price for traditional payments may be provided at the initial bid submittal if it is clearly
marked as an "Additional Cash Discount."
Upon execution of the Contract and completion of each month's work, payment requests may be
submitted to the Project Manager on a monthly basis by the Contractor for services rendered for
that prior month. Services beyond sixty (60) days from current monthly invoice will not be
considered for payment without prior approval from the Project manager. All invoices should be
submitted within the fiscal year the work was performed. (County's fiscal year is October 1 -
September 30.) Invoices submitted after the close of the fiscal year will not be accepted (or
processed for payment) unless specifically authorized by the Project Manager.
Payments will be made for articles and /or services furnished, delivered, and accepted, upon
receipt and approval of invoices submitted on the date of services or within six (6) months after
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completion of contract. Any untimely submission of invoices beyond the specified deadline period
is subject to non - payment under the legal doctrine of "laches" as untimely submitted. Time shall be
i-•, deemed of the essence with respect to the timely submission of invoices under this agreement.
In instances where the successful contractor may owe debts (including, but not limited to taxes or
other fees) to Collier County and the contractor has not satisfied nor made arrangement to satisfy
these debts, the County reserves the right to off -set the amount owed to the County by applying
the amount owed to the vendor or contractor for services performed of for materials delivered in
association with a contract.
Invoices shall not reflect sales tax. After review and approval, the invoice will be transmitted to the
Finance Division for payment. Payment will be made upon receipt of proper invoice and in
compliance with Chapter 218 Florida Statutes, otherwise known as the "Local Government Prompt
Payment Act." Collier County reserves the right to withhold and /or reduce an appropriate amount
of any payment for work not performed or for unsatisfactory performance of Contractual
requirements.
14. Survivability
Bids (ITBs /RFPs): The Vendor agrees that any Purchase Order that extend beyond the expiration
date of Solicitation 13 -6079 — Veterinary Medicine and Supplies resultant of this solicitation will
survive and remain subject to the terms and conditions of that Agreement until the completion or
termination of any Work Order /Purchase Order.
15. Insurance Requirements
The Vendor shall at its own expense, carry and maintain insurance coverage from responsible
^, companies duly authorized to do business in the State of Florida as set forth in Insurance and
Bonding Requirements Attachment of this solicitation. The Vendor shall procure and maintain
property insurance upon the entire project, if required, to the full insurable value of the scope of
work.
The County and the Vendor waive against each other and the County's separate Vendors,
Contractors, Design Consultant, Subcontractors agents and employees of each and all of them, all
damages covered by property insurance provided herein, except such rights as they may have to
the proceeds of such insurance. The Vendor and County shall, where appropriate, require similar
waivers of subrogation from the County's separate Vendors, Design Consultants and
Subcontractors and shall require each of them to include similar waivers in their contracts.
Collier County shall be responsible for purchasing and maintaining, its own liability insurance.
Certificates issued as a result of the award of this solicitation must identify "For any and all work
performed on behalf of Collier County."
The General Liability Policy provided by Vendor to meet the requirements of this solicitation shall
name Collier County, Florida, as an additional insured as to the operations of Vendor under this
solicitation and shall contain a severability of interests provisions.
Collier County Board of County Commissioners shall be named as the Certificate Holder. The
"Certificate Holder" should read as follows:
Collier County
^ Board of County Commissioners
Naples, Florida
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The amounts and types of insurance coverage shall conform to the minimum requirements set
forth in the Insurance and Bonding Requirements Attachment, with the use of Insurance Services
Office (ISO) forms and endorsements or their equivalents. If Vendor has any self- insured
retentions or deductibles under any of the below listed minimum required coverage, Vendor must
identify on the Certificate of Insurance the nature and amount of such self- insured retentions or
deductibles and provide satisfactory evidence of financial responsibility for such obligations. All
self- insured retentions or deductibles will be Vendor's sole responsibility.
Coverage(s) shall be maintained without interruption from the date of commencement of the Work
until the date of completion and acceptance of the scope of work by the County or as specified in
this solicitation, whichever is longer.
The Vendor and /or its insurance carrier shall provide 30 days written notice to the County of policy
cancellation or non - renewal on the part of the insurance carrier or the Vendor. The Vendor shall
also notify the County, in a like manner, within twenty -four (24) hours after receipt, of any notices
of expiration, cancellation, non - renewal or material change in coverage or limits received by
Vendor from its insurer and nothing contained herein shall relieve Vendor of this requirement to
provide notice. In the event of a reduction in the aggregate limit of any policy to be provided by
Vendor hereunder, Vendor shall immediately take steps to have the aggregate limit reinstated to
the full extent permitted under such policy.
Should at any time the Vendor not maintain the insurance coverage(s) required herein, the
County may terminate the Agreement or at its sole discretion shall be authorized to purchase
such coverage(s) and charge the Vendor for such coverage(s) purchased. If Vendor fails to
reimburse the County for such costs within thirty (30) days after demand, the County has the right
to offset these costs from any amount due Vendor under this Agreement or any other agreement
between the County and Vendor. The County shall be under no obligation to purchase such
insurance, nor shall it be responsible for the coverage(s) purchased or the insurance company or
companies used. The decision of the County to purchase such insurance coverage(s) shall in no
way be construed to be a waiver of any of its rights under the Contract Documents.
If the initial or any subsequently issued Certificate of Insurance expires prior to the completion of
the scope of work, the Vendor shall furnish to the County renewal or replacement Certificate(s) of
Insurance not later than ten (10) calendar days after the expiration date on the certificate. Failure
of the Vendor to provide the County with such renewal certificate(s) shall be considered
justification for the County to terminate any and all contracts.
15. Direct Material Purchase
The County reserves the right to require Vendor to assign some or all of its agreements with
material suppliers directly to the County. Any such goods and /or materials purchased by the
County pursuant to such an assignment of a material supply agreement shall be referred to as
"County Furnished Materials" and the responsibilities of both the County and the Vendor relating
to said materials shall be governed by the terms and conditions of this solicitation.
Additionally, the County at its sole option may choose to purchase some or all of the goods and /or
materials from other suppliers. In either instance the County may require the following information
from the Vendor:
• Required quantities of material.
• Specifications relating to goods and /or materials required for job including brand and /or model
number or type if applicable
• Pricing and availability of goods and /or materials provided under Vendor's agreements with
material suppliers
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16. Grant Compliance
The purchase of any goods and /or services that are funded through Federal Grant Appropriations,
the State of Florida, or any other public or private foundations shall be subject to the compliance
and reporting requirements of the granting agency.
17. Equipment
Vendor shall have available and in good working condition, the necessary equipment to perform
the required service. If required, the Vendor shall supply a list of equipment and an hourly rate for
each. Hourly rates will commence once equipment arrives at the service site.
In the event that additional specialized and /or heavy equipment (backhoe, crane, mudhog, etc.) is
needed, the Project Manager must be notified in advance for approval. The reimbursement of
additional equipment expense shall be at cost and will commence once equipment arrives at the
service site. The County reserves the right to request and obtain documentation of the Vendor's
cost, and to withhold payments until documentation is provided.
The scope of these specifications is to ensure the delivery of a complete unit ready for operation.
Omission of any essential detail from these specifications does not relieve the Vendor from
furnishing a complete unit.
All equipment must be new and of current manufacture in production at the time of ITB opening,
and carry standard warranties. At the time of delivery, at least two (2) complete shop repair
manuals and parts lists must be furnished with each type of equipment. Vendor must service all
equipment prior to delivery and /or acceptance by the County.
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Attachment 1: Vendor Submittal - Vendor's Non - Response Statement
The sole intent of the Collier County Purchasing Department is to issue solicitations that are clear,
concise and openly competitive. Therefore, we are interested in ascertaining reasons why prospective
Vendors did not wish to respond to this ITB. If your firm is not responding to this ITB, please indicate
the reason(s) by checking any appropriate item(s) listed below and return this form via email or fax to
the Procurement Strategist listed on the first page or mail to: Collier County Purchasing Department,
3327 Tamiami Trail East, Naples, Florida 34112.
We are not responding to this ITB for the following reason(s):
Solicitation: 13 -6079 —Veterinary Medicine and Supplies
❑ Services requested not available through our company.
❑ Our firm could not meet specifications /scope of work.
❑ Specifications /scope of work not clearly understood (too vague, rigid, etc.)
❑ Project is too small.
❑ Insufficient time allowed for preparation of response.
❑ Incorrect address used. Please correct mailing address:
❑ Other reason(s):
Firm's Complete Legal Name
Address
City, State, Zip
Telephone Number
FAX Number
Signature / Title
Type Name of Signature Date:
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Colner C unity
Adnv is#r We Sermm Div s
Purchasing
Attachment 2: Vendor's Check List
IMPORTANT: THIS SHEET MUST BE SIGNED BY VENDOR. Please read carefully, sign in the
spaces indicated and return with bid.
Vendor should check off each of the following items as the necessary action is completed:
1. The Bid has been signed.
2. The Bid prices offered have been reviewed.
3. The price extensions and totals have been checked.
4. The payment terms have been indicated.
5. Any required drawings, descriptive literature, etc. have been included.
6. Any delivery information required is included.
7. If required, the amount of bid bond has been checked, and the bid bond or cashiers check has
been included.
8. Addendum have been signed and included, if applicable.
9. Affidavit for Claiming Status as a Local Business, if applicable.
10. Immigration Affidavit and company's E- Verify profile page or memorandum of understanding.
11. Copies of licenses, equipment lists, subcontractors or any other information as noted in this
ITB.
12. The mailing envelope must be addressed to:
Purchasing Director
Collier County Government
Purchasing Department
3327 Tamiami Trail E
Naples FL 34112
The mailing envelope must be sealed and marked with:
• Solicitation: 13 -6079 —Veterinary Medicine and Supplies
• Opening Date: 06/04/2013, 3:OOPM
13. The bid will be mailed or delivered in time to be received no later than the specified opening date
and time. (Otherwise bid cannot be considered.)
ALL COURIER DELIVERED BIDS MUST HAVE THE BID NUMBER AND TITLE ON THE OUTSIDE
OF THE COURIER PACKET.
#13 -6079
Veterinary Medicine and Supplies
Company Name
Signature & Title
Date
Packet Page -1100-
23
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C;o�ex cry
Purch"ng
Attachment 3: Vendor Submittal - Bid Response Form
FROM:
Board of County Commissioners
Collier County Government Center
Naples, Florida 34112
RE: Solicitation: 13 -6079 —Veterinary Medicine and Supplies
Dear Commissioners:
The undersigned, as Vendor, hereby declares that the specifications have been fully examined and
the Vendor is fully informed in regard to all conditions pertaining to the work to be performed for as
per the scope of work. The Vendor further declares that the only persons, company or parties
interested in this Bid or the Contract to be entered into as principals are named herein; that this Bid is
made without connection with any other person, company or companies submitting a Bid; and it is all
respects fair and in good faith, without collusion or fraud.
The Vendor proposes and agrees if this Bid is accepted, to contract, either by a County issued
purchase order or formal contract, to comply with the requirements in full in accordance with the
terms, conditions and specifications denoted herein, according to the following unit prices:
* * * See Attachment 8: Bid Schedule for bid formula * * *
109. BID TOTAL $
Any discounts or terms must be shown on the Bid Response Form. Such discounts, if any, will be
considered and computed in the tabulation of the bids. In no instance should terms for less than
fifteen (15) days payment be offered.
Prompt Payment Terms: % Days; Net _ Days
Note: If you choose to bid manually, please submit an ORIGINAL and ONE COPY on Compact
Disk (CD) of your bid response pages. All electronic files should be in Microsoft Word, Excel
or Adobe Acrobat file formats. The undersigned do agree that should this Bid be accepted, to
execute a formal contract, if required, and present the formal contract to the County Purchasing
Director for approval within fifteen (15) days after being notified of an award.
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IN WITNESS WHEREOF, WE have hereunto subscribed our names on this day of
20 in the County of , in the State of
n
Firm's Complete Legal Name
110-N..
Address
City, State, Zip
Florida Certificate of Authority
Document Number
Federal Tax Identification
Number
CCR # or CAGE Code
Telephone Number
FAX Number
Signature / Title
Type Name of Signature
Date
Additional Contact Information
Send Payments To: (REQUIRED ONLY if different from above)
Firm's Complete Legal Name
Address
City, State, Zip
Contact Name
Telephone Number
FAX Number
Email Address
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M I M
Attachment 4: Vendor Submittal — Local Vendor Preference Affidavit
Solicitation: 13 -6079 — Veterinary Medicine and Supplies (Check Appropriate Boxes Below)
State of Florida (Select County if Vendor is described as a Local Business
❑ Collier County
❑ Lee County
Vendor affirms that it is a local business as defined by the Purchasing Policy of the Collier County Board of
County Commissioners and the Regulations Thereto. As defined in Section XI of the Collier County Purchasing
Policy;
A "local business" is defined as a business that has a valid occupational license issued by either Collier or Lee
County for a minimum of one (1) year prior to a Collier County bid or proposal submission that authorizes the
business to provide the commodities or services to be purchased, and a physical business address located
within the limits of Collier or Lee Counties from which the vendor operates or performs business. Post Office
Boxes are not verifiable and shall not be used for the purpose of establishing said physical address. In addition
to the foregoing, a vendor shall not be considered a "local business" unless it contributes to the economic
development and well -being of either Collier or Lee County in a verifiable and measurable way. This may
include, but not be limited to, the retention and expansion of employment opportunities, the support and
increase to either Collier or Lee County's tax base, and residency of employees and principals of the business
within Collier or Lee County. Vendors shall affirm in writing their compliance with the foregoing at the time of
submitting their bid or proposal to be eligible for consideration as a "local business" under this section.
Vendor must complete the following information:
Year Business Established in []Collier County or ❑ Lee County:
Number of Employees (Including Owner(s) or Corporate Officers):
Number of Employees Living in ❑ Collier County or ❑ Lee (Including Owner(s) or Corporate Officers):_
If requested by the County, vendor will be required to provide documentation substantiating the information
given in this affidavit. Failure to do so will result in vendor's submission being deemed not applicable.
Vendor Name:
Address in Collier or Lee County:
Signature:
STATE OF FLORIDA
❑ COLLIER COUNTY ❑ LEE COUNTY
Date:
Title:
Sworn to and Subscribed Before Me, a Notary Public, for the above State and County, on this Day
of 120
Notary Public
My Commission Expires:
(AFFIX OFFICIAL SEAL)
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Attachment 5: Vendor Submittal — Immigration Affidavit
Solicitation: 13 -6079 — Veterinary Medicine and Supplies
6/25/2013 16.D.20.
This Affidavit is required and should be signed, notarized by an authorized principal of the firm and submitted with formal
Invitations to Bid (ITB's) and Request for Proposals (RFP) submittals. Further, Vendors / Bidders are required to enroll
in the E- Verify program, and provide acceptable evidence of their enrollment, at the time of the submission of the
vendor's /bidder's proposal. Acceptable evidence consists of a copy of the properly completed E- Verify Company
Profile page or a copy of the fully executed E- Verify Memorandum of Understanding for the company. Failure to
include this Affidavit and acceptable evidence of enrollment in the E- Verify program may deem the Vendor/
Bidder's proposal as non - responsive.
Collier County will not intentionally award County contracts to any vendor who knowingly employs unauthorized alien
workers, constituting a violation of the employment provision contained in 8 U.S.C. Section 1324 a(e) Section 274A(e) of
the Immigration and Nationality Act ( "INA ").
Collier County may consider the employment by any vendor of unauthorized aliens a violation of Section 274A (e) of the
INA. Such Violation by the recipient of the Employment Provisions contained in Section 274A (e) of the INA shall be
grounds for unilateral termination of the contract by Collier County.
Vendor attests that they are fully compliant with all applicable immigration laws (specifically to the 1986 Immigration Act
and subsequent Amendment(s)) and agrees to comply with the provisions of the Memorandum of Understanding with E-
Verify and to provide proof of enrollment in The Employment Eligibility Verification System (E- Verify), operated by the
Department of Homeland Security in partnership with the Social Security Administration at the time of submission of the
Vendor's / Bidder's proposal.
Company Name
Print Name
Signature
State of
County of
Title
Date
The foregoing instrument was signed and acknowledged before me this day of , 20_, by
who has produced
(Print or Type Name)
Notary Public Signature
Printed Name of Notary Public
Notary Commission Number /Expiration
as identification.
(Type of Identification and Number)
The signee of this Affidavit guarantees, as evidenced by the sworn affidavit required herein, the truth and accuracy of
this affidavit to interrogatories hereinafter made.
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Attachment 6: Vendor Substitute W — 9
Request for Taxpayer Identification Number and Certification
In accordance with the Internal Revenue Service regulations, Collier County is required to collect the following
information for tax reporting purposes from individuals and companies who do business with the County (including
social security numbers if used by the individual or company for tax reporting purposes). Florida Statute
119.071(5) require that the county notify you in writing of the reason for collecting this information, which will be
used for no other purpose than herein stated. Please complete all information that applies to your business and
return with your quote or proposal.
1. General Information (provide all information)
Taxpayer Name
(as shown on income tax return)
Business Name
(if different from taxpayer name)
Address
City
State Zip
Telephone FAX
Order Information
Address
City State
FAX
Email
Email
Remit / Payment Information
Address
Zip City
FAX
Email
2. Company Status (check only one)
State Zip
_Individual 1 Sole Proprietor
_Corporation
_Partnership
_Tax Exempt (Federal income tax - exempt entity
_Limited Liability Company
under Internal Revenue Service guidelines IRC
501 (c) 3)
Enter the tax classification
(D = Disregarded Entity, C = Corporation, P = Partnership)
3. Taxpayer Identification Number (for tax reporting purposes only)
Federal Tax Identification Number (TIN)
(Vendors who do not have a TIN, will be required to provide asocial security number prior to an award of the contract.)
4. Sign and Date Form
Certification: Under penalties of perjury, l certify that the information shown on this form is correct to my knowledge.
Signature Date
Title Phone Number
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