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Agenda 04/08/2014 Item #16E24/8/2014 16.E.2. EXECUTIVE SUMMARY Recommendation to award Request for Proposal (RFP) 14 -6187 Office Supplies to Staples Contract and Commercial, Inc., and authorize the Chairman to sign a County Attorney approved contract. OBJECTIVE: To provide operating departments with an efficient and low cost contract mechanism to purchase office related supplies.. CONSIDERATIONS: Collier County has an on -going need for office supplies to support the departments' daily operations. This contract supports all departments within the County as well as providing the opportunity for other governmental entities to utilize it for their purchases. A Request for Proposal (RFP) was issued by the Purchasing Department on December 16, 2013. Email notices were sent to three hundred ninety five (395) firms. A total of thirty four (34) firms requested the solicitation package. Proposals were opened on January 16, 2014; five (5) firms submitted responses while two (2) additional firms submitted a "no interest" letter. After reviewing each of the submittals, two firms were deemed non - responsive. CF Motion and Devek Tape did not provide pricing for all line items, nor did they provide responses to the weighted criteria. An appointed Selection Committee completed its scoring of each of the proposals and ranked Staples Contract and Commercial, Inc. as the highest proposer, and the supplier who was best positioned to meet the County's specifications. In addition to having very competitive pricing on one hundred and twenty two (122) commonly purchased items, Staples offers a discount of fifty -one (51 %) percent on their entire product catalog along with lower priced alternative (but equal) branded products. Purchases will be initiated through a purchase order or purchasing card. FISCAL IMPACT: Funds are available in each department's approved budae:. The annual hisroricall spend is approximateiv $450.000 per vear. GROWTF MANAGEMENT IMPAC- There is n; arowtr manaaemer imnac` associates wit, thl: item.. _EGA_ CONSIDERATIONS -n;-c ite,7 i. approve: a-z tc Tor.: an-_ iegalir; anc require: maiorit, votc- ro Boa,: —SF- RE .OMMENDt,TIOIt -na-1 the Furs c: ,stoner: awara: ;::eaues Tc 'ror)csa ( =:= G- I Office SuDniie: tc StaDiec ' ontraa an: ommercia. In,- an; autnonze: tnE -' r.a." ; gar ,. sear 2 : cunt\ Attorney aporovec contracc- Prepared bv: Joanne Markiewicz. interim Purchasing Director Attachment • Contract for 14 -6187 Packet Page -1562- COLLIER COUNTY Board of County Commissioners Item Number: 16.E.2 4/8/2014 16.E.2. Item Summary: Recommendation to award Request for Proposal (RFP) 14 -6187 Office Supplies to Staples Contract and Commercial, Inc., and authorize the Chairman to sign a County Attorney approved contract. Meeting Date: 4/8/2014 Prepared By Name: JoanneMarkiewicz Title: Director - Purchasing /General Services, Purchasing & General Services Approved By Name: JoanneMarkiewicz Title: Director - Purchasing /General Services, Purchasing & General Services Date: 03/10/2014 04:08:02 PM Name: johnsonscott Title: Procurement Specialist, Purchasing & General Services Date: 03/10/2014 04:3:17 PN Tvam�: �;arc Title: Manage,- - Procurement. Purchasing & Genera' Services !game: —v , ' << _ '�'1�I- CiilliliStr� itv Dj,) ;Sir 2(.�2! t lll_ .; pUt'- _.OLlll1 �atoi'nt ".. —011111 -,Horne 7r�, Namc: sherrvkimbie Title: Management/Budget Analyst, Senior, Office of Manag Date: 03/28/2014 11:28:17 AM Packet Page -1563- Name: KlatzkowJeff Title: County Attorney, Date: 03/31/2014 08:40:09 AM 4/8/2014 16.E.2. Name: durham_t Title: Executive Manager of Corp Business Ops, Date: 03/31/2014 01:37:06 PM Packet Page -1564- 4/8/2014 16.E.2. Co ler County Administrative Services Division Purchasing March.10,2014 Staples Contract and Commercial,Inc. Cindy Carroll,Strategic Account Leader 12730 Commonwealth Drive,Suite 9 Fort Myers,Florida 33913 RE: Contract, 14-6187"Office Supplies" Dear Ms.Carroll; Enclosed is one (1) complete contract and an additional copy of the signature page. An authorized signatory of the firm must sign both copies where indicated (page 8) and have it properly witnessed. If the person signing the contract is not listed on the Florida Department of State, Division of Corporation? website, please provide a Corporate Resolution or a notarized letter from one of the Listed principals giving that person signature authority. In order for the Contract to be executed by the County,it will be necessary that you furnish the required Certificate of Insurance at this time which states the following: a)Commercial General Liability with a single limit of$500,000 per occurrence; $2,000,000 in the aggregate; b)Business Auto Liability with a$500,000 minimum limit; c)\Yorkers'Compensation meeting Statute*,Limits; including Employers' Liability with a minimum limit of$500,000 each accident; d)Collier County Board of County Commissioners named as Additional Insured and Certificate Holder; e)Cancellation Clause stating Ten (10)Dya, Contracts returned to us for execution without the requested documents cannot be processed. Please return ij enclosed documents to the Purchasing Department as soon as possible. A copy of the fully executed contract will be returned to you immediately after it has been signed by the Chairman of the Board of County Commissioners. If there are any questions,please do not hesitate to contact me at 239/252-8975, Very truly yours, 44..4....4-1.4.7 (` Joanne arkiewlcz IC) 14' `--Director,Procurement Servie s Enclosure (-)1) Purd$drig Depaltant.3327 Tamlaml Troll East Naples,Florida 34112•4901.worw,colilsr!viv.netiptirchashg Packet Page -1565- 4/8/2014 16.E.2. AGREEME T14-6187 for Office Supplies THIS AGREEMENT,made and entered into on this day of 2014,by and between STAPLES CONTRACT & COMMERCIAL, INC., authorized to do business M the State of Florida, who business address is 12730 Commonwealth Drive, Suite 9, Fort Myers, Florida 33913, (the "Vendor') and Collier County, a political subdivision of the State of Florida,(the'County WIT L cOMMENCEIVIENT. The Vendor shall commence the work upon Issuance of a Purchase Order or Purchase Card order, 2. CONTRACT TERM. The contract shall be for one (1) five (5)year period,commencing on.Date of Board award. The County Manager, or his designee,may, at his discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred eighty (180) days, The County Manager, or his designee, shall give the Vendor written notice of the County's intention to extend the Agreement term not less than ten(10) days prior to the end of the Agreement term then in effect, TATE ,NT OF WORK. The Vendor shall provide office supply services and products in accordance with the terms and conditions of REP #14-6187 and the Vendor's proposal referred to herein and made an integral part of this agreement. This Agreement contains the entire understanding between the parties and any modifications to this Agreement shall be mutually agreed upon in writing by the Parties, in compliance with the County Purchasing Ordinance and Purchasing Procedures in effect at the time such services are authorized* 4. COMPENSATION. The County shall pay the Vendor for the performance of this Agreement the aggregate of the units actually ordered and furnished at the following pricing for County operating departments 1. Fixed cost for core items(Exhibit A Vendor Price Sheet Core Items attached herein and made a part of this contract);and 2, Fixed discount of FIFTY-ONE PERCENT(51%) on all other catalog items, Any County agency may purchase products and services under this contract, provided sufficient funds are included in their budget(s). Payment will be made upon receipt of a Pulp I of 9 Packet Page -1566- 4/8/2014 16.E.2. proper invoice and upon approval by the operating staff designee, and in compliance with Chapter 218, Fla. Stats, otherwise known as the "Local Government Prompt Payment Act", 4,1 Prices shall remain firm for the initial term of this contract. Requests for consideration of a price adjustment must be made on the contract anniversary date, in writing, to the Purchasing Directors Price adjustments shall not exceed the lesser of the All Urban Consumer Price index (CPI) and the All Urban South Consumer Price Index (CPI)for the immediate twelve (12)month period preceding the anniversary date of the Agreement, or three (3) percent, subject to budget availability and the Purchasing Director's approval, 4.2 Interim price adjustment increases will only be considered by the County if specific materials or supplies (i.e, petroleum based, WOOd related products, etc.) have a current history (past twelve (12) months) of unpredictable and uncontrollable price variances or severe shortages in the industry. It is incumbent upon the Vendor to provide documentation of the market conditions, price variances, and price quotations from material suppliers to the County. The County reserves the right to reject any and all interim price adjustment requests. 4,3 Payments will be made for services furnished, delivered, and accepted, upon receipt and approval of invoices submitted on the date of services or within six (6) months after completion of each Purchase Order or Purchase Card order made under this contract Any untimely submission of invoices beyond the specified deadline period is subject to non-payment under the legal doctrine of 'lathes" as untimely submitted, Time shall be deemed of the essence with respect to the timely submission of invoices under this agreement. .5. SALES TAX. Vendor shall pay all sales, consumer, use and other similar taxes associated with the Work or portions thereof, which are applicable during the performance of the Work, Collier County, Florida as a political subdivision of the State of Florida,is exempt from the payment of Florida sales tax to its vendors under Chapter 212,Florida Statutes,Certificate of Exemption#85-8015966531C-2. 6, NOTICES, All notices from the County to the Vendor shall be deemed duly served if mailed or faxed to the Vendor at the following Address: Staples Contract and Commercial,Inc. Cindy Carroll,Strategic Account Leader 12730 Commonwealth Drive,Suite 9 Fort Myers,Florida 33913 Telephone:239-361-3952 Facsimile:239-561-3948 Thriail Cindy,Caroll@Staples.com Page,2 of 9 Packet Page -1567- 4/8/2014 16.E.2. All Notices from the Vendor to the County shall be deemed duly served if mailed or faxed to the County to Collier County Government Center Purchasing Depar tment 3327 Tamiami Trail,East Naples,Florida 34112 Attention:Joanne Markiewicz,Director,Procurement Services Telephone: 2$9432-8407 Facsimile: 239-252-6480 The Vendor and the County may change the above mailing address at any time upon giving the other party written notification, All notices under this Agreement must be In writing. 7, NO PARTNERSHIP, Nothing herein contained shall create or be construed as creating a partnership between the County and the Vendor or to constitute the Vendor as an agent of the County. 8. PERMITS: LICENSES: TAXES. In compliance with Section 218.80, F. all permits necessary for the prosecution of the Work shall be obtained by the Vendor, The County will not be obligated to pay for any permits obtained by Subcontractors. Payment for all such permits issued by the County shall be processed internally by the County. All non-County permits necessary for the prosecution of the Work shall be procured and paid for by the Vendor. The Vendor shall also be solely responsible for payment of any and all taxes levied on the Vendor. In addition, the Vendor shall comply With all rules,regulations and laws of Collier County,the State of Florida, or the U.S. Government now in force or hereafter adopted, The Vendor agrees to comply with all laws governing the responsibility of an employer with respect to persons employed by the Vendor, 9. NO IMPROPER 1.:SE, The Vendor will not use, nor suffer or peuctit any person to use in any manner whatsoever, County facilities for any improper, immoral or offensive purpose, or for any purpose in violation of any federal, state, county or municipal ordinance, rule, order or regulation, or of any governmental rule or regulation now in effect or hereafter enacted or adopted. In the event of such violation by the Vendor or if the County or its authorized representative shall deem any conduct on the part of the Vendor to be objectionable or improper, the County shall have the right to suspend the contra.ct of the Vendor, Should the Vendor fail to correct any such violation,conduct,or practice to the satisfaction of the County within twenty-four (24) hours after receiving notice of such violation, conduct, or practice, such suspension to continue until the violation is cured. The Vendor further agrees not to commence operation during the suspension period until the violation has been corrected to the satisfaction of the County. Prtge 3 of Packet Page -1568- 4/8/2014 16.E.2. 10. 'MNIINATION. Should the Vendor be found to have failed to perform services in a manner satisfactory to the County as per this Agreement, the County may terminate said agreement for cause; further the County may terminate this Agreement for convenience with a thirty (30) day written notice. The County shall be sole judge of non-performance, hi the event that the County terminates this Agreement, Vendor's recovery against the County shall be limited to that portion of the Contract Amount earned through the date of termination,The Vendor shall not be entitled to any other or further rccovety against the County, including, but not limited to, any damages or any anticipated profit on portions of the services not performed. 11. NO DISCRIMINATION.The Vendor agrees that there shall be no discrimination as to race,se;color,creed or national origin. 12. INSURANCE. The Vendor shall provide insurance as follows: A. Commercial General Liaki Iffy;Coverage shall have minimum limits of$500,000 Per Occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage 1.tability. This shall include Premises and Operations; Independent Vendors; Products and Completed Operations and Contractual Liability, 13. Business Auto Liabllityt Coverage shall have minimum limits of $500,000 Per Occurrence, Combined Single Limit for Bodily Injury Liability and Property Damage Liability. This shall include: Owned Vehicles, Hired and Non-Owned Vehicles and Employee Non-Ownership. C. Worker ' Compensation: Insurance covering all employees meeting Statutory Limits in compliance with the applicable state and federal laws. The coverage must include Employers Liability with a minimum limit of$500,000 for each accident, Special Requirements: Collier County Government shall he listed as the Certificate Holder and included as an Additional Insured on the Comprehensive General Liability Policy, Current, valid insurance policies meeting the requirement herein identified shall be maintained by Vendor during the duration of this Agreement.The Vendor shall provide County with certificates of insurance meeting the required insurance provisions. Renewal certificates shall be sent to the County ten (10) days prior to any expiration date, Coverage afforded under the policies will not be canceled or allowed to expire until the greater of: ten (10) days prior written notice, or in accordance with policy provisions. Vendor shall also notify County, in a like manner, within twenty-four (24) hours after receipt, of any notices of expiration, cancellation, non-renewal or material Pogo 4 of'9 Packet Page -156q- 4/8/2014 16.E.2. change in coverage or limits received by Vendor from its insurer,and nothing contained herein shall relieve Vendor of this requirement to provide notice. Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. 13, II\MEMNIFICATION. To the maximum extent permitted by Florida law, the Vendor shall indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys' fees and paralegals' fees, whether resulting from any claimed breach of this Agreement by Vendor, any statutory or regulatory violations, or from personal injury, property damage, direct or consequential damages, or economic loss, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Vendor or anyone employed or utilized by the Vendor in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any incident arising from the sole negligence of Collier County. 13.1 The duty to defend under this Article 13 is independent and separate from the duty to indemnify, and the duly to defend exists regardless of any ultimate liability of the Vendor, County and any indemnified party. The duty to defend arises immediately upon presentation of a claim by any party and written notice of such claim being provided to Vendor. Vendor's obligation to indemnify and defend under this Article 13 will survive the expiration or earlier termination of this Agreement until it is determined by final judgment that an action against the County or an indemnified party for the matter indemnified hereunder is fully and finally barred by the applicable • statute of limitations, 14. CONTRACT ADMINISTRATION, This Agreement shall be administered on behalf of the County by the Purchasing Department. 15. CONPLIcT OF INTEREST: Vendor represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance of services required hereunder. Vendor further represents that no persons having any such interest shall be employed to perform those servicese 16, COMPONENT PARTS OF THIS CONyttACT. This Contract consists of the following component parts, all of which are as fully a part of the contract as if herein set out verbatim: Vendor's Proposal, Vendor Price Sheet Core Items Exhibit A, Insurance Certificate(s),RFP #14-61g7 Specifications/Scope of Work and Addenda. Nix S o Packet Page -1570- 4/8/2014 16.E.2. 17, SUBJECT TO APPROPRIATION. It is further understood and agreed by and between the parties herein that this agreement is subject to appropriation by the Board of County Commissionens, 18. 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, Collier County Ethics Ordinance No, 2004.05, as amended, and County Administrative Procedure 5511. 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, REP, and/or quotes; and, c. immediate termination of any contract held by the individual and/or firm for cause. 19. COMPLIANCE WITH LAWS. By executing and entering into this agreement, the Vendor is formally acknowledging without exception or stipulation that it agrees to comply, at its own expense, with all federal, state and local laws, codes, statutes, ordinances, rules,regulations and requirements applicable to this Agreement,including but not limited to those dealing with the Immigration Reform and Control Act of 1986 as located at 8 U.S,C, 1324, at seq. and regulations relating thereto, as either may be amended; taxation, workers' compensation, equal employment and safety (including, but not limited to, the Trench Safety Act,Chapter 553,Florida Statutes), and the Florida Public Records Taw Chapter 119 (including specifically those contractual requirements at ES, §119.0701(2)(a)-(d)and p))). If Vendor observes that the Contract Documents are at variance therewith, it shall promptly notify the County in writing, Failure by the Vendor to comply with the laws referenced herein shall constitute a breach of this agreement and the County shall have the discretion to unilaterally terminate this agreement immediately. 20. OFFS EXTENDED TO OTHER GOVERNMENTAL ENTITIBI Collier County encourages and agrees to the successful proposer extending the pricing, terms and conditions of this solicitation or resultant contract to other governmental entities at the discretion of the successful proposer. 21. AGREEMENT.TERNIS. If any portion of this Agreement is held to be void, invalid; or otherwise unenforceable, in whole or in part, the remaining portion of this Agreement shall remain in.effect, 22, ADDITIONAL IS/SERKKES. Additional items and/or services may be added to this contract in compliance with the Purchasing Ordinance and Purchasing Procedures. 23. DISPUTE RESOLUTION. Prior to the initiation of any action or proceeding permitted by this Agreement to resolve disputes between the parties,the parties shall make a good faith effort to resolve any such disputes by negotiation. The negotiation shall be Page 6 or 9 Packet Page -1571- 4/8/2014 16.E.2. attended by representatives of Vendor with full decision-making authority and by County's staff person who would make the presentation of any settlement reached during negotiations to County for approval. Falling resolution, and prior to the commencement of depositions in any litigation between the parties arising out of this Agreement,the parties shall attempt to resolve the dispute through Mediation before an agreed-upon Circuit Court Mediator certified by the State of Florida. The mediation shall be attended by representatives of Vendor with full decision-making authority and by County's staff person who would make the presentation of any settlement reached at mediation to County's board for approval, Should either party fail to submit to mediation as required hereunder, the other party may obtain a court order requiring mediation under section 44.102,Fla,Stat, 21. VENUE, Any suit or action brought by either party to this Agreement against the other party relating to or arising out of this Agreement must be brought in the appropriate federal or state courts in Collier County,Florida, which courts have sole and exclusive jurisdiction on all such matters, 25, cONTRACT STAFFING:The Vendor's personnel and management to be utilized for this project shall be knowledgeable in their areas of expertise. The County reserves the right to perform investigations as may be deemed necessary to ensure that competent persons will be utilized in the performance of the contract, The Vendor shall assign as many people as necessary to complete the services on a timely basis,and each person assigned shall be available for an amount of time adequate to meet the required service dates. 26. p Rpl3R OF PRECEPENCli: in the event of any conflict between or among the terms of any of the Contract Documents, the terms of the Request for Proposal (UP) and/or the Vendor's Proposal, the Contract Documents shall take precedence. 27. ASSIGNMENT: Vendor shall not assign this Agreement or any part thereof, without the prior consent in writing of the County. Any attempt to assign or otherwise transfer this Agreement or any part herein, without the County's consent, shall be void. If Vendor does, with approval, assign this Agreement or any part thereof, it shall require that its assignee be botmd to it and to assume toward Vendor all of the obligations and responsibilities that Vendor has assumed toward the County, ********* o,..*******,..Replaindet,of page Intentionally left bian1 **kk****kk*otit*,,,,,,,,****041,k**** POga 7 LI 1'9 re) Packet Page -1572- 4/8/2014 16.E.2. IN WITNESS WHEREOF, the parties hereto, have each, respectively, by an authorized person or agent, have executed this Agreement on the date and year first written above. ATTEST: Dwight E. Brock, Clerl-, of Courts a Dated: (SEAL) .Fir, Wit ness tType/'Print witness namet Second Witness /9-M/ 1-7 I T , - t wl YDC-/orin mess namct BOARD OF COUNTY COMMISSIONERS COLLIER COUNTY, FLORIDA By: Tom Henning, Chairman Staples Contract and Commercial, Inc, 0 tType/pr I int signature and fitle"I* Page 8 of 9 Packet Page -1573- Exhibit A Vendor Price Sheet Core Items (following this page) Page 9 of 9 Packet Page -1574- 4/8/2014 16.E.2. 4/8/2014 16.E.2. . Id LI' 01t;;:' r ts :... .T. * al P *:- Z4 - X- % .%•C 3, , D z z ti z 4 2 44 „ ;4 4 Z ,, p Q a ,Lp ,.J .. . 0.. 0 0 . s.,.. . ... . .1. ,,,,... ,„,,:, l,':-....,,‘kr..1?1' r...,L414. :it "':,, 1; ' ‘,t .1,, 7 ,,,,;] .. ,... ,'. t 4-e. ' :i as rn itt m th PI .:v..""i 4-. ',I,?t 1-1 4 ' " f,„ 1 , . 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REQUEST FOR PROPOSAL i COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS Solicitation 14 -5187 Office Supplies Joanne Markiewicz, Interim Purchasing Director 235 -252 -8975 (Telephone) 239 -252 -6480 (Fax joannemarkiewicz @collieraov,.net (Email. Tnis br000sai sohcitatior, aocumen- iE r)rebarec it E: IUilcrosc?- Worc 7ormG_ Hn. alterations tc tnls accumen rnaae h, the venao- may be arounas re- relemior o- or000sa. cancellation c< am.' subseauerr aware c- am otne- lega remedies available tc the :,olhe� :,ounn ::overnmer. Purchasing Departrriant- 3327 Tamlaml Trail East - Naples, Florida 341124901 • www.coliiergov.net /purchasing Packet Page -1580- 4/8/2014 16.E.2. Table of Contents LEGALNOTICE ................................................................................................................................... ............................... 3 EXHIBIT I: SCOPE OF WORK, SPECIFICATIONS AND RESPONSE FORMAT ............................................ ............................... 4 EXHIBIT II: GENERAL RFP INSTRUCTIONS ............................................................................................ .............................19 EXHIBIT III: COLLIER COUNTY PURCHASE ORDER TERMS AND CONDITIONS ....................................... .............................23 EXHIBIT IV: ADDITIONAL TERMS AND CONDITIONS FOR RFP .............................................................. .............................27 ATTACHMENT 1: VENDOR'S NON- RESPONSE STATEMENT .................................................................. .............................35 ATTACHMENT 2: VENDOR CHECK LIST ................................................................................................ .............................36 ATTACHMENT 3: CONFLICT OF INTEREST AFFIDAVIT ........................................................................... .............................37 ATTACHMENT 4: VENDOR DECLARATION STATEMENT ....................................................................... .............................38 ATTACHMENT 5: AFFIDAVIT FOR CLAIMING STATUS AS A LOCAL BUSINESS ....................................... .............................40 ATTACHMENT 6: IMMIGRATION AFFIDAVIT CERTIFICATION .............................................................. .............................41 ATTACHMENT 7: VENDOR SUBSTITUTE W — 9 .................................................................................... .............................42 ATTACHMENTS: INSURANCE AND BONDING REQUIREMENTS ........................................................... .............................43 14 -6187 Office Supplies R FP— Non —CC NATem plate_07012013 2 Packet Page -1581- 4/8/2014 16.E.2. Legal Notice Sealed Proposals to provide office supplies will be received until 12 Noon, Naples local time, on 1/16/2014 at the Collier County Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112. Solicitation 14 -6187 Office Supplies Services to be provided may include, but not be limited to the following: the fulfillment of miscellaneous office supply services and products on an "as needed - when needed" basis including desk -top delivery to operating departments within the Collier County government offices. All statements shall be made upon the official proposal form which may be obtained on the Collier County Purchasing Department Online Bidding System website: www.colliergov.net /bid. Vendors must submit one (1) paper copy clearly labeled "Master," and six (6) disks (CD's /DVD's /electronic media) with one copy of the proposal on each disk in Word Excel or PDF. Collier County does not discriminate based on age, race, color, sex, religion, national origin, disability or marital status. BOARD OF COUNTY COMMISSIONER: COLLIER COUNTY, FLORIDA, EY. /Z Joanne Markiewlc: Interim Purchasinc b Genera" Service:: Diremc This Gublic Notice was posted or. the Coliie- County Purchasing Department website: wwv,.colileraov.ne.uourcnasinc anc In the _000\ o' Gurcnasing Buildmc :oliie-- :,ouni\ Governmen- 0ente, or 12/16/201; F s�asno �? 3301 Tarniami Trail East • Naha +es, Fionda 34112 - www,coliiergo4.noDurcIta5ing 14 -6187 Office Supplies RFP_Non CCNATemplate 07012013 Packet Page -1582- 4/8/2014 16.E.2. Exhibit I: Scope of Work, Specifications and Response Format As requested by the Collier County Departments (hereinafter, the "Division or Department "), the Collier County Board of County Commissioners Purchasing Department (hereinafter, "County ") has issued this Request for Proposal (hereinafter, "RFP ") with the intent of obtaining proposals from interested and qualified Consultants in accordance with the terms, conditions and specifications stated or attached. The Consultant, at a minimum, must achieve the requirements of the Specifications or Scope of Work 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 purpose of this solicitation is to accept proposals for the fulfillment of miscellaneous office supply services and products on an "as needed - when needed" basis including desk -top delivery to operating departments at Collier County. The approximate annual historical spend is approximately $450,000 per year. In fiscal year 2011 and 2012, the County purchased more than four thousand seven hundred (4,700) unique items; however, approximately one thousand two hundred and fifty (1,250) items represented eighty (80 %) percent of the office supply spend. Detailed Scope of Work "Office Supplies" are the supplies regularly used by County operating departments in areas to conduct business operations. They include small, expendable items and include, but are not limited to: • Organizers /binders/ notebooks:. • Filing supplies • Storage: • Writlnc surmiies • Nailing supplies t -ooie- / fa; Dape- Dry erase boaras anc supplies r Sian_ anc label_ „ale: uar� • Break room / desk cleaning supplies; Toner / ink cartridges • First aid supplies: Recycied / ece- friendiN oroaucts • Computer peripherals (monitors, cables MOUSE kevboara_ smal electron!; storage media. etc.;: anc • E;attenes use.- in office /nusiness machines 44,4. �4. anc �_vol'. oatteries fo- calculators fiasn kahts Denc Sname ne'_, et;... =-o- Purposes c trlls reoues: to� p onosa. turniiure anc tern; o;oa� eaulomenr. ;comDute` aesf:ron amoo: anc servers, are no- inciudeC Ir the office suODi\ aeflnitlor. The awarder suppiier is expected tc Drovide the folfowinc products anc services as describe; beiov Product Services Provide new (first generation) office supplies and products for desk -top delivery to County operating departments; with the exception of selected recycled products or remanufactured cartridges identified 14 -6187 Office Supplies R F P_Non_CC NATem plate_07012013 Packet Page -1583- 4/8/2014 16.E.2. at the time of order by the County's operating departments. Provide the following pricing for County operating departments: 1. Fixed cost for core items (129 items listed individually on the Vendor Price Sheet made apart of this solicitation); and 2. Fixed discount on all other catalog items. Customer Services 1. A local or toll -free telephone, fax lines and on -line order entry system for placement of orders, customer service and tracking of orders. 2. Current catalogs to designated operating staff at no charge to the County. Distribution will be the responsibility of the supplier. Catalogs may be distributed each year a new catalog becomes available. Collier County specific catalogs may be requested on an "as needed" basis at no additional charge to the County. 3. A dedicated "team" to address sales, customer service, and contract issues. 4. A secured Internet online ordering system that reflects the actual pricing the County will pay for each item ordered. The supplier will stage the order for regular shipment, and forward to the operating department. 5. Supplier will be responsible for updating the web site to reflect unavailable or discontinued items and for on -going training of County personnel on any web -based enhancements or any other request. The supplier may post periodic announcements on this site as directed and approved by the Purchasing project manager. The County reserves the right to request a demo of the online system prior to award of any contract. 6. During the initial start up of this program, the successful supplier must be available for a minimum of five (5) full working days for training, set -up and to visit each department individually to answer questions and monitor the complete installation of this program. 7. For any succeeding years of the contract, the supplier must develop and maintain an Online Training Manual and must be willing to hold a minimum of two (2) seminars annually to introduce new employees to the system, and to update current employees with any changes. 8. Provide Microsoft Excel generated reports for operating departments (pulling cost center information) and Purchasing Department (pulling multiple data sets) of spend data from the on -line ordering site: • The first report may be pulled by department, and location, the type of items ordered, auantity_ ordered and the total cost of orders, plus a year to date quantity on a monthly basis. Both high -use items and general catalog items are to be included. This report wili be required on a monthly basis. t The secone report may be puliec p\ overall item: listing it alpnabetica order m manufacturer stock number showing the number of times purchased, quantity issued anc extended cos'. This repot_ will be required a- the enc o- eacr auarte- four (4i times s yea, t The last report will be a iisi of proaucts orderer br department. ant locatior- which are manufactured from recvcied materials. This reoor will be required or s auarterk, basis T ne �,ouni reserves the rlah- tc request sample reaom-z D rio- t: aware o= am cunt -ac_ Dellvery Services ReGUIa, cieSK -tDD aeiiver\, service will be made avaiiabie betweer the Hours o' 3:OC G.r and S:OC� P.m.. Monday through Friday, excluding County recognizes holidays. The County reserves the right to modify this service to one delivery per week fo- ali non - emergency orders This should be based on the vendor accumulating orders received for the week and delivered on a set day example: orders received from departments Friday thru Wednesday will be delivered Thursday of each week. 2. All high -use items ordered by 4:00 p.m. are to be delivered the following business day. All other desktop items ordered out of the catalog are to be delivered within forty -eight (48) hours 14 -6187 Office Supplies R FP_Non_CC NATem plate_07012013 Packet Page -1584- 4/8/2014 16.E.2. after receipt of order. Special orders (requiring Purchasing staff approval) or backordered items will be delivered within a maximum of ten (10) business days after receipt of order. 3. The vendor agrees to stock an adequate supply of office supplies, including high -use items, to attain a ninety eight percent (98 %) fill rate of high -use items and a ninety -five percent (95 %) rate of catalog items. 4. There shall be no minimum order requirement. 5. Deliveries will be made available to all County buildings in the Collier County area including Everglades City, Marco Island and Immokalee. 6. A packing list detailing quantity, description, unit price of the item, extended total and grand total for all items delivered should be included in the delivery. The packing slip is to display the operating department's purchase order number, address and telephone number and vendor's order /confirmation number. 7. The vendor shall accept goods for return and /or replacement within three (3) business days after receipt of goods by using agency. 8. All delivery tickets must be signed by Collier County personnel and a copy of the ticket left at each delivery location. 9. All prices quoted in this proposal shall include shipping costs. No additional charges will be paid for shipping, handling, or fuel surcharges. 10. Any items delivered in damaged condition shall be picked up and exchanged at no cost to the County. Ordering and Invoicing Services 1. Operating departments must be able to place orders via telephone, FAX, on -line or in person during the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding County holidays. 2. Collier County may purchase items by issuance of a Purchase Order or the County's Purchasing Card. When ordering under this method, no order shall be processed without a Purchase Order number or credit card. 3. If a County Purchase Order is used, the purchase order must appear on the invoice. if the purchase order number is not referenced, invoices may be returned to the vendor unpaid. Provide invoices to the County which will include: a. Purchase order number: invoices submitted without current purchase order number will oe returned to the supplier for non - payment due tc "insufficient information.`: r Description of items sold (parr numbe.- SKI- etc.; Ivumoer of pieces ano unit of measure c Item labeled as "core" or "non - core" e :.ataioc price If core: price much mater, core Gs•. i.. V nor. -core shoe cataioc price ccn-raciec d;scoun� anc fina once l om, invoice price. Varvinc ievei: aoorova authority °urcnasin, does nc- wane tc approve any core oroe, tnese item& are c :minoie:: wi *.r nor• -core ite'ME a. Core fixed cos`: items wif automaticalh, be anorovec Nzi -core item-c wH route fro- oDe aImc oe✓a"Imen' t; -,j" Iasi`?` _)enanme`' TO - f:-,2 review" and aoorova.. L Payments wll� De mace uoor. receim o' e prate- invoice anc Ir compliance wit" :�nante- 21 E FloriaE Statutes. alSC I:nowr a: the %_oca Sovernmen: °romp. �avmen. Ac-.. For general catalog items, the vendor may not deliver any equivalent item as a replacement tc an ordered brand name item without express written consent of the operating department. Excessive equivalent requests may be cause to terminate the contract. 6. In the event that the vendor is unable to furnish products /services in accordance with the terms of this contract, the County reserves the right to obtain these products /services from 14 -6187 Office Supplies R F P_N o n_C C NATe m p l ate_07012013 6 Packet Page -1585- 4/8/2014 16.E.2. alternate sources. In such event, the County may deduct any increase in cost resulting from such action from the vendor's monthly invoices. 7. In the event of a bona -fide emergency, wherein immediate delivery of an order is needed and the vendor cannot meet this requirement, the County reserves the right to order from any vendor that can meet the delivery requirement. This provision will not be used to circumvent the intent of the contract. Term of Contract The contract term, if an award(s) is /are made is intended to be for one (1) five (5) year term. The selected vendor will be expected to sign the County's standard contract; once signed, orders will be fulfilled by County operating departments using a purchase order(s) or purchasing card. Discounts shall remain firm for the five (5) year term of this contract. Requests for consideration of a price adjustment for the one - hundred twenty -nine (129) line items must be made thirty days prior to the new calendar year (December 1) to the Purchasing Professional in writing with justification consistent with the Consumer Price Index (CPI) for the previous twelve months identified (October — September). Price adjustments must be approved by the Purchasing Professional and are based on budget availability. Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure. Projected Solicitation Timetable The following projected timetable should be used as a working guide for planning purposes only. The County reserves the right to adjust this timetable as required during the course of the RFP process. I Event Date Issue Solicitation Notice 12/16/2013 Last Date for Receipt of Written Questions 12/31/2010 12 No or. Naples Local Time I Addendum Issued Resultina from Written Questions o- Pre- 1/2/2014.. 12 Noor Groposa �.onterence (i, appiicanie Solicitation Deadline Date and Time 1/16/2014 12Noor. Naples Loca,' Time Anticipated Evaivatlon of Sunmittais j January! — Feoruar\ 20', Anticipated :,ompieuor, of �.ontrac February — IViarcr 201L ,'�.nticioatec boar, c` :,ounr, ,ommissione- s --ontrac- Niarcr 20',, =rova. Date 14 -6187 Office Supplies RFP_N on_CC NATem plate_07012013 7 Packet Page -1586- 4/8/2014 16.E.2. Response Format The Vendor understands and agrees to abide by all of the RFP specifications, provisions, terms and conditions of same, and all ordinances and policies of Collier County. The Vendor further agrees that if it is awarded a contract, the work will be performed in accordance with the provisions, terms and conditions of the contract. To facilitate the fair evaluation and comparison of proposals, all proposals must conform to the guidelines set forth in this RFP. Any portions of the proposal that do not comply with these guidelines must be so noted and explained in the Acceptance of Conditions section of the proposal. However, any proposal that contains such variances may be considered non - responsive. Proposals should be prepared simply and economically, providing a straightforward concise description of the Vendor's approach and ability to meet the County's needs, as stated in this RFP. All proposals should be presented as described in this RFP in PDF or Microsoft Word format with Tabs clearly marked. If outlined in this RFP, the utilization of recycled paper for proposal submission is strongly encouraged. The items listed below shall be submitted with each proposal and should be submitted in the order shown. Each section should be clearly labeled, with pages numbered and separated by tabs. Failure by a Vendor to include all listed items may result in the rejection of its proposal.. Failure by a Vendor to include all listed items may result in the rejection of its proposal. 1. Tab 1, Management Summary and Project Understanding In a maximum of two (2) pages provide: • A cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of providing the-services stated herein: • Include the name(s), address, telephone number(s), FAX number(s) and email address(es) of the authorized contact person(s) concerning proposal. �. brie' overviev o- the comaany s goal-- anc ooiectives of tnc proiec. anc nov,, the firrr wi' accomplish the scope of work; and _is- of or000sec subcontractor_ whc may DarticiDate or the tearr. ompiete the foliowinc section D} answering yes ; nc w eacr reauiremen iistec it the table Delov, ir, resoec` tc the software tna. wil, De Drcmosec -: - this soiutior, I` DroDose- canna answe' ve_ t: al, o these cluesuons /statemenTc. the cro'CSa M/- "' NZ� DE- oonsiaere. T." turtne" evaivatior.. 14 -6187 Office Supplies R FP_N on_CC NATem plate_07012013 Packet Page -1587- 4/8/2014 16.E.2. Tab 1, Management Summary and Project Understanding (Include with Project Summary Letter) Item Item Description Supplier Response es or no 1. The supplier's proposal must include a secure on -line order entry system for Collier County. (yes or no) 2. The supplier's proposal must include the ability to accept purchase orders or County credit card orders. (yes or no) 3. The supplier will provide on -line order start-up training for approximately 100 — 200 users. (yes or no) 4. The supplier will develop and maintain a Collier County user training manual for on -line use. (yes or no) 5. The supplier will provide a customer service 1-800" or local line telephone number that Collier County operating staff will use between 8am — 5pm Monday — Friday. (yes or no) 6. The supplier has at least five (5) years of experience furnishing and delivering office supplies to clients with a similar scope of work as outlined in this request for (yes or no) proposal. • Provide evidence of the experience. 7. The supplier will provide invoices to the County which include the following: a) Purchase order number: invoices submitted (yes or no) without current nurchase nrrier niimh=r will he returned to the supplier for non - payment clue to "insufficient information." b Descriptior o� item-c solo (par; numpe ,-. etc.) c' Numbe~ of pieces anc uni, o*' measure d Iterr, labeled as 'core' o- 'nor-core e :�ataloc price a F core: price mucr n iatc, ccr i!s If non -core: snow cataloe price contractec discoun-, an.' fina price f Total invoice pricL. Provide a sample invoice tna-: will oe submittec. i✓. The supplier will provide Microsoft Excel generated reports for operating departments (pulling cost center information) and Purchasing Department (pulling (yes or no) multiple data sets ) of spend data. 14 -6187 Office Supplies R FP_Non_CCNATem plate_07012013 9 Packet Page -1588- 4/8/2014 16.E.2. 2. Tab 2, Company Profile (15 Points) Complete the following information as requested to ensure consistent scoring of proposal. Firms who do not provide the information as requested in the format below may receive zero (0) points for this criterion. Item Item Description Supplier 32 10 Response 1. Indicate the number of years the supplier has been in Supplier PQR 5 business under its current name and listed within the Florida Division of Corporations. number of years) 2. Indicate the number of years the supplier has been in business under a different name which is listed within the Florida Division of Corporations. number of years) 3. Indicate the number of completed installations of an office supply program similar to the one listed in this Request for Proposal in the past five (5) years 1/1/2008 — 12/31/2012. (number of years) 4. Indicate the number of dedicated representatives that will be assigned to this account. If less than one, state percent in decimal (i.e. .25, .50, etc.) (number of dedicated • Attach a copy of all resumes or profile information. representatives) TOTAL (Total all line items from above and indicate response) (TOTAL) Prior to the Selection Committee reviewing proposals, the following methodology will be applied to each Supplier's information provided in this area: • The County shat! total each of the Supplle� s scores and create c.: rankinc trom niones� numbe. o- scores tc: lowest number o scores • The highest number of points (15) will be awarded to the Supplier wno nas the highest score. ~e° al othe° criteri2 points. the Surmhe "'s score wi`� oe divided D'' the hiahes' Sunder s score wnlcn wili then be multipiled a\, ' 5) points ie aetermine the Supmie- s Foints i�waraec Eacr suoseauen' Suppliers reTerencE score will De calCUlaiec In tnE- same manne, O" is awaraec wll D: e:aenaec iC E 'wnole' numDe" ,De` C HZ70SC_7. EzxceI !Il Iji"athl -E DUMOSeS Only SeE , nic'- a °);ample, r'_ nov" tne. =c 0:)ini; \A /Dui DC- q!S *, "1bUiP a "",JIC trIE SI) proposers. Su lier Name Supplie- E otai pP Dints /awarded Score Supplier ABA 5C Supplier DEF 47 is ouppne; aril 1 G Supplier JKL 32 10 Supplier MNO 15 5 Supplier PQR 5 2 14 -6187 Office Supplies R FP_Non_C CNATem plate_07012013 10 Packet Page -1589- 4/8/2014 16.E.2. The Points Awarded by Supplier will be distributed to the Selection Committee prior to their evaluation of the proposals. The Selection Committee will review the Supplier's proposal to ensure consistency and completion of all tasks in the RFP, and review the Points Awarded per Supplier. The Selection Committee members may, at their sole discretion modify the points assigned after a thorough review of the proposal and prior to final ranking by the final Selection Committee. 3. Tab 3, Customer Order Capabilities (15 Points) Complete the following information as requested to ensure consistent scoring of proposal. Firms who do not provide the information as requested in the format below may receive zero (0) points for this criterion. Item Item Description "Supplier' Response 1. Provide the number of items available in your traditional catalog that would be accessible for this contract. (number) 2. Provide the number of items available for on -line ordering that would be accessible for this contract. (number) 3. Provide the number of environmentally friendly products available in the on -line catalog that would be accessible for this contract. (number) 4. Provide the total number of "store brand" products available in the on -line catalog that would be accessible for this contract. (number) 5. Provide.the number of days that the company will provide a "money back guarantee for products returned. (number) 6. Provide the number of recvcled nrinter cartriHnac fhat the company has accessible for this contras: Provide the average order fulfilimen rate. E. ; Provide the number of '—'oliie Count\ Office Supply. "product fain" tha the successfu' firm wili coordinate annuals\ . TOTAL (Total all line items from above and indicate response) (number) (number; (TOTAL) Prior to the Selectior Committee reviewing proposals. the foliowing methodoiogy will be applied to each Supplier's information provided in this area: • The County shall total each of the Supplier's scores and create a ranking from highest number of scores to lowest number of scores. • The highest number of points (15) will be awarded to the Supplier who has the highest score. 14 -6187 Office Supplies R FP_Non_CCNATem plate_07012013 IE Packet Page -1590- 4/8/2014 16.E.2. • For all other criteria points, the Supplier's score will be divided by the highest Supplier's score which will then be multiplied by 15 points to determine the Supplier's Points Awarded. Each subsequent Supplier's reference score will be calculated in the same manner. • Points awarded will be extended to a "whole" number (per Microsoft Excel). For illustrative purposes only, see chart for an example of how these points would be distributed among the six proposers. Supplier Name Supplier Total Score Points Awarded Supplier ABC 72,000 15 Supplier DEF 64,000 13 Supplier GHI 62,250 13 Supplier JKL 52,000 11 Supplier MNO 35,000 7 Supplier POR 35,000 7 The Points Awarded by Supplier will be distributed to the Selection Committee prior to their evaluation of the proposals. The Selection Committee will review the Supplier's proposal to ensure consistency and completion of all tasks in the RFP, and review the Points Awarded per Supplier. The Selection Committee members may, at their sole discretion modify the points assigned after a thorough review of the proposal and prior to final ranking by the final Selection Committee. 4. Tab 4, Contract and Customer Fulfillment (15 Points) Complete the following information as requested to ensure consistent scoring of proposal. Firms who do not provide the information as requested in the format below may receive zero (0) points fnr thlic criterion. Item I Item Description Proviae the average numoe- o-i business nours trorr point of order to desktop deliver Supplier (AVG numbe- or I business'nours croviae the numne- of ciays frorn contra, awa -: to or.- sIts ;:ustome- tralnin ! tc a.^tivate ar cnerannc I numbe- o-' oa\,s aer)artment s accour- r rovide the numbe- o- daw- from contrac, aware' tc or.- iln; orae' emr, wit- a SecU "I a -i- rec-7 ; aDabiiltle; !numoe' c aays activatec. TOTAL (Total all line items from above and indicate response) (TOTAL) Prior to the Selection Committee reviewing proposals. the toliowina methodology will oe appiied to each Supplier's information provided in this area: • The County shall total each of the Supplier's scores and create a ranking from lowest number of scores to highest number of scores. • The highest number of points (15) will be awarded to the Supplier who has the lowest score. 14 -6187 Office Supplies R FP_N on_CC NATem plate_07012013 12 Packet Page -1591- 4/8/2014 16.E.2. • For all other criteria points, the lowest Supplier's score will be divided into the next lowest Supplier's score which will then be multiplied by 15 points to determine the Supplier's Points Awarded. Each subsequent Supplier's reference score will be calculated in the same manner. • Points awarded will be extended to a "whole" number (per Microsoft Excel). For illustrative purposes only, see chart for an example of how these points would be distributed among the six proposers. Supplier Name Supplier Total Supp Score Points Awarded Supplier ABC 52 15 Supplier DEF 68 11 Supplier GHI 78 10 Supplier JKL 84 g Supplier MNO 102 8 Supplier PQR 132 6 The Points Awarded by Supplier will be distributed to the Selection Committee prior to their evaluation of the proposals. The Selection Committee will review the Supplier's proposal to ensure consistency and completion of all tasks in the RFP, and review the Points Awarded per Supplier. The Selection Committee members may, at their sole discretion modify the points assigned after a thorough review of the proposal and prior to final ranking by the final Selection Committee. 5. Tab 5, Fiscal Stability (15 Points) Complete the following information as requested to ensure consistent scoring of proposal. Firms who do not provide the information as requested in the format below may receive zero (0) points for this criterion. Item Item Description Supplier Response 1. I Provide the primary proposer's Dun and Bradstreet Comaosite Credit Aporaisa` rating number Provide a cop,,, c tnE uur, , and Braastree: repor� ior ) primary propose- anc aIi companies affiiiatec witr the resultant orcccsa: Indicate the numbe- o-' times the loronose, o- one o- ,1, e nrincinais na: fitec to- ban►;ruotc% ourinc the pas', five. year (January 1. 2006- December 0' . 2012). (number) Provide the average numne, of gav- the firrr pavc it accounts pavable transaction (average number of days) 4. Provide the number of external audit "management comments / letters" received during the past five year (January 1, 2008- December 31, 2012). (number) • Provide a copy of all management comments / letters during that period. 14 -6187 Office Supplies RFP_Non_CCNATemplate_07012013 13 Packet Page -1592- 4/8/2014 16.E.2. Prior to the Selection Committee reviewing proposals, the following methodology will be applied to each Supplier's information provided in this area: • The County shall total each of the Supplier's scores and create a ranking from lowest number of scores to highest number of scores. • The highest number of points (15) will be awarded to the Supplier who has the lowest score. • For all other criteria points, the lowest Supplier's score will be divided into the next lowest Supplier's score which will then be multiplied by 15 points to determine the Supplier's Points Awarded. Each subsequent Supplier's reference score will be calculated in the same manner. • Points awarded will be extended to a "whole" number (per Microsoft Excel). For illustrative purposes only, see chart for an example of how these points would be distributed among the six proposers. Supplier Name • Provide the previous two (2) years of income Points Awarded Supplier ABC statement, balance sheet and statement of cash 15 Supplier DEF flow. 12 TOTAL (Total all line items from above and indicate 40 response) (TOTAL) Prior to the Selection Committee reviewing proposals, the following methodology will be applied to each Supplier's information provided in this area: • The County shall total each of the Supplier's scores and create a ranking from lowest number of scores to highest number of scores. • The highest number of points (15) will be awarded to the Supplier who has the lowest score. • For all other criteria points, the lowest Supplier's score will be divided into the next lowest Supplier's score which will then be multiplied by 15 points to determine the Supplier's Points Awarded. Each subsequent Supplier's reference score will be calculated in the same manner. • Points awarded will be extended to a "whole" number (per Microsoft Excel). For illustrative purposes only, see chart for an example of how these points would be distributed among the six proposers. Supplier Name Supplier Total Score Points Awarded Supplier ABC 33 15 Supplier DEF 40 12 Supplier GHI 40 12 Supplier JKL 40 12 Supplier MNO 50 10 Sup tier PQR 65 8 The Points Awarded by Supplier will be distributed to the Selection Committee prior to their evaluation of the proposals. The Selection Committee will review the Supplier's proposal tc ensure consistency and completion of all tasks !n the RFF, ana review the Points Awarde'r, De- Suppiie ,-. Tne Seiectiorr Committee members ma\.. a- tneir sole discretion modify the oolnt_ assigned after a thorough review of the proposai ana prior to final ranking by the final Selection Committee E. 7 ab E. Pricinc 2( mints -nc- :.ountv nas iaentiflec it, n!pr use aem: aye- Twc i!sca veers ;2C an,- 2c "_ -nest items rer)resen_ anoroximateiy fifty -twca (52 %i iDercenL of the CountV : sr)enc Venaors snal suomr tc the cr!clnC To._ aow "ox!matei� one riunorec twenr_ nine .2`: or Item: !!stec I' the venac- =rice Scneau!; prices shoui ' pc supmittec io- al:' items hstee to- al' pranc name core Items ilstec benaors wno a. no, present: iniormatior, ir: the iorma` recluestec may receive "0' points in this criteria. • Provide line item prices for all items and submit a completed "Vendor Price Sheet" Core Items in an Excel format. NOTE: that the core price for manufacturer's number will be the focus of the evaluation. 14 -6187 Office Supplies R F P_N o n_C C NATem p l ate_07012013 14 Packet Page -1593- 4/8/2014 1-6.E.2. Provide the percent ( %) discount offered for all other non -core catalog (S.P. Richards, or any other catalog) items on the Vendor Price Sheet Non -Core Catalog Discount. • Provide the following information as requested to ensure price criteria points Item Description Vendor Submittal 1. Provide the total dollar obtained as a result of adding all line 2C Suopiie- D=7 items together on "Vendor Price Sheet" Core Items. (TOTAL DOLLAR Suppiie° GH • Provide line item prices for all items and submit a amount by adding all line items on the Suppiier JK� completed "Vendor Price Sheet" Core Items in an Vendor Price Supplier MN'-"' Excel format. NOTE: that the core price for Sheet) Supplier POR manufacturer's number will be the focus of the 11 evaluation. 2. Provide the Percent Discount off Catalog retail price for any items not listed in Index Ws; 1 - 129 of the Vendor Express as .xx Price Sheet Core Items. (example: .62 for sixty -two (62 %) This Percent will not be used in the Award percent discount off Determination. It will only be used once an award has retail price). been determined by the Board of County Commissioners. Prior to the Selection Committee reviewing proposals, the following methodology will be applied to each Supplier's information provided in this area: • The County shall total each of the Supplier's scores and create a ranking from lowest number of scores to highest number of scores. • The highest number of points (20) will be awarded to the Supplier who has the lowest score. • For all other criteria points, the lowest Supplier's score will be divided into the next lowest Supplier's score which will then be multiplied by 20 points to determine the Suppliers Points. Awardec Each subsequent Supplier's reference score will ne calculated in the same manne- • Points awarded will be extended to a "whole" number (per Microsoft Excel). ror illustrative purposes only, see cnart for an example of now these points woula be distributec amone the six proposers. Supplier Name Supplier Total Score points awarded Supplier ABC. S'_25C 2C Suopiie- D=7 50C - Suppiie° GH '; .75C - Suppiier JK� 76c Supplier MN'-"' 1.842 Supplier POR 2,226 11 The Points Awarded by Supplier will be distributed to the Selection Committee prior to their evaluation of the proposals. The Selection Committee will review the Supplier's proposal to ensure consistency and completion of all tasks in the RFP, and review the Points Awarded per Supplier. The Selection 14 -6187 Office Supplies RF P_N on_CCNATemplate_07012013 15 Packet Page -1594- 4/8/2014 16.E.2. Committee members may, at their sole discretion modify the points assigned after a thorough review of the proposal and prior to final ranking by the final Selection Committee. Optional: Vendors may submit optional equivalent prices by manufacturer number and price; however, these items will not be used in the evaluation of the bid. Any and all prices submitted whether required or optional for the core item list will be binding if awarded this contract. Operating departments will have the option to choose between brand name and generic equivalents. 7. Tab 7, References (10 Points) The County requests that the supplier submits complete references from current or former clients. In order for the supplier to be awarded any points for this tab, the County requests that the Supplier submits three (3) completed reference forms from clients whose projects are of a similar nature to this solicitation as a part of their proposal. The County will only use the methodology calculations for the first three (3) references (only) submitted by the Supplier in their proposal. References marked with letters or words (i.e. N /A) in one of the ten items will be scored "0" points for a response. Prior to the Selection Committee reviewing proposals, the following methodology will be applied to each Supplier's information provided in this area: • The County shall total each of the Supplier's scores and create a ranking from highest number of scores to lowest number of scores. • The highest number of points (10) will be awarded to the Supplier who has the highest score. • For all other criteria points, the Supplier's score will be divided by the highest Supplier's score which will then be multiplied by 10 points to determine the Supplier's Points Awarded. Each subsequent Supplier's reference score will be calculated in the same manner. • Points awarded will be extended to a "whole" number (per Microsoft Excel): For illustrative purposes only. see chart for an example of how these points would be distributed amonc the six proposer;.. Supplier Name Supplier Total Score I points Awarded Suppiier AK 24: 1 C Suppiier DP: 23c 1 Supplier GH 22c Supplier JK- 18f E Supplie° MN-- 18: Suppiier POF 15C r Tne = ':)int 4\waroe_ D\" Sl:'nDiie- wi, De dis,,r�nute� tc the Seieciior ..omrnittee tner °valJaTIC' C- the proposaiE The SeieCtior :.crnmitiee wll: reviev,' the Supplier s proposa; is ensure conslstenc\ ane completion & all tasK-c in the RFC . and review the Points ywardec De- Supoiie: The Selectior :.ommittee members mad, at their sole discretion modify the points assigned after a thorough revievn of the proposal and prior to final ranking by the final Selection Committee. 14 -6187 Office Supplies R FP_N on_CCNATem plate_07012013 16 Packet Page -1595- C0 Bier CQUrtcy Adrmrvsr.dAe Services Dmsa, PumhasiN Solicitation: 14 -6187 Office Supplies 4/8/2014 16.E.2. Reference Questionnaire Reference Questionnaire for: (Name of Company Requesting Reference Information) (Name of Individuals Requesting Reference Information) Name: (Evaluator completing reference questionnaire) Email: FAX: Agency: (Evaluator's Company completing reference) Telephone: Collier County is requesting reference information on firms or their key personnel to be used in the selection of a firm to perform this project. The Name of the Company listed in the Subject above has listed you as a client for which they have previously performed work. Please complete the survey. Please rate each criteria to the best of your knowledge on a scale of 1 to 10, with 10 representing that you were very satisifed (and would hire the firm /individual again) and 1 representing that you were very unsatisfied (and would never hire the firm /indivdival again). If you do not have sufficient knowledge of past performance in a particular area, leave it blank and the item or form will be scored "0." Contract Start Date (from Notice to Proceed) Contract End Date Approximate Annual Spend Contract Total Spend Item Criteria Score 1 Ability to manage the project costs (minimize change orders to scope). 2 Ability to maintain project schedule (complete on -time or early). I I 4 Quality of consultative advice provided on the proiect. j Professionaiism ano ability to manage personnei. C ;lose out proJeci process (fmai proauct turnove-; invoices: manuals cr going forward documentation. etc.' Abilin to verbaliv communicate ano aocurrier, mrormation cieari anc succinctr. t ADlltin to manaa_ nsrs an.- UneXDectec Droiec circumstance: Ability to follow agency s policies. proceaures, rules. regulations, et,. 10 Overall comfort levei with hiring the company in the future (customer satisfaction). TOTAL SCORE OF ALL ITEMS Please FAX this completed survey to: Packet Page -1596- By 14 -6187 Office Supplies RFP_Non_CCNATemplate 07012013 17 4/8/2014 16.E.2. 9. Tab VIII, Acceptance of Conditions The County intends to issue purchase orders (see Exhibit III for terms and conditions), or use the County's purchasing card to place orders. Indicate any exceptions to the general terms and conditions of the RFP, and to insurance requirements or any other requirements listed in this RFP. If no exceptions are indicated in this tabbed section, it will be understood that no exceptions to these documents will be considered after the award, or if applicable, during negotiations. Exceptions taken by a Vendor may result in evaluation point deduction(s) and /or exclusion of proposal for Selection Committee consideration, depending on the extent of the exception(s). Such determination shall be at the sole discretion of the County and Selection Committee. 10. Tab IX, Required Form Submittals • Attachment 2: Vendor Check List • Attachment 3: Conflict of Interest Affidavit • Attachment 4: Vendor Declaration Statement • Attachment 5: Affidavit for Claiming Status as a Local Business • Attachment 6: Immigration Affidavit Certification • Attachment 7: Vendor Substitute W -9 • Attachment 8: Insurance and Bonding Requirements • Other: Signed addenda, promotional materials, etc. 14 -6187 Office Supplies R FP_Non_CCNATem plate_07012013 18 Packet Page -1597- Exhibit II: General RFP Instructions 1. Questions 4/8/2014 16.E.2. Direct questions related to this RFP to the Collier County Purchasing Department Online Bidding System website: www.colliergov.net /bid. 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 noted on the cover page. 2. Pre - Proposal Conference The purpose of the pre - proposal conference is to allow an open forum for discussion and questioning with County staff regarding this RFP with all prospective Vendors having an equal opportunity to hear and participate. Oral questions will receive oral responses, neither of which will be official, nor become part of the RFP. Only written responses to written questions will be considered official, and will be included as part of this RFP as an addendum. All prospective Vendors are strongly encouraged to attend, as, this will usually be the only pre - proposal conference for this solicitation. If this pre - proposal conference is denoted as "mandatory", prospective Vendors must be present in order to submit a proposal response. 3. Compliance with the RFP Proposals must be in strict compliance with this RFP. Failure to comply with all provisions of the RFP may result in disqualification. 4. Ambiguity, Conflict, or Other Errors in the RFP It is the sole responsibility of the Vendor if the Vendor discovers any ambiguity, conflict, . discrepancy, omission or other error in the RFP, to immediately notify the Procurement Strategist, noted herein of such error in writing and request modification or clarification of the document prior to submitting the proposai. The Procurement Strategist will make modifications by issuing a written revision and will aive written notice to all parties who have received this RFP from the purchasinc Department. Proposa'. Presentation. and PPOiest Costs Tne County wilt not be liable: Ir, an,, wa\, to anv costs incurre^: o� am venoc- ir the preparauor o' It-C. cr000sa Ir. response t, tni- r=:== ncr to- the presentation c' it_ proposa and; o- partici,oatior c any discussionc, negotiations o -. if applicable anv proes, p- ocedures JeIIVe!t' O' Proposais All proposals are to be deiivered before 12 Noon. Naples iocai time, on or before 1/1 6,120,1Z. to: Collier County Government Purchasing Department 3327 Tamiami Trail E Naples FL 34112 Packet Page -1598- 14 -6187 Office Supplies R FP_Non_CC NATemplate_07012013 19 4/8/2014 16.E.2. Attn: Joanne Markiewicz, Interim Purchasing Director The County does not bear the responsibility for proposals delivered to the Purchasing Department past the stated date and /or time indicated, or to an incorrect address by Consultant's personnel or by the Consultant's outside carrier. However, the Purchasing /General Services Director, or designee, reserves the right to accept proposals received after the posted close time under the following conditions: • The tardy submission of the proposal is due to the following circumstances, which may include but not be limited to: late delivery by commercial carrier such as Fed Ex, UPS or courier where delivery was scheduled before the deadline. • The acceptance of said proposal does not afford any competing firm an unfair advantage in the selection process. Vendors must submit one (1) paper copy clearly labeled "Master," and six (6) disks (CD's /DVD's /electronic media) with one copy of the proposal on each disk in Word Excel or PDF. List the Solicitation Number and Title on the outside of the box or envelope. 7. Validity of Proposals No proposal can be withdrawn after it is filed unless the Vendor makes their request in writing to the County prior to the time set for the closing of Proposals. All proposals shall be valid for a period of one hundred eighty (180) days from the submission date to accommodate evaluation and selection process. 8. Method of Source Selection The County is using the Competitive Sealed Proposals methodology of source selection for this procurement, as authorized by Ordinance Number 87 -25, and Collier County Resolution Number 2007 -340 establishing and adopting the Collier County Purchasing Policy. The County may, as it deems necessary. conduct discussions with qualified Vendors determined to be in contention Tor being selected for award fo- the purpose of clarification to assure full understanding c- anc responsiveness tc soiicitaticr requirement- vaivatior of Proposals `ne County's procedure fo- selecting, is aS follows Tne County_ Manage- o- designee snal appoln' E Seieotior Committee c- revlev al proposal. submittec Reoues- to- = ,r000sals lssuec Suoseouen- t. the cioslnc trl; 'r -3Z I " °_"'le -1 -. Strateciis wil Feviev tnE :i ,: Dsalz recelve� an-, verlf. wnetne- eac- oroposa a�pea -s t. pa- r' -ii all` responsive t; tr1; requirements c- the puoi!sneg, 4. Meetings wW be oiler to the punll� and the -�,rocuremen- Strategis. snali pubiici\ oos- orio- notice o sucr, meeting, ir the iobp} o= the Purchasing Building.. The committee members will review each Proposal individually and score each proposa` based on the evaluation criteria stated herein. 6. Prior to the first meeting of the selection committee, the Procurement Strategist will post a notice announcing the date, time and place of the first committee meeting. Said notice shall be posted in the lobby of the Purchasing Building not less than three (3) working days prior to 14 -6187 Office Supplies R FP_Non_CCNATem pl ate_07012013 20 Packet Page -1599- 4/8/201416. E.2. the meeting. The Procurement Strategist will also post prior notice of all subsequent committee meetings and shall endeavor to post such notices at least one (1) day in advance of all subsequent meetings. 7. The committee will compile individual rankings, based on the evaluation criteria as stated herein, for each proposal to determine committee recommendations. The committee may at their discretion, schedule presentations or demonstrations from the top- ranked firm(s), make site visits, and obtain guidance from third party subject matter experts. The final ' recommendation will be decided based on review of scores and consensus of committee. The County reserves the right to withdraw this RFP at any time and for any reason, and to issue such clarifications, modifications, and /or amendments as it may deem appropriate. Receipt of a proposal by the County or a submission of a proposal to the County offers no rights upon the Vendor nor obligates the County in any manner. Acceptance of the proposal does not guarantee issuance of any other governmental approvals. Proposals which include provisions requiring the granting of zoning variances shall not be considered. 10. References The County reserves the right to contact any and all references pertaining to this solicitation and related proposal. 11. Proposal Selection Committee and Evaluation Factors The County Manager shall appoint a Selection Committee to review all proposals submitted. The factors to be considered in the evaluation of proposal responses are listed below. Tab 2, Company Profile Tab 3, Customer Order Capabilities Tab 4, Contract and Customer Fulfillmew Tab 5. Fisca! Stability- Tab 6, Pricinc Tab 7. References coca' Venaor Preference TOTAL Tie Breaker. in the event of a tie. both in individual scoring and in final ranking. the iowes oaic dollars b\' '—ollle- ..oun*\' tC the venco- ;ac obtainer tron' the svStem% wlthir the IaS, five (5l years wil receive the nicne` inoivvioua' ranKirl� I' the firm tie it eitne" indiviauai scorinc or final ranl:in� the fl-7 wits the IoWes' Volu le o" receive the niane" rankinc. the firm witsr the next lower' volume c- Won seal receive hiones ranrin, an,, ; sc or. Acceptance or Rejection of Proposals 15 15 15 15 20 10 1C 100 Points the firm wits financia re is a multloie worn s7 al the nex- The right is reserved by the County to waive any irregularities in any proposal, to reject any or all proposals, to re- solicit for proposals, if desired, and upon recommendation and justification by Collier County to accept the proposal which in the judgment of the County is deemed the most advantageous for the public and the County of Collier. 14 -6187 Office Supplies RFP_Non CCNATemplate 07012013 21 Packet Page -1600- 4/8/2014 16.E.2. Any proposal which is incomplete, conditional, obscure or which contains irregularities of any kind, may be cause for rejection. In the event of default of the successful Vendor, or their refusal to enter into the Collier County contract, the County reserves the right to accept the proposal of any other Vendor or to re- advertise using the same or revised documentation, at its sole discretion. 14 -6187 Office Supplies RFP_Non CCNATemplate_07012013 22 Packet Page -1601- 4/8/2014 16.E.2. Exhibit III: Collier County Purchase Order Terms and Conditions 1. Offer and to comply with all carrier This offer is subject to cancellation by the regulations. Risk of loss of any goods COUNTY without notice if not accepted by sold hereunder shall transfer to the VENDOR within fourteen (14) days of COUNTY at the time and place of issuance. delivery; provided that risk of loss prior to actual receipt of the goods by the 2. Acceptance and Confirmation COUNTY nonetheless remain with This Purchase Order (including all VENDOR. documents attached to or referenced b) No charges will be paid by the COUNTY therein) constitutes the entire agreement for packing, crating or cartage unless between the parties, unless otherwise otherwise specifically stated in this specifically noted by the COUNTY on the Purchase Order. Unless otherwise face of this Purchase Order. Each delivery provided in Purchase Order, no invoices of goods and /or services received by the shall be issued nor payments made COUNTY from VENDOR shall be deemed to prior to delivery. Unless freight and be upon the terms and conditions contained other charges are itemized, any in this Purchase Order. discount will be taken on the full amount of invoice. No additional terms may be added and c) All shipments of goods scheduled on the Purchase Order may not be changed except same day via the same route must be by written instrument executed by the consolidated. Each shipping container COUNTY. VENDOR is deemed to be on must be consecutively numbered and notice that the COUNTY objects to any marked to show this Purchase Order additional or different terms and conditions number. The container and Purchase contained in any acknowledgment, invoice Order numbers must be indicated on bill or other communication from VENDOR, of lading. Packing slips must show notwithstanding the COUNTY'S acceptance Purchase Order number and must be or payment for any delivery of goods and /or included on each package of less than services, or any similar act by VENDOR. container load (LCL) shipments and /or with each car load of equipment. The 3. Inspection COUNTY reserves the right to refuse or Al; goods and /or services deliverer return any shipment or equipment at hereunder shall be received subiect tc the VENDOR'S expense that is no' marker COUNTY': inspection: anc approva, am with Purcnase Order numbers. payment therefore shall not constitute VENDOR agrees to declare to the acceptance. Al' payments are subiec- tc carrie- the value o' am shipmen: made adiustment for snortagE o, reiectior. Al unae- this Purchase Orde- anc the full detectivE or nonconforming goods wili be invoice value of such shipment. returnee pursuant tc VENDOR'S instructior d All invoices musr contain tnc purcnase a! VENDOR'S expense Order numbe, anc arr otne° specific rnfcrmancr a: iaentinec or tnc tnc exter. tna - aurcnase orae recuire: �urcnasc Droe Discount. „- oromr- a sere: or performances bv VENDOF. tn= pavmen* will be computes' frorr the date COUNT . orosoectuvei\ reserves the rian: tc recem -. o' g000s o. ron- cats o' cancc the entire remainde- c� the Purcnas: -ecein- o invoice_ \nmizrneve, is ime Orde• ii gooa. and /o• services provider, Pavment wil bemaoe upor receipt of s earl\ in the terra ol the Furcnase Order are proper invoice anc ir, compliance with non - conforming or otherwise rejected by the Chapter 218, Fla. Stats., otherwise COUNTY. known as the "Local Government 4. Shipping and Invoices Prompt Payment Act," and, pursuant to a) All goods are FOB destination and must the Board of County Commissioners be suitably packed and prepared to Purchasing Policy. secure the lowest transportation rates 14 -6187 Office Supplies R FP_Non_CCNATem plate_07012013 23 Packet Page -1602- Time Is Of the Essence Time for delivery of goods or performance of services under this Purchase Order is of the essence. Failure of VENDOR to meet delivery schedules or deliver within a reasonable time, as interpreted by the COUNTY in its sole judgment, shall entitle the COUNTY to seek all remedies available to it at law or in equity. VENDOR agrees to reimburse the COUNTY for any expenses incurred in enforcing its rights. VENDOR further agrees that undiscovered delivery of nonconforming goods and /or services is not a waiver of the COUNTY'S right to insist upon further compliance with all specifications. Changes The COUNTY may at any time and by written notice make changes to drawings and specifications, shipping instructions, quantities and delivery schedules within the general scope of this Purchase Order. Should any such change increase or decrease the cost of, or the time required for performance of the Purchase Order, an equitable adjustment in the price and /or delivery schedule will be negotiated by the COUNTY and VENDOR. Notwithstanding the foregoing, VENDOR has an affirmative obligation to give notice if the changes will decrease costs. Any claims for adjustment by VENDOR, must be made within thirty (30) aays from the date the chance is ordereb c within such additions: perioc c- time as ma De agreeo upor, oy the parties. Warranties VENDOF, exoressly warrants tna' the aooas and /o- service: coverer m tnis �,urcnase Orae- wii conform tc the specifications arawlncis samDle: o" othe" aescrlDtlonc fu-msnec specifies D the wl'. De `- satisfacm, matena anC DuailT, p'"oauCUOr free frorr aefects an: suffic!en, fo the purpose intenoec snai De oeiive-e' 'eG ? "o am. secur!t'. Inter e5 other lien. encumbrance o- ciain- and tnlrc part\ These warranties snal survive inspection; acceptance, passage o' title anb payment by the COUNTY. 8. Statutory Conformity Goods and services provided pursuant to this Purchase Order, and their production 4/8/2014 16.E.2. and transportation shall conform to all applicable laws, including but not limited to the Occupational Health and Safety Act, the Federal Transportation Act and the Fair Labor Standards Act, as well as any law or regulation noted on the face of the Purchase Order. Advertising No VENDOR providing goods and services to the COUNTY shall advertise the fact that it has contracted with the COUNTY for goods and /or services, or appropriate or make use of the COUNTY'S name or other identifying marks or property without the prior written consent of the COUNTY'S Purchasing Department. 10. Indemnification VENDOR shall indemnify and hold harmless the COUNTY from any and all claims, including claims of negligence, costs and expenses, including but not limited to attorneys' fees, arising from, caused by or related to the injury or death of any person (including but not limited to employees and agents of VENDOR in the performance of their duties or otherwise), or damage to property (including property of the COUNTY or other persons), which arise out of or are incident to the goods and /or services to be provided hereunder. Warranty o` Non - Infringement VENDOR represents ana warrants tnai all aoods sold e- services performed under this GUrcnase Jroe are F " Compliance witr applicable laws b ac no- infringe am eaten.. traaeman, copvnah, cr tram: secre-, ano c) ao noI constitute unfair competition sna' .noemnll an: no:-, !iarrn!es: tn_ tro an: aaalns, an an,- a claims Includlnc claim: c` neaiioence cost_ anc expense :DL;, nc ilmltec t: attcmev: reel v. ,= arts= crow an clan-, Su' c" r=eeoln: allealnc tn2, tn. COUI T "'c use a` the aooa-- andre services proviaea unaer this Purchase Orae are inconsistent wits- VENDOR': representations and warranties in section 11 (a). 14 -6187 Office Supplies R FP_Non_CCNATemplate_07012013 24 Packet Page -1603- If any claim which arises from VENDOR'S breach of section 11 (a) has occurred, or is likely to occur, VENDOR may, at the COUNTY'S option, procure for the COUNTY the right to continue using the goods or services, or replace or modify the goods or services so that they become non - infringing, (without any material degradation in performance, quality, functionality or additional cost to the COUNTY). 12. Insurance Requirements The VENDOR, at its sole expense, shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the Purchase Order. Providing and maintaining adequate insurance coverage is a material obligation of the VENDOR. All insurance policies shall be executed through insurers authorized or eligible to write policies in the State of Florida. 13. Compliance with Laws In fulfilling the terms of this Purchase Order, VENDOR agrees that it will comply with all federal, state, and local laws, rules, codes, and ordinances that are applicable to the conduct of its business. By way of non - exhaustive example, this shall include the American with Disabilities Act and all prohibitions against discrimination on the basis of race, religion, sex creed, national origin. handicap, marital status, or veterans' status. Further. VENDOF acknowledges ana without exception or stipulation shall De fully responsible for complying with the r)rovision.c c` the immiaratior Reform anc Gontro' Ac, : o' 1986 as !ocatec a 8 U.S. 1324, et sec,. and regulations relating theretc ac eithe- ma\ oe amenaec. =aiiure by the awaraec firms to comoi\ witr the iaws reTerencec nereir snal constitute r) real." c the aware aareemer- anc the Count\ shat! have the discretior tc uniiateralk terminate saic aareemer. !!llmedlatel`,. Hn`. Dreacr o' tnl: orovisior. may be regarded by the COUNTY as a materia anc substantia; breacr o` the contract arising from this Purchase Order. 14. Force Majeure Neither the COUNTY nor VENDOR shall be responsible for any delay or failure in performance resulting from any cause 4/8/2014 16.E.2. beyond their control, including, but without limitation to war, strikes, civil disturbances and acts of nature. When VENDOR has knowledge of any actual or potential force majeure or other conditions which will delay or threatens to delay timely performance of this Purchase Order, VENDOR shall immediately give notice thereof, including all relevant information with respects to what steps VENDOR is taking to complete delivery of the goods and /or services to the COUNTY. 15. Assignment VENDOR may not assign this Purchase Order, nor any money due or to become due without the prior written consent of the COUNTY. Any assignment made without such consent shall be deemed void. 16. Taxes Goods and services procured subject to this Purchase Order are exempt from Florida sales and use tax on real property, transient rental property rented, tangible personal purchased or rented, or services purchased (Florida Statutes, Chapter 212), and from federal excise tax. 17. Annual Appropriations The COUNTY'S performance and obligation to pay under this Purchase Order shall be contingent upon an annual appropriation of funds. 1E. Termination This Purchase Order may be terminated a! any time b\ the CDUNT` uoor 3C aaw prior writter: notice tc the VENDOR. —n!s Purchase Order may be terminates immediatei\ bv the :MNT`' fo- breacr D, VENDOR of the terms anc condition_ of th!c ::,urcnase Orae� oroviaec tna-, COJI * ` na, oroviaec VENDDF witr notice , suer bread~ ant VENDOR r.r, faiiec tc cur=_ witn!r 1 C, oaw a, receipt c suc, notice 19. General a` This Purchase Order snail oe governec by the laws of the State of Florida. The venue for any action brought to specifically enforce any of the terms and conditions of this Purchase Order shall be the Twentieth Judicial Circuit in and for Collier County, Florida 14 -6187 Office Supplies UP_Non_CCNATemplate 07012013 25 Packet Page -1604- a C) 3 Failure of the COUNTY to act immediately in response to a breach of this Purchase Order by VENDOR shall not constitute a waiver of breach. Waiver of the COUNTY by any default by VENDOR hereunder shall not be deemed a waiver of any subsequent default by VENDOR. All notices under this Purchase Order shall be sent to the respective addresses on the face page by certified mail, return receipt requested, by overnight courier service, or by personal delivery and will be deemed effective upon receipt. Postage, delivery and other charges shall be paid by the sender. A party may change its address for notice by written notice complying with the requirements of this section. The Vendor agrees to reimbursement of any travel expenses that may be 4/8/2014 16.E.2. associated with this Purchase Order in accordance with Florida Statute Chapter 112.061, Per Diem and Travel Expenses for Public Officers, employees and authorized persons. e) In the event of any conflict between or among the terms of any Contract Documents related to this Purchase Order, the terms of the Contract Documents shall take precedence over the terms of the Purchase Order. To the extent any terms and /or conditions of this Purchase Order duplicate or overlap the Terms and Conditions of the Contract Documents, the provisions of the Terms and /or Conditions that are most favorable to the County and /or provide the greatest protection to the County shall govern. Packet Page -1605- 14 -6187 Office Supplies R FP_N on_CC NATem plate_07012013 26 4/8/2014 16.E.2. Exhibit IV: Additional Terms and Conditions for RFP 1. 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 the Insurance and Bonding 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 Certificates of Insurance must state the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on behalf of Collier County. The "Certificate Holder" should read as follows: Collier County Board of County Commissioners Naoles. Florida The amounts and types of insurance coverage shall conform to the minimum requirements set forth in the insurance ant Bondinc attacrimem, witr; the use o* insurance Services Ofnce (ISO) torms, anc endorsements or their eauivaients. If Vendor nas any sell- insured retentions o; deductibles under any of the below listed minimum required coverage. Vendor must identify on the Certificate of insurance the nature anc amoun_ o= suer sel�- insured retentions or aeductibles anc; provide satisfactor\ evidence c= fmancia' resaonsibility to- suer obiiaations. Al: sel!- insures retention- c, aeauctibie: will be \era - sole resoonsibilit\ :,overaae;s snal' ne maintainec witnou' lnterruntior trorr the gate o= commencemen- of the Vvon unti the Gate o` compietior anc acceptance o' the scope c� won: ov the Count\ cr ac specinec ni= soiicitatior, whicneve- is lonae, 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 14 -6187 Office Supplies R FP_N on_CC NATemplate_07012013 27 Packet Page -1606- 4/8/2014 16.E.2. 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. 2. 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. 3. Additional Items and /or Services Additional items and / or services may be added to the resultant contract, or purchase order, in compliance with the Purchasing Policy. 4. Use of Subcontractors Bidders or any service related oroiec. including constructior. mus be aualifiec' anc directh responsible for 80 0/o or more of the soiicitatior amount to: saia wort;. Z ountE 's Riah': tc lnspec: The �ounty or its authorized Agent shat+ have the right to insnec4 tnc vendo- F facilities /orojec•. sits ourine anc afte e2C" won. assionmer- tns Venac' Is performin kaditiona "erm_ anc Conditions o-' :.ontrac-. 011ie -- CJnt`' na: oevelor)e- st2naarC OO'Mactsiaareemer?:� aporove, rJ \" the EGar; o" _ Si hers !^ `ne seiecteC /encc- snal'. be reau.reC t: sips 2 stan0arc ;.ollle' �OU"lr contras- withir, twenr, one " aav_ or Notice of Selectior for Awarc: The County reserves the right to include in any contract document such terms and conditions, as it deems necessary for the proper protection of the rights of Collier County. A sample copy of this contract is available upon request. The County will not be obligated to sign any contracts, maintenance and /or service agreements or other documents provided by the Vendor. 14 -6187 Office Supplies R F P_N o n_C C NATem p l ate_07012013 28 Packet Page -1607- 4/8/2014 16.E.2. 7. Payment Method 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(c�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 completior: of each month's wort payment request: 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 fo- gavmen' without prior approva� from the Proiec_ manage Al, invoices snouic ge submittec withir the fiSC21 yea° the work was perrormec. (County`s fiscal yea- is October - Septemner 30.E Invoices submitted after the close of the fiscal year will not be accepted (or processed for payment` unless specifically authorized oy the Proiect Nianaae: Payments wil be mane tc amclec and/c� se,lce- iurnisnec. aeilverec , anc acceotec uaor recelp', and aoprova o= Invoices submittec or the date of services o- witnih six (61 months afte- comoletior c= contraa. .Ann untimei\ submissior o: Invoice- bevonc the sgecifiec deadiine penoc I- subiec' tc nor- gavmen: uncle- the iega' aoctrine c` "lacne -' a- unurnei suomitte: Time sna' De ceemec c the essence wits respect io the timei\.,, submission of invoices unaer this aareemem 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. 14 -6187 Office Supplies R FP_N on_CC NATem plate_07012013 29 Packet Page -1608- 4/8/2014 16.E.2. 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. 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. 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. Licenses The Vendor is required to possess the correct Business Tax Receipt, professional license, and any other authorizations necessary to carry out and perform the work required by the project pursuant to all applicable Federal, State and Local Lave, Statute, Ordinances, and rules and regulations of any kind. Additionally, copies of the required licenses must be submitted with the proposal response indicating that the entity proposing„ as well as the team assigned to the County account is oroperly licensed to perform the activities o�- wore: included it the contrac` documents. Failure on the part of any Vendor to submit the requireo documentation may be grounds to deem Vendor non - responsive. A Vendo, with 2-' office within Collie- '_ounty is als; reaulrec tc nave- ar; occ=auona ilcensE All State Certified contractors wnd may need to loul' Coliie- County permits o- call is inspections mus'l camc�letE s _olile ount,\, :,oniracic, _ Icense rea!Strano- rorr- anc suomi`_ tnc� reaulrec reE Atte' 'eglS�° "Ins tn; !I °nse /reglStr avor vPlil nee: t� D�_ renewe-, t: rem air lair a Uv- !- 1,31l!e. \r0L n2\!E GUeSTIgn; rears ^. "a!nC IICenS °; cgntBC. tnE _.OntraCtg' icenslnC _ommun!r, Develotimen and Env!ronmenta ServlCe; a- i23C 25_ -2z 2,52 -29D:. ;,tuestion= regarding required occupational iicenses, please contact the _� G, Lollector s Office at 1239 252- 24-7 10. Principals /Collusion By submission of this Proposal the undersigned, as Vendor, does declare that the only person or persons interested in this Proposal as principal or principals is /are named therein and that no person 14 -6187 Office Supplies R F P_N on_CC NATemplate_07012013 30 Packet Page -1609- 4/8/2014 16.E.2. other than therein mentioned has any interest in this Proposal or in the contract to be entered into; that this Proposal is made without connection with any person, company or parties making a Proposal, and that it is in all respects fair and in good faith without collusion or fraud. 11. Relation of County It is the intent of the parties hereto that the Vendor shall be legally considered an independent Vendor, and that neither the Vendor nor their employees shall, under any circumstances, be considered employees or agents of the County, and that the County shall be at no time legally responsible for any negligence on the part of said Vendor, their employees or agents, resulting in either bodily or personal injury or property damage to any individual, firm, or corporation. 12. Termination Should the Vendor be found to have failed to perform his services in a manner satisfactory to the County, the County may terminate this Agreement immediately for cause; further the County may terminate this Agreement for convenience with a thirty (30) day written notice. The County shall be sole judge of non - performance. 13. Lobbying All firms are hereby placed on NOTICE that the Board of County Commissioners does not wish to be lobbied, either individually or collectively about a project for which a firm has submitted a Proposal. Firms and their agents are not to contact members of the County Commission for such purposes as meeting or introduction, luncheons, dinners, etc. During the process, from Proposal closing to final Board approval, no firm or their agent shall contact any other employee of Collier County in reference to this Proposal, with the exception of the Purchasing Director or his designee(s). Failure to abide by this provision may serve as grounds for disqualification for award of this contract to the firm. 14. Public Records Compliance The Vendor /Contractor agrees to comply with the Florida Public Records Law Chapter 119 (including specifically those contractual reauirements at F.S. § 119.0701(2) (a) -(d) and (3)), ordinances, codes. rules, regulations and requirements of any governmentai agencies 1�. Certificate of Authority to Conduct Business ir. the State- o` Florida (Flo ride Statute 0-.1501' In order to be considered for award, firms must be registerec with the Florida Dec)artmen of State Divisions of Corporations in accordance wits: the requirements of FloriGE Statute 607.1,50' anc Provide s certificate o` authoritX (www.sunbi= .oroisearcr. himl; price tc executlor o 2 contras. cook o= the Gocumen: ma) oe suomittec wit, the solicitation resoonse anc the aocumen numoe° seal oe ioentifiec =irms wnc: cic no: proviae the certificate c autnority a- the time c. response snal be reauirec tc provide same witnir five ;5 Gays upor notif!cat!or o= se!ect!or tc- awarc. I= the f!rr- canno, proviae the uccumen- withir the references timerrame the :,ounit reserve- the rlarr tc awarc to another firm. 16. Single Proposal Each Vendor must submit, with their proposal, the required forms included in this RFP. Only one proposal from a legal entity as a primary will be considered. A legal entity that submits a proposal as a primary or as part of a partnership or joint venture submitting as primary may not then act as a sub- 14 -6187 Office Supplies R FP_Non_CC NATem plate_07012013 31 Packet Page -1610- 4/8/2014 16.E.2. consultant to any other firm submitting under the same RFP. If a legal entity is not submitting as a primary or as part of a partnership or joint venture as a primary, that legal entity may act as a sub - consultant to any other firm or firms submitting under the same RFP. All submittals in violation of this requirement will be deemed non - responsive and rejected from further consideration. 17. Survivability Purchase Orders: The Consultant /ContractorNendor agrees that any Purchase Order that extends beyond the expiration date of the original Solicitation 14 -6187 Office Supplies will survive and remain subject to the terms and conditions of that Agreement until the completion or termination of this Purchase Order. 18. Protest Procedures Any actual or prospective Vendor to a Request for Proposal, who is aggrieved with respect to the former, shall file a written protest with the Purchasing Director rior to the due date for acceptance of proposals. All such protests must be filed with the Purchasing Director no later than 11:00 a.m. Collier County time on the final published date for the acceptance of the Request for Proposals. The Board of County Commissioners will make award of contract in public session. Award recommendations will be posted outside the offices of the Purchasing Department on Wednesdays and Thursdays. Any actual or prospective respondent who desires to formally protest the recommended contract award must file a notice of intent to protest with the Purchasing Director within two (2) calendar 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. 19. Public Entity Crime A person or affiiiate who nas been piaceo on the convicted vendor list following a conviction for G Dublic entity crime mad, not submit a bid. oronosa'. or reolh or 2 contract to provide anv aoods o- services to a public entity: may no submit a bia, proposal, or reply on a contrac, with a public entity for the construction or repair of a public buildino o, public work: may not submi*. bids Droposals.. o- reolle: o` leases c- rea, roDert \' tc a Dubllc entiv, ma-, no -. D_ awaraec o` De-TOr wort a: e contracts. suppiie:. suocontractc :. or consultam unde- e contract with any public entity and may no. transact business wit-, anv public entity in excess o= the threshold amount provides' it c- 287.0- to- ATEEG1P' T VV -, Tc a Derioc c` 36 montns foliowine the aatE of reins Diacec or the convlcte: venao- iis. 21 Security .nc Eactcorounc CneOKr re" u!rec ;c ". _ nLractC r'rocose- snai CDSTC o' a f: 'c : cnecKS oy the ;,oliie- :,ounty Facilities Management Department. and arug testing Tor al, empiovee tnat snali Drovide services to the County under this Aareemen' This may include. bu,: no` be limiter. tc. cneckina Teaera . state and local law enforcement records. including a state and FBI fingerprint check, credit reports, education, residence and employment verifications and other related records. Contractor shall be required to maintain records on each employee and make them available to the County for at least four (4) years. 14 -6187 Office Supplies R FP_Non_CC NATem plate_07012013 IGYA Packet Page -1611- 4/8/2014 16.E.2. 21. Conflict of Interest Vendor shall complete the Conflict of Interest Affidavit included as an attachment to this RFP document. 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. 22. 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. 23. 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. f Where the requirement for the affidavit is waived by the Board of County Commissioners Vendors / Bidders are requirea to enroll in the E- Verity program, ano provlae acceptable evidence o� their enrollment, at the time of the submission of the vendor's /bidder's proposal. Acceptable evidence consist. of a cope of the Droperiv completed E- Verity Comoanv Profiis paps e- s cope o` the fully executed Verify Memorandum of Unaerstanding for the company. Vendors are also required to provide the Collier County Purchasina Department an executed affidavit certifying the shall compi� with the E- Verifv Program. The affidavit is attacned to the solicitation aocumeni . If the Bidder /Vendor does not compiv with providing both the acceptable c Verifi, evidence and the executed affidavit the bidaers vendors proposal may pe oeemec non responsivE ,koditionalil vencorl snal, redulrE al subccntracrec vencors to use tns Verify system fo� al purcnases no'. coverec. unae- the "Exception: tc the proarar cause @DOVE Fo- additionai 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. 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 14 -6187 Office Supplies RFP_Non_CC NATem plate_07012013 33 Packet Page -1612- 4/8/2014 16.E.2. as located at 8 U.S.C. 1324, et sea. 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. 24. Collier County Local Preference Policy Collier County provides an incentive to local business to enhance the opportunities of local businesses in the award of County contracts. In the evaluation of proposals, the County rewards Vendors for being a local business by granting a ten (10) points incentive in the evaluation criterion points. 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. The vendor must complete and submit with their proposal 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 proposal response will preclude said Vendor from being considered for local preference under this solicitation. vencio- who misrebresents the -ocal °reference status of is firrr it a ar000sa' o- bic suomitted tc the County will lose the privilege tc claim Local Preference status Tor a period o up to one yea;-. 14 -6187 Office Supplies R FP_Non_CCNATemplate_07012013 34 Packet Page -1613- 4/8/2014 16.E.2. Attachment 1: 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 for prospective Vendors not wishing to respond to this solicitation. If your firm is not responding to this RFP, please indicate the reason(s) by checking the item(s) listed below and return this form via email or fax, noted on the cover page, or mail to Collier County Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112. We are not responding to Solicitation 14 -6187 Office Supplies for the following reason(s): ❑ Services requested not available through our company. ❑ Our firm could not meet specifications /scope of work. ❑ Specifications /scope of work not clearly understood or applicable (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 [Name c� Firm <daresS �m State. 71r eieiDnone Email: Representative Signature: Representative Name: Packet Page -1614- Date 14 -6187 Office Supplies RFP_Non_CC NATemplate_07012013 35 4/8/2014 16.E.2. ��er C WntV A.drrirnistrabve Sermoes Dtvision Purchasing Attachment 2: Vendor Check List IMPORTANT: THIS SHEET MUST BE SIGNED. Please read carefully, sign in the spaces indicated and return with your Proposal. Vendor should check off each of the following items as the necessary action is completed: ❑ The Proposal has been signed. ❑ All applicable forms have been signed and included, along with licenses to complete the requirements of the project. ❑ Any addenda have been signed and included ❑ The mailing envelope has been addressed to: Collier County Government Purchasing Department 3327 Tamiami Trail E Naples FL 34112 Attn: Joanne Markiewicz, Interim Purchasing Director ❑ The mailing envelope must be sealed and marked with Solicitation 14 -6187 Office Supplies and 1/16/2014. ❑ The Proposal will be mailed or delivered in time to be received no later than the specified due date and time. (Otherwise Proposal cannot be considered.) AL` COURIER- DELIVERED PROPOSALS MUST HAVE THE RFP NUMBER AND TITLE ON THE OUTSIDE 0: THE COURIER FIACKE". Nam_ c- = irrr.. AaaresE viT\ aTe zI,- elecn� -i=. . IC. Representative Signature. Representative Name: Packet Page -1615- Date 14 -6187 Office Supplies RF P_N on_CCNATem plate_07012013 0 4/8/2014 16.E.2. , Attachment 3: Conflict of Interest Affidavit By the signature below, the firm (employees, officers and /or agents) certifies, and hereby discloses, that, to the best of their knowledge and belief, all relevant facts concerning past, present, or currently planned interest or activity (financial, contractual, organizational, or otherwise) which relates to the proposed work; and bear on whether the firm (employees, officers and /or agents) has a possible conflict have been fully disclosed. Additionally, the firm (employees, officers and /or agents) agrees to immediately notify in writing the Purchasing /General Services Director, or designee, if any actual or potential conflict of interest arises during the contract and /or project duration. Firm: Signature and Date: Print Name Title of Signatory State of County of SUBSCRIBED AND SWORN to before me this 2C by laentificatior. Notary Pubiic fvn :,ommissior —Exp!reS day of who is personally known to me to be the for the `-irrr. OR whc produced the foliowinc Packet Page -1616- 14 -6187 Office Supplies RFP_Non_CCNATemplate 07012013 37 4/8/2014 16.E.2. C0er C:;Ouxty AdrrmisraMe seroces Divisor PurchasiM Attachment 4: Vendor Declaration Statement BOARD OF COUNTY COMMISSIONERS Collier County Government Complex Naples, Florida 34112 RE: Solicitation: 14 -6187 Office Supplies Dear Commissioners: The undersigned, as Vendor declares that this proposal is made without connection or arrangement with any other person and this proposal is in every respect fair and made in good faith, without collusion or fraud. The Vendor agrees, if this proposal is accepted, to execute a Collier County document for the purpose of establishing a formal contractual relationship between the firm and Collier County, for the performance of all requirements to which the proposal pertains. The Vendor states that the proposal is based upon the proposal documents listed by Solicitation: 14 -6187 Office Supplies. (Prow_ sa ::ontinuec or Nex: gage 14 -6187 Office Supplies R F P_Non_CCNATem plate_07012013 38 Packet Page -1617- 4/8/2014 16.E.2. PROPOSAL CONTINUED IN WITNESS WHEREOF, WE have hereunto subscribed our names on this day of 20 in the County of in the State of Firm's Legal Name: Address: City, State, Zip Code: Florida Certificate of Authority Document Number: Federal Tax Identification Number CCR # or CAGE Code Telephone: FAX: Signature by: (Typed and written) Title: Send payments to: Additional Contact Information (required if different from above) Company name used as payee Contact name: Title: Address: City, State, ZIP i eiepnone. FA; Email. Office servicing Collie- County to place oroer� (required ii different trom aoove, Contact name Adores City, State, ZIP Telephone: Email 14 -6187 Office Supplies R FP_Non_CCNATem plate_07012013 39 Packet Page -1618- 4/8/2014 16.E.2. Col tier Count AdrrtnistaWe Services Ccrision urila sing Attachment 5: Affidavit for Claiming Status as a Local Business Solicitation: 14 -6187 Office 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 Emplovees Living in J Collier County or ❑' Lee (inciudinc Owners) or Corporate Officers " requestec oy the ;,ounv . vendor wili DE: reaulred to nrovi=e cocumentation substanuatinc tnE: imormation aiven it this affidavit. Failure to do so will result in vendor's submission being deemed not applicable venao Nams: Date. :,oliie- o -ee County H=ares:.. Sicnature: S7 L7E' 0= = .ORID/- Title jU'arr t: an.- Suoscrloe-, t5eiorE IVIE c Notary Fuoii- ,c- me aDOv- Stag an- - _oum,, or! tnl Da` c` 2C Notary Public My Commission Expires: (AFFIX OFFICIAL SEAL) Packet Page -1619- 14 -6187 Office Supplies R FP_Non_CCNATem plate_07012013 40 4/8/2014 16.E.2. Cofer county Adnrvrisftehe services Dwision Purchasing Attachment 6: Immigration Affidavit Certification Solicitation: 14 -6187 Office Supplies 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 o` Title Date The toreaoinc instrument was signed and acknowledged before me this 2C_, D} who nas Drooucec lc,nr: c- -•dae ivame Notan Fubii;; SicnaturE Printed Name of Notary Pubii:; NotarY Commission NumbeN�xpiratior —VDe o ioentif,catuc- anc' Numoe- day of a_ iaentificatior 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. 14 -6187 Office Supplies R FP_Non_CC NATem plate_07012013 41 Packet Page -1620- 4/8/2014 16.E.2. Cofer Counts' Adrivnisuabve Services Dmslon Purhssina Attachment 7: 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 State Telephone Order Information Address City State FAX Email FAX Zip Company Status (check only one individual / Sole Proprletc omorauo'" _ -a) 7—xemD4 (Federal income tax- exempt emir unae° intern&' Revenue Service, auiaeimec IF: 501 (c) 3) City Zip_ Email Remit / Payment Information Address City State FAX Email Zip Partnersnic Limited Liabilit\/ CompFn Enter the tax classification (D = D!sreoaroed E�ntm - = - ornoravor = _ �artne ~shrr axpa\,e- loentificatior Numne- 'to -La. renorm -. ,oumose ; on!. =eaera 7a; Numoe (Tl,, vendor: wnc d: no', nayE. T II' W: reo.iire: t, prow & socl'c' secunt rlumDe' rric ar, awa- c" tn� ; On r -. 4. Sign an6 gate Form Certification: Under penalties of penury, i certify tnat the information snown on tnis form is correct to my imowledge Signature Date Title Phone Number 14 -6187 Office Supplies R FP_N on_CC NATem plate_07012013 42 Packet Page -1621- 4/8/2014 16.E.2. Attachment 8: Insurance and Bonding Requirements Insurance /Bond Type Required Limits 1. ® Worker's Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Compensation Statutory Limits and Requirements 2. ® Employer's Liability $500,000 single limit per occurrence 3. ® Commercial General Bodily Injury and Property Damage Liability (Occurrence Form) patterned after the current $500,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury ISO form Liability and Property Damage Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed Operations and Contractual Liability 4. ® Indemnification To the maximum extent permitted by Florida law, the Contractor/Vendor /Consultant shall indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys' fees and paralegals' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Contractor/Vendor /Consultant or anyone employed or utilized by the Contractor/Vendor /Consultant in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any incident arising from the sole negligence of Collier County. 4. ® Automobile Liability $ 500.000 Each Occurrence; Bodily Injury & Property Damage, Owned /Non- owned /Hired: Automobile includec. u Other insurance a: Watercraft noted: Fe- Occurrence _i United States �-onasnoremar. -, and HarborworKer's Hci coverage sna!! be maintained where appiicabie to the completion of the work. Pe" OCCUrrence ❑! Maritime Coverage ;.gone. Acti snal! be maintained where apoiicab! u the commetior: c' the won. Per Occurrence Aircraft -iaoil!t. l cove, aoe snali oe earned it limit: c- not les_ mar eacn occurrence r applicable t0 the ComDletlon of tnc Service: unde, tnis kareemen-. S Per Occurrence ❑ Pollution Per Occurrence ❑ Professional Liability $ Per Occurrence • $ 500,000 each claim and in the aggregate • $1,000,000 each claim and in the aggregate 14 -6187 Office Supplies RFP_Non_CCNATem plate_07012013 43 Packet Page -1622- 4/8/2014 16.E.2. • $2,000,000 each claim and in the aggregate ❑ Valuable Papers Insurance $ Per Occurrence 6. ❑ Bid bond Shall be submitted with proposal response in the form of certified funds, cashiers' check or an irrevocable letter of credit, a cash bond posted with the County Clerk, or proposal bond in a sum equal to 5% of the cost proposal. All checks shall be made payable to the Collier County Board of County Commissioners on a bank or trust company located in the State of Florida and insured by the Federal Deposit Insurance Corporation. 7. ❑ Performance and For projects in excess of $200,000, bonds shall be submitted with the Payment Bonds executed contract by Proposers receiving award, and written for 100% of the Contract award amount, the cost borne by the Proposer receiving an award. The Performance and Payment Bonds shall be underwritten by a surety authorized to do business in the State of Florida and otherwise acceptable to Owner; provided, however, the surety shall be rated as "A -" or better as to general policy holders rating and Class V or higher rating as to financial size category and the amount required shall not exceed 5% of the reported policy holders' surplus, all as reported in the most current Best Key Rating Guide, published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New York 10038. 8. ❑ Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions. 9. ® Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for Commercial General Liability where required. 10. ❑ The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of County Commissioners in Collier County, OR Collier County Government, OR Collier County. The Certificates of insurance must state the Contract Number, or Project Number, or specific Project description, or must read- nor anv and all work performed on behai. of Collie, Counter. Tnirty (W Days --anceliatior. Notice reaulre. Vendor'F- insurance Statemew We uncierstand the Insurance requirements of tnese speclr"Icauons ana tnat the evigence of Insurabilm, may be reouirec within five (5 day e` tnE aware c` tni;. soiieitatlor IV2' le C' FIrr° Vendor Signature 7-rir Nam- Insurance /- ',gene` Agent Name Packet Page -1623- JatE Telephone Number 14 -6187 Office Supplies R F P_ N on_C C NATe m pl ate_07012013 44