- Addenda
- Text
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- Due Text
- Thursday, October 22, 2026 2:00pm
- Posted At
- Mon, Sep 21, 2026 9:00 AM
- Documents
- Purchase_of_Siemens_Automation_Components_and_Services_(Addendum_#1_Revision).pdf, #1 IFB26-0330-Purchase of Siemens Automation Components and Services-Addendum #1
- Numeric Id
- 296098
- Description
- The City of Orlando is seeking qualified bidders for the purchase of Siemens Automation Components and Services.
Timeline
Issue Date:
September 21, 2026
Cut-off date for Questions by Bidder:
October 12, 2026, 5:00pm
Bid Due Date and Time:
October 22, 2026, 2:00pm
JOIN THE VIRTUAL OPENING.
Online: https://teams.microsoft.com/meet/279961582658653?p=s7KVfksn3DByDHv5Bh
Call into the virtual meeting by dialing this phone number: +1 321-247-7568
Once dialed-in and prompted, enter the Conference ID:368 700 712#
- Contact Phone
- 321-247-7568
- Document Text
- Post Information
Posted At:
Mon, Sep 21, 2026 9:00 AM
Sealed Bid Process:
Yes (Bids Sealed / Pricing Sealed)
Private Bid:
No
1. INTRODUCTION
1.1. Summary
The City of Orlando is seeking qualified bidders for the purchase of Siemens Automation Components and Services.
1.2. Contact Information
Direct all questions and inquiries to the following:
Varun Desai, CPP
Purchasing Agent III
400 S Orange Ave
Orlando, FL 32801
Email: varun.desai@orlando.gov
Phone: (407) 246-3874
Department:
Water Reclamation Enterprises
1.3. Timeline
Issue Date:
September 21, 2026
Cut-off date for Questions by Bidder:
October 12, 2026, 5:00pm
Bid Due Date and Time:
October 22, 2026, 2:00pm
JOIN THE VIRTUAL OPENING.
Online: https://teams.microsoft.com/meet/279961582658653?p=s7KVfksn3DByDHv5Bh
Call into the virtual meeting by dialing this phone number: +1 321-247-7568
Once dialed-in and prompted, enter the Conference ID:368 700 712#
2. GENERAL INFORMATION
2.1. SOLICITATION INFORMATION
The City’s Procurement and Contracts Division is the official source to obtain information relating to City of Orlando procurements. It is incumbent on the Respondent to obtain current response/submittal and award information prior to and after the scheduled opening date of a solicitation. Information is updated as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a solicitation. You may obtain award and other solicitation information in a variety of ways, such as:
Solicitation documents are available for download from the City's e-Procurement Portal ("Portal"):
You may access solicitation information by visiting the City’s Portal by clicking on the following link: https://procurement.opengov.com/portal/orlando
You may also contact the Procurement and Contracts Division at (407) 246-2291 or visit us during normal business hours, to obtain award information and other documents at:
City of Orlando
Procurement and Contracts Division
400 South Orange Avenue, Fourth Floor
Orlando, Florida 32801
Please remember, email notification is provided as a courtesy to our Respondents, but it is the Respondent's responsibility to check with the City of Orlando’s Portal at: https://procurement.opengov.com/portal/orlando for current solicitations and other procurement information.
We appreciate your interest in doing business with the City of Orlando.
2.2. CONTRACT TERM
It is the intent of the City to award a Contract for a three (3) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be renewed for two (2) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.
2.3. SCHEDULE
The Timeline Section of this solicitation contains the scheduled calendar of events with important dates and times for this Solicitation. Dates and times are subject to change by the City’s Chief Procurement Officer (CPO) or designee, at their sole discretion. If the Procurement and Contracts Division determines that it is necessary to change these dates or times prior to the Solicitation Due Date, the change will be announced via an addendum.
3. SUBMITTALS
Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-procurement Portal by the Due Date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence. Respondents are expected to examine this solicitation, specifications, associated drawings, if any, and all instructions. Failure to do so will be at the Respondent's risk.
Each Respondent shall furnish the information required on each response/submittal form and each accompanying sheet thereof on which an entry is made.
The following items must be completed and uploaded as part of your electronic submittal and are contained in the Vendor Questionnaire Section. Failure to complete and return required forms may result in your bid being deemed non-responsive and not considered for award.
Pricing - All prices shall be entered online through the City's e-Procurement portal.
Attachment A - References. This form must be downloaded, completed, and uploaded as a part of the submittal.
Attachment B - Respondent's Certification Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.
Attachment C - Contract and Acceptance Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.
Attachment D - Conflict of Interest Disclosure Form. This form must be downloaded, completed, signed, and uploaded as a part of the submittal.
Attachment E - Confidential and/or Proprietary Information Exemption Form. This form must be downloaded, completed, signed, and uploaded as a part of the submittal.
Attachment F - Human Trafficking Affidavit. This form should be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.
Attachment G - Veteran Business Enterprise Participation Form. This form must be downloaded, completed, and uploaded as a part of the submittal.
Attachment H – Small and Local Business Enterprise Participation.
Copy of Respondent's current W-9 is to be signed and uploaded as a part of the submittal.
Bid Security, if applicable.
Proof of insurance - If applicable, please refer to Section 5 – Insurance Requirements
Upload copy of current certificate, authorization letter, or other official documentation from Siemens verifying that the bidder is authorized to sell, distribute, and support Siemens automation products and components.
Upload copy of current Siemens Certified Application Engineer certifications for all personnel proposed to support this contract. Documentation shall identify the certified individual, certification type, and certification status.
Upload a copies of certifications or training records demonstrating personnel qualifications to support Siemens SIMATIC PLC systems, including S7-1500, S7-300, or related Siemens programmable logic controller platforms.
Upload copies of copies of certifications or training records demonstrating personnel qualifications to support Siemens HMI, SCADA, WinCC, operator interface panels, and related visualization systems.
Upload a copies of certifications or training records demonstrating personnel qualifications to support Siemens drives, motor control systems, SINAMICS variable frequency drives, SIRIUS motor starters, or SIMOCODE motor management systems.
Upload copies of certifications or training records demonstrating personnel qualifications to support Siemens industrial communication networks and equipment, including PROFINET, PROFIBUS, SCALANCE switches, and related industrial networking components.
Upload copies of certifications or training records demonstrating personnel qualifications in Siemens Totally Integrated Automation Portal, including STEP 7, WinCC, configuration, programming, troubleshooting, and system support.
Upload a copy/documentation confirming access to a Siemens-authorized training center located in Central Florida, capable of providing Siemens technical training and instructional services to City personnel.
Upload copy of documentation confirming the location of its Central Florida office or support facility, including address, contact information, and description of available technical support resources.
Bid Price Form-IFB26-0330
Respondents shall register on the City’s e-Procurement Portal. Once registered, Respondents may view and click "Follow" to be a Prospective Respondent for this solicitation and will appear on the Follower’s list. Respondents that fail to Follow this project will not receive automated Addenda notifications, nor will they be able to submit a response in the Portal, and therefore will be unable to participate, nor be considered for this solicitation. Respondents must click “Draft Response” to properly begin and submit a response in the Portal.
The City will accept responses to this solicitation electronically via the e-Procurement Portal until 2:00 PM on October 22, 2026. Responses received after the scheduled due date and time for submission will not be accepted. Responses submitted in any other format other than via the City's e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed.
Neither the City, nor the Software Administrator will be held responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, use of a malfunctioning electronic device, or the like. Respondents shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the Respondent is using to submit a response. Failure of the Respondent to successfully submit an electronic response before the deadline indicated herein shall be at the Respondent’s sole risk, and no relief will be given for late and/or improperly submitted response. Once file(s) have been uploaded and the Submission Status shows as “Submitted” the submission is complete. At that point, the Respondent will also receive an email confirmation from the Portal.
Respondents may withdraw their submittal electronically via the Portal at any time prior to the scheduled due date and time for submission.
4. SCOPE OF WORK
4.1. Background
1. The Water Reclamation Division currently operates and maintains more than two hundred (200+) control panels and automation systems installed since 1992 utilizing Siemens SIMATIC automation platforms and associated Siemens industrial control products. Existing installed systems include, but are not limited to:
SIMATIC S7-1500 Programmable Logic Controllers (PLCs)
Legacy SIMATIC S7-300 PLC systems
SIMATIC ET200 distributed I/O systems, including ET200SP, ET200M, and ET200S
Siemens Industrial PCs and operator interface panels
PROFINET and PROFIBUS communication networks
SCALANCE industrial Ethernet switches and communication devices
SINAMICS variable frequency drives
SIRIUS motor starters
SIMOCODE motor management systems
2. The automation systems are engineered, programmed, configured, and maintained utilizing Siemens Totally Integrated Automation (TIA) Portal software, including STEP 7 and WinCC platforms. The City’s Industrial Automation Group (IAG) has established standardized programming, configuration, documentation, and panel design practices based entirely on Siemens SIMATIC architecture. The City has also invested substantially in Siemens training, software licensing, spare parts inventory, and institutional knowledge. Due to the critical nature of wastewater treatment operations and the City’s reliance on Siemens automation infrastructure for continuous 24-hour operations, the City requires an authorized Siemens distributor capable of providing timely support, technical expertise, equipment supply, and emergency response services.
4.2. Bid Instructions – Discount Pricing for Siemens Automation Products
1. The City of Orlando is soliciting bids from authorized distributors to provide Siemens Automation Products and Services based on a percentage discount from current manufacturer list prices. (Please refer to Section 8 (Vendor Questionnaire) Subsection 16.23 (Bid Price Form-IFB26-0330) for more information.
2. Bidders are provided with a list of product class codes. Each product class represents a grouping of related Siemens products. For each listed product class, the bidder shall:
A. Enter a single percentage discount from the current Siemens list price in the column titled “Discount from Current List Price.”
B. This discount shall apply to all items within that product class for the duration of the contract.
3. For bid evaluation purposes only:
A. The “Estimated Annual Expenditure” is set at $1,900.00 for each product class.
B. The bidder shall calculate the “Discounted Cost to Customer” by applying the submitted discount to the $1,900.00 amount.
C. The discounted cost should reflect the net price after the percentage discount is applied.
4. Award Determination:
A. The total of all “Discounted Cost to Customer” values will be summed across all product classes.
B. The bidder with the lowest total evaluated cost will be considered the apparent low bidder.
Note:
The estimated expenditure values are used solely for evaluation and do not represent actual purchase quantities or guarantees of spend.
4.3. Purpose
1. The purpose of this Scope of Work is to establish a competitively procured term contract with an authorized Siemens distributor and service provider for the supply, support, commissioning, and technical services associated with Siemens industrial automation equipment utilized by the City of Orlando Water Reclamation Division. The Contractor shall provide Siemens automation hardware, software, technical support, field services, startup and commissioning assistance, lifecycle support, and emergency response services necessary to maintain reliable operations of the City’s wastewater treatment and reclamation facilities.
4.4. Scope of Services
1. Scope of Services
The Contractor shall furnish all materials, equipment, transportation, technical expertise, and incidentals necessary to provide Siemens automation products and related services to the City of Orlando Water Reclamation Division. Services shall include, but are not limited to, the following:
1.1. Equipment Supply
Provide new, genuine, and manufacturer-authorized Siemens automation and control equipment including, but not limited to:
SIMATIC PLC systems and components
Distributed I/O systems
Industrial communication equipment
SCADA and HMI hardware
Industrial networking components
Variable frequency drives
Motor control equipment
Power distribution and automation products
Replacement and lifecycle migration components
Spare parts and accessories
All supplied products shall be current-generation supported products unless otherwise approved by the City.
1.2. Technical Support Services
Provide technical support services related to Siemens automation systems, including:
Product selection assistance
System troubleshooting
Hardware diagnostics
Software support
Configuration assistance
Network troubleshooting
Lifecycle and migration planning
Firmware and compatibility guidance
Cybersecurity update coordination
Remote and on-site technical assistance
1.3. Startup and Commissioning Services:
Provide startup, commissioning, and field support services for Siemens automation, drives, and power systems throughout the State of Florida, including:
Equipment startup
Functional testing
System validation
Drive commissioning
PLC and HMI integration support
Communication network verification
Field troubleshooting
Performance testing
Documentation support
1.4. Emergency and On-Site Response Services:
The Contractor shall provide emergency response support for critical system failures and operational emergencies. The Contractor shall maintain the capability to provide:
A one (1) hour response time; or
Physical support personnel located within fifty (50) miles of Orlando City Hall
Support may include remote assistance, telephone support, or on-site dispatch as determined necessary by the City.
1.5. Training Support:
Provide access to Siemens-certified technical training resources and support services for City personnel, including:
Product training coordination
Application support training
TIA Portal software training
PLC and HMI programming support
Drive configuration training
Networking and communications training
4.5. Contractor Responsibilities
The Contractor shall:
Maintain authorization to distribute and support Siemens products.
Maintain qualified and certified technical personnel.
Coordinate with City staff on all service activities.
Provide accurate technical documentation and submittals.
Maintain adequate inventory and procurement channels.
Provide warranty support for supplied equipment.
Comply with all applicable safety regulations and City requirements.
Maintain confidentiality and cybersecurity best practices where applicable.
4.6. City Responsibilities
Provide access to facilities as required.
Coordinate scheduling for planned work.
Identify authorized representatives for service coordination.
Review and approve applicable submittals and deliverables.
4.7. Professional Certifications
The Bidder should upload following below copies of their certifications/documentations with their bid response:
Siemens Authorized Distributor Certificate or Letter
Siemens Certified Application Engineer Certificates
Siemens Automation / PLC Certification
Siemens HMI / SCADA Certification
Siemens Drives / Motor Control Certification
Siemens Industrial Communications / Networking Certification
Siemens TIA Portal Training or Certification
Siemens Training Center Authorization or Access Documentation
Office Location Documentation
4.8. Award Date
The anticipated start date for this contract will be February 15, 2027.
4.9. Bid Submittal Pricing
The bid/submittal will remain firm for a period of up to one hundred eighty (180) days in order to allow the City adequate time to evaluate the bids/submittals.
5. MANDATORY MINIMUM REQUIREMENTS
5.1. Mandatory Minimum Requirements:
Bidders shall meet the following mandatory minimum requirements at the time of bid submission:
1. Florida Municipal Experience:
The Bidder shall demonstrate a minimum of five (5) years of experience supporting municipal customers within the State of Florida for Siemens automation systems and related industrial control equipment. Documentation shall include:
Municipal client references
Description of services provided
Length of service history
2. Siemens Certified Application Engineers:
The Bidder shall maintain Siemens Certified Application Engineers physically located in Central Florida capable of supporting:
Siemens automation systems
PLC programming
HMI/SCADA systems
Drives and motor control systems
Industrial communications networks
Documentation of certifications and office location shall be provided.
3. Siemens Training Center:
The bidder shall maintain access to a Siemens Training Center located in Central Florida capable of providing Siemens-authorized technical training and instructional services.
Documentation of access shall be provided.
4. Startup and Commissioning Capability:
The Bidder shall demonstrate the ability to provide startup and commissioning services for Siemens automation, drives, and power systems within the State of Florida.
Documentation of the bidder's ability shall be provided.
5. Emergency Response Capability:
The Bidder shall maintain the capability to provide:
A one (1) hour emergency response; or
Service personnel located within fifty (50) miles of Orlando City Hall
Documentation verifying response capability shall be included in the proposal.
Note: Determination of the bidders compliance mandatory minimum requirements will be at the sole discretion of the City.
6. STANDARD TERMS AND CONDITIONS
6.1. COMMUNICATIONS; QUESTIONS REGARDING SPECIFICATIONS OR SUBMITTAL PROCESS
All communication and contact regarding this solicitation shall be directed to the Purchasing Agent referenced on the cover page of this solicitation.
To protect the integrity of the solicitation process and ensure fair consideration of all respondents, a prohibited communication period is hereby established commencing as of the time of the issuance of this solicitation and terminating upon execution of a contract (or, if the solicitation is cancelled, upon cancellation of the solicitation).
Except for communication with the City’s designated point of contact set forth in this solicitation or as otherwise authorized by the City’s Chief Procurement Officer, during the prohibited communication period, the City prohibits communication regarding the solicitation by a Respondent or potential Respondent (or on a Respondent or potential Respondent's behalf) to or with any officer, elected official (including the Mayor and City Council), department, division, office, or employee of the City, or any other person or entity providing advice to the City related to this solicitation.
During the prohibited communication period, all contacts and communications regarding the solicitation by a Respondent, or potential Respondent, including their agents, representatives and others on their behalf, shall be directed to the City’s Procurement and Contract Services Division in the manner provided below in this solicitation, unless otherwise authorized by the City’s Chief Procurement Officer.
Prohibited contact or communications during the prohibited communication period may result in disqualification from the solicitation process, rejection of the solicitation, or termination of any resulting contract as determined by the Chief Procurement Officer. In addition, prohibited contact or communications may also be grounds for suspension and debarment of a Respondent or potential Respondent under the City’s Procurement Code.
Any questions by a Respondent relative to the interpretation of specifications or the submittal process shall be addressed in writing as indicated below. In order to be answered prior to the submittal deadline, questions must be received by the Procurement and Contracts Division ten (10) days prior to the date set for the receipt of submittals. Any interpretation made to prospective Respondent with respect to questions submitted prior to the cut-off date for questions to be answered prior to the submittal deadline will be expressed in the form of an Addendum to the specifications which, if issued, will be conveyed to all prospective Respondents no later than five (5) days before the date set for receipt of submittals. Oral answers and written answers not answered in an Addendum issued by the Procurements and Contracts Division will not be binding.
Openings shall be public, on the date and at the time specified on the Solicitation, with the total submittal amount being read aloud. It is the Respondents responsibility to assure that their submittal has been entered online no later than the due date and time of the opening. The Respondent's name and verification of bond submittal, if applicable, will be publicly announced aloud at the opening.
6.2. RESPONDENT QUALIFICATION
Submittals will be considered from Respondents who have adequate personnel and equipment and who are so situated as to perform prompt service or provide required goods. The City reserves the right to request information or conduct an inspection of the Respondent's facility and equipment prior to the award of the contract.
Submittals will be considered only from Respondents which are regularly engaged in the business as described in this solicitation; with a record of performance for a reasonable period of time, which have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the service if awarded a contract under the terms and conditions herein stated.
The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well established company in line with the best business practice in the industry and as determined by the City.
6.3. ALTERATIONS/CHANGES TO PRICE FORM(S)
Respondent shall not change or otherwise alter the quantity or unit designations on the Price Form(s). The unit price and total extensions must correspond to these designations. Each line item will be extended as indicated (quantity x unit price). The unit price shall prevail.
6.4. ADDENDA
It is the Respondent's responsibility to contact the Procurement and Contracts Division prior to submitting a response to ascertain if any Addenda have been issued, to obtain all such Addenda, and return executed Addenda with the response, if applicable. All addenda information will be posted on the City's website (https://procurement.opengov.com/portal/orlando). The failure of a Respondent to submit acknowledgment of any Addenda that affects the price(s), is considered a major irregularity and will be cause for rejection of the response.
6.5. UNBALANCED PRICING
As determined by the City's Chief Procurement Officer in the CPO’s discretion, the City may consider a solicitation response irregular and reject it if any of the prices are excessively unbalanced (either above or below the amount of a reasonable response) to the potential detriment of the City. The City further reserves the right to require backup documentation from the respondent if, in the Chief Procurement Officer's opinion, the prices are, or appear to be, excessively unbalanced.
6.6. WITHDRAWAL
After opening, no changes in prices or other provisions shall be permitted. Respondents may withdraw or correct a submittal prior to the stipulated date and time for the opening of the Solicitation.
6.7. SELECTION/REJECTION OF OPTIONS
The City of Orlando reserves the right to select/reject options which are submitted, based on price and other considerations as deemed to be in the best interests of the City.
6.8. IRREVOCABLE OFFER
The submission of a response shall constitute an irrevocable offer to the City by the Respondent for a period of ninety (90) days from the date of opening to provide the goods and services set forth in this solicitation upon the terms, conditions, and provisions of this solicitation, at the pricing set forth in the submittal.
6.9. QUANTITIES
The quantities for the items listed in this solicitation are estimated annual quantities for evaluation purposes only and should not be construed as representing actual quantities to be purchased. Moreover, it is understood by all Respondents that the City is not obligated to purchase any minimum or maximum amount during the life of a contract resulting from this solicitation.
6.10. RESPONDENT'S CERTIFICATION FORM
Each Respondent shall complete the "Respondent's Certification Form” included with this Solicitation. The form should be acknowledged before a Notary Public with notary seal affixed on the document. The failure of a Respondent to include this document with their submittal will be cause for rejection of the submittal.
6.11. SUBMITTALS
Submittals shall be submitted utilizing the form(s) provided herein. All submittals shall be properly executed with all blank spaces filled in. The signatures of all persons signing shall be in longhand. Erasures, interlineations, or other corrections shall be authenticated by affixing in the margin immediately opposite the correction the initials of a person signing the submittal. If the unit price and the total amount provided by a Respondent for any item are not in agreement, the unit price alone shall be considered as representing the Respondent's intention, and the totals shall be corrected to conform thereto.
6.12. INSPECTION, ACCEPTANCE, AND TITLE
Inspection and acceptance will be at destination unless otherwise stipulated. Title and risk of loss or damage to all items shall be the responsibility of the Respondent.
6.13. EXCEPTIONS TO TERMS AND CONDITIONS
When completing your submittal, do not attach any forms which may contain terms and conditions that conflict with those listed in the City’s solicitation document(s). Inclusion of additional terms and conditions, such as those which may be on your company’s standard forms, may result in your submittal being declared non-responsive.
6.14. SPECIFICATIONS
The specifications shown in the Invitation for Bid are intended to represent items of a quality level known to meet City’s requirements. While the City endeavors to promulgate written specifications that are accurate and nonrestrictive for submittal purposes, they may also reference an item by manufacturer’s name and model number. Respondents are cautioned that in the event of a discrepancy therein, such difference must be timely questioned in writing. Any written question must be received by the Procurement and Contracts Division at the address on the cover of this solicitation no later than ten (10) days prior to the opening.
If any proprietary, trade, brand, or manufacturers' name or part number is used herein in describing the required equipment or materials, it shall be understood to indicate the minimum standard of composition and quality desired, and shall not be construed to exclude equipment or goods that equals or exceeds the functional capability and quality of the named equipment. The City, in its sole discretion, shall determine whether equipment or goods are equivalent in capability and quality.
In cases where an item is identified by a manufacturer's name, trade name, catalog number, or reference, it is understood that the Respondent proposes to furnish the item so identified and does not propose to furnish an "EQUAL" unless the proposed "EQUAL" is definitely indicated therein by the Respondent. The reference to a name brand is intended to be descriptive but not restrictive and only to indicate to the prospective Respondent articles that will be satisfactory. Submittals on other makes and catalogs will be considered provided each respondent clearly states in their submittal exactly what he proposes to furnish and forwards with their submittal a cut illustration or other descriptive matter which will clearly indicate the character of the article covered by their submittal. The City hereby reserves the right to approve as an equal, or to reject as not being equal, any article the Respondent proposes to furnish which contains major or minor variations from the specification requirements but may comply substantially therewith. If no particular brand, model, or make is specified and if no data is required to be submitted with the submittal, the successful contractor after award and before manufacture or shipment may be required to submit working drawings or detailed descriptive data sufficient to enable the City to judge if such requirement of the specification is being complied with.
Respondents are strongly encouraged to submit equivalent equipment or materials for consideration during the question and answer period. If equivalent equipment or materials is proposed, indicate the manufacturer's name and model number for the equipment and include any literature or other explanation of the equipment's quality or performance with your submittal.
The equipment herein shall be new and shall be of the current production model. If applicable, detailed equipment specifications for make and model offered shall be provided with submittal.
Respondents may be required, at no expense or liability to the City, to make available for test/demonstration, equipment equal in all aspects to the equipment quoted, and/or equal equipment that may be seen under operating conditions in the Central Florida area.
6.15. SILENCE OF SPECIFICATIONS
The apparent silence of these specifications or any supplemental specifications as to details or the omission from same of any detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size, and design are to be used. All workmanship shall be first quality. All interpretations of specifications shall be made upon the basis of this statement.
6.16. PRICES AND TERMS
All prices must be firm for the delivery schedule quoted herein. All prices shall be F.O.B. Destination delivered to any City of Orlando Department unless otherwise stipulated in the Solicitation.
6.17. TAXES
The City of Orlando does not pay Federal excise and State sales taxes. Our tax exemption number is 85-8015427957C-9 and is also stipulated on all our Purchase Orders.
6.18. POLITICAL SUBDIVISIONS
Under Florida Law, prices contained in State Contracts shall be available to the City of Orlando, who might wish to purchase under a State Purchase Contract. The City of Orlando therefore reserves the right to purchase any commodities from a State Purchase Contract if in the best interest of the City.
6.19. MISTAKES
Respondents are expected to examine the specifications, delivery schedules, prices, and all instructions pertaining to supplies and services. Failure to do so will be at the Respondent's risk.
6.20. SAFETY STANDARDS
Unless otherwise stipulated in the Solicitation, all manufactured items and fabricated assemblies shall comply with applicable requirements of Occupational Safety and Health Act and any standards thereunder.
6.21. MARKING
Each individual container shall be marked with the brand name of the product, quantity and the name and address of the manufacturer. Each shipping container shall include the name of the Respondent and must also clearly indicate the City of Orlando Purchase Order Number and/or City Contract Number.
6.22. INVOICING AND PAYMENT
The Contractor shall be paid in accordance with Florida Statutes, upon submission of invoices to: AP_Invoices@orlando.gov or PO Box 4990, Orlando, FL 32802-4990. Invoices are to be billed at the prices stipulated on the purchase order and/or as outlined in this solicitation. All invoices must show the Purchase Order Number and/or City Contract Number.
6.23. DISCOUNTS
Respondents may offer a discount for prompt payment; however, such discounts shall not be considered in determining the lowest net price for evaluation purposes. Discounts will be computed from the date of satisfactory delivery at place of acceptance or from receipt of correct invoice at the office specified, whichever is later.
Respondent is requested to offer price discount for prompt invoice payment. It is the policy of the City of Orlando to make payments of invoices in time to earn any offered discounts. Discount time will be computed from the date of satisfactory delivery at place of acceptance or from receipt of correct invoice at the Accounts Payable Office, whichever is later.
6.24. PROMPT PAYMENT ACT
Payment by the City shall be made in accordance with Sections 218.70. et sq. Florida Statutes, Local Government Prompt Payment Act.
Proper Invoice
For purposes of billing submission and payment procedures, a "proper invoice" by a Contractor or other invoicing party shall consist of at least all of the following:
a description (including quantity) of the goods and/or services provided to the City (or a party on behalf of the City) reasonably sufficient to identify it (or them);
the unit pricing, quantity and total amount due in accordance with the contract terms and conditions and applicable discount(s);
the full name of the Contractor or other party who is supplying the goods and/or services including a mailing address in case of a dispute and a mailing address for payment purposes (if they are different) and a telephone number;
the Purchase Order or contract number as supplied by the City; and
an identification by Division, Office or Department of the party(ies) to whom the goods were delivered or services provided.
Finally, in addition to all of the above, in order to be considered a proper invoice, it must be based on a proper delivery, installation, or provision of the goods and/or services to and acceptance by the City (or party on behalf of the City); the Contractor or other party who is supplying the goods and/or services has otherwise complied with all of the contract's terms and conditions and is not in default of any of them; and if the contract requires any subcontractors or other parties to be bound by similar other "flow-down" requirements that those requirements have been complied with.
Dispute Resolution
In the event a dispute occurs between a Contractor or other invoicing party ("invoicing party") and the City concerning payment of an invoice, the City Department, Office or Division which has the dispute along with a representative of the City's Procurement and Contracts Division and the invoicing party shall meet to consider the disputed issues. The invoicing party shall provide to the City such material and information as the City may reasonably require. Any such procedure shall be initiated by either party notifying the other in writing of a dispute and stating with specificity its nature. This procedure shall commence not later than forty-five (45) days, and be resolved not later than sixty (60) days, after the date on which the proper invoice was received by the City. Any decision by the City’s Chief Procurement Officer shall constitute the final decision of the City regarding these matters and shall be communicated in writing to the invoicing party within three business days after such decision. If no decision is rendered within the time period as set out above, then a decision against the invoicing party shall be deemed to have been issued.
6.25. INSPECTION OF PUBLIC RECORDS
Respondent may request copies of the solicitation records in person or by written request to the City Records and Archive Management Services located at 400 South Orange Avenue, 2nd Floor, Orlando, Florida, 32801 or by calling (407) 246-2148. You may also email your request to records@orlando.gov. Pursuant to Florida State Statute Chapter 119.07, sealed submittals or replies are exempt from public inspection until such time as the City provides Notice of Intended Action or until thirty (30) days after opening, whichever is earlier.
6.26. IRREGULAR SUBMITTALS
Submissions made on documents other than the ones furnished by the Procurement and Contracts Division may not be considered. Changes in phraseology, additions, or limiting provisions made on the Invitation for Bids may render the submittal irregular and may cause rejection. The City’s Chief Procurement Officer, however, has the authority to waive minor irregularities.
6.27. CONTINGENT FEES
The Respondent warrants that no City official or employee was paid a fee, commission, gift, or other consideration contingent upon receipt of an award for the services and/or supplies specified herein.
6.28. EVALUATION OF AWARD
The City reserves the right to award the Invitation for Bid to the responsive and responsible Respondent who submits the lowest submittal meeting specifications. For purposes of this solicitation, the determination of the responsive and responsible Respondent submitting the lowest submittal shall be made after the application of all applicable programs and preferences established by the City, including but not limited to the City’s VBE preference. In determining whether a Respondent is responsible, the City reserves the right to consider matters such as, but not be limited to, quality offered, delivery terms, and service reputation of the Respondent.
6.29. AWARD OR REJECTION OF SUBMITTALS
The City’s Chief Procurement Officer reserves the right to accept any, all or part of any submittal, to waive minor irregularities, or to reject any, all or part of any submittal, and to advertise for new opportunities, as the interest of the City may require. The City’s Chief Procurement Officer also reserves the right to reject the submittal of a Respondent who has previously failed to perform properly or complete on time contracts of a similar nature, or a submittal of a Respondent who investigation shows is not in a position to perform the contract. In determining responsibility, the following other qualifications, in addition to price, may be considered by the City’s Chief Procurement Officer:
The ability, capacity, and skill of the Respondent to perform the service required.
Whether the Respondent can perform the contract or provide the service promptly, or within the time specified, without delay or interference.
The character, integrity, reputation, judgment, experience, and efficiency of the Respondent.
The quality of performance of previous contracts or services.
The previous and existing compliance by the Respondent with laws and ordinances relating to the contract or service.
The sufficiency of the financial resources and ability of the Respondent to perform the contract or provide the service.
The quality, availability, and adaptability of the supplies, or services, to the particular use required.
The ability of the Respondent to provide future maintenance and service for the use of the subject of the contract.
Whether the Respondent is in arrears to the City on a debt or contract or is a defaulter on surety to the City, or whether the Respondent's taxes or assessments are delinquent.
Such other information as may be relevant or secured.
6.30. AWARDS
As the best interest of the City of Orlando may require, the right is reserved to make award(s) by individual items, group of items, all or none, or a combination thereof, with one or more suppliers; to reject any or all submittals or waive any informality or technicality in submittals received.
6.31. MULTIPLE AWARDS
The City reserves the right in its sole discretion after evaluation of all responsive submittals, to award the work described herein to more than one responsive and responsible Respondent. In such cases where an award is made to more than one responsive and responsible Respondent, the City shall apportion the work among the various primary, secondary and alternate providers in such manner and at such time as it deems appropriate under the circumstances in its sole discretion and no minimum amount or proportion of work is guaranteed to any single provider or class of providers irrespective of such provider’s designation as primary, secondary or alternate.
6.32. PRICING AND ORDERING
The awarded Respondent shall honor all orders in accordance with the terms and conditions of the solicitation and their pricing and discounts terms as listed in their submittal. Unless otherwise specified, the awarded Respondent shall stock sufficient quantities of supplies to meet the requirements of the City on an "as-needed" basis within seventy-two (72) hours after being notified of such requirements by the City.
6.33. RETURN OF PRODUCTS/EQUIPMENT
All items delivered must meet the Specifications herein. Items delivered not as specified will be returned at no expense by the City of Orlando. The City may return, for full credit, any unused items received which fail to meet the City’s performance standards. Replacement items meeting Specifications must be submitted within a reasonable time after rejection of the non-conforming items. Unless a different time period is specified, the Contractor is to accept for full credit, any merchandise returned by the City within ninety (90) days from the delivery or pick up date. All merchandise to be acceptable for full credit is to be returned in a condition to allow for resale by the contractor and include reference to an applicable Contractor Invoice or Packing List. Full credit is to include all costs paid by the City related to the subject merchandise as determined by the appropriate Contractor Invoice or Packing List.
6.34. FAMILIARITY WITH SITE WORK AND CONDITIONS
The responsibility for the determination of accurate measurements, the extent of work to be performed, and the conditions surrounding the performance thereof shall be the Respondent's. Submission of a submittal shall constitute acknowledgment by the Respondent that it is familiar with all such conditions. The failure or neglect of a Respondent to familiarize itself with the site of the proposed work, shall in no way relieve it from any obligations with respect to its submittal.
6.35. RIGHT TO AUDIT RECORDS
The City shall be entitled to audit the books and records of a Contractor or any subcontractor to the extent that such books and records relate to the performance of the contract or any subcontract. The Contractor and its subcontractors shall retain and maintain financial records and other records relating to the contract for a period of five (5) years from the date of final payment under the contract and by the subcontractor for a period of five (5) years from the date of final payment under the subcontract unless a shorter period is otherwise authorized in writing by the City. If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the 5-year period, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular 5-yearperiod, whichever is later.
6.36. ASSIGNMENT
The Contractor shall not sell, assign, or transfer any of its rights, duties, or obligations under the contract or under any purchase order issued pursuant to the contract, without the prior written consent of the City. The Contractor shall give full attention to the contract, to the faithful execution of the contract, and shall keep the same under its control.
6.37. FISCAL YEAR FUNDING APPROPRIATION
Specified Period
Unless otherwise provided by law, a contract for supplies or services may be entered into for any period of time deemed to be in the best interest of the City provided funds are available for the first fiscal period at the time of contract. Payment and performance obligations for succeeding fiscal periods shall be subject to appropriation by City Council of funds therefor.
Cancellation Due to Unavailability of Funds in Succeeding Fiscal Periods
When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the contract shall be cancelled and the Contractor shall be entitled to reimbursement for the reasonable value of any nonrecurring cost incurred but not amortized in the price of the supplies or services delivered under the contract or otherwise recoverable.
6.38. APPLICABLE LAW AND APPEALS
This solicitation is issued in accordance with and shall be governed by the provisions and procedures of Chapter 7 of the City of Orlando’s Code which can be accessed online at: https://www.municode.com/library/fl/orlando/codes/code_of_ordinances?nodeId=TITIICI CO_CH7PRCO or by contacting the Procurement and Contracts Division. Any appeal of matters relating to this solicitation must be filed in accordance with the requirements of Chapter 7 of the City Code.
6.39. WARRANTY
Respondent warrants that all equipment, materials and workmanship, whether furnished by Respondent or its subcontractor(s), will comply with the City's specifications, drawings and other requirements. The Contractor warrants that the Work including equipment and materials provided shall conform to professional standards of care and practice in effect at the time the Work is performed, be of the highest quality, and be free from all faults, defects or errors. Whenever required by the specifications of the Solicitation, the Contractor warrants that all equipment and materials provided shall be new. If the Contractor is notified in writing of a fault, deficiency or error in the Work provided within one (1) year from completion of the Work, the Contractor shall, at the City's option, either reperform such portions of the Work to correct such fault, defect or error, at no additional cost to the City, or refund to the City, the charge paid by the City, which is attributable to such portions of the faulty, defective or erroneous Work, including the costs for reperformance of the work provided by other Contractors.
6.40. CONTRACT AND ACCEPTANCE FORM
In order to expedite the contracting process after opening and preclude delays occasioned by subsequent contract execution, Respondents are requested to sign the Contract and Acceptance Form included with this solicitation and return the form with their submittal. In the event that a successful Respondent fails to properly execute the Contract and Acceptance Form or return said form (or, if necessary, a letter of authorization) with their submittal, the City shall notify the Respondent of the City’s intent to make an award and the Respondent shall submit such form properly executed (together with a letter of authorization, if necessary, as set forth below) within fifteen (15) calendar days of receipt of notice from the City. Unless such time is extended by the City, the failure of a Respondent to submit a properly executed form (and, where necessary, a letter of authorization) within said time period shall because for cancellation of the intended award by the City in its sole discretion. In the event that an intended award is cancelled, the award may then be made to the next lowest responsive and responsible Respondent or the City’s Chief Procurement Officer may decline to make an award.
Successful Respondent who default in properly executing the Contract and Acceptance Form after notification of the City’s intent to make an award shall forfeit any bid security, if applicable, to the City and are subject to suspension and/or debarment by the City. Unless otherwise agreed by the City in its sole discretion, the Contract and Acceptance form shall be executed and notarized as follows:
If the Contractor is a corporation, the Contract and Acceptance Form shall be signed by an authorized corporate officer (i.e., President, Vice President, C.E.O, or C.O.O.).
If Contractor is a Partnership, the Contract and Acceptance Form shall be signed by a general or managing partner.
If the Contractor is a limited liability company, the Contract and Acceptance Form shall be signed by a Manager or Managing Member having authority to bind the company.
If Contractor is a sole proprietorship, the owner shall sign the Contract and Acceptance Form.
If an aforementioned signatory is not available and a different authorized signatory executes the form, a letter of authorization reflecting the signatory’s authority shall be submitted on the Contractor’s stationery stating that the person who signed the form is duly authorized to enter into such contract on behalf of the Contractor. Such letter of authorization shall be signed by one of the designated signatories above or such other representative as may be acceptable to the City. If you have any questions regarding the execution of the Contract and Acceptance Form, please contact the Procurement and Contracts Division at (407) 246- 2291 for further clarification.
If a submittal is accepted by the City of Orlando, the Contract and Acceptance Form will be executed by the City with respect to the items awarded and returned to the Contractor evidencing the City’s acceptance of the submittal. No award shall be final, and no Contractor shall have any entitlement to a contract or award, until such time as the City has executed the Contract and Acceptance Form. Upon execution by both parties, the Contract and Acceptance Form will constitute the formal written contract between the City of Orlando and the Contractor. Any such resulting contract shall be non-exclusive, and the City may procure the goods and services listed in said contract from other sources. Within one (1) week of receipt of the fully executed Contract and Acceptance Form, an awarded Contractor shall provide to the City with any required bonds, indemnities, and insurance certificate(s).
6.41. ACCEPTANCE OF MATERIALS/SERVICES
The City will be deemed to have accepted the Work after the City’s Chief Procurement Officer is notified by the using Department of its satisfaction that the Work is completed, in accordance with solicitation specifications. The Work under this Agreement shall remain the property of the Contractor until the City accepts such work. In the event the Work furnished under this Agreement is found to be defective or does not conform to the specifications, the City reserves the right to cancel the Agreement upon written notice to the Contractor.
6.42. CONTRACT ALTERATIONS
No waiver, alterations, consent or modification of any of the provisions of the contract shall be binding unless in writing and signed by the City’s Chief Procurement Officer (CPO) or the CPO’s designee.
6.43. INDEMNIFICATION
The awarded Respondent agrees to indemnify and hold harmless the City, its elected officials, officers, agents, and employees, from and against any and all liability, claims, damages, demands, expenses, fees, fines, penalties, suits, proceedings, actions, and cost of actions, including attorneys’ fees for trial and on appeal, and for the preparation of same arising out of the Contractor’s, its officers’, agents’, and employees’ acts, or omissions associated with the contract.
6.44. INSURANCE / PERFORMANCE BONDS
Insurance and/or Performance Bond coverage required by the Contract or terms and conditions as set forth in this Solicitation, if any, must be in force throughout the term of the Contract (“Contract Term”). Should a Contractor fail to provide acceptable evidence of current insurance and/or a Performance Bond within seven (7) days prior to the expiration date of an insurance policy or bond at any time during the Contract term, the City shall have the absolute right to terminate the Contract without any further obligation to the Contractor. The Contractor shall be liable for the entire additional cost of procuring performance and the cost of performing the incomplete portion of the Contract at the time of termination. It is highly recommended that proposers confer with their respective insurance carriers or brokers to determine, in advance of their proposal submission, the availability and cost of the required insurance, related endorsements, and bonds.
General Insurance Requirements. Within seven (7) days of receipt of a notification of intended award from the City, the Contractor shall provide the City with the required Certificate(s) of Insurance in a form(s) acceptable to the City. The Certificate(s) of Insurance shall demonstrate that the awarded Respondent has coverage in accordance with the requirements set forth herein. Insurance coverage must be in force throughout the contract term. Should a Contractor fail to maintain insurance as required or to provide acceptable evidence of insurance within seven (7) days prior to the expiration date of an insurance policy, the City shall have the absolute right to terminate the contract without any further obligation to the Contractor. In such event the Contractor shall be liable for the entire additional cost of procuring performance plus the cost of performing the incomplete portion of the contract at the time of termination.
Subcontractors. Unless expressly specified otherwise in this solicitation, a Contractor and its subcontractors of any tier will be required at their own expense to maintain in effect at all times during the performance of the work insurance coverages with limits not less than those set forth below with insurers and under forms of policies satisfactory to the City. It shall be the responsibility of the Contractor to maintain the required insurance coverages and to assure that subcontractors maintain required insurance coverages at all times. Failure of a Contractor to maintain adequate coverage shall not relieve it of any contractual responsibility or obligation. The requirements specified herein as to types, limits, and City’s approval of insurance coverage to be maintained by a Contractor and its subcontractors are not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by the Contractor and its subcontractors under a contract. Any insurance carried by the City that may be applicable shall be deemed to be excess insurance and the Contractor’s insurance primary for all purposes despite any conflicting provision in the Contractor’s policies to the contrary.
Certificates of Insurance. Prior to commencing work at the jobsite, and as a condition precedent to the Contractor’s and their subcontractors’ initiation of performance, the Contractor and its subcontractors shall furnish the City with certificates of insurance as evidence that policies providing the required coverage and limits of insurance are in full force and effect. The certificates shall provide that any company issuing an insurance policy for the work under a contract shall provide not less than 30 days advance notice in writing to the City prior to cancellation, termination, or material change of any policy of insurance (except for notice of non-payment of premium for which not less than 10 days advance notice in writing shall be required). In addition, the Contractor shall immediately provide written notice to the City upon receipt of notice of cancellation of an insurance policy or a decision to terminate an insurance policy. All certificates of insurance shall clearly state that all applicable requirements have been satisfied, including certification that the policies are of the “occurrence” type. Certificates of insurance for a Contractor and subcontractor-furnished insurance and notices of any cancellations, terminations, or alterations of such policies shall be mailed to the Procurement and Contracts Division at the address set forth for delivery of the Solicitation.
Additional Insureds. All insurance coverages furnished under a contract except Workers’ Compensation, Employers’ Liability and any Professional Liability Policy shall include the City and its officers, elected officials, and employees as additional insureds with respect to the activities of the Contractor and its subcontractors. The City shall not by reason of their inclusion under these policies incur liability to the insurance carrier for payment of premium for these policies.
Waiver of Subrogation. The Contractor and its subcontractors shall require their insurance carriers, with respect to all insurance policies, to waive all rights of subrogation against the City, its officers, elected officials, agents and employees and against other Contractors and subcontractors.
Types of Coverage to be Provided. Insurance will be provided by the Contractor as may be required by the Special Conditions. If required, the awarded Contractor (and its subcontractors to the same extent and on the same terms as set forth below for Contractor) shall maintain the following coverages and furnish the certificate(s) of insurance on the policies and renewals thereof which indicate that insurance coverage has been obtained meeting the requirements of the contract.
6.45. Workers Compensation and Employer’s Liability
This insurance shall protect the Contractor against all claims under applicable state workmen’s compensation laws. The Contractor shall also be protected against claims for injury, disease, or death of employees that, for any reason, may not fall within the provisions of a workmen’s compensation law. This policy shall include an “all states” or “other states” endorsement. Exemption certificates shall be accepted if valid during the term of the contract, but only for those eligible corporate officers pursuant to Chapter 440 of the Florida Statutes. Proof of workers’ compensation coverage must still be provided for all employees, sub-contractors not eligible for exemption. The liability limits shall not be less than:
Workers’ compensation: Statutory
Employer’s Liability: $100,000 each occurrence
6.46. Comprehensive Automobile Liability
This insurance shall be written in comprehensive form and shall protect the Contractor and the additional insureds against all claims for injuries to members of the public and damage to property of others arising from the use of motor vehicle, and shall cover operation on or off the site of all motor vehicles licensed for highway use, whether they are owned, non-owned, or hired. The liability limits shall not be less than:
Bodily injury and: $1,000,000 combined single
Property damage: limit each occurrence
6.47. Commercial General Liability
This insurance shall be an “occurrence” type policy written in comprehensive form and shall protect the Contractor and the additional insureds against all claims arising from bodily injury, sickness, disease, or death of any person or damage to property of the City or others arising out of any act or omission of the Contractor or its agents, employees, or subcontractors. This policy shall also include protection against claims insured by usual bodily injury liability coverage, a “contractual liability” endorsement to insure the contractual liability assumed by the Contractor under its contract with the City, and “Completed Operations and Products Liability” coverage (to remain in force for 2 years after final payment and subsequent to project completion). If the Contractor’s work, or work under its direction, requires blasting, explosive conditions, or underground operations, the comprehensive general liability coverage shall contain no exclusion relative to blasting, explosion, collapse of structures, or damage to underground property. The liability limits shall not be less than:
Bodily injury and: $1,000,000 combined single
Property damage: limit each occurrence
6.48. EQUIPMENT
The Contractor is responsible for all damage or loss by fire, theft or otherwise, to materials, tools, equipment, and consumables, left on City property by the Contractor.
6.49. LICENSES
Unless otherwise extended by the City, the awarded Respondent will be required within fifteen (15) calendar days of award date, to provide any and all local, state, and federal licenses, approvals, permits, authorizations and/or certifications which would be applicable for all services to be rendered during the term of the contract.
6.50. PUBLIC ENTITY CRIMES
A person or affiliate, as defined in §287.133 of the Florida Statutes, who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a submittal/response to provide any goods or services to a public entity, may not submit a submittal/response with a public entity for the construction or repair of a public building or a public work, may not submit a submittal/response on leases of real property to a public entity, may not be awarded or perform work as a Contractor, supplier, subcontractor, or consultant under an agreement with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in §287.017 of the Florida Statutes for Category Two, for a period of 36 months from the date of being placed on the convicted vendor list.
6.51. PAYMENT OF SUBCONTRACTORS (FOR CONSTRUCTION PROJECTS ONLY)
Final and complete payment will be made on the basis of completion and acceptance by the City of the work performed under the contract and receipt of satisfactory evidence that all payrolls, bills for materials, have been paid in full. Payments of subcontractors shall be made in compliance with §218.735 (6) et sq. Florida Statutes. The existence of any unpaid bills or charges for labor, materials or other supplies used directly by the Contractor or any subcontractor under the contract, shall constitute cause for the City to withhold final payment until said bills or charges are paid.
6.52. AFFILIATED AGENCIES
This solicitation is issued by the City of Orlando on behalf of itself and its affiliated agencies, including but not limited to the Community Redevelopment Agency of the City of Orlando ("CRA"), the Downtown Development Board ("DDB"), and the Downtown South Neighborhood Improvement District ("DSNID") (each an "Affiliated Agency"). Upon the written agreement of the Contractor and an Affiliated Agency (or upon the issuance of a Purchase Order by an Affiliated Entity in circumstances where the City places orders by Purchase Order), Contractor shall provide such goods and/or services as set forth in this solicitation to an Affiliated Agency upon the same pricing, terms, and conditions set forth in the Contract between the City and Contractor, unless otherwise agreed in writing by the Contractor and the Affiliated Agency. Except as may otherwise be expressly provided in the agreement or Purchase Order authorizing the acquisition of the goods or services, (i) the procuring Affiliated Agency shall be solely responsible for all obligations and duties, and shall have all rights of the City, with respect to the goods or services procured by the Affiliated Agency; and (ii) Contractor shall look solely to the procuring Affiliated Agency for payment and the performance of any and all other obligations for goods or services contracted for by a procuring Affiliated Agency. With respect to work performed for an Affiliated Agency, actions may be taken on behalf an Affiliated Agency by the Chief Procurement Officer of the City of Orlando, or their designee(s).
6.53. PURCHASING AGREEMENTS WITH OTHER GOVERNMENT AGENCIES
At the option of the awarded vendor, the submission of any quote/bid in response to this Invitation for Bid constitutes a quote/bid made under the same terms and conditions, for the same contract price, to other governmental agencies including the State of Florida and its agencies, political subdivisions, counties and cities. Each governmental agency desiring to accept these quotes/bids, and make an award thereof, shall do so independently of any other governmental agency. Each agency shall be responsible for its own purchases and each shall be liable only for materials ordered and received by it and no agency assumes any liability by virtue of this quote/bid.
6.54. TERMINATION FOR CONVENIENCE
The City’s Chief Procurement Officer may terminate any contract resulting from this solicitation for convenience with advance written notice to the Contractor. In the event of such a termination by the City, the City shall be liable for the payment of all work properly performed or materials provided prior to the effective date of termination and for all portions of materials, supplies, services, and facility orders which cannot be cancelled and were placed prior to the effective date of termination.
6.55. TERMINATION FOR DEFAULT
The performance of Work under the contract may be terminated by the City’s Chief Procurement Officer, in whole or in part, in writing, whenever the Chief Procurement Officer shall determine that the Contractor has failed to meet the performance requirements of the contract. The Chief Procurement Officer has a right to terminate for default if the Contractor fails to make delivery of the supplies or perform the Work, or if the Contractor fails to perform the Work within the time specified in the contract, or if the Contractor fails to perform any other provisions of the contract. Notwithstanding the preceding, nothing herein shall be deemed to preclude the Chief Procurement Officer in the CPO’s sole discretion on a case by case basis from providing the Contractor with written notice and a reasonable opportunity to cure the default prior to termination.
Failure of a Contractor to deliver or perform the required Work within the time specified, or within a reasonable time as determined by the Chief Procurement Officer or failure to make replacements of rejected articles or Work when so requested, immediately or as directed by the Chief Procurement Officer, shall constitute authority for the Chief Procurement Officer to purchase in the open market articles or Work of comparable grade to replace the articles or Work rejected, not delivered, or not completed. On all such purchases, the Contractor or their surety, shall reimburse the City, within a reasonable time specified by the Chief Procurement Officer, for any expense incurred in excess of the contract prices.
Such purchases shall be deducted from contract quantities or work. Should public necessity demand it, the City reserves the right to utilize services or use and/or consume articles delivered which are substandard in quality, subject to an adjustment in price to be determined by the Chief Procurement Officer. The Contractor shall not be liable for any excess costs if acceptable evidence has been submitted to the Chief Procurement Officer that failure to perform the Work was due to causes beyond the control and without the fault or negligence of the Contractor. Nothing herein shall be deemed to preclude the City’s exercise of any other rights or the City's pursuit of any other remedies that it may have herein or under law or in equity, including but not limited to any right of the City to terminate the contract for convenience.
6.56. AMERICANS WITH DISABILITIES ACT
Notwithstanding any provision of this solicitation to the contrary, persons with disabilities needing a special accommodation to submit a submittal/response or participate in this solicitation should contact the Procurement and Contracts Division, City Hall at One City Commons, 400 South Orange Avenue, Orlando, Florida 32801, telephone number (407) 246-2291, not later than seven (7) days prior to the submittal date for accommodations related to the submittal, or seven (7) days prior to the date on which any other accommodation is needed.
6.57. PURCHASING CARD PROGRAM
The City of Orlando uses a Visa purchasing card program to streamline our procurement process. In order to expedite payments to suppliers the J.P. Morgan Purchasing Card program and Virtual Card solution has been implemented to more effectively control our procurement activities and to achieve a significant cost savings over the traditional paper, purchasing, and payment system.
As one of the City of Orlando’s valued suppliers, your business can also achieve cost savings results by accepting the Virtual Card solution.
Identified supplier benefits of this program are:
Get paid faster – Virtual card payments will be made after invoice approval, ACH will be net 30, and check net 45
Improve Days Sales Outstanding (DSO)
Electronic payment that eliminates the cost of processing checks
Payment within 48 hours
Improve cash flow
Increased working capital
Reduced collection efforts and administrative expenses
Enhanced corporate relationships
Enhanced reporting
Increased sales as a “Preferred Supplier”
Streamlined reconciliation with remittance details included with electronic payment in email notification
Lower carrying costs
Less paper/manual work
Dedicated supplier portal to view status of receivables
6.58. EMERGENCY SUPPORT
It is hereby made a part of this Invitation for Bids that before, during and after a public emergency, disaster, hurricane, flood, or other acts of God, that the City of Orlando shall be provided goods and services on a first priority basis. It is vital and imperative that the citizens of the City are protected from any emergency situation which threatens public health and safety, as determined by the City. Contractor agrees to provide, rent, sell, or lease all goods and services required by the City on a first priority basis. The City expects to pay a fair and reasonable price for all goods and services acquired before, during and after a disaster, emergency or hurricane. Contractor shall furnish a twenty-four (24) hour phone number in the event of such an emergency. If this solicitation is for goods or services related to emergency response for a natural emergency, then pursuant to Florida Statutes Section 252.505, Respondent shall be required to pay City a $5,000 penalty plus [City’s actual damages/liquidated damages in the amount of $____] in the event that Respondent breaches its agreement with City during the one-year period following the issuance of a declaration of a state of emergency for a natural emergency by the Governor of Florida.
6.59. SUBCONTRACTORS
The Contractor shall perform all of its obligations and functions under the contract by means of its own employees, or by a duly qualified subcontractor, which is approved in advance by the City. In the event a subcontractor is employed, the Contractor shall continuously monitor the subcontractor’s performance, shall remain fully responsible to ensure that the subcontractor performs as required and itself perform or remedy any obligations or functions, which the subcontractor fails to perform properly.
6.60. PRICING
Unless otherwise specified, Prices must include all costs (labor, overhead, materials) and profit to perform the work specified in this Invitation for Bids. Prices shall remain firm for the entire contract period unless otherwise specified or changed by an Amendment. At each renewal period, price increases or decreases may be considered, provided they are reasonable and acceptable to the City. Any Amendment must be in writing and signed by both parties.
6.61. GOVERNING LAW / VENUE
Any contract entered into as a result of this solicitation shall be deemed to be under and shall be governed by, and construed according to, the laws of the State of Florida. Any litigation arising out of this contract shall be commenced in the State and Federal Courts of Orange County, Florida. Contractor shall comply with all applicable federal, state, and local laws in the performance of work under the contract.
6.62. FLORIDA PUBLIC RECORDS LAW
To the extent applicable, Contractor shall comply with Florida public records laws, including Sections 119.0701(2) (b) 1 through 4 of the Florida Statutes. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CITY CLERK OR RECORDS AND ARCHIVES MANAGER AT, RECORDS@ORLANDO.GOV, TELEPHONE NUMBER (407) 246-2148, 400 S. ORANGE AVE., ORLANDO, FL 32801.
6.63. RECYCLED CONTENT
In support of the Florida’s waste management laws, Respondents are encouraged to supply with their submittal, any information available regarding recycled material content in the products being offered. The City is particularly interested in the type of recycled material used (such as paper, plastic, glass, metal, etc.); the percentage of recycled material contained in the product and the cost and product performance impact of increasing the percentage of recycled content. The City is requesting that Respondents provide detailed information regarding any known or potential recycled material content in the product that may be extracted and recycled after the product has served its intended purpose, on the Respondents Questionnaire as provided in this solicitation.
If the specifications contained herein require the use of recovered materials, by submitting a submittal or response to this solicitation, a respondent agrees and certifies that it will meet such requirement. Upon the conclusion of any contract resulting from this solicitation requiring the use of recovered materials, the Contractor shall submit to the City’s project manager for the work a statement regarding the actual percentage of recovered materials utilized in the completion of the contract.
6.64. LIVING WAGE POLICY
[RESERVED]
6.65. ORDER OF PRECEDENCE
This solicitation shall be included and incorporated in the purchase order or contract resulting from this solicitation. The purchase order or contract, including any exhibits attached thereto, contains all the terms and conditions agreed upon by the parties. No other contract, oral or otherwise, regarding the subject matter of the contract, shall be deemed to exist or to bind either party hereto. Unless otherwise expressly provided in the purchase order or contract, in the event of any conflict between the terms of the contract or purchase order, the City's solicitation, and the Respondent's submittal, the order of precedence shall be the contract or purchase order, followed by the solicitation, and then the response to the solicitation.
6.66. PATENTS AND COPYRIGHTS
The Contractor shall pay all royalties and assume all costs arising from the use of any invention, design, process, materials, equipment, product or device in performance of the Work, which is the subject of patent rights or copyrights. Contractor shall, at its own expense, hold harmless and defend the City against any claim, suit or proceeding brought against the City which is based upon a claim, whether rightful or otherwise, that the Work, or any part thereof, furnished under the contract, constitutes an infringement of any patent or copyright of the United States. The Contractor shall pay all damages and costs awarded against the City.
6.67. TIME OF COMPLETION
The parties understand and agree that time is of the essence in the performance of the contract. The Contractor or City, respectively, shall not be liable for any loss or damage, resulting from any delay or failure to perform its contractual obligations within the time specified, due to acts of God, actions or regulations by any governmental entity or representative, strikes or other labor trouble, fire, embargoes, or other transportation delays, damage to or destruction in whole or in part, of equipment or manufacturing plant, lack of or ability to obtain raw materials, labor, fuel or supplies for any reason including default of suppliers, or any other causes, contingencies or circumstances not subject to the Contractor's or City's control, respectively, whether of a similar or dissimilar nature, which prevent or hinder the performance of the Contractor's or City's contractual obligations, respectively. Any such causes of delay, even though existing on the date of the Agreement or on the date of the start of Work, shall extend the time of the Contractor's or City's performance respectively, by the length of the delays occasioned thereby, including delays reasonably incident to the resumption of normal Work schedules. However, under such circumstances as described herein, the City’s Chief Procurement Officer may at the CPO’s discretion, cancel the contract for the convenience of the City. The Contractor agrees that all Work shall be executed regularly, diligently, and uninterrupted at such a rate of progress as will ensure full completion thereof within the time specified.
6.68. CORRECTION OF WORK
The Contractor shall promptly correct all Work rejected by the City as faulty, defective, or failing to conform to the contract whether observed before or after substantial completion of the Work, and whether or not fabricated, installed or completed. The Contractor shall bear all costs of correcting such rejected Work.
6.69. INFORMATION
All information, data, designs, plans, drawings, and specifications furnished to or developed for the City by the Contractor or its employees, pursuant to the contract, shall be the sole property of the City and all rights therein are reserved by the City, except that the Contractor may disclose any such information to its corporate affiliates and their agents as necessary to perform the Work.
6.70. SAFETY MEASURES
The Contractor shall take all necessary precautions for the safety of the City's and Contractor's employees and the general public and shall erect and properly maintain at all times all necessary vehicular and facility safeguards for the protection of the workmen and public. If necessary, the Contractor shall post signs warning against hazards in and around the work site.
6.71. EXTRA WORK
The City, without invalidating the contract, may order changes in the Work within the general scope of the contract consisting of additions, deletions, or other revisions, the Agreement price and time being adjusted accordingly. All such changes in the Work shall be authorized by a written amendment to the contract, and shall be executed under the applicable conditions of the contract. If the Contractor plans to make a claim for an increase in the contract price or an extension in the contract schedule term, it shall first give the City written notice within ten (10) calendar days after the occurrence of the event giving rise to such a claim. This written notice shall be given by the Contractor to the City, and a written approval secured from the using Department and the City’s Chief Procurement Officer, before proceeding to execute the Work, except in an emergency endangering life or property, in which case the Contractor shall immediately proceed. No claim for extra work will be considered valid by the City unless first submitted in writing.
6.72. TITLE AND RISK OF LOSS
The title and risk of loss to the Work shall pass from the Contractor to the City upon the City's final acceptance of the Work.
6.73. FEDERAL, STATE, AND LOCAL RULES / APPROVALS
The Contractor shall comply with all applicable federal, state and local laws, ordinances, rules and regulations pertaining to the performance of Work under this Agreement. The Contractor is to procure all permits, licenses, and certificates, or any such approvals of plans or specifications as may be required by federal, state and local laws, ordinances, rules, and regulations, for the proper execution and completion of the Work under this Agreement. Lack of knowledge by the Respondent will in no way be cause for relief from responsibility.
6.74. MISCELLANEOUS PROVISIONS
By submitting a submittal/response, the Respondent shall be deemed to have certified that the contract is made without prior understanding, agreement or connection with any corporation, firm or person who submitted submittals/responses for the work covered by the contract and is in all respects fair and without collusion or fraud. Respondent further warrants and certifies that they are authorized to enter into the contract and to execute same on behalf of the Contractor as the act of the said Contractor.
The contract, including any Exhibits thereto, contains all the terms and conditions agreed upon by the parties. No other agreements, oral or otherwise, regarding the subject matter of the contract shall be deemed to exist or to bind either party thereto. If any section, sentence, clause, phrase, provision, or other portion of the contract is, for any reason, held invalid or unconstitutional by a court or other body of competent jurisdiction, such portion shall be deemed a separate, distinct, and independent provision and such holding shall not affect the validity of the remaining portions of the contract. The contract is solely for the benefit of the parties to the contract and no causes of action shall accrue upon or by reason thereof to or for the benefit of any third parties.
The City’s Chief Procurement Officer or written designee shall have authority to act on behalf of the City in matters related to the contract, including but not limited to the sending and receiving of any notices required hereunder.
6.75. PROHIBITION AGAINST CONTRACTING WITH SCRUTINIZED COMPANIES
In accordance with Section 287.135(2) of the Florida Statutes, “[a] company is ineligible to, and may not, bid/participate on, or enter into or renew a contract with an agency or local governmental entity for goods or services of:
$100,000.00 or more if, at the time of bidding/participating on, or entering into, or renewing a contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725, or is engaged in a boycott of Israel; or
One million dollars or more if, at the time of bidding/participating on, or entering into or renewing such contract, the company:
Is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473, or
Is engaged in business operations in Cuba or Syria.”
Section 215.473 of the Florida Statutes defines a company to include “all wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit.”
By submitting a response to this solicitation, a respondent certifies that it and those related entities of respondent as defined above by Florida law above are not on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725 of the Florida Statutes, and are not engaged in a boycott of Israel. In addition, if this solicitation is for a contract for goods or services of one million dollars or more, by submitting a response to this solicitation, a respondent certifies that it and those related entities of respondent as defined above by Florida law are not on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, created pursuant to Section 215.473 of the Florida Statutes and are not engaged in business operations in Cuba or Syria. Any respondent awarded a Contract as a result of this solicitation shall be required to recertify the aforementioned certifications at each renewal of the Contract. The City may terminate any contract resulting from this solicitation if respondent or any of those related entities of respondent as defined above by Florida law are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, or it is found to have been engaged in business operations in Cuba or Syria.
Notwithstanding the preceding, the City reserves the right and may, in its sole discretion, on a case by case basis, permit a company on such lists or engaged in business operations in Cuba or Syria to be eligible for, bid/participate on, or enter into or renew a contract for goods or services of one million dollars or more, or may permit a company on the Scrutinized Companies that Boycott Israel List to be eligible for, bid/participate on, or enter into or renew a contract for goods or services of any amount, should the City determine that the conditions set forth in Section 287.135(4) of the Florida Statutes are met.
Accordingly, firms responding to this solicitation shall execute and return with their response an executed copy of the attached, Certification Regarding Prohibition Against Contracting With Scrutinized Companies. A contract shall not be awarded to a Respondent who does not submit the certification form at the time of submittal or within seven (7) days of the date the City requests the certification form be submitted, if a Respondent fails to return the form with its response.
6.76. FAVORED CUSTOMER CLAUSE
Should the awarded Respondent (also referred to hereinafter as “Contractor”), of a contract resulting from this solicitation sell the same or substantially the same products or services as listed in this solicitation to another Governmental Agency, within the State of Florida, at a lower price than the price listed in this solicitation, the awarded Contractor agrees to extend that same discounted price to the City of Orlando.
6.77. DRUG FREE WORKPLACE
By submitting a submittal/response in response to this Solicitation, you are certifying that your company is a drug-free workplace in accordance with Florida Statute §287.087.
6.78. NON-DISCRIMINATION
Contractor shall:
Implement an employment nondiscrimination policy prohibiting discrimination in the performance of the contract in the hiring, discharging, promoting or demoting, matters of compensation, or any other employment-related decision or benefit on account of actual or perceived race, ethnicity, color, religion, national origin, gender, disability, age, military status, sexual orientation, gender identity, gender expression, or marital or familial status.
Not discriminate in the performance of the contract on account of actual or perceived race, ethnicity, color, religion, national origin, gender, disability, age, military status, sexual orientation, gender identity, gender expression, or marital or familial status.
Incorporate the foregoing requirements in all subcontracts related to its contract with the City.
6.79. EMPLOYMENT ELIGIBILITY
Employment Eligibility; E-Verify System. Pursuant to Section 448.095 of the Florida Statutes, prior to Contract execution and at all times during the term of the Contract, Contractor shall register with and use the E-Verify system to verify the work authorization status of all newly hired employees. If Contractor enters into a contract with a subcontractor, the subcontractor must provide the Contractor with an affidavit stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien. The Contractor shall maintain a copy of such affidavit for the duration of the Contract and, if longer, for any additional audit period provided to the City in the Contract. Pursuant to Section 448.095(2)(c) of the Florida Statutes, the City, Contractor, or a subcontractor who has a good faith belief that a person or entity with which it is contracting has knowingly violated s. 448.09(1) shall terminate the contract with the person or entity. If the City has a good faith belief that a subcontractor knowingly violated this subsection, but the Contractor otherwise complied with this subsection, the City shall promptly notify the Contractor and order the Contractor to immediately terminate the contract with the subcontractor. Pursuant to Florida Statute, a contract terminated pursuant to subparagraph 1. or subparagraph 2. Of Section 448.095(2)(c) of the Florida Statutes is not a breach of contract and may not be considered as such, and the City shall have no liability to Contractor, a subcontractor, or any entity or person arising from or related to such a termination. If the Contract with Contractor is terminated by the City pursuant to Section 488.095(2)(c), the Contractor may not be awarded a public contract for at least one (1) year after the date on which the Contract was terminated and Contractor shall be liable to the City for any additional costs incurred as a result of the termination of the Contract.
6.80. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL INTEREST IN GOVERNMENT CONTRACTING
Pursuant to Section 287.05701 of the Florida Statutes, vendors are notified that the City as a local government in Florida, is prohibited from requesting documentation of or considering a vendor's social, political, or ideological interests when determining whether a vendor is a responsible vendor, and from giving a preference based upon such interests.
NOTE: ANY AND ALL SPECIAL CONDITIONS ATTACHED HERETO WHICH VARY FROM THESE STANDARD CONDITIONS SHALL HAVE PRECEDENCE.
7. SPECIAL TERMS AND CONDITIONS
7.1. AUTOMATED ORDER ENTRY SYSTEM
Respondents should furnish with their submittal details of any automated order entry system available for use by the City.
7.2. CONDITION AND PACKAGING
It is understood and agreed that any item offered or shipped as a result of this solicitation shall be new (current production model at the time of this solicitation, unless otherwise specified). All containers shall be suitable for storage or shipment, and all prices shall include standard commercial packaging.
7.3. AVAILABILITY OF PARTS/SERVICE FACILITIES
The City of Orlando reserves the right to consider the availability of parts and service facilities for the equipment offered. The failure of the Respondent to maintain a sufficient line of parts to service the equipment may be cause for rejection of the submittal/response.
7.4. REPORTING
The Respondent shall report sales and usage data to the City on an annual basis in MS Excel spreadsheet format. The following data at a minimum should be reported for each item included on the Price Form that is procured during the reporting period:
Contract name and number
Respondent's name
Reporting period
Department/Division/Location name
Order date
Item description
Manufacturer name
Manufacturer part number
Unit of measure
Quantity
Respondent's list price
Unit price
Extended price
Total purchase amount for the quarter
Submission of requested Reports is the responsibility of the Respondent, without prompting or notification by the City. The Respondent will submit by email the completed reports to the Purchasing Agent identified in the Contract. The City shall work with the Respondent to develop the approved electronic format and content of the Contract Sales Reports to be used by the Respondent.
Failure to provide reports may be grounds for default and /or cancellation of the Contract.
7.5. LOCAL REPRESENTATIVES
Your firm must be able to provide a local representative for service and technical assistance on an "as needed basis."
7.6. RECIPROCAL LOCAL PREFERENCE
In the event the lowest responsive and responsible response to any Request for Quotation is by a Respondent whose principal place of business is in a city, county, or state which grants a preference for the procurement of such goods or services to a Respondent whose principal place of business is in such area, then the City may award a preference to the (next) most responsive and responsible Respondent having a principal place of business in the Metropolitan Statistical Area, (i.e., Orange, Seminole, Lake and Osceola Counties). Such preference shall be equal to the preference granted by the area in which the lowest responsive and responsible Respondent has its principal place of business.
7.7. INSURANCE REQUIREMENTS
For this Bid, the following types of insurance that are checked are required. For details, please refer to Section 5.44 of the Standard Terms & Conditions.
Workers Compensation and Employer’s Liability
Comprehensive Automobile Liability
Commercial General Liability
8. ELECTRONIC PRICING FORM(S) INSTRUCTIONS
The City of Orlando Procurement and Contracts Division has implemented an electronic pricing system to streamline solicitation responses.
All responsive Respondents to this solicitation must submit electronic submittals/responses. Paper responses will be deemed non-responsive.
8.1. PRICING INSTRUCTIONS
Once you have logged into your OpenGov account, go to the solicitation in which you want to bid/participate on. Then click on “Draft Response,” complete the information requested, upload your bid/quote/submittal, along with all required attachments, and submit.
Unit prices for each item bid shall be shown. A total shall be entered in the amount column for each item bid. In case of discrepancy between a unit price and extended price, the unit prices will prevail.
Although the City generally awards bids based on a "lump sum" basis to the responsive and responsible Bidder submitting the lowest total bid, the City may choose to award on a "per group" or "per item" basis. Therefore, Bidders must submit with their bids, all pricing pages on the forms provided clearly indicating which items are bid and which are not. Failure to submit these pages may render such bids non-responsive.
9. VENDOR QUESTIONNAIRE
The following questionnaire is to be completed by the Respondent. The Respondent warrants its response to this Solicitation to be fully disclosed and correct.
Compliance with all requirements will be solely the responsibility of the Respondent. Failure to provide requested information may result in disqualification of response.
If a question is not applicable, so indicate by writing “N/A”
1. DUNS Number (Dun & Bradstreet)*
*Response required
2. Experience: *
Years in Business:
Maximum response length: 10 characters
*Response required
3. Experience: *
Years in business under this name:
Maximum response length: 10 characters
*Response required
4. Experience: *
Years performing this type of work:
Maximum response length: 5 characters
*Response required
5. Local Service Facility, If Applicable*
Name of local service center.
*Response required
6. Local Service Facility, If Applicable*
Address of local service center. (Please include City, County, and Zip code)
*Response required
7. Local Service Facility, If Applicable*
Contact Name and telephone number:
*Response required
8. Discount Payment Terms (if any)?*
Provide percentage (%) of discount payment terms, if applicable.
Maximum response length: 5 characters
*Response required
9. Discount Payment Terms if paid within ______ days after receipt of invoice, if applicable.*
Enter number of days, if discount is applicable.
Maximum response length: 10 characters
*Response required
10. The City of Orlando offers the option to receive payments utilizing the J.P Morgan Visa Virtual Card solution. Which payment option would your company prefer for payment of all invoices? (check one)*
J.P Morgan Visa Virtual Card solution (payment within 48 hours of invoice)
ACH – Automated Clearing House (net 30)
Check (net 45)
*Response required
11. Is your company willing to serve as a secondary supplier in the event your company is not selected for primary award?*
Yes
No
*Response required
12. Recycled Content:
Please indicate the percentage _____% of recycled material contained in the supplied items, if applicable.
Maximum response length: 10 characters
13. Recycled Content:*
Is your product packaged/shipped in material containing recycled content?
Yes
No
*Response required
14. Recycled Content:*
Is your product recyclable after it has reached its intended end use?
Yes
No
*Response required
15. Authorized Signatories
The Respondent represents that the following persons are authorized to sign responses/submittals, and/or sign contracts and related documents to which the Respondent will be duly bound.
The City will verify all named signatories on Sunbiz.org. If the authorized person is not registered on Sunbiz.org, the Respondent should provide with their response/submittal proof of authorization. Proof of authorization should take the form of either a certification from an officer or authorized member included on Respondent’s Sunbiz registration, a resolution from Respondent’s board of directors, or other evidence of a similarly reliable character.
15.1. Type in company's name*
The City will verify all named signatories on Sunbiz.com. If the authorized person is not registered on Sunbiz.org, the Respondent should provide with their response/submittal proof of authorization.
*Response required
15.2. Authorized Signatories*
Please Indicate Name or Names of Authorized Signatories.
*Response required
15.3. Authorized Signatories*
Please Indicate Title or Titles of Authorized Signatories.
*Response required
15.4. Authorized Signatories*
Please Indicate Principal or Authorized Authority.
*Response required
16. Required Forms
16.1. ADDENDUM RECEIPT VERIFICATION*
Bidders must acknowledge all issued addenda by confirming below. Failure to acknowledge may result in a non-responsive bid.
The failure of a Bidder to submit/confirm acknowledgment of any Addenda that affects the bid price(s), is considered a major irregularity and will be cause for rejection of the Bid.
The undersigned acknowledges receipt of all issued addenda:
Please confirm
*Response required
16.2. CERTIFICATION REGARDING PROHIBITION AGAINST CONTRACTING WITH SCRUTINIZED COMPANIES*
I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit have been placed on the Scrutinized Companies that Boycott Israel List created pursuant to s. 215.4725 of the Florida Statutes, or are engaged in a boycott of Israel.
In addition, if this solicitation is for a contract for goods or services of one million dollars or more, I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit are on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, created pursuant to s. 215.473 of the Florida Statutes, or are engaged in business operations in Cuba or Syria as defined in said statute.
I understand and agree that the City may immediately terminate any contract resulting from this solicitation upon written notice if the undersigned entity (or any of those related entities of respondent as defined above by Florida law) are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sectors List, or it is found to have been engaged in business operations in Cuba or Syria.
Please confirm
*Response required
16.3. References Form*
Please download the document below, complete, and upload.
Attachment_A_-_References.pdf
*Response required
16.4. Respondent's Certification Form*
Please download the below document, complete, sign, notarize, and upload.
Attachment_B_-_Respondent's_Certification_Form_(20).pdf
*Response required
16.5. Contract and Acceptance Form*
Please download the document below, complete, sign, notarize, and upload.
Attachment_C_-_Contract_and_Acceptance_Form.pdf
*Response required
16.6. Conflict of Interest Disclosure Form *
Please download the below document, complete, sign, and upload.
Attachment_D_-_Conflict_of_Interest_Disclosure_Form.pdf
*Response required
16.7. Confidential and/or Proprietary Information Exemption Form*
Please download the document below, complete, and upload.
Attachment_E_-_Conf_&_Prop_Exemption_Form.pdf
*Response required
16.8. Human Trafficking Affidavit*
The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes.
A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.
Please download the Human Trafficking Affidavit below, complete, sign, notarize, and upload.
Attachment_F-Human_Trafficking_Affidavit.pdf
*Response required
16.9. Veteran Business Enterprise Participation Form*
Please download the document below, complete, and upload.
Attachment_G_-_VBE_Form.pdf
*Response required
16.10. Small and Local Business Enterprise Participation Form*
Please download the below documents, complete, and upload.
Attachment_H_-_S-LBE-IFB.pdf
*Response required
16.11. Foreign Country of Concern Attestation*
Please download the below documents, complete, and upload.
Attachment_I-Foreign_Country_of_Concern_Attestation_(3).pdf
*Response required
16.12. W-9 Form*
Upload signed copy of Respondent's most current W-9 .
*Response required
16.13. Proof of Insurance*
Upload copy of Respondent's Certificate of Insurance.
*Response required
16.14. Siemens Authorized Distributor Certificate or Letter*
Upload copy of current certificate, authorization letter, or other official documentation from Siemens verifying that the bidder is authorized to sell, distribute, and support Siemens automation products and components.
*Response required
16.15. Siemens Certified Application Engineer Certificates*
Upload copy of current Siemens Certified Application Engineer certifications for all personnel proposed to support this contract. Documentation shall identify the certified individual, certification type, and certification status.
*Response required
16.16. Siemens Automation / PLC Certification*
Upload a copies of certifications or training records demonstrating personnel qualifications to support Siemens SIMATIC PLC systems, including S7-1500, S7-300, or related Siemens programmable logic controller platforms.
*Response required
16.17. Siemens HMI / SCADA Certification*
Upload copies of copies of certifications or training records demonstrating personnel qualifications to support Siemens HMI, SCADA, WinCC, operator interface panels, and related visualization systems.
*Response required
16.18. Siemens Drives / Motor Control Certification*
Upload a copies of certifications or training records demonstrating personnel qualifications to support Siemens drives, motor control systems, SINAMICS variable frequency drives, SIRIUS motor starters, or SIMOCODE motor management systems.
*Response required
16.19. Siemens Industrial Communications / Networking Certification*
Upload copies of certifications or training records demonstrating personnel qualifications to support Siemens industrial communication networks and equipment, including PROFINET, PROFIBUS, SCALANCE switches, and related industrial networking components.
*Response required
16.20. Siemens TIA Portal Training or Certification*
Upload copies of certifications or training records demonstrating personnel qualifications in Siemens Totally Integrated Automation Portal, including STEP 7, WinCC, configuration, programming, troubleshooting, and system support.
*Response required
16.21. Siemens Training Center Authorization or Access Documentation*
Upload a copy/documentation confirming access to a Siemens-authorized training center located in Central Florida, capable of providing Siemens technical training and instructional services to City personnel.
*Response required
16.22. Office Location Documentation*
Upload copy of documentation confirming the location of its Central Florida office or support facility, including address, contact information, and description of available technical support resources.
*Response required
16.23. Bid Price Form-IFB26-0330*
Please download the below documents, complete, and upload.
Bid_Price_Form-IFB26-0330-Final.xlsx
*Response required
10. ATTACHMENTS
No attachments were included
City of OrlandoIssuing agency·Orlando, FL·via the City of Orlando OpenGov procurement portal