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Home My WebLink About2007 05 14 Consent 203 Medical Transport Fund Stryker Power-Pro Ambulance Cots COMMISSION AGENDA ITEM 203 CONSENT X INFORMATIONAL PUBLIC HEARING REGULAR ( May 14, 2007 MGR~ /DEPT~ Meeting Authorization REQUEST: Fire Department Requesting a supplemental appropriation from the Medical Transport Fund to Purchase (3) Stryker Power-Pro ambulance cots by Piggybacking off of Clay County Fire Department Bid # 06/07-37. PURPOSE: The purpose of this Commission item is to request authorization to piggyback off of the Clay County Fire Department, Bid #06/07-37 with Stryker, Inc. for the purchase of (3) Stryker Power-Pro ambulance cots at a cost of $11,178.35 ea. for a total cost of $33,535.05. CONSIDERATIONS: The fire department currently uses (3) power-lift ambulance cots unique to EMS because the cot uses its own power to raise the patient so that EMS personnel will not have to do it manually. Lifting patients is the leading national cause of back injuries and disability to EMS personnel. The cots are about six years old and replacement parts are difficult to obtain since the manufacturer no longer makes the cots. There have also been instances of weld cracks in critical areas of the cot frame that have been challenging to keep repaired. We now feel that replacement of these cots at this time is warranted as we feel the current ones are going to become unsafe rapidly. The industry has embraced powered cots and two of the leaders in cot production are now manufacturing their own versions of power-lift cots. This is a request for consent to purchase (3) Stryker Power-Pro ambulance cots to replace the current cots by piggybacking the Clay County, Bid #06/07-37. This model has been selected to match cots that are being purchased by other Fire/EMS agencies in Seminole County which will make interaction with other agencies easier Consent Agenda Item 203 May 28, 2007 Page 2 when responding with them on EMS transports. As soon as the new cots are put in service it is recommended that the old cots be destroyed, not traded in to prevent any liability to the City. FUNDING: The cot purchase is not in the current budget but funding can be obtained from the EMS transport fund through appropriation of $33,535.05 to the capital equipment budget line code 2600-6400. Expenditure of the funds and delivery of equipment will occur within 30 to 60 days. RECOMMENDATION: It is recommended that authorization be granted to piggyback Clay County Bid #06/07-37 with Stryker EMS cots. Furthermore, this Agenda Item is subject to approval of the appropriation of funds from the EMS transport fund to cover this expense. IMPLEMENTATION SCHEDULE: The delivery of the cots will occur within 30 days of the order. ATTACHMENTS: Proposal for the City of Winter Springs Clay County, Florida bid number 06/07-37 dated May 1,2007 COMMISSION ACTION: Sales Proposal stryker~ EMS Equipment Quotation Date: Quote Number: 05/07/07 Q009868 t: 407 327 7561 f: 407 327 4750 email: mbaumaart@wintersorinasfl.ora Jamie Witham Territory Manager 3800 E Centre Ave Portage, MI 49002 (800)669-4968 Ext 8879 Voicemail (407)386-3341 Fax iamie. witham@strvker.com SHIP TO ADDRESS: Winter Springs Fire Rescue 1 02 N Moss Road Winter Springs, FL 32708 3 ea Model 6500 Power-Pro Ambulance Cot(s) List Price $ 11,607.00 $ Unit Price 9,865.95 $ Ext Sell 29,597.85 Standard Features Include: Single adjustable wheel lock 700-lb weight capacity Stryker's dual-speed power-lift system Integrated power and usage meter Integrated foot-end pull handle Positive action manual back-up system Single-hand capable, telescoping head section Backrest-mounted monitor hook User-adjustable load height presets X-frame guards Oversized wheels with sealed caster wheel bearings High visibility powder-coated frame Safety Hook Bolster Mattress Patient restraint package and in-service video 110V or 12V DeWalt Charger and 2ea 24V industrial-grade battery packs 2-year parts/labor/travel warranty on entire cot (1 year on all soft goods - mattress, restraints, pouches, and batteries) 3 years parts/labor/travel warranty on X-frame and limited powertrain components; all welds are warranted for 7 years Selected Ootions and Accessories 3 6500-215-000 3-stage IV Pole (patient right) 3 6500-140-000 Foot End Oxygen Bottle Holder 3 6500-128-000 Head End Flat Storage Pouch 3 6500-147-000 Equipment Hook 3 6500-130-000 Pocketed Backrest Pouch 3 6500-060-000 24V DeWalt Battery Pack 3 ea Model 6370 Floor Mount Cot Fastener(s) $ 273.00 $ 232.05 $ 696.15 $ 146.00 $ 124.10 $ 372.30 $ 110.00 $ 93.50 $ 280.50 $ 45.00 $ 38.25 $ 114.75 $ 205.00 $ 174.25 $ 522.75 $ 195.00 $ 165.75 $ 497.25 $ 12,581.00 $ 10,693.85 $ 32,081.55 $ 570.00 $ 484.50 $ 1,453.50 Proposal Total (Including Freight):l $ 33,535.05 l Priced in accordance with Clay County Bid #06/07-37, Powered Ambulance Cots, 05/01/07 Opening Date TO PLACE AN ORDER. PLEASE FAX YOUR PURCHASE ORDER TO: tin t::,~ ei\ ,J . Stryker - EMS Equipment, Attn: Jamie Witham Office: 1028 Buckbean Br Ln W, Jacksonville, FL 32259 Phone: 904-287-0824; Fax: 407-386-3341 Include your billing/shipping addresses, desired delivery dates, signature and terms (net 30). THANK YOU! Order subject to approval by Stryker Corporation. Taxes will be invoiced as a separate item when applicable. Credit cannot be allowed on returns of special or modified items. All approved returns will be accepted ONLY in Kalamazoo. Michigan. Proposals are effective 30 days from submittal. Receiving Contact Name: I I Receiving Phone Number: I Loading Dock: YES NO I I Boxed Unboxed (Circle One) I I Dock hrs: Sales Rep: I Po#:1 Comments: BOARD OF COUNTY COMMISSIONERS CLAY COUNTY, FLORIDA REQUEST FORBIDS FOR .POWERED AMULIL1\NCECQTS .~ EN Bid No. 06/07 - 37 DUEDA TE: Monday, April 30, 2007 - 4:00 pm OPEN DATE: Tuesday, May 1, 2007- 1:00pm Prepared By: Joe Thompson Contracts Coordinator Clay CountyPurcbasing Department BID INSTRUCTIONS BID # 66/Q1-37. POWERED AMBULANCE COTS I. ALL sealed bids submitted shall be received by the Purchasing Division, Fourth Floor, Clay County Administration Building, 477 Houston Street, Green Cove Springs, FL 32043. a. Bids submitted by mail should be addressed to; Clay County Board of County Commissioners PurchasiogDivision P.O. Box 1.366 Green Cove Springs, FL 32043-1366 b. Bids submitted in person will be received in the Purchasing Division, Fourth Floor, Clay County Administration Building, 477 Houston Street, Green Cove Springs, Florida. 2. ALL bids submitted shall be in writing, in triplicate and sealed in an opaque envelope. The words uBID # 06107-37, Powered Ambulance Cots" shall be cJ~arly marked on the frQnt and back of the envelope containing the bid. 3. Bids will be received by mail or in person until 4:00pm Monday, April 30, 2007, and will be opened atter 1:00pm Tuesday, Mayl, 2007, in the board of County CQnullissioners Conference Room "B", 4th Floor, Clay County Administration Building, 477 Houston Street, Green Cove Springs, Florida. a. All bids received wiJI be "ducked" at the time they are received to indicate the time and date of receipt by the Purchasing Office, b, Bids will not be uc.cepted in person after the time and date specified. c. Bids received by mailwHl not be accepted if they ute receiv'ed after the time and date specified regardless of the postmark or circumstances. 4. The Board of County Commissioners or Clay County, Florida reserves the right to accept or reject any or all bids, to a,vard all or part of the bid, to waive any technicality, and to interpret the Bid Specifications to the best interest of the County, 5. Each firm receiving an invitation tQ bid should reply with a written bid ofIer or "NO BID" rcspQnSe to the Purchasing Ofliee (see paragraph l.a.). Either action will keep the firm on the appropriate ACTIVE hidders list Page 1 of .3 BID # 06/07-31. POWERED AMBULANCE COTS 6. nlC 5tteG~ssfttl biddGI(s) shaH (xtend these pri.:;,es to tnG City of Green COle Springs, the Town of OUUlgc Park) the City of Keystone Heights, the To\V1\ of Penny Fauns. and the elayComn, Board of Public i:ttsbttetion upcn the writteh leq~st of the using agelK). 7. The bid shall remain in effect for a period of twelve (12) months from the date of award by the Board of County Commissioners, \\lith the County reserving the right and option to extend the bid amount for an additional two (2) periods of twelve (12) months each, if such is agreeable with the successful bidder(s). 8. Any firm affected adversely by Clay County's decision shall file with the Clay County Board of Commissioners a Notice of Protest in writing within 72 hounafter the bid award. Failure to file a written Notice of Protest shall constitute a waiver of proceedings under Chapter 120. (Administrative Procedures Act), Florida Statutes. 9. Each firm submitting a bid should attach (in triplicate) a completed Form W-9 Request for Ta.xpayer Identification Number and CertUlcate(s) ofInsurance as outlined further in the bid package. 10. All contractors must be certified or registered pursuant to Chapter 489, Florida Statutes, or hold a Clay County certification under Article In of Chapter 7 of the Clay County Code, ~ ~RPlicable. at the time of submitting quotes or responding to requests for bids or proposals. AU contractors must submit evidence of current state certification or registration, or County certification, as appljcable, at the time of submission of the quote or delivery of the sealed bid or proposal to the County. 11. In accordance with the Americans with Disabilities Act, any person needing a special accommodation to participate in this matter should contact the Clay County ADA Coordinator, by mail, at P.O. Box 1366, Green Cove Springs, FL 32043, or by telephone at (904) 269-6300, no later than seven (7) days prior to the hearing or proceeding for which this notice has been given. Hearing impaired persons can access the foregoing telephone munber by contacting the Florida Relay service at I ~800~955~8770 (voice), or 1- 800-955-8771 (IDD), 1')F'OLLOWIN(;nu: 13m OPENING AND 'r."BULA'rION, A "NOTICE OF INT"~NT TO AWARD BID" OR A "NOTI.CE OF RIi:JECTION OF ALL fUDS" WILL BE PoSTED ON nu: INTERNET AT: www.clavcountvgov.com/DepEH1J.nentslPu.n::h~ing/geci;dQo.bids.bon..THls WEB PAGE CAN ALSO In: ACCESSED ,FROJ\I THE HOMEPt\GE OFHU: COlJNTy'g WEBsITE AT: www.daycouutvgov,com BY FOLLOWIN<:; 'nIl': "No'nCE OF INU:NT BIOS" LINK tiNDER THE "BUSINESS" ROL.LOVER BUTTON ON THE COtiNTY'S HOMEPAGI':. NO OTHER NOT,ICE WILL BE POSTED. PROSPf':CTTVE BIDDERS ARE NOTlF'um THAT TilE FAJUJRE TO INCLlH)E WITHIN THE SEALED Bm ENVELOPE, A PROPER BlDBOND OR OHlER SECURITY APPROVED UNDER THE COlJNTV"S PURCHASING flOLleY, IF REQUIRED FOR THIS SOLICITATION, OR THE F'AlLURE TO FILE A WRITTEN PETITION INfTIA TINe; A FORMAL PRon:ST PRO(':U.:DlNG WITHIN THE TIMES ANi) IN THE MANNER PRESCRIBlm IN Page 2 of 3 SECTION 8. (N)., OF SAID POLICY, SHALL CONSTITUTE A W AIYER OF THE RIGHT TO PROTEST THE BID SOLICITATION, ANY ADDENDUM THERETO, OR THE BID DECISION, AS APPLICABLE, AND TO INITIATE A FORMAL PROTEST PROCEEDING UNDER SAID POLICY. THE COUNTY'S PURCHASING POLICY CAN BE YIEWED AT THE COUNTY'S WEBSITE BY FOLLOWING THE APPROPRIATE LINKS FROM THE lJOMEPAGE ADDRESS SET FORTH ABOYE. h~ A PROSPECTIVE IlIDDER IS INDOtJBT WHETlJER THtS SOLICITATION REQUIRES A Bm BOND, SUCH PROSPECTIVE BIDDER ISSOLELV RESPONSIBLE FOR MAKING APPROPRIATE INQtJIRV. Interested Vendors may CQntact Joe Thompson, Contracts Coordinator, by phone at (904) 278-3632 or c- mail at j~lthomR~on@co.clal'.f1.us with any questions about this bid. All prospective bidders are hereby instructed NOT to contact an.}' member of the Elected Officials, County Manager, or other County employees for meetings, conferences or technical disc\.lssions related to the bid. The remainder of this page inteluiomllly left bialIk, Page 3 of 3 DEP ART1\-fENT OF PUBLIC SAFETY -FIRERESCUE DIVISION CLAY COUNTY" FLORIDA SJJfPL Y 0,- POWF;REDAMBULANCE COTS INDEX TO GENERAL SCOPE OF SERVICES Section I - General Scope of Services Statement General Scope Statement page 1 Section H - Tasks Codes & Standards page 2 General & Technical Specifications page 2 Warranty page 4 Section III - (;eneral Terms & Conditions Definitions page 5 Instructions to Bidders page 6 Bid A ward page 9 Term. page 10 Payment .~, page t 1 Section IV - Hid Administration Deadline page IJ Section V - Insur'ance Recluinmnmts Workers Compensation page 15 Section VI - Bmiis of Bid Award page I 7 Section vn - Corporate Details page 18 GENERAL SCOPE OF SERVICES FOR SUPPL Y OF POWERED MmULANCE COTS DEPARTMENT OF PuBLIC SAFETY - FIRE RESCUE DIVISION CJ.,A Y COUNTY" FLORIDA BASIC SERVICES I GENERAL SCOPE OF SERVICES STATEMENT The BIDDER shall provide and perform the following professional services which shall constitute the GENERAL SCOPE OF SERVICES under the covenants, terms, and provisions of this Bm: 'Work will eonsist of supply of I)owered Ambulanee Cots, delivered as complete sets, with all standard components required for eharging and use, and all other related technical activitiesu outlined further in the Bid Specifications. His envisf.'lged that the initial purchase of cots by the County shall be a quantity of six (6). County retains the right throughout the tenn of this solicitation to purcha.se more cots at the same terms and conditions should the need arise. II TMKS Pursuant to the GENER.;\L SCOPE OF SERVICES stated herein above, The successful bidder (hereinafter called the CONTRACTOR) shaH perform aJI services and/or work necessary to complete the follO\ving task(s) andil)r provide the following itern(s) vvhich are enumerated to correspond to the task(s). Each task or sub-task should be given a title and a numerical identifier, and shall be described in detail sl.lfficient to establish a clear and complete understanding between the partics to the Agreement as to what services or work the County expects the VENDOR to perfonn or provide, and shaH be the basis of establishing thl~ amount of compensation to be paid to the VENnOR. 2.1 Hardware Specific;ltions Initially, 6 ea Powered Ambulance Cots to meet the foH()\ving standards and specHlcations: (Note: Where indicated, vendor is to certify compliance or non- compliance with standard) Page I of 18 2.1.1 Codes and Standards A. Underwriters Laboratories - this certifies that the cot is safe to use by the operator and the patient, and that this powered medical device will be fully compliant to operate and be operated in a hospital or emergency medical environment 0' Compliant o Non-Compliant B. IPX6 - High pressure water jet certification for electrical. hydraulic. and other powered systems. ~ Compliant o Non-Compliant C. lEC-6060t - Certifies that Cot will conform to industry standards relating to Electromagnetic Compatibility and Electromagnetic Interference in a medical setting. g Compliant o Non-Compliant 2.1.2 Genernl" Tecbnical Specifications (tbese are to be considered minimum specifications, and all vendors are encouraged to meet or exceed the minimum) A. Battery powered marine grade hydraulic lin system on an X-frame type undercarria~e. ~:mnPliant 0 Non-Compliant B. Industrial grade battery system, using standard non-custom batteries. E?( Cmnpliant Non-Compliant C Po\vder co~lted alumimJ111 fnlHlc - entire fhune coated. Compliant 0 Non-Compliant D. Retractable head section. ~:omPliant o Non-Compliant b. Pneurnatic backrest. Page 2 of i8 ~comPliant o Non-Compliant F. Wheels - minimum size 6" x 2", with sealed castor bearings. ~omPliant 0 Non-Compliant G. X-frame ambulance bumper guards. ~ompliant 0 Non-Compliant 2.1.3 The foUowingaccessories shall be included with each cot: 3 Stage IV Pole Foot end Oxygen bottle holder Head end flat stor';;\ge pouch Equipment hook Pocketed backrest pouch ~:ampliant 0 Non-Compliant ~ Materials All materials used in this project shall be new, unless atherwise expressly noted elsewhere in these bid specifications, and shall be listed by the Underwriter's laboratories, Inc. (UL)" as conforming to. its standards where such standards have been established. These materials shall bear the UI. label. lJ ORCtl!tion and.MailltcOluceManuals Vendor shall provide two. (2) sets of operation and luaintenance manuals co.vering the cats, batteries, power systenls, electrical \viring and all auxiliary campanents. Vendo.r shall include final as-built wiring diagrams and recommended preventive maintenance schedules, 2.4 Trainiog Vendor shall provide a minimum of one day of on-site training to instruct County equipment maintenance personnel and emergency medical personnel in the safe and proper operation of the equipment, and review operation and maintenance nUUluals and emergency service procedures. M Trade--in Allowance The follo\ving listed cots afC currently owned by Clay County and are in good \vorking Page 3 of I 8 condition. However, the primary purpose of this bid solicitation is to replace these cots, therefore vendors shall clearly show trade-in allowance on their respective bid. Successful bidder shall be responsible for all freight or shipping charges to the receiving destination of their choice. Stryker NLX-Pro Cot (2004 year group) Serial #' s 040639462 040639463 041239566 Stryker MX-Pro Cot (2005 year group) Serial #:' s 050140224 050140225 050340096 2.6 \\'arralln: All warranties express and hnplied, shall be nlade available to the COllnty for goods and services covered by this solicitation. All goods furnished shall be fully guaranteed by the vendor against factory defects and workmanship. At no expense to the eouerty, the vendor shall correct any and all apparent and latent defects that may occur within the manufacturer's standard warranty period. The special conditions ortlle solicitation may supersede the malmfacturer's standard wamUlty. The vendor that, unless expressly stated othenvise in the bid or proposal, the product and/or s.ervice furnished as a result of an award from this solicitation shall be covered bv the " most iavorable cornmercial warranty the vendor gives t,,) any cust<,>mer for comparable quantities of products and/or services and tbe rights and remedies provide herein are in addition to and do not limit any right ,lfIorded to the Cmmty by any other provisinf) nfthis solicitation. lhe r~'mamd('r page imcn/imwllj. Mank. Page 4 of 18 In GENEML TERMS & CONDITIONS DEFINITIONS Addenda: A written change to a solicitation. Bid: shaH refer to any offer(s) submitted in response to this Invitation to Bid. Bidder: Shall refer to anyone submitting a bid in response to an Invitation to Bid. Contract: The agreement to perform the services set forth in this solicitation. The contract will be comprised of the solicitation document signed by both parties with any addenda and other attachments specifically incorporated. Contractor: The vendor to which award has been made. County: Shall refer to Clay Count)\ Florida. Invitation to Bid: ShaH mean this solicitation document, including any and all addenda. Modification; A written change to a contract. Responsive: Refers to a bid that contains no exceptions or deviations from the terms, conditions, and specifications set forth in the Invitation to Bid. Responsible: Refers to a bidder that has the capacity and capability to perfoml the work required under an Invitation to Bid, and is otherwise eligible thr award. Solicitation: The written document requesting either bids or proposals from the marketplace. Vendor: A general reference to any emity responding 10 this solicitation or performing under any resulting contract. I'he County has established for purposes of this Invitation to Bid that the words "shall''. "must''' ()f "will" are equivalent in this Invitation to Bid and indicate a rnzlndl.ltory requirement or condition, the material deviation from which shaH not be waived by the County, A deviation is material it: in the CounlY"s sole discretion, the det1cient response is not in substantial accord \vith this Invitation to Bid's mandatory requirements, The words "should" or "Inay" are equivaJent in this Invitation to Bid and indicl.ltc very desirable conditions. or requirements but are permissive in nature, Page 5 of 18 3.1 Instructions to Bidders A. Public Entity Crimes Pursuant to Section 287.133(2)(a) of the Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a. public entity far the construction or repair af a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.011 of th.e Florida Statutes, for CATEGORY TWO for a period of36 months from the date of being placed on the convicted vendor.list. B. Request for Additional Information 1. Any cOmlllunication or inquiries, except for clarit1c(ition of process or procedure already contained in the solicitation, are to be made in writing to the attention of the procurement representative identified in the solicitation no later than five (5) working days prior to the bid opening date. Such inquiries shall contain the requester's name, address, and telephone number. If transmitted by facsimile, the request should also include a cover sheet with the bidder's facsimile number. 2. Failure to .acknowledge each addendum may prevent the bid from being considered for award, The Clay County Purchasing Division may issue an addendum in response to any inquiry received, prior to bid opening, which changes, adds to, or clarifIes the terms, provisions, or requirements ofthe solicitation. The bidder should not rely on any representation, statement or explanation whether written or verbal, other than those made in this solicitation document or in any addenda issued. Where there appears to be a conflict between this solicitation and any addenda, the last addendum issued shall prevail It is the bidder's responsibility to ensure receipt of all. addenda, and any accompanying docurnentation, the bidder is required to submit with its bid a signed "Acknowledgment of Addenda" form, when any addenda have been issued, C, Contents of Solicitation and Bidders' Responsibilities [t is the responsibility of the bidder to become thoroughly familiar \-vith the requirements, terms, and conditions of this s(){jcitation, Pleas of ignorance of these matters by the bidder wi U not be accepted as a basis for varying the requirements of the County or the amount to be paid to the vendor. Page 6 of 18 D. Restricted Discussions From the date of issuance of this solicitation until final Count), action, vendors should not discuss the solicitation or any part thereof with any employee, agent, or any other representative of the County except as expressly authorized by the designated procurement representative. The only communications that shall be considered pertinent to this solicitation are appropriately signed written documents from the vendor to the designated purchasing division representative and any relevant \mtten docurmmt promulgated by the designated purchasing division representative. E. Change or Withdrawal of Bids I. Changes to Bid - Prior to bid opening. a bidder may change its bid by submitting a new bid as specified in the solicitation with a letter on the firm's letterhead, signed by an authorized agent stating that the new submittal replaces the original submittal. The new submittal shall contain the letter and all information as required for submitting the original bid. No changes to a bid will be accepted atler the bid opening date. 2. Withdrawal of Bid . A bid sball be irrevocable unless the bid is withdrawn as provided herein. A bid may be withdrawn, either physically or b)'wTitten notice, at any time prior to the bid opening date. If withdrawn by written notice, that notice must be addressed to, and received by, the designated procurement representative prior to the bid opening date and time. A bid may also be withdrawn ninet>' (90) days after the bid bas been opened and prior to award, by submitting a letter to the designated procurement representative. 'rhe withdrawal letter must be on company letterhead and signed by an authorized agent of the bidder. F. Conflicts \vithin the Solicitation Where there appears to be a contlict between any two or more sections of the bid solicitation, or any addendum issued, the order of precedence shall be: the last addend urn issued, the Bid Price Section, the Technical Specifications, the Bid Administration section, and then the Bid Instructions. It is incumbent. upon the vendor to identify sucb contlicts to the designated purchasing division representative prior to the bid or proposal response date. G. Prompt Payment Terms 1. It is the policy of the County that payment tor all purchases by County agencies shall be made in a timely manner and that interest payments will be made on late payments Part VII, Chapter 218, Florida Statutes known Page 7 of 18 as the Local Government Prompt Payment Act 2. The bidder may offer cash discounts for prompt payments; however, such discounts will not be considered in determining the lowest price during bid evaluation. 3.2 Delivery Unless otherwise specified in the solicitation, prices quoted shall be F.O.B. Destination. Freight shall be included in the offered price. U Indemnification The vendor shall indenlllifY and hold harmless the County and its officers, emp.loyees, agents and instmmentalities from any and all liability, losses or damages, including attorney's fees and costs of defense, wbich the County or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performallceofthe agreement by the vendor or ill) employees, agents, servants,partners, principals or subcontractors. The vendor sball pay all claims and losses in connection therewith, and shall investigate and defend allclaitns, suits or actions of any kind or nature in tbe name of the County, where applicable, including appellate proceedings, and shall pay all costs~ judgments, and attorney's fees whic,h may be incurred thereon. The vendor expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the vendor shall in no way limit tbe responsibility to indemnifY, keep and save harmless and defend the County or its officers, employees, agents and instrumentalities as herein provided. M rr~uujej3ryl(;onndentjallnf9rmation Proposers arc hereby notified that an information submitteclas part 0(, or in support of a proposa.l submittal will be available for public inspectkm after the proposal closing date in compliance with Chapter 119 of the Florida Statutes; popularly know as the "Public Record Law." The proposer shall not submit allY intbmlulion in response to this solicitation, which the proposer considers to be a trade secret, proprietary or confidential The submission of any information to the Countv in connection with this s<}licitation shaH be deemed conclusively to be a \evaiver of ..-- :. - -- -- - - - - - - - - - - -- --- -- - - ----- - - .--. -- - .- .---. - - ~ any trade secret or other protection, which would otherwise bc available to the proposer unless such inf()rmation is exempt or contidential under the Public Records Act. ~ Incurred Expenses '1'h15 RFP does not commit the County to make an award nor shaH the Count)' be responsible for any cost or expense which may be incurred by any proposer in preparing and submitting a proposal, or any cost or expense incurred by any proposer prior to the execution of a purchase Page 8 of 18 order or contract agreement By submitting a proposal, the proposer agrees that all costs associated with the preparation of the proposal will be solely tbe responsibility of the proposer, and also agree that the County bears no responsibility for any costs assoeiated with the preparation of the proposal andlor any administrative or judicial proceedings resulting from this solicitation process. 3.6 Govcl1)ing Laws The interpretation, etIect, and validity or any contract(s) resulting from this Bid shall be governed by the laws and regulations of the State of Florida, and Clay County, Florida. Venue of any court action shall be in Clay County, Florida. In the event that a suit is brought for the enforcement orany tefUl of the contract, or any right arising there from. the parties expressly waive their respective rights to have such action tried by jury trial and hereby consent to the use of non-jury trial for the adj udication of such suit. 3. 7Forc~ Majeure The parties will exercise every reasonable eftbrt to meet their respective obligations hereunder, but shall not be liable for delays resulting from force majeure Of other causes beyond their reasonable control, including, but not limited to, compliance with any Government law or regulation, acts of nature, acts or omissions of the other party, Government acts or omissions, fires, strikes, national disasters, wars, riots, transportation problems and/or a.ny other cause whatsoever beyond the reasonable control oftbe parties. Any stich cause will extend the performance of the delayed obligation to the extent of the delay so incurred. 3.8 Bid Awarl!~ 3.8.1. 'rhe contract resulting from this solicitation may be.awarded to the responsible proposer which submits a proposal determined to provide the best value to the County with price, technical, and other applicable factors considered. The County reserves the right to reject any and aU proposals, to waive irregularities or technicalities and to re-advertise for all or any part of this solicitation as deemed in its best interest The County shall be the sole judge of its best interest. 3.8.2. When there are multiple line items in a solicitation, the County reserves the right to award on all individual item basis, any comhination of items, total low price or in \vhichcver manner deemed in the best interest of the County. This provision specifically supersedes any method of award criteria stated in the solicitation \vnen sueh action is clearly necessary to protect the best interests of the County. 3.8.3. The County reserves the right to reject any and all proposaIsifit is determined that prices are excessive or determined to he unreasonable, or it is othef\vlse determined to be in the County's best interest to do so. Page 9 of 18 3.8.4. Award of this solicitation \\ill only be made to firms that satisfy all necessary legal requirements to do business with the County. The County may conduct a pre-award inspection of the proposer's site or hold a pre-award qualification hearing to determine if the proposer is capable of performing the requirements of this solicitation. 3.8.5. The proposer's performance as a prime contractor or subcontractor on previous County contracts shall be taken into account in evaluating the responsibility of a proposer that submitted a. proposallmder this solicitation. 3.8.6. Award of the contract resulting from this solicitation may be predicated on compliance with and submittal of all required documents as stipulated in the solicitation. 3.9 Cancellation of Solicitation The County reserves the right to cancel, in whole or in part, any Request for Proposal when it is deemed to be in the best interest of the County. 3.10 llesignated l)urchasing Uivision Representative Questions concerning any portion of this solicitation shaH be directed in writing (fax and e*maU accepted] to the below named individual who shall be the official point of contact for this solicitation. Questions should be submitted before the pre~bidl proposal. meeting and at least seven (7) days before the closing date. Joe ThoI'npson Contracts Coordinator, Clay County Purchasing Division 477fkmston Street P.O. Box 1366 Green Cove Springs, FL 32043 Phone 904.218,3632 Fax 904.278.4703 E~mail 3.11 I!1I'm 3.11.1 The contract which results from this solicitation shall commence on the first calendar day of the month succeeding appmval of the contract by the Board of County Commissioners, unless otherwise stipulated in the Notice .of A ward Letter which is distributed by the County's Purchasing Division, and contingent upon tbe completion and submittal of all required pre-a\vard d.ocuments. The contract shall Page to of 18 remain in effect for a period of twelve (12) months from the date of award by the Board of County Commissioners, with the County reserving the right and option to extend the contract for an additional two (2) periods of twelve (12) months each, if such is agreeable with the successful bidder(s). 3.11.2 The contract prices resultant from this solicitation shall prevail for the full duration of the initial contract term unless otherwise indicated elsewhere in this document 3.11.3 Prior to, or upon completion, of the initial term of this Contt'dct, the County shall have the option to renew this Contract for an additional two (2) one (1) j'ear periods. Prior to completion of each exercised Contract term, the County may consider an adjustment to price based on changes in the following pricing index: Consumer Price Index (CPI), as provided by the U.S. Department of Labor, CPI-U, US City Average, AU Items. 3.1104 It is the Vendor's responsibility to request any pricing adjustment under this provision. For any adjustment to commence on the first day of any exercised optl.on period, the Vendor's request for adjustment should be submitted prior to expiration of the then current Contract term. The Vendor adjustment request must clearly substantiate the requested increase. The request for adjustment should not be in excess of the relevant pricing index cbange. If no adjustment request is received from the Vendor, the County will assume that the Vendor has agreed that the optional term may be exercised,vithout price adjustment Any adjustment request received after the commencement of a new option period shall not be considenxL 3.11.5 The County reserves the right to reject any price adjustments sublnitted b:y the Vendot and/or to not exercise any othenvise available option period based on such price adjustments. Continuation of the contrae.! beyond the initial period, and any option subsequently exercised, is a County prerogative, and not a right of the Vendor, This prerogative will be exercised only when such continuation is clearly in the best interest of the CouIlty. Should the Vendor decline the County's right to exercise the option period. the County shall consider the vendor in default 3.12 Metbod of Pnyment 3.12.1 The vendor shaH submit an invoice to the County user department(s) that requested the items through a purchase order. The date of the invoices shall not exceed thirty (30) calendar days from the delivery of the items. Under no circumstances shaH the invoice be submitted to the County in advance of the delivery and acceptance of the items. Page 11 of 18 3.12.2 All invoices shall contain the contract and/or purchase order number, date and location of delivery or service, and confirmation of acceptance of the goods or services by the appropriate County representative. Failure to submit invoices in the proscribed manner will delay payment, and the vendor may be considered in default of contract and its contract may be terminated. 3.12.3 Payments shall be tendered in accordance with the Local Government Prompt Payment Act, TITLE XIV, Ch 218, Part VII, Florida Statutes. ;3.13 Acceptance of Product 3.13.1 The pmduct(s) del ivered as a result of an award from this solicitation shall remain the property of the contractor, and. services rendered under the contract ",ill not be deemed complete, until a physical inspection and actual usage of the product(s) and/or service(s) is (are) accepted by the County and shan be in compliance with the terms herein, fully in accord with the specifications and of the highest quality. 3.13.2 Any product(s) and/or servi.ce(s) procured tlS a result of this solicitation may be tested for compliance with specifications. In the event that the product and/ol' servi.ce is found to be defective or does not .confOftl'1 to the specifications, the County reserves the right to terminate the contract. The County will not be responsible to pay t{)1' any product tJf service that does not conform to the contract specifications. 3.14 Modificatign of Contr1\ct Any contract resulting from this solicitation may be modified b)' mutual consent of duly authorized parties. in writing, through the issuance of a modification to the contract and/or purchase order as .appropriate. This presumes the modification itself is in compliance with all applicable County procedures. 3.1.~ Assignment The vendor shaH not assign or transfer any contract resulting from this solicitation, including mlY rights, title or interest therein, (Jr its pc)',.ver to execute such contract to any person, compmty or corporation \Vltl1out the prior written consent of the County. Page 12 of 18 IV BID ADMINISTRATION :b1. Bid Submission Deadline All bids are due no later than 4:00 p.m. on Monday, April 30. 2007. All bid proposals must be delivered to: Clay County Administration Building, 41h Floor Purchasing Division, Attn; Donna Fish 477110u8ton Street, Green Cove Springs, Florida no later tban 4:00 p.m. on Monday, April 30, 2007. A public bid opening will be held on Tuesday, Mav 1,2007. When submitting a bid, clearly mark the outside of the package with the BID NUMBER, BID TITLE, the NAME OF THE VENDOR, and the DATE AND TIME OF CLOSING. Each proposal must be received by the date and time specified herein. Any deviation from this requirement will result in your bid being considered non-responsive, thus el iminating your company from further consideration. Interested parties shall assume all responsibility f{Jr sending and confirming receipt of bids. Late bids will not be considered and will be returned unopened. Please submit one (l) original paper copy, and two (2) duplicate copies, for a total of three (3) paper copies. The original copy shmdd be clearly marked as such, All bids received prior to the time of the opening \vill be kept secure and unopened. AU materials submitted (other than the bid bond) become the property of the County, and will not be returned. 4.2Uid Checklist Please use thefbUmving checklist to ensure you are submitting a complete Bid Package. Clearly identify any electronic submissions\vith your business name and address. One original paper sul:nnissil)fl clearly marked as "Original" 'Tw() duplicate paper copies clearly marked "DUplicate" Clay County Standtlrd Contract Addendum - executed Completed Ww9 Taxpayer IdentificattonForm Bid Bond 4.3 The Rights of the County 'rhe County, at its sole discretion. reserves the rigbt to: A. Waive fbrnHllities in any bid, to rt:iect any or aU bids wid) or \vithout cause, including the lack of availability of adeqllftte funds, regulatory agency Page 13 of 18 requirements, and/or to accept the bid that, in its judgment, will be in the best interest of the County of Clay. B. Request and receive any additional information as the County deems is necessary and to disqualify any company and reject any bid for failure to promptly provide such additional information. C. To waive any formalities or incomplete bids and to disregard aU non-conforming, non-responsive, or conditional bids. ~Bid Award Protest Any firm adversely affected by Clay County's decision, shall t1le with the Clay County Board of Commissioners, a notice of protest in writing within 72 hours after the dateltime of the posting of the County's intent to award the bid (and contract if such is deemed necessary). Failure to file a written notice of protest shall constitute a wai vcr of proceedings under Chapter t 20 (Administrative Procedures Act), Florida Statutes. 4.5 t\&~eltlnee Submission of any bid indicates acceptance of the conditions contained in the bid unless clearly and specifically noted otherwise in the bid. Submission of a bid further indicates that the vendor has no unanswered questions concerning the bid solicitation. 4,6 Inquiries Interested Vendors may conta.ct Joe Thompson, Contracts Coordinator, by phone at (904) 278- 3632 or e-rnail at joe.thOmJ1s011@qo,clayJl.l!~ with any questions about this bid. All prospective bidders are hereby instructed NOT to contact any member of the Elected Officials, County tvtanager. or other C:ounty employees tiJT meetings, conferences or technical discussions related to the bid, Unauthorized cuntact \\lith Elected Officials, Countytvtanager. Department Heads, or other County personnel may result in the rejection of any vendor's bid response. The remainder ol tltis intenthmallv bhmJt.. Page 14 of 18 BOARD OF COUNTY COMMtSSIONERS www.cfaycountygov.com Purchasing Division P.O. Box 1366, 477 Houston Street Green Cove Springs, Ft 32043 (904) 278.3632. Fax: 904.278.3728 Fritz A. Behring County Manager and Clerk of the Board CLAY COUNTY Dear prospective bidder: You and your firm are cordiaHy invited to submit a bid for: BID# 06/07 - 37. Powered Ambulance Cots Your firm is cordially invited to submit a bid in accordance with the attached instructions and specifications, Interested Vendors may contact me for clarification, by phone at (904) 278.3632 or e-mail at ioe.thompson(ii!co,clav,flus \vith any questions about this bid. All prospective bidders are , hereby instructed NOT to contact any member of the Elected Officials, County Manager, or other County employees for meetings, conferences or technical discussions related to the bid. To remain on our active bidders list, you should reply in writing with a \vritten quote or a "NO BID" response. Sincerely, , .}<i;..'t Y C >" Jose6h Th~mpsoQ/ v._. _.'.' . ( Contnlets'c nord i nati)T Clay County Purchasing Divisiml Ijt Att Bid Instrnctiotls Bid Specit1cations Bid Form Standard Contract Addendum Extnlct(s) from Clay County Purchasing ~vlanual Tax 1.0. Form 'VV' -9 Form Clay County Sales "fax Exemption Certificate John E. Thrasher. District 1 . Douglas P. Conkeyn. Of.$ttfct 2 . GeOfp A. Bush. District 3 T. Chereese Stewart. Olstrlct 4 . Harold Rutledge. District 5 GCS(904) 284-6300 .. KH(352)413-3711" KL(904)533.2111 .. OP/M8G(904) 269.6300 . Sum;om: 827.:1300