Bicycle Helmets and Program-related Fulfillment Services

Agency: University of Florida
State: Florida
Type of Government: State & Local
Caegory:
  • 84 - Clothing, Individual Equipment, and Insignia
Posted Date: May 3, 2018
Due Date: May 16, 2018
Solicitation No: ITN18TM-125
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number Bid Opening Date Bid Name Attachments Addenda Buyer
ITN18TM-125 May 4, 2018 at 3:00 PM

May 16, 2018 at 3:00 PM
Bicycle Helmets and
Program-related Fulfillment Services
N/A Addendum 1
Addendum 2
Taylor McKellips

Attachment Preview

PROCUREMENT SERVICES
Invitation to Negotiate for
Bicycle Helmets and
Program-related Fulfillment Services
Please mark all proposal submission envelopes with the
following information:
ITN18TM-125
Opening 5/4/2018
Rev. 12-08-14
1.0 STATEMENT AND SCOPE OF WORK ............................................................................................ 5
1.1 Summary..................................................................................................................................... 5
1.2 Scope of Work and Minimum Specifications for Helmets..................................................... 5
1.3 Term of Agreement .................................................................................................................... 6
1.4 Coverage and Participation ...................................................................................................... 6
1.5 University Demographics ......................................................................................................... 6
2.0 EVALUATION PROCESS AND METHOD OF AWARD................................................................... 7
2.1 Method of Award ..................................................................................................................... 7
2.2 Selection, Negotiation, Additional Information .................................................................... 7
2.3 Pre-Award Presentations ........................................................................................................ 7
2.4 Pre-Award Negotiations .......................................................................................................... 7
2.5 Vendor Protest Procedure; Notice of Proposal Protest Bonding Requirement ............... 8
2.6 Contractual Intent/Right to Terminate and Recommence ITN Process ............................. 8
2.7 Effective Period of Proposals................................................................................................. 8
2.8 Proposal Acceptance/Rejection............................................................................................. 8
2.9 Errors and Omissions in Vendors Proposals....................................................................... 8
2.10 Determination of and Information Concerning Vendor’s Qualifications ........................... 8
2.11 Apparently Conflicting Information Obtained by Vendor.................................................... 9
2.12 Rejection of Vendor Counter-offers, Stipulations and Other Exceptions ......................... 9
2.13 Vendor’s Need to Use Proprietary Rights of the University ............................................... 9
2.14 Public Record........................................................................................................................... 9
3.0 SCHEDULE OF EVENTS .................................................................................................................. 9
3.1 Pre-Proposal Conference........................................................................................................ 10
3.2 Pre-Proposal Site Visit ............................................................................................................ 10
3.3 Special Accommodations ....................................................................................................... 10
4.0 PROPOSAL RESPONSE AND PREPARATION INSTRUCTIONS................................................ 10
4.1 Proposal Format Organization ............................................................................................... 10
4.1.1 Response Format .................................................................................................................. 11
4.1.2 Number of Proposal Copies to be Furnished ..................................................................... 12
4.1.3 Bindings and Marking ........................................................................................................... 12
4.1.4 Marking of Envelopes ........................................................................................................... 12
4.1.5 Proposal Costs ...................................................................................................................... 12
4.1.6 Faxes or Emails Not Accepted ............................................................................................. 12
4.2 Requirements of Proposer for Response ........................................................................... 12
4.2.1 Original ITN Document.......................................................................................................... 12
4.2.2 Vendor’s Understanding of the ITN ..................................................................................... 12
4.2.3 University Provides Information in Good Faith without Liability ..................................... 13
4.2.4 Verbal versus Written Communication ............................................................................... 13
4.2.5 Questions, Communications and Inquires between the University and Vendors .......... 13
4.2.6 Addenda and the University’s Response to Communications from Vendor .................. 14
4.2.7 Pricing and/or Revenue Proposal ........................................................................................ 14
4.2.8 Revisions to the ITN .............................................................................................................. 14
4.2.9 Attention to Terms and Conditions ..................................................................................... 15
4.2.10 Required Signature ............................................................................................................... 15
4.2.11 Authority to Negotiate ........................................................................................................... 15
4.2.12 Collusion Prohibited ............................................................................................................. 15
4.2.13 Improper Business Relationships/Conflict of Interest Prohibited ................................... 15
4.2.14 Corrections, Changes, and Providing Information on Forms within the ITN .................. 16
Rev. 12-08-14
2
4.2.15 Performance and Payment Bond ......................................................................................... 16
4.2.16 Anti-Kickback......................................................................................................................... 16
4.2.17 Withdrawal of ITN .................................................................................................................. 16
4.2.18 University’s Right to Use Vendor’s Ideas/Proprietary Information .................................. 16
5.0 DEFINITIONS................................................................................................................................... 17
5.1 Agreement/Contract ................................................................................................................ 17
5.2 Customer .................................................................................................................................. 17
5.3 May, Should.............................................................................................................................. 17
5.4 Must, Shall, Will ....................................................................................................................... 17
5.5 Proposal.................................................................................................................................... 17
5.6 Proprietary Information ........................................................................................................... 17
5.7 Provider .................................................................................................................................... 17
5.8 Invitation to Negotiate (ITN).................................................................................................... 17
5.9 Respondent .............................................................................................................................. 17
5.10 Response.................................................................................................................................. 17
5.11 Successful Vendor .................................................................................................................. 17
5.12 Supplement Agreement .......................................................................................................... 18
5.13 Supplier..................................................................................................................................... 18
5.14 University of Florida, UF or University .................................................................................. 18
5.15 Vendor....................................................................................................................................... 18
5.16 Vendor’s Proposal ................................................................................................................... 18
5.17 Vendor’s Response ................................................................................................................. 18
6.0 AGREEMENT TERMS AND CONDITIONS .................................................................................... 18
6.1 Actions of Successful Vendor................................................................................................ 18
6.2 Advertising ............................................................................................................................... 18
6.3 Americans with Disabilities Act ............................................................................................. 18
6.4 Certification .............................................................................................................................. 19
6.5 Conflict of Interest ................................................................................................................... 19
6.6 Discrimination .......................................................................................................................... 19
6.7 Drug Free Workplace............................................................................................................... 19
6.8 Equal Opportunity Statement ................................................................................................. 19
6.9 Federal, State, and Local Laws and Regulations ................................................................. 20
6.10 Inspection, Audit and Reporting ............................................................................................ 20
6.11 Liens.......................................................................................................................................... 20
6.12 Modifications............................................................................................................................ 20
6.13 Non-Discrimination.................................................................................................................. 21
6.14 Ownership of Documents ....................................................................................................... 21
6.15 Sales and Use Tax ................................................................................................................... 21
6.16 Sexual Harassment.................................................................................................................. 21
6.17 Small Business Program ........................................................................................................ 21
6.18 Tobacco Free Campus Policy................................................................................................. 21
6.19 Sustainability Preferences...................................................................................................... 22
6.20 Assignment-Delegation........................................................................................................... 22
6.21 Assignment of Anti-Trust Overcharge Claims...................................................................... 22
6.22 Date for Reckoning Prompt-Payment Discount ................................................................... 22
6.23 Force Majeure .......................................................................................................................... 22
6.24 Furnish and Install ................................................................................................................... 22
6.25 Indemnification/Hold Harmless; Liability .............................................................................. 22
6.26 Insurance Requirements......................................................................................................... 23
6.27 Protection of Property ............................................................................................................. 23
6.28 Labor Disputes......................................................................................................................... 23
6.29 Laws and Regulations ............................................................................................................. 24
Rev. 12-08-14
3
6.30 No Replacement of Defective Tender .................................................................................... 24
6.31 No Waiver of Right by the University .................................................................................... 24
6.32 Notice to Vendors of Asbestos-Containing Materials in University Buildings ................. 24
6.33 Parking and Identification Badges......................................................................................... 24
6.34 Payment Terms ........................................................................................................................ 24
6.35 Price Adjustment ..................................................................................................................... 24
6.36 Prior Course of Dealings......................................................................................................... 24
6.37 Intentionally Blank ................................................................................................................... 24
6.38 Public Entity Crime .................................................................................................................. 25
6.39 Public Records......................................................................................................................... 25
6.40 Referencing of Orders............................................................................................................. 25
6.41 Remedies and Applicable Law ............................................................................................... 25
6.42 Right of Inspection .................................................................................................................. 25
6.43 Right of Offset .......................................................................................................................... 25
6.44 Shipment Under Reservation Prohibited .............................................................................. 25
6.45 Specifications: Brand Name or Acceptable Alternate ......................................................... 26
6.46 Successful Vendor to Package Goods .................................................................................. 26
6.47 Termination .............................................................................................................................. 26
6.47.1 Convenience .......................................................................................................................... 26
6.47.2 Default..................................................................................................................................... 26
6.47.3 Gratuities ................................................................................................................................ 27
6.47.4 Insolvency .............................................................................................................................. 27
6.47.5 Lack of Funds ........................................................................................................................ 27
6.47.6 Stop Work Order .................................................................................................................... 27
6.47.7 Suspension or Debarment.................................................................................................... 27
6.47.8 Continuation of Performance Through Termination ......................................................... 28
6.48 Title and Risk of Loss.............................................................................................................. 28
6.49 Warranties ................................................................................................................................ 28
6.50 Payment Card Industry Data Security Standard. ................................................................. 28
6.51 Payment and Invoice Information .......................................................................................... 28
7.0 Certifications and Forms ............................................................................................................... 29
7.1 Certification of Proposal............................................................................................................. 29
Rev. 12-08-14
4
ITN18TM-125
1.0 STATEMENT AND SCOPE OF WORK
1.1 Summary
The purpose of this Invitation to Negotiate (ITN) is to obtain competitive proposals to establish a
contract for the purchase of bicycle helmets by the University of Florida (UF) Florida Transportation
Technology Transfer (T2) Center.
1.2 Scope of Work and Minimum Specifications for Helmets
The University anticipates that it will purchase approximately 20,000 helmets during the initial Term of
Agreement and 30,000 helmets annually in future years, subject to actual amount of funding secured
for this project. These anticipated amounts are given only as estimates or guidelines for preparing
your proposal and should not be construed as representing a confirmed amount to be purchased
under the contract resulting from this ITN. The awarded vendor(s) shall supply the actual amounts
ordered during the Term regardless of whether the total of such amounts is less than anticipated.
The University will establish an open (estimated quantity) purchase order with the vendor (with the
primary vendor, if multiple vendors are awarded) to facilitate the purchasing of bike helmets. The
University will supply the awarded vendor(s) with a list of personnel authorized to order.
Individual orders will be from businesses, government entities, individual schools, and non-profit
organizations in Florida that place requests through University’s ordering portal. As final customers
place orders for helmets through UF’s ordering portal, UF will relay order details to Vendor for
fulfillment during the contract period. Each order will have at least one helmet size with at least 25
total helmets, although orders may be as large as 2,000 helmets. The majority of orders will be 100
helmets or less. The Vendor may use their own internal number to track orders, but University’s order
number must also be associated with the order so that University can also track orders for its
customers. When orders are submitted the awarded Vendor will reply with confirmation email of
receipt. Individual orders for helmets shall be shipped from the Vendor to the end user (University or
associated customers) within 10 business days of an individual order. Delivery must be made by
commercial carrier. Shipping addresses will be staffed locations to reduce the chances of a shipment
being returned as undeliverable. If orders are returned to Vendor, Vendor shall absorb all related
costs as UF has no mechanism to pay for this return shipping. UF shall not be responsible for any
ancillary costs (including but not limited to boxing, crating, packing, insurance, delivery, storage,
freight, etc.). Shipping costs shall be prepaid by Vendor, FOB Destination, to the destination listed on
each individual order.
Required Specifications of Helmets – During the Term of the Agreement resulting from this ITN,
Successful Vendor shall immediately inform UF in writing of any deviation from Specifications
indicated herein. Absent such written notice, University will consider that items offered are in strict
compliance with these specifications, and successful bidder will be held responsible therefore.
Deviations must be explained in detail on separate attached sheet(s).
Acceptance - All items listed in the specifications, delivered under this contract not meeting
specifications or found to be poorly manufactured will not be accepted, but returned to the vendor, at
their expense, for replacement. Replacement of all items found defective shall be made without cost
to the University, including transportation/shipping, if applicable. As it may be impossible for each
recipient to inspect all items upon arrival, a reasonable opportunity must be given to these recipients
for inspection of the items, and returning those that are defective.
Acceptable helmets offered for this bid:
• Must be new, unused, and clean;
• Must be available in the four distinct sizes – small (S), medium (M), large (L), and extra-large (XL);
• Must not have defects or features that affect appearance, serviceability, or the safety of the user in
normal intended use;
• May have a rear safety reflector;
Rev12-08-14
5 of 30

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