Invitation for Formal Quote
IFQ Number: IFQ-04-012-0-2019/AV
Issue Date: April 02, 2019
Mandatory Pre-Quote Conference: April 18, 2019 @ 9:00 AM ET @
City of Melbourne – Parks and Streets Division
2895 Harper Rd
Melbourne FL 32904
Deadline for Questions: April 25, 2019 by 2:00 PM ET
Submittal Deadline: May 2, 2019– 3:00 P.M. ET
City of Melbourne
City Hall, 2nd Floor
900 E. Strawbridge Avenue
Melbourne, FL 32901
321- 608-7070 (Fax)
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TABLE OF CONTENTS
Instructions to Quoters
Confidentiality of Quotes
Standard Terms And Conditions Of Purchase Agreement - Services
Acknowledgement of Addenda
Drug-Free Workplace Certificate
Local Vendor Preference Affidavit of Eligibility
Disclosure of Subcontractors
Vendor Certification Regarding Scrutinized Companies’ List
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The purpose of this Invitation for Formal Quote (IFQ) is to obtain Quotes from qualified firms (“QUOTER”)
for supply, delivery and installation of Hurricane Shutters for the City of Melbourne (the CITY) as specified
in Exhibit A1 of this IFQ.
Any purchase order awarded as the result of this request shall be governed by the requirements of this IFQ
and the resulting purchase order terms and conditions posted on the City of Melbourne website at
http://www.melbourneflorida.org/departments/financial-services/procurement under Purchase Order Terms
B. Minimum Qualifications
The CITY shall not award to any QUOTER who, as determined by the CITY, has an unsatisfactory
performance record, inadequate experience; lack of organization, labor, and/or equipment to perform the
required services; and/or, in the arrears to the CITY on a debt or contract or is a defaulter on surety to the
CITY or whether the QUOTER’s taxes or assessments are delinquent.
1. QUOTER shall have, as a minimum, five (5) consecutive years' experience as a Licensed State of Florida
General CONTRACTOR or Licensed Building CONTRACTOR providing goods/services similar in size
and scope of this IFQ, and have good record of performance, sufficient financial support, equipment,
personnel, and organization to satisfactorily execute the work. It is the QUOTER’s responsibility to
verify with the CITY Building Department that they possess the proper licenses and certifications
to perform the work prior to submitting a quote.
2. QUOTER shall be an authorized reseller and installer of the manufacturer.
C. Method of Source Selection
This procurement is being conducted in accordance with all applicable provisions of the City of Melbourne
Code of Ordinances. The specific method of source selection for the goods required in this Quote is Code
Section 2-580 regarding Formal Quotes.
D. Quote Documents
This document and subsequent addendums, if any, can be downloaded from Demandstar’s Quote
distribution system at www.demandstar.com, the City of Melbourne’s website at
solicitations/formal-competitive-solicitations, or obtained from the Procurement Division. Vendors who obtain
the IFQ from other sources are cautioned that the IFQ and any corresponding addenda may be incomplete
Solicitation responses, tabulation, and award will be made public in accordance with Florida Statute 119.071
and Florida Statute 286.0113.
E. Pre-Quote Conference
A Mandatory Pre-Quote Conference and site visit will be held on April 18, 2019 at 9:00am, at the following
location: Parks & Streets Building - Conference Room, at 2895 Harper Road, Melbourne FL 32904. A site
visit will follow the conference. The attendee for each QUOTER shall be an authorized employee of the
QUOTER and shall sign in accordingly. QUOTERs are urged to familiarize themselves with the IFQ
documents prior to the Pre-Quote Conference.
F. IFQ Schedule
Listed below are the dates and time by which stated actions must be taken or completed. The CITY may
determine, in its sole discretion, that it is necessary to change any of these dates and times. All listed times
are Eastern Time.
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Mandatory Pre-Quote Conference
Deadline for Questions
II. INSTRUCTIONS TO QUOTERS
A. Procurement Contact
Adelle Vazquez, Buyer
900 E. Strawbridge Avenue, 2nd Floor
Melbourne, Florida 32901
B. Verbal Discussions
QUOTERs, or persons acting on their behalf, may not contact any employee or officer of the CITY concerning
any aspect of this solicitation, except in writing to the Procurement Division between the release of the
solicitation and the end of the 72-hour period (excluding Saturdays, Sundays, and State holidays) following
the CITY’s posting of the notice of intended award. Violation of this provision may be grounds for rejecting
No negotiations, decisions, or actions shall be initiated or executed by the QUOTER as a result of any
discussions with any CITY employee. Only those written communications that are formally issued from the
CITY’s Procurement office shall be considered as duly authorized expressions on behalf of the CITY.
C. Quote Preparation
1. Quotes may be submitted via email, fax, mail, or hand delivered.
a) Email transmittals shall be submitted in adobe (pdf) format to contact listed in II. A above. Do
NOT submit Microsoft Word documents.
b) Disclaimer: The City of Melbourne shall not be responsible for any failure attributable to the
transmission or receipt of emailed or faxed quote documents.
2. QUOTERs shall submit quotes using forms contained in this IFQ. QUOTERs shall furnish all
information and literature requested. Failure to do so may be cause for rejection.
3. Quote pricing shall be firm for a minimum of sixty (60) calendar days after due date.
4. Local Vendor Preference – The City of Melbourne extends to those vendors, CONTRACTORs, or
service providers, who maintain a valid Local Business Tax Receipt, issued by either the City of
Melbourne or Brevard County, at least one (1) year prior to quote submission; and, whose business
address is located within the City limits of the City of Melbourne or boundaries of Brevard County. A
post office box shall not be considered a physical business address.
A five percent (5%) preference is given to City of Melbourne vendors/contractors and Brevard
County vendors/contractors receive a two percent (2%) preference on quotes, which do not fall into
one of the categories outlined in City Ordinance 2009-30. Ordinance 2009-30 is available for review
at the Office of the City Clerk or the Office of the Procurement Manager, 900 E. Strawbridge Avenue,
To establish that a vendor is either a local-city business or local-county business, the vendor shall
provide written confirmation of compliance with the definitions for each such local business by
completing and submitting, with their quote documents, a Local Vendor Preference Affidavit of
Eligibility Form (Form 7) along with attached copies of their current and previous Business Tax
Receipts. A vendor who misrepresents the local preference status of its firm in a submitted quote to
the City will lose the privilege to claim local preference for a period of two (2) years.
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5. Unless the term “no substitute” is used, the use of brand name, manufacturer, make, or catalogue
designation in describing an item does not necessarily restrict QUOTERs to that particular brand
name, etc. The term is simply to indicate the type, character, quality and/or performance equivalence
of the item desired and is not the City’s intent to rule out other competition, therefore, the phrase OR
CITY-APPROVED EQUIVALENT is added. However, if a product other than that specified is quoted,
it is the QUOTER’s responsibility to submit with their quote brochures, samples and/or detailed
specifications on items quoted. The City shall be the sole judge concerning the merits of Quote
6. Exceptions to specifications, requirements and terms and conditions will not be accepted.
Goods/services offered are expected to be in strict compliance with specifications.
a. CONTRACTOR shall thoroughly examine these specifications and all other documents or
materials referred to herein and conduct such investigations and visits as may be necessary to
thoroughly informed themselves regarding the existing facility, and other conditions relative to
compliance with the specifications of this IFQ.
7. If samples are required, they will only be returned at the QUOTER’s request and expense after
award has been made. Requests for return of samples shall include shipping authorization and name
of carrier, quote #, item(s) description. If requests are not received within ten (10) business days of
quote due date, the commodities shall be disposed of by the CITY.
D. Receipt and Opening of Quotes
Quotes must be received by the City’s Procurement Division located at 900 E. Strawbridge Avenue, 2nd
Floor, Melbourne, Florida 32901 no later than the due date at time stated in the IFQ schedule. Quotes will
be accepted up to, and Quotes may NOT be withdrawn after, the deadline. Quotes that arrive after the due
date and time will not be accepted or considered. There will not be a formal opening of Quotes.
E. Factors of Award
Factors of Award- The lowest responsive and responsible Quote will be determined by the total sum for
line items A, B and C, as listed on Exhibit A4 of this IFQ. The CITY reserves the right to take into account and
give reasonable weight to: (a) the QUOTER's past performance in the completion of CITY or other
governmental agency Agreements; (b) the probability of the Agreement being carried to successful
completion, within the time specified, by the methods and with the equipment the QUOTER proposes to
use; (c) default under previous Agreements (d) the QUOTER's references (e) QUOTER’s resources (f)
experience. The City of Melbourne reserves the rights to: award by item, groups of items, or all items of the
quote; to reject any or all quotes in whole or in part; and, waive minor defects or variations, irregularities
and/or omissions on a quote from the exact requirements of the specifications that do not affect the price,
quality, quantity, delivery or performance time of the goods and services being procured. Quote awards are
subject to the Conflict of Interest provisions of Chapter 112, Florida Statutes. If insufficient information is
submitted by a QUOTER for the CITY to properly evaluate the quote, the CITY has the right to require such
additional information as it may deem necessary after the time set for receipt of quotes, provided that the
information does not change the price, quality, quantity, delivery or performance of the goods and
services being procured.
III. CONFIDENTIALITY OF QUOTES
QUOTERs should be aware that the IFQ and the Quote responses thereto are in the public domain will be available
for public inspection and copying thirty (30) days after opening of the Quotes or until a recommendation of award
is made, whichever comes first.
All Quotes submitted to the CITY are subject to public disclosure pursuant to Chapter 119, Florida Statutes, except
as described in Section 119.071. Any part of the Quote or any other material(s) submitted to the CITY with the
Quote that are copyrighted or expressly marked as “confidential”, “proprietary”, or “trade secret”, will be exempted
from the “open records disclosure requirements” of Chapter 119, Florida Statutes, but only to the extent expressly
authorized by Florida law. The CITY’s selection or rejection of a Quote will not affect this exemption.
If your Quote contains trade secrets or confidential commercial and financial information that you do not want to
be made public, please include the following sentence on the cover page of original and each copy of the Quote:
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