RFP# JA-19-74 Fire Inspection Billing and Collection

Agency: Town of Davie
State: Florida
Type of Government: State & Local
NAICS Category:
  • 561440 - Collection Agencies
Posted Date: Aug 5, 2019
Due Date: Aug 27, 2019
Solicitation No: RFP# JA-19-74
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number: RFP# JA-19-74
Bid Title: RFP# JA-19-74 Fire Inspection Billing and Collection
Category: Formal Solicitations
Status: Open

Description:

Dear Potential Respondent:

The Town of Davie, Florida invites qualified firms to submit responses in accordance with the requirements stated herein no later than 2:00, Tuesday, August 27, 2019, for RFP NO. JA-19-74 Fire Inspection Billing and Collection. Interested firms may secure the solicitation package and all other pertinent information by visiting http://www.davie-fl.gov/bids or at DemandStar.com .

A Pre-Proposal Conference and Site Visit will NOT be held for this solicitation.

Questions regarding this solicitation shall be submitted in writing to purchasing@davie-fl.gov For security reasons, you must enable JavaScript to view this E-mail address. no later than August 18, 2019. Responses to those questions considered material to the solicitation will be made available as formal addenda to the Town’s Purchasing website and DemandStar.com. It is the responsibility of prospective respondents to ensure they are aware of all addenda issued relative to this solicitation.

Respondents shall submit One (1) original complete proposal package, Three (3) duplicate copies of said package and One (1) flash drive or CD copy, to the Town of Davie Budget and Finance / Purchasing Division – Attention: Purchasing Manager, Brian K. O’Connor, 6591 Orange Drive Davie, FL 33314 on or before the due date stipulated above. All packages shall be clearly marked “RFP No. JA-19-74 Fire Inspection Billing and Collection”. The Town will not be responsible in the event the U.S. Postal Service or any other courier system fails to deliver any package by the above referenced deadline. Late submissions shall not be accepted.

RFP responses will be publicly opened and firm names read aloud in the Town Hall Council Chambers on the due date/time noted above. The selection of the successful respondent(s) shall be at the Town’s discretion and shall be made in a prompt manner after the receipt and evaluation of all RFP responses. The Town of Davie reserves the right to reject any and all submissions, to waive any and all irregularities in any submission, and to make awards in the best interest of the Town.

Brian K. O’Connor

Procurement Manager

Town of Davie

Pursuant to Florida Statutes 119.071, sealed bids, proposals or replies by an agency pursuant to a competitive solicitation are exempt from inspection until such time as the agency provides notice of an

Publication Date/Time:
8/5/2019 2:00 PM
Publication Information:
Sun Sentinel
Closing Date/Time:
8/27/2019 2:00 PM
Pre-bid Meeting:
N/A
Contact Person:
Jenna Albers- purchasing@davie-fl.gov
Related Documents:

Attachment Preview

RFP# JA-19-74 Fire Inspection Billing And Collection
____________________________
Company Submitting Response
REQUEST FOR PROPOSALS
RFP NO.
TITLE
AVAILABLE
PRE-PROPOSAL
CONFERENCE
DUE DATE
SUBMIT TO
REVIEW MEETING
COUNCIL APPROVAL
BONDS
JA - 19 - 74
FIRE INSPECTION BILLING AND COLLECTION
AUGUST 5, 2019
N/A
2:00 PM, TUESDAY, AUGUST 27, 2019
TOWN OF DAVIE - Procurement Division
Attn: Brian K. O’Connor, C.P.M.
6591 Orange Drive
Davie, FL 33314
AUGUST/ SEPTEMBER 2019
SEPTEMBER 2019
NONE
Download Bid Information for Free at: https://www.davie-fl.gov/bids
Town of Davie Supplier Central:
https://www.davie-fl.gov/877/Supplier-Central
1
RFP# JA-19-74 Fire Inspection Billing And Collection
TOWN OF DAVIE
RFP NO. JA-19-74
REQUEST FOR PROPOSALS
FIRE INSPECTION BILLING AND COLLECTION
Dear Potential Respondent:
The Town of Davie, Florida invites qualified firms to submit responses in accordance with the requirements
stated herein no later than 2:00, Tuesday, August 27, 2019, for RFP NO. JA-19-74 Fire Inspection
Billing and Collection. Interested firms may secure the solicitation package and all other pertinent
information by visiting http://www.davie-fl.gov/bids or at DemandStar.com.
A Pre-Proposal Conference and Site Visit will NOT be held for this solicitation.
Questions regarding this solicitation shall be submitted in writing to purchasing@davie-fl.gov no later than
August 18, 2019. Responses to those questions considered material to the solicitation will be made available
as formal addenda to the Town’s Purchasing website and DemandStar.com. It is the responsibility of
prospective respondents to ensure they are aware of all addenda issued relative to this solicitation.
Respondents shall submit One (1) original complete proposal package, Three (3) duplicate copies of said
package and One (1) flash drive or CD copy, to the Town of Davie Budget and Finance / Purchasing
Division – Attention: Purchasing Manager, Brian K. O’Connor, 6591 Orange Drive Davie, FL 33314 on or
before the due date stipulated above. All packages shall be clearly marked “RFP No. JA-19-74 Fire Inspection
Billing and Collection”. The Town will not be responsible in the event the U.S. Postal Service or any other
courier system fails to deliver any package by the above referenced deadline. Late submissions shall not be
accepted.
RFP responses will be publicly opened and firm names read aloud in the Town Hall Council Chambers on the
due date/time noted above. The selection of the successful respondent(s) shall be at the Town’s discretion and
shall be made in a prompt manner after the receipt and evaluation of all RFP responses. The Town of Davie
reserves the right to reject any and all submissions, to waive any and all irregularities in any submission, and
to make awards in the best interest of the Town.
Brian K. O’Connor
Procurement Manager
Town of Davie
Pursuant to Florida Statutes 119.071, sealed bids, proposals or replies by an agency pursuant to a competitive solicitation
are exempt from inspection until such time as the agency provides notice of an intended decision or until thirty (30) days
after the opening of the bids, proposals, or final replies, whichever is earlier.
2
RFP# JA-19-74 Fire Inspection Billing And Collection
SECTION 1.0 GENERAL TERMS
AND CONDITIONS
1.1 DEFINITIONS
When used in Contract Documents (defined
below) or in related documents, the following
terms shall have the meanings given below:
Addendum: A modification of the Plans,
Specifications or other Contract
Documents distributed to prospective
Bidders prior to the opening of Bids.
Advertisement for Bids: The public notice
inviting the submission of Bids for the work.
Bid: The written offer of a Bidder to perform
the work or service.
Bid Bond: A bond executed by a Bidder
and its Surety in the attached form
guaranteeing that the Bidder, if awarded
the Contract will execute the same and will
timely furnish the required Performance
Bond, Payment Bond, and evidence of
Insurance.
Bidder: Any individual, firm, partnership or
corporation submitting a Bid in accordance
with the Instructions to Bidders.
Bid Documents: Bid Guarantee or bid
deposit. The Advertisement for Bids,
Instructions to Bidders, Bid Form, Bid Bond,
Contract, Performance Bond, Payment
Bond, General Conditions, Special
Provisions, Technical Specifications and
Plans, together with all Addenda.
Bid Form: The form on which Bids are
submitted.
Calendar Day: Every day shown on the
calendar.
Change Order: A written agreement
executed by the Town, the Contractor and
the Contractor’s Surety, covering
modifications to the Contract
recommended by the Project Manager and
approved by the Town Administrator and/or
Town Council.
Contract: The written agreement between
the Town and the Contractor for
performance of the Work in accordance
with the requirements of the Contract
Documents and for the payment of the
3
agreed consideration.
Contract Documents: The Instructions to
Bidders, Bid Form, Bid Bond, Contract,
Performance Bond, Payment Bond,
General Conditions, Special Provisions,
Supplemental Provisions, Technical
Specifications and Plans, together with all
Addenda, Change Orders, Schedules and
Shop Drawings.
Contract Administrator: Town of Davie
Town Administrator or his designee or duly
authorized representative designated to
manage the Contract.
Contractor: The individual, firm,
partnership, corporation or joint venture
whose Bid is accepted and who enters into
a Contract with the Town of Davie and who
is liable for the acceptable performance of
the work and for the payment of all legal
debts pertaining to the Work.
Contract Date: The date on which the
Agreement is effective.
Contract Time: The number of days
allowed for completion of the work. The
Contract Time will be stipulated in the Bid
Form, unless extended by a Change Order.
All contract time shall be measured in
calendar days.
Town: A political subdivision, Incorporated
Town within Broward County of the State of
Florida, whose governing body is a Town
Council consisting of a Mayor, Vice Mayor
and three Town Council members.
Community Redevelopment Agency
(CRA): The Town of Davie Community
Redevelopment Agency, which is created
pursuant to Florida Chapter 163, Part III.
Town Administrator: The Administrator of
the Town of Davie, Florida.
Executive Director: The Executive
Director of the Davie Community
Redevelopment Agency.
Days: Reference made to Days shall mean
consecutive calendar days.
Deliverables: All documentation and any
items of any nature submitted by the
Contractor to the Towns Project Manager
for review and approval in writing pursuant
to the terms of the Agreement.
Lessee: Any individual, partnership or
RFP# JA-19-74 Fire Inspection Billing And Collection
corporation having a tenant relationship
with the Town of Davie.
Liquidated Damages: The amount that the
Contractor accepts, as stipulated in the Bid
Form, which will be deducted from the
Contract Sum for each Calendar day of
delay due to a Non-excusable Delay to be
determined by the Town’s Contract
Manager.
Notice To Proceed (NTP): The written
communication issued by the Town to the
Contractor directing the Contractor to begin
contract work and establishing the date of
commencement of the work.
Owner: The term Owner as used in this
Contract shall mean the Town of Davie.
Performance and Payment Bonds:
Bonds executed by the Contractor and his
Surety, on the attached forms, assuring that
the Contractor will, in good faith, perform
and guarantee the work in full conformity
with the terms of the Contract Documents
and will promptly pay all persons supplying
the Contractor with labor, materials, or
supplies, used directly or indirectly by the
Contractor in the prosecution of the Work.
Plans: The drawings or reproductions
thereof, prepared and sealed by the
Architect/Engineer, which show the
locations, character, dimensions and
details of the work to be done and which are
part of the Contract Documents.
Project: The construction and services
required by the Contract Documents, which
includes all labor, materials, equipment,
and services to be provided by the
Contractor to fulfill the Contractor’s
obligations.
Project Cost: The sum of the construction
costs, allowances for contingencies, the
total cost of design professional and related
services provided by consultant, and
allowances for such other items as charges
of all other professionals and consultants.
Project Manager: The duly authorized
representative designated to manage the
Project.
Scope of Service: Document which details
the work to be performed by the Contractor.
Subcontractor or Sub consultant: Any
person, entity, firm or corporation, other
than the employees of the Contractor, who
4
furnishes labor and/or materials, in
connection with the Work, whether directly
or indirectly, on behalf of and/or under the
direction of the Contractor and whether or
not in privity of Contract with the Contractor.
The words “Work”, “Services”,
“Program”, or “Project”: All matters and
things required to be done by the
Contractor in accordance with the
provisions of the Contract.
The words “Directed”, “Required”,
“Permitted”, “Ordered”, “Designated”,
“Selected”, “Prescribed”, or words of like
import to mean respectively, the direction,
requirement,
permission,
order,
designation, selection or prescription of the
Town's Project Manager or; and similarly
the words "approved", acceptable",
"satisfactory", "equal", "necessary", or
words of like import to mean respectively,
approved by, or acceptable or satisfactory
to, equal or necessary in the opinion of the
Town’s Project o Manager. In resolving
disputes and in all respects the Town
Administrator’s decision shall be final.
1.2 VENDOR NOTIFICATION
It is the policy of the Town to encourage full and
open competition among all available qualified
vendors. All vendors regularly engaged in the
type of work specified in the Bid Solicitation are
encouraged to submit bids. Vendors may enroll
with the Town to be included on an email list for
goods and services which can be found
at https://www.davie-fl.gov/list.aspx .
1.3 LOCAL PREFERENCE
Definitions
Local Davie Vendor-a “local Davie vendor” shall
mean a person or business entity which has
maintained a permanent place of business with
full-time employees within the Town limits for a
minimum of six months prior to the date of
issuance of a bid or proposal solicitation. The
permanent place of business may not be a post
office box or a residence. The business location
must actually distribute goods or services from
that location. In addition, the business must have
a current business tax receipt from the Town of
Davie and have an address that the U.S. Postal
Service recognizes as being a Davie address to
be eligible.
Local Broward County Vendor- a “local Broward
vendor” shall mean a person or business entity
which has maintained a permanent place of
business with full-time employees within the
Broward County limits for a minimum of six
RFP# JA-19-74 Fire Inspection Billing And Collection
months prior to the date of issuance of a bid or
proposal solicitation. The permanent place of
business may not be a post office box or a
residence. The business location must actually
distribute goods or services from that location. In
addition, the business must have a current
business tax receipt from the Broward County or
the city within Broward County where the
business resides and have an address that the
U.S. Postal Service recognizes as being a
Broward County address to be eligible.
Bid- A bid shall be any competitive solicitation by
specification officially posted by the Town of
Davie Purchasing staff on the Town’s website
where the award is determined by price.
Proposal- A proposal shall be any competitive
solicitation by Request for Proposal (RFP)
officially posted by the Town of Davie purchasing
staff on the Town’s website where the award is
determined by qualifications.
Process
a) Competitive Bid- For bid evaluation
purposes, vendors that meet the definition of
“local Davie vendor” as detailed above shall be
given a 5% evaluation credit. This shall mean
that if a “local Davie vendor” submits a bid/quote
that is within 5% of the lowest price if that lowest
price is submitted by a non-Broward County
vendor or within 2.5% of the lowest price if that
lowest price is submitted by a Broward County
vendor, the “local Davie vendor” shall have an
option to submit another bid which is at least 1%
lower than the lowest responsive bid/quote. If the
“local Davie vendor” submits a bid which is at
least 1% lower than that lowest responsive
bid/quote, then the award will go to the “local
Davie vendor”. If not, the award will be made to
the vendor that submits the lowest responsive
bid/quote. If the lowest responsive and
responsible bidder IS a “local Davie vendor”, the
award will be made to that vendor and no other
bidders will be given an opportunity to submit
additional bids as described herein.
For bid evaluation purposes, vendors
that meet the definition of “local Broward County
vendor” as detailed above shall be given a 2.5%
evaluation credit. This shall mean that if a “local
Broward County vendor” submits a bid/quote that
is within 2.5% of the lowest price submitted by
any non-Broward County vendor, the “local
Broward County vendor” shall have an option to
submit another bid which is at least 1% lower
than the lowest responsive bid/quote. If the “local
Broward County vendor” submits a bid which is
at least 1% lower than that lowest responsive
bid/quote, then the award will go to the “local
Broward County vendor”. If not, the award will be
made to the vendor that submits the lowest
5
responsive bid/quote. If the lowest responsive
and responsible bidder IS a “local Davie vendor”,
the award will be made to that vendor and no
other bidders will be given an opportunity to
submit additional bids as described herein.
If there is a “local Davie vendor” and a
“local Broward County vendor” participating in the
same bid solicitation and both vendors qualify to
submit a second bid as detailed above, the “local
Davie vendor” will be given first option. If the
“local Davie vendor” cannot beat the lowest bid
received by at least 1%, an opportunity will be
given to the “local Broward County vendor”. If the
“local Broward County vendor” cannot beat the
lowest bid by at least 1%, then the bid will be
awarded to the lowest bidder regardless of
geographic location of the business.
If multiple “local Davie vendors” submit
bids/quotes which are within 5% of the lowest
bid/quote if that bid/quote is from a non-Broward
County bidder, or within 2.5% of the lowest
bid/quote if that bid/quote is from a local Broward
County bidder, then all vendors will be asked to
submit a “best and final offer (BAFO)”. The award
will be made to the “local Davie vendor”
submitting the lowest BAFO providing that that
BAFO is at least 1% lower than the lowest
bid/quote received in the original solicitation. If
no “local Davie vendor” can beat the lowest
bid/quote by at least 1%, then the process will be
repeated with all “local Broward County vendors”
who have submitted a bid/quote which is within
2.5% of the lowest bid/quote. If no “local Davie
vendor” and no “local Broward County vendor”
can submit a BAFO that is at least 1% lower than
the lowest bid/quote submitted in the original
solicitation, the award will be made to the lowest
responsive bidder regardless of geographic
location of the business.
b) Competitive Proposal- For
evaluation purposes, “local Davie vendor” and
“local Broward County vendor” shall be a criterion
for award in any Request For Proposal unless
specifically exempted by the Town Administrator
or the Town Council.
c) Exceptions
1. No “local vendor” preference will be
included in any competitive solicitation where
the Town is the lead agency for the Southeast
Florida Cooperative Purchasing Group.
2. Utilization of a State or other agency
contract.
3. State or Federal law prohibits the
use of local preference.
4. The work is funded in whole or in
part by a governmental entity where the laws,

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