ROAD MAP - 6819-5/17-5 Pumps, Drives, and Motors: Purchase of New and Rebuilt Units and Parts, and Repair and Maintenance Services Pre-qualification of Bidders Page 1 __ _________ __Last Updated on 3/20/2018 I. Purchasing Instructions A. Purpose Submitters who meet or exceed the requirements established in the original solicitation are placed on pre-qualification lists, on a per group basis, that may be accessed by various County departments to obtain price quotations for the purchase and repairs of pumps, drives, and motors (units and parts), as needed, when needed. See also document labeled – Groups and Pre-qualified Bidders (6819-5-17-3) Group 1: Purchase of New and Rebuilt Pumps, Drives, and Motors (Units and Parts) Group 2: Pump Repair and Maintenance Services Group 3: Motor/Drive Repair and Maintenance Services B. Quotation Directives o Bid tabulations MUST be provided to bidders upon request, prior to award. o All quotations are subject to the Cone of Silence. Per section 2-11.1(t) of the County code. o The most recent version of the County’s general terms and conditions apply to each quote. The latest version can be accessed by clicking on the following link http://www.miamidade.gov/procurement/itb-terms-conditions.asp , it is ISD Procurement Management’s suggestion to print the T&Cs for each quote and add them to the specific quote folder. o Please view the attachment entitled “Groups and Pre-qualified Bidders (6819-5-17-3)” to review the group and brands ITB Paragraph 2.6 When a requirement is identified by a County department, pre-qualified bidders within the affected group will be invited to offer a fixed price and a firm delivery time for the specific items. It will be the County department’s prerogative to contact all the prequalified bidders in the affected group to request a quotation, use a rotating system to request quotations from a number of pre-qualified bidders, limit the number of bidders based on specific requirements for the acquisition of specialized repairs, or to request quotations from the pre-qualified bidders for a specific brand/make within a group. The pre-qualified bidder offering the lowest fixed price on the total amount of the order shall be awarded the order, provided that the products or services proposed by the pre-qualified bidder meet the order’s specifications and requirements. The award of the order to one bidder does not preclude the ability of the remaining pre-qualified bidders from submitting offers for other orders as requested by County departments.
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ROAD MAP - 6819-5/17-5
Pumps, Drives, and Motors: Purchase of New and Rebuilt Units and Parts, and Repair and Maintenance Services
Pre-qualification of Bidders
Page 1 __ _________ __Last Updated on 3/20/2018
I. Purchasing Instructions
A. Purpose
Submitters who meet or exceed the requirements established in the original solicitation are placed on pre-qualification lists, on a per group basis, that may be accessed by various County departments to obtain price quotations for the purchase and repairs of pumps, drives, and motors (units and parts), as needed, when needed.
See also document labeled – Groups and Pre-qualified Bidders (6819-5-17-3) Group 1: Purchase of New and Rebuilt Pumps, Drives, and Motors (Units and Parts)
Group 2: Pump Repair and Maintenance Services
Group 3: Motor/Drive Repair and Maintenance Services
B. Quotation Directives o Bid tabulations MUST be provided to bidders upon request, prior to award. o All quotations are subject to the Cone of Silence. Per section 2-11.1(t) of the County code. o The most recent version of the County’s general terms and conditions apply to each quote. The latest version can be accessed by clicking
on the following link http://www.miamidade.gov/procurement/itb-terms-conditions.asp , it is ISD Procurement Management’s suggestion to print the T&Cs for each quote and add them to the specific quote folder.
o Please view the attachment entitled “Groups and Pre-qualified Bidders (6819-5-17-3)” to review the group and brands
ITB Paragraph 2.6
When a requirement is identified by a County department, pre-qualified bidders within the affected group will be invited to offer a fixed price and a firm delivery time for the specific items. It will be the County department’s prerogative to contact all the prequalified bidders in the affected group to request a quotation, use a rotating system to request quotations from a number of pre-qualified bidders, limit the number of bidders based on specific requirements for the acquisition of specialized repairs, or to request quotations from the pre-qualified bidders for a specific brand/make within a group. The pre-qualified bidder offering the lowest fixed price on the total amount of the order shall be awarded the order, provided that the products or services proposed by the pre-qualified bidder meet the order’s specifications and requirements. The award of the order to one bidder does not preclude the ability of the remaining pre-qualified bidders from submitting offers for other orders as requested by County departments.
Pumps, Drives, and Motors: Purchase of New and Rebuilt Units and Parts, and Repair and Maintenance Services
Pre-qualification of Bidders
Page 2 __ _________ __Last Updated on 3/20/2018
County departments may require specialized repairs for large motors, complex pump and motor assemblies, equipment located in sensitive or secure areas, equipment under warranty, or equipment representing a large investment of County funds. When a County department determines that a specialized repair is required, the County department may survey and evaluate the pre-qualified bidders in the affected group based on the specialized repair requirements. The department’s survey may include and evaluate the following items: repair shop equipment (i.e. metalizing equipment, lathes, cranes, presses, welding equipment, milling machines, bearing heaters, pullers, baking ovens, dipping tanks, load bank for generator testing), balancing technique, testing equipment, repair shop and repair personnel use of available technology, repair shop manufacturer approved certification, repair personnel and repair shop specific experience and certifications, repair shop positive past performance, and repair personnel security clearance. The department’s survey and evaluation will determine which otherwise prequalified bidders will be included in the quotation process for the specialized repair.
Emergency Orders
In the best interest of the County, for items either delivered by the vendor or picked-up from the vendor by authorized County personnel, the availability of the material, geographic location, and/or delivery time may be utilized as deciding factors for the basis of an award to a bidder when it is determined by a County department that a project is time sensitive or it is an emergency situation.
C. Preferences (except for federally funded entities)
The Bid Preference shall be applied first to the offers received from certified SBE and/or Micro/SBE vendors (This preference is given to vendors that are certified as SBE or Micro/SBE ONLY, NOT DBE). The following link may be accessed to verify if a firm is a SBE or Micro/SBE vendor http://www.miamidade.gov/smallbusiness/certification-lists.asp Note: If a business is a certified small business enterprise with SBD that business will be given the preference without regards to a commodity code.
SBE Preference shall be applied first as follows and as otherwise stipulated in Section 2-8.1.1.1.1 of the Code of Miami-Dade County: Case 1: Quotes of $100,000 or less. (SBE – set aside, if there is enough SBE certified bidders) Within the fiscal year, it is required that County departments expend with SBEs 100% of the total value of contracts less than one hundred thousand dollars ($100,000.00) for goods and/or services. The departmental requirement shall be complied with unless it is determines that there is not enough SBE certified pre-qualified bidders (minimum of 3). In the event it is determined that there is enough SBE certified pre-qualified bidders, participation shall be only among SBEs, and Micro SBEs shall automatically receive a ten (10) percent bid preference. Case 2: Quotes valued of 100,000 or less (not set-aside) A ten (10) percent bid preference shall automatically apply for Micro Business Enterprises. Case 3: Quotes valued over $100,000 and up to $1,000,000
Pumps, Drives, and Motors: Purchase of New and Rebuilt Units and Parts, and Repair and Maintenance Services
Pre-qualification of Bidders
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A ten (10) percent bid preference shall automatically apply for SBEs/Micro Business Enterprises. The departments shall deduct the preference amount from the total bid or quoted price in order to calculate the price to be used for evaluation. The price the County will pay is the original price offered (excluding the 5% or 10% evaluation factors).
A preliminary ranking shall be prepared after applying the SBE/MicroSBE preference to determine the following: If based on the new evaluated prices an SBE or Micro/SBE bidder is ranked the lowest, the award of the quote will be to the SBE or
Micro/SBE bidder. No other preference will be applied to this specific quote. If based on the new evaluated prices none of the SBE or Micro/SBE bidders are ranked the lowest, the following preferences will be
applied to this specific quote.
Local Certified Service – Disabled Veteran Preference should be applied in accordance with Section 2-8.5.1 of the Miami-Dade County Code, a Local Certified Service Disabled Veteran Business Enterprise (VBE) shall receive a bid preference of 5% of the price bid (for the purpose of evaluation ONLY). A VBE who is also an SBE shall not receive the veteran’s preference and shall be limited to any applicable SBE preferences. These preferences will only be used for evaluating and awarding the bids and shall not affect the contract price. However, if a Local Certified Service-Disabled Veteran Business Enterprise is the lowest bidder as a result of a Best and Final Bid (also known as a BAFO), then the price submitted as part of the Best and Final Bid shall be the contract price. At the time of bid submission, the bidder must affirm in writing its compliance with the certification requirements of Section 295.187 of the Florida Status and submit this affirmation and a copy of the actual certification along with the bid.
Local and Locally-Headquartered Business Preference The evaluation of competitive bids is subject to Section 2-8.5 of the Miami-Dade County Code. Definitions: Local business means the vendor has a valid business tax receipt issued by Miami-Dade County at least one year prior to bid or proposal submission, and a physical business address located within the limits of Miami-Dade County from which the vendor operates or performs business. Firms who provide goods or services which are exempt from Miami-Dade Business Tax Receipt requirements shall be required to submit documentation, to the County's satisfaction, demonstrating the physical business presence of the firm within the limits of Miami-Dade County for at least one year prior to bid or proposal submission. Post Office Boxes are not verifiable and shall not be used for the purpose of establishing said physical address. In addition to the foregoing, a vendor shall not be considered a "local business" unless it contributes to the economic development and well-being of Miami-Dade County in a verifiable and measurable way. This may include, but not be limited to, the retention and expansion of employment opportunities and the support and increase to the County's tax base. Vendors shall affirm in writing their compliance with the foregoing at the time of submitting their bid or proposal to be eligible for consideration as a "local business" under this section. A vendor who misrepresents the status of its firm under this Section in a proposal or bid submitted to the County will lose the privilege to claim any preference under this Section for a period of up to one year. The County Mayor, in his discretion, may also recommend that the firm be referred for debarment in accordance with Section 2-8.4.1 of the Code of Miami-Dade County. Locally Headquartered Business means a Local Business as defined in this Section which has a Principal Place of Business in Miami-Dade County.
Pumps, Drives, and Motors: Purchase of New and Rebuilt Units and Parts, and Repair and Maintenance Services
Pre-qualification of Bidders
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In any competitive bid process where award, if any, is to be made to the responsive and responsible bidder offering the lowest bid (the "Low Bidder" and "Low Bid" respectively), the following shall apply:
1. If the Low Bidder is not a Local Business, then any and all responsive and responsible Local Businesses submitting a price within ten
percent of the Low Bid, the Low Bidder, and any and all responsive and responsible Locally Headquartered Businesses submitting a price within fifteen percent of the Low Bid, shall have an opportunity to submit a best and final bid equal to or lower than the Low Bid.
2. If the Low Bidder is a Local Business which is not a Locally Headquartered Business, then any and all responsive and responsible
Locally Headquartered Businesses submitting a price within five percent of the Low Bid, and the Low Bidder shall have an
opportunity to submit a best and final bid equal to or lower than the Low Bid.
3. Award, if any, shall be made to the responsive and responsible bidder offering the lowest best and final bid.
4. Ties in best and final bid shall be resolved in the following order of priority: Locally Headquartered Business, Local Business, other
business.
5. If no best and final bid is required in accordance with the provisions above, award, if any, shall be made to the Low Bidder.
At this time, there is an Interlocal Agreement for Reciprocity of Local Business and Locally-Headquartered Business Preferences in effect between Miami-Dade and Broward Counties until September 30, 2015.
II. Prices – ITB Paragraph 2.7
Order prices shall be quoted as requested by the County department and shall remain fixed and firm until the delivery or pick-up and acceptance of the order is complete. Orders requiring special handling, such as air-freight or same day delivery, must be authorized by a County representative. Any additional charges resulting from special handling must be authorized by the County representative prior to order placing and must be shown on the vendor’s invoice as a separate item. Pre-qualified bidders for Groups 2 and 3 shall be asked to submit an itemized written fixed price to the County within a 24 hour period after being contacted by the user department. The detailed quote must reflect all parts utilized for the repair with each item priced individually, all the labor involved and the hourly rates. Lump sum estimates are not acceptable. All quotations shall remain fixed and firm until all repairs are completed and invoiced at the originally quoted prices. No changes or additions shall be allowed without prior written consent from the user department.
III. Delivery requirements and completion of services - ITB Paragraph 2.17
Group 1 All parts purchased herein shall be delivered or ready for pick-up by County Personnel within the calendar days stated in the request for quote.
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Pre-qualification of Bidders
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Should the awarded bidder fail to deliver in the number of days stated in its quote, the County may cancel the order and acquire the product through another source of supply and charge the bidder with any re-procurement costs. If the bidder fails to honor these re-procurement costs, the County may terminate its contract with the bidder. Groups 2 and 3 The completion date for repairs shall not exceed three (3) calendar days after receipt of notice to proceed, unless mutually agreed upon between the vendor and the user department and a written authorization by the user department is provided. Should the bidder to whom the repair work is awarded fail to complete the work within the number of days stated in the quotation, the County reserves the right to cancel the contract with the bidder and to secure the services through another source of supply to complete the work. If the County exercises this authority the County may at its option request payment from the bidder through invoice or credit memo, for any additional costs over and beyond the original quoted prices, which were incurred by the County as result of having to secure the
services elsewhere. If the bidder fails to honor this invoice or credit memo, the County may terminate the contract.
NOTE: Additional vendors that meet the pre-qualification requirements may be added by ISD Procurement Management via addendum. Always check the addenda log table, and all the attachments for latest award sheet addenda and additional vendors.
IV. Award History / Addendums to the Award Sheet
Add no. ↓
Date issued
↓
Event ↓
Agent ↓
38 3/7/18 Arroyo Process Equipment, Inc. has provided the required documentation to add Hyundai Tencarva dba Hudson Pump & Equipment has provided the required documentation to add Allis Chalmers.
Lindsay Collazo
37 2/15/18 Muncie Reclamation & Supply Company FEIN 363648851-02 has been added to Groups 1. Lindan Li
36 2/8/2018 Transfer from WS to AV in the amount of $300,000 Lindsay Collazo
35 2/07/18 Bearing Distributors, Inc. has been added to contract for Group 1. Mylena
Gonzalez
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Add no. ↓
Date issued
↓
Event ↓
Agent ↓
34 1/19/18 Thompson Pump & Manufacturing Co., Inc. has been added to the contract for Groups 1, 2 and 3. Lindsay Collazo
33 1/16/18 Pre-qualification pool 6819-5/17-5 has been extended for 3 months until 7/31/18 as per approved modification.
Lindsay Collazo
32 1/10/18 Carter & VerPlanck, Inc. has provided the required documentation to add Vogelsang. Barney’s Pump, Inc. has provided the required documentation to add JWC Environmental. The Groups and Pre-qualified bidders table has been updated to reflect this information.
Lindsay Collazo
31 11/14/17 Power & Pumps Inc. added to the contract for Group 1, 2 & 3. The Groups and Pre-qualified bidders table has been updated to reflect the brands for which Power & Pumps, Inc. is approved to provide.
Mylena Gonzalez
30 10/6/17 T A C Armature & Pumps Co. has provided the requested insurance documentation and is now active for Groups 1, 2 and 3.
Lindsay Collazo
29 10/4/17 T A C Armature & Pumps Co. is active for Group 1 and inactive for Groups 2 and 3 until updated insurance is provided.
Lindsay Collazo
28 7/31/17 Hudson Pump & Equipment is the authorized distributor in Florida for Crane Pumps & Systems also including Barnes, Burks, Crown, Deming, Prosser and Weinman.
Andrea Chung
27 7/17/17 Barney’s Pumps has provided the required documentation to add FLOWSERVE to the list of manufacturers/brands. The Groups and Pre-qualified bidders table has been revised to reflect this information.
Andrea Chung
26 6/30/17 Xylem Water Solutions USA Inc. added to back Groups 2 & 3 Andrea Chung
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Add no. ↓
Date issued
↓
Event ↓
Agent ↓
25 5/2/17 Electrix USA Inc. has been added again to the contract since vendor has provided the insurance documentation.
Adriana Antolinez
24 4/12/17 Roadmap has been updated to reflect the following: Siemens Industry Inc. FEIN 132762488 03 has been added to Groups 1 and 3
Adriana Antolinez
23 03/24/17
Next OTR is in place, roadmap updated, notified user department(s) and vendor(s) accordingly. Vendors Hydraulic Technicians, Inc, Alm Machine Inc., and Electrix USA Inc were deleted from the contract due to insurance. Once documents are complete they will be added back to the contact.
Andrea Chung
23 7/17/17 Barney’s Pumps has provided the required documentation to add Flowserve to the list of manufacturers/brands. The Groups and Pre-qualified bidders table has been revised to reflect this information.
Andrea Chung
22 12/27/16 FCX Performance Inc./DBA Florida Sealing Products, Miami Dade Pumps & Supply Co., and MKI Services Inc. add back to contract
Andrea Chung
21 12/22/16 Roadmap has been updated to reflect the following: The Tool Place Corp. FEIN 650281492 01 has been added to Group 1
Adriana Antolinez
20 12/22/16 Barney’s Pumps added back to contract. Andrea Chung
19 12/14/16 Roadmap has been updated to reflect the following: Florida Sealing Products. FEIN: 311644350-02 has been added to BPO# ABCW1600374.
Ingrid Bernal
18 11/28/16 Roadmap has been updated to reflect the following: Condo Electric Industrial Supply Inc. FEIN: 592377544-01 has been added to BPO# ABCW1600374 and is pre-qualified under group 1 only.
Ingrid Bernal
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Add no. ↓
Date issued
↓
Event ↓
Agent ↓
17 11/16/16 Transfer $1.7 million fom WS to MT Andrea Chung
16 11/03/16 Added a Vendor - Groups 1 ,2 and 3 Ingersoll Rand
Adriana Antolinez
15 11/1/16 Added a Vendor – Group 1 TSC Jacobs, Inc.
Adriana Antolinez
14 7/28/16 Added Manufacturer Point Eight Power to Group 1 under Condo Electric Ralph E. Tipton
13 3/17/16 WW Grainger has provided the required documentation to add Yellow Jacket Pumps to the list of manufacturers/brands. The Groups and Pre-qualified bidders table has been revised to reflect this information.
Yuly Chaux-Ramirez
12 3/08/16
Transfer of funds from Water and Sewer to Public Works, completed 03/08/2016.
Department Allocation Transferred Modified Allocation
Water and Sewer $ 25,614,858 ($200,000) $ 25,414,858
Public Works $ 182,000 $ 200,000 $ 282,000
Ingrid Bernal
11 02/18/16 Deactivated 02, added vendor 03 for Hudson Pump and Equipment. Pamela J. Jones
10 1/5/16 Applied Industrial Technologies (340866258-01) changed name to Applied Industrial Technologies-Dixie Inc (340866258-02)
Yuly Chaux-Ramirez
9 11/17/15 Funds in the amount of $100,000 have been transferred from WASD to MDPR. Yuly Chaux-
Ramirez
8 10/28/15 Funds in the amount of $200,000 have been transferred from WASD to MDPR. Yuly Chaux-
Ramirez
7 7/23/15 Roadmap has been updated to reflect the following: Condo Electric Industrial Supply Inc. is pre-qualified under group 1 only. Condo Electric Motor Repair Corp is pre-qualified under groups 2 and 3.
Yuly Chaux-Ramirez
6 7/20/15 Quigar Electric Inc. complied with the County’s Insurance requirements, and the Groups and Pre-qualified bidders table reflects this change. Also, Section C (preferences) of this roadmap has been updated with new comments.
Yuly Chaux-Ramirez
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Add no. ↓
Date issued
↓
Event ↓
Agent ↓
5 7/2/15 MDCR has accessed this contract with an allocation of $75,000 which was donated by WASD. Yuly Chaux-
Ramirez
4 6/9/15 Miller Bearings In. (590788465-01) has been acquired by Motion Industries (630251578). The company is now operating under the following name and suffix. Motion Industries Inc. d/b/a Miller Bearings (630251578-02)
Yuly Chaux-Ramirez
3 5/18/15 HYDRA SERVICE(S) INC has complied with Insurance requirements, and has been added to the list of pre-qualified bidders.
Yuly Chaux-Ramirez
2 7/2/15 Funds in the amount of $500,000 have been transferred from WASD to MDT. Yuly Chaux-
Ramirez
1 8/4/14
Contract Amendment No. 1: Modified the contract language as follows: Section 2 Paragraph 2.6.2 Group 1: Purchase of New and Rebuilt Pumps, Drives, and Motors (Units and Parts) Shall be regularly engaged in the business of providing pumps, drives and/or motors And / or Shall be regularly engaged in the business of units and parts for pumps, drives, and motors
Mary Hammett
Business Name Fein Suffix
Gro
up
1
Gro
up
2
Gro
up
3 Can the vendor
perform services in
County Facilities** (Yes / No)
Phone Fax Contact E-mail
Allapattah Electric Motors Inc 201770809 1 X X NO 305 325-0330 305 545-7159 David Galdona [email protected]
ROAD MAP - 6819-5/17-5
Pumps, Drives, and Motors: Purchase of New and Rebuilt Units and Parts, and Repair and Maintenance Services
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Business Name Fein Suffix
Gro
up
1
Gro
up
2
Gro
up
3 Can the vendor
perform services in
County Facilities** (Yes / No)
Phone Fax Contact E-mail
ALM Machine Inc. 650662574 1 X YES 305-255-9919 305-255-9941 Francisco Menendez