Page 1 of 4 Form P REQUEST FOR QUOTATION **THIS IS NOT AN ORDER** BOARD OF COUNTY COMMISSIONERS, PALM BEACH COUNTY PURCHASING DEPARTMENT 50 S. MILITARY TRAIL, SUITE 110, WEST PALM BEACH, FL 33415-3199 PHONE (561) 616-6839 FAX (561) 242-6739 E-Mail: [email protected] To ensure that your offer is considered it must be received in Palm Beach 101411-048/CC County Purchasing no later than 4:00 PM, PALM BEACH COUNTY LOCAL COLLEEN CARDILLO TIME, on October 28, 2011. Offers received after this time will not be considered. October 21, 2011 ***** FAXED RESPONSES ACCEPTED ***** RFQ #: BUYER: DATE: TITLE: POLYCARBONATE SHEETS, 1/2” X 48” X 72”, CLEAR, BULLET PROOF, PURCHASE OF Quotations are requested for furnishing the goods/services described below in accordance with applicable terms, conditions and specifications as set forth herein without any modification, change or alterations to any terms, conditions or provisions of this solicitation, unless specifically approved in writing by the County. ALL QUOTATIONS MUST BE F.O.B. DESTINATION. PALM BEACH COUNTY IS EXEMPT from FEDERAL, STATE and CITY TAXES. An Exemption Certificate will be furnished upon request. By submitting an offer which is accepted by the County, a binding contract is formed in accordance with the terms, conditions and specifications as set forth in this RFQ (Request for Quotation) and in the Purchase Order/Term Contract Standard Terms and Conditions located at (www.pbcgov.com/purchasing). CONDITIONED OFFERS: Vendors are cautioned that any condition, qualification, provision, or comment in their quote, or in other correspondence transmitted with their quote, which in any way modifies, takes exception to, or is inconsistent with the specifications, requirements, or any of the terms, conditions, or provisions of this solicitation, is sufficient cause for the rejection of their quote as non-responsive. ITEM 1. DESCRIPTION Polycarbonate Sheets (Lexan), Plastic, Clear, Bullet Proof, 1/2” Thick x 48”W x 72”L, Makrolon Hygard CG500, or equal, as specified herein UNIT QUANTITY UNIT PRICE Ea. 12 $___________ TOTAL OFFER $___________ Manufacturer Offered: ______________________ Product Offered: __________________________ All unit prices bid should be within two (2) decimal points. If vendor’s pricing exceeds two (2) decimal points, Purchasing reserves the right to round up or down accordingly. Is Information and Descriptive Literature included, per Term & Condition # 7 ? YES _____ < INITIAL PLEASE COMPLETE AND AFFIX SIGNATURE BELOW FIRM NAME: ___________________________________________________________________________________________ ADDRESS: ___________________________________CITY________________________STATE___________ZIP ________ SIGNATURE OF AUTHORIZED AGENT : ______________________________________________ DATE: ________________ NAME OF AUTHORIZED AGENT: _____________________________________ TITLE: _____________________________ PRINT OR TYPE PHONE NO. ______________________ FAX NO. _______________________ FED ID # or SS # _______________________ E-MAIL ADDRESS: ______________________________________________________________________________________ QUOTATIONS ACCEPTED ON THIS FORM ONLY IN ACCORDANCE WITH THE PROVISIONS OF ADA, THIS DOCUMENT MAY BE REQUESTED IN AN ALTERNATE FORMAT Page 2 of 4 TERMS & CONDITIONS RFQ #101411-048/CC 1. AWARD (ALL-OR-NONE) Palm Beach County shall award this Request for Quotation (RFQ) to the lowest, responsive, responsible vendor on an all-or-none, total offer basis. Therefore, it is necessary for a vendor to respond on every item in order to be considered. It is also required that the vendor carefully consider each item, and make sure that each one meets the specifications as indicated. In the event that one item does not meet such specifications the entire response will be considered nonresponsive. Additionally, if a vendor enters a No Quote/No Bid, or N/A for any item, they will be considered nonresponsive. 2. METHOD OF ORDERING (PURCHASE ORDER) Items and/or services shall be ordered via individual purchase order. Invoices shall reflect the purchase order number. 3. F.O.B. POINT th The F.O.B. point shall be destination, which shall be Parks & Recreation Warehouse, 2700 6 Ave. South, Lake Worth, FL 33461. Responses showing other than F.O.B. destination shall be rejected. Vendor retains title and assumes all transportation charges, responsibility, liability and risk in transit, and shall be responsible for the filing of claims for loss or damages. 4. DELIVERY Delivery shall be required within thirty (30) calendar days after receipt of purchase order or term contract delivery order (DO) unless a modified delivery date has been requested by the successful vendor and approved in writing by the Purchasing Director or his/her designee. Failure of the successful vendor to perform to the delivery requirement is sufficient cause for default and termination of the contract. 5. SAMPLES (UPON REQUEST) Vendors may be contacted provide, without cost to the County, samples of requested items. Samples may be used in addition to documentation provided by a vendor to show compliance to technical specifications. Upon request, the County will return undestroyed samples to the unsuccessful vendors, at the vendor’s expense. Each individual sample must be labeled with vendor’s name, manufacturer’s brand name and number, RFQ number and item reference. Requests for return of samples must be received with the sample and shall include return instructions with shipping authorization and name of carrier. If these instructions are not received, the commodities shall be disposed of by Palm Beach County at its discretion. 6. AS SPECIFIED A purchase order or term contract delivery order (DO) will be issued to the successful vendor with the understanding that all items delivered must meet the specifications herein. Palm Beach County will return, at the expense of the successful vendor, items not delivered as specified. At the option of Palm Beach County, item(s) from any delivery may be submitted to an independent testing laboratory to determine conformity to respective specifications. Vendors shall assume full responsibility for payment of any and all charges for testing and analysis of any product offered or delivered that does not conform to the minimum required specifications. 7. ADDITIONAL QUANTITIES For a period not exceeding six (6) months from the date of award, Palm Beach County reserves the right to purchase from the successful vendor any amount of additional items at the prices in response to this RFQ and under the same Terms and Conditions. If the supply of additional quantities is not acceptable to the vendor, the response page must be noted "RFQ is for specified quantity only." Page 3 of 4 8. INFORMATION AND DESCRIPTIVE LITERATURE (Brand Name “or equal”) Unless otherwise stated in these specifications, any manufacturer’s names, trade names, brand names, information or catalog numbers listed in this specification are for information and not intended to limit competition. When the phrase “or equal” is used, the vendor may offer any brand/manufacturer for which they are an authorized dealer/distributor/reseller, which meets or exceeds the specifications for any item listed. Vendor shall enter the manufacturer and manufacturer part number on the response page. If a vendor enters “as specified”, “same as above”, or any wording other than the manufacturer and model number, and does not fill in the manufacturer offered and model number offered for any item, the RFQ shall be rejected. Unless offering the specified manufacturers(s)/model(s), the vendor shall submit with their response, manufacturer cut sheets, sketches, descriptive literature and/or complete specifications for said item(s). Literature shall provide sufficient detail to verify compliance to specifications. The failure of the descriptive literature to show that the item(s) offered conforms to the requirements of this solicitation shall result in the rejection. Reference to literature submitted with a previous RFQ/bid or literature which has been created by any entity other than the manufacturer shall not satisfy this provision. The County reserves the sole right to determine acceptance of offered item (s) as an approved equal. Note: At the sole discretion of Palm Beach County, samples may be requested, after submittal, to complete and/or verify compliance to specifications. 9. WARRANTY The successful vendor shall furnish factory/manufacturer warranty on all equipment furnished hereunder against defect in materials and/or workmanship. The factory/manufacturer warranty shall become effective on the date of delivery and acceptance by Palm Beach County. Should any defect in materials or workmanship, excepting ordinary wear and tear, appear during the above stated warranty period, the successful vendor shall repair or replace same at no cost to Palm Beach County. 10. SBE ORDINANCE Item 1 - Policy It is the policy of the Board of County Commissioners of Palm Beach County, Florida, that SBE(s) have the maximum practical opportunity to participate in the competitive process of supplying goods and services to the County. To that end, the Board of County Commissioners adopted a Small Business Ordinance which is codified in Sections 2-80.21 through 2-80.34 (as amended) of the Palm Beach County Code, which sets forth the County’s requirements for the SBE program, and is incorporated in this solicitation. Compliance with the requirements contained in this section shall result in a vendor being deemed responsive to SBE requirements. The provisions of this Ordinance are applicable to this solicitation, and shall have precedence over the provisions of this solicitation in the event of a conflict. Item 2 – Contract Award Criteria For purchases made as a result of this solicitation, the County shall make an award to the vendor who is certified as a small business with Palm Beach County and who is within 10% of the lowest responsive, responsible vendor, providing that the small business is also deemed responsive and responsible to the terms and conditions of the solicitation. Item 3 - SBE Certification Only those firms certified as a small business enterprise by Palm Beach County at the time responses are due shall be counted toward the established SBE goals. Upon receipt of a complete application, IT TAKES UP TO NINETY (90) DAYS TO BECOME CERTIFIED AS AN SBE WITH PALM BEACH COUNTY. It is the responsibility of the vendor to confirm the certification of any proposed SBE; therefore, it is recommended that vendors visit the on-line Vendor Directory at www.pbcgov.org/osba to verify SBE certification. Item 4 - Decertification As part of the consideration for award under the SBE Ordinance, any firm/proposer decertified by Palm Beach County shall be considered non-responsive to the SBE requirements. Page 4 of 4 SPECIFICATIONS RFQ #101411-048/CC PURPOSE AND INTENT The sole purpose and intent of this Request for Quotation is to secure firm fixed pricing for the purchase of Polycarbonate Sheets, Clear Lexan, Bullet Proof, Makrolon Hygard CG500, or equal, for the PBC Parks & Recreation. GENERAL Product offered shall be Makrolon Hygard CG500, or equal. Equivalent product shall substantially meet the specifications of the stated brand name as well as the salient characteristics noted below. Size: Thickness: Color: 48”W X 96”L 1/2” Clear Product Offered shall be: • • • • Bullet proof. Light weight. Heat resistant of 270 degrees Fahrenheit at 264 psi. Impact resistant and impact strength of 12 to 16 foot pounds per inch, and absorb very little moisture. Successful Vendor Responsibilities: The successful vendor shall be responsible to deliver the polyethylene sheets to the Parks & Recreation Warehouse, 2700 6th Ave. South, Lake Worth, FL 33461. County’s Acceptance: Payment shall be rendered only upon the County’s acceptance of said products. Acceptance is defined as delivery of the product followed by a signature from warehouse staff.
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