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HomeMy WebLinkAboutDocumentation_Regular_Tab 03_1/11/2024 Agenda Item #3. Regular Council STAFF MEMO Meeting: Regular Council - Jan 11 2024 Staff Contact: Marjorie Craig, Utilities Director Department: Utilities Consider Approval of an Agreement with Vermeer Southeast Sales & Services, Inc. for Purchase of Vermeer LP573XDT Vacuum Excavator through the Florida Sheriff's Association Contract for a Cost of$72,772 . - The Village of Tequesta Utilities Department (UD) recommends approval of an agreement with Vermeer Southeast Sales & Services, Inc. to purchase a Vermeer LP573XDT Vacuum Excavator through the Florida Sheriff's Association contract for a total cost of $72,772. The equipment will be used by the UD's Water Distribution and Stormwater Division. Vacuum excavation is a non-destructive digging method that is safer and faster compared to traditional digging methods. The vacuum excavator will allow safe digging, avoiding damage to other utility lines, while repairing water mains and service lines. It will also be used to clean stormwater structures such as catch basins and manholes to remove sediment/contaminants. To ensure the lowest possible price, the Village is piggybacking the current Florida Sheriff's Association contract awarded to various vendors (including Vermeer Southeast Sales & Services, Inc.). The vendor selection by the Sheriff's Association & Florida Association of Counties was completed through a competitive selection process. Please see the budget table below for the Operating Expenditure Budget, Renewal & Replacement, Equipment under 401-411-664.600: EQUIPMENT FY23/24 Budget Encumbered This Request Additional Budget Request New Vermeer LP573XDT $75,000 $0 $72,772 $0 Vacuum Excavator TOTAL $75,000 $0 $72,772 $0 This document and any attachments may be reproduced upon request in an alternative format by completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561- 768-0443. BUDGET • - • BUDGET AMOUNT $75,000 AMOUNT AVAILABLE EXPENDITURE AMOUNT: $75,000 $72,772 Page 61 of 428 Agenda Item #3. FUNDING SOURCES: 401-411-664.600 IS THIS A PIGGYBACK: ❑x Yes ❑ N/A DID YOU OBTAIN 3 QUOTES? ❑x Yes ❑ N/A QUOTE 1 - BUSINESS NAME N/A QUOTE AMOUNT N/A QUOTE 2 - BUSINESS NAME N/A QUOTE AMOUNT N/A QUOTE 3 - BUSINESS NAME N/A QUOTE AMOUNT N/A COMMENTS/EXPLANATION ON SELECTION Competitive selection process completed by Florida Sheriff's Association Contract POTENTIAL MOTION / DIRECTI• REQUESTED: The Utilities Department recommends approval of this agenda item. 23-1204.VOT Vermeer Vacuum Excavator through FSA Purchasing contractor signed (002) Vermeer Exhibit A 2023.12.UD.Vermeer Exhibit B Page 62 of 428 Agenda Item #3. VILLAGE OF TEQUESTA AGREEMENT FOR THE PURCHASE OF VERMEER LP573XDT VACUUM EXCAVATOR THROUGH THE FLORIDA SHERIFFS ASSOCIATION COOPERATIVE PURCHASING PROGRAM THIS AGREEMENT FOR THE PURCHASE OF a Vermeer LP573XDT Vacuum Excavator is entered into and effective this 4th day of December, 2023 (the"Effective Date"), by and between the VILLAGE OF TEQUESTA, a Florida municipal corporation with offices located at 345 Tequesta Drive, Tequesta, Florida 33469, organized and existing in accordance with the laws of the State of Florida, hereinafter the "Village"; and Venneer Southeast Sales & Service, INC., a Florida Corporation with offices located at 1060 West Industrial Avenue, Boynton Beach, Florida 33426 hereinafter the "Seller" and collectively with the Village, the "Parties". WITNESSETH The Village and the Seller, in consideration of the mutual covenants contained herein and for other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged by both Parties, hereby agree as follows: 1. DESCRIPTION OF GOODS: The Parties hereby agree to enter into this Agreement and piggyback for the goods at the unit prices described in the Florida Sheriff's Association FSA23-EQU21.0: Equipment cooperative purchasing program. Said contract, including its terms, conditions, specifications, and attached exhibits/amendments, are hereby fully incorporated into this Agreement and are attached hereto as "Exhibit A". Seller shall transfer and deliver to the Village, and the Village shall accept, a Vermeer LP573XDT Vacuum Excavator, hereinafter the "Goods," pursuant to all applicable statutory, licensing and Village code requirements. Seller hereby agrees and acknowledges that the Goods must fully conform to this Agreement and that no substitutions will be permitted in the Goods or their materials for how they are described in this Agreement FSA23-EQU21.0. Failure of the Seller to adhere to any portion of this Agreement, including but not limited to the quantity, quality, or materials of the Goods used shall constitute a fundamental breach under this Agreement. 2. COMPENSATION: In consideration for the Goods described in greater detail above, pricing shall be pursuant to the prices provided in the price sheet attached hereto as Page 1 of 9 Page 63 of 428 Agenda Item #3. "Exhibit B". In consideration for the above-described Goods the Village shall pay the Seller a total amount not to exceed seventy-two thousand seven hundred and seventy-two dollars ($72,772.00). Payment shall be within 30 days of the Village's receipt of the Goods. The goods shall be delivered in a manner and location acceptable to the Village on or before January 31 st, 2024, the"Performance Date". 3. CHANGE ORDERS: Seller is aware that price and time are of the essence in this contract and that prompt and timely performance of all such obligations is strictly required. If conditions change that would require an increase in price, scope, or time for performance Seller must notify the Village in writing detailing the conditions that have changed and requesting a change order to the contract within 30 days prior to the performance date "Change Order Deadline". Change orders submitted after the change order deadline will not be considered. Seller shall not proceed with any change to its obligations under a change order request unless documented in a Change Order executed by both Parties. If Seller requests a change order prior to the change order deadline Village at its discretion may accept the change order as is or with modifications, deny the change order, re-advertise and re-solicit providers for the required goods or services or terminate this contract. If the Village elects to re-advertise and re-solicit the need for goods or services the Village will have 30 days "Solicitation Period" in which to accept the contemplated change order or terminate this contract. At any time after execution of this Agreement but prior to Seller's delivery of the Goods,the Village reserves the right at its discretion to change, modify, revise add, or remove any part of its order for the Goods as described by this Agreement and any Exhibits, if applicable. If any such change to the Village's order causes an increase or decrease in the cost of the Goods or causes a change in the time required for delivery of the Goods, the Village shall make an equitable adjustment in the contract price, the delivery schedule, or both. Any change to the Village's order for the Goods and any subsequent equitable adjustment to the terms of this Agreement shall be effectuated through a written Amendment to this Agreement as executed by both Parties pursuant to Section 17 of this Agreement. 4. DELIVERY, RISK OF LOSS: Unless otherwise stated inFSA23-EQU21.0, the Seller shall deliver the Goods by January 31st, 2024 FOB (Free on Board)Destination. The Village shall have the right to change the date of delivery with 10 days written notice. The Parties mutually agree that time is of the essence. The Seller assumes responsibility for the Goods, and all risk of damage, loss, or delay of the Goods until the Goods are delivered to or collected by the Village. Page 2 of 9 Page 64 of 428 Agenda Item #3. Once the Goods have been delivered to or collected by the Village, the Village assumes all responsibility for and risk of damage to such Goods. 5. RIGHT TO INSPECTION: The Village shall have the right to inspect the Goods upon their delivery. If the Goods fail to conform to the specifications of this Agreement,the Village shall have 30 days to inform the Seller of any defect or other nonconformity found within the Goods. Notice of nonconformity may be made in accordance with Section 5 of this Agreement or through another method agreed upon by the Parties. Upon the Seller's receipt of a notice of nonconformity, the Seller shall have 30 days to cure said nonconformity. If the Seller fails to cure within said time, the Seller shall be considered in default and the Village shall have the right to terminate this Agreement pursuant to Section 5. and shall have the right to any other legal or equitable remedy available. 6. TERMINATION; NOTICE: This Agreement may be terminated by either party upon 30 days written notice to the other party prior to the performance date. Notice shall be considered sufficient when sent by certified mail or hand-delivered to the Parties during regular business hours at the following addresses: Village Seller Village of Tequesta Vermeer Southeast Sales & Service, Inc. 345 Tequesta Drive 2824 NW 23rd Boulevard Tequesta, FL 33469-0273 Gainesville, FL 32605 Attn: Utilities Department 7. INSURANCE: The Seller shall provide proof of insurance in connection with the shipment of the Goods in such amounts as deemed sufficient by the Village. The Seller shall also name the Village as an"additional insured" on the liability portion of the insurance policy. 8. INDEMNIFICATION: The Seller shall at all times indemnify, defend and hold harmless the Village, its agents, servants, and employees, from and against any claim, demand, or cause of action of whatsoever kind or nature, arising out of error, omission, negligent act, conduct, or misconduct of the Seller, its agents, servants, or employees in the delivery of the Goods under this Agreement. Nothing contained in this provision shall be construed or interpreted as consent Page 3 of 9 Page 65 of 428 Agenda Item #3. by the Village to be sued, nor as a waiver of sovereign immunity beyond the waiver provided in Section 768.28,Florida Statutes. 9. WARRANTIES AND REPRESENTATIONS: The Seller hereby warrants and represents to the Village that: (a) The Seller has the requisite power and authority to execute and deliver this Agreement and to perform its obligations hereunder; (b) The Seller is the true and lawful owner of the Goods conveyed by this Agreement and has full power to convey such goods, and the title so conveyed is free, clear, and unencumbered; and (c) The Goods delivered pursuant to this Agreement are merchantable, free from defects, whether patent or latent in material or workmanship and fit for the ordinary purposes for which it is intended. (d) The Goods delivered pursuant to this Agreement will, under normal use, be free from defects in material and workmanship and function properly for a reasonable time, but no less than one (1) year unless otherwise provided under the given manufactures warranty or the FSA23-EQU21.0: Equipment agreement. 10. PUBLIC ENTITIES CRIMES ACT: As provided in Sections 287.132-133, Florida Statutes, by entering into this Agreement or performing any work in furtherance hereof, the Seller certifies that it, its affiliates, suppliers, subcontractors, and consultants who will perform hereunder, have not been placed on the convicted vendor list maintained by the State of Florida Department of Management Services within thirty-six(36)months immediately preceding the date hereof. This notice is required by Section 287.133(3)(a), Florida Statutes. 11. INSPECTOR GENERAL: Pursuant to Article XII of the Palm Beach County Charter, the Office of the Inspector General has jurisdiction to investigate municipal matters, review and audit municipal contracts, and other transactions, and make reports and recommendations to municipal governing bodies based on such audits, reviews, or investigations. All parties doing business with the Village shall fully cooperate with the inspector general in the exercise of the inspector general's functions, authority, and power. The inspector general has the power to take sworn statements, require the production of records, and to audit, monitor, investigate and inspect the activities of the Village, as well as contractors and lobbyists of the Page 4 of 9 Page 66 of 428 Agenda Item #3. Village to detect, deter, prevent, and eradicate fraud, waste, mismanagement, misconduct, and abuses. 12. E-VERIFY ELIGIBILITY. The Seller warrants and represents that it is in compliance with Section 448.095, Florida Statutes, as may be amended. No later than January 1, 2021,the Seller shall: (1)register with and use the E-Verify System(E-Verify.gov)to electronically verify the employment eligibility of all newly hired workers, and (2) verify that all of the Seller's subconsultants performing the duties and obligations of this Agreement are registered with and use the E-Verify System to electronically verify the employment eligibility of all newly hired workers. The Seller shall obtain from each of its sub-consultants an affidavit stating that the sub-consultant does not employ, contract with, or subcontract with an Unauthorized Alien, as that term is defined in Section 448.095(l)(k), Florida Statutes, as may be amended. The Seller shall maintain a copy of any such affidavit from a sub-consultant for, at a minimum, the duration of the subcontract and any extension thereof. This provision shall not supersede any provision of this Agreement that requires a longer retention period. The Village shall terminate this Agreement if it has a good faith belief that the Seller has knowingly violated Section 448.09(1), Florida Statutes, as may be amended.If the Seller has a good faith belief that the Seller's subconsultant has knowingly violated Section 448.09(l), Florida Statutes, as may be amended, the Village shall notify the Seller to terminate its contract with the sub-consultant and the Seller shall immediately terminate its contract with the sub-consultant. In the event of such contract termination,the Seller shall be liable for any additional costs incurred by the Village as a result of the termination. 13. SCRUTINIZED COMPANIES: For Contracts under $1M, the Seller certifies that it is not on the Scrutinized Companies that Boycott Israel List created pursuant to Section 215.4725, Florida Statutes and that it is not engaged in a boycott of Israel. The Village may terminate this Agreement at the Village's option if the Seller is found to have submitted a false certification as provided under Section 287.135(5), Florida Statutes, if the Seller has been placed on the Scrutinized Companies that Boycott Israel List created pursuant to Section 215.4725, Florida Statutes, or if Seller is engaged in a boycott of Israel. For Contracts over $1M, the Seller certifies that it is not on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List created pursuant to Section 215.4725, Florida Statutes. The Seller further certifies that it is not engaged in a boycott of Israel and that it does not have business operations Page 5 of 9 Page 67 of 428 Agenda Item #3. in Cuba or Syria, as similarly provided in Section 287.135, Florida Statutes. The Village may terminate this Agreement at the Village's option if the Seller is found to have submitted a false certification as provided under Section 287.135(5),Florida Statutes or if the Seller has been placed on one of the aforementioned lists created pursuant to Section 215.4725, Florida Statutes. Additionally, the Village may terminate this Agreement at the Village's option if the Seller is engaged in a boycott of Israel or has been engaged in business operations in Cuba or Syria, as defined in Section 287.135,Florida Statutes. 14. ATTORNEY'S FEES: In the event, a dispute arises concerning this Agreement, the prevailing party shall be awarded attorney's fees, including fees on appeal. 15. FORCE MAJEURE: The Seller shall not be considered in default by reason of any failure in performance under this Agreement if such failure arises out of causes reasonably beyond the control of the Seller or its subcontractors and without their fault or negligence. Such causes include but are not limited to: acts of God; acts of war;natural or public health emergencies; labor disputes; freight embargoes; and abnormally severe and unusual weather conditions. 16. CHOICE OF LAW, VENUE: This Agreement shall be governed and construed in accordance with the laws of the State of Florida, and venue shall be in Palm Beach County should any dispute arise with regard to this Agreement. 17. AMENDMENTS AND ASSIGNMENTS: This Agreement, all Exhibits attached hereto, and required insurance certificates constitute the entire Agreement between both Parties; no modifications shall be made to this Agreement unless in writing, agreed to by both Parties, and attached hereto as an addendum to this Agreement. The Seller shall not transfer or assign the provision of the Goods called for in this Agreement without the prior written consent of the Village. 18. PUBLIC RECORDS: In accordance with Section 119.0701,Florida Statutes, the Seller must keep and maintain this Agreement and any other records associated therewith and that are associated with the delivery of the Goods as described above. Upon request from the Village's custodian of public records,the Seller must provide the Village with copies of requested records, or allow such records to be inspected or copied, within a reasonable time in accordance with access and cost requirements of Chapter 119, Florida Statutes. A Seller who fails to provide the public records to the Village, or fails to make them available for inspection or copying, within a reasonable time may be subj ect to attorney's fees and costs pursuant to Section 119.0701,Florida Statutes, and other penalties under Section 119.10, Florida Statutes. Further, the Seller shall Page 6 of 9 Page 68 of 428 Agenda Item #3. ensure that any exempt or confidential records associated with this Agreement or associated with the delivery of the Goods contemplated herein are not disclosed except as authorized by law for the duration of the Agreement term, and following completion of the Agreement if the Seller does not transfer the records to the Village. Finally,upon completion of the Agreement, the Seller shall transfer, at no cost to the Village, all public records in possession of the Seller, or keep and maintain public records required by the Village. If the Seller transfers all public records to the Village upon completion of the Agreement, the Seller shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Seller keeps and maintains public records upon completion of the Agreement,the Seller shall meet all applicable requirements for retaining public records. Records that are stored electronically must be provided to the Village, upon request from the Village's custodian of public records, in a format that is compatible with the Village's information technology systems. IF THE SELLER HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE SELLER'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, PLEASE CONTACT THE VILLAGE CLERK, RECORDS CUSTODIAN FOR THE VILLAGE, AT (561) 768-0685, OR AT 1mcwi11iams(i teguesta.org, OR AT 345 TEQUESTA DRIVE, TEQUESTA, FLORIDA 33469. 19. HEADINGS: The headings contained in this Agreement are provided for convenience only and shall not be considered in construing, interpreting, or enforcing this Agreement. 20. SEVERABILITY: The invalidity or unenforceability of any provision of this Agreement shall not affect the validity or enforceability or any other provision of this Agreement and this Agreement shall be construed and enforced in all respects as if the invalid or unenforceable provision is not contained herein. 21. WAIVER: No waiver by the Village of any provision of this Agreement shall be deemed to be a waiver of any other provisions hereof or of any subsequent breach by the Seller of the same, or any other provision or the enforcement hereof. The Village's consent to or approval of any act requiring the Village's consent or approval of any act by the Seller shall not be deemed to render unnecessary the obtaining of the Village's consent to or approval of Page 7 of 9 Page 69 of 428 Agenda Item #3. any subsequent consent or approval of, whether or not similar to the act so consented or approved. 22. ENTIRE AGREEMENT: This nine-page Agreement and any associates exhibits constitutes the entire agreement between the parties; no modification shall be made to this Agreement unless such modification is in writing, agreed to by both parties, and attached hereto as an addendum to this Agreement. 23. AUTHORITY TO OBLIGATE: Each person signing this agreement on behalf of either Party individually warrants that he or she has the full legal power to execute this agreement on behalf of the Party for whom he or she is signing and bind and obligate such party with respect to all provisions contained in this agreement. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first above written. WITNESSES: Vermeer Southeast Sales & Service, INC. By: Title: (Corporate Seal) Page 8 of 9 Page 70 of 428 Agenda Item #3. ally subsequent consent or approval of, whether or not similar to the act so consented or approved. 22. ENTIRE AGREEMENT•, This nine-page Agreement and any associates exhibits constitutes the entire agreement between the parties; no modification shall be made to this Agreement unless such modification is in writing, agreed to by both parties, and attached hereto as an addendum to this Agreement. 23. AUTHORITY TO OBLIGATE: Each person signing this agreement on behalf of either Party individually warrants that he or she has the full legal power to execute this agreement on behalf of the Party for whom he or she is signing and bind and obligate such party with respect to all provisions contained in this agreement. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK] IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and year first above written. WITNESSES: Vermeer Southeast Sales & Service, INC. "JI-1 704240�7 4 _ 1 I3y: Mark Miller Title:vice President Page 8 of 9 Page 71 of 428 Agenda Item #3. VILLAGE OF TEQUESTA Digitally signed by Jeremy Allen Jeremy A I I e n Date:2023.12.05 09:17:46 -05,00, By: Jeremy Allen,Village Manager Village of Tequesta Page 9 of 9 Page 72 of 428 Agenda Item #3. JEXHIBIT A FSA Cooperative Purchasing Program F LO RI DA SHERIFFS ASSOCIATION COOPERATIVE PURCHASING PROGRAM rYf eA � ♦..owi,� ^ FSA23-EQU21.0: Equipment Final Award Contract Packet Page 73 of 428 Agend tem,##3. Protecting,Leading&Uniting...since 7893 FLORIDA SHERIFFS ASSOCIATION s 9 p? A 2617 Mahan Drive,Tallahassee,Florida 32308 p:(850)877-2165 �A P.O.Box 12519•Tallahassee,Florida 32317-2519 f:(850)878-8665 www.Rsheriffs.org O G Notice of Final Award FSA23-EQU21.0: Equipment Date: October 1, 2023 To: Bidders and Purchasers From: Hugh Oliver, Cooperative Purchasing Program Manger Re: Notice of Final Award for FSA23-EQU21.0: Equipment Florida Sheriffs Association (FSA) has completed its 21st year of the cooperative purchasing equipment contract. FSA is issuing the Notice of Final Award for contract FSA23-EQU21.0: Equipment that will be effective from October 1, 2023,through September 30, 2025.This year's bid included 453 items.The contract will offer construction, material handling,transportation, all-terrain and utility vehicles, and grounds care equipment. The competitive process for this award began in May 2023,when stakeholders were surveyed regarding procurement needs. Items were added based on survey results and the Fleet Advisory Committee's review of products. An advertisement for the Invitation to Bid was published in the Florida Administrative Weekly, as well as the State of Florida's Office of Supplier Diversity and the FSA websites. On May 5, 2023, a direct notification was sent to 716 prospective bidders to participate in a voluntary bidder workshop.The ITB advertisement resulted in 149 pre-bid attendees or waivers. Of these respondents, 85 submitted bids and 78 qualified. FSA has identified intended awardees in the attached Final Award Report.The Final Award Report shows up to three lowest bidders per item, per zone. The Florida Sheriffs Association Cooperative Purchasing Program has followed the Contract Terms and Conditions for this procurement. Bidders that become awarded vendors are governed by their manufacturer agreements and the Contract Terms and Conditions. Contract pricing will be extended and guaranteed to the Florida Sheriffs Association, any unit of local government, political subdivision or agency of the State of Florida, or to other entities approved by manufacturers to buy from this contract, which can include out-of-state sales. Vendors that wish to extend contract pricing to entities other than those defined here are governed by their manufacturer's agreement. All purchasers are bound by state law, local ordinances, rules, and regulations for purchases made under this contract. Page 74 of 428 Agenda Item #3. 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H h c x m x x x x m o o LL > > > > > > > > > > > > > > 1Ft >> >> >> >> >> >> >> >>.F2 > > > > > Page 82 of428 Agenda Item #3. FSA Cooperative Purchasing Program FLORIDA SHERIFFS ASSOCIATION COOPERATIVE PURCHASING PROGRAM �. - �� N'Cy.�� tl �., FSA23-EQU21.0: Equipment Final Award Report Page 83 of 428 Agenda Item $2. \ / ■ LL k ( ( \ ( � _ _ _ _ o O O O O 2 2 2 2 2 m 2 I I I \ / / / / % 3 4 4 y a w a w C ) a 3 \ \ \ \ f 2 u \ 0 a e \ A \ LL 4 g 2 G 2 4- o M M a o e e a e E # 4- 4-1 4- § / / / / / 5 y g y LL j E \ \ \ \ > 2 0 $ $ $ $ ƒ 0 2 E E E E ) e / > \ > $ $ o e n § ƒ ( \ \ > ƒ / � / 3 » » » \CD \ 2 ( ( ( ( co § E $ E \ \ \ \ ® 4- § \ \ \ M E a) 2 \ < _ 7 2LL } k \ M � LU 2 / / e u a) / ƒ 00 j \ 0 § § 0 \ \ \ \ 2 m uCD Page 84 0 428� Agenda Item #3. FSA Cooperative Purchasing Program FLORIDA SHERIFFS ASSOCIATION COOPERATIVE PURCHASING PROGRAM �. - �� N'Cy.�� tl �., FSA23-EQU21.0: Equipment How to Order Page 85 of 428 Agenda Item#3. O Q� C � a E � O N +' N E L o = ' E O E i cn cn O i i > U U O O � � � O O � Q O O a2 u 01 Q O a u Zi O O � O- V > O E � O E c". ii u 'u a L3N o = ,z w i Page 86 of 428 Agenda Item #3. FSA Cooperative Purchasing Program FLORIDA SHERIFFS ASSOCIATION COOPERATIVE PURCHASING PROGRAM �. - �� N'Cy.�� tl �., FSA23-EQU21.0: Equipment Awarded Vendor Contract Signature Pages Page 87 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Florida Sheriffs Association (FSA) has completed its 21st year of the cooperative purchasing equipment contract. FSA is issuing the Notice of Final Award for contract FSA23-EQU21.0: Equipment that will be effective from October 1, 2023, through September 30, 2025.This year's bid included 453 items.The contract will offer construction, material handling,transportation, and grounds care equipment. The following pages are the submitted contract signature pages from the awarded vendors.The contract signature page is submitted within the Bidder Qualification Packet for the bid. By submitting a response to this Invitation to Bid and signing this form,the bidder declares that he or she has read, and the company understands, accepts and will comply with the terms, conditions and specifications of this bid and any addenda issued.The failure or omission to review this document shall in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid. The bidder further declares that no other persons other than the authorized agent herein named has any interest in this bid or in the contract to be taken, and that it is made without any connection with any other person or persons making proposal for the same article and is in all respects fair and without collusion or fraud. The bidder further declares that they have carefully examined the specifications and is thoroughly familiar with its provisions and with the quality,type and grade of materials required. The bidder further declares that they have provided a discount on all factory options included in this bid, and such discount will be included in all purchase orders. The contract signature page may be handwritten or signed digitally.The forms that contained a digital signature have been noted as such. Page 88 of 428 Agenda Item #3. FLORIDA ' SXfAIFFS ASSOLIAtINN I ' CONTRACT SIGNATURE FORM By submitting a response to this Invitation to Bid and signing this form,the Bidder declares that he or she has read, and the company understands, accepts and will comply with the terms, conditions and specifications of this bid and any addenda issued.The failure or omission to review this document shall in no way relieve the authorized agent of obligations with respect to this bid.The submission of a bid and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid. The Bidder further declares that no other persons other than the authorized agent herein named has any interest in this bid or in the contract to be taken, and that it is made without any connection with any other person or persons making proposal for the same article, and is in all respects fair and without collusion or fraud. The Bidder further declares that they have carefully examined the specifications and is thoroughly familiar with its provisions and with the quality,type and grade of materials required. The Bidder further declares that they have provided a discount on all factory options included in this bid, and such discount will be included in all purchase orders. The Bidder further declares that the company understands the financial responsibility associated with this bid as stated and further declares that it has the ability to meet the financial responsibility associated with this bid. The Bidder further declares that the company will furnish the items awarded for the price bid. FSA Contract Number FSA23-EQU21.0: Equipment Bidder Company Name Vermeer Southeast Sales&Service Inc. Business Address 428 Ocoee Apopka Road,Ocoee FL 34761 Name of Authorized Agent Dan Rockefeller Email address of authorized agent danrockefeller@vermeersoutheast.com Signature pan Rockefeller Digitally signed by Dan Rockefeller Date: 2023.08.30 10:11 :50 -04 00 Date 08/30/2023 FSA Contract Number FSA23-EQU21.0: Equipment Bidder Company Name Vermeer Southeast Sales&Service Inc. Page 89 of 428 Agenda Item #3. FSA Cooperative Purchasing Program FLORIDA SHERIFFS ASSOCIATION COOPERATIVE PURCHASING PROGRAM �. - �� N'Cy.�� tl �., FSA23-EQU21.0: Equipment Terms & Conditions Page 90 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions Table of Contents 1.0 GENERAL CONDITIONS.............................................................................................................. 5 1.01 BID CORRESPONDENCE................................................................................................. 5 1.02 PURPOSE ....................................................................................................................... 5 1.03 TERM OF CONTRACT..................................................................................................... 5 1.04 JURISDICTION................................................................................................................ 5 1.05 SHERIFF AS COUNTY CONSTITUTIONAL OFFICER ......................................................... 5 1.06 FUNDING....................................................................................................................... 6 1.07 CURRENCY..................................................................................................................... 6 1.08 GENERAL DEFINITIONS.................................................................................................. 6 1.09 ELIGIBLE PURCHASERS OF CONTRACT.......................................................................... 8 1.10 LEGAL REQUIREMENTS................................................................................................. 8 1.11 PATENTS & ROYALTIES.................................................................................................. 9 1.12 FEDERAL AND STATE STANDARDS................................................................................ 9 1.13 UNDERWRITERS' LABORATORIES ................................................................................. 9 1.14 AMERICANS WITH DISABILITIES ACT ............................................................................ 9 1.15 REASONABLE ACCOMMODATION ................................................................................ 9 1.16 DISADVANTAGED BUSINESSES...................................................................................... 9 1.17 ANTI-DISCRIMINATION ............................................................................................... 10 1.18 BEST COMMERCIAL PRACTICES .................................................................................. 10 1.19 PUBLIC ENTITY CRIMES (PEC)...................................................................................... 10 1.20 TAX EXEMPTION.......................................................................................................... 10 1.21 ORDER OF PRECEDENCE IN THE EVENT OF CONFLICT................................................ 11 1.22 COMMUNICATIONS .................................................................................................... 11 1.23 CLARIFICATION AND ADDENDA.................................................................................. 11 1.24 SIGNED BID CONSIDERED AN OFFER .......................................................................... 12 1.25 ASSIGNMENT OF CONTRACT...................................................................................... 12 1.26 TERMINATION OF PRODUCT LINE............................................................................... 12 1.27 DEMONSTRATION OF COMPETENCY.......................................................................... 12 1.28 VENDOR ABILITY TO PERFORM................................................................................... 13 Page 1 Page 91 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions 1.29 FINANCIAL RESPONSIBILITY........................................................................................ 13 1.30 QUALITY AND SAFETY ................................................................................................. 13 1.31 NONCONFORMANCE .................................................................................................. 14 1.32 GRATUITIES ................................................................................................................. 14 1.33 TIE BIDS....................................................................................................................... 14 1.34 RIGHT TO AUDIT.......................................................................................................... 14 1.35 LICENSES AND PERMITS.............................................................................................. 15 1.36 PERFORMANCE BONDS............................................................................................... 15 1.37 ELIMINATION FROM CONSIDERATION ....................................................................... 15 1.38 INDEPENDENT PREPARATION..................................................................................... 15 1.39 DEFAULT...................................................................................................................... 16 1.40 PROTESTS AND ARBITRATION..................................................................................... 16 1.41 NONPERFORMANCE ................................................................................................... 17 1.42 SEVERABILITY.............................................................................................................. 18 1.43 TERMINATION FOR CAUSE.......................................................................................... 18 1.44 TERMINATION WITHOUT CAUSE................................................................................ 18 1.45 CONTRACT ADVERTISEMENT AND USE OF FSA LOGO................................................ 19 2.0 BIDDER INSTRUCTIONS........................................................................................................... 20 2.01 QUALIFICATION........................................................................................................... 20 2.02 LICENSING AND FACILITIES ......................................................................................... 20 2.03 INSURANCE AND INDEMNIFICATION.......................................................................... 21 2.04 SPECIFICATIONS .......................................................................................................... 23 2.05 SEALED BIDS................................................................................................................ 23 2.06 MISTAKES.................................................................................................................... 23 2.07 EXCEPTIONS ................................................................................................................ 23 2.08 EQUIVALENTS.............................................................................................................. 23 2.09 MANDATORY PRE-BID MEETING ................................................................................ 24 2.10 PRICES QUOTED- HEAVY TRUCKS AND BUSES AND EQUIPMENT INVITATIONS TO BID 24 2.11 PRICES QUOTED- PURSUIT, ADMINISTRATIVE AND OTHER VEHICLES INVITATION TO BID............................................................................................................................... 24 Page 2 Page 92 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions 2.12 PURSUIT, ADMINISTRATIVE, AND OTHER VEHICLES CONTRACT COST-PLUS-PERCENT PRICING....................................................................................................................... 25 2.13 OPTION PRICING - EQUIPMENT INVITATION TO BID................................................. 26 2.14 OPTION PRICING - HEAVY TRUCKS AND BUSES AND PURSUIT, ADMINISTRATIVE AND OTHER VEHICLES INVITATIONS TO BID....................................................................... 27 2.15 EMERGENCY LIGHTS AND SIRENS............................................................................... 28 2.16 BID SUBMISSION ......................................................................................................... 29 2.17 ZONE BIDDING ............................................................................................................ 30 2.18 EXECUTION OF BID...................................................................................................... 30 2.19 MODIFICATION OR WITHDRAWALS OF BIDS.............................................................. 30 2.20 LATE BIDS.................................................................................................................... 30 2.21 BID OPENING............................................................................................................... 30 2.22 DETERMINATION OF RESPONSIVENESS...................................................................... 31 2.23 RESPONSIBLE BIDDER CRITERIA.................................................................................. 31 2.24 BASIS FOR AWARD...................................................................................................... 31 2.25 BID TABULATIONS....................................................................................................... 32 2.26 MINOR IRREGULARITIES/RIGHT TO REJECT................................................................ 32 2.27 CONE OF SILENCE........................................................................................................ 32 3.0 CONTRACT CONDITIONS......................................................................................................... 33 3.01 GENERAL REQUIREMENTS.......................................................................................... 33 3.02 STATEMENT OF AUTHORITY....................................................................................... 33 3.03 VENDOR CONTACT INFORMATION............................................................................. 33 3.04 ADDITIONS OR DELETIONS.......................................................................................... 33 3.05 CONTRACT EXTENSION ............................................................................................... 33 3.06 PRICE ADJUSTMENT.................................................................................................... 34 3.07 CONDITIONS................................................................................................................ 34 3.08 PRODUCTION CUTOFF ................................................................................................ 35 3.09 FACILITIES.................................................................................................................... 35 3.10 PURSUIT RATED VEHICLES & MOTORCYCLES ............................................................. 35 3.11 SPECIAL SERVICE VEHICLES......................................................................................... 35 3.12 CAB AND CHASSIS PURCHASES................................................................................... 35 Page 3 Page 93 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions 3.13 FACTORY-INSTALLED OPTIONS................................................................................... 35 3.14 VENDOR-INSTALLED OPTIONS.................................................................................... 36 3.15 NON-SCHEDULED OPTIONS ........................................................................................ 36 3.16 FORCE MAJEURE ......................................................................................................... 36 3.17 PURCHASE ORDERS..................................................................................................... 36 3.18 REGISTRATION, TAG, AND TITLE................................................................................. 37 3.19 DELIVERY..................................................................................................................... 37 3.20 INSPECTION AND ACCEPTANCE.................................................................................. 38 3.21 INVOICING AND PAYMENTS........................................................................................ 38 3.22 WARRANTY.................................................................................................................. 39 3.23 QUARTERLY REPORTS ................................................................................................. 39 3.24 ADMINISTRATIVE FEE.................................................................................................. 39 3.25 LIQUIDATED DAMAGES............................................................................................... 40 AppendixA: Zone Map.............................................................................................................. 42 AppendixB. Bid Calendar.......................................................................................................... 43 AppendixC: ACH Payments ...................................................................................................... 45 AppendixD: Federal Clauses..................................................................................................... 46 Page 4 Page 94 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions 1.0 GENERAL CONDITIONS 1.01 BID CORRESPONDENCE All correspondence regarding this bid should be directed to the Florida Sheriffs Association, "FSA". Please be sure to reference the bid number and title and provide your contact information.Communication for this Invitation to Bid should be identified by contract number and title and directed to: Florida Sheriffs Association Attn:Cooperative Purchasing Program Coordinator 2617 Mahan Drive Tallahassee, FL 32308 E-mail: CPPC@flsheriffs.ors 1.02 PURPOSE The Florida Sheriffs Association invites interested Bidders, including manufacturers and dealers or authorized representatives to submit responses in accordance with these solicitation documents. The FSA Cooperative Purchasing Program will conduct the solicitation process and administer the resulting contract. The purpose of this bid is to establish contracts with manufacturers and manufacturer's authorized dealers for contract terms specified under Section 1.03 for the purchase of items on a "no trade-in basis." 1.03 TERM OF CONTRACT The term for Contracts FSA23-VEL31.0 Pursuit,Administrative and Other Vehicles and FSA23-VEH21.0 Heavy Trucks and Buses shall remain in effect for one year from date of contract execution by the FSA,and may be extended by mutual agreement, at the sole option and discretion of the FSA.The initial term of these contracts begins October 1, 2023,and ends September 30, 2024. The term for Contract FSA23-EQU21.0 Equipment shall remain in effect for two years from date of contract execution by the FSA, and may be extended by mutual agreement,at the sole option and discretion of the FSA.The initial term of this contract begins October 1, 2023, and ends September 30, 2025. Contract extensions will only be executed when the FSA determines, based on then-existing conditions,that it is in the best interest of the FSA and the purchasers to do so. 1.04 JURISDICTION This Agreement shall be governed by and construed in accordance with the laws of the State of Florida. Venue shall lie in the appropriate court in and for Leon County, Florida. 1.05 SHERIFF AS COUNTY CONSTITUTIONAL OFFICER The Offices of the Sheriff in the State of Florida are constitutional offices of the State of Florida. Each has the authority either individually or collectively to execute contracts for all goods and services for the proper conduct of that office.Section 30.53, Florida Statutes,exempts the sheriffs' offices from the provisions of the Florida Statute that would otherwise require sealed and competitive bidding procedures. i Page 5 Page 95 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions The Office of the Sheriff is not required by law to accept the lowest priced proposal and may reject any or all of the proposals without recourse. Bidders are solely responsible for their own bid preparation costs and nothing in this solicitation in any way obligates the participating sheriffs' offices for any payment for any activity or costs incurred by any Bidder in responding to this solicitation. 1.06 FUNDING In the case of certain purchasers, including state agencies,funds expended for the purposes of the contract must be appropriated by the Florida Legislature,the individual participating agency or the agency's appropriating authority for each fiscal year included within the contract period. For such agencies,their performances and obligations to pay for products or services under any resulting contract,or purchase order,are contingent upon such an annual appropriation by the Legislature, individual agency or by the appropriating authority.Therefore, any contract or purchase order with such an agency shall automatically terminate without penalty or termination costs in the event of non-appropriation. 1.07 CURRENCY All transaction amounts, bids,quotes, provisions, payments or any part of this contract relating to currency are to be made in United States Dollars. 1.08 GENERAL DEFINITIONS The terms used in this contract are defined as the following: A. Base Specification:Written descriptions of the minimum requirements for each item or item group developed by the FSA CPP for Bidders to bid on.These item requirements may be unique to FSA CPP and require additional components to the manufacturer's standard item. B. Bid System:The online forum used for the submission of bids and review of bid results for the specifications connected to this Invitation to Bid.VendorLink is the software used for this bid. C. Bidder:A bidder or enterprise that submits a formal bid to the Florida Sheriffs Association Cooperative Purchasing Program in accordance with the Florida Sheriffs Association Cooperative Purchasing Program Terms and Conditions.A bidder,that is not the manufacturer, must be authorized by the manufacturer to market and sell an item for which they are bidding. D. Build sheet:A document from the Bidder that confirms that the item submitted by Bidders meets or exceeds the FSA CPP Base Specification. Build sheets include, but are not limited to,the factory options list and door data plate information for vehicles that include details such as engine size and transmission, paint codes, production date,axle code, etc. E. Dealer:An enterprise authorized by the manufacturer to market,sell, provide,and service the items for the Florida Sheriffs Association Cooperative Purchasing Program. Dealers may be Vendor-owned and controlled, in whole or in part,or independently owned and controlled. F. End User:A term used to distinguish the person who ultimately uses or is intended to use a product or for whom a product is designed for use. Page 6 Page 96 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions G. Factory: Refers to the manufacturer produced products. H. Fleet Advisory Committee (committee):An employee of a sheriff's office or other local governmental agency,or person who FSA CPP identifies as a subject matter expert who assists with the development of bid specifications and evaluation of bid responses.The committee makes recommendations to the FSA CPP and is not responsible for final awards. I. Florida Sheriffs Association Cooperative Purchasing Program (FSA CPP):The entity that administers the Invitation to Bid and contract administration functions for the resulting contract(s). J. Invitation to Bid:A competitive solicitation and award process established through the issuance of an invitation to Bidders,vendors,dealers and manufacturers to submit a price offer on a specific product to be provided.This term shall include the Bid Specifications available to Bidders on the Bid System and references to solicitation documents.The term shall not include requests for proposals, requests for quotes, requests for letters of interest,or the solicitation of purchase orders based on oral or written quotations. K. Manufacturer:The original producer or provider of items offered on this contract. L. Manufacturer's Suggested Retail Price(MSRP): Manufacturer's Suggested Retail Price(MSRP) represents the Manufacturer's recommended retail selling price, list price, published list price,or other usual and customary price that would be paid by the purchaser.The following are acceptable sources of current MSRPs and MSRP Lists for use in submission of the bid solicitation and the resulting contract: a. Manufacturer's Computer Printouts b. Chrome Systems, Inc.'s PC Carbook Plus and PC Carbook Fleet Edition c. Manufacturer's Annual U.S. Price Book d. Manufacturer's official website M. Non-Scheduled Option:Any optional new or unused component,feature or configuration that is not included or listed in the Base Specifications or options provided by the Vendor. N. Production Cutoff:A date used by manufacturers to notify vendors and dealers that the manufacturer has reached maximum capacity for orders or are discontinuing the production of an item.Vehicle manufacturers use this term when referring to any given model year for production. O. Published List Price:A standard "quantity of one" price currently available to government and educational purchasers,excluding cooperative or volume discounts. P. Purchase Order:A request for order from a purchaser to an awarded Vendor for an item that has been awarded on this contract. Purchase Orders placed using this contract formalize the terms and conditions of this contract under which a Vendor furnishes items to a purchaser. Q. Purchaser:A purchaser is an entity that seeks to obtain items awarded on this contract by meeting the eligible user criteria. R. Qualification Packet:This document contains the required forms,attestations,authorizations,and organizational information needed by Bidders to submit a successful and complete bid. Page 7 Page 97 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions S. Terms&Conditions:This document,which serves as the governing Invitation to Bid and contract for the identified FSA CPP Invitation to Bid and resulting contract(s).Standard regulations, processes, procedures, and compliance requirements are identified herein. Bidders complete a qualification packet during the bid process indicating they agree to comply with the Terms&Conditions, and that this will serve as a contract for both parties,should the Bidder(s) receive award. T. Third Party Supplier: Businesses external to a Bidder or Vendor that provide products and services which contribute to the overall finished item in this contract.Third Party Suppliers are contractors under the direction and responsibility of the Bidder or Vendor. U. Vendor:The Bidder(s)that receive award,who agree to provide the contract items that meet the requirements and Base Specifications of the contract.The Vendor must agree to the Terms&Conditions, which will serve as the governing contract. If the Vendor is not the manufacturer,the Vendor must be authorized by the manufacturer to market,sell, provide,and service all awarded items. V. Vendor Installed:A product or service provided by the Vendor or other third party; not the factory. 1.09 ELIGIBLE PURCHASERS OF CONTRACT Awarded bid contract prices,will be extended and guaranteed to the Florida Sheriffs Association, any unit of local government, political subdivision or agency of the State of Florida.This includes, but is not limited to counties, municipalities,sheriffs'offices,clerks, property appraisers,tax collectors,supervisors of elections,school boards or districts,water management districts, other special districts, police and fire departments,emergency response units,state universities and colleges,or other state, local or regional government entities within the State of Florida. Eligible purchaser also includes all Eligible Users as defined in F.A.C. 60A-1.001(2). All purchasers are bound by applicable Federal and State law, local ordinances, rules and regulations for purchases made under this contract. Participating agencies cannot guarantee any order other than those ordered by the individual agency. In addition, awarded bids can be extended and guaranteed to other entities,which can include out-of-state sales, in accordance with Vendors' individual manufacturers' agreements.Vendors that wish to extend contract pricing to entities other than those defined here are governed by their manufacturers'agreements and must agree to the Terms&Conditions. 1.10 LEGAL REQUIREMENTS Federal,State,and local laws,ordinances, rules and regulations, including any applicable motor vehicle dealer laws,that in any manner affect the items covered herein apply. Lack of knowledge by the Bidder of applicable legal requirements will in no way be a cause for relief from responsibility. Bidders have the option to certify that they are willing to accept purchase orders funded in whole or in part with federal funds. By opting in, Bidders certify that they are willing to comply with the requirements outlined in Appendix D upon receipt of a federally funded purchase order.This is not a requirement of the Invitation to Bid or contract. Bidders are not required to opt-in; however,they are required to indicate whether they will opt-in or opt- out of receiving federally funded purchase orders. FSA CPP has taken actions to provide and develop information, materials,and resources for Bidders,Vendors and purchasers that will assist in the use of federal funding with this Page 8 Page 98 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions contract. It is the responsibility of the purchaser to determine compliance for each Vendor, if they wish to use federal funds for purchase or intend to request reimbursements using federal funds. 1.11 PATENTS & ROYALTIES The Bidder/Vendor,without exception,shall indemnify and hold harmless the Florida Sheriffs Association (FSA) and its employees from liability of any nature or kind, including costs and expenses for,or on account of,any copyrighted, patented,or unpatented invention, process,or article manufactured or used in the performance of the contract, including its use by the FSA or a purchaser. If the Bidder/Vendor uses any design, device or materials covered by letters, patent,or copyright, it is mutually understood and agreed,without exception,that the bid prices shall include all royalties or costs in any way arising, directly or indirectly,from the use of such design,device,or materials in any way involved in the work. 1.12 FEDERAL AND STATE STANDARDS It is the intent of FSA CPP that all specifications herein are in full and complete compliance with all Federal and State of Florida laws, requirements, and regulations applicable to the type and class of commodities and contractual services being provided. In addition, any applicable Federal or State legal or regulatory requirements that become effective during the term of the Terms&Conditions, regarding the items and services specifications,safety,and environmental requirements shall immediately become a part of the Terms&Conditions.The Vendor shall meet or exceed any such requirements of the laws and regulations. If an apparent conflict exists,the Vendor shall contact the FSA CPP immediately. 1.13 UNDERWRITERS' LABORATORIES Unless otherwise stipulated in the bid, all manufactured items and fabricated assemblies shall be Underwriters' Laboratories,or U.L., listed or re-examination listing where such has been established by U.L.for the item(s) offered and furnished. 1.14 AMERICANS WITH DISABILITIES ACT To request this material in accessible format,sign language interpreters, information on access for persons with disabilities, or any accommodation to review any document or participate in any FSA sponsored proceeding, please contact FSA Human Resources at(850)877-2165 five business days in advance to initiate your request.TTY users may also call the Florida Relay Service at 711. 1.15 REASONABLE ACCOMMODATION In accordance with the Title II of the Americans with Disabilities Act,any person requiring an accommodation because of a disability at the bid opening must contact the FSA Human Resources at(850)877-2165. 1.16 DISADVANTAGED BUSINESSES As part of the solicitation process FSA CPP makes information publicly available to potentially qualified entities, and conducts additional outreach to qualified: Page 9 Page 99 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions • Small businesses, • Minority-owned small businesses, • Women-owned small business enterprises,and • Disadvantaged business enterprises. FSA CPP takes necessary affirmative steps to ensure that minority businesses,women's business enterprises,and labor surplus area firms are used,when possible, as recommended by 2 C.F.R. §200.321. FSA CPP will: • Evaluate whether small, minority,and women's businesses are potential sources, • Place those qualified small and minority businesses and women's business enterprises on solicitation lists, and • Search the Small Business Administration, Minority Business Development Agency,and Labor Surplus Area reports for additional potential sources. Bidders self-certify in the qualification packet whether they meet the state and federal definitions of a small business, minority-owned small business,women-owned small business enterprise, and disadvantaged business. 1.17 ANTI-DISCRIMINATION The Bidder certifies that they are in compliance as applicable by federal or state law with the non-discrimination clause contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal employment opportunity for all persons without regard to race,color, religion,sex or national origin. 1.18 BEST COMMERCIAL PRACTICES The apparent silence or omission of any description from the specifications shall be regarded as meaning that only the best commercial practices,size, and design are to be used.All workmanship is to be first quality.All interpretations of this specification shall be upon the basis of this statement. 1.19 PUBLIC ENTITY CRIMES (PEC) In accordance with the Public Entity Crimes Act,Section 287.133, Florida Statutes, a person or affiliate who has been placed on the convicted vendor list maintained by the State of Florida Department of Management Services following a conviction for public entity crimes may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a vendor,supplier,sub-vendor,or consultant under a contract with a public entity,and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes,for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. 1.20 TAX EXEMPTION Purchasers making a purchase pursuant to the awarded bid are generally exempt from Federal Excise and State Sales Tax. It is the responsibility of the Vendor to verify that the purchaser is exempt by obtaining the purchaser's Federal Excise and State Taxes and Use Certificate Number. The Florida Sheriffs Association is a 501(c)3 organization and is exempt from all Federal Excise and State Taxes.The FSA State Sales Tax and Use Certificate Number is 85-8012646919C-3. Page 10 Page 100 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions 1.21 ORDER OF PRECEDENCE IN THE EVENT OF CONFLICT In the event of conflict,the conflict may be resolved in the following order of priority(highest to lowest): • Addenda to Contract Terms&Conditions, if issued • Contract Conditions • General Conditions • Addenda to Bid Specifications, if issued • Bid Specifications • Bidder Instructions 1.22 COMMUNICATIONS Communications between a Bidder, lobbyist or consultant and FSA are limited to matters of process or procedure and shall be made in writing to the FSA CPP Staff. Bidders should not rely on representations,statements,or explanations other than those made in this Invitation to Bid or in any written addendum to this Invitation to Bid,and no oral representations,statements,or explanations shall be deemed to bind the FSA or eligible users. 1.23 CLARIFICATION AND ADDENDA Any questions or clarifications concerning the Invitation to Bid shall be submitted to FSA CPP by e-mail to CPP@flsheriffs.org with the bid title and number referenced on all correspondence. Final questions must be received by the date for Request for Clarification stated on the Bid Calendar. Questions and answers will be posted to the FSA CPP website on the date indicated on the Bid Calendar. Questions received during the cone of silence date listed on the bid calendar will not be addressed,except as provided herein. Interpretation of the specifications or any solicitation documents will not be made to the Bidder verbally,and if any verbal clarifications are provided,they are without legal effect. FSA CPP will make every attempt to e-mail updates to registered Bidders. However, posting to the FSA CPP website or the Bid System constitutes proper notice of addenda. The FSA CPP shall issue a Formal Addendum if substantial changes that impact the submission of bids are required. Any such addenda shall be binding on the Bidder and shall become a part of the solicitation document. In the event of conflict with the original specifications,addenda shall govern to the extent specified.Subsequent Formal Addenda shall govern over prior Formal Addenda only to the extent specified.The FSA will not be responsible for any explanation or interpretation made verbally or in writing except those made through the posting of a Formal Addendum. The bid submission constitutes acknowledgment of addenda to the Bid Specifications. Bids that fail to account for the specification addenda shall be determined to be nonresponsive; however,the FSA CPP may waive this requirement when in its best interest. After the start of the contract term, FSA CPP will notify all Vendors of any addenda and will require acknowledgement of the new terms and conditions. If the Vendor does not agree to the new terms and conditions, the Vendor's award can be removed or replaced by another Vendor or qualified responsive bidder. Page 11 Page 101 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions 1.24 SIGNED BID CONSIDERED AN OFFER The signed bid shall be considered an offer on the part of the Bidder,which offer shall be deemed accepted upon approval by the FSA CPP.The bid submission must be signed by an authorized representative. Submission of a bid in the FSA CPP Bid System constitutes a signed bid for purposes of bid evaluation. An electronic signature may be used and shall have the same force and effect as a written signature. 1.25 ASSIGNMENT OF CONTRACT No right or interest in this contract may be assigned,transferred,conveyed,sublet or otherwise disposed of, without prior written consent of the FSA CPP. If the original Vendor sells or transfers all assets or the entire portion of the assets used to perform this contract,a successor-in-interest must perform all obligations under this contract. FSA CPP reserves the right to reject the acquiring entity as Vendor.A change of name agreement will not change the contractual obligations of the Vendor. In the event a manufacturer reassigns the product line to an alternate company,the Vendor is required to notify the FSA CPP in writing of the change within 10 business days of the reassignment. If the Vendor is not already an approved FSA CPP Vendor,the alternate company is required to submit a Qualifications Packet to the FSA CPP to become an approved Vendor prior to conducting any qualified sales. FSA CPP may approve such assignments of existing or new vendors at its discretion.The Vendor is required to honor the contract pricing and all of the applicable Terms&Conditions throughout the remaining term of the contract. 1.26 TERMINATION OF PRODUCT LINE If a Vendor terminates a product line(manufacturer or brand),the Vendor is required to notify the FSA CPP within 10 business days of the decision not to retain the product line. FSA CPP may remove the terminated products from the contract. 1.27 DEMONSTRATION OF COMPETENCY Bidders must be able to demonstrate a good record of performance for a reasonable period of time,and have sufficient financial support,equipment and organization to ensure they can satisfactorily execute the services if awarded a contract under the terms and conditions herein stated. The terms"equipment"and "organization" as used herein shall be construed to mean a fully equipped and well- established company in line with the best business practices in the industry and as determined by the FSA CPP. The FSA CPP may consider any evidence available and may require submission of supporting documentation regarding the financial,technical and other qualifications and abilities of a Bidder, including past performance with the FSA CPP in making the award. FSA CPP may inspect the Bidder's facility prior to the award of contract. Bids will only be considered from firms which are regularly engaged in the business of providing the goods or services described in this Invitation to Bid. Information submitted in the bid may not be plagiarized and,except in the case of materials quoted from this solicitation or developed by the manufacturer, must be the original work of the individual or company that submits the bid for evaluation. Page 12 Page 102 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions 1.28 VENDOR ABILITY TO PERFORM The FSA CPP may require Bidders to show proof that they have been designated as authorized representatives of a manufacturer or supplier,which is the actual source of supply. In these instances,the FSA CPP may also require information from the source of supply regarding the quality, packaging and characteristics of the products.Any conflicts between this material information provided by the source of supply and the information contained in the bid submission may render the bid nonresponsive. During the contract period, FSA CPP may review the Vendor's record of performance and may require submission of supporting documentation to ensure that the Vendor is providing sufficient financial support, equipment and organization. If the FSA CPP determines that the Vendor no longer possesses the financial support, equipment and organization in order to comply with this section, FSA has the authority to immediately terminate the contract. By responding to this Invitation to Bid,the Vendor warrants that,to the best of his or her knowledge,there is no pending or threatened action, proceeding, or investigation,or any other legal or financial condition,that would in any way prohibit, restrain,or diminish the Vendor's ability to satisfy the obligations of a resulting contract.The Vendor warrants that neither it nor any affiliate is currently on the convicted vendor list maintained pursuant to section 287.133 of the Florida Statues,or on any similar list maintained by any other state or the federa I government.The Vendor shall immediately notify the FSA CPP and purchaser in writing if its ability to perform is compromised in any manner during the term of the contract. 1.29 FINANCIAL RESPONSIBILITY Bidder affirms by the submission of the bid and by signature on the contract signature form that the Bidder: • Has fully read and understands the scope, nature,and quality of work to be performed or the services to be rendered under this bid and has adequate facilities and personnel to fulfill such requirements. • Accepts the financial responsibility associated with this bid and declares that they have the access to capital (in the form of liquidity or credit lines) in order to meet the financial demands of such award. • Has assessed the financial responsibility required to serve the contract as bid, including such details as the obligations to perform all items bid, zones bid,and quantities that could be ordered,as well as timing of payment from purchasers,which can be 45 calendar days from receipt of invoice. 1.30 QUALITY AND SAFETY All materials used for the manufacture or construction of any supplies, materials or equipment covered by this bid shall be new.The items bid must be new,the latest model,of the best quality,and highest-grade workmanship that meet or exceed federal safety standards. Items requiring certification should require certification of options in cases where non-certified options could result in the decertification of the original product or warranty. In all cases where options are not certified,the Vendor must disclose to the end user that the non-certified options are not required to be certified. All options must meet or exceed federal safety standards. Page 13 Page 103 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions 1.31 NONCONFORMANCE Items may be tested for conformance with specifications. Items delivered that do not conform to specifications may be rejected and returned at the Vendor's expense. Any violation of these stipulations may also result in: • Vendor's name being removed from the awarded vendor list. • FSA and purchasers being advised not to do business with Vendor. 1.32 GRATUITIES Bidders shall not offer any gratuities,favors,or anything of monetary value to any official, employee,or agent of the FSA,for the purpose of influencing consideration of this bid. Bidders shall disclose in writing any conflicts of interest to FSA prior to any award, or as soon as practicable after learning of any such conflict, including any contractual or employment relationships with FSA or potential purchasers of Bidders' products or services. 1.33 TIE BIDS FSA CPP has the right to award multiple Bidders the primary or alternate award in the event of a tie. In the event the FSA CPP desires to break tie bids, and businesses have qualifying drug-free work programs,the award will be made using the following criteria: • Bidder within the State of Florida • Vendors' performance record with purchasers • Coin Toss 1.34 RIGHT TO AUDIT Vendor shall establish and maintain a reasonable accounting system that enables FSA CPP to readily identify Vendor's sales. FSA CPP and its authorized representatives shall have the right to audit and to make copies of all related records pertaining to this contract, including all government sales and eligible user information,whether kept by or under the control of the Vendor, including, but not limited to those kept by its employees,agents, assigns,successors,sub-vendors,or third-party suppliers in whatever form they may be kept—written or electronic. Such records shall include, but not be limited to: • Accounting records, including but not limited to purchase orders, confirmation of orders or invoices, paid vouchers, cancelled checks,deposit slips, ledgers,and bank statements; • Written policies and procedures; • Subcontract files (including proposals of successful and unsuccessful Bidders, bid recaps,etc.); • Original estimates,quotes, or work sheets; • Contract amendments and change order files; • Insurance documents;or • Memoranda or correspondence. Vendor shall maintain such records during the term of this contract and for a period of three(3)years after the completion of this contract.At the Vendor's expense and upon written notice from FSA CPP,the Vendor shall provide such records for inspection and audit by FSA CPP or its authorized representatives.Such records shall be made available to FSA CPP during normal business hours within three business days of receipt of the written notice. FSA CPP may select the Vendor's place of business or offsite location for the audit.The FSA CPP may also request the Vendor provide requested records via e-mail. Page 14 Page 104 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions Vendor shall ensure FSA has these rights with Vendor's employees,agents, assigns,successors, and third-party suppliers,and the obligations of these rights shall be explicitly included in any subcontracts or agreements formed between the Vendor and any sub-vendors to the extent that those subcontracts or agreements relate to fulfillment of the Vendor's obligations to FSA. Professional fees, personnel costs and travel costs incurred by FSA under its authority to audit and not addressed elsewhere will be the responsibility of the FSA. However, if the audit identifies underreporting,overpricing or overcharges(of any nature) by the Vendor to FSA or a purchaser in excess of three percent(3%)of the total contract billings,the Vendor shall reimburse FSA for the total costs of the audit not to exceed$5,000. If the audit discovers substantive findings related to fraud, misrepresentation, or non-performance, FSA may recoup all the costs of the audit work from the Vendor. Any adjustments or payments that must be made as a result of any such audit or inspection of the Vendor's invoices or records shall be made within a reasonable amount of time(not to exceed 60 calendar days)from presentation of FSA's findings to Vendor. FSA has the right to assess damages or seek reimbursements or refunds based on audit results. 1.35 LICENSES AND PERMITS The Bidder shall obtain and pay for all licenses, permits and inspection fees for this bid submission and any resulting contract.Where Vendors are required to enter or go onto FSA or purchaser property to deliver materials or perform work or services as a result of a bid award,the Vendor will assume the full duty, obligation and expense of obtaining all necessary licenses, permits and insurance. The Bidder must, by the time of award, be registered to do business in the State of Florida on SunBiz.gov. 1.36 PERFORMANCE BONDS Purchasers may request a performance bond from a Vendor. Performance bonds are recommended with pre- payment and will be at the expense of the requesting agency. Purchasers should determine the best practice in comparing performance bond expense against any prior discounts that may be available. 1.37 ELIMINATION FROM CONSIDERATION This Invitation to Bid shall not be awarded to any person or Bidder who has outstanding debts to the FSA,whether in relation to current or previous bid awards or for other business purposes. 1.38 INDEPENDENT PREPARATION A Bidder shall not, directly or indirectly, collude,consult,communicate or agree with any other Bidder as to any matter related to the bid each is submitting. Additionally,a Bidder shall not induce any other Bidder to modify, withdraw,submit,or not submit a bid. Bidders or Vendors who are found to have engaged in these acts will be considered nonresponsive and will be suspended or barred from bid participation.Any contract award resulting from these acts may be terminated for Page 15 Page 105 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions default. Further,any such acts detected by the FSA may be reported to relevant law enforcement and/or prosecutorial agencies. Bidders may submit multiple bids without violating this provision if the bid submitted is not from the same manufacturer and product line. Dealers that share the same ownership may submit multiple bids without violating this provision if the Bidders are not in the same region featuring the same manufacturer and product line. 1.39 DEFAULT In case of default on the part of Vendor,the FSA CPP may take necessary steps to otherwise procure the products sought, including but not limited to procuring the products or services from the next highest ranked Bidder or from other sources.A defaulting Vendor may be held liable for costs incurred by the FSA in procuring replacement products. 1.40 PROTESTS AND ARBITRATION Any person who is adversely affected by the decision or intended decision to award shall file a "Notice of Protest" in writing to the FSA CPP within three(3) business days after the posting of the Intent to Award and shall file a formal written protest within five(5) business days after filing the Notice of Protest. Failure to file both a notice of protest and a formal written protest within the above referenced timelines shall constitute a waiver of proceedings. The burden is on the party protesting the award of the bid to establish grounds for invalidating the award(s).The formal written protest must state with particularity the facts and law upon which the protest is based. Options are for informational purposes only and will not serve as a basis for protest. Failure to do so will result in a denial of protest. Formal written protest which states with particularity the facts and law upon which the protest is based will be reviewed by FSA legal counsel for legal soundness and validity,and corrective action will be taken as needed contingent upon the validity of such claims. However,any additional time required and cost incurred by the FSA to substantiate a protesting party's claim(s) beyond the normal scope of its legal review due to the vague or inconclusive nature of the protesting party's filing will be reimbursable to the FSA and deducted from the protesting party's bond or security which must accompany their filing. Any Bidder who files an action protesting a decision or intended decision pertaining to this contract shall post a bond, cashier's check or money order payable to the Florida Sheriffs Association in the amount equal to ten percent of the item being protested.The bond, cashier's check or money order must be filed at the time of filing the formal written protest or within the five(5) business day period allowed for filing the formal written protest. FSA CPP will provide the amount required within two(2) business days of the notice of protest received.This bond or security will be conditioned upon the payment of all costs which may be adjudged against the protesting party in a court of law and/or to reimburse the FSA for additional legal expenses incurred and required to substantiate the protesting party's claim(s). Failure to post the bond or security requirement within the time allowed for filing will result in a denial of protest.The filing of the protest shall not stay the implementation of the bid award by the Florida Sheriffs Association. Should the unsuccessful Bidder(s)decide to appeal the decision of the FSA,they shall file a notice to FSA CPP within three(3) business days of the FSA bid protest decision regarding their intent to request arbitration. A demand for arbitration with the American Arbitration Association's(AAA)commercial panel under its rules and regulations must be made within ten (10) business days of the FSA bid protest decision.Any person who files for an arbitration with the AAA shall post with the Florida Sheriffs Association at the time of filing the formal written arbitration request,a bond,cashier's check or money order payable to the Florida Sheriffs Association in the Page 16 Page 106 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions amount equal to ten percent of the product line being protested.This amount will be the same amount as the FSA CPP provided at the time of filing the initial protest. Failure to provide written notice to FSA CPP,file a demand for arbitration with the AAA,or failure to post the required bond and security requirement within the specified timelines shall constitute a waiver of arbitration proceedings. By responding to this procurement,the Bidder expressly agrees to the use of mandatory binding arbitration to resolve any appeals of the decision of the FSA,and any claims arising from or in any way relating to the procurement process, and expressly waives any and all rights that it may otherwise have to pursue such claims in any other forum,judicial or otherwise. If the party filing for arbitration does not prevail, it shall pay all costs, legal expenses and attorney fees of the prevailing party incurred in connection with the arbitration. However, if the filing party prevails,the parties shall share equally the fees and expenses of the arbitration and AAA and each shall bear the cost of their own attorney fees.The filing for arbitration shall not stay the implementation of the bid award by the Florida Sheriffs Association. 1.41 NONPERFORMANCE By virtue of the bid submission, Bidder acknowledges its obligation to sell items in all zones for which it is awarded. Upon award,failure of the Vendor to comply with these requirements may result in the imposition of liquidated damages of up to$1,000 per item,which amount the Vendor agrees is reasonable,or probation,suspension, termination or a combination thereof from current and future bids at the FSA CPP's discretion. The Vendor shall at all times during the contract term remain responsive and responsible. In determining Vendor's responsibility,the FSA CPP shall consider all information or evidence that demonstrates the Vendor's ability or willingness to fully satisfy the requirements of the Terms&Conditions. Vendors that are not in compliance with any of the provisions of this contract can be assessed liquidated damages, suspended or terminated from the contract.The FSA CPP at its sole discretion may remove a noncompliant Vendor from future competitive bid solicitations;or take other actions including suspension from the contract until compliance issues are resolved, limit current or future vendor participation by items or zones,or other actions as determined by FSA CPP at its sole discretion. At FSA CPP's discretion,Vendors may be required to develop corrective action plans to address contract compliance. Failure to abide by corrective action plans will result termination from the existing contract and future competitive bid solicitations at the discretion of the FSA CPP. In situations where there is evidence that the Vendor has engaged in egregious breaches of the contract with respect to either the FSA CPP and/or the purchaser,the contract can be terminated and the Vendor will be removed from future solicitations for a period of up to three(3)years,or a permanent ban from the bid process at the sole discretion of FSA CPP. Specific conditions for termination include, but are not limited to;failure to perform, refusal to accept orders during the contract period while manufacturer orders are still being accepted for current model year or the new year if the vehicle is price protected by the factory, charging amounts exceeding MSRP on factory or Vendor installed items and packages, requiring the purchase of additional options over and above the base vehicle as a condition of acceptance of order, providing aftermarket options where factory options are available without the consent of the purchaser,any misrepresentation of optional equipment or service as being factory that fails to meet the definition as described in this document, and any other practice deemed to be inconsistent with the intent of the contract. Page 17 Page 107 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions Any Vendor presented with a valid Purchase Order consistent with Vendor bid quotes or other agreed upon terms and pricing is required by this contract to accept such purchase order and deliver the product. Purchase Orders must be fulfilled whether or not the Purchase Order includes options.The Vendor must deliver this product in accordance with the Terms&Conditions—regardless of whether doing so will provide the Vendor with a profit or loss. Failure to deliver the item may result in the purchaser seeking damages for the difference of cost to issue a new Purchase Order with another Vendor plus any legal fees and damages that may be incurred in the process to facilitate a completed order.Additionally, FSA CPP may seek damages for nonpayment of administrative fees,to which FSA CPP is entitled, according to Section 3.28, and any attorney's fees incurred in the recovery of these damages. 1.42 SEVERABILITY In the event any provision of this contract is held to be unenforceable for any reason,the unenforceability thereof shall not affect the remainder of the contract,which shall remain in full force and effect and enforceable in accordance with its terms. 1.43 TERMINATION FOR CAUSE If through any cause within the reasonable control of the Vendor, it shall fail to fulfill in a timely manner,or otherwise violate any of the terms of this contract,the FSA CPP shall have the right to terminate the services remaining to be performed.Written notice of the deficiencies shall be given to the Vendor and unless the deficiencies are corrected within 10 business days,the contract may be terminated for cause immediately.The right to exercise the option to terminate for cause shall be in the sole discretion of the FSA CPP,and the failure to exercise such right shall not be deemed to constitute a waiver of this right. In the event of a termination for cause,the purchaser shall compensate the successful Bidder in accordance with the contract for all services performed by the successful Bidder prior to termination, net of any costs incurred by the purchaser and FSA as a consequence of the default. Notwithstanding the above,the Vendor shall not be relieved of liability to the FSA for damages sustained by the FSA by virtue of any breach of the contract by the Vendor,and the FSA CPP may reasonably withhold payments to the Vendor for the purposes of offset until such time as the exact amount of damages due the FSA from the Vendor is determined. 1.44 TERMINATION WITHOUT CAUSE The FSA CPP can terminate the contract in whole or part without cause by giving written notice to the Vendor of such termination,which shall become effective 30 calendar days following receipt by Vendor of such notice. In the event of a termination without cause,all finished or unfinished documents and other materials shall be properly delivered to the FSA CPP. The Vendor shall not furnish any product after it receives the notice of termination, except as necessary to complete the continued portion of the contract, if any.The Vendor shall not be entitled to recover any lost profits that the Vendor expected to earn on the balance of the contract or cancellation charges. Page 18 Page 108 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions Any payments to the Vendor shall be only to the total extent of the purchaser liability for goods or services delivered prior to the date of notice to terminate the contract. 1.45 CONTRACT ADVERTISEMENT AND USE OF FSA LOGO The FSA logo is an official logo of the Florida Sheriffs Association designed to promote the program.The logo may be used by Vendors in accordance with this policy. Use of the logo is limited to the original version received from the FSA. Modifications are not permitted. Methods of use include, but are not limited to: • Electronic mediums such as websites,digital marketing campaigns,social media and e-mail;or • Print media such as forms, marketing campaigns, business cards, posters, banners, brochures,flyers and postcards. Vendors may request use of the logo by contacting cmCcflsheriffs.org,and should include a brief description of how the Vendor intends to use the logo.The official FSA sheriff's star and wreath logo may not be used without prior written permission. Page 19 Page 109 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions 2.0 BIDDER INSTRUCTIONS 2.01 QUALIFICATION Bidders are required to complete the qualification packet as part of the bid submission.A Bidder becomes a qualified bidder if they comply with this section and Section 2.11, Mandatory Pre-Bid Meeting. Qualification Packet information required for bid qualification include: • Qualification form o Contact Information o Business Profile o References o Disqualifications& Defaults o Warranty Service Plan Attestation o Emergency Technician Attestation • Compliance Attestations o E-Verify o Drug-Free Workplace o Workers Compensation o Compliance with Applicable Federal,State,and Local Laws and Ordinances • Federal Compliance • If willing to comply with the requirements applicable to federally funded purchase orders, Federal Compliance Certifications o Certification Regarding Debarment and Suspension o Certification Regarding Lobbying • Contract Signature Form • Insurance Checklist o Certificates of Insurance due five days prior to award The qualification packet is located on the Bid System. 2.02 LICENSING AND FACILITIES Bidders are required to obtain all required licenses, including any applicable motor vehicle dealer licenses, and registrations, and comply with all applicable Federal,State,and local laws and ordinances, including any applicable motor vehicle dealer laws, in order to bid on any motor vehicle. Bidders must maintain a repair facility within the State of Florida to provide warranty service for the items bid. If Bidders do not have a facility,the Bidder must be able to assist purchasers in obtaining warranty work as authorized by the manufacturer. If a Bidder does not maintain a facility within the State of Florida,the Bidder must have a plan as to how the Bidder would service Florida purchasers if awarded the contract.This warranty service plan must demonstrate that the warranty work will be timely and satisfactorily performed and should include: • Whether the warranty service provider is approved by the manufacturer; • If the Bidder plans to contract out for service, a copy of the service agreement; and • Zone specific service plans to include: o Response time to initial call from purchaser, Page 2 0 Page 110 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions o Number of personnel available to service the contract, o Qualifications of personnel providing warranty work,and o Any additional information that would detail how warranty service would be provided. The sufficiency of the Warranty Service Plan may be evaluated by the FSA CPP.The FSA CPP reserves the right to request additional information from a Bidder regarding the facility during the solicitation and the term of the contract, if awarded.The FSA CPP may also exercise discretion in examining such facility as deemed necessary. 2.03 INSURANCE AND INDEMNIFICATION Bidder/Vendor shall be fully liable for the actions of its agents, employees, partners, or third party suppliers and shall fully indemnify, defend,and hold harmless the Florida Sheriffs Association,the participating agencies,and their officers, agents,and employees from suits,actions,damages, and costs of every name and description, including legal counsels'fees,arising from or relating to personal injury and damage to real or personal tangible property alleged to be caused in whole or in part by Bidder/Vendor, its agents, employees, partners,or third party suppliers; provided, however,that the Bidder/Vendor shall not indemnify for that portion of any loss or damages resulting directly from the negligent acts or omissions of the Florida Sheriffs Association and participating agencies or proximately caused by intentional wrongful acts or omissions of the Florida Sheriffs Association and participating agencies. The Florida Sheriffs Association and/or participating agencies shall give the Bidder/Vendor(2)the opportunity to take over and settle or defend any such action at Bidder's/Vendor's sole expense.When reasonable,the Florida Sheriffs Association will give the Bidder/Vendor written notice of an action or threatened action. Bidder/Vendor shall not be liable for any unreasonable cost,expense or compromise incurred by the Florida Sheriffs Association, or participating agencies, in any legal action without Bidder's prior written consent,which consent shall not be unreasonably withheld,conditioned,or delayed. The Insurance Checklist summarizes the Bidder's/Vendor's insurance coverage obligations, if awarded. Certificates of Insurance,evidencing such coverages and endorsements as required herein,shall be provided no later than five (5) business days prior to the contract award date.The Vendor may not begin performance under the contract until such Certificates have been approved by the FSA CPP. The certificate must state Bid Number and Title. FSA must be named as an additional insured for the duration of the contract. The Vendor shall maintain comprehensive general liability insurance and general aggregate insurance in the amount and coverage levels specified on the Insurance Checklist. The Vendor shall specifically and distinctly assume,and does so assume,all risks of damage or injury to property or persons used or employed on or in connection with the work and of all damage or injury to any person or property wherever located, resulting from any action or operation under the contract or in connection with the work. It is understood and agreed that at all times the Vendor is acting as an independent contractor. The Vendor shall be responsible for the work and every part thereof,and for all materials,tools,appliances and property of every description, used in connection with this particular contract.The Vendor at all times during the full duration of work under this contract, including extra work in connection with this contract,shall meet the requirements of this section. The Vendor shall maintain automobile liability insurance including property damage covering all owned, non- owned, hired and scheduled automobiles,when used in connection with the delivery or service of this contract. Page 21 Page 111 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions The Vendor shall maintain insurance to cover garage operations in the amount specified on the Insurance Checklist when the garage is used to complete work on this contract. All insurance policies shall be issued by companies authorized to do business under the laws of the State of Florida and these companies must have a rating of B+or better per the AM Best Rating. FSA CPP required insurance coverages must be maintained through the duration of the contract. Upon expiration of the required insurance,the Vendor must email updated certificates of insurance for as long a period as any work is still in progress. No change or cancellation in insurance shall be made without 30 calendar days written notice to the FSA CPP. It is understood and agreed that all policies of insurance provided by the Vendor are primary coverage to any insurance or self-insurance the FSA possesses that may apply to a loss resulting from the work performed in this contract.All policies issued to cover the insurance requirements herein shall provide full coverage from the first dollar of exposure. The liability insurance coverage shall extend to and include the following contractual indemnity and hold harmless agreement: The Vendor hereby agrees to indemnify and hold harmless the FSA, a 501(c)3, its officers, agents, and employees from all claims for bodily injuries to the public and for all damages to the property per the insurance requirement under the specifications including costs of investigation, all expenses of litigation, including reasonable legal counsel fees and the cost of appeals arising out of any such claims or suits because of any and all acts of omission or commission of any by the Vendor, his agents,servants, or employees, or through the mere existence of the project under contract. The foregoing indemnity agreement shall apply to any and all claims and suits other than claims and suits arising out of the sole and exclusive negligence of the FSA, its officers,agents,and employees,as determined by a court of competent jurisdiction. The Vendor will notify the insurance agent without delay of the existence of the Hold Harmless Agreement contained within this contract and furnish a copy of the Hold Harmless Agreement to the insurance agent and carrier. The Vendor will obtain and maintain contractual liability insurance in adequate limits for the sole purpose of protecting the FSA under the Hold Harmless Agreement from any and all claims arising out of this contractual operation. The Vendor will secure and maintain policies of third-party suppliers.All policies shall be made available to the FSA upon demand. Compliance by the Vendor and all third-party suppliers with the foregoing requirements as to carrying insurance and furnishing copies of the insurance policies shall not relieve the Vendor and all third-party suppliers of their liabilities and obligations under any section or provisions of this contract.Vendor shall be as fully responsible to the FSA for the acts and omissions of the third-party suppliers and of persons employed by them as they are for acts and omissions of persons directly employed by the Vendor. The FSA can request, and the Vendor shall furnish proof of insurance within seven (7)calendar days of receipt of the written request from FSA. Should the Vendor fail to provide acceptable evidence of current insurance during the contract term,the FSA CPP shall have the right to consider the contract breached and justifying the Page 2 2 Page 112 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions termination thereof. If Bidder does not meet the insurance requirements; the FSA may consider alternate insurance coverage. 2.04 SPECIFICATIONS All items covered by this Invitation to Bid and any resulting contract, and the specifications shall be the manufacturer's current basic production model, and shall,as a minimum, be equipped with all standard factory equipment in accordance with the manufacturer's latest literature unless otherwise noted in the Bid System or FSA CPP item group specification. The Base Item Specifications are contained in the FSA CPP Bid System, may be requested from FSA CPP,and are retained within FSA CPP's archive.As part of the bid submission, Bidders will be required to provide confirmation that the item bid meets the FSA CPP Base Specification. FSA CPP may reject bids that fail to provide confirmation that the item(s) bid meet the FSA CPP Bid Specifications. FSA CPP develops the specifications with subject matter experts and publicly available information. However, FSA CPP does not have access to full details from the manufacturer and relies on Bidders to assist in this process. Bidders should immediately notify the FSA CPP of any inaccuracies in the specifications.All notifications of inaccuracies must be in writing. If awarded a contract,Vendor(s) must offer and supply an item that either meets or exceeds all the requirements included in the applicable Bid Specifications, unless a purchaser specifically issues a Purchase Order for a base item and Option that differs from the Base Specifications. Failure of a Bidder to comply with these provisions will result in Bidders being held responsible for all costs required to bring the item into compliance with the contract specifications. 2.05 SEALED BIDS For purposes of this solicitation, a sealed bid is considered a bid submitted using the FSA CPP Bid System. 2.06 MISTAKES Bidders are expected to examine the Base Item specifications,delivery schedules, bid prices and all information pertaining to servicing this contract before submitting a bid. Failure to do so will be at the Bidder's risk. 2.07 EXCEPTIONS Any requested exceptions, deviations,or contingencies a Bidder may have to the Terms&Conditions must be documented in Bidder's submission. Exceptions to the Base Specifications at the time of the bid submission shall reference the item number, make and model. FSA CPP has the discretion to grant or deny, in whole or in part,the Bidder's requested exception, deviation or contingency to the specifications or Terms&Conditions. Bidder acknowledges that the bid may be disqualified if FSA CPP rejects the proposed exceptions. 2.08 EQUIVALENTS Prior to the opening of the Bid System, Bidders may request item equivalents.The Bidder must submit the manufacturer name and model number(or product identifier)of each equivalent requested to FSA CPP. Complete, Page 2 3 Page 113 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions descriptive,technical literature should demonstrate that the equivalent conforms with specification. If a bid uses equivalents without prior approval,the bid may be disqualified. 2.09 MANDATORY PRE-BID MEETING Prospective Bidders are required to attend or participate in the mandatory Pre-Bid Meeting.The Pre-Bid Meeting is designed for vendors,the Fleet Advisory Committee and the FSA CPP to clarify questions on the Terms& Conditions and to confirm all Base Item specifications. Questions relating to the items,specifications,the bid process,or award can be asked at the Pre-Bid Meeting. Bidders have the opportunity to suggest technical modifications or corrections before the Base Item specifications are finalized. FSA CPP reserves the right to grant attendance exceptions to the mandatory meeting if the Bidder has requested authorization,agrees in writing to meet all the Terms&Conditions without exception and further waives their right to protest the bid process in its entirety or any portion thereof. 2.10 PRICES QUOTED - HEAVY TRUCKS AND BUSES AND EQUIPMENT INVITATIONS TO BID Items and options should reflect the most complete price and be below MSRP and at a minimum should cover the cost of the item or option bid. Prices quoted in the bid submission should reflect the final amount the Bidder can expect to receive for payment for the items bid for the duration of the contract, unless otherwise provided in the contract. Prices submitted as indicated in the sealed bid are final. Bidders acknowledge that prices quoted will be valid for a period of sixty(60) calendar days from the date of bid opening. Each item, make, and model must be priced and bid separately. Prices must be inclusive of all the components included in the Base Specification. Prices bid must include the administrative fee FSA CPP charges to administer the contract,as outlined in these Terms&Conditions.The administrative fee is three quarters of one percent(.0075). Prices bid must be at least cost, be Free On Board (FOB)destination,and must include delivery to the purchaser. Upon award,the Vendor has the authority to offer additional discounts based on prompt payment,quantity,as well as additional manufacturer or vendor discounts. 2.11 PRICES QUOTED - PURSUIT,ADMINISTRATIVE AND OTHER VEHICLES INVITATION TO BID Due to the changing market conditions,the FSA CPP has temporarily moved to a percent above cost, or"cost- plus", model for the Pursuit,Administrative and Other Vehicles Contract.The cost-plus model allows for Vendors to sell items immediately when order windows open up for next year's model,when the manufacturer changes price during the contract term,or when new items come to market. Bidders shall provide a Bid Price and a Percent for each item bid.The Bid Price will be used to evaluate the lowest, responsive and responsible Bidder for each item and zone.The Percent will be used under an awarded contract to determine the cost-plus pricing for new year's models,when the manufacturer changes price during the contract Page 24 Page 114 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions term,or when new items come to market.The FSA CPP will use the percent feature of the Bid System as the field to capture the percent above cost that the Vendor can expect to receive from the purchaser for the purchase of an awarded item. The FSA CPP has the discretion to disqualify Bidders if the proposed Percent is excessive. In order to determine if Percent is excessive, FSA will compare the Percents proposed by Bidders for each item in each zone. Prices and Percents bid for items and options should reflect the most complete item price, be below MSRP,and at a minimum should at least cover the cost of the item or option bid. Prices and Percents bid must be at least"Item Cost", be Free On Board (FOB)destination, and must include delivery to the purchaser. As used in this provision, "Item Cost" is defined as the factory invoice price for the item,the Original Equipment Manufacturer(OEM) destination and delivery to dealer, and the FSA Administrative fee, minus the OEM government pricing concessions specific to this bid,all manufacturer incentives, discounts, rebates,concessions and holdbacks. As used in this provision, "Total Cost" is defined as the Item Cost, plus costs of dealer's floorplan estimated operational expense,and costs of dealer for preparation,cleaning, and assembling,gas,and delivery to zone. As used in this provision, "Bid Price" is defined as the Total Cost and profit. As used in this provision, "Percent" is defined as the markup over Item Cost. Bid Prices will be used as the initial publish pricing for awarded items. As windows open up for next year's model, the manufacturer changes price during the contract term,or as new items come to market, FSA CPP will work with Vendors to update the published pricing for such items based on the awarded Percent,within a reasonable period of time.Vendors may accept Purchase Orders for such items in accordance with these Terms&Conditions before submitting updated published pricing to FSA CPP. 2.12 PURSUIT, ADMINISTRATIVE,AND OTHER VEHICLES CONTRACT COST-PLUS- PERCENT PRICING Due to the changing market conditions,the FSA CPP has temporarily moved to a percent above cost,or"cost- plus", model for the Pursuit,Administrative and Other Vehicles Contract.The cost-plus model allows for Vendors to sell items immediately when order windows open up for next year's model,when the manufacturer changes price during the contract term,or when new items come to market. The Bid System provides each Vendors' percent above cost at which the Vendor will sell such items. The Percent provided in the Bid System does not provide a percent discount for items bid. If Vendor fulfills a Purchase Order at other than published pricing, at purchasers' request,Vendor must provide documentation substantiating the Item Cost,as defined in section 2.11. Page 2 5 Page 115 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions 2.13 OPTION PRICING - EQUIPMENT INVITATION TO BID The Bidder shall offer discount below Manufacturer's Standard Retail Pricing(MSRP)or manufacturers published list price for any factory options included in the bid submission and quotes to purchasers, if awarded. FSA CPP requests Vendors include most frequently purchased scheduled,factory and aftermarket options in the bid. Options are intended to add or delete equipment or features from the Base Specification. Options can provide an upgrade or downgrade to a manufacturer's model,such as a slightly different engine size or horsepower,and should not be made available for purchase separate from the base vehicle or equipment. Options may only provide a downgrade to a manufacturer's model when specifically requested in a Purchase Order issued in accordance with the Terms&Conditions by a purchaser. Bidders shall NOT use options to create equipment that is entirely different than the FSA CPP Base Specification or are available as another specification bid on this Invitation to Bid. Bidder must use proper factory codes for all factory options.Options available through the factory may be bid and supplied to purchaser as"factory" options, unless otherwise requested in writing by the purchaser. The FSA CPP has the discretion to disqualify Bidders if the option pricing is excessive or if options listed are not available for the item bid. In order to determine if pricing is excessive, Bidders agree to provide documentation to FSA CPP to verify cost at any time during the solicitation process or during the contract term.This information is for comparison purposes only when determining if pricing is excessive and will not be published. Option pricing will include all costs of labor associated with the option and cost of labor should not be listed separately within the bid. For purposes of this bid, Emergency Lights and Sirens will require a separate pricing sheet upload in the Bid System. Section 2.15 contains specific instructions and exceptions for Emergency Lights and Sirens. If a Bidder will offer registration and title services as a fee for service,the Bidder must include the administrative fee as a separate option (i.e., line item)for each item bid.See Section 3.21 for additional details.Government imposed fees should not be included in this option pricing. No other additional charges or fees are admissible. If options are not available as a stand-alone option,the Bidder must indicate in their bid submission any option requiring the purchase of other options,and also indicate options that are a part or dependent of another option. Factory package options are allowable under this contract. Factory package options must be included in the options within the bid document and detailed specifically as to what components the package includes. When calculating the price for a manufacturer's option requested in this bid that is not listed as an option in the manufacturer's order guide(i.e., model or engine upgrade),the Bidder must calculate the option price as the net difference between vendor cost on the representative base vehicle and the total MSRP of the requested option modifying the vehicle. A Bidder may bid less than this price, but at no time charge more than the calculation provided here. The use of options to facilitate the sale of an alternate manufacturer's product which is outside the scope of the written Base Specification will be determined nonresponsive and the bid will be rejected in whole or part by the FSA CPP. Example: Bidder CANNOT include option upgrades that result in the selling of a vehicle or truck on one specification that is offered as a separate specification in i Page 2 6 Page 116 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions the Invitation to Bid. For example, a Vendor who is awarded the bid for 25,500 lb. GVWR Cab & Chassis cannot upgrade this item through an add option to a 30,000 lb. GVWR Cab& Chassis in order to circumvent the bid award winner for the 30,000 lb. GVWR Cab& Chassis. Purchasers are encouraged to negotiate option pricing with Vendors. Discounts can be provided beyond option prices listed in the contract.The additional discounts for each add option shall be decided by the Vendor. The options will correspond to the specification or item number. Multiple options may be listed for each specification or item number bid.Therefore, Bidders that do not indicate the correct item number with the option information bid will not have options displayed for the item bid. If option pricing is not uploaded correctly, FSA CPP may require Bidders to correct the formatting of the options, but pricing may not be modified. Failure of the Bidder to make corrections may cause the bid to be rejected. If the Bidder wishes to offer credit to the purchaser for an option that is standard on the FSA CPP Base Specification,the Bidder should include the word "Credit"at the beginning of the description and continue to describe the option being credited. For example, "Credit:one key fob"that corresponds with the price the Bidder will credit the purchaser. Loose Equipment can be bid as an option and made available to purchasers for items originally purchased from this contract. For purposes of this provision, "Loose Equipment" is any item of equipment that attaches to the heavy equipment item(s) included in the awarded bid,such as different sized blades. Loose Equipment does not include accessories,such as additional keys. 2.14 OPTION PRICING - HEAVY TRUCKS AND BUSES AND PURSUIT, ADMINISTRATIVE AND OTHER VEHICLES INVITATIONS TO BID FSA CPP requests Bidders include most frequently purchased options in the Bid System.Option pricing must include the administrative fee. Bidders must provide a price for each option in addition to a percent below MSRP for factory-installed options or a percent above cost for other options. The FSA CPP has the discretion to disqualify Bidders if the option pricing is excessive. In order to determine if pricing is excessive, Bidders agree to provide documentation to FSA CPP to verify cost at any time during the solicitation process or during the contract term.This information is for comparison purposes and will not be published. Options are intended to add or delete equipment or features from the Base Specification. Options can provide an upgrade or downgrade to a manufacturer's model,such as a slightly different engine size or horsepower,and should not be made available for purchase separate from the base vehicle or equipment. Options may only provide a downgrade to a manufacturer's model when specifically requested in a Purchase Order issued in accordance with the Terms&Conditions by a purchaser. Bidders shall NOT use options to create an item that is available as another item bid on this Invitation to Bid. The use of options to facilitate the sale of an alternate manufacturer's product which is outside the scope of the Base Specification will be determined nonresponsive and the bid will be rejected in whole or part by the FSA CPP. Bidders must disclose which options require the purchase of other options or are dependent on another option in their bid submission.Option pricing will include all costs of labor associated with the option and cost of labor should not be listed separately. Bidder must use proper manufacturer codes for factory options. Options available through the factory should be bid and supplied to purchaser as factory options, unless otherwise requested in writing by the purchaser. Factory Page 2 7 Page 117 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions package options are permitted under this contract. Factory package options included in the bid submission must detail what components the package includes. If a Bidder will offer registration and title services as a fee for service,government-imposed fees should be listed at the exact cost and shall not include the FSA administrative fee. If the Bidder wishes to offer credit to the purchaser for an option that is standard on the FSA CPP Base Specification,the Bidder should include the word "Credit"at the beginning of the description field and continue to describe the option being credited. For example, "Credit: one key fob"and enter the price the Bidder will credit the purchaser. For purposes of this bid, Emergency Lights and Sirens will require a separate pricing sheet and option upload in the Bid System.Section 2.15 contains specific instructions and exceptions for Emergency Lights and Sirens. 2.15 EMERGENCY LIGHTS AND SIRENS Under Florida Statute 316.003(1),authorized emergency vehicles are defined as: Vehicles of the fire department(fire patrol), police vehicles, and such ambulances and emergency vehicles of municipal departments, public service corporations operated by private corporations,the Fish and Wildlife Conservation Commission,the Department of Environmental Protection,the Department of Health,the Department of Transportation, and the Department of Corrections as are designated or authorized by their respective departments or the chief of police of an incorporated city or any sheriff of any of the various counties. Bidders that will provide or contract to provide emergency light and siren installation must only use installers that possess a current Emergency Vehicle Technician Certification,or an approved equivalent. FSA CPP may request certificates for a Vendor's installers at any time during the contract term. Labor may be charged for the installation of emergency lights and sirens. Labor rates must be disclosed as part of the bid submission. Bidders may not charge for labor for vehicles that are manufactured with emergency lights and sirens, including motorcycles. Prices submitted for emergency lights and sirens shall include all applicable government-imposed fees. Bidders that install emergency lights and sirens are required to provide and install products that are Society of Automotive Engineers(SAE)certified. SAE Certifications must include Class 1, Class 2 and Class 3 in order to be eligible for participation in the contract. If a lighting or siren product installed on an emergency vehicle is not SAE Certified,the Vendor can be found in default of the contract. Bid Submission of Emergency Lights and Sirens If offering emergency lights and sirens, Bidders will be asked to provide pricing by submitting a pricing sheet. An emergency vehicle lights and siren option pricing template is offered in the Bid System. Bidders are encouraged, but not required to use the template. If item or specification group is helpful to display light and siren options, Bidders may categorize the pricing sheet by item group. Items listed below are required for the submission of the pricing sheet: • Order code • Description • Price(part only) Page 2 8 Page 118 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions • Estimated labor hours • Labor cost per hour 2.16 BID SUBMISSION Bidders must submit a bid electronically using the Bid System. Bid submissions include a price for each item and option bid in accordance with Section 2.10, 2.11, 2.13, 2.14, and 2.15. Each Bidder must submit a qualifications package for each bid. The bid must be received by the date and time specified on the Bid Calendar in Appendix B. Failure to meet all submission requirements by the date indicated on the Bid Calendar will result in rejection of the bid. Bid System:VendorLink The Bid System is located at https://www.myvendorlink.com. Bidders are encouraged to participate in training provided. Usernames and passwords will be issued to Bidders after registering in the Bid System. Contact VendorLink at support@evendorlink.com if technical issues arise during bid submission. Prices are to be rounded to the nearest whole dollar. If a Bidder submits bid pricing using cents,the following formula will be applied to round the bid pricing to the nearest whole dollar:$.01-.49 will be rounded down to the dollar bid (e.g., $50.49=$50) and $.50-.99 will be rounded to the next dollar(e.g., $50.50=$51). Bid Submission To ensure correct bid submittal and formatting, Bidders shall: • For the Heavy Trucks and Buses Invitation to Bid,insert a: o Price for each item bid by zone • For the Pursuit,Administrative and Other Vehicles Invitation to Bid, insert a: o Bid Price for each item bid by zone,as defined in Section 2.11 o Percent for each item bid by zone,as defined in Section 2.11 • For the Equipment Invitation to Bid, insert a: o Price for each item by zone • Upload files as instructed in the Bid System;files requested will be in Excel or.pdf. • Follow all instructions outlined in this Invitation to Bid and provide all requested information. The bid shall include the following documents: • Executed Qualifications Packet. • Build sheet for each item bid as a single .pdf • Pricing Sheet for Emergency Vehicle Lights and Sirens, if applicable. • Any requested exceptions or equivalents. Option Upload An option sheet should be submitted for each item bid.The Bid System will accept option information for each item through a .pdf file upload. Each option sheet should include a header to identify the FSA CPP contract title and number,the Bidder name, item number, make and model. Each option sheet should include: • Option • Description • Manufacturer order code or identifying code • Price For the Heavy Trucks and Buses and Pursuit,Administrative,and Other Vehicles Invitations to Bid, the option sheet should also include: Page 29 Page 119 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions • Cost plus percent for all items not installed at the factory • Percent below MSRP for factory installed options FSA CPP may ask awarded Bidders to supply one hard copy set with digital signatures and original compliance forms, prior to the contract execution. Hard copy bids should not be submitted unless specifically requested by FSA CPP. FSA is not responsible for Bidder's improper use of the Bid System. Exceptions will be granted to this section should any Bid System malfunctions occur. 2.17 ZONE BIDDING Bidders may bid in one or more geographic zones. Bidders must submit pricing for each zone they wish to be evaluated.The zone map is included in Appendix A.The geographic zones are in place to assist Bidders in estimating costs of delivery,which must be included in the price bid and quoted to the purchaser. For the Pursuit, Administrative and Other Vehicles Contract,the cost of delivery must be included in the Percent. 2.18 EXECUTION OF BID By submitting a response to this Invitation to Bid,the Bidder agrees to the Terms&Conditions and to be bound by such Terms&Conditions if selected for award.The Bidder must submit the Contract Signature Form with the signature of an authorized representative no later than the bid submittal due date.All Terms&Conditions are applicable throughout the term of the awarded contract and are not specific to any given year, make or model. 2.19 MODIFICATION OR WITHDRAWALS OF BIDS A Bidder may submit a modified bid to replace all or any portion of a previously submitted bid until the due date and time of the bid submission listed in the Bid Calendar. Modifications received after the bid due date and time will not be considered. Bids can be withdrawn in writing prior to the contract award. If a Bidder must withdraw the bid,the Bidder must contact FSA CPP immediately. Bid withdrawals are handled on a case-by-case basis and can result in a limitation of participation in future bids. 2.20 LATE BIDS The responsibility for submitting a bid before the due date and time on the bid calendar is solely and strictly the responsibility of the Bidder.The FSA is not responsible for delays caused by technical problems, any internet outages or delays incurred by electronic delivery, or any other occurrence.Any reference to time will be based on Eastern Time. 2.21 BID OPENING Bids shall be opened on the date and time specified on the Bid Calendar.The bid opening may occur at the Florida Sheriffs Association,2617 Mahan Drive,Tallahassee, Florida,or may be offered online. FSA CPP will provide a bid inspection period for Bidders following the bid opening.The date,time and duration will be announced prior to the bid opening. Page 3 0 Page 120 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions 2.22 DETERMINATION OF RESPONSIVENESS Determination of responsiveness will take place at the time of bid opening and evaluation. In order to be deemed a responsive bidder,the bid must conform in all material respects to the requirements stated in the Invitation to Bid. As set forth in Section 2.26, FSA CPP reserves the right to waive or allow a Bidder to correct minor irregularities. 2.23 RESPONSIBLE BIDDER CRITERIA Bids will be evaluated to determine if qualifications and contract requirements are met. Responses that do not meet all requirements of this Invitation to Bid or fail to provide all required information, documents or materials may be rejected as nonresponsive. The FSA CPP will not request documentation or consider a Bidder's social, political or ideological interests in determining if the Bidder is a responsible bidder. FSA CPP will not give preference to a Bidder based on the Bidder's social, political, or ideological interests. Bidders whose responses, past performance,or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the contract may be rejected as non-responsible. In determining a responsible Bidder,the following factors may be considered: • Adequacy of facilities,staffing,and financial resources; • Previous experience with FSA contract or other similar government contracts; • Ability to provide excellent customer service, including on previous FSA contracts;and • Any other information relevant to the responsibility of a Bidder of which FSA CPP is aware. In addition to the requirements set forth by these Terms&Conditions, FSA CPP reserves the right to request staffing, performance and financial information from any Bidder during the evaluation process. FSA CPP reserves the right to determine which responses meet the requirements,specifications,Terms& Conditions of the solicitation,and which Bidders are responsive and responsible. FSA CPP further reserves the right to limit participation of Bidders who, in FSA CPP's sole discretion,are determined to present responsibility concerns that call into question the Bidder's ability to perform but that do not rise to the level of requiring rejection of the Bidder as non-responsible. 2.24 BASIS FOR AWARD For the Heavy Trucks and Buses,and Equipment Invitations to Bid,the FSA CPP shall make awards to the qualified, responsive and responsible Bidder(s)who submitted the lowest priced bid by item, manufacturer,and zone. Awards may also be made to subsequent lowest responsive and responsible Bidders by item, manufacturer, and zone,when determined to be in the best interest of the FSA and the purchaser(s). FSA CPP has the discretion to consider option pricing in making the award and to disqualify Bidders for proposing excessive option pricing. For the Pursuit,Administrative and Other Vehicles Invitation to Bid,the FSA CPP shall make award to the qualified, responsive and responsible Bidder(s)who submitted the lowest Bid Price by item, manufacturer, and zone. Awards may also be made to subsequent lowest responsive and responsible Bidders by item, manufacturer, and zone,when determined to be in the best interest of the FSA and the purchaser(s). FSA CPP has the discretion to consider Percent and option pricing in making the award and to disqualify bidders for proposing excessive Percent(s)or option pricing. Page 31 Page 121 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions Awards will not be given to any parties listed on the government wide exclusion in the System for Award Management. FSA CPP reserves the right to accept or reject any and all bids, and to waive any minor irregularity,technicality or omission if it determines that doing so will serve the purchaser's best interest. FSA CPP reserves the right to make multiple awards for each item, if determined to be in the best interest of the FSA and the purchasers. Awards will be posted on the FSA CPP website according to the date posted in the bid calendar. 2.25 BID TABULATIONS The Bid Tabulation report will be posted on the FSA CPP website after the bid submission closes. If there is a delay in posting the bid tabulation results, FSA CPP will post a notice of the delay and a revised date for posting of results. 2.26 MINOR IRREGULARITIES/RIGHT TO REJECT The FSA CPP has the right to accept or reject any and all bids,or separate portions thereof, and to waive any minor irregularity,technicality or omission if the FSA CPP determines that doing so will serve its best interest or the best interest of the purchasers.A minor irregularity is a variation from the Terms&Conditions of this procurement that does not affect the price of the bid or give the Bidder a substantial advantage over other Bidders and thereby restrict or stifle competition and does not adversely impact the interests of the FSA or the purchasers.At its option,the FSA CPP may allow a Bidder to correct minor irregularities but is under no obligation to do so. In doing so,the FSA CPP may request a Bidder to provide clarifying information or additional materials to correct the irregularity. However,the FSA CPP will not request,and a Bidder may not provide the FSA CPP with additional materials that affect the price of the bid or give the Bidder an advantage or benefit not enjoyed by other Bidders. The FSA CPP may also reject any bids not submitted in the manner specified in this document. 2.27 CONE OF SILENCE This Invitation to Bid is subject to the Cone of Silence that begins the date the bid submission opens through the intent to award date as indicated in the Bid Calendar. During this period,all communications regarding this solicitation between FSA and Bidder will cease,except for procedural questions, questions regarding problems incurred in the use of the Bid System,or communications initiated by the FSA CPP.All permitted communications during this period shall be made in writing to the contacts identified in Section 1.01 of this Invitation to Bid. Page 3 2 Page 122 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions 3.0 CONTRACT CONDITIONS 3.01 GENERAL REQUIREMENTS Once the bid has been awarded,the terms and conditions of this document become the contract between the FSA CPP and the awarded Vendor.The Terms&Conditions apply to all items purchased from this contract. 3.02 STATEMENT OF AUTHORITY Each person signing the contract warrants that they are duly authorized to do so and binds the respective party to the contract. 3.03 VENDOR CONTACT INFORMATION The Vendor shall maintain current contact information with FSA CPP at all times for sales and submission of purchase orders,quarterly reports and administrative fee payments. If a change occurs during the contract,the Vendor must notify FSA CPP immediately. 3.04 ADDITIONS OR DELETIONS FSA CPP reserves the right to add or delete any items from this bid or resulting contract when deemed to be in the best interest of FSA and purchasers, at its discretion.This decision to take action may be based upon and not limited to few or no sales, product recalls and other safety issues,Vendor or manufacturer performance, or the product's lack of relevance. For items that come to market during the contract term, FSA CPP may authorize qualified and awarded Vendors to offer the new item under the existing contract terms and conditions, if the manufacturer authorizes a Vendor to sell the item. FSA CPP will request awarded Vendors submit pricing and will evaluate the responses prior to authorizing awarded Vendors to offer the new item. 3.05 CONTRACT EXTENSION Contract Extension The contract may be extended by mutual agreement for up to two(2)additional years,on a year-to-year basis. FSA CPP reserves the right to execute a contract extension or to allow the contract to fully or partially terminate and readvertise for bids,whichever is in the best interest of FSA. The Vendor may request price adjustments for contract extensions as provided for herein. If no request is received from the Vendor,the FSA CPP will assume that the Vendor has agreed that the optional term may be exercised without a price adjustment.Any adjustment request received after the execution of an extension may not be considered unless otherwise provided for in this contract. Month-to-Month Continuation In the event a new contract is not active at the time of this contract's expiration,this contract's terms and conditions shall extend on a month-to-month basis and shall not constitute an implied extension of the contract. Such a month-to-month continuation shall be upon the compensation and payment provided herein. Page 3 3 Page 123 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions 3.06 PRICE ADJUSTMENT In addition to the cost-plus-percent pricing adjustments available for the Pursuit,Administrative,and Other Vehicles contract,the Terms&Conditions provide the following options for price adjustments: • Annual Price Adjustments • Changes to Manufacturer Production or Design • Manufacturer Certified Adjustments • Equitable Adjustments Price adjustment requests must clearly substantiate a need to increase or decrease the price. Price adjustments will not be considered if Vendors are delinquent on administrative fee payments or have outstanding quarterly reports. Annual Price Adjustment The FSA CPP may consider annual price adjustments due to: • Changes in the Producer Price Index(PPI)as published by the U.S. Department of Labor, Bureau of Labor Statistics(BLS);or • As a result of changes to national or state standards that require substantial price adjustments. FSA CPP may consider other documentation related to the change to national or state standards but is not obligated to grant price changes without literature from the manufacturer. The FSA CPP will consider the request and will make a final determination on the change in price. Changes to Manufacturer Production or Design Significant changes by the manufacturer to the production of and specification design may initiate a price adjustment request. FSA CPP will consider order dates, production factors, model year,or other conditions, as well as the replacement or complete redesign of items.Vendors must provide documentation from the manufacturer. Manufacturer Certified Adjustments Vendors must provide documentation from the manufacturer to FSA CPP that shows the additional costs or price adjustments imposed by the manufacturer and substantiate the need for a related price adjustment for this contract. Equitable Adjustments The FSA CPP may make an equitable adjustment to the contract terms or pricing at its discretion. 3.07 CONDITIONS It is understood and agreed that any item offered or shipped as a result of this contract shall be the most current model offered. Page 34 Page 124 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions 3.08 PRODUCTION CUTOFF Vendors shall notify the FSA CPP in writing no less than sixty(60)calendar days prior to the close of final order date by the manufacturer when the final order date is during the term of the contract. Purchase Orders received by the Vendor ten (10) business days prior to the final order date must be accepted and entered into the order system with the manufacturer. Purchase Orders issued and received after the production cutoff date will be subject to availability. In this case,the Vendor and manufacturer have the discretion whether to choose to provide next year's model at current year's prices until the end of the contract term. If the manufacturer cutoff date is during the term of the contract and will affect the purchaser's ability to obtain the items, FSA CPP may consider substitutions from the same manufacturer. 3.09 FACILITIES The FSA CPP reserves the right to inspect the Vendor's facilities at any time with prior notice. 3.10 PURSUIT RATED VEHICLES & MOTORCYCLES Vehicles in this category have been reviewed by one or more of the nationally recognized authorities on Police Vehicle Testing Program/Evaluation.These evaluations are not designed to recommend a particular product, but to serve as a resource for vehicles which are currently being offered for law enforcement service.To see the full detailed report,click or copy the links below.At the time of the bid there were two nationally recognized authorities: State of Michigan.Vehicle Test Team of the Michigan State Police(MSP) Precision Driving Unit Los Angeles County Sheriff's Department Law Enforcement Vehicle Test and Evaluation Prograi Vehicles: 3.11 SPECIAL SERVICE VEHICLES Vehicles in this category have been reviewed by one or more of the nationally recognized authorities on pursuit vehicle testing program/evaluation.These vehicles are labeled as Special Service Vehicle(SSV)and often used in public safety applications and other areas of government. Refer to manufacturers published information for detailed information regarding these vehicles. 3.12 CAB AND CHASSIS PURCHASES Vendors performing upfitting of cab and chassis should be licensed and certified to perform such work.Vendors are responsible for tag and title work if the chassis is completed by the Vendor or the Vendor's contracted third- party supplier.The requirements of Florida Statute 319.21 related to the manufacturer statement of origin apply to cab and chassis purchases. Cab and chassis may be purchased from the Vendor without any required additional upfitting by the Vendor. Vendors are not responsible for tag and title if an incomplete chassis is requested and sold to the purchaser. 3.13 FACTORY-INSTALLED OPTIONS All options specified as factory-installed are to be installed on the item at the primary site of assembly and are to Page 3 5 Page 125 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions be the manufacturer's standard assembly-line product.Aftermarket and vendor-installed equipment will not be accepted as factory-installed.Vendors found supplying aftermarket or vendor-installed equipment where factory- installed are specified shall be required to retrieve all delivered items and supply new items meeting the specifications. All factory-ordered options are to be original equipment manufacturer(OEM) and installed at the primary site of assembly unless otherwise noted by the Vendor and acknowledged in writing by the purchaser.Verbal agreements will not be recognized. 3.14 VENDOR-INSTALLED OPTIONS All vendor-installed accessories, equipment, or options shall be installed according to the manufacturer's specifications.All vendor-installed options must be manufactured by an established manufacturer of the product provided.Vendors are required to disclose make and model of product being offered,design,and model must be approved by the purchaser prior to installation. Prior to any purchase,the Vendor must also disclose the warranty of any accessory,equipment or option that is less than or exceeds the factory or equipment warranty coverage. Any Vendor that violates this provision will be considered in default of the contract. FSA CPP may terminate the contract in accordance with these terms&conditions. 3.15 NON-SCHEDULED OPTIONS A non-scheduled option is an option not listed on the FSA CPP published award.Vendors may provide non- scheduled options at less than MSRP or the Published List Price. Non-scheduled options should be identified and listed as a separate line item with the price and discount on the purchase order. Non-scheduled options are covered under these terms and conditions. 3.16 FORCE MAJEURE A Vendor shall not be penalized for a delay resulting from the Vendor's failure to comply with delivery requirements if neither the fault nor the negligence of the Vendor or its employees contributed to the delay and the delay is due directly to acts of God,wars,acts of public enemies,strikes,fires,floods,or other similar cause wholly beyond the Vendor's control, or for any of the foregoing that third party suppliers if no alternate source of supply is available to the Vendor. 3.17 PURCHASE ORDERS To initiate a purchase,a purchase order must be issued to the Vendor,which includes: • FSA CPP contract title and number; • FSA CPP item number,and the make and model or item description; and • Purchaser name, phone number and email address. The Vendor's acceptance of a purchaser's order will indicate that the Vendor agrees to deliver an awarded item that will be fully compatible with all of its options. Production schedules and delivery dates should be discussed at the time the quote is provided to the purchaser,or if no quote is provided,when the purchase order is delivered to the Vendor.Vendor shall place the order with the manufacturer within 10 business days of receipt of the purchase order.The Vendor shall assure that all orders are placed in full compliance with the specifications and the terms and conditions of the contract and the purchase order.Any changes that are required to bring an item into compliance with the various options due to an incorrect order will be accomplished at the Vendor's expense. Page 3 6 Page 126 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions A Confirmation of Order form shall be completed by the Vendor and provided to the purchaser and FSA CPP fifteen (15)calendar days from receipt of purchase order without request by the purchaser.Any additional information needed to complete this form should be obtained by the Vendor from the purchaser. While it is recommended that an agency purchase from the zone which is closest to their location, it is not mandatory to do so. If the purchaser determines that a Vendor in another zone can better serve the purchaser's needs,the purchaser may order from a Vendor in another zone.Vendors that provide awarded items outside of an awarded zone may upon mutual agreement between the Vendor and the purchaser charge a delivery fee. If a Vendor receives a purchase order for an item for which they were not awarded,the Vendor must notify the purchaser and return the purchase order to the purchaser within three(3) business days. The Vendor must submit electronic copies of Purchase Orders within fifteen (15)calendar days of the Purchase Order issue date. Emails shall be sent to coopC@flsheriffs.org. Purchase orders received by the Vendor after this deadline must be submitted to FSA CPP as soon as possible with the date received by the Vendor and cause for the delay. Purchase Orders should contain the following required information: • Purchaser name, • Purchase order number, • Purchase order issue date, • FSA CPP contract title and number, • Item number, • Item make and model, or item description, • Item price, • Options by item, and • Estimated delivery date. Purchase orders vary in format and information provided. If a purchase order does not include the required information,the Vendor must submit supplemental documentation to FSA CPP at the same time the purchase order is due.Such information may be in bid quotes, equipment proposals, confirmation of orders,or other documents. If a purchaser does not use purchase orders,written communication from the purchaser to the Vendor will be provided to FSA CPP. 3.18 REGISTRATION, TAG, AND TITLE Title items shall be the responsibility of the Vendor. If the purchaser is a government agency,the purchaser has the right to choose to register and title the item. Costs of registration,tag and title shall not exceed the statutory rates. FSA administrative fee does not apply to the cost of registration,tag and title. 3.19 DELIVERY Vendors are to inspect the item to confirm the item meets or exceeds the FSA CPP Base Specification, manufacturer specification,and purchase order. Deliveries not complying with these requirements may be rejected and will have to be redelivered at Vendor's expense. Delivery shall be within the normal working hours of the user, Monday through Friday,excluding holidays. Delivery schedules shall be agreed to by the purchaser and the Vendor.Vendor shall notify the purchaser no less than twenty-four(24) hours prior to delivery of the time and location,which shall reflect the mutually agreed upon Page 3 7 Page 127 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions delivery details.The Vendor shall be responsible for delivering items that are properly serviced,clean and in first class operating condition. Items shall be delivered with each of the following documents completed or included: 1. Copy of the Purchase Order. 2. Copy of the FSA CPP Base Specification. 3. Copy of manufacturer's Invoice, price sheet, build sheet or other documentation that verifies what components are included on the item being delivered 4. Copy of the pre-delivery service report S. Registration warranty certification 6. Owner's manual 7. Registration,tag and title or an application for the registration, as applicable All items with fuel tanks of thirty-five(35)gallons or less must contain no less than one quarter(1/4)tank of fuel as indicated by the fuel gauge at the time of delivery. For items that have more than thirty-five(35)gallons,a minimum of one eighth (1/8)of a tank of fuel must be provided.All electric vehicles must be delivered with a minimum charge level of 10 percent.The purchaser has the option to reject a vehicle with more than 350 odometer miles or may deduct$0.51 cents per mile in excess of 350 miles from the invoice, unless distance above 350 miles was previously approved by the purchaser. Deliveries of less than 350 miles may be accomplished by driving the vehicle.Any delivery accomplished by driving the vehicle must be supervised and the driver must comply with manufacturer's break-in requirements and all applicable traffic laws.Any delivery accomplished by driving a pursuit-rated vehicle must use an "OUT OF SERVICE"cover on light bars. Deliveries in excess of 350 miles shall be made by transport,or otherwise approved by the purchaser, however,this requirement shall not apply to incomplete chassis. Items with hour meters must be delivered with fewer than five(5) hours on the hour meter or may be rejected by the purchaser. The purchaser may choose to negotiate a lower purchase price when the item exceeds five(5) hours. When items require service or adjustments upon delivery,the Vendor shall either remedy the defect,or be responsible for reimbursing the manufacturer's local authorized representative or other service provider to remedy the defect.Such service or adjustments shall be initiated by the Vendor within 48 hours after notification by a purchaser, not to include weekends and holidays. Delivery will not be considered complete until all services or adjustments are satisfactory,and the item is redelivered or repaired.The cost of any transportation required to address the defect shall be the responsibility of the Vendor until the items are satisfactory and accepted by the purchaser. 3.20 INSPECTION AND ACCEPTANCE Final acceptance shall be given only after the purchaser inspects or confirms the item meets contract specifications. Delivery of an item to a purchaser does not constitute acceptance for the purpose of payment. Inspection and acceptance will be at the purchaser's destination unless otherwise previously agreed upon location was provided in the purchase order. Should the delivered items differ in any respect from the Base Item specifications, payment can be withheld until such time as the Vendor completes the necessary corrective action. 3.21 INVOICING AND PAYMENTS Invoicing and payments shall be the responsibility of the Vendor and purchaser placing orders using this contract. Vendors must invoice each purchaser independently.The Vendor shall be paid upon submission of invoices to the purchaser after satisfactory delivery and acceptance of the items.While the Local Government Prompt Payment Page 3 8 Page 128 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions Act applies to ensure timely payment of Vendor invoices,the FSA CPP encourages purchasers to make payment within 30 days of acceptance of the item.The Local Government Prompt Payment Act is defined in Sections 218.70-218.79 of Florida Statutes. 3.22 WARRANTY All warranties shall begin at the time of delivery and final acceptance by the purchaser.The purchaser's warranty should not be active for incomplete items and items delivered to a third-party supplier before final delivery. 3.23 QUARTERLY REPORTS Quarterly reports are the contractual responsibility of each Vendor.Quarterly reports must be completed and submitted electronically.All quarterly reports shall be sent to reports@flsheriffs.org.The quarterly report template shall be submitted using an Excel workbook provided by FSA CPP.Quarterly reports which do not adhere to the required format or are not complete of all purchase orders received and/or deliveries made during the quarter will be returned to the reporting Vendor for correction. Quarterly reports are due no later than the 15th day of the month following the end of the quarter. Quarterly reports shall follow the schedule below for the duration of the contract. If a contract extension is executed,the quarterly reports will maintain the same schedule for future reporting periods. Contract Year: October 1,2022—September 30, 2023 Year 1 Quarter 1: October 1—December 31 Q1 Report Due: January 15 Year 1 Quarter 2: January 1—March 31 Q2 Report Due: April 15 Year 1 Quarter 3: April 1—June 30 Q3 Report Due: July 15 Year 1 Quarter 4: July 1—September 30 Q4 Report Due: October 15 Quarterly reports must be submitted even if there are no sales or no deliveries in a quarter. If a Vendor has no sales within a quarter,the Vendor shall indicate"No sales this quarter"on the top row of the sales worksheet. If the Vendor has no deliveries in a given quarter,the Vendor shall indicate"No deliveries this quarter"on the top row of the delivery worksheet. FSA CPP reserves the right to modify the procedure for submitting quarterly reports during the term of the contract.Such a change shall not materially modify the substance of the information to be reported but may change the method by which future quarterly reports are to be submitted. In the event of such a change, FSA CPP will provide written notice to all Vendors of the method by which future quarterly reports are to be submitted. 3.24 ADMINISTRATIVE FEE The FSA CPP charges three quarters of one percent(.0075)to procure, process and administer the contract.The administrative fees are the contractual responsibility of each awarded Vendor. After receipt of payment from contract purchases,the Vendor shall remit all administrative fees to the FSA CPP no later than 15 calendar days after the end of each quarter.All fees payable to the FSA CPP during any given quarter will be accompanied and supported by a quarterly report. Page 39 Page 129 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions The administrative fee will remain payable to FSA CPP and no relief from payment of the administrative fee, nor any additional charge to recoup the administrative fee,will be permitted if a Vendor fails to incorporate the administrative fee in its bid pricing.The administrative fee should never be listed as a separate line item on any purchase order or invoice. The administrative fee is based on the total purchase order amount of new items.This fee excludes any value given to purchasers for trade-ins.Trade-ins,extended warranties and other exchanges will not reduce or impact the fee calculation. The ACH form for electronic payment or wiring of funds is included in Appendix C. It is the preference of FSA CPP that all payments be electronically paid and submitted. If ACH is not available, checks for the administrative fee can be sent to: Florida Sheriffs Association Cooperative Purchasing Program 2617 Mahan Drive Tallahassee, FL 32308 3.25 LIQUIDATED DAMAGES The Vendor warrants that the item supplied to the purchaser shall conform in all respects to the standards set forth and the failure to comply with this condition will be considered as a breach of contract. Any liquidated damages levied because of inadequacies or failures to comply with these requirements shall be borne solely by the Vendor responsible for same. Failure to submit the administrative fee with accompanying quarterly reports to FSA CPP within 15 calendar days following the end of each quarter may result in the imposition of liquidated damages.Vendors failing to submit administrative fees and/or quarterly reports will incur liquidated damages in the amount of$25 for each calendar day that fees and reports are past due, beginning on the 16t"day following the end of the quarter. If a civil action is initiated by the FSA to recover administrative fees or liquidated damages as set forth in this section,the prevailing party shall be entitled to its reasonable attorneys'fees and costs incurred in the litigation. The venue shall lie in the Circuit Court for the Second Judicial Circuit in and for Leon County, Florida. When quarterly reports are late, liquidated damages are to be included in Vendor's Quarterly Report and administrative fee submission. Liquidated damages that remain unpaid beyond 45 calendar days can result in FSA CPP,at its sole discretion, implementing contract compliance actions, including but not limited to,suspension, limited participation by specifications or zones,disqualification from future solicitations,or termination for cause pursuant to the Terms&Conditions. Schedule of Liquidated Damages Failure to submit quarterly report on time $25 per calendar day Failure to submit administrative fee on time $25 per calendar day Failure to report a Purchase Order to FSA CPP within $100 per Purchase Order 15 calendar days of the purchase order issue date Failure to Report Sales .0075 of the sales price plus 1.5%each month following the delivery date. Page 40 Page 130 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions Vendor agrees and acknowledges that its failure to take any of the actions specified in the above schedule will result in liquidated damages to this contract.Vendor agrees and acknowledges that these liquidated damages are not intended to be and do not constitute a penalty and that these amounts are reasonably calculated to compensate the FSA for the damages that it will incur as a result of the Vendor's failure to take the specified actions. Page 41 Page 131 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions Appendix A: Zone Map FSA CONTRACT ZONE MAP WESTERN NORTHERN ' lMLL9 TA I1M 4_ [lF• •p i8*mA IiFI. N RL' 5LBSiN 411IY� IY! WMERN NORTHERN BAY ALACHliA. CAL14OUN BAILER DIXIE BRADFORD FSCAMBIA CLAY 6'6 FRANKLIN COLUMBIA GADSDEN DUVAL � GULF FLAGLER HOLMES GILCHRIST JACKSON HAMILTON CENTRAL JEFFERSON LEVY L.AFAYETTE MARIONLEON LIBERTYNASSAU � k" PUTNAM, ° Al MADISON ST.JOHNS r OKALOOSA SUWANEE. SANTA ROSA UNION TAYLOR YOLUSIA WALTON WAKULLA BVRL IL WASHINGTON CENTRAL SOUTHERN BREVARD BROWARD CITRUS CHARLOTTE SOUTHERN DESOTO COLLIER HARDEE GLADES 14ERNANDO HEN DRY 14IGIALA-NDS LEE. HILLSBOROUGH INDIAN RIVER MARTIN LAKE MIAMI-DADE �v MANATEE P ONROE BEACH OKEECHOBEE ORANGE OSCEOLA FASCO PINELLAS POLK ST.LUCIE SARASOTA SEMINOLE SUMTER r.]o_2Cls Page 42 Page 132 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions Appendix B. Bid Calendar FSA23-VEL31.0 Bid Calendar Task Date Invitation to Bid Announcement(ITB) 5/1/2023 & 5/15/2023 Voluntary Interested Bidder Workshop 6/13/2023 New Item Specification Requests Due 6/23/2023 Pre Bid Meeting 7/11/2023 Request for Clarifications Due to FSA 7/18/2023 FSA VendorLink Bidder Training 7/24/2023 Bid System Open 7/25/2023 Cone of Silence 7/25/2023 -9/11/2023 Bid Submissions Due 8/30/2023 Public Bid Opening 9/1/2023 Bid Tabulations Posted 9/1/2023 Bid Evaluation 9/5/2023 -9/8/2023 Intent To Award 9/11/2023 Final Award& Effective Date of New Contract 10/1/2023 FSA23-VEH21.0 Bid Calendar Task Date Invitation to Bid Announcement(ITB) 5/1/2023 & 5/15/2023 Voluntary Interested Bidder Workshop 6/14/2023 New Item Specification Requests Due 6/23/2023 Pre Bid Meeting 7/12/2023 Request for Clarifications Due to FSA 7/18/2023 FSA VendorLink Bidder Training 7/24/2023 Bid System Open 7/25/2023 Cone of Silence 7/25/2023 -9/11/2023 Bid Submissions Due 8/30/2023 Public Bid Opening 9/1/2023 Bid Tabulations Posted 9/1/2023 Bid Evaluation 9/5/2023 -9/8/2023 Intent To Award 9/11/2023 Final Award& Effective Date of New Contract 10/1/2023 Page 43 Page 133 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions FSA23-EQU21.0 Bid Calendar Task Date Invitation to Bid Announcement (ITB) 5/1/2023 & 5/15/2023 Voluntary Interested Bidder Workshop 6/7&8/2023 New Item Specification Requests Due 6/23/2023 Pre Bid Meeting 7/13/2023 Request for Clarifications Due to FSA 7/18/2023 FSA Vendorl-ink Bidder Training 7/24/2023 Bid System Open 7/25/2023 Cone of Silence 7/25/2023 - 9/11/2023 Bid Submissions Due 8/30/2023 Public Bid Opening 9/1/2023 Bid Tabulations Posted 9/1/2023 Bid Evaluation 9/5/2023 - 9/8/2023 Intent To Award 9/11/2023 Final Award & Effective Date of New Contract 10/1/2023 Page 44 Page 134 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions Appendix C: ACH Payments 0141rV. .3.-ftt FLU R V HERIFFS ASSOCIATION �b i Malian ojivm la4aKassee Fbhd*M-*08 '511 J '1 iY.:ram far �� -'JI15 F'4041a 3231.7 "Sl' m w ve i i.r 01 M TD: All Customers of the Florida sheriffs Association SUBJECT: Florida sheriffs Association is going pa perless' our association is pleased to announce the implementation of accepting electronic paymients from customers. if your agency or company is able to pay Via ASH,p lease cc nside r adding the Florida sheffft Association to you r list of Vendors paid)via electronic payment. Florida sheriffii Association's Banking Information is Es follows: C hecking Account Capita I City Bank Routing Number: D631OD638 Account Nu rn ber:001086700 I Please emai I any payment rem rrt3 nce information to acmuntingoof lsheflftorg. If you -hGDse to m ake ACH payments to the association,there is no additional charge. Ho never,the inform ation 3 bone c3 n be u:ij--d to pay with a WiF2 transf-er_ if you choose to pays Via wire,there is a cha rge of$2.5 pe r wire that yo u Will need to add to your paym ent. If you have any q U256[ins at ally please cont3Ct Trish Eld ridge at teldridgeomf lsheriffs.p a r call JJ350) 559-.5663- 3incerely, 9'ris i 12-Cdi r i--e L49 DirectDr of Accounting and Finance Florida Sheriffs AssaCi@tiDn Page 45 Page 135 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions Appendix D: Federal Clauses Applicability of Third-Party Contract Provisions* (Excluding micro-purchases,except Davis-Bacon requirements apply to construction contracts exceeding$2,000.) In addition to other provisions negotiated with purchasers placing federally funded purchase orders,Vendors must comply with the following provisions upon award of a federally funded purchase order: Professional Operations/ Materials& PROVISION Services/A&E Management Construction Supplies Equal Employment Opportunity All Davis-Bacon Act >$2,000 Copeland "Anti-Kickback"Act >$2,000 Contract Work Hours and Safety >$100,000 >$100,000 >$100,000 >$100,000 Standards Act Rights to Inventions Made Under a If the purchase If the purchase If the purchase If the purchase Contract or Agreement order involves order involves order involves order involves performance of performance of performance of performance of experimental, experimental, experimental, experimental, developmental developmental developmental developmental or research or research or research or research work work work work Clean Air Act >$150,000 >$150,000 >$150,000 >$150,000 Federal Water Pollution Control >$150,000 >$150,000 >$150,000 >$150,000 Act Debarment and Suspension All All All All Byrd Anti-Lobbying Amendment >$100,000 >$100,000 >$100,000 >$100,000 Procurement of Recovered All All All All Materials Prohibition on Certain All All All All Telecommunications and Video Surveillance Services or Equipment Domestic Preferences for All All All All Procurements *References to the code of regulations(CFR)or United States Code(USC)were accurate at the time of publication. It is the responsibility of the Bidder to ensure compliance is met of the referenced state and federal laws within the published rules. EQUAL EMPLOYMENT OPPORTUNITY: Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of"federally assisted construction contract" in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, "Equal Employment Opportunity' (30 FIR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, "Amending Executive Order 11246 Relating to Equal Employment Opportunity,"and implementing regulations at 41 CFR part 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor." The clause set forth in 41 CFR 60-1.4(b) is incorporated herein by reference. Vendor must comply with this clause and include this clause in all lower-tier federal assisted construction contracts. Page 46 Page 136 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions DAVIS-BACON ACT, as amended (40 U.S.C. 3141-3148): When required by Federal program legislation, all prime construction contracts in excess of$2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, "Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction"). In accordance with the statute,contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-Federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation.The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency.The contracts must also include a provision for compliance with the Copeland"Anti-Kickback"Act(40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, "Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that each contractor or subrecipient must be prohibited from inducing,by any means,any person employed in the construction,completion,or repair of public work,to give up any part of the compensation to which he or she is otherwise entitled.The non-Federal entity must report all suspected or reported violations to the Federal awarding agency. Vendors performing construction must comply with all applicable provisions of the Davis-Bacon Act and include this clause in all lower-tier subcontracts for construction. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT(40 U.S.C., chapter 37): Vendor shall comply with Sections 102 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C., chapter 37), as supplemented by Department of Labor regulations(29 CFR part 5). (a) Overtime requirements. Neither Vendor nor any contractor or subcontractor contracting for any part of the purchase order work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek. (b)Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause set forth in Paragraph 15(a),Vendor and any subcontractor responsible therefor shall be liable forthe unpaid wages.In addition, Vendor or such subcontractor shall be liable to the United States (in the case of work done under the Contract for the District of Columbia or a territory,to such District or to such territory),for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in Paragraph 15(a), in the sum of$29 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in Paragraph 15(a)of this section. (c) Withholding for unpaid wages and liquidated damages. Purchaser shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by Vendor or a subcontractor under the purchase order or any other Federal contract with Purchaser, or any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by Purchaser, such sums as may be determined to be necessary to satisfy any liabilities of Vendor or its subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in Paragraph (a). (d) Subcontracts. Vendor shall insert in any subcontracts over$100,000 for construction and other purposes that involve the employment of mechanics or laborers, the clauses set forth in Paragraphs (a) through (d) and also a clause requiring the subcontractors to include these clauses in any lower-tier subcontracts. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT: If the Federal award meets the definition of "funding agreement" under 37 CFR§401.2(a)and the recipient or subrecipient wishes to enter into a contract with Page 47 Page 137 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental,developmental,or research work under that"funding agreement,"the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, "Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements," and any implementing regulations issued by the awarding agency. Vendor shall comply with these requirements when performing a purchase order involving experimental, developmental or research work and flowdown this clause to lower-tier subcontractors performing such work. CLEAN AIR ACT(42 U.S.C.7401 et seq.)and the FEDERAL WATER POLLUTION CONTROL ACT(33 U.S.C. 1251 et seq.), as amended: Vendor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251 et seq.). Violations shall be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency(EPA).Vendor shall comply with the requirements of Clean Air Act and the Federal Water Pollution Control Act and include this clause in all lower-tier subcontracts with a value over$150,000. DEBARMENT AND SUSPENSION (E.O.s 12549 and 12689): By accepting or performing this purchase order, Vendor certifies that it is not identified in the Exclusions area of the System for Award Management as being currently debarred, suspended, proposed for debarment, or otherwise excluded ("SAM Exclusion"). Vendor shall obtain similar certifications from its lower-tier subcontractors for each subcontract in excess of$25,000 and Vendor shall not award lower-tier subcontracts in excess of$25,000 to an entity subject to a SAM Exclusion. LOBBYING RESTRICTIONS (31 U.S.C. 1352): By accepting or performing this purchase order,Vendor certifies that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Vendor shall also disclose to Purchaser any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award or contract. Vendor shall flow down this clause and require this certification for lower-tier subcontractors with a subcontract of $100,000 or more. Vendor shall provide its disclosure and all disclosures received from lower-tier subcontractors to Purchaser. PROCUREMENT OF RECOVERED MATERIALS: A non-Federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with section 6002 of the Solid Waste Disposal Act,as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency(EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable,consistent with maintaining a satisfactory level of competition,where the purchase price of the item exceeds$10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines. Vendor shall comply with this clause and include this clause in all lower-tier subcontracts. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT: (a) Recipients and subrecipients are prohibited from obligating or expending loan or grant funds to: (1) Procure or obtain; (2) Extend or renew a contract to procure or obtain; or (3) Enter into a contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.As described in Public Law 115- 232, section 889, covered telecommunications equipment is telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities). Page 48 Page 138 of 428 Agenda Item #3. FLORIDA SHERIFFS ASSOCIATION Cooperative Purchasing Program Contract Terms and Conditions (i) For the purpose of public safety,security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities). (ii) Telecommunications or video surveillance services provided by such entities or using such equipment. (iii)Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to,the government of a covered foreign country. (b) In implementing the prohibition under Public Law 11S-232, section 889, subsection (f), paragraph (1), heads of executive agencies administering loan, grant, or subsidy programs shall prioritize available funding and technical support to assist affected businesses, institutions and organizations as is reasonably necessary for those affected entities to transition from covered communications equipment and services, to procure replacement equipment and services, and to ensure that communications service to users and customers is sustained. (c)See Public Law 115-232,section 889 for additional information. DOMESTIC PREFERENCES FOR PROCUREMENTS: (a) As appropriate and to the extent consistent with law, the non-Federal entity should, to the greatest extent practicable under a Federal award, provide a preference for the purchase, acquisition,or use of goods, products,or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). Vendor agrees to comply with the requirements of this clause and include the requirements of this clause in all subawards including all contracts and purchase orders for work or products under this award. (b) For purposes of this section: (1) "Produced in the United States" means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings,occurred in the United States. (2)"Manufactured products"means items and construction materials composed in whole or in part of non- ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete;glass, including optical fiber; and lumber. Page 49 Page 139 of 428 B Agenda Item #3. EXHIBIT Vermeer Southeast Sales&Service, Inc. 71V7 Vermeer, 1060 West Industrial Ave. QUOTE Southeast Boynton Beach, Florida 33426 #230824020 Date: 08/24/23 Sales Rep: Scott Gabor Customer Information: Delivered to: Village of Tequesta Same 345 Tequesta Drive Jupiter, FL 33469 Contact Name: David Tinoco Phone Number: Payment method: Qty DESCRIPTION and SERIAL# Unit Price TOTAL 1 New Vermeer LP573XDT Vacuum Excavator, Trailer mounted 500 Gallon Tank; 9,995 GVWR De-rated; 2x100 Gallon water tanks; 24 HP Kohler Disel engine; 580 CFM vacuum pump; Baghouse; Hydraulic pump; Debris tank hydraulic tilt; 3,000 PSI @ 4GPM high pressure water system; Fully enclosed and insulated engine stand (lockable); Anti-Freeze tank, Air I Gap; Reverse Pressure; Polymet liner on bottom half of tank; 30'x 3"suction hose and tool; Hydraulically operated full open and locking rear door; water knife and clean-up wand; 30 gallon fuel tank; manual jack; Strong Arm i Pricing per FL Sheriff's Contract FSA20-EQU18.0 Item#105 ;Title: VACUUM EXCAVATOR, TRAILER MOUNTED- 14,000 GVWR Model: LP873SDT 1 i Bid Price Per FSA contract $ 129,741.00 $ 129,741.00 1 DELETE: LP573XDT- 24HP Kohler diesel , 500 Gal, 9,995 GVWR $ (63,487.00); $ (63,487.00) 1 jADD: STRONGARM $ 2,402.00 ' $ 2,402.00 1 **Add: Scheduled Price increase adjustment Q2(Feb 1 -Apr 30, 2024) $ 4,116.00 $ 4,116.00 *Non-Contract Items carry 5%discount off current MSRP **Scheduled price increase per FSA Terms and Conditions,Section 3.06 Equitable Adjustment ---------------------- SubTotal $ 72,772.00 ----------- --------------- *** Price Valid For Current Contract*** Tax - ------ --------------------------------------------- Total $ 72,772.00 -------------------------------------------- THANK YOU FOR YOUR BUSINESS! Less Down Payment TERMS: Balance Due $ 72,772.00 All warranties,if any,made with respect to this equipment are those warranties made by the Manufacturer. Dealer makes no warranties express or implied,including, but not limited to,warranties of MERCHANTABILITY AND FITNESS OF A PARTICULAR PURPOSE. Customer Signature Page 140 of 428