Park and Recreation

Miami-Dade County, hereinafter known as MDC, will receive bids for the Miami-Dade County Auditorium - Theatre Improvements, Phase I , Contract No. 410401-03-002. The project will be located in Miami-Dade County, State of Florida.

This project is Set Aside (Level 1) for competition by Community Small Business Enterprise Prime Contractors in accordance with Ordinance 97-52 and Administrative Order 3-22. This bid is limited to those certified Community Small Businesses have established a place of business in Dade County. These Community Small Business firms shall be certified prior to the time of bid by Miami-Dade County in accordance with the requirements of Ordinance 97-52 and Administrative Order 3-22. To obtain information regarding certification, prospective bidders are advised to contact the Small Business Development (SBD), Address: 111 N.W. 1st Street, 19th Floor, Miami, FL 33128, Phone: 305-375-3111 regarding the procedures and time required to obtain the proper certification.

Locally funded projects of $100,000 and above are also subject to the Equal Employment Opportunity requirements and Section 2-11.16 of the Code of Metropolitan Dade County (Responsible Wages).

Pursuant to Section 2-11.1(t) of the Miami-Dade County Code, as amended, a “Cone of Silence” is imposed upon each RFP, RFQ or bid after advertisement and terminates at the time the County Manager issues a written recommendation to the Board of County Commissioners. The Cone of Silence prohibits any communication regarding RFPs, RFQs or bids between, among others:

potential vendors, service providers, bidders, lobbyists or consultants and the County’s professional staff including, but not limited to, the County Manager and the County Manager’s staff, the Mayor, County Commissioners or their respective staffs;
the Mayor, County Commissioners or their respective staffs and the County’s professional staff including, but not limited to, the County Manager and the County Manager’s staff;
potential vendors, service providers, bidders, lobbyists or consultants, any member of the County’s professional staff, the Mayor, County Commissioners or their respective staffs and any member of the respective selection committee.

The provisions do not apply to, among other communications:

oral communications with the staff of the Vendor Information Center, the responsible Procurement Agent or Contracting Officer, provided the communication is limited strictly to matters of process or procedure already contained in the solicitation document;
the provisions of the Cone of Silence do not apply to oral communications at pre-proposal or pre-bid conferences, oral presentations before selection committees, contract negotiations during any duly noticed public meeting, public presentations made to the Board of County Commissioners during any duly noticed public meeting; or
communications in writing at any time with any county employee, official or member of the Board of County Commissioners unless specifically prohibited by the applicable RFP, RFQ or bid documents.

Proposers or bidders must file a copy of any written communications with the Clerk of the Board, which shall be made available to any person upon request. The County shall respond in writing and file a copy with the Clerk of the Board, which shall be made available to any person upon request. Written communications may be in the form of e-mail, with a copy to the Clerk of the Board.

In addition to any other penalties provided by law, violation of the Cone of Silence by any proposer or bidder shall render any RFP award, RFQ award or bid award voidable. Any person having personal knowledge of a violation of these provisions shall report such violation to the State Attorney and/or may file a complaint with Ethics Commission. Proposers or bidders should reference Section 2-11.1(t) of the Miami-Dade County Code for further clarification.

This language is only a summary of the key provisions of the Cone of Silence. Please review Miami-Dade County Administrative Order 3-27 for a complete and thorough description of the Cone of Silence.

Miami-Dade County will receive bids for the auditorium improvements which include the relocation of the sound and light control rooms for an unobstructed view of the stage, a/c as required, upgrade dimmer racks and electrical service, new production lighting console, sound and communication equipment with selective demolition as necessary. The engineer’s cost estimate for the base bid is $1,227,198.30.

Included in the bid shall be the furnishing of all materials, labor, services, supervision, tools and equipment required or incidental to this project. All work shall be performed as per the Contract Documents. Miami-Dade County, at its sole discretion may elect to negotiate with the apparent low bidder, if only one bidder bids.

The County reserves the right to waive any informalities or irregularities in any bid, or reject any or all bids if deemed to be in the best interest of the County.

As part of this Contract, the County may, at its sole discretion, issue miscellaneous changes covering all construction disciplines. The Contractor shall be capable of expeditiously performing this change work either with its own forces or with subcontractors. The direct and indirect cost of these changes and time extensions, if any, will be negotiated at the time the changes are issued and payment will be made in accordance with Article 36 of the General Conditions. As the nature or extent of these changes can not be ascertained prior to notice-to-proceed, the Contractor shall not include an amount in his bid in anticipation of these changes.

MIAMI-DADE COUNTY CONTRACTOR’S CERTIFICATION IS REQUIRED IN: As required by Chapter 10 of the Miami-Dade County. Other Certificates of Competency, if required, shall be provided by subcontractors prior to beginning of work.

Bid Documents will be available on or about 6/25/2008 and may be purchased from Omara Coello at the Park and Recreation Department, 4th Floor, Hickman Bldg., Capital Programs Division, 275 N. W. 2nd Street, Miami, Florida. A list of bidders may also be obtained at the above listed address. MDC has scheduled a Pre-Bid Conference at 10:00 A.M. local time on 7/2/2008 at the Hickman Bldg., 275 N. W. 2nd Street, 3rd Floor Training Room, Miami, Florida 33128. The Pre-Bid Conference is being held to answer any questions regarding this project.

MDC will receive SEALED Bids at the Office of the Clerk of the Board of County Commissioners, at the Stephen P. Clark Center, 111 N. W. First Street, Suite 17-202, Miami, Florida 33128 until 2:00 p.m. local time on 7/28/2008. Bids received after that time will not be accepted, nor will qualified, segregated and/or incomplete Bids be accepted. Bids may not be revoked nor withdrawn for 180 days after the bid opening date. The Contract, if awarded, will be awarded to the lowest responsive and responsible bidder. Interested parties are invited to attend.

All bids shall be submitted to the Clerk of The Board in two (2) separate sealed envelopes in the following manner.

Envelope number one shall be in a sealed white envelope containing (1) DBD form 400 – Schedule of Intent for each subcontractor for projects which contain goals or are “Set-Aside” for CSBE contractors on the project. On the outside of the envelope place the name of the bidder, its address, the name of the Contract for which the bid is submitted, the contract number and the date for opening of bids.

Envelope number two shall be in a sealed manilla envelope containing the required bid documents. On the outside of the envelope place the name of the bidder, its address, the name of the contract for which the bid is submitted. The Bid Security specified in Article 7 of the Instruction To Bidders shall be enclosed with the bid. Failure to include the Bid Security shall render the bid non-responsive.

The opening of bids will be as follows:

DBD Staff will open the white envelope and review the DBD form 400 Schedule of Intent on the bid opening date and time. If the DBD form 400 has correctable defect(s), the bidder will be given a checklist indicating the correctable defect(s). The bidder must submit the corrected DBD form 400 to DBD and the Clerk of The Board within forty-eight (48) hours of the bid opening date. If the bidder’s DBD form 400 contains non-correctable defect(s), DBD will immediately inform the bidder that the submittal is not responsive and not approved, and envelope number two will not be opened.

Envelope number two will be opened forty-eight (48) hours after the bid opening date. Only the bids that have complied with the DBD form 400 Schedule of Intent submittal will be opened.

Requests must be accompanied by either a check or money order drawn in favor of the Board of County Commissioners, Miami-Dade County, Florida. Cash will not be accepted.

The following is a list of the available Bid Documents and their respective costs:

Contract Drawings (full size) and Project Manual -------$50.00 each set (NONREFUNDABLE)

Contract Drawings (full size) with Project Manual on CD ------$20.00 each set (NONREFUNDABLE)

Bid Security must accompany each bid and must be in an amount of not less than five percent of the highest Total Bid Price. MDC reserves the right to waive irregularities, to reject bids and/or to extend the bidding period.

Each Contractor, and his subcontractors performing work at the Work site, will be required to pay Florida sales and use taxes and to pay for licenses and fees required by the municipalities in which the Work will be located. Each Contractor will be required to furnish a Surety Performance and Payment Bond in accordance with Article 1.03, Contract Security, of the Supplemental General Conditions and furnish Certificates of Insurance in the amounts specified in the Contract Documents.

The Contractor is hereby advised of Resolution No R-1145-99, Clearinghouse for Posting Notices of Job Opportunities Resulting from Construction Improvements on County Property. The procedures direct the Contractor to forward a notice of job vacancy(ies) created as a result of this construction work to the director of the Employee Relations Department, located at Stephen P. Clark Center, 111 NW 1st Street, suite 2110, Miami, Florida 33128. The job vacancy notices should be delivered within ten (10) working days following award of the contractor. The Director of the Employee Relations Department will in turn distribute said job announcements to all Miami Dade County facilities participating in the notification requirements of Resolution No. R-1145-99.

Any firm proposed for use as a CSBE on this contract, must have a valid certification from the Miami-Dade County Department of Business Development (DBD), at the time of bid.

It is the policy of Miami-Dade County to provide equal employment opportunity.

Those responding to this RFP/ITB/RFQ shall comply with the provisions of the Americans With Disabilities Act of 1990 and 49 U.S.C. Section 1612 and other related laws and regulations.

Call (305) 755-7848, to request material in accessible format, information on access for persons with disabilities, or sign language interpreter services (7 days in advance), 305-755-7980 (tdd).

SPANISH TRANSLATION:
Llamar al (305) 755-7848, para obtener informacion acerca del acceso para Leisure Access Services personas minusvalidas y para obtener materiales en formato accessible. Los interesados en el servicio de interpretes para el idioma de los sordomudos deben llamar con siete dias de antelacion, 305-755-7980 (Servicio telefonico para sordos).

MIAMI-DADE COUNTY
MIAMI-DADE PARK AND RECREATION DEPARTMENT
Harvey Ruvin, Clerk
Kay Sullivan, Deputy Clerk