Please note that in accordance with Section 2-138 upon the advertisement of any Request for Proposals (RFP), Request for Qualifications (RFQ), or Invitation to Bid (ITB), a Cone of Silence is in effect. In general, communication is prohibited between the bidder/ vendor and members of the Village Council or Village staff. The cone is lifted when the Village Manager provides his written recommendation of selection to the Village Council. Should the Council refer the matter back to the Manager and/or staff for further review, the cone shall be re-imposed. Generally, the cone of silence does not apply to oral communications at pre-bid conferences, oral presentations before selection committees, contract negotiations during any duly noticed public meeting, public presentations made to the Village Council during any duly noticed public meeting or communications in writing at any time with any village employee, official or member of the village council unless specifically prohibited by the applicable RFP, RFQ or bid documents. Should this provision be violated, the award of any RFP, RFQ, or ITB shall be voided.
The complete Ordinance can be viewed online by visiting: http://www.municode.com/Library/FL/Palmetto_Bay - Chapter 2.
Current RFPs / RFQs / ITBs:
REQUEST FOR PROPOSALS
EXECUTIVE SEARCH SERVICES FOR THE POSITION OF VILLAGE MANAGER (RFP#: 1415-003-002)
The Village of Palmetto Bay is currently soliciting proposals from qualified individuals or firms who are experienced in recruiting professionals who are qualified to serve as Village Manager.
Sealed proposals will be received by the Village Clerk, 9705 East Hibiscus Street, Palmetto Bay, FL 33157, on or before March 26, 2015, no later than 3:00 pm, at which time they will be publicly opened and announced. To be considered, all interested parties must request a copy of the Request for Proposals (RFP) and submit one (1) original and eight (8) copies of the required information and documents in a sealed envelope, entitled “EXECUTIVE SEARCH SERVICES FOR THE POSITION OF VILLAGE MANAGER - RFP # 1415-03-002.” Late submittals and facsimile submissions will not be considered. The respondent shall bear all costs associated with the preparation and submission of the response to the RFP.
A “Cone of Silence” specifically prohibits communication in regard to this RFP with the Village of Palmetto Bay except by written means with a copy filed with the Village Clerk. This Cone of Silence takes effect upon advertisement of the RFP and terminates upon the Manager's issuance of the memorandum enclosing all proposals to the Village Council in order for the Village Council to select a firm. In addition to any other penalties provided by law, violation of the Cone of Silence shall render any submission disqualified.
The Village reserves the right to reject any or all proposals, to terminate the process at any time, to waive any informalities or irregularities in any submittal, to award in whole or in part to one or more respondents or take any other such actions that may be deemed in the best interest of the Village. Interested, qualified individuals may obtain a copy of the RFP by contacting Kristy Bada, Procurement Specialist at (305) 259-1234 or email@example.com.
NOTICE OF INVITATION TO BID (1415-12-005-2)
CORAL REEF PARK ASPHALT TRAIL RENOVATIONS (RE-BID)
The Village of Palmetto Bay is currently soliciting bids for asphalt trail renovations at Coral Reef Park. Sealed bids must be received by the Village Clerk at Village Hall, 9705 E. Hibiscus Street, Palmetto Bay, FL 33157, no later than 3:00pm on or before Wednesday, April 8th, 2015, (late submittals, email submittals, and facsimile submissions will not be accepted) at which time they will be publicly opened and read aloud. To be considered, all interested parties must request and purchase a copy of the bid documents and submit an original, four (4) copies and a CD or flash drive containing a copy of the entire original submission in one (1) sealed package. A bid guaranty in the amount of five percent (5%) of the Bid must accompany each bid in accordance with the Invitation to Bid (ITB). The respondent shall bear all costs associated with the preparation and submission of the response to the bid. The nature and scope of this project includes, but may not be limited to: the furnishing of all labor, materials, tools, equipment, machinery, drawings, permits and services necessary to complete construction in accordance with the specifications of ITB for asphalt trail renovations at Coral Reef Park. If additional information is required, please contact the Village of Palmetto Bay, Procurement Specialist at KBada@palmettobay-fl.gov.
A mandatory, pre-bid meeting is scheduled for Tuesday, March 31st, 2015 at 10:00am at Coral Reef Park Recreation Room, 7895 SW 152 Street, Palmetto Bay, FL 33157. Bid documents may be obtained on or after Monday, March 23rd, 2015 at 8:30am at the Village of Palmetto Bay Municipal Center at 9705 E. Hibiscus Street, Palmetto Bay, FL 33157.
The Village reserves the right to reject any and all proposals, to terminate the process at any time (and recommence it at a later time from the beginning), to waive any informalities or irregularities in any submittal, to award in whole or in part to one or more respondents or take any other such actions that may be deemed in the best interest of the Village.
Compliance with Ordinance 2011-05
All vendors must comply with the provisions of Ordinance 2011-05.
A complete copy, including definitions, is available for review upon request. Section 10-12 is provided here for your review:
Sec. 10-12___ Prohibited campaign contributions by vendors.
(a) No person who is a vendor to the Village shall give a campaign contribution directly, or through a member of the person's immediate family, or through a political action committee, or through any other person, to a candidate, or to the campaign committee of a candidate, for the offices of Mayor, Vice Mayor, or Council Person. No candidate, or campaign committee of a candidate for the offices of Mayor, Vice Mayor, or Council Person, shall solicit or receive any campaign contribution from a person who is a vendor to the Village, or through a member of the person's immediate family, or through a political action committee, or through any other person on behalf of the person. This prohibition applies to natural persons and to persons who hold a controlling financial interest in business entities.
(b) A person who directly, or through a member of the person's immediate family, or through a political action committee, or through any other person makes a contribution to a candidate for the office of Village Mayor, Vice Mayor or Council Person shall be disqualified for a period of one year following the election from transacting business with the Village. This prohibition on transacting business with the Village may be waived only in the manner provide in section 2-123(b).
(c) A vendor to the Village who has violated this Section 10-12 shall forfeit any rights under any agreement with such vendor(s) and service(s) with said former shall immediate terminate upon completion of pending tasks as directed by the Village Manager. Failure of a vendor to disclose, in writing to the Village Clerk, any contribution to a Village candidate shall all be subject to a fine in the total amount of any such contribution, plus $500.00.
Businesses interested in doing business with the Village of Palmetto Bay must register as a Vendor. The process is simple and free:
Download/complete Vendor Registration Form;
Submit the form via Fax 305-259-1290; or
Submit the form via e-mail.
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