Procurement Notices

Procurement Actions:

Please note that in accordance with Section 2-138 upon the advertising 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.

REQUEST FOR PROPOSALS (RFP) EMERGENCY DEBRIS REMOVAL & MANAGEMENT SERVICES 
No. 1314-11-006

The Village of Palmetto Bay is currently soliciting bids for Emergency Debris Removal and Management Services. The Village anticipates to contract with more than one contractor to provide Emergency Debris Removal and Management Services in accordance with applicable regulations of the Federal Emergency Management Agency (FEMA), Federal Highway Administration (FHWA), Florida Department of Transportation (FDOT), Florida Department of Health (FDH), Natural Resources Conservation Services (NRCS), South Florida Water Management District (SFWMD), and the Florida Department of Environmental Protection (FDEP) in conjunction with the Village’s needs. Contracts must meet rules for Federal grants, as provided for in Title 44 Code of Federal Regulations (CFR) Part 13, (§13.36, Procurement) in order to be eligible for reimbursement under the Public Assistance Program.  More than one contractor may be selected to provide differing elements or levels of scope of work in accordance with the capabilities and extent of involvement each respondent proposes.  Contracts issued resulting from this RFP shall only be activated in the event of a declared emergency.  There is no guarantee any contract resulting from the RFP will be activated or any work will be performed.

The Work involved with the Project shall include, but may not be limited to, the removal of all debris as the result of an anticipated or unanticipated storm, disaster, act of terrorism, etc.  Debris is to be removed from the Streets and Avenues within the Village of Palmetto Bay and hauled to a designated staging area and / or disposal site.  The Village is seeking contractors whose combination of experience and expertise will provide timely, cost‐effective and quality debris removal and debris management services to the Village. Only contractors whose proposals demonstrate project management experience in FEMA-eligible debris removal projects of a similar size and scope as the aftermath of Hurricane Katrina and Hurricane Wilma and as further set forth in this RFP will be considered for award. FEMA experience shall also be required.

Sealed bids must be received by the Village Clerk at Village Hall, 9705 E. Hibiscus Street, Palmetto Bay, FL 33157, no later than 3:00 pm on or before Wednesday, April 16th, 2014, (late submittals, email submittals, and facsimile submissions will not be accepted) at which time they will be publicly opened and read aloud. Official time will be measured by the time stamp of the Village Clerks Office.  The respondent shall bear all costs associated with the preparation and submission of the response to the solicitation. Bid documents may be obtained on or after Monday, March 17th, 2014 at 8:30 am at the Village of Palmetto Bay Municipal Center at 9705 E. Hibiscus Street, Palmetto Bay, FL 33157. A $30.00 non-refundable deposit per set of documents is required, made payable to Village of Palmetto Bay. There will be a mandatory pre-bid conference on Tuesday, March 25th, 2014 @ 10:00 am to discuss the scope of services and answer questions. The Pre-Bid Conference will be held at Village Council Chambers, Village Hall located at 9705 E. Hibiscus Street, Palmetto Bay, FL 33157. You must attend this pre-bid conference in order to submit a bid.

The Village of Palmetto Bay 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, irregularities or technicality in bids received. There is no obligation on the part of the Village to award the bid in whole or in part to one or more respondents or to the lowest bidder. The Village reserves the right to award the bid to the bidder submitting a responsive bid with a resulting negotiated agreement which is most advantageous and in the best interest of the Village. The Village shall be the sole judge of the bid and the resulting negotiating agreement that is in its best interest and its decision shall be final. If additional information is required, please contact the Village of Palmetto Bay, Procurement Specialist at KBada@palmettobay-fl.gov.
 

CONSTRUCTION ENGINEERING AND INSPECTION SERVICES FOR HOWARD DRIVE AND CORAL REEF ELEMENTARY SCHOOL (SRTS) PRIORITY 1 IMPROVEMENTS RFP# 1314-11-007 - FDOT LAP AGREEMENT FM No. 431502-1 AND 431500-1

REQUEST FOR PROPOSALS is hereby given to Civil Engineering firms with prior FDOT LAP experience and pre-qualified to provide the Village of Palmetto Bay with Continuing Professional Engineering Services. The pre-qualified Civil Engineering firm shall provide a sealed proposal for “CONSTRUCTION ENGINEERING AND INSPECTION SERVICES FOR HOWARD DRIVE AND CORAL REEF ELEMENTARY SCHOOL (SRTS) PRIORITY 1 IMPROVEMENTS.”  The Village plans to contract with one engineering consulting firm (Engineer) to provide construction engineering and inspection services. In addition to CEI Inspection services, the Consultant will be required to prepare and submit full compliance documentation as required by the FDOT/LAP Process, Procedures and Regulations. 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, May 14th, 2014 (late submittals, email submittals, and facsimile submissions will not be accepted) at which time they will be publicly opened and read aloud. Official time will be measured by the time stamp of the Village Clerks Office.  The respondent shall bear all costs associated with the preparation and submission of the response to the solicitation.

SPECIFICATIONS & BID DOCUMENTS may be obtained on or after Monday, April 14th, 2014 at 8:30am at the Village of Palmetto Bay Municipal Center at 9705 E. Hibiscus Street, Palmetto Bay, FL 33157. A $15.00 non-refundable deposit per set of documents is required, made payable to Village of Palmetto Bay. The Village of Palmetto Bay 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, irregularities or technicality in bids received. There is no obligation on the part of the Village to award the bid in whole or in part to one or more respondents or to the lowest bidder. The Village reserves the right to award the bid to the bidder submitting a responsive bid with a resulting negotiated agreement which is most advantageous and in the best interest of the Village. The Village shall be the sole judge of the bid and the resulting negotiating agreement that is in its best interest and its decision shall be final.

Local Agency, Village of Palmetto Bay, hereby notifies all proposers that it will affirmatively ensure that any contract entered into, pursuant to this advertisement, Disadvantaged Business Enterprise will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, gender, religion, age, disability, marital status or national origin in consideration for this award.  The Village of Palmetto Bay, in accordance with the provisions of Title VI of the Civil Rights Act Of 1964 (78 Stat. 252) and the regulations of the Department of Commerce (15 C.F.R., Part8) issued pursuant to such Act, hereby notified all bidders and proposers that it will affirmatively insure that in any contract entered into pursuant to this advertisement, Disadvantaged Business Enterprises will be afforded full opportunity to submit bids or proposals in response to this invitation. Further, the Village of Palmetto Bay will not discriminate against bidders and proposers on the basis of race, color, gender, religion, national origin, age disability or marital status in consideration for an award.  If additional information is required, please contact the Village of Palmetto Bay, Procurement Specialist at KBada@palmettobay-fl.gov.
 


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.