Procurement Notices

Procurement Actions:

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.


REQUEST FOR PROPOSALS (RFP) DISASTER DEBRIS MONITORING SERVICES, No. 1314-11-00

The Village is seeking to procure a qualified and experienced firm with extensive expertise in Disaster Debris Monitoring Services as required by the RFP. The firm must possess a minimum of seven (7) years of experience in Debris Monitoring Services as required by the RFP. The Proposer must have a proven record of successfully completing projects with a similar size, scope, and complexity 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. Proposer must have completed five (5) projects of a similar, size scope and complexity in the last ten (10) years. Additional requirements are contained within the RFP.  Services shall be provided 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 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. 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 Village does not intend to award a contract in response to this RFP to the same contractors that are awarded a contract for Emergency Debris Removal and Management Services. 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, July 30, 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, June 30, 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 non-mandatory pre-bid conference on Tuesday, July 15, 2014 at 10:00 a.m. 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. 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.


REQUEST FOR PROPOSALS (RFP) SECURITY GUARD SERVICES No. 1314-12-003

The Village of Palmetto Bay is accepting sealed proposals from qualified individuals and/or firms to provide qualified security guards services during specific, assigned events/activities at Village parks and/or as assigned at Village facilities; services provided shall be compliant with performance measures defined in this RFP. Sealed proposals must be received by the Village Clerk at Village of Palmetto Bay, Municipal Center, 9705 E. Hibiscus Street, Palmetto Bay, FL 33157, no later than 3:00 pm on or before Wednesday, July 23, 2014, (late submittals, email submittals, and facsimile submissions will not be accepted) at which time they will be publicly opened and read aloud. To guard against premature opening, each proposal shall be submitted to the Office of the Village Clerk in a sealed envelope plainly marked clearly labeled “SECURITY GUARD SERVICES,” and include the specification number, vendor name, and time and date of the proposal opening. Proposals shall be submitted using the forms and following the instructions provided in the specification package. To be considered, all interested parties must request and purchase a copy of the RFP document from the address listed above and submit one (1) original, four (4) copies, and one (1) electronic copy of the required information and documents in one (1) sealed package. 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, June 23, 2014 after 8:30 a.m. at the Village of Palmetto Bay, Municipal Center, 9705 E. Hibiscus ST, Palmetto Bay, FL 33157. A $30.00 non-refundable deposit per set of documents is required, made payable to Village of Palmetto Bay. 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. Interested, qualified vendors can obtain information by contacting 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.