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I I I .1 I I I I I I ~ I I I I I I I I SECTION 3 INSTRUCTIONS TO BIDDERS TO INSURE ACCEPTANCE OF YOUR BID, PLEASE FOLLOW THESE INSTRUCTIONS: 3.1. Purpose of Bid: The City of Sunny Isles Beach (the "City") intends to secure the services of a qualified janitorial contractor for facilities maintenance for three years with an option of two mutually agreeable written renewals of three years each (i.e. base contract of 3 years + one option of 3 years + one option of 3 years = 9 years total). It is the intent of this bid document that all work shall result in compliance with the specification documents and all regulatory requirements applicable to such project. It is the intent of the City to award this Contract to the lowest responsible and responsive Bidder whose bid best serves the interests of and represents the best value to the City in conformity with the criteria set forth in Section 62-8 of the City Code. Price is only a factor in determining the lowest responsible and responsive bidder and the City Manager or the City Commission may select a bidder whose bid is not the lowest dollars and cents bid if the award is based on the criteria set forth in Section 62-8 of the City Code. 3.2. Pre-Bid Conference: A mandatory Pre-Bid Conference is scheduled for the time and location shown in Section 2. It is mandatory that all Bidders attend the pre-bid conference. Bids will not be accepted from Bidders who did not attend the pre-bid conference. No pleas of ignorance by the Bidder of conditions that exist, or that may hereinafter exist as a result of failure to make the necessary examinations or investigations or failure to fulfill in every detail the requirements of the contract documents, will be accepted as basis for varying the requirements of the City of Sunny Isles Beach or the compensation of the Bidder. 3.3. Clarification/Explanation/Questions: Any questions concerning the Bid Specifications or any required need for clarification must be made to Rick Conner - Engineering & Public Works Director, in writing, at least five (5) business days prior to the date of the Bid opening. Interpretations or clarifications considered necessary by Rick Conner, Engineering & Public Works Director, in response to such questions will be issued by addenda and posted/disseminated by DemandStar (www.demandstar.com) to all parties listed on the official plan holders' list as having received the bidding documents. Only questions answered by written addenda shall be binding. Oral interpretations or clarifications shall be without legal effect. No plea of ignorance or delay or required need of additional information shall exempt a Bidder from submitting their Bid on the required date and time as publicly noted. 3.4. Planholder's List: As a convenience to vendors, the City of Sunny Isles Beach has made available via internet lists of all planholders for each invitation to bid, request for proposal, and request for qualifications. The information is available on-line at www.demandstar.com or by calling the Office of the City Clerk at (305) 792-1703. 3.5. Addenda to Specifications: If any addenda are issued after the initial specifications are released, the City will post and disseminate the addenda through DemandStar. For those projects with separate plans, blue prints, or other materials that cannot be accessed through the internet, the Office of the City Clerk will make good faith effort to ensure that all registered bidders (those who have been registered as receiving a bid package) receive the documents. It is the responsibility of the vendor prior to the submission of any bid to check the above website or contact the Office of the City Clerk at (305) 792-1703 to verify any addenda issued. The receipt of all addenda must be acknowledged on the Bid Response Sheet. 3.6. Special Accommodations: Any person requiring a special accommodation at a Pre-Bid Conference or Bid/RFP/RFQ opening because of a disability should call the Office of the City Clerk at (305) 792-1703 at lease five (5) days prior to the Pre-Bid Conference or Bid/RFP/RFQ opening. If you are hearing or speech impaired, please contact the Office of the City Clerk by calling the City of Sunny PAGF 4 OF 7R