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. . . . . I. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . o SECTION 3 INSTRUCTIONS TO PROPOSERS TO ENSURE ACCEPTANCE OF YOUR RFP, PLEASE FOLLOW THESE INSTRUCTIONS: 3.1. Purpose of Proposal: The City of Sunny Isles Beach (the "City") intends to secure the services of a qualified firm experienced in providing a full range of disaster recovery services relative to Emergency Debris Clearance and Removal Operations for three (3) years with an option of two (2)mutually agreeable renewals of one (1) year each (Le. base contract of three (3) years + one (1) option of one (1) year + one (1) option of one (1) year = five (5) years total). It is the intent of this proposal document that all work shall resu~ in compliance with the specifications, 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 proposer whose proposal best serves the interests of, and represents the best value to, the City pursuant to the criteria set forth in Section 62-8 of the City Code. Price is only a factor in determining the lowest responsible and responsive proposer. 3.2. Pre-Proposal Conference: A mandatory Pre-Proposal Conference is scheduled for the time and location shown in Section 2. It is mandatory that all Proposers attend the Pre-Proposal conference. Proposals will not be accepted from Proposers who did not attend the Pre-Proposal conference. No pleas of ignorance by the Proposer of conditions that exist, or that may hereinafter exist as a result of faikJre 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 or the compensation of the Proposer. 3.3. ClarificationlExplanation/Questions: Any questions concerning the Proposal Specifications or any required need for clarification must be made to Rick Conner - Engineering & Public Works Director, in writing, at least seven (7) business days prior to the date of the Proposal 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 Proposal 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 Proposer from submitting their Proposal on the required date and time as publicly noted. 3.4. Plan holder's List: As a convenience to vendors, the City of Sunny Isles Beach has made available via internet lists of all plan holders for each 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 Proposers (those who have been registered as receiving a RFP package) receive the documents. It is the responsibility of the vendor prior to the submission of any RFP 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 RFP Response Sheet (Section 7). 3.6. Special Accommodations: Any person requiring a special accommodation at a Pre-Proposal Conference or RFP 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-Proposal Conference or RFP opening. If you are hearing or speech impaired, please contact the Office of the City Clerk by calling the City using the Florida Relay Service which can be reached at 1 (800) 955-8n1 (TDD). 4