HomeMy WebLinkAboutRFQ 23-16, Request for Quotation for Merchant Processing ServicesREQUEST FOR QUOTE
GOLF COURSE MERCHANT PROCESSING SERVICES
Don Wixon
City of Sebastian
1225 Main Street
Sebastian, FL 32958
PROCUREMENT DIVISION
EVENT DATE TIME
RELEASE DATE:
Monday, September 11, 2023
-
QUESTIONS DUE DATE/TIME:
Thursday, September 14, 2023
2:00 PM LOCAL
TIME
QUOTE DUE DATE/TIME:
Monday, September 18, 2023
2:00 PM LOCAL
TIME
POINT OF CONTACT:
Don Wixon
Procurement/Contracts Manager
Phone: (772) 388 – 8231
Email: dwixon@cityofsebastian.org
QUOTE DELIVERY, QUOTE
E-MAIL LOCATION:
City of Sebastian City Hall
1225 Main Street
Sebastian, Florida 32958
*Dates in this schedule occurring after the release date may be amended by the City.
It is the Proposer’s responsibility to check for addenda amending any changes to this QUOTE.
Industry Standard Merchant Processing Services System RFQ #23-16
Page 2 of 24
REQUEST FOR QUOTE
Palm – Monday, July 18,
The City of Sebastian is seeking quotes from qualified and well established Companies to furnish all labor, and
materials, to provide and deliver the Golf Course Merchant Processing Services. The proposed Merchant Processing
Services are to meet or exceed industry standards.
The deadline to submit questions concerning this RFQ will be Thursday, September 14, 2023, at 2:00 P.M. Local
Time. Any and all questions shall be emailed (directed) ONLY to the Procurement/Contracts Manager at
dwixon@cityofsebastian.org. All communication regarding this RFQ shall be directed to the same point of contact.
Contact by a Proposer (or anyone representing a Proposer) regarding this RFQ with the City Council or a City
employee/representative other than the point of contact listed above, is grounds for disqualification.
All quotes are due by Monday, September 18, 2023, by 2:00 PM Local Time. Proposers will have the option to
submit by E-Mail or physically (in-person or mailed). In-person or mailed submissions shall provide one-(1) clearly
marked original, and two-(2) copies, marked with the Proposer’s name and address, RFQ number and title with
Solicitation Due date and time (lower left corner of envelope).
All physical, in-person submissions must be delivered or mailed to:
City of Sebastian
Don Wixon
ATTN: Procurement Division
1225 Main Street
Sebastian, Florida 32958
Late Quotes will not be considered, reviewed or announced. All quotes submitted to the City, even if unopened
become public record.
The City reserves the right to reject any and all Quotes, or to accept any Quote or portion thereof deemed to
be in the best interest of the City, and to waive any non-substantial irregularities.
By: Don Wixon
Procurement/Contracts Manager
The City of Sebastian supports Equal Opportunity Employment, Fair Housing, Drug Free Workplace and
Providing Handicapped Access.
IMPORTANT: Contact by a Proposer (or anyone representing a Quote) regarding this QUOTE with the City
Council or a City employee/representative, from the date of release until after a contract is approved by the City
Council, other than the point of contact listed above, is grounds for disqualification.
Industry Standard Merchant Processing Services System RFQ #23-16
Page 3 of 24
TABLE OF CONTENTS
INVITATION TO QUOTE ........................................................................................................................................ 2
TABLE OF CONTENTS ............................................................................................................................................ 3
DEFINITIONS ............................................................................................................................................................. 3
SECTION 1 – GENERAL QUOTE INFORMATION ............................................................................................. 4
SECTION 2 - INSTRUCTIONS TO QUOTERS ..................................................................................................... 5
SECTION 3 – GENERAL CONDITIONS ................................................................................................................ 8
SECTION 4 – REQUIRED FORMS ....................................................................................................................... 16
STATEMENT OF NO QUOTE ............................................................................................................................. 16
QUOTE SUBMISSION CHECKLIST ................................................................................................................... 17
CONTACT INFORMATION SHEET ................................................................................................................... 18
REFERENCE LIST ................................................................................................................................................ 19
DRUG-FREE WORKPLACE FORM .................................................................................................................... 20
NON-COLLUSIVE AFFIDAVIT .......................................................................................................................... 21
ADDENDA ACKNOWLEDGEMENT…………………………...………………………………………………2 2
DOCUMENT NOTIFICATION AFFADAVIT.......................................................................................................23
EXHIBITS:
EXHIBIT “1” QUOTE PROPOSAL
DEFINITIONS
Invitation to Quote: this Solicitation document, including any and all addenda.
Quote: submission in response to this Invitation to Quote.
Proposer: person or firm submitting a Quote in response to this Invitation to Quote, “pre-award”.
Contractor: selected Proposer that is awarded a purchase order to provide the goods or services to the City, “post-
award”.
City: refers to the City of Sebastian.
Purchase Order: Invitation to Quote, all addenda issued thereto, all affidavits, the signed agreement, and all related
documents that comprise the totality of the purchase order between the City and the awarded Proposer.
Responsible Proposer: Proposer that has the integrity, reliability and capability in all respects to perform in full the
contract requirement as stated in the QUOTE.
Responsive Proposer: Proposer who’s Quote fully conforms in all material respects to the QUOTE and its entire
requirement, including form and substance.
Days: refers to calendar days, unless otherwise stated.
Shall, Must & Will: Interpreted as mandatory language.
Industry Standard Merchant Processing Services System RFQ #23-16
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1. SECTION 1 – GENERAL QUOTE INFORMATION
1.1 SCOPE OF WORK
The City of Sebastian is seeking quotes from qualified and well established Merchant Processing Services
to furnish all labor, material/products, and training, to provide and deliver an Industry Standard Merchant
Processing Services System to replace the City’s current Industry Standard Merchant Processing Services
System. The proposed system shall meet or exceed the City’s existing industry standards system.
1.2 METHOD OF AWARD
The City, in its sole discretion, may award this Quote to the lowest, most responsive and responsible
Proposer whose price, experience and qualifications prove to be the most beneficial to the City. The City
reserves the right to reject low Quotes, to waive irregularities and/or inconsistencies in any Quote, and to
award this Contract in a manner deemed to be in the City’s best interest.
1.3 AGREEMENT TERMS
This RFQ will result in a three-(3) year agreement. If selected, what is your fully operational delivery time
in days, include in Exhibit 1, Quote Proposal Form.
1.4 LIQUIDATED DAMAGE
The City shall be entitled to liquidated damages in the amount of One -Hundred (100.00) dollars per day for
every day that the Contractor is late in delivering the Industry Standard Merchant Processing Services
System to replace the City’s current Industry Standard Merchant Processing Services System, as stipulated
in this agreement, and quoting documents. Said damages shall be deducted by the City from monies due
Contractor.
END OF SECTION
Industry Standard Merchant Processing Services System RFQ #23-16
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3. SECTION 2 - INSTRUCTIONS TO PROPOSERS
2.1 CONE OF SILENCE
Proposers shall not communicate in any way with City staff or the City Council other than the primary
contact listed herein. This restriction shall be effective from the time of quote advertisement until an award
is made by the City Council. Such communication may result in disqualification.
2.2 REQUIRED COPIES
One (1) original (marked original), and two–(2) copies of the quote submittal shall be submitted. Please
refer to the Quote Submission Checklist for all requirements.
2.3 QUOTES
Will be accepted by e-mail, hand delivered, or by mail. The Quote shall be submitted no later than the
Quote Due date and time mentioned on the Request for Quote. The City will not be responsible for any
quotes that are not clearly marked. Quotes shall be submitted to City Hall, 1225 Main Street Sebastian, FL
32958. Quotes that are submitted to other locations or delivered to the wrong location may not be
considered. It shall be the sole responsibility of the proposer to ensure their quote proposal at the proper
location and at the time specified in the quote documents.
2.4 QUOTES NOT CONSIDERED
Quotes not considered are Late Quotes, telegraphed, or faxed Quotes and Quotes that may not conform to
the instructions contained in the Invitation to Quote. Quotes ma y be withdrawn by fax or email, provided
that such notices are received prior to the Quote due date and time.
2.5 ACCEPTABLE QUOTES
Original QUOTES shall be handwritten (Marked Original) and filled in with (blue) ink. Any erasures
or corrections must be initialed by the Proposer in blue ink. Handwritten submissions must be legible.
2.6 LATE QUOTES
Late Quotes will not be considered, reviewed or announced. All quotes submitted to the City, even if
unopened become public record.
2.7 NO QUOTE
If unable to submit a Quote, please complete and return the “Statement of No Quote” form prior to the
Quote Due date and time shown herein. Return by email (dwixon@cityofsebastian.org) or by mail.
2.8 QUOTE DUE DATE & TIME
Proposers are welcome to attend the quote review; however, attendance is not mandatory. Quotes shall be
opened and publicly announced on the date and time specified on the Invitation to Quote, unless otherwise
stated in the form of an addendum.
2.9 QUOTE EXAMINATION
In accordance with Chapter 119, Florida Statutes, quote files will be made available for public inspection at
the time the City posts notice of its decision or intended decision concerning contract awards, or thirty (30)
days after the response due date and time, whichever is earlier. Quote files may be examined during normal
working hours, by appointment only, by contacting the City Clerk’s office at 772 -589-5330.
2.10 REQUIRED INFORMATION
Proposers shall follow all instructions and provide all required information and forms to be considered for
award. Proposers wishing to qualify for consideration of exception for all or any portion of the quote shall
provide a hand printed or typed explanation on the quote or separate attachment to be submitted with the
quote.
Industry Standard Merchant Processing Services System RFQ #23-16
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2.11 CONFIDENTIAL INFORMATION
Pursuant to section 119.071, Florida Statutes, any financial statements that the City requires to be submitted
may be exempt from the Public Records Law. Therefore, any submitted financial statements that the
Proposer wishes to remain confidential shall be submitted in a sealed opaque envelope and marked
“Confidential Financial Statement Enclosed.” By submission of a response to this RFQ the proposer agrees
to indemnify and hold the City harmless should any information marked as confidential knowingly or
unknowingly be released as the result of a public records request.
2.12 ADDENDA
Addenda may be issued in response to any inquiry received by the Question deadline date and time
specified herein. The revisions, additions, deletions, clarification, etc. shall become part of and have
precedence over anything shown or described otherwise. If not mentioned in the addenda, all other
documents, specifications, drawings, terms and conditions remain the same. The Proposer should not rely
on any representation, statement or explanation, whether written or verbal, other than those made in the
Solicitation documents or in the addenda issued. It is the Proposer’s responsibility to ensure receipt of all
addenda and any accompanying attachments before submitting Quote. The Proposer is required to include
all addenda signed with quote submission. Where there appears to be a conflict between Solicitation and
any addenda, the last addendum issued shall prevail.
2.13 DRUG-FREE WORKPLACE
The Drug-Free Workplace form, as attached hereto, shall be submitted with the quoting documents.
2.14 REFERENCES
A list of References is required to be submitted with the Quote submission. It is preferred that references
be for projects performed for public/government agencies. Failure to submit a list of references with valid
contact information may result in the quote being deemed non-responsive and may not be considered for
award.
2.15 CORRECTIONS, CANCELLATION, & WITHDRAWAL
Proposers may be asked to provide further information after quote due date and time to determine the
responsibility of the vendor.
2.15.1 Waiver of Technicality: Information shall not be considered after the quote due date and time unless it has
been specifically requested to be provided with the quote and becomes a matter of responsiveness. The
quote shall be considered responsive if it substantially conforms to the requirements of the Invitation to
Quote. The City may waive any informality, technicality, or irregularity on any quote. A minor or non-
substantive lack of conformity may be considered a technicality or irregularity which may be waived by the
City.
2.15.2 Mathematical Errors: Errors in extension of unit prices or in mathematical calculations may be corrected
by the Procurement/Contracts Manager. In cases of errors in mathematical computations, the unit prices
shall not be changed.
2.15.3 Cancellation or Postponement: The City of Sebastian Procurement/Contracts Manager may cancel or
postpone the quote due date or cancel the Invitation to Quote in its entirety.
2.15.4 Withdrawal: Prior to any published quote due date and time, a Proposer may withdraw his or her quote in
writing. A fax is permitted for this purpose, provided a confir ming telephone call is made.
2.15.5 Amendments: Prior to any published quote due date and time, a Proposer may amend the quote provided
that it is in writing, in a sealed envelope, and identified.
2.16 QUOTE GUARANTEE
The Proposer warrants that the unit prices, terms, and conditions quoted in the requested quote will be firm
for acceptance for a period of not less than one-hundred (120) days from the quote due date and time. Such
prices will remain firm for the period of performance of resulting purchase orders or co ntracts which are to
be performed.
Industry Standard Merchant Processing Services System RFQ #23-16
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2.17 QUOTE AWARD
The contract/agreement may be awarded, in the City’s sole discretion, to the lowest, most responsive and
responsible Proposer whose quote, conforming to the specifications and Instructions for Proposers, will be
most advantageous to the City in consideration of price, time of performance, and other factors as
determined by the City. The Procurement/Contracts Manager shall issue a Notice of Award to the
successful Proposers and post on the City’s website, if required.
2.18 REJECTION OF QUOTES
The City, in its sole discretion, reserves the right to reject any and all Quotes, to waive any and all
informalities not involving price, time, or changes in the work, and to negotiate contract terms with the
successful Proposer, and the right to disregard all non-conforming, non-responsive, imbalanced, or
conditional Quotes. More than one (1) Quote from an individual, firm or association under same or
different names, will not be considered. Any or all Quotes will be rejected if there is reason to believe that
collusion exists among the Proposers, and no participants in such collusion will be considered in future
proposals for the same work.
END OF SECTION
Industry Standard Merchant Processing Services System RFQ #23-16
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4. SECTION 3 – GENERAL CONDITIONS
3.1 CONFLICT OF INTEREST
Contract Award is subject to provisions of State Statutes and City Ordinances. All Proposers must disclose
with their quote the name of any officer, director, or agent who is also an employee of the City of
Sebastian, City Council members included; further, all Proposers must disclose the name of any City
employee or Council member, who owns, directly or indirectly, an interest of ten percent (10%) or more in
the Proposer’s firm or any of its branches.
Should the Contractor permanently or temporarily hire any City employee or Council member, who is, or
has been, directly involved with the Contractor prior to or during performance of the resulting contract, the
Agreement shall be subject to immediate termination by the City.
3.2 NOTICE TO PROCEED
The awarded Contractor shall not commence any Work, until a written Notice to Proceed (NTP) directing
the awarded Contractor to proceed with the Work has been issued by the City; provided, however, that such
notification shall be superseded by any emergency Work that may be required in accordance with the
provisions included elsewhere in this Quote and resulting Contract.
3.3 INDEMNIFICATION/HOLD HARMLESS
The CONTRACTOR or its SUB-CONTRACTORS shall indemnify, defend and hold harmless the CITY,
and its officers and employees, from all claims, demands, liabilities, damages, losses, and costs, including,
but not limited to, reasonable attorneys’ fees, to the extent caused by the negligence, recklessness, or
intentionally wrongful conduct of the CONTRACTOR or its SUB-CONTRACTORS and other persons
employed or utilized by the CONTRACTOR or its SUB -CONTRACTORS in the performance of the
agreement; regardless of the negligence of the indemnitee or its officers, directors, agents, or employees.
However, such indemnification shall not include claims of, or damages resulting from, gross negligence, or
willful, wanton or intentional misconduct of the indemnitee or its officers, directors, agents or employees.
Upon request of the CITY, the CONTRACTOR or its SUB -CONTRACTORS shall, at no cost or expense
to the CITY, indemnify and hold the CITY harmless of any suit asserting a claim for any loss, damage or
liability specified above, and CONTRACTOR OR ITS SUBCONTRACTORS shall pay any cost and
reasonable attorneys’ fees that may be incurred by the CITY in connection with any such claim or suit or in
enforcing the indemnity granted above. Nothing in this agreement shall be construed as the CITY waiving
its sovereign immunity pursuant to 768.28, et seq., Florida Statutes, or any other sovereign or governmental
immunity. This provision shall survive the termination of this quote.
3.4 NO COLLUSION
Proposer and its officers, partners, owners, agents, representatives, employees or parties in interest, swears
and attests that it is fully informed respecting the prepara tion and contents of the attached Quote, and of all
pertinent circumstances respecting the provision of the goods or services to the City, the Quote, or offer
being made is genuine and is not collusive or a sham.
By submitting a Quote to this Invitation to Quote, Proposer certifies that all information contained in the
Quote is truthful to the best of their knowledge and belief. Proposer further certifies, under oath, that this
Quote is made without any colluded, conspired, connived or agreed, directly o r indirectly, with any other
firm, person or corporation responding to this solicitation for the same product or service. Proposer further
certifies that Proposer has not divulged discussed, or compared this Quote with other Quotes and has not
colluded with any other Proposer or parties to a Quote. Any violation of this provision will result in the
cancellation and/or return of Proposer’s materials (as applicable) and the removal of the Quote from the
list(s).
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3.5 IMMIGRATION LAWS
The City will not intentionally award City contracts to any Firm who knowingly employs unauthorized
alien workers, constituting a violation of the employment provisions contained in an 8 U.S.C. Section 1324
a(e) (Section 274A (e) of the Immigration and Nationality Act (“INA”). Refer to E-Verify
Acknowledgment in solicitation documents.
3.6 PUBLIC ENTITY CRIMES
A "public entity crime" as defined in Paragraph 287.133 (1) (g), Florida Statutes, means a violation of any
state or federal law by a person with respect to and directly rela ted to the transaction of business with any
public entity or with an agency or political subdivision of any other state or with the United States,
involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentatio n.
"Convicted" or "conviction" as defined in Paragraph 287.133 (1) (b), Florida Statutes, means a finding of
guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state
trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result
of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contendere.
“Affiliate” as defined in Paragraph 287.133 (1) (a), Florida Statutes, means :
4.6.1 A predecessor or successor of a person or a corporation convicted of a public entity crime, or
4.6.2 An entity under the control of any natural person who is active in the management of the entity and
who has been convicted of a public entity crime, or
4.6.3 Those officers, directors, executives, partners, shareholders, employees, members, and agents who are
active in the management of an affiliate, or
4.6.4 A person or corporation who knowingly entered into a joint venture with a person who has been
convicted of a public entity crime in Florida during the preceding 36 months.
PROPOSER CERTIFIES THAT NEITHER THE ENTITY PROPOSING, NOR ANY OF ITS OFFICERS,
DIRECTORS, EXECUTIVES, PARTNERS, SHAREHOLDERS, EMPLOYEES, MEMBERS OR
AGENTS WHO ARE ACTIVE IN MANAGEMENT OF THE ENTITY, NOR ANY AFFILIATE OF THE
ENTITY HAVE BEEN CHARGED WITH AND CONVICTED OF A PUBLIC ENTITY CRIME
SUBSEQUENT TO JULY 1, 1989.
WHERE THE PROPOSER IS UNABLE TO CERTIFY TO ALL OF THE STATEMENT ABOVE,
PROPOSER SHALL ATTACH AN EXPLANATION TO THIS QUOTE.
3.7 DEBARMENT AND SUSPENSION
Proposer certifies to the best of its knowledge and belief that it and its principals:
3.7.1. Are not presently debarred, suspended, quote for disbarment, declared ineligible, or voluntarily
excluded from covered transactions by any Federal department or agency;
3.7.2. Have not within a three-year period preceding this application been convicted or had a civil
judgment rendered against them for commission of fraud or a criminal offense in connection with
obtaining, attempting to obtain, or performing a public (Federal, State, or Local) transaction or contract
under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement,
theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen
property;
3.7.3. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity
(Federal, State or local) with commission of any of the offenses enumerated in paragra ph (1)(b) of this
certification; and
3.7.4. Have not within a three-year period preceding this application had one or more public transactions
(Federal, State or local) terminated for cause or default.
3.7.5. The City of Sebastian will not make award to p arties listed on the government wide exclusions in the
System for Award Management (SAM).
Proposer must submit their Company Profile Page from System for Award Management (SAM) with
their quote.
Industry Standard Merchant Processing Services System RFQ #23-16
Page 10 of 24
WHERE THE PROPOSER IS UNABLE TO CERTIFY TO ALL OF THE STATEM ENTS ABOVE,
PROPOSER SHALL ATTACH AN EXPLANATION TO THIS QUOTE.
3.8 SCRUTINIZED COMPANIES
Proposer certifies under penalties of perjury, as of the date of this solicitation to provide goods and/or
services to the City, that it:
3.8.1. Does not participate in a boycott of Israel; and
3.8.2. Is not on the Scrutinized Companies that Boycott Israel List; and
3.8.3. Is not on the Scrutinized Companies with Activities in Sudan List; and
3.8.4. Is not on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List;
and
3.8.5. Has not engaged in business operations in Cuba or Syria.
Submitting a false certification shall be deemed a material breach of contract. The City of Sebastian shall
provide notice, in writing, to the Proposer of the City’s determination concerning the false certification.
The Contractor shall have ninety (90) days following the receipt of the notice to respond in writing and
demonstrate that the determination of false certification was made in error. If the Owner determines, using
credible information available to the public, that a false certification has been submitted by Proposer, this
Contract may be terminated and a civil penalty equal to the greater of $2 million or twice the amount of this
Contract shall be imposed, pursuant to F.S. 287.135. Said certification must also be submitted at the time of
Contract renewal.
Section 287.135, Florida Statutes, generally prohibits state agencies and departments, and local government
entities from: 1) Contracting with companies for goods or services in any amount if at the time of quotting
on, proposing a quote for, or entering into or renewing a contract if the company is on the Scrutinized
Companies that Boycott Israel List, created pursuant to Section 215.4725, Florid a Statutes, or is engaged in
a boycott of Israel; and 2) Contracting with companies, for goods or services over $1,000,000.00 that
are on either the Scrutinized Companies with activities in the Sudan List or the Scrutinized Companies with
Activities in the Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy
Sector List, created pursuant to Section 215.473, Florida Statute, or have been engaged in business
operations in Cuba or Syria.
As provided in F.S. 287.135, by entering into this Contract or performing any work in furtherance hereof,
the Proposer certifies that it, its affiliates, suppliers, subcontractors and consultants who will perform
hereunder, have not been placed on the Scrutinized Companies that Boycott I srael List; engaged in a
boycott of Israel, pursuant to F.S. 215.4725; have not been placed on the Scrutinized Companies with
Activities in Sudan List or Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List
created pursuant to F.S. 215.473; or have been engaged in business operations in Cuba or Syria
3.9 E-VERIFY
In accordance with State of Florida, Office of the Governor, Executive Order 11 -116 (superseding
Executive Order 11-02; Certification of Employment Status), in the event performance of this Agreement is
or will be funded using state or federal funds, the Contractor must comply with the Employment Eligibility
Verification Program developed by the federal government to verify the eligibility of individuals to work in
the United States and 48 CFR 52.222-54 (as amended) is incorporated herein by reference. The Contractor
shall (1) enroll in the U.S. Department of Homeland Security’s E -Verify system, (2) utilize E-Verify to
verify the employment eligibility of all new emp loyees hired during the term of the Contract (3) utilize E -
Verify to verify the employment eligibility of all employees assigned to the Contract; and (4) shall
expressly require any subcontractors performing work or providing services pursuant to the Contr act to
likewise utilize E-Verify to verify the employment eligibility of all new employees hired by the
subcontractor during the Contract term. Information on registration for and use of the E -Verify system can
be obtained at the U.S. Department of Homela nd Security website: http://www/dhs.gov/E-Verify.
PROPOSER MUST SUBMIT THEIR COMPANY PROFILE PAGE FROM E-VERIFY WITH
THEIR QUOTE.
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3.10 METHOD OF PAYMENT
3.10.1 Florida Prompt Payment Act
Payment shall be made in accordance with Section 218, Part VII of the Florida Statutes.
3.10.2 Invoicing
The City shall provide partial payments for Work completed by the Contractor during various
phases of the Work assignment in accordance with the unit pricing provided in their quote
submittal subject to an agreement maximum or not to exceed amount. NOT APPLICABLE
The Contractor shall provide fully documented invoices, which indicates the listed basic
information. It shall be understood that such invoices shall not be authorized for pa yment until
work is inspected by the respective City representative and payment is approved.
All invoices shall contain the following basic information:
3.10.3 CONTRACTOR INFORMATION: The name of the business organization as specified on the Contract between City and
Contractor Date of invoice Invoice number Contractor’s Federal Identification Number on file with the State
3.10.4 CITY INFORMATION:
City Purchase Order Number and Quote Number
3.10.5 PRICING INFORMATION:
Unit price of the goods, Services or property pro vided Extended total price of the goods, Services or property Applicable discounts
3.10.6 GOODS OR SERVICES PROVIDED PER CONTRACT:
Description
Quantity
3.10.7 DELIVERY INFORMATION:
Delivery terms set forth within the City Purchase Order Location and date of delivery of goods, Services or property
Failure to submit invoices in the prescribed manner will delay payment.
The City will pay the contract price minus any liquidated damages, back charges and/or other damages to
the Contractor upon final completion and acceptance.
3.11 SALES TAX
Although the City of Sebastian is exempt from Federal and State Sales and Use taxes, Contractors or Vendors
doing business with the City are not exempt from paying said taxes to their supplier for goods or services
purchased to fulfill the contractual obligations with the City, nor shall any Contractor or Vendor be authorized
to use the City’s Tax Exemption Number in securing such materials.
3.12 AVAILABILITY OF FUNDS
The obligations of the City of Sebastian under this award are subject t o the availability of funds lawfully
appropriated for its purpose by the City Council of the City of Sebastian and or State or Federal
appropriations.
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3.13 FAILURE TO PERFORM
In the event that the Contractor fails to commence work on the project in a timely manner or if the
Contractor proceeds to work on the project in an inappropriate or protracted manner, the City may notify
the Contractor to cease and desist all work on the project. If so, the City may pursue any and all remedies
available to it including, but not limited to, mandate the contractor complete the work, awarding to the next
lowest responsive and responsible proposer or advertising for quotes and award a new contract for the
uncompleted work and charge any additional costs incurred by the City, regardless of the course of action
chosen by the City, to the originally awarded proposer.
3.14 PRODUCT/WORK ACCEPTANCE
Upon delivery, or pickup, the product will be inspected by authorized representatives of the City. This
inspection shall be performed to determine acceptance of Product/Work, appropriate invoicing, and
warranty conditions.
3.15 WAIVER OF IRREGULARITIES
The City may waive minor informalities or irregularities in the Quotes received where such is merely a
matter of form and not substance, a nd the correction or waiver of which is not prejudicial to other
Proposers. Minor irregularities are defined as those that will not have an adverse effect on the City's interest
and will not affect the price of the Quotes by giving a Proposer an advantage or benefit not enjoyed by
other Proposers.
3.15.1 In no event will any such elections by the City be deemed to be a waiving of the Project criteria.
3.15.2 The Contractor who is selected will be required to fully comply with the City approved criteria for
the Price Quoted, regardless that the Solicitation may have been based on a variation from the
criteria.
3.15.3 The Contractor shall identify separately all innovative aspects as such in the technical Solicitation.
Innovation should be limited to Proposer’s means and methods, use of new products, and new uses
for established products.
3.16 QUESTIONS AND/OR REQUESTS FOR CLARIFICATION
Any questions and/or requests for clarification regarding this Solicitation shall be submitted in writing to
the Procurement/Contracts Manager via email at dwixon@cityofsebastian.org. Proposers must clearly
understand that the only official answer or position of the City will be the one issued by the
Procurement/Contracts Manager via an Addendum.
The Solicitation number and title shall be referenced on all correspondence, be sure to include the page and
paragraph number for each question in order to ensure that questions asked are responded to correctly. All
questions must be received no later than the time and date specified in the Invitation to Quote and At-A-
Glance timetable. All responses to questions/clarifications will be published in the form of an addendum.
NO QUESTIONS WILL BE RECEIVED VERBALLY OR AFTER SAID DEADLINE. Addenda will
be made available on the City’s website (www.cityofsebastian.org), if required.
3.17 CO-OPERATIVE PURCHASING
It is the intent of the Invitation to quote to secure goods or services to be used by the City of Sebastian.
However, by virtue of quoting, the Contractor accepts the right of other Government Entities to
“piggyback” purchase from this RFQ by mutual consent. Any such purchase shall be separate and apart
from the City of Sebastian, and said City assumes no liability for such action.
3.18 DISCRIMINATION
The Contractor shall not practice or condone personnel or supplier discrimination of any nature whatsoever,
in any manner proscribed by Federal or State of Florida laws and regulations.
Industry Standard Merchant Processing Services System RFQ #23-16
Page 13 of 24
3.19 PURCHASING CARD PROGRAM
The City of Sebastian has implemented a purchasing card program through PNC Bank, using the Visa
network. Vendors may receive payment through the purchasing card program for goods and services
provided to the City in the same manner as other Visa purchases. Accordingly, Vendors that wish to accept
payments in this manner must indicate that they have the ability to accept Visa or will take whatever steps
are necessary to accept Visa before the start of the contract. The Cit y of Sebastian reserves the right to
revise and/or cancel this program at any time, and assumes no liability for such action. A valid and
complete invoice is still required to process payment using Purchasing Card.
3.20 PUBLIC RECORDS
Section 119.01 F.S., The Public Records Law, provides that municipal records shall at all times be open for
personal inspection by any person. Information and materials received by the City in connection with all
Proposer's responses shall be deemed to be public records subj ect to public inspection upon award,
recommendation for award, or thirty (30) days after the quote due time, whichever occurs first. However,
certain exemptions to the public records law are statutorily provided for in Section 119.07, F.S. Therefore,
if the Proposer believes any of the information contained in his or her response is exempt from the
Public Records Law, the Proposer must in his or her response specifically identify the material which
is deemed to be exempt and cite the legal authority for the exemption, otherwise, the City will treat
all materials received as public records.
3.21 LOCAL VENDOR PREFERENCE POLICY
Effective October 14, 2009, City of Sebastian adopted a local vendor preference reference, Ordinance No.
09-13 as set forth below:
Local Vendor Preference Policy
(a). Definitions.
(1) Local business means the vendor has:
a) A valid business tax receipt issued by the City of Sebastian, Indian River County, St. Lucie
County, Martin County, Okeechobee County, Osceola County, or Brevard County at the time
a quote or proposal is submitted, and
b) A physical address located within the local area, in an area zoned for the conduct of such
business, from which the vendor is operating a significant portion of its business, and at which
it maintains full-time employees.
(2) Nonlocal business means any vendor that does not meet the definition of a business within the
local area.
(b) Establishment as local area business. To establish that a vendor is a local area business a vendor shall
provide written documentation of compliance with the definitions for each such local business as
defined in subsection (1) herein, at the time of submitting a quote or proposal. Post office boxes are
not verifiable and shall not be used for the purpose of establishing the required physical business
address. A vendor that misrepresents the local area status of its firm in a proposal or quote submittal to
the city will lose the privilege to claim local preference status for a period of two years.
(c) Local preference in purchasing and contracting. The City of Sebastian shall give preference to local
area businesses in the purchase of commodities, personal property, general services, professional
services, and the purchase of or contract for construction or renovation of public works or other public
improvements by means of competitive quote. The city shall give such preference to local area
businesses in the following manner:
Industry Standard Merchant Processing Services System RFQ #23-16
Page 14 of 24
(1) Competitive quote. Each formal competitive quote solicitation shall clearly identify how the price
order of the quotes received will be evaluated and determined.
When a qualified and responsive nonlocal business submits the lowest price quote, and the lowest
quote submitted by a qualified and responsive local area business is within five percent of the
lowest quote, then the lowest quoting local area business shall have the opportunity to submit an
offer to match the price submitted by the lowest nonlocal area business Proposer.
Within five working days after the posting of the qualified and responsive quotes, any local area
business that has submitted a quote within five percent of the lowest quote by a nonlocal area
business, and that wants the opportunity to match the lowest quote, shall submit a written offer to
match the lowest quote. If the lowest local area business submits an offer that matches the lowest
quote submitted, then the award shall be made to such local business.
If the lowest local area business Proposer declines or is unable to match the lowest quotes, then
the option to do so moves to the next local area business if its quote is within five percent of the
lowest quotes, and it is a qualified and responsive Proposer. If the lowest quote is submitted by a
qualified and responsive local area business, there is no local vendor preference.
If a local area business accepts the opportunity to match the lowest quote of a nonlocal area
business and that quote is based on unit price quote items and estimated quantities, then the unit
prices for all quote items shall be reduced in proportion to the reduction in the local area
business’s total quote amount required to match the lowest total quote.
(2) Ties. In the event of any tie in the final quote price between a local area business, and a nonlocal
area business, a contract award, or the first opportunity to negotiate, as applicable, shall be made
to the local area business. In the event of any two businesses located within the City of Sebastian,
or two businesses located within the greater local area, the local vendor with the greatest number
of full-time employees working in the City of Sebastian or the greater local area respectively shall
be awarded the contract or receive the first opportunity to negotiate as applicable.
(d) Exception to local vendor preference policy. The local preference policy set forth herein shall not
apply to any of the following purchases or contracts:
(1) Goods or services provided under a cooperative purchasing agreement or piggyback agreement; or
(2) Purchases or contract which are funded, in whole or part, by a governmental entity and the laws,
regulations, or policies governing such funding prohibit application of that preference; or
(3) Purchases made or contracts let under emergency or noncompetitive situations, or for litigat ion
related legal services, as described in the City’s purchasing policies; or
(4) Purchases or contracts with an estimated cost of $5,000.00 or less; or
(5) Purchases or contracts where the difference between the amount of the low quote submitted by a
qualified and responsive nonlocal area business and the lowest quote submitted by a qualified and
responsive local area business is greater than $25,000.00; or
(6) Where all quotes are rejected.
(e) Waiver of the application for local vendor preference policy . Any request for the waiver of local
preference to any particular purchase or contract must be heard by the City Council prior to advertising
the quote. The city council, as the awarding authority, may approve the waiver of local preference
upon review and at its discretion.
Industry Standard Merchant Processing Services System RFQ #23-16
Page 15 of 24
(f) Comparison and review of qualifications. The preferences established herein no way prohibit the right
of the City of Sebastian to compare and review the quality of materials proposed for purchase, and to
compare and review the qualifications, character, responsibility and fitness of all persons, firms or
corporations submitting quotes or proposals. Furthermore, the local preference established herein shall
not prohibit the city from giving any other preference permitted by law in addition to the local
preference contained herein.
(g) Administration of local preference policy. This policy shall apply to all departments, functions and
funds under the governance of the City of Sebastian, unless subsection (d) applies.
(h) Dispute resolution. Any dispute arising under the provision of this section shall first be presented to
the City Manager for determination. The decision of the City Manager shall be appealable to the City
Council, and the decision of the City Council shall be final and binding on all parties.
3.22 TERMINATION FOR CAUSE OR CONVENIENCE
The agreement resulting from this RFQ can be terminated immediately for cause if Contractor is found to
have failed to perform services in a manner satisfactory to the City; or for convenience upon thirty (30)
days’ written notice to the Proposer. In the event of either termination, the Proposer shall be compensated
for all services performed to the City’s satisfaction to that point in time. The City shall be sole judge of
non-performance.
3.23 NO LOBBYING
All Proposers and its officers, partners, owners, agents, representatives, employees or parties in interest are
hereby placed on notice that any communication, whether written or oral, with City elected officials or any
other staff or outside individuals working with the City in respect to this request (with exception of the
Procurement Division personnel designated to receive requests for interpretation or corrections) is
prohibited. These persons shall not be lobbied, either individually or collectivel y, regarding any invitation
to quote, qualifications and/or any other solicitations released by the City. To do so is grounds for
immediate disqualification from the selection process. The selection process is not considered final until
such time as the City, Mayor, and City Council have made a final and conclusive determination.
END OF SECTION
Industry Standard Merchant Processing Services System RFQ #23-16
Page 16 of 24
SECTION 4 – REQUIRED FORMS
STATEMENT OF NO QUOTE
If your firm is unable to submit a Quote, please complete and return this form prior to the Quote Due Date & Time
shown herein. Return by email (dwixon@cityofsebastian.org) or by mail to:
CITY OF SEBASTIAN
ATTN: PROCUREMENT
1225 MAIN STREET
SEBASTIAN, FLORIDA 32958
Company’s Name:
Company Address:
Phone No:
We have declined to propose on RFQ #23-16, Industry Standard Merchant Processing Services System for the
following reason(s) (mark all that applies):
Do not offer the good(s) or service(s) required
Our schedule would not permit us to perform responsibly
Unable to meet specifications
Specifications unclear (please explain below)
Other (please specify below)
REMARKS
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________
Signature
_____________________________
Print Name/Title
_____________________________
Date
Industry Standard Merchant Processing Services System RFQ #23-16
Page 17 of 24
QUOTE SUBMISSION CHECKLIST
Please use the following checklist as a reference document to confirm all requirements are met in your RFQ
submission. This checklist must be submitted as part of the Quote submission. Please be advised that this
checklist should not be interpreted as a comprehensive list of all information required by this Solicitation from
prospective Proposers. It simply serves as a guide for the most significant documents to be included in the Quote
submission and should be enhanced as deemed necessary. It is solely the Proposer’s responsibility to read and
understand all requirements and adhere to all issued addenda.
Requirements OFFICE USE ONLY
One (1) original copy of quote (bearing original signatures in Blue Ink)
Two-(2) copies of quote
N/A
Title Page
Quote Submission Checklist – FORM A
Signed Addenda, if applicable
TAB #1 – QUALIFICATIONS/EXPERIENCE
Proof of Experience
Proof of License(s)
TAB #2 - FORMS
Contact Information Sheet – FORM B
Reference List – FORM C
Drug-Free Workplace Form – FORM D
Non-Collusive Affidavit – FORM E
Addenda Acknowledgement – FORM F
Document Notification Affidavit – FORM G
Quote Proposal, Exhibit 1
FORM
E
FORM
A
Industry Standard Merchant Processing Services System RFQ #23-16
Page 18 of 24
CONTACT INFORMATION SHEET
DUE DATE: Monday, September 18,
2023 by 2:00 P.M. LOCAL TIME
City of Sebastian
ATTN: Procurement
1225 Main Street
Sebastian, Florida 32958
Check Addenda for any revised due dates before
submitting your quote. Quote(s) received, after the
date and time stated above, shall not be considered
for award. Faxed quotes are allowed and will be
considered for award.
RFQ NO.:
#23-16
RELEASE DATE:
Monday,
September 11,
2023
CONTACT:
Don Wixon,
Procurement/Contracts
Manager
(772) 388-8231
afraser@cityofsebastian.or
g
RFQ TITLE:
Industry Standard Merchant Processing Services System
Proposers Name and “Doing Business As”, if applicable:
Address: “REMIT TO” ADDRESS FOR PAYMENT: If payment(s)
is/are to be mailed to address other than as stated on left,
please complete section below.
Check this box if address is the same as stated on the left.
City: Address:
State: Zip Code: City:
Telephone Number: State: Zip Code:
Fax Number: Contact:
E-Mail Address of Authorized Representative: Telephone Number:
Federal Tax Identification Number: Fax Number:
The undersigned having become thoroughly familiar with all of the Proposal Documents incorporated herein, the sites and the
location conditions affecting the work, hereby proposes to perform everything required to be performed in strict conformity
with the requirements of these documents, and to provide and furnish all equipment and labor necessary for the performance of
the Services in a good, firm, substantial and workmanlike manner.
Signature of Authorized Representative (Manual)
Name of Authorized Representative (Typed or Printed)
Title
FORM
B
Industry Standard Merchant Processing Services System RFQ #23-16
Page 19 of 24
REFERENCE LIST
Proposer’s Name:
Proposer must provide the contact information for a minimum of three (3) references in which similar work was
performed within the last five (5) years.
Reference #1
Company Name:
Location (City, State):
Date of Service:
Contact Person:
Contact Number:
Email Address:
Reference #2
Company Name:
Location (City, State):
Date of Service:
Contact Person:
Contact Number:
Email Address:
Reference #3
Company Name:
Location (City, State):
Date of Service:
Contact Person:
Contact Number:
Email Address:
Failure to fully complete and submit this form may result in rejection of the Quote.
FORM
C
Industry Standard Merchant Processing Services System RFQ #23-16
Page 20 of 24
DRUG-FREE WORKPLACE FORM
The undersigned Contractor, in accordance with Florida Statute 287.087 hereby certifies that
____________________________________________________ does:
Proposer’s Name
1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that
will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business' polic y of maintaining a
drug free workplace, any available drug counseling, rehabilitation, employee assistance programs and the
penalties that may be imposed upon employees for drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are under quote a
copy of the statement specified in Paragraph 1.
4. In the statement specified in Paragraph 1, notify the employees that, as a condition of working on the
commodities or contractual services that the employee will abide by the terms of the statement and will
notify the employer of any conviction of, or plea of guilty or nolo contendere to any violation of Chapter
1893 or of any controlled substance law of the United States or any state, for a violation occurr ing in the
workplace no later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation
program if such is available in the employee's community, by any emplo yee who is so convicted.
6. Make a good faith effort to continue to maintain a drug free workplace through implementation of
Paragraph 1 through 5.
As the person authorized to sign this statement, I certify that this firm complies fully with the above
requirements.
Signature:___________________________
Print Name:_________________________
Date:_______________________________
Failure to sign and submit this Drug-Free Workplace Form may result in rejection of the Quote.
FORM
D
Industry Standard Merchant Processing Services System RFQ #23-16
Page 21 of 24
NON-COLLUSIVE AFFIDAVIT
STATE OF ____________________
COUNTY OF __________________
_______________________________________ being first duly sworn, deposes and says that:
Proposer is the ____________________________________________________________,
(Owner, Partner, Officer, Representative or Agent)
Proposer is fully informed respecting the preparation and contents of the attached Quote and of all pertinent
circumstances respecting such quote;
Such Quote is genuine and is not a collusive or sham Quote;
Neither the said Proposer nor any of its officers, partners, owners, agents, representative, employees or parties in
interest, including this affidavit, have in any way colluded, conspired, connived or agreed, directly or indirectly,
with any other Proposer, firm or person to submit a collusive or sham Quote in connection with the Contract for
which the attached Quote has been submitted; or to refrain from quoting in connection with such Contract; or have
in any manner, directly or indirectly, sought by agreement or collusion, or communications, or conference with any
Proposer, firm, or person to fix the price or prices in the attached Quote or any other Proposer, or to fix any
overhead, profit, or cost element of the Quote Price or the Quote Price of any other Proposer, or to secure through
any collusion conspiracy, connivance, or unlawful agreement any advantage against (Recipient), or any person
interested in the proposed Contract;
The price of items quoted in the attached Quote are fair and proper and are not tainted by collusion, conspiracy,
connivance, or unlawful agreement on the part of the Proposer or any other of its agents, representatives, owners,
employees or parties in interest, including this affidavit.
Subscribed and sworn to before me this _____ day of _________________________, 2023.
Notary Public Name:
Notary Public Signature:
My Commission Expires: ___________________
Failure to fully complete, sign and submit this Affidavit may resu lt in rejection of the Quote.
FORM
E
Industry Standard Merchant Processing Services System RFQ #23-16
Page 22 of 24
ADDENDA ACKNOWLEDGEMENT
Proposer’s Name: Phone #:
RFQ Title:
Industry Standard Merchant Processing Services
System
RFQ #:
23-16
Proposer shall indicate below all Addenda received. Acknowledgement confirms receipt and understanding of issued
Addenda. Proposer understands that failure to acknowledge any addenda issued may cause their Quote to be considered
non-responsive. To confirm the number of addenda (if any), Proposer may contact the Procurement Division at (772) 388-
8231.
ADDENDDUM # DATE RECEIVED
1
2
3
4
5
6
7
No Addenda was received in connection to this solicitation.
Print Preparer’s Name: Title:
Signature:
Date:
Failure to fully complete, sign and submit this Form may result in rejection of the submittal
FORM
F
Industry Standard Merchant Processing Services System RFQ #23-16
Page 23 of 24
DOCUMENT NOTIFICATION AFFIDAVIT “FORM G”
STATE OF ____________________
COUNTY OF __________________
I, acknowledge that I have legal authorization
(Printed Name)
to contractually bind _________,
(Company Name)
I acknowledge that as part of my response to this solicitation I have read and reviewed Section 3 of the General
Conditions stating the following:
Conflict of Interest Disclosure
No Lobbying Notification
No-Collusive
Immigration Laws Notification
Drug-Free Workplace Provisions, Form D
Public Entity Crimes Notification
Debarment and Suspension Certification, Proposer must submit their Company Profile
Page from System for Award Management (SAM) with their quote. The City of
Sebastian will not make award to parties listed on the Government Wide exclusions
in the System for Award Management (SAM)
Scrutinized Vendor Certification
E-Verify, Proposer must submit their Company Profile Page from E-Verify with
their quote.
I hereby swear or affirm that I have read and that I understand and accept all the requirements and regulations
imposed by the above-referenced documents and that I acknowledge and accept that the above -referenced
documents and all terms and conditions contained therein are included in the response to this solicitation.
Signature Date
The foregoing Affidavit was subscribed and sworn to before me this _____ day of _________________________, 2023, by
__________________________________ who is personally known to me or who has produced _______________ as
identification and who did take an oath.
Notary Public Name:
Notary Public Signature:
Notary Commission Expiration: __________________
Failure to fully complete, sign and submit this Affidavit may result in rejection of the submittal
[Notary Seal]
Industry Standard Merchant Processing Services System RFQ #23-16
Page 24 of 24
EXHIBIT I
QUOTE PROPOSAL
Merchant Service Comparison
29, 712 Annual Transactions and $2000,000 Annual Sales Volume
Column 1 Column 2 Column 3 Column 4 Column 5 Column 6
Name of Card Number of
Monthly
Transaction
Processing Fee
Rate Per
Transaction
Authorization Fee
Rate Per
Transaction
Other
Transaction Fees
Per Transaction
Total Monthly
Fees
Per Transaction
Visa
1,718
MasterCard
483
Discover
113
AMEX
107
Debit
55
Total Monthly
Fees:
Total:
1) Charges for equipment maintenance and supplies $______________________ (monthly).
2) Regulatory fees $________________________ (monthly).
3) Total monthly cost $__________________________.
4) Initial implementation $___________________ (include application fees, equipment, setup, etc.)
5) If selected, what is your fully operational delivery time in days___________________________.
Date:_________________________________________________________________________________________
Company Name:_______________________________________________________________________________
AuthorizedSignature:____________________________________________________________________________
Printed Signature:_______________________________________________________________________________
Direct Phone Number:________________________________Email:______________________________________
END OF SECTION
Failure to fully complete, sign and submit this Price Form may result in rejection of the submittal