Vendors that bid on County Contracts must submit documents that show their compliance with local, state and federal laws. Some documents are required as part of the bid process and others must be submitted before the contract can be signed.
Additional reports may be required before expenditures can be reimbursed.
There are also final documents that must be submitted before the final payment is made.
These General Terms and Conditions apply to all County Contracts.
A Purchase Order is required before goods or services can be delivered to a County department. Payments can only be processed when a properly executed purchase order is in place that spells out the terms of payment.
All people hired under a County service contract should be paid a Living Wage. This provides an income for families to stay above the poverty line.
Contracts greater than $100,000 and all Aviation Department contracts must pay their employees at least the current Living Wage. These contractors must use the Payroll (WH-347) form to submit their employee payroll.
Living Wage Rates
The requirements for paying the Living Wage are part of Miami-Dade County’s Code of Ordinances, Sec. 2-8.9. For assistance, or to file a complaint of underpayment, call Small Business Development at 305-375-3111.
For any aviation-related contract, contact the Minority Affairs Division of the Aviation Department at 305-876-7784.
For all contracts in which a bidder may use a Subcontractor, prior to contract award, the bidder must provide a detailed statement of its policies and procedures for awarding subcontracts. Failure to provide the required statement shall preclude the bidder from receiving the contract.
Prime contractors must submit these reports monthly or quarterly, depending on the type of contract.
These reports provide details like amounts requisitioned and paid on subcontractor participation.
Goods and Services
Architecture and Engineering
Payments to subcontractors must be submitted as a condition of final payment by Miami-Dade County.
Before final payment is made, contractors must submit the Subcontractors Payment Report on the use of subcontractors.
If the contractor intends to pay less than the subcontract amount, they must also provide a statement explaining why there is a difference.
The requirements for Subcontractor Payments are part of Miami-Dade County’s Code of Ordinances, Sec. 2-8.8.
Subcontractor and Supplier Listings
All contractors must file a report on the race, gender and ethnic origin of the owners and employees of all first tier subcontractors.
The Subcontractor/Supplier Listing should be submitted prior to a contract award. If the information is not reasonably available at that time, the successful bidder must demonstrate to the County and make efforts to obtain the information and provide it within 10 days.
Final payment on the contract will be withheld until the report is filed.
All County contractors must carry insurance. Within 10 days of a contract award, copies of their insurance certificates must be submitted. Contractors must insure their insurance remains in force throughout the entire contract period.
Firms without owned vehicles must request an exemption from the Auto Insurance Requirement.
Firms with 3 or less employees may request an exemption from the Worker’s Compensation Insurance Requirement.
Worker's Compensation is covered under Florida Statutes, Chapter 400.
Miscellaneous Construction Contract 7040 & 7360 Plans
Contractors not complying with insurance certificate requirements will be placed in inactive status and lose their position in the rotation until a corrected certificate is submitted.
Certificate of Insurance Requirements include:
- Worker's Compensation Insurance for all employees.
- Public Liability, on a comprehensive basis, in an amount not less than $300,000 combined single limit per occurrence for bodily injury and property damage. Miami-Dade County must be named as an additional insured with respect to this coverage.
- Automobile Liability Insurance covering all Owned, Non-Owned and Hired vehicles used in connection with the work, in an amount not less than $300,000 combined single per occurrence for bodily injury and property damage.
Additional Contractor Requirements.
Contractors Working at Miami International Airport
Proof of $5,000,000 in public liability and automobile coverage must be submitted before contractors will be permitted in the Airside Operation Area. Acquisition and proof of this coverage is part of the Request for Qualifications.
Only vehicles owned or leased by a company will be authorized. Vehicles owned by individuals will not be authorized.
Insurance Carrier Requirements
- The insurance coverage shall include those classifications, as listed in standard liability insurance manuals, which most nearly reflect the operations of the vendor.
- All insurance policies shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications:
- The company must be rated no less than "B" as to management, and no less than "Class V" as to financial strength, by the latest edition of Best's Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent., subject to the approval of the Miami-Dade County Risk Management Division
- The company must hold a valid Florida Certificate of Authority as shown in the latest "List of All Insurance Companies Authorized or Approved to Do Business in Florida," issued by the State of Florida Department of Insurance and are members of the Florida Guarantee Fund.
- Certificates will indicate no modification or change in insurance shall be made without a 30-day written advance notice to the certificate holder.
- The Miami-Dade County contract number and title of contract must appear on each certificate.
Title: Miscellaneous Construction Contract (MCC) Program, MCC 7040 Plan or MCC 7360 Plan.
CERTIFICATE HOLDER MUST READ:
111 NW 1st STREET, SUITE 2340
MIAMI, FL 33128
Responsible Wages & Benefits
For competitively-bid County construction contracts valued more than $100,000 and privately-funded construction on County-owned land, workers must be paid a responsible wage and benefits. These contractors must use the Payroll (WH-347) form to submit their employee payroll.
The rates paid shall be not less than those contained in the Wage and Benefits Schedule in effect as of January 1st of the year the work is performed.
Workers must be paid, without regard to skill, the appropriate base rate and fringe benefits listed on the Wages and Benefits Schedule for the classification of work actually being performed:
- 2017 Responsible Wages and Benefits: Building Construction
- 2017 Responsible Wages and Benefits: Heavy Construction
- 2017 Responsible Wages and Benefits: Highway Construction
If you do not find a wage classification in the Wages and Benefits Schedule that describes the work actually being done, you must contact the Small Business Development for a determination.
The requirements for Responsible Wages and Benefits are part of Miami-Dade County’s Code of Ordinances, Sec. 2-11.16.
County construction contracts have a goal of hiring residents first to provide at least 51 percent of the total construction labor hours. This applies to all contractors and subcontractors participating in contracts valued at $1 million or more.
All construction employees are required to complete the Occupational Safety and Health Administration (OSHA) Labor 10-hour safety training course before starting work on the project.
The requirements for hiring local labor first are part of Miami-Dade County’s Code of Ordinances, Sec. 2-11.17.
Step 1 - Bid Documents
Contractors must submit the Responsible Contractor Affidavit (RFTE 1).
Step 2 - After the Bid Award
Subcontractors must submit the Responsible Contractor Affidavit.
Step 3 - Within 15 business days of Award Notification
Prime contractors and subcontractors must submit Form RFTE 2 prior to issuance of a Notice to Proceed.
This form lists all trades and categories of labor, along with the number of employees to be used for each. This provides an outline of how the 51 percent goal will be reached.
- Community Workforce Program (2-1701)
- Resident First Training and Employment Program (2-11.17)
- Employ Miami-Dade Program (AO 3-63)
Step 4 – Submitting Payrolls
Prime contractors and subcontractors must include the 10 Hour Safety Training Affidavit (Form RFTE 3) with each payroll submitted.
Step 5 – Within 30 days of Contract Completion
The Prime contractor must submit Form RFTE 4.
Small Business Development
All firms with annual gross revenues in excess of $5 million must have an affirmative action plan and procurement policies approved by the County.
These requirements are part of Miami-Dade County’s Code of Ordinances, Sec. 2-8.1.5.