[PDF]Public City of Garland - Rackcdn.com000417b6df56f4ae5bbf-f6bd2cfeac0f4625637eac684e9e6a05.r25.cf1.rackcdn.com/...
0 downloads
122 Views
671KB Size
City of Garland
Bid 4042-14
Solicitation 4042-14
Web Based Uniform Purchase Program
Bid designation: Public
City of Garland
11/25/2013 3:26 PM
p. 1
City of Garland
Bid 4042-14
Bid 4042-14 Web Based Uniform Purchase Program Bid Number Bid Title
4042-14 Web Based Uniform Purchase Program
Bid Start Date Bid End Date
Nov 25, 2013 4:24:55 PM CST Dec 10, 2013 3:00:00 PM CST
Question & Answer End Date
Dec 6, 2013 12:00:00 PM CST
Bid Contact
Wil A Newcomer Buyer Purchasing
Contract Duration Contract Renewal
365 days 4 annual renewals
Prices Good for
Not Applicable
Standard Disclaimer
The right is reserved to accept or reject all or part of the bid, and to accept the offer considered most advantageous to the City by item or total bid. The City of Garland will award to the lowest responsible bidder or to the bidder who provides goods or services at the best value to the City.
Bid Comments
NO FAXED BIDS! All documents (forms) herein and attached are required to be completed and returned with response. All questions must be posted on Bidsync website. This bid is exempt from any transaction fee. RFP – Request for Proposal: Request for information and pricing that specifies the relative importance of price and other evaluation factors.
Item Response Form
Item
4042-14--01-01 - FLEECE HAT
Quantity
25 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
Description Per COG Spec
Item
4042-14--01-02 - Beanie 12" Knit Cotton
Quantity
25 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
Description Per COG Spec
Item 3:26 PM 11/25/2013 Quantity
4042-14--01-03 - 5.11 TACTICAL RESPONDER HI-VIS PARKA; sizes sm-2x; Mfg#48703 10 each
p. 2
Description Per COG Spec
Item Quantity
City of Garland
Bid 4042-14
4042-14--01-03 - 5.11 TACTICAL RESPONDER HI-VIS PARKA; sizes sm-2x; Mfg#48703 10 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 10
Description No Substitutions.
Item Quantity
4042-14--01-04 - 5.11 TACTICAL RESPONDER HI-VIS PARKA; sizes 3x-4x; Mfg#48703 5 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 5
Description No substitutions.
Item
4042-14--01-05 - 5.11 TACTICAL BIG HORN JACKET, sizes sm-2X; Mfg#48026
Quantity
25 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
Description No substitutions.
Item
4042-14--01-06 - 5.11 TACTICAL BIG HORN JACKET, sizes 3x-4X; Mfg#48026
Quantity
2 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 2
Description No substutions.
Item
4042-14--01-07 - DICKIES COVERALL; includes customization; all sizes; Mfg#48611DN
Quantity
25 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
Description No substitutions.
11/25/2013 3:26 PM Item
4042-14--01-08 - DICKIES INSULATED COVERALL - includes customization; all sizes; Mfg#DWTV239
p. 3
Description No substitutions.
City of Garland
Bid 4042-14
Item
4042-14--01-08 - DICKIES INSULATED COVERALL - includes customization; all sizes; Mfg#DWTV239
Quantity
25 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
Description No substitutions.
Item
4042-14--01-09 - LITTLE ED FLASHLIGHT
Quantity
50 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 50
Description Per COG Spec
Item Quantity
4042-14--01-10 - BIG ED 4C ALKALINE FLASHLIGHT 10 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 10
Description Per COG Spec.
Item Quantity
4042-14--01-11 - STREAMLIGHT SURVIVOR LED; Mfg#90540 25 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
Description No substitutions.
Item
4042-14--01-12 - BADGE MOURNING BANDS, BAG OF 10
Quantity
10 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 10
Description Per COG Spec. 11/25/2013 3:26 PM
Item
p. 4
4042-14--01-13 - Ringer Long Extrication Gloves; Mfg#304-YE
Qty 10
Description Per COG Spec.
City of Garland
Item
4042-14--01-13 - Ringer Long Extrication Gloves; Mfg#304-YE
Quantity
25 each
Bid 4042-14
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
Description No substitutions.
Item
4042-14--01-14 - Ringer Short Extrication Gloves; Mgf#314-YE
Quantity
25 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
Description No substitutions.
Item Quantity
4042-14--01-15 - POLY TAC 90 FLASHLIGHT; Mfg#2023 25 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
Description No substitutions.
Item Quantity
4042-14--01-16 - GEARKEEPER TETHER CLIP FOR POLYTEC FLASHLIGHT; MFG#88833 50 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 50
Description No substitutions.
Item Quantity
4042-14--01-17 - VERTX ACTION S/S POLO, SM-2XL; Mfg#VTX4000 100 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 100
Description Per COG Spec; Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions 11/25/2013 3:26 PM
p. 5
1500 E. Hwy. 66 Garland TX 75040 Qty 100
City of Garland
Bid 4042-14
Description Per COG Spec; Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions
Item
4042-14--01-18 - VERTX ACTION S/S POLO, 3X-4X ; Mfg#VTX4000
Quantity
100 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 100
Description Per COG Spec; Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions
Item
4042-14--01-19 - VERTX L/S ACTION POLO W/COLDBLACK, SM-XL; Mfg#VTX4020
Quantity
250 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 250
Description Per COG Spec; Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions
Item
4042-14--01-20 - VERTX L/S ACTION POLO W/COLDBLACK, 3X-4X; Mfg#VTX4020
Quantity
100 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 100
Description Per COG Spec; Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions
Item Quantity
4042-14--01-21 - HORACE SPECIAL OPS SS POLO; all sizes; Mfg#HS 51-2 100 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 100
Description Per COG Spec; Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions
Item Quantity
4042-14--01-22 - HORACE SPECIAL OPS LS POLO; all sizes; Mfg#HS 51-2 100 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 100
Description Per COG Spec; Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions
11/25/2013 3:26 PM
p. 6
Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 100
City of Garland
Bid 4042-14
Description Per COG Spec; Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions
Item
4042-14--01-23 - ELBECO MENS PARAGON PLUS, SM-XL; Mfg#P867-W
Quantity
50 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 50
Description Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions
Item
4042-14--01-24 - ELBECO MENS PARAGON PLUS, 2X-3X; Mfg#P867-W
Quantity
25 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
Description Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions
Item
4042-14--01-25 - ELBECO MENS PARAGON PLUS LS POLY/COT SHIRT 145-185; Mfg#P874-N
Quantity
25 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
Description Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions
Item Quantity
4042-14--01-26 - ELBECO MENS PARAGON PLUS LS POLY/COT SHIRT 18-20; Mfg#P874-N 25 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
Description Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions
Item Quantity
4042-14--01-27 - MENS PARAGON PLUS LS POLY/COT SHIRT; Mfg#P874-N 25 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
Description Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions
11/25/2013 3:26 PM
p. 7
Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
City of Garland
Bid 4042-14
Description Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions
Item
4042-14--01-28 - HORACE SMALL MENS NEW DIMENSION 6 PKT CARGO TROUSER; Mfg#HS2343
Quantity
100 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 100
Description No substitutions
Item Quantity
4042-14--01-29 - HORACE SMALL MENS NEW DIMENSION 4 PKT TROUSER; MFG#'s HS2333, HS2341, HS2374 100 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 100
Description No substitutions
Item Quantity
4042-14--01-30 - HORACE SMALL WOMENS NEW DIMENSION 4 PKT TROUSER; Mfg#'s HS2334, HS2342, HS2375 10 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 10
Description No substitutions
Item Quantity
4042-14--01-31 - HORACE SMALL WOMENS NEW DIMENSION 6 PKT CARGO TROUSER; Mfg#HS2344 10 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 10
Description No subsitutions
Item
4042-14--01-32 - 5.11 STRYKE PANT W/FLEX TAC, 28-44; Mfg#74369
Quantity
25 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 11/25/2013 3:26 PM Qty 25
p. 8
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
City of Garland
Bid 4042-14
Description No substitutions
Item
4042-14--01-33 - 5.11 TACTICAL PANTS, all sizes; Mfg#74251
Quantity
200 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 200
Description No substitutions
Item
4042-14--01-34 - 5.11 MENS EMS PANTS, 28-44; Mfg#74310
Quantity
150 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 150
Description No substitutions
Item Quantity
4042-14--01-35 - 5.11 MENS EMS PANTS, 46-54; Mfg#74310 10 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 10
Description No substitutions
Item Quantity
4042-14--01-36 - 5.11 JOB SHIRT WITH CANVAS DETAILS; sizes sm-3x reg; Mfg#72321 50 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 50
Description Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions
Item
4042-14--01-37 - 5.11 JOB SHIRT WITH CANVAS DETAILS; sizes Lg-3x Lng; Mfg#72321
Quantity
10 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 11/25/2013 3:26 PM Garland TX 75040 Qty 10
p. 9
Quantity
10 each
Unit Price
City of Garland
Bid 4042-14
Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 10
Description Pricing to include embroidered logo and 3 embroidered lines per COG Spec; No substitutions
Item
4042-14--01-38 - Blackinton B538 BADGE shirt Capt - Chief
Quantity
5 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 5
Description No substitutions
Item
4042-14--01-39 - B38 BADGE Coat
Quantity
5 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 5
Description No substitutions
Item Quantity
4042-14--01-40 - Arson B2624 BADGE 3 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 3
Description No substitutions
Item Quantity
4042-14--01-41 - INSPECTOR B296 BADGE 5 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 5
Description No substitutions
Item
4042-14--01-42 - B538 BADGE FF - LT FF CENTER SEAL
Quantity
20 each
Unit Price Delivery Location City of Garland Fire Support 11/25/2013 3:26 PM 1500 E. Hwy. 66 Garland TX 75040
p. 10
Item
4042-14--01-42 - B538 BADGE FF - LT FF CENTER SEAL
Quantity
20 each City of Garland
Unit Price
Bid 4042-14
Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 20
Description No substitutions
Item
4042-14--01-43 - Chief Collar Insignia 5 Crossed Bugles A2905
Quantity
10 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 10
Description No substitutions
Item
4042-14--01-44 - ASST. CHIEF INSIGNIA 4 CROSSED BUGLES CUT OUT COLLAR BRASS A2906
Quantity
10 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 10
Description No substitutions
Item Quantity
4042-14--01-45 - BATT. CHIEF A2907 3 CROSSED BUGLES CUT OUT COLLAR BRASS 10 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 10
Description No substitutions
Item Quantity
4042-14--01-46 - Captain A1975 SMALL SMOOTH CAPTAIN BARS -PAIR 10 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 10
Description No substitutions
Item Quantity
4042-14--01-47 - LIEUTENAT A1973 SMALL SMOOTH LT BAR -PAIR 10 each
Unit Price Delivery Location City of Garland 11/25/2013 3:26 PM Fire Support 1500 E. Hwy. 66
p. 11
Item Quantity
4042-14--01-47 - LIEUTENAT A1973 SMALL SMOOTH LT BAR -PAIR 10 each City of Garland
Bid 4042-14
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 10
Description No substitutions
Item
4042-14--01-48 - Captain A1140 CAPTAIN BARS RANK INSIGNIA (PAIR)
Quantity
2 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 2
Description No substitutions
Item
4042-14--01-49 - LIEUTENANT RANK INSIGNIA (PAIR)
Quantity
2 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 2
Description No substitutions
Item
4042-14--01-50 - Fechheimer Double Breasted Poly Wool Coat, 34-56; Mfg#34892
Quantity
1 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 1
Description Pricing to include all hemming. No substitutions.
Item Quantity
4042-14--01-51 - Fechheimer Double Breasted Poly Wool Coat, 58+; Mfg#34892 1 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 1
Description Pricing to include all hemming. No substitutions.
Item Quantity
4042-14--01-52 - Fechheimer Poly/Wool Uniform Dress Trousers; all sizes; Mfg#32278 10 each
Unit Price Delivery Location City of Garland 11/25/2013 3:26 PM Fire Support
p. 12
Item Quantity
4042-14--01-52 - Fechheimer Poly/Wool Uniform Dress Trousers; all sizes; Mfg#32278 City of Garland 10 each
Bid 4042-14
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 10
Description Pricing to include all hemming. No substitutions.
Item
4042-14--01-53 - 5.11 LEATHER CASUAL BELT; Mfg#59501
Quantity
50 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 50
Description No substitutions
Item
4042-14--01-54 - 5.11 TDU BELT 1.5IN PLASTIC BUCKLE; Mfg#59551
Quantity
25 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 25
Description No substitutions
Item
4042-14--01-55 - COMBAT RIGGERS BELT; Mfg#TP284
Quantity
20 each
Unit Price Delivery Location City of Garland Fire Support 1500 E. Hwy. 66 Garland TX 75040 Qty 20
Description No substitutions
11/25/2013 3:26 PM
p. 13
City of Garland
Bid 4042-14
NOTICE TO BIDDERS Request For Proposal #: 4042-14 Web Based Uniform Purchase Program Closing: December 10, 2013 at 3:00 P.M. Local Time 1. Submission: All Requests For Proposals (hereafter referred to as bids or proposals), in hard copy, shall include this document, the Agreement and Information page with signature and all additional documents as required. Proposals submitted in hard copy will be signed by a person having the authority to bind the firm in a contract, placed in a sealed envelope and marked clearly on the outside as outlined below. Respondent must submit five (5) copies and one (1) electronic copy. FACSIMILE OR EMAIL TRANSMITTALS WILL NOT BE ACCEPTED. Submission of Bid/Proposal: Mail or hand-deliver to: City of Garland 200 North Fifth Street Purchasing Department, 2nd Floor Garland, Tx 75040 Mark outside of envelope: Proposal No. 4042-14: Web Based Uniform Purchase Program Close: December 10, 2013 at 3:00 P.M. 2. Closing All responses must be received in the City of Garland Purchasing Office before bid closing date and time – no exceptions. The area immediately surrounding Garland City Hall is under construction therefore please allow additional time for disruptions in traffic flow and parking as needed. 3. Late Proposals Proposals received in the Purchasing office after submission deadline will be returned unopened and will be considered void and unacceptable. The City of Garland is not responsible for lateness of mail, carrier, etc. and time/date stamp clock in Purchasing Office shall be the official time of receipt. The City of Garland reserves the right to reject any and all bids/proposals and to waive any informality in the bids/proposals received.
11/25/2013 3:26 PM
p. 14
City of Garland
Bid 4042-14
BACKGROUND The City of Garland, Fire Department (“City”) seeks proposals from qualified Respondents interested in providing a web based uniform purchase program. The selected Respondent’s program shall, at a minimum, include the following: maintain a sufficient inventory of specified uniform and accessory items; receive, process, and ship individual orders; perform apparel alterations and repairs; provide embroidery, screen printing, and heat pressing services; maintain computerized transaction records by individual customer to include credit balance through a web based system. Beginning October 1, of each fiscal year, as part of the Garland Fire Department employee benefits, each uniformed employee receives an annual uniform credit to acquire necessary uniform items. To assist the City’s uniformed employees with their authorized purchases, the City is looking to procure a contract with a qualified vendor to provide uniforms that meet or exceed the current Garland Fire Department policy as well as track each employee’s uniform credit balance. Compliance with the terms, conditions, and instructions contained within this RFP will meet the current Garland Fire Department policy. The intent of the program is to insure that all uniformed personnel are safely, professionally and uniformly dressed at all times. SCOPE OF SERVICE The City requires a program by which a contractor, experienced in the supply of uniforms, will operate a web based uniform purchase program. The selected Respondent shall be responsible for all aspects of providing a successful program to include but not limited to the following: Maintain a sufficient inventory of high quality uniform and accessory items as detailed in RFP - Price Schedule; Receive, process and ship individual orders; Perform alterations and repairs to uniform items; Provide embroidery, screen printing, and heat pressing services; Maintain computerized transaction records by individual customer to include credit balance tracking; Supply and maintain all necessary computer hardware and software required for a web based uniform program; Provide and operate a customer service facility, to be staffed by employees familiar with this contract; or local personnel to be available on a weekly basis to the Support Services and provide said services; plus Assume responsibility for loss and damage of all items from time of shipment to customer receipt. Utilizing a computerized inventory system, the selected Respondent shall also be responsible for tracking the following: Each employee’s balance up to specified dollar amount per year; All items issued; All items returned; Verification of order date/time; Shipping date/time; plus All repairs and alterations performed for each employee; The selected Respondent must have the financial resources to provide for start-up costs. Charges for uniform items must be based solely on the unit cost identified in RFP – Price Schedule. No other charges will be allowed. Compensation shall be made after the products are shipped to the firefighter/employee and verified by the City. A. Customer Service Personnel 1. Requirements Selected Respondent shall be responsible for providing, at Respondent’s expense, a minimum of one local customer representative assigned to the Garland Fire Department. The customer service representative(s) shall be available to the GFD within normal operating City hours and physically available to the GFD Administration building in Garland, Texas within 24 hours notice during normal City operating hours. The customer service representative will be available for measuring, fitting of garments, warranty issues, providing samples, along with any and all help resolving typical issues in the nature of this type of RFP.
11/25/2013 3:26 PM
2
p. 15
City of Garland
Bid 4042-14
On an as needed basis, as requested by the Fire Chief or designee, the customer service representative shall be available for additional hours. The selected Respondent must provide a means, such as a cell phone, by which its representative may be contacted in the event of an emergency. B. Account Manager The selected Respondent must employ an Account Manager dedicated to the account. The assigned Account Manager must have an in-depth knowledge of the City's contract to include provisions, list of approved items as well as have access to all manufacturers providing the product. Upon request, the Account Manager or designee must be available to attend meetings to discuss contract or uniform issues as well as have the ability and authority to make decisions on behalf of the selected Respondent. C. Computerized Inventory System 1. System Requirements The selected Respondent must provide a computerized uniform tracking program. The Respondent must propose a system that is successfully being utilized with the Respondent's current customer accounts. The proposed system must have the capability to accurately track the following: Distribution of items; Maintain inventory control; Uniform repairs; Uniform replacements; Employee credit balances; Invoicing of items and services; and Shipping of uniform and/or accessory items. The Respondent's proposed system software should be compliant with the City's current IT Portfolio Standards. The City's current operating system is Windows XP, Service Pack 3, with potential to interface with MSSQL databases. The Respondent's Interface should be written in .NET or xml code. If proprietary software, code must be provided to City to be held in escrow for the term of the contract. Respondents are to provide within 24 hours of the City’s request, a compact disk (CD) containing their firm's current ordering and tracking system software. The selected Respondent must provide the City with a secure Uniform Resource Locator (URL) for application transactions. All transactions completed using the application (whether stand alone or web-based) must provide real time system updates of inventory availability, credit balance, etc., for the each firefighter/employee user. The City reserves the right to access and audit the system at any time throughout the contract term. 2. Tracking Requirements The selected Respondent must agree to track firefighter/employee credit balances and to provide shipment confirmation to firefighters/employees making purchases under the agreement. The selected Respondent must also agree to assume responsibility for loss and damage of all uniform items from time of shipment to customer’s receipt. The City will not be obligated to pay for any uniform item purchases that exceed the firefighter/employee specified credit allowance. Security and accounting measures needed to properly control the distribution of uniform items to eligible firefighters/employees will be the sole responsibility of the selected Respondent. The system must securely maintain information on each authorized employee including, but not limited to: Employee's available credit balance; Employee's SAP number ( up to 6 digit number assigned by ); Assigned location; Rank; as well as Complete order history. Additionally, the system shall provide reports listing employee orders to include, but not limited to: List of ordered and shipped items; Order date; 11/25/2013 3:26 PM
3
p. 16
City of Garland
Bid 4042-14
Item description and product number; Size; Quantity ordered; Cost per item; Shipment date; Shipment information to include employee name and address; Backorders and/or incomplete orders; Process time from the placement of order through shipment release; Repairs performed; and Replacement requests.
All information pertaining to firefighter/employee transactions shall be tracked and maintained by the selected Respondent throughout the contract term. 3. Reporting Requirements Selected Respondent will be responsible for providing the Department Fiscal Administrator or designee a monthly report detailing at a minimum: Individual firefighter/employee credit balances; Statistics showing usage of uniform items and services; Inventory levels; Item costs; Repairs; Items listed on back order with estimated fulfillment dates; Up to date billing and monthly invoice summary; and Returns Additional ad hoc reports as described in the agreement will be provided to the City at no additional charge. D. Web Based Ordering System On or before January 1, 2014, selected Respondent will have a custom website exclusive to the GFD with all of the following capabilities: Password protected - SAP employee numbers for each firefighter; Real time balance information in customer profile with balance visible on all screens; Picture and description of each contract item; Ability for firefighters to view account/order history and immediate notification of back-ordered items; Order activity will be reported by date range; Log in will be specific to each employee’s division assignment (i.e.; Arson, EMS, Fire) E. Customer Support Requirements The selected Respondent must develop a standard operating manual setting out a general design and standard operating procedure, based on the functional requirements for all phases of the operation of its Customer Service Representative. The manual must include, but is not limited to, sections defining individual account tracking procedures, inventory control procedures, daily management, inspection procedures, and repair procedures. The manual shall serve as a point of reference and guide for the selected Respondent’s personnel to review requirements and functional relationships for each phase of the program. An electronic version of the manual will also be posted online for use by firefighters/employees. F. Repair, Replacement, and Alteration Requirements Selected Respondent must provide repair and alterations to GFD personnel. Minor alterations and repairs shall mean in-seam and out-seam repairs and alterations; repair of small rips and tears; button or zipper replacement; affixing stripes, patches and braids; and trim replacement or other such repairs. All repairs must be available in a timeline to be determined between GFD and the respondent. 11/25/2013 3:26 PM
4
p. 17
City of Garland
Bid 4042-14
G. Warranty The selected Respondent shall warrant that for a period of one (1) year after acceptance and delivery of each uniform item, the uniform item and its component parts shall be free from defects in material and workmanship and shall perform to standard or exceed specifications set out in the agreement. If the manufacturer’s warranty for any uniform item is in excess of one (1) year, then that specified warranty period shall apply to that covered uniform item. Delivery will commence after receipt by a firefighter of an authorized uniform item. The selected Respondent must repair, or at the City’s option, replace any defective uniform item at no additional charge. If a disagreement exists between the City and the selected Respondent as to whether a uniform item is defective, the Garland Fire Chief will designate a third party to determine whether the uniform item is defective. The selected Respondent shall provide and bear all costs required to meet its obligations under this warranty. The selected Respondent must warrant that for a period of one year after acceptance of repairs, embroidery and tailoring, that the repair, embroidery and tailoring to the uniform item or its component parts will be free from defects in material and workmanship, and that the uniform item will perform in its intended use. H. Order Processing and Delivery Requirements The selected Respondent must process and deliver orders within the time frame set out by the City, as shown below. The order processing and delivery time frame should be expressed as the time between the online submittal of an order and the time the uniform item is delivered to the firefighter who placed the order. Selected Respondent must process and deliver orders within the time frames below: Type of Item Non-Embellished Goods Embellished Goods Out-Sized Garments Special Order & Drop Ship Items
I.
Days to Leave Facility 2 business days 7 business days Case by Case basis 42 business days
Days to Receive Order 5 business days 10 business days Case by Case basis
Inventory Changes The City may add, modify, substitute or delete uniform and other items from the list of items available for purchase as set out in RFP – Pricing Schedule, upon thirty (30) days written notice to the selected Respondent. Additional uniform items may be added to the pricing schedule, as determined by the City.
J. Quality Control The selected Respondent shall establish a complete Quality Control Program to ensure the requirements of the Agreement are provided as specified. The program shall include, but will not be limited to the following: 1. An inspection system covering all goods and services furnished by the selected Respondent. 2. A checklist for use in reviewing performance during inspections. 3. Inspection Reports must be signed and include details regarding results of each inspection as well as documentation of all corrective action(s) taken. Each report shall be made available to the City upon twentyfour (24) hours written notice. 4. The selected Respondent shall be responsible for all work performed to ensure compliance with the agreement. The selected Respondent shall be responsible for correcting all deficiencies in its operations within five (5) working days after written notification from the City. K. Price Schedule Using RFP - Price Schedule, Respondents are to propose a fixed unit cost for each item listed. A fixed unit cost must also be submitted for each type of repair, embroidery, screen print, heat press and alteration that is listed in RFP Pricing Schedule or requested in this RFP.
11/25/2013 3:26 PM
5
p. 18
City of Garland
Bid 4042-14
The City or its firefighters will not be required to order any quantity of items or repairs and alterations, but the Respondent will be required to provide all such items, repairs or alterations as requested. Firefighters will be charged the unit price for each uniform item or service set out in the agreement. The unit price shall include the item’s cost to the vendor, shipping, profit and all other costs associated with complying with the terms of the agreement. No other charges will be allowed. All prices are to be F.O.B. delivered. The selected Respondent must discount uniform items to reflect any of its published sale prices. M. Invoicing and Payment The selected Respondent must invoice the City on a monthly basis. A list of invoices must be reported in numerical order by the firefighter/employee SAP employee numbers which are assigned by the department. Invoices must be submitted by the 10th of the following month. The list of invoices must be accompanied by a web order and shipment verification for each individual order. Each web order and shipment verification must clearly identify each firefighter’s SAP employee number, the description of each item, repair, embroidery, alteration, unit price and extended prices. Invoices indicating a price higher than the approved contract price will be corrected by the City and paid at the approved contract price as set forth in the agreement. Selected Respondent will be required to resubmit a corrected invoice. The City will make payments to the selected Respondent within thirty (30) days following receipt of a properly prepared invoice and verification that items were delivered to the firefighter/employee and submitted to the Department Fiscal Administrator or designated representative. Prompt payment discounts may be considered in awarding the contract provided the period of the discount is sufficient to permit payment within such period in the regular course of business (minimum ten (10) days). In connection with any discount offered, time will be computed from the date of receipt of the properly prepared invoice by the Department Fiscal Administrator or designated representative. Payment is deemed to be made on the date a payment check is mailed. N. Termination Any remaining inventory of items marked with a logo that are new, unused and free of defects in workmanship may be purchased by the City or a subsequent contracted vendor at the selected Respondent’s actual cost. At the end of the term of this proposed contract, unless prior to the expiration of the agreement, the City terminates the agreement. If the City terminates the agreement for convenience, it may purchase from the selected Respondent, at the net cost, an inventory of items sufficient to meet GFD’s needs as determined by the City at its sole option, to operate the Uniform Purchase Program for ninety (90) days following the termination of the agreement. The City shall not be obligated to purchase any inventory from the selected Respondent if the agreement is terminated for cause.
ADDITIONAL REQUIREMENTS TERM OF CONTRACT After City approval of the contract, the initial agreement shall become effective beginning January 1, 2014, and expire January 1, 2015. There shall be a six (6) months initial trial period in the beginning. At the end of the trial period, the City may choose to discontinue the contract for cause or convenience given a 30 days written notice is given to the respondent prior to ending the contract. The City may renew the agreement at its sole discretion for up to four (4) additional one (1) year terms. PROPOSAL REQUIREMENTS Respondent’s Proposal shall include items in the following sequence, noted with the appropriate heading as indicated below. If Respondent is proposing as a team or joint venture, provide the same information for each member of the team or joint venture.
11/25/2013 3:26 PM
6
p. 19
City of Garland
Bid 4042-14
If submitting electronically at www.bidsync.com, upload these documents with your proposal. TABLE OF CONTENTS EXECUTIVE SUMMARY. The summary shall include a statement of the work to be accomplished, how Respondent proposes to accomplish and perform each specific service and unique problems perceived by Respondent and their solutions. GENERAL INFORMATION FORM. Use the Form found in this RFP as Attachment A, Part One. EXPERIENCE, BACKGROUND & QUALIFICATIONS. Use the Form found in this RFP as Attachment A, Part Two. PROPOSED PLAN. Use the Form found in this RFP as Attachment A, Part Three. PRICING SCHEDULE. Use the Pricing Schedule that is found in this RFP. AGREEMENT AND INFORMATION PAGE. Respondent must complete, sign and submit the Signature Page found in this RFP. The Signature Page must be signed by a person, or persons, authorized to bind the entity, or entities, submitting the proposal. Proposals signed by a person other than an officer of a corporate respondent or partner of partnership respondent shall be accompanied by evidence of authority. Respondent is expected to examine this RFP carefully, understand the terms and conditions for providing the services listed herein and respond completely. FAILURE TO COMPLETE AND PROVIDE ANY OF THESE PROPOSAL REQUIREMENTS MAY RESULT IN THE RESPONDENT’S PROPOSAL BEING DEEMED NON-RESPONSIVE AND THEREFORE DISQUALIFIED FROM CONSIDERATION. CHANGES TO RFP Changes to the RFP, made prior to the due date for proposals shall be made directly to the original RFP. Changes are captured by creating a replacement version each time the RFP is changed. It is Respondent’s responsibility to check for new versions until the proposal due date. City will assume that all proposals received are based on the final version of the RFP as it exists on the day proposals are due. No oral statement of any person shall modify or otherwise change or affect the terms, conditions or specifications stated in the RFP. SUBMISSION OF PROPOSAL Proposal Format. Each proposal shall be typewritten, single spaced and submitted on 8 ½” x 11” white paper. If submitting a hard copy, place proposal inside a three ring binder or other securely bound fashion. The use of recycled paper and materials is encouraged. Unnecessarily elaborate brochures, artwork, bindings, visual aids, expensive paper or other materials beyond that sufficient to present a complete and effective submission are not required. Font size shall be no less than 10-point type. All pages shall be numbered and, in the case of hard copy submissions, printed two-sided. Margins shall be no less than 1” around the perimeter of each page. Websites, or URLs shall not be submitted in lieu of the printed proposal or electronic submission through City’s portal. Each proposal must include the sections and attachments in the sequence listed in the RFP Section Proposal Requirements, and each section and attachment must be indexed and, for hard copy submissions, divided by tabs and indexed in a Table of Contents page. For electronic submissions, whether through the portal or on a CD, each separate section should be attached as a separate file. Failure to meet the above conditions may result in disqualification of the proposal or may negatively affect scoring. Modified Proposals. Proposals may be modified provided such modifications are received prior to the due date for submission of proposals and submitted in the same manner as original proposal. For hard copy proposals, provide a cover letter with the proposal, indicating it is a modified proposal and that the Original proposal is being withdrawn. For electronic proposals, a modified proposal will automatically replace a prior proposal submission. Cost of Proposal. Any cost or expense incurred by the Respondent that is associated with the preparation of the Proposal, the Pre-Submittal conference, if any, or during any phase of the selection process, shall be borne solely by Respondent.
11/25/2013 3:26 PM
7
p. 20
City of Garland
Bid 4042-14
EVALUATION OF CRITERIA The City will conduct a comprehensive, fair and impartial evaluation of all Proposals received in response to this RFP. The City may appoint a selection committee to perform the evaluation. Each Proposal will be analyzed to determine overall responsiveness and qualifications under the RFP. Criteria to be evaluated may include the items listed below. The selection committee may select all, some or none of the Respondents for interviews. If the City elects to conduct interviews, Respondents may be interviewed and re-scored based upon the same criteria. The City may also request additional information from Respondents at any time prior to final approval of a selected Respondent. The City reserves the right to select one, or more, or none of the Respondents to provide services. Evaluation Criteria: A. Experience, Background, Qualifications (30 points) B. Proposed Plan (30 points) 1. Website Use to include, but not limited to, user friendliness, site uptime, visual product identification, and dedicated secure site. (20 points) 2. Shipping/Delivery to include, but not limited to, turnaround time for order submittal until delivery to employee. (5 points) 3. Customer Service Provision(s) to include, but not limited to, sizing, alterations, repairs and return process. (5 points) C. Price Schedule (40 points)
11/25/2013 3:26 PM
8
p. 21
City of Garland
Bid 4042-14
RFP ATTACHMENTS RFP ATTACHMENT A, PART ONE GENERAL INFORMATION 1. Respondent Information: Provide the following information regarding the Respondent. (NOTE: Co-Respondents are two or more entities proposing as a team or joint venture with each signing the contract, if awarded. Sub -contractors are not Co-Respondents and should not be identified here. If this proposal includes Co-Respondents, provide the required information in this Item #1 for each Co-Respondent by copying and inserting an additional block(s) before Item #2.)
Respondent Name: _________________________________________________________ (NOTE: Give exact legal name as it will appear on the contract, if awarded.)
Principal Address: __________________________________________________________ City: ___________________________State: __________________Zip Code: __________ Telephone No._____________________________ Fax No:_________________________ Website address:_____________________________ Year established: _____________________________ Provide the number of years in business under present name: _________________________ Social Security Number or Federal Employer Identification Number: ____________________ Texas Comptroller’s Taxpayer Number, if applicable: ________________________________ (NOTE: This 11-digit number is sometimes referred to as the Comptroller’s TIN or TID.)
DUNS NUMBER: ____________________________________________________________ Business Structure: Check the box that indicates the business structure of the Respondent. ___Individual or Sole Proprietorship If checked, list Assumed Name, if any: ________________________ ___ Partnership ___Corporation If checked, check one: ___For-Profit ___ Nonprofit Also, check one: ___Domestic ___Foreign ___Other If checked, list business structure: _______________________
Printed Name of Contract Signatory: _____________________________ Job Title: _____________________________ Provide any other names under which Respondent has operated within the last 10 years and length of time under for each: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Provide address of office from which this project would be managed: City: ___________________________State: __________________Zip Code: ____________ Telephone No._____________________________ Fax No: __________________________ Annual Revenue: $__________________ Total Number of Employees:
__________________
Total Number of Current Clients/Customers: __________________ Briefly describe other lines of business that the company is directly or indirectly affiliated with: ________________________________________________________________________ 11/25/2013 3:26 PM
9
p. 22
City of Garland
Bid 4042-14
________________________________________________________________________ ________________________________________________________________________ List Related Companies: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ 2. Contact Information: List the one person who the City may contact concerning your proposal or setting dates for meetings. Name: _______________________________ Title: _______________________________ Address: __________________________________________________________________ City: ____________________________State: __________________Zip Code: __________ Telephone No._____________________________ Fax No: __________________________ Email: _____________________________________________________________________ 3. Does Respondent anticipate any mergers, transfer of organization ownership, management reorganization, or departure of key personnel within the next twelve (12) months? Yes ___
No ___
4. Is Respondent authorized and/or licensed to do business in Texas? Yes ___
No ___
If “Yes”, list authorizations/licenses.
________________________________________________________________________ ________________________________________________________________________ 5. Where is the Respondent’s corporate headquarters located? ________________________
6. Local Operation: Does the Respondent have an office located in the Dallas/Ft. Worth area? Yes ___
No ___
If “Yes”, respond to a and b below:
a. How long has the Respondent conducted business from its DFW office? Years _______
Months_______
b. State the number of full-time employees at the DFW office. 7. Debarment/Suspension Information: Has the Respondent or any of its principals been debarred or suspended from contracting with any public entity? Yes ___ No ___ If “Yes”, identify the public entity and the name and current phone number of a representative of the public entity familiar with the debarment or suspension, and state the reason for or circumstances surrounding the debarment or suspension, including but not limited to the period of time for such debarment or suspension. ________________________________________________________________________ ________________________________________________________________________
11/25/2013 3:26 PM
10
p. 23
City of Garland
Bid 4042-14
8. Surety Information: Has the Respondent ever had a bond or surety canceled or forfeited? Yes ___ No ___ If “Yes”, state the name of the bonding company, date, amount of bond and reason for such cancellation or forfeiture. ________________________________________________________________________ ________________________________________________________________________ 9. Bankruptcy Information: Has the Respondent ever been declared bankrupt or filed for protection from creditors under state or federal proceedings? Yes ___ No ___ If “Yes”, state the date, court, jurisdiction, cause number, amount of liabilities and amount of assets. _______________________________________________________________________ ________________________________________________________________________ 10. Disciplinary Action: Has the Respondent ever received any disciplinary action, or any pending disciplinary action, from any regulatory bodies or professional organizations? If “Yes”, state the name of the regulatory body or professional organization, date and reason for disciplinary or impending disciplinary action. ________________________________________________________________________ ________________________________________________________________________ 11. Previous Contracts: a. Has the Respondent ever failed to complete any contract awarded? Yes ___ No ___ If “Yes”, state the name of the organization contracted with, services contracted, date, contract amount and reason for failing to complete the contract. _______________________________________________________________________ _______________________________________________________________________ b. Has any officer or partner proposed for this assignment ever been an officer or partner of some other organization that failed to complete a contract? Yes ___ No ___ If “Yes”, state the name of the individual, organization contracted with, services contracted, date, contract amount and reason for failing to complete the contract. _______________________________________________________________________ _______________________________________________________________________ c.
Has any officer or partner proposed for this assignment ever failed to complete a contract handled in his or her own name? Yes ___ No ___ If “Yes”, state the name of the individual, organization contracted with, services contracted, date, contract amount and reason for failing to complete the contract. _______________________________________________________________________ _______________________________________________________________________
11/25/2013 3:26 PM
11
p. 24
City of Garland
Bid 4042-14
REFERENCES Provide five (5) references, preferably from public entity clients with preference of medium or large municipalities, for which Respondent is currently providing similar services. The contact person named should be familiar with the day-today management of the contract and be willing to respond to questions regarding the type, level, and quality of service provided. Reference No. 1: Firm/Company Name ________________________________________________________ Contact Name: ________________________________ Title: ________________________ Address: __________________________________________________________________ City: ______________________________State: _______________Zip Code: ___________ Telephone No._____________________________ Fax No: __________________________ Email Address: _____________________________________________________________ Date and Type of Service(s) Provided: _________________________________________ _________________________________________________________________________ Reference No. 2: Firm/Company Name ________________________________________________________ Contact Name: ________________________________ Title: ________________________ Address: __________________________________________________________________ City: ______________________________State: _______________Zip Code: ___________ Telephone No._____________________________ Fax No: __________________________ Email Address: _____________________________________________________________ Date and Type of Service(s) Provided: _________________________________________ _________________________________________________________________________ Reference No. 3: Firm/Company Name ________________________________________________________ Contact Name: ________________________________ Title: ________________________ Address: __________________________________________________________________ City: ______________________________State: _______________Zip Code: ___________ Telephone No._____________________________ Fax No: __________________________ Email Address: _____________________________________________________________ Date and Type of Service(s) Provided: _________________________________________ _________________________________________________________________________
11/25/2013 3:26 PM
12
p. 25
City of Garland
Bid 4042-14
Reference No. 4: Firm/Company Name ________________________________________________________ Contact Name: ________________________________ Title: ________________________ Address: __________________________________________________________________ City: ______________________________State: _______________Zip Code: ___________ Telephone No._____________________________ Fax No: __________________________ Email Address: _____________________________________________________________ Date and Type of Service(s) Provided: _________________________________________ _________________________________________________________________________ Reference No. 5: Firm/Company Name ________________________________________________________ Contact Name: ________________________________ Title: ________________________ Address: __________________________________________________________________ City: ______________________________State: _______________Zip Code: ___________ Telephone No._____________________________ Fax No: __________________________ Email Address: _____________________________________________________________ Date and Type of Service(s) Provided: _________________________________________ _________________________________________________________________________
11/25/2013 3:26 PM
13
p. 26
City of Garland
Bid 4042-14
RFP ATTACHMENT A, PART TWO EXPERIENCE, BACKGROUND, QUALIFICATIONS
Prepare and submit narrative responses to address the following items. If Respondent is proposing as a team or joint venture, provide the same information for each member of the team or joint venture. 1. Describe Respondent’s experience relevant to the Scope of Services requested by this RFP. List and describe relevant projects of similar size and scope performed over the past five years. Identify associated results or impacts of the project/work performed. 2. Describe Respondent’s specific experience with public entities clients, especially large municipalities. If Respondent has provided services for the City in the past, identify the name of the project and the department for which Respondent provided those services. 3. List other resources, including total number of employees, number and location of offices, number and types of equipment available to support this project. 4. If Respondent is proposing as a team or joint venture or has included sub-contractors, describe the rationale for selecting the team and the extent to which the team, joint venturers and/or sub-contractors have worked together in the past. 5. Identify the number and professional qualifications (to include licenses, certifications, associations) of staff to be assigned to the project and relevant experience on projects of similar size and scope. 6. State the primary work assignment and the percentage of time key personnel will devote to the project if awarded the contract. 7. Additional Information. Identify any additional skills, experiences, qualifications, and/or other relevant information about the e Respondent’s qualifications.
11/25/2013 3:26 PM
14
p. 27
City of Garland
Bid 4042-14
RFP ATTACHMENT A, PART THREE PROPOSED PLAN
Prepare and submit the following items. 1. Customer Service and Operation Plan. Describe the proposed plan for providing a Customer Service to include the following: a. Location of Facility or local area customer service personnel. b. Hours of Operation. c. Overall concept and directional philosophy for all aspects of the operation. d. Describe how Respondent will complete the initial measuring of all employees as well as proposed time frame for completing this task. 2. Employee Management Plan. Describe Respondent’s employee management plan to include the following: a. Describe staffing plan to support all aspects of operation. b. Identify and state the primary work assignment of key personnel including Account Manager that will be assigned to the City of Garland, should Respondent be awarded. Account Manager detail should include contact information during the contract term and experience/resume in this role. c. Describe level of commitment and plan to ensure staff are properly trained and represent a clean and neat appearance at all times. 3. Computerized Uniform Purchase System. Describe Respondent's Computerized Uniform Purchase Program to include special software features and/or enhancements that will ensure ease of use, while accurately capturing detailed data and reporting capabilities. a. System Requirements. b. Plan for providing a secured URL. c. Security measures for tracking and verification of employee credit balances. d. Security measures for protection against identity theft. e. Compact disk (CD) containing their firm's current ordering and tracking system software. 4. Order Processing and Delivery Plan. Describe Respondent’s order processing and delivery plan to include the following: a. Procedure for receiving and shipping order requests as well as time frame for each component (include website screen shoots for each process component). b. Procedure for handling lost or damaged shipments. c. Procedure for handling backorder items. d. Procedure for handling short shipments where the invoice does not match the items received. e. Explain in detail how you will handle proof of shipment and delivery to personnel. 5. Customer Service Policy and Plan. Describe Respondent’s customer service policy and procedure for each of the following: a. Merchandise Return Requests. b. Warranty Requests. c. Customer Complaints. d. Describe plan for providing a Standard Operation Procedure Manual for use by both Respondent's personnel. If available, provide a sample copy with proposal submittal. 6. Repairs, Alterations, and Replacement Service Plan. Describe Respondent’s plan for providing repairs, alterations, and replacement services. Include the following in your response: a. Service Location. b. Hours of Operation. c. Procedure for providing each type of service as well as estimated time line for completing each. 7. Embroidery, Screen Printing and Heat Pressing Service Plan. Describe Respondent’s plan for providing embroidery, screen printing and heat pressing services. Include the following in your response: a. Service Location. b. Hours of Operation. c. Procedure for providing each type of service as well as estimated time line for completing each. 8. Quality Control Plan. Describe Respondent’s quality control plan to include the following: 11/25/2013 3:26 PM
15
p. 28
City of Garland
a. b. c. d.
Bid 4042-14
Ability to maintain sufficient inventory of uniform and accessory items as listed on RFP - Price Schedule. Measures for ensuring that products offered are of high quality. Measures for ensuring quality services are performed. Provide with proposal submission, a sample Quality Control Checklist that the Respondent currently utilizes for similar customer accounts.
9. Additional Information. Provide any additional plans and/or relevant information about Respondent’s approach to providing the required services.
11/25/2013 3:26 PM
16
p. 29
City of Garland
Bid 4042-14
RFP ATTACHMENT B ADDITIONAL PRICE SCHEDULE Respondent shall submit prices to include all labor, equipment, materials and services necessary to provide the City of Garland a Web Based Uniform Purchase Program as required by these specifications. The City reserves the right to purchase more or less than these items, as may be required during the contract period. Order quantities will be on an as needed basis by the City for each order or shipment. The following pricing will become a part of the contract upon selection. All potential Respondents must provide pricing for items listed below, in this particular format to be considered for award. Respondent shall submit pricing for each line item on Attachment B, Price Schedule, to be eligible for contract award. This is in addition to the lines with quantities and specific items. Line Items marked by Respondent as: "Included" or $0.00 will be determined by the City as Respondent will provide to City at No Charge. Required Color
Assortment
Item Description
ALTERATIONS ALTERATIONS ALTERATIONS ALTERATIONS ALTERATIONS ALTERATIONS ALTERATIONS ALTERATIONS ALTERATIONS ALTERATIONS ALTERATIONS ALTERATIONS ALTERATIONS ALTERATIONS ALTERATIONS ALTERATIONS EMBROIDERY DESIGNS EMBROIDERY DESIGNS EMBROIDERY DESIGNS EMBROIDERY DESIGNS
GFD REPLACE ZIPPER HEM SHIRT OR JACKET LENGTH TAPERING OF SIDES SHIRT TAKE IN TROUSER WAIST HEM TROUSER LENGTH REPLACEMENT OF TROUSER ZIPPER REPLACEMENT OF BUTTONS EA SEAM REPAIR OF TROUSERS GFD BADGE TAB APPLICATION REPLACE BELT LOOP EACH TAPERING SIDES OF TROUSER LEGS ADD SET OF EPAULETS TO SHIRT SHORTEN SLEEVES OF SHORT SLEEVE SHIRTS SHORTEN SLEEVES ON LONG SLEEVE SHIRTS SHORTEN JACKET SLEEVES TAPER SIDES OF JACKET
11/25/2013 3:26 PM
Unit Price $_____________ $_____________ $_____________ $_____________ $_____________ $_____________ $_____________ $_____________ $_____________ $_____________ $_____________ $_____________ $_____________ $_____________ $_____________ $_____________
LOGO ONLY DESIGN, LEFT FRONT CHEST
PER SPEC
$_____________
1 LINE EMBROIDERY, RIGHT FRONT CHEST
PER SPEC
$_____________
2 LINE EMBROIDERY, RIGHT FRONT CHEST
PER SPEC
$_____________
3 LINE EMBROIDERY, RIGHT FRONT CHEST
PER SPEC
$_____________
17
p. 30
City of Garland
Bid 4042-14
Garland Fire Department Logo 1.) Embroidered left-chest: Approximately 3” from top to bottom and 3” side to side. Five colors (red, brown, gold, silver, & white), matching, as close as possible, Robinson-Anton colors; Pro Pearl 2747, Foxy Red 2263, White 2297, Pollen Gold 2556, Blue Ribbon 2439, Pro Walnut 2629. A .jpg file of the logo will be sent to the successful bidder. A rendering of the logo:
Page 1 of 2 11/25/2013 3:26 PM
p. 31
City of Garland
Bid 4042-14
2.) Embroidered right-chest: fire fighter’s name (first two initials and last name), rank (captain, lieutenant, engineer, or firefighter), and medical certification (EMT or Paramedic). The name, rank, and medical certification shall be embroidered on three lines in block, upper case letters, approximately ½” inches high for each line in white. 3.) The shirt embroidery, right and left chest, shall be centered, on each side, and aligned with each other for balance, achieving an aesthetically pleasing appearance on each shirt.
Page 2 of 2 11/25/2013 3:26 PM
p. 32
City of Garland
Bid 4042-14
CITY OF GARLAND STANDARD TERMS AND CONDITIONS 1. ENTIRE AGREEMENT: These standard Terms and Conditions and the Terms and Conditions, Specifications, Drawings and other requirements included in the City of Garland’s request for Bid/Proposal are applicable to Contracts/Purchase Orders issued by the City of Garland hereinafter referred to as the City or Buyer and the Seller herein after referred to as the Bidder, Contractor or Supplier. Any deviations must be in writing and signed by a representative of the City’s Purchasing Department and the Supplier. No Terms and Conditions contained in the Sellers Bid/Proposal, Invoice or Statement shall serve to modify the terms set forth herein. If there is a conflict between the provisions on the face of the Contract/Purchase Order these written provisions will take precedence. 2. OFFICIAL BID NOTIFICATION: The City of Garland utilizes the following for official notifications of bid opportunities: www.bidsync.com and the Commercial Daily Record of Dallas County. These are the only forms of notification authorized by the City. The City is not responsible for receipt of notifications or information from any source other than those listed. It shall be the supplier’s responsibility to verify the validity of all bid information received from any source other than the City of Garland. There will be NO COST to the Seller for using Bidsync for its Bids/Proposals. 3. FRAUD POLICY: The City of Garland is committed to preventing Fraud, Waste, Abuse and Unethical Conduct by its employees. Suppliers and potential suppliers should become familiar with the City of Garland’s Fraud Policy located on our website at www.ci.garland.tx.us, City Hall/Internal Audit/fraud Policy. Suppliers have a responsibility to report any known or suspected fraudulent activities, or unethical conduct, by calling the City’s Hot Line at 972-205-2739 or write to, Fraud Hot Line P.O. Box 469002 Garland TX 75046. All contacts will be held in strict confidence. 4. COUNCIL POLICY: Bidder shall comply with the requirements of City Council Policy OPNS-04 Qualifications for Doing Business with the City of Garland and OPNS-28 Business Conduct with Delinquent Account Holders and litigants attached hereto. 5. PROHIBITION AGAINST PERSON INTEREST IN CONTRACTS: No City of Garland employee shall have a direct or indirect financial interest in any contract with the city, or be directly or indirectly financially interested in the sale of land, materials, supplies or services to the city. 6. COMPETITIVE PRICING: It is the intent of the city to consider Interlocal Cooperative Agreements and State/Federal contracts in determining the best value for the city. 7. INTERLOCAL AGREEMENT: Successful bidder agrees to extend prices to all entities that have entered into or will enter into joint purchasing interlocal cooperation agreements with the City. The city is a participating member of several interlocal cooperative purchasing agreements. As such, the city has executed interlocal agreements, as permitted under Chapter 791 of the Texas Government Code, with certain other political subdivisions, authorizing participation in a cooperative purchasing program. The successful supplier may be asked to provide products/services based upon the bid price, to any other participant. 8. RIGHT TO AUDIT: The city shall have the right to examine and audit after reasonable notice any and all books and records of Seller/Contractor that may relate to this agreement including, without limitation, the performance of Seller/Contractor, its employees, agents, and subcontractors. Such books and records will be maintained in accordance with generally accepted accounting principles and shall, upon request and at the city’s request, be made available at a location designated by the city. Seller/Contractor shall, except for copying costs, otherwise bear all costs of producing such records for examination and copying by the city. Unless otherwise agreed by the parties, such records must be made available to the city within five business days. The provisions of this paragraph shall survive the termination of this agreement. 9. CORRESPONDENCE: The Bid number must appear on all correspondence and inquiries pertaining to the Request for Bid. The Purchase Order number must appear on all invoices or other correspondence relating to the contract. 10. INDEMNITY/INSURANCE: See attached City of Garland minimum requirements, required for all on-site work on city property. 11. EASEMENT PERMISSION: The contractor shall not enter or use private property except as allowed by easements shown on the contract documents or if the contractor obtains specific written permission from the property owner. 12. CITY PROVIDED SERVICES: The contractor, or any sub-contractor or supplier shall use only city provided services in performing this contract including but not limited to: Electric (if available), Water, Sanitation and Solid Waste Services. The rate charged by the city shall be the same as charged for the same or similar services. Commercial Solid Waste rates may be obtained from City of Garland Environmental Waste Department at, 972-205-3500. 13. CONTRACTOR EQUIPMENT IDENTIFICATION: All equipment used on the project shall be clearly marked with the contractor’s name and. Subcontractor equipment shall also be similarly marked. 14. DELIVERY: All goods shall be delivered F.O.B. Destination unless otherwise authorized herein. C.O.D. shipments or deliveries are not permitted. 11/25/2013 3:26 PM
p. 33
13. CONTRACTOR EQUIPMENT IDENTIFICATION: All equipment used on the project shall be clearly marked with the contractor’s name and. City of Garland Subcontractor equipment shall also be similarly marked.
Bid 4042-14
14. DELIVERY: All goods shall be delivered F.O.B. Destination unless otherwise authorized herein. C.O.D. shipments or deliveries are not permitted. 15. SPECIFICATIONS-SAMPLES: If bidding on other than the item requested, sellers bid must identify the Trade Name, Manufacturer’s Name and/or Catalog Number, and certify the item offered is equivalent. Descriptive literature must be submitted with alternate brands. Samples shall be furnished free of expense to the city and if requested, may be returned at bidder’s expense. 16. TIE BIDS: In the event of tie bids, preference will be given to the bidder who offers the best value to the city in accordance with State Law. 17. ERROR-QUANTITY: Bids must be submitted in units of quantity specified, extended, and totaled. In the event of discrepancies in extension, the unit prices shall govern. 18. ACCEPTANCE: The right is reserved to accept or reject all or part of the bid, and to accept the offer considered most advantageous to the city by line item or total bid. 19. OEM PARTS: All vehicle options to be OEM factory installed unless otherwise identified on this bid. 20. SUBSTITUTION: Every delivery of goods by the supplier must comply with all provisions of this order including the specifications, delivery schedule, quantity and quality. Any delivery which does not conform to the buyers requirements shall constitute a breach of contract. Seller does not have authorization to make a substitute unless it is agreed to by the buyer. 21. BID LIST REMOVAL: The city reserves the right to remove a supplier from any Bid List for: (1) continued failure to be responsive to the city, (2) failure to deliver merchandise within promised time, (3) delivery of substandard merchandise or (4) failure to comply with the Contract/Purchase Order requirements. 22. DELIVERY TIMES: Deliveries to the City Warehouse or other designated City Buildings or Facilities will be accepted during normal working hours, i.e. 8:00a.m. to 4:00p.m., Monday through Friday unless other arrangements have been made. Deliveries being made directly to city work sites should be coordinated with the city employee responsible for the work being performed at that site. 23. PACKAGING: Unless otherwise indicated, items will be new, not rebuilt, in first class condition, and in containers suitable for damage-free shipment. 24. WARRANTY: By accepting this order seller warrants that the goods and services to be furnished will be free from defects in materials and workmanship, be of merchantable quality and fit for ordinary use, be in full conformance with buyer’s specifications, drawings and data, seller’s samples or models, and express warranties, and to be fit for any buyer’s particular purpose expressly or impliedly known. These warranties are in addition to all others given to the buyer by the seller or by law. Seller shall not limit or exclude any implied warranties and any attempt to do so shall render this contract voidable at the option of the buyer, and any such limitations or exclusions are void. 25. TERM CONTRACTS: Except as otherwise provided herein, prices must remain firm for the entire contract period, including any periods of extension or renewal. At the time of any renewal or extension of the contract, the city or the supplier may request a price adjustment based upon the economy. All requests for a price adjustment must include detailed documentation and rationale to support the requested adjustment. The party to whom a request for price adjustment is made may, in its sole discretion, accept or reject the request. Any price adjustment must be mutually agreed upon in writing by the parties, and shall be effective for the applicable renewal term. 26. TERM CONTRACT QUANTITIES: The quantities in the request for bid are estimated requirements and the city reserves the right to increase or decrease the quantities or cancel any item to be furnished. The successful bidder shall have no claim against the city for anticipated profits for quantities diminished or deleted. 27. TERM CONTRACT SHIPMENTS: The supplier will make shipments under this contract only when requested and only in the quantities requested. If there are minimum shipments or standard packaging requirements please note the items affected. 28. CONTRACT RENEWAL OPTIONS: In the event a clause for option to renew for an additional period is included in the request for bid, all renewals will be based solely upon the option and agreement between the city and the supplier. Either party dissenting will terminate the contract in accordance with its initial specified term. 29. TAXES-EXEMPTION: All quotations are required to be submitted LESS Federal Excise and State Sales Taxes. Tax Exemption Certificate will be executed for the successful supplier. 30. ASSIGNMENT: Seller shall not assign this order or any interest herein, including any performance or any amount which may be due or become due hereunder, without buyer’s prior written consent. 31. INVOICING: Send ORIGINAL INVOICE to address indicated on the purchase order. If invoice is subject to cash discounts the discount period will begin on the day invoices are received. So that proper cash discount may be computed, invoice should show amount of freight as a separate item, if applicable; otherwise, cash discount will be computed on total amount of invoice. 32. INSPECTION: Goods purchased are subject to inspection and approval by buyer. Buyer reserves the right to reject or refuse acceptance of goods which are not in accordance with buyer’s instructions, specifications, drawings and data, or seller’s warranties (expressed or implied). Goods not accepted will be returned to seller at seller’s risk and expense. Payment for any goods shall not be deemed an acceptance thereof. 33. ELECTRONIC SIGNATURE – UNIFORM ELECTRONIC TRANSACTION ACT: The city adopts Vernon’s Texas Statutes and Codes Annotated Business and Commerce Code Chapter 43. Uniform Electronic Transaction Act, allowing individuals, companies, and governmental entities to lawfully usePM and rely on electronic signatures. 11/25/2013 3:26
p. 34
goods which are not in accordance with buyer’s instructions, specifications, drawings and data, or seller’s warranties (expressed or implied). Goods not accepted will be returned to seller at seller’s risk and expense. Payment for any goods shall not be deemed an acceptance thereof. City of Garland Bid 4042-14 33. ELECTRONIC SIGNATURE – UNIFORM ELECTRONIC TRANSACTION ACT: The city adopts Vernon’s Texas Statutes and Codes Annotated Business and Commerce Code Chapter 43. Uniform Electronic Transaction Act, allowing individuals, companies, and governmental entities to lawfully use and rely on electronic signatures. 34. FUNDING OUT CLAUSE: This agreement may be terminated by the city without notice and without penalty or liability in the event that (1) the city lacks sufficient funds for this agreement; (2) funds for this agreement are not appropriated by the City Council of the City; and (3) funds for this agreement that are or were to be provided by grant or through an outside service are withheld, denied or are otherwise not available to the city. 35. DISPUTE RESOLUTION: Pursuant to subchapter I, Chapter 271, TEXAS LOCAL GOVERNMENT CODE, contractor agrees that, prior to instituting any lawsuit or other proceeding arising from any dispute or claim of breach under this Agreement (a “Claim”), the parties will first attempt to resolve the claim by taking the following steps: (i) A written notice substantially describing the factual and legal basis of the claim shall be delivered by the contractor to the city within one-hundred eighty (180) days after the date of the event giving rise to the claim, which notice shall request a written response to be delivered to the contractor not less than fourteen (14) business days after receipt of the notice of claim; (ii) if the response does not resolve the claim, in the opinion of the contractor, the contractor shall give notice to that effect to the city whereupon each party shall appoint a person having authority over the activities of the respective parties who shall promptly meet, in person, in a effort to resolve the claim; (iii) if those persons cannot or do not resolve the claim, then the parties shall each appoint a person from the highest tier of managerial responsibility within each respective party, who shall then promptly meet, in person, in an effort to resolve the claim. 36. DISCLOSURE OF CERTAIN RELATIONSHIPS: Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any supplier or person considering doing business with a local government entity disclose in the Questionnaire Form CIQ, the supplier or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, this questionnaire must be filed with the Records Administrator of the City of Garland not later than the 7th business day after the date the supplier or person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. Chapter 176 and the questionnaire may be found at www.garlandpurchasing.com. By submitting a response to this request, supplier represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Government Code. 37. PERFORMANCE: If seller fails to comply with any provisions or terms of this order, the buyer, may at buyer’s option, cancel this order or any other orders outstanding. In the event of cancellation buyer retains all rights and remedies it may have. 38. PATENTS: Seller agrees to indemnify and hold harmless the buyer against all costs and expenses, including attorneys fees and undertakes and agrees to defend at seller’s own expense, all suits, actions or proceedings in which buyer or the users of buyer’s products are made defendants of actual or alleged infringement of any U.S. or foreign patent resulting from the use or sale of the items purchased hereunder (except infringement necessarily resulting from adherence to buyer’s specifications or drawings) and further agrees to pay and discharge any and all judgments or decrees which may be rendered in any such suit, action or proceeding. 39. APPLICABLE LAW: This agreement shall be governed by the Uniform Commercial Code as adopted in the State of Texas as effective and in force on the date of this agreement. 40. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Dallas County, Texas. 41. TERMINATION: The city at any time after issuance of this agreement, by 30 days written notice, has the absolute write to terminate this agreement for cause or convenience. Cause shall be the supplier’s refusal or failure to satisfactorily perform or complete the work within the time specified, or failure to meet the specifications, quantities, quality and/or other requirements specified in the Contract/Purchase Order. In such case the supplier shall be liable for any damages suffered by the city. If the agreement is terminated for convenience, the supplier has no further obligation under the agreement. Payment shall be made to cover the cost of material and work in process or “consigned” to the city as of the effective date of the termination. 42. FORCE MAJEURE: To the extent either party of this agreement shall be wholly or partially prevented from the performance of the term specified, or of any obligation or duty placed on such party by reason of or through work strikes, stoppage of labor, riot, fire, flood, acts of war, insurrection, court judgment, act of God, or other specific cause reasonably beyond the parties control and not attributable to it’s malfeasance, neglect or nonfeasance. In such event, the time for performance of such obligation or duty shall be suspended until such disability to perform is removed. 43. During evaluation process City reserves the right to request a best and final offer upon completion of negotiations. 44. WORKING DAY OR DAYS: The following are legal holidays for the City of Garland: New Year’s Day Martin Luther King, Jr. Day Memorial Day July 4th Labor Day Thanksgiving (2 days) Christmas (2 days) Business Hours: 8:00a.m. to 5:00p.m. Monday through Friday.
11/25/2013 3:26 PM
p. 35
CITY COUNCIL POLICY
City of Garland
Bid 4042-14
CITY COUNCIL POLICY OPNS-04 – Qualifications for Doing Business with the City I.
Purpose and Need for Policy The purpose of this policy is to foster the public’s trust in the conduct of City business and to further insure the expenditures of public funds is beyond reproach.
II.
Policy Other than the exceptions cited below, it is the policy of the City Council to not enter into or renew a contract to purchase, sell, or lease property or services to or from any entity described in this policy.
III.
Procedure to Accomplish Policy A.
The City of Garland shall not, except as provided herein, enter into or renew a contract to purchase, sell, or lease property or services to or from any person or entity who has been: 1) 2)
B.
Persons or entities doing business with the City include: 1) 2) 3) 4) 5)
C.
Convicted of any state or federal felony offense. Conviction includes a final probation, deferred adjudication or similar disposition. Convicted or fined in excess of $50,000 on certain state or federal discrimination offenses. Discrimination charges include only those brought for discrimination against the race, sex, or religion or an individual or class of individuals.
Individuals, corporations, partnerships, associations, or limited liability companies. Owner or principal operators of entities referenced in paragraph B (1). Principal officers of entities referenced in paragraph B (1). Shareholders in corporations or limited liabilities companies if there are five or fewer shareholders. Majority owned affiliates of any entity referenced in paragraph B (1).
This policy shall not apply when: 1) 2) 3) 4)
Three years have elapsed between the conviction and the approval of the contract. The contract does not require City Council approval. Anything of value is paid or given to informants or participants in a crime stopper program, or The City Council determines this policy could cause grave injury or impose a severe financial hardship to the City of Garland by its application, and is waived by an affirmative vote of not less than six (6) Council members.
D.
On bid applications that may result in a contract award by the City Council, the City shall require a representation by bidders that the bidder is not disqualified by the application of this policy.
E.
After contract award, but prior to the commencement of the project or the delivery of the service or property, a determination that the bidder is in violation of this policy shall be cause for terminating the contract.
By the execution and submission of this bid, bidder acknowledges that bidder has received a copy of City Council Policy OPNS-04 and bidder represents and warrants that bidder complies with the requirements of the City Council Policy OPNS-04 and is in no manner disqualified from doing business with the City under that policy.
CITY COUNCIL POLICY OPNS-28 – Business Conduct with Delinquent Account Holders and Litigants I.
Purpose and Need for Policy The City conducts business with its citizens and the public at-large. In so doing, there are instances where the City may be asked to conduct business with those who are delinquent in their payment(s) to the City on various accounts or who may be involved in litigation with the City. Examples of the types of delinquent accounts which can be substantial in nature are impact fees, property taxes (generally person property), utility bills, EMS fees, and damage claims to City property. A policy is needed to ensure that the City does not conduct business with those individuals.
II.
Policy It is the policy of the City Council to forbid any individual or business entity to conduct business with the City if such person(s) currently owe(s) the City money which is past due or delinquent on property taxes, impact fees, utility bills, Municipal Court fees, EMS fees, or damage claims to City property. Unless prohibited by law, it shall further be the policy of the City Council to forbid any individual or business entity who files meritless litigation against the City from conducting business with the City.
III. Procedure to Accomplish Policy 11/25/2013 3:26 PM p. 36 On a monthly basis, the Managing Director of Customer Services shall produce a delinquent accounts list containing the names of those
By the execution and submission of this bid, bidder acknowledges that bidder has received a copy of City Council City that of Garland Policy OPNS-04 and bidder represents and warrants bidder complies with the requirements of the City CouncilBid 4042-14 Policy OPNS-04 and is in no manner disqualified from doing business with the City under that policy.
CITY COUNCIL POLICY OPNS-28 – Business Conduct with Delinquent Account Holders and Litigants I.
Purpose and Need for Policy The City conducts business with its citizens and the public at-large. In so doing, there are instances where the City may be asked to conduct business with those who are delinquent in their payment(s) to the City on various accounts or who may be involved in litigation with the City. Examples of the types of delinquent accounts which can be substantial in nature are impact fees, property taxes (generally person property), utility bills, EMS fees, and damage claims to City property. A policy is needed to ensure that the City does not conduct business with those individuals.
II.
Policy It is the policy of the City Council to forbid any individual or business entity to conduct business with the City if such person(s) currently owe(s) the City money which is past due or delinquent on property taxes, impact fees, utility bills, Municipal Court fees, EMS fees, or damage claims to City property. Unless prohibited by law, it shall further be the policy of the City Council to forbid any individual or business entity who files meritless litigation against the City from conducting business with the City.
III.
Procedure to Accomplish Policy On a monthly basis, the Managing Director of Customer Services shall produce a delinquent accounts list containing the names of those businesses and/or individuals who are delinquent in paying the City for property taxes, impact fees, utility bills, EMS fees, or damage claims. Copies of the delinquent tax history shall be distributed to the City Manager’s office, Purchasing, Engineering, Planning, and Building Inspection Departments. The delinquent accounts list relating to impact fees, utility bills, EMS fees, and/or damage claims shall be housed in the Customer Service Department. These lists will be available to the City Manager, Assistant City Manager’s, and other departments upon request, to be checked prior to permit issuance or other conduct of business by the City with any business or individual. The City will not do business with any business or individual until the delinquent account is paid in full. The City shall not award any contracts for services and/or goods to any business, firm, and/or individual(s) who are delinquent or have demonstrated that they are not the most responsible bidder.
IV.
Responsibility and Authority 1.
The Managing Director of Customer Service shall be responsible for producing and distributing a delinquent accounts list containing names of businesses and/or individuals who are delinquent in paying their property taxes, impact fees, utility bills, EMS fees, or damage claims to the City.
2.
The Purchasing Manager shall be responsible for the reporting and removal of any bids submitted by any business(es), firm(s), and/or individual(s) who are delinquent in payment(s) of their utility bills, EMS fees, property taxes, impact fees, or have damage claims to the City.
3.
The City Manager is responsible to ensure that this policy is upheld and that the Council is kept abreast of its effectiveness.
By the execution and submission of this bid, bidder acknowledges that bidder has received a copy of City Council Policy OPNS-28 and bidder represents and warrants that bidder complies with the requirements of the City Council Policy OPNS-28 and is in no manner disqualified from doing business with the City under that policy.
11/25/2013 3:26 PM
p. 37
City of Garland
Bid 4042-14
Agreement and Information Form RESPONSES THAT DO NOT CONTAIN THIS COMPLETED FORM WILL NOT BE COMPLIANT Section I Company Profile Name of Business: Business Address: 5
6
Contact Name: Phone#: Fax#: Email#: Name(s) Title of Authorized Company Officers: 5
6
Federal ID #: DUN #: Remit Address: If different than your physical address: 5
6
Section II Historically Underutilize Businesses (HUB) The City of Garland supports the opportunity of HUBs to be considered for all levels of purchases of goods and services through the competitive procurement process. The City of Garland accepts HUB certification from the State of Texas. The City of Garland may accept certifications from other sources on a case by case basis. Visit www.garlandpurchasing.com for further information. HUB Owned Business Yes g b No g c d e f b Include a current copy of your HUB certification with your response. c d e f Identify type of material, Goods, Supplies and Services your company provides. (Determines 1099 status)
A. Products/Goods: E. Construction:
F. Professional Services: J. Other Services: 11/25/2013 3:26 PM
Section III Instructions to Bidders
p. 38
E. Construction:
F. Professional Services: J. Other Services:
City of Garland
Bid 4042-14
Section III Instructions to Bidders Electronic Bids: The City of Garland uses BidSync to distribute and receive bids and proposals. There will be NO COST to the Contractor/Supplier for Standard bids or proposals. For Cooperative Bids and Reverse Auctions ONLY, the successful contractor/supplier agrees to pay BidSync a transaction fee of one percent (1%) of the total amount of all contracts for goods and/or services. Cooperative Bids and Reverse Auctions will be clearly marked on the bid documents. To assure that all contractors/suppliers are treated fairly, the fee will be payable whether the bid/proposal is submitted electronically, or by paper means. Refer to www.bidsync.com for further information. Contractor/Supplier Responsibility: It is the contractor/suppliers responsibility to check for any addenda or questions and answers that might have been issued before bid closing date and time. Contractors/Suppliers will be notified of any addenda and Q&A if they are on the invited list, they view the bid, or add themselves to the watch list. Acknowledgement of Addenda: #1 g b #2 g c d e f b #3 g c d e f b #4 g c d e f b #5 g c d e f b c d e f Delivery of Bids: For delivery of paper bids our physical address is: City of Garland 200 N. Fifth Street, Garland TX 75040 Attn: Purchasing Department Suite 203 Contractor/Supplier Employees: No Contractor/Supplier employee shall have a direct or indirect financial interest in any contract with the city, or be directly or indirectly financially interested in the sale of land, materials, supplies or services to the city. Fraud Policy: The City of Garland is committed to preventing Fraud, Waste and Abuse and Unethical conduct by its employees. Suppliers and potential suppliers should become familiar with City of Garland’s Fraud Policy located on our website at www.ci.garalnd.tx.us, City Hall/Internal Audit/Fraud Policy. Contractors/Suppliers have a responsibility to report any known or suspected fraudulent activities, or unethical conducts by calling the City Hot Line at 972-205-2739 or writing to Fraud Hot Line P.O. Box 469002 Garland TX, 75046. All contacts will be held in strict confidence. Deliveries: All deliveries will be F.O.B. City of Garland. All Transportation Charges paid by the contractor/supplier to Destination. Payment Terms: A Prompt Payment Discount of % is offered for Payment Made Within Days of Acceptance of Goods or Services. If Prompt Payments are not offered or accepted, payments shall be made 30 days after receipt and acceptance of goods or services or after the date of receipt of the invoice whichever is later. Delivery Dates: Delivery Dates are to be specified in Calendar Days from the Date of Order. Bid Prices: Pre-Award bid prices shall remain Firm and Irrevocable for a Period of
Days.
Exceptions: g b Contractor/Supplier does not take Exception to Bid Specifications or Other Requirements of this Solicitation. c d e f g Contractor/Supplier take the following Exception(s) to the Bid Specifications or Other Requirements of this Solicitation (Explain b c d e f in Detail). 5
6
Historically Underutilized Business (HUB): It is the policy of the City of Garland to involve HUBs in the procurement of goods, equipment, services and construction projects. Prime Contractors/Suppliers are encouraged to provide HUBs the opportunity to compete for sub-contracting and other procurement opportunities. A listing of HUBs in this area may be accessed at the following State of Texas Website. http://www.window.state.tx.us/procurement/cmbl/cmblhub.html. Other Government Entities: Would bidder be willing to allow other local governmental entities to participate in this contract, if awarded under the same Terms and Conditions? Yes g b No g c d e f b c d e f 11/25/2013 3:26 PM
Bid Bond: Is Bid Bond attached if applicable? Yes g b No g c d e f b c d e f
p. 39
Other Government Entities: Would bidder be willing to allowCity other local governmental entities to participate in this contract, if of Garland awarded under the same Terms and Conditions? Yes g b No g c d e f b c d e f Bid Bond: Is Bid Bond attached if applicable? Yes g b No g c d e f b c d e f
Bid 4042-14
Termination: The city at any time after issuance of this agreement, by 30 days written notice, has the absolute right to terminate this agreement for cause or convenience. Cause shall be the contractor/supplier’s refusal or failure to satisfactorily perform or complete the work within the time specified, or failure to meet the specifications, quantities, quality and/or other requirements specified in the contract/purchase order. In such case the supplier shall be liable for any damages suffered by the city. If the agreement is terminated for convenience, the supplier has no further obligation under the agreement. Payment shall be made to cover the cost of material and work in process or “consigned ” to the city as of the effective date of the termination. Bidder Compliance: Bidder agrees to comply with all conditions contained in this Agreement and Information Form and the additional terms and conditions and specifications included in this request. The undersigned hereby agrees to furnish and deliver the articles or services as specified at the prices and terms herein stated and in strict accordance with the specifications and conditions, all of which are made a part of your offer. Your offer is not subject to withdrawal after the award is made. W-9 Form: A W-9 form will be required from the successful bidder. The City of Garland reserves the right to reject all or part of the offer and to accept the offer considered most advantageous to the city by item or total bid. The City of Garland will award to the lowest responsible bidder or to the bidder who provides goods or services at the best value for the City. I hereby certify that all of the information provided in sections I, II and III are true and accurate to the best of my knowledge. Signature:
Date:
Title: Signature certifies no changes have been made to the content of this solicitation as provided by the City of Garland.
Revised 8/27/09; 9/30/09
11/25/2013 3:26 PM
p. 40
City of Garland
Bid 4042-14
Question and Answers for Bid #4042-14 - Web Based Uniform Purchase Program
OVERALL BID QUESTIONS There are no questions associated with this bid. If you would like to submit a question, please click on the "Create New Question" button below.
Question Deadline: Dec 6, 2013 12:00:00 PM CST
11/25/2013 3:26 PM
p. 41
