Invitation to Bidders
The CITY OF IRVING, Dallas County, Texas will receive sealed bids in the Purchasing Division, First Floor, 845 West Irving Blvd., Irving Texas until 3:00 PM on September 22, 2008. Bids will be opened at a public opening in the Purchasing Conference Room, 845 West Irving Blvd., Irving, Texas 75060 at 3:00 PM on the above due date for the following service.
Uniform Cleaning Service
ITB 285-08F A pre-bid meeting will be held in the Purchasing Conference room at the above address at 11:00 am on September 15, 2008. Meeting is not mandatory, but is highly recommended as an opportunity to ask questions and get clarifications.
The award will be made at a regularly scheduled meeting of the Irving City Council unless award amount is less than $25,000.00 and then will be awarded administratively. Bids must be received in a sealed envelope addressed to the Purchasing Division by the due date and time..
For questions relating to solicitation process, contact Ed Matthews, Purchasing Manager at 972-721-3757 or email ematthews@cityofirving.org. For questions relating to specifications, contact Crispin Lawson, Management Analyst at clawson@cityofirving.org.
The City Council of the City of Irving, Texas, reserves the right to accept or reject any proposal or bid or any part thereof or any combination of bids and to waive any or all formalities. Conflicts of interest in purchasing are controlled by Section 16-12 of the Code of Civil and Criminal Ordinances of the City of Irving and section 171 of the Local Government Code.
The City of Irving Website is www.cityofirving.org. Finance/Purchasing for all Purchasing related information.
Page #1
Go to Departments,
DESCRIPTION OF DOCUMENTATION FORMS FOR GOOD FAITH EFFORT PROGRAM (Required GFE Forms Attached) All bid documents and proposal packages must include the signed GFE affidavit affirming the bidder/proposer’s intent to comply with the City’s Good Faith Effort program. Unless otherwise indicated in the ITB or RFP documents, no other GFE documentation will be required at time of bid or submission. Upon notification of intent to recommend award of contract, the apparent low bidder/most advantageous proposer has up to five (5) business days to submit the appropriate GFE forms to the City’s M/WBE Program Administrator. Required GFE forms must be submitted prior to award by City Council. 1. All bidders or proposers must submit • Form GFE-1: Good Faith Effort Affidavit. 2. Prime contractors who are tentatively recommended for award, and who will meet or exceed the GFE goal, must submit the following additional forms: • GFE-2: Schedule of M/WBE Participation • GFE-4: Intent to Perform as Subcontractor (one for each subcontractor) 3. Prime contractors who are tentatively recommended for award and who will NOT meet or exceed the GE goal must submit the following form: • GFE-3: Good Faith Effort Log 4. In addition, if the contractor has partial participation toward the goal, the following forms are also submitted: • GFE-2: Schedule of M/WBE Participation • GFE-4: Intent to Perform as Subcontractor (one for subcontractor)
each
5. The awarded contractor will submit the following form monthly to verify that the subcontracting work is being done as agree upon: • GFE-5: Payment Report The following forms are included in the GFE packet:
Page #2
GFE-2: GFE-3: GFE-4: GFE-5:
Schedule of M/WBE Participation Good Faith Effort Log Intent to Perform as a Subcontractor Payment Report
NOTE: The Good Faith Effort Affidavit (Form GFE-1) is included as a separate attachment. For any GFE communication, call the City of Irving GFE Program Administrator at 972.721.3753.
Page #3
FOR MINORITY AND/OR WOMEN OWNED BUSINESS ENTERPRISES (Only if applicable, complete and return with bid.)
Minority and/or Women Owned Business Enterprises are encouraged to participate in Irving’s procurement process. The Purchasing Division will provide additional clarification of specifications, assistance with Proposal Forms, and further explanation of procedures to those who request it. The City of Irving recognizes the certifications of the State of Texas Building and Procurement Commission HUB Program; North Central Texas Regional Certification Agency; and South Central Texas Regional Certification Agency. All companies seeking information concerning certification are urged to contact:
State of Texas HUB Program Texas Building and Procurement Commission P.O. Box 13047
Austin TX 78711-3047
North Central Texas Regional Certification Agency 624 Six Flags Drive, #216 Arlington TX 76011 817.640.0606 http://www.nctrca.org
South Central Texas Regional Certification Agency 305 East Euclid San Antonio TX 78211 210.227.4722 http://www.sctrca.org
512.463.5872 http://www.tbpc.state.tx.us click on: Procurement Resources, How to become a HUB vendor
In order to be identified as a Qualified Minority and/or Women Owned Business Enterprise in the City of Irving vendor database, this form must be returned to the City of Irving Purchasing Division along with your bid response. If you have already submitted this form to the Purchasing Division, it is not necessary to re-send each time you respond to a bid. If you meet the criteria and are not currently certified, you may contact one of the above agencies for instructions to be certified.
COMPANY NAME REPRESENTATIVE ADDRESS CITY, STATE, ZIP TELEPHONE NO. FAX NO. _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________ _________________________________________________________________________
Are you a Minority or Women Owned Business Enterprise? MN (Minority) WB (Women Owned Bus) N/A If MN, check appropriate box: Black Hispanic Asia-India Asia-Pacific Native American If certified MN or WB, please check appropriate box, list certification number below, and attach a copy of your certification with your response: Texas Building and Procurement Commission HUB Program, Certification Number _________________ North Central Texas Regional Certification Agency, Certification Number ________________________ South Central Texas Regional Certification Agency, Certification Number ________________________
__________________________________
Page #4
____________________
STANDARD INSTRUCTIONS TO BIDDERS REQUIREMENT AND INSTRUCTIONS FOR BIDDERS: These specifications are prepared for your review and use. Any alterations to these specifications will result in disqualification from being considered for award on this bid. Bids that contain any omission, erasures, or contain additions of items not called for in the bid documents, or that contain irregularities of any kind, may or may not be considered. All signatures should be in writing and in ink. Upon bidders submitting proposals they shall not withdraw or cancel such proposals and all sums deposited with such proposals will be held by the City of Irving until all proposals submitted shall have been canvassed and award of contract made, signed and if a performance bond is required furnished and approved. All sums deposited with proposals will then be returned to the respective bidders. The City of Irving, Texas is exempt from State of Texas Sales Tax and a Tax Exemption Certificate shall be furnished by the City of Irving, Texas, to the successful bidder upon request. Deviations from specifications and alternate bids must be clearly shown on the bid form with complete information attached to form. They may or may not be considered. No employee of the City of Irving shall have a financial interest, direct or indirect, in any contract with the City, or be financially interested, directly or indirectly, in the sale to the City of any land, material, supplies or services. COOPERATIVE PURCHASING: The City of Irving participates in the State of Texas Cooperative Purchasing Program administered by the Texas Building and Procurement Commission. Irving also has an Interlocal Agreement for Cooperative Purchasing with the Houston-Galveston Area Council, Tarrant County and North Texas DemandStar Users Group. Where applicable the City of Irving will compare bid prices and award to the lowest, best and most responsible bidder. Subject to Section 271.102, Texas Local Government Code, governmental entities utilizing Inter-local Cooperative Purchasing agreements with the City of Irving will be eligible, but not obligated, to purchase materials or services under this contract awarded as a result of this solicitation. All purchases for materials and services by Governmental Entities other than the City of Irving will be ordered by and billed directly to that Governmental Entity and paid by that Governmental Entity. The City of Irving will not be responsible for another Governmental Entity’s debts. Should other Governmental Entities decide to participate in this contract, the Vendor agrees that all terms, conditions, specifications and pricing would apply. BID POSTINGS: These specifications and future specifications may be downloaded from the City of Irving website at no charge (www.cityofirving.org). Solicitations are also be posted on DemandStar by Onvia (www.demandstar.com). There may or may not be a charge for vendors to access Internet services from various providers. The City of Irving does not participate in the electronic bid submittal that is offered by any Internet Service. No additional charges are to be incurred from these services for vendors who are actually awarded any portion of a bid. Be sure to send your bid response to the City of Irving as instructed in the specifications.
Page #5
STANDARD INSTRUCTIONS TO BIDDERS - CONTINUED DISCOUNTS: Show rate, total amount, and latest day any discount will be allowed after receipt of article and correct invoice, otherwise City will deduct 2% within 30 days. In the event cash discounts are offered by the bidder the discount date shall begin with the date of the original invoice or the receipt of all item(s) covered by the purchase order, whichever is the later date. AWARD: The City of Irving reserves the right to award by group as indicated, or on a total basis depending on which is most advantageous to the City of Irving. Final bid award will be made based on the lowest, best, and most responsible bid(s) meeting specifications. CANCELLATION STATEMENT: This contract is subject to cancellation upon thirty day written notice by the City of Irving without cause. ACCOUNTS LISTING: Each bidder must enclose an Accounts Listing, containing a minimum of five customers where the bidder has supplied the same or similar goods or service. EXCEPTIONS: Any catalog or manufacturer's reference in this proposal is descriptive, but not restrictive unless specifically noted, and is used only to indicate type and grade. Bids on other items of similar and equal quality will be considered, provided the bidder states on the face of this proposal exactly what he intends to furnish, including any variation to the specifications and literature, otherwise he shall be required to furnish the items as specified on the proposal. Any other exceptions to any portion of these terms and conditions or deviations from written specifications shall be shown in writing on the bid proposal form or attached to bid form. QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically understood and agreed that these quantities are approximate and any additional quantities will be paid for at the contracted price(s). It is further understood that the supplier shall not have any claim against the City of Irving for quantities less than the estimated amount. UNIT PRICES SHALL PREVAIL: The bidder should show in the proposal both the unit price and total amount, where required, of each item listed. In the event of error or discrepancy in the mathematics, the unit price shall prevail. RIGHT TO AUDIT: The City of Irving, at its own expense, shall have the right at all reasonable times during normal business hours and upon at least twenty-four (24) hours advance notice, to audit, to examine, and to make copies of or extracts from the books of account and records maintained by Contractor with respect to the Services. If such audit shall disclose overpayment by City to Contractor, written notice of such overpayment shall be provided to Contractor and the amount of overpayment shall be promptly reimbursed by Contractor to the City. In the event any such overpayment is not paid within ten (10) days after receipt of such notice, the unpaid amount of such overpayment shall bear interest at the rate of one percent (1%) per month from the date of such notice until paid. PAST PERFORMANCE: Past performance and prior dealings with the City of Irving will be considered when applicable..
Page #6
STANDARD INSTRUCTIONS TO BIDDERS - CONTINUED INVOICING: The City of Irving operates on a purchase order basis. Please do not perform any services or deliver supplies, materials or parts without obtaining a purchase order number. All invoices must reference a purchase order number; must be self-explanatory as to the charges for services, repairs, and/or materials/parts; and must reflect contract pricing. Invoices are to be sent to the City of Irving, Strategic Resources Department, P. O. Box 152288, Irving, TX 75015-2288. PAYMENT: Payment for purchase orders shall not be processed until shipment has been received and accepted by the using department. ELIGIBLE BIDDER: Bidders are limited to those persons or firms qualified and engaged in a full time business providing the goods or services requested, and can assume liabilities for any performance or warranty service required. VENDOR CONTACT: If the vendor representative and/or contact for the City of Irving on this contract changes during the contract period, vendor must notify the City of Irving Purchasing Division in writing within two weeks of the change. VENDOR WORKFORCE: The Contractor, its employees, subcontractors, and subcontractor’s employees may not use or possess any firearms, alcoholic or other intoxicating beverages, illegal drugs or controlled substances while on the job or on the City’s property, nor may such workers be intoxicated, or under the influence of alcohol or drugs, on the job. If the City or the City’s representative notifies the Contractor that any worker is incompetent, disorderly or disobedient, has knowingly or repeatedly violated safety regulations, has possessed any firearms, or has possessed or was under the influence of alcohol or drugs on the job, the Contractor shall immediately remove such worker from Contract services for the City, and may not employ such worker again on Contract services without the City’s prior written consent. BIDDING AS AGENT: Bidder(s) shall not bid as an agent for another person or company unless the bidder(s) specifies on the bid that they are bidding as an agent. The bidder shall specify that they are an agent by following this example format: XYZ Company as agent for ABC Company or John Smith as agent for ABC Company every place where bidders name is on the bid. INDEMNITY: The City of Irving will not accept a contract which contains any provision causing the City of Irving to indemnify the vendor for any reason. COMPLETION OF FORMS: Each bid should be submitted on the attached form(s) only. Bidder should fill in all information blanks. Failure to comply may be cause for rejection.
Page #7
STANDARD INSTRUCTIONS TO BIDDERS - CONTINUED
SUBMITTAL/DELIVERY OF BIDS: Vendors shall submit two copies of their bids and brochures. At least one of these copies must have an original signature and be marked “Original”. Each bid should be placed in a sealed envelope, and shall bear on the outside of the envelope, the name and address of the bidder as well as the designation of the response, showing the bid number, bid due date, and bid name in the lower left hand corner. Failure to comply may result in a late bid delivery. (See example of envelope below.) Bids forwarded by U.S. Mail shall be sent First Class; forwarded by USPS delivery service including, Priority, Express, Overnight, Two-Day, Next Day, etc.; any other courier service; or handdelivered to the destination address listed below. PLEASE NOTE: THE CITY PICKS UP MAIL AT THE MAIN POST OFFICE ONLY ONCE EACH CITY BUSINESS DAY AT 7:00 AM. MAIL WILL NOT BE PICKED UP BY THE CITY ON POSTAL OR CITY HOLIDAYS.
Mailing Address; Hand Delivery, or Delivery Service
City of Irving, Purchasing Division 845 W. Irving Boulevard, First Floor Irving, TX 75060
All bids will be accepted at the time and place set in the advertisement and in these specifications. BIDDER BEARS THE RISK OF DELAYS IN DELIVERY. BIDS RECEIVED AFTER THE TIME SET FOR PUBLIC OPENING WILL BE RETURNED TO SENDER UNOPENED. LATE BIDS WILL NOT BE ACCEPTED! EXAMPLE OF PROPERLY IDENTIFIED ENVELOPE FOR MAILING: Bidder’s Name Address City, State, Zip City of Irving Purchasing Division, First Floor 845 W. Irving Boulevard Irving TX 75060 Bid Number: Bid Due Date: Bid Name: LATE PENALTY AND INTEREST (PAID TO VENDOR): Any late penalty and interest charges will be applicable thirty (30) days after receipt of a correct invoice or the receipt of goods/services, whichever date is later, at a rate as stipulated by state law. CONFLICTS: In the event of conflicts between the written bid proposal and information obtained verbally, the vendor is specifically advised that the written bid proposal will prevail in the determination of the successful bidder. VENDOR AGREEMENT: Vendor agreements to be signed by the City of Irving will not be accepted. NO ADDITIONAL CHARGES ALLOWED - No charges, such as miscellaneous shop charges, environmental charges, fees, etc. will be paid by the City of Irving if not listed in your bid response. However, charges imposed by the State of Texas or Federal Government after the bid award will be honored. Any additional charges listed in your bid response will be taken in consideration as part of the award evaluation.
Page #8
ADDITIONAL INSTRUCTIONS
Annual Contract: Even though a department or division may not be specifically named in a bid, items awarded to a vendor are available to each department or division in the City of Irving. Contract Period: This contract will begin after award by Irving City Council, tentatively scheduled for October 16, 2008, and upon submission of any required documents such as insurance certificate, from awarded vendor(s) and continue for a three-year period, ending in 2011. Renewal Option: This contract is subject to consideration for one renewal for a twoyear period of time under the same terms and conditions as awarded. If the City chooses to exercise the renewal option, the contracted vendor will be given an opportunity to approve the renewal at the same pricing, terms and conditions as the original contract. The City will monitor the performance of this contract throughout the year. The vendor’s performance will be taken into consideration upon evaluation of renewal or continuation of this contract. Prices - Prices quoted shall be firm for the entire period of the contract. A vendor will not be awarded a contract if escalation pricing is bid.
Page #9
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008
REQUIRED PAPERWORK TO BE SUBMITTED BY PROPOSERS
(Failure to Properly Complete, Sign, and Submit All Required Documents May Result in a Non-Responsive Bid)
Documents To Be Submitted With Response
Proposal Pricing Pages.......................................................................................................15 Company Information and Signature Page ........................................................................16 Attachment A – Accounts Listing................................................................................ 17-18 Attachment B – Contract and Acknowledgement ...................................................... 20-21 Attachment C – Conflict of Interest Questionnaire ..................................................... 22-24 Attachment D – Good Faith Effort Affidavit.....................................................................25
Additional Good Faith Effort Forms if Tentatively Awarded Contract
If Meets or Exceeds Good Faith Effort Goals
Attachment E (Form GFE-2 Schedule of M/WBE Participation) .....................................26 Attachment G (Form GFE-4 Intent to Perform as a Subcontractor)..................................30
If Partially Meets Good Faith Effort Goals
Attachment F (Form GFE-3 Good Faith Effort Log) ........................................................28 Attachment E (Form GFE-2 Schedule of M/WBE Participation) .....................................26 Attachment G (Form GFE-4 Intent to Perform as a Subcontractor)..................................30
If Does Not Meet Good Faith Effort Goals
Attachment F (Form GFE-3 Good Faith Effort Log) ........................................................28
Additional Good Faith Effort Forms After Award of Contract
Form to be Submitted After Payment Received From City
Attachment H (Form GFE-5 Payment Report) ..................................................................31
Page #10
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008
INTENT: The intent of this bid is to secure a contract for the cleaning of field employee uniform garments used by various departments of the City of Irving. METHOD OF AWARD: Award will be made in its entirety to the lowest responsive and responsible bidder. The award will be made at a regularly scheduled meeting of the Irving City Council unless award amount is less than $25,000.00 and then will be awarded administratively. To be accepted, bids should be received in a sealed envelope addressed to the Purchasing Division and show bid number, bid due date and bid name. QUALIFICATIONS: Bidders must have been in business under the same name for at least two years. The Bidder must submit with the Bid response a statement and supporting documentation demonstrating such expertise, knowledge, or experience to establish the Bidder as a responsible Bidder, capable of meeting the Bid requirements should an award be made. CLEANING REQUIREMENTS: A. Garments will be picked up and dropped off weekly on Wednesdays. B. Pick-ups and drop-offs must be performed during the city’s regular business hours between 8am and 5pm. C. The cleaning service will pick up garments from one pick-up location per department utilizing the service. The three pick-up and delivery points are listed below. D. All garments must be pressed as part of the cleaning process. Heavy starch is to be applied to items 11 and 12 in the garment list. E. Items 11 and 12 must be dry-cleaned. F. The vendor must attach a barcode or other means of identification to each garment for tracking purposes. G. The vendor will supply an inventory count sheet of the garments picked up and delivered each week before departing from each pickup location. The inventory list will have a line for each garment covered under the contract with a space for the number of each picked up, a unit price for each, and a space for the total cost for each garment type. The list will also have an area to note any repairs that will be made and the associated cost. A space for the combined cost of all garments picked up and repairs to be made must also exist. H. Any garment not returned within two (2) weeks shall be considered lost, and the vendor shall replace the garment prior to the next payment. I. All items picked up on a regularly scheduled day must be returned by the next scheduled pickup day.
Page #11
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008
J. If the Wednesday of any given week is a holiday, then the pickup and delivery will occur on the following Thursday. K. All items must be returned in a clean and useable condition. Uniforms not cleaned to the satisfaction of the employee shall be returned to the vendor for re-cleaning until the uniforms are cleaned to the employees’ satisfaction. The vendor shall not assess a charge for uniforms returned for re-cleaning. L. All uniforms delivered shall be free of holes, stains, spots and no buttons missing. The vendor will be responsible for any garment damaged while in their possession. M. If a garment is rendered unusable while in possession of the vendor, the vendor will reimburse the city the full replacement value of the garment. N. There is no set number of garments that may be picked up each week. The number of employees and the need for garments to be cleaned will vary from week to week and over the course of the contract. REPAIR SERVICE: Each vendor must submit a list of minor repairs that the vendor can perform as well as the associated cost for each. MEASURING SERVICE: The City of Irving is interested in whether the vendor providing the cleaning service can also measure employees before their uniforms are purchased. Each employee will be measured no more than once per calendar year. New employees will be measured at City Hall, 825 West Irving Blvd, 75060, not more often than weekly. If the vendor provides this measuring service, pickups and deliveries will occur on Mondays instead of Wednesdays. If the Monday of any given week is a holiday, then the pickup and delivery will occur on the following Tuesday. Other employees will be measured at one site per department, designated by each department. This site will be the same as the laundry pick up and delivery site. Departments would contact the vendor for measurement services as needed. If this service would be provided at one cost for the first measurement of an employee during a calendar year and a different cost for additional measurements during that time frame, please so indicate. If this service would be provided at no additional cost, please so indicate. GARMENT PICKUP AND DELIVERY: Departments will have the garments sorted by individual and counted prior to pickup in order to allow a quick completion of the inventory sheet. Departments will also inspect the garments and note on the sheet any damage incurred prior to pickup. The vendor will verify the count and any noted damage on pickup. The City will not pay any extra fee for pickups of deliveries. All costs must be included in the price per item quotes.
Page #12
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008
Pickups and deliveries will be made from the following sites: City Hall: 825 West Irving Blvd, 75060. Briery Rd. Service Center: 128 N. Briery Rd. 75061 Valley View Municipal Center: 333 Valley View Ln. 75061
INVOICE: The City of Irving operates on a purchase order basis. Please do not perform any services or deliver supplies, materials or parts without obtaining a purchase order number. All invoices must reference a purchase order number; must be self-explanatory as to the charges for services, repairs, and/or materials/parts; and must reflect contract pricing. The vendor will paid based upon the inventory sheets provided upon garment pickup. The vendor will be paid weekly based upon the inventory sheets completed the prior week. One check will be used to pay the combined cost from the inventory sheets. The weekly check will be picked up from the Finance Department on the fourth floor of City Hall at 825 West Irving Blvd, 75060. GARMENT LIST: 1. Pants – Industrial Cut Material: 100% cotton, wrinkle-resistant Pants – Regular Fit Jeans Material: 100% cotton, pre-shrunk 14oz. Denim Pants – Relaxed Fit Jeans Material: 100% cotton 14oz. Denim Pants - BDU Material: 11 oz. twill washable cotton blend fabric with 10% stretch Shorts - BDU Material: 11 oz. twill washable cotton blend fabric with 10% stretch Shirt - Short Sleeve Material: 100% cotton, pre shrunk
Page #13
2.
3.
4.
5. 6.
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008
7.
Shirt - Long Sleeve Material: 100% cotton, pre shrunk T-Shirt Material: 100% cotton, wrinkle-resistant, pre shrunk Shirt - Long Sleeve Material: cotton/polyester, wrinkle resistant Style: Oxford Shirt - Short Sleeve Material: 100% cotton, pre-shrunk, wrinkle resistant Style: Polo Shirt - Long Sleeve Material: 65% dacron polyester / 35% combed cotton, Duro Poplin Shirt - Short Sleeve Material: 65% dacron polyester / 35% combed cotton, Duro Poplin Light Jacket Material: polyester/cotton or nylon shell Heavy Jacket Material: Nylon or polyester/cotton shell; polyester lining Coveralls Material: polyester, cotton, nylon, or combination Baseball Cap Material: 100% cotton
8.
9.
10.
11.
12.
13.
14.
15.
16.
Page #14
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008
BID SHEET: Estimated Annual Quantity 16,400 16,400 16,400 5,310 5,310 12,500 12,500 22,210 1,280 370 5310 5310 2,930 840 6,450 7,130
Item 001 002 003 004 005 006 007 008 009 010 011 012 013 014 015 016
Item Pants – Industrial Cut Pants – Regular Fit Jeans Pants – Relaxed Fit Jeans Pants - BDU Shorts - BDU Shirt - short sleeve Shirt - long sleeve T-shirt Long sleeve Oxford shirt Short sleeve Polo shirt Shirt - long sleeve Shirt - short sleeve Light jacket Heavy jacket Coveralls Baseball Cap
Price per Item _______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______ _______
GRAND TOTAL
____________
Page #15
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008
COMPANY INFORMATION AND SIGNATURE PAGE
Delivery can be made ______ calendar days after receipt of purchase order. FOB City of Irving Destination, per Standard Instructions. Upon notification that my company is being recommended for award on this bid, I understand that I must have all of the required insurance forms completed and delivered to the City of Irving no later than 10 working days from notification date. City of Irving insurance forms are available on the City of Irving website. I fully understand this requirement and will comply. Yes No Within a few days after the opening date, response summaries are available on the City of Irving web site, www.cityofirving.org, in the same table from which these specifications were procured. Please understand that the low responses may or may not qualify for award and that the information contained in these tabulations has not been evaluated and is for informational purposes only. Recommendations will be made upon evaluation by the using departments. Upon final disposition, the results, i.e.: awardee(s) names and pricing information highlighted; rejection; cancellation, etc. will be noted in the Response Summaries Award Status column and remain on the City’s website for approximately six months after the final disposition action date. Results of the bid opening will not be given out over the telephone. For individual purchases under $3,000, the City may utilize a city issued purchasing card (Mastercard). Will Yes No you accept? Are you a Minority or Women Owned Business Enterprise? MN (Minority) WB (Women Owned Bus) N/A If MN, check appropriate box: Black Hispanic Asia-India Asia-Pacific Native American If certified MN or WB, please attach page3 along with a copy of your certification with your response. If awarded this contract or a portion of the contract, would bidder be willing to allow other governmental entities to piggyback off this contract under the same terms and conditions? Yes No (See Standard Instructions, under Cooperative Purchasing, page 3.)
IMPORTANT Terms ______ % _______ Days. If not otherwise indicated, City will deduct 2%/30 days as specified in the Standard Instructions to Bidders. ------------------------------------------------------Indicate one of the following type of ownerships: Corporation Sole Proprietorship Partnership
Yes Yes Yes No
Firm Name
___________________________
Signature _____________________________ Printed Name Title _________________________
________________________________ ____________________________
Address City
________________________________ ______________
State _____________ Zip
No No
Telephone # Fax # E-Mail
__________________________
_______________________________ ______________________________
Other (specify type) _____________________
Page #16
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008
ATTACHMENT A - ACCOUNT LISTINGS Please list at least five (5) business references for which you have performed the same or similar services. Current valid daytime telephone numbers and specific contact persons must be included with bid submittals. Note: Failure of bidder to provide references with current contact persons and valid phone numbers may cause the bid to be considered to be non-responsive, and may be grounds for rejection of bid by the City. 1. Name of Company: Contact Name: Address: Telephone: 2. Name of Company: Contact Name: Address: Telephone: 3. Name of Company: Contact Name: Address: Telephone: 4. Name of Company: Contact Name: Address: Telephone:
Page #17
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008
5.
Name of Company: Contact Name: Address: Telephone:
Vendor's Signature _____________________ Company's Name _______________________
Page #18
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008
Very Important
Instructions for Completing the Following Contract
• Bidder shall execute and return with their bid the following two-page contract. • The first page of the contract must be properly completed and signed with the company name printed exactly as stated on the proposal page. • The second page of the contract is to be completed, utilizing the appropriate acknowledgment, and must state the company name, person’s name and title exactly as stated on the first page of the contract.
Page #19
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008
ATTACHMENT B – CONTRACT AND ACKNOWLEDGMENT (Informal Bid/RFP Process) STATE OF TEXAS COUNTY OF DALLAS CITY OF IRVING § § § KNOW ALL PERSONS BY THESE PRESENTS: I. Conditioned upon Vendor being selected by the City of Irving to be awarded bid items set out in Bid Number and upon order of the City of Irving, Texas, a municipal corporation located in Dallas County, Texas and incorporated as a home rule city under the Constitution of the State of Texas ("City"), Vendor does hereby agree to sell, lease, furnish and/or deliver to City in accordance with the terms of Vendor's bid as contained in the Vendor’s Proposal Form and Specifications the items as listed in the award letter to Vendor. Execution of Vendor’s receipt of award letter from the Purchasing Agent of the City shall evidence City’s acceptance of this contract. II. City agrees to pay to Vendor for each time ordered the unit price listed upon the Proposal form and Specifications with payment being subject to any discount terms stated upon the attached Proposal Form and Specifications and subject to any payment terms contained elsewhere within this contract and its attachments. III. It is understood that the following documents, to wit: the Notice to Bidders, the Special Instructions, the Specifications, Proposal Form and Specifications are hereby made a part and parcel of this contract and incorporated herein for all purposes. IV. The date of any payment, whether net or gross, shall be determined by calculating the number of days after receipt of invoices from Vendor, or after reasonable verification as to quantities and quality herein provided, whichever is later. V. Vendor may not assign or sub-let the whole or any portion of this contract without the prior written authorization and permission of the City. VI. Venue of any court action brought directly or indirectly by reason of this contract shall be in Dallas County, Texas. This contract is made and is to be performed in Dallas County, Texas. VII. If Vendor fails in any manner to fully perform each and all of the terms, conditions and covenants of this contract, he shall be in default and notice of default shall be given to Vendor by the Purchasing Agent of the City. In the event that Vendor continues in default for a period of seven (7) days after receipt of the above-mentioned notice of default, City may terminate or cancel this contract or at its option may purchase similar units on the open market and recover from Vendor any difference in price thereof. SIGNED this the _____ day of _____________, A.D. 2_____. Vendor Information: Signature Name Title ______________________________________________ ______________________________________________ ______________________________________________
Company Name______________________________________________ (This page to be signed, completed and returned with your bid.) Your signature is to be notarized on the following page with the appropriate acknowledgement.
Page #20
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008
ATTACHMENT B – CONTRACT AND ACKNOWLEDGMENT [Appropriate Acknowledgment must be completed] CORPORATE ACKNOWLEDGMENT THE STATE OF ____________________ COUNTY OF ______________________ § §
BEFORE ME, the undersigned authority, a Notary Public in and for said County and State, on this day personally appeared: _____________________________________________ (Print Name) _________________________________________________ (Print Title)
of the corporation known as _____________________________________________, known to me to be the person and officer whose name is subscribed to the foregoing instrument and acknowledged to me that the same was the act of said corporation, that he or she was duly authorized to perform the same by appropriate resolution of the board of directors of such corporation and that she or he executed the same as the act of such corporation for the purposes and consideration therein expressed, and in the capacity therein stated. GIVEN UNDER MY HAND AND SEAL OF OFFICE this the _____ day of ________________, A.D., 2_____. __________________________________ Notary Public In and For My Commission expires:___________________ _____________ County, ________ SINGLE ACKNOWLEDGMENT THE STATE OF _______________ COUNTY OF _________________ § §
BEFORE ME, the undersigned authority, a Notary Public in and for said County and State, on this day personally appeared __________________________________ known to me to be the person whose name is subscribed to the foregoing instrument, and acknowledged to me that he/she executed the same for the purposes and consideration therein expressed. GIVEN UNDER MY HAND AND SEAL OF OFFICE this the _____ day of __________, A.D.,2_____. __________________________________ Notary Public In and For My Commission expires:___________________ _____________ County, ________ PARTNERSHIP ACKNOWLEDGMENT § §
THE STATE OF ______________ COUNTY OF _________________
BEFORE ME, the undersigned authority, a Notary Public in and for said County and State, on this day appeared: ______________________________________________ (Print Name (Print Title) _________________________________________________
of ______________________________________________________________________ a partnership, known to me to be the person and partner whose name is subscribed to the foregoing instrument and acknowledged to me that the same was the act of the said partnership, and that she or he was duly authorized as a partner of such partnership to perform same for the purpose and consideration therein expressed, and in the capacity therein stated. GIVEN UNDER MY HAND AND SEAL OF OFFICE this the _____ day of ____________, A.D., 2_____. __________________________________ Notary Public In and For My Commission expires:___________________ _____________ County, ________ (This page with the appropriate acknowledgement is to be returned with bid.)
Page #21
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008
CONFLICT OF INTEREST
CONFLICT OF INTEREST QUESTIONNAIRE: Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity disclose in the attached Questionnaire, Form CIQ, the vendor or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity (local government officers of the City of Irving). By law, Form CIQ must be filed with the City of Irving if the vendor or person submits an application, response to a request for proposals or bids, correspondence, or writing related to a potential agreement with the City of Irving (please refer to Section 176.006, Texas Local Government Code at:
http://www.capitol.state.tx.us/statutes/docs/LG/content/htm/lg.005.00.000176.00.ht m#176.006.00 or contact the Texas Ethics Commission at 512-463-5800 or 800-325-8506 for more detail). To view a listing of the City of Irving’s local government officers, please click http://www.cityofirving.org/elected_officials/ and http://www.cityofirving.org/city_manager/index.asp
IMPORTANT: A VENDOR OR PERSON COMMITS AN OFFENSE IF HE OR SHE FAILS TO FILE FORM CIQ IN ACCORDANCE WITH SECTION 176.006, LOCAL GOVERNMENT CODE. AN OFFENSE UNDER THIS SECTION IS A CLASS C MISDEMEANOR.
Page #22
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008
Vendor Name:
ATTACHMENT C – CONFLICT OF INTEREST (This page to be submitted with bid response.) CONFLICT OF INTEREST QUESTIONNAIRE
For vendor or other person doing business with local governmental entity
This questionnaire is being filed in accordance with chapter 176 of the Local Government Code by a person doing business with the governmental entity. By law this questionnaire must be filed with the records administrator of the local government not later than the 7th business day after the date the 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.
1
FORM CIQ
OFFICE USE ONLY
Date Received
Name of person doing business with local governmental entity.
2
Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than September 1 of the year for which an activity described in Section 176.006(a), Local Government Code, is pending and not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.)
3
Name each employee or contractor of the local governmental entity who makes recommendations to a local government officer of the governmental entity with respect to expenditures of money AND describe the affiliation or business relationship.
4
Name each local government officer who appoints or employs local government officers of the governmental entity for which this questionnaire is filed AND describe the affiliation or business relationship.
Adopted 11/02/2005
Page #23
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008
Vendor Name:
ATTACHMENT C – CONFLICT OF INTEREST (This page to be submitted with bid response.) FORM CIQ CONFLICT OF INTEREST QUESTIONNAIRE
For vendor or other person doing business with local governmental entity
5
Page 2
Name of local government officer with whom filer has affiliation or business relationship. (Complete this section only if the answer to A, B, or C is YES. This section, item 5 including subparts A, B, C & D, must be completed for each officer with whom the filer has affiliation or other relationship. Attach additional pages to this Form CIQ as necessary.
A. Is the local government officer named in this section receiving or likely to receive taxable income from the filer of the questionnaire? Yes No
B. Is the filer of the questionnaire receiving or likely to receive taxable income from or at the direction of the local government officer named in this section AND the taxable income is not from the local governmental entity? Yes No
C. Is the filer of this questionnaire affiliated with a corporation or other business entity that the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? Yes No
D. Describe each affiliation or business relationship.
6
____________________________________________________ Signature of person doing business with the governmental entity
___________________ Date Adopted 11/02/2005
Page #24
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008______________________________________________________________________________
ATTACHMENT D (Form GFE-1) GOOD FAITH EFFORT AFFIDAVIT
On January 11, 2007, the Irving City Council adopted a policy to equitably and conscientiously include Minority- and Women-owned Business Enterprises (M/WBE’s) in the City procurement process for all basic goods, services, professional services, and construction solicitations. The City and its contractors shall not discriminate on the basis of race, color, religion, national origin, or sex in the award and performance of contracts. In consideration of this policy, the City of Irving has implemented the Good Faith Effort (GFE) Program. M/WBE Participation Program The GFE Program establishes subcontracting goals for all prospective bidders, proposers, and submitters to ensure a reasonable degree of M/WBE participation in City contracts. It is the goal of the City of Irving that a certain percentage of work under each contract be executed by one or more M/WBEs.
The following M/WBE participation goals have been established without consideration for a specific ethnicity or gender:
Construction 30.00% Architectural & Engineering 28.00% Professional Services 33.00% Other Services 20.00% Goods 10.00%
The apparent low bidder/most advantageous proposer shall agree to meet the established goals or must demonstrate and document a “good faith effort” to include M/WBEs in subcontracting opportunities. The apparent low bidder/most advantageous proposer who fails to adequately document good faith efforts to subcontract or purchase significant material supplies from M/WBEs may be denied award of the contract by the City of Irving based on the contractor’s failure to be a “responsive” bidder. By signing below, I agree to provide the City of Irving with a completed copy of all forms required by the Good Faith Effort Program. I understand that if I fail to provide all of the required documents within five (5) business days after notification, my bid may be deemed “non-responsive” and I may be denied award of the contract.
Typed or Printed Name of Company
______________________________
Typed or Printed Name of Certifying Official of Company Title
Signature of Certifying Official of Company
Date
Page #25
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008______________________________________________________________________________
ATTACHMENT E (Form GFE-2) SCHEDULE OF M/WBE PARTICIPATION
INSTRUCTIONS:
Column 1: List name or prime contractor on first row, then list name(s) of subcontractors on next rows. Column 2: If subs are M/WBE, list certification number. Column 3: List contact name; address; telephone number for each firm. Column 4: List the ethnicity of the firm(s) owner as: B = African American; H = Hispanic; I = Asian Indian; N = Native American P = Asian Pacific; W = Woman; NON = other than M/WBE. Column 5: Indicate $ amount of value of work for each firm listed. Column 6: Indicate percentage of total contract amount. Totals: Dollar totals should equal amount of bid or proposal.
Name of Firm and Subcontractors (Column 1)
(prime)
M/WBE Certification Number (Column 2)
Contact Name Address (Street, City, Zip) Telephone Number (Column 3)
Firm Ethnicity (Column 4)
Dollar Value of Work (Column 5)
Percentage (%) (Column 6)
(sub)
(sub)
(sub)
(sub)
(sub)
Please make additional copies of this form to complete, if needed.
Page #26
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008______________________________________________________________________________
PRIME CONTRACTOR’S SIGNATURE: ______________________________
TOTALS $
(100%)
Page #27
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008______________________________________________________________________________
ATTACHMENT F (Form GFE-3) GOOD FAITH EFFORT CONTACT LOG
To: City of Irving GFE Program Administrator
M/WBE Firm Name and Person Contacted Date of Contact Telephone Number or Email Address Type of Work Offered
Date: _______________
Response
1 2 3 4 5 6 7
Please make additional copies of this form to complete, if needed.
Printed Name of Firm (Prime Contractor)
Printed Name of Officer Officer’s Signature
Page #28
Printed Title of Officer Date Signed
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008______________________________________________________________________________
Unable to secure M/WBE participation? See M/WBE Program Guide at www.cityofirving.org for the Good Faith Effort Checklist, or contact the City of Irving GFE Program Administrator at 972-721-3757.
Page #29
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008______________________________________________________________________________
ATTACHMENT G (Form GFE-4) INTENT TO PERFORM AS SUBCONTRACTOR
To: City of Irving GFE Program Administrator
Bid Amount: M/WBE Participation Amount:
has agreed to provide the following Name of M/WBE Subcontractor good(s)/service(s):
Date: ____________
to
PRIME CONTRACTOR
. is currently certified
by:
M/WBE Subcontractor
Name of Agency: Certification Number:__________________________ (copy of certification form must be
attached.)
The undersigned intends to enter into a formal agreement with the subcontractor listed, conditioned upon being awarded the City of Irving contract. If any changes are made to this list, the prime contractor must submit to the City for approval a revised schedule with documented explanations for the changes. Failure to comply with this provision could result in termination of the contract and/or becoming ineligible for future City contracts.
Officer’s Signature (Prime Contractor) Printed Name
Officer’s Signature (M/WBE Subcontractor) Printed Name
Printed Title
Printed Title
Page #30
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008______________________________________________________________________________
Date Signed Date Signed
ATTACHMENT H (Form GFE-5) PAYMENT REPORT FORM
To: City of Irving GFE Program Administrator
Date of Contract Award: Contractor’s Business Name: Contractor’s Address:
Date: ____________
Scheduled Completion Date:
Contractor’s Phone Number: Amount Received to Date from City of Irving: Total Dollar Amount Committed to M/WBE Vendors at Time of Award: Payment(s) Made Since Last Report: Name of Subcontractor
Amount Paid
Date
Total Dollar Amount Paid to Each Subcontractor to Date: Name of Subcontractor Total Paid Name of Subcontractor 1 2 3 4 5 6 7 8 9 10
Total Paid
Please make additional copies of this form to complete, if needed.
(Signed) _____________________________ (Title) __________________________ *********************************************************************************** *****************
To Be Completed by M/WBE Program Administrator: Percentage of Contract Committed by Contractor to M/WBE Vendors on form GFE-2 Percentage of Contract Paid by City to date to Contractor
Page #31
City of Irving, Texas Bid Name: Field Employee Uniforms Bid Number: 285-08F Bid Due Date: September 22, 2008______________________________________________________________________________ Percentage of Contract paid to date by Contractor to M/WBE Vendors Follow-up actions needed (if any)
Page #32