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. Go to Departments,
Finance/Purchasing for all Purchasing related information.
Page #1
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 each
subcontractor)
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: Schedule of M/WBE Participation
GFE-3: Good Faith Effort Log
GFE-4: Intent to Perform as a Subcontractor
GFE-5: 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 North Central Texas South Central Texas
Program Regional Certification Regional Certification
Texas Building and Agency Agency
Procurement Commission 624 Six Flags Drive, #216 305 East Euclid
P.O. Box 13047 Arlington TX 76011 San Antonio TX 78211
Austin TX 78711-3047 817.640.0606 210.227.4722
512.463.5872
http://www.sctrca.org
http://www.tbpc.state.tx.us http://www.nctrca.org
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 hand-
delivered 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 two-
year 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
2. Pants – Regular Fit Jeans
Material: 100% cotton, pre-shrunk
14oz. Denim
3. Pants – Relaxed Fit Jeans
Material: 100% cotton
14oz. Denim
4. Pants - BDU
Material: 11 oz. twill washable cotton blend fabric with 10% stretch
5. Shorts - BDU
Material: 11 oz. twill washable cotton blend fabric with 10% stretch
6. Shirt - Short Sleeve
Material: 100% cotton, pre shrunk
Page #13
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
8. T-Shirt
Material: 100% cotton, wrinkle-resistant, pre shrunk
9. Shirt - Long Sleeve
Material: cotton/polyester, wrinkle resistant
Style: Oxford
10. Shirt - Short Sleeve
Material: 100% cotton, pre-shrunk, wrinkle resistant
Style: Polo
11. Shirt - Long Sleeve
Material: 65% dacron polyester / 35% combed cotton, Duro Poplin
12. Shirt - Short Sleeve
Material: 65% dacron polyester / 35% combed cotton, Duro Poplin
13. Light Jacket
Material: polyester/cotton or nylon shell
14. Heavy Jacket
Material: Nylon or polyester/cotton shell; polyester lining
15. Coveralls
Material: polyester, cotton, nylon, or combination
16. Baseball Cap
Material: 100% cotton
Page #14
City of Irving, Texas
Bid Name: Field Employee Uniforms
Bid Number: 285-08F
Bid Due Date: September 22, 2008
BID SHEET:
Estimated
Item Annual Quantity Item Price per Item
001 16,400 Pants – Industrial Cut _______
002 16,400 Pants – Regular Fit Jeans _______
003 16,400 Pants – Relaxed Fit Jeans _______
004 5,310 Pants - BDU _______
005 5,310 Shorts - BDU _______
006 12,500 Shirt - short sleeve _______
007 12,500 Shirt - long sleeve _______
008 22,210 T-shirt _______
009 1,280 Long sleeve Oxford shirt _______
010 370 Short sleeve Polo shirt _______
011 5310 Shirt - long sleeve _______
012 5310 Shirt - short sleeve _______
013 2,930 Light jacket _______
014 840 Heavy jacket _______
015 6,450 Coveralls _______
016 7,130 Baseball Cap _______
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
you accept? Yes 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 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
Firm Name ___________________________
Terms ______ % _______ Days.
Signature _____________________________
If not otherwise indicated, City will deduct
2%/30 days as specified in the Standard Printed Name _________________________
Instructions to Bidders.
Title ________________________________
-------------------------------------------------------
Indicate one of the following type of Address ____________________________
ownerships:
City ________________________________
Corporation Yes No
State _____________ Zip ______________
Sole Proprietorship Yes No
Telephone # __________________________
Partnership Yes No Fax # _______________________________
Other (specify type) _____________________ E-Mail ______________________________
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 § KNOW ALL PERSONS BY THESE PRESENTS:
CITY OF IRVING §
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 FORM CIQ
For vendor or other person doing business with local governmental entity
This questionnaire is being filed in accordance with chapter 176 of the Local OFFICE USE ONLY
Government Code by a person doing business with the governmental entity.
Date Received
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 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 Page 2
For vendor or other person doing business with local governmental entity
5 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:
Architectural & Professional Other
Construction Goods
Engineering Services Services
30.00% 28.00% 33.00% 20.00% 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 M/WBE Certification Contact Name Dollar Value of Percentage
Subcontractors Number Address (Street, City, Zip) Firm Ethnicity Work (%)
(Column 1) (Column 2) Telephone Number (Column 4) (Column 5) (Column 6)
(Column 3)
(prime)
(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 Date: _______________
M/WBE Firm Name Date of Telephone Number Type of Work
Response
and Person Contacted Contact or Email Address Offered
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 Printed Title of Officer
Officer’s Signature Date Signed
Page #28
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 Date: ____________
Bid Amount:
M/WBE Participation Amount:
has agreed to provide the following
Name of M/WBE Subcontractor
good(s)/service(s):
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) Officer’s Signature (M/WBE Subcontractor)
Printed Name 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: ____________
Date of Contract Award: Scheduled Completion Date:
Contractor’s Business Name:
Contractor’s Address:
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 Total Paid
1 6
2 7
3 8
4 9
5 10
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