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HomeMy WebLinkAboutBID - 9893 STREET LIGHT POLES ITB 9893 Street Light Poles Page 1 of 10 INVITATION TO BID 9893 STREET LIGHT POLES BIDS DUE: 3:00 PM MT (our clock), JUNE 27, 2023 The City of Fort Collins is requesting bids from qualified Vendors for street light poles. As part of the City’s commitment to Sustainable Purchasing, electronic bid submission is required. Bids shall be submitted online through the Rocky Mountain E-Purchasing System (RMEPS) at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Please note: submitting bids through RMEPS may need additional time for completion. Bids not submitted by the designated Opening Date and Time will not be accepted by the system. Any additional questions should be submitted, in writing via email, to JD McCune, Buyer II at jmccune@fcgov.com, no later than 3:00 PM MT (our clock) on June 15, 2023. Please format your e-mail to include: ITB 9893 Street Light Poles in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. Rocky Mountain E-Purchasing System hosted by BidNet A copy of the Bid may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d- 4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award. The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic information, or other characteristics protected by law. For the purpose of this policy “sexual orientation” means a person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality. The City also strictly prohibits unlawful harassment in the workplace, including sexual harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages in protected activity. Protected activity includes an employee complaining that he or she has been discriminated against in violation of the above policy or participating in an employment discrimination proceeding. The City requires its Vendor to comply with the City’s policy for equal employment opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third-party Vendor and their subcontractors/subconsultants at every tier. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 fcgov.com/purchasing ITB 9893 Street Light Poles Page 2 of 10 Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, Vendors may redact text and/or data that it deems confidential or proprietary pursuant to CORA. All pricing will be considered public records subject to disclosure under CORA and as such pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the proposal. Failure to provide a public viewing copy will be considered a waiver of any claim of confidentiality under CORA without regard to how the applicant’s proposal or certain pages of the proposal are marked confidential, proprietary, or similar. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA, trade secrets, confidential commercial information and financial data information may not be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding to this RFP, Vendors hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. All provisions and pricing of any contract resulting from this request for proposal will be public information. Special Instructions All bids must be properly signed by an authorized representative of the company with the legal capacity to bind the company to the agreement. Bids may be withdrawn up to the date and hour set for closing. Once bids have been accepted by the City and closing has occurred, failure to enter into contract or honor the purchase order will be cause for removal of supplier's name from the City of Fort Collins' bidders list for a period of twelve months from the date of the opening. The City may also pursue any remedies available at law or in equity. Submission of a bid is deemed as acceptance of all terms, conditions and specifications contained in the City's specifications initially provided to the Vendor. Any proposed modification must be accepted in writing by the City prior to award of the bid. Only bids properly received by the Purchasing Office will be accepted. All bids should be clearly identified by the bid number and bid name contained in the bid proposal. No bid will be accepted from, or any purchase order awarded, to any person, firm or corporation in default on any obligation to the City. Bids must be furnished exclusive of any federal excise tax, wherever applicable. Vendors must be properly licensed and secure necessary permits wherever applicable. The City may elect where applicable to award bids on an individual item/group basis or on a total bid basis, whichever is most beneficial to the City. The City of Fort Collins reserves the right to split the Bid award to multiple vendors as deemed by the City to be most advantageous. The City reserves the right to accept or reject any and all bids, and to waive any irregularities or informalities. Sales prohibited/conflict of interest: no officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any ITB 9893 Street Light Poles Page 3 of 10 decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity, favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Freight terms: unless otherwise noted, all freight is F.O.B. Destination, Freight Prepaid. All freight charges must be included in the unit prices submitted. Collusive or sham bids: any bid deemed to be collusive or a sham bid will be rejected and reported to authorities as such. Your authorized signature of this bid assures that such bid is genuine and is not a collusive or sham bid. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. Vendor Registration: The City requires new Vendor receiving awards from the City to submit IRS form W-9 and requires all Vendor to accept Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit these documents with your proposal, however, if you take exception to participating in Direct Deposit (Electronic) payments please clearly note such in your proposal as an exception. The City may waive the requirement to participate in Direct Deposit (Electronic) payments at its sole discretion. Bid results are posted online at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Gerry Paul Purchasing Director ITB 9893 Street Light Poles Page 4 of 10 CITY OF FORT COLLINS GENERAL INFORMATION The City of Fort Collins is requesting bids for Street Light Poles per Specifications 273-104-M &, attached hereto as Exhibit A, and Specification 273-104, attached hereto as Exhibit B, both incorporated by this reference. Schedule The following represents the City’s target schedule for the bid. The City reserves the right to amend the target schedule at any time.  Bid issuance: October 2, 2023  Question deadline: 3:00 PM MT on October 9, 2023  Bid Due Date: 3:00 PM MT (our clock) on October 16, 2023 Method of Award The City reserves the right to split the bid award in whatever percentages are most advantageous to the City. Awards from this bid will be based primarily on the bid price, delivery lead times, and exceptions to the specifications will also be considered. Future orders may be authorized, at the option of the City, from this bid for a period of three (3) years after bid closing date. For future orders, the awarded Bidder will be contacted and asked to complete the Bid Form with updated pricing, delivery lead times, and exceptions to the specifications. At their sole discretion, the City may choose to award a Purchase Order based off the updated information or may issue a new Bid. Notice of Award The awarded Vendor will receive a Notice of Award authorizing orders under this bid. Vendor should not begin production on any orders prior to receipt of the Purchase Order. Invoices & Payments Invoices should be emailed monthly or after a shipment to invoices@fcgov.com with a copy to the Project Manager. The cost of the item(s) delivered shall be paid to the Vendor each month following the submittal of a correct invoice. Vendor should include Purchase Order Number and a detailed description of item(s) on each invoice submitted. The City pays invoices on Net 30 terms. Laws and Regulations The Vendor agrees to comply fully with all applicable local, State of Colorado, and Federal laws and regulations and municipal ordinances to include American Disabilities Act (ADA). Fees, Licenses, Permits The successful vendor shall be responsible for obtaining any necessary licenses, fees or permits without additional expense to the City. All vehicles and equipment shall be properly licensed and insured, carry the appropriate permits and be placarded as required by law. ITB 9893 Street Light Poles Page 5 of 10 Warranty Vendor warrants all equipment, materials, labor and other work, provided under this Agreement, except City-furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with delivery and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Vendor or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Vendor in a manner and at a time acceptable to City. Delivery Delivery of all items shall be to: City of Fort Collins Warehouse 700 Wood Street Fort Collins, CO 80521 Freight terms: F.O.B. destination freight prepaid. All freight charges must be included in pricing submitted on the Bid Schedule, and not entered as separate pricing. Any surcharges or additional costs shall be noted & included in proposed pricing. Quantity Quantities are the amount the City Intends to purchase. The City does not guarantee purchase of any material as a result of this bid but may also increase the awarded quantity. ITB 9893 Street Light Poles Page 6 of 10 CITY OF FORT COLLINS BID SUBMITTAL INSTRUCTIONS The following items must be provided in the bid submittal package:  Bid Submittal Form (This form is separate in BidNet and must be filled out completely.)  Vendor Acknowledgement. (This form is separate in BidNet and must be filled out completely.) Failure to submit any of the above may result in your bid being considered non-responsive. ITB 9893 Street Light Poles Page 7 of 10 9893 STREET LIGHT POLES BID SUBMITTAL FORM VENDOR NAME: ___________________________________________________ QUANTITY: DESCRIPTION: 50 EACH PRICE PER EACH $ _____________________ TOTAL COST QTY: 50 $__________________ LEAD TIME: ____________________________ COFC PART # 70066857 POLE, STREETLIGHT, 29’6”, TAPERED FIBERGLASS, 15” BOLT CIRCLE. PER SPECIFICATION 373-104-M APPROVED MANUFACTURER: SHAKESPEARE, AHZ29599S9CB011 100 EACH PRICE PER EACH: $ _____________________ TOTAL COST QTY 100: $ _________________ LEAD TIME: ____________________________ COFC PART # 70066860 POLE, STREETLIGHT, 35’, DIRECT BURIED, TAPARED FIBERGLASS, FOR USE WITH ALUMINUM MAST ARM. PER SPECFICITATION 373-104 ITB 9893 Street Light Poles Page 8 of 10 ACKNOWLEDGEMENT Vendor hereby acknowledges receipt of the City of Fort Collins Bid and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in 9893 Street Light Poles as otherwise noted. Additionally, Vendor hereby makes the following representations to City: a. All of the statements and representations made in this proposal are true to the best of the Vendor’s knowledge and belief. b. Vendor commits that it is able to meet the terms provided in this Invitation to Bid. c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof. d. Vendor further agrees that the method of award is acceptable. e. Vendor acknowledges receipt of addenda. f. Vendor acknowledges no conflict of interest. g. Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, Vendors may redact text and/or data that it deems confidential or proprietary pursuant to CORA. All pricing will be considered public records subject to disclosure under CORA and as such pricing cannot be redacted from the “FOR PUBLIC VIEWING” version of the proposal. Failure to provide a public viewing copy will be considered a waiver of any claim of confidentiality under CORA without regard to how the applicant’s proposal or certain pages of the proposal are marked confidential, proprietary, or similar. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA, trade secrets, confidential commercial information and financial data information may not be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. By responding to this RFP, Vendors hereby waives any and all claims for damages against the City for the City’s good faith compliance with CORA. All provisions and pricing of any contract resulting from this request for proposal will be public information. ITB 9893 Street Light Poles Page 9 of 10 Legal Firm Name: Remit to Address: Name of Authorized Agent of Firm: Signature of Authorized Agent: Title: Email Address: Phone: Cell Phone: