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Home My WebLink AboutBID - 5690 PROMOTIONAL MERCHANDISECity of Fort Collins Administrative Services Purchasing Division CITY OF FORT COLLINS INVITATION TO BID BID #5690 PROMOTIONAL MERCHANDISE BID OPENING: MARCH 26, 2002, 2:OOP.M. (our clock) Sealed bids will be received and publicly opened at the office of the Director Of Purchasing and Risk Management, PO Box 580, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80522, at the time and date noted on the bid proposal and/or contract documents. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522- 0580. Bids must be received at the Purchasing Office prior to 2:00p.m. (our clock), March 26, 2002. A copy of the Bid may be obtained as follows: Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #25690. (The bid number must be preceded by a 2 when using the Fax -line.) 2. Download the Bid from the Purchasing Webpage, Current Bids page, at: www.fcgov.com/purchasing. 3. Come by Purchasing at 215 North Mason St., 2nd floor., Fort Collins, and request a copy of the Bid. 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 Bids may be withdrawn up to the date and hour set for closing.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. Bid prices must be held firm for a period of forty-five (45) days after bid openings. Submission of a bid is deemed as acceptance of all terms, conditions and specifications contained in the City's specifications initially provided to the bidder. 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 proposal 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. 215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 Bidders must be properly licensed and secure necessary permits wherever applicable Bidders not responding to this bid will be removed from our automated vendor listing for the subject commodities. 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 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 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 prices submitted on proposal. Discounts: any discounts allowed for prompt payment, etc., must be reflected in bid figures and not entered as separate pricing on the proposal form. Purchasing restrictions: your authorized signature of this bid assures your firm's compliance with the City's purchasing restrictions. A copy of the resolutions are available for review in the Purchasing Office or the City Clerk's Office. Request Resolution 91-121 for cement restrictions. 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. Bid results: for information regarding results for individual bids send a self-addressed, self -stamped envelope and a bid tally will be mailed to you. Bid results will be posted in our office 7 days after the bid opening. me B. ON il FNIGP- ir or of Purchasing and Risk Management CITY OF FORT COLLINS BID PROPOSAL BID #5690 PROMOTIONAL MERCHANDISE BID OPENING: MARCH 26. 2002. 2:00 p.m. (our clock) WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS' REQUIREMENTS FOR PROMOTIONAL MERCHANDISE PER THE BID INVITATION AND ANY REFERENCED SPECIFICATIONS: PROGRAM OBJECTIVES 1. Select one vendor for City of Fort Collins Promotional Merchandise Requirements; based on "Grand Total" Quotation for the representative list shown on the Promotional Item Bidsheet. 2. Bidders: Please fill in Price and Subtotal for the quantity shown for each Item. Add up the Subtotals, and rill in the "Grand Total' for your bid. 3. Bidders are to indicate the Percentage Off List Price they are quoting, for each item on the representative list. It is our intention to establish the percentage of discount the vendor will be offering for items on future promotions. 4. Bidders are to indicate the price for each item at the three Price Break Points listed on the right-hand side. 5. Bid prices must include cost of printed logos and/or messages, as shown on the sample items. City of Fort Collins will provide camera-ready artwork for the logos and/or messages when orders are submitted. 6. Bidders will include leadtimes as part of their bid. All prices will be quoted as delivered to City of Fort Collins facilities. 7. Bidders will provide assurances that any City of Fort Collins logos will be used only for authorized City purchases. 8. Representative samples to provide the specifications for the bid comparison may be picked up at the City of Fort Collins Purchasing Office, 215 North Mason, 2"d Floor; at the front desk. Items listed are like those that will be purchased over the course of the year; however, they are samples only, and this is not a guarantee to buy. The purpose of the bidsheet is to provide a basis of comparison among those selected items; given a level of quality specified by the physical samples. The vendor selected will be the one that is the low responsible and responsive bidder on items of this given level of quality. 9. Bid award will be good for one year from date of the initial award; with the option to be renewed up to four times (for a maximum of five years). Source: City of Fort Collins/CDOT contract 02HTD00028, Jan. 9, 2002 21 GRANT ASSURANCES 21.1 Since this grant contract invovles the expenditures of federal funds, the grantee/local agency/contractor shall at all times during the execution of this contract strictly adhere to and comply with all applicable federal laws and regulations, as they currently exist and may hereafter be amended, which are incorporated herein by this reference as terms and conditions of this contract. The grantee/local agency/contractor shall also require compliance with these statutes and regulations in subgrant agreements entered into under this contract. Federal laws and regulations that may be applicable include: 21.2 The Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments (Common Rule), at 49 Code of Federal Regulations, Part 18, or the "Uniform Administrative Requirements for Grants and Agreements with Non -Profit Organizations", at 49 Code of Federal Regulations, Part 19, as applicable. The requirements of 49 CFT Part 18, or Part 19, include, without limitation: 1) the Contractor shall follow applicable procurement procedures, as required by section 18.36(d) or 19.36.(d); 2) the Contractor shall request and obtain prior CDOT approval of changes to any subcontracts in the manner, and to the extent required by, applicable provisions of section 18.30 or section 19.30; 3) the Contractor shall comply with section 18.37 or section 19.37 concerning any subgrants; 4) to expedite any CDOT approval, the Contractor's attorney, or other authorized representative, shall also submit a letter to CDOT certifying Contractor compliance with section 18.30 or section 19.30 change order procedures, and with 18.36(d) or section 19.36(d) procurement procedures, and with section 18.37 or section 19.37 subgrant procedures, as applicable; 5) the Contractor shall incorporate the specific contract provisions described in section 18.36(i) or section 19.36(i) (which are also deemed incorporated herein) into any subcontract(s) for such services as terms and conditions of those subcontracts. t Collins Promotional Item Bidsheet #5690 Items Listed are representative of items purchased over the course of a year. This list is for comparative bid purposes only, and is not a guarantee to buy. Item Bidding Finn Name: j page 1 of 2 Price Breaks at: % off List'', Qty Price Price Plastic Water Bottle, printed, per sample(Transfort Logo & phone #) 1000 printed,Floppy Frisbee, (SmartT ips ogo,SchoolPool logo) 3001 Snip Snap Mints, printed, per sample (SmartTrips logo, phone #, bike message) 500' Rainbow Plastic Magic Spring, printed, per sample (SmartTrips logo, phone number, alternative modes of transportation) 500 Blinkee Light flashing reflector light, printed, per sample (SmartTrips logo, phone number, bike message) 1500 Paper Clip Holder with paper clips, printed, per sample (SmartTrips logo, phone number, alternative modes of transportation) 3001 Etch a Sketch keychain, printed, per sample (Smart Trips logo, phone number) 500 Calculator, printed, per sample (SmartTrips logo, phone number, Telework message on Price 0- Price 500 Price 1000 Subtotal) 499 City 999 Qty and up Qty { % off List Item Qty Price Price Subtotal Sunglasses, printed, per sample (City logo,'Be Cool carpool' message) 1000 Back to School Kit, printed, per sample (SchoolPool logo, SmartTrips logo, phone number) Squishy Brain, printed, per sample (Bikeway Program logo) Highlighter/Pen Combination, printed, per sample (SmartTrips logo, SmartTrip message, Clean Air logo, School logo and school name) Lanyard, printed, per sample (City logo, SmartTrips logo, Clean Air logo) Telework Computer Paper Holder, printed, per sample (City logo, Telework message, Department and phone number) Reflective Arm Band, printed, per sample (SmartTrips logo, phone number, alternative modes of transportation) Grand Total for List: FIRM NAME: TURE: Page 2 of4 2 Price 0- Price 500- Price 1000 499 Qty 999 Qty i and up Qty