HomeMy WebLinkAboutBID - 5726 UTILITIES BILLING ENVELOPESAdministrative Services
Purchasing Division
CITY OF FORT COLLINS
INVITATION TO BID
BID #5726
UTILITIES BILLING ENVELOPES
BID OPENING: AUGUST 20, 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),
August 20, 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 #25726. (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 Bids may be withdrawn up to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.
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Colltols, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs,
personal representatives, successors and assigns of said parties.
16. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save
harmless the City, its officers, agents and employees against and from any and all actions,
suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to
or death of any person or persons, or damages to property arising out of, result from or
occurring in connection with the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work
hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service
Provider shall provide and maintain insurance coverage naming the City as an additional
insured under this Agreement of the type and with the limits specified within Exhibit _,
consisting of () pages[s], attached hereto and incorporated herein by this reference.
The Service Provider before commencing services hereunder, shall deliver to the City's Director
of Purchasing and Risk Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of
a certificate evidencing the insurance coverage required from an insurance company acceptable
to the City.
17. Entire Agreement. This Agreement, along with all Exhibits and other documents
incorporated herein, shall constitute the entire Agreement of the parties. Covenants or
representations not contained in this Agreement shall not be binding on the parties.
18. Law/Severability. The laws of the State of Colorado shall govern the construction
interpretation, execution and enforcement of this Agreement. In the event any provision of this
Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such
holding shall not invalidate or render unenforceable any other provision of this Agreement.
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19. Special Provisions. [Optional] Special provisions or conditions relating to the
services to be performed pursuant to this Agreement are set forth in Exhibit _, consisting of
( ) page[s], attached hereto and incorporated herein by this reference.
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
ATTEST:
CORPORATE SECRETARY
CITY OF FORT COLLINS, COLORADO
a municipal corporation
John F. Fischbach
City Manager
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
Date:
[Insert Corporation's name] or
[Insert Partnership name] or
[Insert individual's name]
Doing business as _[insert name of business]
By:
PRINT NAME
CORPORATE PRESIDENT OR VICE PRESIDENT
(Corporate Seal)
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14=11:11,11111c1
INSURANCE REQUIREMENTS
The Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work under
this bid, the Service Provider shall furnish the City with certificates of insurance showing the
type, amount, class of operations covered, effective dates and date of expiration of policies, and
containing substantially the following statement:
"The insurance evidenced by this Certificate will not be cancelled or materially altered, except
after ten (10) days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its option,
may take out and maintain, at the expense of the Service Provider, such insurance as the City
may deem proper and may deduct the cost of such insurance from any monies which may be
due or become due the Service Provider under this Agreement. The City, its officers, agents
and employees shall be named as additional insureds on the Service Provider's general liability
and automobile liability insurance policies for any claims arising out of work performed under
this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain
during the life of this Agreement for all of the Service Provider's employees engaged in
work performed under this agreement:
Workers' Compensation insurance with statutory limits as required by Colorado
law.
2. Employer's Liability insurance with limits of $100,000 per accident, $500,000
disease aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the
life of this Agreement such commercial general liability and automobile liability insurance
as will provide coverage for damage claims of personal injury, including accidental
death, as well as for claims for property damage, which may arise directly or indirectly
from the performance of work under this Agreement. Coverage for property damage
shall be on a "broad form" basis. The amount of insurance for each coverage,
Commercial General and Vehicle, shall not be less than $500,000 combined single limits
for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall be
responsible for any liability directly or indirectly arising out of the work performed under
this Agreement by a subcontractor, which liability is not covered by the subcontractor's
insurance.
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Bids must be furnished exclusive of any federal excise tax, wherever applicable.
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
eopening. /
C#Ctor
eill'COFNIGPof Purchasing and Risk Management
CITY OF FORT COLLINS
BID PROPOSAL
BID #5726
UTILITIES BILLING ENVELOPES
BID OPENING: AUGUST 20, 2002, 2:00 a.m. (our clock)
WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS' REQUREMENTS
FOR UTILITIES BILLING ENVELOPES PER THE BID INVITATION AND ANY
REFERENCED SPECIFICATIONS:
The City of Fort Collins Utilities Billing Dept. is seeking bids from qualified vendors to
provide the printed envelopes for their Utilities Billing operation.
PROGRAM REQUIREMENTS
1. Envelopes are to be #24 white wove, non -recycled. All printing is in black ink.
Envelopes must be configured to run through automated mailing equipment.
2. All prices are to be quoted as delivered to First Class Direct in Fort Collins, Colorado.
Vendors are to bid based on running the entire quantity of each individual envelope;
delivering the first half to First Class Direct, and storing the second half for delivery
when needed. Neither First Class Direct nor the City of Fort Collins has the storage
capacity to accept the entire quantity of each individual envelope all at once.
Vendors can also quote printing the second half "on demand" as an option, as
opposed to storing them; if this is a cost-effective alternative.
3. The successful vendor will be expected to sign the City's standard Service
Agreement. The contract will be for one year in length. At the option of the City, that
agreement may be extended by one-year increments; not to exceed five years in
total.
4. Please base bids on the following quantities
#9 Return Utility Envelopes: 600,000 pieces
#10 Important Notice Envelopes: 100,000 pieces
#10 Presorted Return Service Envelopes: 400,000 pieces
#10 Regular Return Service Envelopes: 400,000 pieces
Total. 1,500,000 pieces
Specifications
#9 Return Utility Envelopes: Glassine window, window placement 4 11/16" from left, 1"
from bottom. Window size is 3" x 1'/2°. Window is barcoded. Return address in top left-
hand corner on front; "Place Postage stamp here" in top right-hand corner. City of Fort
Collins Utilities logo printed on back flap; "Important' message printed on back panel. All
printing in black ink. Side side back seam.
#10 Important Notice Envelopes: Glassine window, window placement 7/8" from left, ''/2"
from bottom. Window size is 4" x 1 Y<". Return address with City of Fort Collins Utilities
logo in top left-hand corner on front, with 'RETURN SERVICE REQUESTED".
"IMPORTANT NOTICE -IMMEDIATE ATTENTION REQUIRED" printed above window.
No printing on back. All printing in black ink. Side side back seam.
#10 Presorted Return Service Envelopes: Same construction as Important Notice
envelope; except no "IMPORTANT NOTICE". Has Presorted info in top right-hand
corner on front side.
#10 Regular Return Service Envelopes: Same construction as Presorted Return
envelope; except no Presorted info.
All envelopes are to have permanent adhesive on flaps that will stay closed as
envelopes are processed in automated equipment. The successful bidder will be
expected to work with First Class Direct to assure that envelopes process
properly in their equipment/
City of Fort Collins will provide graphics files to the successful Bidder.
BID FORM
ITEM
QUANTITY
PRICE PER 1,000
TOTAL
#9 Return Utility
600,000
Envelopes
#10 Important
100,000
Notice Envelopes
#10 Presorted
400,000
Return Service
Envelopes
#10 Regular
400,000
Return Service
Envelopes
GRAND TOTAL
1,500,000
XXXXX)00(XXXXX
FIRM NAME:
ADDRESS:
CITY:
STATE:
TELEPHONE: FAX:
BID SUBMITTED BY:
SIGNA
SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below by and
between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter
referred to as the "City' and
"Service Provider".
WITNESSETH:
hereinafter referred to as
In consideration of the mutual covenants and obligations herein expressed, it is agreed
by and between the parties hereto as follows:
1. Scope of Services. The Service Provider agrees to provide services in
accordance with the scope of services attached hereto as Exhibit "A", consisting of _ (_)
page[s], and incorporated herein by this reference.
2. The Work Schedule. [Optional] The services to be performed pursuant to this
Agreement shall be performed in accordance with the Work Schedule attached hereto as
Exhibit "B", consisting of _ (_) page[s], and incorporated herein by this reference.
3. Time of Commencement and Completion of Services The services to be
performed pursuant to this Agreement shall be initiated within (_) days
following execution of this Agreement. Services shall be completed no later than
Time is of the essence. Any extensions of the time limit set forth above
must be agreed upon in a writing signed by the parties.
4. Contract Period. [Option 11 This Agreement shall commence upon the date of
execution shown on the signature page of this Agreement and shall continue in full force and
effect for one (1) year, unless sooner terminated as herein provided. In addition, at the option of
the City, the Agreement may be extended for an additional period of one (1) year at the rates
provided with written notice to the Professional mailed no later than ninety (90) days prior to
contract end.
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4. Contract Period. [Option 2] This Agreement shall commence , 200_,
and shall continue in full force and effect until , 200, unless sooner terminated as
herein provided. In addition, at the option of the City, the Agreement may be extended for
additional one year periods not to exceed _ (_) additional one year periods. Pricing changes
shall be negotiated by and agreed to by both parties and may not exceed the Denver - Boulder
CPI-U as published by the Colorado State Planning and Budget Office. Written notice of
renewal shall be provided to the Service Provider and mailed no later than ninety (90) days prior
to contract end.
5. Delay. If either party is prevented in whole or in part from performing its
obligations by unforeseeable causes beyond its reasonable control and without its fault or
negligence, then the party so prevented shall be excused from whatever performance is
prevented by such cause. To the extent that the performance is actually prevented, the Service
Provider must provide written notice to the City of such condition within fifteen (15) days from
the onset of such condition.
6. Early Termination by City/Notice. Notwithstanding the time periods contained
herein, the City may terminate this Agreement at any time without cause by providing written
notice of termination to the Service Provider. Such notice shall be delivered at least fifteen (15)
days prior to the termination date contained in said notice unless otherwise agreed in writing by
the parties. All notices provided under this Agreement shall be effective when mailed, postage
prepaid and sent to the following addresses:
City: Service Provider:
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In the event of early termination by the City, the Service Provider shall be paid for services
rendered to the date of termination, subject only to the satisfactory performance of the Service
Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole
right and remedy for such termination.
7. Contract Sum. The City shall pay the Service provider for the performance of this
Contract, subject to additions and deletions provided herein, the sum of Dollars
($ ) [Option Cost Breakdown is attached Exhibit "C"]
8. City Representative. The City will designate, prior to commencement of the
work, its representative who shall make, within the scope of his or her authority, all necessary
and proper decisions with reference to the services provided under this agreement. All requests
concerning this agreement shall be directed to the City Representative.
9. Independent Service provider. The services to be performed by Service Provider
are those of an independent service provider and not of an employee of the City of Fort Collins.
The City shall not be responsible for withholding any portion of Service Provider's
compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or
benefits or for any other purpose.
10, Personal Services. It is understood that the City enters into the Agreement
based on the special abilities of the Service Provider and that this Agreement shall be
considered as an agreement for personal services. Accordingly, the Service Provider shall
neither assign any responsibilities nor delegate any duties arising under the Agreement without
the prior written consent of the City.
11. Acceptance Not Waiver. The City's approval or acceptance of, or payment for
any of the services shall not be construed to operate as a waiver of any rights or benefits
provided to the City under this Agreement or cause of action arising out of performance of this
Agreement.
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12. Warranty
(a) Service Provider warrants that all work performed hereunder shall be
performed with the highest degree of competence and care in accordance
with accepted standards for work of a similar nature.
(b) Unless otherwise provided in the Agreement, all materials and equipment
incorporated into any work shall be new and, where not specified, of the
most suitable grade of their respective kinds for their intended use, and all
workmanship shall be acceptable to City.
(c) Service Provider 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
the start of the work and ending twelve (12) months from and after final
acceptance under the Agreement, regardless whether the same were
furnished or performed by Service Provider 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 Service Provider in a manner and at a time
acceptable to City.
13. Default. Each and every term and condition hereof shall be deemed to be a
material element of this Agreement. In the event either party should fail or refuse to perform
according to the terms of this agreement, such party may be declared in default thereof.
14. Remedies. In the event a party has been declared in default, such defaulting
party shall be allowed a period of ten (10) days within which to cure said default. In the event
the default remains uncorrected, the party declaring default may elect to (a) terminate the
Agreement and seek damages; (b) treat the Agreement as continuing and require specific
performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party
commences legal or equitable actions against the defaulting party, the defaulting party shall be
liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and
costs incurred because of the default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes the
entire agreement between the parties and shall be binding upon said parties, their officers,
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