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HomeMy WebLinkAboutRFP - P892 TDM PROMOTIONAL MERCHANDISE ANNUALCity of Fort Collins Administrative Services Purchasing Division REQUEST FOR PROPOSAL CITY OF FORT COLLINS Proposal Number P-892 TDM PROMOTIONAL MERCHANDISE The City of Fort Collins is soliciting proposals for a Promotional Merchandise vendor. Written proposals, five (5) will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 2:00 p.m. (our clock), May 15, 2003. Proposal No. P-892. If delivered, they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Linda Dowlen, Project Manager at 970-221-6191. Questions regarding proposals submittal or process should be directed to Ed Bonnette, C.P.M., CPIM, 970-416-2247. A copy of the Proposal may be obtained as follows: Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request document #30892. (The proposal number must be preceded by a 30 when using the Fax -line.) 2. Download the Proposal/Bid from the Purchasing Webpage, www.fcgov.com/purchasing. 3. Come by Purchasing at 215 North Mason St., 2Id floor, Fort Collins, and request a copy of the Bid. 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. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, J e B. O'Neill II, CPPO, FNIGP Di or of Purchasing & Risk Management 1 215 North Mason Street • 2nd Floor • F.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. 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. 10. 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. 11. Remedies. In the event a party has been declared in default, such defaulting party shall be allowed a period often (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. 12. 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, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 13. 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. 14. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "B", consisting of one (1) page, attached hereto and incorporated herein by this reference. ATTEST: Corporate Secretary THE CITY OF FORT COLLINS, COLORADO By: James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management DATE: [Insert Professional's name] or [Insert Partnership Name] or [Insert individual's name] Doing business as [insert name of business] am Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: (Corporate Seal) Exhibit B 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. Proposal No. P-892 TDM Promotional Merchandise Section 1.0: Proposal Requirements 1.1 General Description The City of Fort Collins is soliciting proposals for a Promotional Merchandise vendor. The selected supplier will act as the City's consultant to determine Best Net Value given price, quality, and availability, among the manufacturers they represent; for purchases of promotional merchandise. Supplier will also consult with the requisitioning departments to provide ideas for effective advertising promotions, to best achieve the mission goal of the promotion; within the budget constraints of the individual project. 1.2 Proposal Submittal The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. Firms submitting proposals shall submit five (5) copies of the proposal with the following information: a. Company history and experience in providing creative promotional merchandise solutions, as described in the scope of work. Also, please indicate whether the supplying of Promotional Merchandise is a Primary or a Secondary Business Line for your organization. b. The name of the company representative responsible for providing promotional merchandise concepts, pricing, and order follow-up to the City. C. References from five or more organizations which have used your company for similar products and services within the last two years. d. A written description of the proposed products and services as required below. e. Pricing, as requested. The proposal must be signed by a duly authorized representative of the firm submitting the proposal. The signature shall include the title of the individual signing the proposal. Section 2.0: Background The City of Fort Collins has various departments that have a periodic need to purchase Promotional Merchandise. The primary purchaser is the Transportation Demand Management (TDM) department; which has frequent requirements for purchasing promotional merchandise using Federal funds. Other departments which may require these goods and services include Natural Resources, Human Resources, the City Manager's Office, and others. The goal is to select a vendor that will provide good quality merchandise at an excellent price by providing goods at cost plus markup, as opposed to discounting off an inflated list price; while also providing creative solutions to 2 best achieve the mission goal of the promotion (within budgetary constraints). Section 3.0: Scope of Work 1) Responsiveness: City departments frequentlywork on projects with deadlines. Requests for pricing and creative promotional product suggestions often need to be responded to within 48 hours. Often this will require a face-to-face meeting with the requesting department. Please indicate what your policy will be on the following: A) Maximum turnaround time for quotes B) Maximum turnaround time for promotional ideas and face-to-face meetings C) Maximum turnaround time to return phone calls and a -mails 2) Availability: Promotional merchandise reps to the City need to be readily available within standard working hours (8-5 Monday -Friday). Please furnish the following information for all reps who will be working with the City: A) Office phone number B) Cell phone number C) E-mail address D) Backup person, and the same contact information for him/her 3) Research: Promotional merchandise reps working with the City need to be in tune with the market and the needs of the clients they are servicing. Promotional ideas need to be relevant to the "target audience" of the promotion; i.e., to drive home the advertising message the City is trying to promote. Also, the City wants to be on the "cutting edge" of any new promotional ideas that are currently available, and are upcoming. Please elaborate on why your firm is the best equipped to deliver targeted, relevant, fresh ideas to City departments. 4) Browsing capability: Since promotional merchandise distributors frequently represent thousands of products, it is desirable for them to provide a website where clients can browse for ideas. It can greatly speed up the selection process when clients have an idea of the product they want, but they need to see pictures, samples, specifications, list pricing, etc. Please indicate whether or not you have a website, give the web address, and describe the format of information to be found there. 5) The successful vendor will be expected to sign the City's Professional Services Agreement without revision. See sample attached. 6) Please confirm whether or not your firm has the capability to accept logos and text files electronically, for the preparation of custom imprints. If yes, please confirm which formats are acceptable. Section 4.0: Pricing 1) In your written response to this proposal please fill out and return the enclosed Promotional Item Bidsheet. This is your proposed pricing for the Sample Kits, which are representative of items similar to those likely to be ordered by TDM Marketing over the course of the year. The Sample Kit can be picked up at the City of Fort Collins Purchasing Office, 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80522. Kits will notbe mailed. Responding vendors need to pick up the kit in order to be able to bid "like quality" items in their Proposal. No other specifications for the Sample Kit items will be issued. Please include the "% Markup Over Cost" represented by the price shown. It is the City's belief that pricing is more advantageous on a "cost-plus" basis, rather 3 than discounted down from an inflated "List Price". Your "Grand Total` price for the Promotional Item Bidsheet will be one of the factors used to evaluate the Pricing Section of your Proposal 2) Please present the Pricing Formula you will use for pricing out merchandise for the City. If there are different Markup Codes for the different manufacturers you represent, please indicate them. Your Pricing Formula will be one of the factors used to evaluate the Pricing Section of your Proposal. Section 5.0: Evaluation 5.1 Evaluation and Assessment of Proposal An evaluation committee shall rank the interested firms based on their written proposals using the ranking system set forth below. Firms shall be evaluated on the following criteria. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 an average rating, and 5 an outstanding rating. Recommended weighing factors for the criteria are listed adjacent to the qualification. Weighting Qualification Standard Factor 2.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used, and results that are desired from the project? 2.0 Assigned Personnel Do the persons who will work on the contract have the necessary skills? Are sufficient people of the requisite skills assigned to the contract? 1.0 Availability Can qualified personnel respond to inquiries in a timely fashion? Can deadlines be met? Are other qualified personnel available, if required, to assist in meeting the project schedule? Are representatives available to attend meetings as required by the Scope of Work? 1.0 Motivation Is the firm interested and are they capable of doing the work? 2.0 Pricing Does the vendor offer competitive pricing compared (50% based on to the market (see Promotional Item Bidsheet, Bidsheet Grand enclosed)? Does the vendor offer a Pricing Total; 50% based on Formula that will promote outstanding cost-plus cost-plus Pricing pricing and value on high -quality goods for the life of Formula) the Contract? 2.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? 0 5.2 Reference Evaluation (Top -ranked firms) The Project Managers will check references using the following criteria. The evaluation rankings will be labeled Satisfactory / Unsatisfactory. 5.3 Qualification and Standard a. Overall Performance - Would you hire this company again? b. Timetable - Were deadlines met in a timely manner? C. Completeness - Was the company responsive to client needs; did the company anticipate problems? Were problems solved quickly and effectively? d. Budget - Were the projects consistently completed within the project budget? e. Job Knowledge - Did company personnel exhibit the knowledge and skills necessary to provide exceptional quality promotions? Section 6.0: Proposal Acceptance All proposals shall remain subject to initial acceptance 90 days after the day of submittal. 5 Fort Collins Promotional Item Bidsheet RFP P-892 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. Bidding Firm Name: page 1 of 2 % Markup Item Qty over Cost Price Bike tire patch kit, labeled, per sample (Bikeway program logo, SmartTrips logo) 1000 Rain poncho, printed, in Carrying Bag with handle, per sample (SmartTrips logo, Commuter Bicycle Coach) 300 Pencil sharpener, printed, per sample (City logo, Drive Less, phone number) 500 Bic gel pen, with finger grip, printed, per sample (SmartTrips logo, phone number) 500 Blinkee Light flashing reflector light, printed, per sample (SmartTrips logo, phone number) 1500 Bike tire tool, per sample 500 Calculator, printed, in box, per sample (City logo, Drive Less, phone number) 1000 Lip balm, printed, per sample (City logo, Drive Less, phone number) 1000 Squishy Bus, printed, per sample (Transfort logo, phone number) 1500 Show Price Breaks at: Price 0- Price 500- Price 1000 Subtotal 499 Qty 999 Qty and up Qty % Markup Item Qty over Cost Price Multi -colored gel pen, printed, per sample (City logo, Drive Less, phone number) 300 Post -it notes and case with tape on back, printed, per sample (City logo, Drive less, phone number) 300 Recycled pen, printed, per sample (City logo, Drive Less, phone number) 300 Grand Total for List: FIRM NAME: ADDRESS: TELEPHONE: NAME OF RESPONDENT (PLEASE PRINT): SIGNATURE: Page 2 of 2 Subtotal Price 0- Price 500- Price 1000 499 Qty 999 Qty and up Qty PROFESSIONAL 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 , hereinafter referred to as 'Professional'. WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: Scope of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of _ (_) pages, and incorporated herein by this reference. 2. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated immediately following execution of this Agreement. Services 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 renewed up to four times (fora maximum of five (5) years). 3. Early Termination by City. 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 Professional. 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: Professional: City: With Copy to: Ed Bonnette, C.P.M., CPIM Linda Dowlen Buyer Project Manager City of Fort Collins City of Fort Collins P.O. Box 580 TDM Dept. Fort Collins, CO 80522 P.O. Box 580 Fort Collins, CO 80522 In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 4. Design, Proiect Indemnity and Insurance Responsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. 5. Compensation. Compensation will be made in the form of payments against invoices submitted for promotional items ordered on individual City Purchase Orders. 6. City Representative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. 7. Independent Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 8. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 9. Acceptance Not Waiver. The City's approval of drawings, designs, plans,