HomeMy WebLinkAbout103061 FIRST CLASS DIRECT - CONTRACT - BID - 5643 INSERT MAILING AND COURIER SERVICE ANNUAL (2)City of Fort Collins
Adminis, Ative Services
Purchasing Division
CITY OF FORT COLLINS
INVITATION TO BID
BID #5643
INSERT MAILING AND COURIER SERVICE
BID OPENING: OCTOBER 11, 2001, 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�roposal and/or contract documents. If delivered, they are to be sent
to 215 North Mason Street, 2" 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), October 11,
2001.
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 #25643. (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 Bids may be withdrawn up to the date and hour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
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.
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, 256 West Mountain Avenue, Fort Collins, Colorado 80521 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
CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
John F. Fischbach
City Manager
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
[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
Date:
ATTEST: (Corporate Seal)
CORPORATE SECRETARY
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EXHIBIT B
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:
1. 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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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.
am s B. O'Neill II, CPPO, FNIGP
for of Purchasing and Risk Management
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CITY OF FORT COLLINS
BID PROPOSAL
BID #5643
INSERT MAILING AND COURIER SERVICE
BID OPENING: 2:00 P.m. (our clock)
October 11, 2001
WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS' REQUIREMENTS FOR
INSERT MAILING AND COURIER SERVICE DURING 2002, PER THE BID INVITATION AND
ANY REFERENCED SPECIFICATIONS:
Provide all labor, material and equipment necessary to fold, insert, seal, label and deliver mail for
1st class mail pre-sort, or for bulk mail, to the post office for the Cityof Fort Collins during the
2002 calendar year. In addition, at the option of the City, the Agreement may be extended for
additional one-year periods not to exceed four (4) additional one-year periods. Pricing changes
shall be negotiated by and agreed to by both parties in writing 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. Additional courier services will also be required.
General Description of Anticipated Services:
1) Utility Bills: Average number per month is 55,000. Pick up materials at PRPA (Platte River
Power Authority) or the appropriate City office. Bills require folding. Insert is pre-folded(may
have more than one insert). The bill, insert, and return envelope are placed in the envelope.
Envelope is sealed. Bundle, prepare for carrier route discount, whenever possible, complete the
appropriate paperwork, and deliver to post office. Bills must be kept in exact order throughout
the process.
2) Delinquency Notices: Average number pe month is 5,000. Pick up material at appropriate
City office. Fold notices. Insert notice and return envelope into envelope. Seal envelope.
Bundle, prepare for 1st class automation discount, complete appropriate paperwork and deliver
to post office.
3) Sales and Use Tax Booklet: Mailing of 5;669 Sales and Use Tax booklets in February and
2,000 in November. Pick up material at Sales Tax Office, insert return envelopes, seal
envelopes, sort by zip code. Bundle, prepare for 1st class automation mailing, complete
appropriate paperwork, and deliver to post office.
4) Sales Tax Mailing: Yearly mailing of two -page letter to 7,000 vendors. Pick up material at
Sales Tax Office, fold and insert letters, seal, attach labels, sort if necessary. Bundle,
prepare for 1 st class automation mailing, complete appropriate paperwork, and deliver to post
office.
5) Electric Rates Mailing: Mailing of a brochure and a letter throughout the year. Approximately
25,000 mailed per year. Pick upmaterialat Utility Billing. Fold letter, insert
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letter and brochure into envelope, seal. Bundle, prepare for 1 st class automation discount,
complete appropriate paperwork, and deliver to post office.
Samples of #1, and #5 have been provided. If you wish to see a sample of #3 or #4, please call
James B. O'Neill at 221-6775.
The City of Fort Collins bar codes the zip code on utility bills. Approximately 85-90% of the utility
bills qualify for the carrier route postage discount under the U S Postal Rate Reclassification
effective July 1, 1996. The majority of the utility bills are printed in carrier route sequence and in
order for the City to achieve the maximum postage discount available, it is crucial that the
contractor maintain the bills in this sequence during folding, inserting and sorting operations.
The mailing contractor will be responsible for the preparation of all documentation required by
the Post Office to obtain the carrier route discount at the time the City bills are presented for
mailing.
Mail that fails to qualify for carrier route rates must be submitted as a separate mailing or co -
mingled for 1 st class automation rates. Preference may be given to bidders who can co -mingle.
Sorting may be necessary on occasion. (1) Envelopes will be supplied to the successful bidder
("contractor'). The contractor will be responsible for picking up the envelopes at the City's
warehouse. Envelopes for utility bills and delinquent notices can be picked up any time.
Envelopes for brochure mailings -must contact Joanne Agens in billing office prior to picking up
at warehouse. Successful bidder must be able to manipulate palletized supplies and warehouse
a minimum of 2 pallets at all times.
Utility bills and delinquent notices will have the City's mailing permit printed on the envelope.
Co -mingling of mail with other firm's mail may be considered, if is determined to be in the best
interest of the City. Otherwise, the City's mail imprint is to be used.
The utility bills, brochures, and letters will be picked up by the contractor on a scheduled day.
Same -day service is required. If due to an extenuating circumstance, same -day service is not
possible, the contractor may be allowed to deliver mail to the post office at noon the day
following pick-up. In such cases, prior approval must be obtained from the city representative,
Joanne Agens. Include a brief explanation with your bid of how your firm will ensure that this
deadline is met.
1 Can pick up envelopes at warehouse 700 Wood St for mailing #5. Utility billing envelopes are
stored at the contractors' warehouse. Contractor maintains inventory and lets us know when to
re -order.
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BID SCHEDULE
PICK-UP AND DELIVERY OF ALL MATERIAL SHALL BE INCLUDED IN THE PRICES GIVEN
UTILITY BILLING NOTICES AND DELINQUENCY NOTICES $ /M
(See "General Description of Services".)
ADDITIONAL CHARGE TO SEAL ENVELOPE $ /M
COST TO FOLD, INSERT, SEAL, ATTACH LABEL, AND PREPARE
FOR FIRST-CLASS AUTOMATION MAILING $ /M
COST OF ADDITIONAL INSERT REQUIRING FOLDING $ /M
COST OF ADDITIONAL INSERT NOT REQUIRING FOLDING $ /M
COST TO FOLD, STAPLE, SORT, AND MAIL FLAT SHEETS
FIRST-CLASS AUTOMATION $ /M
COST TO FOLD, STAPLE, SORT, AND BULK MAIL FLAT SHEETS
COURIER SERVICE BETWEEN PRPA AND
UTILITY BILLING OFFICE
WAREHOUSING
Will a City representative be allowed to inspect your facility, if requested?
FIRM NAME:
Address:
Phone/Fax:
$ /M
$ /time
$ /pallet/M
YES • NO
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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 "Service Provider".
W ITNESSETH:
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 1] 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.
4. Contract Period. [Option 2] This Agreement shall commence 2000, and
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shall continue in full force and effect until , 2000, 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.
[Early Termination clause here as an option.
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:
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Service Provider:
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. Warran .
(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 parry's reasonable attorney fees and costs incurred because
of the default.
15. Bindinq Effect. This writing, together with the exhibits hereto, constitutes the entire
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