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Home My WebLink AboutBID - 8062 ATHLETIC FIELD TURF SUPPLIESRFQ – 8062 Athletic Field Turf Supplies Page 1 of 5 REQUEST FOR QUOTE 8062 ATHLETIC FIELD TURF SUPPLIES BID OPENING: 3:00 P.M. (our clock), February 9, 2015 The City of Fort Collins (City) is requesting quotes from companies or businesses to supply the City’s Parks Department with approximately 250 – 50lb. bags of Turface MVP® and 240 tons of topdressing sand as specified in this solicitation. Bids shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit a hard copy instead, bids will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Bids must be received before 3:00 p.m. (our clock), February 9, 2015 and referenced as Bid No. 8062. 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. Please note, additional time is required for bids mailed to the PO Box to be received at the Purchasing Office. Bids must be received at the Purchasing Office prior to 3:00 p.m. (our clock), February 9, 2015. The City encourages all disadvantaged business enterprises to submit a bid in response to all invitations and will not be discriminated against on the grounds of race, color or national origin. Questions concerning the scope of the bid should be directed to Rick Jordan Project Manager, (970) 221-6240 or rjordan@fcgov.com. Questions regarding bid submittal or process should be directed to Jill Wilson, Buyer, (970) 221- 6216 or jwilson@fcgov.com. All questions must be submitted in writing via email to Rick Jordan, with a copy to Jill Wilson, no later than 5:00 PM our clock on February 2, 2015. Questions received after this deadline will 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. 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 Bids may be withdrawn up to the date and hour set for bid opening. Once bids have been accepted by the City and bid opening 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 minimum 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 and agreement template initially provided to the bidder. Any proposed modification must be accepted in writing by the City prior to award of the bid. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing RFQ – 8062 Athletic Field Turf Supplies Page 2 of 5 Only bids received by the Purchasing Office prior to the bid opening date and time 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 of any obligation to the City. Bids must be furnished exclusive of any federal excise tax, wherever applicable. Bidders must be properly licensed and secure necessary permits wherever applicable. New Vendors: The City requires new vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for 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. 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 is 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 will be posted online at www.rockymountainbidsystem.com. Gerry S. Paul Director of Purchasing and Risk Management RFQ – 8062 Athletic Field Turf Supplies Page 3 of 5 REQUEST FOR QUOTE 8062 ATHLETIC FIELD TURF SUPPLIES BID OPENING: 3:00 P.M. (our clock), February 9, 2015 1. Intent. The City of Fort Collins (City) is requesting quotes from companies or businesses to supply the City’s Parks Department (Parks) with approximately 250 – 50lb. bags of Turface MVP® and 240 tons of topdressing sand to be used in City athletic fields. 2. Specifications. Acceptable sand particle size range for the topdressing is listed on attached EXHIBIT “A” – USGA SAND PARTICLE RANGE, consisting of one (1) page and incorporated herein by this reference. The sand should contain a percent of sand in each particle size category, providing it fits within the USGA range, and the aggregate of the different particles will equal 100%. In addition, the City has listed a preferred brand, Turface MVP®, on the Bid Schedule. No substitutes are acceptable! 3. Delivery. Parks will require half of the Turface MVP® delivered in March and the other half delivered in June. The topdressing sand is scattered throughout the growing season on an as needed and weather permitting basis therefore orders will be placed throughout the year. Orders should be delivered within five (5) business days after receipt of order (ARO). All materials should be delivered to various Parks maintained by the City of Fort Collins between the hours of 7:00 am to 2:30 pm Monday through Friday and arranged prior to delivery between the vendor and Rick Jordan. All freight charges must be included in prices submitted on the attached Bid Schedule. 4. Miscellaneous. At the option of the City, this project may be awarded to multiple vendors. Vendors may bid on one or both line items specified on the attached Bid Schedule. NIGP Codes used for this bid are as follows: 79002 - Athletic Field Compositions and 98803 - Athletic Field Maintenance. SUBMITTAL REQUIREMENTS The following must be submitted as part of the bid. Failure to provide any of the following shall result in the bid being deemed non-responsive and shall not be considered.  Completed Bid Schedule, attached as EXHIBIT “B”, consisting of one (1) page and incorporated herein by reference. RFQ – 8062 Athletic Field Turf Supplies Page 4 of 5 EXHIBIT A USGA SAND PARTICLE RANGE Screen Size USGA Specification 3A mm 0 2.0 mm 0-3 1.0 mm 0-10 0.5 mm - 0.25 mm 60-100 (0.25+0.5 0.15 mm mm) 0-20 0.05 mm 0-5 Wet Sieve (% Silt and Clay) 0-5 Total Sand (%) 95-100 RFQ – 8062 Athletic Field Turf Supplies Page 5 of 5 EXHIBIT B BID SCHEDULE WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS' REQUIREMENTS FOR 8062 ATHLETIC FIELD TURF SUPPLIES PER THE QUOTE INVITATION AND REFERENCED SPECIFICATIONS. *All freight charges must be included in prices submitted on this Bid Schedule. **Vendors may bid on one or both line items. _________________________________________________________ SIGNATURE DATE _________________________________________________________ TYPED OR PRINTED NAME AND TITLE __________________________________________________________ EMAIL __________________________________________________________ COMPANY NAME (AREA CODE) TELEPHONE __________________________________________________________ ADDRESS: STREET CITY STATE ZIP ITEM DESCRIPTION QTY UOM COST BY UOM TOTAL LINE COST (QTY X COST BY UOM) TURFACE MVP® 250 50LB. BAG TOPDRESSING SAND 240 TON TOTAL=