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HomeMy WebLinkAboutRFP - 8051 COMPOSTABLE DOG WASTE BAGSRFP- 8051 COMPOSTABLE DOG WASTE BAGS Page 1 of 6 REQUEST FOR PROPOSAL 8051 COMPOSTABLE DOG WASTE BAGS The City of Fort Collins (City) is requesting proposals from qualified firms to supply a durable compostable dog waste bag conforming to ASTM D6400 certification for the Parks and Natural Areas Departments’ dog waste stations. Proposals submission via email is preferred. Proposals shall be submitted in Microsoft Word or PDF format and e-mailed to: purchasing@fcgov.com. If electing to submit hard copy proposals instead, eight (8) copies 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 3:00 p.m. (our clock), January 30, 2015 and referenced as Proposal No. 8051. 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. The City encourages all disadvantaged business enterprises to submit proposals in response to all requests for proposals and will not be discriminated against on the grounds of race, color or national origin. Questions concerning the scope of the project should be directed to the Project Manager, Caitlin May at cmay@fcgov.com. Questions regarding bid submittal or process should be directed to Jill Wilson, Buyer at (970) 221-6216 or jwilson@fcgov.com. The deadline for submitting questions is on January 23, 2015 by 5:00 p.m. (our clock). Please submit your questions via email to the Project Manager with a copy to Jill Wilson. Responses to all questions submitted will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the Rocky Mountain E-Purchasing System webpage, www.rockymountainbidsystem.com The City of Fort Collins is subject to public information laws, which permit access to most records and documents. Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible. Proposals may not be marked ‘Proprietary’ in their entirety. Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing. Summary price information may not be designated as proprietary as such information may be carried forward into other public documents. All provisions of any contract resulting from this request for proposal will be public information. 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 RFP- 8051 COMPOSTABLE DOG WASTE BAGS Page 2 of 6 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, Gerry S. Paul Director of Purchasing & Risk Management RFP- 8051 COMPOSTABLE DOG WASTE BAGS Page 3 of 6 REQUEST FOR PROPOSAL 8051 COMPOSTABLE DOG WASTE BAGS I. INTRODUCTION The City of Fort Collins (City) is requesting proposals from qualified firms to supply a durable compostable dog waste bag conforming to ASTM D6400 certification for the Parks and Natural Areas Departments’ dog waste stations. The estimated dog waste bag usage for both departments in 2013 was approximately 1,260,000 bags. II. PROJECT SCOPE A. Required product specifications are as follows:  ASTM D6400 certified;  Roll- style bags;  Rolls must fit City dog waste stations sized 9.5” H x 4.25” W x 5” D;  Bags need to be durable for public use and not rip and/or tear when hand is inserted; and  Rolls should be tube free; if not available, specify the tube material in proposal B. Delivery: The awarded vendor must be able to have all orders delivered to the Parks Division, located at 413 S. Bryan Ave., Fort Collins, CO 80521, within 7 to 10 days after receipt of order (ARO). III. SUBMITTAL REQUIREMENTS The following information must be included in the proposal. Required proposal documents must be arranged in the order listed below. A. Company name and address, as well as the name and contact information of the primary contact. B. Respond to the following: 1. How many bags are in a roll? How many rolls in a container? 2. How is the product packaged and shipped? 3. Size/dimension of each bag. 4. Size/dimension of each roll. 5. Shelf life of bag. 6. Temperature rating of bag material. 7. Location of the main warehouse that stocks the product and where the product is made. C. Confirm all orders can be delivered 7 to 10 days ARO. RFP- 8051 COMPOSTABLE DOG WASTE BAGS Page 4 of 6 D. Provide pricing per bag and include the shipping/freight charges in the cost. Also include price breaks and order volume/quantity required to attain the discount pricing. E. List of three (3) references, with whom the Project Manager can contact, from companies in which the same bags as proposed have been purchased within the past (3) years. Include the name and address of each referenced company, as well as the name, title, and phone number of the contact person. F. In addition, proposals must include one (1) complete dog waste roll for sample purposes. IV. PROPOSAL GUIDELINES Proposals shall be limited to five (5) pages. The City reserves the right to reject any proposal exceeding five pages. The City assumes no responsibility for liability for any costs vendors may incur in responding to this RFP; including attending meetings, samples submitted, site visits and/or contract negotiations. The City reserves the right to negotiate the final terms of the Agreement. This RFP may be amended and/or revoked at any time prior to final execution of an Agreement with the City. Deviations from Project Scope: It is intended that the vendor shall conform to the Project Scope. Any deviations from the Project Scope must be clearly identified and explained separately in the proposal. V. TIMETABLE The following is a proposed timetable developed for this project. Vendors will be notified of any significant changes which might occur: Item: Date: Questions due to the City January 23, 2015 at 5:00 P.M. (our clock) Written proposals due to the City January 30, 2015 at 3:00 P.M. (our clock) Finalist vendor(s) notified Week of February 9th, 2015 RFP- 8051 COMPOSTABLE DOG WASTE BAGS Page 5 of 6 VI. REVIEW AND ASSESSMENT: Firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals. The City may, at its option, choose the highest ranked firm based on the written proposals. The rating scale shall be from 1 to 5; 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTIN G FACTOR QUALIFICATION STANDARD 2.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the proposal show an understanding of the project objectives and results/outcomes required by the project, including bag durability? Are there any exceptions to the Project Scope or Agreement? 2.0 Specifications Does the product meet all project specifications? 1.0 Delivery Can deliveries be made on time? 2.0 Cost Does the proposal include a detailed cost break-down and are the bag costs competitive? RFP- 8051 COMPOSTABLE DOG WASTE BAGS Page 6 of 6 VII. REFERENCE EVALUATION (TOP RANKED FIRM): The Project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. QUALIFICATION STANDARD Overall Performance Would you hire this firm again? Did they show the skills required for this project? Timetable Was the original Scope of Services completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the firm responsive to client needs; did the firm anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Services completed within the project budget? Job Knowledge Did firm meet the Scope of Services? Was the project properly completed? Were problems corrected quickly and effectively?