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HomeMy WebLinkAboutResolution - 2005-R0541 - Letter Of Award - Gulf South Medical Supply Inc. - Janitorial Paper Supplies - 11/18/2005Resolution No. 2005-R0541 November 18, 2005 Item 5.23 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Purchasing and Contract Manager of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock, a Letter of Award for janitorial paper supplies — annual pricing, by and between the City of Lubbock and Gulf South Medical Supply, Inc. of Jacksonville, Florida, and related documents. Said Letter of Award is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. :Passed by the City Council this 18th day of NovM"er -, 2005. MAYOR ATTEST: -0, ZQ"" . a�' Rebecca Garza, City Secretary APPROVED AS TO CONTENT: Harlan Stauffer, APPRC)VFn AC TO FORM- gs/ccdocs/Ltr of Award -Gulf South Medical Supply Inc.res Nov.93, 2005 P.O. Box 2000 Lubbock, 'Texas 79457 (806) 775-2167 9 Fax (806) 775-2164 Office of Purchasing November 18, 2005 Gulf South Medical Supply, Inc. Attn: Jenni L. Edwards 4345 Southpoint Blvd. Jacksonville, FL 32216 RE: ITB #05-113-MA — JANITORIAL PAPER SUPPLIES - ANNUAL PRICING CONTRACT# 6538 Dear Ms. Edwards: Gulf South Medical Supply, Inc. has been awarded the items noted below for Janitorial Paper Supplies — Annual Pricing based on your response to the City of Lubbock Invitation to ITB #05-113-MA. 1. Purchase Orders will be issued by the City of Lubbock that cover the category of items shown below, and no other, during the period beginning November 18, 2005 and ending May 17, 2006. The purchase order numbers must be on the invoices sent to the City of Lubbock for payment. The City of Lubbock shall not be responsible for payment of any invoices except those orders placed pursuant to this agreement. 2. Category of Items: 3. Disposable Shop Towels 9.1 x 16.75, 10 boxes per case, 126 towels per box, pop up box. Must be hydroknit, Kimberly Clark 34790 or approved equal 260 CS @ S43.67/CS 3. Gulf South Medical Supply, Inc.'s bid dated September 27, 2005 and the City's terms and conditions for ITB #05-113-MA are incorporated into and made a part of this agreement. 4. Prices: As quoted. 5. All invoices shall be directed to: City of Lubbock Accounts Payable PO Box 2000 Lubbock, Texas 79457 6. The City of Lubbock reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the City of Lubbock in the event of breach or default of this agreement. The City of Lubbock reserves the right to terminate this agreement with a thirty (30) day written notice in the event Gulf South Medical SupAIV, Inc. fails to perform in accordance with their proposal dated September 27, 2005. CITY ��O' F I I TBBOCK � l ta Victor Kilman Purchasing & Contract Manager ___�Z,VED A TO TENT: tf arlan Stauffer Facilities Manager VKltat cc: Bid Folder Vendor File Clint Sheurnaker, Central Warehouse A111111111111111111Ittttit��alttt�t��t�rr�tttttttttttttt�tt I 4M IT6 #05-113-MA, Janitorial Paper and Plastic Supplies- Annual Pricing SUBMIT TO: t •, Y o CITY OF LUBBOCK L 1 p CITY OF LUBBOCK, TEXAS Purchasing & Contract Management // 1f `� } 1625 I31h Street, Rm 204 Lubbock, Tx 79401-3830 ,AN EQUAL INVITATION TO BID CONTACT PERSON: OPPORTUNITY Marta Alvarez, Senior Buyer EMPLOYER #05-113-MA TEL: 806.775.2167 FAX: 806.775.2164 OR= http://purchasing.ci.lubbock.tx.us TITLE: SUBMITTAL DEADLINE: Janitorial Paper and Plastic Supplies- Annual Pricing September 29, 2005, 3:00 CST PRE BID DATE, TIME AND LOCATION: September21, 2005 at 11:00 ^v bids recen,ed slierdeefineeand date listedabove, regardless ofthemode of a.m., in the City of Lubbock Central Warehouse, 302 Municipal Drive, delivery, shall be remnied mopened. Lubbock, Texas RESPONDENT NAME: Ct,,If" h 1 irte- LABEL THE: OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE fV led+ -xd CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS. MAILING ADDRESS: i� IF RETURNING AS A "NO BID", PLEASE COMPLETE AND RETURN THE "STATEMENT OF NO BID". CITY — STATE — ZIP: THE CITY OF LUBBOCK RESERVES THE RIGHT TO ACCEPT OR REJECT ANY AN ,oS oo; file VL 32-Z1(p ALL BIDS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITY IN THE COMPETITIVE BID PROCESS, FURTHER, THE CITY RESERVES THE RIGHT T TELEPHONE NO: 506 - 3"}Cv ENTER INTO ANY CONTRACT DEEMED TO BE IN THE BEST INTEREST OF TH CITY. IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS REQUES FAX NO: PERMITS COMPETITIVE BIDS. IT IS THE BIDDER'S RESPONSIBILITY TO ADVIS THE CITY OF LUBBOCK PURCHASING MANAGER IF ANY LANGUAGE E-MAIL: & r�x c�Iis REQUIREMENTS, ETC., OR ANY COMBINATIONS THEREOF, INADVERTENTL RESTRICTS OR LIMITS THE REQUIREMENTS STATED IN THIS [TB TO A SINGL FEDERAL TAX ID NO, OR SOCIAL SECURITY NO. SOURCE. SUCH NOTIFICATION MUST BE SUBMITTED IN WRITING AND MUST B U4 - C6 3) q 1 1 RECEIVED BY THE PURCHASING MANAGER NO LATER THAN FIVE (5) BUSINES DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE. THE BIDDER HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS BID IS BASED ON ANY ADDENDA POSTED ON RFPDEPOT,COM The City of Lubbock Charter states that no officer or employee of the City can benefit from any contract, job, work or service for the municipality or be interested in the sale to the City of any supplies, equipment, material or articles purchased. Will any officer or employee of the City, or member of their immediate family, benefit from the award of this bid to the above firm?_ YES NO IN COMPLIANCE WITH THIS SOLICfrATION, THE UNDERSIGNED BIDDER HAVING EXAMINED THE INVITATION TO BID AND SPECIFICATIONS, AND BEING FAMILIAR WITH THE CONDITIONS TO BE MET, HEREBY SUBMITS THE FOLLOWING BID FOR FURNISHING THE MATERIAL, EQUIPMENT, LABOR AND EVERYTHING NECESSARY FOR PROVIDING THE ITEMS LISTED ON THE ATTACHED BID FORM AND AGREES TO DELIVER SAID ITEMS AT THE LOCATIONS AND FOR THE PRICES SET FORTH ON THE BID FORM, AN INDIVIDUAL AUTHORIZED TO BIND THE COMPANY MUST SIGN THE FOLLOWING SECTION. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN BID REJECTION. By my signature I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, business entity, or person submitting an offer for the same materials, supplies, equipment, or service(s), and is in all respects fair and without collusion or fraud. I further agree that if the offer is accepted, the offeror will convey, sell, assign, or transfer to the City of Lubbock all right, title, and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Texas for price fixing relating to the particular commodity(s) or service (s) purchased or acquired by the City of Lubbock. At the City's discretion, such assignment shall be made and become effective at the time the City tenders final pa nt to the vendor, Authowf ize Signature Title TeXll't i PrintR-ype Name Date , THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE. 05-113-MA.doc ITB # 05-113-MA, Addendum #2 City of Lubbock PURCHASING DEPARTMENT ROOM 204, MUNICIPAL BUILDING 1625 13T" STREET LUBBOCK, TEXAS 79401 PH: (806) 775-2167 FAX: (806) 775-2164 http://purchasing.ci.lubbock.tx.us ADDENDUM #2 ITB##05-113-MA Janitorial Paper and Plastic Supplies Six Month Pricing DATE ISSUED: September 12, 2005 CLOSE DATE: September 29, 2005 @ 3:00 P.M. CST The following items take precedence over specifications for the above named Invitation to Bid (ITB). Where any item called for in the ITB documents is supplemented here, the original requirements, not affected by this addendum, shall remain in effect. Bidders attention is invited to the following: Bid #05-113-MA, Janitorial Paper and Plastic Supplies has been changed from annual pricing to six month pricing. Bid Award 13.9 The purpose of this Invitation to Bid is to set for a period of six (6) month firm pricing for items described herein to be supplied by one or more stocking distributors. The contract has the option of two extensions, six (6) months per extension, upon mutual agreement between the City of Lubbock and the supplier at the end of the initial contract period. The extension(s) will be granted only under the same contract prices and terms and conditions. All request for additional information or clarification must be submitted in writing and directed to: Marta Alvarez, Senior Buyer, City of Lubbock, P.O. Box 2000, Lubbock, Texas 79457 Question may be faxed to (806) 775-2164 or Email to Malvarez@—mylubbock.us THANK YOU, Marta Alvarez CITY OF LUBBOCK Marta Alvarez Senior Buyer It is the intent and purpose of the City of Lubbock that this request permits competitive bids. It shall be the bidder's responsibility to advise the City of Lubbock Purchasing Manager if any lanQuasze, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this ITB to a single source. Such notification must be submitted in writing and must be received by the Purchasing Manager no later than five (5) business days prior to the bid close date. A review of such notifications will be made. ITB#05-113-MAAd2 Cite of Lubbock PURCHASING DEPARTMENT ROOM 204, MUNICIPAL BUILDING 1625 13"` STREET LUBBOCK_ TEXAS 79401 PH: (906) 775-2167 FAX (806) 775-2164 http &purchasing_ciJubboc3 _tx_us ITB # 05-113-MA, Addendum #1 ADDENDUM #1 ITB#05-113-MA Janitorial Paper and Plastic Supplies Annual Pricing DATE ISSUED: September 12, 2005 CLOSE DATE: September 29, 2005 r`a 3:00 P.M. CST The following items take precedence over specifications for the above named Invitation to Bid (1713). Where any item called for in the ITB documents is supplemented here, the original requirements, not affected by this addendum, shall remain in effect. Bidders attention is invited to the following: 1. Bidders must submit the REVISED BID SUBMITTAL form attached. All request for additional information or clarification must be submitted in writing and directed to: Marta Alvarez, Senior Buyer, Cite of Lubbock, P.O. Box 2000, Lubbock, Texas 79457 Question may be faxed to (806) 775-2164 or Email to N1alvarez c mvlubbock.us THANK YOU, --imatfa ogfva¢sz CITY OF LUBBOCK Marta Alvarez Senior Buyer It is the intent and purpose of the City of Lubbock that this request permits competitive bids. It shall be the bidder's responsibility to advise the Citv of Lubbock Purchasing Manager if anv taneuam requirements, etc., or anv combinations thereof, inadvertently restricts or limits the reouirements stated in this ITB to a single source. Such notification must be submitted in writing and must be received by the Purchasing Manager no later than five (5) business days prior to the bid close date. A review of such notifications will be made. ITB#05-113-MAAdl 4- 4 ITB # 05-113-MA, Addendum #1 REVISED BID FORM Janitorial Paper and Plastic Supplies- Annual Pricing CITY OF LUBBOCK, TEXAS ITB 905-1 l3-NIA In compliance with the Invitation to Bid #05-113-MA, the undersigned Bidder having examined the Invitation to Bid and Specifications, and being familiar with the conditions to be met, hereby submits the following Bid for furnishing the material, equipment, labor and everything necessary for providing the items listed below and agrees to deliver said items at the locations and for the prices set forth on this form. The Invitation to Bid 405-1 1 3-MA is by reference incorporated in this contract. The Bid Form must be completed in blue or black ink or by typewriter. Item Description U/M Estimated Unit Price Extended # � Annual Usage Price 1 Scott No. 150 C-Fold Towel or Georgia Pacific #CB CS 168 S I -1.O-Z $ 2,`!33 tv 533 Towel, or Bay West 495 or approved equal. Attach sample to bid for any other brand. COL Warehouse #792010008 2 Toilet Tissue — In rolls, 96 rolls per case, each roll CS 100�,tri,�BE?.5i 5000 Sheets, 2 ply. 4 1/2 ` x 4 1,'2 , Scott 446, Georgia Pacific 20204 or approved equal. Attach sample to bid for any other brand. COL Warehouse #854010000 ;. Disposable Shop Towels 9.1 x 16.75 10 boxes per CS case. 126 towels per box. Pop up box. Must be _6U [i ? I .1,4-71 .a4 Hydroknit. Kimberly Clark 34790 or approved equal. Attach sample to bid for any other brand. COL Warehouse#854010005 6eDI ,Ia`pOe,4,c en`#34 `1P 4. Multifold Towel, White, 250 per package, 16 CS 40 packages per case 9,25 x 9.5. Acclaim 20204 or R4 • Qe approved equal. Attach sample to bid for any other brand. Gec'''J;o. IPac--Cc Tlen- M 4 COL Warehouse #854010008 5. Roll Towel: 2 ply, 12 rolls per case, rolls 8" wide, CS 500 rolls length 800.' Towel has to fit Scott dispenser and la oCOO .9"7 has to be a universal paper that fit almost all common dispensers. Kimberly Clark 0I040 or approved equal. Attach sample to bid for any other brand. COL Warehouse #85401001 I �40 6. Roll Tissue, 2 ply white, 37' x MOWN per case. CS 500 � i y t3. '1 l Georgia Pacific, Acclaim or approved equal. Attach 4 S sample to bid for any other brand. COL Warehouse #854010016 7. White 2 ply facial tissue. 8"x8.3, 100 sheets per box, CS 20 H.4 30 boxes for case. Georeia Pacific 47000 or approved 3cr equal. Attach sample to bid for any other brand. COL Warehouse #8540100I9 8. 24'x 24" High Density Plastic Bags, 8 micron, 11.8 CS 8 13 `j `f ! I t 5 3 pounds per case. 1000 per case. . COL Warehouse#810510000 [olan,d� CH pa4fMC 9. 24'x 33" High Density Plastic Bags, 6 micron, 11.7 CS 3 I tQ . �0P Sc�5�'> . pounds per case. 1000 per case. COL Warehouse #8105I0001 blo+jw l Ra,•40-H C) -33 LC ITB#05-113-MAAd 1 7B # 05-113-MA, Addendum #1 10. 33'x40" High Density Plastic Bags, 20.6 pounds per CS 5 case. 500 per case. ty L4 1 8 oB COL Warehouse #810510003 Colo►i-a-Po,.*(! Ri D 40 IiC 11. 40'08" High Density Plastic Bags, 12 micron. 14,6 CS 8 pounds per case 250 per case. C`� "!e i90A I 3C1 iSy rya COL Warehouse#810510004 Colonial.& *'(!ND 4B►tc. 12. 38'x58" Loin Density can liner-0.95 mil -color white, CS 660 100 per case,13.5 pounds per case, 12 mil. eIj'0 8 ��'�gl'LJJ CO L Wa reh o u se #810510006 13. 38'x58"1.70 mil —liner Low Density 0.92 crams, CS 20 per cc polyethylene bag, higher alpha -olefin type with _ 31. 3� 4''?W 9s a flat seal. 24.2 pounds per case, 100 bags per case. COL Warehouse #810510009 Colvoia-1 z, #TCC-ES)>C14 *PRICE. F.O.B. Destination, Freight Pre -Paid and AIlowed **Days After Receipt of Order (ARO) •.)CLf�117r2S �un1,Y1(3 �,�,�ZC'1 �rvPr� MC1nu-iCLC�urer. ITW5-113-MAAd 1 ITB 405-113-MA, Janitorial Paper and Plastic Supplies- Annual Pricing BID FORM Janitorial Paper and Plastic Supplies- Annual Pricing CITY OF LUBBOCK, TEXAS JJ L� r� I [TB #05-113-MA 4- �QVls.ed 13lU lll�Ii �r'Q-{ f6(t'1�Y. kem - iw7 ' iOCrl1 J"1? 4O c�-l- G17 t • In compliance with the Invitation to Bid #05-113-MA, the undersigned Bidder having examined the Invitatia o Bid and Specifications, and being familiar with the conditions to be met, hereby submits the following Bid for furnishin the material, equipment, labor and everything necessary for providing the items listed below and agrees to deliver said item t the locations and for the prices set forth on this form. The Invitation to Bid 405-113-MA is by reference incorporated i is contract. The Bid Form must be completed in blue or black ink or by typewriter. Item # Description UfN1 Estimated nit Price Extended Price Annual Usage 1 Scott No. 150 C-Fold Towel or Georgia Pacific #CF CS 168 S S 533 Towel, or Bay West 495 or approved equal. Attach sample to bid for any other brand. COL Warehouse #792010008 2 Toilet Tissue — In rolls, 96 rolls per case, each roll 5000 C5 104 Sheets, 21 ply, 4 1/2 ' x 4 1/2 , Scott 446, Georgia Pacific 20204 or approved equal. Attach sample to bid for any other brand. COL Warehouse #854010000 3. Disposable Shop Towels 9.1 x 16.75 10 boxes per case. CS 260 126 towels per box. Pop up box. Must be H,ydroknit. Kimberly Clark 34790 or approved equal. Attach sample to bid for any other brand. COL Warehouse 454010005 4. Multifold Towel, White, 250 per package, 16 p ages CS 40 per case 9.25 x 9.5. Acclaim 20204 or approv d equal. Attach sample to bid for any other brand. COL Warehouse #854010008 5. Roll Towel: 2 ply, 12 rolls per case, lls 8" wide, rolls CS 500 length 800.' Towel has to fit Scott ispenser and has to be a universal paper that fit aim .t al] common dispensers. Kimberly Clark 040 or approved equal. Attach sample to bid for a other brand. COL Warehouse #8540 0011 6. Roll Tissue, 2 ply whi , 3.7" x 2000'/6 per case. CS 500 Georgia Pacific, Ac aim or approved equal. Attach sample to bid for y other brand. COL Wareho a #85401001IV 7. White 2 ply f ial tissue. 8"x8.3, 100 sheets per box, 30 CS 20 boxes for c e. Georgia Pacific 47000 or approved equal. A ch sample to bid for any other brand. COL Warehouse #854010019 8. 24' 4" High Density Plastic Bags, 8 micron, 11.8 CS 8 poidinds. per case. 1000 per case. OL Warehouse #854010000 9. 24'x 33" High Density Plastic Bags, 6 micron, 11.7 CS 3 pounds per case. 1000 per case. COL Warehouse #854010001 0. 33'x40" high Density Plastic Bags, 20.6 pounds per CS 5 V case. 500 per case. COL Warehouse #854010003 05-113-MA.doc 2 ITb #05-113-MA, Janitorial Paper and Plastic Supplies- Annual Pricing 11. 40'x48" High Density Plastic Bags, 12 micron, 14.6 pounds per case.250 per case. COL Warehouse #854010004 CS 8 12. 38'x58" Low Density can liner-0.95 mil -color white, CS 660 100 per case,13.5 pounds per case, 12 mil. COL Warehouse #854010006 13. 38'08"1.70 mil —Liner Low Density 0.92 grams, per cc polyethylene bag, higher alpha -olefin type with a flat CS 20 seal. 24.2 pounds per case, 100 bags per case. COL Warehouse #854010009 *PRICE: F.O.B. Destination, Freight Pre -Paid and Allowed S `5 **Days After Receipt of Order (ARO) PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of n I ul_ %, net I- calendar days. Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later. Discounts for payment in less than ten days will not be considered. MOST FAVOURED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price charged anyone else, including its most favoured customer, for like quality and quantity of the products./services; does not include an element of profit on the sale in excess of that normally obtained by the Bidder on the sale of products/services of like quality and quantity-, and does not include any provision for discounts to selling agents. If at any time during the contract period, the supplier should sell or offer for sale to any other customer. an equal or less quantity of similar contract products of like or better quality, at a lower net price(s) than provided herein, supplier agrees to notifi the City and sell same product(s) at the lower price(s) or, all deliveries made during the period in which such lower price(s) is effective. INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental entities of the State of Texas, by mutual agreement with the successful bidder, and properly authorized interlocal purchasing agreements as provided for by the Interlocai Cooperation Act (Chapter 791, Govenunent Code), the right to purchase the same services, at the prices quoted, for the period of this contract. Each bidder shall indicate on the Bid Form in the space provided below if he/she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions, specifications, and pricing would apply? Other governmental entities that might have interests in this contract are Frenship Independent School District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock Independent School District, South Plains Association of Governments, City of Texarkana, Texas Tech University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth. YES_X NO • If you (the bidder) checked YES, the following will apply: • Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of Lubbock will be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation. All purchases by governmental entities other than the City of Lubbock will be billed directly to that governmental entity and paid by that governmental entity. City of Lubbock will not be responsible for another governmental entity's debts. Each governmental entity will order their own materials/service as needed. THIS BID IS SUBMITTED BY C u+f SO- 11 (L1�kj, ecli 5u�0,i . 11e a corporation organized under the laws ofthe State of DZ4(lctx�re- , or a partnership consisting of n ! a — or an individual trading as o I cL of the City of Firm: Vt.c.if so,411 mej,ad yP),l . Ine - 05-113-MA.doc ITB #05-113-MA, Janitorial Paper and Plastic Supplies- Annual Pneing Address: y 3L 5 Sowi+, po,.A 131 �ki . City: �JZ k5ov-)V' III M/WBE Firm: State- FL tin -1 Zzt� Woman Black American Native American Hispanic American .Asian Pacif American Other (Specify) Date: C, ! a S Authorized Representative - must sign bY hand Officer Name and Title: Term. L. - Udb-x_+ 5,-D;reo4or •SWe ` F"t-,( Please Print Business Telephone Number Q'"n - 5 0 b 31 C, Z FAX: et--�e - - 9 39 7 FOR CITY USE ONLY Bid Form Item Number(s) Awarded to Above Named Firmllndividual: Date of Award by City Council (for bids over $2 ?, 000): Date P.O./Contract Issued: LABEL THE OUTSIDE OF YOUR SEALED BIDWITH THE ITB NUMBER, THE CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS. 05-113•MA.doc 4 ITB #oS-t 13-MA, Janitorial Paper and Plastic Supplies- Annual Pricing Janitorial Paper and Plastic Supplies- Annual Pricing CITY OF LUBBOCK, TEXAS ITB #05-113-MA THE CITY OF LUBBOCK APPRECIATES YOUR TIME AND EFFORT IN PREPARING YOUR BID. ALL BIDDERS SHOULD FAMILIARIZE THEMSELVES WITH THE FOLLOWING INSTRUCTIONS TO BIDDERS, GENERAL CONDITIONS, AND ATTACHED SPECIFICATIONS. I. INSTRUCTIONS TO BIDDERS BID DELIVERY, TIME & DATE L l The City of Lubbock is seeking written and sealed competitive bids to furnish Janitorial Paper and Plastic Supplies- Annual Pricing per the attached specifications. Sealed bids will be received no later than 3:00 p.m. CST, September 29, 2005, if date/time stamped on or before 3:00 p.m. at the office listed below. Any bid received after the date and hour specified will be rejected and returned unopened to the bidder. EACH BID AND SUPPORTING DOCUMENTATION MUST BE IN A SEALED ENVELOPE OR CONTAINER PLAINLY LABELED IN THE LOWER LEFT-HAND CORNER: "ITB #05-113-MA, Janitorial Paper and Plastic Supplies- Annual Pricing" AND THE BID OPENING DATE AND TIME. BIDDERS MUST ALSO INCLUDE THEIR COMPANY NAME AND ADDRESS ON THE OUTSIDE OF THE ENVELOPE OR CONTAINER. Bids must be addressed to: Victor Kilman, Purchasing & Contract Manager City of Lubbock 1625 13th Street, Room 204 Lubbock, Texas 79401 1.2 Bidders are responsible for making certain bids are delivered to the Purchasing Department. Mailing of a bid does not ensure that the bid will be delivered on time or delivered at all. 11' bidder does not hand deliver bid, we suggest that he/she use some sort of delivery service that provides a receipt. The City of Lubbock assumes no responsibility for errant delivery of bids, including those relegated to a courier agent who fails to deliver in accordance with the time and receiving point specified. 1.3 Bids will be accepted in person, by United States Mail, by United Parcel Service, or by private courier service. No bids will be accepted by oral communication, telephone, electronic mail„ telegraphic transmission, or telefacsimile transmission. THE CITY WILL NOT ACCEPT FAX BIDS. The Bid Form must be completed in blue or black ink or by typewriter. 1.4 Bids may be withdrawn prior to the above scheduled time set for closing of the bids. Bids CANNOT be withdrawn, altered or amended after bid closing. Alteration made before bid closing must be initiated by bidder guaranteeing authenticity. 1.5 The City of Lubbock reserves the right to postpone the date and time for opening bids through an addendum. PRE -BID MEETING 2.1 For the purpose of familiarizing bidders with the requirements, answering questions, and issuing addenda as needed for the clarification of the Invitation to Bid (ITB) documents, a pre -bid meeting will be held at 11:00 a.m., September 21, 2005 in the City of Lubbock Central Warehouse, 302 Municipal Drive. Lubbock, Texas. All persons attending the conference will be asked to identify themselves and the prospective bidder they represent. 2.2 It is the bidder's responsibility to attend the pre -bid meeting though the meeting is not mandatory. The City will not be responsible for providing information discussed at the pre -bid meeting to bidders who do not attend the pre -bid meeting. 2.3 The City of Lubbock does not discriminate against person with disabilities. City of Lubbock pre -bid meetings are available to all persons regardless of disability. If you would like information made available in a more accessible format or if you desire assistance, please contact the City of Lubbock ADA Coordinator, 1625 13th Street, (806)775-2018 at least forty-eight (48) hours in advance of the conference. 05•113-MA.doc ITB #05-113-MA, Jarntonal Paper and Plastic Supplies- Annual Pacing CLARIFICATION OF REQUIREMENTS 3.I It is the intent and purpose of the City of Lubbock that this request permits competitive bids. It is the bidder's responsibilityr to advise the City of Lubbock Purchasing Manager if any language. requirements, etc. or any combinations thereof, inadvertently restricts or limits the requirements stated in this ITB to a sinLyle source. Such notification must be submitted in writing and must be received by the Purchasing Manager no later than five (5) business days prior to the bid closing date. A review of such notifications will be made. 3.2 ALL REQUESTS FOR ADDITIONAL INFORMATION OR CLARIFICATION CONCERNING THIS INVITATION TO BID (ITB) MUST BE SUBMITTED IN WRITING NO LATER THAN FIVE (5) BUSINESS DAYS PRIOR TO THE BID CLOSING DATE AND ADDRESSED TO: Marta Alvarez, Senior Buyer City of Lubbock 1625 13`h Street Lubbock, Texas 79401 Fax: (806) 775-2164 RFPDepot: http:/'www.RFPdetlot,com ADDENDA R MODIFICATIONS 4.1 Any changes, additions, or clarifications to the ITB are made by ADDENDA information available over the Internet at hqp:/ www.RFPdepot.com. We strongly suggest that you check for any addenda a minimum of forty-eight hours in advance of the response deadline. BUSINESSES WITHOUT INTERNET ACCESS may use computers available at most public Iibraries. 4.2 Any offeror in doubt as to the true meaning of any part of the ITB or other documents may request an interpretation thereof from the Purchasing Department. At the request of the offeror, or in the event the Purchasing Department deems the interpretation to be substantive, the interpretation will be made by written addenda issued by the Purchasing Department. Such addenda issued by the Purchasing Department will be available over the Internet at http://wwwt•.RFPdepot.com and will become part of the proposal package having the same binding effect as provisions of the originat ITB. No verbal explanations or interpretations will be binding. In order to have a request for interpretation considered, the request must be submitted in writing and must be received by the City of Lubbock. 4.3 All addenda, amendments, and interpretations of this solicitation shall be in writing. The City of Lubbock shall not be legally bound by any amendment or interpretation that is not in writing. Only information supplied by the City in writing or in this 1713 should be used in preparing bid responses. All contacts that a bidder may have had before or after receipt of this ITB with any individuals, employees, or representatives of the City and any information that may have been read in any news media or seen or heard in any communication facility regarding this bid should be disregarded in preparing responses. 4.4 The City does not assume responsibility for the receipt of any addendum sent to bidders. EXAMINATION OF DOCUMENTS AND REQUIREMENTS 5.1 Each bidder shall carefully examine all ITB documents and thoroughly familiarize itself with all requirements prior to submitting a bid to ensure that the goods and/or services being bid meet the intent of these specifications. 5.2 Before submitting a bid, each bidder shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements affecting the requirements of this Invitation to Bid. Failure to make such investigations and examinations shall not relieve the bidder from obligation to comply, in every detail, with all provisions and requirements of the Invitation to Bid, 6 BID SUBMITTAL 6.1 BIDDERS MUST SUBMIT THE ORIGINAL AND ONE COPY OF THE SEALED BID TO THE PURCHASING DEPARTMENT PRIOR TO RESPONSE DUE DATE/TIME. FAILURE TO SUBMIT THE ADDITIONAL COPY MAY RESULT IN THE BID BEING DECLARED UNRESPONSIVE TO SPECIFICATION AND MAY NOT BE FURTHER EVALUATED. The original must be clearly marked "ORIGINAL" and the copy must be clearly marked "COPY". 05-113-MA.doc ITB #05-113-MA, Janitorial Paper and Plastic Supplies- Annual Pricing 6.2 Bids must be submitted on the Bid Form and the Bidder must sign and date their bid in the space provided. Identify the item bid, including brand name and model number. if applicable. Enter unit price, extended cost. and delivery days in the columns provided. In the event of discrepancies in extension, the unit price shall govern. THE BID FORM MUST BE COMPLETED IN BLUE OR BLACK INK OR BY TYPEWRITER. 6.3 The City is exempt from Federal Excise, State Sales and Transportation taxes. TAX MUST NOT BE INCLUDED IN BID. Tax exemption certificates will be executed by the Purchasing Manager upon request. 64 Any information regarding warranties andior maintenance agreements pertaining to said bid item(s) are to be included in the bid. 6.5 Bids will not be considered unless bid F.O.B. delivered and include all deliver' and packaging costs. The number of calendar days required to place the materials in the City's receiving point under normal conditions must be shown on the Bid Form. DO NOT quote shipping dates. Failure to indicate delivery days on the Bid Form will obligate Bidder to complete delivery in two weeks. A minimum of two days better delivery will automatically break a tie bid. Unrealistically short or undue long delivery promises may cause bid to be disregarded. Consistent failure of a bidder to meet delivery, promises without a valid reason may cause removal from the bid list. 6.6 Bid prices must be firm for a minimum period of sixty (60) days. Bids subject to price increases i>.nll not be considered. 6.7 All bids, responses, inquiries, or correspondence relating to or in reference to this ITB, and all reports, charts, and other documentation submitted by bidders shall become the propcM, of the City of Lubbock when received. 6.8 If there are any additional charges of any kind, other than those mentioncd above; specified or unspecified, offeror MUST indicate the items required and attendant costs or forfeit the right to payment for such items. 6.9 LABEL THE OUTSIDE OF YOUR SEALED BID M'ITH THE ITB NUMBER, THE CLOSING DATE AND TIME, AND YOUR COMPAI\Y NAME AND ADDRESS. 7 BID PREPARATION COSTS 7.1 Issuance of this ITB does not commit the City of Lubbock, in any way, to pay aM costs incurred in the preparation and submission of a bid. Also, should a bidder bid an alternate, any test costs to prove equality of product will be at the expense of the bidder, not the City of Lubbock. 7.2 The issuance of this ITB does not obligate the City of Lubbock to enter into contract for any services or equipment. 7.3 All costs related to the preparation and submission of a bid shall be paid by the bidder. TRADE SECRETS, CONFIDENTIAL INFORMATION AND THE TEXAS PUBLIC INFORMATION ACT 8.1 If you consider any portion of your bid to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions. 8.2 The City of Lubbock will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of your bid is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction. In the event a public information request is received for a portion of your bid that you have marked as being confidential information, you will be notified of such request and you will be required to justify your legal position in writing to the Texas Attorney General pursuant to Section 552.305 of the Government Code. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information is in fact not privileged and confidential under Section 552.110 of the Government Code and Section 252.049 of the Local Government Code, then such information will be made available to the requester. 05-113-MA.doc ITB #05-113-MA, Janitorial Paper and Plastic Supplies- Annual Pricing 8.3 Marking your entire bid C'ONFIDENTIAL.TROPRIETARY is not in conformance with the Texas Open Records Act. LICENSES, PERMITS, TAXES 9.1 The price or prices for the work shall include full compensation for all taxes, permits, etc. that the bidder is or may be required to pay. to HISTORICALLY UNDERUTILIZED BUSINESS (HUB) REQUIREMENTS 10.1 The City of Lubbock hereby notifies all bidders that in regard to any contract entered into pursuant to this ITB, Historically Underutilized Businesses (HUB's) will be afforded equal opportunities to submit bids and will not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award. 10.2 A HUB is defined as a small business concern which is at least 51°n owned and controlled by one or more socially and economically disadvantaged individuals, or in the case of any publicly owned business, at least 51 n n of the stock of which is owned by one ore more socially and economically disadvantaged individuals. Socially and economically disadvantaged include Women, Black Americans, Hispanic Americans, Native Americans, Asian -Pacific Americans, and Asian -Indian .Americans. 11 CONFLICT OF INTEREST 11.1 The bidder shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the City of Lubbock. 11.2 By signing and executing this bid, the bidder certifies and represents to the City the bidder has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value for the receipt of special treatment, advantage, information, recipient's decision, opinion, reconunendation, vote or anv other exercise of discretion concerning this bid. 12 AUTHORIZATION TO BIND SUBMITTER OF BID 12.1 Bids must show vendor name and address of bidder. Bids must be manually signed by an officer of the company authorized to bind the submitter to its provisions. Person signing bid must show title or AUTHORITY TO BIND THEIR FIRM IN A CONTRACT. Failure to manually sign bid will disqualify it. 12.2 The bid submitted by the bidder shall become an integral_ part of the contract between the City and the Bidder and the representations, covenants, and conditions therein contained shall be binding upon the person, firm or corporation executing the same. 13 BID AWARD I3.1 The contract may be awarded either to the Iowest responsible bidder or to the bidder who provides goods or services at the best value for the City of Lubbock. In determining the best value for the City of Lubbock, the City may consider; a) The purchase price; b) The reputation of the of the bidder and of the bidder's goods or services; c) The quality of the bidder's goods or services; d) The extent to which the goods or services meet the City's needs; e) The bidder's past relationship with the City; f) The impact on the ability of the City to comply with laws and rules relating to contracting with Historically Underutilized Businesses and non-profit organizations employing persons with disabilities; g) The total long-term cost to the City to acquire goods or services; and h) Any relevant criteria specifically listed in the Invitation to Bid. 13.2 The City of Lubbock reserves the right to reject any or all bids, reject any particular item on a bid, and to waive immaterial formalities and to accept the offer most advantageous to the City of Lubbock in its sole discretion. Unless otherwise specified herein, the City may award the bid either item -by -item or on an all - or -none basis for any item or group of items shown on the Bid Form. 05-113-MA.doc ITt3 #05-113-MA, Janitorial Paper and Plastic Supplies- Annual Pricing 14 15 13.3 All bids are evaluated for compliance with specifications before the bid price is considered. Failure to comply with the listed General Conditions may result in disqualification of bid. 13.4 In case of tie bids. preference will be given to local bidders. Consistent and continued tie bidding on anv commodity could be cause for rejection of bids by the City of Lubbock and/or investigation by the Attorney General to determine possible Anti -Trust violations. 13.5 Before the City may award a bid to a nonresident bidder, the nonresident bidder's bid must be lower than lowest bid submitted by a responsible Texas bidder by the same margin or amount that a Texas bidder would be required to underbid the nonresident bidder in the nonresident bidders' home state. 13.6 Any contract made, or purchase order issued, as a result of this Invitation to Bid, shall be entered into the State of Texas and under the laws of the State of Texas. In connection with the performance of work, the Bidder agrees to comply with the Fair Labor Standard Act, Equal Opportunity Employment Act, and all other applicable Federal, State, and Local laws, regulations, and executive orders to the extent that the same may be applicable. 13.7 NO INDIVIDUAL OF ANY USING DEPARTMENT HAS THE .AUTHORITY TO LEGALLY AND/OR FINANCIALLY COMMIT THE CITY TO ANY CONTRACT, AGREEMENT OR PURCHASE ORDER FOR GOODS OR SERVICES, UNLESS SPECIFICALLY SANCTIONED BY THE REQUIREMENTS OF THIS INVITATION TO BID. 13.8 Responsible Bidder Criteria- The City shall consider only responsible Bidders. Responsible Bidders are those that have, in the sole judgment of the City, the financial ability, experience, resources, skills, capability. reliability and business integrity necessary to perform the requirements of the contract. The City may also consider references and financial stability in determining a responsible Bidder. 13.9 The purpose of this Invitation to Bid is to set for a period of one (1) year firm pricing for items described herein to be supplied by one or more stocking distributors. The contract has the option of two extensions, one (1) year each, upon mutual agreement between the City of Lubbock and the supplier at the end of the initial contract period. The extension(s) will be granted only under the same contract prices and terms and conditions. 13.10 The Distributor must have an inside sales contact to handle emergency situations twenty four (24) hours a day, seven (7) days a week. An after-hours and weekend phone number shall be provided to the City Warehouse Superintendent. 13.11 Goods shall be delivered to the City of Lubbock Central Warehouse, 302 Municipal Drive , or other locations as requested within 2 working days following receipt of purchase order. 13.12 The City reserves the right to award this bid on an "All -or -None" or "Item -per -Item" bases. 13.13 All stated quantities are approximations of usage during the time period to be covered by pricing established by this bid. Actual usage may be more or less. Order quantities and times will be determined by actual need. 13.14 Bidders are instructed to include all necessary charges related to this contract. EQUAL EMPLOYMENT OPPORTUNITY 14.1 Bidder agrees that it will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, age, disability, or in any way violative of Title VII of 1964 Civil Rights Act and amendments, except as permitted by said laws. SPECIFICATIONS 15.1 Any catalog, brand name or manufacturer's reference in the specifications is descriptive and NOT restrictive, and are used to indicate type and quality level desired. Bids on brands of like nature and quality may be considered unless specifically excluded. 152 If bidding on other than reference or specifications, bid must show manufacturer, brand, trade name, catalog and/or lot number, etc., on article offered and certify article offered is equivalent to specifications. 05-113-MA.doc ITH 405-113-MA, Janitorial Paper and Plastic supplies- Annual Pricing If other than specified brand of items are offered, specifications, catalog sheets- illustrations and complete descriptive literature must be submitted with bid. 15.3 Minor deviations from written specifications shall not necessarily disqualify a vendor's bid. The City of Lubbock specification committee will be the sole determiner of what constitutes a minor deviation. 15.4 The City may deem it necessary to specify Approved Brands after conclusive testing, prior to usage or standardization. The City may test any sample(s). supplied free of charge, to qualify for the Approved Brand list. Each sample must be marked with bidder's name and address. At bidder's request and expense, the sample(s) not destroyed or used in examinations and testing will be returned. 15.5 When specifications call for samples to be submitted, samples shall be delivered by the bidder, at bidder's expense, five days prior to the opening of bids. Each sample shall be clearly tagged to show bidder's name and address and item number. 15.6 The City of Lubbock resen=es the right to determine which specific items on any specification requirements require strict adherence, or are most important, and those that are not, or requiring a lesser degree of importance (i.e.. the shade of paint is far Iess important than the horsepower of a motor). Such determination can and will be a basis for evaluating, recommending and making award. The City will, at its sole discretion, assess warrant), offered, and utilize life -cycle costing and/or performance factors as the evaluation method and basis for award. The low bid most closely meeting specifications is usually the bid given the award, although delivery time is sometimes a necessary factor (i,e., a loin bid that best meets specifications will not do us much good if delivery is two years from now). Should a requested specification sheet not be submitted with a bid, this is considered non -responsive and therefore may not be considered. PLEASE READ AND RESPOND TO SPECIFICATION REQUIREMENTS CAREFULLY. 16 CONSIDERATION OF LOCATION OF BIDDER'S PRINCIPAL PLACE OF BUSINESS 16.1 Pursuant to Texas Local Government Code 271.905(b), in purchasing real property or personal property that is not affixed to real property, if the City receives one or more bids from a bidder whose principal place of business is in the City of Lubbock and whose bid is within duee percent Q Xa) of the lowest bid price received by the City from a bidder who is not a resident of the City of Lubbock, the City may enter into a contract with: (1) the lowest bidder; or (2) the bidder whose principal place of business is in the City of Lubbock if the City Council determines, in writing, that the local bidder offers the City the best combination of contract price and additional economic development opportunities for the City of Lubbock created by the contract award, including the employment of residents of the City of Lubbock and increased tax revenues to the City of Lubbock. 16.2 In order to receive consideration, bidders must submit an Affidavit of Eligibility. 17 QUALIFICATIONS OF BIDDERS 17.1 The Bidder may be required before the award of any contract to show to the complete satisfaction of the City of Lubbock that the Bidder or his Subcontractor has the necessary facilities, ability, and financial resources to provide the service specified therein in a satisfactory manner. The Bidder may also be required to give a past history and references in order to satisfy the City of Lubbock in regard to the Bidder's or his Subcontractor's qualifications. 17.2 The City of Lubbock may make reasonable investigations deemed necessary and proper to determine the ability of the Bidder or his Subcontractor to perform the work, and the Bidder shall furnish to the City of Lubbock all information for this purpose that may be requested. The City of Lubbock reserves the right to reject any bid if the evidence submitted by, or investigation of the Bidder fails to satisfy the City of Lubbock that the Bidder or his Subcontractor is properly qualified to carry out the obligations of the contract and to complete the work described therein. Evaluation of the Bidder's or his Subcontractor's qualifications shall include: a) The ability, capacity, skill, and financial resources to perform the work or provide the service required, 05-113•MA.doc 10 ITB #05-11344A„ Janitorial Paper and Plastic supplies- Annual Pricing b) The ability of the Bidder or his Subcontractor to perform the work or provide the service promptly or w7thin the time specified, without delay or interference; c) The character, integrity, reputation, judgment, experience, and efficiency of the Bidder or his Subcontractor; d) The quality of performance of previous contracts or services. 18 ANTI -LOBBYING PROVISION 18.1 DURING THE PERIOD BETWEEN BID CLOSE DATE AND THE CONTRACT AWARD, BIDDERS, INCLUDING THEIR AGENTS AND REPRESENTATIVES, SHALL NOT DIRECTLY DISCUSS OR PROMOTE THEIR BID WITH ANY MEMBER OF THE LUBBOCK CITY COUNCIL OR CITY STAFF EXCEPT IN THE COURSE OF CITY -SPONSORED INQUIRIES, BRIEFINGS, INTERVIEWS, OR PRESENTATIONS. UNLESS REQUESTED BY THE CITY. 18.2 This provision is not meant to preclude bidders from discussing other matters with City Council members or City staff. This policy is intended to create a level playing field for all potential bidders, assure that contract decisions are made in public, and to protect the integrity of the bid process. Violation of this provision may result in rejection of the bidder's bid. 05.113-MA.doc 11 ITB #05-113-MA, Janitorial Paper and Plastic Supplies- Annual Pricing 19 UTILIZATION OF LOCAL BUSINESS RESOURCES 19.1 The City desires, as much as practicable, to stimulate growth in all sectors of the local business community. Bidders are strongly encouraged to explore and implement methods for the utilization of local resources. 20 PROTEST 20.1 All protests regarding the bid solicitation process must be submitted in writing to the City Purchasing Manager within five (5) business days following the opening of bids. This includes all protests relating to advertising of bid notices, deadlines, bid opening, and all other related procedures under the Local Government Code, as well as any protest relating to alleged improprieties with the bidding process. This limitation does not include protests relating to staff recommendations as to award of this bid. Protests relating to staff recommendations may be directed to the City Manager. All staff recommendations will be made available for public review prior to consideration by the City Council as allowed by lam'_ 20.2 FAILURE TO PROTEST WITHIN THE TIME ALLOTTED SHALL CONSTITUTE A WAIVER OF ANY PROTEST. 21 BIDDING ITEMS WITH RECYCLED CONTENT 21.1 In addressing environmental concerns, the City of Lubbock encourages Bidders to submit bids or alternate bids containing items with recvcied content. 21.2 When submitting bids containing items with recycled content, Bidder shall provide documentation adequate for the City to verify the recycled content. The City prefers packaging consisting of materials that are degradable or able to be recycled. The City of Lubbock is aware of the time and of fort you expend in preparing and submitting bids to the City. Please let its krroK of any bid requirement causing you d f iculty in responding to our Invitation to Bid. We want to facilitate your" participation so that all responsible vendors can compete for the Cin''s business. Awards should be made approximately two to six weeks after the opening date. If you have any questions, please contact the Cip- of Lubbock Purchasing Manager at (806) 775-2165. 05-113-MA.doc 12 ITB #C5-113-MA, Janitorial Paper and Plastic Supplies- Annual Pricing IL GENERAL CONDITIONS **** PLEASE READ CAREFULLY **** These General Conditions apply to all bids and become a part of the terns and conditions of any bid submitted. The City shall mean the City of Lubbock. 1Quantities: The quantities appearing in this Invitation to Bid are approximate only and the City reserves the right to increase, decrease or delete any or all items. If the quantities of materials to be furnished are increased.. such increase sliall be paid for according to the unit prices established for the item. In making its bid hereunder, the Seller expressly recognizes the rights of the City provided herein, and further recognizes that the Seller shall have no claims against the City for anticipated profits for the quantities called for. diminished or deleted. Product Guarantee: Seller guarantees equipment or product offered will meet or exceed specifications identified in this bid invitation. The Seller shall, upon request, replace any equipment or product proved to be defective and make any and all adjustments necessary without any expense to the City. If at any time, the equipment or product cannot satisfactorily meet the requirements of the specifications, the Seller shall upon written request from the City, promptly remove such equipment or product without any further expense to the City. At the City's request, Seller will provide evidence sufficient to demonstrate such equipment or product meets the foregoing. Invoices: Seller shall submit separate invoices, in duplicate, on each purchase order or purchase release after each delivery. Invoices shall indicate the purchase order or purchase release number and the supply agreement number if applicable. Invoices shall be itemized and transportation charges, if any, shall be listed separately. A copy of the bill of lading, and the freight waybill when applicable, shall be attached to the invoice. Mail to Accounts Payable, City of Lubbock, P.O. Box MOO, Lubbock, Texas 79457. Payment shall not be due unless and until the Seller shall not be in default under the terms of the contract, and until the above instruments are submitted after delivery. CITY MAI" MAKE PAYMENTS FOR PURCHASES UNDER THIS CONTRACT USING THE CITY'S MASTERCARD PURCHASING CARD (PCARD). THE SELLER AGREES TO ACCEPT PCARD PAYMENTS WITHOUT ANY ADDITIONS OR SURCHARGES. 4 Delivery Delay: When delivery delay can be foreseen, the Seller shall give prior notice to the Purchasing Manager, who shall have the right to extend the delivery date if reasons for delay appear acceptable. The Seller must keep the Purchasing Manager informed at all times of the status of the order. Default in any manner under the contract, including, but not limited to default on promised delivery, without acceptable reasons, or failure to meet specifications hereunder authorizes the Purchasing Manager to purchase goods elsewhere and charge any increase in cost and handling to the defaulting Seller, andior exercise any and all rights available to it by law, equity and/or under the terms of the contract. Every effort will be made by the Purchasing Office to locate the goods at the same or better price as than originally contracted. No WarrantyBy The City Against Infringements: As part of the contract for sale, Seller agrees to ascertain whether goods manufactured in accordance with the specifications attached to the contract will give rise to the rightful claim of any third person by way of infringement of the like. The City makes no warranty that the production of goods according to the specification will not give rise to such a claim, and in no event shall The City be liable to Seller for indemnification in the event that Seller is sued on the grounds of infringement or the like. If Seller is of the opinion that an infringement or the like will result, he will notify the City to this effect in writing within two weeks after the signing of the contract. If the City does not receive notice and is subsequently held liable for the infringement or the like, Seller will save The City harmless. If Seller in good faith ascertains the production of the goods in accordance with the specifications will result in infringement or the like, the contract shall be null and void. Gratuities: The City may, by written notice to the Seller, cancel the contract or purchase order without liability to Seller if it is determined by the City that gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the Seller, or any agent or representative of the Seller, to any officer or employee of the City of Lubbock with a view toward securing a contract or securing favorable treatment with respect to the awarding or amending, or the making of any determinations with respect to the performing of such a contract. In the event the Contract is canceled by the City pursuant to this provision, the City shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by Seller in providing such gratuities. 7 Warranty -Price: a. The price to be paid by the City shall be that contained in Seller's bid which Seller warrants to be no higher than Seller's current prices on orders by other parties for products of the kind and specification covered by the contract for similar quantities under similar or like conditions and methods of purchase. In the event Seller breaches this 05,113-MA.doc 13 ITB #05-113-MA, Janitorial Paper and Plastcc Supplies- Annual Pricing this warranty. the prices of the items shall be reduced to the Seller's current prices on orders by other. or in the alternative. The City may cancel the contract without liability to Seller for breach or Seller's actual expenses. b. The Seller warrants that no person or selling agency has been employed or retained to solicit or secure the contract upon an agreement or understanding for commission, percentage brokerage, or contingent fee excepting bona fide employees of bona fide established commercial or selling agencies maintained by the Seller for the purpose of securing business. For breach or violation of this warranty the City shall have the right in addition to any other right or rights to cancel the contract without liability and to deduct from the Contract price, or otherwise recover the full amount of such claimed commission, percentage, brokerage, or contingent fee. S Cancellation: The City shall have the right to cancel for default all or any part of the undelivered portion of this order if Seller breaches any of the terms hereof including warranties of Seller or if the Seller becomes insolvent and/or files bankruptcy or has bankruptcy filed against it. Such right to cancellation is in addition to and not in lieu of any other remedies which the City may have in law, equity or hereunder. 9 Material Safetv Data Sheets: Seller shall provide the City of Lubbock with current Material Safety Data Sheets (MSDS) for each chemical defined as hazardous under the Texas Hazard Communication Act (every chemical bearing any manner of warning label on the container) to comply with provisions of the Texas Hazard Communication Act, Title 6, Subchapter D, Chapter 502, Texas Health and Safety Code Ann. (This Act is corollary to OSHA Standard 29 CRF 1910.1200, which is generally known as the Right to Know Law.) 10 Termination: The contract or purchase order may be terminated in whole, or in part by the City. Termination hereunder shall be effected by the delivery to the Seller of a "Notice of Termination" specifying the extent to which the contract or purchase order is terminated and the date upon which such termination becomes effective. In the event of said termination, in whole or in part, provided that Seller shall not be in default under the Contract, the Seller shall be entitled to payment only for goods actually delivered. andror services actually performed under and in compliance with the terms of the contract or purchase order. 11 Force Majeure: Neither part, shall be held responsible for losses or damages hereunder, if the fulfillment of any terms of provisions of the contract is delayed or prevented by strike_ walkouts, acts of God, or public enemy, fire, or flood, 12 Assignment -Delegation: No right or interest in the contract shall be assigned or delegation of any obligation made by Seller without the written permission of the City. Any attempted assignment or delegation by Seller shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph. 13 Waiver: No claim or right arising out of a breach of the contract can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party. 14 Interpretation -Parole Evidence: This writing, plus any specifications for bids and performance provided by the City in its advertisement for bids and any other document provided by Seller as part of his bid, is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms of their agreement. Whenever a term defined by the Uniform Commercial Code is used in the contract, the definition contained in the Code is t0 control. 15 Applicable Law: The Contract shall be governed by the Uniform Commercial Code_ Wherever the term "Uniform Commercial Code" is used, it shall be construed as meaning the Uniform Commercial Code as adopted in the State of Texas as effective and in force on the date of the contract. 16 Right To Assurance: Whenever one party to the contract in good faith has reason to question the other party's intent to perform he may demand that the other party give written assurance of this intent to perform. In the event that a demand is made and no assurance is given within five (5) days, the demanding party may treat this failure as an anticipatory repudiation of the Contract. 17 Indemnification: Seller shall indemnify, defend, keep and save harmless the City, its agents, officials and employees, against all injuries, deaths, loss, damages, claims, patent claims, suits, liabilities, judgments, costs and expenses, which may in anywise arise or accrue against the City in consequence of the granting of the contract or which may anywise result therefrom, whether or not it shall be alleged or determined that the act was caused through negligence or omission of the Seller or its employees, or of the subcontractor or assignee or its employees, if any, and the Seller shall, at his own expense, appear, defend and pay all charges of attorneys and all costs and other expenses arising therefrom or incurred in connection therewith, and, if any judgment shall be rendered against the City in any such action, the Seller shall, at its 05-113-MA.doc 14 iTB 905-113-MA, Janitorial Paper and Plastic Supplies- Annual Pricing Seller shall, at its own expenses, satisfy discharge the same. Seller expressly understands and agrees that any bond required by the contract, or otherwise provided by Seller, shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City as herein provided. 18 Nonappropriation: All funds for payment by the City under this contract are subject to the availability of an annual appropriation for this purpose by the City. In the event of nonappropriation of funds by the City Council of the City of Lubbock for the goods or services provided under the contract, the City will terminate the contract, without termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation made for the then - current year for the goods or services covered by this contract is spent, whichever event occurs first. If at any time funds are not appropriated for the continuance of this contract, cancellation shall be accepted by the Seller on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this contract beyond the date of termination. 19 Time: It is hereby expressly agreed and understood that time is of the essence for the performance of the contract, and failure by Seller to meet the time specifications of the contract will cause Seller to be in default of the contract. 20 Silence of Specification: The apparent silence of specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial products and practices are to prevail and that only material and workmanship of the finest quality are to be used. All interpretations of the specifications in this bid shall be made on the basis of this statement. The items furnished under this contract shall be new, unused, of the latest product in production to commercial trade, and shall be of the highest quality as to materials used and workmanship. Manufacturer furnishing these shall be experienced in design and construction of such items and shall be an established supplier of the item bid. 21 Environmental Stewardship The City of Lubbock is fully committed to environmental excellence. It is the policy of the City to demonstrate sound environmental performance by controlling and mitigating the environmental impact of City activities, operations, and services. This commitment extends to the procurement and contracting process. Contractors and suppliers selected to provide services and materials to the City are required to uphold an equally high standard. To that end all contractors and suppliers hired by the City agree to maintain full compliance with any and all applicable environmental regulations. In addition, contractors and suppliers agree to implement whatever processes and procedures necessary to reduce and eliminate pollution and wastes and conserve natural resources while under contract with the City. To the greatest extent possible, while still delivering the highest quality service or material, City contractors and suppliers, as well as any sub- contractors under their supervision, will: • minimize waste and pollution generation; • conserve natural resources and energy; • minimize the use of hazardous materials by choosing the least toxic - yet effective - materials and products; • use the highest available post -consumer content materials and products; • recycle and/or reuse as much as is possible, waste materials; and • incorporate into project design energy efficient fixtures, appliances and mechanical equipment. 1)5.113-MA.doc 15 ITB #05-113-MA, Janitorial Paper and Plastic Supplies- Annual Pricing CITY OF LUBBOCK, TEXAS STATEMENT OF NO BID The City of Lubbock is very conscious and extremely appreciative of the time and effort you expend in preparing and submitting bids to the city. If you do not intend to bid on this requirement. please complete and return this forth prior to date shown for receipt of bid to: Victor Kilman. Purchasing & Contract Manager, City of Lubbock, P.O. Box 2000, Lubbock, Texas 79457. We, the undersigned, have declined to bid on your ITB # 05-113-MA or the following reason(s): Specifications too "tight", i.e. geared toward one brand or manufacturer only. (Please explain reason below Specifications unclear. (Please explain below) Insufficient time to respond to Invitation to Bid. We do not offer this product's or equivalent. (If you wish to remain on bidders list for other commodities and/or sen-ices, please state particular product an&;gr sen°icc under which you wish to be classified.) Our product schedule would not permit us to perform. Unable to meet specifications. Job too large. Job too small. Cannot provide required bonding, Cannot provide required insurance. Biddim, through dealer. Do not wish to do business with the City of Lubbock. (Please explain below) Other (Please specrft helow) REMARKS: Company N Address:— City: — Contact N Business Telephone Number Internet Address:. Company's Internet Web Page State: Zip. Title: FAX: 05.113 •tAA. doc 16 ITB #05-113-AAA, Janitorial Paper and Plastic Supplies- Annual Pricing SUSPENSION AND DEBARMENT CERTIFICATION Federal Law (A-102 Common Rule and OMB Circular A-1 10) prohibits non -Federal entities from contracting with or making sub -awards under covered transactions to parties that are suspended or debarred or whose principals are suspended or debarred. Covered transactions include procurement contracts for goods or services equal to or in excess of 525,000 and all non -procurement transactions (e.g., sub -awards to sub -recipients). Contractors receiving individual awards of 525,000 or more and all sub -recipients must certify that their organization and its principals are not suspended or debarred by a Federal agency. Before an award of 525,000 or more can be made to your firm, you must certify that your organization and its principals are not suspended or debarred by a Federal agency. 1, the undersigned agent for the firm named below, certify that neither this firm nor its principals are suspended or debarred by a Federal agency. COMPANY NAME: C cif f 'SOl V til�ul; eo.i Signature of Company Official: Date Signed: Printed name of company official signing above. Ui��c�r, 5We � 05-113-MA.doc 17 ITI3 #M5-113-MA, Janitors/ Paper and Plastic Supplies -Annual Pricing Cite of Lubbock Consideration of Location of Bidder's Principal Place of Business Affidavit of Elieibilit� Pursuant to Texas Local Government Code 271.945(b), in purchasing real property or personal property that is not affixed to real property, if the City receives one or more bids from a bidder whose principal place of business is in the City of Lubbock and whose bid is within three percent (31/iI) of the lowest bid price received by the City from a bidder who is not a resident of the City of Lubbock, the City may enter into a contract with: (1) the lowest bidder; or (2) the bidder whose principal place of business is in the City of Lubbock if the City Council determines, in writing, that the local bidder offers the City the best combination of contract price and additional economic development opportunities for the City of Lubbock created by the contract award, including the employment of residents of the City of Lubbock and increased tax revenues to the City of Lubbock. In order to receive consideration, bidders must submit this affidavit to: Victor Kilman, Purchasing S Contract Manager Citv of Lubbock 1625 l3`h Street Lubbock, TX 79401 Complete all areas below Incompletc affidavits mail be rejected. Local Business Name: Local Address (must be within the City limits): I . is the above address the principal place of business for the business named above? ?. How many residents of the City of Lubbock are employed at the above business location? 3. Year your business was established in the City of Lubbock: 4. For transactions that require sales tar:, provide the following; Reseller information: Reseller Permit Number: Company Name and Address (as it appears on permit): 5. Does your business have more than one office in the State of Texas? Yes No If Yes, identify the office location considered as the point -of sale for the purpose of sales tax calculation: 6. Was the local business required to pay business and/or real property tax for the most recent tax year? Yes _ No If Yes, did the local business pay any of this tax to the City of Lubbock? Yes No Under penalty of perjury, the undersigned states that the foregoing statements are true and correct. It is further acknowledged that any person, firn, corporation or entity intentionally submining false information to the City in an attempt to qualify for eligibility shall be prohibited from bidding on City of Lubbock products and services for a period of one (1) year. Authorized Signature: Printed Name and Title: Date: 05-113-MA.doc 18 GULF SOUTH September 27, 2005 IFB No. 05-113-MA City of Lubbock Purchasing & Contract Management 1625 13`s Street, Room 204 Lubbock, TX 79401-3830 Attention: Purchasing: Gulf South Medical Supply respectfully submits the attached response to the Bid referenced above for Janitorial Paper and Plastic Supplies — Annual Pricing. As a leading national distributor, Gulf South is able to leverage our expertise and buying power to offer you high -quality, low cost products. We have end -user agreements with most of the manufacturers in the country as well as our own private label products. Gulf South has 12 distribution centers (one close by in Dallas, TX to serve you!) across the United States with 850,000 square feet of warehouse space holding $30 million of inventory. GSMS processes over 75,000 orders per month, and can coordinate delivery on our own trucks - most deliveries are made within one day! Who you need, when you need them - Our dedicated Customer Service Team provides you with access to an assigned representative of Gulf South in your area, tenured customer service personnel in our call center (with extended hours) and a dedicated toll -free line. So that you have the tools you need, when you need them, our value added services and technologies are also a bonus. GS Online is our internet based customer order and information system. This system is way more than just a way to shop online! You can place orders from any remote site, check product pricing and availability, check order status and create customized usage reports. Through this system there are also CEU courses and access to online Material Safety Data Sheets for all products. Through the Budget Manager you can get real time budget information, be alerted when you have exceeded your budget and access monthly and YTD budget status reports. When you build a relationship with Gulf South Medical Supply you are building more than a relationship, you are building a partnership! Gulf South is guided by the unique philosophy that a medical supplier should be more than a source for supplies. We are a consultant and a partner that you can count on to bring you the solutions that reduce your overall costs and drive efficiencies. Gulf South is focused on providing you with the best products for your specific needs. We have proven ourselves as the market leader by offering our customer/partner with the most extensive service offering available. Allow Gulf South to be your partner. You can also access our website at ww%v.,gsms.com for additional information about our company. If I can answer any further questions that you may have, please feel free to contact me anytime at 904-234-2891 or by email ie&ardsrii;gsms.com. I look forward this opportunity to serve you! Sincerely, J i Edwards � to ,State &Federal Contracts Gulf South Medical Supply 4345 Southpoint Boulevard d