4-Special Terms Conditions and Additional Requirement.docx
DOCX document 43 KB Posted
- Attached to
- Barricades Traffic Cones and Accessories
- Solicitation number
- RFB-26-127
- Issued by
- Yuma County, Arizona
About this file
This is a Special Terms and Conditions document for a Request for Bid (RFB-26-127) issued by the City of Yuma, Arizona, for the procurement of barricades, traffic cones, and accessories. The solicitation will be publicly opened via Microsoft Teams on a specified date at 11:10 AM MST. All bidders must access the solicitation through the City's Procurement Portal at yumaaz.bonfirehub.com/portal. The contract will be for an initial term of 12 months with the option for four additional one-year renewal terms. The awarded vendor(s) must hold firm, fixed pricing for the first 12 months, and vendors are required to notify the City of any price changes 30 days prior to the contract anniversary date. Multiple awards may be made to different vendors to serve various City departments including Public Works, Parks & Recreation, Police, Fire, and Community Development. Deliveries must occur between 7:00 AM and 1:00 PM Arizona time, Monday through Friday, excluding holidays and weekends, unless alternative arrangements are made.
Pricing must be quoted as an all-inclusive cost with no additional charges permitted, and freight must be F.O.B. Destination with no freight charges allowed. Vendors must indicate any minimum order requirements, with preference given to those without minimums. If the contract value exceeds $100,000, it will be canceled and formally rebid as required by City Charter. The City reserves the right to request price reductions if current market value is lower than the contracted price and may expand the contract to include other barricade, traffic cone, and accessory items at prices based on the same cost-profit formula as listed items. The City of Yuma has entered into interactive purchasing agreements with other political subdivisions, and awarded vendors may be required to extend contract pricing to those parties. Evaluation criteria include bid responsiveness, delivery capabilities, warranty terms, and past performance. Bid submittal assistance is available through Support@gobonfire.com, Monday through Friday, 8 AM to 8 PM EST.
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Other files
| File | Type | Posted |
|---|---|---|
| 2-Certification Addendum Acknowledgement Form.pdf | ||
| 3-Materials Only for Instructions Standard T C.pdf | ||
| 5-Specifications.docx | DOCX document | |
| 1-2CFR Section 200 Certification Fill Form.pdf |
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Text version
Procurement Division
Request For Bid (RFB)
| Project: | Barricades, Traffic Cones and Accessories |
| Ref #: | RFB-26-127 |
Public opening to be conducted via Microsoft Teams at 11:10 AM MST Teams: Click here to join the meeting Meeting ID: 250 375 466 245 Passcode: GNHyjB
All City of Yuma solicitations are accessed through the City’s Procurement Portal[footnoteRef:1] (Portal). A schedule of events and all other information pertaining to the solicitation are located in the Portal. Bid submittal assistance is available at Support@gobonfire.com, Monday through Friday, 8AM to 8PM, EST. [1: https://yumaaz.bonfirehub.com/portal/]
1. SPECIAL TERMS AND CONDITIONS
1.1 ANNUAL CONTRACTS: Bidder will hold firm, fixed pricing for a period of 12 months after notice of award. Bidders may also be requested to make multiple deliveries to one or more locations, at no additional cost to the City.
1.2 BID LIMIT (INFORMAL): In the event this contract exceeds $100,000.00, the contract will be canceled and formally bid as required by City Charter.
1.3 BRAND NAMES: Unless otherwise specified, the mention of a particular manufacturer’s brand name or number in the specifications does not imply that this particular product is the only one that will be considered for purchase. This reference is intended solely to designate the type of quality of merchandise that will be acceptable. Alternate offers will be considered and must include descriptive literature and/or specifications. Failure to provide descriptive literature and/or specifications with alternate offers may be considered non-responsive.
1.4 CONTRACT EXTENSION: In the event the City does not opt to renew the contract or the City and Bidder(s) are unable to reconfirm or renegotiate unit rates for another year, the City will have the option of extending this contract at the current rates, but not-to-exceed six months total.
1.5 COOPERATIVE USE OF CONTRACT: The City of Yuma, Arizona has entered into interactive purchasing agreements with other political subdivisions, cities and towns in order to conserve resources, reduce procurement costs, and improve the timely acquisition and costs of goods or services. The Bidder(s) to whom this contract is awarded may be requested by other parties to said interactive purchasing agreements to extend to those parties the right to purchase goods or services provided by the Bidder(s) under this contract, pursuant to the terms and conditions stated herein.
1.6 EMERGENCY DELIVERIES: The City may purchase goods or services required under “emergency” situations, after-hours, or on weekends.
1.7 EXPANSION CLAUSE: This contract may be further expanded to include any other item normally offered by the Contractor, as long as the price of such additional products is based on the same cost/profit formula as the listed items.
1.8 MULTIPLE AWARDS: The City has numerous departments that could become potential customers. In order to assure that any ensuing contracts will allow the City to fulfill current and future requirements, the City reserves the right to award contracts to multiple companies. The actual utilization of any contract will be at the sole discretion of the City. The City may make multiple awards and should be taken into consideration by each Bidder.
1.9 PRICE ADJUSTMENT: The City’s Procurement Manager and the user department will review documented requests for price increases after any contract has been in effect for one year. Any general price increase adjustment will only be made at the time of contract extension and will be a factor in the extension review process. The City Procurement Manager will determine whether the requested price increase or an alternate option, is in the best interest of the City. Any price adjustment will be effective upon the date of the contract extension.
1.10 PRICE REDUCTION: If the contracted price is higher than the current Fair Market Value for the commodity, the City of Yuma may request the awarded Bidder(s) to reduce the price to the current Fair Market Value. The current awarded Bidder may offer to the City of Yuma a price reduction adjustment at any time during the term of contract. The price reduction adjustment will become effective upon the City’s receipt of notice.
1.11 TERM: This contract will be renewable for four (4) additional one-year terms, one year at a time. It will be the vendor's responsibility to notify City of any price change 30 days prior to the anniversary date of contract renewal. Failure to do so may result in the denial of any increase requested. The contract will automatically be renewed annually at the same price(s) if no request has been received.
2. Additional Requirements
| 2.1 | Prices quoted must remain firm-fixed for the first TWELVE months. |
| 2.2 | Vendor agrees to price bid as an all-inclusive cost. No other charges will be allowed. |
| 2.3 | Vendors must indicate any minimum order requirements for each item listed in this invitation for bid. Preference may be given to vendors that DO NOT require minimum quantities on order. |
| 2.4 | If any products vary from the specification, or if substitution or alternatives are offered, such variations must be listed in writing on the conformance sheet and attach detailed item specification. The City reserves the right to waive minor deviations if the equipment is suitable for the intended purpose. |
| 2.5 | This contract provides for indefinite quantity of each item listed. |
| 2.6 | Vendor to provide samples if requested and provide manuals on material. |
| 2.7 | Delivery may be a consideration for award of bid. Delivery hours are from 7:00 am – 1:00 pm Arizona time, Monday through Friday, excluding holidays and weekends, unless other arrangements have been made between the awarded vendor and the City of Yuma. |
| 2.8 | As stated on page 1, Section 1.7, this contract may be further expanded to include any other Barricades, Traffic Cones and Accessories normally offered by the vendor(s), as long as the price of such additional products is based on the same cost/profit formula as the listed items. |
| 2.9 | As stated on page 11, Request For Bid (RFB) (Materials Only) Section 3.30, freight must always be F.O.B. Destination. No freight charges will be allowed for any item purchased under this agreement. |
| 2.10 | It is the City’s intention to make this contract available for use by all City Departments (i.e., Public Works, Parks & Recreation, Police Department, Fire Department, and Community Development). |
| 2.11 | Criteria for evaluation of bid proposals must include responsiveness to bid; delivery, warranty; and past performance. |
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