Bid_Specs_Event_4233.pdf

SPECIFICATIONS

City of Minneapolis Public Works

Hydraulic Hoses and Fittings Bid Event: 4233

OVERVIEW/PURPOSE

The City of Minneapolis Solid Waste and Fleet Services Divisions, along with various Boards and departments, is seeking bids to provide hydraulic hoses, fittings, related components and services as listed in these specifications and on the Bid Form, all in accordance with the specifications as follows.

CONTRACT TERM

Basis of Award

The bid will be awarded to the lowest responsive and responsible bidder. The low bidder will be determined by the total sum of the 45 lines on the Bid Form. You must submit a price on ALL lines on the Bid Form, in order to be considered responsive.

The successful bidder will be awarded an initial one (1) year contract. The contract may be renewed at the expiration of the initial term at the request of the City. The City reserves the right to extend this contract for up to two (2) additional 12-month periods if agreeable to both parties.

Price Escalation

Prices shall be firm for the first year of the contract. After the initial contract period, an escalation may be allowed for any extensions based upon a demonstrable industry-wide, regional, or operational increases in the contractor’s costs. For documentary evidence to be considered, it must be submitted to the City of Minneapolis Purchasing Department sixty (60) days prior to the end of the current contract year. The exact amount of escalation, if any, will be governed by the validity of the documentary evidence submitted. No price increase will be effective until approved by the City of Minneapolis Purchasing Department. With the exception of extraordinary circumstances, the amount of any increase shall not exceed the Consumer Price Index (CPI) or five (5) percent, whichever is higher.

DESCRIPTION/REQUIREMENTS

• The bidder must provide and deliver the current Parker hoses & fittings as listed on the Bid

Form.

• Additionally, the Supplier must possess and sell hose-making equipment and related materials.

Bidder must be capable of making hoses on site and delivering these items to the City within seven (7) working days after receipt of the order.

• Re-ordering for the replenishment of stock bins will be no longer than seven (7) working days. If required, bidder may need to deliver orders on an overnight basis if requested by one of the City departments or boards.

• Bidder must be capable of cross-referencing Dayco, Tomkin and other manufacturer's numbers to the current Parker part numbers.

• Hoses and fittings will be stocked on a “Keep Fill” system with the bidder performing a weekly on-site inventory of stocked hose and fittings and to confirm the reordering of necessary materials and supplies with the department representatives.

• When requested, the bidder will provide free training and literature on hose and fitting products and assembly procedures at the requested work sites.

• If requested, the vendor will also provide on-site product identification, lettering, numbering organizational movement and bar-coding of products. Bidder to list on bid form the price per hour for such service.

• The bidder that is awarded the bid will provide the most current price sheet for both Dayco and Parker items used by the department.

No substitutes for the Parker parts listed on the Bid Form will be allowed, unless an alternative manufacturer is listed on the Bid Form.

DELIVERY

All prices should include shipping, handling, and delivery to the City of Minneapolis (City) Departments and Board locations.

INVOICE AND PAYMENT

All work requested under this Contract shall be placed on a City issued Purchase Order. Bidder shall make all reasonable efforts to submit invoices and documentation in an electronic format, such as PDF or other format compatible with City software capabilities, in lieu of paper invoices and documentation, when so requested by City. Upon delivery and acceptance of the materials, the Bidder shall submit an invoice detailing the appropriate charges.

Invoices shall be submitted to:

City of Minneapolis – Accounts Payable 505 Fourth Ave. S, Room 310 Minneapolis, MN 55415 Email: submitinvoices@minneapolismn.gov

Upon receipt of invoice and final inspection and acceptance of the materials, the City will render payment within thirty (30) days unless any items thereon are questioned, in which event payment will be withheld pending verification of the amount claimed and the validity of the claim. The Supplier shall provide complete cooperation during any such investigation.

mailto:submitinvoices@minneapolismn.gov