Door_Hardware_and_Services_Bid_Specifications.pdf

Specifications

MBC – Best Locks Hardware

Event 4271

Background

The Municipal Building Commission is soliciting vendors to furnish all labor, equipment and incidentals for Best Locks door hardware products for a commercial building located at 350 S.

5th St. Minneapolis, MN 55415.

This contract is for one year with up to two one (1)-year renewals. Prices will remain firm for the first year with prices adjustment made by mutual agreement upon renewal of the contract.

It is estimated that $35,000 of product will be ordered per year. If bids come in over $175k, quantities will be reduced to stay within the maximum contract amount.

Pricing per order is to be the unit price; the estimated quantities is for reference and is not a guarantee of work or ordering.

Bidders must be a Best Locks distributor. The City utilizes Best Lock cores in the building and need to remain consistent. A Best Locks distributor guarantees that we will have access to Best Locks support.

Quantities

The quantities specified in this Contract are estimated only. They may not indicate the actual quantity which will be ordered, since such volume will depend upon requirements which develop during the Contract period.

Quantities shown shall not be construed to represent any amount which the City shall be obligated to purchase under the Contract or relieve the Contractor of its obligation to fill all orders placed by the City.

Non-Exclusive

Any contract(s) resulting from this Request for Bid will not be an exclusive contract and the City reserves the right to hire other contractors, to perform similar work, and seek bids from other vendors.

Rights of the City

The City reserves the sole and exclusive right, in accordance with all applicable law, to reject all or any part of any bid, waive informalities, defects, irregularities, variances, technicalities, and award the contract to the lowest responsive and responsible bidder(s) to best serve the interest of the City. Informality shall mean a minor defect or variation of a bid from the exact requirements of the specifications which does not affect the price, quality, quantity, or delivery schedule for the goods, services or construction being procured.

Price Escalation

Prices shall be firm for the initial contract period. After the initial contract period, an escalation may be allowed for any extensions based upon a demonstrable industry wide, regional and/or operational increases in the contractor’s costs. For documented evidence to be considered, it must be submitted to the City of Minneapolis Procurement Office 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 Procurement Office. 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.

Bid Form

All bidders shall respond with a unit price per the items requested on the Excel sheet provided.

This is to be turned in on the eSupplier portal long with your Total Bid amount.

A valid bid response shall include the following items. This information will become the basis for the evaluation of the bid.

1) Price shall consist of all labor, equipment, materiel, fuel, and miscellaneous costs to transport Best Locks Door Hardware to the MBC Building 50 S. 5th St.

Minneapolis, MN 55415.

2) The Bid Form must be filled out in Excel and attached to the bid response. No handwritten prices will be accepted. The spreadsheet will auto-calculate the Base Bid.

3) In the event of a mathematical error, the unit price shall govern.

Invoice And Payment:

All work requested under this Contract shall be placed on a City issued Purchase Order.

Contractor 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 service, the Contractor shall submit an invoice detailing the appropriate charges.

Invoices shall be submitted to:

City of Minneapolis

505 Fourth Ave S, Room 310

Minneapolis, MN 55415

Email: submitinvoices@minneapolismn.gov

Upon receipt of invoice and final inspection and acceptance of the service, 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 Contractor shall provide complete cooperation during any such investigation.

The City will not pre-pay for service. All bills shall state the location and dates of service being billed. All fees, taxes, charges, surcharges, and revenue payments are to be itemized.

No payment will be made for material stored off-site except in situations where payments may be considered by the City for materials which are stored in a secured area, to be verified by the City and where the Contractor maintains adequate insurance coverage protecting specific materials from loss.

Proof of insurance shall be supplied prior to payment for any materials stored off-site.