Glycol - GL-FAC-DB229 T_C.docx

800 S Taft Avenue ● Loveland, CO 80537 ● Office (970) 613-6875 ● Fax (970) 613-6887

BULK GLYCOL DELIVERY, INSTALL, REMOVAL & RECOVERY -

Mountain View and Thompson Valley High School

Thompson School District R2-J - Purchasing Office

================ TERMS AND CONDITIONS ================

1. PURPOSE OF QUOTE: The purpose of this quote is to obtain pricing to Provide Poly Propylene Glycol delivery, installation, removal & recovery as specified, on the included Quotation Sheet.

2. METHOD OF AWARD – Best Interest: It is the intent of the District to award the lowest responsive, responsible bidder on an All or None basis, as to be in the best interest of the District. To be considered for award, the bidder shall offer prices for all items within. Notwithstanding, the District reserves the right to alter this method of award if such alteration is in the best interest of the District.

3. PRICES SHALL BE FIXED AND FIRM FOR THE TERM OF THE CONTRACT: If the bidder is awarded a contract under this solicitation, the prices proposed by the Bidder shall remain fixed and firm during the term of the contract; provided, however, that the bidder may offer incentive discounts from this fixed price to the District at any time during the contractual term.

4. DELIVERY SHALL BE TO LOCATION AND WITHIN TIME FRAME STIPULATED: The Bidder shall coordinate the necessary delivery and installation requirements of the items with the Purchasing Office in accordance with the delivery location and delivery date posted on the purchase order. It is very important that the delivery be scheduled, coordinated and closely monitored by the District.

All deliveries shall be made in accordance with good commercial practice and shall be adhered to by the successful Bidder(s); except in such cases where the delivery will be delayed due to acts of God, strikes, or other causes beyond the control of the Bidder. In these cases, the Bidder shall notify the District of the delays in advance of the delivery date so that a revised delivery schedule can be negotiated.

5. DEFICIENCIES, DEFECTS AND/OR DAMAGES TO PRODUCTS SHALL BE CORRECTED BY BIDDER: The successful Bidder shall promptly correct all deficiencies, defects, and/or damages in equipment or products delivered to the District in accordance with this Bid. All corrections shall be made within five (5) business days after such deficiencies, defects, and/or damages are verbally reported to the Bidder by the Purchasing Office. The Bidder shall be responsible for filing, processing and collecting all damage claims against the shipper when applicable.

6. INDEMNIFICATION AND INSURANCE WHEN PERFORMING SERVICES ON DISTRICT PROPERTY: The successful Bidder shall indemnify and save the District harmless from any and all claims, liabilities, losses and causes of action which may arise out of the fulfillment of the Bidder’s contractual obligations as outlined in the Proposal. The Bidder shall pay all claims and losses of any nature whatever in connection, and shall defend all suits, in the name of the District when applicable, and shall pay all costs and judgments which may be issued.

The Bidder shall furnish the District’s Purchasing Office with a Certificate of Insurance which indicates that insurance coverage has been obtained which meets the requirements as outlined below:

A. Worker’s Compensation Insurance on all employees of the Bidder based on statutory limits prescribed by and for the State of Colorado.

www.thompsonschools.org

B. General Liability Insurance on a comprehensive basis in an amount not less than $2,000,000 combined single limit per occurrence for bodily injury and property damage. Thompson School District R2-J must be shown as an additional insured with respect to this coverage.

C. Automotive Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the work, in an amount not less than $2,000,000 combined single limit per occurrence for bodily injury and property damage.

D. The Thompson School District R2-J shall be named as an additional insured on the Commercial General Liability and Automobile Liability Insurance Policy (leases and construction contracts will require the additional insured coverage for completed operations on endorsements CG 2010 11/85, CG 2037 or equivalent). Coverage required of the contract will be primary over any insurance of self-insurance program carried by Thompson School District R2-J.

All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Colorado. The Company must be rated no less than “B+” by the latest edition of Best’s Insurance Guide which is published by A.M. Best Company, Oldwick, New Jersey. In insurance coverage required shall include those classifications, as listed in standard liability insurance manuals, which most nearly reflect the operations of the Bidder. The Bidder shall be responsible for notifying the District of any modification to, or cancellation of, these policies during the contractual period; including, but not limited to, any pending or paid claims against the aggregate amount of the policy.

7. ELIGIBILITY OF BIDDERS: MUST BE ENGAGED IN SUPPLYING PRODUCTS OR SERVICES RENDERED. Bids will only be considered from firms which have been engaged in the business of manufacturing or distributing the goods and/or performing services as described. The bidders must be able to provide evidence that they have an established satisfactory record of performance for a reasonable period of time and have sufficient financial support, equipment and organization to ensure that they can satisfactorily execute the services if awarded a contract. The term “equipment and organization” as used herein shall be construed to mean a fully equipped and well established company in line with the best business practices in the industry and as determined by the proper authorities of the District

The District reserves the right, before awarding the Contract, to require a bidder to submit such evidence of its qualifications as it may deem necessary, and may consider any evidence available to it (including, but not limited to, the financial, technical and other qualifications and abilities of the bidder, including past performance and experience with the District) in making the award in the best interest of the District.

8. METHOD OF PAYMENT - INVOICE FOR A SINGLE DELIVERY: The successful bidder shall submit an invoice to the District’s Financial Services Department. The invoice shall reference the appropriate purchase order number, the delivery address, and the corresponding delivery ticket or packing slip number that was signed by the authorized representative of the District, when the items were delivered and accepted. The date of the invoice shall not exceed thirty (30) calendar days from the date of delivery of the items. Under no circumstances shall the invoice be submitted to the District in advance of the delivery and acceptance of the items.

11. PACKING SLIP AND/OR DELIVERY TICKET: The Bidder shall enclose a complete packing slip or delivery ticket with any items to be delivered in conjunction with this bid solicitation. The packing slip shall be attached to the shipping carton(s) which contain the items and shall be made available to the District’s authorized representative during delivery. The packing slip or delivery ticket shall include, at a minimum, the following information: purchase order number, date of order, a complete listing of items being delivered, and back-order quantities and estimated delivery date of back-orders if applicable and allowable.

12. SHIPPING TERMS - FOB DESTINATION, INSIDE DELIVERY, FREIGHT PREPAID: All bidders shall quote prices based on F.O.B. Destination, Inside Delivery, and Freight Prepaid. Accordingly, the unit cost of each item bid shall include handling, shipping and freight charges. It shall be agreed and understood that the Bidder shall hold title to the goods until such time as they are delivered inside the building, installed in the room(s) required, and accepted by an authorized District representative.

It shall be agreed and understood that the Bidder is responsible for shipping the goods via a method which provides the required services, at the lowest cost consistent therewith. Such shipping charges are subject to audit and the Bidder shall be liable for any and all freight charges that cannot be documented by its selected carrier.

13. WARRANTY SHALL BE SUPPLIED IN WRITTEN FORM: The Bidder shall supply a copy of its written warranty certificates with its bid proposal. If this written warranty is not provided in the bid proposal, the Bidder may be given the opportunity to submit these certificates to the District during the bid evaluation period in its best interest. The warranty supplied by the Bidder shall remain in force for the full period identified by the Bidder; regardless of whether the Bidder is under contract with the District at the time of defect. Any payment by the District on behalf of goods and services received from the Bidder does not constitute waiver of these warranty provisions.

14. ADJUSTMENT OF QUANTITIES: While the quantities stipulated in this quotation will be used by the District for purposes of determining the low bidder meeting specifications, it is hereby agreed and understood that the District has the right to adjust (increase or reduce) the quantities ordered in conjunction with this Bid based on the project budget and need.

15. CONTACT PERSON: For additional information regarding the specifications and requirements of this Quote, please contact Diana Birnbaum, Buyer, at (970) 613-6875, e-mail: diana.birnbaum@tsd.org.

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