Invitation Bid B2727191.pdf

Ronald Hovey Procurement Commissioner Page 1

FLOOR MATS AND MOP HEADS – RENTAL SERVICES

B2727191

Issued by: City of Philadelphia Procurement Department Required by: Department of Aviation

Pre-Bid Meeting: There is no pre-bid meeting scheduled for this bid.

Bid Opening Date: Monday, June 29, 2026 Bid Opening Time: 10:30 AM Philadelphia Local Time Location for Bid Opening: Held via Video Conference Buyer: J. Williams

Quotations must be submitted through PHLContracts no later than the above cited bid opening date and time.

Bid Questions

All questions concerning this Invitation and Bid (I&B) Solicitation, including specifications and conditions, must be presented through PHLContracts within the prescribed time stipulated in the I&B’s Questions Tab.

Bidder agrees to comply with all conditions of this bid.

Invitation and Bid

City of Philadelphia Procurement Department

Philadelphia, PA 19102-1685

Bid Number: B2727191 Page 2

Table of Contents

Section 1 General Bid Submission

1.1 Title

1.2 Contract Term:

1.3 Contract Type

1.4 Methodology of Acquisition:

1.5 Statement of Direction

1.6 Quotation Information

1.7 Bid Security

1.8 Bid Information

1.9 Bid Submission

1.10 Seller Qualification

1.11 Virtual Pre-Bid/Pre-Proposal Meeting

1.12 Site Inspection

Section 2 Specifications

2.1 Specifications

2.7 Airport Security and Clearance Requirements

2.8 Inspection

2.9 Pick-up and Delivery Location

2.10 Mop Heads Wet and Dry

2.13 Floor Mats

2.16 Pricing

Section 3 Bid Evaluation and Award

3.1 Bid Evaluation

3.2 Evaluation and Award

Section 4 Contract Management

4.1 City of Philadelphia Responsibility

4.2 Vendor Responsibility

4.3 Price Increase or Decrease:

4.4 Vendor Acceptances:

Section 5 Pricing

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Section 1 General Bid Submission

1.1 Title

FLOOR MATS AND MOP HEADS – RENTAL SERVICES

1.2 Contract Term: 09/01/2026 to 08/31/2027 (“Initial Term”), with an option to renew for up to four (4) additional one (1) year periods, (“the Renewal Term”) exercisable, at the City’s sole discretion, as of the expiration of the Initial Term or the current Renewal term. The City may, at its sole discretion, renew the contract for up to three (3) months at the beginning of each renewal period(s) (the “Additional Performance Period”), if a decision has been made not to renew the contract for an entire year.

1.2.1 The City shall exercise such sole option to renew the Contract Term by issuing a change order “Renewal Notice” through www.phlcontracts.phila.gov (“PHLContracts”) notifying the successful seller that the Contract is renewed for the Renewal Term or Additional Performance Period (identified by commencement and termination dates) that is specified in the Renewal Notice. The Contract shall be deemed to be renewed for such Renewal Term or Additional Performance Period, and successful seller shall be obligated to perform all terms and conditions of the Contract throughout such Renewal Term or Additional Performance Period, as of the effective date indicated on the City's Renewal Notice, whether or not successful seller has agreed, verbally or in writing, to such renewal of the Contract term.

1.2.2 If an individual Performance Bond and/or Payment Bond is required under this Invitation and Bid, such bond(s) shall be and remain in full force and effect throughout the Initial Term, all Renewal Terms, any Additional Performance Period, and the period of any unexpired warranty provided or required under the Contract, without notice of Contract renewal by the City to the surety or the consent of the surety thereto. It is the sole responsibility of the successful bidder to ensure that such bond(s) remain in full force and effect as provided in this Section, and failure to do so shall be an event of default pursuant to Paragraph 19, Default and Termination, of the attached SS&E Terms and Conditions of Bidding and Contract.

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1.3 Contract Type

1.3.1 Requirements Contract

The following items are required as ordered. Exact quantities cannot now be determined but estimates thereof are listed herein.

Quantities listed may be increased or decreased to meet the requirements of the City during the period of this contract. A minimum is not guaranteed. Purchase orders issued as a result of this bid will be for materials or services to be delivered generally on an as-needed basis. Successful seller(s) are cautioned not to deliver any materials or services without first being advised to do so by the ordering agency through a purchase order or other authorized document from the Airport Purchasing Administration Unit.

1.3.2 It is the intent of the Airport Purchasing Administration Unitto make an award for the period as stated above subject to the appropriation of funds in the succeeding fiscal year(s) by City Council. The City’s fiscal year is from July 1st to June 30th, inclusive.

Materials or services to be ordered after the end of the fiscal year are subject to the issuance of purchase orders for the following fiscal years. The City is not liable for the award involving following fiscal years' funds until such orders are issued.

The obligation to deliver on such purchase orders shall not take effect until the orders are issued.

To simplify the contract procedure, however, the successful seller(s) will be required to furnish an Individual Performance Bond or Performance Security Fee to cover units awarded to them.

1.4 Methodology of Acquisition: Rent only.

1.5 Statement of Direction

It is the intent of the City of Philadelphia to make an award for Error! Reference source not found. for the Department of Aviation specified herein during the contract period.

1.6 Quotation Information

1.6.1 All information concerning this quote will be contained in this response document as issued or amended.

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1.6.2 Information provided verbally by any City official shall not be binding, relevant, or in any way considered to be a commitment by the City. The City will provide, in writing, any clarifications, changes, and/or other information deemed to be necessary.

1.6.3 Any questions or concerns about this Bid Solicitation should be directed to the Procurement employee listed on the cover letter. Please address all questions to him/her prior to returning the document, so all questions may be addressed and answered.

1.6.4 Estimated expenditures for contract period: $100,000.00

1.7 Bid Security

In order to be eligible to sell Services, Supplies and Equipment, all vendors must be enrolled in the City's Annual Bid Security Program. The program covers the City’s fiscal year from July 1, 2025 – June 30, 2026. All sellers must pay the non-refundable Annual Bid Security Program fee of one hundred dollars ($100.00). The fee must be paid through the Revenue Department payment center at: https://www.phila.gov/make-a-payment/

Completed application should be submitted to: PHLcontracts@phila.gov

The fee should be submitted, under separate cover, to the attention of “FY26 Annual Bid Security Program” prior to the first opening date that the seller wants to submit a quote and be covered under the program. Enrollment and payment of the Annual Bid Security Program must be completed in order to be eligible for award in accordance with Paragraph 2 of the “Services, Supplies, and Equipment (SS&E) Terms and Conditions of Bidding and Contract”.

Fees can be paid by:

(a) Electronic check

(b) Credit or debit card, incurring an additional $2.25 processing fee

Please upload or note the payment confirmation to your bid response.

1.8 Bid Information

1.8.1 All information related to this bid will be contained in the Bid Solicitation as issued or amended in PHLContracts.

1.8.2 Information provided verbally by any City official shall not be binding, relevant, or in any way considered to be a commitment by the City. The City will provide, in writing, any clarifications, changes, and/or other information deemed to be necessary.

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1.9 Bid Submission

1.9.1 All quotes submitted to the City of Philadelphia must adhere to all bid submission requirements.

It is the seller's responsibility to ensure all bid submission requirements are met. Failure to adhere to these instructions may result in the quote being disqualified.

1.9.2 All quotes must be electronically submitted to PHLContracts by a seller with legal authority to bind the seller's Company as that authority is more fully described in the “Consent and Authorization Agreement,” which Company has completed, signed and submitted to the City at the time of vendor registration or as an attachment to the first submitted quote; in no event will the City accept a quote from seller unless City has received a duly completed and signed Consent and Authorization Agreement by the time of bid opening. The Contract shall not be legally binding upon the City of Philadelphia unless and until it is executed in accordance with Paragraph 13 of the attached Terms and Conditions.

1.9.3 Quotes to advertised sealed bids shall be submitted through PHLContracts and opened publicly at 10:30 AM Philadelphia local time via online video conference on the bid opening date.

1.9.4 Sellers must submit their electronic quote to the City of Philadelphia through PHLContracts no later than 10:30 AM on the date that the bid opens.

1.9.5 It is the seller's responsibility to ensure that the quote is submitted in a timely manner prior to the bid opening date and time in accordance with Paragraph 1 of attached Terms and Conditions. All quotes must be submitted electronically to the correct bid opportunity established for this Bid, through the PHLContracts online application process at: www.phlcontracts.phila.gov. Sellers who have failed to file complete applications through the PHLContracts online application process will not be considered for the contract. Be advised that the unavailability of timely help through our Customer Service will not extend an advertised deadline for electronic submission of your quote on PHLContracts. Please allow sufficient time prior to any application deadline for an adequate response to your inquiry or request for assistance.

1.9.6 Seller's quote should be complete and include all information required as described in the various sections of the bid solicitation, including but not limited to, specifications, Terms and Conditions of Bidding and Contract, pricing, and all amendments. All pricing must be completed as specified in the bid solicitation. Every submitted quote the seller must fully accept the terms and conditions contained in the bid solicitation. Failure to accept all of the terms and conditions is a matter of responsiveness in accordance with Paragraph 8 of the attached Terms and Conditions.

1.9.7 Processing Fee

In addition to enrollment in the City's Annual Bid Security Program, sellers must pay, for each submitted quote, a non-refundable Bid Processing Fee of $25.00. Sellers can pay this fee

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Receipt of payment must be uploaded to the quote on PHLContracts.

Failure to submit the bid processing fee may result in the seller's disqualification from bidding.

In addition, if an award is made pursuant to the Bid Solicitation, any unpaid processing fees owed by the seller to the City must be paid prior to the City's release of any payments to the seller under the Contract.

The applicable bid processing fee will not be required for this bid if it was previously satisfied in Bid# B2726543. The receipt from B2726543 must be uploaded to the attachments tab in PHLContracts during quote submission.

1.9.8 Local Bidding Preference

In accordance with Chapter 17-109 of The Philadelphia Code relating to Local Bidding Preferences this bid may be subject to a local bid preference1. In order to determine eligibility to receive the preference, if applicable, the seller must be certified as a Local Business Entity (“LBE”) at the time of the bid opening.

Further, through submission of a quote in response to this bid, seller makes the following certification in connection with the grant of any local bidding preference which certification is incorporated into any contract resulting from this bid:

“Throughout the entirety of the contract, my company or my LBE certified subcontractor(s)2 will perform the majority of any work on the subject contract within the geographic limits of the City of Philadelphia and my company or my LBE certified subcontractor(s) will maintain within the City a majority of the inventory or equipment that will be used on the contract or the amount of inventory that is customary for that industry.”

If the Procurement Commissioner determines that the awarded seller fails to comply with its certification at any time during the term of its contract, the awarded seller's LBE certification will be revoked and the awarded seller shall be deemed in substantial breach of such contract, shall be required to pay liquidated damages as outlined in 4.2.5 and may be debarred by the

1 For applicable bids of One Million Dollars or less, the preference is ten percent (10%); for all other applicable bids the preference is five percent (5%).

2 If the Seller relies upon LBE subcontractor(s) to perform the majority of the work and maintain the majority of the inventory or equipment within the City, the subcontractor(s)’ LBE Certification Number and most recent annual affidavit of continuing eligibility must be submitted to the Procurement Department.

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Procurement Commissioner in accordance with the Procurement Department Debarment Regulation for a period up to three years.

To apply for Local Business Entity (LBE) certification, go to:

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/get-certified-as-a-local-business-entity/

Please provide sufficient time prior to bidding for the processing of the LBE application. The Procurement Commissioner reserves the right to request any additional or clarifying information at any time prior to the award of the contract, and during the performance of the contract.

1.9.9 Alternates

If an alternate to any item is offered, the seller must follow instructions in Paragraph 4 of “SS&E Terms and Conditions of Bidding and Contract”. State the brand name and the model number of each alternate offered. Detailed technical information on the alternate should accompany the bid.

Failure to state alternates will obligate the seller to provide materials and/or services specified in the bid solicitation.

Any other product information submitted by a seller in connection with this bid is for purposes of product description, information, and specification only. The seller agrees that any additional terms or conditions contained therein, including, but not limited to, disclaimers or limitations of liability, do not become part of the bid.

1.9.10 Sole Product

If the contract award is a Sole Product:

(a) The award shall be made for the items specified only and alternates will not be considered.

(b) Paragraph 4 of the “SS&E Terms and Conditions of Bidding and Contract” does not apply.

1.9.11 Price List

A price list is not required for this bid.

1.9.12 Questions or Problems

In preparing the bid response, should any seller need clarification on the bid requirements, identify a discrepancy in the specifications, determine that a specified product has been discontinued or an alternate procedure is advised, etc.; then the seller is strongly encouraged to bring these issues to the attention of the Airport Purchasing Administration Unit prior to the bid opening by submitting questions on the Q&A tab of the applicable bid posted through

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PHLContracts. Questions must be received no later than seven (7) calendar days prior to the scheduled opening date of the bid. The City reserves the right to only respond to those questions submitted prior to the stated deadline. The City will respond to questions it considers appropriate to this Bid Solicitation and of interest to all sellers, but reserves the right, in its discretion, not to respond to any question. The City reserves the right, in its discretion, to revise questions. No oral response to any seller question by any City employee or agent shall be binding on the City or in any way considered to be a commitment by the City.

If it is in the City's best interest to do so, the bid may be amended to reflect the proposed changes/modifications. Exceptions taken do not obligate the City to change the specifications.

The City of Philadelphia Airport Purchasing Administration Unit will post all amendments to the Bid on PHLContracts regarding any interpretations/changes made to specifications or instructions. The City will not accept responsibility for oral instructions, suggestions, or changes by any City agency.

Otherwise, the successful seller will have to provide the product or service exactly as defined in the Bid Solicitation including any and all specifications and requirements listed.

1.10 Seller Qualification

All sellers must be a bona fide manufacturer of, or dealer in, the article or service specified within the bid. To demonstrate this, sellers should submit the following reference information with their bid. References provided should be pertinent to the commodity or service requested in this Bid Solicitation; and demonstrate the seller's ability to perform on a contract of this size and scope.

Please note that reference information in each section must be completed. Failure to submit this information may result in the seller's disqualification.

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1.11 Virtual Pre-Bid/Pre-Proposal Meeting

No Pre-Bid Meeting There is no pre-bid meeting scheduled for this Bid.

1.12 Site Inspection

A site inspection is not applicable to this bid.

Section 2 Specifications Successful bidder(s) shall be required to supply the City of Philadelphia’s Department of Aviation with FLOOR MATS AND MOP HEADS – RENTAL SERVICES as listed in Sections 2 of this Invitation and Bid and PHLContracts.

2.1 Specifications

Seller shall supply floor mats and mop heads to the Philadelphia International Airport (PHL) and the Northeast Philadelphia Airport (PNE).

2.2 All floor mats, mop heads, and accessories shall remain the property of the Seller.

2.3 Damaged or defective mop heads and floor mats will not be accepted by the City and shall be replaced at no additional cost to the City.

The awarded seller shall replace damaged or defective mop heads and floor mats within twenty-four hours (24 hours) of notification.

2.4 Unacceptable mop head and frames that will be rejected include, but are not limited to:

2.4.1 Edges not bound or over edged.

2.4.2 Objectionable odor.

2.4.3 Spotted, soiled, or stained.

2.4.4 Evidence of rust or sharp burrs on metal frames.

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2.4.5 Identification markings omitted, illegible, or incomplete.

2.4.6 Frames not of corrosion resistant metal or metal that is coated or plated to resist corrosion.

2.5 The City may be held responsible for lost/destroyed items and will reimburse the seller for such costs. Seller shall state in PHL Contracts, pricing for the replacement cost for mop heads and floor mats.

2.6 Seller shall submit with their bid, the manufacturer’s literature on the floor mats and mop heads to be provided within the contract. Failure to provide the manufacturer’s literature may disqualify the Seller.

2.7 Airport Security and Clearance Requirements

The awarded seller will be required to obtain Airport Security Identification Badges for employees servicing the Rental Service for floor Mats & Mop Heads after the bid award. All fees associated with ID Badging will be the responsibility of the awarded seller. Awarded seller employee’s must attend the Security Identification Display Area (S.I.D.A.) briefing and pass the A.O.A. (Air Operations Area) Driver’s Test to drive on the airfield unescorted. The awarded seller must list their personnel that will be subjected to background checks for FAA security clearances, TSA, and other clearance that may be required to include, fingerprint-based Criminal History Record check certification. The awarded seller will coordinate ID Badging with the contract buyer Jade Williams, Jade.Williams@phl.org.

Vehicle operations within the airport boundaries shall conform with the provisions of the Airport Vehicle Code, Commonwealth of Pennsylvania, all traffic Ordinances of the City of Philadelphia and, in addition, shall conform to any special rules and regulations prescribed by the Department of Aviation (DOA)’s CEO. Privileges to operate motor vehicles on any portion of Airport property may be suspended or permanently revoked by (DOA) for violation of Airport rules and regulations.

Please Note: Security Clearance ID Badges will be required for all providing services at the Philadelphia International Airport. The official ID badging process can be found at the following https://www.phl.org/working-at-phl/resources.

2.8 Inspection

The awarded seller is subject to a product quality control inspection of the rental service of floor mats and mop heads at the delivery point. No mats or mop heads are to be delivered or placed at Airport locations until inspected by an Airport representative. The awarded seller at no cost to the City of Philadelphia will replace unsatisfactory floor mats and mop heads. Upon delivery the awarded seller shall leave the PHL/ PNE representative with the invoice.

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2.8.1 PHL Contact:

The seller will coordinate the Philadelphia International Airport (PHL) inspection effort with Mr.

Mark A Nichols, Custodial Operation Manager at 267-441-5730, or a designated PHL representative to verify delivered Rental Service of Floor Mats and Mop Heads, are free of defects which may interfere with PHL’s proper operation.

2.8.2 PNE Contact:

The seller will coordinate the Northeast Philadelphia Airport (PNE) inspection effort with Mrs.

Michelle Duffy at 215-937-7962 or a PNE representative or a designated PNE representative to verify delivered Rental Service of Floor Mats and Mop Heads, are free of defects which may interfere with proper operations.

2.9 Pick-up and Delivery Location

Pick-up and delivery will be a minimum of once per week, 52 weeks per year. Awarded seller must develop a delivery/invoicing system approved by both PHL and PNE Airports. Delivery and pick-up shall be made on the same day(s) each week, except for Federal/City holidays, in which the seller must deliver the day before the holiday. The holidays are as follows: New Year’s Day, Easter, Memorial Day, July 4th, Labor Day, Thanksgiving and Christmas. Seller shall check in with designated PHL/PNE representative(s), who may accompany them on the service route.

Designated Airport personnel shall be present for count of mopheads/mats delivered and/or picked-up. All deliveries must be recorded and countersigned by seller and designated PHL/PNE representatives.

Each item picked up shall be returned at next delivery; therefore, an even exchange shall be made.

Seller must ensure PHL and PNE receive a minimum (determined by the Airport) each week. Any exceptions shall be disclosed on a report and directly submitted to designated personnel at PHL or

PNE.

2.10 Mop Heads Wet and Dry

2.11 Mop Head: Wet

2.11.1 Head, Mop, Wet Type: 24oz.(+1-2oz.); Head band width at least 6 inches; Double tail band;

Rental service; delivered in bags; to be warranted against spontaneous combustion.

2.11.2 Seller must deliver clean mop heads on a weekly basis at same time mop heads are removed, or as directed by the DOA.

2.12 Mop Head: Dry

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2.12.1 Head, Mop, Dry Type, 60”, 36”, 30” and 24” with frame; Twisted yarn; Rental service; in accordance with Attachment B Procurement Department Specification 26-D-3B:2004 “Dust Control Service”, delivered in bags; to be warranted against spontaneous combustion.

2.12.2 Dry mop heads and frames are not to be delivered as complete units: mop heads and frames are not to be attached at time of delivery. Dry mop heads and frames are to be exchanged one-for-one on a weekly basis. Dry mop heads are to be delivered in bags.

2.13 Floor Mats

2.13.1 All floor mats shall be clean and in good condition, the same color throughout PHL and PNE Airports, in specified sizes, and approved by Airport Representatives. Each walk-off floor mat shall have the Airports Identifier, see Attachment B on the attachment tab in PHLContracts. Final artwork for logos will be provided to seller after the award.

2.13.2 Unacceptable floor mats that will be rejected include, but are not limited to:

2.13.3 Floor mats of substandard elasticity or having lost any aspect of its integrity.

2.13.4 Floor mats that have two (2) or more burn marks or wear marks equal to or greater than 0.25 inches in diameter.

2.13.5 Floor mats with borders missing two (2) or more rubber chunks equal to or greater than 0.25 inches in diameter.

2.13.6 Larger floor mats cut in half or reduced in size in this manner.

2.13.7 Floor mats with torn or separation from rubber backing.

2.13.8 Floor mats with embedded gum.

2.13.9 Floor mats with wavy edges.

2.13.10 Floor mats shall be delivered as complete units packaged in best commercial practices and placed in locations to be designated by DOA.

2.13.11 Unit rental cost of each floor mat, walk-off and scraper, shall include the cleaning and exchanging on a weekly basis.

2.14 Mats: Walk-off

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2.14.1 Seller shall deliver and install clean walk-off floor mats, on a weekly basis, at the same time the unclean floor mats are removed, or as directed by PHL or PNE.

2.14.2 PHL Logo Mat, 5 ft. wide x 6 ft. long with Suction Cup: Rental service; Walk-off, Entrance mat. Nylon pile; Rubber Backing: 100% Nitrile Rubber for maximum oil resistance, weight reduction, and flexibility; Compression molded with Suction Cup and reinforced borders on all four sides; Border Thickness: 94 Mils. minimum; Body Thickness: 52 Mils. minimum;

Flammability: Must meet Federal Flammability codes DOC FF 1-70 for rugs larger than 24 square feet and DOC FF2-70 for rugs less than 24 square feet or latest revisions when applicable. Color:

Manufacturer Standard Dark Blue. Weight not to exceed 48 lbs.

For Reference Only: Mountville Classic Solution Mat

2.14.3 PHL Logo Mat, 5 ft. wide x 12 ft. long with Suction Cup: Rental service; Walk-off, Entrance mat. Nylon pile; Rubber Backing: 100% Nitrile Rubber for maximum oil resistance, weight reduction, and flexibility; Compression molded with Suction Cup and reinforced borders on all four sides, Border Thickness: 94 Mils. minimum; Body Thickness: 52 Mils. minimum;

Flammability: Must meet Federal Flammability codes DOC FF 1-70 for rugs larger than 24 square feet and DOC FF2-70 for rugs less than 24 square feet or latest revisions when applicable. Color:

Manufacturer Standard Dark Blue.

2.14.4 PHL Logo Mat, 5 ft. wide x 6 ft. long with Flat Backing: Rental service; Walk-off, Entrance reduction, and flexibility; Compression molded with reinforced borders on all four sides; Border Thickness: 94 Mils. minimum; Body Thickness: 52 Mils. minimum; Flammability: Must meet Federal Flammability codes DOC FF 1-70 for rugs larger than 24 square feet and DOC FF2-70 for rugs less than 24 square feet or latest revisions when applicable. Color: Manufacturer Standard Dark Blue. Weight not to exceed 48 lbs.

2.14.5 PHL Logo Mat, 5 ft. wide x 12 ft. long with Flat Backing: Rental service; Walk-off, Entrance reduction, and flexibility; Compression molded with reinforced borders on all four sides, Border Thickness: 94 Mils. minimum; Body Thickness: 52 Mils. minimum; Flammability: Must meet Federal Flammability codes DOC FF 1-70 for rugs larger than 24 square feet and DOC FF2-70 for rugs less than 24 square feet or latest revisions when applicable. Color: Manufacturer Standard Dark Blue.

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2.14.6 PNE Logo Mat, 4 ft. wide x 6 ft. long with Flat Backing. Rental service; Walk-off, Entrance mat. Nylon pile on rubber flat backing; Pile height at least ¼ inches; Rubber backing to extend at least one half (1/2) inch beyond pile on all 4 edges. Flammability: Must meet Federal Flammability codes DOC FF 1-70 for rugs larger than 24 square feet and DOC FF2-70 for rugs less than 24 square feet or latest revisions when applicable. Color: Manufacturer Standard Dark Blue.

2.14.7 PNE Logo Mat, 3 ft. wide x 10 ft. long with Flat Backing; Rental service; Walk-off, Entrance mat. Nylon pile on rubber flat backing; Pile height at least ¼ inches; Rubber backing to extend at least one half (1/2) inch beyond pile on all 4 edges. Flammability: Must meet Federal Flammability codes DOC FF 1-70 for rugs larger than 24 square feet and DOC FF2-70 for rugs less than 24 square feet or latest revisions when applicable. Color: Manufacturer Standard Dark Blue.

2.15 MATS: Scraper (On-Call)

2.15.1 Seller shall deliver and install clean scraper floor mats as directed by the DOA on an on-call basis at the same time as when scraper floor mats are removed.

2.15.2 PNE Mat, 3 ft. wide x 5 ft. long; Rental service; Scraper, Outside Entrance; Rubber grooved on rubber flat backing; Thickness at least ¼ inches; Rubber backing to extend at least one half (1/2) inch beyond grooves on all 4 edges beveled downward. Mat shall be constructed to hold dirt, soil, and up to 1 gallon of water. Color: Manufacturer Standard Dark Blue.

2.16 Pricing

In PHLContracts, seller(s) shall submit unit price and manufacturer and model number of the listed items. Prices shall be firm for the Initial Term of the contract. If subsequent Renewal Terms are exercised by the City, the seller may increase prices as per paragraph 4.3 “Price Increase or Decrease.”

2.17 Mop Heads

28525-000-050 Mop Head, (24 oz.) Wet Type (Est. Qty. 425 mop wet heads / week X 52 Weeks)

28525-000-085 Mop Head, (60”) Dry Type (Est. Qty. 50 dry mop heads / week X 52 Weeks

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28525-000-086 Mop Head, (36”) Dry Type (Est. Qty. 20 dry mop heads / week X 52 Weeks)

28525-000-087 Mop Head, (30”) Dry Type (Est. Qty. 20 dry mop heads / week X 52 Weeks)

28525-000-088 Mop Head, (24”) Dry Type (Est. Qty. 24 dry mop heads / week X 52 Weeks)

2.18 Mop Head Frames

28525-000-089 Mop Head, (60”) frame (Est. Qty. 15 mop head frames / week X 52 Weeks)

28525-000-090 Mop Head, (36”) frame (Est. Qty. 5 mop head frames / week X 52 Weeks)

28525-000-091 Mop Head, (30”) frame (Est. Qty. 5 mop head frames / week X 52 Weeks)

28525-000-092 Mop Head, (24”) frame (Est. Qty. 6 mop head frames / week X 52 Weeks)

2.19 Mats: Walk Off

28525-000-074

Size: 5 ft. wide x 6 ft. long. (5’x 6’) Walk-off with suction cup and PHL logo (Est. Qty. 5 mats / week X 52 Weeks)

28525-000-073 Size: 5 ft. wide x 12 ft. long. (5’x 12’) Walk-off with suction cup and PHL logo (Est. Qty. 5 mats / week X 52 Weeks)

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28525-000-101 Size: 5 ft. wide x 6 ft. long. (5’x 6’)

Walk-off with flat backing and PHL logo (Est. Qty. 5 mats / week X 52 Weeks)

28525-000-102 Size: 5 ft. wide x 12 ft. long. (5’x 12’) Walk-off with flat backing and PHL logo (Est. Qty. 5 mats / week X 52 Weeks)

28525-000-057

Size: 4 ft. wide x 6 ft. long. (4’x 6’) Walk-off with flat backing and PNE logo (Est. Qty. 3 mats / week X 52 Weeks)

28525-000-058

Size: 3 ft. wide x 10 ft. long. (3’x 10’) Walk-off with flat backing and PNE logo (Est. Qty. 3 Scraper mats / week X 52 Weeks)

2.20 Mats: Scraper

28525-000-063 Size: 3 ft. wide x 5 ft. long. (3’x 5’) (Est. Qty. 4 Replacement mop heads / week X 52 Weeks)

2.21 Replacement Charges (For Items Lost or Destroyed by the City)

28525-000-065 Replacement, Mop Head, 24oz, Wet Type

(Est. Qty. 2 Replacement mop heads / week X 52 Weeks)

28525-000-093 Replacement, Mop Head, 60”, Dry Type (Est. Qty. 2 Replacement mop heads / week X 52 Weeks)

28525-000-094 Replacement, Mop Head, 36”, Dry Type (Est. Qty. 2 Replacement mop heads / week X 52 Weeks)

28525-000-095 Replacement, Mop Head, 30”, Dry Type (Est. Qty. 2 Replacement mop heads / week X 52 Weeks)

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Bid Number: B2727191 Page 18

28525-000-096 Replacement, Mop Head, 24”, Dry Type

(Est. Qty. 2 Replacement mop heads / week X 52 Weeks)

28525-000-097 Replacement, Mop Head Frame, 60” (Est. Qty. 10 Replacement mop heads)

28525-000-098 Replacement, Mop Head Frame, 36” Est. Qty. 10 Replacement mop heads)

28525-000-099 Replacement, Mop Head Frame, 30” (Est. Qty. 10 Replacement mop heads)

28525-000-100 Replacement, Mop Head Frame, 24” (Est. Qty. 10 Replacement mop heads)

28525-000-076 Replacement, Mat, PHL Logo, Walk-off with suction cup Size 5’W x 6’L (Est. Qty. 20 Replacement mats)

28525-000-103 Replacement, Mat, PHL Logo, Walk-off with flat backing Size 5’W x 6’L (Est. Qty. 20 Replacement mats)

28525-000-075 Replacement, Mat, PHL Logo, Walk-off with suction cup.

Size 5’W x 12’L (Est. Qty. 20 Replacement mats)

28525-000-104 Replacement, Mat, PHL Logo, Walk-off with flat backing.

Size 5’W x 12’L (Est. Qty. 20 Replacement mats)

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28525-000-070 Replacement, Mat, PNE Logo

Walk-off with flat backing.

Size 4’ W x 6’ L (Est. Qty. 10 Replacement mats)

28525-000-071

Replacement, Mat, PNE Logo Walk-off with flat backing.

Size 3’ W x 10’L (Est. Qty. 10 Replacement mats)

28525-000-072

Replacement, Scraper Mat, Size: 3’ W x 5 L (Est. Qty. 10 Replacement mats)

Section 3 Bid Evaluation and Award

3.1 Bid Evaluation

3.1.1 Bids will be evaluated by the Airport Purchasing Administration Unit.

3.1.2 Bids will be evaluated for responsiveness to the bid specifications and the responsibility of the sellers.

3.1.3 Bids may be disqualified if they are deemed to be non-responsive without notice. All decisions regarding responsiveness are final and are not appealable.

A bid may be deemed non-responsive for any of the following:

(a) improper bid security

(b) improper bid execution

(c) incompleteness

(d) offering counter terms and conditions

3.1.4 Sellers whose bids are determined to be non-responsible for reasons of seller qualification shall be notified by the City of the reasons for the determination and may contest the finding of non-responsibility through the prescribed procedures described in paragraph 9 of “SS&E Terms and Conditions of Bidding and Contract”.

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3.2 Evaluation and Award

3.2.1 This Invitation and Bid shall be awarded to the lowest responsive and responsible seller in whole. Seller must bid on all items to be eligible for award.

3.2.2 While the contract will be awarded to the lowest responsive and responsible seller as otherwise provided in this Invitation and Bid, the City aspires to purchase articles manufactured in the City of Philadelphia or in the Commonwealth of Pennsylvania.

3.2.3 Application of LBE Preference

In applying the 10% preference, if applicable, the bid price of the LBE will be multiplied by .90 and rounded to the second decimal place. In applying the 5% preference, if applicable, the bid price of the LBE will be multiplied by .95 and rounded to the second decimal place. The adjusted bid price of the LBE will then be used in determining the lowest responsive and responsible seller. If the bid is awarded as a whole or by section, the local bid preference may be applicable.

If the bid is awarded by line item, the local bid preference is not applicable.

Unless the Procurement Commissioner determines to waive the preference for the reasons stated in subsection 7b. of the LBE Regulation, an LBE, whose bid is otherwise responsive and responsible and who has submitted the required information, shall be granted the applicable bid preference on competitive bid(s) awards that are awarded as a whole or by section.

3.2.4 Basis of Award for Evaluation Purposes

The prices used for the calculation of the Basis of Award must be the same prices as quoted in PHLContracts. In the event of a conflict between the prices quoted in PHLContracts of the bid and those used in the Basis of Award, the prices quoted in the PHLContracts will prevail and will be used for calculations.

3.2.5 Performance Security and Bond

In this bid, Performance Security in the amount of $25.00 is required as outlined in paragraph 13 of “SS&E Terms and Conditions of Bidding and Contract”. Any applicable performance security shall be required for any subsequent renewal periods.

Fees are paid electronically through the Revenue Department payment center at:

https://www.phila.gov/make-a-payment/

Type of Fee Fee Amount Bid Processing Fee $25.00 Annual Master Bid Security Fee $100.00 Performance Security Fee $25.00

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3.2.6 Required Disclosures

In accordance with Philadelphia Code Section 17-104, the successful seller, after award of the Contract, is required to disclose the following:

(a) Slavery Era Records. The seller will complete an affidavit certifying and representing that the seller (including any parent company, subsidiary, exclusive distributor or company affiliated with seller) has searched any and all records of the seller or any predecessor business entity regarding records of investments or profits from slavery or slaveholder insurance policies during the slavery era. The names of any slaves or slaveholders described in those records must be disclosed in the affidavit. The seller expressly understands and agrees that any false certification or representation in connection with this disclosure and/or any failure to comply with these requirements shall constitute a substantial breach of this Contract entitling the City to all rights and remedies provided in this Contract or otherwise available in law (including, but not limited to, Section 17-104 of The Philadelphia Code) or equity and the Contract will be deemed voidable. In addition, it is understood that false certification or representation is subject to prosecution under Title 18 Pa.C.S.A. Section 4904.

(b) Female Executives and Board Members. The seller must provide the following information:

i. the current percentage of female executive officers in the company and the current percentage of females on the company's executive and full boards;

(c) Demographic Data Disclosures. The seller agrees to provide the following information before formally accepting the Contract:

i. Seller’s and each subcontractor’s prior years of experience performing on City contracts in any capacity during the five calendar years prior to the date of the opening of bids for the Contract;

ii. Demographic data on the workforce of the seller (race, ethnicity, gender identity, salary range, Philadelphia residence, and other categories that may be established by regulation), as of the Report Date (June 30th immediately preceding the date the bid is filed); and

iii. Demographic data on the board of the seller

The above disclosure requirements can be fulfilled via electronic form:

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/

For Sole Source contracts, the seller is subject to additional disclosure requirements established under Chapter 17-1400 of The Philadelphia Code.

The seller expressly understands and agrees that any false certification or representation in

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Bid Number: B2727191 Page 22 connection with this disclosure and/or any failure to comply with these requirements shall constitute a substantial breach of this Contract entitling the City to all rights and remedies provided in this Contract or otherwise available in law (including, but not limited to, the “City of Philadelphia Policy and Procedures for Debarment and Suspension of Vendors and Contractors”) or equity and the Contract will be deemed voidable. In addition, it is understood that false certification or representation is subject to prosecution under Title 18 Pa.C.S.A.

Section 4904.

3.2.7 Anti-discrimination and Equal Opportunity in Contracting

The City, acting through its Office of Economic Opportunity (“OEO”), works to ensure that all businesses desiring to do business with the City have an equal opportunity to compete under the City’s procurement process free from unlawful discrimination. In furtherance of this goal, the City will track the participation of small and local businesses at all tiers of City contracting.

In accordance with City requirements and all applicable law, seller agrees to comply with the City’s requirements for the collection, retention, and reporting of data relating to contracting at any tier, including subcontracts.

Nothing in this Section shall be interpreted as (i) imposing mandatory quotas or percentages tied to protected group status, (ii) limiting the City's ability to periodically review, amend, or update its contracting policies consistent with applicable law and evolving policy objectives, or

(iii) limiting the City’s ability to issue additional guidance on the collection, retention, and reporting of contracting data pursuant to this Section.

Seller agrees that the City may, in its sole discretion, conduct periodic reviews to monitor seller’s compliance with the collection of data relating to contracting at any tier, including subcontracts.

Seller agrees that in the event the City determines that seller has failed to comply with any of the requirements of this Section, the City may exercise any rights and remedies it may have under this Contract which includes withholding payment, suspension or termination.

The City has no direct contractual relationship with any subcontractor, and the Contract does not give any subcontractor any legal rights or remedies pursuant to this Section except the rights or remedies such subcontractor may be entitled to under its contract with seller. The remedies outlined in this Contract are for the City’s benefit only. The failure of the City to enforce or the indulgence of any non-compliance with this Section shall not constitute a waiver of the City’s rights nor give rise to actions by any third parties, including subcontractors.

Seller hereby verifies that all information submitted to the City in connection with this Section is true and correct and is notified that the submission of false information is subject to the penalties of 18 Pa.C.S. § 4904 relating to unsworn falsification to authorities, which may

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Bid Number: B2727191 Page 23 include payment of a fine of at least $1,000 and a term of imprisonment of not more than two

(2) years.”

3.2.8 Insurance:

Insurance is a requirement for this bid in accordance with Paragraph 15 of the “SS&E Terms and Conditions of Bidding and Contract”. No contract will be executed nor purchase order issued unless and until all required insurance certificates, in the required amount, are received.

All insurance must meet the following requirements:

Insured must be in the same name and address as the successful seller.

The insurance carrier must be rated “A” or better by AM Best.

The certificate holder must be the City of Philadelphia, and specifically named as an additional insured on the certificate in the "Description of Operations section".

Certificate must be signed by an authorized representative of the insurance company/carrier.

All certificates are to be uploaded to PHLContracts or sent to Mae.Mitchell@phl.org or Elizabeth.Mendoza@phl.org

Section 4 Contract Management

4.1 City of Philadelphia Responsibility

4.1.1 Order Against Contracts

Upon contract conformance, purchase order(s) will be issued at such time that the product and/or service is needed and will show if delivery is to be made upon receipt of order, or only after notification by the using department.

(a) For Requirements contract types, products or services will be ordered and delivered on an as-needed basis during the contract term. A minimum quantity is not guaranteed.

(b) For Firm Limit contract types, products or services will be ordered and delivered at one-time in the quantity specified.

4.1.2 Invoices

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Invoices shall be submitted after delivery and acceptance of the product or service by the City.

The City makes all efforts to process invoices in a timely manner. Incomplete or inaccurate information may result in invoice processing delays.

Invoices must contain the information specified in section 4.2.13 in order for the City to process payments as quickly as possible.

Payments will only be made to the entity name as shown on the purchase order; the invoice must reflect this same entity name as the entity to “pay to”. Before any City payments are made, the awarded entity will be required to enroll in ACH and submit invoices through the City’s vendor payment portal at: https://vendor-payments.phila.gov/login.

4.1.3 The using agencies and departments are responsible for monitoring the services and/or products delivered as described in the contract. If any problems arise, a letter should be sent to the vendor requesting resolution by a specified date. A copy should be sent to the buyer. If vendor does not resolve the breach of contract by the requested date the matter should be turned over to the buyer.

4.1.4 Add-ons

The City reserves the right to add, delete and/or acquire products/services that the successful seller can supply that are similar to, but not specifically called for in this bid. The procedure for such acquisitions shall be as follows:

Airport Purchasing Administration Unit or the using department will obtain from the successful seller a letter (on his/her letterhead) verifying the items to be added. The letter shall include the complete description of the item, the location (if applicable), the bid number bid schedule number, the price to the City and the applicable contract period; and upon receipt and approval by the Airport Purchasing Administration Unit shall automatically become part of the contract.

The City, however, reserves the right to accept or reject the letter and to acquire the supplies or materials in the open market.

4.1.5 Materials Testing:

The City of Philadelphia, may, during the life of this contract, supply a delivered product from this contract to the Materials Testing Laboratory. These products shall be tested to ensure conformance with bid specifications. If the product fails, or is different from the product supplied at the award stage, rejection procedures will be implemented.

4.2 Vendor Responsibility

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4.2.1 The awarded seller may deliver only products, services or equipment as authorized in the contract and only after receipt of a purchase order or other authorized document from the Airport Purchasing Administration Unit. All orders must be in writing. Contractor shall not accept verbal delivery requests until after receipt of purchase order or other authorizing document from Airport Purchasing Administration Unit.

4.2.2 The awarded seller may deliver only products, services or equipment at the prices quoted in the contract and that are reflected on a purchase order or a change to a purchase order (a change to a purchase order is issued whenever the items, unit price, total amount, or terms and conditions change from the original purchase order).

4.2.3 The awarded seller may deliver products, services or equipment up to the dollar limit of the purchase order and for the period shown on the purchase order. Sellers are requested to carefully monitor obligations against purchase orders and inform the departments of anticipated funding shortfalls.

4.2.4 Delivery

Unless otherwise specified in Section 2, noted by the seller in PHLContracts, and/or approved by the Using Agency, delivery of product and/or service will be made within 30 days from date requested by Using Agency. On the PHLContracts questions tab, specify if delivery is other than weekly.

4.2.5 Liquidated Damages

Liquidated damages in the amount of 10% of the unit price may be applied to each item which exceeds the delivery schedule/requirement.

Failure to provide items within a specified time

Failure to inform of canceled and or delayed delivery/pickup

Failure to collect soiled/unclean items at time of delivery/pickup

Failure to provide clean items at time of delivery

Failure to contact/meet with a PHL representative once on site

4.2.6 In the event that the successful seller receives an order for products, services or equipment not specifically priced and incorporated into the contract, they must:

(a) bring this to the immediate attention of the Airport Purchasing Administration Unit specialist noted on the cover page.

(b) notify the ordering agency in writing and refuse to deliver.

4.2.7 Should products, services, or equipment be delivered that are not specifically incorporated and priced into the contract, and/or be delivered without purchase order, the City shall have no obligation for payment.

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4.2.8 For delivery of products or equipment, the successful seller shall honor and be paid for orders placed until the close of business of the date of purchase order expiration. Delivery of product may occur following purchase order expiration, so long as the order was placed prior to the purchase order expiration date.

4.2.9 For performance of services, the successful seller shall honor and be paid for orders placed until the close of business of the date of purchase order expiration. Performance of services may occur following purchase order expiration, so long as the order was placed prior to the purchase order expiration date.

4.2.10 Approval of Work

All completed work shall be approved by the ordering department prior to approval for payment. Work must be completed in a first class workmanlike manner to the absolute satisfaction of the City.