OFFICE_SUPPLIES.pdf

Informal Selection - OFFICE SUPPLIES Release Date: Thursday, May 18, 2023

City of Pasadena Water & Power Department (Water)

Informal Selection for

OFFICE SUPPLIES

2023-Informal-484

1. INTRODUCTION

1. Summary

The City is seeking quotes or proposals for OFFICE SUPPLIES as outlined in this SOLICITATION.

The Contractor may need to meet other certain minimum qualifications to propose on this specification..

2023-Informal-484

Furnish and deliver general office supplies to six (6) Pasadena Water and Power ("PWP") locations within the City of Pasadena. Bid Categories are as follows:

PART A- Paper Products, Writing Pads, Books, Calendars

PART B- Desk Supplies and Office Accessories

PART C- Filing and Labeling Supplies

PART D- Kitchen Supplies

PART E- Hygiene Supplies

PART F- Catalog percentage discount for items not listed in Parts A-E

Part G- Delivery

2. Contact Information

Dealine for Questions

The deadline to submit questions related to this solicitation is Monday, May 22, 2023, prior to 2:56 pm.

Questions regarding this solicitation should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this solicitation. Any questions submitted after the date and time specified may not be considered.

Vendor Registration Instructions & Customer Service information:

Click here to register on the City's eProcurement Portal.

https://procurement.opengov.com/portal/pasadena

If you are already registered and need help logging in or retrieving your user information use the blue chat bubble on the lower right hand corner of the screen.

Additional instructions are included in this solicitation (See section named "Instructions for Registering onto the City's eProcurement Portal.

Customer Service

For assistance with e-bidding or uploading documents: Contact Open Gov via the blue chat bubble

Monday through Friday 5am - 5pm PST, except statutory holidays

Veronica Jimenez Office Assistant Email: vjimenez@cityofpasadena.net Phone: (626) 744-8423 Department:

Water & Power Department (Water)

3. Timeline

Release Project Date May 18, 2023

Question Submission Deadline May 22, 2023, 2:56pm

Submission Deadline May 31, 2023, 2:57pm

2. INSTRUCTIONS

1. TERMS AND CONDITIONS OF PURCHASE ORDER CONTRACT

TERMS AND CONDITIONS OF PURCHASE ORDER CONTRACT

https://www.cityofpasadena.net/wp-content/uploads/sites/27/Terms-Conditions-of-Purchase- Order.pdf

2. Contract Duration

The Contract resulting from this proposal is scheduled to start 07/01/2023. The Contract resulting from this proposal is scheduled to end 06/30/2024.

3. Evaluation of Bid mailto:vjimenez@cityofpasadena.net tel:(626)744-8423 https://www.cityofpasadena.net/wp-content/uploads/sites/27/Terms-Conditions-of-Purchase-Order.pdf https://www.cityofpasadena.net/wp-content/uploads/sites/27/Terms-Conditions-of-Purchase-Order.pdf https://www.cityofpasadena.net/wp-content/uploads/sites/27/Terms-Conditions-of-Purchase-Order.pdf

Bids will be evaluated based on the lowest Grand Total Price submitted in the Bidders' Proposal. The contract award will be made from among responsive and responsible bidders. In case of a discrepancy between the unit prices and item total, the unit price shall govern. In the event of a discrepancy between the item totals and the grand total price the item totals shall prevail. The prices will be subject to adjustment by the City on that basis in the event of discrepancy and bid awarded.

4. PUBLIC CONTRACT CODE SEC. 9204 NEW PUBLIC WORKS CLAIMS PROCEDURE

Observe attached details regarding Public Contract Code Section 9204. AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.

5. Quantities

The quantities contained in the documents are approximate only and are for the sole purpose of comparing proposals. The City may, in accordance with the specifications, request additional goods or services as necessary at the City's sole discretion, as increased by the unit price noted and payment will be made for the amount of goods or services actually provided as determined by the City and accepted at the unit prices noted in the proposal.

6. Standard terms and conditions

Prior to the award of any work hereunder, City and contractor shall enter into a written contract in substantially the form attached hereto with such revisions thereto as the City may determine necessary and appropriate. PROPOSERS responding to this SOLICITATION are strongly advised to review all the terms and conditions of the contract, and shall be deemed to have accepted them.

7. Funding Source

This procurement is funded by: City of Pasadena. Vendors must submit all required document with their proposal.

8. COST PROPOSAL: Cost Proposal Submittal

Parties interested in responding are required to submit their Cost Proposal with their Technical proposal (if one was required).

The pricing must include the total price proposed to accomplish all the performance and deliverables requested in this SOLICITATION, and offered by your firm. Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The cost proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The cost proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for all materials and supplies.

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Costs shall include the proposed costs and, if necessary, the approximate number of hours to provide the services as described in your proposal. Any additional fees outside the scope of the agreement must be approved in writing before commencing services for said fees.

Vendor’s response must be inclusive of all costs and expenses associated with travel, lodging, and any other incidental costs. The City will not separately reimburse costs not included in the proposal.

9. Definitions

The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this SOLICITATION, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.

10. Addenda

If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this SOLICITATION, he/she may submit to the City representative(s) identified in the subsection named "Deadline for RFP Questions," above, a written request for an interpretation or correction thereof.

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in Section 3, above. Addenda (if any) shall be made available to each Proposer. A proposer’s failure to address the requirements of any and all addenda may result in the proposal not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The Proposer is responsible to register with “OpenGov” at www.cityofpasadena.net to insure they receive all SOLICITATION documents including addendums which are available as a download.

The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.

11. Ordering Authority

Work orders of products or services will be placed in writing by Veronica Jimenez, Office Assistant ((626) 744-8423; vjimenez@cityofpasadena.net). Any work orders made through any other methods or by any other individuals may be accepted.

12. RELEVANT EXPERIENCE

Provide experience with governmental agencies for twoprojects/contracts of similar scope and size.

Complete and submit the attached Relevant Experience Form with your proposal to demonstrate experience with projects/contracts of similar scope and size to that which is to be performed.

13. Delivery Instructions

Regular deliveries: Must deliver within 2 business days of order placement. Business days are defined as Monday through every other Friday between the hours of 7:30 a.m. to 5:30 p.m. See the schedule for closed Fridays: https://www.cityofpasadena.net/planning/scheduled-city-closure-9-80-plan/.

Deliveries Must be Made to:

Various see details

14. WARRANTY

Contractor shall provide factory warranties on all materials furnished against defects in materials and/or workmanship. The factory warranty shall become effective on the date of delivery and acceptance by the City. Should any defect in materials or workmanship appear during the warranty period, the Contractor shall repair or replace the same at no cost to the City.

15. DEFECTIVE MATERIALS:

Any materials not conforming to requirements of this Specification shall be considered defective. All such materials, whether in place or not, shall be immediately removed from the site of the work. Any defective materials installed shall be removed and replaced by the City and all costs of removal and replacement shall be deducted from any amounts due or to become due to the Contractor. No rejected materials, the defects of which have been subsequently corrected, shall be used.

16. RECEIVING AND INSPECTION

Deficient parts will be rejected and the Contractor will be required to make the necessary adjustments or replacements. It shall be the Contractor’s responsibility to pick up any rejected parts, make the necessary corrections, and re-deliver at no additional cost to the City.

3. SPECIFICATION

1. ONLINE ORDERING

Must provide 24/7 online ordering with individual login IDs for designated PWP buyers. Items must include details such as photo images, quantities per UOM, weight, colors, etc., and contract prices must be visible to staff placing orders. Completed orders must be confirmed back to buyer through email.

Vendors must also provide a contact person by phone or email during normal business hours that can answer questions about product, prices, and assist with special order items.

https://www.cityofpasadena.net/planning/scheduled-city-closure-9-80-plan/

2. REPORTING

Upon request, vendor must be able to provide summary report that includes the following details:

a) Invoice Number

b) Items and catalog percentage discount

c) Quantities

d) Purchasing Location

e) Buyer

f) Price

3. INVOICING

Vendor must provide an invoice for each order placed and submit electronically through the City of Pasadena vendor portal. Each invoice must contain a unique invoice number and clearly detail items, quantities, price, and purchase order number. A written delivery acknowledgement must accompany each submitted invoice.

4. EXCHANGE AND RETURNS

If an item must be exchanged and returned, vendor must issue a credit memo within five (5) working days.

5. CATALOG PERCENTAGE DISCOUNT FOR NON-BID LIST ITEMS

The items list for these specifications comprises approximately 75 percent of PWP's annual office supplies purchases. PWP seeks catalog percentage discount that would apply to items that are not included on this bid list. For bidding purposes, the bid amount for this section shall be based on $5,000:

Calculation: $5,000 X (your percentage discount) = Bid Amount

6. ESTIMATED QUANTITY OF ORDERS

The combined annual quantity of orders between all locations is estimated to be approximately 120.

Ordering frequency will vary between locations.

7. DELIVERY

Standard delivery shall be no later than two business days after orders are placed within normal business hours.

DELIVERY LOCATIONS

150 S. Los Robles Ave., Pasadena, CA 91101

311 W. Mountain Ave., Pasadena, CA 91103

245 W. Mountain Ave., Pasadena, CA 91103

1055 E. Colorado Blvd., Pasadena, CA 91106

85 E. State St., Pasadena, CA 91105

45 E. Glenarm Ave., Pasadena, CA 91105

Normal Business Hours are Monday through Thursday every other Friday 8:00 a.m. until 4:00 p.m.

Unless specifically requested by PWP, no deliveries shall take place on Saturday, Sunday, or holidays recognized by the City of Pasadena.

8. CATALOG AND BRANDS/ EQUIVALENTS

The Item Codes in these Specifications represent sample brands. The brands offered must be of equal or better quality and PWP reserves the right to reject any brand offered for any reason. Questions about the acceptance of specific brands must be submitted online through the Q&A process by 3:00 p.m. (Pacific) on 5/22/2023

1.PRICING MUST BE VALID from JULY 2023 through JUNE 2024

2. AWARD WILL BE BASED ON LOWEST BID

3. Any incomplete bid will be ruled unresponsive and may not be considered for an award.

4. Awarded vendor will be required to provide the following

a. W-9

b. Completed vendor questionnaire form for new vendors

c. Insurance documents if vendor is coming on site. Please refer to the attachments for sample forms.

d. invoices to be uploaded no later than 7 days after the required delivery and completion date. Invoice must clearly specify the PO number, detailed description of goods and/or services as applicable (ex.

unit price, quantities billed, extended totals, service date, service location, hourly rate, hours billed), and any applicable taxes.

5. Sample Purchase Order can be found at: https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/2022-04-28-Terms-Conditions-of-Purchase-Order.pdf?v=1684183839591

9. INSURANCES, LICENSES, PERMITS

Vendor must comply with the City of Pasadena's insurance requirements and is responsible for all licenses, permits, and certifications required to fulfill the requirements of this contract.

10. SAFETY

Vendor assumes full responsibility and liability for compliance with all applicable health and safety regulations when fulfilling the requirements of this contract.

4. PRICING PROPOSAL

In response to the Request for Quotes for OFFICE SUPPLIES the undersigned proposes and agrees to furnish the required material in strict conformity with the general and detailed specifications and data on manufacturer’s data sheets and/or exceptions made part of the bid and accepted by the City in writing.

INSTRUCTIONS:

Each bidder must bid on all items shown in the Bidder’s Pricing Table. If any bidder makes any alteration, interlineation or deviation in any of the printed matter of the proposal or if the signature of the bidder is incomplete, the bid will be considered informal and may be rejected.

The price bid shall include any and all charges required under the California Retail Sales Act of 1933 as amended and the California Use Tax Act of 1935.

Instructions:For each Item, please multiply the Unit Price by the corresponding Quantity to determine the Item Price. Sum the Item Prices to determine the Item Total. Sum the Item Total and the Sales Tax to determine the Grand Total Price.

All bid pricing must be entered into the City's eProcurement Portal or the bid may be considered informal and deemed non-responsive, do not use a separate document attachment to represent your pricing.

TABLE 1

Line Item Description Quantity Unit of Measure

Unit Cost Total Item Code

1 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

5 EA AAG7012005

2 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

5 EA AAG7026005

3 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

20 EA TOP4003

4 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

10 PK UNV86920PK

5 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

7 PK UNV96920PK

6 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

15 EA AAGE71750

7 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

10 EA AAGPM428

8 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

3 EA AAGPM1128

9 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

60 EA HOD124

10 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

25 PK UNV47210

Line Item Description Quantity Unit of Measure

Unit Cost Total Item Code

11 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

50 EA AAGSD38713

12 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

15 EA AAGSD37613

13 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

3 BX UNV36005

14 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

10 PK MMMR440YWSS

15 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

20 PK UNV28062

16 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

50 PK UNV35668

17 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

10 PK UNV35672

18 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

5 PK UNV35616

19 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

3 EA MEA06208

20 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

3 EA MEA72057

Line Item Description Quantity Unit of Measure

Unit Cost Total Item Code

21 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

3 EA MEA72053

22 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

50 EA MEA06622

23 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

25 EA UNV20940

24 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

10 DZ UNV46300

25 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

3 DZ UNV10630

26 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

7 DZ UNV20630

27 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

20 PK UNV35776

28 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

7 PK ICX90770440

29 A: PAPER PRODS,

WRITING PADS,

BOOKS, CALENDARS

4 CN UNV35763

30 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 BX DURMN1500B24

31 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 BX DURMN2400B24000

Line Item Description Quantity Unit of Measure

Unit Cost Total Item Code

32 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

1 BX DURPC1400

33 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

2 EA UNV43843

34 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

2 EA UNV43723

35 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

2 EA UNV43732

36 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 EA UNV08109

37 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 EA ALEMAT4660CLPR

38 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 EA SAN81803

39 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

20 PK UNV72220

40 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

20 PK UNV72210

41 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 PK UNV10220VP

42 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 PK UNV10210VP

43 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 PK UNV10200VP

44 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 PK UNV10199VP

Line Item Description Quantity Unit of Measure

Unit Cost Total Item Code

45 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 EA UNV40304

46 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

3 PK UNV40304VP

47 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

25 PK UNV75602

48 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

4 EA COS011200

49 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

8 EA MMMC38BK

50 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

20 PK PDC50501208

51 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 EA UNV43663

52 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

2 PK PAP70501

53 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

8 PK MMM686RALY

54 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 PK MMM6834ABX

55 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 PK MMM680IH2

56 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 PK MMM680SD2

57 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

15 PK MMM680SH2

Line Item Description Quantity Unit of Measure

Unit Cost Total Item Code

58 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 PK UNV99020

59 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

2 PK BICWOFQD324

60 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

2 PK AVE98071

61 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

2 PK LOC1710908

62 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 ST UNV08860

63 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

20 DZ UNV08861

64 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 DZ UNV08851

65 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 EA SAU21017

66 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

7 EA PEN509HB

67 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 ST UNV43650

68 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

15 EA SAN44001

69 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

15 EA SAN44002

70 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

3 DZ SAN13601

Line Item Description Quantity Unit of Measure

Unit Cost Total Item Code

71 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 DZ UNV07072

72 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

15 DZ UNV07071

73 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

3 DZ SAN37002

74 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

30 DZ SAN30001

75 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

2 DZ SAN30003

76 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

2 DZ SAN30002

77 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

8 DZ SAN37001

78 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

4 PK QUA46071

79 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 EA UNV31750

80 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 DZ PIL31002

81 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

3 DZ PIL31004

82 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

15 DZ PIL31020

83 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

4 DZ PIL31022

Line Item Description Quantity Unit of Measure

Unit Cost Total Item Code

84 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

20 DZ PAP1951260

85 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 DZ PAP1951258

86 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

50 EA ICX94190039

87 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

2 DZ PIL35334

88 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

2 DZ PIL35335

89 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

20 EA ICX94190038

90 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

2 DZ PAP6310187

91 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

20 DZ UNV27420

92 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

15 DZ UNV27421

93 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

20 DZ UNV27410

94 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

15 DZ UNV27411

95 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 DZ UNV27412

96 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

20 DZ PIL31021

Line Item Description Quantity Unit of Measure

Unit Cost Total Item Code

97 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

15 DZ PIL31003

98 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

25 DZ PAP1951259

99 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 DZ UNV55520

100 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 EA B007QEL3XG

101 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

6 DZ B007QEEF5Y

102 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

3 DZ PAP3030131

103 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

50 EA PENP209G

104 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

4 BX ALL24335

105 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 EA UNV00454

106 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 EA UNV59022

107 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

5 EA UNV59021

108 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 EA UNV92009

109 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 EA UNV00700

Line Item Description Quantity Unit of Measure

Unit Cost Total Item Code

110 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

15 EA UNV43118

111 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

15 EA UNV79000VP

112 B: DESK SUPPLIES AND

OFFICE ACCESSORIES

10 PK UNV83412

113 C: FILING AND

LABELING SUPPLIES

2 BX ACC70013

114 C: FILING AND

LABELING SUPPLIES

25 EA UNV20748

115 C: FILING AND

LABELING SUPPLIES

100 EA UNV20746

116 C: FILING AND

LABELING SUPPLIES

10 EA UNV20994

117 C: FILING AND

LABELING SUPPLIES

5 EA UNV20997

118 C: FILING AND

LABELING SUPPLIES

20 EA UNV20742

119 C: FILING AND

LABELING SUPPLIES

2 BX UNV81024

120 C: FILING AND

LABELING SUPPLIES

3 BX PFX1534GOX

121 C: FILING AND

LABELING SUPPLIES

5 BX UNV10506

122 C: FILING AND

LABELING SUPPLIES

10 BX UNV14113

Line Item Description Quantity Unit of Measure

Unit Cost Total Item Code

123 C: FILING AND

LABELING SUPPLIES

2 BX PFX415215NAV

124 C: FILING AND

LABELING SUPPLIES

1 BX SMD10279

125 C: FILING AND

LABELING SUPPLIES

1 PK PFX10772

126 C: FILING AND

LABELING SUPPLIES

25 BX UNV12113

127 C: FILING AND

LABELING SUPPLIES

5 BX PFX81602

128 C: FILING AND

LABELING SUPPLIES

5 PK AVE11336

129 C: FILING AND

LABELING SUPPLIES

6 ST AVE23079

130 C: FILING AND

LABELING SUPPLIES

12 PK RTG33248

131 C: FILING AND

LABELING SUPPLIES

6 ST UNV20821

132 C: FILING AND

LABELING SUPPLIES

5 ST UNV20823

133 C: FILING AND

LABELING SUPPLIES

2 ST AVE11125

134 C: FILING AND

LABELING SUPPLIES

2 BX UNV20835

135 C: FILING AND

LABELING SUPPLIES

20 PK AVE11437

Line Item Description Quantity Unit of Measure

Unit Cost Total Item Code

136 C: FILING AND

LABELING SUPPLIES

10 ST UNV24812

137 C: FILING AND

LABELING SUPPLIES

5 BX AVE5366

138 C: FILING AND

LABELING SUPPLIES

1 BX AVE60502

139 C: FILING AND

LABELING SUPPLIES

6 PK BRTTZE2312PK

140 C: FILING AND

LABELING SUPPLIES

10 BX UNV21130

141 C: FILING AND

LABELING SUPPLIES

5 PK UNV43313

142 C: FILING AND

LABELING SUPPLIES

5 PK MMM686PGO

143 D. KITCHEN SUPPLIES

50 CN KCC01890

144 D. KITCHEN SUPPLIES

50 CN GENMF4000W

145 D. KITCHEN SUPPLIES

5 CN CPC97416

146 D. KITCHEN SUPPLIES

3 CN PGC45112EA

147 D. KITCHEN SUPPLIES

20 PK ECONOMY/GENERIC

148 D. KITCHEN SUPPLIES

20 BX ECONOMY/GENERIC

149 D. KITCHEN SUPPLIES

10 BX ECONOMY/GENERIC

150 D. KITCHEN SUPPLIES

20 BX ECONOMY/GENERIC

Line Item Description Quantity Unit of Measure

Unit Cost Total Item Code

151 E. HYGIENE SUPPLIES

20 CN GEN852E

152 E. HYGIENE SUPPLIES

3 CN CPC44571

153 PART F: CATALOG

PRICE VARIANCE (NON

BID LIST ITEMS)

1 EA VENDOR CATALOG

154 SALES TAX (10.25%) 1 EA TAX - 10.25%

155 PART G: DELIVERY 120 EA DELIVERY

[*] Denotes item is taxable Sales Tax (@ 10.25%)

TOTAL

5. CITY REQUIREMENTS

There are of forms included in the section named Submittal/Checklist of these specifications which a bidder or proposer must complete to establish compliance with a number of City Requirements, including, but not limited to, equal employment opportunity and affidavit of non-collusion. These forms and their instructions should be considered an integral part of the specifications and failure to complete them may be grounds, in the sole discretion of the city, for rejection of any bidder.

1. Equal Employment Opportunity in Contracting

Policy - The City of Pasadena is committed to a policy of Equal Employment:

• Contracting. Contractors expressly agree to comply with the City’s ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.

Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.

The successful bidder or proposer may be required to submit documentation during the term of the contract to evidence on going compliance with the City’s Equal Opportunity Practices Provisions. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.

Required Forms – Each bidder or proposer must submit a completed Form AA-1. Failure to submit this form will result in automatic disqualification with no exceptions unless bidder or proposer has an approved Form on file with the City.

Questions regarding Chapter 4.08 of the Pasadena Municipal Code and regulations adopted pursuant thereto should be directed to the Department of Finance, Purchasing Division 626.744.6755.

2. Declaration of Non-Collusion by Contractor

This form is only applied for formal solicitations at $25,000 or more. The City requires that each bidder or proposer executes and submits to the City with the Bid/Proposal, the attached Declaration of Non Collusion in the #Bidder's Submittals/Checklist.

3. SAMPLE CONTRACT

A sample of the contract the successful bidder or proposer will be required to enter into with the City is attached hereto and by this reference incorporated herein and made part of these specifications.

4. CHANGE ORDER MANAGEMENT

Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City in writing before work is started.

5. Local Preferences

The City of Pasadena is committed to promoting the economic health and well being of its residents.

To this end, contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions that result from the performance of this contract and which are performed within the City.

6. Protest Procedure

This procedure specifies the process to be utilized by the City of Pasadena in resolving protests regarding this solicitation. In order for a protest to be considered by the City of Pasadena, it must be submitted in accordance with the procedures outlined in the FORMAL SOLICATION PROTEST PROCEDURE found at the following link: (https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/). A protest submitted that is not in accordance with this procedure, may be returned to the submitting party without any further action by the City of Pasadena.

7. Pasadena Business License

Awarded bidder or proposer may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.

• If the business will not come into the City for the purpose of providing services for this contract they are not required to obtain a business license.

https://procurement.opengov.com/governments/portal/pasadena/projects/47621?section=undefined https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/

• If the business will only be coming into the city no more than 10 times to work on projects, they are charged 33% of the annual tax (5.04.130C)

• If they come into the City more than 10 times they are required to pay the annual fee.

• Any subcontractors used by the awarded bidder or proposer will be required to obtain a license if they will be coming into the City to perform services.

For further information contact Municipal Services Department at (626) 744-4166, Monday-Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/licenses/business-licenses/

8. Invoice Submission Portal

Invoice Submission Portal

The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.

How to submit invoices to the City of Pasadena?

Create an account: Visit the City’s Invoice Submission website: https://invoice.cityofpasadena.net/ and select “Create Account”

Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.

9. Pasadena Living Wage Ordinance

This project is subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.

The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.

Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter

4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:

Finance Department Purchasing Division 626-744-6755 - phone 626-744-6757 – fax

Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.

https://www.cityofpasadena.net/finance/licenses/business-licenses/ https://invoice.cityofpasadena.net/PortalGuide.pdf

10. Errors and Omissions

Bidders or Proposers shall not be allowed to take advantage of any errors or omissions in the Instructions to Bidders/General Instructions or Specifications/Scope of Work. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

11. Patent Fees; Patent, Copyright, Trade Secret, and Trademark Fees

Each bidder or proposer shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

12. Taxes

Price bid or Price Proposals shall include all federal, state, local and other taxes.

13. Certificate of Insurance

Proof of insurance is not required to be submitted with your bid/proposal, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance Requirements" section of this document.

14. REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9)

The winning proposal/bid may be required to submit a completed and signed IRS Form W-9. Failure to submit this form may result in the response being deemed non-responsive.

Link: https://www.irs.gov/pub/irs-pdf/fw9.pdf

15. Technical Questionnaire Form

This form is only required for the purchases of technology. The City of Pasadena Department of Information Technology (DoIT) is tasked with reviewing all IT solutions proposed for use by the City.

DoIT uses this questionnaire to assess various business, security, and/or operational impacts of vendor proposed technology solutions, SaaS offerings, software or hardware that will reside on the City’s servers and/or network, that will integrate to the City’s existing applications, servers and/or network, or that may have an impact on the City’s ability to conduct business. This questionnaire is also used to identify and distinguish at an early stage in the evaluation process the potential roles and responsibilities of the City and the proposer.

If selected, proposers are required to complete the Pasadena Department of Information Technology Technical Questionnaire. The questionnaire is included in the section named "Sumittal/Checlist." When completing the questionnaire, please note:

• Section 4.0 must be completed for externally hosted/SAAS applications; and

• Section 5.0 must be completed for City hosted/on-premises software

16. LIMITATIONS ON LIABILITY

https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf

Bidders acknowledge that they shall provide the goods and/or services without monetary limitations on liability. If Bidders take exception to this requirement, Bidders shall expressly state any exceptions, including the proposed limits of liability, (a) in detail; (b) as a separate line item; and (c) not part of any form documents submitted. Bidders acknowledge that any exceptions may result in a finding of non-responsivness.

6. INSURANCE REQUIREMENTS

1. Insurance Requirements https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Vendors-Materials-and- Supplies.pdf?v=1623280176766

7. PUBLIC CONTRACT CLAIMS PROCEDURE

PUBLIC CONTRACT CODE SEC. 9204 PUBLIC WORKS CLAIMS PROCEDURE

AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.

For this legislation, a “public works project” is defined as “the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.” This definition is not as broad as in the Prevailing Wage Law.

A “claim” is defined as “a separate demand by a contractor sent by registered mail or certified mail with return receipt requested…” and is limited to three types of contract disputes:

1. “A time extension…for relief from damages or penalties for delay assessed by a public entity….”

2. “Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled”, and/or

3. “Payment of an amount that is disputed by the public entity.”

Upon receipt of a claim, a public entity must "conduct a reasonable review" and provide a written statement to the contractor within 45 days of receipt of the claim. Failure of a public entity to respond to a claim within the time periods described in Section 9204 "shall result in the claim being deemed rejected in its entirety."

For any undisputed portion of a claim, a public entity must make payment within 60 days of the public entity's issuance of the written statement.

If the contractor disputes the public entity's written statement, or if the public entity fails to respond, the contractor may demand "an informal conference to meet and confer for settlement of the issues in dispute." The public entity must schedule the meet and confer conference within 30 days of the demand.

https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Vendors-Materials-and-Supplies.pdf?v=1623280176766 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Vendors-Materials-and-Supplies.pdf?v=1623280176766

Within 10 business days following the meet and confer conference, the public entity must provide a written statement identifying the portion of the claim that remains in dispute.

Any payment due on an undisputed portion of the claim must be made within 60 days of the meet and confer conference. Amounts not paid in a timely manner shall bear interest at 7 percent per year.

After the meet and confer conference, any disputed portion of the claim "shall be submitted to non-binding mediation." If mediation fails to resolve the dispute, the parts of the claim that remain in dispute shall be subject to applicable procedures outside Section 9204 (statutory and contractual).

The full text of this new legislation is set forth below:

THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS:

SECTION 1.

Section 9204 is added to the Public Contract Code, to read:

9204.

(a) The Legislature finds and declares that it is in the best interests of the state and its citizens to ensure that all construction business performed on a public works project in the state that is complete and not in dispute is paid in full and in a timely manner.

(b) Notwithstanding any other law, including, but not limited to, Article 7.1 (commencing with Section 10240) of Chapter 1 of Part 2, Chapter 10 (commencing with Section 19100) of Part 2, and Article 1.5 (commencing with Section 20104) of Chapter 1 of Part 3, this section shall apply to any claim by a contractor in connection with a public works project.

(c) For purposes of this section:

(1) “Claim” means a separate demand by a contractor sent by registered mail or certified mail with return receipt requested, for one or more of the following:

(A) A time extension, including, without limitation, for relief from damages or penalties for delay assessed by a public entity under a contract for a public works project.

(B) Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled.

(C) Payment of an amount that is disputed by the public entity.

(2) “Contractor” means any type of contractor within the meaning of Chapter 9 (commencing with Section 7000) of Division 3 of the Business and Professions Code who has entered into a direct contract with a public entity for a public works project.

(3) (A) “Public entity” means, without limitation, except as provided in subparagraph (B), a state agency, department, office, division, bureau, board, or commission, the California State University, the University of California, a city, including a charter city, county, including a charter county, city and county, including a charter city and county, district, special district, public authority, political subdivision, public corporation, or nonprofit transit corporation wholly owned by a public agency and formed to carry out the purposes of the public agency.

(B) “Public entity” shall not include the following:

The Department of Water Resources as to any project under the jurisdiction of that department.

The Department of Transportation as to any project under the jurisdiction of that department.

The Department of Parks and Recreation as to any project under the jurisdiction of that department.

The Department of Corrections and Rehabilitation with respect to any project under its jurisdiction pursuant to Chapter 11 (commencing with Section 7000) of Title 7 of Part 3 of the Penal Code.

The Military Department as to any project under the jurisdiction of that department.

The Department of General Services as to all other projects.

The High-Speed Rail Authority.

(4) “Public works project” means the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.

(5) “Subcontractor” means any type of contractor within the meaning of Chapter 9 (commencing with Section 7000) of Division 3 of the Business and Professions Code who either is in direct contract with a contractor or is a lower tier subcontractor.

(d) (1) (A) Upon receipt of a claim pursuant to this section, the public entity to which the claim applies shall conduct a reasonable review of the claim and, within a period not to exceed 45 days, shall provide the claimant a written statement identifying what portion of the claim is disputed and what portion is undisputed. Upon receipt of a claim, a public entity and a contractor may, by mutual agreement, extend the time period provided in this subdivision.

(B) The claimant shall furnish reasonable documentation to support the claim.

(C) If the public entity needs approval from its governing body to provide the claimant a written statement identifying the disputed portion and the undisputed portion of the claim, and the governing body does not meet within the 45 days or within the mutually agreed to extension of time following receipt of a claim sent by registered mail or certified mail, return receipt requested, the public entity shall have up to three days following the next duly publicly noticed meeting of the governing body after the 45-day period, or extension, expires to provide the claimant a written statement identifying the disputed portion and the undisputed portion.

(D) Any payment due on an undisputed portion of the claim shall be processed and made within 60 days after the public entity issues its written statement. If the public entity fails to issue a written statement, paragraph (3) shall apply.

(2) (A) If the claimant disputes the public entity’s written response, or if the public entity fails to respond to a claim issued pursuant to this section within the time prescribed, the claimant may demand in writing an informal conference to meet and confer for settlement of the issues in dispute.

Upon receipt of a demand in writing sent by registered mail or certified mail, return receipt requested, the public entity shall schedule a meet and confer conference within 30 days for settlement of the dispute.

(B) Within 10 business days following the conclusion of the meet and confer conference, if the claim or any portion of the claim remains in dispute, the public entity shall provide the claimant a written statement identifying the portion of the claim that remains in dispute and the portion that is undisputed. Any payment due on an undisputed portion of the claim shall be processed and made within 60 days after the public entity issues its written statement. Any disputed portion of the claim, as identified by the contractor in writing, shall be submitted to nonbinding mediation, with the public entity and the claimant sharing the associated costs equally. The public entity and claimant shall mutually agree to a mediator within 10 business days after the disputed portion of the claim has been identified in writing. If the parties cannot agree upon a mediator, each party shall select a mediator and those mediators shall select a qualified neutral third party to mediate with regard to the disputed portion of the claim. Each party shall bear the fees and costs charged by its respective mediator in connection with the selection of the neutral mediator. If mediation is unsuccessful, the parts of the claim remaining in dispute shall be subject to applicable procedures outside this section.

(C) For purposes of this section, mediation includes any nonbinding process, including, but not limited to, neutral evaluation or a dispute review board, in which an independent third party or board assists the parties in dispute resolution through negotiation or by issuance of an evaluation. Any mediation utilized shall conform to the timeframes in this section.

(D) Unless otherwise agreed to by the public entity and the contractor in writing, the mediation conducted pursuant to this section shall excuse any further obligation under Section 20104.4 to mediate after litigation has been commenced.

(E) This section does not preclude a public entity from requiring arbitration of disputes under private arbitration or the Public Works Contract Arbitration Program, if mediation under this section does not resolve the parties’ dispute.

(3) Failure by the public entity to respond to a claim from a contractor within the time periods described in this subdivision or to otherwise meet the time requirements of this section shall result in the claim being deemed rejected in its entirety. A claim that is denied by reason of the public entity’s failure to have responded to a claim, or its failure to otherwise meet the time requirements of this section, shall not constitute an adverse finding with regard to the merits of the claim or the responsibility or qualifications of the claimant.

(4) Amounts not paid in a timely manner as required by this section shall bear interest at 7 percent per annum.

(5) If a subcontractor or a lower tier subcontractor lacks legal standing to assert a claim against a public entity because privity of contract does not exist, the contractor may present to the public entity a claim on behalf of a subcontractor or lower tier subcontractor. A subcontractor may request in writing, either on his or her own behalf or on behalf of a lower tier subcontractor, that the contractor present a claim for work which was performed by the subcontractor or by a lower tier subcontractor on behalf of the subcontractor. The subcontractor requesting that the claim be presented to the public entity shall furnish reasonable documentation to support the claim. Within 45 days of receipt of this written request, the contractor shall notify the subcontractor in writing as to whether the contractor presented the claim to the public entity and, if the original contractor did not present the claim, provide the subcontractor with a statement of the reasons for not having done so.

(e) The text of this section or a summary of it shall be set forth in the plans or specifications for any public works project that may give rise to a claim under this section.

(f) A waiver of the rights granted by this section is void and contrary to public policy, provided, however, that (1) upon receipt of a claim, the parties may mutually agree to waive, in writing, mediation and proceed directly to the commencement of a civil action or binding arbitration, as applicable; and (2) a public entity may prescribe reasonable change order, claim, and dispute resolution procedures and requirements in addition to the provisions of this section, so long as the contractual provisions do not conflict with or otherwise impair the timeframes and procedures set forth in this section.

(g) This section applies to contracts entered into on or after January 1, 2017.

(h) Nothing in this section shall impose liability upon a public entity that makes loans or grants available through a competitive application process, for the failure of an awardee to meet its contractual obligations.

(i) This section shall remain in effect only until January 1, 2027, and as of that date is repealed, unless a later enacted statute that is enacted before January 1, 2027, deletes or extends that date.

(Amended by Stats. 2019, Ch. 489, Sec. 1. (AB 456) Effective January 1, 2020. Repealed as of January 1, 2027, by its own provisions.)

SEC. 2.

The Legislature finds and declares that it is of statewide concern to require a charter city, charter county, or charter city and county to follow a prescribed claims resolution process to ensure there are uniform and equitable procurement practices.

SEC. 3.

If the Commission on State Mandates determines that this act contains costs mandated by the state, reimbursement to local agencies and school districts for those costs shall be made pursuant to Part 7 (commencing with Section 17500) of Division 4 of Title 2 of the Government Code.

8. SUBMITTAL INSTRUCTIONS

1. Training Resources for Vendors:

Videos:

Instructions for the new eProcurement System: The following link https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-trainingwill include video instructions for using the new system.

Screen Shots:

A. Subscribing for an agency's notifications - Using the Network Tab

B. Following a project

C. How to respond to a bid, submit a bid, or No bid?

D. Get Notifications

E. Managing Addenda https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/3955963-how-to-subscribe-to-organizations-and-find-active-rfps-bids https://help.procurement.opengov.com/en/articles/2478854-follow-a-project…