Promotional_Items_(Addendum_#1_Revision).pdf

City of Waxahachie

Promotional Items

RFP 2024-08-03

RESPONSES ARE DUE TO PURCHASING PRIOR TO:

October 15, 2024, 2:00 pm

NO LATE SUBMISSIONS WILL BE ACCEPTED

ELECTRONIC RESPONSES SUBMITTED THROUGH

https://procurement.opengov.com/portal/waxahachie-tx

FOR QUESTIONS CONCERNING THIS RFQ PLEASE CONTACT:

Leila Cole , Buyer

Phone: (469) 309-4165 Email: lcole@waxahachie.com

Table of Contents

I. Introduction II. Respondent Instructions

III. Project Details IV. Evaluation Criteria V. General Conditions

VI. Vendor Questionnaire & Submissions VII. Pricing Table

Attachments:

A - Attachment_A_-_Promotional_Items_City_Logo (1)

1. Introduction

1.1. Summary

The City of Waxahachie is seeking proposals from qualified vendors to provide custom promotional items. The objective is to source high-quality, durable, and professionally designed promotional items that adhere to our standards while enhancing the city's image. Vendors will be asked to submit samples of selected proposed products for evaluation. Additionally, a catalog discount must be offered as part of the proposal. We expect the selected vendors to provide excellent customer service and reliable shipping and order fulfillment.

1.2. Background

This Request for Proposal is divided into two (2) categories.

• Catalog Discount % Percentage

• Custom Promotional Items

1.3. Contact Information

Leila Cole, Buyer

408 S Rogers

Waxahachie, TX 75165

(469) 309-4165 lcole@waxahachie.com

1.4. Timeline

Release Project Date: September 24, 2024

Pre-Proposal Meeting (Non-Mandatory): October 3, 2024, 9:00am

Pre-Proposal Meeting on Teams

Link: https://tinyurl.com/2ywm5t3y

Meeting ID: 235 058 936 060

Password: LhbyUF

Dial In: 469-998-7643

Dial In Conference ID: 316657890#

Question Submission Deadline: October 10, 2024, 2:00pm https://tinyurl.com/2ywm5t3y

Response Submission Deadline: October 15, 2024, 2:00pm

Solicitation Opening on Teams

Link : https://tinyurl.com/5u79y2un

Meeting ID: 288 880 094 709 Password: L555nq

Dial In Conference ID: 65082379#

2. Respondent Instructions

2.1. Important Instructions for Electronic Submittals

The City of Waxahachie prefers to accept electronic submittals for this Solicitation. Before the

Respondent can submit their electronic response to this solicitation, they must create a FREE account with OpenGov Procurement by registering online at https://procurement.opengov.com/signup. Once the Respondent has completed their account registration, they must return to this page to view the project details or use the following link https://procurement.opengov.com/portal/waxahachie-tx/projects/113011 . The Respondent should select "Draft Response" and follow the instructions provided to begin submitting their electronic response.

To view all City of Waxahachie project opportunities, use the following link: https://procurement.opengov.com/portal/waxahachie-tx. If you would like to be notified of any future City of Waxahachie project opportunities, select "Subscribe".

Please ensure the following items are included and completed before submitting your proposal:

1. Using the Vendor Submissions Section on OpenGov, answer all of the required questions provided.

2. Please complete the provided conflict of interest questionnaire and upload the completed document.

3. Please provide the company's most recent signed W-9.

4. Please use the final question on the Vendor Submissions Section to submit your proposal.

5. Please use the pricing tables to propose our pricing. If you would not like to bid on a line item, please select "No Bid" on that line item.

https://tinyurl.com/5u79y2un https://procurement.opengov.com/signup https://procurement.opengov.com/portal/waxahachie-tx/projects/113011 https://procurement.opengov.com/portal/waxahachie-tx/projects/113011

2.2. Instructions to Respondents

This Request for Proposal (RFP- Best Value Proposal is Awarded) will be available online through https://procurement.opengov.com/portal/waxahachie-tx from the date issued until the due date and time provided. Any subsequent addendums and/or attachments will be added to the website listed above.

All submittals must be received no later than 2:00 pm Central Time on Tuesday, October 15, 2024. Late submissions will not be accepted.

Electronic submittals are preferred through our online electronic bidding system https://procurement.opengov.com/portal/waxahachie-tx

All paper-sealed submittals must be received by the City of Waxahachie City Secretary

Department located at 408 S Rogers, Waxahachie, TX 75165 on the 3rd floor by the due date and time provided. All paper submittals must include a USB/flash drive with an electronic copy of the submittals and any attachments.

The City is not responsible for lateness or non-delivery of mail, carrier, etc. to the City, and the time and date recorded by the City shall be the official time of receipt.

Sealed paper submittals must be in one sealed envelope clearly marked with the label below completed and affixed on the outside of the sealed envelope containing the submittal:

SEALED SUBMITTAL – DO NOT OPENCity of Waxahachie – ATTN City Secretary – 3rd Floor

408 S Rogers St.

Waxahachie, TX 75165

Promotional Items

Request for Proposal (RFP- Best Value Proposal is Awarded)RFP 2024-08-03

Submission Deadline: Tuesday, October 15, 2024, 2:00 pm Central Time

Contact the Purchasing Department with any Questions: 469-309-4176 or at

Purchasing@waxahachie.com

Company Name: ______________________________________________

Contact Name: _______________________________________________

Phone Number: _______________________________________________

Pre- Evaluation Samples (Optional)

Proposers may send product samples of their choice to the City Purchasing Department before the evaluation phase. Please ship them to the address below:

City of Waxahachie https://procurement.opengov.com/portal/waxahachie-tx https://procurement.opengov.com/portal/waxahachie-tx mailto:Purchasing@waxahachie.com

Attn: Purchasing Department - RFP Evaluation Product Samples

408 S Rogers St Waxahachie, Texas 75165

Pre-Proposal Meeting

This meeting is not mandatory but is highly encouraged.

Thursday, October 3, 2024 9:00 am

Pre-Proposal Meeting on Teams Link: https://tinyurl.com/2ywm5t3y Meeting ID: 235 058 936

060 Password: LhbyUF Dial In: 469-998-7643 Dial In Conference ID: 316657890#

Solicitation Questions

Questions regarding this solicitation shall be submitted online using the OpenGov electronic bidding system or shall be emailed to the City’s Purchasing Manager at Purchasing@waxahachie.com with the solicitation number in the subject line no later than

2:00 pm Central Time, Thursday, October 10, 2024.

The City’s response to the questions shall be provided to all respondents through an addendum and will be bound with and made a part of the contract documents. No other explanation or interpretation will be considered official or binding. Respondents shall not contact any City staff except those designated in this solicitation or subsequent addendums. Noncompliance with this provision may result in the rejection of the submittal.

A copy of all questions in the addendum format shall be posted online through https://procurement.opengov.com/portal/waxahachie-tx. The City of Waxahachie shall

NOT be held liable for any costs incurred by any respondent for work performed in preparation of and production of the submittal or for any work performed prior to the execution of an awarded contract.

Any submittal may be withdrawn or a revised submittal provided prior to the submittal deadline.

Solicitation Opening

There will be a public opening of the submittals on TEAMS on Tuesday, October 15, 2024 at

2:00 pm Central Time. Only the names of the firms that submitted a response will be read out loud and published on the OpenGov portal. All submittals will be kept confidential during the evaluation process and prior to the contract award.

Solicitation Opening on Teams

Link : https://tinyurl.com/5u79y2un

Meeting ID: 288 880 094 709

Password: L555nq https://procurement.opengov.com/portal/waxahachie-tx mailto:Purchasing@waxahachie.com https://procurement.opengov.com/portal/waxahachie-tx https://tinyurl.com/5u79y2un

Dial In Conference ID: 65082379#

2.3. Contract Award and Contract Terms

Contract Award

All submissions received from qualified, responsible, and responsive respondents will be evaluated fully to ascertain which respondent provided a response most advantageous to the

City. The City reserves the right to enter into an agreement with a single award, split awards, non-award, or use any combination that best serves the interest and at sole discretion of the

City.

Any contract awarded in pursuant to this solicitation is not assignable. The awarded

Contractor(s) shall not sell, assign, transfer, sub-contract, or convey this contract, in whole or in part, without the prior written consent of the City of Waxahachie.

The City reserves the right to accept and/or reject any and all submitted responses or any part thereof, waive immaterial errors, waive any irregularities or informalities in the submittal received, and award the contract in the best interest of the City.

Respondents shall promptly notify the City of any omissions, ambiguity, inconsistency, or error that they may discover upon examination of this solicitation. The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous.

Any submitted responses may be withdrawn or a revised submission may be substituted prior to the submittal deadline. The solicitation documents submitted to the City cannot be altered, amended, or withdrawn by the Respondent after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Manager.

An opened response may not be changed for the purpose of correcting any error by the

Respondent or Respondent’s agent. Any ambiguity in the submittal as a result of omission, error, lack of clarity or noncompliance by the Respondent with specifications, instructions, and all conditions shall be construed in the favor of the City. If the unit prices and their extensions do not coincide, the City may accept the price most beneficial to the City, and the Respondent will be bound thereby.

Contract Term

The City intends to enter into a contract with the awarded Contractor for a period of two (2) years with three (3) additional one (1) year term renewal options. The contract will automatically renew unless either party provides a written cancellation notice at least ninety

(90) days before the active term end date.

Any price increases, when renewing the agreement, must be submitted to the City at least one hundred and twenty (120) days prior to a potential renewal. The price increase agreement must be signed by both parties and agreed upon before the price adjustment will be considered for any future invoices as well as the effective date of the increase. If there is a failure between the

City and Contractor to agree to the price adjustment request, this may result in a termination of the Contract.

Contract Termination

If at any time, the successful Contractor fails to fulfill or abide by the terms, conditions, specifications, or performance requirements of this solicitation, or any contract awarded and entered pursuant thereto, the City reserves the right to deduct charges from successful

Contractor’s invoice at the time it is due; or Cancel the contract at the City’s convenience, without penalty, by furnishing written notice of termination to Contractor, and select another

Contractor and award a contract to its Contractor pursuant to the terms thereof.

At the City’s sole discretion, any awarded contract may be canceled or terminated for convenience without penalty at any time by giving the Contractor thirty (30) days written notice. The Contractor may be entitled to payment for services actually performed; to the extent said services are satisfactory.

Availability of Funds

This solicitation is conditioned upon the availability of federal, state, or local funds, which are appropriated or allocated for payment of the requested services. If, during any stage of this contract, funds are not allocated and available for the requested services, the contract will be canceled. The City will notify the Contractor at the earliest possible time if this occurs.

3. Project Details

3.1. Minimum Requirements

The vendors must provide a Catalog Discount Percentage and high-quality service for order intake, delivery, and product material.

3.2. Scope of Work

The vendor(s) will provide the City with custom promotional items for purchase on an as-needed basis throughout the year.

DELIVERY: The contracted vendor(s) must place orders within one business day of receiving the request for the order or approval of proofs. The vendor is responsible for immediately informing the City of any anticipated delays. Products ordered must be delivered to the address indicated on the order.

CUSTOMER SERVICE: The vendor must provide access to a customer service line or direct sales representative during regular business hours (Monday-Friday 8AM – 5PM Central Time) for order placement and billing inquiry.

REQUESTED SAMPLES AND APPROVED LOGOS: The City will provide the logos electronically, along with a brand standard for the logos approved by the City Communications and Marketing

Department. The City reserves the right to request samples of custom items at no cost for quality control. Photos of Approved Logos are available in "Attachment A" of this solicitation

PAYMENTS AND INVOICING: All invoices must be e-mailed to the ordering department or accountspayable@waxahachie.com if the department e-mail is unknown. If payment is made with a City-issued Purchasing Card (VISA), then a receipt must be provided to the purchaser whose name appears on the card, detailing the purchase. The City is tax-exempt. Billing-related correspondence is to be directed to: City of Waxahachie Accounts Payable Department, 408 S

Rogers St. Waxahachie TX 75165.

LATE DELIVERIES AND RETURNS: Responsive customer service is essential to the vendor’s performance under this contract. Orders which are late, lost, incomplete, or defective in any way will require immediate attention. The City reserves the right to refuse the acceptance orders which are beyond the promised delivery date, are incorrect, or delivered past a special event date.

PRICING

Pricing Categories:

A. Catalog Discount % Percentage

1. Propose a catalog discount for all available products and customization services.

B. Promotional Items

1. Proposal price must include customization's provided in the line item descriptions.

2. Please indicate a price for the lowest quantity listed for each item category. The tiered line items for larger quantities allow you to offer a discount as the quantity increases.

4. Evaluation Criteria

All submissions received from qualified, responsible, and responsive respondents will be evaluated fully to ascertain which respondent provided a proposal most advantageous to the

City. The respondent’s submittal should provide a straightforward, concise description of the respondent’s capabilities to satisfy the requirements listed in this solicitation.

mailto:accountspayable@waxahachie.com

An evaluation committee (“Committee”) will review the submitted proposals. The Committee will evaluate all submissions and ultimately determine a final list of the most competent and qualified respondents.

During the evaluation process, the Committee and the City reserve the right, where it may serve the City’s best interest, to request additional information or clarifications from the respondents. In fairness to all firms, requests for interviews, visits, or presentations prior to the closing time and date will not be permitted. Interviews with selected firms may or may not be requested at the sole discretion of the City after the closing date. Selection may be made strictly from the information provided in the proposal, however, the City of Waxahachie reserves the right to conduct interviews as well as request presentations from any respondents as part of the final selection process.

The proposals will be evaluated on the following criteria and scored on a 100-point basis:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cost

Cost will be evaluated based on a mathematical formula comparing the total cost to the other proposers' total cost.

Points Based 40 (40% of Total)

2. Quality of Services

The vendor's quality of services is assessed based on the information they provide regarding customer service philosophy, ordering process, samples provided, and quality assurance.

Points Based 20 (20% of Total)

3. Delivery Timeline & Approach

The vendor's delivery timeline is assessed based on the information they provide in the questionnaire and submissions section related to their delivery timeline and approach.

Points Based 20 (20% of Total)

4. Experience

The proposer should provide adequate information to verify that their company has the experience necessary to successfully complete the services requested.

Points Based 20 (20% of Total)

5. General Conditions

5.1. Standard Terms and Conditions

The obligations of the parties under a contract awarded through this solicitation will be performed in Ellis County, Texas. Exclusive venue shall be Ellis County, Texas, and any contract awarded under this solicitation shall be governed by the laws of the State of Texas. All work must be in compliance with and conform to any and all applicable state or local laws, ordinances, regulations, codes, rules, policies, and interpretations thereof.

All submittals shall be subject to the Texas Public Information Act Texas Government Code

552 unless the respondent clearly and prominently identifies a particular section in the submittal as proprietary and said item unequivocally qualifies for this exception under the Act as determined by the Texas Attorney General.

Texas Government Code Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of Waxahachie, including affiliations and business and financial relationships such persons may have with City of Waxahachie officers. An explanation of the requirements of Chapter 176, applicable forms, and a complete text of the new law is available at: https://www.ethics.state.tx.us/filinginfo/conflict_forms.htm. By doing business or seeking to do business with the City of Waxahachie, you acknowledge that you have been notified of the requirements of Chapter 176 of the Texas Local Government Code and that you are solely responsible for complying with the information provided.

Once a selection is made and the City has the intent to award, the successful respondent will be required to submit Form 1295 to the State of Texas electronically prior to executing the agreement. https://www.ethics.state.tx.us/filinginfo/1295/

Lobbying of selection committee members, City staff, or City Council members will not be permitted nor tolerated during the solicitation process.

Prohibition of Boycott Israel: By submission of this solicitation response, the Contractor verifies that they will not Boycott Israel and agrees that during the term of this Contract, they will not

Boycott Israel as that term is defined in Texas Government Code 2271. Effective September 1, 2019, this section does not apply if the Vendor is a sole proprietor, a non-profit entity, or a governmental entity; and only applies if: (i) the Vendor has ten (10) or more full-time employees and (ii) this Contract has a value of $100,000.00 or more to be paid under the terms of this Contract.

Prohibition of Boycott of Energy Companies: By submission of this solicitation response, the

Contractor verifies that is does not Boycott Energy Companies and agrees that during the term of this Agreement will not Boycott Energy Companies as that term is defined in Texas

Government Code 2276, as amended. This section does not apply if the Contractor is a sole proprietor, a non-profit entity, or a governmental entity; and only applies if: (i) Contractor has ten (10) or more full-time employees and (ii) this Agreement has a value of $100,000.00 or more to be paid under the terms of this Agreement.

Prohibition of Discrimination Against Firearm Entities and Firearm Trade Associations: By submission of this solicitation response, the Contractor verifies that it does not have a practice, https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/LG/htm/LG.176.htm https://www.ethics.state.tx.us/filinginfo/conflict_forms.htm https://www.ethics.state.tx.us/filinginfo/1295/ https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2271.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2276.htm https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2276.htm policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (ii) will not discriminate during the term of the contract against a firearm entity or firearm trade association as that term is defined in Texas Government Code 2274. This section only applies if: (i) Contractor has ten (10) or more full-time employees and (ii) this

Agreement has a value of $100,000.00 or more to be paid under the terms of this Agreement;

and does not apply: (i) if the Contractor is a sole proprietor, a non-profit entity, or a governmental entity; (ii) to a contract with a sole-source provider; or (iii) to a contract for which none of the submittals from a company were able to provide the required certification.

The Contractor shall be and remain an independent contractor throughout the term of any contract awarded pursuant to this soliciation for all purposes, including but not limited to, the application of the Fair Labors Standards Act minimum wage and overtime payments, Federal

Insurance Contribution Act, the provisions of the Internal Review Code, and all State of Texas revenue, workers compensation, and unemployment insurance laws. The Contractor will retain sole and absolute discretion over the manner and means of carrying out the activities and all responsibilities listed herein. The Contractor agrees that it is a separate and independent enterprise from the City and that it has full opportunity to find other business, that it has made its own investment in its business, and that it will utilize a high level of skill necessary to perform the work. This agreement shall not be construed as creating any joint employment relationships between the Contractor and City, and the City will not be liable for any obligation incurred by the Contractor.

5.2. Contractor Insurance Requirements

Contractors on City property or public right-of-way for the City of Waxahachie shall provide the

City a certificate of insurance evidencing the coverage and coverage provisions identified herein.

The Contractor hereby covenants and agrees to indemnify, hold harmless, and defend the City, its officers, agents, servants, and employees, from and against any and all claims or lawsuits of any kind or character, whether real or asserted, for either property damage or loss (including alleged damage or loss to contractor’s business, and any resulting lost profits) personal injury, including death, to any and all persons, and damages for claims of intellectual property infringement, arising out of or in connection with this agreement, to the extent caused by the acts or omissions of contractor, its officers, agents, subcontractors, servants or employees.

All insurance and certificate(s) of insurance shall contain the following provisions: (1) name the

City, its officers, agents, and employees as additional insureds as to all applicable coverage with the exception of Workers' Compensation Insurance; (2) provide for at least thirty (30) days prior written notice to the City for cancellation, non-renewal, or material change of the insurance; (3) provide for a waiver of subrogation against the City for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2274.htm

All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by AM Best or other equivalent rating service.

The Contractor shall during the term hereof maintain in full force and affect the following insurance: The City reserves the right to amend or require addition all types depending on the nature of the work.

The successful Contractor shall procure and maintain in force during the terms of any contract awarded pursuant to this solicitation, at its own cost, the following minimum insurance coverage:

Type of Insurance Amount of Insurance Provisions

A. Commercial General

(Public) Liability to include coverage for:

A. Premises/Operations

B. Products/Completed

Operations

C. Independent Contractors

D. Personal Liability

E. Contractual Liability

$1,000,000 each occurrence

$2,000,000 general aggregate

$2,000,000 Umbrella/ Excess

Liability

City to be listed as additional insured and provided 30-day notice of cancellation or material change in coverage.

City requires that insurer be rated A or higher by A.M. Best or equivalent.

Waiver of subrogation

2. Business Auto Liability • $1,000,000 per occurrence

• $1,000,000 aggregate or;

• $1,000,000 combined single limits

City to be named as a additional insured

3. Workers’ Comp &

Employers’ Liability

Statutory Limits

$1,000,000 each accident

Waiver of subrogation

Prior to the execution of any awarded contract by the City, the successful Contractor shall forward Certificates of Insurance to the department contact that will be managing the contract.

The required insurance policies shall be procured and maintained in full force and effect for the duration of the awarded contract. The Certificate Holder shall be the City of Waxahachie at 408

S Rogers St., Waxahachie, TX 75165.

6. Vendor Questionnaire & Submissions

6.1. Authorized Respondent’s Information

6.1.1. Authorized Official's Contact Information*

Please provide the contact Information of the authorized official submitting this response.

-Legal Name

-Title

-Email Address

-Phone Number

*Response required

6.1.2. Response Confirmation*

By clicking "Please confirm" below, hereon affixed, the respondent declares they have read this solicitation entirely and with full knowledge of the requirements, does hereby agree to furnish the services in full accordance with the requirements of this solicitation if selected.

Confirming also indicates the following:

• Person or person’s interest in this solicitation as principals are those named herein.

• I (we) have carefully examined the contents of this solicitation, and its requirements, and agree to the terms stated herein.

• The respondent acknowledges the Conflict of Interest Clause and agrees to follow the necessary requirements.

The undersigned represents that they are authorized to bind the Respondent to fully comply with the terms and conditions of this solicitation's requirements.

☐ Please confirm

*Response required

6.1.3. Conflict of Interest Questionnaire*

Please download the document below and upload the completed questionnaire.

• Form_CIQ_(Conflict_of_Inter...

*Response required

6.2. Company Information

6.2.1. Please provide your company's most recent signed W-9*

Please download the below documents, complete, and upload.

• Blank_W-9.pdf https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/1798/07a52eb7-fa3b-431c-bff2-4635ee633b79_Form_CIQ_%28Conflict_of_Interest_Questionnaire%29_-_CIQ.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4F4EDZEBU%2F20241008%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20241008T211626Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEPX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIHE6XMXrXQEtzHroJLBMI%2FK8y9wcv%2FnmNUrWsczgYM6HAiEA%2BRGjZBffcqgrYonAH5RDuwVvGAEB%2FdY817ahoZ2dD6EqgwUIThACGgw4OTIzNjQ2ODc2NzIiDGNASGTXbXXLidrluSrgBHDRqlE3wrFoLzh%2BYczHIEb8pdujRCY2kkfI0wo1i3A%2BEOS%2Fzk0grXxtfgpq3%2FCT5Ip5Y%2B6hLEXIog5AvovCbhTP6%2BqH4jqiIF30uDbYIXkFS6NUz2v0j4JByZpthaTbnSl9yKAbvUPvx13Qe529RmAackbfrCLGtRknZdttdQMj7uB56KcW2vPUa2n7z34ViZwqjD0NzzORuM%2BJYGH2W4uY1lvyBgTtB7KzrlFEvB9GRcvp%2FdDkXJNC7NxWFM82ip1RqA%2FTqI98PcO14%2Fa8P%2F862fLaWvaZaQh2bVn3%2F8C5HMjjYKL60vnms0e1%2BHXXnMMVc%2B%2B7eEFgLIY4kOiemZzaIODngszuF6%2Bb%2FXx5UfQ3qMx1B2aIYcJS3WRrM4U0pHAPqHFlnce1lGRMhKnozUZkcbTh4vr1ctPsnhr%2BLJTOhTkUPYPQMY2JbASY1NZAj02HKtFGZA4zCzJwpZbvx75vAniF1InYeBouJzw1DdbGOdNKztazZ8zk5%2FJSUS1Bwyr4ebxOpDextNTSu3G5Q5vQ1GZ2XrDzsfCmhitlFZn64TAUeUVtcN8zTOIbndBqCzv9uSNVTHR5AcEZrtmaoeFJIpxUeXJgrmgZeP2p4LN%2F%2BepbQWZe%2FP2%2BhvxlpX97V%2FEC6nA%2FB8QHybuZfadYkEKCa5bXd5D%2FwQlc%2BV2iQ%2Btcms5plaS0dij9pnJK5YNpIeOQGsWZzFKkFUNy6BILBZ3LUH1M%2BWcNqU2qI8hwKOpdhfi5Ev%2BD1JSCxJ6hMILvYuLdfQcrf4UtQAjI33v8O3FtgKln%2FM9y7BD4OzR7Ugt5MOC2lrgGOpsBAHYUD1eQMR6LoWsz3bqxp9mnDviPJ2AsQISGsdYpqyCypw7oj52WWkHN4VlPmn%2F7zHcvJz%2B2uVo5KzowB2hr54lVO4Ywy%2F%2BLT3lFwjkvzrIdL5VcXzPphoQP92eejlcGTxpx4LrG5i7wnYXlYl0FL8T1MUg2vBeBkXfKl206T7D9tMHEhB%2BHRSGkB%2FN4HBncDVcPBtVRlvuZXWw%3D&X-Amz-Signature=ad8af37da6edba28cb236c8a4298f72d28813d8c9fb7f1985812a8ebc4a296fb&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Form_CIQ_%28Conflict_of_Interest_Questionnaire%29_-_CIQ.pdf%22&x-id=GetObject https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/1798/62f048bf-4b60-4958-b471-22f1ef921600_Blank_W-9.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4F4EDZEBU%2F20241008%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20241008T211626Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEPX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIHE6XMXrXQEtzHroJLBMI%2FK8y9wcv%2FnmNUrWsczgYM6HAiEA%2BRGjZBffcqgrYonAH5RDuwVvGAEB%2FdY817ahoZ2dD6EqgwUIThACGgw4OTIzNjQ2ODc2NzIiDGNASGTXbXXLidrluSrgBHDRqlE3wrFoLzh%2BYczHIEb8pdujRCY2kkfI0wo1i3A%2BEOS%2Fzk0grXxtfgpq3%2FCT5Ip5Y%2B6hLEXIog5AvovCbhTP6%2BqH4jqiIF30uDbYIXkFS6NUz2v0j4JByZpthaTbnSl9yKAbvUPvx13Qe529RmAackbfrCLGtRknZdttdQMj7uB56KcW2vPUa2n7z34ViZwqjD0NzzORuM%2BJYGH2W4uY1lvyBgTtB7KzrlFEvB9GRcvp%2FdDkXJNC7NxWFM82ip1RqA%2FTqI98PcO14%2Fa8P%2F862fLaWvaZaQh2bVn3%2F8C5HMjjYKL60vnms0e1%2BHXXnMMVc%2B%2B7eEFgLIY4kOiemZzaIODngszuF6%2Bb%2FXx5UfQ3qMx1B2aIYcJS3WRrM4U0pHAPqHFlnce1lGRMhKnozUZkcbTh4vr1ctPsnhr%2BLJTOhTkUPYPQMY2JbASY1NZAj02HKtFGZA4zCzJwpZbvx75vAniF1InYeBouJzw1DdbGOdNKztazZ8zk5%2FJSUS1Bwyr4ebxOpDextNTSu3G5Q5vQ1GZ2XrDzsfCmhitlFZn64TAUeUVtcN8zTOIbndBqCzv9uSNVTHR5AcEZrtmaoeFJIpxUeXJgrmgZeP2p4LN%2F%2BepbQWZe%2FP2%2BhvxlpX97V%2FEC6nA%2FB8QHybuZfadYkEKCa5bXd5D%2FwQlc%2BV2iQ%2Btcms5plaS0dij9pnJK5YNpIeOQGsWZzFKkFUNy6BILBZ3LUH1M%2BWcNqU2qI8hwKOpdhfi5Ev%2BD1JSCxJ6hMILvYuLdfQcrf4UtQAjI33v8O3FtgKln%2FM9y7BD4OzR7Ugt5MOC2lrgGOpsBAHYUD1eQMR6LoWsz3bqxp9mnDviPJ2AsQISGsdYpqyCypw7oj52WWkHN4VlPmn%2F7zHcvJz%2B2uVo5KzowB2hr54lVO4Ywy%2F%2BLT3lFwjkvzrIdL5VcXzPphoQP92eejlcGTxpx4LrG5i7wnYXlYl0FL8T1MUg2vBeBkXfKl206T7D9tMHEhB%2BHRSGkB%2FN4HBncDVcPBtVRlvuZXWw%3D&X-Amz-Signature=8141ebf59f5f97f39b8b4e65cf39ac45ef737e0640d3aa2c5190cc1342831995&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Blank_W-9.pdf%22&x-id=GetObject

*Response required

6.2.2. Full Legal Company Name*

*Response required

6.2.3. Principal Place of Business Address*

*Response required

6.2.4. Principal Place of Business Phone Number*

*Response required

6.2.5. Company Website URL

6.2.6. Person Authorized to negotiate and sign contracts with the city (if different than the

Authorized Contact Provided)

6.2.7. Number of years in business working on similar types of project?* *Response required

6.2.8. State and Date of Incorporation, Partnership, or Ownership Established?* *Response required

6.2.9. Are you a certified Small Business (SBE), Disadvantaged Business Enterprise (DBE), or Historically Under-utilized Business (HUB)?*

☐ Yes

☐ No

*Response required

6.3. Cooperative Purchasing

6.3.1. The City of Waxahachie has established several government entity interlocal agreements. Should any of these Government Entities desire to utilize this contract, would you offer the same terms, conditions,specifications, and pricing to that entity? **

☐ Yes

☐ No

*Response required

6.4. Quality of Services & Delivery Timeline and Approach

6.4.1. Do you offer a website for online ordering?*

☐ Yes

☐ No

*Response required

When equals "Yes"

6.4.2. Please provide your online ordering website address and any additional details about the ordering process.* *Response required

When equals "No"

6.4.3. Please describe the process for city employees to place orders.* *Response required

6.4.4. Do you have a minimum order requirement?*

☐ Yes

☐ No

*Response required

When equals "Yes"

6.4.5. Please describe your minimum order requirement.*

*Response required

6.4.6. Outline your Customer Service Philosophy and Responsiveness to Inquiries.* *Response required

6.4.7. Would your company be available to provide an annual site visit for departments to see sample promotional items?*

☐ Yes

☐ No

*Response required

When equals "Yes"

6.4.8. Please describe how you would facilitate a site visit for departments.* *Response required

6.4.9. Provide your shipping options, including ground and expedited services.* *Response required

6.4.10. What is your delivery timeline for order fulfillment after an order is placed.* *Response required

6.4.11. What is your return and refund policy if a delivery was incorrect or did not meet the departments needs?*

*Response required

6.5. References

Please provide four (4) references who can verify the quality of service your company provides.

The City prefers references from customers/governmental entities with a scope of work similar to the project mentioned in this solicitation in which the respondent has worked in the past three years.

• Company Name Work Was Completed For:

• Company Location:

• Time Period Service was Provided:

• Contact Person and Title:

• Phone:

• Email:

• Description of Contracted Services:

6.5.1. Reference 1*

*Response required

6.5.2. Reference 2*

*Response required

6.5.3. Reference 3*

*Response required

6.5.4. Reference 4*

*Response required

6.6. Claims and Suits

6.6.1. Has your organization ever failed to complete any work awarded to your company?* ☐ Yes

☐ No

*Response required

6.6.2. Are there any judgments, claims, arbitration proceedings, or suits pending or outstanding against your organization or its officers?*

☐ Yes

☐ No

*Response required

6.6.3. Has your organization filed any lawsuits or requested arbitration regarding awarded contracts within the last five years?

☐ Yes

☐ No

6.6.4. If you have answered "Yes" to any of the claim and suit questions, please provide supplemental information/documents here.

6.7. Additional Information from Respondent (Optional)

6.7.1. Please include any additional references, marketing material, or supporting documentation to justify the respondent's qualifications for this project for review with your submittal.

7. Pricing Table

CATALOG DISCOUNT % PERCENTAGE

Line Item Description Catalog Discount %

1 Please provide a Catalog Discount % Percentage for all available products and customization services.

PROMOTIONAL ITEMS

QUANTITIES: Please indicate a price for the lowest quantity for each item category. The tiered line items for larger quantities allow you to offer a discount as the quantity increases.

Line Item Category Description / Specification Quantity Unit of

Measure Unit Cost Total No Bid

2 Mugs w/

City Logo 20 oz. (591 mL); Ceramic stoneware;

Coffee mug with glossy interior and matte finish exterior or similar product - One

Color Logo

50 Each

3 Mugs w/

City Logo 20 oz. (591 mL); Ceramic stoneware;

Coffee mug with glossy interior and matte finish exterior or similar product - One

Color Logo

75 Each

4 Mugs w/

City Logo 20 oz. (591 mL); Ceramic stoneware;

Coffee mug with glossy interior and matte finish exterior or similar product - One

Color Logo

140 Each

5 Mugs w/

City Logo 20 oz. (591 mL); Ceramic stoneware;

Coffee mug with glossy interior and matte finish exterior or similar product - One

Color Logo

400 Each

6 Tote Bag w/

City Logo 80 GSM non-woven polypropylene; Sleek open tote with interior seams; Reinforced handles, 22" in length; Recommended weight tolerance: 11 lbs; Product Size:

13.5" w x 14.5" h, or similar product - Full

Color Logo

100 Each

7 Tote Bag w/

City Logo 80 GSM non-woven polypropylene; Sleek open tote with interior seams; Reinforced handles, 22" in length; Recommended weight tolerance: 11 lbs; Product Size:

13.5" w x 14.5" h, or similar product - Full

Color Logo

500 Each

Line Item Category Description / Specification Quantity Unit of

Measure Unit Cost Total No Bid

8 Notebook w/ City

Logo

6" x 8", double-sided 100-page white lined spiral notebook with 1-color imprint city logo on the front of the notebook, elastic pen loop, and black ink retractable pen, or similar product

50 Each

9 Notebook w/ City

Logo

6" x 8", double-sided 100-page white lined spiral notebook with 1-color imprint city logo on the front of the notebook, elastic pen loop, and black ink retractable pen, or similar product

150 Each

10 Notebook w/ City

Logo

6" x 8", double-sided 100-page white lined spiral notebook with 1-color imprint city logo on the front of the notebook, elastic pen loop, and black ink retractable pen, or similar product

450 Each

11 Hand Fans w/ City

Logo

Square Hand Fan Full Color 2 Sides 22 point board stock Paper Board - Glued Wooded

Handle that is sandwiched between the two boards, or similar product - Full Color

Logo

100 Each

12 Hand Fans w/ City

Logo

Square Hand Fan Full Color 2 Sides 22 point board stock Paper Board - Glued Wooded

Handle that is sandwiched between the two boards, or similar product - Full Color

Logo

500 Each

13 Hand Fans w/ City

Logo

Square Hand Fan Full Color 2 Sides 22 point board stock Paper Board - Glued Wooded

Handle that is sandwiched between the two boards, or similar product - Full Color

Logo

1,000 Each

14 Hand Fans w/ City

Logo

Square Hand Fan Full Color 2 Sides 22 point board stock Paper Board - Glued Wooded

Handle that is sandwiched between the two boards, or similar product - Full Color

Logo

5,000 Each

15 Stainless

Steel Mug

W/ City

Logo

40 oz. Engraved Stainless Steel Mug w/Copper Plated Liner 10 inches tall, or similar product - One Color Logo

20 Each

16 Stainless

Steel Mug

W/ City

Logo

40 oz. Engraved Stainless Steel Mug w/Copper Plated Liner 10 inches tall, or similar product - One Color Logo

75 Each

Unit Cost Total No Bid

17 Stainless

Steel Mug

W/ City

Logo

40 oz. Engraved Stainless Steel Mug w/Copper Plated Liner 10 inches tall, or similar product - One Color Logo

150 Each

18 Stainless

Steel Mug

W/ City

Logo

40 oz. Engraved Stainless Steel Mug w/Copper Plated Liner 10 inches tall, or similar product - One Color Logo

400 Each

19 Ballcap W/

City Logo 100% Polyester Cap Low Profile File Hook

Loop Closures. Perforated Sides and Back, or similar product - Full Color Logo

50 Each

20 Ballcap W/

City Logo 100% Polyester Cap Low Profile File Hook

Loop Closures. Perforated Sides and Back, or similar product - Full Color Logo

75 Each

21 Ballcap W/

City Logo 100% Polyester Cap Low Profile File Hook

Loop Closures. Perforated Sides and Back, or similar product - Full Color Logo

150 Each

22 Pens w/

City Logo Retractable Ballpoint Pen - Soft Touch -

Black Ink - One-Color Logo 50 Each

23 Pens w/

City Logo Retractable Ballpoint Pen - Soft Touch -

Black Ink - One-Color Logo 200 Each

24 Pens w/

City Logo Retractable Ballpoint Pen - Soft Touch -

Black Ink - One-Color Logo 500 Each

25 Pens w/

City Logo Retractable Stylus Pen w/ pin clip Soft Grip

- Black Ink - One Color Logo 50 Each

26 Pens w/

City Logo Retractable Stylus Pen w/ pin clip Soft Grip

- Black Ink - One Color Logo 200 Each

27 Pens w/

City Logo Retractable Stylus Pen w/ pin clip Soft Grip

- Black Ink - One Color Logo 500 Each

28 Back Packs w/ City

Logo

15 Inch Laptop BackPack Polycanvas

Material - Full Color Logo 100 Each

29 Back Packs w/ City

Logo

15 Inch Laptop BackPack Polycanvas

Material - Full Color Logo 300 Each

30 Back Packs w/ City

Logo

15 Inch Laptop BackPack Polycanvas

Material - Full Color Logo 500 Each

Unit Cost Total No Bid

TOTAL