Quick Quote - 2025-23467AB Italian Ice.pdf

INVITATION TO BID

(Quick Quote)

Italian Ice

2025-23467AB

The City of North Myrtle Beach requests bids to provide Italian Ice as specified for City as per enclosed specifications, conditions and provisions as applicable to this bid invitation.

Bids are due Thursday, April 3, 2025 at 3:30 PM ET

The City of North Myrtle Beach reserves the right to waive informalities and to accept or reject any or all Bids, and to award the contract in its best interests. Visit www.BidNetDirect.com for further information

For bid documents or information, register FREE at:

https://www.bidnetdirect.com/public/user-registration

City of NMB | Quick Quote 2025-023467AB Italian Ice Page 1 of 16 http://www.bidnetdirect.com/ https://www.bidnetdirect.com/public/user-registration

Procurement Office 1120 Second Avenue South

North Myrtle Beach, SC 29582 843-280-5696

REQUEST FOR QUOTATION

Quotation Number:

Solicitation Date:

Questions Due:

Bid Packages Due:

Procurement:

Submission:

Option to Extend:

2025-23467AB

March 27, 2025

Wednesday, April 2, 2025 at 3:30 PM ET

Thursday, April 3, 2025 at 3:30 PM ET

The City of North Myrtle Beach requests bids to provide Italian Ice.

Responses to this request for quotation will be received virtually only.

For bid documents or further information, register FREE at www.BidNetDirect.com

The term of contract shall be for a period of one year, with the option, held by the city, to extend the contract for a period of two (2) additional one-year periods under the same terms and conditions of the original contract. Written notice of the owner’s intention to renew will be given approximately sixty (60) days prior to the expiration date of each contract period.

NOTE TO VENDOR

Quotes may only be submitted electronically through the www.BidNetDirect.com portal. The City of North Myrtle Beach will NOT accept bids any other way except through the BidNet Direct portal.

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CITY OF NORTH MYRTLE BEACH

2025-23467AB

BIDDER REGISTRATION INSTRUCTIONS

Interested parties are required to register with a virtual solicitations management platform known as BidNet Direct. Visit www.BidNetDirect.com for more information. Vendor Registration ensures receipt of proper bid documentation and any further communications and/or amendments to the solicitation referenced above.

This form below is optional.

If you would like to receive a Vendor Registration email invitation from BidNet Direct, please complete the Bidder Registration form fields (below) and email the completed form to acbell@nmb.us

FIRM NAME:

CONTACT PERSON:

ADDRESS:

TELEPHONE NO.:

EMAIL:

DATE:

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INSTRUCTIONS, GENERAL PROVISIONS, TERMS AND CONDITIONS

1. This quotation does not commit the City of North Myrtle Beach to award a contract, to pay any cost incurred in the preparation of the bid, or to procure or contract for goods or services listed herein.

2. The City of North Myrtle Beach reserves the right to reject any and all bids, to cancel a quotation, and to waive any technicality if deemed to be in the best interest of the City.

3. Unit prices will govern over extended prices unless otherwise stated in this request for quotation.

4. AWARD CRITERIA: The contract shall be awarded to the lowest responsible and responsive bidder(s) whose bid meets the requirements and criteria set forth in the Request for Quotation.

5. DEFAULT: In case of default by the vendor, the City of North Myrtle Beach reserves the right to purchase any or all items in default in the open market, charging the vendor with any excessive costs. Should such charge be assessed, no subsequent bids will be considered, or purchase orders issued to the defaulting vendor until the assessed charge has been satisfied.

6. INDEMNIFICATION: The vendor agrees to indemnify and save harmless the City of North Myrtle Beach from all suits or claims of any character brought by reason of infringement on any patent, trademark or copyright.

7. DELIVERIES: All deliveries shall be FOB Destination-freight prepaid, the seller pays and bears all freight charges.

8. BIDDING CONDITION OF PRICE: All bid prices submitted shall remain effective for a minimum period of thirty (30) days.

9. S.C. SALES TAX: 8% sales tax will be added to all orders, however lump sum bids shall include sales tax in bid price unless otherwise noted. By submission of a signed bid, you are certifying, under penalties of perjury, that you comply with section 12-54-1020(B) of the SC Code of Laws 1976, as amended, relating to payment of any applicable taxes. This will certify to the City of North Myrtle Beach your compliance.

10. AMENDMENTS: All amendments to and interpretations of this quotation shall be in writing and issued by the Purchasing Agent, or designee, of the City of North Myrtle Beach. The City of North Myrtle Beach shall not be legally bound by any amendment or interpretation that is not in writing.

11. PROMPT PAYMENT DISCOUNT TERMS: Prompt payment discount terms will be calculated from the point of complete order acceptance for services and/or commodities ordered.

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12. "OR APPROVED EQUAL": Certain processes, types of equipment or kinds of material are described in the specifications and/or on the drawings by means of trade/brand names and catalog numbers. In each instance where this occurs, it is understood and inferred that such description is followed by the words "or approved equal". Such method of description is intended merely as a means of establishing a standard of comparability. However, the Owner reserves the right to select the items which, in the judgment of the Owner, are best suited to the needs of the Owner based on price, quality, service, availability and other relative factors.

Bidders should indicate brand name, model, model number, size, type, weight, color, etc., of the item bid, if not exactly the same as the item specified. Vendor's stock number or catalog number is not sufficient to meet this requirement. If any bidder desires to furnish an item different from the specifications, vendor shall submit along with the bid, the information, data, pictures, designs, cuts, etc., of the material they plan to furnish so as to enable the Owner to compare the material specified; and, such material shall be given due consideration. The Owner reserves the right to insist upon, and receive items as specified if the submitted items do not meet the Owner's standards for acceptance.

BID INSTRUCTIONS AND REQUIREMENTS

1. Bids, amendments thereto or withdrawal requests must be received by the bid opening time and date. It is the vendor’s sole responsibility to ensure that the Procurement Office receives these documents at the time indicated in the bid document.

2. Competition. This bid is intended to promote competition, but the City reserves the right to waive informalities and to accept or reject any or all bids and to award the contract in its best interest. If any language, specifications, terms and conditions, or any combination thereof restricts or limits the requirements in this bid to a single source, it shall be the responsibility of the interested contracted supplier to notify the Procurement Office in writing within five

(5) days prior to the opening date. The bid may or may not be changed, but a review of such notification will be made prior to the award.

3. Bid Forms. Bid must be submitted on these printed forms and submitted through e-bid platform BidNetDirect.com to be considered.

a. All bids shall be submitted through the BidNet Direct website (www.BidNetDirect.com) not later than the date and time specified on the cover sheet. Faxed, delivered, or emailed bids are not acceptable.

b. Please submit an electronic file through the BidNet Direct website (www.BidNetDirect.com) not later than the date and time specified herein. It is recommended to allow sufficient time of at least ONE (1) business day before the Proposal Due date to begin the uploading process and to finalize your submission. Proposal submissions will only be visible to others after the Proposal Due date and time is expired. Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed. If you have any additional questions regarding www.BidNetDirect.com, please call 1-800-835-4603 and press two (2) for Vendor Support.

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c. Bids will be opened digitally at The City of North Myrtle Beach, Fleet-Facilities- Purchasing Offices, Conference Room 106, 1120A Second Avenue South, North Myrtle Beach, SC 29582 at the date and time on the cover sheet. If you can’t attend in person, a Microsoft Teams meeting will be available, and you can join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 228 947 239 934 Passcode: VP2CN3uJ

d. All prices and notations shall be printed in ink or typewritten. Errors should be crossed out, corrections entered and initialed by the person signing the bid. Erasure or use of correction fluid may be cause for rejection. No bid shall be altered or amended after specified time for opening.

e. Bids shall be properly signed by an authorized party, who shall indicate the capacity in which the signature is executed. An 8% South Carolina sales tax will be added to all orders as applicable. Lump sum bids shall include sales tax. By submission of a signed bid, you are certifying, under penalties of perjury, that you comply with Title 12, Chapter 36, Article I of the South Carolina Code of Laws relating to payment of any applicable taxes. This will certify to the County your compliance. Forms to register for all taxes administered by the South Carolina Department of Revenue may be obtained by calling the License and Regulation Section at (803) 896-1350, or by writing to the South Carolina Department of Revenue, Registration Unit, Columbia, South Carolina 29214- 0140.

f. By submission of a bid, you are guaranteeing that all goods and services meet the requirements of the solicitation during the contract period.

4. This solicitation does not commit the owner to award a contract, to pay any cost incurred in the preparation of the bid, or to procure or contract for goods or services listed herein.

5. Alternate Bids. Alternate bids are invalid unless invited and covered by the specifications.

6. Bid Inquiries. ALL QUESTIONS REGARDING THIS BID MUST BE DIRECTED TO the BidNet Direct Website (www.BidNetDirect.com). DO NOT CONTACT ANY CITY EMPLOYEE ABOUT THIS BID OR YOU WILL BE DISQUALIFIED. These inquiries must be submitted at least five ( 5 ) business days prior to the bid due date and time listed on the cover page of the bid document. Any interpretations by the City will be made in the form of a written amendment. The receipt of such an amendment must be acknowledged in accordance with the directions on the amendment. Oral explanations or instructions given before the award of the contract will not be binding.

7. Award by Item or Group. The City reserves the right to make separate awards for any item or category/group of items to the lowest responsible bidders for such items or category/groups of items. If necessary, the City reserves the right to request product samples as needed at the expense of the bidder.

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8. Multiple Awards. The City reserves the right to make multiple awards in order to provide for back-up, to ensure continuity of supply if meeting the City’s requirements within an acceptable time period exceeds the capacity or capability of the primary contractor(s).

9. Liquidated Damages. (if applicable) The Company acknowledges that delayed performance will damage the City, but by their nature, such damages are difficult to ascertain.

Accordingly, the liquidated damages provisions stated in the Contract documents will apply.

Liquidated damages are not intended to be a penalty and are solely intended to compensate for damages. If proper authority is given to proceed with the purchase, the purchased items are required to be delivered by or before the date on which is designated on the purchase order or contract determined by winning bidder and City with a $50.00 (Fifty 00/100 US Dollars) per day in liquidated damages for exceeding the schedule will apply.

10. Option to Extend. The term of contract shall be for a period of one year, with the option, held by the city, to extend the contract for a period of two (2) additional one-year periods under the same terms and conditions of the original contract. Written notice of the owner’s intention to renew will be given approximately sixty (60) days prior to the expiration date of each contract period.

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SPECIAL PROVISIONS

1. Contract Representative. During the performance of the contract, the City will be represented by Amber Bell at 1120A Second Avenue South, Room 107, North Myrtle Beach, South Carolina 29582.

2. Invoicing.

a. Invoices shall be delivered to:

City of North Myrtle Beach Attn: Accounts Payable

1018 Second Avenue South North Myrtle Beach, SC 29582

Email: AP@NMB.US

b. All invoices shall include quantity, unit price and extension of each item, less applicable discount and labor charges.

3. Payment Terms.

a. Payment terms are net thirty (30) days unless bidder quotes early payment discount.

All cash discounts, if taken, shall be computed from the date of delivery or completion and acceptance of material, or from date of receipt of invoice, whichever is latest.

Invoices must be submitted as specified at the time of shipping authorization.

b. If invoices are incorrectly priced, the City shall notify the vendor and may withhold payment until the pricing is corrected. If invoices are continually or regularly in error, the City may terminate this agreement. Note: If a prompt payment discount is offered and the invoice is priced incorrectly, the prompt payment discount period will not start until the City receives the corrected invoice. (No exceptions)

4. Prices. The prices quoted to the City shall be as low as or lower than those charged the supplier’s most favored customer for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment.

5. Purchase Order.

a. A purchase order may be issued to the contractor on behalf of the City if the product, service, etc. is not bought off of a contract.

b. Performance time and dates are determined solely by the contract and any modification thereto.

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c. Delivery of material and/or services are not to begin until receipt of the purchase order/contract or Notice to Proceed letter and/or other notification by the City procurement manager.

6. Default. In case of default by the contracted supplier, the City reserves the right to purchase any or all items in default in the open market, charging the contracted supplier with any excessive costs. Should such charge be assessed, no subsequent bids will be considered or purchase orders issued to the defaulting contracted supplier until the assessed charge has been satisfied.

7. Shipping. All deliveries shall be shipped FOB point destination-freight prepaid. Seller pays and bears all freight charges. Collect shipments will not be accepted. It is agreed by the parties hereto that delivery by the contracted supplier to the common carrier does not constitute delivery to the City. Any claim for loss or damage shall be between the contracted supplier and the carrier.

8. Packing/Labeling. All shipments shall be accompanied by a packing slip or delivery ticket, which shall contain the following information:

a. Purchase Order Number/Contract Number

b. Company’s Name

c. Name of the Article and Stock Number

d. Quantity Shipped and Back-ordered

9. Emergency Requirements. The City reserves the right to make emergency purchases from another source should the contracted supplier not be able to meet requirements.

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CITY OF NORTH MYRTLE BEACH

Purchasing Office

1120 Second Avenue South North Myrtle Beach, SC 29582

843-280-5696

BIDDERS SCHEDULE

Quotation number:

Questions Due:

2025-23467AB

Wednesday, April 2, 2025 at 3:30 PM ET

Bid Opening Date/Time: Thursday, April 3, 2025 at 3:30 PM ET

Bid Opening Location: The City of North Myrtle Beach, Fleet-Facilities-Purchasing Offices

Virtual Bid Opening:

Procurement:

Option to Extend:

Room 107 (1120-A 2nd Avenue South) North Myrtle Beach, SC 29582

Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 228 947 239 934 Passcode: VP2CN3uJ

The City of North Myrtle Beach requests bids to provide Italian Ice.

NO SUBSTITUTIONS, UNLESS APPROVED BY BEACH SERVICES

management in writing. If requested flavor is unavailable or container size is unavailable, substitute can be offered. Final decision for substitute will be made by Beach Services staff. Flavors, quantities, and quantity units are subject to change at the discretion of the City.

The term of contract shall be for a period of one year, with the option, held by the city, to extend the contract for a period of two (2) additional one-year periods under the same terms and conditions of the original contract. Written notice of the owner’s intention to renew will be given approximately sixty (60) days prior to the expiration date of each contract period.

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SPECIFICATIONS

1. Objectives and Scope of Work. The City is seeking a vendor to manufacture and deliver approximately 1,100 gallons of Italian ice per week to the Beach Services office located at 1024 6th Ave S, North Myrtle Beach, SC 29582. The address is near the intersection of 6th Avenue South and Bay Street in North Myrtle Beach, South Carolina.

2. Timeline & Delivery. Timelines are always subject to change based on the needs of the City.

However, all deliveries are expected to begin May 1st of each year and continue through September 15th of each year on an as needed basis. Primary delivery times are from 6:00 AM ET – 6:30 PM ET unless otherwise specified or requested by the Beach Services staff.

Daily “As Needed Basis” deliveries are expected with a 24-hour order notice, but due to various limitations, multiple daily deliveries may be requested from time to time (up to three

(3) times per day). Delivered products must be ready to sell at delivery time with no additional setup time before being served.

3. Quantity, Sizing & Flavors. The quantities and flavors will be determined by beach services at the time of each order, and the order schedule will vary depending on seasonality. Each season, Beach Services’ expectation is to distribute approximately 20,000+/- gallons of product. Product containers should be no larger than 3-Gallon containers. In the event, Beach Services requests smaller containers, the vendor should be prepared to provide the smaller containers at the same cost per gallon. The primary requested flavors are Lemon, Orange, and Strawberry. However, other flavors may be requested from time to time.

Samples of the product may be requested.

4. Quality. Vendor must be in compliance with the South Carolina Department of Agriculture (SCDA). For more information, please visit the following website regarding SCDA requirements: https://agriculture.sc.gov/divisions/consumer-protection/retail-food-safety/

5. Pricing & Bid Units. Please provide your cost per gallon of Italian ice. Please also include the expected shelf life of the product, whether the product can be refrozen and sold, and the required storage temperature. The product must be capable of being remixed and refrozen while maintaining its taste and consistency. Additionally, it must retain its consistency and be suitable for serving at temperatures of 32°F and below.

6. Winning Bidder Requirements. Once awarded, the vendor must have a valid City of North Myrtle Beach Business License, approved Certificate of Insurance, and signed contract.

7. Option to Renew. The term of this contract shall be for a period of one year with the option, held by the City, to extend the contract for a period of two additional one-year periods under the same terms and conditions of the original contract. Written notice of the City’s intention to exercise the option to extend the contract will be given approximately sixty days prior to the expiration date of each contract period.

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BIDDER’S SCHEDULE

To Be Completed by Bidder

FIRM NAME:

PHYSICAL ADDRESS:

MAILING ADDRESS:

TELEPHONE NUMBER:

EMAIL:

EIN:

Type of Business: ☐Individual or Sole Proprietor ☐Partnership ☐Corp ☐LLC ☐Other (please specify):

Authorized Signature

Print Name:

Title: Date:

Note: All information submitted in or in connection with a bid is submitted under penalty of perjury.

The City shall have the right to terminate, at any time, any contract awarded pursuant to a bid that contains false information.

Pricing Schedule

Cost Per Gallon (US Dollars)

Expected Shelf Life (Days)

Required Storage Temperature (°F)

Can the product be refrozen and resold? ☐Yes ☐No

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NON-COLLUSION AFFIDAVIT

STATE OF SOUTH CAROLINA

COUNTY OF HORRY

________________________________________, being first duly sworn, deposes and says that:

1. He/She is the ___________________ of Offeror that has submitted the attached proposal;

2. He/She is fully informed respecting the preparation and contents of the attached proposal and of all pertinent circumstances respecting such proposal;

3. Such proposal is genuine and is not a collusive or sham proposal;

4. Neither the said Offeror nor any of its officers, partners, owners agents, representatives, employees or parties of interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Offeror, firm or person to submit a collusive sham proposal in connection with the contract for which the attached proposal has been submitted or to refrain from proposal in connection with such contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Offeror, firm or person to fix the price or prices in the attached proposal or of any other Offeror, or to fix any overhead, profit or cost element of the proposal price of any other Offeror or to secure through collusion, conspiracy, connivance or unlawful agreement any advantage against The Owner or any person interested in the proposed contract; and

5. The price or prices quoted in the attached proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Offeror or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

Organization Name:

Authorized Signature: Date:

Name (Print) Title:

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CERTIFICATE OF FAMILIARITY

The undersigned, having fully familiarized himself with the information contained within this entire solicitation and applicable amendments, submits the attached proposal and other applicable information to the Owner, which I verify to be true and correct to the best of my knowledge. I certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a proposal for the same materials, supplies or equipment, and is in all respects, fair and without collusion or fraud. By submission of a signed proposal, I certify, under penalties of perjury, that the below company complies with section 12-54-1020(B) of the SC Code of Laws 1976, as amended, relating to payment of any applicable taxes. I agree to abide by all conditions of this proposal and certify that I am authorized to sign this proposal. I further certify that this proposal is good for a period of ninety (90) days, unless otherwise stated.

Organization Name:

Authorized Signature: Date:

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DRUG-FREE WORKPLACE

CERTIFICATION

In accordance with Section 44-107-30, South Carolina code of Laws (1976), as amended, and as a condition precedent to the execution of this agreement, the undersigned, who is an authorized representative of the PARTICIPANT certifies on behalf of the PARTICIPANT that the PARTICIPANT will provide a drug-free workplace by:

(1) publishing a statement notifying employees that the unlawful manufacture, distribution, dispensations, possession, or use of a controlled substance is prohibited in the PARTICIPANT'S workplace and specifying the actions that will be taken against employees for violations of the prohibition;

(2) establishing a drug-free awareness program to inform employees about:

(a) the dangers of drug abuse in a workplace;

(b) the person's policy of maintaining a drug-free workplace;

(c) any available drug counseling, rehabilitation, and employee assistance programs; and

(d) the penalties that may be imposed upon employees for drug violations;

(3) making it a requirement that each employee to be engaged in the performance of the agreement be given a copy of the statement required by item (1);

(4) notifying the employee in the statement required by item (1) that, as a condition of employment of this agreement, the employee will:

(a) abide by the terms of the statement; and

(b) notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after the conviction;

(5) notifying the South Carolina Department of Transportation within ten days after receiving notice under item (4)(b) from an employee or otherwise receiving actual notice of the conviction;

(6) imposing a sanction on, or requiring the satisfactory participation in a drug abuse assistance or rehabilitation program by, any employee convicted as required in Section 44-107-50; and

(7) making a good faith effort to continue to maintain a drug-free workplace through implementation of items (1), (2), (3), (4), (5), and (6).

Organization Name:

Authorized Signature: Date:

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"NO BID" RESPONSE FORM

2025-23467AB

To submit a "No Bid" response for this project, this form must be completed for your company to remain on our bidders list for commodities/services referenced. If you do not respond your name may be removed from this bidders list. In order to ensure that the City file has current information, or if you wish to be added to the City of North Myrtle Beach’ Vendor Listing, you must also return the Certificate of Familiarity form completed in its entirety.

Note: Please show the solicitation number on the outside of the envelope and submit prior to the bid due date.

Please check statement(s) applicable to your "No Bid" response -- � Specifications are restrictive, i.e. geared toward one brand or manufacturer only

(explain below).

� Specifications are ambiguous (explain below).

� We are unable to meet specifications.

� Insufficient time to respond to the solicitation.

� Our schedule would not permit us to perform.

� We are unable to meet bond requirements.

� We are unable to meet insurance requirements.

� We do not offer this product or service.

� Remove us from your vendor list for this commodity/service.

� Other (specify below).

Comments:

Company Name Authorized Signature

Correspondence Address Printed Name

City, State, Zip Title

Date Telephone

Email address Website

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