RFQ 3250.pdf

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CITY OF GREEN BAY, WISCONSIN

REQUEST FOR QUOTE # 3250

8-INCH DEWATERING PIPE AND HOSES

Request for Quotation (RFQ) Schedule of Events

CC: 72000, 72056, 72082, 72079, 93662

March 31st, 2020 RFQ issued to Vendors

April 7th , 2020 Questions from Vendors due (written only)

April 8th, 2020 Addendum issued (if required)

April 15th, 2020 2:00 PM – Sealed

DUE DATE FOR RFQ (by 2:00PM CT,) DUE TO CORONAVIRUS

RESTRICTIONS ON IN PERSON MEETINGS THERE WILL NOT

BE A PUBLIC OPENING FOR THIS RFQ. RESULTS WILL BE

GIVEN TO ALL BIDDERS VIA EMAIL.

April 24th, 2020 Intent to Award issued

May 6th, 2020 Projected award notification date. Pending Council Approval on May 5th, 2020

Two Submit TWO complete sets of documents

Method and deadline of submittal

Sealed bid openings are at 2:00 pm (CT). Any bid received after the time specified cannot be considered.

E-MAIL TO: sealedbidspurchasing@greenbaywi.gov

Note: Subject line must state RFQ #3250 – Dewatering Pump

OR

SEALED envelope, by mail, delivery, or in person. No fax.

Responses received after the deadline cannot be considered and if mailed, will be returned unopened. The City is not responsible for delays occasioned by the U.S. Postal Service, the internal mail delivery system of the City, or any other delivery method employed by the Vendor.

Submit Quotes to RFQ 3250- Dewatering Pipes and Hoses City of Green Bay, Purchasing Department 100 N. Jefferson St., Room 101, Green Bay, WI 54301-5026

Purchasing email and fax General Department E-mail: PurchasingAg@greenbaywi.gov

Fax Number: 920-448-3050 Direct Purchasing Contact: Calvin Winters calvinwi@greenbaywi.gov

Although every effort will be made to follow this schedule, the City reserves the right to modify the dates as necessary and to accommodate special circumstances. All RFQ’s are due by the time specified. Any RFQ received at the designated location after the required time and date specified for receipt shall be considered late and non responsive. All times listed are in CT, unless otherwise noted.

mailto:sealedbidspurchasing@greenbaywi.gov mailto:PurchasingAg@greenbaywi.gov mailto:calvinwi@greenbaywi.gov

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GENERAL CONTRACTUAL INFORMATION AND INSTRUCTIONS TO BIDDERS

The City of Green Bay (City) is requesting your consideration to participate in our Request for Quote (RFQ).

This section lists basic information and instructions. All Vendors are expected to read this section thoroughly to ensure full understanding of the conditions. These are considered general terms & conditions. Specific requirements as stated in the specifications will take precedence over these general terms & conditions. No changes to the RFQ by any vendor will be accepted, and that in the event of a discrepancy between the vendor’s submission and the RFQ, the RFQ will control. Failure to agree to the terms of the RFQ as presented will result in the submission being deemed non-responsive. Thank you for the time and effort you put forth in responding. We sincerely look forward to hearing from your company.

VENDOR REGISTRATION: To receive free automatic and immediate notification of procurement opportunities for the City of Green Bay and other government agencies, register at NO CHARGE on Demandstar at www.demandstar.com. For technical assistance, call 206-940-0305 or email agencyservices@demandstar.com Demandstar provides automatic supplier registration, procurement notices, and a document distribution system.

DISABLED ACCESS: City Hall is available through either of the two entrances on the Jefferson Street (west) side of the building.

SEALED QUOTATIONS: Quotes may be e-mailed to the secure “Sealed Bids” e-mail address noted above or may be mailed or delivered between the hours of 8am and 4:30pm, Monday – Friday (Central Time) in a sealed envelope with your Company name and clearly marked RFQ #3250 –8-inch dewatering pipe and hoses Sealed Quotes must be received in the Purchasing Office before 2:00 pm CT on or before the due date noted above. Facsimile submitted bids will not be accepted. Responses received after the deadline cannot be considered and will be returned unopened. The City is not responsible for delays occasioned by internet connectivity, the U.S. Postal Service, the internal mail delivery system of the City, or any other delivery method employed by the Vendor.

QUESTIONS: Vendors are asked to examine this RFQ upon receipt. If necessary, Vendors should make a written request for interpretation or correction of any ambiguity, inconsistency or error discovered. All questions or clarifications shall only be directed in writing via mail, fax or e-mail to the Purchasing Department, no later than end of day on April 7th, 2020. Questions received after this date may not be responded to. Any contact or attempt to contact any other employee of the City regarding this RFQ may result in the immediate disqualification of the Vendor. Oral and other interpretations or clarifications will be without legal effect. Only questions answered by formal written addenda will be binding.

ADDENDA: Questions will be responded to in the form of written addenda to all Vendors. It shall be the responsibility of each Vendor, prior to submitting their quote, to determine if addenda were issued. Addenda will be issued on DemandStar and VendorNet to registered vendors who will be notified electronically. All addenda issued shall become a part of the contract documents and shall be acknowledged and dated on the bottom of the Quote Signature Page.

NON-RESTRICTIVE SPECIFICATIONS AND VENDOR ALTERNATES: Specifications are intended to define the level of quality and performance of this purchase and not to restrict competition. Where certain brands or part number are specified, it is for illustration or to establish a standard of quality (unless ‘No Substitution’ is noted). Vendors may offer one or more alternates with lesser or greater features, however the City reserves the right to make its selection based on the best interest of the City. The City will make the decision based on City personnel if it is an approved equal. Vendors offering alternates shall submit, with their quote, an itemized comparison with this specification, documenting equivalence for quality, performance, etc. ALL SUCH ITEMIZED LISTS SHALL BE PRESENTED IN THE EXACT SAME ORDER AS THE CITY SPECIFICATIONS AND SHALL REFERENCE THE CITY ITEM NUMBER. Failure to identify exceptions or deviations in this manner may be a basis to declare the quote as non-responsive. If in your opinion, any of the specifications, terms and conditions of this RFQ prevents you from offering a quote, consideration will be given to a Vendor’s request for change.

QUOTATION OPENING: Quotations will be publicly opened and read on the quotation due date and in the Conference Room noted above, City Hall, 100 N. Jefferson St., Green Bay, WI. The time for sealed bid openings is 2:00 pm for quotes issued from the Purchasing Department (does not include DPW).

http://www.demandstar.com/ mailto:agencyservices@demandstar.com

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QUOTATION EVALUATION PROCEDURE/AWARD: An evaluation team will evaluate and select the low, responsible and responsive quote. A panel interview may be conducted with the vendor(s) to determine the overall best value for the City based on, but not limited to, company, personnel, references, qualifications and employee training. A supplier’s submission of a quotation constitutes their acceptance of the evaluation technique and their recognition and acceptance the evaluators will use their judgment in making a determination.

AWARD NOTICE: After an award is made, a quotation tabulation summary will be available through DemandStar. Quotation results will not be given over the telephone.

APPEALS PROCESS: Protest of this award or recommendation of award shall be made in writing and received in the purchasing office within 72 hours after the posting of intent to award and evaluation tabulation. Tabulations for interested parties are posted on the Demandstar service.

A written protest must contain a specific legal basis for appeal, precise statements of the relevant facts, an identification of the issue to be resolved and authorities in support of the protest. Appeals not containing the necessary information or not filed on a timely basis shall be rejected. Appeals shall be addressed to the Purchasing Agent.

TERMINATION OF CONTRACT: The City may terminate the resulting contract at any time by a notice in writing from the City Purchasing Agent to the Vendor. If the City terminates the contract with the Vendor, the Vendor shall be entitled to receive payment for work completed up to the date of notice.

COMPLETE INFORMATION: Vendors shall submit all specifications or requirements included within the provisions of the Contract prior to the quotation opening. Failure to enclose all necessary attachments by the time the quotations are opened may disqualify the Vendor from being awarded the contract.

SUBSTANCE ABUSE PREVENTION: The owner recognizes and supports alcohol & drug free workplace programs as an important element in the national strategy to reduce the devastating effects of drug and alcohol abuse in our society. The owner urges contractors, subcontractors, suppliers and vendors to establish and enforce drug free workplace policies and programs.

CITY OF GREEN BAY CITIZEN AND LEGAL IMMIGRANT PROTECTION ACT: The City of Green Bay expects that those who wish to contract with the City adhere to all State and Federal laws, including those proscribing employment of unauthorized aliens. In no way does the City intend or condone discriminatory practices or profiling but rather simply adherence to the law. No City contract shall be issued to unauthorized aliens or companies who employ unauthorized aliens. See sec. 6.025, Green Bay Municipal Code, and 8 USC sec. 1324a.

MISCELLANEOUS CONDITIONS

RIGHT TO ACCEPT/REJECT: The City reserves the right to accept or reject any or all quotations or to waive any technicality, and accept any quotation deemed to be in the best interests of the City.

NON-MATERIAL VARIANCES: The City reserves the right to waive or permit cure of nonmaterial variances in the offer if, in the judgment of the City, it is in the City’s best interest to do so. Nonmaterial variances include minor informalities that do not affect responsiveness, that are merely a matter of form or format, that do not change the relative standing or otherwise prejudice other quoters/proposers, that do not change the meaning or scope of the RFQ/RFP, or that do not reflect a material change in the services. A nonmaterial variance in a bid/quote does not give one quoter/bidder a competitive advantage or benefit not enjoyed by others. A nonmaterial variance may be accepted as responsive, or at the discretion of the City, may be rejected as non-responsive. In the event the City waives or permits cure of nonmaterial variances, such waiver or cure will not modify the RFQ/RFP requirements or excuse the Contractor from full compliance with the specification or other contract requirements if the Contractor is awarded the contract.

UNIT PRICE PRECEDENCE: The each price supersedes the total price.

UNBALANCED QUOTES/BIDS: The City reserves the right to reject unbalanced quotes/bids.

Unbalanced quotes/bids may be rejected as non-responsive, a potentially less time consuming and costly option than completely rebidding the project.

RIGHT TO AWARD ALL OR A PORTION: The City reserves the right to award all or a portion of this request to one or more Vendors on a line item basis. Vendor to indicate any additional discount allowed for award of entire order.

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FINANCIAL COMMITMENTS: All financial commitments by the City are subject to the availability of funds approved by the Green Bay Common Council.

INCURRING COSTS AND RESERVE RIGHT TO CANCEL: The City will not be responsible for any expenses incurred by any vendor in the development of a response to this RFQ, including any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to the City and/or its representatives. Further, the City shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended vendor even if the City Council has formally accepted a recommendation.

RIGHT TO CANCEL: The City reserves the right to cancel this agreement and any resulting agreement at any time with 30 days written notice.

FIRM PRICING: Offered prices shall remain firm for a minimum of 90 days after the due date of this solicitation to allow evaluation and award determination, unless indicated otherwise. Once awarded, prices shall remain firm for the duration of the contract. Prices MUST also be free of federal, state, and local taxes unless otherwise imposed by a governmental body, and applicable to the material on the quotation.

STATUTORY INFORMATION: Any purchase agreement resulting from this RFQ shall be construed in accordance with the laws of the State of Wisconsin. Any litigation between the parties arising out of, or in connection with the contract shall be initiated either in the court system of the State of Wisconsin or the United States District Court for the Eastern District of Wisconsin.

PUBLIC RECORDS REQUIREMENT: It shall be understood any quotation and any/all referencing information submitted in response to this RFQ shall become the property of the City and will not be returned. The City will use discretion with regards to disclosure of proprietary information contained in any response, but cannot guarantee information will not be made public. As a governmental entity, the City is subject to making records available for disclosure.

NONDISCRIMINATION: In connection with the performance of work under this agreement, the Contractor agrees not to discriminate against any employee or applicant for employment because of age, race, religion, color, marital status, sexual orientation, sex, disability, national origin or ancestry.

This provision must be included in all subcontracts.

ASSIGNMENT OR SUBCONTRACT: Neither party shall assign any right or interest, nor delegate or subcontract any obligation owed without the written consent of the other.

INDEPENDENT CONTRACTOR STATUS: The Contractor agrees it is an independent Contractor with respect to the services provided pursuant to this agreement. Nothing in this agreement shall be considered to create the relationship of employer and employee between the parties.

NON-COMPLIANCE: Submission of a quotation constitutes confirmation your firm is not presently on any lists maintained by the Wisconsin Department of Administration, or any other State or the Federal Government, for non-compliance with any requirements, including equal opportunity and/or affirmative action.

PATENT INFRINGEMENT: The seller shall indemnify and hold harmless the City of Green Bay and all persons acting for or on their behalf from all suits and claims against them, or any of them, arising from or occasioned by the use of any material, equipment or apparatus, or any part thereof, which infringes or is alleged to infringe on any patent rights. In case such material, equipment, or apparatus, or any part thereof, in any such suit is held to constitute infringement, the Seller, within a reasonable time, will at its expense, and as the agencies may elect, replace such material, equipment or apparatus with non-infringing material, equipment, or apparatus, or remove the material, equipment, or apparatus, and refund the sums paid therefore.

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VENDOR REQUIREMENTS

~ QUOTATION SUBMITTAL FORMS ~

FORMAT: Vendor shall complete every space in the ‘Vendors Column’ with a (√) to indicate compliance with specification or (Exception) to indicate any deviation from specification. Any items appearing in the manufacturer’s specifications furnished by the vendor are assumed to be included in this quotation. Note any exceptions to standard manufacturer’s specifications.

COMPLETE REQUIREMENTS: While every effort has been made to ensure the accuracy and completeness of the information in this RFQ, the City recognizes the information is not exhaustive of every detail and all work and materials may not be expressly mentioned in the requirements of this RFQ.

Therefore, it is the Vendor’s responsibility to include in their quotation all requirements necessary for the full and faithful performance of the requested goods/services in accordance with the objectives of the City.

The goods/services offered shall be complete in every respect inclusive of all design, components, and recommendations for auxiliary equipment, and required maintenance or licensing, etc.

VENDOR’S COLUMN

No. DESCRIPTION

“√” COMPLY

OR

“EXCEPTION”

1.

TYPE: Eight (8”) inch suction and discharge hose assemblies.

2.

QUANTITY:

a. Thirty (30) aluminum pipe male and female Bauer style (no equal) fittings measuring 8” x 10’ x .09” thickness.

b. Ten (10) SR suction hose 3/8” thick, 8” x 20’ with male and female Bauer style (no equal) fittings.

c. Twenty (20) lay flat hose, 8” x .110” thickness x 50’ with male and female

Bauer style (no equal) fittings.

d. Three (3) 45° degree aluminum 8” elbows with male and female Bauer style

(no equal) fittings.

e. One Hundred (100) 8” rubber O-Rings for Bauer (no equal) style fittings.

f. Two (2) 8” section strainers with Bauer (no equal) style fittings.

3.

FREIGHT: F.O.B. delivered to City of Green Bay, 1820 Mills Street, Eastside Garage, Green Bay, Wisconsin. Successful vendor will make all necessary arrangements and cover all costs for delivery of the pipe and hoses to the City of Green Bay.

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City of Green Bay RFQ #3250 8-inch Dewatering Pipe and Hoses

QUOTATION PRICING & SIGNATURE PAGE

The undersigned, on behalf of the Vendor, certifies: (1) this offer is made without previous understanding, conflict of interest, agreement or connection with any person, firm, or corporation making a quotation on the same project; (2) is in all respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered to bind the firm in whose name the quotation is entered; (4) they have read the complete Request for Quotation and understand all provisions and fully understanding the local conditions affecting the cost of the work, hereby proposes to furnish all labor, materials, tools and equipment to perform the work required by the proposed purchase contract documents referred to therein (as altered, amended or modified by addenda); (5) if accepted by the City, this quotation is guaranteed as written and will be implemented as stated; and (6) mistakes in writing of the submitted quotation will be their responsibility.

STATE PRICE FOR PIPE AND HOSES AS SPECIFIED:

STATE LEAD TIME FOR DELIVERY:

STATE WARRANTY TERM AND COST:

F.O.B. – DELIVERED TO GREEN BAY, WI

PAYMENT TERMS: Final payment will be made Net 30.

Vendor to indicate early payment discount offered:

Credit Card Payments Accepted: Yes ____ No ____

City will not pay fees for P-Card payments.

VENDOR’S SIGNATURE & INFORMATION:

Vendor Full Legal Name:

Complete Address, City, ST, Zip:

Bidders Contact Name & Title (Type or Print):

Authorized Signature:

Phone # & Fax#:

Date:

Taxpayer I.D. Number:

E-mail address:

Website:

ADDENDA - It is Vendor’s responsibility to check for issuance of any addenda. The undersigned hereby acknowledges receipt of the following addenda:

Addenda Number: __________ Date: _________ Addenda Number: __________ Date: __________

Please complete the following checklist to ensure accuracy as you prepare the documents:

1. Provide two (2) complete sets of all documents.

2. Quotation Submittal Forms – Pages 5

3. Quotation Pricing & Signature Page – Page 6