CITY OF GADSDEN, ALABAMA PURCHASING DEPARTMENT REQUEST FOR BID January 27, 2014

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1 CITY OF GADSDEN, ALABAMA PURCHASING DEPARTMENT REQUEST FOR BID January 27, 2014 Bid Number The City of Gadsden, Alabama is soliciting sealed bids for the above project (purpose) as described in the attached Special Terms and Conditions and Bid Specifications. Copies of the Bid Request are available on the City of Gadsden, Alabama website: click Bid Openings located in the right side module Bids for this purpose will be received by the City of Gadsden, Alabama City Clerk s Office until: 2:00 P.M. Central Standard Time (CST) February 25, 2014 All Bids must be directed to the following location: City Clerk s Office 4 th Floor, Room 401 ATTN: Iva Nelson, City Clerk 90 Broad Street (City Hall) P.O. Box 267, Gadsden, AL Bids will be opened on the Fourth Floor, Room 411, City Hall, 90 Broad Street, Gadsden, Alabama at the above stated time and date. Bids received after the deadline will not be considered. They will be noted as non-responsive and returned to the proposer unopened. The sealed bid number, bid name, and bid opening date must appear on the outside of the bid envelope. Prospective bidders are instructed to read the General Terms and Conditions, Special Terms and Conditions, and Bid Specifications very carefully. Bids must be made in compliance with the guidelines in the sections referred to and signed in full. Questions concerning terms and conditions, specifications, or any other aspects of the bid, please contact the following: Mechiel Underwood, Purchasing Agent City of Gadsden Phone: funderwood@cityofgadsden.com 1

2 CITY OF GADSDEN, ALABAMA GENERAL TERMS AND CONDITIONS 1. All bid openings and any scheduled pre-bid conferences will be held in the City Council Conference Room located on the Fourth Floor, Room 411, City Hall, 90 Broad Street, Gadsden, Alabama. A pre-bid conference may be requested to review and answer any pertinent questions concerning the bid and the specifications. 2. Each bid must be submitted in a separate sealed envelope and received by the City of Gadsden, Alabama in the City Clerk s Office, 90 Broad Street, P.O. Box 267, Gadsden, Alabama, All bidders must use our bid form(s) and show on the envelope the bid number, name of project (purpose), and opening date. Any bid received after the opening date and time will not be considered. If it becomes necessary to revise any part of this bid, a written addendum will be provided to vendors currently on the City of Gadsden s vendor list and it will be posted to the City of Gadsden website. Copies of the Bid Request are available on the City of Gadsden, Alabama website: click Bid Openings located in the right side module 3. The City will not give verbal answers to inquiries regarding information in this bid, or verbal instruction prior to the submission deadline. All questions shall be submitted in writing to Mechiel Underwood, Purchasing Agent at funderwood@cityofgadsden.com. 4. The City of Gadsden encourages the utilization of minority business enterprise in our procurement activities. The City of Gadsden provides equal opportunities for all businesses and does not discriminate against any vendor regardless of race, color, creed, sex, national origin, disability, religion or age in consideration for an award. 5. The attached specifications are being provided to potential bidders as guidelines, which describe the type and quality of structure, equipment, supply, and/or service the City of Gadsden is seeking to purchase. The bidder must indicate compliance or list exceptions to each specification item for consideration. Failure to comply with this provision could be cause for rejection of the bid. 6. The name of a certain brand, make, manufacturer, or definite specification is to denote the quality standard of the article desired but does not restrict the bidder to the specified brand, make, manufacturer or specification names. It is set forth to convey the general style, type, character, and quality of the article desired by the City of Gadsden. Whenever the words "or approved equal" appear in the specifications, they shall be interpreted to mean an item of material or equipment similar to that named, and which is suited to the same use as that named and which is approved by the Purchasing Department of the City of Gadsden. Vendor shall incur all cost involved in obtaining an independent analysis if the City of Gadsden deems it necessary to determine the suitability of items as being approved equal. 7. It will be assumed that all bids are based upon the specifications unless the bidder stipulates to the contrary on the proposal form; in which case, the bidder shall point out in detail any and all deviations from the specifications. Minor exceptions from the specifications may be considered if they do not alter the performance for the intended purpose. 8. All bids shall be typewritten or printed in ink on the form(s) prepared by the City. Bids prepared in pencil, facsimiles, or electronically submitted proposals will not be accepted. All proposals must be signed by officials of the corporation or company duly authorized to sign bids. Original signatures in ink are required. Facsimile or rubber stamped signatures will not be accepted. Any bid submitted without being signed will automatically be rejected. 9. All corrections or erasures shall be initialed and dated by the person authorized to sign bids. If there are discrepancies between unit prices quoted and extensions, the unit price will prevail. 10. Prices quoted shall be delivered prices, exclusive of all federal or state excise, sales, and manufacturer's taxes. The City will assume no transportation or handling charges other than specified in this bid. The City of Gadsden is exempted from sales and use tax by (11) and (13), Alabama Code (1975). 11. Prices quoted to the City of Gadsden shall remain firm for a minimum of 90 days from the date of opening of the bid, unless so stated differently in the bid. 12. The delivery schedule must be entered in the appropriate space in order for the bid to be considered. If all items cannot be delivered on the same schedule, please note variances. 13. The bidder shall assume full responsibility for warranty of all components of the equipment. A statement shall be attached with the proposal setting out the conditions of the warranty. The manufacturer's standard warranty shall be furnished. 14. A Bid Bond is required in the amount of 5% of the total for bids exceeding $10,000 unless an exact amount is stated in the Invitation for Bids. The Bid Bond/Deposit shall be in the form of a firm commitment, such as an original Bid Bond, postal money order, certified check, cashier s check, or irrevocable letter of credit. A Bid Bond shall be retained by the City until such time a contract is executed, a purchase order is issued, or in some cases, materials and or equipment received. 15. The City reserves the right to request a demonstration of any and all items bid before making the award. 16. The City reserves the right to accept or reject any or all items covered in the request, or any portion(s) thereof, waive formalities, readvertise and/or take such other steps deemed necessary and in the best interest of the City. Issuance of this Request for Proposal does not bind the City of Gadsden to award a contract, nor does the City of Gadsden in any way assume liability for expenses incurred in the preparation of any bids. 2

3 17. All bids will be awarded to the lowest responsive and responsible bidder. This determination may involve all or some of the following factors: price, conformity to specifications, financial ability to meet the contract, previous performance, facilities and equipment, availability of repair parts, experience, delivery promise, terms of payments, compatibility as required, other costs, and other objective and accountable factors which are reasonable. When bids are equal, local vendor shall be favored. 18. Unless Special Terms and Conditions of the bid specify otherwise, the City of Gadsden reserves the right to make an award in whole or part to one or more bidders whenever deemed necessary and in the best interest of the City. 19. The successful bidder agrees, by entering into this contract, to defend, indemnify, and hold the City of Gadsden harmless from any and all causes of action or claims of damages arising out of or related to bidder's performance under this contract. 20. All items bid will be inspected by a representative of the City of Gadsden upon delivery to ascertain compliance with the specifications. Items not in compliance with the specifications will be rejected until proper remedial measures are taken to assure compliance. 21. Bidders may be disqualified and bid proposals may be rejected for any of (but not limited to) the following causes: a. Failure to use the bid forms furnished by the City of Gadsden. b. Lack of signature by an authorized representative on the bid form. c. Failure to properly complete the bid form. d. Evidence of collusion among bidders. e. Unauthorized alteration of the bid form. 22. The City of Gadsden assumes no legal liability to purchase items or services under any contract unless funds are appropriated for that particular fiscal year. 23. The City of Gadsden reserves the right to terminate, without cause, any award made as a result of this bid solicitation by providing a thirty (30) day letter of cancellation notification to the successful bidder. Failure on the part of the successful bidder to comply with all terms and conditions of this bid shall give cause for the City of Gadsden to terminate the award immediately, and to relieve the City of any and all legal obligations associated with the award. In the event the bidder cannot comply with the terms and conditions of a bid on a particular item or transaction, the City reserves the right to obtain the particular item from other vendors. 24. The City of Gadsden is to be protected against any increase above the price in the bid. Any bid containing an "Escalator Clause" will not be considered unless so stipulated in the Special Terms and Conditions. 25. In accordance with the Alabama Competitive Bid Law, as amended, the City of Gadsden may enter into multi-year leases, purchase, and lease purchase contracts for the acquisition of goods, supplies, materials and all other types of personal property, real property and services for a period not to exceed three years with the following provisions: a. Prices quoted shall be effective for one (1) year beginning from the date of the award, unless otherwise stipulated, with the option to renew for two additional one year periods. Renewals will require mutual agreement with both the City and the award vendor with the bid price remaining the same. b. Contracts may provide for automatic renewal unless positive action is taken by the City of Gadsden to terminate such contract and the nature of such actions shall be determined by the City of Gadsden and specified in the contract. 26. The City of Gadsden will not be responsible in the event the U.S. Postal Service or any other courier system fails to deliver the proposal to the City of Gadsden, office of the City Clerk, by the deadline stated in the bid request. 27. The vendor/bidder/contractor agrees to comply fully with the Americans with Disabilities Act and the Beason-Hammon Alabama Taxpayer and Citizen Protection Act. Each vendor/bidder/contractor will indemnify and hold harmless the City of Gadsden from all costs, including but not limited to damages as well as attorney's fees and staff time, in any action or proceeding brought alleging a violation of either of the above mentioned Acts. 28. City Ordinances mandate that anyone who transacts business within the city limits of Gadsden by one or all of the following situations is subject to obtain a City of Gadsden business license: a. A physical location within the City. b. A representative of your company calls on customers or solicits business within the City. c. Merchandise is delivered into the City on a vehicle other than by common carrier. The successful bidder shall produce a copy of a current City of Gadsden business license in bidders company name and address prior to delivery if physically delivering to any location within the city limits of Gadsden, Alabama using bidders business owned transport / carrier. 29. Any bidder affected adversely by an intended decision with respect to this bid shall file with the Finance Director of the City of Gadsden a written notice of intent to file a protest not later than five working days (excluding Saturdays, Sundays and City of Gadsden holidays) after the posting of the bid tabulation. Protest procedures may be obtained in the Purchasing Office. BY SUBMISSION OF MY PROPOSAL, I CERTIFY THAT I HAVE READ AND UNDERSTAND THESE INSTRUCTIONS AND AFFIRM THAT I HAVE NOT BEEN IN ANY AGREEMENT OR COLLUSION AMONG BIDDERS OR PROSPECTIVE BIDDERS IN RESTRAINT OF FREEDOM OF COMPETITION. UPON AWARD OF THIS BID, I WILL NOT SUBSTITUTE ANY ITEM ON THIS BID UNDER ANY CIRCUMSTANCES. I ALSO UNDERSTAND THAT THE GENERAL TERMS & CONDITIONS ARE STANDARD AND THAT ANY CONTRADICTING REQUIREMENTS OF THE SPECIAL TERMS AND CONDITIONS OR REQUEST FOR BIDS SUPERSEDE THESE GENERAL TERMS & CONDITIONS. 3

4 CITY OF GADSDEN, ALABAMA SPECIAL TERMS AND CONDITIONS (Omission of any items that are requested as part of submission will be cause for rejection of proposal) The City of Gadsden, Alabama is soliciting sealed bids for Office Supplies, and Print Cartridges on an as needed basis. The most frequently ordered items are listed in the Core Items Price Lists for each category. There are approximately eleven delivery locations throughout the City of Gadsden. See Attachment A for a list of primary locations and addresses. The frequency of orders shall vary per location. Delivery shall be expected on the next business day after orders are placed; regardless of ordering frequency. The City of Gadsden spends an estimated $86,000 annually on these three category items. This dollar amount is based on fiscal year 2013 figures. The City may spend more or less than this amount during the contract year. The products listed in the Core Items Price List are based on the most frequently purchased products within the past calendar year. Actual products and quantities purchased shall be based on individual department needs. The lists are not a complete list of all items that may be purchased. The City s purchases shall not be limited to these lists. The City of Gadsden does not guarantee a minimum amount of products to be purchased nor does the contract represent a commitment to purchase products at previous year levels on all items. Award of Contract Proposals shall be evaluated and awarded to the lowest responsible bid as determined by the City. The City of Gadsden reserves the right to award the contract to one or more vendors. The following criteria will be utilized in the evaluation and award of the bid: a. Lowest pricing for items list b. Highest total discount percentage for other catalog items c. Ease of ordering d. Delivery or shipment within hours of placement of order Contract Period The initial contract will be awarded to the successful bidder for a one (1) year period effective on the date of award with the option to renew for two (2) additional one (1) year periods provided all terms and conditions remain in full force and effect. Renewal will be subject to the availability of funding, vendor performance, mutual agreement by both parties and the approval of the City of Gadsden Purchasing Department. Refusal by either party to exercise the option for extension will cause this contract to expire on the original or mutually agreed upon date. All renewals / extensions shall be based on existing terms, conditions and price structures set forth in the original bid award and any subsequent amendments. Brand Requirements Any manufacturer s names, trade names, brand names or catalog numbers used in the specification are there for the purpose of establishing and describing product size, product volume and quality, with the exception of Print Cartridges. Such references are not intended to be restrictive and bids are invited on these and comparable brands or products of any manufacturer. Suppliers must specify brand name for each item presented in the bid proposal or offered as an alternative to the stated brand. Emergency Purchases Items requiring same day delivery or pickup may be purchased on an emergency as needed basis outside the requirements stated in this bid proposal. Order Process No minimum order shall be required. The City shall make every effort to consolidate orders and minimize deliveries. Minimum order requirements must be detailed in the bid proposal. To avoid pricing errors, awarding vendor must ensure bid pricing and ease of ordering by assignment of a service representative familiar with the bid pricing structure of the contract or the vendor s computer system must guarantee users utilizing the contract will receive appropriate bid pricing and product support consistent with all requirements of the contract. A confirmation of order must be available upon request. Orders shall be placed individually by various City facilities / departments. On-line ordering is the preferred method; however, the City shall require an alternative method for ordering for City staff that does not have regular access to the internet. If an order form is necessary, it shall be mutually designed by the vendor and the City. Purchase Orders The City of Gadsden issues purchase orders for products purchased. All invoices, packing lists and other purchase documentation must contain a valid purchase order number. Each order must be processed and billed separately and delivered or shipped to the requesting department location or site. The City will not pay restocking or return charges unless the item was a special order and additional charges were discussed and agreed upon at the time the order was placed. Delivery Delivery shall be F.O.B to destination(s) and shall be of no additional charge to the City. Estimated delivery time will be a consideration in the bid award. The city prefers a vendor that can make next business day deliveries. The City will consider vendors that can fulfill orders that can be delivered, available for pickup or received within 48 hours after receipt of order. In the event delivery cannot be completed, the City reserves the right to obtain the item elsewhere on a limited basis or until product availability is resumed. Notice of backorders will be given at the time of order or noted on each packing list included with the packing slip. The City has approximately eleven delivery locations. Some of the locations shall require weekly deliveries, some less frequent and some may be more frequent. All deliveries are inside deliveries and shall be made during normal working hours of 8:00 a.m. to 4:30 p.m., Monday through Friday, unless otherwise authorized by the City. The delivery person must get a signed receipt for all deliveries. Repeated delayed, partial deliveries and backorders shall be interpreted as failure to meet contractual obligations and may be cause for cancellation of the contract. 4

5 Packaging All items shall be new and in the manufacturer s individual original, standard package, clearly marked as to the contents. All deliveries shall include a packing slip without exception. The following items must be included on the packing slip. a. The name of the employee placing the order. b. The date of the order. c. The date of the delivery. d. The delivery location. e. Corresponding purchase order number. Warranty The manufacturer s standard warranty shall apply. The successful supplier guarantees items offered shall be free from any and all defects in material, packaging and workmanship and agrees to replace defective items promptly at no charge to the City of Gadsden. Catalog The successful vendor shall furnish a sufficient number of current catalogs to meet the requirements of the City. All catalogs shall be at no charge to the City. The City prefers the vendor to issue a custom catalog of the City s contract items and provide the list via the internet for online ordering. Usage Reports Upon request, the successful vendor must provide a report of items purchased by the City. This report should include the product description (including brand name and manufacturer item number), total quantity ordered for the period and the total amount spent on the item for the period. The request period will be established by the City and successful vendor. References Bidder must include three (3) references of current customers with comparable purchases made within the past year. Include contact name, phone number, address and type of service provided. Pricing a. Prices quoted shall include packaging, delivery and all other costs associated with completing each order. No additional cost of any kind may be added. b. Prices quoted for core list items shall be fixed for the entire contract period. c. A products list or catalog percentage discount shall be given for items not included on the core items list. A products list or catalog discount is required for each category requested: General Office Supplies, and Print Cartridges. Pricing and discounts shall remain in effect for the entire contract period. Additional catalog discounts for all other miscellaneous catalog items shall apply for the entire contract period d. Bidder must present pricing on all products in the core list of each category bid. Failure to bid on all items will result in disqualification of the proposal. Payment The City issues payment to the Vendor approximately thirty days after receipt of the commodity (merchandise and/or service) and the correct original invoice, whichever arrives last. All invoices must contain the proper pricing as specified by the Vendor in the proposal response. In addition, all invoices must include the appropriate purchase order number. Invoices not including the proper purchase order number may experience delayed payment. Original invoices must be submitted for payment to the City of Gadsden, Finance Department, P.O. Box 267, Gadsden, Alabama Bid Bond The bid bond for this proposal has been set in the amount of $1, The original bond must be included in the bid proposal. Submission Requirements Bidders must submit the following with their bid in addition to other requirements as mentioned throughout this proposal request. Failure to comply will result in the bid being rejected. a. Bid Form b. Completed Price List for each category bid c. References d. Account Management / Ease of Order Processing e. Bid Bond f. Statement outlining the conditions of warranty. g. State of Alabama Immigration Form 5

6 CITY OF GADSDEN, ALABAMA SPECIFICATIONS The City of Gadsden is soliciting bids from qualified companies for a comprehensive line of general office supplies, copy paper and print cartridges. All products offered shall be new, unused and of the latest design and technology and the most current product lines available. Any contract resulting from this solicitation will be used on an as needed basis by various end users located at multiple City of Gadsden departmental locations. Products Required General Office Supplies Vendor shall provide a broad based line of office products with an extensive catalog minimum. The vendor s catalog shall include a variety of major manufacturers of the specified products and services. The estimated annual spend for general office supplies is $50, This dollar amount is based on fiscal year 2013 figures. The core items list consists of 48 of the City s most frequently ordered items within the past fiscal year. Actual products and quantities purchased shall be based on individual department needs. The list is not a complete list of all items that may be purchased. The City s purchases shall not be limited to this list. The City of Gadsden does not guarantee a minimum amount of products to be purchased nor does the contract represent a commitment to purchase products at previous year levels on all items. General Office Supplies Attachment 3 pages The estimated annual purchase of 8 ½ x 11 copy paper is 300 cases. The City of Gadsden spends an estimated $10, annually for all cut paper. This dollar amount is based on fiscal year 2013 figures. The City may spend more or less than this amount during the contract year. Actual products and quantities purchased shall be based on individual department needs. The list is not a complete list of all items that may be purchased. The City s purchases shall not be limited to this list. The City of Gadsden does not guarantee a minimum amount of products to be purchased nor does the contract represent a commitment to purchase products at previous year levels on all items. The list of paper types, sizes and colors included in this Bid invitation represent the most commonly purchased items by the City of Gadsden departments. Additional paper sizes, weights and colors may be required by a department during the term of any resulting contract. Any other paper that is required through the term of the contract, but is not on this list, must be furnished at the same discount structure and any and all terms of this contract apply. Attachment 1 page Print Cartridges Vendor must maintain or have availability to obtain original equipment manufacturer toner and ink cartridges for common brands of inkjet and laser printer, fax machines and multifunction office machines. The estimated annual spend for all replacement printer ink and toners is $26,000. This dollar amount is based on fiscal year 2013 figures. Actual products and quantities purchased shall be based on individual department needs. The list is not a complete list of all items that may be purchased. The City s purchases shall not be limited to this list. The City of Gadsden does not guarantee a minimum amount of products to be purchased nor does the contract represent a commitment to purchase products at previous year levels on all items. Print Cartridges Attachment 2 pages Vendors must quote prices based on the unit of measure that is requested for each item. The City wishes to establish a fair basis for bid presentation and allow ease of bid tabulation. Bidders must provide pricing for all items listed in each category. Pricing shall be all inclusive and no additional charges for, including but not limited to delivery, transportation, boxing, packaging, crating or returnable containers shall be paid by the City unless separately stated in this price list. The City of Gadsden is exempted from sales and use tax by (11) and (13), Alabama Code (1975). YOU MAY BID ONE OR MORE CATEGORIES OFFICE SUPPLIES / COPY PAPER / PRINT CARTRIDGES. HOWEVER, ALL ITEMS WITHIN THAT CATEGORY MUST BE BID AND QUOTE PRESENTED MUST BE BASED ON REQUESTED UNIT OF MEASURE. BIDS SUBMITTED CONTAINING LESS THAN THE CATEGORY REQUIREMENT MAY BE REJECTED. 6

7 General Office Supplies CITY OF GADSDEN, ALABAMA General Office Supplies Batteries Item Unit of Measure Requested for Quote Brand / Description Product Quoted Price per Unit of Measure (Must quote prices based on unit of measure requested) Comments ~ AA Battery 24/pack ~ AAA Battery 24/pack ~ C Battery 12/pack ~ D Battery 12/pack ~ 9 Volt Battery 4/pack ~ Lithium Battery 2/pack Binders ~ 1 3 ring, black each ~ 2 3 ring, black each ~ 3 3 ring, black each ~ 1 D-ring, black each Binder Clips ~ Small dozen ~ Medium dozen ~ Large/Jumbo dozen Correction ~ Correction Fluid each ~ Correction Tape each Envelopes ~ Business, white 500/box ~ Clasp envelope, 9x12 100/box 7

8 General Office Supplies Item File Folders ~ Expanding wallet folder with elastic cord, letter Unit of Measure Requested for Quote each Brand / Description Product Quoted Price per Unit of Measure (Must quote prices based on unit of measure requested) Comments ~ Manila, letter 100/box ~ Manila, legal 100/box ~ Hanging, letter 25/box ~ Hanging, legal 25/box ~ Manila classification, letter, four section ~ Manila classification, letter, six section 10/box 10/box Highlighter ~ Tank style, chisel tip, various colors dozen Labels ~ File folder, white 248/pack ~ Address /pack Markers ~ Permanent, fine point, black dozen Message ~ Message book, twopart, carbonless ~ Message pads, sticky, lined each each Paper Clips ~ Small box ~ Medium box ~ Large/Jumbo box Pencils ~ Mechanical 0.7 mm, assorted dozen ~ Woodcase #2 lead dozen 8

9 General Office Supplies Item Pens ~ Ballpoint stick, medium, black, blue, red ~ Retractable, ballpoint, black, cushion or rubber grip Unit of Measure Requested for Quote dozen dozen Brand / Description Product Quoted Self-Stick Notes ~ 1 ½ x 2 dozen Price per Unit of Measure (Must quote prices based on unit of measure requested) Comments ~ 3 x 3 dozen ~ 4 x 6 dozen Scissors ~ All purpose, 8, black each Stapler ~ Basic, full strip, 20 sheet capacity each Staples ~ Standard box ~ ½ inch heavy duty box Tape ~ Invisible, 3/4 x 1000 each ~ Sealing / packaging, 2 x 55 yards each Writing Pads ~ Jr. legal rule, 5 x 8, perforated edge, 50 sheet, white or canary ~ Legal rule, letter, perforated edge, 50 sheet, white or canary ~ Legal rule, legal, perforated edge, 50 sheet, white or canary each each each Total General Office Supplies Quote a percentage discount to be given on all vendor products list or catalog items not included on the core items price list. $ 9

10 CITY OF GADSDEN, ALABAMA Description Proposed Brand and Description Weight Brightness Multipurpose White 8 ½ x 11 Multipurpose White 8 ½ x 14 Multipurpose White 11 x 17 Bond Paper White 8 ½ x 11 Subtotal Price per Ream $ $ Price per Case Description Multipurpose Color 8 ½ x 11 Multipurpose Color 8 ½ x 14 Proposed Brand(s) and Description Colors Available Weight Brightness Price per Ream $ $ Price per Case Subtotal Total Quote a percentage discount to be given on all vendor products list or catalog items not included on the core items price list. $ $ 10

11 Print Cartridges CITY OF GADSDEN, ALABAMA Print Cartridges Item Description Item Number Item Number Price Each Ink Black Ink Cyan Ink Magenta Ink Yellow Ink Magenta Ink Black Ink Tri Color Ink Tri Color Ink Black Ink Tri Color Ink Black LaserJet Toner Cartridge Black LaserJet Toner Cartridge Black Ink Black Ink Cyan Ink Magenta Ink Yellow Ink Black Ink Cyan Ink Magenta Ink Yellow Toner Cartridge Black HEWC4906AN HEWC4907AN HEWC4908AN HEWC4909AN HEWC4912A HEWC6656AN HEWC6657AN HEWC8766WN HEWC8767WN HEWC9363WN140 HEWC9364WN140 HEWCC530A HEWCE255A HEWCN053AN HEWCN054AN HEWCN055AN HEWCN056AN HEWCN057AN HEWCN058AN140 HEWCN059AN140 HEWCN060AN140 HPCE505A 11

12 Print Cartridges Item Description Item Number Item Number Price Each Toner Cyan Toner Black Toner Magenta Toner Yellow Laserjet Toner Cartridge Black Laserjet Toner Cartridge Cyan MSAMS3031CHC MSAMS3031KHC MSAMS3031MHC MSAMS3031YHC HEWQ5950A HEWQ5951A Total Print Cartridges Quote a percentage discount to be given on all vendor products list or catalog items not included on the core items price list. $ 12

13 CITY OF GADSDEN, ALABAMA MANDATORY BID FORM Price List Totals Office Supplies Total $ Discount Total (Case) $ Discount Print Cartridges Total $ Discount The undersigned shall acknowledge receipt of any addendum(s) issued by the Purchasing Department by recording in the spaces below the date of receipt and initials. Addendum No. 1 Addendum No. 2 Addendum No. 3 Addendum No. 4 I HEREBY CERTIFY THAT I HAVE READ AND UNDERSTAND THE SPECIFICATIONS AND AFFIRM THAT THE BID IS IN COMPLIANCE WITH THE SPECIFICATIONS. Company Name Street Address City, State, Zip Mailing Address City, State, Zip Federal Tax Identification Number Signature Name of Bidder (typed or printed) Title of Bidder Area Code & Telephone Number Fax Number Contact Date 13

14 CITY OF GADSDEN, ALABAMA Account Management Ease of Order Processing Yes No ~ Orders may be placed online and discount will automatically apply. ~ A confirmation will be ed upon placement of the order or upon request. ~ An account representative will be assigned to manage our account. ~ Delivery or shipment within 24 hours of order placement. ~ Minimum order required. ~ Able to produce a custom catalog of contract items. 14

15 CITY OF GADSDEN, ALABAMA STATE OF ALABAMA IMMIGRATION ACT Act No The following Notice, Declaration and Mandatory Affidavit of US Citizenship and/or Lawful Presence of an Alien is required in compliance with the Beason-Hammon Alabama Taxpayer and Citizen Protection Act, Act No dealing with immigration (Immigration Act). In order to comply with the Act, the City of Gadsden must obtain from each individual, including an individual who is a sole proprietor or partner in a partnership, a declaration, either of citizenship or lawful presence. MANDATORY AFFIDAVIT Act No Citizenship Declaration Under penalty of perjury, I,, (Print Name) the undersigned do hereby declare that I am a citizen of the United States Citizen or that I am a lawfully present alien of the United States of America. Declarant s Signature Date 15

16 CITY OF GADSDEN, ALABAMA TO ALL PROSPECTIVE VENDORS: The City of Gadsden receives many requests to be placed on our vendor list, therefore, we must continually update. We want to include all vendors however; we do not want to send notifications to those vendors who may no longer be interested in participating in our solicitation procedure. If you do not choose to respond to the attached Request for Proposal, please fill in the form below indicating whether or not you want to be retained on our current vendor s list. Vendors who do not respond in either way (by either submitting a proposal or by returning the form below) over a period of one year will be removed from the vendors list. If you desire to submit a No Bid, please indicate by checking one or more of the reasons listed below. Please note on the return envelope, No Bid and include the Bid Number. Return to City of Gadsden, ATTN: Iva Nelson, City Clerk, 90 Broad Street, Gadsden, AL Unable to bid at this time. Would like to receive future bids. Do not offer this product or service. Remove us from this item only. Remove us from your Vendor/Bidder List. This page must be returned only if you are not bidding. Company Name Street Address City, State, Zip Bid Number Signature of Person Completing Form Name of Person Completing Form (typed or printed) Title Date 16

17 Attachment A CITY OF GADSDEN, ALABAMA Regular Delivery Locations The following is a listing of current delivery locations for the City of Gadsden facilities. The locations listed are those that have deliveries for office supplies, copier paper and/or print cartridges on a regular basis. The delivery locations listed are based on past experience, not necessarily inclusive of expected future need. Actual delivery locations are subject to change during the contract term; however, no price adjustments on contract items shall be allowed as a result of changes in delivery locations. Fire Station 1 Central, 322 Walnut Street, Gadsden, AL City Hall (Multiple departments within building), 90 Broad Street, Gadsden, AL Gadsden Police Department (Multiple departments within building), 90 Broad Street, Gadsden, AL Parks and Recreation Senior Building, 623 Broad Street, Gadsden, AL Gadsden Museum of Art, 515 Broad Street, Gadsden, AL Library, 254 College Street, Gadsden, AL Public Works, Burnsway Drive, East Gadsden, AL Fleet Management, 1701 Chestnut Street, Gadsden, AL Gadsden Transportation Services, 1699 Chestnut Street, Gadsden, AL Twin Bridges Golf Course, 901 River Bend Drive, Gadsden, AL Municipal Court, 1515 Campbell Ave., Gadsden, AL