Invitation for Bid No Package Contents

Transcription

1 Invitation for Bid No Package Contents Huntsville Utilities Invitation for Bid No contains various tools and tool accessories for annual bid. The bid package should include the following documents: Invitation for Bid (1pg) Terms & Conditions * (12 pgs) Proposal Form * (29 pgs) * require signature If any of the above documents are missing from your bid package, please contact Huntsville Utilities Purchasing Department ( ) as soon as possible.

2 Huntsville Utilities Tools Inventory Contract Terms & Conditions It is the intent of Huntsville Utilities that this materials contract will establish firm pricing upon award to suppliers for all commodity groupings for delivery to Huntsville Utilities designated locations in Madison County, Alabama, for the period of January 1, 2018 (approximate), through December 31, 2018, extendable up to two additional one year periods dependent upon supplier performance and product compliance with Huntsville Utilities specifications and requirements. As such, the following Terms & Conditions will define submission of proposal, and procedures and conduct upon receipt of award. Quotation will be considered valid only if this document is returned signed with your bid proposal. Bidder Qualification 1. The invitation for bidding this contract is open to any business that maintains an establishment/warehouse. For purposes of this contract, an establishment is defined as a business employing a minimum of two employees during normal work weeks (9-5 work hours, approximate) wherein the business is properly licensed for the county of origin, and any other state or city licenses imposed for engaging in the type of activity for which this contract will be awarded. 2. It is not the intent or purpose of this bid invitation to contradict or supersede previous documents which either limited or barred any potential bidder from quoting this contract in whole or in part. 3. Proposals submitted by suppliers located in the county of Madison, Alabama, will be given a 3% local preference over suppliers located outside the county of Madison, Alabama. Proposal Submission 4. Huntsville Utilities will receive sealed bids until the date and time of bid opening (December 8, 2017 at 2:00 p.m. Central). Bids will be opened at Huntsville Utilities location at the following address: 112 Spragins Street, Huntsville, Alabama, Bids will be opened no earlier than the indicated date and time. 5. Evaluation and selection of successful bidders will be within the times and priorities of Huntsville Utilities. 6. Bids must be submitted in a sealed envelope. Bids sent via US Mail should be addressed to: Huntsville Utilities, P.O. Box 2048, Huntsville, Alabama, 35804, Attn: Lynn Conditions 2

3 Brown. Bids send via other courier (Federal Express, UPS, etc.) should be addressed to: Huntsville Utilities, 112 Spragins Street, Huntsville, Alabama, 35801, Attn: Lynn Brown. Each bidder s sealed envelope should show in the lower left corner the bid number (IFB 12-05) and the bid opening date and time (December 8, 2:00 p.m.). Responsibility for assuring bid arrival at bid opening location prior to bid opening date rests with the bidder. Proposals sent via facsimile machine will not be accepted. Proposals will not be accepted via telephone. Huntsville Utilities is under no obligation to pay postage due on bid packages. 7. Unsigned proposals will not be considered. Bidder s name, address, telephone number, facsimile number, address (if available) and contact person(s) must be included. 8. Penciled bids will not be accepted. Errors will not be corrected after the bid opening; however we reserve the right during our evaluation process to verify entries that appear to be obvious arithmetic, typing, or similar errors. 9. Proposals may be withdrawn only by written request of the bidder, or by a superseding proposal. 10. Late bids will not be considered. 11. No Federal or State Taxes is to be included in your bid in whole or in part. 12. Incomplete proposals are subject to rejection to Huntsville Utilities discretion. 13. Proposals must be received on the enclosed Proposal Forms. Bids not submitted on the enclosed Proposal Forms will be rejected. Supplemental information may be included via separate letter with your proposal. 14. Each proposal should contain the following (as stipulated/defined on the actual Proposal Form): A. Identification by manufacturer (and model/catalog number if available). All Proposals must identify the manufacturer and model/catalog number of each item quoted, referencing the corresponding Huntsville Utilities Item Number. B. Normal Supplier Stock Item. Bidders must identify by Huntsville Utilities Item Number (provided) standard items within the confines of this contract that are normally a part of bidder in-stock inventory. C. Unit Price. All proposals must identify the unit price quoted per item, and description of unit, which will normally be each, foot, or pound for this Conditions 3

4 action. Where a price break exists for quantity purchases, we reserve the right to consider such price breaks, if quoted. We reserve the right to consider price breaks for quantity purchases, if offered. Pricing Subtext (Upon Award): 1) Upon award, pricing will remain firm for the entire period of this contract except where manufacturer increases supplier s costs (or, in instances of manufacturers, where raw materials, labor, or other costs are increased), at which time changes in price are negotiable. Supplier must give Huntsville Utilities contract administrator a minimum of thirty (30) days prior written notification of any change in price before any increase will be accepted, and provide proper justification from manufacturer, metals market, etc for consideration. 2) Huntsville Utilities has the right to accept or reject any such proposed change in price within fifteen (15) days of receipt of supplier s written notice of such change in price. 3) Repeated price increases will be grounds for termination of contract. D. Supplier Back-up Quantity. Supplier back-up quantities are generally onefourth of Huntsville Utilities usage for the previous twelve months. Upon award, supplier is required to maintain all quantities designated as back-up quantities in supplier inventory for immediate delivery to Huntsville Utilities. E. Availability of material upon receipt of order. We require all material received upon receipt of order for this contract to be no greater than one day on all items for which Huntsville Utilities has designated a supplier back-up quantity. The supplier back-up quantity is to be maintained in supplier stock for same day/next day delivery. We require all materials received upon receipt of order for items within this contract that do not require a supplier back-up quantity. Repeated failure to deliver materials per contract/order requirements may result in supplier probation and/or termination of contract in whole or in part. F. FOB Point. We require FOB at our receiving points. All proposals must be FOB destination at Huntsville Utilities receiving points, freight prepaid and allowed as follow: 1) Title and risk of loss pass to Huntsville Utilities at destination points; 2) Supplier prepays freight charges; 3) Supplier must file claims for loss, damage, or overnight charges (if any) for good in transit, except where superseded by Huntsville Utilities at time or order placement. Preference will be given to proposals that are FOB our receiving points where, in the judgment of Huntsville Utilities, two or more proposals are in other respects substantially equivalent. G. Payment Terms. Huntsville Utilities reserves the right to consider payment terms, discounts, or any alternative pricing proposals in awarding the contracts. Conditions 4

5 Proposal Evaluation 15. Huntsville Utilities reserves the right to reject any bid, in whole or in part. 16. Evaluation and award of this action will be based upon the priorities of Huntsville Utilities. 17. Huntsville Utilities reserves the right to award this action on a lot basis as indicated within the IFB Package Contents or the actual Proposal Form. Huntsville Utilities reserves the right to combine Sub-Lots or related sections and award on a lot basis. Huntsville Utilities reserves the right to omit items for any lot as indicated within the IFB Package Contents or the actual Proposal Form at its sole discretion. 18. Huntsville Utilities reserves the right to consider recent orders (as to on-time or late deliveries) in awarding the contract. 19. Huntsville Utilities reserves the right to consider alternate pricing proposals that include an empty reel return policy for credit. 20. Huntsville Utilities reserves the right to consider supplier s offer to stock items that do not list back-up quantities, if offered. 21. Huntsville Utilities reserves the right to consider current suppliers vendor evaluation grade and average grade during the evaluation process of this action. Huntsville Utilities reserves the right to consider the lack of a vendor evaluation grade for any supplier who has no (or limited) prior history as a supplier of materials awarded via materials inventory contract to Huntsville Utilities. If a situation occurs wherein a bidder with no (or limited) prior history as a supplier of materials awarded via materials inventory contract to Huntsville Utilities submits a proposal for the action, Huntsville Utilities reserves the right to limit the overall number or items awarded to bidder to no more than 10-30% of overall list of items to Huntsville Utilities sole discretion. Bid Tabulation 22. A copy of the tabulation for this action will be provided upon request. Pre-Approved Manufacturer/Styles & Specifications 23. All listed pre-approved manufacturers/styles are considered proven and acceptable products of natural gas, water and electric distribution materials for use on the Huntsville Utilities System. You may quote any of the pre-approved manufacturers/styles or an equivalent. If an equivalent manufacturer/style is Conditions 5

6 quoted, the bidder must provide descriptive literature which demonstrates that Huntsville Utilities requirements are met. Huntsville Utilities is the sole judge of equivalency. 24. The possibility exists that changes to Huntsville Utilities specifications and requirements may arise during the contract period. If such a circumstance does occur, Huntsville Utilities reserves the right to negotiate with the supplier regarding pricing to modify pricing and find a suitable replacement product for the remaining tenure of the contract. If a suitable resolution for both the supplier and Huntsville Utilities cannot be reached, Huntsville Utilities reserves the right to terminate the contract for such items and recompete said items for the remaining duration of the contract period. Award Notification 25. Bidders will be notified in writing via letter of any and all material for which bid/supplier is awarded. Award will include supplier blanket, award number, Huntsville Utilities item number(s) of material awarded, brief description of material awarded, manufacturer/style quoted/awarded, unit price quoted/awarded, and supplier back-up quantity (if applicable). Award Definition 26. Award of any portion of this action stipulates that awarded supplier stock material as require by Huntsville Utilities to meet Huntsville Utilities demands during the lifetime of the contract. The materials to be stocked are quarterly target usage quantities and will be referred to henceforth as supplier back-up quantities. Supplier back-up quantities are generally one fourth of Huntsville Utilities anticipated usage for the past twelve months, dependent upon current requirements. As usage or requirements increase or decrease, contract administrator may adjust back-up quantities accordingly. All changes to supplier back-up quantities in their stock for immediate delivery to Huntsville Utilities, and also an obligation from Huntsville Utilities to purchase the back-up quantities maintained in stock as a result of the award from supplier. Requirements Upon Award 27. Supplier must provide quarterly documentation that shall be referred to henceforth as supplier inventory reports. Supplier inventory reports must indicate the actual stock maintained within supplier warehouse during a specific period as a result of this contract. The purpose of providing supplier inventory reports to Huntsville Utilities is to protect both the supplier and Huntsville Utilities from being burdened with excessive and/or unnecessary stock. Reports will be examined by contract administrator in an effort to identify and eliminate over or under stockage by supplier) bases on our anticipated usage and requirements) which would otherwise be unknown to supplier. Conditions 6

7 Supplier inventory reports must contain the following information (by Huntsville Utilities item number): 1. Date of actual inventory; 2. Quantity of all contract items in stock at supplier warehouse; 3. Quantity of all contract items currently on order/in transit to supplier warehouse, and anticipated delivery dates. If award is extended, reports will continue based on the above guidelines. Supplier inventory reports must be provided per the above schedule, and returned to Huntsville Utilities contract administrator no greater than one day after the final inventory due date. Reports may be faxed or mailed. 28. Failure to provide supplier inventory reports is ground for termination of contract in whole or in part. 29. Huntsville Utilities reserves the right to police quantities on hand/on order by supplier (as indicated by supplier inventory reports) to eliminate over or under stockage due to changes in Huntsville Utilities demands and/or requirements. All proposed changes in quantities to be ordered or stocked by supplier for Huntsville Utilities will be negotiated, the results of which will be confirmed in writing. 30. Huntsville Utilities reserves the right to visit supplier s warehouse to verify documentation provided in Paragraph 28. Orders will be evaluated based on timeliness of delivery and order fill rate. Timeliness of deliver (whether delivered on time, or after the requested delivery date) will represent 50% of evaluation. The order fill rate (% of items delivered complete with no back orders) will represent 50% of evaluation. Huntsville Utilities reserves the right to deduct one (1) point from supplier s overall grade each quarter for each error/discrepancy in paper work submitted by supplier to Huntsville Utilities. This included errors in packing slips, shipping tickets, invoices, or other similar type errors. Suppliers must maintain both a 95% or higher rating for both on-time delivery and fill rate, and also an overall rating of 95% or higher to continue participation in the contract. 31. Evaluation will be conducted quarterly as follows: First Quarter to include the months of December, January, February Conditions 7

8 Second Quarter to include the months of March, April, May Third Quarter to include the months of June, July, August Fourth Quarter to include the months of September, October, November Evaluation will be scheduled for each quarter after all orders issued during the quarter have been delivered in their entirety. Note: Huntsville Utilities will provide a 90 day grace period during the First Quarter 2012 (wherein Huntsville Utilities will waive the 95% or higher evaluation requirement) to provide supplier adequate time to establish their supplier back-up quantities solely for Huntsville Utilities. 32. Upon reward, Huntsville Utilities anticipates receiving only material/products that comply with applicable Huntsville Utilities specifications and/or pre-approved material list as found within the bid package; Huntsville Utilities will not accept alternate products without advance notification and approval confirmed in writing. Huntsville Utilities specifications must be adhered to. Bidders must submit affirmation that all products proposed do in fact meet all aspects of Huntsville Utilities specifications. Exceptions to our specifications, narrative descriptions, or any other requirements to this contract must be called out either on your proposal form or by separate letter. Exceptions cited after bidder s receipt of award and delivery of material which does not meet our requirements (either by failing to meet all aspects of our specifications or substitution of unapproved material to fill orders) is grounds for the following: immediate termination of contract in its entirety; supplier/manufacture probation; or removal of supplier/manufacturer from approved bidders list. 33. Orders as a result of this contract will normally be issued by individual purchase orders or releases. Order/releases may be phoned or faxed in to expedite delivery; however a confirming, written and validated by signature purchase order/release will be furnished to supplier for each action origination from an award from this contract. 34. A confirming acknowledgment must be provided for each purchase action origination from this contract at the request of Huntsville Utilities. 35. Confirming purchase action acknowledgment, if so requested by Huntsville Utilities, must be provided as follows: 1. Verbal or written acknowledgment of receipt of order by supplier immediately upon vendor receipt of order by Huntsville Utilities; 2. Monthly written acknowledgment/update of all open orders origination from award of this action. Acknowledgment/update must contain scheduled manufacturing shipping dates for all material on back-order. Conditions 8

9 36. Deliveries of all material awarded within this contract which contain supplier back-up quantities are to be made the same day or order placement, or the next working day, upon receipt of purchase authorization by phone, fax, or in writing. Deliveries for all materials awarded as a result of this action which do not contain a supplier back-up quantity are to be made within two four weeks upon receipt of purchase authorization, whether by telephone, fax, or in writing. Deliveries made beyond the required lead times will be considered late or past due. Repeated late or past due deliveries subject supplier to any of the following penalties: 1) immediate termination of contract in whole or in part; 2) supplier probation; 3) removal of supplier and/or manufacturer from Huntsville Utilities approved bidders list. 37. Each delivery from orders placed as a result of this contract must include a packing slip containing the following minimum information: 1. Huntsville Utilities Purchase Order/Release Number; 2. Huntsville Utilities Item Number for each item delivered (Huntsville Utilities Item Numbers are six digits, and will appear on all orders/releases); 3. Generic description for each item delivered (Ex: 2X Rainsuit); 4. Quantity ordered of each item (referencing Huntsville Utilities item number); 5. Unit of Measure of each item; 6. Quantity shipped/delivered of each item (referencing Huntsville Utilities Item Number); 7. Any single delivery that includes materials from multiple orders/releases must include separate packing slips for each order/release. One receipted/signed (by Huntsville Utilities stores personnel) copy of the packing slip will be retained by supplier s driver. 38. Pricing will remain firm for the entire period of contract except where manufacturer increase supplier s costs, at which time changes in price become negotiable. Supplier must give Huntsville Utilities a minimum of thirty (30) days prior written notification of any request for change in price before any increase will be accepted, and provide proper justification from manufacturer. 39. Huntsville Utilities has the right to accept or reject any proposed price increase within fifteen (15) days of receipt of supplier written notice of request for change in price. Conditions 9

10 40. Repeated price increases are grounds for supplier probation or termination of the contract in whole or in part. 41. All invoices from orders as a result of this contract must be mailed to the following address: Huntsville Utilities P.O. Box 2048 Huntsville, AL Attn: Accounts Payable 42. All invoices from orders placed as a result of this contract must include the following: 1. Huntsville Utilities Purchase Order/Release Number; 2. Huntsville Utilities Item Number for each item invoiced; 3. Generic Description for each item invoiced (Ex: 2X Rainsuit); 4. Quantity ordered of each item; 5. Quantity invoiced of each item 6. Supplier s unit price for each item, extended and totaled; 7. Any single delivery that includes items from multiple orders/releases must be invoiced separately for each order/release. 43. Bidder shall warrant to Huntsville Utilities that each item purchased upon award as a result of this contract shall be as follows: 1. Item (and all materials used in the manufacture thereof) shall be new, unused material; 2. Item shall conform in all respects to drawings, specifications, and all other conditions as stipulated within this contract; 3. Item (and all materials used in the manufacture thereof) shall be free from defects in design or workmanship until the expiration of twelve (12) months after the date on which the item was placed into service for the purpose for which it was purchased (except where otherwise noted or superseded via Huntsville Utilities specifications). 44. If any material, or any part thereof, fails to meet the foregoing warranties listed in Article 43, and Huntsville Utilities notifies supplier within a reasonable time after Conditions 10

11 such failure, supplier shall thereupon promptly correct such failure at its sole expense, including all shipping costs, replacement costs, or other costs associated with any consequential damages or delays to Huntsville Utilities. 45. Supplier shall indemnify Huntsville Utilities against any and all injury, death, and damage and loss to persons or property caused by materials (and all materials used in the manufacture thereof), properly installed for the purpose for which the item (and all materials used in the manufacture thereof) was purchased, furnished by supplier upon award of this contract, whether performed on the premise of Huntsville Utilities, or elsewhere. 46. Failure to comply with all conditions set forth by the document subjects supplier to the following conditions: A) termination of contract in whole or in part; B) Removal from supplier from Huntsville Utilities approved bidder s list, tenure of removal to be at Huntsville Utilities discretion. 47. Upon termination of contract (due to expiration, or other reasons not associated with failure to supplier to comply with the Terms and Conditions of this action), Huntsville Utilities will purchase materials maintained in supplier stock as a result of award of this contract within ninety (90) days termination of contract. Huntsville Utilities will purchase only quantities of items designated as supplier back-up quantities for this contract. Huntsville Utilities will purchase such itemsmaterial at the items applicable contract price upon termination of contract. 48. Huntsville Utilities will not indemnify supplier for any items maintained in supplier s inventory as a result of termination of this contract due to supplier s failure to comply with the Terms and Conditions of this action in whole or in part. 49. No guarantees are made as to quantities to be ordered (other than those quantities defined as back-up quantities). 50. Either party may terminate contract (after award notification) in whole or in part upon 30 days prior written notification. Questions pertaining to this contract should be addressed to contact person: Mrs. Lynn Brown ( ). Upon award, supplier is expected to inform contract administrator Mrs. Lynn Brown of any new products or industry advances which offer cost savings because to price, quality, or other advantages to either replace or supplement existing materials included in this contract. Bidder affirms that bidder has reviewed the above 50 Terms & Conditions for quoting and participation in the Huntsville Utilities Small Tools Inventory System Contract 17-31, and agree to adhere to same if awarded any or all parts of contract. Separate letter must note exceptions. Conditions 11

12 Bidder: Organization Address City/State/Zip Phone/Fax Numbers Signature (Not valid unless signed) Date Title Address Conditions 12