INVITATION TO BID. (This is not an order.)

Transcription

1 CITY OF CLEVELAND INVITATION TO BID Page 1 of 2 (This is not an order.) Buyer: Jules Gilliam jgilliam@city.cleveland.oh.us Requestor: Phyllis Jackson Division of Purchases & Supplies Lakeside Avenue pjackson@clevelandairport.com Room 128 Procurement Folder RFB No. RFB Description RFB Special Events Equipment & Supplies Rental RFB Closing Date/Time Department/Division Public Bid Opening Date/Time November 27, :00 PM 3001 November 27, :00 PM SCHEDULE OF EVENTS Event Description Event Date Group/ Line# Commodity Description Item Quantity/ UOM Service Dates 1 / 1 Special Events Equipment & Supplies Rental From To Catalog Discount ***Please Complete Entirely & Return All Documents Including the Northern Ireland Affidavit*** ***See Attachments for Details & Specifications*** Ship To: CHIA CENTRAL RECEIVING CHIA CENTRAL RECEIVING FIVE POINTS RD Cleveland, OH $ Vendor Response Contract Amount Vendor Response Vendor Total Amount for Items Vendor Total Amount for Services Payment Discount Offer $ $ % Day(s) TERMS OF DELIVERY Price quoted shall be F.O.B. delivered to the place designated on purchase order. No other terms will be acceptable. Delivery quoted must be stated in terms of work days after receipt of the order. All charges for shipping must be included within the Unit Price for each item quote unless otherwise designated by a separate line with a specified dollar amount inclusive of all shipping charges. No freight charges will be considered nor processed for payment unless apart of the original quote submitted prior to bid award. EVALUATION CRITERIA Group/ Evaluation Criteria Description Response Type Line # 1 / 1 Lowest and best bidder under Chapter 181 C.O. NONE BIDDER AGREES TO COMPLY WITH ALL TERMS AND CONDITIONS BELOW AND ON REVERSE SIDE OF THIS BID Shipping/Freight Charges ALL CHARGES FOR SHIPPING MUST BE INCLUDED WITHIN THE UNIT PRICE OF EACH QUOTE UNLESS OTHERWISE DESIGNATED BY A SEPARATE LINE ITEM WITH A SPECIFIED DOLLAR AMOUNT INCLUSIVE OF ALL SHIPPING CHARGES. NO FREIGHT CHARGES WILL BE CONSIDERED NOR PROCESSED FOR PAYMENT UNLESS APART OF THE ORIGINAL QUOTE SUBMITTED PRIOR TO BID AWARD. MSDS required A Material Safety Data Sheet is required to be shipped with each specific applicable item on this PO.

2 CITY OF CLEVELAND INVITATION TO BID Page 2 of 2 (This is not an order.) Buyer: Jules Gilliam jgilliam@city.cleveland.oh.us Requestor: Phyllis Jackson Division of Purchases & Supplies Lakeside Avenue pjackson@clevelandairport.com Room 128 Procurement Folder RFB No. RFB Description RFB Special Events Equipment & Supplies Rental RFB Closing Date/Time Department/Division Public Bid Opening Date/Time November 27, :00 PM 3001 November 27, :00 PM BIDDER AGREES TO COMPLY WITH ALL TERMS AND CONDITIONS BELOW AND ON REVERSE SIDE OF THIS BID No Price increase This Purchase Order does not permit price increases. BIDDER MUST COMPLETE & SIGN BELOW NAME OF THE FIRM: STREET ADDRESS: CITY: STATE: ZIP CODE: FED ID # / SSN #: PHONE NO.: FAX NO.: ADDRESS: PLEASE PRINT CONTACT NAME: AUTHORIZED SIGNATURE: DATE: All bids and related documents must be enclosed in a sealed envelope and marked with the RFB number. RETURN BID TO: Division of Purchases & Supplies 601 Lakeside Ave Room 128, City Hall

3 This procurement is for the selection of one or more vendors for the purpose of obtaining special events equipment and supplies for Department of Port Control's Community Engagement & Legislative Affairs Section. The selected vendor will provide for the rental of special events equipment and supplies on an as needed basis to support business-related special events, meetings, conferences, etc. on and off-airport premises. For rental equipment and supplies: 1. The selected vendor or vendors must provide items for rental including, but is not limited to, the items listed. SPECIAL EVENTS EQUIPMENT & SUPPLIES: For event setup/breakdown using rental equipment and supplies: 1. The selected vendor(s) must set-up and breakdown all equipment and/or supplies for up to five (5) events unless otherwise specified by Department of Port Control representative. 2. The selected vendor shall provide pricing for equipment including delivery and setup charges, as well as pricing for delivery drop-off only orders. 3. Set-up orders must be delivered and setup the day before the event. 4. Breakdown to occur directly following up to the day after the event, based on standard business hours. 5. A typical event shall range at a minimum of one (1) day to three (3) days. 6. Length of equipment rental shall be determined by DPC representative and vendor no later than 5 days prior to event. 7. The schedule and event details to be determined by Department of Port Control representative and provided to selected vendor no less than 5 business days prior to date of event. 8. The seating per event shall be determined on an event-by-event basis unless otherwise specified by Department of Port Control representative. Page 1 of 3

4 The vendor shall be able to provide for rental all necessary equipment and/or supplies to support airport-related events and activities including but not limited to the following: Item # 1 Linen - Solid color: fits 8' banquet table front top to lap; Color: To be determined based on scheme or theme. 2 Table Skirts - Solid: fits up to 8' table (covers no less than the front/and two sides; Color: To be determined based on scheme or theme 3 Audio Sound System/PA System including wireless microphones 4 Lectern 5 Chairs 6 Tables (Banquet, Round, Serpentine, etc.) 7 Various concession equipment & supplies 8 Chafers 9 China and Flatware 10 Photo Booth w/accessories including props, etc. 11 Ice machine, cooler or refrigeration equipment 12 Grills 13 Helium Tank 14 Inflatables for outdoors 15 Other event equipment, supplies and/or furniture as needed. All bids must include delivery, shipping and handling charges as part of the bid package. Page 2 of 3

5 ***Purchase Order Valid for One (1) Year or Until Funds Are Exhausted Whichever Occurs First*** ***An Itemized Price List Must Be Included with Invoices for Payment Approval*** ***Services & Orders Are To Be Provided After Prior Departmental Approval*** ***Services & Orders Are To Be Provided As Needed*** ***Purchase Order Not to Exceed $4,600.00*** ***Quantities & Orders May Vary*** Page 3 of 3