CITY OF MIAMI OKLAHOMA OFFICE OF THE PURCHASING AGENT

Transcription

1 1 ` CITY OF MIAMI OKLAHOMA OFFICE OF THE PURCHASING AGENT RFQ (Formal Bid) Bid #C14-10 Annual, Bermuda Sod April 21, Sealed bids will be received by Randy Hinds, Purchasing agent for the City of Miami and the special Utility Authority, Until 3:00 P.M May 13, 2014 for the following goods/services. All bids received by that time will be publicly opened and read. Opening will take place in the office of the purchasing agent, located at the Miami Civic center, th Ave. NW, Miami, OK. 2. After opening, bids will be received and evaluated by staff. A recommendation will be submitted to the City Council and the Miami Special Utility Authority (MSUA) for their consideration/approval at their regularly scheduled meetings held in the Council Chambers at the Miami Civic Center. 3. When submitting a bid, the outside of the sealed envelope must be clearly marked with your company name and SEALED BID #C Bid must be returned on forms provided and must be accompanied by a completed and notarized Statement of Non-collusion. All bids must be FOB Miami, OK. If submitting additional information, please do so on a separate sheet of paper. If you have any questions on specifications and/or requirements, please contact Mike Edwards, Street Manager at (918) Unless an item is shown as No Substitutions, any Manufacturer/Brand names contained in the bid documents are for reference only and should not be considered as the sole source for specified items. There is no intention by the City of Miami to have the enclosed specifications interpreted as restrictive. 6. Mail bid to: City of Miami, Attn: Randy Hinds, P.O. Box 1288, Miami, OK Faxed or bids shall not be considered unless they are faxed to a third party and delivered to the City of Miami following the directions in paragraph three (3) above. If bid is sent special delivery or hand carried, deliver to the civic center, Purchasing Office, th Ave. NW, Miami, OK Bid tally sheet will be faxed or ed upon request. You may also review bid results by going to the Miami web site

2 2 8. The Council and Authority reserve the right to waive any bid formalities, to reject any or all bids and to place the order with the supplier who, in the opinion of the Council and Authority, submits the most suitable bid. 9. Any bid so received after the time set for the opening of bids, shall not be considered by the awarding agency, and shall be returned unopened to the bidder submitting same. Thank you, Randy Hinds Purchasing Agent This is an annual bid to be in effect from date of contract through June 30, To help create an amicable annual agreement the below notes have been added. Note 1: If bid is accepted; Contract/Agreement may be terminated by either party with a 30 day advance in written form, via , Fax or mailed letter. Note 2: As the City expects the winning vendor to deliver this product and has had vendors that had to end contracts based on the fluctuating fuel prices it has been determined that the increase or decrease in fuel prices may in fact impact this Contract/Agreement. A Fuel Surcharge Adjustment Chart is attached for your pricing if required. Vendors with annual bid contracts for material may be granted an additional year twice if agreed upon by both parties and with no price change other then circumstances effecting note 2 above. This agreement will be in a written addendum signed by both parties each year. A copy of the Contract is submitted for your information and consideration. The winning Vendor will receive a contract to sign upon approval from the Council and MSUA.

3 3 SPECIFICATIONS & REQUIREMENTS FOR SOD The City of Miami and the MSUA are currently accepting bids for the purchase and delivery (not installation) of pallets of sod to be used by all City of Miami departments, City of Miami Department of Public Utilities and City of Miami Special Utility Authority departments. Specifications: The grass must be U-3 Bermuda type sod, delivered and unloaded to various job sites within the Miami City Limits. Sod must be delivered within a two (2) day (48 hours) notice, given by the City of Miami Public Works Director. All sod must be fresh cut, (with in 48 hours) and stacked on regular pallets, in 500 square foot quantities per pallet. City staff will be responsible for the placement, fertilizer and water for all sod received. The grass will be ordered on an as needed basis. The City of Miami and the MSUA reserve the right to reject any or all bids received. Please fill in the required information below for bid requirements: Price per pallet of U-3 Bermuda Sod picked up at vendor site: $ per pallet and/or rolls for loads 10,000 sq. ft. & over $ per pallet and/or rolls for loads between 5,000 to 9,999 sq. ft $ per pallet and/or rolls for loads under 5,000 sq. ft Price per pallet of U-3 Bermuda Sod delivered and un-loaded at various job sites in Miami City Limits. $ per pallet and/or rolls for loads 10,000 sq. ft & over $ per pallet and/or rolls for loads between 5,000 to 9,999 sq. ft. $ per pallet and/or rolls for loads under 5,000 sq. ft Delivery Charge if any $

4 4 Vendor Name: Fuel Surcharge Attached below is an Adjustment for Market Cost (Diesel) of Fuel Chart. Suppliers are to complete Fuel Surcharge (Per Delivery). This is a set rate price per Delivery. It is not a percentage rate. If fuel reaches ranges listed then the successful vendors will be allowed to add a Fuel Surcharge to their invoices. If fuel costs drop dramatically, the City of Miami reserves the right to renegotiate all pricing including Fuel Surcharges. ADJUSTMENT FOR MARKET COST OF FUEL COST PER GALLON DELIVERY Per Delivery $4.00 & Below No Additional Charge $ $4.25 $ $4.50 $ $4.75 $ $5.00 $ $5.25 $ $5.50 $ $5.75 $ $6.00 $ $6.25 $ $6.50 $ $6.75 $ $7.00 $ $7.25 $ $7.50 $ $7.75 *Pricing submitted with Solicitation Bid #C14-10 Annual, Bermuda Sod Delivery is noted to be from Vendors location to the City Of Miami. If there are more than one job sites on a delivery (within the City) they are considered as one delivery charge.

5 5 NON-COLLUSION STATEMENT The undersigned affirms that they are duly authorized to execute this contract, that this company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other bidder, and that the contents of this bid as to prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this bid. Vendor Address Phone Bidder (Signature) Bidder (Print Name) Position with Company Address: City: State: Zip Code: Telephone: (800) FAX: (800) Address: P. O. Box th Ave. NW (74354) Miami, OK Fax (918) Phone (918) rhinds@miamiokla.net Website: