HomeMy WebLinkAbout05.M- Public Works RESOLUTION (ID#2752) DOC ID: 2752 B
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Request for Proposal
From: Tony Frossard M/CC Meeting Date: 11/18/2013
Prepared by: Linda Dortch, (909) 384-5140
Dept: Public Works Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Public Works Director to Issue a"Request for Proposals for Sewer Manhole Cover Replacement
Services." RFP F-14-16 (#2752)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Account Budgeted Amount: $525,900
Account No. 132-400-0094-5502
Account Description: Professional/Contractual
Balance as o£ 11/04/2013 $507,200
Balance after approval of this item: $447,200
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
None.
Background:
The Public Works Department, Operations &Maintenance Division, is responsible for
maintaining all sewer manholes throughout the City. This includes the repair and/or the
replacement of damaged, deficient and aged manhole covers. Maintaining the manhole covers is
essential for the safety of the driving and walking public. At this time, there is a need to secure a
contract with a reputable contractor to provide this service.
In order to ensure the best possible price, staff prepared a list of vendors who provide sewer
manhole cover replacement services. The RFP will also be sent to the San Bernardino Area
Chamber of Commerce, advertised on the City's website and in the San Bernardino Sun
Newspaper. A list of known vendors is included with this report.
City Attorney Review:
Supporting Documents:
reso 2752 (PDF)
Ex. A-Bid Packet (DOC)
Updated: 11/13/2013 by Jolena E.Grider B Packet-Pg..195
I RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE PUBLIC WORKS DIRECTOR TO
3 ISSUE A "REQUEST FOR PROPOSALS FOR SEWER MANHOLE COVER
4 REPLACEMENT SERVICES." RFP F-14-16
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
6
SECTION 1. The Public Works Director is directed to issue a"Request for Proposals
7
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8 for Sewer Manhole Cover Replacement Services". RFP F-14-16 is attached and incorporated
9 herein as Exhibit"A."
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE PUBLIC WORKS DIRECTOR TO ISSUE
2 A "REQUEST FOR PROPOSALS FOR SEWER MANHOLE COVER
REPLACEMENT SERVICES." RFP F-14-16
3
4
i HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
5
6 Common Council of the City of San Bernardino at a meeting
7 thereof,held on the day of , 2013,by the following vote,to wit:
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8
Council Members: AYES NAYS ABSTAIN ABSENT cn
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MARQUEZ E
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11 JENKINS
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12 VALDIVIA o
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13 SHORETT o
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14 VACANT
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15 JOHNSON
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MULVIHILL N LO
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19 Georgeann Hanna, City Clerk
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20 The foregoing resolution is hereby approved this day of ,2013.
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21
22 a
Patrick J. Morris, Mayor
23 City of San Bernardino
24 Approved as to form:
25 GARY D. SAENZ,
26 City Attorney
27 B .
28
Packet Pg. 197-
5.M.a
RFP F-14-16
Page 1 of 8
City of San Bernardino
TECHNICAL SPECIFICATIONS
RFP F-14-16
SEWER MANHOLE COVER REPLACEMENT SERVCIES
NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER"
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The Public Works Department, Operation & Maintenance Division, is responsible
for maintaining all sewer manholes throughout the City. The intent of this N
document is to solicit proposals from qualified CONTRACTOR'S with experience
in providing sewer manhole cover replacement services. The Public Works E
Department, Operation & Maintenance Division will provide the manhole lids and
collars. Last year, approximately 130 damaged, deficient and aged manhole C
covers were replaced. The City is looking for the most responsive and W
responsible CONTRACTOR that will be committed to provide the City of San
Bernardino with sewer manhole cover replacement services at a per unit cost. 0
Through a competitive qualification and bid based procurement process, the City d
of San Bernardino intends to enter into an agreement with a qualified
CONTRACTOR for sewer manhole cover replacement services.
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Services: Bidder shall complete right-hand column indicating brief reasoning
for exceptions to requirements when not applicable. State Cn
"Acceptable" if requirements are agreeable as set forth in left-hand
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column.
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Whenever the terms "Standard Specifications" is used, it shall N
mean the "Standard Specifications for Public Works Construction, N
latest edition." In case of conflict between these specifications and
Standard Specifications, these specifications shall take precedence
over and be used in lieu of the Standard Specifications. E
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FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID a
CATEGORY I ACCEPTABLE 1 AS SPECIFIED
1. SCOPE
A. The CONTRACTOR will supply all labor,
concrete materials, asphalt material and
equipment associated with the removal and
installation of damaged, deficient and aged
manhole covers. For bidding purposes and to
better compare pricing, the 130 manhole cover
replacements per year will be used to establish a
Packet Pg. 198
5.M.a
RFP F-14-16
Page 2 of 8
unit cost for each manhole cover that is
replaced. The City of San Bernardino does
not guarantee that 130 manhole covers will
be replaced per year.
B. Default: The City of San Bernardino, by written
notice of default to the CONTRACTOR, may
terminate the whole or any part of the contract in
any one of the following circumstances: A) If
the CONTRACTOR fails to replace the sewer
manhole covers as specified in the contract and
on time. B) If CONTRACTOR fails to perform
any of the provisions of this contract, and fails to
remedy the situation within a period of five days Cn
after receipt of notice.
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C. In the event the City of San Bernardino U
terminates this contract in whole or part, the City
may procure supplies or services similar to those
terminated, and CONTRACTOR shall be liable
to the City for any excess cost for such similar U
sewer manhole cover replacement. d
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2. TRAFFIC CONTROL
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Attention is directed to Section 7-10, "Public
Convenience and Safety" of the Standard `"
Specifications for Public Works Construction, latest
edition and these special provisions. ::
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Warning signs, lights, and devices for use in N
performance of work on Highways shall conform to °
the "Manual of Traffic Control," 2000 Edition, and L
the "Work Area Traffic Control Handbook," 2000
Edition, adopted by the City of San Bernardino. E
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2
The CONTRACTOR shall so conduct the operation a
as to offer the least possible obstruction and
inconvenience to the public. Convenient access to
abutting properties shall be maintained whenever
possible. CONTRACTOR shall maintain a minimum
of one traffic lane in each direction at all times. All
excavations opened during any day will be paved
back to a safe condition by the end of the same day.
Full compensation for furnishing labor, materials,
equipment, and incidentals for all traffic control will
be considered as being included in various items of
Packet Pg. 199
5.M.a
RFP F-14-16
Page 3 of 8
work and no additional compensation will be
allowed.
3. LENGTH OF TIME TO COMPLETE
CONTRACTOR must commence work within ten
(10) calendar days after notification by the CITY.
CONTRACTOR must pursue the work continuously
after commencement of job to complete the entire
work order. Twenty (20) working days are allowed
for this project.
4. PRICING PER UNIT COST it
Provide a pricing proposal that is a fixed fee per
sewer manhole cover that is replaced. A list of 20-
26 manhole locations will be given to the
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CONTRACTOR at a time for replacement.
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*Reminder: The Public Works Department, 'o
Operation & Maintenance Division will provide the )
new manhole lids and collars. The CONTRACTOR s
must return the old manhole lids and collars to the
City Yard upon completion of the new
replacements. When existing manhole lids and 3
collars are in good condition when raising the in
manhole lids, please reuse the old set. N
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Construction Standard: The CONTRACTOR will
make the repairs according to the City of San ti
Bernardino Public Works Standards, a copy of o
which is attached hereto, marked Attachment °1".
5. SUBCONTRACTOR E
The CONTRACTOR must list all subcontractors w
used for the duration of this contract. If a new a
subcontractor is hired to provide services during the
contract, the CONTRACTOR must submit the name
of the new subcontractor, subcontractor's license,
and insurance information one week prior to work
performed.
6. REFERENCE LIST
Provide three (3) local government agencies and/or
company's previous or current contact references
that support your abilit y to provide sewer manhole
Packet Pg. 200
RFP F-14-16
Page 4 of 8
cover replacement services.
7. CONTRACT LENGTH
The length of this contract shall be for one year with
two (2) one-year extensions at the City's option.
8. LICENSES
The CONTRACTOR represents that it has all
licenses including the Class A contractor license,
permits, qualifications and approvals of whatever
nature that are legally required to provide sewer
manhole cover replacement services, including a
City Business License, and that such licenses and
approvals shall be maintained throughout the term
of this Contract.
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10. CONTRACTOR NON-COMPLIANCE
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A. If the Public Works Department Director, or his
designee, determines that there are deficiencies
in the performance of this Agreement, the Public
Works Director, or his designee, will provide a
written notice to the CONTRACTOR stating the 3
deficiencies and specifying a time frame to cn
correct the specified deficiencies. This time N
frame shall be reasonable, as determined by the N
Public Works Director, or his designee, to correct
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the specified deficiencies. ti
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B. Should the CONTRACTOR fail to correct any
deficiencies within the stated time frame, the
Public Works Director, or his designee, may
exercise the following measures:
1. Deduct from the CONTRACTOR'S payment Q
the amount necessary to correct the
deficiency, including City overhead costs and
impose a deficiency deduction.
2. Withhold the entire or partial payment.
3. Terminate the contract and award to second
bidder.
Packet Pg. 201
5.M.a
RFP F-14-16
Page 5 of 8
PRICE FORM
REQUEST FOR QUOTES: RFQ F-14-16
DESCRIPTION OF RFQ: Sewer Manhole Cover Replacement Services
COMPANY NAME:
ADDRESS:
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NAME OF AUTHORIZED R
REPRESENTATIVE
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Provide pricing that is a Firm Fixed Fee per replaced sewer manhole cover.
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UNIT FEE _
Per Manhole Cover $ 3
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ANNUAL PURCHASE ORDER N
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Effective on or about January 1, 2014 through June 30, 2014 with two (2) one- N
year renewal options, at the City's discretion for City's requirements. ti
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Option year one, if exercised, shall be effective July 1, 2014 through June 30, L
2015.
Option year two, if exercised, shall be effective July 1, 2015 through June 30,
2016.
Actual option year pricing shall be negotiated with the successful Bidder(s) prior a
to exercising of any given option year. Option years shall become effective only
upon issuance by the City of a duly authorized Purchase Order.
Are there any other additional or incidental costs which will be required by your
firm in order to meet the requirements of the Technical Specifications? Yes I No
(circle one). If you answered "Yes", please provide detail of said additional costs:
I
Packet Pg. 202
5.M.a
RFP F-14-16
Page 6 of 8
Please indicate any elements of the Technical Specifications that cannot be met
by your firm.
Have you included in your bid all informational items and forms are requested?
Yes / No (circle one). If you answered "No", please explain:
This offer shall remain firm for 90 days from RFQ close date.
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Terms and conditions as set forth in this RFQ apply to this bid.
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Cash discount allowable % days; unless otherwise stated, payment terms
are: Net thirty (30) days. o
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In signing this bid, Bidder warrants that all certifications and documents o
requested herein are attached and properly completed and signed.
From time to time, the City may issue one or more addenda to this RFQ. Below, 3
please indicate all Addenda to this RFQ received by your firm, and the date said
Addenda was/were received.
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Verification of Addenda Received
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Addenda No: Received on: N
Addenda No: Received on: U)
Addenda No: Received on: `
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AUTHORIZED SIGNATURE:
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PRINT SIGNER'S NAME AND TITLE:
DATE SIGNED:
COMPANY NAME &ADDRESS:
PHONE: FAX:
EMAIL:
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Packet Pg. 2 03
5.M.a
RFP F-14-16
Page 7 of 8
IF SUBMITTED A "NO BID", PLEASE STATE REASON(S) BELOW:
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RFP F-14-16
Page 1 of 8
City of San Bernardino
TECHNICAL SPECIFICATIONS
RFP F-14-16
SEWER MANHOLE COVER REPLACEMENT SERVCIES
NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER"
The Public Works Department, Operation & Maintenance Division, is responsible
for maintaining all sewer manholes throughout the City. The intent of this
document is to solicit proposals from qualified CONTRACTOR'S with experience E
in providing sewer manhole cover replacement services. The Public Works
Department, Operation & Maintenance Division will provide the manhole lids and a
collars. Last year, approximately 130 damaged, deficient and aged manhole W
covers were replaced. The City is looking for the most responsive and
responsible CONTRACTOR that will be committed to provide the City of San
Bernardino with sewer manhole cover replacement services at a per unit cost. 2
Through a competitive qualification and bid based procurement process, the City
of San Bernardino intends to enter into an agreement with a qualified
CONTRACTOR for sewer manhole cover replacement services.
I � 3
Services: Bidder shall complete right-hand column indicating brief reasoning in
for exceptions to requirements when not applicable. State
LO
"Acceptable" if requirements are agreeable as set forth in left-hand N
column.
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Whenever the terms "Standard Specifications" is used, it shall a
mean the "Standard Specifications for Public Works Construction, m
latest edition." In case of conflict between these specifications and a
Standard Specifications, these specifications shall take precedence w
over and be used in lieu of the Standard Specifications.
FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID
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CATEGORY I ACCEPTABLE/AS SPECIFIED
1. SCOPE
A. The CONTRACTOR will supply all labor,
concrete materials, asphalt material and
equipment associated with the removal and
installation of damaged, deficient and aged
manhole covers. For bidding purposes and to
better compare pricing, the 130 manhole cover
replacements per year will be used to establish a
Packet Pg. 206
RFP F-14-16
Page 2 of 8
unit cost for each manhole cover that is
replaced. The City of San Bernardino does
not guarantee that 130 manhole covers will
be replaced per year.
B. Default: The City of San Bernardino, by written
notice of default to the CONTRACTOR, may
terminate the whole or any part of the contract in
any one of the following circumstances: A) If
the CONTRACTOR fails to replace the sewer
manhole covers as specified in the contract and
on time. B) If CONTRACTOR fails to perform
any of the provisions of this contract, and fails to cn
remedy the situation within a period of five days
after receipt of notice. E
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C. In the event the City of San Bernardino a
terminates this contract in whole or part, the City
may procure supplies or services similar to those
terminated, and CONTRACTOR shall be liable U
to the City for any excess cost for such similar a,
sewer manhole cover replacement.
2. TRAFFIC CONTROL
3
Attention is directed to Section 7-10, "Public
Convenience and Safety" of the Standard LO
Specifications for Public Works Construction, latest
edition and these special provisions.
Y
U
Warning signs, lights, and devices for use in a
performance of work on Highways shall conform to m
the "Manual of Traffic Control," 2000 Edition, and d
the "Work Area Traffic Control Handbook," 2000 w
Edition, adopted by the City of San Bernardino.
The CONTRACTOR shall so conduct the operation
as to offer the least possible obstruction and
inconvenience to the public. Convenient access to a
abutting properties shall be maintained whenever
possible. CONTRACTOR shall maintain a minimum
of one traffic lane in each direction at all times. All
excavations opened during any day will be paved
back to a safe condition by the end of the same day.
Full compensation for furnishing labor, materials,
equipment, and incidentals for all traffic control will
be considered as being included in various items of
Packet Pg. 207
5.M.b
RFP F-14-16
Page 3 of 8
work and no additional compensation will be
allowed.
3. LENGTH OF TIME TO COMPLETE
CONTRACTOR must commence work within ten
(10) calendar days after notification by the CITY.
CONTRACTOR must pursue the work continuously
after commencement of job to complete the entire
work order. Twenty (20) working days are allowed y
for this project.
4. PRICING PER UNIT COST
Provide a pricing proposal that is a fixed fee per
sewer manhole cover that is replaced. A list of 20-
26 manhole locations will be given to the
CL
CONTRACTOR at a time for replacement.
*Reminder: The Public Works Department,
Operation & Maintenance Division will provide the 0
new manhole lids and collars. The CONTRACTOR
must return the old manhole lids and collars to the
City Yard upon completion of the new 3
replacements. When existing manhole lids and
collars are in good condition when raising the N
manhole lids, please reuse the old set. ti
Construction Standard: The CONTRACTOR will Y
make the repairs according to the City of San a
Bernardino Public Works Standards, a copy of -�
which is attached hereto, marked Attachment 1". m
a
5. SUBCONTRACTOR w
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The CONTRACTOR must list all subcontractors E
used for the duration of this contract. If a new
subcontractor is hired to provide services during the Q
contract, the CONTRACTOR must submit the name
of the new subcontractor, subcontractor's license,
and insurance information one week prior to work
performed.
6. REFERENCE LIST
Provide three (3) local government agencies and/or
company's previous or current contact references
that support your ability to provide sewer manhole
Packet Pg. 208
5.M.b
RFP F-14-16
Page 4 of 8
cover replacement services.
7. CONTRACT LENGTH
The length of this contract shall be for one year with
two (2) one-year extensions at the City's option.
8. LICENSES
The CONTRACTOR represents that it has all
licenses including the Class A contractor license, 0
permits, qualifications and approvals of whatever
nature that are legally required to provide sewer N
manhole cover replacement services, including a
City Business License, and that such licenses and 0
approvals shall be maintained throughout the term
of this Contract.
L
10. CONTRACTOR NON-COMPLIANCE o
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A. If the Public Works Department Director, or his 0
designee, determines that there are deficiencies
in the performance of this Agreement, the Public
Works Director, or his designee, will provide a 3
written notice to the CONTRACTOR stating the
deficiencies and specifying a time frame to N
correct the specified deficiencies. This time �
frame shall be reasonable, as determined by the
Public Works Director, or his designee, to correct
the specified deficiencies. a
B. Should the CONTRACTOR fail to correct any 0°
deficiencies within the stated time frame, the Q
Public Works Director, or his designee, may w
exercise the following measures:
E
1. Deduct from the CONTRACTOR'S payment
the amount necessary to correct the Q
deficiency, including City overhead costs and
impose a deficiency deduction.
2. Withhold the entire or partial payment.
3. Terminate the contract and award to second
bidder.
Packet Pg. 209
S.M.b
RFP F-14-16
Page 5 of 8
PRICE FORM
REQUEST FOR QUOTES: RFQ F-14-16
DESCRIPTION OF RFQ: Sewer Manhole Cover Replacement Services
COMPANY NAME:
ADDRESS:
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PRINT f°
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NAME OF AUTHORIZED
REPRESENTATIVE
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Provide pricing that is a Firm Fixed Fee per replaced sewer manhole cover. 0
UNIT FEE
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Per Manhole Cover $ cn
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ANNUAL PURCHASE ORDER N
Effective on or about January 1, 2014 through June 30, 2014 with two (2) one-
year renewal options, at the City's discretion for City's requirements. a
Option year one, if exercised, shall be effective July 1, 2014 through June 30, m
2015. a
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Option year two, if exercised, shall be effective July 1, 2015 through June 30, w
2016.
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Actual option year pricing shall be negotiated with the successful Bidder(s) prior
to exercising of any given option year. Option years shall become effective only a
upon issuance by the City of a duly authorized Purchase Order.
Are there any other additional or incidental costs which will be required by your
firm in order to meet the requirements of the Technical Specifications? Yes / No
(circle one). If you answered "Yes", please provide detail of said additional costs:
Packet Pg. 210
5.M.b
RFP F-14-16
Page 6 of 8
Please indicate any elements of the Technical Specifications that cannot be met
by your firm.
Have you included in your bid all informational items and forms are requested?
Yes / No (circle one). If you answered "No", please explain:
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This offer shall remain firm for 90 days from RFQ close date. d
Terms and conditions as set forth in this RFQ apply to this bid. 4)
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Cash discount allowable % days; unless otherwise stated, payment terms c
are: Net thirty (30) days.
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In signing this bid, Bidder warrants that all certifications and documents
requested herein are attached and properly completed and signed.
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From time to time, the City may issue one or more addenda to this RFQ. Below,
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please indicate all Addenda to this RFQ received by your firm, and the date said
Addenda was/were received. ti
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Verification of Addenda Received d
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Addenda No: Received on: °-
Addenda No: Received on: m
Addenda No: Received on: a
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AUTHORIZED SIGNATURE: E
PRINT SIGNER'S NAME AND TITLE:
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DATE SIGNED:
COMPANY NAME & ADDRESS:
PHONE: FAX:
EMAIL:
Packet 1114.1-1
5.M.b
RFP F-14-16
Page 7of8
IF SUBMITTED A "NO BID", PLEASE STATE REASON(S) BELOW:
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