HomeMy WebLinkAbout2014-372 I RESOLUTION NO. 2014-372
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SA
3 BERNARDINO AWARDING VICTOR MEDICAL A PURCHASE ORDER FOR
ANIMAL MEDICATIONS AND SUPPLIES NOT TO EXCEED $84,000.00 WIT
4 THREE OPTIONAL RENEWAL YEARS.
5 NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL
OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1. That the Director of Finance is hereby authorized and directed increase
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Purchase Order number 2015-00000674 issued to Victor Medical in an amount not to exceed
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9 $84,000.00 utilizing account number 124-210-0001-5111 for Animal Control medicines and
10 supplies,pursuant to Bid No F-15-03; a copy of which is attached hereto and incorporated herein
11 as Exhibit"A".
12 SECTION 2. Approval for this annual purchase order and the three optional years shall
13 be contingent upon funds being approved in the City's annual budget for this expenditure.
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1
I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AWARDING VICTOR MEDICAL A PURCHASE ORDER FOR
2 ANIMAL MEDICATIONS AND SUPPLIES NOT TO EXCEED $84,000.00 WIT
3 THREE OPTIONAL RENEWAL YEARS.
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
5 Common Council of the City of San Bernardino at a joint regular meeting thereof, held on the
6 day of October, 2014, by the following vote, to wit:
7 COUNCILMEMBERS: AYES NAYS ABSTAIN ABSENT
8 MARQUEZ X
9 BARRIOS X
10 VALDIVIA X
11 SHORETT X
NICKEL X
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JOHNSON X
13 MULVIHILL X
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15 Georgdm Hanna, ity Clerk
16 The foregoing Resolution is hereby approved this A.Mof O ober, 2014.
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--xr
18 R. Carey Davis, yor
City of San Bern rdino
19 Approved as to form:
20 GARY D. SAENZ,
City Attorney
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By:
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2014-372
RFQ F-15-03
Animal Vaccines
San Bernar no ,
August 29, 2014
SUBJECT: REQUEST FOR QUOTES (RFQ) F-15-03
The City of San Bernardino (City) invites Quotes from qualified vendors for:
Animal Vaccines
Parties interested in obtaining a complete copy of this RFQ F-15-03 may do so by
accessing the City of San Bernardino Web Page at www.sbcity.org City Hall >
Administrative Services> Finance > Request for Bids, beginning August 29, 2014,
or by faxing their request to (909) 384-5043, attention Vanessa Sanchez. Please
include the following information in your request: name and address of firm; name,
telephone and facsimile number of contact person; specify RFQ F-15-03.
Copies of the RFQ may also be obtained by calling Vanessa Sanchez (909) 384-5346,
or in person at City Hall, 300 N. "D" St., 4th Floor, Finance Department, San
Bernardino, CA 92418.
From the issuance date of this Request for Proposal until a Vendor is selected and the
selection is announced, Proposers are not permitted to communicate with any City staff
or officials regarding this procurement, other than during interviews, demonstrations,
and/or site visits, except at the direction of Vanessa Sanchez, Accounting Assistant, the
designated representative of the City of San Bernardino. Contact with anyone not
designated will result in elimination from the bid process.
Closing Date: Quotes must be submitted at or before 3:00 PM, PST, September 22,
2014 at the address listed above.
Issuance of this RFQ and/or receipt of Quotes does not commit the City to award a
contract.
Sincerely,
Vanessa Sanchez
Accounting Assistant
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EXHIBIT "A"
2014-372
RFQ F-15-03
Animal Vaccines
SECTION I.
INSTRUCTIONS TO OFFEROR(S)
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RFQ F-15-03
Animal Vaccines
City of San Bernardino, Finance Department
Purchasing Division
RFQ F-15-03
Animal vaccines
Bid Documents to Be Returned
❑ References
❑ Completed Technical Specifications-right-hand column (City Form)
❑ Signed Price Form (City Form)
❑ One (1) signed original of Quote in a SEALED ENVELOPE
❑ Two (2) copies of signed Quote in a SEALED ENVELOPE
❑ Authorized Binding Signature(s)
❑ Verifications of Addenda Received (City Form) Iv Forms
❑ Mpg of Proposed Subcontractor, if applicable (City Form) IV Forms
❑ Affidavit of Non-Collusion
❑ 120 Day Minimum Proposal Validity Statement III Additional Requirements,VI General Specifications#4
❑ Insurance Certificates
❑ Copy of Contractor License or other appropriate licenses, permits, qualifications and
approvals that are legally required to provide services, and that such licenses and
approvals shall be maintained throughout the term of this Contract. Il.Tech Specs a VI
General Specifications#35
Offeror(s) are requested to submit this checklist completed with all bid documents. This list may not be
inclusive of all documents needed to submit your RFQ. Please refer to
entire packet for additional documents.
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RFQ F-15-03
Animal Vaccines
I. GENERAL INSTRUCTIONS TO OFFEROR(S)
A. Pre-Proposal Conference
N/A
B. Examination of Proposal Documents
1. By submitting a proposal, the Offeror(s) represents that it has thoroughly
examined and become familiar with the items required under this RFQ and
that it is capable of quality performance to achieve the City's objectives.
2. The City reserves the right to remove from its mailing list for future RFQs,
for an undetermined period of time, the name of any Offeror(s) for failure
to accept a contract, failure to respond to two (2) consecutive RFQs
and/or unsatisfactory performance. Please note that a "No Proposal" is
considered a response.
C. Addenda
An ,,,Qity changes to the requirements will be made by written addendum to this
RFQ. Any written addenda issued pertaining to this RFQ shall be incorporated
into the terms and conditions of any resulting Purchase Order. The City will not
be bound to any modifications to or deviations from the requirements set forth in
this RFQ as the result of oral instruction.
All Addendums will be posted to our website at www.sbcity.org > City Hall >
Administrative Services > Finance > Request for Bids. For automatic electronic
notifications, please visit our website and sign-up for SB Connect.
D. Clarifications
1. Examination of Documents
Should an Offeror(s) require clarifications of this RFQ, the Offeror(s) shall
notify the City in writing in accordance with Section D.2 below. Should it
be found that the point in question is not clearly and fully set forth, the City
will issue a written addendum clarifying the matter which will be sent to all
persons who have requested the RFQ.
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RFQ F-15-03
Animal Vaccines
2. Submitting Requests
a. All questions, clarifications or comments shall be put in writing and
must be received by the City no later than 3:00 PM September 8,
2014 and be addressed as follows:
City of San Bernardino
300 North "D" Street
4th floor, Attn: Vanessa Sanchez
San Bernardino, CA 92418
b. The exterior envelope or email subject line of all requests for
clarifications, questions and comments must be clearly labeled,
"Not an Offer." The City is not responsible for failure to respond to
a request that has not been labeled as such.
The City will also accept questions sent by facsimile machines or
email, however, all faxed or emailed questions must be received by
the City no later than 3:00 PM, PST, September 8, 2014 Send
facsimile transmissions to (909) 384-5043, attention Vanessa
Sanchez, and emails to sanchez_va @sbcity.org
C. Inquiries received after 3:00 PM September 8, 2014 will not be
accepted.
3. City Responses
Responses from the City will be communicated in writing to all recipients
of this RFQ, by a posting to our website, www.sbcity.org by the close of
business September 15, 2014
For automatic electronic notifications, please visit our Homepage and
register for SB Connect. If you are not registered for SB Connect, you may
view or download any Addenda at www.sbcity.org > City Hall >
Administrative Services > Finance > Request for Bids.
E. Submission of Quotes
1. Date and Time
All Quotes are to be submitted to City of San Bernardino, Attention:
Vanessa Sanchez. Quotes received after 3:00 PM PST, September 22,
2014, will be rejected by the City as non-responsive.
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RFQ F-15-03
Animal Vaccines
2. Address
Quotes shall be addressed as follows:
City of San Bernardino
300 North D Street
Finance Department—4th Floor
Attn: Vanessa Sanchez
San Bernardino, CA 92418
Quotes may be delivered in person to the Finance Department, 4th floor of
the above address.
3. Identification of Quotes
Offeror(s) shall submit a SEALED proposal package consisting of:
(a) One (1) signed original of Proposal
(b) Two (2) copies of Proposal
The proposal package shall be addressed as shown above, bearing the
Offeror(s) name and address and clearly marked on the outside of the
envelop as follows:
RFQ F-15-03
Animal Vaccines
4. Acceptance of Quotes
a. The City reserves the right to accept or reject any and all Quotes,
or any item or part thereof, or to waive any informalities or
irregularities in Quotes.
b. The City reserves the right to withdraw this RFQ at any time without
prior notice and the City makes no representations that any
contract will be awarded to any Offeror(s) responding to this RFQ.
C. The City reserves the right to postpone proposal opening for its
own convenience.
d. Faxed or emailed Quotes will not be accepted.
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UQ F-15-03
Animal Vaccines
F. Pre-Contractual Expenses
Pre-contractual expenses are defined as expenses incurred by the Offeror(s) in:
1. preparing its proposal in response to this RFQ;
2. submitting that proposal to City;
3. negotiating with City any matter related to this proposal; or
4. any other expenses incurred by the Offeror(s) prior to date of award, if
any, of the Agreement.
The City shall not, in any event, be liable for any pre-contractual expenses
incurred by Offeror(s) in the preparation of its proposal. Offeror(s) shall not
include any such expenses as part of its proposal.
G. Contract Award
Issuance of this RFQ and receipt of Quotes does not commit the City to award a
Purchase Order. The City reserves the right to postpone proposal opening for its
own Convenience, to accept or reject any or all Quotes received in response to
this RFQ, and to negotiate with other than the selected Offeror(s) should
negotiations with the selected Offeror(s) be terminated. The City also reserves
the right to apportion the award among two or more OFFEROR(S).
A signed Vendor (Contractor) / Consultant Service Agreement (VSA/CSA), along
with a pre-performance meeting, outlining additional terms and conditions relating
to performance, warranty, materials, goods, services, or other items as deemed
necessary by the City, may be required prior to the commencement of the job.
H. Acceptance of Order
The successful Offeror(s) will be required to accept a Purchase Order in
accordance with and including as a part thereof the published Request for
Quotes, and the RFQ documents including all requirements, conditions and
specifications contained therein, with no exceptions other than those specifically
listed in the written purchase order.
I. Business License
The City's Business Ordinance requires that a Business doing business
with the City, obtain and maintain a valid City Business Registration Certificate
during the terms of the Agreement. Bidder agrees to obtain such Certificate prior
to undertaking any work under this Agreement.
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RFQ F-15-03
Animal Vaccines
J. Local Vendor Preference
The City of San Bernardino gives any formal or informal bid submitted by a local
bidder a one percent (1%) credit for goods and materials, where labor and/or
installation is incidental; and a five percent (5%) credit on Contractual services, for
comparison purposes with other bidders, as authorized in the San Bernardino
Municipal Code Section 3.04.125, and Executive Order 2003-1, respectively.
For the purposes of this section, "local bidders" shall be bidders for which the point
of sale of the goods, materials, or services shall be within the City limits of San
Bernardino.
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RFQ F-15-03
Animal Vaccines
SECTION 11.
TECHNICAL SPECIFICATIONS
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RFQ F-15-03
Animal Vaccines
City of San Bernardino
TECHNICAL SPECIFICATIONS
BID SPECIFICATION NO. RFQ F-15-03
Annual Vaccine Budget
NOTICE : "SPECIAL INSTRUCTIONS TO THE BIDDER"
Services:
Bidder shall complete right hand column indicating brief reasoning for
exceptions to requirements when not acceptable. State "Acceptable" if
requirements are agreeable as set forth on left hand column.
Equipment:
Bidder shall complete right hand column indicating specific size and or
make and model of all components when not exactly as specified. State
"As Specified" if item is exactly as set forth in the left hand column.
FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID
CATEGORYI ACCEPTABLE AS
SPECIFIED
INVENTORY
Furnish and deliver as required by the City.
The contractor shall maintain an inventory for each
item.
3cc Syringe w/22 g needle
18 g needle by 1.5 in
18 g needle by 1 in
20 g needle by 1 in
22 g needle by 1 in
Accel cleaner 55 gal Drum
Chlorhexidine scrub
Amoxicillin caps 250 mg x 100
Amoxicillin caps 500 mg x 100
Tramadol Tabs 50 mg x 100
Penicillin 100ml
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RFQ F-15-03
Animal Vaccines
Parvo snap test
Diphenhydramine Tabs 25 mg x 100
Metronidazole Tabs 250 mg x 100
Otomite plus 15 ml
Tri otic ointment 215 gm
Biomox tab 100mg
Panacur 22.2% l lbs
Acepromazine Inj IOmg 50 ml
Xylazine 100mg/ml x 50 ml
Cough tabs
Minocycline caps 100 mg x 50
Doxycycline caps 100 mg x 50
Biomox susp 50 mg/ml x 15 ml
Cephalexin Caps 500 mg x 500
Meticam oral 1.5 mg x 180 ml
Rimadyl chewable 25 mg x 180
Adorn BNP ointment
Gentamicin .3%x 5m1
DAPPv vaccination
Bordetella vaccination
Feline 1 HCP vaccination
Euthanasia III Solution 100 ml
Delivery
Delivery of ordered materials must be without
unreasonable delay
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RFQ F-15-03
Animal Vaccines
SECTION III.
FORMS
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UQ F-15-03
Animal Vaccines
PRICE FORM
REQUEST FOR QUOTES: RFQ F-15-03
DESCRIPTION OF RFQ: Animal vaccines
COMPANY NAME/ADDRESS:
NAME OF AUTHORIZED
REPRESENTATIVE
PRINT NAME
TELEPHONE NO.
FAX NO.
ITEM DESCRIPTION FIRM FIXED PRICE
1 3cc Syringe w/22 g needle
2 18 g needle by 1.5 in
3 18 g needle by 1 in
4 20 g needle by 1 in
5 22 g needle by 1 in
6 Accel cleaner 55 gal Drum
7 Chlorhexidine scrub
8 Amoxicillin caps 250 mg x 100
9 Amoxicillin caps 500 mg x 100
10 Tramadol Tabs 50 mg x 100
11 Penicillin 100ml
12 Parvo snap test
13 Diphenhydramine Tabs 25 mg x 100
14 Metronidazole Tabs 250 mg x 100
15 Otomite plus 15 ml
16 Tri otic ointment 215 gm
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RFQ F-15-03
Animal Vaccines
17 Biomox tab 1 00m
18 Panacur 22.2% 1 Ibs
19 Acepromazine Inj 10mg 50 ml
20 Xylazine 100mg/ml x 50 ml
21 Cough tabs
22 Minocycline caps 100 mg x 50
23 Doxycycline caps 100 mg x 50
24 Biomox susp 50 mg/ml x 15 ml
25 Cephalexin Caps 500 mg x 500
26 Meticam oral 1.5 mg x 180 ml
27 Rimadyl chewable 25 mg x 180
28 Adorn BNP ointment
29 Gentamicin .3% x 5ml
30 DAPPv vaccination
31 Bordetella vaccination
32 Feline 1 HCP vaccination
33 Euthanasia III Solution 100 ml
Sub-Total
Shipping/Delivery Fees
8.25% Sales Tax
Total
ANNUAL PURCHASE ORDER
Effective on or about October 1, 2014 through June 30, 2015 plus three (3) one-year
renewal options, for City's requirements.
Option year one, if exercised, shall be effective July 1, 2015 through June 30, 2016.
Option year two, if exercised, shall be effective July 1, 2016 through June 30, 2017.
Option year three, if exercised, shall be effective July 1, 2017 through June 30, 2018
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 upon
issuance by the City of a duly authorized Purchase Order.
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Animal Vaccines
Are there any other additional or incidental costs that will be required by your firm in
order to meet the requirements of the Proposal Specifications? Yes / No (circle
one). If you answered "Yes", please provide detail of said additional costs:
Please indicate any elements of the Proposal Specifications that cannot be met by your
firm.
Have you included in your proposal all informational items and forms as requested? Yes
/ No . (circle one). If you answered "No", please explain:
This offer shall remain firm for 120 days from RFQ close date.
Terms and conditions as set forth in this RFQ apply to this proposal.
Cash discount allowable % days; unless otherwise stated, payment terms
are: Net thirty (30) days.
In signing this proposal, Offeror(s) warrants that all certifications and documents
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, please
indicate all Addenda to this RFQ received by your firm, and the date said Addenda
was/were received.
Verification of Addenda Received
Addenda No: Received on:
Addenda No: Received on:
Addenda No: Received on:
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RFQ F-15-03
Animal Vaccines
FIRM NAME:
ADDRESS:
Phone:
Email:
Fax:
Authorized Signature:
Print Name:
Title:
IF SUBMITTING A "NO PROPOSAL", PLEASE STATE REASON (S) BELOW:
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SUBCONTRACTOR'S LIST
As required by California State Law, the General Contractor bidding will hereinafter
state the subcontractor who will be the subcontractor on the job for each particular trade
or subdivision of the work in an amount in excess of one-half of one percent of the
General Contractor's total bid and will state the firm name and principal location of the
mill, shop, or office of each. If a General Contractor fails to specify a subcontractor, or if
he specifies more than one subcontractor for the same portion of work to be performed
under the contract in excess of one-half of one percent, he agrees that he is fully
qualified to perform that portion himself and that he shall perform that portion himself.
DIVISION OF NAME OF FIRM OR LOCATION
WORK OR CONTRACTOR CITY
TRADE
Print Name Signature of Bidder
Company Name:
Address:
REJECTION OF BIDS
The undersigned agrees that the City of San Bernardino reserves the right to reject any
or all bids, and reserves the right to waive informalities in a bid or bids not affected by
law, if to do seems to best serve the public interest.
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NON - COLLUSION AFFIDAVIT
TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO
In accordance with Title 23, United States Code, Section 112, the undersigned hereby
states, under penalty of perjury:
That he/she has not, either directly or indirectly, entered into any agreement, participated
in any collusion, or otherwise taken action in restraint of free competitive bidding in
connection with RFQ F-15-03.
Business Name
Business Address
Signature of bidder X
Place of Residence
Subscribed and sworn before me this day of , 20
Notary Public in and for the County of , State of California.
My commission expires: , 20
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Animal Vaccines
SECTION IV.
GENERAL SPECIFICATIONS
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IV. GENERAL SPECIFICATIONS
1. Each proposal shall be in accordance with Request for Quote (RFQ) Number F-15-
03. All specifications are minimum. Offeror(s) are expected to meet or exceed these
specifications as written. Offeror(s) shall attach to their proposal a complete detailed
itemization and explanation for each and every deviation or variation from the RFQ
specifications and requirements. Conditional Quotes, or those that take exception to
the RFQ specifications and requirements, may be considered non-responsive and
may be rejected.
2. The City reserves the right to accept or reject any and all Quotes and to award a
contract to the Offeror(s) whom best meets the City's requirements. This may
include waiver of minor irregularities or discrepancies, or nonconformity to
specifications in appropriate circumstances. Purchase shall be on a best buy basis
after due consideration of all relevant factors, including but not limited to,
workmanship, accessibility of parts and service, known evidence of manufacturer's
responsibility and record, durability and known operational record of product and
suitability as well as conformity to City needs and requirements. In all cases the best
interest of the City shall prevail in all contract awards.
3. The City of San Bernardino reserves the right to purchase more or less than the
quantities specified at unit prices proposal.
a. Quotes shall be firm offers, subject to acceptance or rejection within 120 days
minimum of the opening thereof.
s. Regular dealer. No Offeror(s) shall be acceptable who is not a reputable
manufacturer or dealer of such items as submitted for proposal consideration.
6. All materials, workmanship and finish entering into the construction of the equipment
must be of the best of these respective kinds and must conform to the character of
the equipment and the service for which it is intended to be used and shall be
produced by use of the current manufacturing processes. "Seconds", factory rejects,
and substandard goods are not acceptable.
7. Each Offeror(s) shall submit with their proposal a copy of the proposed product
specifications, complete detailed drawings, and other descriptive matter in sufficient
detail to clearly describe the equipment, materials and parts offered.
s. Manufacturer and/or Contractor shall defend any and all suits and assume all liability
for any and all claims made against the City of San Bernardino or any of its officials
or agents for the use of any patented process, device or article forming a part of
equipment or any item furnished under the contract.
s. Each Offeror(s) must state in their proposal the guaranteed delivery date of product
and/or services in number of calendar days from the date of contract execution by
the City of San Bernardino, time is of the essence relative to this contract. Contractor
shall prosecute the work continuously and diligently and shall deliver the items at the
earliest possible date following the award of the contract.
lo. Each Offeror(s) shall list in their proposal all factory, manufacturer's and/or dealer's
warranty and/or guarantee coverage and shall submit such written documents
evidencing the same attached to the proposal.
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11. Successful Offeror(s) (Contractor) shall furnish and deliver to the City complete
equipment as proposed and awarded, ready for installation and fully equipped as
detailed in these specifications.
12. Price shall be quoted F.O.B. San Bernardino (all transportation charges shall be fully
prepaid), and shall include all discounts. Proposal shall include California sales tax,
where applicable, (effective January 1, 2013) computed at the rate of 8.25°/x, this
will normally be shown as a separate line item on the price form.
13. City shall make payment within thirty (30) days after the complete delivery and
acceptance of the specified items by the City of San Bernardino and receipt of the
Contractor's priced invoice.
14. All "standard equipment" is included in any proposal. OFFEROR(S) furnishing
Quotes under these specifications shall supply all items advertised as "standard"
equipment even if such items are not stipulated in the specifications, unless
otherwise clearly excepted in the proposal.
15. The items which the Offeror(s) proposes to furnish the City must comply in all
respects with the appropriate safety regulations of all regulatory commissions of the
Federal Government and the State of California, whether such safety features and/or
items have been specifically outlined in these specifications or not.
16. Contractor delivering equipment pursuant to these RFQ specifications shall
guarantee that equipment meets specifications as set forth herein. If it is found that
equipment delivered does not meet requirements of these specifications the
Contractor shall be required to correct the same at their own expense.
17. By submitting a proposal, each Offeror(s) agrees that in the event complete delivery
is not made within the time or times set forth pursuant to this specification, damage
will be sustained by the City, and that it is, and will be impractical and extremely
difficult to, ascertain the actual damage which the City will sustain in the event of and
by reason of such delay.
18. In case the delivery of the items under this contract is delayed due to strikes,
injunctions, government controls, or by reason of any cause or circumstance beyond
the control of the Contractor, the time for delivery may be extended (in the City's
sole discretion) by a number of days to be determined in each instance by mutual
written agreement between the Contractor and the Purchasing Division of the City of
San Bernardino. The City shall not unreasonably refuse such extension.
1s. Contract. Each proposal shall be submitted and received with the understanding that
acceptance by the City of San Bernardino of proposal in response to this solicitation
shall constitute a contract between the Contractor and the City. This shall bind the
Contractor to furnish and deliver at the prices proposed and in complete accordance
with all provisions of RFQ F-15-03. In most cases the basis of award will be the
City's standard purchase order that may or may not incorporate this solicitation by
reference.
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20. Prohibited interest. No member, officer, or employee of the City or of any agency of
the City during his tenure or for one year thereafter shall have any interest, direct or
indirect in this contract or the proceeds thereof. Furthermore, the parties hereto
covenant and agree that to their knowledge no board member, officer or employee
of the City has any interest, whether contractual, non-contractual, financial or
otherwise, in this transaction, or in the business of the contracting party other than
the City, and that if any such interest comes to the knowledge of either party at any
time, a full and complete disclosure of all such information will be made in writing to
the other party or parties, even if such interest would not be considered a conflict of
interest under Article 4(commencing with Section 1090) or Article 4.6 (commencing
with Section 1120) of Division 4 of Title I of the Government Code of the State of
California.
21. One Document. These specifications, the Request for Quotes, RFQ F-15-03, the
Contractor's proposal, any written agreement executed by the parties, the purchase
order and all documents referred to in the complete specifications and purchase
order, and all written modifications of said documents shall be construed together as
one document. Anything called for in any one of said documents shall be deemed to
be required equally as if called for in all. Anything necessary to complete the work
properly shall be performed by the contractor, whether specifically set out in the
contract or not. All sections of the specifications shall be read as constituting a whole
and not as an aggregation of individual parts, and whatever is specified in one
section shall be construed as applying to all sections.
22. The City of San Bernardino reserves the right to accept or reject any and all Quotes.
23. Prompt payment. Each Offeror(s) may stipulate in their proposal a percentage
prompt payment discount to be taken by the City in the event the City makes
payment to the Contractor within ten (10) working days of receipt of material and
approval of invoice. For the purpose of this provision, payment is deemed to be
made on the date of mailing of the City check. NOTE: prompt payment discounts
will only be used during proposal evaluation in the case of ties.
24. Inquiries. Technical questions may be sent via fax to 909-384-5043, or email:
sanchez va(a)-sbcity.orq. The answers to material questions will be provided in
writing by Addendum(s) to all potential Offeror(s) by a posting to the City's website.
25. Proposal/Fee Schedules. No proposal will be acceptable unless fees/prices are
submitted on the pricing forms furnished by the contractor hefein, and all required
forms are completed and included with proposal. Deliver all Quotes, SIGNED and
SEALED, to the Finance Department at 300 North "D" Street, 4th Floor, City Hall,
San Bernardino, California 92418. CLEARLY MARK THE RFQ SPECIFICATION
TITLE: Animal vaccines and RFQ F-15-03 ON THE OUTSIDE OF THE
ENVELOPE.
26. Time. All Quotes must be received in the Purchasing Division no later than 3:00
PM, PST, September 22, 2014, where at such time and said place Quotes will be
publicly opened, examined and declared. Any proposal may be withdrawn by
Offeror(s) prior to the above scheduled time for the opening of Quotes. Any proposal
received after that time and date specified shall NOT be considered.
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27. The City of San Bernardino reserves the right at its own discretion to award separate
contracts for each category, or to award multiple contracts, or to award one contract
for furnishing and delivering of all equipment and/or services in all categories.
28. Equipment. In the purchase of equipment, Contractor shall be required to furnish
one (1) OPERATORS MANUAL and one (1) PARTS MANUAL for all equipment
Quotes.
29. In submitting a proposal to a public purchasing body, the Offeror(s) offers and
agrees that if the proposal is accepted, it will assign to the purchasing body all rights,
title, and interest in and to all causes of action it may have under Section 4 of the
Clayton Act (U.S.C. Sec 15) or under the Cartwright Act (Chapter 2, commencing
with Section 16700 of Part 2 of Division 7 of the Business and Professions Code),
arising from purchases of goods, materials, or services by the Offeror(s) for sale to
the purchasing body pursuant to the proposal. Such assignment shall be made and
become effective at the time the purchasing body tenders final payment to the
Offeror(s).
30. Contractor shall indemnify, defend and hold City, its officers, employees and agents
harmless from any claim, demand, liability, suit, judgment or expense (including,
without limitation, reasonable costs of defense) arising out of or related to
Contractor's performance of this agreement, except that such duty to indemnify,
defend and hold harmless shall not apply where injury to person or property is
caused by City's willful misconduct or sole negligence. The costs, salary and
expenses of the City Attorney and members of his office in enforcing this Agreement
on behalf of the City shall be considered as "attorney's fees" for the purposes of this
paragraph.
31. While not restricting or limiting the foregoing, during the term of this Agreement,
Contractor shall maintain in effect policies of comprehensive public, general, and
automobile liability insurance, in the amount of$1,000,000 combined single limit,
and statutory worker's compensation coverage, and shall file copies of said policies
with the City's Risk Division prior to undertaking any work under this Agreement. The
policies shall name the City as an additional insured and shall provide for ten- (10)
day notification to the City if said policies are terminated or materially altered.
32.
in
,
0
shall have a rating in Best's most recent insurance guide of"A" or better.
33. Written contract documents, duly authorized and signed by the appropriate authority,
constitute the complete and entire agreement(s) that may result from the RFQ.
34. The City may, at its discretion, exercise option year renewals for up to three (3)
years, in one-year increments.
23
2014-372
RFQ F-15-03
Animal Vaccines
35. By submitting a proposal, Offeror(s) warrants that any and all licenses and/or
certifications required by law, statute, code or ordinance in performing under the
scope and specifications of this RFQ are currently held by Offeror(s), and are valid
and in full force and effect. Copies or legitimate proof of such licensure and/or
certification shall be included in Offeror(s)'s response. Quotes lacking copies
and/or proof of said licenses and/or certifications may be deemed non-
responsive and may be rejected.
36. Once the award has been made and prior to the commencement of the job, the
City's Municipal Code (M.C. 5.04.005) requires that a Business doing business with
the City, obtain and maintain a valid City Business Registration Certificate during the
term of the Agreement.
37. Vendor (Contractor)/ Consultant services agreement(s) (VSA/CSA). A signed
vendor/Consultant service agreement may be required between both parties prior to
commencement of the job.
24
2014-372
MEMORANDUM
DATE: September 25, 2014
TO: Sharlene Williams, Administrative Analyst
FROM: Ellen Clifford, Accounting Assistant
SUBJECT: RFQ F-15-03 Annual Vaccine Budget
Attached, please find the proposed schedule and final draft for the subject
RFQ. Please review these documents as a whole, and forward your
signature, concurrence/comments no later than 12:00 Noon, Tuesday
August 26, 2014. Please email or call me with any questions at ext. 5330.
1. Issue RFQ August 29, 2014
2. Advertise in Sun August 29, 2014
3. Mandatory Pre-Proposal Mtg & Job Walk N/A
4. Written Questions from Vendors due September 8, 2014
5. Responses Due from City September 15, 2014
6. Proposals Due September 22, 2014 @ 3:00 PM, PST
7. RFQ Evaluation and Negotiations To Be Determined
8. Vendor Selection To Be Determined
9. Request for Council Action Due To Be Determined
10. Council Approval To Be Determined
11. Vendor Award To Be Determined
---------------------------------------------------------------------------------------------------------
concur with the RFQ as written / with the attached comments
(circle one).
X
Signature Date Signed
2014-372
BID DATA SHEET
Department: Police Department
RF-P/ RFQ# F-15-03 Description: Annual Vaccine Budget
Bid Issue (advertisement) Date: 08/29/14 Bid Due Date: 09/22/14
Methods of Public Advertisement:
The SB County Sun
SB Area Chamber of Commerce (SBACC)
City of SB Website & SB Connect
"Notice Inviting Bids / Proposals" sent by Purchasing:
Fax
Email
vS Dn�SeFYiGe GeFt0fied Mail
Local Vendors (within SB city Limits): 00
Non-Local Vendors: 03
Total Vendors 03
Number of Bids / Proposals Received:
Local Vendors (within SB city Limits): 00
Non-Local Vendors: 01
Total Bid Packages Received: 01
# of Vendors who declined to bid (No Bid): 00
Prepared by: Ellen Clifford Date: 09/22/14
2014-372
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2014-372
DEPARTMENT
AWARD
CHECKLIST
BID# RFQ F-15-03 Description: Annual Vaccine Budget
❑ Vendor Debarment Verification (Grants only)
❑ Local Vendor Verification - within SB City limits
❑ Local Vendor Preference (LVP) given? (')(companies within our city limits;for comparison
purposes only: 1%credit for goods or materials,or 5%for services*must be reflected on bid/quote sheet)
❑ City of San Bernardino Business License Verification(2)
❑ W-9 Form (2)
❑ Faithful Performance/Bid Bond Required? Yes ❑ No ❑
❑ Contractor's License (where applicable)(')
❑ $1,000,000 Insurance Policy (1)comprehensive,public,general&auto liability
❑ Worker's Compensation Insurance (1)
❑ Vendor/ Consultant Agreement Required? (2) Yes ❑ No ❑
1) Must be obtained prior to Council award
2) Must be obtained prior to issuance of a purchase order,commencement of service,or receipt of goods,
supplies,materials,and payment of invoices.
This checklist may not be reflective of all documents necessary for submittal.
All insurance certificates must be approved by Risk Management
03/09/10 drm