HomeMy WebLinkAbout05.0- Police RESOLUTION (ID #3511) DOC ID: 3511
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Purchase Order
From: Jarrod Burguan M/CC Meeting Date: 10/20/2014
Prepared by: Susan Stevens,
Dept: Police Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Awarding Victor
Medical a Purchase Order for Animal Medications and Supplies Not to Exceed $84,000.00 with
Three Optional Renewal Years. (#3511)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Account Budgeted Amount: $182,700.00
Account No. 124-210-0001*5111
Account Description: Animal Control- Materials & Supplies
Balance as of: 9/30/2014
Balance after approval of this item: $82,000.00
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:
3/17/2014 Resolution #2014-66 approved by Council authorizing the increase of a purchase
order to Victor Medical for vaccinations,medications, and disinfectant.
Backparound:
On August 29, 2014,Notice of Invitation for Quotes (RFQ F-15-03) for vaccines,medicines, and
disinfectant were sent to three vendors. Additionally, the notice of invitation for quote was sent
to the San Bernardino Chamber of Commerce, The Sun newspaper, and advertised on the City's
web page. One vendor,Victor Medical, responded with a qualifying bid.
Annually, the San Bernardino Animal Shelter takes in approximately 16,000 cats and dogs. It is
the desire of the Police Department to vaccinate every animal possible that goes through the
shelter and to have medicines available for those that need them. Vaccinating as many animals
as possible helps Animal Control decrease euthanasia and increase the number of animals
adopted. The estimated monthly cost of vaccines,medications, and disinfectant is approximately
between$6,500 and$7,000.
Animal Control has purchased product from Victor Medical for many years. In July 2014, an
emergency Purchase Order in the amount of$24,000 was issued to Victor Medical to ensure that
Animal Control did not run out of needed medicines until the bid (RFQ) process was completed.
With Victor Medical being the only vendor to submit a quote, the Police Department would like
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Updated: 10/6/2014 by Susanna Sandoval _,,,,
3511
to increase the existing purchase order to a total of $84,000 which should cover the cost of
supplies needed through June 2015. Additionally, we are requesting approval for three optional
renewal years of purchases with Victor Medical.
Sufficient funds have been budgeted for this item in account number 124-210-0001-5111. The
unspent balance of this account as of September 30, 2014, is $142,000; balance remaining after
approval of this item is$82,000.
City Attorney Review:
Supporting Documents:
VictorMedicalPurchaseOrderReso (DOC)
Exhibit A-Bid F-15-03 (PDF)
Updated: 10/6/2014 by Susanna Sandoval Packet Pg. 262
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1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN d
3 BERNARDINO AWARDING VICTOR MEDICAL A PURCHASE ORDER FOR
ANIMAL MEDICATIONS AND SUPPLIES NOT TO EXCEED $84,000.00 WITH
4 THREE OPTIONAL RENEWAL YEARS.
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5 NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL 0
OF THE CITY OF SAN BERNARDINO AS FOLLOWS: Fa
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SECTION 1. That the Director of Finance is hereby authorized and directed increase a
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Purchase Order number 2015-00000674 issued to Victor Medical in an amount not to exceed v
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$84,000.00 utilizing account number 124-210-0001-5111 for Animal Control medicines and
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10 supplies, pursuant to Bid No F-15-03; a copy of which is attached hereto and incorporated herein
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11 as Exhibit"A".
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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. a
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I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SA
BERNARDINO AWARDING VICTOR MEDICAL A PURCHASE ORDER FOR
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2 ANIMAL MEDICATIONS AND SUPPLIES NOT TO EXCEED $84,000.00 WITH
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3 THREE OPTIONAL RENEWAL YEARS.
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4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and o
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5 Common Council of the City of San Bernardino at a meeting thereof, U
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6 held on the day of , 2014,by the following vote, to wit: a
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7 COUNCILMEMBERS: AYES NAYS ABSTAIN ABSENT 0
8 MARQUEZ
9 BARRIOS o
to VALDIVIA >
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11 SHORETT
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13 MULVIHILL '
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15 Georgeann Hanna, City Clerk 5
16 The foregoing Resolution is hereby approved this of 12014. M
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18 R. Carey Davis, Mayor
City of San Bernardino
19 Approved as to form:
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20 GARY D. SAENZ,
City Attorney a
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By:
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RFQ F-15-03
Animal Vaccines
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August 29, 2014 Z
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SUBJECT: REQUEST FOR QUOTES (RFQ) F-15-03 E
The City of San Bernardino (City) invites Quotes from qualified vendors for: c
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Animal Vaccines v
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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 > o
Administrative Services> Finance > Request for Bids, beginning August 29, 2014, >
or by faxing their request to (909) 384-5043, attention Vanessa Sanchez. Please 0
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. o
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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. a
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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,
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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 o
designated will result in elimination from the bid process. Ln
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Closing Date: Quotes must be submitted at or before 3:00 PM, PST, September 22, m
2014 at the address listed above. a
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Issuance of this RFQ and/or receipt of Quotes does not commit the City to award a
contract. w
Sincerely, E
Vanessa Sanchez
Accounting Assistant
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RFQ F-15-03
Animal Vaccines
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SECTION I.
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INSTRUCTIONS TO OFFEROR(S) 0
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RFQ F-15-03
Animal Vaccines
City of San Bernardino, Finance Department
Purchasing Division
RFQ F-15-03
Animal vaccines
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Bid Documents to Be Returned U
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F-1 References o
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❑ Completed Technical Specifications— right-hand column (City Form) E
❑ Signed Price Form (City Form) Q
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❑ One (1) signed original of Quote in a SEALED ENVELOPE
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E:1 Two (2) copies of signed Quote in a SEALED ENVELOPE
CD
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❑ Authorized Binding Signature(s) 2
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F] Verifications of Addenda Received (City Form) IV Forms
❑ Listing of Proposed Subcontractor, if applicable (City Form) IV Forms p
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❑ Affidavit of Non-Collusion
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F-1 120 Day Minimum Proposal Validity Statement III Additional Requirements,VI General Specifcations#4 d
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❑ Insurance Certificates
❑ Copy of Contractor License or other appropriate licenses, permits, qualifications and r
approvals that are legally required to provide services, and that such licenses and M Ln
approvals shall be maintained throughout the term of this Contract. II.Tech Specs& VI
General Specifications#35 c)
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Offeror(s)are requested to submit this checklist completed with all bid documents. This list may not be v
inclusive of all documents needed to submit your RFQ. Please refer to m
entire packet for additional documents. a
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RFQ F-15-03
Animal Vaccines
I. GENERAL INSTRUCTIONS TO OFFEROR(S)
A. Pre-Proposal Conference
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B. Examination of Proposal Documents o
1. By submitting a proposal, the Offeror(s) represents that it has thoroughly 0
examined and become familiar with the items required under this RFQ and M
that it is capable of quality performance to achieve the City's objectives. a
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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 L
considered a response. 2
C. Addenda °
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Any City changes to the requirements will be made by written addendum to this oL
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 a
this RFQ as the result of oral instruction. d
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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.
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D. Clarifications LO
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1. Examination of Documents m
Should an Offeror(s) require clarifications of this RFQ, the Offeror(s) shall
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notify the City in writing in accordance with Section D.2 below. Should it x
be found that the point in question is not clearly and fully set forth, the City w
will issue a written addendum clarifying the matter which will be sent to all
persons who have requested the RFQ. E
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RFQ F-15-03
Animal Vaccines
2. Submitting Requests
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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 0
300 North "D" Street
4th floor, Attn: Vanessa Sanchez U
San Bernardino, CA 92418 E
b. The exterior envelope or email subject line of all requests for c
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.
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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 °
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facsimile transmissions to (909) 384-5043, attention Vanessa
Sanchez, and emails to sanchez_va @sbcity.org oL
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C. Inquiries received after 3:00 PM September 8, 2014 will not be �
accepted. a
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3. City Responses
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Responses from the City will be communicated in writing to all recipients
of this RFQ, by a posting to our website, www.sbcity.or,1 by the close of
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business September 15, 2014
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For automatic electronic notifications, please visit our Homepage and LO
register for SB Connect. If you are not registered for SB Connect, you may LL
view or download any Addenda at www.sbcity.org > City Hall >
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Administrative Services > Finance > Request for Bids. a
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E. Submission of Quotes
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1. Date and Time
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All Quotes are to be submitted to City of San Bernardino, Attention:
Vanessa Sanchez. Quotes received after 3:00 PM PST, September 22, Q
2014, will be rejected by the City as non-responsive.
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RFQ F-15-03
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Animal Vaccines
2. Address
Quotes shall be addressed as follows:
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City of San Bernardino
300 North D Street >
Finance Department—4t" Floor o
Attn: Vanessa Sanchez c
San Bernardino, CA 92418 v
Quotes may be delivered in person to the Finance Department, 4th floor of
the above address. a
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3. Identification of Quotes 2
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Offeror(s) shall submit a SEALED proposal package consisting of:
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(a) One (1) signed original of Proposal >
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(b) Two (2) copies of Proposal
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The proposal package shall be addressed as shown above, bearing the N
Offeror(s) name and address and clearly marked on the outside of the
envelop as follows:
RFQ F-15-03 °-
Animal Vaccines
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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.
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b. The City reserves the right to withdraw this RFQ at any time without 'a
prior notice and the City makes no representations that any 00
contract will be awarded to any Offeror(s) responding to this RFQ. Q
C. The City reserves the right to postpone proposal opening for its w
own convenience.
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d. Faxed or emailed Quotes will not be accepted.
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RFQ F-15-03
Animal Vaccines
F. Pre-Contractual Expenses
Pre-contractual expenses are defined as expenses incurred by the Offeror(s) in:
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1. preparing its proposal in response to this RFQ;
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2. submitting that proposal to City; o
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3. negotiating with City any matter related to this proposal; or 0
4. any other expenses incurred by the Offeror(s) prior to date of award, if Q
any, of the Agreement.
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The City shall not, in any event, be liable for any pre-contractual expenses 2
incurred by Offeror(s) in the preparation of its proposal. Offeror(s) shall not d
include any such expenses as part of its proposal.
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G. Contract Award >
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Issuance of this RFQ and receipt of Quotes does not commit the City to award a a
Purchase Order. The City reserves the right to postpone proposal opening for its o
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 a
the right to apportion the award among two or more OFFEROR(S).
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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
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necessary by the City, may be required prior to the commencement of the job.
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H. Acceptance of Order LO
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The successful Offeror(s) will be required to accept a Purchase Order in m
accordance with and including as a part thereof the published Request for a
Quotes, and the RFQ documents including all requirements, conditions and w
specifications contained therein, with no exceptions other than those specifically s
listed in the written purchase order. w
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I. Business License E
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The City's Business Ordinance requires that a Business doing business a
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
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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. —o
For the purposes of this section, "local bidders" shall be bidders for which the point v
of sale of the goods, materials, or services shall be within the City limits of San
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Bernardino. c
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SECTION II. v
TECHNICAL SPECIFICATIONS c
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RFQ F-15-03
Animal Vaccines
City of San Bernardino
TECHNICAL SPECIFICATIONS
BID SPECIFICATION NO. RFQ F-15-03
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Annual Vaccine Budget
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NOTICE : "SPECIAL INSTRUCTIONS TO THE BIDDER" v
Services: E
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Bidder shall complete right hand column indicating brief reasoning for 0
exceptions to requirements when not acceptable. State"Acceptable" if `~
requirements are agreeable as set forth on left hand column.
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Equipment:
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Bidder shall complete right hand column indicating specific size and or
make and model of all components when not exactly as specified. State r
"As Specified"if item is exactly as set forth in the left hand column.
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FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID y
CATEGORYI ACCEPTABLE AS
SPECIFIED a.
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INVENTORY m
Furnish and deliver as required by the City.
The contractor shall maintain an inventory for each
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item.
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3cc Syringe w/22 g needle 9
18 g needle by 1.5 in LL
18 g needle by 1 in m
20 g needle by 1 in Q
22 g needle by 1 in E
Accel cleaner 55 gal Drum w
Chlorhexidine scrub
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Amoxicillin caps 250 mg x 100
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Amoxicillin caps 500 mg x 100 Q
Tramadol Tabs 50 mg x 100
Penicillin 100m1
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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
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Biomox tab 100mg >
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Panacur 22.2% 1lbs
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Acepromazine Inj IOmg 50 ml U
Xylazine I00mg/ml x 50 ml E
Cough tabs Q
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Minocycline caps 100 mg x 50 12
Doxycycline caps 100 mg x 50 2
Biomox susp 50 mg/ml x 15 ml
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Cephalexin Caps 500 mg x 500 °
Meticam oral 1.5 mg x 180 ml >
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Rimadyl chewable 25 mg x 180
Adorn BNP ointment o
Gentamicin .3%x 5ml U)
DAPPv vaccination U
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Bordetella vaccination a
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Feline 1 HCP vaccination o
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Euthanasia III Solution 100 ml
Delivery t-
Delivery of ordered materials must be without LO
unreasonable delay
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SECTION III. o
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RFQ F-15-03
Animal Vaccines
PRICE FORM
REQUEST FOR QUOTES: RFQ F-15-03
DESCRIPTION OF RFQ: Animal vaccines
COMPANY NAME/ADDRESS:
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NAME OF AUTHORIZED Q
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REPRESENTATIVE °
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PRINT NAME
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TELEPHONE NO. 2
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FAX NO. °
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ITEM DESCRIPTION FIRM FIXED PRICE
1 3cc Syringe w/ 22 g needle a
2 18 g needle by 1.5 in
3 18 g needle by 1 in
4 20 g needle by 1 in
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5 22 g needle by 1 in n
6 Accel cleaner 55 gal Drum $ o
7 Chlorhexidine scrub
8 Amoxicillin caps 250 mg x 100 LL
9 Amoxicillin caps 500 mg x 100 $ m
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10 Tramadol Tabs 50 mg x 100
11 Penicillin 100ml x
12 Parvo snap test
13 Diphenhydramine Tabs 25 mg x 100
14 Metronidazole Tabs 250 mg x 100 r
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15 Otomite plus 15 ml
(Woe16 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 $ S
21 Cough tabs
22 Minocycline caps 100 mg x 50 o
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23 Doxycycline caps 100 mg x 50 $ o
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24 Biomox susp 50 mg/ml x 15 ml $ M
25 Cephalexin Caps 500 mg x 500 $ a
26 Meticam oral 1.5 mg x 180 ml $ o
27 Rimadyl chewable 25 mg x 180
28 Adorn BNP ointment
29 Gentamicin .3% x 5ml $ o
30 DAPPv vaccination $ '>
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31 Bordetella vaccination
32 Feline 1 HCP vaccination o
33 Euthanasia III Solution 100 ml a
Sub-Total L
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Shipping/Delivery Fees
8.25% Sales Tax
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Total
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ANNUAL PURCHASE ORDER
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Effective on or about October 1, 2014 through June 30, 2015 plus three (3) one-year L.
renewal options, for City's requirements. m
Option year one, if exercised, shall be effective July 1, 2015 through June 30, 2016. a
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 W
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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 upon
issuance by the City of a duly authorized Purchase Order. a
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RFQ F-15-03
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!. Animal Vaccines
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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:
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Please indicate any elements of the Proposal Specifications that cannot be met by your
firm. E
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Have you included in your proposal all informational items and forms as requested? Yes
/ No (circle one). If you answered "No", please explain: (D
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This offer shall remain firm for 120 days from RFQ close date. o
Terms and conditions as set forth in this RFQ apply to this proposal. �
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Cash discount allowable % days; unless otherwise stated, payment terms y
are: Net thirty (30) days.
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In signing this proposal, Offeror(s) 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, please o
indicate all Addenda to this RFQ received by your firm, and the date said Addenda LO
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was/were received. L.
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Verification of Addenda Received
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Addenda No: Received on: w
Addenda No: Received on: c
Addenda No: Received on: E
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RFQ F-15-03
Animal Vaccines
FIRM NAME:
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ADDRESS:
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Phone: o
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Email:
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Fax: Q
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Authorized Signature: 2
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Print Name:
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Title: >
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IF SUBMITTING A "NO PROPOSAL", PLEASE STATE REASON (S) BELOW: o
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RFQ F-15-03
Animal Vaccines
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 o
he specifies more than one subcontractor for the same portion of work to be performed o
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.
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DIVISION OF NAME OF FIRM OR LOCATION °
WORK OR CONTRACTOR CITY
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REJECTION OF BIDS
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The undersigned agrees that the City of San Bernardino reserves the right to reject any w
or all bids, and reserves the right to waive informalities in a bid or bids not affected by d
law, if to do seems to best serve the public interest. E
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Packet Pg. 281
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RFQ F-15-03
0 Animal Vaccines
NON - COLLUSION AFFIDAVIT
TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO
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In accordance with Title 23, United States Code, Section 112, the undersigned hereby
states, under penalty of perjury: >
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That he/she has not, either directly or indirectly, entered into any agreement, participated o
in any collusion, or otherwise taken action in restraint of free competitive bidding in L)
connection with RFQ F-15-03. E
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Subscribed and sworn before me this day of 20 y
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Notary Public in and for the County of State of California. _
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RFQ F-15-03
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SECTION IV. 0-
GENERAL SPECIFICATIONS v
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RFQ F-15-03
Animal Vaccines
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 0
the RFQ specifications and requirements, may be considered non-responsive and
may be rejected. U
2. The City reserves the right to accept or reject any and all Quotes and to award a E
contract to the Offeror(s) whom best meets the City's requirements. This may _
include waiver of minor irregularities or discrepancies, or nonconformity to a
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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
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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.
4. Quotes shall be firm offers, subject to acceptance or rejection within 120 days o
minimum of the opening thereof. y
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.
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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
li produced by use of the current manufacturing processes. "Seconds", factory rejects,
and substandard goods are not acceptable.
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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 o
detail to clearly describe the equipment, materials and parts offered. LO
8. Manufacturer and/or Contractor shall defend any and all suits and assume all liability u
for any and all claims made against the City of San Bernardino or any of its officials m
or agents for the use of any patented process, device or article forming a part of a
equipment or any item furnished under the contract. w
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 w
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 E
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 a
warranty and/or guarantee coverage and shall submit such written documents
evidencing the same attached to the proposal.
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RFQ F-15-03
Animal Vaccines
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%, 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 o
acceptance of the specified items by the City of San Bernardino and receipt of the o
Contractor's priced invoice. U
14. All "standard equipment" is included in any proposal. OFFEROR(S) furnishing E
Quotes under these specifications shall supply all items advertised as "standard" a
equipment even if such items are not stipulated in the specifications, unless c
otherwise clearly excepted in the proposal. 0
15. The items which the Offeror(s) proposes to furnish the City must comply in all 2
respects with the appropriate safety regulations of all regulatory commissions of the d
Federal Government and the State of California, whether such safety features and/or
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items have been specifically outlined in these specifications or not. 2
16. Contractor delivering equipment pursuant to these RFQ specifications shall >
guarantee that equipment meets specifications as set forth herein. If it is found that °
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equipment delivered does not meet requirements of these specifications the
Contractor shall be required to correct the same at their own expense. 0
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 a
difficult to, ascertain the actual damage which the City will sustain in the event of and y
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 o
San Bernardino. The City shall not unreasonably refuse such extension. r
19. Contract. Each proposal shall be submitted and received with the understanding that LL
acceptance by the City of San Bernardino of proposal in response to this solicitation m
shall constitute a contract between the Contractor and the City. This shall bind the a
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 w
reference.
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RFQ F-15-03
Animal Vaccines
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 0
the other party or parties, even if such interest would not be considered a conflict of o
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 a
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
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be required equally as if called for in all. Anything necessary to complete the work 2
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 °
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and not as an aggregation of individual parts, and whatever is specified in one
section shall be construed as applying to all sections. o
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 a
payment to the Contractor within ten (10) working days of receipt of material and d
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:
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sanchez va(a.sbcity.org. 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. o
25. Proposal/Fee Schedules. No proposal will be acceptable unless fees/prices are Wn
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submitted on the pricing forms furnished by the contractor hereon, and all required u
forms are completed and included with proposal. Deliver all Quotes, SIGNED and m
SEALED, to the Finance Department at 300 North "D" Street, 4th Floor, City Hall, a
San Bernardino, California 92418. CLEARLY MARK THE RFQ SPECIFICATION Y
TITLE: Animal vaccines and RFQ F-15-03 ON THE OUTSIDE OF THE
ENVELOPE. w
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 E
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 a
received after that time and date specified shall NOT be considered.
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Packet Pg.286
RFQ F-15-03
w. Animal Vaccines
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, 0-
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 L)
with Section 16700 of Part 2 of Division 7 of the Business and Professions Code), F0
arising from purchases of goods, materials, or services by the Offeror(s) for sale to C
the purchasing body pursuant to the proposal. Such assignment shall be made and a
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become effective at the time the purchasing body tenders final payment to the °
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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 o
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, a
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)
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day notification to the City if said policies are terminated or materially altered.
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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, w
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) E
years, in one-year increments.
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Packet Pg.287
S.O.b
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 0
City's Municipal Code (M.C. 5.04.005) requires that a Business doing business with o
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 a
commencement of the job. °
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MEMORANDUM
DATE: September 25, 2014
TO: Sharlene Williams, Administrative Analyst =
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FROM: Ellen Clifford, Accounting Assistant
SUBJECT: RFQ F-15-03 Annual Vaccine Budget o
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Attached, please find the proposed schedule and final draft for the subject
RFQ. Please review these documents as a whole, and forward your E
signature, concurrence/comments no later than : 0 Noon, T gesdday a
August 26, 2014. Please email or call me with any questions at ext. 5330. ,0
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1. Issue RFQ August 29, 2014 2
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2. Advertise in Sun August 29, 2014
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3. Mandatory Pre-Proposal Mtg & Job Walk N/A CD
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4. Written Questions from Vendors due September 8, 2014 N
5. Responses Due from City September 15, 2014 3
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6. Proposals Due September 22, 2014 @ 3:00 PM, PST
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7. RFQ Evaluation and Negotiations To Be Determined
8. Vendor Selection To Be Determined M
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9. Request for Council Action Due To Be Determined
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10. Council Approval To Be Determined
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11. Vendor Award To Be Determined a
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concur with the RFQ as written / with the attached comments w
(circle one).
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Signature Date Signed y
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BID DATA SHEET
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Department: Police Department 0
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RF-P/ RFQ # F-15-03 Description: Annual Vaccine Budget
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Bid Issue (advertisement) Date: 08/29/14 Bid Due Date: 09/22/14 a
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Methods of Public Advertisement:
The SB County Sun
SB Area Chamber of Commerce (SBACC) L
City of SB Website & SB Connect 2
"Notice Inviting Bids / Proposals" sent by Purchasing: °
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Fax
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Local Vendors (within SB city Limits): 00 a
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Non-Local Vendors: 03
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Total Vendors 03 =
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Local Vendors (within SB city Limits): 00
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Non-Local Vendors: 01 a
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Total Bid Packages Received: 01 x
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# of Vendors who declined to bid (No Bid): 00 E
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Prepared by: Ellen Clifford Date: 09/22/14 a
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DEPARTMENT
AWARD
CHECKLIST
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BID# RFQ F-15-03 Description: Annual Vaccine Budget S
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❑ Vendor Debarment Verification (Grants only) (')
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F-1 Local Vendor Verification - within SB City limits (') E
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(1)(Companies within our City limits;for comparison
❑ Local Vendor Preference (LVP) given? cc
purposes only: 1%credit for goods or materials,or 5%for services'must be reflected on bid/quote sheet) v
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❑ City of San Bernardino Business License Verification(2) o
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❑ W-9 Form (2) L
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❑ Faithful Performance/Bid Bond Required? (') Yes ❑ No ❑
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❑ Contractor's License (where applicable)(')
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F-1 $1,000,000 Insurance POIICy (1)Comprehensive,public,general&auto liability
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❑ Worker's Compensation Insurance (') q
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F] Vendor/ Consultant Agreement Required? (2) Yes ❑ No ❑ m
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1) Must be obtained prior to Council award x
2) Must be obtained prior to issuance of a purchase order,commencement of service,or receipt of goods, w
supplies,materials,and payment of invoices. :.
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This checklist may not be reflective of all documents necessary for submittal.
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All insurance certificates must be approved by Risk Management
03/09/10 drm
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