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Bid Invitation-Addendum 1041 Addendum 1 Raingear Issue Date:12/12/2023 Questions Deadline:12/20/2023 12:00 PM (CT) Response Deadline:12/27/2023 05:00 PM (CT) Denton - Purchasing Contact Information Contact:Ginny Brummett Address:901-B Texas Street Denton, TX 76209 Email:ginny.brummett@cityofdenton.com Deadline: 12/27/2023 05:00 PM (CT)041 Addendum 1Page 1 of 13 pages Event Information Number:041 Addendum 1 Title:Raingear Type:Informal Request for Quote Issue Date:12/12/2023 Question Deadline:12/20/2023 12:00 PM (CT) Response Deadline:12/27/2023 05:00 PM (CT) Notes:Questions must be submitted by the deadline via IONWAVE only (no emails/no phone calls) Out of an abundance of caution, the City of Denton is not accepting hard copy quotes. Please submit all quotes electronically in Ionwave at https://dentontx.ionwave.net. The submittal process may take significant time. The City highly recommends that respondents do not wait until minutes before the due date and time to submit quote. Submissions via email will not be accepted. The City of Denton (the City) is requesting quotes with an individual or business with considerable experience in providing goods or services of this solicitation. The awarded individual or business shall possess a proven track record of using innovative approaches to providing goods and services that represent the best value to their clients. The awarded individual or business shall have the ability to accomplish all aspects of the requested services. The selected individual or firm should be able to provide innovative methods to deal with municipal challenges, and cost effective solutions. Ship To Information Address:901B Texas Street Denton, TX 76209 Phone:(940) 349-8437 Billing Information Address:901B Texas Street Denton, TX 76209 Phone:(940) 349-8437 Bid Attachments IRQ 041 - Raingear Technical Specs.pdf Download Technical Specificatoins Contract - Commodities UNDER $50K.docx Download SAMPLE Contract Substitute_W-9_Form_10.18.18.pdf View Online Substitute W-9 Form Deadline: 12/27/2023 05:00 PM (CT)041 Addendum 1Page 2 of 13 pages Conflict_of_Interest_Questionaire.docx Download Conflict of Interest Questionnaire Requested Attachments Substitute W-9 This will be used if awarded to set you up in our system. Conflict of Interest Questionnaire (Attachment required) The individual or business must disclose any business relationship that would have an effect, of a conflict of interest. Please attach a signed copy of the conflict of interest questionnaire. Secretary of State Certificate (Attachment required) To do business with the City of Denton you are required to be registered at the State of Texas, please attach proof of registration. If your company is exempt, please attach your Exemption Certificate. Exceptions to Contract Please provide any redlines to the attached sample contract. (attachment 2) Bid Attributes 1 SECTION 1 General Information 2 Contract Term It is the intention of the City of Denton to award a contract for a three (3) year period with two optional one (1) year extensions. The Contract shall commence upon the issuance of a Notice of Award/Issuance of Purchase Order by the City of Denton. At the sole option of the City of Denton, the Contract may be further extended as needed, not to exceed a total of six (6) months. 3 Pricing Unit Pricing shall include all fees and costs to provide the goods and services to the City. Unit pricing for goods shall include delivery costs, F.O.B. Destination Firm Price Pricing and discounts submitted are firm for the initial one-year period specified in the solicitation. Price decreases are allowed at any time. Price increases shall only be considered as stipulated below in "PRICE ADJUSTMENTS". Price Decreases/Discount Increases Respondents are required to immediately implement any price decrease or discount increase that may become available. The City of Denton must be notified in writing for updating the contract. Deadline: 12/27/2023 05:00 PM (CT)041 Addendum 1Page 3 of 13 pages 4 Price Adjustments Prices quoted for the commodities or services described in the solicitation must be firm for a period of one year from date of contract award. Any request for price adjustment must be based on the, U.S Department of Labor, Bureau of Labor Statistics, Producer Price Index (PPI). The price will be increased or decreased based upon the annual percentage change in the PPI. The maximum escalation will not exceed +/- 8% for any individual year. The escalation will be determined annually at the renewal date. Should the PPI change exceed a minimum threshold value of +/-1%, then the stated eligible bid prices shall be adjusted in accordance with the PPI change not to exceed the 8% limit per year. The supplier should provide documentation as percentage of each cost associated with the unit prices quoted for consideration. Request must be submitted in writing with supporting evidence for need of such increase to the Purchasing Manager at least 60 days prior to contract expiration of each year. Respondent must also provide supporting documentation as justification for the request. Upon receipt of such request, the City of Denton reserves the right to either: accept the escalation as competitive with the general market price at the time, and become effective upon the renewal date of the contract award or reject the increases within 30 calendar days after receipt of a properly submitted request. If a properly submitted increase is rejected, the Contractor may request cancellation of such items from the Contract by giving the City of Denton written notice. Cancellation will not go into effect for 15 calendar days after a determination has been issued. Pre-price increase prices must be honored on orders dated up to the official date of the City of Denton approval and/or cancellation. The request can be sent by e-mail to: purchasing@cityofdenton.com noting the solicitation number. The City of Denton reserves the right to accept, reject, or negotiate the proposed price changes. 5 Section 2 Business Overview Questionnaire 6 Firm's Legal Name (Required: Maximum 1000 characters allowed) 7 Address Line 1 (Required: Maximum 1000 characters allowed) 8 Address Line 2 (Optional: Maximum 1000 characters allowed) 9 City (Optional: Maximum 1000 characters allowed) Deadline: 12/27/2023 05:00 PM (CT)041 Addendum 1Page 4 of 13 pages 1 0 State (Required: Maximum 1000 characters allowed) 1 1 Zip Code (Required: Numbers only) 1 2 Agent Authorized to sign contract The agents name and email who is authorized to sign the contract (Required: Maximum 1000 characters allowed) 1 3 Subsidiary of: (Optional: Maximum 1000 characters allowed) 1 4 Organization Class Partnership Corporation Individual Association (Required: Check only one) 1 5 Tax Payer ID (Required: Maximum 1000 characters allowed) 1 6 Section 4 Terms and Conditions Deadline: 12/27/2023 05:00 PM (CT)041 Addendum 1Page 5 of 13 pages 1 7 General Provisions 1. AWARD The City reserves the right to award a contract or contracts to various respondents by line item, section(s), or by entire proposal; whichever is most advantageous, or provides the "best value" to the City, unless denied by the respondent. 2. CONTRACTS The successful awarded vendor(s) will be required to sign an original contract. A sample contract is attached. Respondents shall review the document and must be willing to sign it as is. No exceptions to our contract template will be considered. 3. INSURANCE The City requires standard insurance for services performed on site. The successful awarded vendor will be required to provide a certificate of insurance as outlined in the contract. 4. CHANGES DURING CONTRACT TERM The awarded contractor shall not change specifications during the contract term without prior approval. Any deviation in the specifications or change in the products must be approved in advance by the City of Denton. Notice of a change shall be submitted in writing to purchasing@cityofdenton.com, with the solicitation number in the subject line, for review. Products/Services found to have changed specifications without notification, and acceptance, will be returned at the supplier's expense. Products that have been installed will be replaced at the contractor's expense. 5. ADDING NEW PRODUCTS OR SERVICES TO THE CONTRACT AFTER AWARD Following the Contract award, additional services or products of the same general category that could have been encompassed in the award of this contract, and that are not already on the contract, may be added. A formal written request may be sent to successful Contractor (s) to provide a proposal on the additional services and shall submit proposals to the City of Denton as instructed. All prices are subject to negotiation with a Best and Final Offer ("BAFO"). The City of Denton may accept or reject any or all pricing proposals, and may issue a separate solicitation for the services/products after rejecting some or all of the proposals. The commodities and services covered under this provision shall conform to the statement of work, specifications, and requirements as outlined in the request. Contract changes shall be made in accordance with Local Government Code 252.048 6. SAFETY AND ENVIRONMENTAL HAZARDS The City does not warrant or guarantee against the possibility that safety or environmental hazards or potential hazards (including premises and special defects) may exist at the City's facilities. The Contractor shall be responsible for identifying any hazardous conditions and notifying the City of these conditions in writing no later than 30 days after contract award and prior to initiation of service delivery on the property. This will be accomplished by the Contractor conducting an environmental assessment and an occupational health, and safety inspection of the service bay or field service areas by competent, qualified and appropriately licensed practitioners. The costs of these inspections and any subsequent corrective action will be negotiated between the City and the Contractor. All contractors to the City of Denton are required to ensure absolute safety standards are applied and enforced. The City of Denton will not be responsible for individual contractor safety, and the awarded contractor shall not hold the City of Denton responsible. Known hazards shall immediately be reported and all safety precautions shall be taken to prevent potential safety issues from occurring. Deadline: 12/27/2023 05:00 PM (CT)041 Addendum 1Page 6 of 13 pages 1 8 Bid Acceptance I have read and understand the Terms and Conditions, Specifications, and Insurance requirements, contained herein, and further agree to abide and accept said Terms, Conditions and Specifications. Yes Yes - with exceptions (Please Select) (Required: Check only one) 1 9 Bid Acceptance Exceptions If you answered yes - with exceptions to the above question please list the exceptions. (Optional: Maximum 4000 characters allowed) Bid Lines 1 LONG RAINCOATS (Line excluded from response total) 2 RAINCOAT, LONG, SMALL, CLASS 3 (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:ICON C24122-S CLASS 3 Supplier Notes: Additional notes (Attach separate sheet) 3 RAINCOAT, LONG, MEDIUM, CLASS 3 (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:ICON C24122-M CLASS 3 Supplier Notes: Additional notes (Attach separate sheet) Deadline: 12/27/2023 05:00 PM (CT)041 Addendum 1Page 7 of 13 pages 4 RAINCOAT, LONG, LARGE, CLASS 3 (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:ICON C24122-L CLASS 3 Supplier Notes: Additional notes (Attach separate sheet) 5 RAINCOAT, LONG, X-LARGE, CLASS 3 (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:ICON C24122-XL CLASS 3 Supplier Notes: Additional notes (Attach separate sheet) 6 RAINCOAT, LONG, 3X-LARGE, CLASS 3 (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:ICON C24122-3XL CLASS 3 Supplier Notes: Additional notes (Attach separate sheet) 7 RAINCOAT, LONG, 4X-LARGE, CLASS 3 (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:ICON C24122-4XL CLASS 3 Supplier Notes: Additional notes (Attach separate sheet) 8 RAIN JACKETS (Line excluded from response total) 9 RAIN JACKET, SMALL, CLASS 3 (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:ICON J24122-S CLASS 3 Supplier Notes: Additional notes (Attach separate sheet) Deadline: 12/27/2023 05:00 PM (CT)041 Addendum 1Page 8 of 13 pages 1 0 RAIN JACKET, MEDIUM, CLASS 3 (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:ICON J24122-M CLASS 3 Supplier Notes: Additional notes (Attach separate sheet) 1 1 RAIN JACKET, LARGE, CLASS 3 (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:ICON J24122-L CLASS 3 Supplier Notes: Additional notes (Attach separate sheet) 1 2 RAIN JACKET, X-LARGE, CLASS 3 (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:ICON J24122-XL CLASS 3 Supplier Notes: Additional notes (Attach separate sheet) 1 3 RAIN JACKET, 2X-LARGE, CLASS 3 (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:ICON J24122-2XL CLASS 3 Supplier Notes: Additional notes (Attach separate sheet) 1 4 RAIN JACKET, 3X-LARGE, CLASS 3 (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:ICON J24122-3XL CLASS 3 Supplier Notes: Additional notes (Attach separate sheet) Deadline: 12/27/2023 05:00 PM (CT)041 Addendum 1Page 9 of 13 pages 1 5 RAIN JACKET, 4X-LARGE, CLASS 3 (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:ICON J24122-4XL CLASS 3 Supplier Notes: Additional notes (Attach separate sheet) 1 6 RAIN JACKET, 5X-LARGE, CLASS 3 (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:ICON J24122-5XL CLASS 3 Supplier Notes: Additional notes (Attach separate sheet) 1 7 RAIN PANTS (Line excluded from response total) 1 8 RAIN PANT, SMALL (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:VISION P23122-S Supplier Notes: Additional notes (Attach separate sheet) 1 9 RAIN PANT, MEDIUM (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:VISION P23122-M Supplier Notes: Additional notes (Attach separate sheet) 2 0 RAIN PANT, LARGE (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:VISION P23122-L Supplier Notes: Additional notes (Attach separate sheet) Deadline: 12/27/2023 05:00 PM (CT)041 Addendum 1Page 10 of 13 pages 2 1 RAIN PANT, X-LARGE (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:VISION P23122-XL Supplier Notes: Additional notes (Attach separate sheet) 2 2 RAIN PANT, 2X-LARGE (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:VISION P23122-2XL Supplier Notes: Additional notes (Attach separate sheet) 2 3 RAIN PANT, 3X-LARGE (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:VISION P23122-3XL Supplier Notes: Additional notes (Attach separate sheet) 2 4 RAIN PANT, 4X-LARGE (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:VISION P23122-4XL Supplier Notes: Additional notes (Attach separate sheet) 2 5 RAIN OVERALLS (Line excluded from response total) 2 6 RAIN OVERALL, LARGE (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:O24122-L Supplier Notes: Additional notes (Attach separate sheet) Deadline: 12/27/2023 05:00 PM (CT)041 Addendum 1Page 11 of 13 pages 2 7 RAIN OVERALL, X-LARGE (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:O24122-XL Supplier Notes: Additional notes (Attach separate sheet) 2 8 RAIN OVERALL, 2X-LARGE (Response required) Quantity:1 UOM:EA Price:$Total:$ Manufacturer:TINGLEY Manufacturer #:O24122-2XL Supplier Notes: Additional notes (Attach separate sheet) Deadline: 12/27/2023 05:00 PM (CT)041 Addendum 1Page 12 of 13 pages Supplier Information Company Name: Contact Name: Address: Phone: Fax: Email: Supplier Notes By submitting your response, you certify that you are authorized to represent and bind your company. Print Name Signature Deadline: 12/27/2023 05:00 PM (CT)041 Addendum 1Page 13 of 13 pages