The Colony, City of-2272-Award/Ordinance/Pricing
ORDINANCE NO.
AN ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE AN INTERLOCAL
AGREEMENT WITH THE CITY OF THE COLONY RELATING TO
PARTICIPATION IN VARIOUS CITY OF DENTON CONTRACTS WHICH
PROVIDE FOR THE PURCHASE OF GOODS AND SERVICES; AND DECLARING
AN EFFECTIVE DATE. (FILE # 2272 - INTERLOCAL AGREEMENT WITH THE
CITY OF THE COLONY, TEXAS).
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION I. That the City Manager is hereby authorized to execute a Interlocal
Agreement with the City of The Colony Texas relating to participation in the City of
Denton contract which provides for the purchase of office supplies and similar material,
a copy of such agreement is attached hereto and incorporated by reference.
SECTION II. That this ordinance shall become effective immediately upon its
passage and approval.
PASSED AND APPROVED this the St
i 1998 day of
Jac Iller, Mayor
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
BY:
APP OVED AS TO LEGAL FORM:
HERBERT L. PROUTY, CITY ATTORNEY
BY C~ X
c v
INTERLOCAL AGREEMENT-FILE 2272. ORDINANCE
i
THE STATE OF TEXAS
COUNTY OF DENTON
INTERLOCAL AGREEMENT
This Interlocal Agreement ("Agreement") is entered into to be effective the 7th
day of July, 1998, under and in accordance with the provisions of the Interlocal
Cooperation Act, Chapter 791, Texas Government Code, by and between the CITY OF
THE COLONY, TEXAS, a political subdivision of the state of Texas (hereinafter "The
Colony", and the CITY OF DENTON, TEXAS, also a political subdivision of the State
of Texas (hereinafter "Denton").
Whereas, The Colony and Denton mutually desire to be subject to the provisions
of the Texas Government Code, Chapter 791, the Interlocal Cooperation Act, specifically
§791.025 regarding contracts for the purchase of goods and services; and
Whereas, The Colony and Denton have agreed to the cooperative purchasing of
office supplies and similar material and desire to set forth herein their respective
responsibilities, obligations and rights relative thereto.
i NOW THEREFORE, The Colony and Denton for the mutual consideratio
hereinafter stated, agree and understand as follows: n
1. Cooperative Purchasin
a. It is understood and agreed that Denton currently has a contract for goods
and services with BT Office Products, for which Denton competitively bid
and awarded same under the laws of the State of Texas.
b. This Agreement shall be in full force and effect for the duration of the
contract between Denton and BT Office Products unless this Agreement is
terminated by either party upon thirty (30) days written notice to the other
if deemed to be in the best interest of the municipality.
C. The Colony and Denton intend that the entity, in receiving products and/or
services specified in this Agreement, shall act as independent purchaser
and shall have control of its needs and the manner in which they are
acquired. Neither The Colony or Denton, their agents, employees,
volunteer help, nor any other person operating under this Agreement, shall
be considered an agent or employee of the other and shall not be entitled
to participate in any pension plans or other benefits that each entity
provides to its employees.
d. The Colony and Denton agree that the ordering of supplies and materials
purchased through this Agreement shall be the individual responsibility of
•
each and that the successful bidder shall bill each participating
municipality directly for the goods, services or materials ordered by it.
e. In the event that any dispute arises between an individual municipality and
the successful bidder, the same shall be handled between the two disputing
parties.
f Each participating government shall be liable to the successful bidder only
for supplies or materials ordered and received by it and shall not, by the
execution of this Agreement, assume any additional liability.
2. Miscellaneous
a. This Agreement expressed the entire agreement between the parties hereto
regarding the subject matter contained herein and may not be modified or
amended except by written agreement duly executed by both parties.
b. The Agreement had been duly and properly approved by each party's
governing body and constitutes a binding obligation on each party.
C. This Agreement shall be construed in accordance with the laws of the
State of Texas and venue for all purposes hereunder shall lie in Denton
County, Texas.
d. If any provision hereof is determined by any court of competent
jurisdiction to be invalid, illegal or unenforceable, such provision shall be
fully severable herefrom and the Agreement shall be construed and
enforced as if such invalid, illegal or unenforceable provision never
comprised a part hereof, and the remaining provisions shall continue in
full force and effect.
e. This Agreement is not intended to extend the liability of the parties
beyond that provided by law. Neither The Colony nor Denton waives any
immunity or defense that otherwise would be available to it against claims
by third parties.
APPROVED BY THE CITY COUNCIL FOR THE CITY OF THE
COLONY, TEXAS, in its meeting held on the 6`h day of July, 1999, and executed by its
authorized representative.
CITY OF THE COLONY
By:
Lanny b City anager
AT ST:
Patti Hicks, ity Secretary
APPROVED AS TO FORM:
• John " , City Attorney
APPROVED BY THE CITY CpUN~, FOR THE
TEXAS, in its meeting held on the St DTI' OF DENTON,
by its authorized representative. `~y of 1998, and executed
CITY OF DENTON
By '
ATTEST:
City Secretary
APPROVED AS TO FORM:
City Attorney
CITY OF DENTON TEXAS PURCHASING DIVISION • 901-8 TEXAS STREET • DENTON, TEXAS 76201
940-349-7100 • DFW METRO 817-267-0042 • FAX 940-349-7302
September 24, 1998
Ruthann Devlin
Deputy City Secretary
The Colony
5151 North Colony Boulevard
The Colony, TX 75056-1219
Dear Ms. Devlin:
Enclosed is your signed original Interlocal Agreement between the City of The
• Colony and The City of Denton for purchasing office supplies from BT Office
Products.
Call if you have any further needs in this regard.
Sincerely,
Denise Harpool
Senior Buyer
3004.DOC
Enc.
'Dedicated to Quality Service"
FROM:
DEPT:
REQUEST CODE (15 characters only) :
REQUEST FOR
LEGAL SERVICES DATE:
APPROVAL:
CITY of DEN TON, TEXAS PRIORITY: (Department Director)
(City Manager)
Information and Instructions
If request is for review, interpretation, or amendment of a
contract, lease or other document(s), please attach a copy.
If request concerns any section of the Code of Ordinances, its
amendment or repeal, cite the applicable section(s).
If request requires a real property description, attach a correct
TYPEWRITTEN description as a marked exhibit (Example: Exhibit "All)
Attach diskette or document identification number for all documents
prepared on PC or Wang word processor. File name:
STATE ACTION REQUESTED BELOW; DO NOT WRITE OR TYPE 'SEE ATTACHEDIN:
For Legal Department Use Only
ACTION TAKEN/REQUEST RETURNED BECAUSE/ANSWER: NUMBER
RECEIVED
ASSIGNED
DUE DATE
ASSIGNED TO
REV. DATE
DUE DATE 2
HOLD-W/DRAWN
COMPLETED
DOCUMENT
TRANSMITTAL MEMO FOR CONTRACTS
AND LETTERS OF AGREEMENT
TITLE INTERLOCAL AGREEMENT WITH THE COLONY
FOR REVIEW: DATE:
9-3-98
/x / PURCHASING AGENT D O1 l
REVIEWED DATE
RISK MANAGER
REVIEWED DATE
DIRECTOR OF FINANCE
REVIEWED DATE
/x / FOR APPROVAL OF LEGAL FORM: /
Y ATTORN Y ATE
FOR PROGRAM APPROVAL:
MANA ER DATE
/ x / FOR 9kY-G t-/CITY MANAGER SIGNATURE:
DATE
FINAL DISTRIBUTION OF APPROVED/COMPLETED CONTRACTS:
DATE
ORIGINAL /x / CITY SECRETARY
/x / PURCHASING DEPARTMENT
/x / VENDOR/CONTRACTOR
COPIES ORIGINATING DEPARTMENT
INSPECTION DEPARTMENT
ARCHITECT/ENGINEER
ATTACHED AND EXECUTED AS REQUIRED:
/X / CONTRACT
BONDS
INSURANCE
BID PROPOSAL
010.DOC
FORMS
r
THE STATE OF TEXAS
COUNTY OF DENTON
INTERLOCAL AGREEMENT
This Interlocal Agreement ("Agreement") is entered into to be effective the 71h
day of July, 1998, under and in accordance with the provisions of the Interlocal
Cooperation Act, Chapter 791, Texas Government Code, by and between the CITY OF
THE COLONY, TEXAS, a political subdivision of the state of Texas (hereinafter "The
Colony", and the CITY OF DENTON, TEXAS, also a political subdivision of the State
of Texas (hereinafter "Denton").
Whereas, The Colony and Denton mutually desire to be subject to the provisions
of the Texas Govermnent Code, Chapter 791, the Interlocal Cooperation Act, specifically
§791.025 regarding contracts for the purchase of goods and services; and
Whereas, The Colony and Denton have agreed to the cooperative purchasing of
office supplies and similar material and desire to set forth herein their respective
responsibilities, obligations and rights relative thereto.
NOW THEREFORE, The Colony and Denton for the mutual consideration
hereinafter stated, agree and understand as follows:
• 1. Cooperative Purchasiniz
a. It is understood and agreed that Denton currently has a contract for goods
and services with BT Office Products, for which Denton competitively bid
and awarded same under the laws of the State of Texas.
b. This Agreement shall be in full force and effect for the duration of the
contract between Denton and BT Office Products unless this Agreement is
terminated by either party upon thirty (30) days written notice to the other
if deemed to be in the best interest of the municipality.
C. The Colony and Denton intend that the entity, in receiving products and/or
services specified in this Agreement, shall act as independent purchaser
and shall have control of its needs and the manner in which they are
acquired. Neither The Colony or Denton, their agents, employees,
volunteer help, nor any other person operating under this Agreement, shall
be considered an agent or employee of the other and shall not be entitled
to participate in any pension plans or other benefits that each entity
provides to its employees.
d. The Colony and Denton agree that the ordering of supplies and materials
purchased through this Agreement shall be the individual responsibility of
t
each and that the successful bidder shall bill each participating
municipality directly for the goods, services or materials ordered by it.
e. In the event that any dispute arises between an individual municipality and
the successful bidder, the same shall be handled between the two disputing
parties.
f. Each participating government shall be liable to the successful bidder only
for supplies or materials ordered and received by it and shall not, by the
execution of this Agreement, assume any additional liability.
2. Miscellaneous
a. This Agreement expressed the entire agreement between the parties hereto
regarding the subject matter contained herein and may not be modified or
amended except by written agreement duly executed by both parties.
b. The Agreement had been duly and properly approved by each party's
governing body and constitutes a binding obligation on each party.
C. This Agreement shall be construed in accordance with the laws of the
State of Texas and venue for all purposes hereunder shall lie in Denton
• County, Texas.
d. If any provision hereof is determined by any court of competent
jurisdiction to be invalid, illegal or unenforceable, such provision shall be
fully severable herefrom and the Agreement shall be construed and
enforced as if such invalid, illegal or unenforceable provision never
comprised a part hereof, and the remaining provisions shall continue in
full force and effect.
e. This Agreement is not intended to extend the liability of the parties
beyond that provided by law. Neither The Colony nor Denton waives any
immunity or defense that otherwise would be available to it against claims
by third parties.
APPROVED BY THE CITY COUNCIL FOR THE CITY OF THE
COLONY, TEXAS, in its meeting held on the 6t1' day of July, 1998, and executed by its
authorized representative.
CITY OF THE COLONY
By:
Lann a bert, Manager
ATTEST:
Patti Hicks, City Secretary
APPROVED AS TO FORM:
John I, City Attorney
• APPROVED BY THE CITY COUNCIL FOR THE CITY OF DENTON,
TEXAS, in its meeting held on the 1 day of September , 1998, and executed
by its authorized representative.
CITY OF DENTON
Y
ATTEST:
7k4-
City Secretary
APPROVED AS TO FORM:
City Attorney
ORDINANCE NO.
AN ORDINANCE ACCEPTING COMPETITIVE BIDS AND AWARDING A CONTRACT FOR
THE PURCHASE OF MATERIALS, EQUIPMENT, SUPPLIES OR SERVICES; PROVIDING
FOR THE EXPENDITURE OF FUNDS THEREFOR; AND PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, the City has solicited, received and tabulated competitive bids for the purchase
of necessary materials, equipment, supplies or services in accordance with the procedures of STATE
law and City ordinances; and
WHEREAS, the City Manager or a designated employee has reviewed and recommended
that the herein described bids are the lowest responsible bids for the materials, equipment, supplies
or services as shown in the "Bid Proposals" submitted therefore; and
WHEREAS, the City Council has provided in the City Budget for the appropriation of funds
to be used for the purchase of the materials, equipment, supplies or services approved and accepted
herein; NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION I. That the numbered items in the following numbered bids for materials,
• equipment, supplies, or services, shown in the "Bid Proposals" attached hereto, are hereby accepted
and approved as being the lowest responsible bids for such items:
BID ITEM
NUMBER -Na VENDOR AMOI TNT
1973 ALL B T OFFICE PRODUCTS, INTERNATIONAL EXHIBIT "A"
SECTION II. That by the acceptance and approval of the above numbered items of the
submitted bids, the City accepts the offer of the persons submitting the bids for such items and
agrees to purchase the materials, equipment, supplies or services in accordance with the terms,
specifications, standards, quantities and for the specified sums contained in the Bid Invitations, Bid
Proposals, and related documents.
SECTION IIi. That should the City and persons submitting approved and accepted items and
of the submitted bids wish to enter into a formal written agreement as a result of the acceptance,
approval, and awarding of the bids, the City Manager or his designated representative is hereby
authorized to execute the written contract which shall be attached hereto; provided that the written
contract is in accordance with the terms, conditions, specifications, standards, quantities and
specified sums contained in the Bid Proposal and related documents herein approved and accepted.
1
SECTION IV. That by the acceptance and approval of the above numbered items of the
submitted bids, the City Council hereby authorizes the expenditure of funds therefor in the amount
and in accordance with the approved bids or pursuant to a written contract made pursuant thereto as
authorized herein.
SECTION V. That this ordinance shall become effective immediately upon its passage and
approval.
PASSED AND APPROVED this day of 1997.
JACK MILLER, MAYOR
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
• BY:
APPROVED AS TO LEGAL FORM:
HERBERT L. PROUTY, CITY ATTORNEY
BY:
SUPPLY.ORD
2
Bd i # 1973 (EXHIBIT "A")
BTOffice
Bid Name OFFICE SUPPLIES i (alternate)
#Date JANUARY 7, 1997
QTY Descri tion UNITPRICE Item 1 OTY Description UNIT PRICE
ITEMIZED BID LIST j-I ITEMIZED BID LIST
1 700 !Adding Machine Roll $0.25 51
2 100 (Binder, Data 11.75x8.5" 800 (Post-It 2x3 $0 20
3 500 (Binder Cover, 11x8.5, 3" ca $1'83 i 52 10001Post-It 3x3 $0 26
4 300 iBinder 3-Rin 1/2" ca $0.77 53 ! BOO (Post-It 3x5 $0.35
5 400 iBinder 3-Ring 1" cap. $1'37 54 50 Post-It Routing/Request (per pk of 4 $2.03
$1.37 55 50 IPost-It WYWO er k of 4 $2.03
6 300!Binder3-Rin 1.5"cap. $1.661 56 150IPad,Steno 7 400.Binder 3-Rin 2" ca $1.971 57 150 Phone Message Book 2 t , 4/ $0.41
8 250 iBinder 3-Ring 3" cap. $3.261 58 100 Phone Message Book 2 pt, 2/ $1.94
9 301Calculator $37.89 59 3001Pencils (per box $1.55
10 106 ilikro-Dictating Cassette $0 941 60 120 (Pencil, Mechanical 0.5mm $0.56
11 128 11 Standard 60 min. Dictatin Cassette $0.68 61 2001Pencil, Mechanical 0.7mm $0.56
12 90 Standard 90 min. Dictatin Cassette $0.83 62 ' 1201Pencil. Mechanical Sanford Zeze $0.80
13 91Standard 120 min. Dictating Cassette1 $1.11 63 ' 700 Uniball Deluxe Micro Pen $0.63
14 150 IBinder Ch S, Large (per box $1.31 64 1 1200 Uni all Vision Pen $1.04
15 100; Binder lips, Medium er box I $0.49 I 65 1 300 Ball oint Stick Pen $0.99
16 4001Binder Ch s, small (per box $0.20; 66 ; 16001Refillable Retractable Ball oint Pen $0.07
17 200 Pa er CIi s, Jumbo er box $0.291 67 11400 Refillable Stick Pen $0.61
18 750 IPaper Clips, Small er box $0.10 68 ! 400 (Refillable Ball Point Pen, Pilot $0.56
19 20 Correction Film D line Dispenser $3.49 69 20001Fastrack Retractable Refillable Pen $0.51
20 50 !Re fill for D line Dis enser $1.54 I 70 150 (Receipt Book apt $0 30
21 500 iMulti-Fluid Correction Fluid $0.421 71 75 Ribbon, Calculator $4.38
22 100'Correction Pen $1.22 72 1016efectric II Correctable Film $0.65
23 20; Envelop e, Clasp 6x9 (per box $0.89
24 60 (Envelo e, Clas 9x12 (per box $3.91 73 7 ISelectric III Correctable Film $1.82
$4.721 74 50 ISelectric II&III Correction Tape (6/bx) $1 40
25 301En 75
velo e, Clas 10x15 er box 1 $8.261 Pp (p)
25 10 (Envelope, Clasp 12x15 5 (per box) $8 28 60 IWheelwnter Correctable Film $3 90
27 10,Envelope, Interdept (per box) I 76 601WheelwnterLift-Off Tae $1 92
$12 241 X77 200 (Rubber Bands (per box) $0.33
100 i File Folder, Han in , Legal er box $6.28
60 File Folder Han gin Letter (per box) 19 78 80 (Scissors $0 79
30 20 File Folder, Manila, Legal (per box I I 79 50 (Sheet Protectors (per box) $4.55
31 80;File Folder, Manila, Letter (per box $5.731 81 50ISta ler $2.53
32 10; File Folder, Colors, Le al (per box $4.39 81 20ElStorage ta les (per box $0.41
$11.03 82 6Box, Letter Size $2.
65
33 40 File Folder Colors Letter (per box) $8.201 483_:~ 250 IStora a Box, Le al Size
30 File Pocket 2" Letter er box $1.571 $288
60 Speed Letter Form (per pk of 50 00 1Tap 1/5 cut Plastic (per box) $0 81
36 850 High Liters 40 1Tae Dispenser $1 33
$0.18 I 86 80 ITape, Box Sealin (per roll) $0.56
37 200 Indexes, 5 Clear Tabs (per set) I 10 22
38 250 ;Indexes, 5 Multi-Color Tabs 87 500 ITape, Transparent (per roll) $0.59
(per set) I $0.21
1 ~
39 250 Indexes, 8 Clear Tabs (per set) $0 31 1 _
40 450 Indexes, 8 Multi-Color Tabs er set $0.31 _
DISCOUNT ON OTHERS 55%
41 150 :Label, File Folder 2x1" (per roll) I $E88
42 100 Label, 3 7/16x9/16 on sheets ( er k1 $ _
43 50 4-Color Dry-Erase Markers (per set) $2 g2
44 220 Permanent Marker
45 100 Sha ie Marker $0.311
46 350 Pad 3HP Heavy Backboard $1 06 1
47 250 Pad, 8.5x14'
48 1500'Pad, 8.5x11.75" $037
49 600 Pad, 5x8 $0.21
50 100 Post-It 1.5x2" (per pk of 12) $1 29
3
DATE: FEBRUARY 4, 1997
CITY COUNCIL REPOR
TO: Mayor and Members of the City Council
FROM: Ted Benavides, City Manager
SUBJECT: BID #1973 - OFFICE SUPPLIES
RECOMMENDATION: Council approve award of Bid #1973 -Office Supplies to the low bidder
meeting specifications, B T Office Products, International (Alternate Bid). Annual purchases of
office supplies for stock in Central Stores and for delivery for user departments is estimated at
$56,000. The bid is for a one year period with built-in renewal options.
SUMMARY: The itemized bid list was compiled from a prior year usage report. These are the
routinely purchased items for stock in the Warehouse/Central Stores area. It is estimated that 45%
of the annual purchases will be from the itemized list.
The costs for non-stocked items ordered by and delivered to using departments is estimated to be
55% of the total annual purchases.
PROGRAMS DFPARTA~~ ~Dl1TrnS AFFECTED* All Departments
FISCAL IMPACT: Purchases to be funded with budgeted office supply funds (object 8101).
Attachment: Tabulation Sheet
Respectfully submitted:
Ted Benavides
City Manager
Prepared by:
v ~2
Name: elanie Harden
Title: Buyer
Approved:
Name: Tom D. Shaw, C.P.M.
Title: Purchasing Agent
1973.AGE
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CITY OF DENTON TEXAS PURCHASING DIVISION • 901-6 TEXAS STREET • DENTON, TEXAS 76201
940-349-7100 • DFW METRO 817-267-0042 • FAX 940-349-7302
January 8, 1998
BT Office Products International
Debbie Jones, Account Executive
14285 Midway Rd. #160
Dallas Texas 75244-3621
RE: RENEWAL OF BID #1973
Dear Debbie:
The City of Denton would like to renew its contract with BT Office Products for the
purchase of office supplies. This contract will be renewed for an additional one year
period, if agreed to by both parties, with all prices, terms and conditions remaining the
same as original bid. If your company is in agreement, please sign one copy of this letter
and return it to me.
Thank you in advance for your cooperation in this matter.
Sincerely,
1
Denise Harpool
Senior Buyer
2778.DOC
xc: Bid File#1973
BT Office Products Representative
Date
"Dedicated to Quality Service"
PURCHASING DEPARTMENT BID INVITATION PAGE 1 OF 11
City of Denton
901-B Texas St. CITY OF DENTON, TEXAS
Denton, f X 76201
Date- DECEMBER 12, 1996
BID NUMBER - 1973
BID TITLE - OFFICE SUPPLIES
Sealed bid proposals will be received until 2:00 p.m.
JANUARY 7, 1997 , at the office of the
Purchasing Agent, 901-B Texas St., Denton, Texas 76201
For additional information contact
PURCHASING DEPARTMENT
Texas S62
Denton Denton, Texas 7 76201
Office DFW Metro
817-383-7100 817-267-0042
INSTRUCTIONS TO BIDDERS
1. Sealed bid proposals must be received in duplicate, on this form, prior to opening date and time to be considered. Late proposals will be
returned unopened.
•2. Bids shall be plainly marked as to the bid number, name of the bid, and bid opening date on the outside of completely sealed envelope, and
mailed or delivered to the Purchasing Department, City of Denton, 901-B Texas St., Denton, TX 76201.
3. Any submitted article deviating from the specifications must be identified and have full descriptive data accompanying same, or it will not
be considered.
4. All materials are to be quoted FOB Denton, Texas delivered to the floor of the warehouse, or as otherwise indicated.
5. The City of Denton, Texas reserves the right to accept separate items in a bid unless this right is denied by the bidder.
6. In case of default after bid acceptance, the City of Denton, Texas may at its option hold the accepted bidder or contractor liable for any and
all resultant increased costs as a penalty for such default.
7. The City of Denton reserves the right to reject any and all bids, to waive all informalities and require that submitted bids remain in force
for a sixty (60) day period after opening or until award is made; whichever comes first.
8. The quantities shown may be approximate and could vary according to the requirements of the City of Denton throughout the contract period.
9. The items are to be priced each net. (Packaging or shipping quantities will be considered.)
10. The Purchasing Department assumes responsibility for the correctness and clarity of this bid, and all information and/or questions pertaining
to this bid shall be directed to the City of Denton Purchasing Agent.
11. Any attempt to negotiate or give information on the contents of this bid with the City of Denton or its representatives prior to award shall
be grounds for disqualifications.
12. The conditions and terms of this bid will be considered when evaluating for award.
403. The City of Denton is exempt from all sales and excise taxes. (Article 20.04-B)
A86
HID NUMBER 1973 BID PROPOSALS PAGE -2 OF 11
City of Da tos, Terms 901-B T== St.
tmw umg Dq to t Demean, Teas 76201
TEN DESCRIPTION' QUAIL. PRICE A1fOUNT
I ITEMIZED BID LIST
Bidder shall place an asterisk in front of item(s)
bid on an alternate proposal. Alternate proposal should
be in a similar format and reference item number(s) as
shown below. Bidder shall specify minimum order
quantity, if any, on specified or alternate bid items.
1. ADDING MACHINE ROLL/2.25"X1501/2 7/8" diameter/RECYCLED/
Ampad #AMP 27750 . . . . . . . . . . . . . . . . . . 700 ea .26 182.00
BINDER/Data/Acrylic Coated/6" Capacity w/ Posts:
2. 11.75x8.5" for unburst sheets/Light Gray/Wilson Jones
#WLJ 14011 . . . . . . . . . . . . . . . . . . . . . 100 ea 1.83 183.00
BINDER COVER/Cloth Hinge/Embossed Title Panel/Fasteners:
3. llx8.5/8.5cc/Capacity 3"/Smead 129 #SMD (81052 Blue,
81152 Black, 81752 Red, 81552 Gray, 81452 Green,
81652 Orange, 81252 Bright Red, 81352 Dark Blue or
81852 Yellow) . . . . . . . . . . . . . . . . . . 500 ea .81 405.00
BINDER/3-Ring/Presentation/Front, Back & Spine Pockets/
Inside Pockets Front & Back/11x8.5" Sheet Size:
4. 1/2" Cap./BPC 019006 (Black) or 019004 (White) . . . . 300 ea 1.37 411.00
5. 1" Cap./BPC 019106 (Black) or 019104 (White) . . . . . 400 ea 1.37 548.00
6. 1.5" Cap./BPC 019506 (Black) or #19504 (White) . . . . 300 ea 1.66 498.00
7. 2" Cap./BPC 019206 (Black) or #19204 (White) . . . . . 400 ea 1.97 788.00
8. 3" Cap./BPC 019306 (Black) or #19304 (White) . . . . . 250 ea 3.26 815.00
9. CALCULATOR/12-Digit Display/Black & Red Printout/
Percentage/2.25" Wide Paper/Decimals: (minimum)
F,0,2,3,4,A/Canon - #CNM 10351 . . . . . . . . . . . 30 ea 54.82 ,644.60
CASSETTE/Dictation/Top Quality/Leaderless Cassettes for
Dictation and Transcription:
10. Micro-Dictating/60 min./30 min. per side/Certron
#CER 00209 . . . . . . . . . . . . . . . . . . . . . . 106 ea .94 99.64
11. Standard/60 min./30 min. per side/Certron #CER 00146 128 ea .68 87.04
12. Standard/90 min./45 min. per side/Certron #CER 00147 90 ea .83 74.70
13. Standard/120 min./60 min. per aide/Certron #CER 00148 9 ea 1.11 9.99
CLIPS/Binder/Wire Handles to Lie Flush Against Paper or
Flip Up/12 per box:
Large/ 2" Wide/ 1" Cap./Acco #ACC 72100 . . . . . . . . 150 bx 1.38 207.00
1 5. Medium/ 1.25" Wide 5/81' Ca
/ p./Acco #ACC 72050 100 bx •51 51.00
.86
BID NOIBER 1973 BID PROPOSALS PAGE -3 OF 11
City of Dstaa, Taal 901-B Teas St.
Porehw=g DgMtMW Daataa, Tem 76201
ITEM DESCRIPTION- QUAN. PRICE AMOUNT
16. Small/.75" Wide/ 3/8" Cap./Acco #ACC 72020 . . . . . . 400 bx .21 84.00
CLIPS/Paper/Regular Finish/Corrosion-Resistant/
100 Per Box:
17. Jumbo/Acco #ACC 72500 . . . . . . . . . . . . . . . . . 200 bx .54 108.00
18. Size 1 (small) /Acco #ACC 72360 . . . . . . . . . . . . 750 bx .15 112.50
19. CORRECTION FILM/Dryline Dispenser/Single Line/
Liquid Paper #PAP 06304 . . . . . . . . . . . . . . 20 ea 3.49 69.80
20. CORRECTION FILM/Refill for Dryline Dispenser/Single Line
Liquid Paper #PAP 07304 . . . . . . . . . . . . . . 50 ea 1.54 77.00
CORRECTION FLUID/Quick-Drying/Non-Flake/Non-Chip/
Completely Opaque/.6 fl oz Spill-Resistant Bottle:
21. MULTI-FLUID/White for Typewritten, Handwritten, FAX or
Photocopier/Liquid Paper #PAP 56301 . . . . . . . . 500 ea .84 420.00
22. CORRECTION PEN/White/Fine Point/Pentel #PEN 06374 . . . 100 ea 1.28 128.00
ENVELOPES/Clasp/Large Seams & Flaps/Gummed/100 Per Box:
23. 6X9"/28#/Quality Park #QUA 37855 . . . . . . . . . . . 20 bx 3.91 78.20
24. 9X12"/280/Quality Park #QUA 37890 . . . . . . . . . . . 60 bx 4.72 283.20
5. 10X15"/32#/Quality Park #QUA 37798 . . . . . . . . . . 30 bx 8.26 247.80
6. 12x15.5"/28#/Quality Park #QUA 37910 . . . . . . . . . 10 bx 8.28 82.80
ENVELOPE/Inter-Dept. Delivery/Pre-Printed/Holes Drilled
String & Button Closure/100 per Box/RECYCLED:
27. 10x13"/Quality Park #QUA 63560 . . . . . . . . . . . . 10 bx 12.24 122.40
FILE FOLDER/Hanging/Fifth-cut Tabs and Inserts/
25 per Box/RECYCLED:
28. Legal Size/Oxford #OXF 765 (17 Green, 02 Blue, 11 Red,
35 Violet, 42 Natural) . . . . . . . . . . . . . . . 100 bx 6.28 628.00
29. Letter Size/Oxford #OXF 745 (17 Green, 02 Blue, 11 Red,
35 Violet, 42 Natural) . . . . . . . . . . . . . . . 60 bx 4.19 251.40
FILE FOLDER/Manila/Assorted Third-Cut Top Tab/
100 per Box/RECYCLED:
30. Legal/Oxford #OXF 76520 . . . . . . . . . . . . . . . . 20 bx 5.73 114.60
31. Letter/Oxford #OXF 74520 . . . . . . . . . . . . . . . 80 bx 4.39 351.20
FILE FOLDER/11 pt./Colored/Third Cut Assorted Positions/
Top Tab/100 per Box/RECYCLED:
32. Legal/Oxford #OXF 063 (17 Green, 02 Blue, 11 Red,
35 Violet) . . . . . . . . . . . . . . . . . . . . . 10 bx 11.03 110.30
Letter/Oxford #OXF 043 (17 Green, 02 Blue, 11 Red,
35 Violet) . . . . . . . . . . . . . . . . . . . . . 40 bx 8.22 328.80
,+A86
• DID ? UMEiER 1973 BID PROPOSALS PAGE 4 OF 11
City of Dmim, Tom 901-B Taa St.
lusiwong Deport m" Dames, Tum 76201
TEN DESCRIPTION- QUAN. PRICE AMOUNT
FILE POCKETS/Top Tab/11 pt. Stock/Straight Cut/
50 per Box/2" Expansion/RECYCLED:
34. Letter Size/Oxford #OXF 22200 . . . . . . . . . . . . . 30 bx 10.57 317.10
FORM/Speed Letter/Snap-Out Carbonless/Horizontal Rule/
50 Sets per Package/3-Part/8.5x7":
35. Wilson Jones #WLJ 44962 . . . . . . . . . . . . . . . . 60 pk 3.82 229.20
36. HIGH-LITERS/12 per Box/Desk Style/Avery Dennison #DEN 24
(122 Yellow, 125 Green, 126 Blue, 129 Pink) . . . . . . 850 ea .18 153.00
INDEXES/Ring Binder/Reinforced & 3-Hole Punched/11x8.5"/
Tab Insert Sheet with Word & Word Perfect Layout
Compatibility/24 Sets/Box:
37. 5 Clear Tabs per Set/Avery AVE 11110 . . . . . . . . . 200 st .42 84.00
38. 5 Multicolor Tabs per Set/Avery #AVE 11109 . . . . . . 250 st .42 105.00
39. 8 Clear Tabs per Set/Avery AVE 11112 . . . . . . . . . 250 st .63 157.50
40. 8 Multicolor Tabs per Set/Avery AVE 11111 . . . . . . 450 st .63 283.50
LABELS/File Folder/Permanent Self-Adhesive:
2xl"/250 per Roll/Smead #SMD CC (color) . . . . . . . . 150 rl 2.88 432.00
42. 3 7/16 x 9/16"/8 per Sheet/248 per Package/
Avery AVE FF-3 (color) . . . . . . . . . . . . . . 100 pk 1.30 130.00
MARKERS:
43. Dry Erase Marker Set/4-Colors/Sanford #SAN 83074 . . . 50 st 2.82 141.00
44. Marker/Permanent Ink/Large Size/Chisel Tip/Papermate
#PAP (10301 Black, 10201 Red, 10101 Blue, 10401 Green
or 10501 Purple) . . . . . . . . . . . . . . . . . . 220 ea .19 41.80
45. Sanford Sharpie/Fine Point/#SAN 3000 (1-Black, 2-Red,
3-Blue, 4-Green, 8-Purple) . . . . . . . . . . . . . 100 ea .46 46.00
46. PAD/Perforated/80pt. Heavy Backboard/100 Sheets per Pad/
8.5x11.75"/3-Hole Punched/Blue/Dennison #DEN 42630 . 350 pd 1.34 469-00
PAD/Perforated/Legal Ruled/50 Sheets per Pad/RECYCLED:
47. 8.5x14"/Ampad #AMP 20180 (White) or 20280 (Canary) . . 250 ea .76 192.00
48. 8.5x11.75"/Ampad #AMP 20170 (White) or 20270 (Canary) . 1500 ea .61 915.00
49. 5x8"/Ampad #AMP 20154 (White) or 20254 (Canary) . . . . 600 ea .38 228-00
PAD/Removable/Self-Stick/100 Sheets per Pad/RECYCLED:
1.5x2"/Yellow/3M Post-It #MMM 00339/12 pads/pk . . . . 100 pk 3.16 316.00
2x3"/Yellow/3M Post-It #MMM 69111 . . . . . . . . . . . 800 ea .46 368.00
AAA04A86
sID NUMBER 1973 BID PROPOSALS PAGE 5 or 11
CRY of DeNtos, Tom 901-B Tex= St.
Porkwin0 Deputmo Deltas, Tom 76201
TEN DESCRIPTION- QUAN. PRICE AMOUNT
52. 3x3"/Yellow/3M Post-It #MMM 69113 . . . . . . . . . . . 1000 ea .63 630.0
53. 3x5"/Yellow/3M Post-It #MMM 69115 . . . . . . . . . . . 800 ea .83 664.0
54. Routing & Request 4x3"/50 Sheets per Pad/3M 7664-4
#MMM 70644/4 Pads/pack . . . . . . . . . . . . . . . 50 pk 2.03 101.5
55. WHILE YOU WERE OUT/3x4"/50 Sheets per Pad/4 Pads/pk/
3M 7660-4/0MMM 70643 . . . . . . . . . . . . . . . . 50 pk 2.03 101.5
56. PAD/Steno/6x9"/80 Sheets per Pad/Wirebound/Gregg Ruled/
RECYCLED/Ampad #AMP 25774 . . . . . . . . . . . . . 150 ea .67 100.5
PAD/Phone Messages:
57. Wirebound/2-pt NCR Book/400 Sets per Book/4 Messages per
Page/RECYCLED/Ampad #AMP 23776 . . . . . . . . . . . 150 ea 2.09 313.5
58. Duplicate/200 Sets/Book #AMP 23023 . . . . . . . . . . 100 ea 3.08 308.0
59. PENCILS/Woodcase with Eraser/12 per Box/#2 Medium Soft/
Eberhard Faber #FAB 12132 . . . . . . . . . . . . . 300 bx .62 186.0
PENCILS/Automatic:
60. 0.5mm Pentel "Quicker Clicker" PD345TB/Red/#PEN 02712 120 ea 1.76 211.2
61. 0.7mm Pentel Sharp Automatic Pencil P207C/Blue/
#PEN 00550 . . . . . . . . . . . . . . . . . . . . . 200 ea 2.12 424.0
2. 0.5mm Sanford Zeze Automatic Pencil #SAN 64501 . . . . 120 ea .63 75.6
PENS:
63. Eberhard Faber UniBall Deluxe Micro Pen/Black/#FAB 60025 700 ea 1.04 728.0
64. Eberhard Faber UniBall Vision/Fine .3mm/#FAB 601
(26-Black, 34-Blue or 39-Red) . . . . . . . . . . . 1200 ea .99 ,188.0
65. Ballpoint Stick Pen/Medium/Black/#PAP 33311 . . . . . . 300 ea .07 21.0
66. Sanford Saga Refillable Retractable Ballpoint Pen/Medium
#SAN 5600 (1-Black, 2-Red or 3-Blue) . . . . . . 1600 ea .61 976.0
67. Papermate Flexgrip Refillable Stick Pen/
#PAP 96801 (Fine Black), 96301 (Med. Black),
96601 (Fine Blue) or 96101 (Med. Blue) . . . . . . . 1400 ea .56 784.0
68. Pilot Ball Point Refillable Pen BPS
#PIL 38711 (Med. Green) or 37711 (Med. Red) . . . . 400 ea .51 204.0
69. Pilot Fastrak Retractable Refillable Ballpoint Pen
#PIL 36200 (Fine Black) 36202 (Med. Black)
36201 (Fine Blue) or 36203 (Med. Blue) . . . . . . . 2000 ea .54 ,08 0.0
RECEIPT BOORS/Carbonless:
70. 3-pt/100 Sets per Book/Tops #TOP 46808 . . . . . . . . 150 ea 4.38 657.0
r IBBON/Calculator/Twin Spool Universal Ribbon
10k Red and Black/Nu-Kote #NUK BR80C . . . . . . . . . . 75 ea .66 49.5
AAA04A86
BID NUMBER 1973 BID PROPOSALS
PAGE 6 OF 11
City of Deatae, Tess 901-B Teas St-
Dep wbu t Dmtos, Texas 76201
B DESCRIPTION`
QUAN• PRICE A2fOU1QT
RIBBON/Typewriter Correctable Film and Lift-Off Tape/
Meeting OEM Specifications Only:
72. IBM Selectric II Black Correctable Film/5/8"x5101/
IBM #1299095 . . . . . . . . . . . . . . . . . . . . 10 ea 1.89
18.90
73. IBM Selectric III Black Correctable Film/5/8"x7101/
IBM #1299508 . . . . . . . . . . . . . . . . . . . . 7 ea 3.31
74• Correction Tape for IBM Selectric II and III/1/4"x19'/ 23.17
6 per box/IBM 01136433 . . . . . . . . . . . . . . . 50 bx 7.58 379.00
75• IBM Wheelwriter Black High-Yield Correctable Film/
5/16"x1390'/IBM 01299845 . . . . . . . . . . . . . . 60 ea 3.90 234.00
76. Lift-Off Tape for IBM Wheelwritere/1/4"x75'/IBM 01337765 60 as 2.93 175.80
77. RUBBER BANDS/1/40 Box/Meets Federal Specifications
Sizes 16, 18, 19, 32, 33 or 62 $T~IO.OCIX 200 bx 33
78. SCISSORS/7"/Acme 5111-7 #ACM 10111 66:0
• 80 ea 6.92 553.60
79. SHEET PROTECTOR/Letter Size/3-Hole Punched/Top Loading/
Anti-Image Transfer/Standard Weight/100 per Box/
C-Line #CLI 62027 . . . . . . . . . . . . . . . . . 50 bx 5.41 270.50
80. STAPLER/Padded Base/Holds Full Strip of Staple/Black/
Stanley Bostitch B440-BLK #BOS 05006 . . . . . . . . 50 ea 3.68 184.00
81. STAPLES/Standard Size/5000 per Box/Chisel Point/1/4" Leg
210 Staples per Strip/Bostitch #BOS SBS19-4CP . . . 200 bx .41 82.00
STORAGE BOXES/File Drawer Capacity/Reinforcing Closure/
Label Area/String & Button Closure/12 per Carton/
Handles/RECYCLED:
82. Letter Size/12x10.25x24"/Fellowes #FEL 11111
• 60 ea 4.16 249.6
83. Legal Size/15x10.25x24"/Fellowes #FEL 12112 .
• 250 ea 4.96 , 240.00
84. TAB/Folder, Hanging, Plastic, 1/5 cut (2" length) with
blank white inserts Oxford #OXF 420 (02-Blue,
09-Yellow, 11-Red, 25- Green, 35-Violet, 00-Clear,
45-Aqua, 05-Gray or 19-Pink) 25 tabs/pk . . . . . . 50 pk .81 40.50
85. TAPE DISPENSER/Holds up to 3/4"x36 yds/1" Core/
High Impact Plastic/Black 3M C38-BK #MMM 66104 . . . 40 ea 1.38 55.20
86. TAPE/Box Sealing/2"x55 yds/Clear/3M 3750-2C #MMM 06640 80 rl 2.66 212.80
87. TAPE/Transparent/.75"x36 yds/3M Highland 6200-3/4x1296
#MMM 07567 . . . . . . . . . . . . . . . . . . . . . 500 rl .59 295.00
TOTALS xxxxxxx $
7,093.
AAA04A86
BID NUMBER 1973 BID PROPOSALS
PAGE - 7 OF .I
City of Denton, Texas 901-B Texas St.
Pumhasing Department Denton, Texas 76201
ITEM DESCRIPTION'
QUAN. PRICE AMOUWT
II DISCOUNT
Indicate the percentage discount off current list
price for supply items not itemized in Section I of Bid
Proposal:
* 55% Net Pricer % Indicate number of items in
catalog used to bid this project: 12 nnn apnrnx
*discounts items in BT catalo u to 5~% off. Wated ev ry six mo ths.(cop encloses
On a separate page list item e elude from di count.
General categories may be used if specific enough to
convey exact types of items being excluded.
III ADDENDA
Acknowledge receipt of addenda (if issued):
Addendum 01 Received:
By:
Addendum 02 Received:
By:
Addendum 03 Received:
By:
IV FACSIMILE
Does bidder have a fax number available for ordering?
Yes No (Circle One)
If "yes":
(A) Fax Number: ( 800 )945 - 8197
(B) Cost for Transmission of Each Page from City to
Vendor: S 0
V FEES
Indicate below the amount of any fees associated with
this proposal:
(A) Restocking: 0
(B) Membership: 0
(C) Annual• 0
(D) Others (indicate type & amount):
0
VI MINIMUMS
Does bidd squire a minimum dollar amount per order?
Yes / No (Circle One)
If "yes" indicate amount: $
AAA04A86
BID NUMBER 1973 BID PROPOSALS PAGE -8 OF 11
City of Dentoa, Texas 901-B Texas St.
Pbrchasisig Departneat Denton, Texas 76201
ITEM DESCRIPTION` QUAN. PRICE AMOUNT
VII REFERENCES
Please list three business references that do minimum
annual purchases of at least $60,000:
(Business Name/Address) (Contact/Phone)
(1) City of Garlnn.l Carol Brnwn
9nn Nnrt-h Fifth qt- _Q77-9QS-?A75_-
_Qarland, TPxnq 75046-9002
(2) City of Mesquite Jim Murray
1515 N. Galloway 972-216-6392
MPC =11jtP Tx 75185
(3)-City of Lewisville Amy Feille
1100 KPaly #A 972-219-3765
VIII REPORTS
Doe idder provide usage reports?
Yes / No (Circle One)
If "yes":
(A) Attach Sample Copy of Report(s)
(B) Indicate Cost for Report(s): $ 0
(C) Reports Generated: Whatever you require or all
(monthly/quarterly/etc.)
IX RESIDENCE
Is your principal place of business in the State of
Texa
CjeB / No (Circle one)
If "no" indicate lodation:
We quote the above f.o.b. delivered to Denton, Texas. Shipment can be made in days from receipt of order. Terms net/30 unless otherwise indicated.
In submitting the above bid, the vendor agrees that acceptance of any or all bid items by the City of Denton, Texas within a reasonable period of time constitutes a contract.
The complete Bid Proposal must be properly priced, signed and returned.
14285 Midway Rd-#160 BT Office Products International
Mailing Address Bid er/Company
r
Dallas Texas 75244-3621
City State Zip
Signature
972-789-7807/972-960-6331 Debbie Jones
Telephone/Fax Print/Type Name
'ROW Account Executive
Title
AAA04A86
-'DID NUIBER 1973 SPECIFICATIONS PAGE _ 9 OF 11
Pwc6aaog Depwbwot
City of Destea, Tess
THIS SPECIFICATION COVERS OFFICE SUPPLIES FOR USE BY THE CITY OF DENTON, TEXAS. THE
SUPPLIES ARE TO BE DELIVERED IN ACCORDANCE WITH REQUIREMENTS SET FORTH HEREIN.
ADDENDA
Any changes to this bid invitation will be issued by the City of Denton in the form of
a written addendum and will be mailed to all who are known to have received a copy of
bid invitation. Bidders should acknowledge receipt of all addenda in space (s) provided
on bid proposal form.
ADDITIONS
During the contract term the Central Stores operation may add a product (s) to inventory
stock. The City of Denton may request a firm price for such product(s) to be honored
by the successful bidder for the remainder of the contract.
ALTERNATES
Any catalog or manufacturer's reference in this proposal is descriptive, but not
restrictive, and is used only to indicate type and grade. Products deviating from the
specifications will be entertained as an alternate with decision as to equivalence to
rest with the City. Bidders taking exception to the brand specified, or offering
substitutions, shall state these exceptions by attachment as part of the bid; however,
vendor should also bid referenced product. The absence of such an attachment shall
indicate that the bidder has not taken exceptions and the City shall hold bidder
responsible to supply brands specified on the bid invitation. The City of Denton
reserves the right to accept any and/or all or none of the alternate(s) deemed to be
in the best interest of the City. A choice of product shall be determined at time of
• bid award, and samples of alternates may be requested for bid evaluation.
ALTERATION
Bids cannot be altered or amended after opening time. Alterations made before opening
time should be initialed by bidder, guaranteeing authenticity.
ASSIGNMENT
The successful bidder shall not sell, assign, transfer or convey this contract, in
whole or in part, without the prior written consent of the City of Denton.
AWARD
Award will be made to the successful bidder determined by evaluation of the most
desirable specifications and prices submitted in the proposal.
BACKORDERS
The successful bidder should be able to fill an order in its entirety and have order
delivered to the City of Denton within the delivery time quoted on the bid proposal
form. It is the City's intent to minimize backorders, thereby reducing time and costs
associated with handling each order. If a backorder is unavoidable, successful bidder
shall notify the requesting office and advise them of the scheduled delivery date.
CANCELLATION
The City of Denton may cancel this agreement with a thirty (30) day written notice.
CATALOGS
Bidder shall attach to his bid, and it shall become a part of the bid contract, a
current catalog(s) of office supply items available to the City of Denton, to which the
percentage discount shall be applied. Successful bidder will be required to supply
current catalogs and pricing guides, as well as revisions of each when available, to
all City of Denton offices upon request. It is estimated that a minimum of thirty (30)
catalogs will be required upon award of contract.
AAA04A86
]BID NUMM 1973 SPECIFICATIONS PAGE 10 OF 11
Aurbedog Dq rbo"
C* of Dept e, Tom
CONTRACT
This bid, when properly accepted by the City of Denton, shall constitute a contract
equally binding between the successful bidder and the City of Denton. The City of
Denton reserves the right to purchase elsewhere if contract term(s) are not met.
DAMAGE
The City of Denton assumes no liability for goods delivered in a damaged condition.
The successful vendor shall handle all claims with carriers.
DELIVERY
Bid proposal forms shall show number of days required to place supplies at the City's
designated location. Failure to state delivery time may cause the bid to be rejected.
If the Contractor fails to deliver in the quantities ordered within the quoted delivery
time, the City reserves the right to purchase the supplies elsewhere. All delivery,
handling, freight, etc. charges involved in processing and delivering orders to the
City of Denton, are to be included in bid prices. Delivery location will be designated
at time or order.
EVALUATION
Items to be considered during evaluation of bid are:
(A) Bid Item Pricing (Approximately 45% of purchases)
(B) Discount Off List on others Items (Approximately 55% of purchases)
(C) Reference Responses
(D) Delivery Time
(E) Payment Terms
(F) Fees
(1) Restocking
• (2) Membership
(3) Annual
(4) Other
(G) Compliance to Invitation to Bid Requirements
(H) Minimum Order Requirements
INVOICES
Invoices shall be mailed directly to the Accounting Office, City of Denton, 215 E.
McKinney, Denton, Texas 76201 showing:
(A) Vendor name and Remittance Address
(B) Name and Address of Delivery Site
(C) Corresponding Purchase Order Number
(D) Itemized List of Supplies Shipped
ORDERS
The City of Denton will issue purchase order numbers for supply requisitions on an "as
needed" basis. If possible, the City of Denton will send orders to successful vendor
via facsimile transmission. Orders must be separately packaged by purchase order
number for delivery. Substitutions shall be made only upon approval of the
requisitioning office.
PACKAGING
Bidders are requested to indicate on face of bid proposal form any minimum order
quantities due to packaging of specific bid item.
PAYMENT
All bids shall specify terms and conditions of payment which will be considered during
bid evaluation. Payment will be made upon receipt and acceptance by the City of all
supplies ordered and receipt of a valid invoice, in accordance with the State of Texas
Prompt Payment Act. The successful bidder must apply payments to the invoices
referenced on the voucher and not merely against open items in order of age without
regard to remittance information.
AAA04A86
I
BID `NUMBER 1973 SPECIFICATIONS PAGE 11 OF 11
City of Dadoa, Teu
PRICING
Bidders are requested to list the net unit price of each item as requested on the bid
proposal form. A percentage discount off current list price should be shown for
all other items where requested. Prices and discounts must remain firm for the term
specified in the bid. In the event of discrepancies in extension, the unit prices
shall govern.
REFERENCES
Bidder shall supply as a part of their bid at least three (3) references, preferably
governmental agencies, where like services, supplies and volume have been awarded to
bidder.
RENEWAL
The agreement may be renewed for additional one year periods (subject to budget
approval) based solely upon the decision of the City of Denton. Renewals will be made
in strict accordance with the original proposal.
RETURNS
Damaged or incorrectly shipped goods received by the City of Denton shall be exchanged
by the successful bidder at no cost to the City. Exchanges are to be made within a
time frame not to exceed twice that offered for the initial delivery of supplies after
the City has notified designated staff member of the vendor's firm of damage(s) or
error(s). Supplies not picked up after one (1) week beyond the preceding time frame
will become a donation to the City for disposition. The successful bidder guarantees
that the City of Denton may return and/or all new and unused items purchased within ten
(10) days after delivery for full credit.
SAMPLES
When requested, the successful bidder shall furnish samples of items bid as alternates.
A maximum of three (3) samples of each item may be requested at no expense to the City
of Denton. Samples should be received within three (3) business days from the date of
request and will not be returned to vendor.
SHIPMENT
Orders should be shipped or delivered, in containers suitable for damage-free shipment
and storage, to the location specified at time of order. All shipments are to be
accompanied by a packing slip(s) or document(s) showing:
(A) Vendor Name and Address
(B) Name and Address of Delivery Site
(C) Corresponding Purchase Order Number
(D) Itemized List of Contents
SUPPLIES
All supplies must be new, unused, and of current manufacture. Reconditioned or used
goods will not be accepted.
TERM
The City of Denton proposes to enter into annual agreements effective October 1st of
each fiscal year for the purchase of office supplies.
VENUE
This agreement will be governed and construed according to the laws of the State of
Texas. This agreement is performable in Denton County, Texas.
WITHDRAWAL
No bid may be withdrawn after opening time without acceptable reason in writing and
with the approval of the Purchasing Agent.
AAA04A86
AGENDA INFORMATION SHEET
AGENDA DATE: September 1; 1998 Questions concerning this
acquisition may be directed
DEPARTMENT: Finance - Purchasing to Tom Shaw 349-7133
ACM: Kathy DuBose, 349-8228
SUBJECT
AN ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE AN INTERLOCAL
AGREEMENT WITH THE CITY OF THE COLONY RELATING TO
PARTICIPATION IN VARIOUS CITY OF DENTON CONTRACTS WHICH
PROVIDE FOR THE PURCHASE OF GOODS AND SERVICES; AND DECLARING
AN EFFECTIVE DATE. (FILE # 2272 - INTERLOCAL AGREEMENT WITH THE
CITY OF THE COLONY, TEXAS).
BACKGROUND
The City of The Colony has requested an Interlocal Agreement allowing them to
participate in our contract for office supplies and related items. The City Council for the
• City of The Colony approved the Interlocal Agreement on July 6, 1998.
Interlocal Agreements similar to the attached document are permitted under Chapter 791
of the Texas Government Code, Interlocal Agreement Act. With this agreement, the City
of The Colony will be an independent purchaser but have the ability to utilize the
competitive bidding process of the City of Denton.
ESTIMATED SCHEDULE OF PROJECT
This Interlocal Agreement has been approved by the City of The Colony and will go into
effect upon approval by the Denton City Council.
PRIOR ACTION/REVIEW (Council Boards Commissions)
This Interlocal Agreement was approved by the City of The Colony Council on July 6,
1998.
FISCAL INFORMATION
. This Interlocal Agreement has no direct fiscal cost.
1
AGENDA INFORMATION SHEET
SEPTEMBER 1, 1998
PAGE 2 OF 2
INTERLOCAL AGREEMENT INFORMATION
The approval of this Interlocal Agreement by the Denton City Council will extend to the
City of The Colony authorization to "piggyback" the contract for office supplies currently
in effect between the City of Denton and BT Office Products.
We currently have similar agreements with Denton County, City of Lewisville, Krum,
Flower Mound, Lake Dallas, Gainesville, Houston, Galveston Council of Governments
and Tarrant County.
Respectfully submitted:
11Z::::7----%, )LI nt~~
• Name: Tom Shaw, C.P.M., 349-7100
Title: Purchasing Agent
Attachment #1: Interlocal Agreement from the City of The Colony
1080.AGENDA
2
. THE STATE OF TEXAS
COUNTY OF DENTON
INTERLOCAL AGREEMENT
This Interlocal Agreement ("Agreement") is entered into to be effective the 7th
day of July, 1998, under and in accordance with the provisions of the Interlocal
Cooperation Act, Chapter 791, Texas Government Code, by and between the CITY OF
THE COLONY, TEXAS, a political subdivision of the state of Texas (hereinafter "The
Colony", and the CITY OF DENTON, TEXAS, also a political subdivision of the State
of Texas (hereinafter "Denton").
Whereas, The Colony and Denton mutually desire to be subject to the provisions
of the Texas Government Code, Chapter 791, the Interlocal Cooperation Act, specifically
§791.025 regarding contracts for the purchase of goods and services; and
Whereas, The Colony and Denton have agreed to the cooperative purchasing of
office supplies and similar material and desire to set forth herein their respective
responsibilities, obligations and rights relative thereto.
NOW THEREFORE, The Colony and Denton for the mutual consideration
hereinafter stated, agree and understand as follows:
• 1. Cooperative Purchasing
a. It is understood and agreed that Denton currently has a contract for goods
and services with BT Office Products, for which Denton competitively bid
and awarded same under the laws of the State of Texas.
b. This Agreement shall be in full force and effect for the duration of the
contract between Denton and BT Office Products unless this Agreement is
terminated by either party upon thirty (30) days written notice to the other
if deemed to be in the best interest of the municipality.
C. The Colony and Denton intend that the entity, in receiving products and/or
services specified in this Agreement, shall act as independent purchaser
and shall have control of its needs and the manner in which they are
acquired. Neither The Colony or Denton, their agents, employees,
volunteer help, nor any other person operating under this Agreement, shall
be considered an agent or employee of the other and shall not be entitled
to participate in any pension plans or other benefits that each entity
provides to its employees.
d. 'Me Colony and Denton agree that the ordering of supplies and materials
. purchased through this Agreement shall be the individual responsibility of
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each and that the successful bidder shall bill each participating
municipality directly for the goods, services or materials ordered by it.
e. In the event that any dispute arises between an individual municipality and
the successful bidder, the same shall be handled between the two disputing
parties.
f. Each participating government shall be liable to the successful bidder only
for supplies or materials ordered and received by it and shall not, by the
execution of this Agreement, assume any additional liability.
2. Miscellaneous
a. This Agreement expressed the entire agreement between the parties hereto
regarding the subject matter contained herein and may not be modified or
amended except by written agreement duly executed by both parties.
b. The Agreement had been duly and properly approved by each party's
governing body and constitutes a binding obligation on each party.
C. This Agreement shall be construed in accordance with the laws of the
State of Texas and venue for all purposes hereunder shall lie in Denton
County, Texas.
• d. If any provision hereof is determined by any court of competent
jurisdiction to be invalid, illegal or unenforceable, such provision shall be
fully severable herefrom and the Agreement shall be construed and
enforced as if such invalid, illegal or unenforceable provision never
comprised a part hereof, and the remaining provisions shall continue in
full force and effect.
e. This Agreement is not intended to extend the liability of the parties
beyond that provided by law. Neither The Colony nor Denton waives any
immunity or defense that otherwise would be available to it against claims
by third parties.
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f
APPROVED BY THE CITY COUNCIL FOR THE CITY OF THE
COLONY, TEXAS, in its meeting held on the 6`h day of July, 1998, and executed by its
authorized representative.
CITY OF THE COLONY
By:
Lanny amb , City Tanager
AT ST:
Patti Hicks, City Secretary
APPROVED AS TO FORM:
2~
John Hil , City Attorney
APPROVED BY THE CITY COUNCIL FOR THE CITY OF DENTON,
• TEXAS, in its meeting held on the day of , 1998, and executed
by its authorized representative.
CITY OF DENTON
By
ATTEST:
City Secretary
APPROVED AS TO FORM:
. , City Attorney
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. ORDINANCE NO.
AN ORDINANCE AUTHORIZING THE MAYOR TO EXECUTE AN INTERLOCAL
AGREEMENT WITH THE CITY OF THE COLONY RELATING TO
PARTICIPATION IN VARIOUS CITY OF DENTON CONTRACTS WINCH
PROVIDE FOR THE PURCHASE OF GOODS AND SERVICES; AND DECLARING
AN EFFECTIVE DATE. (FILE # 2272 - INTERLOCAL AGREEMENT WITH THE
CITY OF THE COLONY, TEXAS).
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION I. That the City Manager is hereby authorized to execute a Interlocal
Agreement with the City of The Colony Texas relating to participation in the City of
Denton contract which provides for the purchase of office supplies and similar material,
a copy of such agreement is attached hereto and incorporated by reference.
SECTION II. That this ordinance shall become effective immediately upon its
passage and approval.
PASSED AND APPROVED this the day of ,
1998.
•
Jack Miller, Mayor
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
BY:
APPROVED AS TO LEGAL FORM:
HERBERT L. PROUTY, CITY ATTORNEY
BY:
INTERLOCAL AGREEMENT-FILE 2272. ORDINANCE
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SHE
i
COLONY
'NOW T E X A S
CITY
BY THE LAKE
August 5, 1998
Mr. Tom Shaw t~
City of Denton
901-B Texas St. C14 j
Denton, TX 76201
Dear Mr. Shaw: -
Enclosed are two signed origina. 7 ity of The
Colony and the City of Denton R Products.
• After the agreements have been si, 3end one
original back for our records.
Please call if you have any questions. your assistance.
Sincerely,
Ruthann Devlin
Deputy City Secretary
Enc.
(972)
5151 North Colony Boulevard The Colony, Texas 75056-1219 625 1756