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6365 - Irrigation Parts Supply, 0.Main Solicitation / Materials Management Department 901-B Texas Street Denton, Texas 76209 REQUEST FOR PROPOSALS RFP 6365 The City of Denton is seeking the best value solution for the: SUPPLY OF IRRIGATION PARTS NIGP CLASS and ITEM 515 25   Issue Date: May 5, 2017 Response due Date and Time (Central Time): Thursday, May 25, 2017, 11:00 A.M. C.S.T Table of Contents 1. INTRODUCTION 2 2. COMMODITY OR SERVICE DESCRIPTION 3 3. MINIMUM QUALIFICATIONS 3 4. SCHEDULE OF EVENTS 4 5. CONTRACT TERM 4 6. PRICING 4 7. PRICE ADJUSTMENTS 4 8. COOPERATIVE PURCHASING / PIGGYBACK OPTION 5 9. ADDENDA 6 10. BUSINESS OVERVIEW 6 11. EXCEPTIONS 6 12. DISCLOSURES 6 13. ACKNOWLEDGEMENT 6 14. SUBMITTAL INSTRUCTIONS 6 a. Submission Format 7 b. Electronic Submission Requirements 8 15. EVALUATION PROCEDURES 8 16. CONTACT BETWEEN RESPONDENT AND THE CITY 9 SOLICITATION CHECKLIST 11 ATTACHMENT A-BUSINESS OVERVIEW QUESTIONNAIRE AND FORMS 12 ATTACHMENT B-SUBMISSION EXCEPTIONS/CLARIFICATIONS 15 ATTACHMENT C-REFERENCES 16 ATTACHMENT D-CONFLICT OF INTEREST QUESTIONNAIRE 17 ATTACHMENT E-ACKNOWLEDGEMENT 18 Exhibit 1 Pricing Sheet Exhibit 2 General Provisions, Standard Terms and Conditions and Appendices Exhibit 3 Scope of Work or Technical Specifications INTRODUCTION In accordance with the provisions of Texas Local Government Code, Chapter 252 and 271, the City of Denton (the City) is requesting submissions to contract with an individual or business with considerable experience in providing goods or services of this solicitation. The responses and the cost solutions shall be submitted to the City of Denton in a sealed submission. 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. A firm may submit a solicitation response for one or more of the categories of product or services requested in this solicitation. COMMODITY OR SERVICE DESCRIPTION The City is seeking a term contract for the supply of irrigation parts to be purchased as needed over the contract term. The products and services shall be accomplished per all exhibits identified in the table of contents. MINIMUM QUALIFICATIONS The following minimum requirements must be demonstrated in order for the submission to be considered responsive to the City of Denton. Any submission received, which is determined to not meet these mandatory requirements shall be immediately disqualified and rejected as non-responsive. Ten (10) years’ experience providing similar products or services. Three (3) references from governmental entities for the products or services requested. The City prefers references from municipalities of similar size. The responding individual or business must be registered in the State of Texas, or the County of Denton, to provide the products or services required in the solicitation, and the individual or business must have all licensure required by the State to provide any services required under this contact.  To learn how to obtain information about filing with the State of Texas, or obtaining copies or certificates from the Secretary of State visit Webpage: http://www.sos.state.tx.us/corp/copies.shtml; Phone 512-463-5578; or email corpcert@sos.state.tx.us. Authorized manufacturer or distributor authorized by the manufacturer for products identified in the Technical Specifications to sell to the City of Denton, Texas. Attach documentation such as a letter from the manufacturer or a line card. Submittal documents including a cover sheet, Solicitation Checklist, Attachments A -F and Exhibit 1, per the method described in SUBMITTAL INSTRUCTIONS. SCHEDULE OF EVENTS The City of Denton reserves the right to change the dates indicated below: Solicitation Schedule: Issue Solicitation: 5/8/2017 Deadline for Submission of Questions: 5/15/2017 at 11:00 AM CST Deadline for Submission of Responses: 5/25/2017 at 11:00 AM CST Evaluate and rank initial results: 5/31/2017 Tentative Completion of Negotiations: 6/7/2017 Tentative Official Award: 7/18/2017 Tentative The City of Denton is using the solicitation ‘Issue Date’ as noted in the Schedule of Events above as the official 30 day notification requirement for an interview with a firm. CONTRACT TERM It is the intention of the City of Denton to award a contract for a one (1) year period. The City and the Awarded Contractor shall have the option to renew this contract for an additional two (2) one-year periods. Materials and services undertaken pursuant to this solicitation will be required to commence within fourteen (14) days of delivery of a Notice to Proceed. PRICING Unit Pricing in Exhibit 1 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. 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) for other irrigation supplies (WPU071304117). 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. COOPERATIVE PURCHASING / PIGGYBACK OPTION The contract resulting from this solicitation will be available for use by all governmental entities, providing there is no conflict with any applicable statutes, rules, policies, or procedures. The governmental entities will have the option to use the pricing as agreed to within the resulting contract. Governmental entities will issue their internal purchase orders directly to the contractor(s), however, shall reference and cite the City of Denton contract number (Solicitation number) within the purchase order document. After award, the contractor agrees to pay a service fee in the amount of 2% of the dollar amount of all issued purchase orders generated from use of this contract. The contractor further agrees to remit the service fee by check on a quarterly basis for the previous quarter spent through this contract, to Julia Winkley, Purchasing Coordinator at 901B Texas Street, Denton, TX 76209, on or by the Fifteen day of each month, following the end of the quarter. The Contractor shall also provided quarterly sales reports from the contract awards and Purchase Orders issued from the Contract, for the purpose of billing and collecting the service fee, and for compiling required purchasing history. This report shall be sent to purchasing@cityofdenton.com on or by the tenth day of each month. The Contractor further agrees that the City of Denton shall have the right, upon reasonable written notice, to review the Contractor’s records pertaining to purchases under this awarded contract to verify the accuracy of service fees charged to the Contractor. ADDENDA Respondents are required to acknowledge addenda with their submission.  Respondents will be responsible for monitoring the City of Denton Purchasing website at www.dentonpurchasing.com to ensure they have downloaded and signed all addenda required for submission with their submission. Respondents should acknowledge each individual addendum on Attachment F. BUSINESS OVERVIEW Respondent shall complete the Business Overview Questionnaire as applicable per Attachment A. EXCEPTIONS The Request for Proposal (RFP) process allows for negotiation of the terms and conditions of this proposal. The respondent shall note any exceptions to the solicitation document, on Attachment B. The exceptions will be reviewed to ensure they meet the minimum specifications and requirements and will be ranked in accordance with the evaluation criteria. The City reserves the right to accept, reject or negotiate the exceptions provided. Respondents shall itemize all exceptions on Attachment B. Additional pages may be added as necessary. Do not mark or change the text of the solicitation document, exceptions shall be noted only on Attachment B. If no exceptions are taken, the respondent shall sign and return Attachment B in the appropriate signature block. DISCLOSURES The individual or business must disclose any business relationship that would have an effect, of a conflict of interest. A conflict of interest statement must be signed as part of the contract negotiated with the awardee(s). (Attachment E) ACKNOWLEDGEMENT Submit a signed acknowledgement by authorized agent of the responding firm (Attachment F).