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HomeMy WebLinkAboutOrdinance No. 99-1089ORIGINAL CITY OF THE COLONY, TEXAS ORDINANCE NO. ��ILW AN ORDINANCE OF THE CITY OF THE COLONY, TEXAS, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH C & G WHOLESALE FOR THE PURCHASE OF UNIFORMS FOR CITY EMPLOYEES; ATTACHING THE APPROVED FORM OF CONTRACT AS EXHIBIT "A"; AND PROVIDING AN EFFECTIVE DATE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS: SECTION 1. That the City Manager of the City of The Colony, Texas is hereby authorized to execute on behalf of the City a contract with C & G Wholesale for the purchase of uniforms for city employees. The approved form of contract is attached hereto as Exhibit "A", and made a part hereof for such purposes. SECTION 2. This Ordinance shall take effect immediately from and after its passage by the City Council of the City of The Colony, Texas. J)ULY PASSED AND APPROVED by the City Council of the City of The Colony, Texas this �R day of C 1999. APPROVED: Ma�Iair ts, Mayor ATTEST: Patti A. Hicks, TRMC, City Secretary APPROVED AS TO FORM: City A orney Bid Number 75 -98 -16 -Uniforms INVITATION TO BID UNIFORMS POLICE OFFICER, COMMUNITY SERVICE OFFICER & ANIMAL CONTROL OFFICER CITY OF THE COLONY, TEXAS It is the intent of these specifications to describe the minimum requirements for Uniforms in sufficient detail to secure comparable bids. Each unit must be new, unused and of current production. Units that are classified as prototype or discontinued models are not acceptable. All equipment and accessories catalogued as standard shall be included as part of this specification. The contract will be in effect from January 1, 1999 through December 31, 2000 with an option to renew for two (2) additional one (1) year periods at the discretion of the City of The Colony. Prices must remain firm during the contract period. At the time of renewal, prices may increase no greater then the Consumer Price Index in effect at the time of the extension. The City will purchase according to its actual needs and may purchase more or less than the listed amounts. Delivery will be FOB City of The Colony Police Department, 5151 N. Colony Blvd., The Colony, Texas 75056-1219. All delivery charges (i.e., packing, and inside delivery) are to be included in the bid price. Unless specified at the time of ordering, all orders shall be assembled completely before shipping the items to the City. The bid analysis will include compliance to bid specifications, past performance with vendor, references, delivery time and overall cost to the City of The Colony. The City reserves the right to consider deviations from these specifications. Award of the contract and any subsequent renewals will be contingent on availability of The City's funds. References shall be included on this bid form. Three current customers with a comparable purchase shall be listed with complete name, address, telephone number and contact person. Bids must be submitted on this form and the bidder shall return the entire bid/specification package which will constitute a contract equally binding between the bidder and The City of The Colony, Texas if accepted by the City Council. Each bid shall be placed in a sealed envelope, manually signed in ink by a person having the authority to bind his firm in a contract. All parts not specifically mentioned which are necessary to provide the uniforms described herein shall be included in the bid and shall conform in strength and quality of material and workmanship to that which is usually provided to the trade in general. Initials of Authorized Representative Bid Number 75 -98 -16 -Uniforms Either party may terminate this contract with a thirty (30) day written notice before any cancellation. The successful bidder must state therein the reasons for such cancellation. The City of The Colony reserves the right to award the cancelled contract to the next lowest and best bidder as it deems to be in the best interest of the City. The City of The Colony reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the City in the event of breach or default of this contract. The City of The Colony reserves the right to terminate the contract immediately in the event the successful bidder fails to: 1. Meet Schedules; 2. Defaults in the payment of fees; or 3. Otherwise perform in accordance with these specifications Samples of uniforms shall be furnished free of expense to the City of The Colony and turned in with bid to the City's Purchasing Agent, 5151 N. Colony Blvd., The Colony, Texas 75056-1219. After evaluation and award of bid, all vendors, except for the successful one, will have one (1) week to pick up samples, or they will become the property of the City of The Colony. The successful vendor shall leave all samples with the Police Department for comparison with delivered items throughout the term of the contract. Continuing non-performance of the bidder in terms of specifications shall be a basis for the termination of the contract by the City. The City shall not pay for work, equipment or supplies that are unsatisfactory. Vendors will be given a reasonable opportunity before termination to correct the deficiencies. This, however, shall in no way be construed as negating the basis for termination for non-performance. All bids meeting the intent of this invitation to bid will be considered for award. Bidders taking exception to the specifications, or offering substitutions, shall state these exceptions in the section provided or by attachment as part of the bid. The absence of such a list shall indicate that the bidder has not taken exceptions and the City shall hold the bidder responsible to perform in strict accordance with the specifications of the invitation. The City of The Colony reserves the right to accept or reject any and all bids, in whole or in part, to waive any informality in any bid, and to accept the bid which, in its discretion is in the best interest of the City. Items supplied under this contract shall be subject to the City's approval. Items found defective or not meeting specifications shall be picked up and replaced by the successful bidder at the next service date at no expense to the City. If item is not picked up within one (1) week after notifications, the item will become a donation to the City for disposition. It is expressly understood and agreed that in case the City of The Colony should need any item(s) not available within the time frame needed from the successful vendor during the term of this Contract, The City reserves the right to purchase these items from other than Initials of Authorized Representative Bid Number 75 -98 -16 -Uniforms the successful vendor and shall not be in violation of any terms or conditions of said Contract. Further, the City of The Colony reserves the right to seek another vendor if, at any time, vendor's prices do not conform to public pricing. Any unit not conforming to these specifications will be rejected and it will be the responsibility of the manufacturer to conform with the requirements unless deviations have been specifically cited by the bidder and acceptance made on the basis of the exception. No money will be paid to the contractor until completion and acceptance of the work or the fulfillment of the purchase obligation to the City. Quantities indicated are estimates based on the best available information and do not constitute an order. Orders will be placed on an as -needed basis. Funds for payment have been provided through the City of The Colony budget approved by the City Council for this fiscal year only. State of Texas statutes prohibit the obligation and expenditure of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that may arise past the end of the current City's fiscal year shall be subject to budget approval. Awarded vendor must be able to produce a maximum turn around time for an individual uniform of five (5) days. Local measurement and fitting (within 45 miles) should be provided on an as needed basis. Vendor must keep a local stock of items bid. Uniforms must be guaranteed against defects and fit. Any defective uniforms will be returned at the vendor's expense. Any uniforms sent as the wrong size than was requested must also be returned at the vendor's expense. Repairs to uniforms, not caused by normal use, shall be repaired by the vendor at the vendor's expense (zipper breakage, striping frayed, etc.). Separate invoices must be sent for each individual officer's order, with the name of the receiving officer printed on the invoice. Uniforms must be delivered with each officer's order packaged and labeled separately. All arrangements for return of items will be handled by the vendor within two (2) business days of return Governmental entities utilizing inter -governmental contract with the City of The Colony will be eligible, but not obligated, to purchase necessary materials and supplies under the contract(s) awarded as a result of this solicitation. All purchases by governmental entities other that the City of The Colony will be billed directly to that governmental entity. Each governmental entity will order their own material as needed. The quantities furnished in this bid document are for the City of The Colony only. It does not include quantities for any other governmental jurisdiction. SPECIFICATIONS: Whenever an article or material is defined by describing a proprietary product or by using the name of a manufacturer, the term "or approved equal", if not inserted, shall be implied. The specified article or material shall be understood as indicating the type, Initials of Authorized Representative { Bid Number 75 -98 -16 -Uniforms function, minimum standard of design, efficiency and quality desired and shall not be construed as to exclude other manufactured products of comparable quality, design and efficiency. In the event that any equivalent version is proposed, prospective bidders are herewith advised that precise, adequate, and documented evidence of equivalency in performance, stability and operational efficiency should be submitted with the bid for further consideration. If bidding on other than model or type or design referenced, bidder must be prepared to make proposed equipment available in a convenient location for inspection, and/or demonstrate the merits of the item by means acceptable the City of The Colony within ten (10) days after a written request is submitted by the City to the bidder, so the equipment can be adequately evaluated. Failure to comply with this requirement shall be considered just cause for rejection of a bid from further consideration. The City of The Colony will determine final determination of equivalency. The apparent silence of the specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All interpretation of these specifications shall be made on the basis of this statement. Bidders may bid on all or any part of this bid. The city reserves the right to accept or reject any or any parts of any bid and award by part or total bid. r� 4 Initials of Authorized Representative % BID FORM BIDS RECEIVED AFTER THE PRESCRIBED TIME REGARDLESS OF THE MODE OF TRANSPORTATION WILL BE RETURNED. THE CITY RESERVES THE RIGHT TO ACCEPT ALL OR PART OF ANY BID. THIS FORM MUST BE COMPLETELY FILLED IN AND SIGNED BY A REPRESENTATIVE AUTHORIZED TO BIND THE COMPANY INTO AN AGREEMENT, AND RETURNED IN DUPLICATE FOR THE BID TO BE CONSIDERED RESPONSIVE. Police, Community Services, Animal Control QUANTITY DESCRIPTION UNIT PRICE TOTAL PRICE 85 Uniform Shirts as per 3,- °` Specifications-S/S z 3 3i q j,l 1�55 ��Ui1/ybi f /b 85 Uniform Shirts as per Specifications-L/S z3�y` 3� 5`� Sa 17 0 75 Uniform Trousers For Police Officer and Community Service Officer Per specifications X31,/ a) �'j 8) d) TIO& 10 Uniform Trousers for Szel Animal Control Officer �` As per specifications .¢/5 /50 LQ 10 3�u Jackets as per /;b Specifications 4c.. 10 Rainwear as per Specifications 10 Uniform Hats as per 3U 5 ",Jog S' Specifications 10 Uniform Ties as per Specifications 10 Soft Body Armor as per Specifications 10 Name Tags Total amount of bid 4 �2, h) /0,31`i.a5 Company Rep. Signature�� ' �. BID FORM IN SUBMITTING THE BID, THE VENDOR AGREES THAT ACCEPTANCE OF THE BID BY THE CITY OF THE COLONY, TEXAS WITHIN A REASONABLE PERIOD OF TMM CONSTITUTES A CONTRACT. BIDS RECEIVED AFTER THE PRESCRIBED TIME, REGARDLESS OF THE MODE OF TRANSPORTATION WILL BE RETURNED. THE CITY RESERVES THE RIGHT TO ACCEPT ALL OR PART OF ANY BID. THIS FORM MUST BE COMPLETELY FILLED IN AND SIGNED BY A REPRESENTATIVE AUTHORIZED TO BIND THE COMPANY INTO AN AGREEMENT AND RETURNED IN DUPLICATE FOR THE BID TO BE CONSIDERED RESPONSIVE. Public Works Uniforms QUANTITY DESCRIPTION UNIT PRICE TOTAL PRICE 90 Jeans °' 75 Work Shirts 5')1 xis �S i 5'7/ SIS 3" i �s So 15 Golf Styleirts 5 / ( o6 Svio-Tjx=/e' x 15 Supervisor's Shirts cjs 131, goy. 15 Supervisor's Pants Total for Public Works Uniforms Company L)lfr4le Rep. Signature IN SUBMITTING THE BID, THE VENDOR AGREES THAT ACCEPTANCE OF THE BID BY THE CITY OF THE COLONY, TEXAS WITHIN A REASONABLE PERIOD OF T]1VIE CONSTITUTES A CONTRACT. BIDS RECEIVED AFTER THE PRESCRIBED TIME. REGARDLESS OF THE MODE OF TRANSPORTATION WILL BE RETURNED. THE CITY RESERVES THE RIGHT TO ACCEPT ALL OR PART OF ANY BID. THIS FORM MUST BE COMPLETELY FILLED IN AND SIGNED BY A REPRESENTATIVE AUTHORIZED TO BIND THE COMPANY INTO AN AGREEMENT AND RETURNED IN DUPLICATE FOR THE BID TO BE CONSIDERED RESPONSIVE. Parks & Recreation Maintenance Dept. Uniforms QUANTITY DESCRIPTION UNIT PRICE TOTAL PRICE 30 Jeans y80 15 "T" Shirts (S- 6 Sweatshirts 35 Golf Shirts 20 Work Shirts 13.' 6 Hooded Sweatshirts 12 Hats y S7 6 Jackets Total Parks & Recreation Uniforms As per Specifications Company `/ Rep. Signature NON -COLLUSION STATEMENT The undersigned affirms that they are duly authorized to execute this contract, that this company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other Bidder, and that the contents of this bid as to prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this bid. Vendor:'� C_' C �2 Address: Z0 3 ,SV�i/�C'r City, State, Zip: /la4 3 Phone: �y / 3 Y3'3�U(� Fax: Bidder Signature: Bidder (Print Name): G d Position With Co. Signature of Co. Official Authorizing ; This Bid: Co. Official (Print Name Official Position: C� (,�,) iv e -..- Bid Bid Number: Opening Date/Time: EXCEPTIONS (IF ANY) FROM BID SPECIFICATIONS a'k Com, - sigform STATE RECIPROCAL REQUIREMENT THE CITY OF THE COLONY, AS A GOVERNMENTAL AGENCY OF THE STATE OF TEXAS, MAY NOT AWARD A CONTRACT FOR GENERAL CONSTRUCTION, SUPPLIES, MATERIALS, OR EQUIPMENT TO A NON-RESIDENT BIDDER UNLESS THE NON-RESIDENT'S BID IS LOWER THAN THE LOWEST BID SUBMITTED BY A RESPONSIBLE TEXAS RESIDENT BIDDER BY THE SAME AMOUNT THAT A TEXAS RESIDENT BIDDER WOULD BE REQUIRED TO UNDERBID A NON-RESIDENT BIDDER TO OBTAIN A COMPARABLE CONTRACT IN THE STATE IN WHICH THE NON-RESIDENT'S PRINCIPAL PLACE OF BUSINESS IS LOCATED (ARTICLE 601G V.T.C.S.). BIDDER SHALL ANSWER ALL THE FOLLOWING QUESTIONS BY ENCIRCLING THE APPROBPRIATE RESPONSE OR COMPLETING THE BLANK PROVIDED. IS YOUR PRINCIPAL PLACE OF BUSINESS IN THE STATE OF TEXAS? S NO IF THE ANSWER TO QUESTION 1 IS "YES" NO FURTHER INFORMATION IN NECESSARY; IF "NO", PLEASE INDICATE: IN WHICH STATE YOUR PRINCIPAL PLACE OF BUSINESS IS LOCATED. DOES THAT STATE FAVOR RESIDENT BIDDERS (BIDDERS IN YOUR STATE) BY SOME DOLLAR INCREMENT OR PERCENTAGE? YES NO IF "YES", WHAT IS THAT DOLLAR INCREMENT OR PERCENTAGE: