SAN JOAQUIN COUNTY PURCHASING AND SUPPORT SERVICES PURCHASING DIVISION

Transcription

1 SAN JOAQUIN COUNTY PURCHASING AND SUPPORT SERVICES PURCHASING DIVISION David M. Louis, C.P.M., CPPO, CPPB Director Jon Drake, C.P.M. Deputy Director DATE: July 16, 2013 TO: RE: ALL PROSPECTIVE BIDDERS BID 6868 Glass Road Beads Ladies and Gentlemen: Enclosed please find an invitation to bid with a bid form and product specification. Sealed responses are to be received no later than Friday, August 2, 2013 AT 2 PM PDT. Please return your Bid in a sealed envelope with the Bid number and the date and time of bid opening. If by MAIL, please send your response by the above date and time to the following address: San Joaquin County - Public Works PO Box 1810 Stockton, CA If by HAND DELIVERY, please send your response by the above date and time to the following address: *Note: Public Works Building is closed every day from 12:00 to 1:00 PM. San Joaquin County - Public Works 1810 East Hazelton Avenue Stockton, CA If you have any further questions, please contact me at (209) Sincerely, Lourdes Piojo Purchasing Assistant 44 N. San Joaquin Street Suite 540 Stockton, CA / Fax: 209/ Web Page Address:

2 BID # 6868 Glass Road Beads COUNTY OF SAN JOAQUIN 44 N. San Joaquin Street, Suite 540 STOCKTON, CA FOR: Public Works Department Road Maintenance Division Lourdes Piojo, , lpiojo@sjgov.org

3 KEY ACTION EVENTS AND DATES Listed below are the events and dates for this Request for Bid. All dates are predicted on the issue date of the Request for Bid. EVENT # DESCRIPTION DATE 1. Release of Request for Bid Tuesday, July 16, Last day for contractors to submit questions (For clarification prior to submitting Bid) Friday, July 19, 2013 by 2:00 PM 3. Last day for County to answer questions Wednesday, July 24, 2013 by 5:00pm 4. Bid is due no later than 2:00 PM Friday, August 2, Award of Contract TBA Friday, August 2 at 2 PM PDT Page 1 of 12

4 INSTRUCTION TO BIDDERS Submittal of Bids: Submittal of Bids: Bid submittals will include the following documents: Bid Cover Page and Completed Bid document from page 7 to page 16 Sealed bids will be received at the San Joaquin County Public Works, 1810 East Hazelton Avenue, Stockton, CA until FRIDAY, AUGUST 2, 2013 AT 2 PM PDT and will be publicly opened at that time. ALL MAIL PROPOSALS SHALL BE ADDRESSED AS FOLLOWS: Bid No Purchasing Agent County of San Joaquin Public Works PO Box 1810 Stockton, CA The envelopes shall also have stated therein the name and address of the submitting firm. HAND DELIVERED COURIER OR PACKAGED DELIVERY SERVICE SHALL BE DELIVERED DIRECTLY TO: Public Works 1810 East Hazelton Avenue Stockton, CA *Note: Public Works Building is closed every day from 12:00 to 1:00 PM. BIDS WILL NOT BE ACCEPTED THEREAFTER. ALL BIDS RECEIVED AFTER SAID TIME AND DATE WILL BE TIME-STAMPED AND RETURNED UNOPENED TO THE BIDDER. THE COUNTY WILL NOT ACCEPT BIDS SUBMITTED BY FAX OR BY Friday, August 2 at 2 PM PDT Page 2 of 12

5 GENERAL REQUIREMENTS 1. COMPARISON OF BIDS: Award, if any, will be made to the vendor(s) offering equipment, price, service, delivery and support deemed to be to the best advantage of the County of San Joaquin. The County Purchasing Agent shall be the sole judge in making this determination. The County of San Joaquin has a 5% local vendor preference; however the preference shall not exceed $7, per bid. To qualify for this Local Vendor Preference, the Local Vendor Preference Certification page, included in this solicitation, must be signed and accompany each bid submittal. Click on the link below to view San Joaquin County s Policy and Procedures. 2. RIGHT TO REJECT BIDS: The County reserves the right to reject any and all bids and to waive informalities or irregularities in bids. 3. SAN JOAQUIN COUNTY GREEN PURCHASING POLICY: San Joaquin County has a Green Purchasing Policy, please click on the link to view BASIS FOR SELECTION AND CONDITIONS The responsiveness, competency and responsibility of bidders and of their proposed subcontractors will be considered in making the award of contract. Any bidder before being awarded a contract may be required to furnish evidence satisfactory to the County that bidder and their proposed subcontractors have sufficient means and experience in the type of work called for to assure completion of the contract in a satisfactory manner. The County reserves the right to reject the bid of any bidders as not responsible and not qualified to do the particular work under consideration who have previously failed to perform properly or to complete on time contracts with the County of a nature similar to this project. Other factors that may be considered by the County to determine a responsible bid and the overall capability of the bidder to satisfactorily complete the work under consideration may include, but are not limited to: insufficient experience, experience on other public projects, experience doing the same type of work, length of tenure and capacity with bonding or insurance company, financial stability, and whether a bidder has been terminated on other projects. A responsive bid is one that meets all terms, conditions, and specifications of the bid. The bid must comply with the content requirements of the bid documents. The bidder must perform and do what the bid documents and contract required and said they must do, whether it be pricing in a certain way, attending a mandatory pre-bid conference, providing bonds, etc. Other examples where a bid might be declared and found to be non-responsive include: Friday, August 2 at 2 PM PDT Page 3 of 12

6 Bid is substantially incomplete Bid is not signed Bid is delivered late No acknowledgement of critical addenda Significant discrepancies appear in the response A responsive bid conforms to bid specifications. However, a bid which substantially conforms, though not strictly responsive, to a call for bids may be accepted if the variance cannot have affected the amount of the bid or given a bidder an advantage or benefit not allowed other bidders or, in other words, if the variance is inconsequential. The County reserves the right to reject any and all bids or alternatives and waive any informality or irregularity in the bids or in the bidding, and to determine responsiveness and responsibility of bidder, including but not limited to those areas mentioned above. 5. ADDENDUM(S): Vendors are to indicate acknowledgement, sign, and return addendums with their response. The County reserves the right to reject any response(s) deemed to be non-responsive. 6. SUBMITTALS: Bidders must submit one (1) original, clearly marked Original and one (1) copy, clearly marked COPY of each bid and all literature. 7. PRE-DELIVERY AND INSPECTION: Prior to delivery, the glass beads shall be completely inspected by the delivering dealer and/or the manufacturer's pre-delivery center if applicable. The County will inspect the glass beads, upon delivery, for any damage and to check for conformance to all requirements of the bid specifications. In the event deficiencies are detected, the glass beads will be rejected and it shall be the delivering dealer's responsibility to pick up the glass beads and to make the necessary corrections and re-deliver the glass beads for a re-inspection and acceptance at no cost to the County. 8. PAYMENT: The bidder agrees to provide equipment and other requirements as stated in this Request for Bid. The County agrees to pay bidder according to the terms and conditions stated in the contract or purchase order. Should deficiencies be detected in equipment supplied, payment, or the commencement of a discount period, (if applicable) will not be made until the defects are corrected and accepted by the County of San Joaquin. 9. INVOICING / PAYMENT: Original invoices are to be sent to San Joaquin County, Public Works Road Maintenance Division, PO Box 1810, Stockton, CA All invoices must reference the Purchase Order Number. Friday, August 2 at 2 PM PDT Page 4 of 12

7 Payments will be made within thirty days after the County s acceptance of the work performed and receipt of the Bidder s invoice. 10. PAYMENT DISCOUNTS: Any discount offered by the bidder must allow for payment after receipt and acceptance of material/equipment and correct invoice, whichever is later. In no case will discount be considered in the evaluation of bids, which require payment in less than thirty (30) days. 11. WARRANTY: The glass beads shall be warranted against defects in materials and workmanship. The Bidder shall guarantee to replace at their expense, all glass beads where defects are found due to defective materials and/or to poor workmanship. The guarantee shall be for a period of (1) year(s) after acceptance of the glass beads. All replacement glass beads shall be new; no used or surplus glass beads are to be used as replacements. In the event the glass beads fail in the field, Bidder shall replace the amount of glass beads that were used at their expense without cost to the County. 12. DELIVERY INSTRUCTIONS: All equipment shall be bid - FOB DESTINATION / FULL FREIGHT ALLOWED - delivered to the following address: San Joaquin County Public Works, Traffic Maintenance Division 1810 E. Hazelton Avenue Stockton, CA Call name, phone # and time in hours prior to delivery. 13. DEVIATIONS: Failure on the part of the bidder to comply with all requirements and conditions of the price request and this specification may be cause for rejection of bid. No exceptions to, or deviations from, this specification will be considered unless the bidder in the designated places specifically states each exception or deviation. If no exceptions or deviations are shown, the bidder will be required to furnish equipment exactly as specified herein. The burden of proof of compliance with this specification is the responsibility of the bidder. While it is not the intent of these specifications to eliminate prospective bidders, bidders must note any deviations from the specifications in order that the County may evaluate the equipment. 14. DELIVERY REQUIREMENTS: a. Beads shall be delivered on an open flat bed truck. Enclosed vans are not acceptable. County does not have a loading dock. Shipment will be off loaded by forklift. Should the successful bidder have beads delivered in an enclosed van or trailer, it shall be their responsibility to offload the beads at the County s Public Works Corporation Yard and place in the County s storage facility. Friday, August 2 at 2 PM PDT Page 5 of 12

8 b. Beads shall be packaged in 500 lb. treated cardboard barrels or if requested, 50 lbs bags and delivered in lots of 44,000 lbs, palletized (maximum 2,400 lbs per pallet) and shrink-wrapped. Should the County require a shipment of less then that stated above, there shall be no additional costs or delivery charges. The smaller shipment shall be charged at the contract price. c. The County requires that shipments of beads be delivered within 14 days of orders being placed by County Traffic Maintenance personnel. 15. SUPPLY REQUIREMENTS: All bidders shall have Glass Road Bead supply contracts, and/or sufficient supplies on hand, which shall assure the continuous supply of product during the contract period. Bidders shall supply information supporting their ability to supply, without major interruption, the products covered in this bid. The supporting documentation shall be from the bead manufacturer, stating that they will fully and completely back the bidder. They shall have an adequate supply of beads on-hand, at all times, to meet the County s needs and requirements. The County cannot have any stock out situations. Should a stock out occur and there is no stock available, the County has the right to purchase stock from an alternate vendor and charge back the difference between the contract price and the price paid to the alternate vendor. 15. DISCREPANCIES: In the case of discrepancy between unit prices and totals, unit prices will prevail. In case of discrepancy between words and figures, words will prevail. 16. CONTRACT TERM: The contract shall be effective for a 12 month period beginning with the date of award, with an option to negotiate an extension for an additional two (2) 12 month periods up to a maximum of 2 years. The option to extend will be exercised only if the County determines: 1. That the service, material equipment has been satisfactory. 2. That the bid prices remain the same, or 3. That the bid prices if increased will be increased by a percentage not exceeding the percentage of increase in the Consumer s Price Index and a letter must be provided to the COUNTY listing the item(s) and providing the reasons for the price increase. 4. Extension of the bid will be affected by the issuance of a letter of extension to the Bidder by the County. 5. That the County s specifications/requirements have not significantly changed. 17. ESTIMATED QUANITIES: The quantities shown on the Bid Sheet are best estimates only, and are subject to increase or decrease as demands may require and it is understood that the County guarantees no minimum amount. 18. ADDITIONAL PURCHASE(S): The County may wish to purchase additional glass beads and/or related materials during the Fiscal Year at the same pricing or current market value pending Budget Constraints. Bidder shall indicate to the County if they agree to this option or decline this option YES: NO: Friday, August 2 at 2 PM PDT Page 6 of 12

9 19. EMERGENCY-PRIORITY 1 SERVICE: In case of an emergency that affects the San Joaquin County area, Bidder will give the County Priority 1 Service. Bidder will make every effort in attempting to deliver products or services using all modes of transportation available. Bidder shall provide a 24-hour emergency telephone number of a company representative who is able to receive and process orders for immediate delivery or will call in the event of an emergency In addition, the Bidder shall charge fair and competitive prices for materials and services ordered during an emergency and not covered under a awarded contract and/or purchase order. 24-Hour emergency telephone number: ( ) Contact: 20. CANCELLATION: 21. CONTACT: a. The County reserves the right to cancel without prior notice, the balance of the contract, if the vendor breaches the contract by failing to deliver product and/or supplies, as requested by the Public Works Traffic Maintenance Dept and/or fails to comply with the Terms and Conditions as set forth in this bid and the resulting Term Agreement. b. Should the County cancel the Blanket Order, due to a breach of contract by Vendor, the County shall have the right to go to the next lowest bidder for service and supplies and charge back the original vendor for costs arising over and above the original Term Agreement for the balance of the original Term Agreement. Contact Lourdes Piojo at lpiojo@sjgov.org with any questions or requests for additional information. Friday, August 2 at 2 PM PDT Page 7 of 12

10 QUESTIONNAIRE WARRANTY & SERVICE LOCATION: (BIDDER TO COMPLETE): (Failure to furnish this information will be cause for rejection of bid.) State the warranty and/or guarantee provisions applicable to this equipment or attach warranty form with your bid. State specific location where service and/or maintenance can be obtained. Friday, August 2 at 2 PM PDT Page 8 of 12

11 SPECIFICATIONS Mega Blend Glass Beads High performance and cost efficient blend of standard and Megalux-Beads for Improved retroreflectivity and durability for highway road markings: U.S. Mesh Microns % Retained Color / Clarity: Beads shall be colorless / clear and free of carbon residues. Roundness: All +20US Mesh beads shall be 85% minimum rounds. Overall rounds shall be 75% minimum. ASTM-1155 test method for all beads except the +20 US Mesh which are inspected visually. Index of Refraction: Minimum 1.51 by oil immersion method. Resistance to Acid: When tested as specified in 4.3.6, the beads shall not develop any surface haze or dulling per TT-B Federal Spec. 1325C. Resistance to Calcium Chloride: When tested as specified in 4.3.7, the beads shall not develop any surface haze or dulling per TT-B Federal Spec. 1325C. Resistance to Sodium Sulfide: When tested as specified in 4.3.8, the sodium sulfide solution shall not darken the beads per TT-B Federal Spec. 1325C. Water Resistance: When tested as specified in 4.3.9, the water shall not produce dulling or hazing of the beads, and not more than 4.5 ml of 0.1N hydrochloric acid shall be used for the titration per TT_B Federal Spec. 1325C. Coating: T-20 MR/AC-Waterborne Coating A minimum of 20% of the total weight shall be made from direct melt glass beads, all post consume glass beads shall be manufactured from North American waste streams. Blend should perform well in all binder systems, including alkyd and hydrocarbon thermoplastic, water and solvent based paint, epoxy, and methylmethacrylate. Friday, August 2 at 2 PM PDT Page 9 of 12

12 COOPERATIVE / PIGGYBACK CLAUSE For the term of the Contract and any mutually agreed extensions pursuant to this request for bids/proposals, at the option of the vendor, other public agencies or public corporations, including any county, city, town, school district, community college, public utility district or other public corporation or agency within the State of California, may purchase, lease-purchase, or rent the identical items(s) at the same price and upon the same terms and conditions pursuant to any applicable Public Contract or other relative legal Code. San Joaquin County waives its right to require such other districts and offices to draw their warrants in the favor of the County and agreements, orders, and payments may be made directly between the vendor and the public agency/corporation. Acceptance or rejection of this clause will not affect the outcome of the bid/proposal. Piggyback option granted Piggyback option not granted (Vendor please initial) This space is Intentionally left blank Friday, August 2 at 2 PM PDT Page 10 of 12

13 Local Vendor Preference Certification Consistent with San Joaquin County Local Vendor Preference Policy (2735), please provide the following qualification statements (if applicable): 1) Do you have a fixed office or distribution point located in and having a street address within San Joaquin County for at least one year? Post office box addresses do not qualify a business as a local vendor. Circle one: Yes No a. If yes, provide address: 2) Do you have a current business license issued by San Joaquin County or a city in the County? Circle one: Yes No a. If yes, please attach a copy. 3) Do you employ as least one (1) full-time or two (2) part-time employees whose primary residence is located within San Joaquin County. Circle one: Yes No Any person or business falsely claiming a preference under this policy shall be ineligible to bid on any County purchases or contracts for a period of one (1) year. The Purchasing Agent shall have the right to terminate all or any part of any contract entered into with such person or business. (Authorized Signature) (Title) (Company Name) Friday, August 2 at 2 PM PDT Page 11 of 12

14 BID SHEET PRICE PER POUND EXTENDED PRICE ,000 POUNDS (Estimated Annual Usage) 9% Sales tax TOTAL Please List Product & Manufacturer Number: Due Bills will not be accepted. =============================================================================================== No charge for packaging, drayage or any other purpose will be allowed over and above the price quoted on this sheet. The County reserves the right to accept or reject quotations on each item separately or as a whole. Special brands, when named, are only to indicate the standard of quality desired. Firms may quote on their equal. Offerings on other brands, if their equal, will be considered, and brands or descriptions must be plainly stated. The Purchasing Agent reserves the right to reject any and all bids, to waive any informalities or irregularities in the Bid and to be the sole judge of the suitability of the product offered. =============================================================================================== The undersigned offers and agrees to furnish any and all items upon which prices are quoted hereon, at the prices set opposite each item and deliver at the designated point(s) specified in the above request. Delivery will be made in days from receipt of order, except as otherwise indicated. Pricing valid for 90 days. Discount terms Date Company Name Address City State Zip Telephone Fax Address: Authorized Signature Print/Type Name Friday, August 2 at 2 PM PDT Page 12 of 12