City of Fulton, Missouri INVITATION FOR BID

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1 City of Fulton, Missouri INVITATION FOR BID RETURN ALL BIDS TO: CITY OF FULTON C/O Courtney Crowson, City Clerk P.O. BOX EAST 4 TH STREET FULTON, MO IFB NO. B DATE REQ. NO. PAGE 1 OF 10 SEALED BIDS MUST BE RECEIVED IN THE OFFICE OF THE CITY CLERK NO LATER THAN 3 P.M. ON July 19, 2016 Purchasing Agent: Samantha Bedsworth Telephone: (573) or RECEIVED FROM: DO NOT SEND BIDS TO THIS ADDRESS. THE SUPPLIES AND/OR SERVICES REQUIRED HERE MUST BE DELIVERED F.O.B. DESTINATION AT THE FOLLOWING ADDRESS: 1303 Westminster Fulton, MO DESCRIPTION: Shop/fleet management software Prospective Bidder s are hereby invited to submit their bid for shop/fleet management software, as follows: UNIT NO. 1. TERMS % DAYS QUANTITY REQUESTED 1 UNIT Ea UNIT PRICE AMOUNT Requested delivery is 30 days ARO, Bidders State Best Delivery Date: BID MUST BE SIGNED TO BE VALID The bidder hereby agrees to furnish and/or service, at the price quoted pursuant to all requirements and specifications contained in this document, upon either the receipt of an authorized Purchase Order from the purchaser, or when this document is countersigned by the Purchasing Department as a binding Contract. The Bidder further agrees that the language of this document shall govern in the event of a conflict with His or Her Bid. COMPANY NAME TITLE: AUTHORIZED SIGNATURE: DATE: PHONE NUMBER: FEDERAL ID OR SSN: NOTICE OF AWARD : (City use only) CONTRACT NO. C - ACCEPTED AS TO ITEMS: Purchasing Agent Director Of Administration Date COF MB P-2 (Revised 01/28/04)

2 The City of Fulton is soliciting bids for shop/fleet management software to be purchased for the municipal garage department. 2

3 PART I CONTRACTUAL REQUIREMENTS 1.Contract Period: 1.1 The original contract period shall be as stated in the Invitation for bid (IFB). The contract shall not bind, nor purport to bind, the City for any contractual commitment in excess of the original contract period. 2.Contract Price: 2.1 All prices shall be as indicated on the pricing page of this document. The city shall not pay nor be liable for any costs except those specifically identified on the pricing page. 3. Applicable State Laws and Encumbrances: 3.1 The contract shall be construed according to the laws of the State of Missouri. The contractor shall comply with all local, state, and federal laws and regulations related to the performance of the contract to the extent that the same may be applicable. 4. Cancellation for Breach: 4.1 The Purchasing Department may cancel the contract at any time for material breach of contractual obligations by providing the contractor with a written notice of such cancellation. Prior to issuing such a notice, the Purchasing Department will, if appropriate, provide the contractor with an opportunity to cure the breach within a reasonable period of time. Should the Purchasing Department exercise its right to cancel the contract for such reasons, the cancellation shall become effective on the date as specified in the notice of cancellation sent to the contractor. 5. Contract Documents: 5.1 The contract between the City of Fulton and the contractor shall consist of: (1) the Invitation for Bid (IFB), and any amendments thereto, and (2) the contractor's response to the Invitation for Bid. 5.2The city reserves the right to clarify any contractual relationship in writing with the concurrence of the contractor, and such written clarification shall govern in case of conflict with the applicable requirements stated in the IFB or the contractor's response. In all other matters not affected by written clarification, if any, the IFB shall govern. 6. Amendments to Contract: 6.1 No modification of any provision in the contract shall be made or construed to have been made unless such modification is mutually agreed to in writing by the contractor and the Purchasing Department and incorporated in a written amendment to the contract approved by the Purchasing Department prior to the effective date of such modification. 3

4 7. Assignments: 7.1 The contractor shall not transfer any interest in the contract, whether by assignment or otherwise, without the prior written consent of the Purchasing Department. 8. Communications and Notices: 8.1 Any written notice to the contractor shall be deemed sufficient when deposited in the United States mail postage prepaid; delivered to a telegraph office fee prepaid; or hand-carried and presented to an authorized employee of the contractor at the contractor's address as listed on the signature page of the contract or at such address as the contractor may have requested in writing. 9. Invoicing and Payments: 9.1 Our accounting procedures have been designed to capture certain information by commodities and services purchased, such as unit price, quantity, description, vendor, etc. Therefore, each invoice submitted by the contractor must now be itemized in accordance with items listed on a purchase order and /or contract release. Purchase order numbers must be shown on invoices. Failure to comply with this requirement may delay processing of these invoices for payment. 10. Demonstration: 10.1 It may be required for the City of Fulton to have a demonstration or at least be able to see the product you are offering If it is determined your product will be required for the demonstration or to be seen the Purchasing Agent will contact you to set up an appointment This demonstration or viewing must take place at the closest, most reasonable location. 4

5 PART II SPECIAL INSTRUCTIONS TO BIDDERS 1. Bidder's Contacts: 1.1 All questions regarding technical specifications, bid process, etc., must be directed to the contact indicated on the first page of this IFB. 2. Clarification of Requirements: 2.1 It is the intent and purpose of the City of Fulton that this request permits competitive bidding. It shall be the bidder's responsibility to advise the Purchasing Department, at the address noted on page one of the IFB, if any language, requirements, etc. or any combinations thereof, inadvertently restricts or limits the requirements stated in this IFB to a single source. Such notification must be submitted in writing and must be received by the Purchasing Department not later than five (5) days prior to the bid closing date. A review of such notifications will be made. 3. Submission of Bids: 3.1 Bids must be priced, signed, and returned (with all necessary attachments) to the office of the City Clerk by the closing date and time specified. All bids must be marked in the lower left hand corner of the envelope with the bid number and due date and time. Deliver to: City of Fulton Courtney Crowson, City Clerk P.O. Box E. 4 th. St. Fulton, Missouri Contract Award: 4.1 Any contract resulting from this request shall be awarded to the bidder's response providing the lowest and best bid to the City of Fulton. 5. Description of Products: 5.1 The bidder should present in detail all products and services proposed in this response to this invitation. It is the bidder s responsibility to make sure all products proposed are adequately described. It should not be assumed that specific knowledge of the products proposed, but that the Purchasing Agent does have sufficient technical background to conduct an evaluation when presented complete information. 6. Preprinted Marketing Materials: 6.1 Bidders may submit preprinted marketing materials with their bids. However, the bidder is advised that such brochures normally do not address the needs of the evaluation committee with respect to the technical evaluation process and the specific responses which have been requested of the bidder. The bidder is strongly discouraged from relying on such materials in presenting products and services for consideration by the city. 5

6 Specifications: Software must have the ability to do the following: 1. Process shop work orders 2. Track vehicle warranties 3. Track vehicle repairs 4. Track inventory 5. Track vehicle progress 6. Track man hours per repair 7. Schedule work 8. Import current inventory/fleet into software Required system equipment: 1. 7 total network pc Licenses 2. 2 mobile device licenses 3. 8x5 tech support for 1 year 4. System training System installation must be completed within one month of award System management training to be completed upon install of software 6

7 GENERAL REQUIREMENTS 1. Submission to Technical Specifications: 1.1 Bidders must submit complete technical specifications of make and model bidding with their response. Failure to provide adequate information will result in rejection of the bid. 2. Make and Model: Make: Model: 3. Warranty: Warranty on Parts: Warranty on Labor: 4. Service Location: 4.1 The bidder must state nearest service location. 5. Service Response Time: 5.1 The bidder must state response time for service call by hours upon notification. Hours. 6. Factory Trained Representative: 6.1 The bidder should state the number of factory trained representatives on the equipment which he/she is bidding. Number of Representatives: 7

8 7. Authorized Dealer/Service Center: 7.1 Bidder should state if company is an authorized dealer and service center: Yes NO 8. Discount on Parts: 8.1 State percentage discount on parts after warranty period. % 9. Availability of Parts: 9.1 State Availability of parts. /years. 10. Labor Rate: 10.1 State hourly rate for service calls: /Hour 8

9 NOTICE The City of Fulton is soliciting bids as follows: Copies may be obtained from the office of the Purchasing Agent, 1303 Westminster, P.O. Box 130, Fulton, Mo 65251, (573) BID NUMBER DESCRIPTION CLOSING DATE TIME B Shop software P.M. Please run the above ad Thursday July 7, 2016 Bill to: City of Fulton P.O. Box 130 Fulton, Missouri Please send affidavit of publication and verification copy with invoice. Samantha Bedsworth, Purchasing Agent

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