BID RESPONSE LABEL Proposals sent by U.S. Mail should be addressed to Director of General Services, Town of Manchester, 494 Main Street, P.O. Box 191, Manchester, CT 06045-0191. Proposals hand delivered by Federal Express, United Parcel Service or other persons shall be delivered to Director of General Services, Town of Manchester, 494 Main Street, Manchester, CT 06040. The appropriate pre-addressed label below must be affixed to the envelope containing your proposal. THIS LABEL FOR USE WITH UNITED STATES POSTAL SERVICE DELIVERY BID NO. 17/18-44 TO BE OPENED: POLICE EQUIPMENT & SUPPLIES (DATE): DEC. 8, 2017 (TIME): 11:00 A.M. TO: DIRECTOR OF GENERAL SERVICES TOWN OF MANCHESTER LINCOLN CENTER 494 MAIN STREET P.O. BOX 191 MANCHESTER, CT 06045-0191 THIS LABEL FOR USE WITH HAND DELIVERY (I.E., FED EX, UNITED PARCEL SERVICE) BID NO. 17/18-44 TO BE OPENED: POLICE EQUIPMENT & SUPPLIES (DATE): DEC. 8, 2017 (TIME): 11:00 A..M. TO: DIRECTOR OF GENERAL SERVICES TOWN OF MANCHESTER LINCOLN CENTER 494 MAIN STREET MANCHESTER, CT 06040
TOWN OF MANCHESTER GENERAL SERVICES DEPARTMENT 494 MAIN STREET - P.O. BOX 191 MANCHESTER, CONNECTICUT 06045-0191 INVITATION TO BID FOR POLICE EQUIPMENT & SUPPLIES BID NO. 17/18-44 DATE OF BID OPENING: DECEMBER 8, 2017 TIME: 11:00 A.M. In accordance with the provisions of the Town Charter, sealed proposals will be received in the Office of the Director of General Services of the Town of Manchester, Connecticut, not later than the date and time set forth above, for furnishing the commodities and/or services listed herein. Proposals must be executed in accordance with and subject to instructions and specifications contained herein. The Town of Manchester is an equal opportunity employer, and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order 11246. By signing the Proposal Sheet for this bid, all vendors and contractors agree to this condition of doing business with the Town and should the Town choose to audit their compliance, the vendor agrees to cooperate fully. SPECIAL INSTRUCTIONS 1. This bid and any addenda will be issued on the Town of Manchester website at http://generalservices1.townofmanchester.org/index.cfm/bids/. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents. No addendum shall be issued less than 2 calendar days before the due date unless it is to change the due date. 2. Bid prices may not be withdrawn by bidder for 90 days after bid opening. 3. All questions or inquiries must be submitted at least 7 days before the bid opening. 4. The enclosed pre-addressed label must be attached to the envelope containing your bid.
BOARD OF DIRECTORS TOWN OF MANCHESTER, CONNECTICUT RULES AND REGULATIONS FOR COMPETITIVE BIDDING INCLUDING INSTRUCTIONS TO BIDDERS These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials and necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester. GENERAL RULES 1. The Director of General Services may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Director of General Services may insert special instructions in any special contracts which are subject to competitive bidding. 2. The attached proposal is signed by the bidder with full knowledge of, and agreement with, the general specifications, conditions and requirements of this bid. 3. Where appropriate, return copy of proposal on the enclosed form. 4. Submit proposal in an envelope marked with the bidder s name and address on the upper left-hand corner. 5. Proposals sent by U.S. Mail should be addressed to Director of General Services, Town of Manchester, Lincoln Center, 494 Main Street, P.O. Box 191, Manchester, CT 06045-0191. Proposals hand delivered by Federal Express, UPS or other persons shall be delivered to Director of General Services, Town of Manchester, 494 Main Street, Manchester, CT 06040. The enclosed pre-addressed label must be affixed to the envelope containing your proposal. 6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of bids received later than the time and date set for bid opening will not be considered. 7. All bids shall be opened publicly and read aloud. Bidders may be present at the opening of bids. All bids shall be tabulated and copies of said tabulation shall be made available to Bidders upon their request. 8. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished. 1
9. The Bidder, where applicable, shall insert the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. 10. Bidders shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to bid prices when paid within the stated number of days in the proposal. 11. All inquiries, whether oral or written, shall be submitted within the time limitations specified in the bid documents and shall be directed to the General Services Office, Town of Manchester, 494 Main Street, P.O. Box 191, Manchester, CT 06045-0191, by email, gensvcs@manchesterct.gov or fax (860) 647-5206. All information given by the Town except by written addenda shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any bidder or prospective bidder against the Town. 12A. The Town reserves the right to reject any and all bids. To waive technical defects and to make such awards including accepting a bid, although not the low bid, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any bid if the bidder, any officer of the bidder, or any other company owned in whole or in part by any officer(s) of the bidder, is delinquent in the payment of any taxes or fees owed to the Town. The Town reserves the right to require a disclosure statement from the bidder listing the name(s) of all officers of the company. 12B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor. 13. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the bidder to discharge a contract. The bidder shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any bid if the bidder fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the bid is conditional in nature. 14. Except where otherwise provided, a contract between the Town and a successful bidder shall consist of the Invitation to Bid, Specifications, Plans, Bid including Proposal sheet, and Acceptance by the Town and these Rules and Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded a contractor. 15. All Invitations to Bid shall be publicly advertised on at least three (3) occasions in a newspaper having a general circulation within the Town of Manchester, Connecticut. The last advertising date shall be at least seven (7) calendar days before the date which is advertised for the opening of bids. 2
16. Copies of bids shall be made available to all interested persons for a fee to be determined by the Director of General Services which fee will be refundable at the discretion of the Director of General Services upon return of said documents. 17. Alternate bids shall not be accepted unless otherwise specified in the bid documents. 18. Any act or acts of misrepresentation or collusion, shall be a basis for disqualification of any bid or bids submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty or damages. 19. In the event that any bidder wishes to protest the potential award of a bid or any procedure of act in the advertising or soliciting of the bids, said bidder must make said protest in writing which shall state the reason therefore and request a conference with respect thereto. Said protest must be received in the Town, Office of General Services within FIVE (5) business days after the mailing of bid results or decisions. 20. A conference with respect to said protest shall be scheduled by the Director of General Services forthwith and shall be attended by him or his designee and such other persons as the Director of General Services and the General Manager shall require to attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and forward the same to the protesting bidder forthwith. 21. In the event that any protesting bidder wishes to take legal action against the Town, he must first fully comply with all of these Rules and Regulations, including those which have been changed by the Director of General Services pursuant to paragraph 1 herein. 22. Except for special instructions inserted in special contracts by the Director of General Services pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail. 23. All Awards shall be made by the Director of General Services. 24. These Rules and Regulations, as revised, shall be effective as of June 23, 1993. Revised: April 14, 1981 March 13, 1984 August 1, 1989 June 23, 1993 3
TOWN OF MANCHESTER GENERAL SERVICES DEPARTMENT 494 MAIN STREET - P.O. BOX 191 MANCHESTER, CT 06045-0191 STANDARD INSTRUCTIONS TO BIDDERS SUPPLIES, MATERIALS & EQUIPMENT These instructions are standard for all proposals issued by the Town of Manchester, Connecticut, for the purchase of all supplies, materials, and equipment. The Town of Manchester may delete, supersede, or modify any of these standard instructions for a proposal by indicating such change in the section headed Special Instructions to Bidders. 1. Unless otherwise stated, deliveries must consist of new merchandise. 2. Prices quoted shall be net delivered prices to the Town. 3. The Town may withhold acceptance of, or reject any merchandise which found, upon examination, not to meet the specifications requirements. When rejected, it shall be removed by the Contractor (vendor) within ten (10) days after notification of rejection. 4. When the schedule indicates that an item to be purchased is to be specified, or equal, the bidder may offer an article which is certified to be equal in quality, performance, and in other essential characteristics to the bid standard. Bidder must furnish any information, such as specifications, test results, etc., which will help in determining whether an item is equal or superior to the Town s bid standard. If a bidder fails to name a substitute, the specified item must be furnished. 5. Bidders agree to comply with all of the latest Federal and State safety standards and regulations and certify that all items furnished in this bid will conform to and comply with said standards and regulations. Bidder further agrees to indemnify and hold harmless the Town for all damages assessed against the Town as a result of the bidder s failure to comply with said Standards and/or Regulations. 6. The Town reserves the right to make an award by item or total as may be in the best interest of the Town. If a Bidder desires to bid on an all or nothing basis, he shall so indicate on the bid schedule and the Town reserves the right to make an award as may be in the best interest of the Town. 7. The Bidder shall pay all royalties and license fees. He shall defend all suits or claims for infringement of any patent rights and shall save the Town of Manchester harmless from loss on account thereof except that the Town of Manchester shall be responsible for all such loss when a particular manufacturer, product, or process is specified by the Town of Manchester. 4
GENERAL CONDITIONS TOWN OF MANCHESTER GENERAL SERVICES DEPARTMENT It is the intent of this bid to indicate the needs for Police equipment and supplies for a period of one year. An initial purchase order(s) will be issued to restock the Police Department inventory. Additional orders will be placed as new personnel are added to the force or as new and equipment are issued. The Contract period shall be the 2018 calendar year. The Contract may be extended at the same prices, terms and conditions for additional one year periods upon the mutual consent of the Town and the successful bidders. Bid prices shall remain firm for the Contract period. Bidders should familiarize themselves with all provisions of the specifications and shall not, at any time after submitting their bid, dispute any of the specifications or assert that there was any misunderstanding in regard to furnishing and delivering the items called for in these specifications. Bidders may bid on any and all items they feel qualified to supply. Quantities indicated are estimates only. The Town reserves the right to increase or decrease quantities based upon Police Department requirements and budgetary limitations. Awards will be made by purchase orders to the successful bidders. Any discounts offered as a term of sale shall be computed in determining the low bidder. The Town reserves the right to make an award by item, by total, or by grouping, whichever is in the best interest of the Town. Items with the same item number will be considered as a group, for instance items 1a through 1n are one group. NO SUBSTITUTIONS SHALL BE ALLOWED FOR ANY ITEM ON THIS BID Samples must be provided by bidders upon request. DELIVERY REQUIREMENTS AND LIQUIDATED DAMAGES All prices shall include inside delivery, FOB, to the Police Department, 239 Middle Turnpike East, Manchester, CT 06040. The Town will not pay any additional charges, including energy or fuel surcharges. Unless otherwise specified at time of ordering, all items shall be delivered within forty-five (45) days after receipt of order The Town of Manchester reserves the right to assess liquidated damages of $50 per day against the successful bidder(s) if they fail to meet the delivery requirements as stated on our purchase order. The Town of Manchester also reserves the right to extend delivery schedules or cancel outstanding orders that are beyond the delivery period, whichever is in the best interest of the Town. 5
INVOICING The Town requires that each delivery must be billed by purchase order on separate invoices and must include item descriptions. For example, if a delivery contains items ordered on two purchase orders, the vendor shall provide two invoices for that delivery. Invoices that do not meet these criteria will be returned to the vendor for correction and no payments will be made until corrected invoices are received. PATCHES Prior to award of embroidered patches, items 20a through 20j, the Town may require samples of other embroidered patches produced by the vendor for purposes of evaluating quality and workmanship. Colors for each patch are listed below. Color pictures of all patches are attached. The Town will provide samples of each patch to the successful bidder for color match. MANCHESTER POLICE PATCH WITH DARK BLUE BACKGROUND COLORS: FRENCH BLUE (OUTLINE & LETTERING) MEDIUM GOLD (CIRCLE & INNER OUTLINE) LIGHT (SKY) BLUE DARK GREEN (TREES, BUSHES) BLACK (MILL OUTLINE) TAN (MILL ROOF) BROWN (MILL) GRAY (WATER SPLASH) MEDIUM BLUE (WATER) LIGHT GREEN (GRASS) MANCHESTER POLICE PATCH WITH WHITE BACKGROUND COLORS: FRENCH BLUE (OUTLINE & LETTERING) MEDIUM GOLD (CIRCLE & INNER OUTLINE) LIGHT (SKY) BLUE DARK GREEN (TREES, BUSHES) BLACK (MILL OUTLINE) TAN (MILL ROOF) BROWN (MILL) GRAY (WATER SPLASH) MEDIUM BLUE (WATER) LIGHT GREEN (GRASS) 6
FIELD TRAINING OFFICER (FTO) PATCH WITH NAVY BLUE BACKGROUND COLORS: FRENCH BLUE MEDIUM GOLD MANCHESTER POLICE K-9 UNIT PATCH WITH NAVY BLUE BACKGROUND COLORS: FRENCH BLUE MEDIUM GOLD LIGHT (SKY) BLUE DARK BROWN LIGHT BROWN RED WHITE BLACK MANCHESTER MOTOR OFFICER WITH NAVY BLUE BACKGROUND COLORS: FRENCH BLUE MEDIUM GOLD GOLD SILVER RED BLACK SERGEANT CHEVRONS WITH DARK BLUE BACKGROUND COLORS: FRENCH BLUE MEDIUM GOLD HASH MARKS (FOR YEARS OF SERVICE) WITH BLUE BACKGROUND COLORS: FRENCH BLUE MEDIUM GOLD HASH MARKS (FOR YEARS OF SERVICE) WITH WHITE BACKGROUND COLORS: FRENCH BLUE MEDIUM GOLD 7
MPD PATCH WITH BLUE BACKGROUND ITEM 20A 8
MPD PATCH WITH WHITE BACKGROUND ITEM 20B 9
MPD K-9 PATCH ITEM 20 C 10
MOTOR OFFICER PATCH ITEM 20D 11
FIELD TRAINING OFFICER (FTO) ITEM 20E 12
13
HASH MARKS FOR YEARS OF SERVICE BLUE BACKGROUND ITEM 20H 14
HASH MARKS FOR YEARS OF SERVICE WHITE BACKGROUND ITEM 20I 15
MINI PMD PATCH (TO FIT ON BASEBALL CAP) ITEM 20J 16
TOWN OF MANCHESTER GENERAL SERVICES DEPARTMENT 494 MAIN STREET PO BOX 191 MANCHESTER, CONNECTICUT 06045-0191 Page 1 of 2 BID 17/18-44 PROPOSAL FOR POLICE EQUIPMENT & SUPPLIES I, WE, the undersigned, hereby agree to furnish and deliver the following items at the net prices named herein, subject to and in accordance with the terms and conditions contained in the Invitation to Bid, Rules and Regulations for Competitive Bidding, Standard Instructions to Bidders and Specifications, all of which are made a part of this Proposal. LIST OF ITEMS ATTACHED Bidder agrees to deliver items within days after receipt of order. BIDDER ADDRESS SIGNED BY TITLE NAME (PLEASE PRINT) DATE TELEPHONE FAX EMAIL ADDRESS FOR BID TABULATION
POLICE EQUIPMENT AND SUPPLIES PAGE 2 OF 2 PROPOSAL BID 17/18-44 EST. Item Brand Mod# Description QTY. Unit Price 2 a Uniform Hat Keystone Cap L-2 Navy Blue 8-pt Hat - w/ Gold Buttons - open cane frame w/self detachable black rayon band and short visor 15 8 Belt Keepers Uncle Mike's 8865-4 2 1/4" Molded Belt Keepers (4-Pack) 20 10 Chained Handcuffs Peerless 700c Chain-Link Cuffs w/ Nickel Finish 10 11 Hinged Handcuffs Peerless 801c Hinged Handcuffs w/ Nickel Finish 10 14 Winter Gloves Finger Fashion 793-V Black Leather, Pile Lined 20 19 a Pepper Spray - Cone Sabre Red 520010-C Sabre Red - Cone - 2.0 oz 25 b Pepper Spray - Foam Sabre Red 52H2010-F Sabre Red - Foam - 1.8 oz 10 20 a Patches - Blue Background MPD Patches - Blue Background 750 b Patches - White Background MPD Patches - White Background 100 c Patches - K-9 MPD Patches - K-9 Officer 100 d Patches - Traffic MPD Patches - Motor Officer 100 e Patches - FTO FTO Patch 250 f Patches - SGT - Blue Background SGT Chevrons - Small(for shirts)- Blue Background 250 g Patches-SGT-Blue Background SGT Chevrons - Large(for jackets)- Blue Background 250 h Hash marks - Blue Background Hash Marks for Years of Service - Blue Background 100 i Hash marks - White Background Hash Marks for Years of Service - White Background 100 j Minature MPD Patch - Blue Bkgrnd Mini MPD Patch (To fit on Baseball Cap) 250 21 a Prisoner Transports Adamson Ind. #PT P100UINT13A Single Prisoner Transport System 1/2 Partitil w/sca 6 b Prisoner Transports Adamson Ind. #PT PT S470UINT13 Prisoner Transport System Full Partition with poly window 3 tran seat package, screen/acrylie SUV XL-partition, with metal window barriers BIDDER