Flatbed/Overhead Wide Format Scanner Purchase
| Agency: | City of Westland, |
|---|---|
| State: | Michigan |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD16652569828918029 |
| Posted Date: | Feb 21, 2024 |
| Due Date: | Mar 21, 2024 |
| Solicitation No: | Bid No. 2024-005-IT2024-005-IT |
| Source: | Members Only |
| Bid Number: |
2024-005-IT
|
| Bid Title: |
Flatbed/Overhead Wide Format Scanner Purchase
|
| Category: | Vendor Bids |
| Status: | Open |
|
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Attachment Preview
City of Westland
INSTRUCTIONS FOR PROPOSALS
Flatbed/Overhead Wide Format Scanner Purchase
Department Innovation and Technology
Bid Due Date: March 21, 2024 @ 10:00 a.m.
1. Unless otherwise called for, two copies of the Bid/Proposal, typewritten or
printed in ink, must be submitted.
2. Carefully read and comply as applicable with the standard Terms and
Conditions.
3. No taxes are to be included in any bid/proposal price. Generally, states and
political subdivisions are exempt from Federal taxes. In the event that taxes
must be paid on any materials necessary to complete the contract, the
Contractor shall bear the cost and responsibility of such taxes. To the extent
any sales, import or other taxes apply, they are to be invoiced as a separate
item.
4. The Instructions to Bidders and Terms and Conditions are part of the
proposal package and should be read thoroughly and considered when
submitting bids.
5. Awarded bidders should allow for approximately 30 days from receipt of
invoice to receive payment from the City of Westland.
6. The request for proposal and any accompanying documents shall be
submitted by the time specified (no exceptions will be made) in a sealed
envelope addressed as follows:
City of Westland
Purchasing Division
36300 Warren Road
Westland, MI 48185
For electronic bid submissions, please refer to the attached how to guide for
frequently asked questions and submission steps.
In addition, subject matter of the proposal, date and the hour of the bid opening
as stated in the invitation should be printed in the lower left corner of the
envelope. Failure to do so may result in premature opening of/or failure to
open.
City of Westland
BID/PROPOSAL TERMS AND CONDITIONS
1. PREPARATION OF BIDS/PROPOSAL:
a. Bidders are expected to examine specifications and all instructions.
b. If any person contemplating submitting a proposal is in doubt as to the true meaning of any
part of the specifications or other conditions within the invitation, he/she may submit to the
Purchasing Division a written request for an interpretation thereof. The person submitting
the request will be responsible for its prompt delivery. Any interpretation will be made only
by an addendum duly issued by the designated City Representative. A copy of each
addendum will be mailed or delivered to each person in receipt of the invitation. Failure on
the part of the prospective bidder to receive a written interpretation prior to the time of the
opening of bids will not be grounds for withdrawal of proposal. Bidder will acknowledge
receipt of each addendum issued by stating it in his proposal. Oral explanations will not be
binding.
c. Each bidder shall furnish all information required on Bid Form. The person signing the Bid
Form must initial any and all erasures and/or other changes made to the bid document.
2. SUBMISSION OF BIDS/PROPOSALS:
a. Bids may be submitted in sealed envelopes and shall include the following information on
the face of the envelope: bidder’s name, address, subject matter of proposal, date and
hour of bid opening as stated in the invitation. Failure to do so may result in a premature
opening of or failure to open such proposal.
b. Effective March 7, 2022, Bidders have the option to submit their proposal electronically.
Please refer to the attached how to guide for frequently asked questions and submission
steps.
c. Bidders are responsible for submitting proposals before the stated closing time. Delays in
the mail or technology constraints will not be considered. Any proposal received after the
stated closing time will not be opened and shall not be considered in the bid opening. No
exceptions will be made.
d. In the event no bid is to be submitted, do not return the invitation. However, a letter or post
card should be sent to the Purchasing Division advising whether future invitations are
desired.
e. Any bid may be withdrawn by giving a written notice to the Purchasing Division before
stated closing time. After stated closing time no bid may be withdrawn or canceled for a
period of 60 days after said closing time.
f. All Bids and/or proposals are to be submitted on the bid forms supplied in the bid package.
g. When reviewing bids, totals written out in words will take precedence over totals written in
figures.
3. CONSIDERATION OF BIDS/PROPOSALS:
a. A designated City Department Head shall represent the City in all matters pertaining to this
proposal and contract in conjunction therewith. The City reserves the right to reject any or
all proposals and to disregard any informality in the bids and bidding.
b. Proposals submitted on Bid Forms are understood to be according to Specification Date.
Variations in proposals will be considered when same are submitted on Substitution
Proposal forms furnished herein and all required information is contained in such proposal.
In cases where an item requested is identified by a manufacturer’s name, trade name,
catalog number or reference, it is understood that the bidder proposed to furnish the item
so identified and does not propose to furnish an “equal” unless the proposed “equal” is
definitely indicated by submission of the Substitution Proposal form.
Reference to any of the above is intended to be descriptive, but not restrictive and only
indicates articles that will be satisfactory. Bids of “equal” will be considered, provided that
the bidder states in his proposal exactly what he proposed to furnish, including sample,
illustration, or other descriptive matter which will clearly indicate the character of the article
covered by such proposal.
The designated City Representative hereby reserves the right to approve as an equal, or to
reject as not being an equal, any article proposed which contains major or minor variations
from specifications requirements, but which may comply substantially therewith.
c. The City reserves the right, when it seems to be in the best interest of the City, to award
the bid in part or in whole, reject any bids or waive informalities.
d. Pursuant to Chapter 2, Section 2-707(a), of Westland City Code, before any contract is
awarded which requires approval by the City Council, the vendor must disclose any
substantial interest held by any city official or city employee or their immediate family in the
vendor’s business.
e. Alternate proposals of equivalence will be considered.
f. After the bidding deadline, discussions may be conducted between the City and some or all
of the responsible bidders who submit proposals determined to be reasonably likely to be
selected for award for the purpose of clarification to assure full understanding of,
responsiveness to, and compliance with the solicitation requirements. Bidders shall be
accorded fair and equal treatment with respect to any opportunity for discussion and
revision of proposals, and such revisions may be permitted after submissions and prior to
award for the purpose of obtaining best and final offers.
g. The City may, between the bidding deadline and signing of a contract with the Respondent,
reject any Respondent and select another if the City believes it is in its best interest to do
so.
4. FAIR EMPLOYMENT PRACTICE AND NON-DISCRIMINATION:
The firm or their subcontractors shall not discriminate against any employee or applicant for
employment because of race, color, religion, sex, age, national origin, marital status or
handicap. The firm shall take affirmative action to ensure that applicants are employed and
employees are treated during employment without regard to race, color, religion, sex, age,
national origin, marital status or handicap. Such action shall include, but not be limited to, the
following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising,
layoff or termination, rate of pay or other forms of compensation, and selection of training,
including apprenticeship. Breach of this covenant may be regarded as a material breach of
contract.
5. PERSONNEL REQUIREMENTS:
All installation personnel costs must meet Davis Bacon Act Regulations (prevailing wages – if
the contract exceeds $75,000) and must comply with all Community Development Block Grant
requirements, if applicable. Prevailing wage rates will be available upon request.
All companies must comply with the Fair Employment Practice Act, Executive Order 1126
entitled the “Equal Employment Opportunity,” as amended by Executive Order 11375 and
Department of Labor Regulations (41 CFR Part 60), and other Federal, State and City
requirements which are applicable to grants-in-aid programs.
All companies shall not discriminate against any employee or applicant for employment
because of race, color, religion, sex, age, national origin, marital status or handicap.
Companies shall take affirmative action to ensure that applicants are employed, and
employees are treated during employment without regard to race, color, religion, sex, age,
national origin, marital status, or handicap. Such action shall include, but not be limited to, the
following: employment, upgrading, demotion or transfer; recruitment or recruitment
advertising; layoff or termination; rates of pay or other forms of compensation; and selection of
training, including apprenticeship.
All companies must agree that the city of Westland, the County of Wayne, the Federal grantor
agency, the Comptroller General of the United States, or any of their duly authorized
representatives, shall have access, during regular business hours, to any books, documents,
papers and records of their company which are directly pertinent to this agreement, for the
purpose of making an audit, examination, excerpts and transcriptions. The company shall
maintain all records for three years after all pending matters under this agreement are closed.
6. INDEMNIFICATION
Proposer to the fullest extent permitted by law agrees to indemnify, defend and save harmless
the City of Westland and its elected and appointed officials and officers, agents, servants and
employees from and against all loss or expense, including cost and attorney’s fees by reason
of liability imposed by law upon the City of Westland and its elected and appointed officials and
officers, agents, servants and employees for damages because of bodily injury, including
death, resulting from or sustained by any person or persons on account of damage to property,
including loss of use thereof, arising out of or in consequence of the performance of the
contract whether such injuries to persons or damage to property is due or claimed to be due to
the negligence of the City of Westland, its elected and appointed Officials, officers, appointed
agents, servants and employees, except only if such injury or damage is occasioned by the
sole negligence of the City of Westland
7. INSURANCE PROVISIONS
The proposer shall purchase and maintain, throughout the term of this agreement,
comprehensive general liability insurance, including contractual liability, to protect the provider
from all claims for bodily injury, including accidental death, personal injury, and property
damage arising from operations under this agreement, whether such operation be by the
proposer, subcontractor, agent, or by anyone else directly or indirectly employed by the
proposer. In addition, all statutory insurance requirements, including worker’s compensation,
shall be met. All required insurance policies shall be issued by reputable insurance companies
duly authorized to engage in the insurance business in the State of Michigan. Limits of such
insurance shall be stated below:
Worker’s Compensation
Statutory
Comprehensive General Liability
$1,000,000
Employer’s Liability
$1,000,000 per occurrence
Motor Vehicle Insurance – Owned, Non- Owned and Hired
Bodily Injury
$500,000 per occurrence
Property Damage
$500,000 per occurrence
The City of Westland shall be named on such policies as insured or named as additional
insured. Failure to maintain insurance coverage throughout the life of the contract, consistent
with the provisions of this Section, shall be considered a breach of contract. Proposer shall
procure and maintain during the life of the contract umbrella excess liability insurance in the
single amount limit of at least two million dollars. This insurance shall be project specific and
the umbrella excess policy wording shall apply to the Proposers general liability and its
automobile liability insurance. Each insurance policy shall specify that no policy may be
terminated for any reason unless 30 days prior written notice of such proposed termination
shall be given to the City of Westland, and before commencing any work related to the
contract Proposer shall provide the City of Westland certificates of insurance for the required
insurance policies.
8. SEVERABILITY OF CONTRACT
In the event any one or more of the provisions contained in this agreement shall for any reason
be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality, or
unenforceability shall not affect any other provision of this agreement, but this agreement shall
be construed as if such invalid or unenforceable provisions had never been contained.
Further, in the event that any provision of this agreement shall be held to be unenforceable by
virtue of its scope, but may be made enforceable by a limitation thereof, such provision shall
be deemed to be amended to the minimum extent necessary to render it enforceable under
the laws of the jurisdiction in which enforcement is sought.
9. AMENDMENTS TO CONTRACT
When awarded, the agreement shall not be changed, modified, altered, or amended in any
respect without the mutual consent of the parties hereto, which consent shall be evidenced by
a written amendment to the agreement executed by both parties.
(Vendor’s Name) ______________________________________________________________
(Address)____________________________________________________________________
(Email Address)_________________________________
(Telephone Number)_________________________
(Name of Person Completing)________________________________________
(Title)___________________________________________________________
Signature _____________________ Date ______________
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