Fire Retardant Shirts Addendum 1
| Agency: | City of Columbia |
|---|---|
| State: | Missouri |
| Level of Government: | State & Local |
| Category: |
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| Opps ID: | NBD16816151837784847 |
| Posted Date: | Jan 11, 2024 |
| Due Date: | Jan 18, 2024 |
| Solicitation No: | 161/2023 |
| Source: | Members Only |
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Bid Information
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Contact Information
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Bid Attachments
| File Name | Description | File Size | ||||
| ||||||
|
161-2023 RFP Final.pdf |
161/2023 RFP | 291 KB | ||||
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Addendum 1.doc |
Addendum 1 document | 240 KB | ||||
|
Attachment 1 - Sample Agreement-Terms.pdf |
Terms and Conditions | 857 KB | ||||
Attachment Preview
SOLICITATION NO.: Request for Proposal (RFP) 161/2023
BUYER: Abbie Addams
PHONE NO.: (573) 874-7374
E-MAIL: abbie.addams@como.gov
TITLE: Fire Retardant Shirts
ISSUE DATE: 12/12/2023
RETURN PROPOSAL NO LATER THAN: 12/28/2023 AT 5:00 PM CENTRAL TIME (END DATE)
OFFERORS ARE ENCOURAGED TO RESPOND ELECTRONICALLY THROUGH THE CITY’S E-BIDDING
WEBSITE BUT MAY RESPOND BY HARD COPY (See Mailing Instructions Below)
MAILING INSTRUCTIONS:
Print or type Solicitation Number and End Date on the lower left hand corner of the
envelope or package. Delivered sealed proposals must be in the Purchasing Division office
(701 E. Broadway, 5th Floor) by the return proposal date and time.
(U.S. Mail)
(Courier Service)
RETURN PROPOSAL TO: CITY OF COLUMBIA PURCHASING or CITY OF COLUMBIA PURCHASING
PO BOX 6015
701 E. BROADWAY, 5th FLOOR
COLUMBIA MO 65205
COLUMBIA MO 65201
CONTRACT PERIOD: Effective Date of Contract through One (1) Year
DELIVER SUPPLIES/SERVICES FOB (Free On Board) DESTINATION TO THE FOLLOWING ADDRESS:
City of Columbia, Utilities Department
701 E. Broadway
Columbia, MO 65201
The offeror hereby declares understanding, agreement and certification of compliance to provide the items and/or services, at the prices
quoted, in accordance with all requirements and specifications contained herein. The offeror further agrees that the language of this RFP
shall govern in the event of a conflict with their proposal. The offeror further agrees that upon receipt of an authorized purchase order from
the Purchasing Division or when a Contract is signed and issued by an authorized official of the City of Columbia, a binding contract shall
exist between the offeror and the City of Columbia.
SIGNATURE REQUIRED
OFFEROR NAME
MAILING ADDRESS
CITY, STATE, ZIP CODE
CONTACT PERSON
PHONE NUMBER
EMAIL ADDRESS
FAX NUMBER
OFFEROR TAX FILING TYPE WITH IRS (CHECK ONE)
___ Corporation ___ Individual ___ State/Local Government
AUTHORIZED SIGNATURE
___ Partnership
DATE
___ Sole Proprietor
___IRS Tax-Exempt
PRINTED NAME
TITLE
RFP 161/2023 – Fire Retardant Shirts
Page 2
1. INTRODUCTION AND GENERAL REQUIREMENTS
INTRODUCTION:
This document constitutes a request for competitive, sealed proposals for the provision of fire retardant shirt services
for the City of Columbia, Missouri (hereinafter referred to as City) as set forth herein.
Organization - This document, referred to as an RFP, is divided into the following parts:
1) Introduction and General Information
2) Scope of Work
3) Proposal Submission Information
4) Pricing Page(s)
5) Exhibits A – F
6) Attachment 1 – Terms and Conditions
Terminology/Definitions: Whenever the following words and expressions appear in a Request for Proposal (RFP)
document or any addendum thereto, the definition or meaning described below shall apply.
Addendum/Amendment means a written, official modification to an RFP.
Attachment applies to all forms which are included with an RFP to incorporate any informational
data or requirements related to the performance requirements and/or specifications.
Proposal end date and time and similar expressions mean the exact deadline required by the RFP
for the receipt of sealed proposals.
Offeror means the supplier, vendor, person, or organization that responds to an RFP by submitting
a proposal with prices to provide the equipment, supplies, and/or services as required in the RFP
document.
Buyer means the procurement staff member of the Purchasing Division. The contact person as
referenced herein is usually the buyer.
Contract means a legal and binding agreement between two or more competent parties, for a
consideration for the procurement of equipment, supplies, and/or services.
Contractor means a supplier, offeror, person, or organization who is a successful offeror as a result
of an RFP and who enters into a contract.
Exhibit applies to forms which are included with an RFP for the offeror to complete and submit
with the sealed proposal prior to the specified end date and time.
Request for Proposal (RFP) means the solicitation document issued by the Purchasing Division to
potential offerors for the purchase of equipment, supplies, and/or services as described in the
document. The definition includes all pricing pages, exhibits, attachments, and addendums thereto.
May means that a certain feature, component, or action is permissible, but not required.
Must means that a certain feature, component, or action is a mandatory condition.
Pricing Page(s) applies to the form(s) on which the offeror must state the price(s) applicable for the
equipment, supplies, and/or services required in the RFP. The Pricing Pages must be completed
and submitted by the offeror with the sealed proposal prior to the specified proposal end date and
time.
Shall have the same meaning as the word must.
Should means that a certain feature, component and/or action are desirable but not mandatory.
RFP 161/2023 – Fire Retardant Shirts
Page 3
SCHEDULE OF ACTIVITIES:
DATE
12/21/2023
ACTIVITY
Close of written Requests for Additional Information
12/22/2023
Written responses to Requests for Additional Information sent to all
12/28/2023
Request for Proposal is due by 12/28/2023 5:00 p.m. CST
TBD
Contract Start Date
The above dates are target dates and may change.
PROPOSAL SUBMISSION:
Proposals may be submitted in a sealed envelope at the purchasing office or uploaded electronically on the City’s
E-bidding website. No fax or e-mail proposals will be accepted. Sealed proposals must be delivered to the Finance
Department, Purchasing Division, 701 E. Broadway, 5th Floor, Columbia, MO 65201 by the closing date and time.
Proposals received after the appointed time will be determined non-responsive and will not be opened. The proposal
must be in sealed envelopes and marked in bold letters “RFP 161/2023 – Fire Retardant Shirts”
QUESTIONS/CLARIFICATIONS OF THE REQUEST FOR PROPOSAL:
All questions concerning the solicitation and specifications shall be submitted in writing via e-mail to the name
below. You are encouraged to submit your questions via e-mail.
Abbie Addams, Procurement Officer
Phone: (573) 874-7374
E-mail: abbie.addams@como.gov
Any oral responses to any question shall be unofficial and not binding on the City of Columbia. An Addendum to
this RFP providing the City of Columbia’s official response will be issued if necessary to all known prospective
offerors. Questions must be submitted no later than 5:00 p.m. on 12/21/2023.
This written Request for Additional Information will take place of the normal Pre-Proposal Conference.
VALIDITY OF PROPOSALS:
Offerors agree that proposals will remain firm for a period of ninety (90) calendar days after the date specified for
the return of proposals.
REJECTION OF PROPOSALS:
The City of Columbia reserves the right to reject any or all proposals received in response to this RFP, or to cancel
the RFP if it is in the best interest of the City of Columbia to do so. Failure to furnish all information requested in
this RFP may disqualify the proposal. Any exceptions to the requirements specified must be identified in the
proposal.
WITHDRAWAL OF PROPOSALS:
Any offeror may withdraw his or her proposal at any time prior to the scheduled closing time for the receipt of
proposals. However, no proposal will be withdrawn for a period of ninety (90) calendar days after the scheduled
closing time for the receipt of proposals.
RFP 161/2023 – Fire Retardant Shirts
Page 4
ALTERATION OF SOLICITATION:
The wording of the City of Columbia’s solicitation may not be changed or altered in any manner. Offerors taking
exception to any clause in whole or in part should do so by listing said exceptions on their letterhead and submitting
them with their proposal; such exceptions will be evaluated and accepted or rejected by the City of Columbia, whose
decision will be final.
RESPONSE MATERIAL OWNERSHIP:
All material submitted regarding this RFP becomes the property of the City of Columbia. Any person may review
proposals after the Agreement has been issued, subject to the terms of this solicitation.
INCURRING COSTS:
The City of Columbia shall not be obligated or be liable for any cost incurred by offerors prior to issuance of an
Agreement. All costs to prepare and submit a response to this solicitation shall be borne by the offeror.
COLLUSION CLAUSE:
Any agreement or collusion among offerors and prospective offerors to illegally restrain freedom of competition by
agreement to fix prices, or otherwise, will render the proposals of such offerors void.
CONTRACT DOCUMENTS:
The final agreement between the City of Columbia and the offeror will include by reference:
Offeror’s Response to the RFP
The City Issued RFP with any addendums
Any changes, additions or modifications hereto will be in writing and signed by the Purchasing Agent. No other
individual is authorized to modify the agreement in any manner.
FUNDS:
Financial obligations of the City of Columbia payable after the current fiscal year are contingent upon funds for
that purpose being appropriated, budgeted, and otherwise made available. In the event funds are not appropriated,
any resulting Contract will become null and void, without penalty to the City of Columbia.
TERMS AND CONDITIONS:
The terms and conditions document is attached as Attachment 1. Please review the terms and conditions set forth
therein. Should the offeror take exception to any of the required legal terms and conditions set forth in Attachment
1, the offeror shall specifically include the exceptions in its proposal on vendor letterhead.
RFP 161/2023 – Fire Retardant Shirts
Page 5
2. SCOPE OF SERVICES
PERIOD OF SERVICE:
Contract Period: The original contract period shall be as stated in the agreement/contract or notice of award. The
contract shall not bind, nor purport to bind, the city for any contractual commitment in excess of the original contract
period. The Purchasing Division shall have the right, at its sole option, to renew the contract for four (4) additional
one-year periods, or any portion thereof. In the event the Purchasing Division exercises such right, all terms and
conditions, requirements and specifications of the contract shall remain the same and apply during the renewal
period, pursuant to applicable option clauses of the agreement/contract.
Renewal Periods: If the option for renewal is exercised by the Purchasing Division, the contractor shall agree that
the prices for the renewal period shall not exceed the maximum price for the applicable renewal period stated herein.
If renewal prices are not provided, then prices during renewal periods shall be the same as during the
original contract period.
In addition, the contractor shall understand and agree that renewal period price increases specified in the
contract are not automatic. At the time of contract renewal, if the city determines funding does not permit
the specified renewal pricing increase or even a portion thereof, the renewal pricing shall remain the same
as during the previous contract period. If such action is rejected by the contractor, the contract may be
terminated, and a new procurement process may be conducted. The contractor shall also understand and
agree the city may determine funding limitations necessitate a decrease in the contractor’s pricing for the
renewal period(s). If such action is necessary and the contractor rejects the decrease, the contract may be
terminated, and a new procurement process may be conducted.
In no event, shall the term of the contract/agreement exceed five (5) years and three (3) months per City Ordinance.
SUBCONTRACTORS:
Any subcontracts for the products/services described herein must include appropriate provisions and contractual
obligations to ensure the successful fulfillment of all contractual obligations agreed to by the contractor and the
City and to ensure that the City is indemnified, saved, and held harmless from and against any and all claims of
damage, loss, and cost (including attorney fees) of any kind related to a subcontract in those matters described in
the contract/agreement between the City and the contractor.
The contractor shall expressly understand and agree that they shall assume and be solely responsible for all
legal and financial responsibilities related to the execution of a subcontract.
The contractor shall agree and understand that utilization of a subcontractor to provide any of the
products/services in the contract/agreement shall in no way relieve the contractor of the responsibility for
providing the products/services as described and set forth herein.
The contractor shall only utilize subcontractors stated on Exhibit D in performance of the
contract/agreement. The contractor must obtain the approval of the City prior to establishing any new
subcontracting arrangements and before changing any subcontractors. The approval shall not be arbitrarily
withheld.
SCOPE OF SERVICES:
Contractor shall provide fire retardant shirts from various manufacturers in various sizes. The estimated items
needed are listed on the pricing pages. Additional items can be added on as needed.
This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation.
For more information, please visit the Publication URL Web page.
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