Automotive Batteries
| Agency: | City of Columbia |
|---|---|
| State: | Missouri |
| Level of Government: | State & Local |
| Category: |
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| Opps ID: | NBD16816289565173215 |
| Posted Date: | Mar 14, 2024 |
| Due Date: | Mar 29, 2024 |
| Solicitation No: | 63/2024 |
| 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 | ||||
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63-2024 - Final RFP.pdf |
63/2024 - Final RFP | 4.87 MB | ||||
Attachment Preview
SOLICITATION NO.: Request for Proposal (RFP) 63/2024
BUYER: Michelle Sorensen
PHONE NO.: (573) 874-6317
E-MAIL: Michelle.Sorensen@como.gov
TITLE: Automotive Batteries
ISSUE DATE: March 14, 2024
RETURN PROPOSAL NO LATER THAN: March 29, 2024 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, Public Works Department
Grissum Building, 1313 Lakeview Drive
Fleet Operations West, 1403 Business Loop 70 West
Fleet Operations Landfill, 5400 Peabody Road
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 31/2024 – Automotive Batteries
Page 2
1. INTRODUCTION AND GENERAL REQUIREMENTS
INTRODUCTION:
This document constitutes a request for competitive, sealed proposals for the provision and delivery of automotive
batteries 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 and Technical Specifications
3) Proposal Submission Information
4) Pricing Page(s)
5) Exhibits A – F
6) Attachment 1 – Federal Transit Authority (FTA) Terms and Conditions
7) Attachment 2 - Sample Contract
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.
SCHEDULE OF ACTIVITIES:
DATE
March 20, 2024
March 22, 2024
ACTIVITY
Close of written Requests for Additional Information
Written responses to Requests for Additional Information sent to all
RFP 31/2024 – Automotive Batteries
March 29, 2024
Request for Proposal is due by 5:00 p.m. CST
TBD
Contract Start Date
The above dates are target dates and may change.
Page 3
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 63/2024 - Automotive Batteries.”
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.
Michelle Sorensen, CPPB – Procurement Officer
Phone: 873-874-6317
E-mail: Michelle.Sorensen@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 March 20, 2024.
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.
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:
RFP 31/2024 – Automotive Batteries
Page 4
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.
STATE OF ISRAEL:
If applicable under Section 34.600 RSMo, and to the extent not in violation of any state or federal constitution,
contractor hereby certifies that company is not currently engaged in and shall not for the duration of the contract,
engage in a boycott of goods or services from the State of Israel; companies doing business in or with Israel or
authorized by, licensed by, or organized under the laws of the State of Israel; or persons or entities doing business
in the State of Israel.
COOPERATIVE PROCUREMENT:
The contractor shall provide automotive batteries as described herein under the terms and conditions, requirements
and specifications of the contract, including prices, to other government entities in accordance with the
specifications stated herein. The contractor shall further understand and agree that participation by other
governmental entities is discretionary on the part of that governmental entity and the City of Columbia bears no
financial responsibility for any payments due the contractor by such governmental entities.
TERMS AND CONDITIONS/SAMPLE CONTRACT:
The sample contract is attached as Attachment 2. Please review the terms and conditions set forth in the sample
contract. Should the offeror take exception to any of the required legal terms and conditions set forth in Attachment
2, the offeror shall specifically include the exceptions in its proposal on vendor letterhead.
RFP 31/2024 – Automotive Batteries
Page 5
2. SCOPE OF SERVICES AND TECHNICAL SPECIFICATIONS
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: Pricing shall remain firm for the first year of the contract from the date of award.
After the end of the first year, the pricing may be changed only once per year for the following reasons:
A: An increase or decrease in the supplier's cost of materials may be justification for price change; however, this
shall not be construed in any way to increase contractor’s profit.
B: All written requests for increase’s shall include backup documentation as to the nature of the increase and shall
be submitted to the City Purchasing Agent at least thirty (30) calendar days prior to the scheduled
increase/decrease of renewal of contract.
Approval of each request shall be by written confirmation from the City Purchasing Agent. If the City should
consider said increase unwarranted or unreasonable, the City reserves the right to terminate the contract with the
contractor. Any price decline at the manufacturer's level shall be reflected in an immediate reduction of the contract
prices and the contract shall notify the vendor of said decline.
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.
SCOPE OF SERVICES:
The City of Columbia is seeking responses from qualified offerors to provide batteries to multiple City locations,
as needed and requested.
Batteries may be used in vehicles originally purchased with Federal Transit Administration (FTA) funds therefore,
FTA requirements are included in Attachment 1.
Contractor shall exchange batteries for purchased batteries, a core charge shall not be charged.
Contractor shall remove all traded-in-batteries from City locations, within three (3) business days of notification.
Contractor shall dispose of all batteries in accordance with all applicable laws and regulations.
Contractor shall warranty all batteries from defects for one (1) year from purchase date.
Contractor shall provide batteries that are within nine (9) months of date of manufacture. Manufacturing date shall
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