CAT AND DOG FOOD FOR THE ANIMAL SHELTER
| Agency: | City of Springfield |
|---|---|
| State: | Missouri |
| Level of Government: | State & Local |
| Category: |
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| Opps ID: | NBD16835088134671330 |
| Posted Date: | Dec 1, 2023 |
| Due Date: | Dec 20, 2023 |
| Solicitation No: | 040-2024IFIB |
| Source: | Members Only |
| Bid Number: |
040-2024IFIB
|
| Bid Title: |
CAT AND DOG FOOD FOR THE ANIMAL SHELTER
|
| Category: | All Notifications – Division of Purchases |
| Status: | Open |
|
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Attachment Preview
IFIB #040-2024
CITY OF SPRINGFIELD, MISSOURI
DIVISION OF PURCHASES
Todd Cox, Buyer
Date Issued: Friday, December 1, 2023
City of Springfield
Buyer’s Email: tcox@springfieldmo.gov
Division of Purchases
Telephone Number: 417-864-1708
218 E. Central
Springfield, MO 65802
INVITATION FOR INFORMAL BID (IFIB) #040-2024
The City of Springfield will accept electronically submitted bids via email to purchasingquotes@springfieldmo.gov or from qualified persons or firms
interested in providing the following:
CAT AND DOG FOOD FOR THE ANIMAL SHELTER
BIDS MUST BE RECEIVED ELECTRONICALLY IN THE DIVISION OF PURCHASES PRIOR TO 3:00 P.M. (CST) ON WEDNESDAY, DECEMBER
20, 2023. Bids will be opened by the buyer listed above. Bids will be read aloud publicly at the specified bid opening date and time via teleconference.
To participate, dial (978) 990-5387. Then, enter access code 322594.
Bids shall be submitted on the forms provided and may be manually, electronically, or digitally signed by the individual authorized to legally bind the
company. Bidders are to submit all pages of this IFIB identified with “RETURN THIS PAGE” stated on the bottom right corner of said pages. Failure
to do so shall render your Bid non-responsive.
• Bids shall be submitted with the IFIB number clearly indicated.
• Bids received after the opening date and time will be rejected.
• The attached Terms and Conditions shall become part of any contract resulting from this Bid.
• Bid response shall be submitted via email to: purchasingquotes@springfieldmo.gov
The undersigned certifies that he/she has the authority to bind this company in a contract to supply the service or commodity in accordance with all
terms and conditions specified herein. Please type or print the information below.
Respondent is REQUIRED to complete, sign, and return this form with their submittal.
NOTE: All businesses doing business in the State of MO should be registered with the Missouri Secretary of State. Upon MO registration, a charter
number is issued and should be identified below. If your business is exempt, the exemption number should be referenced below, in lieu of a charter
number.
Company Name
Authorized Person (Print)
Address
Signature
City/State/Zip
Title
Telephone #
Fax #
Date
Tax ID #
Email:
__________________________________________________
State of Missouri Charter Number or Exemption Number
Revised: BC: 03/28/2023
Reviewed by Law:
Page 1 of 27
RETURN THIS PAGE
TABLE OF CONTENTS:
Cover Title-Signature Page
Table of Contents
Scope
Instructions to Bidders
Specific Requirements of Bid
Specifications
Pricing
Sample Contract
Standard Terms and Conditions
List of References and Experience
Affidavit of Compliance
Certification Regarding Potential Conflicts of Interest
Statement of “No Bid”
IFIB #040-2024
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Bidding documents and any addendums are available by accessing Springfield Civic Plus at
https://mo-springfield.civicplus.com/Bids.aspx or the Division of Purchases e-bidding website (DemandStar) at or by contacting the
Buyer listed on page 1.
The City is committed to providing opportunities to DBE, MBE, and WBE prime, general and subcontractors and encourages such
business enterprises to submit responses.
Revised: BC: 03/28/2023
Reviewed by Law:
Page 2 of 27
IFIB #040-2024
1.0 SCOPE: The City of Springfield is seeking qualified firms or persons to provide cat and dog food as needed for the Springfield
Animal Shelter. A contract will be issued in the form of a yearly contract.
1.1 INSTRUCTIONS TO BIDDERS
1.2 BID OPENING: Bids submitted in response to this Invitation for Informal Bid (IFIB) will be opened in the presence of Purchasing
officials at the due date and time indicated on the IFIB. Bids will be read aloud publicly at the specified bid opening date and time
via teleconference or video conference. To participate dial (978) 990-5387. Then, enter access code 322594.
1.3 PREPARATION OF BIDS:
1.3.1 Bidders are expected and required to examine and understand any drawings, specifications, schedules, and all
instructions related to this Invitation for Informal Bid (IFIB). Failure to do so will be at the Bidder's risk.
1.3.2
Each Bidder shall furnish the information required by the IFIB. The Bidder shall sign the IFIB. Erasures or other changes
must be initialed by the person signing the offer. Bids signed by an agent are to be accompanied by evidence of their
authority to sign on behalf of the Bidder unless such evidence has been previously furnished to the City.
1.3.3
Unit Price for each unit Bid shall be shown and such price shall include packing unless otherwise specified. Freight or
shipping shall be included in the Unit Price unless requested as a single line item. A total shall be entered in the total
column for each item Bid. In case of a discrepancy between a Unit Price and Extended Price, the Unit Price will be
presumed to be correct.
1.3.4 Alternate Bids for supplies or services, other than those specified, shall not be considered unless authorized by the IFIB.
Bidders shall submit complete specifications on all Alternate Bids, unless otherwise provided by this IFIB.
1.3.5 Alternate Bids without complete specifications may be rejected. Alternate Bids and exceptions may be rejected.
1.3.6 Alternate Bids and exceptions to Bid clauses must be clearly noted on the Affidavit of Compliance Form.
1.3.7 Unless otherwise provided in the IFIB, Bidders shall state a definite time for delivery of supplies or services after receipt
of the order.
1.3.8 Time, if stated as a number of days, shall include Saturdays, Sundays, and holidays.
1.3.9 If the item has a trade name, brand or catalog number, all such information shall be stated in the Bid.
1.3.10 Prices quoted are to be firm, final and shall include shipping F.O.B. Destination whereby all transportation charges shall
be paid by the Contractor, unless requested as a single line item.
1.4 IFIB DELIVERY REQUIREMENTS: Any Bids received after the time and date provided in this IFIB shall not be considered. It shall
be the sole responsibility of the Bidder to have their Bid sent via email to: purchasingquotes@springfieldmo.gov.
1.5 LEGAL NAME AND SIGNATURE: Bids shall clearly indicate the legal name, physical address, e-mail address, and telephone
number of the Bidder (company, firm, corporation, partnership, or individual). Respondent’s legal entity company name must be
identified as the SAME on their submitted W-9 and Certificate of Insurance (COI). Bids may be manually, electronically, or digitally
signed above the printed name and title of the signer on the Affidavit of Compliance page. The signer shall have the authority to
legally bind the company to the submitted Bid. Failure to properly sign the TITLE-SIGNATURE PAGE shall invalidate same, and it
shall not be considered for award.
1.6 CORRECTIONS: Corrections, erasures, or other changes must be initialed by the person signing the offer. Bids signed by an agent
are to be accompanied by evidence of their authority to sign on behalf of the Bidder. If a correction is necessary, draw a single
line through the entered figure and enter the corrected figure above it.
Revised: BC: 03/28/2023
Reviewed by Law:
Page 3 of 27
1.7 CLARIFICATION AND ADDENDA:
IFIB #040-2024
1.7.1
Each Bidder shall examine all IFIB documents and shall judge all matters relating to the adequacy and accuracy of such
documents. Any inquiries or suggestions concerning interpretation, clarification, or additional information pertaining
to the Invitation for Informal Bids shall be made through the Division of Purchases in writing. No oral interpretations
shall be made to any Bidder by the City. The issuance of written addenda is the official method whereby interpretation,
clarification, or additional information shall be given. Receipt of an addendum to an IFIB by a Bidder must be
acknowledged by signing and submitting the addendum along with their bid submittal. Such acknowledgement must be
received prior to the hour and date specified for receipt of Bids or submitted with the Bid and received prior to the
opening time and date.
1.7.2
It shall be the responsibility of each Bidder, prior to submitting their Bid, to contact the Division of Purchases at phone
number 417-864-1620, or to check the Purchasing website to determine if addenda were issued and to make such
addenda a part of their Bid. The Division of Purchases website is located at: http://www.springfieldmo.gov/Bids.aspx
1.8 IFIB EXPENSES: All expenses for making Bids to the City are to be borne solely by the Bidder.
1.9 IRREVOCABLE OFFER: No bid shall be withdrawn after the date and time set for opening Bids. All Bids shall, upon opening,
constitute an irrevocable period of ninety (90) calendar days until one or more of the Bids have been duly accepted by the City.
1.10 RESPONSIVE AND RESPONSIBLE BIDDER: To be responsive, a Bidder shall submit a Bid that conforms in all material respects to
the requirements set forth in this IFIB. To be a responsible Bidder, the Bidder shall have the capability in all respects to perform
fully the contract requirements, and the tenacity, perseverance, experience, integrity, reliability, capacity, facilities, equipment,
and credit which will ensure good faith performance. The lowest responsible Bidder shall mean the Bidder who makes the lowest
Bid to sell goods or services of a quality which conforms closest to the quality of goods or services set forth in the specifications
or otherwise required by the City and who is known to be fit and capable to perform the Bid as made.
1.11 QUALIFICATIONS OF BIDDERS: Each Bidder shall submit a Statement of Bidder's Qualifications with their bid submittal if it is a
requirement and requested in the bid document. The City shall have the right to take such actions as it deems necessary to
determine the ability of the Bidder to perform the work contemplated by this IFIB Bidders shall furnish to the City such additional
information and data as may be requested and shall cooperate with the City in all respects. The City reserves the right to reject
any Bid where an investigation or consideration does not satisfy the City that the Bidder is qualified to properly carry out the
contract documents' terms.
1.12 THE RIGHT TO AUDIT: The Bidder agrees to furnish supporting detail as may be required by the City to support charges or
invoices, to make available for audit purposes all records covering charges pertinent to the purchase, and to make appropriate
adjustments in the event discrepancies are found. The cost of any audit will be paid by the City. The City shall have the right to
audit the Bidder’s records pertaining to the work/product for a period of three (3) years after final payment.
1.13 APPLICABLE LAW: All applicable laws and regulations of the State of Missouri and the City of Springfield, Missouri including the
City’s Procurement Regulations and Procedures stated in the City Purchasing Manual shall apply to any resulting agreement,
contract, or purchase order. Any involvement with City Procurement shall be in accordance with the City Purchasing Manual.
The following is the link to the City Purchasing Manual:
https://www.springfieldmo.gov/DocumentCenter/View/7604/Purchasing-Manual-PDF
1.14 RIGHT TO PROTEST:
1.14.1 Appeals and remedies are provided for in the City Purchasing Manual. Protestors shall seek resolution of their
complaints initially with the City Purchasing Agent.
1.14.2 Any protest shall state the basis upon which the solicitation or award is contested and shall be submitted within thirty
(30) calendar days after such aggrieved person knew or could have reasonably been expected to know of the facts giving
rise thereto.
Revised: BC: 03/28/2023
Reviewed by Law:
Page 4 of 27
IFIB #040-2024
1.15 JURISDICTION: This IFIB and every question arising hereunder shall be construed or determined according to the laws of the
State of Missouri. Should any part of this contract be litigated, venue shall be proper only in the Circuit Court of Greene County,
Missouri.
1.16 ETHICAL STANDARDS: With respect to this IFIB, if any Bidder violates or is a party to a violation of the general ethical standards
of the City Purchasing Manual or the State of Missouri Statues, such Bidder may be disqualified from furnishing the goods or
services for which the Bid is submitted and shall be further disqualified from submitting any future Bids. A copy of the City’s
General Ethical Standards is located in sections 13-3.406-13.3.407 of the City Purchasing Manual. The following is the link to the
City Purchasing Manual: https://www.springfieldmo.gov/DocumentCenter/View/7604/Purchasing-Manual-PDF
1.17 COLLUSION: By offering a submission to this Invitation for Informal Bid, the Bidder certifies the Bidder has not divulged,
discussed, or compared the Bid with other Bidders and has not colluded with any other Bidder or parties to this IFIB whatsoever.
Also, the Bidder certifies, and in the case of a joint Bid, each party thereto certifies as to their own organization, that in connection
with this IFIB:
1.17.1 Any prices and/or cost data submitted have been arrived at independently, without consultation, communication, or
contract for the purpose of restricting competition, as to any matter relating to such prices and/or cost data, with any
other Bidder or with any competitor.
1.17.2 Any prices and/or cost data for this Bid have not knowingly been disclosed by the Bidder and shall not knowingly be
disclosed by the Bidder prior to the scheduled opening directly or indirectly to any other Bidder or to any competitor.
1.17.3 No attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not to submit
a Bid.
1.17.4 The only person or persons interested in this Bid, principal or principals are named therein and that no person other
than therein mentioned has any interest in this Bid or in the contract to be entered into.
1.17.5 No person or agency has been employed or retained to solicit or secure this contract upon an agreement or
understanding for a commission, percentage, brokerage, or contingent fee exempting bona fide employees or
established commercial agencies maintained by the Purchaser for the purpose of doing business.
1.18 IFIB FORMS AND EXCEPTIONS: Bids must be submitted on attached City IFIB forms. However, additional information may be
attached. Bidders must indicate any exceptions to the City’s requested specifications and/or terms and conditions, on the IFIB
Affidavit of Compliance. Taking exception to the specifications and/or terms and conditions May render a Bidder’s Bid non-
responsive and may remove it from consideration for award. If no exceptions are noted Bidders must fully comply with the City
requested specifications, requirements, and terms and conditions. By signing the Affidavit of Compliance without taking
exception to this solicitation, you hereby agree to the City’s terms and conditions as stated herein. If you disagree with any part
of this document, you must state the exception on the Affidavit of Compliance. Additional terms and conditions submitted with
your response without taking exception to the solicitation will not be considered and will not become a part of the contract if
your Bid is accepted or may render your Bid non-responsive.
1.19 BID DOCUMENTS: All blank spaces must be completed and filled with the appropriate response. The Bidder shall state the price
for what is proposed by the Bidder to complete each item of the project. Bidders shall insert the words “No Bid” in the space
provided for an item for which no Bid is made. The Bidder shall submit an executed TITLE-SIGNATURE PAGE, Affidavit of
Compliance, and any other requested or required documents as stipulated in section 2.5 COMPLIANCE, paragraph 2.5.1.
1.20 MODIFICATIONS OR WITHDRAWAL OF BID:
1.20.1 A Bid may only be withdrawn by the following method prior to the official opening date and time specified:
1.20.1.1 A Bid may be withdrawn via e-mail to the buyer identified on page one of this document, by the Bidder or its
authorized representative.
Revised: BC: 03/28/2023
Reviewed by Law:
Page 5 of 27
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