Request for Bids (RFB) Packet #120-14

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1 Request for Proposal # Monumentation Surveyor for 2007 County of Ingham Request for Bids (RFB) Packet # Single Tungsten Carbide Insert Grader Blades Sealed Bids Due: November 18, 2014 at 11:00 A.M. Bids shall be delivered to the: Ingham County Purchasing Department 121 E. Maple Street P.O. Box 319 Mason, Michigan Phone: (517) Proposal # Page 1 of 16

2 NOTICE- BE SURE TO READ THIS ENTIRE DOCUMENT AS IT CONTAINS VERY IMPORTANT INFORMATION ABOUT DOING BUSINESS WITH INGHAM COUNTY 1.0 PURPOSE Ingham County (County) is seeking bids for its 2014/15 season s requirements of Single Tungsten Carbide insert grader blades for the Ingham County Road Department. The awarded bidder shall furnish and deliver the requisite blades to the Ingham County Road Department upon receipt of a Purchase Order. 2.0 OWNER County of Ingham PO Box 319 Mason, Michigan LOCATION Ingham County Road Department 301 Bush Street Mason, MI WARRANTY REQUIREMENTS The successful bidder shall be required to warranty all of the goods and materials awarded for a period of not less than the manufacturer s warranty standard period of time, from the date the items are received, inspected and accepted by the County. 5.0 BID PRICES Bid prices must include delivery and all other costs required by this RFB. Special charges, surcharges, or fuel charges of any kind (by whatever name) may not be added on at any time. Any and all charges must be built into your bid price at the time of your submittal. 6.0 RETURNED GOODS The successful bidder must resolve all order and invoice discrepancies within five (5) business days from notification. Products returned due to quality issues, duplicate shipments, overshipments, etc. must be picked up by the successful bidder within five (5) business days of notification with no restocking or freight charges, and must be replaced with specified products or the County will be refunded/credited for the full purchase price. Unauthorized substitution for any products is not allowed. Standard stock products ordered in error by the County must be returned for full credit within fifteen days of receipt. Products must be in re-saleable condition (original container, unused) and there will be no restocking fee charged for these products. The County will be responsible for 2

3 any freight charges to return these items to the successful bidder. 7.0 SPECIFICATION COMPLIANCE Bidder s offer must meet or exceed the required specifications as written and contained herein. The County shall be the sole determining factor of what meets or exceeds the required specifications. Unless otherwise specified by the County in this document, all items offered by the bidder must be new; shall not be used, rebuilt or refurbished. 8.0 BRAND NAMES AND APPROVED EQUIVALENTS 1. Any references to manufacturers, trade names, brand names and/or catalog numbers are intended to be descriptive, but not restrictive, unless otherwise stated, and are intended to indicate the quality level desired. Bidders may offer any equivalent product that meets or exceeds the specifications. Bids based on equivalent products must: a. Clearly describe the alternate offered and indicate how it differs from the product specified; and, b. Include complete descriptive literature and/or specifications as proof that the proposed alternate will be equal to or better than the product named in this bid. 2. The County reserves the right to be the sole judge of what is equal and acceptable and may require the Bidder to provide additional information and/or samples. 3. If the Bidder does not specify otherwise, it is understood that the referenced brand, if so stated herein, will be supplied. 9.0 DELIVERY Delivery (F.O.B. destination) is to be accomplished no later than 30 days ARO unless a prior arrangement is reached. However, delivery may be accepted sooner SPECIFICATIONS Single Tungsten Carbide Insert Grader Blades We are seeking bids for approximately 1,000 linear feet, more or less, of 7/8 x 5 x 48 (22.2 mm x mm x 122 cm) Single Tungsten Carbide insert grader blades. Single bevel, USS Standard punching (holes established approximately 1.5 inches from top of bevel for mounting on standard, beveled, underbody scraper moldboard), painted and without bolts. Tungsten Carbide inserts must have a width of not less than inches (9.3 mm) and a height of not less than inches (16.0 mm). Literature describing the product bid must accompany proposal. A sample may be requested before award is made. 3

4 11.0 REGISTERING AS A VENDOR WITH INGHAM COUNTY Bidders who have not registered their company with the County should do so by visiting pu.ingham.org or by calling the Purchasing Department at (517) for assistance. Vendors registering to provide goods and services to Ingham County under contract shall certify to their knowledge of the County's Equal Opportunity Employment / Nondiscrimination Policy, and of their agreement to comply, and shall disclose any conclusive findings of violations of Federal, State, or local equal opportunity statutes, ordinances, rules/regulations, or policies within the past three (3) years PRE-OPENING INQUIRES/RESPONSE Any explanation desired by a bidder regarding the meaning or interpretation of this RFB and attachments must be requested to the Ingham County Purchasing Department, attention James C. Hudgins, Jr. at jhudgins@ingham.org DUE DATE TIME AND PLACE Bids will be received no later than 11:00 A.M., local time prevailing, on November 18, 2014 at which time they will be opened in public and read aloud in the: Ingham County Purchasing Department Attention: James C. Hudgins, Jr., Director of Purchasing PO Box E. Maple St. Mason, Michigan Bids received at other locations or delivered after the due date and time will not be accepted and will be returned to the proposer SUBMISSION OF BIDS Responses to this RFB should be concise and must include all the requested information. Bidders are required to submit an original (clearly marked) along with two (2) copies by the date, time, and place designated above. Bids must be submitted in a sealed, opaque envelope or package and clearly marked on the outside Packet # Single Tungsten Carbide Insert Grader Blades. Be sure to include the name of your firm on the outside of the envelope or package. Bidders are also requested to submit an electronic version of their bid to packetresponse@ingham.org by the due date and time set above. The electronic submittal must contain Packet # Single Tungsten Carbide Insert Grader Blades in the subject line. Should you have trouble submitting your electronic version please contact the Purchasing Department at (517)

5 Bidders shall complete and include with their submittals the following enclosed items: Pricing Form References Form Certificate of Compliance with Public Act 517 of 2012 Form Local Purchasing Preference Form Signature Form The Statistical Questionnaire is strictly optional Be sure to also include literature describing the product bid TIMELY SUBMITTALS Time is of the essence and any bid or addenda pertaining thereto received after the announced time and date for submittal, whether by mail or otherwise, will be rejected. It is the sole responsibility of the bidders for ensuring that their bids are time stamped by the Purchasing Department. Bids and/or any addenda pertaining thereto received after the announced time and date of receipt, by mail or otherwise, will be returned to the proposer. Nothing in this RFB precludes the County from requesting additional information at any time during the procurement process PROPOSAL/BID DELIVERIES Should you decide to utilize an express delivery service, please note that we are located at the intersection of Maple Street and Jefferson Street PREPARATION OF BID All bids must be made on the required provided forms prepared and executed fully and properly. All fees and costs must be disclosed in the bid BID PROCESS Bids which do not completely address all the solicitation requirements will be considered nonresponsive and may be excluded from consideration. Any exceptions shall be duly noted in the submittal AUTHORITY TO BIND FIRM IN CONTRACT Bidder shall provide the full legal firm name and address. Any bid that has not been manually signed will be deemed non-responsive and excluded from consideration. Firm name and authorized signature must appear in the space provided on the enclosed Signature Sheet NO SUBMITTAL If you desire not to respond to this RFB, please forward your acknowledgment of NO BID SUBMITTED via an to Please also state the reason for not 5

6 submitting a bid. Failure to comply may be cause for removal of your company's name from the vendor list for subject commodity SPECIAL ACCOMMODATIONS If you are an individual with a disability and require a reasonable accommodation, please notify the Purchasing Department at (517) , three (3) working days prior to need PRIME CONTRACTOR RESPONSIBILITIES The awarded bidder will be required to assume responsibility for all services offered in the bid whether or not they possess them within their organization. Further, Ingham County will consider the selected Contractor to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract INDEPENDENT PRICE DETERMINATION By submission of a bid, the bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, that in connection with this bid: The prices of the bid have been arrived at independently without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor; Unless otherwise required by law, the prices which have been quoted in the bid have not been knowingly disclosed by the bidder and will not be knowingly disclosed by the bidder or to any competitor; 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 for the purpose of restricting competition; The price quoted is not higher than that given to the general public for the same service ADDITIONAL INFORMATION REQUESTED Please indicate if your firm has been cited and/or fined within the last three (3) years by any Federal, State or Local regulatory agency. If so, please provide the following information: Date Identity of the agency issuing the citation or fine Description of the violation Final rulings of agency 25.0 EQUAL OPPORTUNITY EMPLOYMENT/NONDISCRIMINATION POLICY It is the policy of the Ingham County Board of Commissioners that all vendors who provide goods and services to Ingham County government by contract, shall, as a condition of providing goods and services, adhere to all Federal, State and local laws, ordinances, rules and regulations, and policies, if applicable, prohibiting discrimination in regard to persons to be served and 6

7 employees and applicants for employment including, but not limited to, the following: The Elliott Larsen Civil Rights Act, 1976 PA 453, as amended. The Persons with Disabilities Civil Rights Act, 1976 PA 220, as amended. Section 504 of the Federal Rehabilitation Act of 1973, PL , 87 Stat 355, as amended, and rules adopted thereunder. The Americans with Disabilities Act of 1990, PL , 104 Stat 327 (42 ' et seq.), as amended, and regulations promulgated thereunder. All vendors shall, as a condition of providing goods and services, as required by law and/or the County's Equal Opportunity Employment/Nondiscrimination Policy, not discriminate against persons to be served or an employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment, or a matter directly or indirectly related to employment because of race, color, religion, national origin, age, sex, sexual orientation, gender identity, disability that is unrelated to the individual's ability to perform the duties of a particular job or position, height, weight, marital status, or political affiliation. Where there has been a conclusive finding that a vendor has violated Federal, State or local equal opportunity statutes, ordinances, rules/regulations, or policies, that vendor shall be barred from providing goods and services to Ingham County for five (5) years from the date that a determination of the violation has been made in accordance with applicable statutes, ordinances, rules/regulations, or policies or from the date that such determination becomes known, unless a specific exemption is granted by the Board of Commissioners. Any violation of Federal, State, or local equal opportunity statutes, ordinances, rules/regulations, or policies during the course of time during which the vendor is providing goods or services to the County shall be regarded as a material breach of any contract between the County and the vendor, and the County may terminate such contract effective as of the date of delivery of written notification to the vendor. Any employee of a vendor providing goods and services by contract to the County, or any employee of a subcontractor of a vendor providing goods and services to the County by contract, or any bona fide organization representing such employees may file a written complaint with the Board or its designated agent, if any, challenging the compliance by a vendor with the terms of this policy, the Board or its designated agent shall then conduct an investigation to determine whether the policy has been violated. Any vendor found to have retaliated in violation of a Federal or State law against an employee for filing a claim of violation of Federal, State, or local equal opportunity statutes, ordinances, rules/regulations, or policies shall be ineligible to provide any goods or services to Ingham County government for a period of five (5) years from the date of such finding WORKPLACE DIVERSITY It is the policy of Ingham County to encourage its vendors to develop and maintain a diverse workforce that is reflective of the population of Ingham County. According to the U.S. Census 7

8 Bureau, the statistics of Ingham County's population in 2000 was comprised of the following: White persons % Black or African American persons % American Indian and Alaska Native persons - 0.5% Asian persons - 3.7% Native Hawaiian and other Pacific Islander - 0.1% Persons of Hispanic or Latino origin - 5.8% 27.0 LOCAL PURCHASING PREFERENCE The Ingham County Board of Commissioners (BOC) believes that its purchasing policies should encourage local vendors to provide goods and/or services to Ingham County government, resulting in increased economic activity through more local jobs, tax revenues, and expenditures, and to entice business relocations to the County. As such, in 2005, the BOC amending its purchasing policies to include a 10% purchasing preference to qualified and registered local vendors who respond to formal bids for the purchase of goods and/or supplies, issued by the Ingham County Purchasing Department. A local vendor is defined as a vendor that operates a business within the legally defined boundaries of Ingham County. To be considered a local vendor, the vendor must provide a verifiable business address (not a PO Box) at which business is being conducted. The vendor must also agree to comply with all other policies and requirements of the County. For more information about the Ingham County Local Purchasing Preference Policy, go to and click on Policies RIGHT OF REJECTION The County reserves the right to reject any or all bids, to waive informalities or irregularities in bids, and/or to negotiate separately the terms and conditions of all or any part of the bids as determined to be in the County's best interests at its sole discretion STANDARD FORMS Any preprinted contract forms the vendor proposes to include as part of the contract resulting from a bid must be submitted as part of the bid. Any standard contract provisions not submitted as part of the bid and subsequently presented for inclusion may be rejected. The County reserves the right to accept or reject in whole or in part any form contract submitted by a vendor and/or to require that amendments be made thereto, or that an agreement drafted by the County be utilized ADVICE OF OMISSION OR MISSTATEMENT In the event it is evident to a vendor responding to a RFB that the County has omitted or misstated a material requirement to an RFB and/or the services required by an RFB, the responding vendor shall advise the Purchasing Department at (517) of such omission or misstatement. 8

9 31.0 COST OF PREPARATION The County will not pay any costs incurred in the bid preparation, printing or demonstration process. All costs shall be borne by the vendors NOTIFICATION OF WITHDRAWAL Bids may be withdrawn prior to the date and time specified for bid submission with a formal written notice by an authorized representative of the vendors. Bids submitted will become the property of the County after the bid submission deadline APPLICABLE LAW AND VENUE This agreement shall be construed according to the laws of the State of Michigan. The County and the Contractor agree that the venue for the bringing of any legal or equitable action under this agreement shall be established in accordance with the statues of the State of Michigan and/or Michigan Court Rules. In the event that any action is brought under this agreement in Federal Court, the venue for such action shall be the Federal Judicial District of Michigan, Western District, Southern Division COMPLIANCE WITH THE LAW Vendors shall render the products or services to be provided pursuant to this agreement in compliance with all applicable Federal, State, and local laws, ordinances, rules, and regulations RIGHTS TO PERTINENT MATERIALS All responses, inquires, and correspondence relating to a RFB and all reports, charts, displays, schedules, exhibits and other documentation produced by the vendors that are submitted as part of the bid shall become the property of the County after the bid submission deadline TAXES Ingham County does not pay Federal excise and State sales taxes. Our tax exemption number is and is also stipulated on all our Purchase Orders. Exemption Certificate, and Michigan Sales and Use Tax Certificate of Exemption are both available at under "Forms" CONTRACT AWARD It is the intention of the County to award a contract (or Purchase Order where applicable) to the lowest priced, and most responsive and responsible bidder provided that the bid has been submitted in accordance with the terms and conditions of the RFB and does not exceed the budgeted funds available. 9

10 38.0 BIDS To be considered, the bidder must submit a complete response to this RFB, using the format provided herein. No other distribution of bids will be made by the bidder. Bids must be signed by an official authorized to bind the proposer to its provisions. The bid must remain valid for at least 90 days BID SIGNATURE FORM Provide a completed and signed copy of the Signature Sheet where the undersigned, as a bidder, declares that he/she has carefully examined all the items of the RFB and he/she fully understands and accepts the requirements of the same, and he/she agrees to furnish the specified items and will accept, in full payment therefore, the amount specified. The proposer will identify its business entity as individual, DBA, partnership, corporation (foreign or domestic and in what state), and will indicate the official capacity of person(s) executing this bid PRICING Vendors must submit prices as stated on the Pricing Form. 10

11 PRICING FORM Packet # Single Tungsten Carbide Insert Grader Blades (Please type or print clearly in ink only and use only this form to quote your prices) Single Tungsten Carbide Insert Grader Blade Approximately 1,000 Linear Feet, more or less. Price per Linear ft. $ *Ingham County does not pay Federal excise and State sales taxes. Our tax exemption number is and is also stipulated on all our Purchase Orders. 11

12 LOCAL PURCHASING PREFERENCE SHEET Packet # Single Tungsten Carbide Insert Grader Blades (Please type or print clearly in ink only) 1. Do you desire to have your company considered a local vendor and therefore have your bid evaluated with the 10% local purchasing preference? Yes No 2. If yes, please provide below the verifiable business address (not a PO Box) at which your business is being conducted? 3. Complete Legal Firm Name: 4. Company Address: 5. Company Phone: ( ) Fax: ( ) 6. Name and title of person authorized to sign on behalf of your company: 7. Signature/date: Note: Local vendors who utilize non-local vendors as subcontractors for more than 50% of the work in a specific bid are not entitled to the preference for that specific bid. 12

13 SIGNATURE SHEET Packet # Single Tungsten Carbide Insert Grader Blades (Please type or print clearly in ink only) My signature certifies that the bid as submitted complies with all terms and conditions as set forth in this solicitation, except as noted herein. My signature also certifies that the accompanying bid is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce. I hereby certify that I am authorized to sign as a representative for the firm: Complete Legal Name of Firm: Order from Address: Remit to Address: Fed ID No.: Signature: Name (type/print): Title: Telephone: ( ) Fax No.: ( ) Date: Notification of Award sent to: of Person Receiving Award Notification: 13

14 REFERENCE SHEET Packet # Single Tungsten Carbide Insert Grader Blades (Please type or print clearly in ink only) The Contractor shall have the capability and capacity in all respects to fulfill the contractual requirements to the satisfaction of the County. Indicate the length of time you have been in business as a company providing the type of service required for this contract. Years months Provide a minimum of three (3) references that may substantiate your past work performance and experience in the type of work required for this contract. Name, address, phone number, scope of services performed, and contact person

15 CERTIFICATE OF COMPLIANCE WITH PUBLIC ACT 517 OF 2012 Packet # Single Tungsten Carbide Insert Grader Blades (Please type or print clearly in ink only) I certify that neither (Company), nor any of its successors, parent companies, subsidiaries, or companies under common control, is an Iran Linked Business engaged in investment activities of $20,000, or more with the energy sector of Iran, within the meaning of Michigan Public Act 517 of In the event it is awarded a Contract as a result of this solicitation, Company will not become an Iran linked business during the course of performing the work under the Contract. NOTE: IF A PERSON OR ENTITY FALSELY CERTIFIES THAT IT IS NOT AN IRAN LINKED BUSINESS AS DEFINED BY PUBLIC ACT 517 OF 2012, IT WILL BE RESPONSIBLE FOR CIVIL PENALTIES OF NOT MORE THAN $250, OR TWO TIMES THE AMOUNT OF THE CONTRACT FOR WHICH THE FALSE CERTIFICATION WAS MADE, WHICHEVER IS GREATER, PLUS COSTS AND REASONABLE ATTORNEY FEES INCURRED, AS MORE FULLY SET FORTH IN SECTION 5 OF ACT NO. 517, PUBLIC ACTS OF (Name of Company) By: Date: Title: 15

16 STATISTICAL QUESTIONNAIRE OPTIONAL Packet # Single Tungsten Carbide Insert Grader Blades (Please type or print clearly in ink only) The Ingham County Board of Commissioners monitors workplace demographics of bidders and vendors for statistical purposes and to indicate the need for inclusive outreach efforts to ensure that members of underutilized groups have equal opportunity to contract with the affected departments. To that end, the County requests vendors to submit as part of their response to any formal solicitations, the following workplace diversity information. Vendors are encouraged to complete as much information as possible. This information will be used for statistical purposes only. Statistical information shall be submitted to the County in a separate sealed envelope containing the notation STATISTICAL INFORMATION-NOT TO BE OPENED UNTIL AFTER THE AWARD OF THE CONTRACT. Upon receipt of these separate sealed envelopes, the Purchasing Department segregates the envelopes from the other bid documentation. The envelopes containing the statistical information are not opened until the award of the contract, and are not considered, in any way, in the award of any contract. 1. What percentage of your firm s workforce is? Female Physically-disabled Veteran % % % African-American % Caucasian % Asian-Indian American % Hispanic-American % Asian-Pacific American % Native-American % 2. If your business is at least 51% owned by one of the following individuals, please check all that apply: Female African-American Caucasian Disabled Asian-Indian American Hispanic-American Veteran Asian-Pacific American Native-American 3. Complete Legal Firm Name: 4. Company Address: 5. Company Phone: ( ) Fax: ( ) 6. Name and title of person authorized to sign on behalf of your company: 7. Signature/date: 16

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