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Legal Notice CITY OF MILFORD Office of the Purchasing Agent 70 West River Street - Milford, CT 06460 Tel 203-783-3225 - FAX 203-876-1960
INVITATION TO BID
Notice is hereby given that sealed bids for
Office Supplies, Equipment, and Furniture will be received in the Purchasing Agent's Office until 3:15 p.m., Wednesday, May 29, 2013 when they will be publicly opened and read aloud.
Specifications are available in the Purchasing Office or may be downloaded at www.ci.milford.ct.us . Click on “City Departments”, select “Purchasing” then “Current Bids”.
The Purchasing Agent reserves the right to reject any or all bids and to accept any proposal deemed to be in the City's best interests.
Fred Bialka Purchasing Agent
INSTRUCTIONS
If you download bid packages from the City website at www.ci.milford.ct.us it is your responsibility to insure that you have current information. Click on the “Changes in Bids” icon for any applicable addenda prior to submitting a bid. The City is not responsible for data or transmission errors. Fill in the Bid Form and the Drug Free Workplace Certificate by typewriter or pen - pencil entries will not be accepted. If tie bids are received which are equal as to price, discount, quality, and service, a bid received from a business which submits a drug free workplace certification with the bid form will be given preference in accordance with Milford's Code of Ordinances, Article V, Division 2., Sec. 2-90. Sign, seal in an envelope clearly marked
OFFICE SUPPLIES BID
and mail or hand deliver to: City of Milford Purchasing Agent 70 West River Street - Milford, CT 06460-3317 no later than the time and date indicated on the Invitation to Bid. FAXed or e-mail bids are not acceptable and will not be considered. Your name and address must appear in the upper left-hand corner and the name of the bid must appear in the lower left-hand corner of the envelope. We will not accept or consider bids, withdrawals, or amendments received after the date and time specified. We are exempt from State sales tax under Connecticut General Statutes Chapter 219, Section 12-412, sub-section A and from Federal excise tax - do not include these taxes in your proposal. If you believe that a possible conflict of interest may occur should we accept your proposal and award you a contract or a purchase order, then you must disclose this belief in a statement attached to the back of the Bid Form. Please call 203-783-3225 if you have any questions.
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SPECIFICATIONS
The contract period will be from July 1, 2013 through June 30, 2014. The successful bidder will supply, deliver, and set up (when applicable) office supplies to any municipal office or agency, throughout the course of the contract term, on an "as needed" basis. Code
Office
Building
Address 664 East Broadway
37 Animal Shelter
Animal Shelter
10 Beaverbrook Treatment Plant
Beaverbrook Plant
75 Deerwood Avenue
66 Aldermen, Board of c/o City Attorney
City Hall
110 River Street
35 City Attorney
City Hall
110 River Street
36 Mayor
City Hall
110 River Street
85 Tree Commission
c/o City Hall Mayor's Office
110 River Street
7 Fire Station 1 41 Civil Preparedness 84 Health Department 9 Housatonic Treatment Plant
Fire Station 1
72 New Haven Avenue
Fire Station 1
72 New Haven Avenue
Health Center
82 New Haven Avenue
Housatonic Treatment Plant
1255 Oronoque Road
25 Library
Library
57 New Haven Avenue
67 Marina, Milford Landing
Milford Landing Marina
37 Helwig Street 70 West River Street
12 Assessor
Parsons Govt Center - 1st floor
17 Building Inspector
Parsons Govt Center - 1st floor
70 West River Street
16 City Clerk
Parsons Govt Center - 1st floor
70 West River Street
21 Engineering
Parsons Govt Center - 1st floor
70 West River Street
38 Inland Wetlands
Parsons Govt Center - 1st floor
70 West River Street
27 Planning & Zoning
Parsons Govt Center - 1st floor
70 West River Street
28 Probate Court
Parsons Govt Center - 1st floor
70 West River Street
29 Recreation
Parsons Govt Center - 1st floor
70 West River Street
31 Registrar of Voters
Parsons Govt Center - 1st floor
70 West River Street
32 Sewer Commission
Parsons Govt Center - 1st floor
70 West River Street
15 Tax Collector
Parsons Govt Center - 1st floor
70 West River Street
55 Zoning Board of Appeals
Parsons Govt Center - 1st floor
70 West River Street 70 West River Street
11 Accounting
Parsons Govt Center - 2nd floor
18 Community Development
Parsons Govt Center - 2nd floor
70 West River Street
40 Conservation Commission c/o Purchasing
Parsons Govt Center - 2nd floor
70 West River Street
20 Employment Training
Milford Academy Campus
150 Gulf Street
13 Finance Director
Parsons Govt Center - 2nd floor
70 West River Street
77 Fowler Commission c/o Purchasing Office
Parsons Govt Center - 2nd floor
70 West River Street
24 Human Services Department
Milford Academy Campus
150 Gulf Street
19 Management Info Systems (MIS)
Parsons Govt Center - 2nd floor
70 West River Street
26 Personnel
Parsons Govt Center - 2nd floor
70 West River Street
14 Purchasing
Parsons Govt Center - 2nd floor
70 West River Street
56 Treasurer
Parsons Govt Center - 2nd floor
70 West River Street
42 Police
Police Facility
430 Boston Post Road
Public Works
83 Ford Street
5 Public Works Office 44 Council on Aging
Senior Center
9 Jepson Drive
96 MGAT
City Hall
110 River Street
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Bidders must provide fixed unit prices on core list of items (list provided) to be held firm for one (1) contract year, with a pricing structure for non-core items. The core list of items represents 70% of our total spend for office supplies.
Non-core item pricing to be priced at current web price, plus an additional discount as shown on the BID FORM.
Additional Requirements: •
No Gross Profit or Margin floor will be accepted
•
Must be able to provide a lower cost alternative (house brand) or a “like for like” item
•
Our list of fixed core items must be available to view online
•
Must provide next day delivery, with no minimum order
•
Emergency same day deliveries at no additional charge (Purchasing Dept. will determine what constitutes an emergency).
•
Desk top delivery at no additional charge
•
Dedicated local account manager
•
Dedicated local customer service representative
•
Dedicated uniformed delivery personnel
•
Quarterly core list usage reports, if requested
•
Ability to add high usage items to core list of products throughout the term of the agreement
•
Non-core prices found on website remain at that price on the day order was placed
•
Must be able to provide a Toner Cartridge recycling program with credit back to the City of Purchasing Dept.
•
Must provide City agencies with e-mail/internet-based real-time order creation capability, with orders relayed automatically to the Purchasing Department for approval.
Milford
The successful bidder agrees to make prompt exchange for items which are damaged, not as ordered, incorrectly ordered , or unacceptable to the agency for which they are intended. Special Note: Unless the City specifically permits otherwise, any item shipped by the successful bidder in an unassembled or "knocked-down" fashion will be assembled by the successful bidder and delivered to the City office for which it is intended "set up" or assembled as a condition of acceptance and at no additional charge to the City. The City of Milford reserves the right to cancel this contract should items or service provided hereunder prove to be undesirable or not in accordance with City's best interests. - end of specifications -
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CITY OF MILFORD, CT
BID FORM The undersigned bidder understands the bid invitation, instructions, specifications, and other requirements, accepts them as being sufficient for the purpose intended, and agrees to provide the City of Milford with the following in accordance therewith: 2013 – 2014 Office Supplies, Furniture & Machines
Core list of items to be priced is available as an Excel spreadsheet titled “216-13 Office Supplies Core Items List” and can be downloaded at www.ci.milford.ct.us . Click on “City Departments”, select “Purchasing”, then “Current Bids”. Important – save the completed Core Items List pricing Excel spreadsheet on a flashdrive, and submit the flashdrive in your sealed bid envelope along with this completed bid form and the Drug Free Workplace Certificate. Also submit a printed copy of your priced out Core Items List in your sealed bid envelope.
The award of this contract will be based upon the lowest sum of all of the items on the core list in conjunction with the ability to meet the Additional Requirements listed under the specifications for this bid.
Non-core item pricing to be priced at current web price, plus an additional fixed discount as follows: __________ % off toner __________ % off machines __________ % off furniture
The tie breaker for this bid will be the highest average discount on the above non-core items.
Bid results will be posted on the City’s website. Go to www.ci.milford.ct.us, click on City Departments, then Purchasing Dept., then on Open Bid Results.
The undersigned bidder certifies that this bid is made independently and without collusion, agreement, understanding, or planned course of action with any other bidder and that the contents of his bid shall not be disclosed to anyone other than to employees, agents, or sureties prior to the official bid opening.
Sign here
_______________________________________
Date
__________________
Print Name
_______________________________________
Tel
__________________
Company Name _______________________________________
FAX
__________________
Address
_______________________________________
E-mail ___________________
_______________________________________
E.I.N.
____________________
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DRUG FREE WORKPLACE CERTIFICATE
(You are NOT required to sign this form. Sign it only if it is applicable to your company.)
I hereby certify that this company: 1. Has a published statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and that this statement specifies the actions which will be taken against employees for violations of such prohibition. 2. Has a written policy informing employees about the dangers of drug abuse in the workplace, the firm's policy of maintaining a drug free workplace, any available counseling, rehabilitation, and employee assistance programs, and the penalties which may be imposed upon employees for drug use violations. 3. Each employee engaged in providing the commodities or contractual services which are being bid was given a copy of the statements specified in paragraphs 1 and 2, above. 4. In the statement specified in paragraph 1, the employees have been notified that, as a condition of working on the commodities or contractual services which are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of "guilty", or of "nolo contendere" to any violation of any controlled substance law of the United States or of any state, for a violation occurring in the workplace no later than five (5) days after such conviction or plea. 5. This firm will impose a sanction on or require the satisfactory participation in a drug abuse assistance program or a rehabilitation program, if such are available in the employee’s community, by any employee who is so convicted. 6.
This firm will make a good faith effort to continue to maintain a drug free workplace.
As the person authorized to sign this statement, I certify that this firm fully complies with the above requirements.
Signature
___________________________________
Print name
___________________________________
Company
___________________________________
Date
____________
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