Summary of Specifications:
City of Jacksonville, NC Jacksonville Police Department REQUEST FOR PROPOSALS POLICE DEPARTMENT UNIFORMS JULY 24, 2014
The City of Jacksonville is requesting Proposals for the purchase of Police Department uniforms. The contract shall be for a period of twelve (12) months starting July 2014 and ending June 30, 2015 with an option to extend for three (3) additional twelve (12) month terms. Any and all payments of compensation of this specific transaction, it’s continuing or any renewal or extension are dependent upon and subject to the allocation of appropriation of funds to the City for the purpose set forth in this agreement. No maximum or minimum quantities are guaranteed. Items will be ordered on an as needed basis. The City of Jacksonville reserves the right to increase or decrease the quantities as needed. All Proposals are to be returned by 4:00 p.m. on July 28, 2014 to Sergeant Charles James, City of Jacksonville, Jacksonville Police Department, 206 North Marine Boulevard, Jacksonville, NC 28540-3626. Proposals may also be emailed to Sergeant James at cjames@jacksonvillenc.gov. The City of Jacksonville reserves the right, to reject any or all proposals, and to accept that Proposal or Proposals which appear to be in the City’s best interest, as well as on the basis of the function, compatibility with user requirements, and cost. The City reserves the right to award this contract to a single overall bidder on all items, or to make award on the basis of individual items or groups of items, whichever shall be considered by the City to be most advantageous or to constitute its best interest. The City will not be bound by any oral discussions during evaluation process. WITHDRAWAL OF PROPOSAL: No Proposal may be withdrawn within sixty (60) days after the due date of Proposals. ALTER BIDS: The proposal form cannot be altered in any way and/or that guarantees the shipment of uniforms within the timeframe listed in the proposal form. EQUAL OPPORTUNITY: The City of Jacksonville is an Equal Opportunity Employer and Service Provider and encourages participation by small-, minority-, and female-owned firms. Bidders must make positive efforts to use Small or Minority Business enterprises. All qualified Small and Minority businesses are welcome to submit a bid. RIGHT TO TERMINATE CONTRACT: If in the judgment of the Owner, the Bidder is not capable of providing the desired uniforms in accordance with the Contract documents either because of financial reasons, unsatisfactory tools or equipment, the Owner shall have the right to cancel or terminate under this Contract by giving the Contractor seven (7) days written notice.
CITY OF JACKSONVILLE PURCHASE ORDER TERMS AND CONDITIONS: By acceptance of this purchase order, the vendor or contractor (referred to as the seller), declares that the supplies, materials, equipment, apparatus, or services will be furnished according to the following terms and conditions: 1. QUESTIONS CONCERNING THE PURCHASE ORDER: Contact the Ship to Department shown. 2. PURCHASE ORDER NUMBER: The purchase order number must appear on all invoices, packing slips, correspondence, and bills of lading. 3. PRICE: All goods and/or services must be billed to the City of Jacksonville (City) at prices and quantities not to exceed those stated on the purchase order. All invoices, packages, shipping notices or the like affecting this order shall contain the applicable purchase order number. All prices are quoted F.O.B. Destination unless specifically indicated otherwise. 4. INVOICES: Invoices for partial shipments will be accepted and final invoices should indicate completion of order. All invoices are to be mailed to City of Jacksonville, Attn: Accounts Payable, PO Box 128, Jacksonville, NC 28541. 5. CASH DISCOUNTS: All cash discounts will be effective from the date of actual receipt of a correct and approved invoice by the ordering department. 6. PAYMENT TERMS: The City agrees to pay all approved invoices Net Thirty (30) days from the date received and approved. The City does not agree to the payment of late charges or finance charges assessed by the seller for any reason. Invoices are payable in U.S. funds. 7. TAXES: The City is NOT Sales Tax-Exempt. Prices shown on the City’s purchase orders do not include tax; however, all applicable taxes shall be paid by the City. Seller shall itemize taxes on the seller’s invoice. It should be noted that the City is exempt from Federal Excise Tax except as required to be paid by law. 8. AGREEMENT TERMS: Absent a negotiated contract, this purchase order is limited to the terms and conditions contained on the face and back hereof. Any additional or different terms in the Seller’s form are hereby deemed to be material alterations and notice of objection to them and rejection of them is hereby given. All delivery of goods and/or services shall conform to specifications, price, terms and conditions as set forth in this instrument. This purchase order including all contracts, references and/or insertions, with the stated terms and conditions thereon shall constitute the complete agreement between the City and the Seller. The terms and conditions of this order shall not be modified by any verbal understanding and shall only be binding if agreed to in writing by the City. 9. DELIVERY/ACCEPTANCE OF GOODS: All quotations are solicited on a delivered price basis. When the City accepts a quotation not including all shipping charges, your claim for reimbursement must be itemized on the invoice and supported with a copy of the original freight bill. The packing list shall be enclosed in each box or package. All items shall be prepared and packed for shipment in a manner that will prevent damage in transit. All
deliveries on this order must be in full accordance with specifications, properly identified with the purchase order number and must not exceed the quantities specified. The City shall have the right to inspect and test all items supplied under the order before making acceptance. Risk of loss and title to all goods received shall remain with the Seller until the City has made acceptance. Rejected goods shall be returned to the Seller at Seller’s risk and expense. Payment for supplies shall not constitute acceptance and is without prejudice to claims that the City may have against the seller. 10. SERVICES PERFORMED: All services rendered under this agreement will be performed at the Seller’s own risk and the Seller expressly agrees to indemnify and hold harmless the City, its officers, agents, and employees from any and all liability, loss or damage that they may suffer as a result of claims, demands, actions, damages or injuries of any kind or nature whatsoever by or to any and all persons or property. 11. INSURANCE: (NO INSURANCE CERTIFICATE REQUIRED FOR PURCHASES). This purchase order shall be considered a written contract and requires the City to be endorsed as additional insured for General Liability, Automobile Liability, and Umbrella Liability Insurance Policies at the levels required by the City’s Purchasing Policy or contract documents. Contractor shall maintain at its own expense (a) Commercial General Liability Insurance in an amount not less than $1,000,000 per occurrence limit/$2,000,000 aggregate limit for bodily injury, property damage, or personal injury; (b) Professional Liability Insurance in an amount not less than $1,000,000 per occurrence (if providing professional services); (c) Worker's Compensation Insurance as required by the State of North Carolina General Statutes; (d) Commercial Automobile Insurance applicable to bodily injury and property damage covering all owned, non-owned, and hired vehicles, in an amount not less than $1,000,000 combined single limit. Negotiated written contracts may require additional insurance coverage. A Certificate of Insurance shall be furnished prior to the commencement of services. The Certificate Holder shall be: City of Jacksonville, Attn: Finance Dept., 815 New Bridge Street, Jacksonville, NC 28540. 12. APPLICABLE LAWS: By acceptance of this order, seller represents that the goods covered by this order are in full compliance with all applicable local, state or federal laws and regulations and agrees to indemnify and defend the City against any loss, cost, liability or damage by reason of seller’s violation of any laws. 13. E-VERIFY: As a condition of this contract, seller verifies compliance with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes. Further, if seller provides services to the City utilizing a subcontractor, seller shall require the subcontractor to comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes. Seller shall verify, by affidavit, compliance of the terms of this section upon request by the City. 14. CANCELLATION: The City reserves the right to cancel this order, or any part thereof, at any time without penalty. Such cancellation may be based upon failure of the seller to comply with the terms and conditions of this transaction, failure to perform the work with promptness and diligence, failure to make shipment within the time specified or for any other reason which causes the seller not to perform as agreed.
15. WARRANTY: The seller expressly warrants that goods, covered by this order will conform to the specifications, drawings, or samples furnished by the City and shall be free from defects in material and/or workmanship and shall be merchantable. This warranty shall survive any inspection, delivery acceptance, or payment by the City. The seller also warrants that the goods do not infringe any patent, registered trademark or copyright and agrees to hold the City harmless in the event of any infringement or claim thereof. Additionally, seller warrants that the goods are free and clear of all liens and encumbrances and that seller has a good and marketable title to the same. 16. HAZARDOUS CHEMICALS: The seller shall ensure that each container of a hazardous chemical is labeled, tagged or marked with information required by OSHA’s Hazard Communication Standard, Department of Transportation requirements, and any applicable EPA requirements. 17. MATERIAL SAFETY DATA SHEETS (MSDS): The seller shall ensure that the City is provided an appropriate current MSDS with or prior to the initial shipment of a hazardous chemical, and with or prior to the first shipment after the MSDS is updated. 18. NON-DISCRIMINATION: The City does not discriminate on the basis of race, color, sex, national origin, religion, age or disability. Any contractors or vendors who provide services, programs or goods to the City are expected to fully comply with the City’s non-discrimination policies. 19. VERBAL AGREEMENT: The City will not be bound by any verbal agreements. 20. INDEPENDENT CONTRACTOR: It is mutually understood and agreed the seller is an independent contractor and not an agent of the City, and as such, seller, his or her agents and employees shall not be entitled to any City employment benefits, such as but not limited to vacation, sick leave, insurance, worker’s compensation, pension or retirement benefits. 21. GOVERNING LAW: All terms and conditions shall be interpreted in accordance with the laws of the State of North Carolina. Any legal actions arising from default of this contract shall be brought only in the County of Onslow, State of North Carolina. NORTH CAROLINA STATE SALES TAX : The North Carolina State Sales Tax shall be included in the Contract price. NOTE: The City of Jacksonville is a Municipal Corporation under laws of the State of North Carolina and entitled to any and all price concessions, discounts, or other advantages offered other governmental agencies. If you have any questions, please contact Sergeant Charles James, City of Jacksonville, at (910) 938-6430 or TDD (910) 455-8852.
Bid Proposal The undersigned Bidder proposes and agrees that, if this proposal is accepted, to contract with the City of Jacksonville in the form of a purchase order, to furnish the uniforms, as specified in the Basis of Bid section in full and complete accordance with the Specifications, to the entire satisfaction of the City of Jacksonville with a definite understanding that no money will be allowed for extra items except as set forth and agreed to in writing, or as specified in the Contract documents; and further agrees to accept in full compensation therefore the prices named in the attached and initialed schedules and, except as otherwise provide in the Contract Specifications, such prices only. Terms and Conditions: Bidder understands that all bids are subject to the provisions of the Terms and Conditions included in this Request for Proposal document. All bid responses will also be controlled by the City of Jacksonville Purchase Order Terms and Conditions. Bidder terms and conditions included as part of published price
