The Contractor shall be responsible for maintaining an inventory of fasteners, related hardware, and electrical supplies in the quantities and of the specific items designated by the City. Ordering and stocking shall be performed on an as-needed basis in accordance with the Contractor’s proposal. All materials supplied must meet or exceed the quality standards outlined in the specifications. The Contractor shall establish an initial inventory of requested items at a minimum level equivalent to a two-week supply, or as otherwise directed by the City, and shall maintain inventory in a clean, organized, and accessible manner. As part of the service, the Contractor shall propose and implement a plan to reorganize, consolidate, and clean up the City’s existing fastener inventory and bin system. This plan must include a strategy for the disposal or credit of excess stock and a collaborative approach to right-sizing inventory to improve efficiency and reduce costs. Upon request and at no additional charge, the Contractor shall supply, assemble, and maintain all replacement stock bins, shelving, and labeling, including size, grade, and part number. Installation shall occur at locations designated by the City, and all installed equipment shall become the property of the City upon completion. All fasteners delivered under this contract must be packaged with clearly visible labeling that includes the part number, manufacturer’s name, grade, size, and quantity. Each delivery must be accompanied by a detailed packing slip that includes, at a minimum: the Master Agreement (MA) and/or Delivery Order (DO) number, order date, a complete list of part numbers with descriptions and quantities, any backordered items, and estimated delivery dates for those items. The Contractor shall also provide a sample packing slip, invoice, and a quarterly usage report. The Contractor shall accommodate adjustments to the contract for the addition or deletion of materials and equipment as needed by the City, including support for future stocking locations. All proposed inventory additions must be reviewed and approved by the City prior to implementation. City staff shall have access to historical usage data provided by the Contractor and may place orders directly based on that information. At a minimum, the Contractor shall submit quarterly reports detailing parts usage, including part numbers, descriptions (with size and grade), unit and total costs, purchase dates, and report dates. The Contractor must offer a comprehensive catalog of fasteners, hardware, and electrical supplies commonly used in automotive and general repairs. Only Grade 8 fasteners meeting ASTM A354 Grade BD will be accepted by the City. Orders must be accepted via telephone, fax, email, and an online ordering platform maintained by the Contractor.
