HP Latex 730W Printer Purchase

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CONTRACT DOCUMENTS
for
HP LATEX 730W PRINTER
PURCHASE CONTRACT NO. MEC-2026-21
CITY OF PORT ANGELES
WASHINGTON
MAY 2026
SCOTT CURTIN, DIRECTOR OF PUBLIC WORKS & UTILITIES
Reviewed by:
___________________________________
Eric Wheatley
Deputy Director of Operations
Reviewed by:
___________________________________
Sheida R. Sahandy
City Attorney
Purchase Contract No. MEC-2026-21 Form revised: September 12, 2025
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CITY OF PORT ANGELES
INVITATION TO BID
For
HP LATEX 730W PRINTER
MEC-2026-21
The City of Port Angeles is now accepting bids to procure a new traffic sign latex printer as detailed in
Schedule A attached hereto.
Government Estimate: $30,000.00
Sealed bids will be received by the Contract Specialist of Public Works & Utilities until 2:00PM,
Wednesday, June 17, 2026, and will be opened and read shortly after in the Public Works conference
room, Port Angeles City Hall, 321 East Fifth Street, Port Angeles, Washington 98362.
The material to be purchased is fully described in Schedule A of the bid documents. Bid documents may
be obtained by any of the methods listed below:
a. In person at the Public Works and Utilities Department - Engineering, 321 E. 5th Street, Port Angeles,
WA between the hours of 8:00am and 3:30 pm.
b. City of Port Angeles Website at http://wa-portangeles.civicplus.com/bids.aspx
c. Email Lucy Hanley, Contract Specialist III at contracts@cityofpa.us
All bids must be on the forms provided. Faxed or emailed bids shall not be accepted. Any questions
bidders have with regard to the Statement of Work shall be submitted in writing to the Project
Manager, at contracts@cityofpa.us. No responses will be provided for questions submitted after
close of business (5:00 PM, PDT) on the Wednesday preceding the bid opening date.
The City of Port Angeles (hereafter "City") reserves the right to cancel this solicitation, reject any or all
bids, and to waive minor irregularities in the bidding process. Subject to the foregoing, the Contract may
be awarded to the lowest responsible bidder.
The City of Port Angeles in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 USC
2000d to 2000d-4 and Title 49 Code of Federal Regulations issued pursuant to such Act, hereby notifies
all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement,
disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit
bids in response to this invitation and will not be discriminated against on the grounds of race, color, or
national origin in consideration for an award.
Minority and women owned businesses shall be afforded full opportunity to submit bids in response to this
invitation, shall not be discriminated against on the grounds of sex, race, color, age, national origin, sexual
orientation, genetic information, or handicap in consideration of an award of any contract or subcontract,
and shall be actively solicited for participation in this project by direct mailing of the invitation to bid to such
businesses as have contacted the City for such notification. Further, all bidders are directed to solicit and
consider minority and women owned businesses as potential subcontractors and material suppliers for
this Contract.
BID SUBMITTAL:
Bids must be sealed with the outside of the envelope marked "BID OPENING DATE: June 17, 2026,
PURCHASE CONTRACT NO. MEC-2026-21. The name and address of the Bidder shall also appear on
the outside of the envelope. Bids shall be addressed:
Public Works and Utilities Department
Attn: Lucy Hanley, Contract Specialist III
321 East 5th Street
Port Angeles, Washington 98362
PUBLISH: Peninsula Daily News: Tuesday, June 2, 2026
Purchase Contract No. MEC-2026-21 Form revised: September 12, 2025
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INSTRUCTIONS FOR BIDDERS
Equipment Bids
The attached specifications describe the minimum requirements for the equipment requested. All
parts necessary to provide a complete unit, meeting all safety requirements, and ready for
operation, shall be included in the bid and shall conform in strength, quality of workmanship and
material to that usually provided in the general trade. Full descriptive literature should accompany
every bid. Any variance from the specifications or standards of quality must be clearly stated in
writing by the Bidder.
Do not make reference to brochures or supporting literature on the bid sheet. All notations for
bid compliance or exceptions are to be made on the bid sheet or on a plain piece of paper
attached and referenced to the bid item.
All bids must be made on the required bid form and in cases of bid price extension errors, the unit
prices will govern. All blank spaces for bid prices must be filled in, with ink or typewritten, and the
bid form must be fully completed and executed when submitted. Only one copy of the bid form is
required. Faxed or emailed bids will not be accepted. Failure to adhere to instructions may
constitute disqualification of bid.
If a bidder's corporate policy mandates use of an official quotation form, it may be submitted.
However, the cost data must be duplicated on the City's bid cost data and agreement sheet.
City's bid sheet must be signed by the bidder or its agent in order for the proposal to be
accepted. In cases of errors between bidder's official quotation form and City's bid sheet, the
City bid sheet shall govern. If alternate equipment is proposed, bidders are required to submit a
separate bid sheet for each unit offered.
COMPLIANCE WITH SPECIFICATIONS:
The equipment must be in accordance with the specifications.
Failure on the Bidder's part to comply with any specification herein may be grounds for
disqualification of the bid.
When the description of an item includes both specifications and a brand name and number, the
specifications shall govern in case of conflict. Brand name and number are for reference as to
the type and quality required and do not preclude offers of a comparable or better product,
provided full specifications and descriptive literature accompany the offer.
WARRANTY:
The purchased supplies or equipment furnished must have full manufacturer's warranties, and
the warranties must inure to the benefit of the City.
Bidder agrees to these warranty provisions by signing the bid sheet.
SAFETY:
This unit shall completely comply with all state and federal laws, rules, regulations and codes in
effect at the time of delivery.
The unit shall be tested by the successful bidder for compliance with all OSHA/WISHA regulations
and the State Department of Labor and Industries Safety Rules.
DELIVERY & ACCEPTANCE:
Purchase Contract No. MEC-2026-21 Form revised: September 12, 2025
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The terms of delivery shall not exceed the number of days indicated on the Bid Form by bidder
from issuance of purchase order. Deliveries shall be FOB Destination.
The successful Bidder shall be responsible for delivery to the City's Corporation Yard at 1703
South B Street, Port Angeles, WA 98363 between the hours of 8:00 AM and 2:30 PM during the
City's normal workday.
GENERAL INFORMATION:
In considering bids, the City reserves the right to consider equipment delivery time and may waive
any minor irregularities or minor defects or reject any and all bids. Any bid may be withdrawn
prior to the above scheduled time for the opening of bids or authorized postponement thereof.
Any bid received after the time and date specified shall not be considered. No bidder will be
permitted to withdraw its proposal between the closing time for receipt of proposals and the
execution of contract, unless the award is delayed for a period exceeding sixty (60) calendar days.
The City may, at its option, in awarding this purchase contract, take into consideration the tax
revenue it would receive from purchasing the equipment from a supplier located within its
boundaries, in accordance with RCW 39.30.040.
For the Schedule(s), offers made in accordance with the Invitation to Bid shall be good and firm
for the period of 90 calendar days after contract award unless the bidder specifically limits its
offer to a shorter period by written notification on the bid document. However, bids so modified
may be declared non-responsive. Quantities shown are of total estimated initial quantities to be
ordered. Purchase Orders for additional quantities may be placed with successful bidders over
this period from the date of award. Prices bid shall be good for all equipment and materials
ordered during that period.
Signing of the bid sheet by bidder constitutes an irrevocable offer to provide the equipment. There
is no contract unless and until the City executes the Contract accepting the bid. Bidder
understands and agrees that no contract payment will be made until the City certifies that all
stated specifications have been complied with and the equipment is delivered and accepted by
the City.
Bids will be evaluated and submitted to the authorized purchasing agent for approval as soon as
possible after bid opening. All bidders will be notified of results in writing.
Upon award of the Contract to the successful bidder, the City will use DocuSign to send the bidder
complete Contract Document to be electronically executed. Each party will receive a copy of the
fully executed Contract Document via DocuSign which they shall retain as their original contract.
A Purchase Order will be issued from the City after Contract Document(s) is/are fully executed.
The Purchase Order will include the final agreed upon price and the specific equipment and
options being purchased.
A sample form of the City Contract is included in this Invitation to Bid. By submitting a bid in
response to this invitation to bid, bidder accepts all terms and conditions set forth in the Contract
Document(s). Formal objection is hereby made by the City to any additional or different terms
proposed by bidder as a condition of acceptance or delivery and may be grounds for rejection of
the bid by the City. The bidder to whom the Contract is awarded will be required to execute the
Contract within ten (10) calendar days from the date the bidder receives the Contract.
The Invitation to Bid is released by the City of Port Angeles Public Works and Utilities
Department, which shall act as sole point of contact for administration of the bidding. All
questions should be in writing to Lucy Hanley, Contract Specialist III at contracts@cityofpa.us.
Purchase Contract No. MEC-2026-21 Form revised: September 12, 2025
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PURCHASE CONTRACT
THIS CONTRACT is made and entered into as of the date of the last signature affixed
below, between the City of Port Angeles, a non-charter code city and municipal
corporation of the State of Washington (hereinafter called the "City") and __________
(hereinafter called the "Vendor").
WITNESSETH: That the City and the Vendor, in consideration of the performance
of the terms and conditions hereinafter mentioned, agree as follows:
ARTICLE I
CONTRACT DOCUMENTS
The complete Contract includes the Invitation to Bid, the Instructions to Bidders, the
Bid, the Specifications, the Standard Terms and Conditions, and the Purchase Order, all
of which are incorporated in this Contract by this reference. The foregoing documents
shall hereinafter be called "Contract Documents" or "Contract." All obligations of the City
and the Vendor are fully set forth and described herein.
The Purchase Contract and Standard Terms and Conditions supersede all conflicting
or additional terms in the Bid and any purchase order, quote, invoice, work order,
specification, shipping instruction, or similar document.
ARTICLE II
CONTRACT COST
The Vendor agrees to sell and deliver to the City, at the delivery point specified in the
Instructions to Bidders, and the City agrees to purchase and receive from Vendor the
equipment as described and set forth in the Contract Documents and the provisions of
the Vendor's bid attached and made a part hereof.
ARTICLE III
NOTICES
Receipt of any notice shall be deemed effective three days after deposit of written
notice in the U.S. mail with proper postage and properly addressed. Notices shall be
sent to the following addresses:
City of Port Angeles Contractor:
321 East 5th Street
Port Angeles, Washington 98362
Attention:
Purchase Contract No. MEC-2026-21 Form revised: September 12, 2025
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ARTICLE V
NONDISCRIMINATION
During the performance of this Contract, the parties shall conduct their business in a
manner which assures fair, equal and nondiscriminatory treatment of all persons, without
respect to race, creed, color, sex, sexual orientation, genetic information, Vietnam era
veteran status, disabled veteran condition, physical or mental handicap, or national origin,
and, in particular:
1. The parties will maintain open hiring and employment practices and will welcome
applications for employment in all positions from qualified individuals who are
members of the above stated minorities.
2. The parties will comply strictly with all requirements of applicable federal, state
or local laws or regulations issued pursuant thereto, relating to the establishment
of nondiscriminatory requirements in hiring and employment practices and
assuring the service of all patrons and customers without discrimination with
respect to the above-stated minority status.
ARTICLE VI
TERMINATION OF CONTRACT
1. For Vendor's default. In the event that any of the provisions of this Contract are
violated by the Vendor or the Vendor's subcontractors, the City may serve written
notice of intention to terminate such Contract upon the Vendor, which notice shall
specify the reasons therefore. Unless within thirty (30) days after serving such
notice upon the Vendor such violation shall cease and an arrangement for the
correction thereof satisfactory to the City be made, the Contract shall, upon the
expiration of the said thirty (30) days, cease and terminate. In the event of any
such termination, the City may purchase the materials necessary for complete
performance of this Contract for the account and at the expense of the Vendor,
and the Vendor shall be liable to the City for any excess cost thereby.
2. For public convenience. The City may terminate the Contract in whole or in part
whenever the City determines, in its sole discretion that such termination is in the
best interests of the City. Whenever the Contract is terminated in accordance with
this paragraph, the Contractor shall be entitled to payment for completed
performance through the date of termination. An equitable adjustment in the
Contract price for partially completed items of work will be made, but such
adjustment shall not include provision for loss of anticipated profit on deleted or
uncompleted work. Termination of this Contract by the City at any time during the
term, whether for default or convenience, shall not constitute a breach of Contract
by the City.
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IN WITNESS WHEREOF, the parties have executed this Contract as the date of the last
signature affixed below.
VENDOR CITY OF PORT ANGELES
By: ____________________________ By: ____________________________
Name: __________________________ Name: __________________________
Title: ___________________________ Title: ___________________________
Dated: __________________________ Dated: __________________________
ATTEST:
________________________________
City Clerk
Approved to as to form
_______________________________
City Attorney
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CITY OF PORT ANGELES
STANDARD TERMS AND CONDITIONS
PURCHASE CONTRACT
THE PURCHASE CONTRACT INCLUDES THE FOLLOWING TERMS AND
CONDITIONS AND THE PUBLISHED RULES, REGULATIONS, AND LAWS OF THE
CITY OF PORT ANGELES AND THE STATE OF WASHINGTON THAT ARE HEREBY
INCORPORATED BY REFERENCE.
1. CHANGES: No alteration in any of the terms, conditions, delivery price, quality,
quantities, or specifications will be effective without written consent of the appropriate
representative of the City.
2. HANDLING: No charges will be allowed for handling, including but not limited to
packing, wrapping bags, containers or reels, unless otherwise stated herein.
3. DELIVERY & ACCEPTANCE: For any exception to the delivery date as specified in
this Contract, Vendor shall give prior notification and obtain written approval thereto
from the City. Time is of the essence and the Contract is subject to termination for
failure to deliver as specified and/or appropriate damages. The acceptance by the
City of late performance with or without objection or reservation shall not waive the
right to claim damage for such breach nor constitute a waiver of the requirements for
the timely performance of any obligation remaining to be performed by Vendor.
The Vendor shall be responsible for delivery to the City's Corporation yard at 1703
South B Street, Port Angeles, Washington, between the hours of 8:00 AM and 2:30
PM during the City's normal workday. Delivery shall be made within the time period
specified.
4. DAMAGES FOR DELAY: Delays add cost to the City in the form of time needed for
operational duties, administration and supervision and in the form of replacement
equipment rental. Because the City finds it impractical to calculate all of the actual
cost of delays, it has adopted the following to calculate liquidated damages for failure
to complete the delivery of the equipment/material on time.
Accordingly, the Vendor agrees to the following:
a. To pay liquidated damages in the amount of $100.00 for each working day beyond
the number of working days established for physical delivery of the
equipment/material.
b. To authorize the City to deduct these liquidated damages from any money due or
coming due to the Vendor.
5. PAYMENTS: Invoices will not be processed for payment until receipt of a properly
completed invoice or invoiced items, whichever is later. All invoices, packing lists,
packages, shipping notices, instruction manuals, and other written documents
affecting this Contract shall contain the applicable purchase contract number. All
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orders shall be placed using City Purchase Orders. Payments shall be made within
30 calendar days from the date the invoice was received.
The Contractor's acceptance of final payment (excluding withheld retainage) shall
constitute a waiver of claims, except those previously and properly made and
identified by the Supplier as unsettled at the time request for final payment is made.
6. SHIPPING INSTRUCTIONS: Unless otherwise specified, all goods are to be
shipped prepaid, F.O.B. Destination.
7. REJECTION: All goods or materials purchased herein are subject to inspection and
approval by the City. Any rejection of goods or material resulting from non-
conformity to the terms and specifications of this Contract, whether held by the City
or returned, will be at Vendor's risk and expense.
8. RELATIONSHIP OF THE PARTIES. The parties intend that an independent
contractor relationship will be created by this Contract. No agent, employee or
representative of the Vendor shall be deemed to be an agent, employee or
representative of the City for any purpose. Contractor shall be solely responsible for
all acts of its agents, employees, representatives and sub-contractors during the
performance of this Contract.
9. INFRINGEMENTS: Vendor agrees to protect and hold harmless the City against all
claims, suits or proceedings for patent, trademark, copyright or franchise infringement
arising from the purchase, installation, or use of goods and materials ordered, and to
assume all expenses and damages arising from such claims, suit(s) or proceedings.
10. WARRANTIES:
a. Notwithstanding inspection and acceptance by the City, unless otherwise specified
for a different period in Schedule A, the Vendor warrants that for a period of one year
after delivery and acceptance by the City that:
(1) All supplies furnished under this Contract will be free from defects in material or
workmanship and will conform with all requirements of this Contract; and
(2) The preservation, packaging, packing, and marking, and the preparation for, and
method of, shipment of such goods or materials will conform with the requirements of
this Contract.
b. When return, correction, or replacement is required, transportation charges and
responsibility for the goods or materials while in transit shall be borne by the Vendor.
However, the Vendor's liability for the transportation charges shall not exceed an
amount equal to the cost of transportation by the usual commercial method of
shipment between the place of delivery specified in this Contract and the Vendor's
plant, and return.
c. Any goods or materials or parts thereof, corrected or furnished in replacement under
this clause, shall also be subject to the terms of this clause to the same extent as
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goods or materials initially delivered. The warranty, with respect to goods or materials
or parts thereof, shall be equal in duration to that in paragraph 10.a of this clause and
shall run from the date of delivery of the corrected or replaced goods or materials.
d. All implied warranties of merchantability and "fitness for a particular purpose" are
excluded from any obligation contained in this Contract.
e. All standard manufacturer warranties must inure to the benefit of the City.
f. Remedies available to the City. Within a reasonable time after providing notice to
the Vendor, the City may either;
(1) Require, by written notice, the prompt correction or replacement of any goods
or materials or parts thereof (including preservation, packaging, packing, and
marking) that do not conform with the requirements of this contract; or
(2) Retain such goods or materials and reduce the contract price by an amount
equitable under the circumstances.
11. ASSIGNMENT: Vendor shall not assign, sell, transfer, subcontract or sublet rights, or
delegate responsibilities under this Contract, in whole or in part, without the prior
written approval of City. No such written approval shall relieve the Vendor of any
obligations of this Contract, and any transferee or subcontractor shall be considered
the agent of the Vendor. Vendor shall remain liable as between the original parties to
this Contract as if no such assignment had occurred.
12. TAXES: Unless otherwise indicated the City agrees to pay all State of Washington
and local sales and use tax. No charge by Vendor shall be made for federal excise
taxes, and the City agrees to furnish Vendor, upon acceptance of articles supplied
under this Contract with an exemption certificate.
13. LIENS, CLAIMS AND ENCUMBRANCES: Vendor warrants and represents that all
the goods and materials ordered herein are free and clear of all liens, claims, or
encumbrances of any kind.
14. RISK OF LOSS: Regardless of FOB point, Vendor agrees to bear all risks of loss,
injury or destruction of goods and materials ordered herein that occur prior to delivery.
Such loss, injury or destruction shall not release Vendor from any obligation
hereunder.
15. HOLD HARMLESS: Vendor shall defend, indemnify, and hold the City, its officers,
officials, employees, and volunteers harmless from any and all claims, injuries,
damages, losses, or suits including attorney fees, arising out of or in connection with
the performance of this Contract, except for injuries and damages caused by the sole
negligence of the City.
16. INSURANCE:
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