Mail Machines

Agency: Mendocino County
State: California
Type of Government: State & Local
NAICS Category:
  • 532420 - Office Machinery and Equipment Rental and Leasing
Posted Date: Feb 14, 2020
Due Date: Feb 27, 2020
Solicitation No: 04-20
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Mail Machines
  • Department: Executive Office
  • Category: Request for Quotes
  • RFP Number: 04-20
  • Start Date: 02/11/2020 8:00 AM
  • Close Date: 02/27/2020 2:00 PM
  • Intent to Award Yes
  • Pending No

RFQ 04-20 Mail Machines

For inquiries, please contact:

Dave Mendez

(707) 234-6053

mendezd@mendocinocounty.org

Attachment Preview

REQUEST FOR QUOTATIONS
(GOODS OR GOODS AND SERVICES - THIS IS NOT AN ORDER)
RETURN QUOTATIONS TO:
COUNTY OF MENDOCINO
841 Low Gap Road
Ukiah CA 95482
(707) 234-6053; (707) 463-4673 (fax)
QUOTE NUMBER: 04-20
Job/Project Description:
N/A
ISSUE DATE: 2/11/20
THIS BID/QUOTE MUST BE DELIVERED TO THE COUNTY PURCHASING AGENT
BEFORE 2:00 P.M OF THE DATE BELOW:
DUE DATE: 2/27/20
TO:
QUOTATIONS MUST BE RECEIVED BY CENTRAL SERVICES NO LATER THAN THE DATE AND TIME LISTED ABOVE
BIDDERS INSTRUCTIONS
Please quote hereon your lowest price for the articles or services specified below. No charge for packing, drayage or for any other purpose will be
allowed over and above the prices quoted.
The right is reserved to accept or reject quotations on each item separately or as a whole.
Fill in complete information before returning.
If substitutes are offered give full explanation.
Do not quote on articles you cannot supply.
Please Read General Provisions (Attachment A), and General Conditions for Purchase Orders (Attachment B).
All products delivered must conform to current specifications of Title 8, California Safety code – OSHA.
Vendor agrees to be enrolled in the County of Mendocino ePayables program as the preferred payment method: Yes* No
If yes, please see attached “Mendocino County ePayables Information”
FOR DELIVERY TO: Central Services 841 Low Gap Road, Ukiah, CA 95482 FOB DESTINATION
ITEM
NO.
AMT.
UNIT
DESCRIPTION
UNIT UNIT PRICE EXTENSION
Mail Machines for (4) separate County Locations,
1
1 EA. (2) Ukiah, Ca. , (1) Willits, Ca. , (1)( Fort Bragg, Ca.
PLEASE REFER TO ATTACHED BID/QUOTE
SPECIFICATIONS
Contact will be Dave Mendez Fax: (707) 463-4673,
or Email: mendezd@mendocinocounty.org
THIS FORM MUST BE COMPLETED, SIGNED AND DATED FOR YOUR QUOTE TO BE VALID.
THE UNDERSIGNED OFFERS AND AGREES TO FURNISH THE ABOVE ARTICLES AND/OR SERVICES, AT THE PRICES AND TERMS STATED
SUBJECT OT THE TERMS AND CONDITIONS OF THIS INVITATION FOR BID/QUOTE INCLUDING, WITHOUT LIMITATION, THE TERMS ON THE
REVERSE SIDE HEREOF AND ATTACHED.
Signature:____________________________________________
Printed name:
Date____________
Phone: (____) ____ - ________
SUBJECT TO CASH DISCOUNT
OF _________ % in ____ DAYS
Page 1 of 5
1. BRANDS
ATTACHMENT A
RFQ GENERAL PROVISIONS
Unless otherwise stated, the use of the name or a manufacturer, or of any special brand or make in describing any item contained in
these specifications and proposals does not restrict quoters to that manufacturer’s specific article. This means it’s used to simply
indicate the character or quality of the article desired. The equipment on which proposals are submitted must be acceptable as equal
in character, quality, and utility to brand and/or make indicated herein. The make or grade of the article on which a quotation is
submitted should be stated in the quotation in every instance. Unless otherwise stated, it will be understood to be the specific article
named in the proposal.
2. QUOTATIONS
If quotation is on an “All or Nothing” basis, bidder must so state. Cash discount must be shown on quotation; otherwise prices will be
considered net. Time of delivery is a part of the quotation and must be adhered to. If it is impossible to meet delivery specified in
Request for Quotations, quoter shall state best delivery possible in the column provided opposite an individual item or in the space
provided for all items. Time, if stated as a number of days, shall mean calendar days.
3. TAXES
Quoters must not include Federal Excise Taxes in quotation. Exemption certificate will be furnished to the successful quoter.
4. SAMPLES
Samples of items, when required, must be furnished free of expense to the County of Mendocino and if not destroyed by tests will,
upon request, be returned at the quoter’s expense. Samples of selected items may be retained for comparison.
5. SUBMISSION OF BIDS
Quotations and modifications or corrections thereof received after the closing time specified will not be considered. Quotations will not
be accepted via telephone or facsimile unless specifically approved by the Purchasing Office in advance.
6. AWARDS
The County of Mendocino reserves the right to accept quotations on individual items listed, on groups of items, or on the proposal as
a whole, to reject any and all quotations, to waive any informality in the quotations, and to accept the responsive quotation that
appears to be for the best interest of the County of Mendocino. In determining the successful quoter, the quoted prices will be given
prime consideration. However, quality, delivery, warranty, suitability, compatibility with existing equipment and manufacturer’s and/or
vendor’s reputation will be considered along with any other relevant facts.
7. PAYMENT
Payments shall be made upon submission of itemized invoices in duplicate, at the prices stipulated on the purchase order, for
supplies or equipment delivered and accepted or services rendered and accepted, less deductions, if any, as provided on the
purchase order.
8. DISTRICT PARTICIPATION BY PUBLIC ENTITIES WITHIN MENDOCINO COUNTY
Any or all Mendocino County tax-supported agencies such as schools and cities within the jurisdiction of Mendocino County who wish
to participate shall be included in this quote. However, a separate contract or purchase order originating with such an agency and
based on the net prices herein shall be arranged by the vendor.
9. PRICES AND TERMS
Unless stipulated otherwise, prices and terms quoted herein shall be made available to other public agencies.
10. SUSTAINABLE PRACTICES AND PROCUREMENT OF RECYCLED PRODUCTS
The Board of Supervisors has committed the County of Mendocino to purchase and use recycled products which will contribute to the
conservation and protection of the resources referenced within this bid/quote. Further, it is the policy of Mendocino County to:
Institute practices that reduce waste by increasing efficiency and effectiveness; and
Purchase products that minimize environmental impacts, toxins, pollution, and hazards to worker and community safety to
the greatest extent practicable, and purchase products that include recycled content, are durable and long-lasting, conserve
energy and water, use agricultural fibers and residues, reduce greenhouse gas emissions, and use unbleached or chlorine-
free manufacturing processes, are lead-free and mercury-free.
Page 2 of 5
11. LOCAL VENDOR PREFERENCE
ATTACHMENT A
RFQ GENERAL PROVISIONS
(continued)
The County of Mendocino has established a local vendor preference. All informal and formal Invitations to Bid or Quote are evaluated
with a 5% preference for local vendors. The vendor must claim local vendor preference to be considered. Please note the following
exceptions:
Those contracts which State Law or, other law or regulation precludes this local preference
Public Works construction projects
“Local” vendor will be approved as such when, 1) it conducts business in an office with a physical location within the County of
Mendocino; 2) it holds a valid business license issued by the County, and will be asked the name of the Local Agency which issued
the license; and 3) business has been conducted in such a manner for not less than six (6) months prior to being able to receive the
preference, said vendor will be asked the business address and how many years the business has been at that location.
12. PAYMENT OF PREVAILING WAGES
Pursuant to the provisions of the Labor Code of the State of California, the Department of Industrial Relations has made a
determination of the rate of per diem wages to be paid on the prevailing rate of pay for regular, holiday and overtime work in the
locality in which the public work is to be performed, for each craft, classification, or type of workman needed to execute the contract.
All County of Mendocino projects greater than $1,000 require that contractors adhere to Prevailing Wage requirements (California
Labor Code, Sections 1770 through 1775). The rates can be found online here:
http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm
13. CONTRACTOR REGISTRATION
Per Labor Code Section 1771.1(a) A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to
the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as
defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation
of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions
Code or by Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work
pursuant to Section 1725.5 at the time the contract is awarded.
Page 3 of 5
ATTACHMENT B
PURCHASE ORDER GENERAL CONDITIONS
The following provisions are hereby made a part of the Purchase Order contract and Vendor, by the acceptance of this order,
the signer agrees thereto:
1. All products delivered must conform to the current specifications of Title 8, California Safety Code (CAL-OSHA).
2. No alteration in any of the terms, delivery, price, quality, quantities, or specifications of this order will be effective without prior consent of the Purchasing
Agent of the County of Mendocino.
3. No charges will be allowed for packing, wrapping bags, containers, reels, etc., unless otherwise specified.
4. Time of delivery is part of the essence of this contract and the order is subject to cancellation for failure to deliver on time.
5. Materials purchased are subject to the approval of the County of Mendocino and, if rejected, are held subject to Vendor’s risk and expenses incurred for
their return.
6. PURCHASE ORDER NUMBER MUST appear on all invoices, packing lists, packages, shipping notices, instruction manuals, and any correspondence.
7. ITEMIZED PACKING LIST shall be enclosed in each box or package.
8. All specifications and plans referred to in this order shall form a part of the contract.
9. Vendor warrants articles supplied under this contract to conform to specifications herein, to be fit and sufficient for the purpose manufactured,
merchantable, of good material and workmanship, and free from defect.
10. Purchase Orders will be paid only after all items on the order have been shipped and received and all invoices have been received by the Purchasing
Agent.
11. Cash discount period on all invoices shall commence on the date correctly completed invoice(s) or shipment is received by the County of Mendocino,
whichever is later. If an adjustment or damage occurs on a shipment subject to cash discount, discount will be taken effective on the date final approval
for payment is authorized. For the purpose of earning the discount, payment is deemed to be made on the date of mailing of the County warrant or
check.
12. The County of Mendocino must pay California state and local sales tax, unless Purchase Order specifically indicates exemption.
13. The County of Mendocino is exempt from Federal Excise and Transportation taxes. Exemption certificate will be furnished upon request.
14. Liens: Vendor, by accepting this Purchase Order, warrants and represents that the goods, wares, or merchandise ordered herein are free and clear
from all claims and liens of any nature.
15. Vendor shall hold the County of Mendocino, its officers, agents, servants, and employees harmless from liability of any nature or kind because of use of
any copyrighted or un-copyrighted composition, secret process, patented or un-patented invention, articles or appliances furnished or used under this
order, and agrees to defend, at its own expense, any and all action brought against the County of Mendocino or Vendor because of the unauthorized
use of such articles.
16. By Board Resolution, any claim over six months old must be presented to the Board of Supervisors for payment approval.
17. Upon Vendor request, the County of Mendocino will pay up to 50% down prior to receiving the items and the remaining 50% will be paid after the items are
delivered to the destination. In no instance shall the County of Mendocino pay more than 50% prior to receiving the items.
Page 4 of 5
MENDOCINO COUNTY EPAYABLES INFORMATION
The County of Mendocino is currently making electronic payments to all of our vendors and suppliers who qualify. To achieve this more efficient form
of payment, the County has partnered with Bank of America and their ePayables credit card program. This electronic initiative will yield many benefits
to its participants:
Expedited receipt of cash – electronic payments provide cash flow benefits by eliminating mail and paper check float
Elimination of check processing costs
Remittance data transmitted with payment for more efficient back-end reconciliation
No collection costs associated with lost or misplaced checks
Reduced exposure to check fraud
More efficient handling of exception items
Fits with existing accounting software – requires no purchase of software, no modifications to existing accounts receivable system and no
change to bank accounts.
Going green with paperless electronic payments help conserve the environment by eliminating printing and mailing of paper checks.
For information regarding the payment process, please contact Margaret Yates yatesm@mendocinocounty.org or 707-234-6869.
Additional information regarding the Bank of America Program is also available at:
http://corp.bankofamerica.com/business/ci/landing/epayables-vendors?cm_mmc=sb-general-_-vanity-_-sg01vn000r_epayablesvendors-_-na
If vendor agrees to be enrolled as an ePayables vendor, the Auditor’s office will email them a welcome letter with instructions on how to sign-up.
Page 5 of 5

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See Also

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DEPARTMENT OF DEFENSE

Bid Due: 12/26/2020