On-Call Overhead Door Services 24-42-B
| Agency: | City of Santa Fe |
|---|---|
| State: | New Mexico |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Dec 18, 2023 |
| Due Date: | Jan 11, 2024 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Bid Number: 24-42-B
Status: Open
Open Date: 12/18/2023
Close Date: 01/11/2024 2:00pm
Status: Open
Open Date: 12/18/2023
Close Date: 01/11/2024 2:00pm
Proposal Submission Information
Submission of Bid: Due Date – January 11, 2024, at 2:00 P.M. (MST/MDT) at which time the sealed Bids will be recorded as received and opened.
Solicitation packets are available at the following website: https://www.santafenm.gov/bids_rfps
BID SUBMISSION:
Complete bid documents, as required, by this ITB. ALL Specifications, submittal required documentation, supporting materials, certificates, etc. in addition to the bid documents must be attached to form a complete responsive bid. (NMSA 1978, §§ 13-1-82 through 13-1-84 and 13-1-133)
Electronic bid submissions through the following City of Santa Fe ShareFile upload:
https://cityofsantafenm.sharefile.com/r-r2e1c990e0b104cada29f9959d0ebfbcc.
Description
The City of Santa Fe intends to establish a time and materials contract for on-call, on-site Overhead Door emergency and routine maintenance, repair, inspection, and replacement city-wide at various facilities. The City is seeking bids from qualified contractors to provide all labor, materials, and equipment necessary for the successful repair and/or replacement of overhead doors at City-owned buildings on an On-Call / Time and Materials basis.
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CITY OF SANTA FE
INVITATION TO BID (ITB)
On-Call Overhead Door Services
ITB # 24-42-B
NIGP Commodity Code: 15055, 45026, 91055
Bid Due Date and Time: January 11, 2024
Bidder MUST complete as applicable and sign the following for their bid to be valid (type or print clearly):
Company Name: ____________________________
dba (if applicable): ___________________________
Co. Email: _________________________________
Co. Phone No.: ______________________________
NM Gross Receipts Tax # (CRS)________________
Address: ______________________________
______________________________________
______________________________________
Federal Tax ID # ________________________
Payment terms: ________ (e.g., Net 30. Discount will not be considered in computing the low bid, see “Terms
and Conditions”
F.O.B. Point must be Destination, unless otherwise indicated in the ITB.
Contractor’s Delivery: ______________________ (May be considered in the award)
Authorized Signature: _______________________
Signatory Email: ___________________________
Print or type name: _____________________
Phone No: ____________________________
It is your responsibility as a bidder to ensure your bid is correct and accurate.
No amendment will be issued later than three (3) days prior to the date for receipt of bids, except an amendment
withdrawing the bids or one which includes postponement of the date for receipt of bids.
If applicable, Bidder acknowledges receipt of the following amendment(s):
Amendment No. ____ Dated: ________ Amendment No. ____ Dated: ___________
Bids are subject to the “Terms and Conditions” shown on the attached pages of this document, and any additional
bidding instructions or requirements. NOTE: if you decide not to bid, do not return this document.
Bids must be submitted electronically, via ShareFile only.
Mailed, Faxed, and Emailed bids will not be accepted.
CoSF
Version 6 04.14.2023
TERMS AND CONDITIONS
(Unless otherwise specified)
1. General: When the City of Santa Fe’s Chief Procurement Officer (CPO) or designee approves a purchase
document in response to the ITB, a binding contract is created.
2. Variation in Quantity: No variation in the quantity of any item called for by this order will be accepted unless
such variation has been caused by conditions of loading, shipping, packing or allowances in manufacturing process and
then only to the extent, if any, specified in this order.
3. City Furnished Property: City furnished property shall be returned to the City upon request in the same
condition as received except for ordinary wear, tear and modifications ordered hereunder.
4. Discounts: Prompt payment discounts will not be considered in computing the low bid.
5. Inspection: Final inspection and acceptance will be made at the destination. Tangible Personal Property (goods)
rejected at the destination for nonconformance with specifications shall be removed at the Contractor's risk and expense,
promptly after notice of rejection.
6. Commercial Warranty: The Contractor agrees that the supplies or services furnished under this order shall be
covered by the most favorable commercial warranties the Contractor gives for such to any customer for such supplies or
services. The rights and remedies provided herein shall extend to the City and are in addition to and do not limit any rights
afforded to the City by any other clause of this order. Contractor agrees not to disclaim warranties of fitness for a
particular purpose of merchantability.
7. Taxes: Price shall not include State gross receipts tax or local option tax. Such tax or taxes shall be added at time
of invoicing at current rate and shown as a separate item to be paid by the Requesting Department.
8. Packing, Shipping, and Invoicing:
The Contractor shall ship in accordance with the following instructions: Shipment shall be made only against specific
orders which the Requesting Department may place with the Contractor during the term. Delivery shall be made as
indicated by the Requesting Department. If contractor is unable to meet stated delivery the Requesting Department must
be notified. Freight/shipping costs shall be prepaid by the vendor, added at time of invoicing, and shown as a separate line
item to be paid by user. Using agency shall only pay exact courier costs, without a markup.
A. The City’s Purchase Order/Contract number and the Contractor's name, Requesting Department's name
and location shall be shown on each packing and delivery ticket, package, bill of lading, and other
correspondence in connection with the shipments. The Requesting Department’s count will be accepted
by the Contractor as final and conclusive on all shipments not accompanied by packing tickets.
B. The Contractor's invoice shall be submitted duly certified and shall contain the following information:
order number, description of supplies or services, quantities, unit price and extended totals. Separate
invoices shall be rendered for each complete shipment.
C. Invoices must be submitted to the Requesting Department and NOT to the City CPO.
9. Non-Collusion: In signing this bid the Contractor certifies they have not, either directly or indirectly, entered into
action in restraint of free competitive bidding in connection with this bid submitted to the CPO or designee.
10. Default: The City reserves the right to cancel all or any part of this order without cost to the City, if the
Contractor fails to meet the provisions of this order and, except as otherwise provided herein, to hold the Contractor liable
for any excess cost occasioned by the City due to the Contractor's default. The Contractor shall not be liable for any
excess costs if failure to perform the order arises out of causes beyond the control and without the fault or negligence of
the Contractor, such causes include but are not restricted to, acts of God or the public enemy, acts of the City, State, or
Federal Government, fires, floods, epidemics, quarantine restrictions, strikes, freight embargoes, unusually severe weather
and defaults of subcontractors due to any of the above, unless the City shall determine that the supplies or services to be
furnished by the subcontractor were obtainable from other sources in sufficient time to permit the Contractor to meet the
required delivery scheduled. The rights of the City provided in this paragraph shall not be exclusive and are in addition to
any other rights now being provided by law or under this order.
11. Nondiscrimination: Contractor doing business with the City must follow the Federal Civil Rights Act of 1964
and Title VII of the Act (Rev. 1979) and the Americans with Disabilities Act of 1990 (Public Law 101-336).
12. Penalties: Sections NMSA 1978, §§ 13-1-28 through 13-1-199, imposes civil and criminal penalties for its
violation. In addition, the New Mexico criminal statutes impose felony penalties for bribes, gratuities, and kickbacks.
13. Payment Provisions: All payments under this Agreement are subject to the following provisions.
A. Acceptance - In accordance with Section NMSA 1978, § 13-1-158, the City shall determine if the product
or services provided meet specifications. Until the products or services have been accepted in writing by
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the City, the City shall not pay for any products or services. Unless otherwise agreed upon between the
City and the Contractor, within thirty (30) days from the date the City receives written notice from the
Contractor that payment is requested for services or within thirty (30) days from the receipt of products,
the City shall issue a written certification (by letter or email) of complete or partial acceptance or
rejection of the products or services. Unless the City gives notice of rejection within the specified time
period, the products or services will be deemed to have been accepted.
B. Payment of Invoice - Upon acceptance that the products or services have been received and accepted,
payment shall be tendered to the Contractor within thirty (30) days after the date of invoice. After the
thirtieth day from the date that written certification of acceptance is issued, late payment charges shall be
paid on the unpaid balance due on the contract to the Contractor at the rate of 1.5 % per month.
Contractor may submit invoices for payment no more frequently than monthly. Payment will be made to
the Contractor's designated mailing address. Payment on each invoice shall be due within 30 days from
the date of the acceptance of the invoice. The City agrees to pay in full the balance shown on each
account’s statement, by the due date shown on said statement.
14. Items: All bid items are to be NEW and of most current production, unless otherwise specified.
15. Workers' Compensation: The Contractor agrees to comply with State laws and rules pertaining to Workers'
Compensation benefits for their employees. If the Contractor fails to comply with Workers' Compensation Act and
applicable rules when required to do so, this Agreement may be terminated by the City.
16. Contractor Personnel: Personnel proposed in the Contractor’s written bid to the Requesting Department are
considered material to any work performed under this Agreement. Once a Purchase Order or contract has been executed,
no changes of personnel will be made by the Contractor without prior written consent of the Requesting Department.
Replacement of any Contractor personnel, if approved, shall be with personnel of equal ability, experience, and
qualifications. The Contractor will be responsible for any expenses incurred in familiarizing the replacement personnel to
insure their being productive to the project immediately upon receiving assignments. Approval of replacement personnel
shall not be unreasonably withheld. The Requesting Department shall retain the right to request the removal of any of the
Contractor’s personnel at any time.
17. Records and Audit: The Contractor shall maintain detailed time and expenditure records that indicate the date,
time, nature, and cost of services rendered during this Agreement’s term and effect and retain them for a period of three
(3) years from the date of final payment under this Agreement. The records shall be subject to inspection by the
Requesting Department and the City. The Requesting Department shall have the right to audit billings, both before and
after payment. Payment for services under this Agreement shall not foreclose the right of the Requesting Department to
recover excessive or illegal payments.
18. Subcontracts: The foregoing requirements for Contractor Personnel, Subcontracting, and Audit shall be inserted
into all subcontracts from the prime contractor to the subcontractor.
IMPORTANT BIDDING INFORMATION:
Submission of Bid: Due Date – January 11, 2024, at 2:00 P.M. (MST/MDT) at which time the sealed Bids will be recorded
as received and opened.
Solicitation packets are available at the following website: https://www.santafenm.gov/bids_rfps
BID SUBMISSION:
Complete bid documents, as required, by this ITB. ALL Specifications, submittal required documentation, supporting
materials, certificates, etc. in addition to the bid documents must be attached to form a complete responsive bid. (NMSA 1978,
§§ 13-1-82 through 13-1-84 and 13-1-133)
Electronic bid submissions through the following City of Santa Fe ShareFile upload:
https://cityofsantafenm.sharefile.com/r-r2e1c990e0b104cada29f9959d0ebfbcc
• It is the Bidder’s responsibility to ensure all documents are completely uploaded and submitted electronically
via the ShareFile upload submission by the deadline set forth in this ITB. Such electronic submissions will be
considered sealed bids in accordance with statute. Note: It is the responsibility of the Bidder to ensure bids are
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correct and accurate before submission. By bidding electronically, you acknowledge all amendments and it is
your responsibility to ensure your bid corresponds with any amendments.
• If an amendment is processed after bid is submitted, Bidders must resubmit their bid in order for it to be
considered fully submitted.
• Please ensure that you, as the Bidder, allow adequate time for large uploads and to fully complete your submittal
by the deadline. A submission that is not both: (1) fully complete; and (2) received, via email by the deadline,
will be deemed late. Further, a submission that is not fully complete by the deadline because the response was
captured, blocked, filtered, quarantined, or otherwise prevented from reaching the proper destination server by
any anti-virus or other security software will be deemed late.
All Bids received after the due date and time will be rejected and will remain unopened. NO LATE BID CAN BE
ACCEPTED.
Chief Procurement Officer (CPO): If you are an individual with a disability and you require accommodation such as
closed captioning, please contact the CPO or designee at least five (5) working days prior to the scheduled bid opening.
CPO contact information is:
Travis Dutton-Leyda
Chief Procurement Officer
City of Santa Fe
tkduttonleyda@santafenm.gov
Any inquiries or requests regarding this procurement should be submitted, in writing, to the Department Contact AND
the Central Purchasing Office at the following email addresses:
Department Contact: Spencer Schwartz, smschwartz@santafenm.gov
Central Purchasing Office: purchasing_ITB@santafenm.gov
Bidders may contact ONLY the Department Contact and the Central Purchasing Office regarding this procurement and its
terminology. All other city employees do not have the authority to respond.
Protests of the solicitation or award must be submitted in writing to the CPO. The CPO of the City of Santa Fe is the
only authority for formal review and determination of a protest pursuant to NMSA 1978, §13-1-172, and Procurement
Manual Section Y; ONLY protests delivered directly to the CPO in writing and in a timely fashion will be considered
to have been submitted properly and in accordance with statute, rule, and this ITB. Protests submitted or delivered to
the CPO will NOT be considered properly submitted.
Bidders shall promptly notify the CPO or designee of any ambiguity, inconsistency, or error which they may discover
upon examination of the bid. Any response made by the City will be provided in writing to all contractors by addendum,
no verbal responses shall be authoritative.
BID OPENING: Bid opening will be accomplished through a Zoom meeting as follows:
Date: January 11, 2024
Time: 2:00 PM Mountain Time (US and Canada)
Join Zoom Meeting @:
https://santafenm-gov.zoom.us/j/84208314187?pwd=dkx0ZHZmc3k3ZVpKOTdwdEU0aDRNQT09
Meeting ID: 842 0831 4187
Passcode: 408444
One tap mobile
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Find your local number: https://santafenm-gov.zoom.us/u/kb7nMAqVDf
All Bidders must notify the CPO or designee if any employee(s) of the requesting Department or the office of CPO have a
financial interest in the Bidder:
____ No financial interest ____ Yes financial interest
If yes specify by name: ______________________________________
Rejection of Bids: The CPO or designee shall have the right to reject any or all bids, and to reject a bid not accompanied by
the data required by this bidding document, or a bid which is in any way incomplete or irregular.,
Brand Name or Equal: Where a brand name or equal is indicated, it is for the purpose of describing the standard of quality,
performance, and characteristics desired and is not intended to restrict competition. “No substitute” specifications may be
authorized ONLY if required to match existing equipment.
If bidding “equivalent” bidders must be prepared to furnish “complete data” upon request, preferably with bid, to avoid
delay in award.
Prohibit Bidding: If any Bidder is of the opinion that the specifications as written preclude him from submitting a bid on
this ITB, it is requested that his opinion be made known to the CPO or designee, in writing, at least seven (7) days prior to
the bid opening date.
Responsible Bidder: Bidders must, upon request of the CPO or designee, provide information and data to prove that the
financial resources, production of service facilities, service reputation and experience are adequate to make satisfactory
delivery of the materials and/or services. the CPO or designee reserves the right to require a Bidder to furnish a Performance
Bond prior to award, where the Bidder is unable to furnish the required information or data, or for other reasons which
would insure proper performance by the Bidder.
Samples: Unless otherwise indicated in the bid specifications, samples of the items, when required, shall be free of expense
to the City. Samples not destroyed or mutilated in testing will be returned upon request, at Bidders expense. Each sample
must be labeled to clearly show the bid number and item number that it pertains to. Unsolicited bid samples or descriptive
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