|Agency:||City of Healdsburg|
|Type of Government:||State & Local|
|Posted Date:||Mar 19, 2018|
|Due Date:||Apr 5, 2018|
|Bid Source:||Please Login to View Page|
|Contact information:||Please Login to View Page|
|Bid Documents:||Please Login to View Page|
Procurement of Ortho-Polyphosphate
|Bid Recipient:||Tina Kirchner|
CITY OF HEALDSBURG
INVITATION FOR BID (IFB)
SPECIFICATIONS, PROPOSAL, AND PURCHASE ORDER (CONTRACT)
PROCUREMENT OF ORTHO-POLYPHOSPHATE
Bid due date:
April 5, 2018 by 12pm (PST)
CITY OF HEALDSBURG
PUBLIC WORKS DEPARTMENT
401 Grove Street
HEALDSBURG, CALIFORNIA 95448
PHONE: (707) 431-3346
PART 1- INSTRUCTIONS TO BIDDERS
Bid Proposal forms, Instructions to Bidders, Specifications and Purchase Order (Contract) Terms and Conditions for the proposed contract may be obtained by calling Tina Kirchner 707-431-3160 or email: firstname.lastname@example.org.
All of the documents mentioned above shall constitute essential parts of the completed contract (Purchase Order).
**The current contract expires June 30, 2018. The new contract will be effective as of July 1, 2018.**
This contract may be subject to renewal for additional years, for a total maximum term of three (3) calendar years. Under no circumstances shall this contract be extended beyond the date of June 30, 2021. Upon mutual consent by both the City and the Vendor, satisfied with the contractual relationship and mutually agreeable to extending the Contract for an additional year, the City Manager under the authority of the City Council of the City of Healdsburg, shall extend the contract for an additional year, and said extension shall specify in writing the date upon which the extension shall terminate, in accordance with Section 2 (d) and 2 (e) of the purchase order.
All bids must be made on the bid forms provided. Each bid shall be enclosed in a sealed envelope marked:
PROCUREMENT OF ORTHO-POLYPHOSPHATE
All bids must be filled in completely, in ink, and must be signed by the bidder. A signed Statement of Compliance must accompany the bid document- Part 6
The Vendor bidding this procurement must state, in words and in figures, the unit prices and specified sums for which he/she proposes to supply. All blank spaces in the bid form must be filled in.
Any unauthorized condition; limitation or provision attached to the bid will be liable to render it informal and may cause its rejection. Alteration by erasure must be explained or noted in the bid over the signature of the Vendor. If the bid is made by an individual, it must be signed by the full name of the Vendor whose address must be given. If it is made by a firm, it must be signed with the co-partnership name by a member of the firm. If it is made by a corporation, it must be signed by an officer in the corporate name and the corporate seal must be attached to such signature.
2. Discrepancies in Bids
In the event that there is more than one bid item on a bid form, the Vendor shall furnish a price for all items and failure to do so will render the bid informal and may cause its rejection. In the event that there are unit price bid items on a bid form and the "amount" indicated for a unit price bid item does not equal the product of the unit price and quantity, the unit price shall govern and the amount will be corrected accordingly. In the event that the unit price written in words differs from the unit price written in numbers, the unit price written in words shall govern and the amount will be corrected accordingly. In the event that there is more than one bid item on the bid form and the total indicated on the bid form does not agree with the sum of the amounts bid on the individual items, the prices bid on the individual items shall govern and the total on the bid will be corrected accordingly, and the vendor shall be bound by said correction.
3. Acceptance or Rejection
No telegraphic bid or telegraphic modification of a bid will be considered. No bid that is received after the advertised time of receiving bids will be considered. If the price of any item appears to be abnormally high or low, it may lead to the rejection of the bid containing such price. The project manager reserves the right to accept any bid, to waive any defects and irregularities in the bids and to reject any or all bids. The bid shall be awarded as all or nothing.
4. Purchase Order
To whom an award is made will be required to execute a written agreement with the City of Healdsburg, in a form of a Purchase Order including Terms and Conditions.
5. Miscellaneous Vendor Information
1) Bid. Bid proposal shall be made in accordance with the description of items as listed and described in the bid section and as further specified within the technical provisions of the contract herein. This is an all or nothing bid.
2) Basis of Award. The Purchase Order shall be awarded to the lowest responsive vendor, on basis of the total base bid amount as listed in the bid. The Vendor must meet the terms of the specifications.
3) Basis for Payment. The City will pay the Vendor in the manner, at such times and in such amounts as set forth as required by the Purchase Order.
4) Form and Delivery. Bids shall be sealed and labeled: "Attention: City of Healdsburg, PROCUREMENT OF ORTHO-POLYPHOSPHATE" and will be accepted until 12:00 PM (PDT) April 5, 2018 in either of the following three (3) methods:
(1) Personal delivery to the City of Healdsburg located at 401 Grove Street, Healdsburg California;
(2) U.S. Postal Delivery to 401 Grove Street, Healdsburg CA 95448
(3) Courier service (i.e. FedEx, UPS)
5) Reservation of Rights by the City. (1) The City of Healdsburg reserves the right to postpone the date and time for the acceptance of bids at any time prior to the date and time announced in the advertisement; (2) The City of Healdsburg reserves the right to reject any and all bids or to waive any defects or irregularity in bidding.
6) Bids. All bids shall be valid for a period of ninety (90) calendar) days after the bid opening.
7) Statement of Compliance. Vendor s will be asked to sign and return to the City the Statement of Compliance page of this IFB. The compliance page is a statement that says the Vendor has read the terms and conditions of the Purchase Order and agrees to comply with the language. It is strongly suggested that the Vendor provide the insurance requirements to the insurance carrier in order to ensure compliance with the City requirements. Any costs to obtain this insurance should be included in the cost bid. The City will not agree to pay for any insurance costs that are not included in the cost bid submitted by the Vendor. [Part 6]
PART 2 - QUALIFICATIONS & RESPONSIBILITIES OF VENDOR
Notwithstanding the details presented in these specifications, it is the responsibility of the Vendor to verify the sustainability of the product(s) and delivery equipment and methods to meet the intent of these specifications.
Consideration will only be given to Vendors, who can demonstrate that their product(s) and delivery methods comply with these specifications.
The Vendor must comply will all applicable federal, state and local laws, regulations, rules and standards, including but not limited to OSHA, Code of Regulations.
PART 3 GENERAL, TECHNICAL, AND CHEMICAL SPECIFICATIONS
PROCUREMENT OF ORTHO-POLYPHOSPHATE
1) DESCRIPTION OF SERVICES
a. Vendor will supply and deliver the chemical. The chemical will be in accordance with applicable American Water Works Association standards and the attached specifications.**Special Note: All water treatment facility chemicals must conform to American National Standards Institute / National Sanitation Foundation (ANSI/NSF) Standard 60. The chemical and any additional or replacement process media used in treatment of water supplied by public water systems must conform to American National Standards Institute/National Sanitation Foundation (ANSI/NSF) Standard 60 for direct additives and ANSI/NSF Standard 61 for indirect additives. Conformance with these standards must be obtained by certification of the product by an organization accredited by ANSI. **
b. Vendor will furnish all of the material, supplies, tools, equipment, labor and other services necessary for purchase of said chemical, to deliver said chemical to the City as and when required.
c. Vendor will supply the chemical upon issuance of any order from the City within the time as specified in the Purchase Order terms and conditions and Vendor will complete the same within that time provided in said Purchase Order terms and conditions, unless the period for completion is extended otherwise by the contract documents.
d. The Purchase Order documents will consist of: Instruction to Bidders [Part 1], Qualifications and Responsibilities [Part 2], Technical Specifications [Part 3], Bid Proposal [Part 4], Purchase Order Terms & Conditions [Part 5] and including all modifications thereof incorporated into the documents before their execution, and including all other requirements incorporated by specific reference thereto.
e. Discrimination. During the performance of this Purchase Order, Vendor will not discriminate against an employee or applicant for employment on account of race, religion, creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, or sex of such persons, except as provided in Section 12940 of the Government Code.
f. The City will pay the Vendor in the manner, at such times and in such amounts as set forth and as required by the Purchase Order documents.
g. This Purchase Order shall be binding upon all parties hereto and in their respective heirs, executors, administrators, successors, and assigns.
ESTIMATED 2018/2019 QUANITY TOTALS
1300 gallons (2 times per year- 2600 gallons total)
City Corporation Yard
550 WESTSIDE ROAD
a. The estimated requirements for all chemical, as listed above, will vary with the actual demands of the City.
b. The estimated requirements are given for information purposes only and shall not be deemed to guarantee either a minimum amount or restrict the maximum amount to be furnished.
c. It is the intent of this specification to require the Vendor to furnish all the City's ortho-phosphate requirements.
d. Neither an under run, regardless of extent, nor an overrun, regardless of extent, in the actual quantity delivered compared to the estimated quantity shall entitle the Contractor to an adjustment in the unit price or to any other compensation.
3) DELIVERY REQUIREMENTS
a. Vendor will supply to the City of Healdsburg, upon delivery, an affidavit of compliance with the technical specifications (see each specification for more information about requirements for the contents of affidavit), The Vendor shall submit an affidavit of compliance with these specifications for each chemical delivery as delivered to the City.
b. All chemical companies must provide notification of intended deliveries one day prior to the expected delivery dates. This notification may be by internet, phone or fax and must include the delivery driver's name, driver's license number, and expected time of delivery. Shipments received without this information may be refused.
c. The City shall notify the Vendor a minimum of four (4) days in advance of the requirements for each delivery.
d. With each delivery the Vendor shall provide documentation of the manufacturer's name, name of the product, the grade of the product and all the hazardous communication material information as required by State of federal law.
e. The City of Healdsburg assumes no responsibility for materials in route. All shipments remain the responsibility of the Vendor until received and accepted by the City.
f. If the Vendor uses a common carrier outside of their own company for deliveries, the Vendor is responsible to supply the City with evidence of automobile insurance as described in Part 5 for that common carrier following the Notice of Award and prior to the purchase order.
g. All deliveries to be made during normal working hours of 7:00 a.m. to 4:00 p.m., Monday through Thursday unless specified otherwise by the City. Deliveries will not be requested nor accepted on holidays, Saturdays or Sundays unless mutual agreement has been made between the Vendor and the City.
h. Further delivery requirements are set forth in each chemical specification.
4) CONTAINER CHARGES
a. The City of Healdsburg is committed to cooperate fully with the Vendor awarded this bid and with their container accounting system. The City of Healdsburg however requires a container accounting system that does not employ a debit/credit cash flow.
b. The Contactor shall specify reimbursement costs if a container is lost, stolen or damaged.
c. Container inventory accounting system shall not be documented on product invoices or bills. Separate documentation is required.
d. Container inventory activity shall be summarized in a report submitted to the City of Healdsburg Public Works Department
5) CERTIFICATION REQUIRED WITH WATER TREATMENT PLANT CHEMICALS
All chemicals provided for Water Treatment must be accompanied by a certification of compliance with the specifications of the American National Sanitation Foundation Standard 60, concerning drinking water additives.
6) CERTAIN WATER TREATMENT CHEMICALS EXEMPT FROM STATE SALES TAX
Certain chemicals used in the treatment of water are exempt from State of California Sales Tax. Bidders should be aware of and plan to bill in compliance with the appropriate provisions of State law regarding the taxability of chemicals used to treat products for resale (reference: SALES AND USE TAX ANNOTATIONS, Section 440.2).
a. All discharge connections and hose ends shall be plugged, capped, blind flanged, or contained to prevent any spillage of chemicals.
b. The Vendor shall be notified immediately of any spillage which is not cleaned up by the truck driver.
c. Any spillage not cleaned up within four (4) hours of notification will be cleaned up by the City forces at the City's rate for labor and shall be billed to the Vendor.
d. The Vendor shall pay for the repair of areas damaged by the spillage of a provided chemical.
8) TECHNICAL SPECIFICATIONS
a. Each chemical Proposal shall be accompanied by:
a. 1. Current ANSI/NSF Standard 60 certification.
a.2.The orthophosphate solution shall conform to the American Water Works Association's
Standard for orthophosphate, B506-13 or current revision; except as modified or supplemented herein.
a.3.MSDS or GHS documents (Note: Only GHS sheets will be accepted after the Notice of Award is issued).
a.4.Most recent typical product analysis data sheet.
b. All delivered and packaged items shall be marked as meeting the appropriate ANSI/NSF Standard 60.
c. Estimated annual quantities are estimates only. Actual quantities may be more or less than the estimated quantities.
d. All quantities are on an as-needed basis as determined by the City of Healdsburg representatives.
e. The chemicals shall be ordered as needed by the Operations Superintendent, or the designated City representatives.
f. All Proposals shall be F.O.B. to the locations listed in the chemical specifications.
g. The City of Healdsburg reserves the right to terminate the agreement, subject to a 30-day written notice.
h. The specifications are intended to describe the type and quality of the product, which will best meet the demands of the City of Healdsburg. Note: Each bidder must submit the specifications for the product at the bid opening that constitutes the make-up of the chemical listed.
9) CHEMICAL SPECIFICATIONS
9.2. Current ANSI/NSF Standard 60 certification.
9.3. The orthophosphate solution shall conform to the American Water Works Association's Standard for orthophosphate, B506-13 or current revision; except as modified or supplemented herein.
9.4. A condensed inorganic ortho-polyphosphate blend for corrosion control used in the protection of potable water conduits in the transmission of public water supplies.
9.5. Chemical name; Orthophosphate blend (corrosion inhibitor)
9.6. Formula: Proprietary
9.6.2. Poly: P04: 71%-75%
9.6.3. P04 25%-29%
9.6.4. pH: 4.7-7
9.6.5. Density: 11.3-11.5
9.6.6. Specific gravity: 1.28-1.42
PART 4 PROPOSALS
BID FORM SUBMITTAL
PROCUREMENT OF ORTHO-POLYPHOSPHATE
For the City of Healdsburg, Sonoma County, California.
The undersigned, as bidder (hereafter "Vendor"), declares that Vendor has carefully examined the work and all proposal items, and agrees that if this proposal is accepted that Vendor will contract with the City of Healdsburg, pursuant to the contract agreement [Part 5], to provide and deliver all the materials specified in the contract in the manner and time herein prescribed, and in accordance with the requirements of the Public Works Department, Vendor will take in full payment of the following prices of materials and equipment for the;
UNIT PRICE ($)/UNIT
TOTAL COST ($)
1300 BULK GALLONS (2 X’s a year)
MINIMUM DELIVERY GALLONS
** Do not include sales tax in the bid. Sales tax will be added to the purchase order and remitted with invoice payments.
TOTAL AMOUNT BID $ _____________________________________________________
Written in words: _____________________________________________________________________________________
Business Name: _______________________________________________________________________
Signature ______________________________________ Date:________________________
Name: ________________________________________ Title: __________________________
Business Address: ___________________________________________________________________
City and State Zip Code
Fax Number: ____________________________________
Please List Common Carriers Used for Deliveries
PART 5-PURCHASE ORDER (ORDER)- TERMS AND CONDITIONS
These terms and conditions govern the Vendors' delivery of Products and/or Services described on this Order. 'Work' as outlined in this section will be defined as the PROCUREMENT OF ORTHO-POLYPHOSPHATE
1. Time of Performance. The Products and/or Services must be delivered by the Delivery Date specified on this Order. If this Order is for Services, performance of the Services must commence by the Commencement of Services date specified on this Order. Time is of the essence.
2. Governing Law. Jurisdiction. The laws of the State of California shall govern the rights, obligations, duties and liabilities of the parties to this Order and the interpretation of this Order. Any action or proceeding that is initiated or undertaken to enforce or interpret any provision, performance, obligation or covenant set forth in this Order shall be brought in a state court in Sonoma County.
3. Warranty and Title. Vendor warrants that: (A) All Products and Services are as described on this Order, of good quality and free from defects; (B) All Products delivered are merchantable; (C) Vendor has good title to all Products delivered and all Products delivered are fee from liens and other encumbrances; and (D) Vendor's delivery of the Products and/or Services will be in strict conformity with all applicable local, state, and federal laws.
4. Precedence. Integration and Binding Effect, If any portion of these terms and conditions conflicts with any information on the face of this Order, the information on the face of this Order will govern. This Order contains the entire Order between the Vendor and the City concerning the Products and/or Services described on this Order. This Order supersedes all prior Orders concerning such Products and/or Services. This Order may only be modified by a writing signed by authorized representatives of the Vendor and City. This Order is binding on the Vendor, the City, and their successors and assigns.
5. Payment. The City will pay Vendor invoices for Products and/or
Services actually delivered in accordance with this Order. To be eligible for payment, Vendor invoices must itemize the Products and/or Services delivered and the corresponding prices in accordance with this Order. Payment of Vendor invoices does not constitute acceptance of Products and/or Services delivered. Prices of Products and/or Services delivered that are not in accordance with this Order are subject to adjustment. In no event will the prices of Products and/or Services delivered exceed that specified on this Order.
6. Business License, The Vendor must obtain a City business license, unless the Vendor qualifies for an exemption.
7. Taxes, The Vendor must separately state on all invoices any taxes imposed by the local or federal state government applicable to furnishing of Goods or Services, provided, however, where a tax exemption is available, the tax must be subtracted from the total price identified, Unless otherwise set forth in the Purchase Order, the purchase price will be considered to include state and city sales or use tax.
8. Independent Contractor. Vendor is an independent contractor and not an employee of the City.
9. Termination for Cause. In addition to all other legal and equitable rights of the City, the City may terminate this Order for cause upon any failure by Vendor to fulfill its obligations under this Order. Such termination for cause will be by written notice to the Vendor specifying the Products and/or Services not in accordance with this Order. Upon such notice to the Vendor, the City may purchase Products and/or Services to substitute for those not delivered in accordance with this Order. The City may, at its option, either: (A) deduct the amount by which the cost of such substitute Products and/or Services exceeds the prices specified on this Order from monies due or that may become due the Vendor, or (B) invoice the Vendor for such amount. Any invoice submitted to the Vendor under this provision will be due upon receipt.
10. Termination for Convenience. The City may terminate this Order for convenience upon notice to the
Vendor. If the City terminates this Order for convenience, the City will pay the Vendor for Products
and/or Services delivered in accordance with this Order prior to the date of termination. The City will also pay the Vendor for Products and/or Services that Vendor cannot cancel as of the date of termination, so long as such Products and/or Services are delivered in accordance with this Order.
11. Recovery of Attorney's fees.. If a party brings any action, including an action for declaratory relief, to enforce or interpret any term of this Order, the prevailing party will be entitled to reasonable attorneys' fees in addition to any other relief to which that party may be entitled. The court may set such fees in the same action or in a separate action brought for that purpose
12. Indemnity To the maximum extent permitted by law, Vendor shall, at its own expense, indemnify, defend with counsel acceptable to the City, (which acceptance will not be unreasonably withheld), and hold harmless City and its officers, officials, employees, agents and volunteers ("Indemnities") from and against any and all liability, loss, damage, claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, civil penalties and fines, expenses and costs (including, without limitation, claims expenses, attorney's fees and costs and fees of litigation) (collectively, "Liability") of every nature, whether actual, alleged or threatened, arising out of or in connection with delivery of the Products and/or Services or Vendor's failure to comply with any of the terms of this Agreement, regardless of any fault or alleged fault of the Indemnities.
The Vendor's obligation to indemnify, defend and hold harmless under this provision shall not be excused because of the Vendor's inability to evaluate Liability, or because the Vendor evaluates Liability and determines that the Vendor is not or may not be liable. The Vendor must respond within 30 calendar days to any tender for defense and indemnity by the City, unless the time for responding is extended by an authorized representative of the City in writing. If the Vendor fails to accept tender of defense and indemnity within 30 calendar days, in addition to any other remedies authorized by law, so much of the money due or that may become due the Vendor under this Agreement as shall reasonably be considered necessary by the City, may be retained by the City until disposition has been made of the matter subject to tender, or until the Vendor accepts the tender, whichever occurs first.
The Vendor waives any and all rights to express or implied Indemnity against the Indemnities concerning any Liability of the Vendor arising out of or in connection with the Services or Vendor's failure to comply with any of the terms of this Purchase Order .
In the event that Vendor or any employee, agent, or subcontractor of Vendor providing services under this Purchase Order is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City,
Vendor shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Vendor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.
Vendor shall be required to to obtain a certificate of insurance and appropriate endorsements from the all subcontractors and provide proof of said documents upon request by the City. Subcontractor agrees to be bound to the Vendor and the City in the same manner and to the same extent as Vendor is bound to City under the Purchase Order. Vendor further agrees to include the same requirements and provisions of this Purchase Order, including the indemnity and insurance requirements, with any Sub-subcontractor to the extent they apply to the scope of the Sub-subcontractor's work. A copy of the Purchase Order indemnity and insurance provisions will be furnished to the Subcontractor upon request
This Order specifies types and amounts of insurance Vendor must maintain, and required proof of insurance and/or endorsements, Vendor will comply with such provision delivering the Products and/or Services described on this Order-please see Exhibit 1 to these Terms and Conditions. The defense and indemnification obligations in this Purchase Order are undertaken in addition to, and shall not in any way be limited by the insurance obligations contained in this Purchase Order.
13. Prevailing Wage. Performance of the Services is subject to the requirements of California Labor Code section 1720 and following concerning payment of prevailing wages. The Vendor agrees to comply with all applicable California Labor Code Requirements, including, but not limited to, the requirements that are attached to and made a part of this Order.
14. Non-discrimination. During the performance of this Purchase Order, Vendor will not discriminate against any employee of the Vendor or applicant for employment because of race, religion, creed, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation. Vendor will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, religion, creed, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation.
EXHIBIT 1- PURCHASE ORDER TERMS AND CONDITIONS INSURANCE
Prior to commencing work, the Vendor shall procure and maintain at the Vendors expense for the duration of the Contract insurance against claims for injuries, pensions or damages to property which may arise from or in connection with the performance for the work or services hereunder by the Vendor, his/her agents representatives, employees or subcontractors.
Minimum Limits of Insurance:
Vendor shall obtain insurance of the types and in the amounts described below:
a. All required insurance must be provided in the form of "occurrence"-type policies underwritten by admitted insurers in the State of California with a rating of A or better from the current year Best Rating Guide. All policies must be issued at the expense of the Vendor and must be maintained at the Vendor's expense throughout the performance of the Work. Vendor shall maintain insurance as required by this Purchase Order to the fullest amount allowed by law.
b. The limits of the Commercial General Liability (including bodily injury, personal injury and property damage) insurance shall be:
$2,000,000 per occurrence
c. If the work to be performed involves vehicles or vehicular equipment, the Automobile insurance limit shall be:
$2,000,000 per accident for bodily injury and property damage
Automobile coverage should be at least as broad as Insurance Services Automobile Liability form CA 0001 Code 1 ("any auto"). No endorsement may be attached limiting the coverage. If coverage provided is anything less than 'any auto' additional information, such as schedule of covered autos or proof of personal auto liability coverage, may be required by the City.
d. Worker's Compensation Insurance. Proof of Workers Compensation and Employers Liability insurance as required by any applicable law, regulation or statute, including the provisions of Division IV of the Labor Code of the State of California, and any act or acts amending it. Worker's compensation insurance must be for Statutory Limits and must cover the full liability of the Vendor. The Vendor's Employer's Liability Insurance must be in an amount no less than $1,000,000.00 per occurrence. The workers' compensation policy must be endorsed with a waiver of subrogation. The insurance company, in its endorsement, must agree to waive all rights of subrogation against the City, its officers, officials, employees, agents and volunteers for losses paid under the terms of such policy.
e. Umbrella/Excess Policy. The limits of insurance required under this Contract may be satisfied by a combination of primary and umbrella or excess Insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of City (if agreed to in a written contract or agreement) before the City's own insurance or self-insurance shall be called upon to protect it as a named insured.
f. The City's Risk Manager may increase or decrease the insurance requirements and limits set forth in those cases in which he/she determines that special circumstances justify such an increase or decrease.
h. Endorsements must add the City, its officials, officers, employees, agents and volunteers as an additional insured ("Additional Insured"). The Additional Insured coverage under the Vendor's policy shall be "primary and non-contributory" and Vendor's coverage will not seek contribution from the City's insurance or self-insurance and shall be at least as broad as CG 20 01 04 13.
i. It shall be a requirement under this Purchase Order that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to the Additional Insured. Furthermore, the requirements for coverage and limits shall be (1) the minimum coverage and limits specified in this Purchase Order; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the name insured; whichever greater.
j. The Vendor shall provide the City with a 30 day written notice of any reduction or cancellation of such insurance required to be furnished by the Vendor and include a severability of interest clause acceptable to the City and if requested by the City.
k. If an Umbrella or Excess Policy is used to satisfy the requirements, than an email or language stating such on the certificate must be provided from the insurance carrier/broker and that Umbrella/Excess Policy 'follows form' or is 'continuous' to the General liability and/ Auto liability policy in addition to the required endorsement.
l. Examples of City approved insurance forms are included in this bid package. If the Vendor's insurance carrier chooses to use forms other than the City's approved forms, such forms shall be subject to the approval of the City. If the Vendor provides policy pages instead of an endorsement the insurance agent/broker will be asked to sign, initial and date all applicable sections of the policy that meet the City's insurance requirements.
m. All self-insured retentions (SIR) must be disclosed to City for approval and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or the City. The City reserves the right to obtain a full certified copy of any insurance policy and endorsements. Failure to exercise this right shall not constitute a waiver of right exercise later.
i. Vendor agrees to include with all subcontractors in their subcontract the same requirements and provisions of this contract including the indemnity and insurance requirements to the extent they apply to the scope of the Subcontractor's work. Vendor shall require all sub-contractors to provide a valid certificate of insurance and the required endorsements included in the Contract prior to commencement of any work and Vendor will provide proof of compliance, upon request, to the City.
ii. Any Subcontractor hired by the Vendor agrees to be bound to the Vendor and the City in the same manner and to the same extent as Vendor is bound to the City under the Contract. Subcontractor.
PART 6- STATEMENT OF COMPLIANCE
CITY OF HEALDSBURG
STATEMENT OF COMPLIANCE FORM
Instructions: Each proposal must be accompanied by a signed Statement of Compliance. The Bidder must sign one, and only one of the declarations stated below and remit as part of your Proposal as Attachment A.
The undersigned declares that the Proposal submitted by (Name of Firm/Company)
________________________________________to provide the services as described in the IFB was prepared in strict compliance with the instructions, conditions, and terms listed in the IFB, Scope of Services and (Purchase Order T&C) with no exceptions taken.
Printed Name and Title: _____________________________________________________________________
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -- - - - - - - - - - -
By signing below, the Bidder acknowledges that the Proposal submitted by (Name of Firm/Company) ________________________________________has been prepared in consideration of and with exception to some of the terms of the IFB, Scope of Services and Purchase Order T&C. By signing below, the Bidder declares that the Proposal includes a statement that identifies each item to which the Bidder is taking exception or is recommending change, includes the suggested rewording of the contractual obligations or suggested change in the IFB, and identifies the reasons for submitting the proposed exception or change. The City reserves the right to reject any declarations that are not accompanied with the required documentation as described above.
Printed Name and Title: _____________________________________________________________________
[ Attach a separate sheet(s) detailing each exception being taken]
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