Traffic Signal Supplies

Agency: City of Avondale
State: Arizona
Type of Government: State & Local
Caegory:
  • 99 - Miscellaneous
Posted Date: Mar 27, 2018
Due Date: Apr 17, 2018
Solicitation No: IFB EN18-043
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Traffic Signal Supplies
  • Department: Development & Engineering Services, Finance & Budget
  • RFP Number: IFB EN18-043
  • Start Date: 03/26/2018 12:11 PM
  • Close Date: 04/17/2018 3:00 PM
Traffic Signal Supplies
Department: Development& Engineering Services- Traffic Engineering Div.
Solicitation Number: IFB EN18-043
Start Date: 03/26/2018
Close Date: 04/17/2018 3:00 PM
Solicitation Status: Open

Traffic Signal Supplies

The City of Avondale is issuing this Invitation for Bid to secure a qualified vendor(s) to provide the City with traffic signal supplies as described in Exhibit A of the attached IFB.

A Non-Mandatory Pre-Submittal Conference will be held on Tuesday, April 03, 2018.

Final Date for Inquiries is April 10, 2018.

Bid Deadline: April 17, 2018 at 3:00 PM.

Attachment Preview

City of Avondale
Development & Engineering
Services Department
INVITATION FOR BIDS
SOLICITATION INFORMATION AND SCHEDULE
Solicitation Number:
EN18-043
Solicitation Title:
Traffic Signal Supplies
Release Date:
March 26, 2018
Non-Mandatory
Prospective Bidders’ Conference:
April 03, 2018
11:00 a.m. (local-time, Phoenix, Arizona)
Sonoran Conference Room
11465 West Civic Center Drive
Avondale, Arizona 85323
Final Date for Inquiries:
April 10, 2018
Bid Deadline:
April 17, 2018
3:00 p.m. (local-time, Phoenix, Arizona)
Bid Opening:
April 17, 2018
3:00 p.m. (local-time, Phoenix, Arizona)
City Representative:
Procurement Administrator:
Jeff Brannan
Tiffany Copp
jbrannan@avondale.org
623-333-4235
tcopp@avondale.org
623-333-4213
In accordance with the City of Avondale Procurement Code, competitive sealed Bids for the Materials
specified herein will be received by the City Clerk at the City Clerk’s Office at the above-referenced
location until the date and time referenced above (the “Bid Deadline”). Bids received by the Bid
Deadline shall be publicly opened and the Bid Price read. Bids must be in the actual possession of the
City Clerk on, or prior to, the Bid Deadline. Late Bids shall not be considered except as provided in the
City Procurement Code. Each Bid shall be submitted in a sealed envelope with the Solicitation Number
and the Bidder’s name and address clearly indicated on the front of the envelope.
* The City of Avondale reserves the right to amend the solicitation schedule as necessary.
3203665.2
CITY OF AVONDALE
DEVELOPMENT & ENGINEERING
SERVICES DEPARTMENT
EN18-043
OFFER
The undersigned (the “Bidder”) hereby offers this Bid as an offer to contract with the City under the terms and
conditions set forth below and certifies that Bidder has read, understands and agrees to fully comply with, and
be contractually bound by, all terms and conditions as set forth in this Invitation For Bids (“IFB”), the Contract
formed hereby (as defined below) and any amendments thereto, together with all Exhibits, Specifications, Plans
and other documents included as part of this Contract (the “Contract Documents”).
Pursuant to section 2.16 below Bidder is submitting this Bid for award of (check one): Entire Bid Only: * or
Line Item Award:
*Bidder agrees and understands that, in the event the City determines it will award by line item, a selection of
“entire bid only” will result in the City not considering any portion of the Bid for award.
Arizona Transaction (Sales) Privilege
Tax License Number:
For Clarification of this Bid contact:
Federal Employer Identification
Number:
Vendor Name
Name:
Telephone:
Facsimile:
Email:
Address
Authorized Signature for Vendor
City
State
Zip Code
Printed Name
Title
ACCEPTANCE OF OFFER (FOR CITY OF AVONDALE USE ONLY)
Effective Date:
Contract No.
CITY OF AVONDALE, an Arizona municipal
corporation
Official File:
Cynthia Seelhammer, Acting City Manager
ATTEST:
APPROVED AS TO FORM:
Carmen Martinez, City Clerk
Andrew J. McGuire, City Attorney
3203665.2
i
CITY OF AVONDALE
DEVELOPMENT & ENGINEERING
SERVICES DEPARTMENT
EN18-043
ARTICLE I - DEFINITIONS
For purposes of this Invitation for Bids, the following definitions shall apply:
1.1 “Bid” or “Offer” means a responsive bid or quotation submitted by a Bidder in response to this
Invitation for Bids.
1.2 “Bid Deadline” means the date and time set forth on the cover of this IFB for the City Clerk to
be in actual possession of the sealed Bids.
1.3 “Bid Opening” means the date and time set forth on the cover of this Invitation for Bids for
opening of sealed Bids.
1.4 “Bidder” means any person or firm submitting a competitive Bid in response to this IFB.
1.5 “City” means the City of Avondale, an Arizona municipal corporation.
1.6 “City Representative” means the City employee who has specifically been designated to act as a
contact person to the City’s Procurement Administrator, and who is responsible for monitoring and overseeing
the Vendor’s performance under the Contract and for providing information regarding details pertaining to the
Contract.
1.7 “Confidential Information” means that portion of a Bid, Proposal, Offer, Specification or protest
that contains information that the person submitting the information believes should be withheld, provided (i)
such person submits a written statement advising the City of this fact at the time of the submission and (ii) the
information is so identified wherever it appears.
1.8 “Contract” means, collectively, (i) the executed Offer/Bid, (ii) this IFB, including all completed
exhibits, (iii) the Notice of Award, (iv) the Notice to Proceed or Purchase Order(s), (v) any approved
Addendum, Change Order or Amendment, (vi) the Vendor’s Certificates of Insurance and a copy of the
Declarations Page(s) of the insurance policies and (vii) any Plans, Specifications or other documents attached,
appended or incorporated herein by reference. Alternate or optional bid items will become part of the Contract
only if they are accepted by the City in writing on the Price Sheet.
1.9 “Day(s)” means calendar day(s) unless otherwise specified.
1.10 “Invitation for Bids” or “IFB” means this request by the City for participation in the competitive
bidding process according to all documents, including those attached or incorporated herein by reference,
utilized for soliciting Bids for the Materials and/or Services in compliance with the City’s Procurement Code.
1.11 “Materials” means any personal property, including equipment, materials, replacements and
supplies provided by the Vendor in conjunction with the Contract.
1.12 “Multiple Award” means an award of an indefinite quantity contract for one or more similar
products, commodities or Services to more than one Bidder.
1.13 “Price” means the total expenditure for a defined quantity of a commodity or service.
1.14 “Procurement Administrator” means a City employee, as designated on the cover of this IFB,
who has specifically been designated to act as a contact person to the Bidders and/or Vendors relating to their
Invitation for Bids.
1.15
3203665.2
“Procurement Agent” means the City Manager or authorized designee.
1
CITY OF AVONDALE
DEVELOPMENT & ENGINEERING
SERVICES DEPARTMENT
EN18-043
1.16 “Procurement Code” means the City Procurement Code, as amended from time to time.
1.17 “Services” means the furnishing of labor, time or effort by a Vendor, not involving the delivery
of a specific end product other than reports which are merely incidental to the required performance and as
further defined in the Contract. This term does not include “professional and technical services” as defined in
the Procurement Code.
1.18 “Specification” means any description of the physical characteristics, functional characteristics,
or the nature of a commodity, product, supply or Services. The term may include a description of any
requirements for inspecting, testing or preparing a supply or service item for delivery.
1.19 “Subcontractor” means those persons or groups of persons having a direct contract with the
Vendor to perform a portion of the Contract and those who furnish Materials according to the plans and/or
Specifications required by this Contract.
1.20 “Substitutions” means Contractor’s proposed changes in products, materials, equipment and
methods of construction from those required by the Contract Documents.
1.21 “Substitutions for Cause” means changes proposed by Contractor that are required due to changed
product conditions, such as unavailability of product, regulatory changes, or unavailability of required warranty
terms.
1.22 “Substitutions for Convenience” means changes proposed by Contractor or City that are not
required in order to meet other Project requirements, but which may offer advantage to Contractor or City.
1.23 “Vendor” means the individual, partnership, corporation or limited liability company who has
submitted a Bid in response to this IFB and who, as a result of the competitive bidding process, is awarded a
contract for Materials or Services by the City.
ARTICLE II – BID PROCESS; BID AWARD
2.1 Purpose/Scope of Work. The purpose of this IFB is to secure a qualified Vendor(s) to provide
the City with traffic signal supplies (the “Materials”) as more particularly described in the Specifications/Price
Sheet, attached hereto as Exhibit A and incorporated herein by reference. For the purpose of this solicitation,
the Materials required under this IFB shall be provided at the Prices specified in Exhibit A, Specifications/Price
Sheet.
A. Requirements Contract. The resulting Contract(s) is/are intended to be an indefinite
quantity and indefinite delivery Contract(s) for the Materials based on the City’s needs. The City does not
guarantee any minimum or maximum amount of purchases will be requested by the City pursuant to a Contract.
Purchases will only be made when the City identifies a need and proper authorization and documentation have
been approved. For purchase(s) determined by the City to be appropriate for this Agreement, the Vendor shall
provide the specific Materials to the City in such quantities and configurations as may be agreed upon between
the parties, in the form of a written invoice, quote, materials order or other form of written agreement describing
the Materials to be delivered (each, a “Materials Order”). Each Materials Order shall (i) contain a reference to
this Agreement and (ii) be attached hereto as Exhibit F and incorporated herein by reference. A Materials Order
submitted without referencing this Agreement will be subject to rejection.
B. Unauthorized Provisions. Vendor acknowledges and agrees that a Materials Order
containing unauthorized exceptions, conditions, limitations, or provisions in conflict with the terms of the
Contract, other than City’s project-specific requirements, is hereby expressly declared void and shall be of no
force and effect.
3203665.2
2
CITY OF AVONDALE
DEVELOPMENT & ENGINEERING
SERVICES DEPARTMENT
EN18-043
2.2 Amendment of IFB. No alteration may be made to this IFB or the resultant Contract without
the express, written approval of the City in the form of an official IFB addendum or Contract amendment. Any
attempt to alter this IFB/Contract without such approval is a violation of this IFB/Contract and the City
Procurement Code. Any such action is subject to the legal and contractual remedies available to the City
including, but not limited to, Contract cancellation and suspension and/or debarment of the Bidder or Vendor.
2.3 Preparation/Submission of Bid. Bidders are invited to participate in the competitive bidding
process for the Materials specified in this IFB. Bidders shall review their Bid submissions to ensure the
following requirements are met.
A. Irregular or Non-responsive Bids. The City will consider as “irregular” or “non-
responsive” and shall reject any Bid not prepared and submitted in accordance with the IFB and Specifications,
or any Bid lacking sufficient information to enable the City to make a reasonable determination of compliance
with the Specifications. Unauthorized or unreasonable exceptions, conditions, limitations, or provisions shall be
cause for rejection. Bids may be deemed non-responsive at any time during the evaluation process if, in the sole
opinion of the City, any of the following are true:
1.
Bidder does not meet the minimum required skill, experience or requirements
to perform the Services or provide the Materials.
2.
Bidder has a past record of failing to fully perform or fulfill contractual
obligations, particularly obligations similar to those included in this IFB.
3.
Bidder cannot demonstrate financial stability.
4.
The Bid submission contains false, inaccurate or misleading statements that, in
the opinion of the City Manager or authorized designee, are intended to mislead the City in its
evaluation of the Bid.
B. Specification Minimums. Bidders are reminded that the Specifications stated in this
IFB are the minimum levels required and that Bids submitted must be for products that meet or exceed the
minimum level of all features specifically listed in this IFB. Bids offering less than the minimums specified will
be deemed not responsive. Any catalog, brand name or manufacturer’s reference used is considered descriptive
and not restrictive and is indicative of the type and quality of Materials the City desires to purchase. It shall be
the Bidder’s responsibility to carefully examine each item listed in the Specifications. Bidders shall provide
complete manufacturers’ descriptive literature regarding the Materials. Literature shall be sufficient in detail in
order to allow full and fair evaluation of the Offer.
C. Required Submittal. Bidders shall provide the entire IFB document (all pages) that
contains the following completed pages/documents to be considered a responsive Bid:
1.
Offer, signed in ink by a person authorized to bind the Bidder (Page i).
2.
Price Sheet (Exhibit A or as subsequently replaced by Addendum).
3.
Licenses; DBE/WBE Status (Exhibit C).
4.
References (Exhibit D).
5.
(Exhibit E).
Acknowledgment page, signed in ink, for each Addendum received, if any
3203665.2
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