Purchasing Department /Bid Section P.O. Box 20000 Las Cruces, NM 88004 Phone: 575-541-2525 FAX: 575-541-2515 REQUEST FOR BIDS TITLE BID NUMBER CLOSING Mailed/Faxed Pelco Traffic Cameras 07-08-393 May 29, 2008 @ 11:00AM 5/19/08 **FREIGHT MUST BE FOB DESTINATION, FULL FREIGHT ALLOWED OR BID WILL NOT BE CONSIDERED** ITEM DESCRIPTION EST. QTY UNIT $ EXTENSION 1 Pelco Traffic Cameras See attached items and specifications All questions concerning this bid must be faxed to Pam Davis at (575) 541-2526 or E-mailed to pamd@las-cruces.org. See Item 3, on Bids and Quotes Conditions. Receipt of Addenda Nos. is hereby acknowledged. (Where none received, place the figure (0) zero in this space) Bid Total Bidder guarantees delivery of items within days. Pricing for this bid is effective through. (Not applicable for pricing agreements. Please refer to specifications) Payment terms: N/30 In compliance with the Specifications and the Bid and Quote Conditions, I, the undersigned, offer and agree to furnish any or all items upon which prices are offered at the price set opposite each item, to the City within the time specified. I (we) further certify that this company has not been debarred, suspended, or otherwise made ineligible for participation in Federal Assistance programs under Executive Order 12549 Debarment and Suspension as described in the Federal Register Rules and Regulations. COMPANY NAME & ADDRESS Typed or Printed Name of: Authorized Representative & Title Signature Date Telephone Number: Fax number: E-mail address: Page 1 of 9
CITY OF LAS CRUCES BID # 07-08-393 Pelco Traffic Cameras ALL COLUMNS MUST BE COMPLETED TO BE COMPLIANT Item Description Qty (Est.) 1. Pelco Spectra Dome IV Traffic Camera, 4 Model # SD4C22-PG-E1. No substitutions 2. Mount for Item #1, part #1WM24-GY. 4 No substitutions 3. Pole Mount Adapter, Mfr # PA402. No 4 substitutions Mfr. Brand Unit Price Price Extension BID TOTAL: (Bid total shall also appear on the bid form.) VENDOR NOTE: Products must be New, Unused, and still in Manufacturer packaging. Page 2 of 9
CITY OF LAS CRUCES PURCHASING DEPARTMENT BID AND QUOTE CONDITIONS 1. Bidders are advised that all bids are subject to the legal requirements as provided for in the City of Las Cruces Procurement Code. 2. Bids must: a. be submitted typed or in ink on OUR BID FORMS for bid to be considered. b. be complete with all required information. c. be signed by authorized representative. d. state the UNIT PRICE and EXTENDED AMOUNT for each item or service offered. UNIT PRICES GOVERN ANY ERRORS IN THE EXTENSION. e. state the manufacturer BRAND/MODEL NUMBER offered on all items along with brochures and specifications. f. be stated F.O.B. - Destination; Full Freight Allowed. g. be submitted with Federal ID number or SSN number as a minimum. h. exclude any applicable taxes. i. be mailed, hand delivered to, or faxed to: Mail To: Hand Deliver To: Fax to: City of Las Cruces City of Las Cruces City of Las Cruces Purchasing Dept./Bid Section Purchasing Dept./Bid Section Purchasing Dept. P.O. Box 20000 1501 E. Hadley 575-541-2515 Las Cruces, NM 88004 Las Cruces, NM 88001 Listed below are the directions to follow when submitting a fax: 1). Transmission must have a cover sheet and no pricing is to be shown on this page. 2). Cover sheet should contain the bid or quote number, title, closing date and time, and bidder s name, phone number, and fax number. 3). If the FAX is not completely received before closing time, it shall not be considered. Time received shall be the time registered by the FAX machine located in the Bid Section of the Purchasing Department. Note: It is not our responsibility to ensure that a complete fax bid is received. j. be received by the City of Las Cruces Purchasing Department by the specified due date and time, and stamped by the Purchasing Department s official time clock. Late bids shall be refused and returned. 3. Questions and clarifications: a. DIRECT CONTACT WITH CITY ELECTED OFFICIALS OR CITY STAFF DURING THE BID PROCESS, OTHER THAN THE PURCHASING DEPARTMENT, WILL RENDER THE BID NON-COMPLIANT AND NO FURTHER CONSIDERATION WILL BE GIVEN. b. NO QUESTIONS WILL BE ACCEPTED LATER THAN ONE WEEK PRIOR TO BID CLOSING. 4. Administrative questions may be answered verbally. a. All other questions MUST be submitted in writing. b. Questions may be submitted electronically, faxed, hand delivered or mailed to the attention of the named Buyer referencing the bid number and title. c. If an addendum is received after a bid has been submitted, mark as received and return. d. If the addendum changes a bid in any way, a revised bid must be sent. That bid must be clearly marked as a revised bid. e. Failure to acknowledge receipt of addendum may result in the bid being non-compliant. 5. When submitting more than one bid, each bid will be submitted in a separate envelope and be labeled as such. 6. The City of Las Cruces reserves the right to: a. Determine responsible bidders and responsive bids. b. Accept and award compliant bids to the lowest: 1. Individual Unit Price, or 2. Grouped Unit Price, or 3. Lump Sum Unit Price; whichever is deemed most beneficial to the City of Las Cruces. c. Determine and waive minor technicalities in the bid form or requirements affecting price, quality, or quantity of items or services sought. d. Negotiate an extension of effective price dates. e. Reject any or all bids. 7. Bidders shall: a. Provide samples at no cost for evaluation purposes when requested by the City. Page 3 of 9
1. Return of samples must be requested, in writing, by the supplier, otherwise samples shall become the property of the City after 60 days. 2. Arrange for and absorb the cost of return. b. Be responsible for complying with criminal laws prohibiting bribes, gratuities and kickbacks. c. Request bid pricing results by including a self addressed stamped envelope with bid or by e- mail to bidclerk@las-cruces.org BID PRICING INFORMATION IS NOT GIVEN VERBALLY. 8. It is the City s intent to award bids within 45 days of the bid closing date. 9. VENDOR COMPLIANCE WITH THE WORKERS COMPENSATION ACT: The Contractor agrees to comply with state laws and rules pertaining to worker s compensation insurance coverage for its employees. If contractor fails to comply with the Workers Compensation Act and Applicable rules when required to do so, the contract may be canceled effective immediately. 10. VENDOR COMPLIANCE WITH ADA REQUIREMENTS: Contractor shall insure all proposed products, services, or activities contained as a part of the proposal comply with the requirements of the Americans with Disabilities Act and ADAAG requirements; ANSI Accessibility Guidelines and NMBC Accessibility Requirements (when applicable) to ensure accessibility to persons with disabilities. Page 4 of 9
TERMS AND CONDITIONS 1. CONTRACT. The contract resulting from the acceptance of this order is to be construed according to the laws of the State of New Mexico. This contract is non-assignable by Seller. 2. DELIVERY SCHEDULE. Deliveries are to be made both in quantities of finished goods, service or construction and at times specified by Buyer. Buyer will have no liability for payment of material, service or construction delivered to Buyer which exceed purchase order requirements. Buyer may from time to time change delivery schedules or issue temporary suspension of scheduled material, service construction. 3. EXCUSABLE DELAYS. Except with respect to defaults of subcontractors, Seller shall not be liable for delays or defaults in deliveries due to causes beyond its control and without its fault or negligence. Written notice setting forth the cause for any anticipated delay will be given immediately to Buyer. Any delay due to default of sub-contractor will be excusable if beyond the control and without the fault or negligence of both the Seller and subcontractor and if Seller established that it could not obtain supplies or services from source in time to meet scheduled deliveries. 4. CANCELLATION. Buyer reserves the right to cancel all or any part of the work covered by this purchase order if Seller does not make deliveries as specified or so fails to make progress as to endanger performance of the work and does not correct such failure within 10 days after receipt of written notice from Buyer specifying such failure, or if Seller breaches any of the terms hereof. Additionally, performance of work under this purchase order may be terminated by Buyer at its option, in whole or in part by delivery, or by mailing a written notice of termination whenever the Buyer determines such termination is in its best interest. Upon termination under this paragraph, Buyer shall pay to Seller the following amounts without duplication: The purchase order price for all completed deliveries of materials, services or construction and not previously paid for. The actual costs incurred by Seller in accordance to this purchase order to the extent such costs are reasonable in amount and are properly allocable or apportionable under generally accepted accounting practices to the terminated portion of this purchase order. Payments shall not exceed the aggregate price specified in this purchase order, less payments otherwise made or to be made. 5. INSPECTION. All material shall be received subject to Buyers inspection and rejection. Defective material or material not in accordance tobuyer s specifications will be held for Seller s instruction and at Seller s risk and, if Seller so directs, will be returned at Seller s expense. No goods returned as defective shall be replaced without a new purchase order. Any payment for material, service or construction on this order prior to inspection shall not constitute an acceptance thereof, not will acceptance remove Seller s responsibility for latent defects. 6. SHIPPING AND BILLING. Deliveries shall be shipped F.O.B. Las Cruces, New Mexico; Prepaid & Allowed. All deliveries shall be suitably packed, marked and shipped in accordance with the requirements of common carriers in a manner to secure lowest transportation cost and without additional charges unless otherwise specified. Seller shall properly mark each package with Buyer s order number including single shipments comprised of multiple packages. Purchase order number and package number shall be shown on packing slips, bills of lading and invoices. Packages delivered without purchase order identification number shall be rejected and returned to Seller at Seller s expense. Packing slips must accompany each shipment. Original bill of lading or other shipping receipt, for each shipment shall be promptly forwarded by Seller attached to invoice. Invoices shall be rendered in duplicate on day of shipment accompanied by bill of lading and sworn statement and waiver of lien if Order covers repairs and maintenance of premises. Payments made by voucher only. No drafts will be honored. 7. WARRANTY. Seller expressly warrants that all the material and work covered by this order will conform to the specifications, drawings, samples or other description furnished or specified by Buyer, and will be merchantable, of good material and workmanship and free from defect. Seller expressly warrants that all material covered by this order, which is the product of Seller or is in accordance with Seller s specifications, will be fit and sufficient for the purposes intended. 8. REMEDIES. All remedies are herein reserved by Buyer and shall be cumulative and in addition to any further remedies provided in law or equity. No waiver of a breach of any provision of this contract shall constitute a waiver of any other breach or of such provision. VENDOR, PLEASE RETURN ACKNOWLEDGEMENT BY SIGNING AND DATING Signature Date Page 5 of 9
City of Las Cruces No-bid Statement Bid name: Bid number: Note: RETURN THIS FORM ONLY IF YOU ARE NOT SUBMITTING A BID. In an effort to make the procurement of the City of Las Cruces goods and services as competitive as possible, we are soliciting information from vendors who cannot bid. Completion of this form will assist us in evaluation factors, which relate to the competitiveness of our bids. Please check any of the boxes below, which may apply. Specifications-Restrictive, unclear, specialty item, etc. Manufacturing-Unique item, production time for model or item has expired, etc. Bid Time-Insufficient time to properly bid. Delivery Time-Specified delivery time cannot be met. Payment-Delay in payment process. Miscellaneous-Do not wish to bid, do not handle this type of item(s), unable to compete, etc. The intent in obtaining this information is to utilize it to adjust procedures, if appropriate and to obtain maximum participation in the competitive bid process. Vendor comments are not restricted to those items listed. Please submit any statement relative to this bid, which you feel has an impact on your ability to bid. VENDOR STATEMENT Firm Name Representative Signature Page 6 of 9
INSTRUCTIONS RELATING TO PREFERENCE CERTIFICATION FORMS 1. ALL INFORMATION MUST BE PROVIDED. A 5% preference is available for this procurement. To qualify for this preference, an offeror MUST complete and submit THESE FORMS WITH ITS OFFER. If an offer is received without these Forms attached, completed, certified, and signed or if the Forms are received without the required information, the preference will not be applied. THESE FORMS OR CORRECTED FORMS WILL NOT BE ACCEPTED AFTER THE DEADLINE FOR RECEIPT OF BIDS OR PROPOSALS. 2. LOCAL PREFERENCE OVER STATE PREFERENCE. The local preference takes precedence over the State of New Mexico Preference and only one such preference will be applied to any one offer. 3. LOCAL PREFERENCE 3.1.1. PHYSICAL LOCATION MUST BE STATED. To qualify for the local preference, a business must have a location within the Las Cruces City Limits. The business location inserted on the form must be a physical location, street address or such. DO NOT use a post office box or other postal address. 3.1.2. OWNERS OR EMPLOYEES MUST BE RESIDENTS. To qualify for this preference, the offeror (i.e. the business, NOT the individual signing the form) must fall into at least one of the categories listed below: A. Ten or more of its employees are residents of the City or 25% or more of its employees are residents of the City, whichever is greater; or B. If a corporation 25% of its employees are residents of the City; or C. If a partnership, its partners owning a majority beneficial interest in the partnership are residents of the City; or D. If an individual or sole proprietor, he or she is a resident of the City. 4. NEW MEXICO RESIDENT, MANUFACTURER, OR CONTRACTOR PREFERENCE. The following apply to this preference. A. Will need to register with State of New Mexico Purchasing Department. B. Will need to provide State of New Mexico issued certification number to qualify for this preference. C. Only one preference will apply. D. Contractor preference can only be used on Public Works projects 5. SUBCONTRACTORS DO NOT QUALIFY. Only the business, or if a joint venture one of the parties of the joint venture, which will actually be performing the services or providing the goods solicited by this Request and will be responsible under any resulting contract will qualify for this Preference. A subcontractor may not qualify on behalf of a prime contractor. 6. Preference will not apply to procurements funded partially or wholly with federal funds or procurements over $5,000,000.00 7. DEFINITIONS. The following definitions apply to this preference. A. The LC Area includes the City of Las Cruces incorporated limits only. B. A resident of the LC Area is a person who occupies a dwelling in the Area and who manifests an intent to maintain that dwelling on a permanent basis. C. LCMC 1998, Chapter 16, Business Registration and Licensing, Sec 16-126 to 16-138. D. LCMC 1998, Chapter 24, Sec. 24-100, Resident and local preference. 4. ADDITIONAL DOCUMENTATION. If requested, a business will be required to provide, within 10 working days of the request, documentation to substantiate the information provided on the form. Any business, which must be registered under state law, must be able to show that it is a business entity in good standing if so requested. Page 7 of 9
Bid/Proposal No. CITY OF LAS CRUCES LOCAL PREFERENCE CERTIFICATION FORM Business Name: Business Location: Address: City: Zip Code: Current City of Las Cruces Business Registration number: Expiration date: Business Type: Corporation Indicate state of incorporation: State: Partnership Indicate general or limited : Sole Proprietorship Individual Basis for Preference: (CHECK ONE ONLY) Ten (10) or more of the business employees are residents of the City or 25% or more of the business employees are residents of the City, whichever is greater. The business is a corporation with 25% of its employees being residents of the City. The business is a partnership with residents of the City owning a majority beneficial interest in the partnership. The business is a sole proprietorship owned by a resident of the City. CERTIFICATION: I hereby certify that the information which I have provided on this form is true and correct, that I am authorized to sign on behalf of the business set out above, and if requested by the City will provide, within 10 days of the request, the necessary documents to substantiate the information provided on this form. By: Title: Date: YOU MUST RETURN THIS FORM WITH YOUR OFFER IF REQUESTING PREFERENCE Page 8 of 9
NEW MEXICO IN-STATE PREFERENCE CERTIFICATION FORM Bid/Proposal No. Business Name: Business Location: Address: City: Zip Code: Current State of New Mexico Preference Certification Number: Business Certification number: Manufacture Certification number: Contractor Certification number: CERTIFICATION: I hereby certify that the information which I have provided on this form is true and correct, that I am authorized to sign on behalf of the business set out above, and if requested by the City will provide, within 10 days of the request, the necessary documents to substantiate the information provided on this form. By: Title: Date: YOU MUST RETURN THIS FORM WITH YOUR OFFER IF REQUESTING PREFERENCE Page 9 of 9