Bid Detail

19-160 - REQUEST FOR QUOTES: K9 Dog Food & Supplies

I. Date of Solicitation for Quotes

A. Available: Thursday, May 9, 2019

B. Quote Submission Due Date/Time: Thursday, May 23, 2019, 2:00 P.M.EST

II. Description of Goods/Services:

A. The Springfield Police Department (SPD) is issuing this Quotes Solicitation in order to enter into a price agreement for Dog Food & Other K-9 Supplies.

B. Specifications: The City is seeking a qualified vendor to supply the necessary dog food and supplies requested by the Springfield Police Department. This is for an on-call and as-needed basis. Only one contract will be awarded and selected vendor must be able to provide all specified brands/types.

C. All food must be new, unused, unopened and of recent manufacture date. The food may be inspected at any time by SPD.

D. Delivery: All materials and equipment furnished and delivered by Vendor. SPD will also have option to pick up supplies at local brick and mortar store.

E. If an item is out of stock, the vendor must make every effort to supply the ordered item within the original timeframe. If such arrangements cannot be made, the vendor must make every effort to have the item delivered as soon as possible.

F. The City department that is making the purchase is to establish ordering procedures with the awarded vendor (s). No order is valid until the vendor receives a Department-authorized Purchase Order Number.

G. This Request for Quotes does not give the successful bidder(s) the proprietary right on sale of products covered within this bid. This Request for Quotes and resulting contract are intended to supplement existing primary commodity contracts.

H. The City of Springfield reserves the right to add mutually agreed upon items/services at any time during the life of the contract.

I. Bidders may submit alternate offers on items they deem to be equal or superior in quality and performance to the specifications set forth. However, such offers must designate the manufacturer, brand or trade name, and model number of the items offered, and be accompanied by descriptive material in the form of literature, catalog cuts and specifications fully describing the items proposed, and detailing any deviations from the specifications established by the SPD. Failure to provide this information will be at bidder’s risk and may be cause for rejection of the item offered.

J. The responsibility to determine the equivalence of quality and performance of any item offered to the specifications established for this specification rests solely with the SPD and its decision shall be final.

III. Questions/Clarifications

A. All Questions must be made in writing and must be received by May 16, 2019 by 4:30PM in order to be acknowledged.

B. Please contact Raemarie Walker at 413-886-5167, or rwalker@springfieldcityhall.com for questions regarding specifications.

IV. Contract Details

A. The total amount of the contract awarded through this solicitation shall not exceed an amount of Fifty Thousand Dollars ($50,000.00), and will be a maximum of Three (3) years in length.

B. The amount of this contract cannot be increased through amendment.

V. Submission of Quotes

A. All quotes must be submitted in writing. No phone quotes will be accepted. All quotes for this solicitation are due, submitted through Fax or Email to Raemarie Walker (rwalker@springfieldcityhall.com, and CC Theo Theocles, (ttheocles@springfieldcityhall.com no later than May 23, 2019, 2:00 P.M.EST. Late quotes will not be honored or considered. The Fax Number is (413) 787-6295.

B. The vendor offering the lowest price for the goods or services will be awarded a contract.

VI. Required Forms

1-Tax
2-Collusion/Fraud
3-Price Form- Exhibit A

The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.

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