ALEXANDRIA HOUSING AUTHORITY P.O. Box 8219 Alexandria, Louisiana Phone (318) Fax (318)

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1 ALEXANDRIA HOUSING AUTHORITY P.O. Box 8219 Alexandria, Louisiana Phone (318) Fax (318) REQUEST FOR QUOTES UNIFORM CONTRACT To: From: Alexandria Housing Authority Stephan Fontenot, Procurement Officer 2558 Loblolly Lane Alexandria, Louisiana Date: June 16, 2017 Mailed/Hand-delivered signed and subject to the Request for Quotations Provisions and Specifications will be received at 2558 Loblolly Lane, Alexandria, LA until 4:00pm CST on July 7, 2017, for furnishing the services described in the schedule below in compliance with the terms, conditions and specifications contained herein. SCOPE OF WORK The Housing Authority of the City of Alexandria desires to establish a two (2) year term contract, with three (3) one-year renewal options for the supply and management of Housing Authority of the City of Alexandria yearly employee work uniforms/floor mats and stock inventory in compliance with the terms, conditions and work specifications contained herein. The Housing Authority intends to award all quote items to a single contractor. Therefore, contractors are required to bid on all items listed herein. Failure to submit a bid on all bid items will be sufficient reason to declare the quote non-responsive. Because specific quantities for each bid item cannot be predetermined, the overall lowest priced bid for sections I through V combined, will be calculated by multiplying the estimated number of uniforms/floor mats. All proposals submitted in response to this solicitation must conform to all of the requirements and specifications outlined within this document and any designated attachments in its entirety.

2 QUOTE ITEMS Section I DESCRIPTION SECTION I WORK SHIRTS, Short sleeve and long sleeve as per specifications. Brand: TWO-YEAR TOTALS Section II SECTION II WORK PANTS as per specifications. Brand: Section III SECTION III WORK JACKET as per specifications. Brand: Section IV Section V Section VI SECTION IV POLO (Women & men ) short sleeve w/logo SECTION V (Women & Men) long sleeve w/logo SECTION VI FLOOR MATS as per specifications. Brand: NOTE: Cost of Delivery to each site, Bagging and Sorting shall be included in price. TWO-YEAR GRAND TOTAL The Scope of Services, may be modified through negotiation and/or by written addendum issued by the AHA and will be made part of this Agreement. Vendors/Contractors interested in obtaining a contract with the Housing Authority of the City of Alexandria for providing employee uniforms & floor mats shall submit a quote to the procurement officer no later than, Friday, July 7, 4:00pm CST. Notwithstanding the foregoing, the AHA requires that contractor be properly licensed to perform services in the State of Louisiana. Page 2 of 14

3 GENERAL PROVISIONS The selected vendor will be required to maintain all orders for employees yearly uniform allowance. Vendor shall bag order by employee and sort/box orders by development name. Boxes shall be labeled with names of employees in box. Example of label on outside of box: Box #1, Department Charge Number 1342, Contains order for: John Doe, Jane Smith, Ricky Jones, Mary Martin Example of label on front of bag for each individual employee order: Employee: Dept.: Items: John Doe Phoenix Point Maintenance 6 shirts, 1 jacket Samples: For garment evaluation purposes only, one sample of the proposed product may be required. Should these samples be requested, they will be delivered free of charge to the Alexandria Housing Authority Procurement Officer. After evaluation and award all sample(s) will be returned at seller s expense. Failure to submit samples when requested may be sufficient reason to declare the bid non-responsive. Quotes: Cash discounts must be shown on the quote, otherwise prices will be considered net. Unless prices and all information requested are complete, quote may be disregarded and given no consideration. All prices and quotes must be in ink or typewritten. No pencil figures or erasures are permitted. Mistakes may be crossed out and correction inserted adjacent thereto and must be initialed in ink by person signing the bid. All quotes must be signed with the firm s name and by a responsible officer or employee. Obligations assumed by such signature must be fulfilled. Submission of Quote: Each quote must be submitted on the prescribed form in an envelope with the quote number, closing date and time on the outside. Each written quote must be signed as indicated above. Written quotes may be submitted in original. An original quote must have an original signature. Telephone or fax quotes are not acceptable. Page 3 of 14

4 Information must be furnished complete in compliance with the terms, conditions provisions and specifications of the Request for Quotations. The information requested and the manner of submission is essential to permit prompt evaluation of all quotes on a fair and uniform basis. Accordingly, the AHA reserves the right to declare as non-responsive, and reject any quote in which material information requested is not furnished or where indirect or incomplete answers or information is provided. Materials and workmanship: Materials used shall be of new and recent manufactured and best quality. Inspection: The Housing Authority of the City of Alexandria reserves the right and shall be at liberty to inspect all materials and workmanship and shall have the right to reject all materials and workmanship which do not conform to the equipment/material specifications provided; however, the Housing Authority is under no duty to make such inspection. Should it be determined, after inspection, that a conditional acceptance exists and corrections are needed to bring the equipment/material up to the specifications of the bid award, the Housing Authority of the City of Alexandria, for the purposes of earning the discount, may extend the date of complete acceptance beyond the delivery date. Quote Postponement and Amendment: The Housing Authority of the City of Alexandria reserves the right to revise or amend the specifications up to the time set for opening the quotes. Such revisions and amendments, if any, shall be announced by amendments to this solicitation. Copies of such amendments shall be furnished to all prospective contractors. Prospective contractors are defined as those contractors listed on the Housing Authority s bid list for this material or those who have obtained quote documents subsequent to the quote advertisement. Single Quote Response: If only one quote is received in response to the Request For Quotations, a detailed cost proposal may be requested of the single contractor. A cost/price analysis and evaluation and/or audit may be performed of the cost proposal in order to determine if the price is fair and reasonable. Estimated Quantities: The quantities shown in the Request For Quotations are an estimate only. Since the exact quantities cannot be predetermined, the Housing Authority of the City of Alexandria reserves the right to adjust quantities as deemed necessary to meet its requirements. Competency of Contractors: No quote will be accepted from or contract awarded to a contractor who is not licensed in accordance with the law, who does not hold a license qualifying him to perform work under this contract, to whom a quote form has not been provided, and who has not successfully performed on projects of similar character and scope. The contractor may be required, before the award of any contract, to show, to the complete satisfaction of the AHA, that is has the necessary facilities, ability, experience, and financial resources to provide the services specified herein in a satisfactory manner. Generally, contractor history and references are required at a minimum. The AHA will make reasonable investigations deemed necessary and proper to determine the Page 4 of 14

5 ability of a contactor to perform the work, and the contractor shall furnish the AHA with all information requested for this purpose. Award: AHA reserves the right to accept quotes on individual items listed, on group items, or on the proposal as a whole; to reject any and all quotes; to waive any informality in the quotes; and to accept the quote that appears to be in the best interest of the AHA. The AHA intends to award quote items to a single contractor. Indemnify and Hold Harmless Agreement: CONTRACTOR shall indemnify, defend and hold harmless AHA and any Indemnified Parties, from and against any liability, (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, interest, defense costs, and expert witness fees), where same arises out of the performance of this Agreement by CONTRACTOR, its officers, employees, agents, and sub-contractors, excepting only that resulting from the sole active negligence or intentional misconduct of AHA, its employees, officials, or agents. Federal and State Tax: Prices quoted shall not include Federal Excise Tax. (Note: State agencies are exempt from Louisiana Sales Tax). Legality: If any provisions of this Request For Quotations shall be held to be invalid, illegal or Unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired thereby. Louisiana Law: This agreement shall be governed according to the laws of the State of Louisiana. Non-Collusion Affidavit: The contractor declares, by signing and submitting a quote, that the quote is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the quote is genuine and not collusive or sham; that the contractor has not directly or indirectly induced or solicited any other contractor to put in a false or sham quote, and has not directly or indirectly colluded, conspired, connived, or agreed with any contractor or anyone else to put in a sham quote, or that anyone shall refrain from quoting; that the contractor has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the quote price of the contractor or any other bidder, or to fix any overhead, profit, or cost element of the quote price, or of that of any other contractor, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the quote are true; and, further, that the contractor has not, directly or indirectly, submitted his or her quote price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, Page 5 of 14

6 organization, quote depository, or to any member or agent thereof to effectuate a collusive or sham quote. SECTION I SHIRTS SHORT AND LONG SLEEVE Specifications: All shirts shall be 65/35 cotton blend unless specified otherwise. It is the intent of these specifications to describe newly manufactured and unused shirts. Please provide specifications for band of shirt provided in your quote. Shirts are to be embroidered with the employee s name (one color-black, front of shirt over left breast). All artwork charges for setting up of silkscreen shall be included in the unit price and will not be considered a separate bid item. 65/35 COTTON BLEND, WHITE, LONG SLEEVE Quantity Size Unit Price Extended Price 1 ea. Large _ 3 ea. X Large _ 2 ea. XX Large _ 1 ea. XXX Large _ Long Sleeve Work Shirt Subtotal Tax Total x 2/YR Page 6 of 14

7 65/35 COTTON BLEND, BURGANDY SHORT SLEEVE Quantity Size Unit Price Extended Price 1 ea. Large _ 3 ea. X Large _ 2 ea. XX Large _ 1ea. XXX Large _ Short Sleeve Work Shirt Subtotal Tax Total x 2/YR Page 7 of 14

8 SECTION II WORK PANT Specifications: All pants shall be 65/35 cotton blend unless specified otherwise. It is the intent of these specifications to describe newly manufactured and unused shirts. Please provide specifications for brand of pant provided in your quote. 65/35 NAVY WORK PANT Quantity Size Unit Price Extended Price 1 ea. Large _ 3 ea. X Large _ 2 ea. XX Large _ 1 ea. XXX Large _ Work Pant Subtotal Tax Total x 2/YR Page 8 of 14

9 SECTION III WORK JACKET STOCK INVENTORY Specifications: All jackets shall follow the same specifications as listed in Sections I & II, unless specifically stated otherwise. It is the intent of these specifications to describe newly manufactured and unused products. Please provide brand of jacket in your quote 65/35 NAVY WORK JACKET Quantity Size Unit Price Extended Price 1 ea. Large _ 3 ea. X Large _ 2 ea. XX Large _ 1ea. XXX Large _ Work Jacket Subtotal Tax Total x 2/YR Page 9 of 14

10 STOCK INVENTORY Specifications: All jackets shall follow the same specifications as listed in Sections I & II, unless specifically stated otherwise. It is the intent of these specifications to describe newly manufactured and unused products. Please provide brand of jacket in your quote 65/35 NAVY WORK JACKET Quantity Size Unit Price Extended Price 1 ea. Large _ 3 ea. X Large _ 2 ea. XX Large _ 1 ea. XXX Large _ Work Jacket Subtotal Tax Total x 2/YR Page 10 of 14

11 SECTION IV 65/35 COTTON BLEND, ROYAL BLUE SHORT SLEEVE POLO Quantity Size Unit Price Extended Price 1 ea. Large _ 5 ea. X Large _ 3 ea. XX Large _ 1 ea. XXX Large _ Short Sleeve Work Shirt Subtotal Tax Total x 2/YR Page 11 of 14

12 SECTION V 65/35 COTTON BLEND, ROYAL BLUE LONG SLEEVE POLO (WOMEN & MEN) Quantity Size Unit Price Extended Price 1 ea. Large _ 5 ea. X Large _ 3 ea. XX Large _ 1 ea. XXX Large _ Short Sleeve Work Shirt Subtotal Tax Total x 2/YR Page 12 of 14

13 SECTION VI FLOORMAT 4 X 6 Floor Mat with company Logo SEE EXHIBIT A for logo. Quantity Size Unit Price Extended Price 4 ea. 4 x 6 Floor mat _ 4 X 6 Floor Mat Subtotal Tax Total x 2/YR Page 13 of 14

14 EXHIBIT A LOGO Page 14 of 14

LINCOLN UNIFIED SCHOOL DISTRICT CHROMEBOOK BID

LINCOLN UNIFIED SCHOOL DISTRICT -- -- -- -- -- -- -- -- CHROMEBOOK BID INSTRUCTIONS TO BIDDERS SPECIFICATIONS BID OPENING DECEMBER 3, 2013, 2:00PM EDUCATION CENTER 2010 W. SWAIN ROAD STOCKTON LINCOLN UNIFIED