21RP022 Solicitation Document
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ISSUING AGENCY – CITY OF SCOTTSDALE FORMAL REQUEST FOR PROPOSAL WESTWORLD SHAVINGS RFP #21RP022 CRITICAL DATES PROPOSAL SUBMITTAL DUE: 2:00 P.M., LOCAL TIME, APRIL 27, 2021 QUESTIONS DUE: 10:00 A.M., LOCAL TIME, APRIL 19, 2021 APPROVED ALTERNATE SUBMITTALS DUE: 10:00 A.M., LOCAL TIME, APRIL 19, 2021 SUBMITTAL RECEIPT AND OPENING SEALED SOLICITATION SUBMITTALS WILL BE RECEIVED until the time and date stated above in the CRITICAL DATES section of the solicitation, at the Purchasing Department Front Desk, located on the second floor of the Scottsdale Corporation Yard Building at 9191 E. San Salvador Dr., Scottsdale, AZ 85258. All submittals must be date and time stamped at the Purchasing Department front desk on or before the submittal receipt time and date. LATE SUBMITTALS WILL NOT BE ACCEPTED. INFORMATION REQUESTS Requests for any information relating to this solicitation should be directed to the purchasing staff listed below: John Snow, NIGP-CPP, CPPO Bid & Contract Specialist 480-312-5716 [email protected] Bidders shall not contact any City of Scottsdale employee, officer, or director other than purchasing regarding this solicitation until after the award of a contract. Any such unauthorized contact may result in bidder being disqualified from further consideration. INSTRUCTIONS TO BIDDERS AND GENERAL TERMS AND CONDITIONS The Instructions to Bidders and General Terms and Conditions for formal solicitations, are listed as attachments A and B as outlined below and shall be downloaded by prospective Bidders as part of the solicitation. Attachment A - Formal Solicitation Instructions to Bidders (current version at time of posting). Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP). Attachment B - Formal Solicitation General Terms and Conditions (current version at time of posting). Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP). Page 1 of 18 Last Update: 02/24/2020–doc #17129139-v6 COS RFP Template TABLE OF CONTENTS WESTWORLD SHAVINGS RFP #21RP022 SECTION 1 - INTRODUCTION A. Intent B. Background SECTION 2 – STATEMENT OF NEED A. Specifications B. Contractor’s Qualifications C. Contractor’s Responsibilities D. City’s Responsibilities SECTION 3 – SPECIAL TERMS AND CONDITIONS SECTION 4 – EVALUATION CRITERIA A. Evaluation Criteria SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS SECTION 6 – REQUIRED FORMS A. Offer and Acceptance Form B. Pricing Proposal Form C. Wood Shavings Questionnaire D. Bidder General Disclosure Form E. Bidder Litigation Disclosure Form F. References G. Subcontractors List SECTION 7 – ATTACHMENTS A. Instructions to Bidders B. General Terms and Conditions Page 2 of 18 Last Update: 02/24/2020–doc #17129139-v6 COS RFP Template SECTION 1 - INTRODUCTION WESTWORLD SHAVINGS RFP #21RP022 A. INTENT 1. It is the intent of the City of Scottsdale to contract with a qualified firm for the purchase of bedding (shavings) for the WestWorld Equestrian Center. 2. The items listed herein shall be for resale by the WestWorld Equestrian Center unless noted otherwise at the placement of any order(s). 3. Offeror shall familiarize themselves with the nature and extend of the solicitation and contract documents, services to be provided, all local conditions, federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost or the required services. 4. The Offeror is encouraged to read the solicitation documents very carefully, as the City shall not be responsible for errors and omissions on the part of the Offeror. The Offeror is also encouraged to carefully review their final submittal documents. B. BACKGROUND 1. WestWorld is the City of Scottsdale’s premier nationally recognized equestrian and special event facility which hosts over 100 events each year with attendance of approximately 900,000 people annually. Events such as the Arizona Quarter Horse Association Sun Country Circuit, Fall Championship, Region VII Arabian Horse Show, and Arabian Horse Association of Arizona Show and Expo are just a few that occur annually at WestWorld. Located on approximately 120 acres adjacent to the 101 Freeway between Frank Lloyd Wright and Bell Roads, WestWorld consists of a ten-acre polo field, an upgraded enclosed, climate controlled Equidome arena, 6,000 seat open- air Wendell Arena, 8 additional equestrian arenas, 20 horse barns, and 400 RV spaces. Page 3 of 18 Last Update: 02/24/2020–doc #17129139-v6 COS RFP Template SECTION 2 – STATEMENT OF NEED WESTWORLD SHAVINGS RFP #21RP022 A. SPECIFICATIONS 1. The City of Scottsdale desires to contract for bedding (shavings) for WestWorld. 2. The contracted product shall be ordered by the City of Scottsdale on an ‘as needed’ basis. 3. The City of Scottsdale can store approximately 10,000 bags of shavings at any one time. 4. All commodities (products) supplied by the Contractor shall meet all applicable Federal, State, Local, ANSI, and OSHA laws, rules, and regulations pertaining to the products covered under the scope of this Contract. 5. All product supplied under the scope of this Contract shall be unloaded with minimal assistance from City personnel. Minimal assistance means City of Scottsdale personnel using a City forklift to unload pallets, and no other assistance. 6. Shipments that will require substantial assistance by City personnel to unload shall be refused. 7. Shavings deliveries shall be accepted in the following formats ONLY: • Shavings shall be bagged as specified herein, palletized, and shrink wrapped so the delivery can be easily unloaded by City of Scottsdale personnel using a City forklift. 8. Any products supplied under the scope of this Contract that are delivered in an “Un-sellable condition” (i.e., wet, etc.) will be rejected at time of delivery and/or discovery. 9. Any products supplied under the scope of this Contract that are discovered to be in an “Un- sellable condition” (i.e., moldy, wet, etc.), at a later date, due to conditions that were hidden at the time of delivery (i.e., middle of the pallet, middle of the stack, etc.), will be returned to the Contractor for a full refund. Wood Shavings Specifications 10. Wood shavings supplied under this Contract shall be classified by the industry as Equine Quality or better. 11. Wood shavings supplied under the scope of this Contract shall meet ALL of the following MINIMUM specifications: 11.1 Shavings shall be derived from softwood. All pine is the preference. No hard woods. No cedar. 11.2 Shavings supplied shall have had the saw dust extracted and be screened, triple screened is preferred. 11.3 Shavings supplied shall have a moisture content that is not less than ten percent (10%) and not more than sixteen percent (16%). 11.4 Shavings supplied shall contain no splinters, wood chunks, stones or debris of any kind. Page 4 of 18 Last Update: 02/24/2020–doc #17129139-v6 COS RFP Template 11.5 Shaving supplied shall contain no Black Walnut shavings. 11.6 Shavings supplied shall be kiln dried. 11.7 Shavings supplied shall consist of Small Flakes. 11.8 Size of pieces to be no smaller than ¼” and no larger than ¾”. 11.9 Shavings supplied shall consist of soft, light and fluffy pieces. Packaging 12. All products supplied under this contract shall be packaged and delivered in heavy duty polyethylene bags with a compressed quantity of between two and a half and five cubic feet (2½ ft³- 5 ft³). 13. Information of product description shall be printed on each bag as follows: 13.1 Type of flake (pine, etc.) 13.2 Number of cubic feet compressed 13.3 Number of cubic feet loose 14. Print shall be opaque and standout against the shavings. 15. OPTION A: CLEAR BAGS WITH WESTWORLD LOGO 1-COLOR PRINT Clear, heavy duty, polyethylene bag with WestWorld logo 1-Color print, either black or navy blue ink and with standard language as sold in retail. 16. OPTION B: WHITE BAGS WITH WESTWORLD LOGO 1-COLOR PRINT White, heavy duty, polyethylene bag with WestWorld logo 1-Color print, either black or navy blue ink and with standard language as sold in retail. Optional Product 17. Offerors are encouraged to submit pricing and provide specifications or details on optional products that are similar to the required product detailed above. The City of Scottsdale will not evaluate any optional products, but they could be purchased from the Contractor once a Contract has been awarded. Samples of optional products are also not required. Optional products shall be accepted bagged with Manufacturer’s logo. 18. Contractor shall NOT sell or distribute WestWorld bagged shavings to other suppliers. 19. Contractors are permitted to add their company information ONLY on the sides of the bag. 20. It is the City’s intent to only order one (1) option packaging type – either “A” or “B”. 21. WestWorld Logo shall be a 1-Color print either in black or navy blue ink for either packaging option (A or B). Continued on the next page. Page 5 of 18 Last Update: 02/24/2020–doc #17129139-v6 COS RFP Template 22. Logo size shall be 12” x 12”. Proof Sample 23. The Contractor after award, upon request shall provide to the City’s Contract Administrator a sample of the white and the clear bag with desired graphics for approval prior to running the full order of bags. 24. The Contract Administrator will sign off on each sample proof and both parties shall maintain a file of signed proofs at all times in the event questions arise as to the finished product. Pricing 24. Pricing shall be listed on the Pricing Proposal Form. 25. Prices offered herein by the Offeror shall be firm and fixed during the entire initial term (1 year) of the Contract. 26. All pricing submitted by the Offeror shall be in the same unit size (bag) as requested on the Pricing Proposal Form.