30-26 - Purchase of Promotional Items for the Department of Public Utilities

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..CITY OF.CLEVELAND,
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DEPARTMENT OF FINANCE
DIVISION OF PURCHASES AND SUPPLIES
INVITATION TO BID
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INVITATION TO BIO AND FORMAL BIO PACKAGE
TABLc OF CONTENTS
SEQUENCE ORDER NUMBER
Authorizing Ordinance .................................................................-...........................................................1
Bidder's Checklist ............................................................................... :. ................ :.:. .............................. 2
Instructions to Bidders (Part A)...............................................................................................................3
W-9 Form ...............................................................................................................................................4
Vendor Information Form .......................................................................................................................5
Bidder's Affidavit ....................................................................................................................................6
Bid Bond ................................................................................................................................................7
Bid Form ...............................................................................................................:,............................... 8
Bid Schedule of Items (Price Sheets) .....................................................................................................9
'
General Conditions (Part B) ............. : ................................................................................................... 10
Specifications/Description of Products and/or Secvices (Supplemental Sections C, D, etc.) ................ 11
Nothern Ireland Form ...........................................................................................................................12
Prevailing Wage, Davis Beacon or Living Wage (If applicable) ............................................................. 13
Fannie M. Lewis, Chapter 188 (If applicable) ....................................................................................... 14
Office of Equal Opportunitay Notice to Bidders, Chapter 187 ..............: ................................................. 15
Office of Equal Opportunity Clause ......................................................................................................16
OEO Participation Form .......................................................................................................................17
OEO Schedules Checklist ....................................................................................................................18
OEO Schedules 1-4 ............................................................................................................................19
Subcontracting Participation or Waiver Form......................................................................................:. 20
OEO Submission Schedule ....................................... ,. .............. : .......................................................... 21
CITY OF CLEVELAND
Department of Finance
Division of Purchases and Supplies
Cily Hall, Room 128
Cleveland, Ohio 44114
216-664-2620

181.101 Purchase or Rental of Commodities, Goods, and Services
(a) The Director of Finance, or other appropriate director, is authorized to enter into one (1) or
more standard or requirement contracts for purchase or rental agreements or leases with or
without an option to purchase, when the Director of Finance determines they are financially
advantageous, duly let to the lowest and best bidder following the procedures stated in
Section l 81.10, for the following commodities, goods, or services that are required for the usual
daily operation of the various departments of the City, provided that the estimated amount per
contract year on any individual contract shall not exceed two hundred fifty thousand dollars
($250,000.00):
(1) Except when a public improvement, building construction materials including, but not
limited to, bricks, ready-mix concrete, dry wall, lumber, paint, and roofing;
(2) Except when a public improvement, building maintenance and repair including, but not
limited to, parts and services for doors, elevators, HV AC, mechanical systems, roofs, and
windows;
(3) Except when a public improvement, road, sidewalk, and sewer repair and replacement
materials, supplies, and services, including but not limited to, tack coat, manhole risers, crack
sealing material, emulsion, cold mix, guard rail supplies, liquid de-icer, salt inserts, traffic
control devices, quicklime, and disposal of materials;
(4) Construction equipment, without operators, including, but not limited to, earth, snow,
and debris moving and removal, and materials, supplies, parts, and repair and maintenance
services for them;
(5) Cleaning and janitorial maintenance equipment, services, and supplies including, but not
limited to, chemicals including pool chemicals, odor control, paper products, and pest control;
(6) Educational and photographic equipment, supplies, parts, and maintenance and repair
services for them;
(7) Electrical supplies including, but not limited to, batteries, fixtures, lighting, and wiring;
(8) Fuels and lubricants including, but not limited to, diesel, gasoline, natural gas, grease,
and oil, and delivery of them;
(9) Food and beverages for facility-user consumption at Camp Forbes, and for resale at
Highland and Seneca Golf Courses;
(10) Hardware including, but not limited to, handheld tools and fasteners;
(11) Industrial gases including, but not limited to, acetylene, argon, nitrogen, and oxygen;
(12) Laboratory and testing equipment and lab supplies and services;
(13) Except when a public improvement, landscaping equipment, materials, supplies, parts,
and repair and maintenance services, and supplies including, but not limited to, indoor and
outdoor plants, grounds, and trees materials and maintenance and repair of any ofthem, and
plant rentals;
(14) Medical equipment, materials, and supplies including, but not limited to, first
responder/first-aid supplies, and pharmaceuticals;
(15) Mail, messenger, and moving services;
(16) Office supplies, furniture, and equipment including, but not limited to, computers,
computer peripherals and appurtenances, office machines, copiers, printers, and printing and
mailing equipment, and materials, supplies, parts, and repair and maintenance services for any of
them;
(17) Paper products including, but not limited to, fine papers, printing media, envelopes,
and printed forms;

(18) Plumbing equipment, materials, supplies, and parts including, but not limited to, pipe,
fittings, and fixtures;
(19) Power tools, portable powered machines, electric motors, pumps, powered appliances,
and milling and tapping machines, including materials, supplies, parts, and maintenance and
repair services for any of them;
-~ (20) Program promotional items including, but not limited to, advertising specialties, caps,
and printed T-shirts;
(21) Property protection equipment, materials, supplies, parts, and repair and maintenance
services, including, but not limited to, fire extinguisher and fire suppression equipment and
testing, locksmith services and supplies, property and casualty insurance covering City property
and buildings, and security services;
(22) Records management systems and services including, but not limited to, microfilm,
microfiche, and compact disc (CD) copying, file storage, data entry, and shredding;
(23) Recreation and sports equipment;
(24) Snow and ice removal services;
(25) Uniforms, work clothing, laundry, towel, and linen service, and supplies; and
(26) Vehicle maintenance and repair equipment, materials, supplies, parts, and services.
Any purchase under this section shall be made by the Commissioner of Purchases and Supplies
and paid from the annual appropriations made for such purpose.
(b) That under Section 108(b) ofthe Charter, the purchases authorized by this section may be
made through cooperative agreements with other governmental agencies. The Director of
Finance may sign all documents that are necessary to make the purchases, and may enter into
one (1) or more contracts with the vendors selected through that cooperative process.
(Ord. No. 1115-18. Passed 10-15-18, eff. 10-17-18)

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DEPARTMENT OF FINANCE DIVISION OF PURCHASES AND SUPPLIES
PAUL C . BARRETT TIFFANY JOHNSON
DIRECTOR COMMISSIONER
BIDDER'S CHECK LIST
The City of Cleveland requires that each bid submitted must comply with cerlaln legal requirements to be considered a valid and formal bid.
The checklist below is provided lo assist in avoiding rejection of your bid due lo omission of required Information or forms.
CHECK WHEN COMPLETED
A. Bid/Schedule of Items
1. Is (are) the bid page(s) completed as required and signed in the upper right-hand corner?
2. Are all prices (whether Unit, or Gross and extensions) clearly and accurately presented?
3. Is the delivery time stated? Is the payment discount given?
8. Bid Bond
1. Is the bond made out in the names of and signed by both the principal and surety?
2. Is the bond amount sufficient for the amount of the bid?
3. Is there a power of attorney attached to the bond?
C. Bid Check (if submitted in lieu of Bid Bond)
1. Is the check in an amount sufficient for the amount of the bid?
2. Is the check either properly certified or a cashier's check?
3. Is the Check made payable to: THE CITY OF CLEVELAND?
D. Bid Form (not to be confused with the Bid Bond)
1. Is all the required Information given?
2. Is the form signed?
E. Affidavit
1. Does the affidavit contain all the information required ON BOTH SIDES?
2. Is it properly Signed? Is it properly notarized by a Notary Public?
F. Contract Compliance Certifications for Bid Consideration
1. Do you have questions about a contract compliance certification number or a CSB/ minority/female
business enterprise certification number, contact the Office of the Director of Equal Opportunity for
further information (Phone 216/664-4152).
2. Is your contract compliance certification certificate, statement of deemed compliance, or an application
for certification included in the bid?
3. If you are a*Minority/Female/Cleveland Small Business Enterprise and or Local Producer/ Local
Sustalnable Business, do you Include your MBE/FBE/LPE/SUBE certification certificate, or a completed
application therein?
4. Did you read and complete OEO Schedules 1-4? Did you include signed Schedule 3's from all certified
subcontractors?
G. Bid Envelope
1. Is the envelope identified with the correct title of the bid and the due date?
2. Is the envelope securely sealed?
H. Performance Bond
1. Will you be able to furnish the required Performance Bond referred to In paragraph A-8 of
INSTRUCTIONS TO BIDDERS, and/or in paragraph B-8 of General Conditions?
2. Notice: A certified or cashier's check Is not acceptable in lieu of a Performance Bond!
ITEM 2 - PAGE 1

I. Federal Tax ID Form
1. Is all the required information given?
2. Is the form signed?
J. Northern Ireland Fair Employment Practices Disclosure
1. Is all the required information given?
2. Is the form signed?
K. Project Plan
1. Is all the required information given?
L. Contrac.tor Qualiflcatlons
1. Is all the required information given if requested?
M. Additional Information:
1. Wage Theft and Payroll Fraud Disclosure
Is the form signed and returned?
2. Project Labor Agreement (If included in the invitation to bid)
Because of the large variety of commodities, services and improvements required by the City, additional
information is often requested in a format not listed above. In such a case, please review your bid carefully
to verify that you have accurately and completely supplied all such data. Should you have any questions,
please call the Division of Purchases and Supplies (216/664-2620) for clarlflcatlons
ITEM 2-PAGE 2

INSTRUCTIONS TO BIDDERS
A-1 INVITATION TO BID
Sealed bids endorsed as designated in the "Title of Bid" section of the bid
sheet(s) will be received at the Office of the Commissioner of Purchases and
Supplies, Room 128, Cleveland City Hall, Cleveland, Ohio 44114, until 12:00
o'clock noon, official time, on the date indicated in the "Bid Opening" section of
Page 1 of the bid page(s) and thereafter will be publicly opened and read in
Room 128.
A-2 FORM OF BIO (BID FORM)
a. * Every bid must be made upon the blank form of bid attached hereto.
b. Each bid must be clearly signed with the full name and address of every
person, firm or corporation interested in such bid, followed by the date of
such signing, in the space provided at the bottom of the bid form. If more
than one person, firm or corporation has an interest in such bid, then the
full name and address of each person, firm or corporation must be clearly
signed on said bid. If the bidder is a partnership, the firm name and
address, as well as the name and address of each individual *partner must
be given. If the bidder is a corporation, the name of the corporation, the
name and title of the officer duly authorize to sign for the corporation, the
business address of such officer and the name of the state in which the
corporation is incorporated must be given.
c. The bidder shall insert the amount of the bid bond, certified check or
cashier's check in the space provided in the bid form.
d. The bidder agrees to be bound by his bid from the time the bid is
submitted until the earlier of the date stipulated by such bidder or the
fourth regular meeting of the Board of Control after the bid submission
date unless such time is extended by agreement between the bidder and
the Board.
A-3 BIDDERS AFFIDAVIT
Each bidder shall submit with its bid an affidavit stating that neither it nor its
agents, nor any other party for it has paid or agreed to pay, directly or indirectly,
any person, firm or corporation any money or valuable consideration for
assistance in procuring or attempting to procure the contract herein referred to,
and further stating that no such money or reward will be hereafter paid. This
affidavit must be on the form which is hereto attached.
A~4 BID BOND: CERTIFIED OR CASHIER'S CHECK
Each bid shall be accompanied by a bid .bond signed by. a surety .company
authorized to do business in Ohio, or by a cashier's check or certified check on a
solvent bank, which bond or check shall be in the sum of five percent (5%} of the
amount of the bid, except that with bids for purchase contracts not in excess of
Fifty Thousand Dollars ($50,000). Said bond or check shall be given as security
that if the bid is accepted a contract will be entered into and the performance of it
properly secured.
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A-5 DISPOSITION OF BID BOND, CERTIFIED OR CASHIER'S CHECK
a. When the bid is accepted, the bid bond, certified or cashier's check will be
returned after the contract has been _sig_ned and the perfqrm~nc.e b_ond, if
required, has been submitted to, and approved by, the City.
b. If the successful bidder falls to enter into a contract, the bid bond, certified
or cashier's check shall be forfeited and the principal amount of the bid
bond shall be paid to the City, or the check shall be surrendered to the
City as the agreed amount of liquidated damages.
c. The bid bond, certified or cashier's check of the next lowest and best
bidder will be retained until the lowest and best bidder has signed and
secured the performance of its contract. If such lowest and best bidder
fails to do so, the security of the next lowest and best bidder shall
continue to be retained until it properly secures the contract awarded it. If
such next lowest and best bidder defaults, the principal amount of its bid
bond, or check shall also be forfeited to the City as liquidated damages.
d. When a bid is rejected, the bid bond or check will be released or returned,
respectively, to the bidder.
A-6 EXPLANATIONS WRITTEN OR ORAL
Any bidder finding a discrepancy or omission in the specifications or having any
doubt as to their meaning, shall immediately notify the Commissioner of
Purchases and Supplies, in writing. The Commissioner will respond by sending
written notices or instructions to all bidders. The City will not be responsible for
any oral instructions.
A-7 PRICE BIDS AND DISCOUNTS
a. Unit Prices
In the Schedule of Items the bidder must give the unit price stated in
figures of every item bid, in the space so provided.
b. Trade Discounts
When the bidder offers a trade discount, the amount of such discount
shall be stated on the Schedule of Items bid.
c. Catalog Pricing
Where the bidder submits its quotation by filing its catalog price list and
discount, such documents shall be part of the bid and must be separately
signed by the same person and in the same manner as on the bid form.
A-8 BIDDER'S DESCRIPTION OF ITEMS
a. Each bidder shall, in its bid, describe completely the goods or services it
proposes to furnish in response to and under the terms of the bid.
b. The Commissioner of Purchases and Supplies may require a bidder to
furnish additional information and/or specifications concerning items to be
purchased under the terms of the bid.
A-9 MANUFACTURER'S NAME
a. The use of a manufacturer's or a trade name in the specifications is solely
for the purpose of designating a standard of quality and type and for no
other purpose.
b. Every bidder shall state in its Schedule of Items bid the man*ufacturer's
and the trade name, if any, of each item they propose to furnish.
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A-10 SAMPLES
If the commissioner of Purchases and Supplies requests, a bidder shall provide
samples of the items it proposes to furnish if awarded a contract pursuant to its
bid.
A-11 TIME OF DELIVERY
Bidder must state in its bid the time, in calendar days, within which it will deliver
the item(s) bid unless stated differently in the specifications.
A-12 PAYMENT DISCOUNT WHEN USED TO DETERMINE LOWEST AND BEST
BID
a. In determining the lowest and best bid, the City will consider all bids on a
basis of the net price to be paid after deduction of the discount specified;
except that if the terms of payment specified by the bidder require
payment in less than thirty (30) days from the date of the invoice, the
discount offered will not be deducted from the price stated in the bid to
determine the lowest and best bidder, and the bid will be considered only
on the basis of the unit price actually named in the bid. But it,
notwithstanding the provisions of this paragraph such bid is determined to
be the lowest and best bid, the City reserves the right to accept the terms
named in the bid if such terms are to the advantage of the City as a basis
for payment of invoices only, but not in any case as a basis for
determining the lowest and best bidder.
b. The City will take a discount of two percent (2%) on payments made
within thirty (30) days from receipt of articles, commodities, materials,
supplies, equipment or services, unless the bidder indicates otheiwise on
the space provided on the Schedule of Items bid.
PARAGRAPHS A-13 THROUGH A-15 APPLY ONLY IF THE "REQUIREMENT
CONTRACT" BLOCK IS CHECKED ON PAGE 1cii=THE SCHEDULE OF ITEMS
AND ON THE BID FORM.
A-13 REQUIREMENT CONTRACT DEFINED
a. A requirement contract is a contract under which 'the contractor has a
duty to provide the City's requirements during the contract term for all
articles, commodities, supplies, materials, equipment and/or services set
forth in the bid and required by the City's authorized users of the items
approved for contract.
b. A contract awarded under this bid will be termed a requirement contract.
A-14 PURCHASES UNDER A REQUIREMENT CONTRACT
a. Under a requirement contract, a contractor shall supply all the City's
requirements during the term for the articles, commodities, supplies,
materials, services or equipment set forth in the Invitation to Bid. See
GENERAL CONDITIONS, Section B-24, Duration of Contract.
b. If the Schedule of Items in the Invitation to Bid is marked "requirement
contract," then all quantities stated in the Schedule of Items are the City's
good-faith estimates only. The City shall place each order under the
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contract, whether singly or cumulatively more or less than the estimated
quantities set forth in the Schedule of Items, by a Delivery Order against
the contract and separately certified.
A-15 LIMITATION OF PERIOD OF CONTRACT
If the proposed duration of the contract would deprive the City of the best
available market price, the bidder may offer an alternate bid as to duration of the
contract, setting forth in the bid the longest period of time it can furnish and
deliver the proportionate amount of items at the firm price set forth in the bid. No
other provision of the Invitation to Bid shall be subject to an alternate bid unless
specifically requested.
A-16 BID DISCOUNTS -APPLICABLE TO BIDS FOR GOODS AND SERVICES
PURCHASE CONTRACTS AND PUBLIC IMPROVEMENT CONTRACTS IN
EXCESS OF FIFTY THOUSAND DOLLARS ($50,000).
a. Bid Discounts under Sections 187.03 and 187.05. If the bid of any prime
contractor that is a CSB, MBE, FBE or a CSB, MBE or FBE..jo.int venture is no
more than five percent (5%) higher than the lowest actual bid for a contract that
.is not from a CSB, MBE, FBE or a CSB, MBE or FBE joint venture, the
contracting department shall apply a Bid Discount of five percent (5%) to the
CSB, MBE, FBE or CSB, MBE or FBE joint venture bid for the purpose of
establishing a Comparison Bid. The City of Cleveland shall use the following
ranking in determining who receives the preference:
1. Where the disparity study has determined that a disparity exists, the bid
discount shall go to the bidders who are certified by the City as members
of the specific MBE/FBE group for which the proven disparity exists. No
other bidders shall receive any preference under Sections 187.03 and
187.05 at the prime contractor level.
2. Where no disparity has been proven, or when no bids are received from
groups for which a proven disparity exists, the bid discount shall go to
certified CSB bidders certified by the City as located within the city limits
of Cleveland. No other bidders shall receive any preference under
Sections 187.03 and 187.05 'at the prime contractor level.
3. Where no disparity has been proven, or when no bids are received from
groups for which a proven disparity exists, and no bids were received
from certified CSB firms certified by the City as located within the city
limits of Cleveland, the bid discount shall go to Certified CSB bidders
certified by the City as located within .Cuyahoga County. No otl:ler bidders
shall receive any preference under Sections 187.03 and 187.05 at the
prime contractor level.
4. In addition to any bid discounts at the prime contractor level, all prime
contractors shall receive a bid discount of 5% of the total dollar amount of
all CSB, MBE and/or FBE certified by the City that the prime contractor
properly documents as subcontractors in their bid, for the purpose of
establishing a Comparison Bid.
5. The total Bid Discount awarded to any bidder on a bid pursuant to
Sections 187.03 and 187.05 shall not exceed $50,000.00.
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