Vehicle Graphics

Agency:	City of Elk Grove
State:	California
Type of Government:	State & Local
Category:	25 - Vehicular Equipment Components
Posted:	Jan 29, 2024
Due:	Feb 22, 2024
Publication URL:	To access bid details, please log in.

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CITY OF ELK GROVE

Invitation to Bid

For

Vehicle Graphics

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Bids Due by 2:00 PM February 22, 2024

Introduction:

The City of Elk Grove (City) is accepting Bids from qualified Suppliers (Supplier(s)) for vehicle

graphic printing and installation in accordance with the included specifications, terms, and

conditions shown in this Invitation to Bid (ITB). Prospective respondents are advised to read this

information over carefully prior to submitting a Bid.

A mandatory pre-bid inspection shall be held on, THURSDAY FEBRUARY 15, 2024 from

11:00 AM until 12:00 PM at 8401 Laguna Palms Way Elk Grove, CA 95758 (City Hall Parking

Lot). All Supplier’s who submit a bid must attend to qualify for bid acceptance.

One (1) signed Bid and One (1) USB Flash Drive copy of the Bid shall be submitted to the Office

of the City Clerk no later than 2:00 PM Thursday, February 22, 2024. Any Bids received after the

time specified shall be returned unopened. Bids shall be submitted in a sealed envelope clearly

marked Vehicle Graphics and addressed to:

OFFICE OF THE CITY CLERK

CITY OF ELK GROVE

8401 Laguna Palms Way

Elk Grove, CA 95758

Questions regarding this ITB are to be directed by e-mail to: Douglas Scott, Fleet and Facilities

Manager, dscott@elkgrovecity.org. Such contact shall be for clarification purposes only. The City

must receive all questions no later than 5:00 PM Tuesday, February 20, 2024. Material changes,

if any, to the scope of work or Bid procedures shall only be transmitted by written addendum and

posted to the City website. Addendums and answers to submitted questions will be available via

the City of Elk Grove website under “Notice” for the Bid announcement.

Bids shall not be accepted by fax or electronically.

Late Bids:

Bids arriving after the specified date and time shall not be considered, nor will late Bids be opened.

Each Supplier assumes responsibility for timely submission of its Bid.

Withdrawal or Modifications of Bids:

Any Bid may be withdrawn or modified by a written request signed by the Supplier and received by

the City Clerk prior to the final time and date for the receipt of Bids. Once the deadline is past,

Suppliers are obligated to fulfill the terms of their Bid.

Bid Acceptance and Rejection:

The City reserves the right to accept any Bid, reject any and all Bids, and to call for new Bids or

dispense with the Bid process in accordance with the Elk Grove Municipal Code.

Bid Evaluation and Award:

A contract may be awarded to the responsible Supplier with the lowest responsive Bid taking into

consideration price and adherence to the included specifications, except as otherwise provided by

the Elk Grove Municipal Code. The City shall enter into an agreement with the successful Supplier

for the specified good and/or commodities. A contract may be awarded to the next lowest

responsible Supplier if the successful Supplier refuses or fails to execute the contract. Bid results

will be posted on the City’s website under Proposals/Bids, Bid Results. Nothing herein shall

obligate the City to award a contract to any of the responding Suppliers.

Unless Supplier is a sole proprietorship, Supplier must be registered and in good standing with the

California Secretary of State within 14 days following notification of the City’s intent to award a

contract to Supplier and prior to execution of a final contract. Failure to timely register with the

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Secretary of State may result in the City awarding the contract to another Supplier. Additional

information regarding the registration process may be found on the Secretary of State’s website at:

https://bizfileonline.sos.ca.gov/

Disclosure of Submitted Materials:

After selection and execution of the contract(s), (or prior thereto if required by law) all information

and materials provided in each submittal received is subject to disclosure through a public records

request pursuant to the California Public Records Act, or otherwise as may be required by law. The

City, in its sole discretion, may release any submitted materials, regardless of whether such

materials are marked by respondents as confidential or otherwise as protected.

Waiver of Irregularities:

The City retains the right, in its sole discretion, to waive any irregularities in Bids that do not comply

with the strict requirements of this ITB, and the City reserves the right to award a contract to a

Supplier submitting any such non-compliant Bid, all in the City’s sole discretion.

Local Vendor Preference:

A bid or proposal from a local vendor for commodities, equipment, and general services will be

tabulated as if it were five (5%) percent below the figure actually set forth in the bid or proposal, up

to a maximum preference of Fifty Thousand and no/100th ($50,000.00) Dollars per bid or proposal,

to account for the financial advantages accruing to the City by the award of a bid to a local vendor.

Bids or proposals submitted in response to this ITB will be evaluated on the basis of a local

preference of five (5%) percent of the bid or proposal price.

"Local vendor" means a person or legal entity which has a place of business (other than a post

office box) within the City and has a valid, current business license issued by the City. To qualify

as a local vendor for the purposes of Section 3.42.230 of this Code, the vendor shall submit with

its bid or proposal a completed City-provided affidavit that documents the following: 1) the business

has a facility with a City of Elk Grove address, 2) the business has, during at least one (1) year

immediately preceding the submission of the bid or proposal, attributed sales tax to the City of Elk

Grove, and 3) the business has had a City of Elk Grove business license for at least one (1) year

prior to the submission of the bid or proposal. The affidavit can be obtained by accessing the

Request for Bid and Bids section of the City website,

http://www.elkgrovecity.org/community/request-for-Bid.asp.

Security Access Policy:

The work to be completed under this ITB requires access to City facilities and therefore is subject

to the City’s Security Access Policy, which is attached to the City’s standard contract (see

Attachment B). The prospective Supplier, including its employees, subcontractors, agents and

anyone working on their behalf that will access City facilities, must submit to a background check

which shall include Live Scan electronic fingerprinting. This background check must be completed

before the Supplier will receive a Notice to Proceed. The Elk Grove Police Department shall review

the background check and may deny access to any individual in its discretion as it deems necessary

for the security of City facilities and personnel. A contract shall not be awarded to any Supplier that

is unable to complete the scope of work as a result of denied access under the City’s Security

Access Policy.

Validity of Pricing:

Suppliers are required to provide line item descriptions and pricing, applicable sales tax, and a total

final price. No cost increases shall be passed onto the City after the Bid has been submitted. All

prices quoted shall be C.I.F. (Cost, Insurance, Freight) to the destination designated by the City,

freight prepaid (Supplier pays and bears freight, insurance and unloading charges; Supplier owns

goods in transit and must file any third-party claims for losses incurred during shipment). Each

item must be listed separately. No attempt shall be made to tie any item or items contained in this

ITB with any other business with the City; each Bid must stand on its own.

No Guarantee of Usage:

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Any quantities listed in this ITB are estimated or projected and are provided for tabulation and

information purposes only. No guarantee of quantities is given or implied by the City. Supplier

must furnish the City’s needs as they arise.

Samples and Demonstrations:

When required, the City may request full demonstrations prior to award. When such

demonstrations are requested, the Supplier shall respond promptly and arrange a demonstration

at a convenient location. Failure to provide samples or demonstrations as specified by the City

may result in rejection of a Bid.

Use of Other Governmental Contracts:

The City reserves the right to reject any part or all of any Bids received and utilize other available

governmental contracts.

Piggybacking:

“Piggybacking” is a form of intergovernmental cooperative purchasing in which an entity will be

extended the same pricing and terms of a contract entered into by another entity.

Bidders are requested to indicate on the Bid if they will extend the pricing, terms and conditions of

an awarded contract, based on this bid, to other government agencies. If the successful bidder

agrees to this provision, participating agencies may enter into a contract with the successful bidder

for the purchase of the service and commodities described herein based on the terms, conditions,

prices, and percentages offered by the successful vendor to the City. Minor changes in terms and

conditions may be negotiated by participating agencies during the term and following the award of

the contract. Any such contract shall be entirely independent and separate from the City and City

shall have no obligation relating to any third party contract.

Qualification/Inspection:

Bids will only be considered from Suppliers normally engaged in providing the types of

goods/commodities specified herein. By responding to this ITB, the Supplier consents to the City’s

right to inspect the Supplier’s facilities, products, personnel, and organization at any time, or to take

any other action necessary to determine Supplier’s ability to perform. The City reserves the right

to reject Bids where evidence or evaluation is determined to indicate inability to perform. The City

reserves the right to interview any or all responding Suppliers and/or to award a contract without

conducting interviews.

Delivery:

The successful Supplier will supply goods/commodities in compliance with the provisions of the

contract and provisions of this ITB at the address listed below and other sites as requested.

Delivery Address:

City of Elk Grove

City Hall

8401 Laguna Palms Way

Elk Grove, CA. 95758

City of Elk Grove

Fleet Facility

10190 Iron Rock Way

Elk Grove, CA 95624

City of Elk Grove

Corporation Yard

10250 Iron Rock Way

Elk Grove, CA 95624

Acceptance and Conditions

The goods/commodities supplied in response to the ITB shall remain the property of the Supplier

until a physical inspection is made and the goods/commodities are accepted to the satisfaction of

the City. The goods/commodities must comply fully with the terms of the ITB, be of the required

quality and new unless specified by the City. Any substitutes of goods/commodities not meeting

specifications will be rejected, and returned if applicable, at the Supplier’s expense. The City will

make payment only after receipt and acceptance of goods/commodities.

Other Governmental Entities:

If the Supplier is awarded a contract as a result of this ITB, the Supplier shall, if the Supplier has

sufficient capacity or quantities available, provide to other governmental agencies, so requesting,

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the goods/commodities awarded in accordance with the terms and conditions of the ITB.

Federal Requirements:

Should any portion of this procurement require the use of Federal funds, all Federal requirements

shall apply and all Suppliers must consent to each certification and assurance, which will be

incorporated into the contract.

Payment Terms:

Payment shall be made as set forth in the Contract attached hereto as Attachment B. In submitting

Bids under these specifications, Suppliers should take into account all discounts, both trade and

time, allowed in accordance with the payment terms.

Performance:

It is the intention of the City to acquire goods/commodities as specified herein from a Supplier that

will give prompt and convenient service.

Term of Contract:

The term of the contract will be for a specific period of time, commencing upon execution. The City

anticipates the contract to be for a term of three years with one two-year extension, at the option of

the City. The City reserves the right to set the term for a period deemed to be in the best interest

of the City, and terminate the contract as set forth therein.

Amendments:

If, in the course of the performance of the contract, Supplier or the City proposes changes to the

goods/commodities provided, and informal consultation with the other party indicates that a change

in the terms and conditions of the contract may be warranted, Supplier or the City may request a

change in the contract. The parties to the contract will meet to discuss and negotiate the required

documents. Upon completion of those negotiations, the negotiated documents will be submitted to

the City for approval. Upon approval by the City, an amendment to the Contract will be approved

by all parties for the change to be implemented. An amendment shall not render ineffective or

invalidate any unaffected portions of the Contract. Nothing in this section obligates the City to

agree to any change order or other amendment, and the City may withhold such agreement in its

sole discretion.

New Merchandise:

Unless otherwise required by the specifications of this ITB all goods/commodities furnished must

be new and unused.

Warranties:

The Supplier shall warrant all material, products and labor provided under the contract, in addition

to any manufacturers’ warranties that may also apply. Warranty periods and terms must be

included in responses to Bid.

The awarded Supplier, as the contracting party, shall be considered primarily responsible to the

City for all warranty service, parts, and labor applicable to the goods/commodities provided by

Supplier irrespective of whether Supplier is an agent, broker, fabricator, or manufacturer’s dealer.

Supplier shall be responsible for ensuring that warranty work is performed at a local agency or

facility convenient to the City, to the extent a local agency or facility is available, and that services,

parts, and labor are available and provided to meet the City’s schedules and deadlines. Supplier

may establish a service contract with a local agency satisfactory to the City, to meet this obligation

if Supplier does not ordinarily provide warranty service. All such non-contractor warranty service,

parts, and labor must be clearly identified in the Bid.

Substitution:

If Supplier elects to propose an alternate manufacturer’s item that is of the same or better quality,

samples of the items to be substituted are to be submitted with the Bid. The sample must be readily

identified with the manufacturer’s name and model number or order number, along with the

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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

type	name(s)	due date	notice	details	posted
ITB	Vehicle Graphics	02/22/2024 by 2:00 PM		View	01/29/2024

Vehicle Graphics

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