Utility Billing Envelopes

Agency: City of Lompoc
State: California
Type of Government: State & Local
Category:
  • 23 - Ground Effect Vehicles, Motor Vehicles, Trailers, and Cycles
Posted: Nov 18, 2019
Due: Dec 3, 2019
Solicitation No: RFQ #2933
Publication URL: To access bid details, please log in.
Utility Billing Envelopes
  • Department: Management Services
  • Category: Purchasing
  • RFP Number: RFQ #2933
  • Start Date: 11/18/2019
  • Close Date: 12/03/2019 12:00 PM
2932_utility billing envelopes

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City of Lompoc
Request for Quotation #2932
Utility Billing Envelopes
(This is not an order)
PLEASE FAX YOUR QUOTE TO:
Please respond with current pricing.
Send your quote to: Maria Salazar at
Be sure to supply part/catalog numbers.
m_salazar@ci.lompoc.ca.us
Follow the form below.
Department: Purchasing
Include tax and shipping charges, if any.
Phone Number:805/875-8002
By Noon: December 3, 2019
For Department Use
Vendor to Complete this Information
The City of Lompoc intends to contract with a single supplier to furnish and deliver approximately 40 boxes of each type
of the following envelopes, once per month, beginning January 1, 2020 for a total of 24 months. This term may be
extended for two additional one-year periods upon the mutual written consent of both parties.
20,000 Each (40 boxes of 500/ea) Envelope, Window Size 10 Sub 24 White Glassine Window. WINDOW
MUST BE CONSTRUCTED TO ALLOW FOR MECHANICAL INSERTION.
20,000 Each (40 boxes of 500/ea) Envelope, Non-Window, size 6-3/4 Sub 24 White
Prices submitted shall reflect all freight, delivery and pallet charges.
Qty
Description
Part Number
Envelope, Window, #10
20,000 Sub 24, white (window in lower left corner)
20,000
Envelope, Non-Window, #6
6-3/4” – Sub 24 White
Unit Cost
Extension
California Sales Tax @ 7.75%
Freight
Total
_______________________________________________
Company Name
___________________________________________
Signature of Authorized Representative
_______________________________________________
Address
___________________________________________
Authorized Representative Name (please print name)
_______________________________________________
City, State & Zip Code
___________________________________________
E-Mail Address
_______________________________________________
Phone Number
___________________________________________
Web Page Address
_______________________________________________
Fax Number
Delivery ARO ___________ Days
___________________________________________
Date
Discount for Payment in 20 Days: ________ %
FOB: DESTINATION
Payment Terms: _ Net 30
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All shipments shall be made F.O.B. destination, indicating that the seller is responsible for shipment until it reaches its
destination.
Delivery will be one time each month, 40 boxes of 500 each of the #10 envelopes and 40 boxes of 500 each of the #6
envelopes, except in cases of emergency deemed necessary by the City and/or to fill backorders.
The City will not be responsible for any additional costs of material, freight, and/or pallet charges as a result of vendor’s
inability to meet the above delivery requirements, City-deemed emergencies and/or backorders.
Orders shall be delivered to the City of Lompoc, City Hall/Print Shop, Attn: Johnny Gonzales, 100 Civic Center Plaza,
Lompoc, CA 93436.
All items must be delivered Monday through Friday, between the hours of 8:00 am and 12:00 noon, and 1:00 pm and
4:00 pm. Additionally, off-loading time shall not exceed these hours.
PACKING SLIP:
Vendor shall enclose with each delivery an itemized packing slip showing Purchase Order Number. Packing slips shall
clearly indicate any back orders.
PACKING AND SHIPMENT (F.O.B. Destination)
Orders shall be filled, packaged, shipped and invoiced per each delivery. Shipment shall be via a delivery service, by
the contractor’s own vehicle, or by other means so as to effect prompt delivery. Due care shall be exercised in packing,
handling and shipping to assure arrival of the material in excellent condition. Any damage, loss, breakage,
deterioration, or other reason causing the material not to arrive, or to arrive in other than excellent condition, shall be
the responsibility of the vendor. ALL SHIPMENTS SHALL BE FOB DESTINATION AND ALL SHIPPING CHARGES
TO BE THE RESPONSIBILITY OF THE VENDOR, AND ARE INCORPORATED IN THE PRICES QUOTED HEREIN.
REPLACEMENT OF DAMAGED ORDERS
The City will notify the contractor within three (3) working days after receipt of order of any incorrectly ordered,
delivered, damaged, or defective material that is visibly noticed at time of delivery. Vendor shall provide a return
authorization number and will have the material picked up by the contractor’s carrier. No transportation charges or
restocking charges will be borne by the City.
Damaged goods shall be replaced by the contractor, at no cost to the City, whether the damage is observed at time of
delivery or upon unpacking of goods for use.
INVOICING
Vendor shall bill monthly. This billing will consist of:
1. A statement which lists by identifying number (i.e., each invoice or delivery ticket number) the quantity
shipped.
2. At least two (2) copies of all invoices corresponding to each packing slip.
3. Current California sales tax rate, at time of shipment, shall be added to invoice.
4. Invoices shall be sent to:
City of Lompoc/Finance Division
Attn: Accounts Payable
100 Civic Center Plaza
Lompoc, CA 93436
Payments will be processed monthly.
5. Credit invoices for returned merchandise shall be issued within five (5) working days upon pick-up by
contractor’s carrier.
6. In accordance with the City of Lompoc Code, Chapter 26, Section 2601, “…If prices quoted or received in
sealed bids are equal, bids from firms located within the City shall be preferred over bids from outside
firms. In determining a lowest price, the ultimate receipt of local sales tax (1%) by the City shall be
considered.
Offers MUST respond on OUR forms. Failure to use our form will mean rejection of quote.
Prompt Payment Discount:
Discount for payment of invoice within 20 days of receipt is ___________________%.
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Payment discounts of less than 20 days will not be considered in award of bid.
We hereby offer to sell the City of Lompoc the above material and/or services at the prices shown and under the terms
and conditions printed hereon or attached to and referenced herein.
All quotes shall remain firm for thirty (30) days.
Signature below verifies that bidder has read, understands and agrees to the conditions contained herein and on all of
the attachments and agenda.
(Please type or print)
_______________________________________________
Company Name
___________________________________________
Signature of Authorized Representative
_______________________________________________
Address
___________________________________________
Authorized Representative Name (please print name)
_______________________________________________
City, State & Zip Code
___________________________________________
E-Mail Address
_______________________________________________
Phone Number
___________________________________________
Web Page Address
_______________________________________________
Fax Number
___________________________________________
Date
Delivery ARO ___________ Days
Discount for Payment in 20 Days: ________ %
FOB: DESTINATION
Payment Terms: _ Net 30
-3-
INFORMAL QUOTATION
INSTRUCTIONS AND CONDITIONS
1.
QUOTE FORM:
Offeror must submit quotation on the City’s quote form
2.
RIGHTS RESERVED: The City reserves the right to reject the quote of any offeror who previously failed to
perform properly, or complete on time, contracts of similar nature, or to reject the quote of an offeror who is not in a
position to perform such a contract satisfactorily.
3.
RETAIN COPY:
Offerors should retain a copy of their quotation for future reference.
4.
SPECIFICATION QUESTIONS:
Any questions pertaining to the specifications of this Request for
Quotation should be directed to Maria Salazar (805) 875-8002.
5.
VARIATIONS FROM SPECIFICATIONS:
Offeror must indicate any variances from the specifications
and/or conditions. If variations are not stated in offeror’s quotation, it will be assumed that the product or service
offered fully complies with the specifications.
6.
OFFERS OF MORE THAN ONE PRICE:
Each offeror may submit only one quote.
7.
SALES TAX: Unless otherwise definitely specified, the prices quoted herein do not include sales or use tax.
Current California sales tax should be shown separately on the quote form. The City is exempt from federal excise tax.
8.
F.O.B. POINT: All prices shall be quoted F.O.B. destination, Lompoc, California, and any and all shipping,
handling and freight charges shall be shown separately.
9.
PAYMENT DISCOUNT:
award.
Payment discounts of 20 days or more will be considered in determining the
10. DELIVERY IN TIME: Time will be of the essence for any orders placed as a result of this quotation. The
City reserves the right to cancel such order(s) or any part thereof, without obligation. If delivery is not made within the
time(s) specified on the quotation form.
11. RESPONSE TIME: Response time will be a factor in award of quote. Response time is a part of one
consideration and must be stated in definite terms and must be adhered to. If time varies on different items, the offeror
shall so state.
12. SAMPLES: The City reserves the right to require samples for test purposes from any bidder being
considered and must be stated in definite terms and must be adhered to. If times varies on different items, the offeror
shall so state.
13. HOLD HARMLESS: The vendor shall hold the City of Lompoc, its officers, agents, servants and employees
harmless from liability of any nature or kind on account of use of any copyrighted, or uncopyrighted composition, secret
process, patented or unpatented invention, article or appliance furnished or used under this quotation.
14. QUOTE ACCEPTANCE PERIOD:
Quotations shall be firm for a minimum of 30 days and are subject to
acceptance at any time within 30 days after opening of same, unless otherwise stipulated.
15. UNIT PRICE: Unit price for each item offered shall be shown, and such price shall include packing and
shipping unless otherwise specified. A total should be entered in the AMOUNT column for each item offered. In case
of discrepancy between the unit price and extended price
16. NO QUOTE: Offeror must return quotation form even if not bidding and state reason, otherwise offeror’s
name may be removed from mailing list.
17. MSDS: Offeror shall conform to California Labor Code Section 6260 and Title 8 CAC< Section 339 and 5194
and submit Material Safety Data Sheets with quote on hazardous substances.
18. SAFETY AND HEALTH LAWS:
Offeror further agrees that the goods quoted comply with all applicable
Federal and State Occupational Safety and Health laws, Standards and Regulations, and that vendor will indemnify and
hold the City of Lompoc harmless for any failure to so conform.
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19. BRAND NAMES:
Whenever the brand name, make, name of any manufacturer, trade name, or vendor
catalog number is specified, it is for the purpose of establishing a grade or quality of material only. When the City does
not wish to rule out other brands or makes, the phrase “or equal” is added.
20. MAKE AND MODEL: Offeror must state the make, model and brand offered, if applicable. In addition,
please submit descriptive literature and brochures.
21. MANUFACTURER’S WARRANTY: Quotations, if applicable, shall be accompanied by a copy or
description of the manufacturer’s warranty for the item(s) proposed. Length of warranty will be a consideration in award
of quote.
22. BASIS OF AWARD: Pursuant to the Lompoc City Code Section 2602, the contract will be awarded to the
quote deemed to be “most advantageous to the City, considering price, quality, delivery time, background, experience,
and stability of offeror.” The evaluation will focus on the firm’s user references and their references overall satisfaction
with the service provided by the offeror.
23. SELL OR ASSIGN: The successful offeror shall not have the right to sell, assign or transfer any obligations
resulting from this quotation without specific written consent of the City of Lompoc.
24. LAWS GOVERNING CONTRACT: The contract resulting from this quotation shall be in accordance with
the laws of the State of California. Parties further stipulate that this contract was entered into in the State of California
and the State of California is the only appropriate forum for any litigation as a result of breach hereof or any questions.
25. TYPEWRITTEN PRICES:
All prices should be typewritten or filled in with ink. Quotations having any
erasures or corrections must be initialed by the offeror in ink. Quotation shall be signed in ink.
26. AUTHORIZED SIGNATURE: All quotations must be signed with the firm’s name and by an authorized
officer or employee. Obligations assumed by such signature must be fulfilled.
27. FORCE MAJEURE (ACTS OF GOD): If execution of this contract shall be delayed or suspended and if such
failure arises out of causes beyond the control of and without fault or negligence of the Bidder, the Bidder must notify
the City, in writing, within twenty-four (24) hours after the delay. Such causes may include, but are not limited to, Acts
of God, war, or acts of the public enemy, acts of any governmental entity in its sovereign or contractual capacity, fires,
floods, epidemics, strikes and unusually severe weather.
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