HomeMy WebLinkAbout106-17 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 106-17
File Number: 2017-0226
BID #17-28 DFI TECHNOLOGIES, INC.:
A RESOLUTION TO AWARD BID 417-28 AND APPROVE A CONTRACT WITH DFI
TECHNOLOGIES, INC. FOR ONE YEAR'S MAILING SERVICES AT AN APPROXIMATE COST OF
$279,369.00 WITH AUTOMATIC RENEWALS FOR UP TO FOUR ADDITIONAL ONE YEAR TERMS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #17-28 and approves
a contract with DFI Technologies, Inc. for one year's mailing services at an approximate cost of
$279,369.00, depending upon the volume of mailings, with automatic renewals for up to four additional one
year terms.
PASSED and APPROVED on 5/16/2017
Attest:
Sondra E. Smith, City Clerk Treas +tTrryf
■rrr•r
l,,;i /0II1 OIaAt�`ti
Page 1 Printed on 5/17/17
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-6323
Text File
File Number: 2017-0226
Agenda Date: 5/16/2017 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 3
BID #17-28 DFI TECHNOLOGIES, INC.:
A RESOLUTION TO AWARD BID #17-28 AND APPROVE A CONTRACT WITH DFI
TECHNOLOGIES, INC. FOR ONE YEAR'S MAILING SERVICES AT AN APPROXIMATE COST
OF $279,369.00 WITH AUTOMATIC RENEWALS FOR UP TO FOUR ADDITIONAL ONE YEAR
TERMS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 11: That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #17-28 and
approves a contract with DFI Technologies, Inc. for one year's mailing services at an approximate cost
of $279,369.00, depending upon the volume of mailings, with automatic renewals for up to four
additional one year terms.
City of Fayetteville, Arkansas Page 1 Printed on 511712017
Cheryl Partain
Submitted By
City of Fayetteville Staff Review Form
2017-0226
Legistar File ID
5/16/201'
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
4/25/2017 Utilities Financial Services/
Finance & Internal Services Department(
Submitted Date Division / Department
Action Recommendation:
Awarding Bid 17-28, Mailing Services to DFI Technologies, Inc. for a period of one (1) year with an option for four (4)
automatic annual renewals for a total possible contract term of five (5) years. Prices detailed in Bid.
Budget Impact:
5400.710.1810-5305.00 & 5500.750.5000-
5305.00
Account Number
N/A
Project Number
Budgeted Item? Yes
Water/Sewer and Recycling & Trash Collections
Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? No Budget Adjustment
Remaining Budget.,C3.iYt
V20140710
Previous Ordinance or Resolution #
Fund
N/A
Project Title
$ 331,050.00
$
$.....__w._ 279,369.00
Original Contract Number:
Comments:
Approval Date:
CITY OF
Fay%i
—lle
ARKANSAS
MEETING OF MAY 16, 2017
TO: Mayor and City Council
THRU: Paul Becker, Chief Financial Officer
CITY COUNCIL AGENDA MEMO
FROM: Cheryl Partain, Utilities Financial Services Manager
DATE: April 27, 2017
SUBJECT: Approval of a service contract with DFI Technologies, Inc. for Mailing
Services for the City of Fayetteville — Prices detailed Per Bid 17-28
RECOMMENDATION:
City Administration recommends approval of the resolution and contract awarding to DFI
Technologies, Inc. for mail processing for the City of Fayetteville for a period of one (1) year with
an option for four (4) automatic annual renewals for a total possible contract term of five (5)
years based on the prices detailed in Bid 17-28.
BACKGROUND:
The City of Fayetteville has had a mailing service for over 25 years. Utilizing a mailing service
is a cost savings to the City. The mailing service picks up the City's mail from the US Post
Office and has the mail delivered before 9:00 am every morning Monday through Friday. The
mailing service picks up City mail twice a day to mail. They pick up utility bills, final utility bills,
and delinquency notices and fold and stuffs bills/notices with return envelopes when needed in
envelopes and mails for the City.
DISCUSSION:
Contract costs for mailing services include: Pickup and delivery of mail, folding and putting into
envelopes utility bills, final bills, utility delinquency notices, employee retirement & savings
statements, arrest warrants, parking management statements along with return envelopes,
sorting, barcoding on envelopes and postage. DFI Technologies, Inc. was the lowest bidder for
the mailing services.
The bids came in as follows:
DFI Technologies, Inc. $279,369.00
Mailco, Inc. $281,533.60
Stafford & Assoc., Inc. $416,259.00
Mailing Address:
113 W. Mountain Street wvvw.fayetteville-ar.gov
Fayetteville, AR 72701
BUDGET/STAFF IMPACT:
Budgeted funds are available in the Water & Sewer — Utilities Financial Services Division
operational budget. At this time, it is anticipated that costs will not exceed budgeted amounts
for 2017.
Attachments:
Staff Review Form
Signed Agreement
Bid Tabulation
Bid Submittal — DFI Technologies, Inc.
4
CITY OF City of Fayetteville
Bid 17-28, Mailing Services
Fay ARKANSAS Vendor:Terms: Renewable up to five (5) years
This contract executed this _JLQt�6ay of bAaA , 2017, between the City of Fayetteville, Arkansas, and DFI
Technologies, Inc. In consideration of the mutual covenants contained herein, the parties agree as follows:
1. DFI Technologies, Inc. at its own cost and expense shall furnish all labor, materials, supplies, machinery,
equipment, tools, supervision, bonds, insurance, tax permits, and all other accessories and services
necessary to complete items bid per Bid 17-28 as stated in DFI Technologies, Inc. bid proposal, and in
accordance with specifications attached hereto and made a part hereof under Bid 17-28, all included
herein as if spelled out word for word.
2. The City of Fayetteville shall pay DFI Technologies, Inc. based on their bid proposal in an amount not to
exceed prices presented in Bid 17-28 with the exception of postage- rates. Increase in postage rates will
be allowed in the event rates are increased bythe United States Postal Service (USPS). Increase in postage
rates allowed shall be equal to the increase by the USPS. Payments will be made after approval and
acceptance of work and submission of invoice. Payments will be made approximately 30 days after receipt
of invoice.
3. The Contract documents which comprise the contract between the City of Fayetteville and DFI
Technologies, Inc. consist of this Contract and the following documents attached hereto, and made a part
hereof:
A. Bid form identified as Invitation to Bid 17-28 with the specifications and conditions typed thereon.
B. DFI Technologies, Inc_ bid proposal.
C. ' The Notice to Prospective Bidders and the Bid Tabulation,
4. These Contract documents constitute the entire agreement between the City of Fayetteville DFI
Technologies, Inc. and may be modified only by a duly executed written instrument signed by the City of
Fayetteville and DF1 Technologies, _Inc.
-
5. DFI Technologies, Inc. shall not assign its duties under the terms of this agreement.
6. DFI Technologies, Inc_ agrees to hold the City of Fayetteville harmless and indemnify the City of
Fayetteville, against any and all claims for property damage, personal injury or death, arising from DFI
Technologies, Inc. performance of this contract. This clause shall not in any form or manner be construed
to waive that tort immunity set forth under Arkansas Law.
7. DFI Technologies, Inc, shall furnish a certificate of insurance addressed to the City of Fayetteville, showing
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 1 of 3
that he carries the following insurance which shall be maintained throughout the term of the Contract.
Any work sublet, the contractor shall require the subcontractor similarly to provide worker's
compensation insurance. In case any employee engaged in work on the project underthis contract is not
protected under Worker's Compensation Insurance, DFI Technologies, Inc. shall provide and shall cause
each Subcontractor to provide adequate employer's liability insurance for the protection of such of his
employees as are not otherwise protected. The premiums for all insurance and the bond required herein
shall be paid by DFI Technolo ies Inc.
Workmen's Compensation
Comprehensive General &
Automobile Insurance
Bodily Injury Liability
Property bamage Liability
Statutory Amount
$500,000 for each person injured.
$1,000,000 for each accident.
$1,000,000 aggregate.
DFI Technologies; Inc.. shall furnish proof of licensure as required by all local and state agencies.
This contract may be terminated by the City of Fayetteville or DFI Technologies, Inc. with 30 calendar
days written notice.
1.0, This contract shall be effective from one year of the date of signed contract. The City reserves the right
to automatically renew the contract for four (4) additional one (1) year terms. Renewals shall be
automatic unless either DFI Technolo ies Ine. or the City notifies the other of its intent to terminate the
contract at the end of the contract period.
11. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing
city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the contractprwill do everything
possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas
Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costs
pursuant to the FOIA may be assessed for this compliance.
12. Changes in scope or price- Changes, modifications, or amendments in scope, price or fees to this
contract shall not be allowed without a prior formal contract amendment approved by the Mayor and
the Fayetteville City Council in advance of the change in scope, cost or fees.
13. Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County, Arkansas with
Arkansas law applying to the case.
14. Arbitration Medication. The City will not agree to be forced to mediate or arbitrate any dispute.
15. Interest charges for late payments by the City: The City of Fayetteville does NOT agree to any interest or
penalty for "untimely" payments. The City will pay all invoices within 30 calendar days of accepted
invoice.
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 2 of 3
WITNESS OUR HANDS THISDAY OF ' rel_ 2017.
VENDOR NAME: DFI Technolgie'9; Inlc,
By: 1
Signature
Prin d Contractor Name &Title
• 5
I EST (Signature)
-Company Secretary (Printed Nome)
Business Address
City, State & Zip Code
Date Signed: G
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 3 of 3
CITY 0 A'
PIFX42274�1�411111111111M M
ATTEST: (Signature)
Date Signed: 6-
N Q a
0
0 0
0
0 0
0
0
0
0
0
0
0
0
h ry p U
�' °1
0
0 o
o
�„
o
0
0 0
0
0
o O
o a
a O N ad 9W�
N 1
N
a N_
W
N p
V
O
T
N
O
m T L
v
NO
a W
_
N
V01
^
N
N
O
D
Ol In
Ol N
O E Q CU
Vi
N
m
F-
N
m
v LD
N F LL
U
F
N
❑
O w
C
Q
N
0
r
0
0
0 0
p
on
o
0o
00
0
0
o
'
N
M
-i
0
0
0
0
0 0
0o0
0T
0 0
O
^
O
Ol
0
qO LD
O O
m
a
m o
O
01
N
W oN0
vl
u v
C
m
N
O
~
G
m _A
00
~
N
X
W
l
vT
V) N
V1
V) N
u?
ul
ul
N
uti
ul
c�
C u
u
^
T
W W
m
m
O
W
9
CTr
W
0
0
'C
V
O
rt
O
m
O
b
O
O
d
O
1
top
O
O
O
a/pi
v01
toil v1
7
i*1
y
o
o O
O
O
O
o
n
o
O O
O p
❑
U V
ry
h
W M
O
O
1uli
•�
C
^
W v�
_
O
N
m
m
O
a�
omo v
a l�D
_
L
w
N
N
F
m
Fm
O x
n
N
�
� w
m
�
U
U
w
~ V
V
u
0�0
�
N
m
T�
�
•-
�
O O
O
a
p O
OO
C,
0
OC,
T
•L
00
ry
}
Y
aV
O
U C
O
OO
o
O
O
`
u m
O
O
O O
N
E
E cl
w
�
ti
0
N
ti
Ci
E
cu
c
c°
-
-is
z
-
a
•U
z
E
o
.�
o
C
W
w
o ti
O
m
-
C
w
z
a
Gi
Lu
m
C
C
a
u
L
u
W VI G
Q
H
Z C
C •°
a
m
z
u
Q.
?j
2
U
>
v
K
a
N
3
a
N Y•
c
u
ii
Y
o
m
o
w❑
w
°c°
u
o
(i
q
a
F
v
v
u
a`
Y
N
u
w_`
x
v
c
N
a
t- Co
LL R-
OL
0
F4
0
u
O�
:7
O.
1a.r
l
L
:LLL
r1
'i
(CITY OF
"0*4
Ye Mle
ARKANSAS
City of Fayetteville, Arkansas
Purchasing Division — Room 306
113 W. Mountain St.
Fayetteville, AR 72701
Phone- 479.575.8220
TDD (Telecommunication Device for the Deaf): 479.521.1316
INVITATION TO BID: Bid 17-28, Mailing Services
DEADLINE: Wednesday March 08, 2017 before 2:00:00 PM, Local Time
DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Les McGaugh, imcgaugh@faVetteville-ar.gov
DATE OF ISSUE AND ADVERTISEMENT: Thursday February 09, 2017
INVITATION TO BID
Bid 17-28 Mailing Services
No late bids will be accepted . Bids shall be submitted in sealed envelopes labeled with the name and address of
the bidder.
All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents
attached hereto. Each bidder is required to fill in every blank and shall supply all information requested; failure
to do so may be used as basis of rejection.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms
stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are
made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the
Proposer/Bidder and City Purchasing Manager.
Name of Firm:
Contact Person:
Title: -t
E -Mail: w 4,4,-k i J 1-1
, ��,.. _ Phone:
Business Address: LC? - 0, �_
s�
City. `; t �; u_ State: Zip:
Signature: Date:
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 1 of 20
City of Fayetteville
Bid 17-28, Mailing Services
Advertisement
City of Fayetteville, AR
Invitation to Bid
Bids 17-28, Mailing Services
The City of Fayetteville is accepting bids for the City of Fayetteville's mail processing services. The contract
period will be for one year from award of contract, with the option of four one year annual renewals.
Sealed bids shall be received by the City of Fayetteville, AR Wednesday March 8, 2017 before 2:00.00 PM focal
time}. Bids shall be submitted in a sealed envelope or sealed package labeled Bid 17-28. Bids received after this
time will not be accepted. Bids will be opened and publicly read aloud immediately after specified closing time.
All interested parties are in to attend. Bids shall be received at 113 West Mountain St.- Fayetteville,
Arkansas 72701.
Copies of the Bid Documents may be obtained electronically for bidding purposes from the City of Fayetteville
Purchasing Division by e -mailing Les McGaugh, City of Fayetteville Purchasing Agent, lmc au h fa etteville-
ar.cov or by calling 479-575-8220. Any questions concerning the bidding process should be addressed to Les
McGaugh, Purchasing Agent.
Bidders shall be qualified to do business and licensed in accordance with all applicable laws of the State of
Arkansas and the City of Fayetteville for this Work.
Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small,
minority and women business enterprises to bid on and receive contracts for goods, services, and construction.
The City reserves the right to reject any or all Bids and to waive irregularities therein, and all Bidders shall agree
that such rejection shall be without liability on the part of the City for any damage or claim brought by any
Bidder because of such rejections, nor shall the Bidders seek any recourse of any kind against the City because
of such rejections. The filing of any Bid in response to this invitation shall constitute an agreement of the Bidder
to these conditions.
City of Fayetteville, AR
By: Les, McGaugh
City of Fayetteville, Purchasing Agent
Advertisement Dates: 02/09/17
City of Fayetteville, AR
Bid 17-29, Mailing Services
Page 2 of 20
City of Fayetteville
Bid 17-28, Mailing Services
Bid Form
ITEM I DESCRIPTION
1
Monthly Bill
2
Shut Off Notice/Past Due
3
Bank Draft
4
Final Bill
5
Collection Letter
ITEM
DESCRIPTION
14
Employee Retirement &
6
Savings Stateriients
7
Arrest Warrants
8
Parking Management
9
Sex Offender Mail outs
$
Accounts Receivable
10
Statements
ITEM
DESCRIPTION
0-2 oz. letter (price per
11
each)
12
Inserts
Total
0-2 oz. certified with return
13
receipt letter
14
Courier fee - price per day
r - T;rL
I
Bid 17-28, Mailing Services Estimated Quantities
SECTION A: Utility Bilis
Estimated Yearly Unit Price
:—$
Total
Quantity
375,000
c
x !
85,000
x
$_
125,000
x =
$
5
15,000
x , _
$77
7,500
x -
$
Total Bid, Section A (Item 1-5):
$
Z + 7e
Section B: Standard Monthly Services
Estimated Yearly
Unit Price
Total
Quantity
2,Soo
x
,1
_
$
3
6,000
x
r�
_
$
7 C3
6,000
x
! ?
=
$
2,500
x
,qS
=
$
c%
d o
2,700
x
t
$
!i fe -7
Total Bid, Section B (items is-,
-$
Z
Section C: Daily Mail
& Other Services
Estimated Yearly
Unit Price
Total
Quantity
75,000 x
!
_
$
85,000 x
, tai %
_
$
. 500 x
r . �
$
j Z
Total Bid, Section C (Items 10-13):
$
Total Base Bid
$
Section A + Section B + Section C (Sum of Items 1-14):
NAME OF FIRM
NIS BID FORM CONTINUES ON THE NEXT PAGE.,
*Bidders shall bid and provide pricing on all line items of all sections in the bid form.
Failure to bid on all line items shall result in rejection of bid. The City intends to
award this bid to the lowest responsive responsible bidder.
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 3 of 20
4
EXECUTION OF BID -
Actual specification of any deficient item shall be noted on the bid sheet or separate attachment. If specifications of item bid
differ from provided literature, deviation shall be documented and certified by the manufacturer as a regular production
option.
Upon signing this Bid, the bidder certifies that:
1. He/she has read and agrees to the requirements set forth in this proposal, including specifications, terms,
standard conditions, and any pertinent information regarding the articles being bid on.
2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements as
specified by The City of Fayetteville.
3. The Bidder can and will comply with all specifications and requirements for delivery, documentation and support
as specified herein.
4. i, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the
information provided herein is accurate and true.
S. Bidder shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and
conditions of employment in addition to all federal, state, and local laws.
6. Bidder shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any
relationship with any City of Fayetteville employee. Response shall disclose if a known relationship exists
between any principal or employee of your firm and any City of Fayetteville employee or elected City of
Fayetteville official. -If no relationship exists, this should also be stated in your response. Failure to disclose such a
relationship may result in cancellation of a purchase and/or contract as a result of your response.
r1.) NO KNOWN RELATIONSHIP EXISTS
2.) RELATIONSHIP EXISTS (Please explain):
7. Bidder will perform the Work in compliance with all applicable trench safety standards set forth in.Occupational
Safety and Health Administration (OSHA) Part 1925 — Subpart P -- Excavations.
8. As A bidder on this project, you are required to provide debarment/suspension certification indicating that you
are in compliance with the below Federal Executive Order. Certification can be done by completing and signing
this form.
a. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving
individual awards, using federal funds, and all sub -recipients certify that the organization and its
principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded by any Federal department or agency from doing business with the Federal Government.
b. Your signature below certifies that neither you nor your principal is presently debarred, suspended,
proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction
by any federal department or agency.
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 4 of 20
Unsigned bids will be rejected. Items marked * are mandatory for consideration.
*NAME OF FIRM: r1
Purchase
*D/B/A or Corporation Name
C.
shall be issued to this name
*BUSINESS ADDRESS: —? t+ tx,.fti
*CITY:� I *STATE: CL.— *ZIP:
*PHONE:" — `LlQ `� FAX: `C [
*E-MAIL:
*BY: (PRINTED NAME) &Lff—&4;5
*AUTHORIZED SIGNATURE:
*TITLE: `• 2n.
DUNS NUMBER:
*TAX ID NUMBER: a — -5!'L'"
Acknowledge Addendums:
Addendum No. Dated: Acknowledged by:
Addendum No. Dated: 17 Acknowledged by:
Addendum No. Dated:
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 5 of 20
r L U
CAGE NUMBER:
City of Fayetteville
Bid 17-28, Mailing Services
References
The following information is required from all Bidders so all bids may be reviewed and properly evaluated.
COMPANY NAME:fie
BUSINESS ADDRESS: '� . jIi - �,/ Le" -7220 z
NUMBER OF YEARS IN BUSINESS: v" HOW LONG IN PRESENT LOCATION: I
TOTAL NUMBER OF CURRENT EMPLOYEES: L? FULLTIME PART TIME
NUMBER OF EMPLOYEES YOU PLAN TO USE TO SERVICE THIS CONTRACT: —f— FULL TIME PARTTIME
PLEASE LEST FOUR (4) LOCAL COMMERCIAL AND/OR GOVERNMENTAL REFERENCES THAT YOU HAVE PREVIOUSLY PERFORMED
SIMILAR CONTRACT SERVICES FOR WITHIN THE PAST FIVE (5) YEARS All fields must be completed). Bidders shall have valid experience.
1. .�
COMPANY E 0 COMPANY NAE —
CITY, STATE, ZIP
�:J
— a �:IL- U Oct 33 Cr. -
CONTACT PERSON
t-17 Y _ 751 - I- 5 -
TELEPHONE
DATE COMPLETED
v , f-. �
E-MAIL DDRESS f
3. OKI
cir
COMPANY NAMt
CITY, STATE, ZIP
A
CONTACT PERSON
47 4 - 7,3 `t - .
TELEPHONE
N,C,4W t v H�
DATE COMPLETED
q�
E-MAIL ADDRESS
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 6 of 20
12---2,R, - 7 7
CITY, STATE, ZIFY
CR - _ c
CONTACT PE ON
TELEPHONE
DATE COMPLETED
a 61 r -W
E-MAIL AdbAts
4. � ,{(v[ `ter, l►�
COMPANY -NAME
CITY, STATE, ZIP
CONTACT PERSON
-?f(`
TELEPHONE
DATF COMPI, FTED
E-MAIL ADDRESS
City of Fayetteville
Bid 17-28, Mailing Services
General Terms and Conditions
1. SUBMISSION OF BID & BID EVALUATION:
a. Bids shall be reviewed following the stated deadline, as shown on the cover sheet of this document.
b. Bidders shall submit bids based on documentation published by the Fayetteville Purchasing Division.
c. Bids shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville,
Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the
firm and Bid, RFP, or RFQ number shall be on the outside of the packaging as well as on any packages
enclosed in shipping containers or boxes.
d. The City shall not be responsible for misdirected bids. Vendor should call the Purchasing Office at
479.575.8220 to ensure correct receipt of bidding documents prior to opening time and date listed
on the bid form.
e. Bidders must have experience in providing products and/or services of the same or similar nature.
Failure to provide services or products bid will subject bidder to disqualification for the remainder of
the calendar year. Failure to deliver poor or inadequate services on -a consistent basis or more than
three (3) times in a calendar year will subject bidder to disqualification for the remainder_ of the
calendar year.
f. Bidder is advised that exceptions to any of the terms contained in this bid must be identified in its
response to the bid. Failure to do so may lead the City to declare any such term non-negotiable.
Proposer's desire to take exception to a non-negotiable term will not disqualify it from consideration
for award.
Local time is defined as the time in Fayetteville, Arkansas on the due date of the deadline, Bids shall
be received before the time as shown by the atomic clock located in the Purchasing Division Office.
h. Bids will be evaluated and awarded based on the best interest of the City of Fayetteville. The City will
award bids in their entirety.
This agreement shall be effective from one year of the date of signed contract. The City reserves the
right to extend the contract by mutual agreement for a period of four (4) additional, one (1) year
periods automatically unless either the Contractor or the City notifies the other of its intent to
terminate the contract at the end of the contract _period.
j. Sid pricing shall remain firm forfve years.
2. WRITTEN RE VESTS FOR INTERPRETATIONS OR CLARIFICATION;
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract
documents. All questions pertaining to the terms and conditions or scope of work of this bid must be sent
in writing via e-mail to the Purchasing Agent. Responses to questions may be handled as an addendum if
the response would provide clarification to the requirements of the bid. All such addenda shall become part
of the contract documents. The City will not be responsible for any other explanation or interpretation of
the proposed bid made or given prior to the award of the contract.
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 7 of 20
3. DESCRIPTION OF SUPPLIES AND SERVICES:
Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of
quality for this project. Brands or manufacturers that are included in bid that are of at least equal quality,
size, design, and specification as to what has been specified, will be acceptable for consideration only if
approved by the City of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept
or reject any requested equal.
4. RIGHTS OF !CITY OF FAYETTEVILLE BID PROCESS:
In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the
following:
a. The City of Fayetteville reserves the right to select the bid that it believes will serve the best interest
of the City.
b. The City of Fayetteville reserves the right to accept or reject any or all bids.
c. The City of Fayetteville reserves the right to cancel -the entire bid.
d. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the
invitation to bid or in bids submitted.
e. The City of Fayetteville reserves the right to request any necessary clarifications, additional
information, or data without changing the terms of the bid,
5. COSTS INCURRED BY BIDDERS:
All expenses involved with the preparation and submission of bids to the City, or any work performed in
connection therewith, shall be borne solely by the bidder(s). No payment will be made for any responses
received, or for any other effort required of, or made by, the bidder(s) prior to contract commencement.
6. CONFLICT OF INTEREST:
The bidder represents that it presently has no interest and shall acquire no interest, either direct or
indirect, which would conflict in any manner with the performance or services required hereunder, as
provided in City of Fayetteville Code Section 34.26 titled "Authority of City Employee to Contract with
the City"
b. All bidders shall promptly notify Les McOaugh, City Purchasing Agent, in writing, of all potential
conflicts of interest for any prospective business association, interest, or other circumstance which
may influence or appear to influence the bidder's judgment or quality of services being provided.
Such written notification shall identify the prospective business association, interest or circumstance,
the nature of which the bidder may undertake and request an opinion to the City as to whether the
association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest
if entered into by the bidder. The City agrees to communicate with the bidder its opinion via e-mail
or first-class mail within thirty days of receipt of notification.
7. WITHDRAWL OF PROPOSAL:
A bid may be withdrawn prior to the time set for the bid submittal, based on a written request from an
authorized representative of the firm; however, a bid shall not be withdrawn after the time set for the bid
unless approved by the Purchasing Division.
8. LATE PROPOSAL OR MODIFICATIONS:
Bid modifications received after the time set for the bid submittal shall not be considered. Modifications in
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 8 of 20
writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids.
Bidders should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal documents
prior to opening time and date listed.
9. LOCAL STATE, AND FEDERAL COMPLIANCE RE UiREMENTS:
a. The laws of the State of Arkansas apply to any purchase made under this bid. Bidders shall comply
with all local, state, and federal directives, orders and laws as applicable to this proposal and
subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO),
Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract.
b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified
small, minority and women business enterprises to bid on and receive contracts for goods, services,
and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions
of their contract to qualified small, minority and women business enterprises.
10. PROVISION FOR OTHER AGENCIES:
Unless otherwise stipulated by the bidder, the bidder agrees to make available to all Government agencies,
departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal
terms and conditions therein, should any said governmental entity desire to buy under this proposal.
Eligible Users shall mean all state of Arkansas agencies, the legislative and judicial branches, political
subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other
public agencies or authorities), which may desire to purchase under the terms and conditions of the
contract.
11. COLLUSION:
The Proposer, by affixing his or her signature to this proposal, agrees to the following: "bidder certifies that
his or her bid is made without previous understanding, agreement, or connection with any person, firm or
corporation making a proposal for the same item(s) and/or services and is in all respects fair, without
outside control, collusion, fraud, or otherwise illegal action."
12. RIGHT TO AUDIT, FOIA, AND JURISDIC_ITON:
a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to
purchases between the City and said vendor.
b. Freedom of Information Act: City contracts and documents prepared while performing City
contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the (Contractor) will do everything
possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas
Freedom of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized photocopying costs
pursuant to the FOIA may be assessed for this compliance.
c. Legal jurisdiction to resolve any disputes shall be in Washington County, Arkansas with Arkansas law
applying to the case.
13. CITY INDEMNIFICATION:
The successful bidder(s) agrees to indemnify the City and hold it harmless from and against all claims,
liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any
actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to
City of Fayetteville, AR
Bid 17-2E, Mailing Services
Page 9 of 20
the goods or any part thereof covered by this order, and such obligation shall survive acceptance of the
goods and payment thereof by the City.
14. VARIANCE FROM STANDARD TERMS & CONDITIONS:
All standard terms and conditions stated in this request for bid apply to this contract except as specifically
stated in the subsequent sections of this document, which take precedence, and should be fully understood
by bidders prior to submitting a proposal on this requirement.
15. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION:
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event,
should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the
deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing
Division, immediately.
16. PROCUREMENT POLICY FOR RECYCLED MATERIALS:
The City of Fayetteville wishes to encourage its bidders to use recycled products in fulfilling contractual
obligations to the City and that such practices will serve as a model for other public entities and private
sector companies,
17. PAYMENTS:
The bidder must specify in their bid the exact company name and address which must be the same as
invoices submitted for payment as a result of award of this bid. Further, the successful bidder is responsible
for immediately notifying the Purchasing Division of any company name change, which would cause
invoicing to change from the name used at the time of the original bid. Payment will be made within thirty
days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest, fees, or
penalty for untimely payments, Payments can be processed through bidder's acceptance of Visa at no
additional costs to the City for expedited payment processing. The City will not agree to any nonrefundable
deposit or retainer that would remain property of the bidder even if the hourly work actually performed by
the bidder would not justify such fee.
The City will pay the awarded bidder based on unit prices provided on invoicing. Progress payments will be
made after approval and acceptance of work and submission of invoice. Payments will be made within 30
days of accepted invoice.
18. CANCELLATION:
a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice
to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails
to fulfill or abide by any of the terms or conditions specified.
b, Failure of the contractor to comply with any of the provisions of the contract shall be considered a
material breach of contract and shall be cause for immediate termination of the contract at the
discretion of the City of Fayetteville.
c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right
to cancel and obtain from another source, any items and/or services which have not been delivered
within the period of time from the date of order as determined by the City of Fayetteville,
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 10 of 20
d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify
the vendor of such occurrence and contract shall terminate of the last day of the current fiscal period
without penalty or expense to the City.
19. ASSIGNMENT,_ SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS:
a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed
without prior written consent of the City. If a bidder intends to subcontract a portion of this work,
the bidder shall disclose such intent in the bid submitted as a result of this bid.
b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to
the City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence
of said action, whichever occurs first. The right to terminate this contract, which shall not be
unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate
acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal
laws. Action by the City awarding a proposal to a firm that has disclosed its intent to assign or
subcontract in its response to the bid, without exception shall constitute approval for purpose of this
Agreement.
20. NON-EXCLUSIVE CONTRACT:
Award of this bid shall impose no obligation on the City to utilize the vendor for all work of this type, which
may develop during the contract period. This is not an exclusive contract. The City specifically reserves the
right to concurrently contract with other companies for similar work if it deems such an action to be in the
City's best interest. In the case of multiple -term contracts, this provision shall apply separately to each
item.
21. LOBBYING:
Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding
request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by
the bidder/proposer/protestor or any member of the bidder's/propose r`s/protestor's staff, and agent of the
bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an
organization that is responding to the request for proposal, request for qualification, bid or contract, or has
a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of
Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City
of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from
contacting the Purchasing Division to address situations such as clarification and/or questions related to the
procurement process. For purposes of this provision lobbying activities shall include but not be limited to,
influencing or attempting to influence action or non -action in connection with any request for proposal,
request for qualification, bid or contract through direct or indirect oral or written communication or an
attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause
any request for proposal, request for qualification, bid or contract to be rejected.
22. ADDITIONAL REQUIREMENTS:
The City reserves the right to request additional services relating to this bid from the bidder. When
approved by the City as an amendment to the contract and authorized in writing prior to work, the
Contractor shall provide such additional requirements as may become necessary.
23. ADD OR DELETE LOCATIONS OR SERVICES:
The City reserves the right to unilaterally add or delete locations and/or services, either collectively or
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 11 of 20
individually, at the City's sole option, at any time after award has been made as may be deemed necessary
or in the best interests of the City. In such case, the Contractor(s) will be required to provide services to this
contract in accordance with the terms, conditions, and specifications.
24. INTEGRITY OF BID DOCUMENTS:
Bidders shall use the original bid form(s) provided by the Purchasing Division and enter information only in
the spaces where a response is requested. Bidders may use an attachment as an addendum to the bid
form(s) if sufficient space is not available on the original form for the bidder to enter a complete response.
Any modifications or alterations to the original documents by the bidder, whether intentional or otherwise,
will constitute grounds for rejection of such response. Any such modifications or alterations a bidder wishes
to propose shall be clearly stated in the bidder's response and presented in the form of an addendum to the
original bid documents.
25. CERTIFICATE OF INSURANCE:
The successful bidder shall provide a Certificate of Insurance in accordance with specifications listed in this
request for proposal, prior to commencement of any work. Such certificate shall list the City of Fayetteville
as an additional insured. Insurance shall remain valid during each contract term and shall be provided at
each renewal period.
For single projects exceeding $20,000 contractor shall submit certificates of insurance within 10 days of
notice of notice to proceed, after City Council approval. Certificates of insurance are to be addressed to the
City of Fayetteville, showing that the contractor carries the following insurance which shall be maintained
throughout the term of the bid. Any work sublet, the contractor shall require the subcontractor similarly to
provide the same insurance coverage. In case any employee engaged in work on the project is not
protected under Workers' Compensation, the Contractor shall provide, and shall cause each subcontractor
to provide, adequate employer's liability insurance for the protection of such of his employees as are not
otherwise protected.
Workers' Compensation:
Statutory Amount
Comprehensive General & Automotive Liability: $1.,00,000 for each accident
Bodily Injury Liability: $500,000 for each accident
Property Damage Liability: $500,000 aggregate.
26. PRICING:
a. Prices shall include all labor, supervision, materials, equipment, transportation, and services
necessary to do a superior quality job.
b. Bidder shall state any discounts to apply. Discounts shall be shown for individual items unless all
items have the same percentage of discounts.
C. Any projects in excess of $20,000 will require additional approval from the Fayetteville City Council
prior to authorization of work. Projects exceeding $20,000 will require a 100% performance and
payment bond after Council approval at no additional cost to the City.
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 12 of 20
The City shall reimburse the actual cost of the 100% performance and payment bond for
projects over $20,000 to the awarded contractor. Reimbursement cost shall be equal to
actual cost of bonds paid by the contractor
d. Any projects in excess of $75,000 shall be subject to prevailing wage rates as determined by the
Arkansas Department of Labor. Additional hourly fees shall not be charged to the City for projects
requiring prevailing wage rates.
27. OTHER GENERAL CONDITIONS:
a. Bidder is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which
in any manner affect those engaged or employed in the Work, or the materials or equipment used, or
that in any way affect the Work and shall in all respects comply with said laws, ordinances, and
regulations. No claim of misunderstanding or ignorance on the part of Bidder or Proposer will in any
way serve to modify the provisions of the contract. No representations shall be binding unless
embodied in the contract. Prices shall include all labor, materials, overhead, profit, insurance, shipping,
freight, etc., to cover the products and services presented. Sales tax shall not to be included in the bid
price; however, applicable Arkansas sales tax laws will apply when necessary but will not be considered
in award of this project.
b. Each bidder should state the anticipated number of days from the date of receipt of an order for
delivery of services to the City of Fayetteville,
c. Bidders must provide the City with their bids signed by an employee having legal authority to submit
bids on behalf of the bidder. The entire cost of preparing and providing responses shall be borne by the
bidder.
d. The City reserves the right to request any additional information it deems necessary from any or all
bidders after the submission deadline.
e. The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does
it commit the city to pay for any costs incurred by bidder in preparation. It shall be clearly understood
that any costs incurred by the Proposer in responding to this request for proposal is at the bidder's own
risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for
reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal
is accepted.
f. If products, components, or services other than those described in this bid document are proposed, the
bidder must include complete descriptive literature for each. All requests for additional information
must be received within five working days following the request.
g. NOTE: Any uncertainties shall be brought to the attention to Les McGaugh immediately via telephone
(479.575.8220) or e-mail (Irncpaugh fa etteville-ar.gov). It is the intent and goal of the City of
Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of the
scope of work to be completed and/or goods to be provided. We encourage all interested parties to ask
questions to enable all bidders to be on equal bidding terms.
h. Any inquiries or requests for explanation in regard to the City's requirements should be made promptly
to Les McGaugh, City of Fayetteville, Purchasing Agent via e-mail (Imc au h fa etteviile-ar. +ov) or
telephone (479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any
part of this request for proposal. All questions, clarifications, and requests, together with answers, if
any, will be provided to all firms via written addendum. Names of firms submitting any questions,
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 13 of 20
clarifications, or requests will not be disclosed until after a contract is in place.
i. Any information provided herein is intended to assist the bidder in the preparation of proposals
necessary to properly respond to this bid. The bid is designed to provide qualified Proposers with
sufficient basic information to submit proposals meeting minimum specifications and/or test
requirements, but is not intended to limit a bid's content or to exclude any relevant or essential data.
j. Bidders irrevocably consent that any legal action or proceeding against it under, arising out of or in any
manner relating to this Contract shall be prevailed by Arkansas law. Proposer hereby expressly and
irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of
jurisdiction or improper venue or any similar basis,
k. The successful bidder shall not assign the whole or any part of this Contract or any monies due or to
become due hereunder without written consent of City of Fayetteville. In case the successful bidder
assigns all or any part of any monies due or to become due under this Contract, the Instrument of
assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in
and to any monies due or to become due to the successful bidder shall be subject to prior liens of all
persons, firms, and corporations for services rendered or materials supplied for the performance of the
services called for in this contract.
1. The successful bidder's attention is directed to the fact that all applicable Federal and State laws,
municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services
shall apply to the contract throughout, and they will be deemed to be included in the contract as though
written out in full herein. The successful bidder shall keep himself/herself fully informed of all laws,
ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner
affecting those engaged or employed in providing these services or in any way affecting the conduct of the
services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same.
If any discrepancy or inconsistency should be discovered in these Contract Documents or in the
specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he
shall herewith report the same in writing to City of Fayetteville,
28. INVOICING: All invoices shall be presented to the City with the minimum information listed below,
a. City Department that ordered the materials or services
b. Delivery date or the date of services
c. Name of the City Employee that requested service
d. Bid Number that applies to the purchase and invoices. Amounts in the bid shall match
invoicing.
29. Invoicing shall be itemized based upon line item pricing provided with bid.
30. ATTACHMENTS TO BID DOCUMENTS: See included detailed specifications.
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 14 of 20
City of Fayetteville
Bid 17-28, Mailing Services
Detailed Specifications
Bidders shall bid and provide pricing on all line items of all sections in the bid form. Failure to bid on all line items
shall result in rejection of bid. The City intends to award this bid to the lowest responsive responsible bidder.
SERVICE REQUIREMENTS:
a. Mail shall have a Fayetteville, Arkansas postmark.
b. Incoming mail shall be picked up from United States Postal Service and delivered no later than 9:00 am
daily.
C, Mail, UPS, and FedEx items shall be picked up at least twice daily with the last pick up no earlier than 3:30
PM, Monday through Friday.
d. Mail marked "Same Day" shall be metered, sorted, and mailed on the same day collected.
e. Mail marked "Next Day" shall be metered, sorted and mailed on the first business day after collection.
f. Utility bills shall be processed and mailed no later than the following business day after pick up.
g. When utility bills or past due notices are not available for pick up due to equipment problems but are
available to be picked up by 10:00 a.m. the following day, they shall be collected and processed for mailing
on the same day collected.
h. Monthly reports shall be provided detailing total number of pieces, as categorized on the bid form and
show processing counts on a daily basis. Sample reporting should be submitted with bid.
L Provide daily pickup for all mail packages or UPS packages without additional charge, unless a special trip is
made to pick up the pzickage.
2. REQUIRED BIDDER QUALIFICATfONS_ -
a. All bidders shall be legally qualified in all respects to do business in the State of Arkansas for the services
requested in this bid.
b. Bidder shall prepare an Equipment Schedule. The bidder shall have equipment available and adequate
experience which, in the opinion of the City, is adequate to complete the work under these specifications in
the time allowed for completion.
C. It shall be understood that the rates presented by the Bidder shall be for the furnishing of all materials,
labor, etc. as required.
d. Bidder shall include mileage and travel time as part of this agreement. The City will not assume mileage or
travel time costs.
e. Bidder shall include a log of the previous month's volume by quantity and type.
f. Bidder shall have and maintain all licensing necessary from federal, state, and local agencies.
3. ITEM DESCRIPTIONS AND REQUIREMENTS:
a. All pricing shall reflect one total all-inclusive cost, including postage, sorting fees, etc. Prices shall not
include printing costs unless stated. Pick up fees, if applicable, shall be provided in with the "Courier fee —
per day" item of the bid form.
b_ In the event of a postage cost increase, the price per item will only be allowed to reflect the actual postage
increase cost.
C. Detailed item description —Section A Utility Bills: Services provided in this contract are detailed below.
Pricing shall be inclusive of all costs (including postage) unless otherwise stated.
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 15 of 20
Item 1— Monthly Bill: Fold statement, insert statement and return envelope, meter, sort, and postage.
Statement, mailing envelope, and return envelope will be provided by the City.
h. Item 2 — Shut Off Notice / Past Due Notices: Fold statement; insert statement, meter, sort, and postage.
Statement and mailing envelope will be provided by the City.
iii. Item 3 — Bank Draft Notices: Fold statement; insert statement, meter, sort, and postage. Statement and
mailing envelope will be provided by the City.
iv. Item 4—Final Bill Notices: Fold statement, insert statement and return envelope, meter, sort and
postage. Statement, mailing envelope, and return envelope will be provided by the City.
Item 5— Collection Letter: Fold letter, insert letter, meter, sort, and postage. Letter and mailing
envelope will be provided by the City.
d, Detailed item description — Section B, Standard monthly „Services: Services provided in this contract are
detailed below. Pricing shall be inclusive of all costs (including postage) unless otherwise stated.
Item 6— Employee Retirement & Savings Statements: Fold up to 4 sheets, insert up to 4 sheets, meter,
barcode, and sort. Statement and mailing envelope will be provided by the City.
Item 7—Arrest Warrants: Fold warrant, insert warrant, meter, barcode, & sort. Warrant and mailing
envelope will be provided by the City.
iii. Item 8— Parking Management: Fold statement; insert statement, meter, barcode, & sort. Statement and
mailing envelope will be provided by the City.
iv. Item 9 — Sex Offender Mail Outs: THIS ITEM INCLUDES PRINTING SERVICES. Price includes printing of
the mail out (as described below), fold printed items, insert printed items into envelope, and
affix first class postage. Price shall be inclusive of all printing, processing, and postage.
Mailing envelope will be provided by the City. Volume is expected at 250 per month.
1. Printing services consist of printing the two following items: one (1) 8.5 x 11
black and white mail merge 201b. letter AND one (1) full color 8.5 x 11 201b.
description notification.
v. Item 10—Accounts Receivable Statements - Fold statement; insert statement, meter, sort, and
postage. Statement and mailing envelope will be provided by the City.
e. Detailed item_ description —Section C, Daily Mail & Other Services:
Item 11—Zero (0) —two (2) ounce letter: Meter, barcode, and sort pieces picked up as needed. City
provides all materials, no inserting, and no folding.
ii, Item 12—Inserts , Inserts will be provided periodically to be included in the utility bill mail out
processing. Some inserts will need to be folded.
iii. Item 13 —Zero (0)—two (2) ounce certified with return receipt letter: Meter, barcode, sort, and deliver
return receipt; picked up as needed. City provides all materials, no inserting, and no folding.
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 16 of 20
iv. Item 14— Courier Fee, price per day: Price per day for courier services includes the following:
1. Each trip, twice daily shall include pickup of mail from the US Post Office
located on Dickson St. and delivery of that mail to City Hall. Also shall include mail
picked up from the City to be processed as specified depending on the item type.
2. Services shall be ran a MINIMUM of two (2) times per day with the last pick up
no earlier than 3:30 PM, local time. First pick up & delivery should be before 9:00
AM but no later than 10:00 AM.
3. This courier services excludes weekends and designated City holidays.
4. Courier services shall not be charged on days the City is closed due to
inclement weather.
5. Pick up shall include all mail, UPS, and FedEx.
6. See other requirements listed above and under "Service Requirements".
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 17 of 20
City of Fayetteville
Bid 17-28, Mailing Services
®raft Contract -- Between City and Contractor
This contract executed this day of
covenants contained herein, the parties agree as follows:
2017, between the City of Fayetteville, Arkansas, and
In consideration of the mutual
. at its own cost and expense shall furnish all labor, materials, supplies, machinery,
equipment, tools, supervision, bonds, insurance, tax permits, and all other accessories and services
necessary to complete items bid per Bid 17-28 as stated in bid proposal, and in
accordance with specifications attached hereto and made a part hereof under Bid 17-28, all included
herein as if spelled out word for word.
2. The City of Fayetteville shall pay _ based on their bid proposal in an amount not to
exceed $ I Payments will be made after approval and acceptance of work and
submission of invoice. Payments will be made approximately 30 days after receipt of invoice,
3. The Contract documents which comprise the contract between the City of Fayetteville and
�._ _consist of this Contract and the following documents attached hereto, and made a
part hereof:
A. Bid form identified as Invitation to Bid 17-28 with the specifications and conditions typed
thereon,
B. _bid proposal.
C. The Notice to Prospective Bidders and the Bid Tabulation.
4, These Contract documents constitute the entire agreement between the City of Fayetteville
and may be modified only by a duly executed written instrument signed by the
City of Fayetteville and
5. ___ shall not assign its duties under the terms of this agreement.
5, agrees to hold the City of Fayetteville harmless and indemnify the City of
Fayetteville, against any and all claims for property damage, personal injury or death, arising from
performance of this contract. This clause shall not in any form or manner be
construed to waive that tort immunity set forth under Arkansas Law.
7, shall furnish a certificate of insurance addressed to the City of Fayetteville, showing
that he carries the following insurance which shall be maintained throughout the term of the Contract.
Any work sublet, the contractor shall require the subcontractor similarly to provide worker's
compensation insurance. In case any employee engaged in work on the project under this contract is
not protected under Worker's Compensation Insurance, shall provide and shall cause
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 18 of 20
each Subcontractor to provide adequate employer's liability insurance for the protection of such of his
employees as are not otherwise protected. The premiums for all insurance and the bond required
herein shall be paid by
Workmen's Compensation
Comprehensive General &
Automobile Insurance
Bodily Injury Liability
Property Damage Liability
Statutory Amount
$500,000 for each person injured.
$1,000,000 for each accident.
$1,000,000 aggregate.
8. shall furnish proof of licensure as required by all local and state agencies.
9. This contract may be terminated by the City of Fayetteville ore__... _ with 30 calendar days
written notice.
10. This contract shall be effective from one year of the date of signed contract. The City reserves the right
to automatically renew the contract for four (4) additional one (1) year terms. Renewals shall be
automatic unless either or the City notifies the other of its intent to terminate the
contract at the end of the contract period.
a. Projects exceeding $20,000 will require additional approval from the Fayetteville City Council,
11. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing
city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the contractor -will do everything
possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas
Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costs
pursuant to the FOIA may be assessed for this compliance.
12. Changes in scope or price: Changes, modifications, or amendments in scope, price or fees to this
contract shall not be allowed without a prior formal contract amendment approved by the Mayor and
the Fayetteville City Council in advance of the change in scope, cost or fees.
13. Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County, Arkansas with
Arkansas law applying to the case.
14. Arbitration/Mediation: The City will not agree to be forced to mediate or arbitrate any dispute.
15. Interest charges for late payments by the City: The City of Fayetteville does NOT agree to any interest or
penalty for "untimely" payments. The City will pay all invoices within 30 calendar days of accepted
invoice.
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 19 of 20
WITNESS OUR HANDS THIS DAY OF
CONTRACTOR NAME
'M/
Signature
Printed Contractor Name & Title
ATTEST (Signature)
Company Secretary (Printed Name)
Business Address
City, State & Zip Code
Date Signed:
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 20 of 20
2017.
CITY OF FAYETTEVILLE, ARKANSAS
By:
LIONELD JORDAN, Mayor
ATTEST. (Signature)
Sondra E. Smith, City Clerk, Treasurer
Date Signed: