Invitation to Bid for Janitorial Supplies

Description: The successful Bidder (hereinafter referred to as “Bidder”) will be required to enter into a three (3) year purchase order contract, for the purchase and delivery of janitorial products and services required by the County.  The Bidder must agree to the General Terms and Conditions listed in Exhibit “A” and the Standard Terms and Conditions listed in Exhibit “B,” both exhibits attached hereto. II.            The Bidder must also agree to the following terms:   A.   The Quotation Schedule attached hereto as Exhibit “C” consists of sixty-five (65) products. Bidders must quote one hundred percent (100%) of all products or be deemed non-responsive.     B.   Upon request, Bidder must provide a written quote for additional items not listed on Exhibit C, Quotation Schedule. Written quotes must include the date of request, a quote reference number, documentation of the retail cost, and be valid for a minimum of thirty (30) days. Invoices that include items not on Exhibit C must have a copy of the original quote attached. Payment of invoices which require, but do not include, such documentation will be delayed until receipt of the required document(s).   C.   Prices shall remain fixed for the first six (6) months.   Any price increases after the first six (6) months shall be submitted to the County’s Purchasing Agent for review and approval accompanied by justification for same.      D.  Bidder shall provide, on Exhibit “D”, Bidder Information, a dedicated Customer Service Representative and Accounts Receivable contact for purposes of resolving delivery, returns, invoicing, and general support for the purchase of janitorial supplies.   E.  Bidder shall operate, maintain, and provide County with a secured internet website that       County employees can use to place orders.  The Bidder shall bear all costs associated       with the ongoing maintenance and support of the website.  The website shall be a user       friendly, online, web-based ordering system capable of including the following       minimum features:   1.   Allow for individual department accounts; 2.    Allow for County to specify purchase order; 3.    Allow for payment by credit card online AFTER receipt of order with no additional fees; 4.    Provide the ability to establish internal approval workflows; 5.    Ability to look up orders, invoices, and credit memos and show when invoices have been paid in order to avoid duplicate payments; 6.    Request a return; 7.    Utilization reports and general order history; and 8.    Any other reasonable customization as may be requested by the County. F.    The County prefers delivery within two (2) business days for orders placed before 4:00 P.M., Pacific Time (F.O.B. Destination, Freight Paid).  All orders must be accompanied by a packing slip containing the item quantity, description, order number, and delivery address.  If items are on back order, an estimated time of shipment must be included on the packing slip.   G.   The awarded Bidder shall keep adequate supply of “in stock” items to fill orders in the time specified.   H.   Bidders must indicate brand, product number, stock keeping unit (SKU), and units of measure in the spaces provided in the Quotation Schedule (Exhibit C) for each item bid AND indicate if the item is a stocked product.    I.     The County prefers that the Bidder will not ship substitutions or replacements without concurrence from the County department that placed the order.  The County department will determine if the quoted substitute product meets all specifications.   J.    The awarded Bidder will be required to supply Safety Data Sheets (SDS) for all products requiring SDS Sheets prior to contract start date.      K.   Bidder shall be the manufacturer or authorized by the manufacturer to sell all products included in this ITB.   L.    The awarded Bidder must supply all “Paper Janitorial Products/Supplies” in accordance with California Senate Bill (SB) 1383 and Public Contract Code 12209 and provide a Product Vendor Certification to the County.   The County reserves the right to negotiate additional terms and conditions not contained herein.   The successful Bidder will not have an exclusive right to sell janitorial supplies to the County. The County reserves the right to procure janitorial supplies from other vendors if it’s in the best interest of the County.