Handling Procedures for Equipment Contaminated with Depleted Uranium or ...

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It is the bidder's responsibility to ensure that the
most complete and current version of the bid
document has been downloaded or otherwise
obtained, including any addenda. Amended bids
received without the applicable addenda will be
rejected as incomplete CITY of EL CAJON PURCHASING DIVISION







INVITATION TO BID FOR JANITORIAL SUPPLIES
BID NUMBER: 036-04

DUE: 11:30 AM JANUARY 6, 2004
NOTICE INVITING SEALED BIDS


The City of El Cajon is inviting Sealed Bids for the provision of the following: JANITORIAL SUPPLIES
Information regarding bid forms and other matters pertaining to same may be obtained from the Finance Department, 200 East Main Street, El Cajon, California. All bids shall be delivered to the Purchasing Division of the City of El Cajon on or before January 6, 2004 at the hour of 11:30 am at the above address. The City reserves the right to reject any and all proposals or bids, should it deem this necessary for the public good, and also the bid of any bidder who has been delinquent or unfaithful in any former contract with the City of El Cajon. Colin Dawson
Purchasing Agent


Dated: December 19, 2003

City of El Cajon BID FORM PURCHASING DIVISION 200 E. Main Street BID NUMBER: 036-04 El Cajon, CA 92020
(619) 441-1715 ITEM QUANTITY UNIT OF MEASURE D E S C R I P T I O N UNIT PRICE EXTENSION
Furnish Janitorial Supplies for the period February 1, 2004
through January 31, 2005, in accordance with the terms,
conditions, and specifications contained herein.


Indicate minimum order amount (if any): $__________
(Minimum order amount must not exceed $200.00) THE FOLLOWING INFORMATION MUST BE FILLED IN FOB SHIPPING POINT PROPOSED METHOD OF SHIPMENT NUMBER OF DAYS FOR DELIVERY PAYMENT TERMS To the City Council of the City of El Cajon: Pursuant to and in compliance with the Notice Inviting Sealed Bids, the undersigned bidder hereby proposes and agrees to provide JANITORIAL SUPPLIES, in accordance with the bid specifications, instructions, and conditions, in the time, form, and manner provided by law at the bid price herein. Bids must be signed by a responsible authorized officer or employee. Unsigned bids will be rejected. Each sheet, where specified, must be signed or initialed by person submitting bid. The names of all persons, firms and corporations interested in the foregoing proposal as principals are as follows:
The undersigned is/are prepared to satisfy the City Council of the City of El Cajon of their ability, financial or otherwise, to provide the items listed above in accordance with the specifications set forth in the bid. SIGNATURE OF AUTHORIZED REPRESENTATIVE PRINTED NAME OF SIGNER DATE
Vendor Address City, State, Zip: Telephone: Fax: Tax I.D. Number: Bid No. 036-04 Page 3 GENERAL CONDITIONS
1. GENERAL INFORMATION - The Purchasing Agent of the City of El Cajon, California, will receive at his
office at City Hall, 200 East Main Street at 11:30 am on January 6, 2004 bid responses for City of El Cajon
Bid No. 036-04. Bids shall be made only on this bid form, properly executed, and enclosed in a sealed
envelope bearing the name of the bidder, the bid number, bid due date, and bid title. Forms will be available
and may be secured by prospective bidders at the office of the Purchasing Agent. Bids shall be written in
ink or by typewriter. Mistakes may be crossed out and corrections inserted adjacent thereto and must be
initialed in ink by the person signing the bid. Bids are to be verified before submission as they cannot be
corrected or altered or signed after bids are opened.

2. FORM OF BID - The bid shall be made on the attached bidder's proposal form. If the form is deemed
inadequate, additional information may be submitted with the proposal, via an attachment of catalogs,
drawings, photographs or a letter. Letters repeating prices and details from the City's specifications must be
omitted.

3. INTERPRETATION OF BIDS - Should a bidder find discrepancies in, or omissions from the
specifications, or should bidder be in doubt as to their true meaning, bidder may submit to the Purchasing
Agent a written request for an interpretation thereof prior to the bid opening. The person submitting the
request shall be responsible for its prompt delivery. Any interpretation of, or change in the proposed
documents will be made only by an addendum issued to each person to whom specifications have been
issued, and shall become part of any contract awarded. The City will not be responsible for any other
explanation or interpretations.

4. ADDENDA - Any addenda issued by the City during the time of bidding shall be covered in the bid and
shall be made a part of the contract.

5. BID DELIVERY - Bids shall be delivered to the Purchasing Agent of the City of El Cajon on or before the
day and hour set for the opening of bids in the published NOTICE TO BIDDERS. Each bid shall be
enclosed in a separate sealed envelope bearing the description of the bid call, the bid number, the name of
the bidder, and the date and hour of the bid opening. A bidder may withdraw his bid, either personally or by
written request, at any time prior to the scheduled time for opening of bids.

6. LATE BIDS - Any bids received after the scheduled time of opening will be clocked in and returned
unopened to the bidder.

7. NO BID - If a bid is not made, the bid form must be returned and the reason for not bidding stated;
otherwise vendor's name will be removed from the bidders list.

8. AWARD OR REJECTION - The bid will be awarded to the lowest responsible bidder. The City, however,
reserves the right to reject any or all bids, to accept or reject any one or more items of a bid, or to waive any
minor irregularities or informalities in the bid. It is anticipated that all items will be purchased, however the
City reserves the right to change quantities prior to award. The City reserves the right to make the award to
the overall low bidder, or split the award amongst the bidders. For the purpose of evaluating bids for
multiple awards, the sum of $175.00 is considered to be the administrative cost to the City for issuing and
administering each contract awarded. Individual awards will be made for the items and combinations of
items which result in the lowest aggregate price to the City, including such administrative cost.

9. TERMS AND CONDITIONS - The bidder shall not change the wording in the attached specifications or
conditions. No words or comments shall be added to the general conditions or detailed specifications. Any
explanation or alternative offered shall be set forth in a letter attached to the front cover of the
specifications. Alternatives which do not substantially comply with the City's specifications cannot be Bid No. 036-04 Page 4 considered. Conditional bids cannot be accepted.

10. ALTERNATES - The make or brand and grade of the article on which the bid is submitted should be
stated on the bid form. If alternates are bid, literature must be submitted with bid in order for alternate to be
considered. All items on which bids are submitted must in all cases be equal or better in quality and utility to
those specified by the City. Determination of the acceptability of any product offered shall be solely at the
discretion of the City of El Cajon.

11. PAYMENT TERMS - Must be indicated by filling in blanks in upper right corner of bid form. Cash
discounts of less than 20 days will be considered net.

12. FOB POINT - It is understood that the bidder agrees to deliver FOB Destination, with no freight charges
to the City. All costs for packing, delivery, drayage, postage, freight, express, or for any other purpose are
to be borne by the bidder.

13. BRAND NAMES - The use of the name of a manufacturer, or any special brand or make, in describing
any item in the bid documents does not restrict bidders to that manufacturer or specific article. An equal of
the named product will be given due consideration. Notwithstanding the foregoing, the City may impose
additional restrictions in the Specifications section of these documents.

14. TAX - No bid shall include federal excise tax, inasmuch as the City is exempt and will furnish exemption
certificates upon request. Bids shall not include state sales or use tax. The City will pay applicable state
sales or use taxes.

15. SAMPLES - When requested, bidders shall submit properly marked samples of the article(s) on which
bid is made to the City. Any sample submitted must be clearly marked in such a manner that the marking is
fixed, so that the identification of the sample is assured. Such marking shall state (1) name of bidder, (2)
number of bid, and (3) item number. Samples, when required, must be furnished free of expense to the
City, and if not destroyed by tests, will upon request be returned at bidder's expense.

16. INSPECTION - All items furnished shall be subject to the inspection of the City, and unsuitable items
may be rejected. Defective items shall be made good by the vendor in a manner satisfactory to the City.

17. ASSIGNMENT - No assignment by the contractor of any contract to be entered into hereunder or of any
part thereof, except of funds to be received thereunder by the contractor, will be recognized by the City
unless such assignment has had the prior written approval of the City.

18. WARRANTY - Terms of any warranty offered by the manufacturer or the bidder shall be included with
the bid.

19. TIMELY DELIVERY - Time is of the essence, and the purchase order is subject to termination for
failure to deliver on time. The acceptance by buyer of late performance with or without objection or
reservation shall not waive the right to claim damage for such breach nor constitute a waiver of the
requirements for the timely performance of any obligation remaining to be performed by the vendor.

20. DAMAGES - If delivery does not occur on schedule it is understood that the City will suffer damage. It
being impractical and infeasible to determine the amount of actual damage, it is agreed that the contractor
shall pay to the City the sum of one hundred ($100.00) dollars per day for each and every calendar day's
delay in finishing the contract.

21. TERMINATION FOR DEFAULT - The City may, by written notice of default to the vendor, terminate any
resulting order in whole or in part should the vendor fail to make satisfactory progress, fail to deliver within Bid No. 036-04 Page 5 time specified therein or fail to deliver in strict conformance to specifications and requirements set forth
therein. In the event of such termination, the City reserves the right to purchase or obtain the supplies or
services elsewhere, and the defaulting vendor shall be liable for the difference between the prices set forth
in the terminated order and the actual cost thereof to the City. The prevailing market price shall be
considered the fair repurchase price. If, after notice of termination of this contract under the provisions of
this clause, it is determined for any reason that the Contractor was not in default under the provisions of
this clause, the rights and obligations of the parties shall be the same as if the notice of termination had
been issued pursuant to the Termination for Convenience clause. The rights and remedies of City provided
in this article shall not be exclusive and are in addition to any other rights and remedies provided by law or
under resulting order.

22. TERMINATION FOR CONVENIENCE - The City may, by written notice stating the extent and effective
date, terminate any resulting order for convenience in whole or in part, at any time. The City shall pay the
vendor as full compensation for performance until such termination the unit or pro rate price for the
delivered and accepted portion, and a reasonable amount, as costs of termination, not otherwise
recoverable from other sources by the vendor as approved by the City, with respect to the undelivered or
unaccepted portion of the order, provided compensation hereunder shall in no event exceed the total price.
In no event shall the City be liable for any loss of profits on the resulting order or portion thereof so
terminated. The rights and remedies of City provided in this article shall not be exclusive and are in addition
to any other rights and remedies provided by law or under resulting order.

23. FISCAL YEAR - Obligation for payment of any contract beyond the current fiscal year end is contingent
upon the availability of funding from which payment can be made. No legal liability shall arise for payment
beyond June 30 of the calendar year unless funds are made available for such performance.

24. AFFIRMATIVE ACTION - The City of El Cajon Affirmative Action Plan requires any vendor who
receives business from the City in excess of $10,000.00 to verify adherence to Affirmative Action guidelines
as set forth in Executive Order 11246. To comply, each vendor awarded a contract by the City of El Cajon
shall agree, and by signing and submitting a proposal for this contract does certify, to adhere to said
guidelines.

25. GOVERNING LAW - This contract shall be construed and interpreted according to the laws of the State
of California.

Questions relating to this bid should be directed to the Purchasing Agent, City of El Cajon, 200 E. Main
Street, El Cajon, CA 92020.
Bid No. 036-04 Page 6 SPECIAL CONDITIONS
NOTE: In the event that anything in these Special Conditions is in conflict with a requirement of the General
Conditions, the Special Condition shall supersede.

1. Term of Contract to be from February 1, 2004 through January 31, 2005.

2. The quantities shown as estimated requirements represent the City’s best estimate of total projected
requirements. More or less may be ordered as needs dictate.

3. The bid is divided into four sections and will be awarded by section. To be eligible for award, the vendor
must bid all items in that section.

4. Price decreases shall be passed through to the City automatically. The contractor shall agree to
negotiate any price increase it requests. A thirty (30) day notice of price increase is required in writing. No
price increase will be effective until accepted by the City of El Cajon. Until the change has been accepted,
the contractor must continue to accept orders with the original bid price, terms and conditions.
Notwithstanding the generality of the foregoing, in no event shall an increase be accepted which would
result in pricing exceeding the original bid by more than five (5) percent during the initial contract period.

5. The City may desire to exercise an option to renew the contract for two (2) additional one year periods
under the terms and conditions herein stated beginning February 1, 2005 through January 31, 2007. The
City proposes that such renewals be contingent on a mutual agreement between the City and the
successful bidder herein, such agreement to be confirmed thirty (30) days prior to the termination of the
contract period. Either party may at that time decline to confirm the renewal contract, and such declination
would render the renewal option null and void.

Would the bidder accept an option to renew, subject to the above stated conditions?

Option Period 1 – February 1, 2005 through January 31, 2006 YES NO_____
Option Period 2 – February 1, 2006 through January 31, 2007 YES NO_____

If bidder would accept the option to renew, please indicate the maximum percentage increase to which the
prices in effect at the end of the contract period would be subject if the renewal option were exercised.

Bidder stipulates that the cumulative total of All Option Period 1 increases would not exceed % of the
prices in effect at the end of the initial period.

Bidder stipulates that the cumulative total of all Option Period 2 increases would not exceed % of the
prices in effect at the end of Option Period 1.

Failure to complete the price increase section above will be construed to mean that prices bid are firm for
the duration of the contract, general cost increases to the trade by bidder notwithstanding.

6. The recommendation for award will be based on the initial contract period only, and not on the option
periods, if any.


7. Purchase contracts will be issued and user departments will contact the vendor to place orders as
needed. Vendor to deliver within fifteen (15) days after receipt of order.

8. It is the intent of the City to use products which are safe, effective, and environmentally friendly.
Wherever possible, biodegradable products which emit no objectionable odors and which contain no Bid No. 036-04 Page 7 organic solvents, petroleum distillates, aromatic hydrocarbons or hazardous ingredients should be bid.

9. MSDS sheets MUST be furnished for all items in Section III. Bids which do not include the required
MSDS sheets SHALL BE CONSIDERED NON-RESPONSIVE. If no MSDS sheet is applicable to the
products, please note that fact on your bid.

10. Due to the large number of items on the bid it is not practical to have a “reading” of the bids at the
formal bid opening. The bids will be tallied as quickly as possible after the bid opening, and a spreadsheet
showing the bid prices of all bidders will be faxed or mailed to all bidders.


Bid No. 036-04 SECTION I – PAPER PRODUCTS ITEM QTY. UNIT DESCRIPTION PRODUCT BID AND PACKAGING UNIT PRICE EXT. PRICE 1. 471 Case Multi-fold towels, 9-1/2 x 9-1/4,
White only, no sub on size. 4,000
sheets/case, Bay West #485, O/E 2. 153 Case Toilet tissue rolls, 2-ply, facial
quality, bleached only, 48,000
sheets/case, Bay West #540, O/E 3. 48 Case Toilet tissue jumbo rolls, 2-ply, for
Rollmaster system, 3.9 x 2000
sheet/roll, 6 rolls/case, Bay West ,
O/E 4. 43 Case Toilet seat covers, frame 1” x 10” x
15”, ½ fold, 5,000 covers/case,
Cameo ½ fold, O/E 5. 15 Case Waxed paper liners for wall style
sanitary napkin receptacles, 500/case,
Cameo #260 O/E 6. 38 Case Paper towels, roll towels, 800 x 8,
White, 12 rolls/case, Bay West #466,
O/E










Bid No. 036-04 SECTION II – PLASTIC PRODUCTS ITEM QTY. UNIT DESCRIPTION PRODUCT BID AND PACKAGING UNIT PRICE EXT. PRICE 7. 26 Case Polyethylene Linear Low Density
Can Liners, 24x23, 10-gallon size, .6
Mil, Black, Flat Bottom Seal,
500 bags/case, #RBI-23-60,
Manufactured by Republic Bag Inc.,
NO SUBSTITUTES 8. 116 Case Polyethylene Linear Low Density
Can Liner, 33 x 39, 32-gallon size,
1.5 mil Black, Flat Bottom Seal,
250 bags/case, #RBI-39-150,
Manufactured by Republic Bag Inc.,
NO SUBSTITUTES 9. 48 Case Polyethylene Linear Low Density
Can Liners, 36x58, 55-gallon size, 1.5
mil, Black, Flat Bottom Seal,
100 bags/case, #RBI-58-150,
Manufactured by Republic Bag Inc.,
NO SUBSTITUTES 10. 29 Case Polyethylene Linear Low Density
Can Liner,27x24x46, 65-gallon size,
1.5 mil, Black, Flat Bottom Seal,
100 bags/case, B-King-150,
Manufactured by Republic Bag Inc.,
NO SUBSTITUTES



Bid No. 036-04 SECTION III – CHEMICALS ITEM QTY. UNIT DESCRIPTION PRODUCT BID AND PACKAGING UNIT PRICE EXT. PRICE 11. 2 Case Hand soap, powdered, w/borax and
lanolin, pink, ten 5-lb. Boxes/case,
Pink Soft Touch, O/E 12. 70 Gal. Softsoap liquid hand soap by Colgate
Palmolive, 4 gallon/case, NO
SUBSTITUTES 13. 2 Case Go-Jo Purell Instant Hand Sanitizer,
Dispenser Refill, 6-800ml boxes/case,
#9656-06, NO SUBSTITUTES 14. 2 Case Go-Jo Pink & Clean Lotion Soap,
Dispenser Refill, 12-800ml
boxes/case, #9128-12, NO
SUBSTITUTES
15.
10
Case Liquid detergent for hand
dishwashing and general purpose, free
of acids or alkali, floral odor,
detergents are anionix/non-ionic
blend, PH between 7 and 8, 6-
gallons/case, min 20% solids, Mission
Labs Pink Panther, O/E
16.
6
Case Furniture polish, professional strength
foam cleaner/polish for use on
simulated wood, chrome stainless
steel, vinyl and plastic, 19 oz.
Aerosol, 12 cans/case, Cameo
#AR136-20SAX, O/E 17. 7 Case Oven cleaner, aerosol can,
biodegradable, citrus scent, twelve
20-oz. Cans/case Bid No. 036-04 18. 16 Case Cleanser, industrial strength
powdered scouring, with bleach,
shaker cans, 21 oz. Cans, 24 cans/case 19. 20 Case Pads, scouring, 6” x 9-1/2”, 10
pads/pkg, 6 pkgs/case, Brillo Nylon
#96, O/E 20. 34 Case Bleach, 5-1/5% sodium hypochlorite
by weight, 6 gal/case 21. 6 Case Ammonia, sudsy (cloudy), 10%, 6
gal/case, Mission Labs #5111, O/E SECTION IV – ACCESSORIES ITEM QTY. UNIT DESCRIPTION PRODUCT BID AND PACKAGING UNIT PRICE EXT. PRICE 22. 65 Each Toilet bowl swab, acrilan yarn, semi- flexible plastic handle 23. 26 Each Fox tail counter brush, plastic handle,
13” overall, self-flagging, Hamburg
#27143, O/E 24. 3 Each Window brushes, mixed horsehair, hi-
lite and tampico bristles, 9-5/8”,
Hamburg #27160, O/E 25. 1 Each Hand scrub brush, stiff, pointed end,
white tampico fiber, 1-1/8 trim, 2-1/2
x 9, Flo-Pac #277, O/E 26. 20 Each Short Handle Tampico Brush, 9.595”
x 4.546” x 2.961”, Rubbermaid
#X224-06, O/E 27. 24 Each Push broom, flagged plastic 3” bristle,
24”, with 60” metal thread handle,
heavy-duty warehouse, Zephyr
#39024, O/E Bid No. 036-04 28. 22 Each Handle for push broom, metal, screw thread 60”, Zephyr #21260-2, O/E 29. 15 Each Plastic Angled Upright Broom,
flagged plastic bristles to sweep fine
particles and debris, size – large, 56”
approx overall length, #ZR34068,O/E 30. 6 Each Dura-Palm Synthetic Fiber Floor Brush, Chemical & Water Resistant,
4” Trim, 36”, #BR420536, O/E 31. 52 Each Corn broom, heavy-duty, janitor
broom, hotel quality, 6-sew, 18 inch
trim, lacquered handle, 56 inches
overall, Zephyr #38031, O/E 32. 66 Each Dust mop refill head, cotton, 5” x 36”
to fit Sweepstake 411C mop frame,
Zephyr #13436, O/E 33. 107 Each Wet mop, Super Loop, 5” headband, Size #24, White 34. 14 Each Mop handle, QuickWay Mop Handle, 60-inch 35. 1 Each Mop press, 20-30 oz. Mop capacity white, Continental #CM-2, O/E 36. 4 Each Mopping bucket, 26-qt., 3” casters,
yellow plastic marked “CAUTION”,
Continental #226-3YL, O/E 37. 6 Each Mopping bucket, 44-quart with ringer, #RCP6186YEL, O/E 38. 17 Each Window squeegee, brass, 18”, refillable, Ettore #1025, O/E 39. 12 Each Window squeegee blades to fit above item, Ettore #1427. O/E 40. 6 Each Heavy Duty Floor Squeegee, Curved 36”, #UNGFP90C, O/E Bid No. 036-04 41. 6 Each 56” Metal handle for above squeegee, Acme Thread w/3° Taper,
#UNGAL56T, O/E 42. 8 Case Floor striping pad, black, thick,
heavy-duty, 18”, 5 pads/case,
Americo #18BK, O/E 43. 6 Case Floor buffing pad, red, thick, normal
service, 18”, 5 pads/case 44. 99 Each Plastic spray bottle, quart size with
pistol grip trigger spray head,
Continental #922HL & #932B, O/E 45. 26 Case Sponge, cellulose, 1-1/2” x 4-1/2” x
7-1/8”, SMALLER SIZE IS
UNACCEPTABLE, Hydra W4PKA,
48/case, O/E 46. 12 Each Dust pan, INDUSTRIAL TYPE, 20-
gauge rolled steel or better, black
enamel, 12” wide, Continental #715,
O/E 47. 16 Each Lambs wool Duster, washable with
12” head, w/non-corrosive vinyl
extension handle minimum of 36”
extending to 50”, Zephyr #46248,
O/E 48. 4 Pkg Green nylon scouring pads, Size 6” x
9”, 10/package 49. 10 Pair General Purpose Gloves, yellow,
flock-lined, embossed-grip, latex, 12”
long, reuseable, 18 mil, Size - Small 50. 10 Pair General Purpose Gloves, yellow,
flock-lined, embossed-grip, latex, 12”
long, reusable, 18 mil, Size-Medium Bid No. 036-04 51. 10 Pair General Purpose Gloves, yellow,
flock-lined, embossed-grip, latex, 12”
long, reusable, 18 mil, Size-Large 52. 12 Box Gloves, latex, non-sterile, multi-
purpose, disposable, ambidextrous,
powdered, 100/box, Size-Medium 53. 50 Box Gloves, latex, non-sterile, multi-
purpose, disposable, ambidextrous,
powdered, 100/box, Size-Large