February 7, 2023

The City of Derby, Kansas (hereinafter referred to as the “City”) invites bids from vendors to provide Police Firearms Ammunition. Please carefully review this document. If you are interested in making a bid consistent with the conditions, instructions, requirements, and specifications as contained herein, submit the Response Form together with a comprehensive bid in a sealed envelope no later than 10:00 A.M., on Wednesday, March 8, 2023. The outside of the envelope should be clearly marked with the bidder’s name and address and identified as “Police Firearms Ammunition”. The sealed envelope should be addressed as follows:

Derby City Clerk

611 N. Mulberry Road, Suite 300

Derby, KS 67037

RFP # 2023-006

All bids must be valid for 120 days.

The City of Derby reserves the right to reject any or all bids with or without cause.

Each bidder shall specify the delivery date, which is 90 days or less after the date of contract award or a date agreed on by purchaser. Delivery shall be made to the City of Derby Police Department after all pre-delivery services have been performed.

If submitted by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed to the City Clerk, 611 N. Mulberry, Suite 300, Derby, Kansas 67037.

It is the sole responsibility of the bidder to see that its response and the appropriate documents are delivered on time. Any response received after the scheduled closing time for receiving bids will be returned to the proposer unopened and will not be considered. It is the responsibility of the bidder to check Derby’s website for information and updates.

Proposed pricing for services may be disclosed at a public meeting to receive and to file responses of this solicitation at the City of Derby Board of Bids and Contracts meeting. Other information provided in your response will be considered proprietary and will not be divulged during the bid review process unless otherwise required by law. Because the services sought will require the expenditure of public funds, part or all of the successful bid, as well as a resulting contract, will likely be public records within the meaning of the Kansas Open Records Act. Prior to acceptance of a bid, the information contained in each bid will be used for evaluating the bidder’s ability to handle the scope of services and will not be shared with persons not involved in the evaluation of bids unless otherwise required by law.

Captain Karensa Schiffel

Police Department, City of Derby

GENERAL INFORMATION

This request is for Police Firearms Ammunition that meets the specifications listed. In order to permit manufacturers to follow their standard manufacturing processes, minor deviations from the provisions of these specifications will be considered. Such deviations will be approved only at the discretion of the City and only if such approval, in the opinion of the City, does not adversely affect the operation, maintenance, productivity or the life of the machine or any of its parts. All deviations, however insignificant, must be fully explained on response sheets and shall become part of the bid. There shall be no deviations from the specifications or the intent of the specifications, except which are listed and which are expressly approved as part of the bid acceptance. The City reserves the absolute right in its obligation to the public, to accept the best bid to serve the public interest.

Should you have any questions, please contact, Captain Karensa Schiffel, in writing at jimmyqueen@derbyweb.com For security reasons, you must enable JavaScript to view this E-mail address. .

MIMIMUM SPECIFICATIONS

9mm Ammunition Specifications

1. 115 grain full metal jacket.
2. Casing may be new or remanufactured – vendor must specify in bid.
3. Bid must include shipping costs.
4. Ammunition may be packaged in 50-round boxes with 500 or 1000 rounds per case.
5. Ammunition may be packaged in 500-round or 1000-round value packages.
6. Amount of ammunition must be 20,000 rounds total.

.223 Rifle Ammunition Specifications

1. 55 grain full metal jacket.
2. Casing may be new or remanufactured – vendor must specify in bid.
3. Bid must include shipping costs.
4. Ammunition may be packaged in 50-round boxes with 500 or 1000 rounds per case.
5. Ammunition may be packaged in 500-round or 1000-round value packages.
6. Amount of ammunition must be 10,000 rounds total.

INSTRUCTIONS TO BIDDERS

Preparation of Bid. Bid shall be made on the Bid Form included in this request for Bids. Bid information shall be entered into the appropriate space on the Bid Form. All costs of bid preparation are the expense of the bidder. No electronic, verbal, facsimile or telephone bid will be accepted.

Examination of Bid Documents. The Bid Documents consist of this Request for Bid, each document listed on the table of contents of the Request for Bid, and any addenda which may be issued. Submission of a bid shall constitute bidder’s acknowledgment upon which the City may rely that bidder has thoroughly examined and is familiar with the Bid Documents. No claim for additional compensation will be allowed beyond that stated in the bidder’s submitted Bid Form. Neglect or failure of the bidder to receive or examine all or part of the Bid Document shall in no way relieve the bidder from any obligations with respect to this bid.

Conformance to Bid Requirements. All requested attachments shall be submitted with the completed bid form and in the designated format. Bids shall conform to the requirements of this Request for Bid. Failure to comply with all requirements of this Request for Bid may result in bid rejection.

Interpretation of Bid Documents and Addenda. Should a bidder discover conflicts or ambiguity in the Bid Documents that require a decision or explanation, bidder may request an interpretation. Such a request shall be made in writing and delivered to the buyer identified on the cover page of this Request for Bid no later than five (5) calendar days before the deadline for receipt of bids. Every interpretation made to bidders will be in the form of an Addendum issued by the City. Addenda, if issued, will be sent as promptly as possible to all parties that have been issued Bid Documents. Bidders shall acknowledge the receipt of Addenda on the Bid Form.

Submission of Bid. Bidders shall submit two originals (clearly marked ‘Original’) of the completed Bid Form, together with any required attachments or explanatory materials, prior to the time and date set for receiving bids as stated on the cover page of this Request for Bid and/or any modifying Addenda thereto. Bids shall be delivered in a sealed envelope clearly marked with the applicable bid number addressed to:

City of Derby

City Clerk

Attn: Police Firearms Ammunition

611 Mulberry

Derby, Kansas 67037

Modification or Withdrawal of Bids. Bids may be modified or withdrawn prior to the bid submission deadline. Bids modified must be retrieved by bidder, at bidder’s expense, and resubmitted with corrected information prior to the bid submission deadline. There will be no extensions for bid modification beyond the bid submission deadline.

No bids may be modified after the bid submission deadline.

Late Bids. Bidder shall be responsible for the timely delivery of bid. Bids received after the deadline for receipt of bids shall not be accepted and shall be returned to the bidder unopened unless necessary for identification purposes.

Bid to Remain Open. The bidder shall guarantee its bid for a period of one hundred twenty (120) calendar days from the date of bid opening.

Contract Award. Contract award will be made to the lowest responsive and responsible bidder(s). The acceptance of a bid will be evidenced by a written Purchase Order/Contract delivered to the successful bidder. The successful bidder agrees to abide by the specifications, requirements, terms and conditions contained in the Contract Documents.

Contract Documents. The successful bidder will be required to enter into a Purchase Order/Contract that is acceptable to the City. Special Provisions within the contract may allow for the addition of attachments, amendments, and special conditions that may be negotiated by the successful bidder and the City. Contract documents will consist of this bid invitation, its attachment(s) and addenda, if any; the successful bidder’s completed and signed Bid Form; and a Purchase Order/Contract issued by the City. In the absence of any language to the contrary in the executed Purchase Order/Contract, this bid invitation, its attachment(s) and addenda, if any, will be the determining document in questions of compliance with the specifications for this bid.

Reservations. The City reserves the right to:

1. Postpone the date and time announced for receipt of bids by issuance of an Addendum at any time prior to the deadline for receipt of bids;
2. Reject any bid that is conditional in any way or that contains erasures, items not called for, items not in conformity with applicable law, changes, additions, alternate proposals, or any other modifications of the Bid Form which are not in accordance with the Bid Documents;
3. Make any investigations deemed necessary to determine if a bidder is responsive and responsible;
4. In the event that only one bid is received in response to this bid invitation, require the sole bidder to submit cost or pricing data to assist in determining if the price is reasonable;
5. Reject any or all bids, including any bids that are found to be non-responsive or submitted by a bidder that is not responsible;
6. Waive minor defects or irregularities in any bid, provided that the discrepancy does not affect the bid amount or give the bidder an advantage over others;
7. Accept a bid which offers a newer product than specified if, in the opinion of the buyer identified on the cover page of this bid invitation, it offers equal or greater functionality than the specified product, even though it may not comply with bid specifications in every detail;
8. Award a Purchase Order to a single bidder for the entire procurement or to multiple bidders by line item, in groups, or in phases, according to specifications.

BID REQUEST OVERVIEW

Purpose: Police Firearms Ammunition

Bid Request Date: February 13, 2023

Due Date: Wednesday, 10:00 a.m. March 8, 2023

Proposal Opening: Wednesday, 10:00 a.m. March 8, 2023

Requested Action

Send competitive bids to:

City of Derby

City Clerk

Attn: Police Firearms Ammunition

611 Mulberry

Derby, Kansas 67037

Police Firearms Ammunition for the City of Derby

Company: _______________________________________________

Proposal Submitted by: _____________________________________

Name / Title

Address: ________________________________________________

City/State/Zip: ____________________________________________

Phone: __________________________

Email: ___________________________

Taxpayer I.D. Number: _____________________________________

Total Bid Price for 42,000 rounds (FOB City of Derby, Kansas): ____________________________

(includes shipping costs)

Estimated Delivery Time: _____________________ weeks

9mm Ammunition Specifications

1. 115 grain full metal jacket.
2. Casing may be new or remanufactured – vendor must specify in bid.
3. Bid must include shipping costs.
4. Ammunition may be packaged in 50-round boxes with 500 or 1000 rounds per case.
5. Ammunition may be packaged in 500-round or 1000-round value packages.
6. Amount of ammunition must be 20,000 rounds total.

.223 Rifle Ammunition Specifications

1. 55 grain full metal jacket.
2. Casing may be new or remanufactured – vendor must specify in bid.
3. Bid must include shipping costs.
4. Ammunition may be packaged in 50-round boxes with 500 or 1000 rounds per case.
5. Ammunition may be packaged in 500-round or 1000-round value packages.
6. Amount of ammunition must be 10,000 rounds total.

Comments: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

In submitting a bid, firm acknowledges every section of this Request for Bids document including all requirements, terms, conditions, and sections of this document. Bid submission format should be by order in which document is outlined. Exceptions to any part of this document and any attachments should be clearly delineated and detailed throughout this bid process.

The undersigned, on behalf of the proposer, certifies that: (1) this bid is made without previous understanding, agreement or connection with any person, team or corporation making a proposal on the same project; (2) is in all respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered to bind the firm or team in whose name the bid is entered; (4) they have read the complete Request for Bids and understand all provisions; (5) if accepted by the City, this bid is guaranteed as written and amended and will be implemented as stated; and (6) mistakes in writing of the submitted bid will be their responsibility.

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