DOCUMENT

POL - Vendor Manual 2007

  • YEAR CREATED: 2007
  • ENTITY TYPE: City/Township
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document provides information and guidelines for candidates participating in a procurement response and emergency preparedness program (PREP) established by the National Institute of Government Purchasing (NIGP) in the City of Hartford. The City has agreed to provide aid to Norfolk, Virginia, and other government agencies in the event of a declared emergency or disaster. The document states that the goods/services contracted as a result of this solicitation may be called upon by member PREP entities during emergencies or disasters. Candidates are required to indicate their agreement to honor the terms and conditions of the resulting contract for the named PREP agencies. Shipping arrangements will be coordinated directly with the PREP entity that has declared an emergency. The document also mentions that the City may retain 5% of the total project cost as retainage until a satisfactory guarantee bond is posted or other specified terms are met. It clarifies that the specifications mentioned in the document are not intended to limit consideration to specific service organizations or manufacturers and that brand names or numbers are to be interpreted as establishing a standard of quality, not limiting competition. The burden of proving a product or material as equal to a specific brand name is the responsibility of the provider, and the final determination of an "or equal" product will be made by the Procurement Manager in conjunction with other City staff. The document further states that samples are furnished free of charge and may be held for comparison with deliveries. All deliveries should meet at least the same quality as the accepted proposal sample, and any latent deficiencies should be remedied by the contractor at no additional cost to the City. Candidates are responsible for all costs and expenses incurred in the preparation of a response, and the submittal becomes the property of the City and will not be returned. Additionally, the document provides information on registering with the Secretary of State for foreign corporations or LLCs doing business in the state of Connecticut. It mentions the availability of forms and more information on the Secretary of State's website. Finally, the document states that the content of any response submitted should remain valid and available to the City for 90 days from the day proposals are due. The duration of the contract is initially one year but may be renewed, expanded, and extended for up to four additional periods based on availability of funds and satisfactory performance. The terms of the contract may be revised on award anniversaries. The Managing Authority reserves the right to unilaterally extend the contract on a month-to-month basis for a maximum of three months if the City does not exercise the option to renew the contract for an additional year.
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