Agenda Packet _2024-02-20 - Laserfiche WebLink

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RFP No. 19-104 Police Department Uniforms and Equipment Page 17 CITY OF SANTA ANA Keep all duty equipment such as leather gear and standard uniforms utilized by Santa Ana Police Department in stock at all times. Vendor must assign an account representative or point of contact for the Santa Ana Police Department. The account representative shall be assigned to manage the City’s contract for specified services and be the main contact for Police Department personnel. Account representative shall ensure proper tracking of orders, invoices, and any other activities related to the awarded contract are handled in a timely manner and in accordance with the specifications of this RFP. 5.Pricing Pricing shall remain firm for the entire Agreement. Thereafter, any proposed pricing adjustment for follow- on renewal periods shall be submitted to the City purchasing contact in writing at least ninety (90) days prior to the new Agreement term. City reserves the right to negotiate any pricing adjustments. 6.Material Release A “material release” form will be used by City employees to purchase against this agreement. The number shown on the material release MUST appear on your invoice. 7.No Partial Orders Vendor shall not invoice until the entire material release order has been fulfilled. 8.Report/ Invoicing Invoices for completed orders must contain the following information: Date of Invoice; Item # per contract; Description; Price; Quantity; Material Release Number; and Employee name. Payment will be made in approximately 30 days from the complete delivery and acceptance of each order, unless alternate terms are proposed and accepted by the City. Contractor must provide a monthly printed transaction status report listing completed, partial, and/or pending orders with employee name, associated material release number, item quantities, dollar totals, and completed delivery and/or expected due date. The report shall be sent to Santa Ana Police Department CDC Supervisor in order for payment to be processed for completed orders. 9.No Guarantee of Usage Any quantities listed in this RFP are estimated or projected and are provided for tabulation and reference purposes only. No guarantee of quantities is given or implied by the City. Supplier must furnish the City’s needs as they arise. No minimum order proposals will be accepted. 10.Use of Other Governmental Contracts The City reserves the right to reject any part or all of any proposals received and utilize other available governmental contracts. 11.Substitution If Supplier elects to propose an alternate manufacturer’s item that is of the same or better quality, samples of the items to be substituted are to be submitted with the Proposal by the RFP deadline. City Council 1 – 13//2024