HomeMy WebLinkAbout25D - AGMT - CONSIGNMENTREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JUNE 2, 2020
TITLE:
APPROVE AN AGREEMENT
WITH SHAMROCK SUPPLY COMPANY,
INC. TO PROVIDE A CENTRAL STORES
CONSIGNMENT INVENTORY PROGRAM
FOR A FIVE YEAR TERM IN AN ANNUAL
AMOUNT OF $750,000, WITH PROVISIONS
FOR TWO ONE-YEAR EXTENSIONS, FOR
A TOTAL AGREEMENT AMOUNT OF
$5,250,000 (INCLUDING THE TWO ONE-
YEAR EXTENSIONS)
(SPECIFICATION NO. 20-019)
(NON -GENERAL FUND)
CLERK OF COUNCIL USE ONLY:
APPROVED
❑
As Recommended
❑
As Amended
❑
Ordinance on 11' Reading
❑
Ordinance on 2n° Reading
❑
Implementing Resolution
❑
Set Public Hearing For_
CONTINUED TO
/s/ Kristine Ridge FILE NUMBER
CITY MANAGER
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Shamrock Supply Company Inc. to
provide a consignment inventory program for a five-year period beginning July 1, 2020 and expiring
on June 30, 2025, with provisions for two one-year extensions exercisable by the City Manager
and the City Attorney, in an annual amount of $750,000, for a total agreement amount not to exceed
$5,250,000, including renewal options, subject to non -substantive changes approved by the City
Manager and City Attorney.
DISCUSSION
City facilities management recently transitioned from the Finance and Management Services
Agency to the Public Works Agency. Central Stores is part of this operation. Central Stores
operates under a consignment inventory program. Under this program, the selected vendor stocks
the warehouse with inventory that remains their property until the inventory items are issued to
end -users. A consignment inventory program for the Central Stores operation has provided several
benefits, including reduced inventory costs, discounted pricing, and other soft cost savings.
On February 24, 2020, the Public Works Agency issued a Request for Proposal (RFP) for qualified
firms to provide maintenance, repair and operations (MRO) supplies on a consignment basis.
Proposers were asked to submit proposals that would provide for stocking the Central Stores
warehouse on a consignment basis. The RPF was advertised on the City's online bid management
and publication system, with the bids due on March 18, 2020. Twenty-three vendors downloaded
the project documents. One proposal was received and evaluated by a selection committee based
25D-1
Agreement with Shamrock Supply Company, Inc.
June 2, 2020
Page 2
on criteria as outlined in the RFP. Shamrock Supply Company, Inc. received an average score of
93.
Shamrock proposes to provide a micro -logistic approach to vendor -managed inventory for Central
Stores by providing a Central Stores Storeroom model. The automated approach will allow staff
to purchase supplies via an online portal or by accessing the storeroom equipped with the
technology necessary to allow employees to check out supplies via a self -checkout station. The
storeroom technology will be equipped to track each individual in the storeroom along with the
supplies that are removed off the shelf. Due to storage space considerations, it is anticipated that
reduced Central Stores inventories will be maintained on -site with back stock maintained off -site
at Shamrock's main distribution center.
Under the consignment program, Shamrock will stock the warehouse with inventory that will remain
their property until the inventory items are issued to City staff. Shamrock will then invoice the City
when inventory items are issued. This consignment inventory model continues to produce several
operational efficiencies, such as reduction of obsolete MRO supplies and shrinkage costs,
elimination of the need for maintaining a large inventory of MRO supplies, as well as streamlined
Purchasing and Accounts Payable processes by reducing the number of contracts, purchase
orders and invoices. Shamrock will be responsible for conducting regular inventories, and
restocking items that fall below minimum inventory thresholds.
In accordance with the RFP evaluation results, staff recommends awarding an agreement to
Shamrock Supply Company, Inc. Shamrock has experience, has been servicing the City since
2012, and has proven experience performing similar services for other agencies. Due to their long-
term commitment and investment in providing the City with a more automated approach, staff is in
favor of a five-year term with two one-year renewal options. The proposal contained a clear path
toward achieving City goals and objectives as required by the RFP.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #6 - Community Facilities &
Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City
assets), Strategy C (invest resources and technology to extend the service life of existing
infrastructure to protect the City's investment and support a high quality of life standard).
FISCAL IMPACT
Funds for the annual amount of $750,000 for this agreement will be included and available in the
Fiscal Year 2020-21 proposed budgets and for future years in various departmental accounting
units, under Miscellaneous Operating Expense account number, 63001.
Exhibit 1: Agreement
25D-2
EXHIBIT 1
CONSULTANT AGREEMENT
CITY OF SANTA ANA
THIS AGREEMENT is made and entered into on this 1st day of July, 2020 by and between
Shamrock Supply Company, Inc., ("Consultant"), and the City of Santa Ana, a charter city and
municipal corporation organized and existing under the Constitution and laws of the State of
California ("City").
RECITALS
A. The City desires to retain a Consultant having the special knowledge and ability to supply
maintenance, repair and operations equipment and materials.
B. Consultant represents that Consultant is able and willing to provide such services to the
City.
C. In undertaking the performance of this Agreement, Consultant represents that it is
knowledgeable in its field and that any services performed by Consultant under this
Agreement will be performed in compliance with such standards as may reasonably be
expected from a professional consulting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Consultant shall perform during the term of this Agreement, the tasks and obligations
including all labor, materials, tools, equipment, and incidental customary work required to fully
and adequately complete the services delineated in Consultant's proposal and set forth in Exhibit
A, attached hereto and incorporated by reference, and as described in the scope of services that
was included in REP No. 20-019, which is attached as Exhibit B and incorporated in full.
Consultant shall provide City with an extranet portal to place orders electronically.
Consultant shall provide City, at no additional cost to City, an Opti-Crib solution as presented in
Exhibit A.
2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services for
City, the rates and charges identified in Exhibit A. The total amount to be expended
during the term of this Agreement shall not exceed $5,250,000 (including extension
periods). This sum shall be comprised of a not -to exceed annual amount of $750,000
during the initial five (5) year term of this agreement and for any extension periods
exercised by the City per Section 3, below.
Page 1 of 10
25D-3
b. Prices identified above shall remain fixed during the first six months of the Agreement
and reviewed semi-annually (January/July). The Contractor shall provide an updated
price list to the City. Price adjustments may be requested by Supplier based on
manufacturer quotes/renewals, part number updates/changes, engineering specification
changes, commodity/market changes, or items previously priced incorrectly. Product -
specific adjustments shall be allowed `off -schedule' for materials reflecting a 4.0% or
greater product manufacturer/supplier cost increase, and Consultant shall provide
documentation verifying manufacturer/supplier cost increase. The Executive Director
or their designee handling this Agreement shall provide written confirmation of the
City's consent of the new prices at a at a rate not -to -exceed the percentage increase of
the product manufacturer/supplier cost increase charged to the Consultant.
c. Any increase in costs will not be reflected by a change in the overall compensation
notes in Section 2.a., above. Any increase in compensation to Contractor shall require
approval by the City Council.
d. Payment by City shall be made within forty-five (45) days following receipt of proper
invoice evidencing work performed, subject to City accounting procedures. Payment
need not be made for work which fails to meet the standards of performance set forth
in the Recitals which may reasonably be expected by City.
3. TERM
This Agreement shall commence on the date first written above for a five (5) year term
with the option for the City to grant up to two additional one-year terms, exercisable by a writing
by the City Manager and the City Attorney, unless terminated earlier in accordance with Section
15, below.
4. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an
independent Consultant and not an employee of the City. This Agreement is not intended nor shall
it be construed to create an employer -employee relationship, a joint venture relationship, or to
allow the City to exercise discretion or control over the professional manner in which Consultant
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Consultant shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Consultant shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
Page 2 of 10
25D-4
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant
shall require all subcontractors to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subcontractor prepares under this Agreement.
Consultant represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard to
Documents & Data which were provided to Consultant by the City. City shall not be limited in
any way in its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
Proprietary rights created, conceived, developed, and/or reduced to practice by Consultant and/or
its subcontractors prior to the performance of services, including expressly the OptiCribTM
storeroom management program, remain the proprietary rights of Consultant. For any pre-existing
proprietary rights used, incorporated into, required for use, or provided with any services or
materials to City, Consultant will make available to City a non-exclusive, irrevocable, perpetual,
license for those pre-existing proprietary rights that are integral to the City's complete enjoyment
of the services or materials provided in conjunction with this Agreement.
6. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall maintain
and shall require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Commercial General Liability Insurance. Consultant shall maintain commercial
general liability insurance naming the City, its officers, employees, agents,
volunteers and representatives as additional insured(s) and shall include, but not be
limited to protection against claims arising from bodily and personal injury,
including death resulting therefrom and damage to property, resulting from any act
or occurrence arising out of Contractor's operations in the performance of this
Agreement, including, without limitation, acts involving vehicles. The amounts of
insurance shall be not less than the following: single limit coverage applying to
bodily and personal injury, including death resulting therefrom, and property
damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the
aggregate. Such insurance shall (a) name the City, its officers, employees, agents,
and representatives as additionalinsured(s); (b) be primary and not contributory
with respect to insurance or self-insurance programs maintained by the City; and
(c) contain standard separation of insureds provisions.
b. Business automobile liability insurance, or equivalent form, with a combined single
limit of not less than $1,000,000 per occurrence. Such insurance shall include
coverage for owned, hired and non -owned automobiles.
C. Worker's Compensation Insurance. In accordance with the provisions of Section
3700 of the Labor Code, Contractor, if Consultant has any employees, is required
to be insured against liability for worker's compensation or to undertake self-
insurance. Prior to commencing the performance of the work under this
Agreement, Consultant agrees to obtain and maintain any employer's liability
insurance with limits not less than $1,000,000 per accident.
Page 3 of 10
25D-5
d. If Consultant is or employs a licensed professional such as an architect or engineer:
Professional liability (errors and omissions) insurance, with a combined single limit
of not less than $1,000,000 per claim with $2,000,000 in the aggregate.
e. The following requirements apply to the insurance to be provided by Consultant
pursuant to this section:
i. Consultant shall maintain all insurance required above in full force and
effect for the entire period covered by this Agreement.
ii. Certificates of insurance shall be furnished to the City upon execution of
this Agreement and shall be approved by the City.
iii. Certificates and policies shall state that the policies shall not be canceled or
reduced in coverage or changed in any other material aspect without thirty
(30) days prior written notice to the City.
iv. Where the amounts or coverage provided by the certificates of insurance
provides coverage greater than those listed by this Agreement, the amounts
provided by the certificates of insurance shall be incorporated by reference
into the Agreement.
V. Consultant shall supply City with a fully executed additional insured
endorsement.
f. If Consultant fails or refuses to produce or maintain the insurance required by this
section or fails or refuses to furnish the City with required proof that insurance has
been procured and is in force and paid for, the City shall have the right, at the City's
election, to forthwith terminate this Agreement. Such termination shall not affect
Contractor's right to be paid for its time and materials expended prior to notification
of termination. Consultant waives the right to receive compensation and agrees to
indemnify the City for any work performed prior to approval of insurance by the
City.
7. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, contractors, special counsel, and representatives from liability: (1) for personal
injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for
personal injury, including death, and claims for property damage, which may arise from the
negligent operations of the Contractor, its subcontractors, agents, employees, or other persons
acting on its behalf which relates to the services described in section 1 of this Agreement; and (2)
from any claim that personal injury, damages, just compensation, restitution, judicial or equitable
relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and
hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial
or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in
this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant
further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including
fees and costs for special counsel to be selected by the City, regarding any action by a third party
challenging the validity of this Agreement, or asserting that personal injury, damages, just
compensation, restitution, judicial or equitable relief due to personal or property rights arises by
reason of the terms of, or effects arising from this Agreement. City may make all reasonable
Page 4 of 10
25D-6
decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing,
to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity
shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of,
pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.
8. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and
employees against any and all liability, including costs, for infringement of any United States'
letters patent, trademark, or copyright infringement, including costs, contained in the work product
or documents provided by Consultant to the City pursuant to this Agreement.
9. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed
under this Agreement. Consultant shall maintain complete and accurate records with respect to
the costs incurred under this Agreement and any services, expenditures, and disbursements
charged to the City for a minimum period of three (3) years, or for any longer period required by
law, from the date of final payment to Consultant under this Agreement. All such records and
invoices shall be clearly identifiable. Consultant shall allow a representative of the City to
examine, audit, and make transcripts or copies of such records and any other documents created
pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all
work, data, documents, proceedings, and activities related to this Agreement for a period of three
(3) years from the date of final payment to Consultant under this Agreement.
10. CONFIDENTIALITY
The parties mutually agree that the receiving party shall hold in strict confidence the
disclosing party's confidential information furnished herein, or reproduced or developed by the
receiving party based on the disclosing party's confidential information for the greater of the
following periods: (a) three (3) years from the date of receipt of the confidential information, (b)
for so long as the confidential information constitutes trade secrets under applicable laws, or (c)
until such time as the disclosing party provides notice that such information is no longer
confidential. The receiving party agrees that it shall not use, disclose, reproduce, distribute, reverse
engineer, or otherwise misappropriate disclosing party's confidential information and shall take
no action that may cause, or fail to take any action to prevent causing, any confidential information
to lose its character as confidential information. The receiving party's protective measures shall
include the degree of care that the receiving party utilizes to protect its own trade secrets and
confidential information of a similar nature, which shall be no less than reasonable care. Each
party shall inform its respective authorized personnel of the confidentiality obligations under the
Agreement.
"Confidential Information" shall include all nonpublic information. Confidential
information includes not only written information, but also information transferred orally, visually,
electronically, or by other means. Confidential information disclosed to either party by any
subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations
Page 5 of 10
25D-7
of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in
publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly
available source; (c) is in rightful possession of the Consultant without an obligation of
confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently
developed by the Consultant without reference to information disclosed by the City.
Consultant has been advised and is aware that this Agreement and all reports, documents,
information and data, including, but not limited to, computer tapes, discs or files furnished or
prepared by Consultant, or any of its subcontractors, pursuant to this Agreement and provided to
City may be subject to public disclosure as required by the California Public Records Act
(California Government Code Section 6250 et seq.). Exceptions to public disclosure may be those
documents or information that qualify as trade secrets, as that term is defined in the California
Government Code Section 6254.7, and of which Consultant informs City of such trade secret. The
City will endeavor to maintain as confidential all information obtained by it that is designated as
a trade secret. The City shall not, in any way, be liable or responsible for the disclosure of any
trade secret including, without limitation, those records so marked if disclosure is deemed to be
required by law or by order of the Court.
11. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct
or indirect, which would conflict in any manner with performance of services specified under this
Agreement.
12. NON-DISCRINIINATION
Provider shall not discriminate because of race, color, creed, religion, sex, marital status,
sexual orientation, gender identity, gender expression, gender, medical conditions, genetic
information, or military and veteran status, age, national origin, ancestry, or disability, as defined
and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization,
promotion, termination or other employment related activities or any services provided under this
Agreement. Provider affirms that it is an equal opportunity employer and shall comply with all
applicable federal, state and local laws and regulations.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Contractor, and supersedes any and all other agreements, oral or written, between the parties. In
the event of a conflict between the terms of this Agreement and any attachments hereto, the terms
of this Agreement shall prevail. This Agreement may not be modified except by written instrument
signed by the City and by an authorized representative of Contractor. The parties agree that any
terms or conditions of any purchase order or other instrument that are inconsistent with, or in
addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each
party to this Agreement acknowledges that no representations, inducements, promises or
agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any
party, which is not embodied herein.
Page 6 of 10
25D-8
14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Contractor,
Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement shall
be construed to limit the City's ability to have any of the services which are the subject to this
Agreement performed by City personnel or by other Contractors retained by City.
15. TERNIINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant
compensation for all services performed by Consultant prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to
deliver to the City all work product(s) completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Consultant consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work which fails to meet the standard of
performance specified in the Recitals of this Agreement.
Notwithstanding any other provision in this Section 15, in connection with any expiration
or termination of the Agreement, upon City's request, Consultant shall take all necessary and
appropriate actions to accomplish a complete, timely, and seamless transition from Consultant to
City, or to any third party service -providers designated by City, of services and materials provided
in conjunction with this Agreement.
The parties shall use commercially reasonable efforts to complete this transition within
three (3) months after receipt of the notice of termination of this Agreement. Consultant, City, and
any third party service -providers, shall confer and negotiate in good faith to reach mutual
agreement on and to document a written plan that allocates responsibilities and describes the
respective work of the parties for transition of services and provision of materials.
The parties shall make every effort to re -purpose consigned inventories through `burn -
down,' acquisition by third party service -provider, or similar, however City shall purchase
remaining Consultant -consigned, program -specific inventories remaining at expiration or
termination of the Agreement.
16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed by
Page 7 of 10
25D-9
the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or
remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not
similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
17. JURISDICTION - VENUE
This Agreement has been executed and delivered in the State of California and the validity,
interpretation, performance, and enforcement of any of the clauses of this Agreement shall be
determined and governed by the laws of the State of California. Both parties further agree that
Orange County, California, shall be the venue for any action or proceeding that may be brought or
arise out of, in connection with or by reason of this Agreement.
18. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder
and required by the laws and regulations of the United States, the State of California, the City of
Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and
in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and
exemptions. Said inability shall be cause for termination of this Agreement.
19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
To City:
Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:
Executive Director, Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, California 92702
Page 8 of 10
25D-10
To Contractor:
Michael J. O'Connor
President/CEO
Shamrock Supply Company, Inc.
3366 E La Palma Ave
Anaheim, CA 92806
Fax: 714-575-3639
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney's fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b. The Agreement is the final and complete agreement and any prior or
contemporaneous agreements for similar services between the parties is superseded
by this Agreement. This shall not apply where the Parties are currently engaged
and Consultant is providing services not contemplated by this Agreement.
C. All Exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
[Signatures on the following page]
Page 9 of 10
25D-11
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first
above written.
ATTEST:
Daisy Gomez
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
By: U O
Jose Montoya
Deputy City Attorney
RECOMMENDED FOR APPROVAL:
Nabil Saba
Public Works Agency
CITY OF SANTA ANA
Kristine Ridge
City Manager
CONSULTANT:
Michael J. O' onnor
President/CEO
Page 10 of 10
25D-12
EXHIBIT A
25D-13
T9he y
[�?l
SII�gE�N�@°�y®pgCK SHAMROCK* SUPPLY CO. SHAMROCK *SUPPLY CO. SINGLE&POINT
Compa EIeS HARDWARE • T OLS • SAME DE MEXICO A I L '
FERRETERIA•HERRAMIENTAS-SEGURIDAD
March 18, 2020
Ms. Gabriela P. Lomeli
Project Manager
City of Santa Ana
Public Works Agency
20 Civic Center Plaza
Santa Ana, CA 92701
Regarding: Request for Proposal No. 20-019
Vendor Managed Inventory (VMI)/
Total Cost of Ownership (TCO) Reduction Programs
Consignment Maintenance, Repair & Operations Supplies
Shamrock Supply Company, Inc.
Dear Gabriela:
On behalf of Shamrock Supply Company, I want to thank you for the opportunity to present our
solutions for supply chain management services and consignment inventory for MRO supplies
and equipment in conjunction with City of Santa Ana Central Stores. As you may know,
Shamrock Supply Company, Inc. has been serving the industrial supply requirements of
businesses throughout Southern California for over thirty-five years, and has established itself
as an innovative and agile distributor of a broad range of industrial products and services. We
believe that our success has resulted in large part from the people -centered approach that we
have taken in developing focused and responsive supply chain solutions for our customers, and
we look forward to the continued development of our sourcing partnership.
In response to your request, we have detailed aspects of our VMI programs, incorporating City
of Santa Ana requirements described in the RFP and recommendations for continuous
improvement that we have observed/developed, based upon our current support of Central
Stores, including significantly information regarding our OptiCribTM solution — a powerful, new
high-tech tool for managing B2B durable and consumable materials delivery in a 'frictionless'
storeroom or warehouse environment — no attendants required. The system leverages artificial
intelligence and high -definition optical sensors combined with precise weight -sensing
technology to automate intelligence into on -the -shelf inventory levels, providing an accurate and
continuously -available (24/7), total -accountability solution for efficient inventory management,
with the City of Santa Ana pilot installation scheduled for late April/early May, 2020. It is our
intention that these program details might structure our continued collaboration in designing and
implementing successful and cost-effective supply chain solutions. Certainly, these details can
be further refined to meet any additional requirements you may have.
25D-14
SHAMROCK SUPPLY COMPANY, INC.
City of Santa Ana
RFP No.:20-019
VMIProgram/Value-Added Service Proposal
March 18,2020
Paae 2
Gabriela, we recognize that you have several options available for industrial products and
services, and we appreciate the opportunity to enhance our current service offering. We are
confident that our program design, collaborative approach, and commitment to total cost of
ownership (TCO) reduction align well with your goals for material availability and inventory
management cost reduction and program implementation can be effected immediately, building
upon our existing systems, processes, and personnel integration.
We look forward to our continued discussion and to a successful program implementation.
Thank you, again.
Yours sincerely,
Shamrock Supply Company, Inc.
Michael J. O'Connor
President/CEO
25D-15
/Vl Shamrock SHAMROCK SUPPLY CO. SHAMROCK SUPPLY CO. SINGLE POINT
■ CUm pan es •AR•WARE •T OEf • RAMY OF MEXKO
ffRRfTERIw•NERMMIFNIA3•SfGUlI0A0
SHAMROCK SUPPLY COMPANY, INC.
Founded in 1975, Shamrock Supply Co. is a
general line industrial distributor of Tools,
Hardware, and Safety/PPE supplies and
equipment, based in Anaheim, CA with sales
branches in Los Angeles, CA and Tijuana,
M6xico, providing product sourcing/material
support and supply chain services to
customers in the utilities, aerospace,
manufacturing, financial services, leisure and
entertainment, governmental, education, and
aviation market sectors.
Company and Capability Overview
Our Focus: To deliver total value and to create competitive advantage for the City of Santa Ana
through industry expertise, innovation, flexibility, and client -centric approach
Our Model: "Collaborative Commerce"
A Proven, Innovative, Integrated Supply Partner — Shamrock Integrated Supply (SIS) has
partnered with leading companies across industry for MRO products/services
■ A compelling model for MRO supply management, incorporating the unique strengths of
leading, local distributors with the reputation for industry expertise, innovation, flexibility
and customer -centric focus in the management and delivery of MRO products and
services
■ A single point -of -contact for client contract management
• A commercial partnership, marked by a spirit of trust and collaboration, designed to
increase operational efficiencies and to promote mutual benefit by leveraging the core
competencies of partner organizations across the supply chain
■ Benefits: Promotes customer satisfaction, an atmosphere of goodwill among supply
chain partners, open communication, sharing of information, cost reduction, flexibility,
and continuous improvement in such areas as product design and quality, product
supply, inventory reduction strategies, logistics, emergency response, administrative
processes, and the development and utilization of WMDVBE subcontractors
• Product Sourcing Expertise — SIS has developed leading sourcing partnerships with
5,000+ domestic manufacturing/global sourcing partners and related product knowledge
to successfully support emergent requirements and to deliver innovative product/safety
solutions
25D-16
SHAMROCK SUPPLY COMPANY, INC.
City of Santa Ana RFP No. 20-019
Company and Capability Overview
March 18, 2020
Page 2
Supply Management Solutions: VMI Programs, JIT Product Delivery, On -Site Sourcing
& Materials Management, On -Site Storeroom/Satellite Inventory Management,
Consignment Inventory, Integrated Supply Solutions
OptiCribTm Frictionless Storeroom Management: OptiCribTM revolutionizes storeroom
management, powering seamless and friction -free inventory management within the
industrial and commercial supply space, utilizing ruggedized high -definition optical
sensors combined with precise weight -sensing technology to automate intelligence into
on -the -shelf inventory levels, providing an accurate and continuously -available (24/7),
total -accountability solution for the efficient management of durable and consumable
materials.
Local Inventory/Logistics Support — Dedicated, local warehousing to the City of Santa
Ana, multi -million dollar MRO inventories, and direct sourcing relationships with stocking
manufacturers throughout Southern California to ensure on -time material delivery and
project up -time
o Over 5,000 actively -managed domestic supplier relationships guarantee a
product line, unequaled in breadth and depth, to ensure uninterrupted material
support for maintenance, repair, and operations (MRO) requirements
Product Segmentation: Abrasives/Cutting Tools, Adhesives/Tapes, Building Materials,
Communications, Electrical/Lighting, Fasteners/Hardware, Hand/Power Tools,
Lubricants/Sealants, Lumber, MRO/Janitorial, Packaging, Paint/Sundries, Pole Line
Hardware, Plumbing/PVF, Pumps, Compressors & Generators, Safety/PPE, Security,
Signage & Marking, Storage & Material Handling, Testing, Welding/Soldering... and
more!
e-Commerce Options: Client Syndicated Web -based Product Catalogue with
Customized Product Content and Secure Client Access
o Client -specific web -based product cataloguing and electronic material requisition
functionality, including "Personal Shopper" feature
o Benefits: City of Santa Ana ERP Integration, Multi -department MR Process
Standardization/Optimization (including e-Approval Facilitation), User-
defined/specific MR "Quick Reference" Lists, Product Standardization/
Specification Detail, Material Usage Reporting/Budget Control
Experienced Account Management
John Cassidy, Account Administrator and Outside Contact
® 30+ years in MRO distribution
® Manager of Key Accounts, including Boeing, LADWP, the City of Los
Angeles, etc.
Amanda Abarca, Customer Service/Inside Account Manager
Dedicated COSA Direct Contact
2+ years dealing directly with COSA as customer service, accounting,
and inside sales contact
® Prime inside account manager for key VMI customers
25D-17
S'":�r®�k SHAMROCK SUPPLY CO. SHAMROCK TSUPPLY CO. SINGLE&POINT
Companies HARDWARE
C T OLS SAFETY DE MEXICO
f ERRETERIA-HERRAMIENTAS•SEGIIRINAD
VENDOR -MANAGED INVENTORY (VMI) PROGRAM
CITY OF SANTA ANA CENTRAL STORES
Program Overview/Scope of Services
The purpose of the VMI program is to establish a mutually -beneficial framework for
management of facilities maintenance -related consumable materials and enhancement of
inventory management and requisition for the City of Santa Ana Central Stores, enabling
sourcing partners to focus upon their respective core competencies and to successfully
leverage the power of their joint operations to increase operational efficiency by optimizing
consumable material delivery at point -of -use and reducing total cost as it pertains to indirect
materials management.
To accomplish these goals, Shamrock proposes to provide `micro logistics' services for the City
of Santa Ana on an on -going basis, including vendor -managed inventory for Central Stores and
departmental -specific satellite inventory locations, as applicable, comprising approximately
650+ consumable SKU's. Due to storage space considerations, it is anticipated that reduced
Central Stores inventories will be maintained on -site with backstock maintained off -site at
Shamrock's main Distribution Center (Anaheim, CA) for inventory replenishment.
Inventory replenishment services will be provided on -site at a minimum of 1X/week (or as
requested by the City of Santa Ana) by program- and account -specific Shamrock personnel,
utilizing electronic material tagging (i.e., bar coding) and data capture technologies to facilitate
client -defined material usage reporting and inventory management. (It is anticipated that
additional inventory management time on -site will be required in the early weeks of program
implementation to complete configuration/set-up of inventory locations, including significantly
those associated with implementation of the OptiCribTM frictionless storeroom management pilot
and to minimize any material flow impacts.)
Inventory accessibility at point -of -use through Shamrock-managed/replenished inventory stores
is anticipated to fulfill primary program goals as described above. Material requisition of
emergent and/or unplanned materials (including additional quantities of point -of -use materials)
can be made to Shamrock via telephone/FAX and/or preferably through a customized on-line
web -based product catalogue/MR process with worksite-/requisitioner-specific delivery, as
required.
Further process enhancement is anticipated due to reduced requirements for supply chain
activities for the City of Santa Ana personnel in the areas of procurement, receiving/put-away,
accounting, IS, etc.
Program Advantages
25D-18
SHAMROCK SUPPLY COMPANY, INC.
City of Santa Ana
RFP No.:20-019
VMI ProgramNatue-Added Service Proposal
March18.2020
Paoe2
• Enhanced supply chain management
• Single source of supply (i.e., supplier consolidation)
• Enhanced flexibility of production scheduling/operator productivity
• Elimination of inventory stock-outs/Reduced inventory lead-times
• Reduced inventory carrying costs (i.e., 'smart' inventory)
• Reduced accounting requirement/Consolidated invoicing
• Instant point -of -use material availability/Automatic replenishment
• Increased budget control/Material usage tracking
• Receiving/Put-away requirement reduced/eliminated
• Reduced procurement activity
Contract Goals
• Provide quality products/supply chain management services that promote workforce
productivity and safety
• Deliver products in a timely manner to ensure up-time/continuity of operations
• Integrate operations with Arrowhead's to ensure ease of business and to be recognized
as a value-added resource
• Streamline operations to fulfill TCO reduction
• Secure a long-term/mutually profitable partnership
Inventory Replenishment ModellProcess Flow
Responding to the continued evolution of inventory management models, Shamrock has
tailored its vendor -managed inventory processes to meet the requirements of 'demand-pull' or
similarly 'just -in -time' operations. We have systems in place to manage inventories, release
them when signaled, and then replenish them according to customer -specific planning and/or
actual usage.
For this program, we propose a Central Stores Storeroom model, incorporating supplier -
consigned inventory for Central Stores. In this model, the City of Santa Ana and Shamrock will
identify desired inventory stocking levels, based upon historical usage, for Central Stores.
Shamrock will consign and manage Central Stores inventories for point -of -use distribution to the
City of Santa Ana requisitioners (i.e., point of purchase/title transfer) from Central Stores,
supported by additional dedicated inventories at Shamrock's main DC for replenishment, as
determined. This model provides active management of on -site Central Stores inventories,
ensuring inventory availability at point -of -use and for non -planned usage, etc., while also
addressing reduced storage space considerations. Inventories will be managed through visual
inspection with necessary replenishment processed electronically.
25D-19
SHAMROCK SUPPLY COMPANY, INC.
City of Santa Ana
RFP No.:20-019
VMIProgram/Value-AddedService Proposal
March 18.2020
Total Cost of Ownership (TCO) Reduction/Reporting
Shamrock will make available to the City of Santa Ana standard reports containing purchasing
and inventory information associated with this program. Furthermore, customized material
usage reporting by department will be provided, and Shamrock IT personnel will develop report
specifications in conjunction with the City of Santa Ana department managers. Additionally, in
our effort to strive for continuous improvement, Shamrock will provide documented TCO
reduction reporting. Presentation of TCO documentation will be presented periodically, during
performance review meetings, between Shamrock and the City of Santa Ana.
Continuous Improvement Opportunities
® Tri-Lateral Agreements with Manufacturers
® Product Standardization
® New Product Education and Training
® Safety Programs/Training
® On -going Process Review/Enhancement
Support
As your business partner, Shamrock is committed to delivering innovative, value-added supply
chain solutions designed to improve your processes and to assist you with cost management.
To that end, Shamrock will provide experienced technical support and product training to help
eliminate production down time and continuously work to refine the program's effectiveness.
Plus, with an experienced sourcing department, we are in a position to respond to any unique
requirements or unforeseen production needs.
Pricing
In light of our commitments to TCO reduction and cost containment, Shamrock makes every
effort to ensure that material pricing (i.e., 'first cost') is market -competitive and that special
pricing arrangements and contract terms are optimized. Through management of inventory
levels on repetitive products/bulk purchasing, product standardization, tri-lateral agreements
with manufacturers, etc., Shamrock strives to maintain static material costs, where possible.
For this program, a fixed SKU price will apply to all contract material. Material pricing will be
reviewed semi-annually (January/July) to reflect manufacturer price increase/decrease and/or
market volatility, and documentation of supplier pricing increases, where applicable, will be
provided to substantiate requested price increases. Material pricing increases resulting from
force majeure (e.g., acts of God, natural disaster, war, political unrest, etc.) in excess of 5.00%
25D-20
SHAMROCK SUPPLY COMPANY, INC.
City of Santa Ana
RFP No.:20-019
VMI Program/Value-Added Service Proposal
March 18,2020
will be submitted immediately upon notification. Amended pricing will become effective for all
new purchases fifteen (15) days following submittal of price amendment(s).
25D-21
APPENDIX
ATTACHMENT 3 —
AFFIDAVIT
(Title 23 United States Code Section i112 and
Public Contract Code Section 7106)
To the CITY OF SANTA ANA DEPARTMENT OF PUBLIC WORKS
In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the BIDDER declares that the bid
is not made in the interest of, or on behalf of, any undisclosed person, part pership, company, association, organization, or
corporation; that the bid is genuine and not collusive or sham; that the BIDDER'has not directly or indirectly induced or solicited
any other BIDDER to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived or agreed with
any BIDDER or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in any
manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the
BIDDER or any BIDDER, or to fix any overhead, profit, or cost element of the bid price, or of that of any other BIDDER, or to
secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all
statements contained in the bid are true; and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid
price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not
pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent
thereof to effectuate a collusive or sham bid.
Note: The above Non -collusion Affidavit is part of the Proposal. Signing this Proposal on the signature portion thereof
shall also constitute signature of this Non -collusion Affidavit. BIDDERS are cautioned that making a false certification
may subject the certifier to criminal prosecution.
Signed
State of California
County of L47�
Subscribed and swom to (or affirmed) before me on this day of J�1 , 20� by proved
to me on the basis of satisfactory evidence to be the person) who appeared before me.
ANDREW S. CHOI
COMM.=10439 9
NOTARY PUBUC a CAUFORMA g
ORANGE COU0.NTY
Comm. irea qu N.2021
Notary Public Signature Notary Public Seal
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE 17ONSIDERED NONRESPONSIVE.
City of Santa Ana RFP 20-0191
Attachment 3
25D-22
APPENDIX
ATTACHMENT 4 — NON -LOBBYING CERTIFICATION
The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and
belief, that:
3- No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any
person for influencing or attempting to influence an officer ot! employee of any federal agency, a Member of
Congress, an officer or employee of Congress, or an employe of a Member of Congress in connection with
the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the
entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any federal contract, grant, loan, or cooperative agreement.
If any funds other than federal appropriated funds have been (Paid or will be paid to any person for
influencing or attempting to influence any officer or employee of any federal agency, a Member of Congress,
an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal
contract, grant loan, loan or cooperative agreement, the undersigned shall complete and submit a "Disclosure
of Lobbying Activities".
This certification is a material representation of fact upon which reliance was placed when this transaction was made or
entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section
1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less
than $10,000 and not more than $100,000 for each such failure.
The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of
this certification be included in all lower tier subcontracts, which exceed $100,600 and that all such sub recipients shall certify
and disclose accordingly.
Firm Shamrock Supply
Signed and Printed Name:
Title Sales Manager
Date 03/17/2020
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
of Santa Ana RFP
Attachment 4
25D-23
APPENDIX
ATTACHMENT 5 —NON-DISCRIMINATION CERTIFICATION
The undersigned contractor or corporate officer, during the performance of this contract, certifies as follows:
The Contractor shall not discriminate against any employee or applicant f?r employment because of race, color, religion,
sex, or national origin. The Contractor shall take affirmative action to !insure that applicants are employed, and that
employees are treated during employment without, regard to their race,color, religion, sex, or national origin. Such
action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or
recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training,
including apprenticeship. The Contractor agrees to post in conspicuous Maces, available to employees and applicants
for employment, notices to be provided setting forth the provisions of thi, nondiscrimination clause.
2. The Contractor shall, in all solicitations or advertisements for employees laced by or on behalf of the Contractor, state
that all qualified applicants will receive consideration for employment Without regard to race, color, religion, sex, or
national origin.
3. The Contractor shall send to each labor union or representative of workerswith which he/she has a collective bargaining
agreement or other contract or understanding, a notice to be provided advising the said labor union or workers'
representatives of the Contractor's commitments under this section, and shall post copies of the notice in conspicuous
places available to employees and applicants for employment.
4. The Contractor shall comply with all provisions of Executive Order 1 1246 of September 24, 1965, and of the rules,
regulations, and relevant orders of the Secretary of Labor.
5. The Contractor shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and
by rules, regulations, and orders of the Secretary of Labor, or pursuant th�reto, and will permit access to his/her books,
records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain
compliance with such rules, regulations, and orders.
6. In the event of the Contractor's non-compliance with the nondiscrimination clauses of this contract or with any of the
said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the
Contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in
accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may
be imposed and remedies invoked as provided in Executive Order 11246 o September 24, 1965, or by rule, regulations,
or order of the Secretary of Labor, or as otherwise provided by law.
City of Santa Ana RFP 20-019
Attachment 5 (Page 1 of 2)
25D-24
APPENDIX
ATTACHMENT 5 —
7. The Contractor shall include the portion of the sentence immediately
paragraphs (1) through (7) in every subcontract or purchase order unle
the Secretary of Labor issued pursuant to Section 204 of Executive Or
provisions will be binding upon each subcontract or purchase order as tl
enforcing such provisions, including sanctions for noncompliance; prop
becomes involved in, or is threatened with, litigation with a subcontract
administering agency, the Contractor may request that the United States
of the United States.
CERTIFICATION
eceding paragraph (1) and the provisions of
exempted by rules, regulations, or orders of
r 11246 of September 24, 1965, so that such
administering agency may direct as means of
ed, however, that in the event the Contractor
or vendor as a result of such direction by the
fter into such litigation to protect the interests
8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended,
No discrimination shall be made in the employment of persons upon public works because of race, religious creed, color,
national origin, ancestry, physical handicaps, mental condition, marital status; or sex of such persons, except as provided in
Section 1420, and any contractor of public works violating this Section is subject to all the penalties imposed for a violation
of the Chapter.
Signed:
Title: g
Sales Manager
Firm:
Shamrock Supply
Date:
03/17/2020
THIS FORM MUST BE COMPLETED AND INCLUDED (WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
Tanta Ana RFP 20-019
ment 5 (Page 2 of 2)
25D-25
APPENDIX
ATTACHMENT 6 — AGREEMENT S+
ATEMENT
Proposer understands that the Proposer will enter into an Agreement sim`Ilar
Appendix of this RFP. If a Proposer is unwilling or unable to execute an
notified of selection under this RFP, the City reserves the right to select tho
Proposals, whichever the City deems most appropriate.
to that as shown in Attachment 2, in the
greement within thirty (30) days after being
next most qualified Proposer or call for new
Proposer concurs to the statements in the sample agreement, with the exception
of the following:
Shamrock Supply takes no exceptions to the sample agreement and concyrs
to the statements therein.
I
Firm Name Shamrock Supply
Printed Name: John
Signature:
0
Titl Ie: Sales Manager
late: 03/17/2020
THIS FORM MUST BE COMPLETED AND INCLUDED WIT H THE PROPOSAL
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE (JONSIDERED NONRESPONSIVE.
Santa Ana RFP
Attachment 6
25D-26
APPENDIX
ATTACHMENT 7—RE.
List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies,
equipment or services included in the scope of the proposal specifications. IThe City reserves the right to contact each of
the references listed for additional information regarding your firm's qualifications.
Reference
Customer Name: SOUTHERN CALIFORNIA EDISON
Address: 501 S. Marengo Avenue
Alhambra, CA 91802
Contract Amount: $25M/Annum (Total Contract)
Description of supplies, equipment, or services provided:
Vendor -managed Inventot
ram for Tools, Hardware and Ec
Reference
Customer Name: THE STUDIOS AT PARAMOUNT
Address: 5555 Melrose Avenue
Los Angeles, CA 90038
Contract Amount: $3.5M/Annum
Description of supplies, equipment, or services provided:
VMI Program w/Consignment Inventory and On -Site Product Sourcin
Reference
Customer Name: NATIONAL OILWELL VARCO
Address: 743 N. Eckhoft Street
Orange, CA 92868
Contract Amount: $250K/Annum
Description of supplies, equipment, or services provided:
VMI
Contact Individual: Aaron Moreno. Senior
Phone Number: E
Facsimile Number:
Year: 2000-2020
lent for Construction anc
Business Unit
Contact Individual: At Valdez, Director, Studio Operations
Phone Number: 321956-1676
Facsimile Number:
Year: 2015-2020
Personnel) for Studio Supply Center, supporting Facilities Maintenance
Contact Individual: Melisssa Prenger, Supplier Account Manager
Phone Number: 71456-1477
i
Facsimile Number:
Year: 2009-2020
and Automated Product Vending Machines for
Production -related Materials and Safety/PPE
THIS FORM MUST BE COMPLETED AND INCLUDED ITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE C NSIDERED NONRESPONSIVE.
Tanta Ana RFP 20-019
Attachment 7
25D-27
T
O
�
C
N
r�
C
9
N
h
aU+
�
�
N
b
00
y
V
c
y
C
L
T
�
Q
w
O
C
N
O
cn
W
O
7
CO
G
U
C
,0
u
R
^y
C4
Fri
c
to
ccnn
oc
z
o.
E
y
Ocd
O
E
o
L
H
(e
E
Q
¢
a
y
ai
r.
o
°
8
°n
o
G
m
a.1
O
0
T
G
C
p
i
e
(�
C
�
ctl
O
C
�O
N
O
U
Utl
U
=
O
0.
r
0
0.
L
W
y
�
0
U
O0
U
O
E
E
L
c
O
y
O
'Y
C
ra
O
�
y
w
o
�
a
L
m
N
E
u
0
0-
L
cuo
O
N
07
O
�n
® W
Zuco
lf)
CDLO
M
N
°'
m
O)
cq
�p
o
C6
cnO
F a
N
nM
ND
M
V
u
K
0.O
co
co(nmZN
N
I
sp
O
M
Ip
fuR�
m
M
en
m
w
M
M
M
w
O
F Q
}}Ln
Q z 1-
0
0
N
m
N
O
ct
u01
M
COm
O
O
Ln
rl
M
N
m
V1
fn
•-1
^
a
M
a
N
Q
U'
W
ID
U
U
W
V
u
u
U
u
U
U
U
u
Z
(O
o
-
u
W
0
N
u
J
J
LL
C=
Q
Ln
O
Y
N
O
(_D
J
L
co
0
ii
LL
lD
QZQ
l}
M
m
,QZ�
V
DoV
Z
Y
heC7
p
N
O
G
N
'�
O
LO
Ol
O
Z
J
(O
0
he
Z
J
C
C
H
O
n
II,
O
N
N
C7
U
O
V^1
Z
j
p
p
p
G
vOi
vtDi
g
a
Z
a
v
lu7
(Qi
vYi
V0f
2
S
Q
\
u
as
J
O
O
u
Q
C
w
O
Y
o
N
O
Z
W
l..S
Vf
Vr
a
a
LL
y
3.
W
u
00
Z
oW
Z
a
vJ�
m�
gu�Z3
Y
J
NZ
O
Z
Q
0
mcc
0
J
m
F
O.
O
M
J
LL
0
LL
m
W
W
Z
Q
C
u—
G
W
\
LL
O
t0
W
M
Nz
Cc
®
Q
Vf
~
Q
OW
LL
X
X
M
X
X
X
Z
J
a
M
X
pcW,
?
C
Z
r
O
U
Q=
(=
W
O
Z
Y
W
O
J
Fo
J\
Q
J
Q
.
La
W V
Vf
O
C
y.
O
O
0
in
a
a OC
U C.
W Q
W
W
W
O
J
Z
QQ
C
J L
%~~
O W
a
¢�a
N
OJ
Z J
Z
Z
Z
W¢
Z J
Q
O
m
U
u n
U a
U
e-1
U
J U
J
J
J
J U
H
LL
•-1
N
M
V.
0
(O
h
00
cn
O
W
N
N
N
eM-I
I
C E
ca
co
`o
T
a
25D-28
oN0O�
�
U
N
pOO
N
O
NmW
O
M
YI
m
0
p0
m
N
M
p
N
co
aOp
r
w
/9
M
r
M
w
»
O
M
M
M
ea
w
V
d
p
0
M
V
M
0D
pMp
O
p
M
0
pp
CD
p
pip
O
Oi
NN
N
m
MN
ao
MW
V
N
N
ea
N
MWN
W
fp
f9
!9
Q=
O
O
O
M
O
ul
O
O
O
O
N
O
O
m0
0
Z
N
m
O
O
Ln•i
N
N
m
O
O
O
O
O
O
i-,
O
N
N
Ln
O
N
•i
�y
e-I
rl
M
m
�-i
N
00
d'
lD
ei
Q
Wyy��
ii
C7
NN
tt//��
tt//��
¢
¢i
¢
K
K
0:
0:
d'
K
C
OC
cox
U
U
V
V
V
W
w
W
d
d
d
d
d
d
d
d
he
N
O
5
g
p
5
LL
p
p
o
a
Ln
d
a
m
m
m
o
0o
n
J
g
in
n
n
o
J
¢
N
00
00
00
m
rl
m
O
m
m
M
M
M
T
CC
m
oo
IOA
�
_m
L^A
l�0
p
N
W
W
W
O
O
'"�
W
0
0
0
O
O
��
�
QQ
Cc
W
ti
M
O1
a
a
a
a
m
m
LD
at
¢
¢
¢¢
m
m¢
a
a
d
a
0i
x
u
¢
x
Z
~
w
w
0C
c
w
O
Q
w
z
O
O
¢
d
d
r
O
cg
c�
m
y
X
W
J
J
M
m
o
U
N
Z
lG
>C
u
w
m
J
_
o}
>
a
=
?
2
z
Ln
Q
Q
0:
F>
w
mp
o
w
vn
of
Z
®
m
Z
0:m
w
4
w
ao
0o
3
x
Z
W
Z
o
d
Z
g
0
U¢
o
3
a
a?
?
a
w
Y
C O
J 1�
w
0-Ln
H
0
m
a
a
N
yy=
W
W
C
LL
O
u
C
W
O U
J
m
W~
H
J
J
m
C
X
>
O
�
cL
W
J
F
H
J
Q,
J
Y
m
J
W
W
®
y2
O d
0
g
O
LL
LL
N
N
W
Z
J
O
>
d
N
O
J^
m
F-
to
to
S
OW
N
CIZ
3
w
W
W~
J
G
W
O
¢
J
�'
J
Y
Y
�%
H
a
U
d
a
Z
0
v=i
m
C7
l7
m
H
H
Y
o
N
N
m
m
in
�^
Z
F_
F
l.7
U'
w
v~i
0
B
B
F-;\
m
W
W
m
i>%>
w
i>
d'
¢w
¢
000
O
O
OdN
yJ
Or
O
¢�
¢
�=
JO
OJ oo
IDS
m
ccF
N H
H
U
H
Q rl
m 0
1-
2 0
2-
l9
(D
l)
0
0 LL
0
Q H
H
ko
1�
m
01
O
.ti
N
M
V
Lfl
lO
n
m
T
O
�'-�
N
M
t
N
�-'�
N
'i
H
N
N
N
N
N
N
N
N
N
N
M
M
M
M
m
M
a.
a
c
25D-29
® W
'�
'�
o
o a
0
N oo
c
a
coo
4
u^
ci
r
v;
o
o
Cl)
o
o
w
o
m
v o
W oo
nog
C6
N
t+I
W
O
Of
O
W
w
fA
N�
EA
M
Eli
�
N
69Y
W
u
C6
r
r
aa
f0
NCY)
OOi
O
"MV,
O
f00.
N
co
M
cm
~
n
0.
W
W
Ui
NN
L6
NNi
�
�
n
O�
m
W
N
h
W
to
&9.
16
in
W
ms
r
6i
W�
d
OO
in
g
a
o0
ovi
`n
ro
in
N
mm
En ¢
W
0
W
W
m
W
W
W
W
W
W
W
W
W
W
W
W
X
W
m
W
W
Z
o
O
W
m
oZ
2
j
U
CO
R
ty
N
_V
NJ
N
O
X
Ln
he
Q
me
ffJJ'
O
v1
'n
z
f�
f�
NtV
O
Oy
iNmW
mQ
OOf�
ON
OO
hOti
tNpp�1
O
th
=
CDCD
O
N08
N
m
rn
p
w
W
O
Z
1=U
m
ULW�mv0
a
i
Qa
<
I
Y
Q
X
Q
Z
W
Q
O
N
X
N
\
O
d
d 1,
O
cc
Q
Z
_i
W
C7
ii
u
Vf
O
w
Q
c
v
.ti
x
m
^�
�j
O
u
O
0
Q
2
U
>
d
w
z
c
0
v'
LD
C
O
V
W
O
Vf
1
d
2
N
g
N
X
Wm
Z
o
3
a
v
O
u
>
d
_'
X
c�
®
_�
v�
vai
N
Z
00
°
N
X
U
g
~a
d
N
u
LO
Z
BL
W
C
O
u LL
JO
W
>O
O
CC
d
�-1
O
M
a
m
X
2
�+
g
D
O
n
z d
m
Q
O
Y
z
2
u
X
m
F-
W
W
®
g
i
X
K
C
N
p
C
C7
m
O
Q
u
J
U�
>
m
Z~
O
U
2
=
O
Y
d
fr1
CC
Y
Y
S
FX
"' m
Q=
W
W
Z
VI
N
K
W
O
d
H
Y
Z U
Q
Q
u
U
to
Q x
W
Z p
m
N Z
V
d'
Z
N
W
K
N
WW
W W
Z
d m
W
W
"'E
~==
Q=
a
N
X
d
O
d
O
Ww
z
m
O
Ox
h
d>
r
x
azzz��
0
0
m�
m,
F
N
Y
J F-
N
W
W
S U
U
Q
r��
W
W
>j
W
K c
X?
M
O
W
W
dQ
z i
�W{-
oc
LL
U
O
U
Q
O
W
0
QrQ Q
y= Fr
O
Q
z o
m
0 0
N dd
ON
m
d
m 2
U 5
W U
>i
U
N
Vxf
Y Q
2 0
Wu
ZMM
n
V
cT
V
a
ID
V
V
V
u01
t~A
VNf
Vmf
L�l/
V�1
m
c
CD
U
co
Q
25D-30
W W
®XW
0
0
0
O
N
m
O
LO
O
O
O
O�O
qJ
Lu
O
—mf0
nj
0
Np
NO
O
�C-i
N
D
m
fro
Ow
IL
C9
N
fO
r,
N
NM
M
W
O
69
64
di
(
fy0
i1
ffi
0
GJ
I
6
W
N
N
M
LO
f7
a
O
CDIDm
r
[M
O
fD
Nl
r
W
N
a)M
N
�j
M
M
O
m
Cl)
Z
N
CD
609
�
69
vi
�
Q O
O
M
O
M
O
O
M
LA
N
Ln
N
O
LA
ul
N
ul
N
Ln
N
Ln
N
N
I�
Ln
N
zcr
N
O
N
m
m
N Q
W
W
W
W
W
W
W
W
W
W
W
W
W
W
W
W
W
O
7
K
(
�I
cn
M
M
N
o
O
W
Y
O
Z
n
n
O
Y
�
Y
LL
j
Q
m
UU
Ln
u
MEO
m
U)i
LL==
J
N
co \
N
en
lD
a
ry
O
(n
J
p�p
W
M
W
N
co
N
Z
t�/f
�AY1
r1lW
N
u01
00
M
�
C
vY'1
00
W
N
n
00
OH
N
N
W
O
O
W
LOO
W
OW
J
lD
d
aW-I
6
C
Vrj
aC
W-
>>
W
J
m
J co
O
d
N
0
M
H
J
J
Q
O I�
'i N
C
W
Q
01
eel
fa
O
O
LQif
h-
J
W
W
W
J
r
to
OC
V1
Lo
i
U
Z
O
>
O
C
Q
O
0
J
w
Y
w,
J
an
x
m
Q
U
Q
w
w
H
Z
N
J
l7
J
O
d
O
Co
O
m_
N H
U
O
O
Z
Q
rl
W
W
W
Y
Z
m
J
J a
l7
Y
O 0
J
O
a>
u
J
a??
�JY{
3
o
O
J
O-
U
ii
Aw
c071c7
O
Y
p
"
µ
L
3
w
\
<
cO
N
Cn
f7
h
LL
w
U-
_
l0
O
0
d
C
O
f�Y1
Z u
O
C W
O
d\
J
Q
Y
w
7
O
O
O Ol
,0
Q
� Z
Q
O
F-
LL
`
m
J
W
J
Q
CO
O
Or
Z
J
LL
H
LA w
W
\
0
Qc d'
W Q
�� w
a
W
U
W
U
d
J
U
V-
N
O
LOf1
C O
W
U
T
O
Q
Q
Q
Q
cn
fI1
W
IQ/f
d
1�
N
Lo
M co
O>-
H
W CY)M
Y
F
Z
Q
O
O
W
U
M
ti
0
0;,
O
D
H
W
U
W
Z
}}
W
W
G
W
O
c
H 00
W
J
W
J
W I
J f'
W
J
]G a
1..7 K
d
W
Q O
Cb
L
G. W
p, W
CL
CL W
6
0
W
Z
7
m
W
Q
N
0 Q
O
Ct
d
°
W
m
m
LL
LYf�J
G
<�W
5
5
ga
y
a�
>
�m
Lo
oo
on,
OW
Nw
mLo
a
r
0oLo
mLo
O
�
L
vn
vL
w
Lo
Lo
.m
w
r
r
r
O
O
6
N
aw
LL
� C
N
Q U
t m
co
U) Q
O
25D-31
c
oo
L
0
o
Zu
Ln
o
Lo)
Ln
r�
Loi
N04
w a
N
�p
�
�.
r
Ln
vi
o
,ri
ui
.17
W
0)
6s
H
M
ui
(00
�+
NLo
Ln
W
U
M
9L
m
r
r
N
o
m
m
r
r
�_
ti
M
Ln
0a1
r
co
N
V
co
(V
IA
VD
f9
f9
W
Q
OZ
O
0
0
N
O
O
O
O',
00
O
Ln
Ln
Ln
Q
W
W
W
W
W
U
U
J
O
m
yQj
Z
O
m
N
U
FE
N
m
m
n
co
N
.-+
��
LL
Ln
an
Kr
Ln
N
n
O
O
Ln
al
to
O7
O
a-1
O
a-1
O
.-L
O
ci
m
N
W-
Z
.-1
pi
N
m
O
O
O
O
M
~
o
0
m
0
v
O
a
O!
v
0
x
x
x
x
a
x
C!
O
U
il
uJ.
a
p
w
zmmm
m
vwi
u
w
Lpn
d
o
T
0
]C
J
00
i~/1
1
H
Y
O
p'
Ln
Z
Y
O
LL
p
W
Q
'oV"
mi
®
F
C3
O
X
J
\
H
Q
O
w
n
m
J
O
�
w
F
WZ
O
O
ui
m
-
U
p
p
w
0}}0
2
O
Zrrr'I
-
w
3
a
m
p>
ui
w
®
00
N
J O
00 *
.ti
cc
Q Z
=817
U
1-
Z
5p
Y
m
laLn
J
UOOQ
ZZ
m
vai
UO
Ln
vi
w
Ln
�LQ
arw_
LL J_
w
LLLL =,
N
co Z
J
O
�U
00y
a
zw
0oaam
Z
OF-
aHw
w
173
H W
G
F J
w
W Y
W
J
W
J
m t0
LL; M
Z
Z ...
J
J
W U
Z Z
m
m
CC U
CC Z
Q
U Q
Z a
p N
X
Z
LL
O W
LL
W W
W
O �-
O
6
W 5
L
W Q
0
W
\
O lD
J
Q V
U K
0 C
U N
CC
U Co
U lI..II
.-I
U
U Ln
n
co
cn
m
n
n
n
n
N
cc
ONO
filW
m
0
0
N
co
LLLL
� C
c E
U
�m
N Q
25D-32
APPENDIX
ATTACHMENT 8 — PRICING
C. Financial Incentives. List any financial incentives (rebates, etc.)
D. Escalation Clause: Pricing increases, if any, shall not exceed the annual Consumer Price Index (CPI).
Any anticipated increases must be submitted ninety (90) days prior to the annual renewal date with
supporting documentation and will require prior approval by the City.
PROPOSER Shamrock Supply Company
SIGNATURE:
NAME:
TITLE: CEO%tesc(en�
DATE: 03 f M
By my signature above, I, Micl;'� Ui CawwC (Name),
(Title), of Sic mtb �� o(� (Business Name),
hereby certify under penalty of perjury under the laws of the State of California, that I am officer or
employee of the organization with authority to obligate the organization.
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
City of Santa Ana RFP 20-019
Attachment 8
25D-33
APPENDIX
ATTACHMENT 9 — ADDITIONAL QUALIFICATIONS
Proposer's Additional Statement of Qualifications
The City will evaluate Attachment 9 — "Additional Qualifications Worksheet" for Proposer's provision of any of the
following three (3) value -add service categories. Proposer may select one or more categories for which Proposer can
perform. Proposer must complete Attachment 9 — "Additional Qualifications Worksheet" for consideration.
Catgory 1: End -User Functionality (circle Yes or No)
®
NO
Can Proposer provide online ordering capabilities through a dedicated portal,
displaying contract pricing?
Catgory 2: Vending Machine Solution or Other Solutions (circle Yes or N')
YES NO Can Proposer provide an electronic supply vending machin solution?
ES
NO
Does electronic supply vending machine solution have the functionality
multiple users?
to track
NO
Can you provide other similar solutions?
Catgory 3: Inventory Controls (circle Yes or No)
YES
NO
Can Proposer provide scheduled on -site visits to inventory expendable
hardware and supplies? The frequency of each visit shall b�
month or as otherwise requested by the Authority.
facilities
no less than once a
YES
N
Is there Additional Cost for Category 1? If so, what is the co
t?
Yes
No
Is there Additional Cost for Category 2? If so, what is the co
t?
YES
NO
Is there Additional Cost for Category 3? If so, what is the cos
?
PROPOSER
SIGNATURE:
NAME: John Cassidy
TITLE: Sales Manager
DATE: 03/17/2020
THIS FORM MUST BE COMPLETED AND INCLUDEDiWITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE dONSIDERED NONRESPONSIVE.
Tanta Ana RFP
Attachment 9
25D-34
r F
n�
a)
cr,f6
to
F
O
N
N
O
Q
M
Lo
00
n
vCD
n
z
s
v
o
a
In
9i
w
0
25D-35
m
O
co
N
O)
S
u
Q
m
E
m
a
m
J
w
co
M
M
APPENDIX
ATTACHMENT 8 — PRICING
R. Percentage -Off List Price Per Category. Provide the percentage -off list price for the categories listed
below as applicable. Include a link to current list pricing or attach documents. Proposers who are
unable to provide at least 75% of the categories listed below mIay be disqualified at the discretion of the
City.
Category
% Discount
Abrasives
47
Adhesives, Sealants and
Tape
Cleaning
15
Electrical
2'
Fasteners
57
Fleet and Vehicle
Maintenance
43
Hand Tools
43,
Hardware
3
HVAC and Refrigeration
7
Lighting
3
Lubrication
1l1
Machining
57'
Material Handling
30I
Outdoor Equipment
5
Paint, Equipment and
Supplies
141
Plumbing
10
Pneumatics
21'
Power Tools
35
Power Transmission
211
Pumps
1Q
Raw Materials
51
Safety
5
Security
5,
Test Instruments
51
City of Santa Ana RFP 20-019 j
Attachment 8
25D-36
ADDENDUM
-�
VShamrock
Companies
SHAMROCK�U SPPLY CO.
HAROwARE •TOOLS SAFETY
SHAMROCK+�SUPPLY CO.
DE MEKICO
TERRETERIA HERMMIENTAS SEOURIDAD
::.The
SGLE®POINT
IN
VENDOR -MANAGED INVENTORY (VMI) PROGRAM
CITY OF SANTA ANA CENTRAL STORES
Program Overview/Scope of Services
The purpose of the VMI program is to establish a mutually -beneficial framework for
management of facilities maintenance -related consumable materials and enhancement of
inventory management and requisition for the City of Santa Ana Central Stores, enabling
sourcing partners to focus upon their respective core competencies and to successfully
leverage the power of their joint operations to increase operational efficiency by optimizing
consumable material delivery at point -of -use and reducing total cost as it pertains to indirect
materials management.
To accomplish these goals, Shamrock proposes to provide 'micro logistics' services for the City
of Santa Ana on an on -going basis, including vendor -managed inventory for Central Stores and
departmental -specific satellite inventory locations, as applicable, comprising approximately
650+ consumable SKU's. Due to storage space considerations, it is anticipated that reduced
Central Stores inventories will be maintained on -site with backstock maintained off -site at
Shamrock's main Distribution Center (Anaheim, CA) for inventory replenishment.
Inventory replenishment services will be provided on -site at a minimum of 1X/week (or as
requested by the City of Santa Ana) by program- and account -specific Shamrock personnel,
utilizing electronic material tagging (i.e., bar coding) and data capture technologies to facilitate
client -defined material usage reporting and inventory management. (It is anticipated that
additional inventory management time on -site will be required in the early weeks of program
implementation to complete configuration/set-up of inventory locations, including significantly
those associated with implementation of the OptiCribTM frictionless storeroom management pilot
and to minimize any material flow impacts.)
Inventory accessibility at point -of -use through Shamrock-managed/replenished inventory stores
is anticipated to fulfill primary program goals as described above. Material requisition of
emergent and/or unplanned materials (including additional quantities of point -of -use materials)
can be made to Shamrock via telephone/FAX and/or preferably through a customized on-line
web -based product catalogue/MR process with worksite-/requisitioner-specific delivery, as
required.
Further process enhancement is anticipated due to reduced requirements for supply chain
activities for the City of Santa Ana personnel in the areas of procurement, receiving/put-away,
accounting, IS, etc.
Program Advantages
25D-37
SHAMROCK SUPPLY COMPANY, INC.
City of Santa Ana
RFP No.: 20-019
VMI Program/Value-Added Service Proposal
March 18, 2020
Page 2
• Enhanced supply chain management
• Single source of supply (i.e., supplier consolidation)
• Enhanced flexibility of production scheduling/operator productivity
• Elimination of inventory stock-outs/Reduced inventory lead-times
• Reduced inventory carrying costs (i.e., 'smart' inventory)
• Reduced accounting requirement/Consolidated invoicing
• Instant point -of -use material availability/Automatic replenishment
• Increased budget control/Material usage tracking
• Receiving/Put-away requirement reduced/eliminated
• Reduced procurement activity
Contract Goals
• Provide quality products/supply chain management services that promote workforce
productivity and safety
• Deliver products in a timely manner to ensure up-time/continuity of operations
• Integrate operations with Arrowhead's to ensure ease of business and to be recognized
as a value-added resource
Streamline operations to fulfill TCO reduction
• Secure a long-term/mutually profitable partnership
Inventory Replenishment Model/Process Flow
Responding to the continued evolution of inventory management models, Shamrock has
tailored its vendor -managed inventory processes to meet the requirements of 'demand-pull' or
similarly 'just -in -time' operations. We have systems in place to manage inventories, release
them when signaled, and then replenish them according to customer -specific planning and/or
actual usage.
For this program, we propose a Central Stores Storeroom model, incorporating supplier -
consigned inventory for Central Stores. In this model, the City of Santa Ana and Shamrock will
identify desired inventory stocking levels, based upon historical usage, for Central Stores.
Shamrock will consign and manage Central Stores inventories for point -of -use distribution to the
City of Santa Ana requisitioners (i.e., point of purchase/title transfer) from Central Stores,
supported by additional dedicated inventories at Shamrock's main DC for replenishment, as
determined. This model provides active management of on -site Central Stores inventories,
ensuring inventory availability at point -of -use and for non -planned usage, etc., while also
addressing reduced storage space considerations. Inventories will be managed through visual
inspection with necessary replenishment processed electronically.
25D-38
SHAMROCK SUPPLY COMPANY, INC.
City of Santa Ana
RFP No.: 20-019
VMI Program/Value-Added Service Proposal
March 18, 2020
Page 3
Total Cost of Ownership (TCO) Reduction/Reporting
Shamrock will make available to the City of Santa Ana standard reports containing purchasing
and inventory information associated with this program. Furthermore, customized material
usage reporting by department will be provided, and Shamrock IT personnel will develop report
specifications in conjunction with the City of Santa Ana department managers. Additionally, in
our effort to strive for continuous improvement, Shamrock will provide documented TCO
reduction reporting. Presentation of TCO documentation will be presented periodically, during
performance review meetings, between Shamrock and the City of Santa Ana.
Continuous Improvement Opportunities
• Tri-Lateral Agreements with Manufacturers
• Product Standardization
• New Product Education and Training
• Safety Programs/Training
On -going Process Review/Enhancement
Support
As your business partner, Shamrock is committed to delivering innovative, value-added supply
chain solutions designed to improve your processes and to assist you with cost management.
To that end, Shamrock will provide experienced technical support and product training to help
eliminate production down time and continuously work to refine the program's effectiveness.
Plus, with an experienced sourcing department, we are in a position to respond to any unique
requirements or unforeseen production needs.
Pricing
In light of our commitments to TCO reduction and cost containment, Shamrock makes every
effort to ensure that material pricing (i.e., 'first cost') is market -competitive and that special
pricing arrangements and contract terms are optimized. Through management of inventory
levels on repetitive products/bulk purchasing, product standardization, tri-lateral agreements
with manufacturers, etc., Shamrock strives to maintain static material costs, where possible.
For this program, a fixed SKU price will apply to all contract material. Material pricing will be
reviewed semi-annually (January/July) to reflect manufacturer price increase/decrease and/or
market volatility, and documentation of supplier pricing increases, where applicable, will be
provided to substantiate requested price increases. Material pricing increases resulting from
force majeure (e.g., acts of God, natural disaster, war, political unrest, etc.) in excess of 5.00%
25D-39
SHAMROCK SUPPLY COMPANY, INC.
City of Santa Ana
RFP No.: 20-019
VMI Program/Value-Added Service Proposal
March 18, 2020
Page 4
will be submitted immediately upon notification. Amended pricing will become effective for all
new purchases fifteen (15) days following submittal of price amendment(s).
Freight
Material delivery is normally quoted FOB the City of Santa Ana in conjunction with the
consignment inventory program, however in some instances (e.g., special orders, bulk items,
etc.) freight charges may apply: FOB manufacturer's location. In this case, material pricing
would be based on actual method of shipment. When rush shipments are required for reasons
not caused by Shamrock, a rush order delivery charge of $55.00 will apply. Whenever possible,
all materials will be delivered within the time frame designated by the City of Santa Ana's
requisitioner. If any materials cannot be delivered within the requested time frame, Shamrock
will promptly communicate the earliest possible delivery date to the City of Santa Ana.
Invoicing and Payment Terms
Invoicing for materials procured through the VMI Program will be consolidated and delivered on
a semi-monthly basis (i.e., 2X/month) to the billing location directed by the City of Santa Ana.
Invoices will specify the materials purchased by the City of Santa Ana during the respective
billing cycle and shall reflect any credits for product returns or other adjustments. Payment of
such invoices shall be made by the City of Santa Ana no later than thirty (30) days from the date
of invoice.
25D-40
SHAMROCK SUPPLY COMPANY, INC.
City of Santa Ana
RFP No.: 20-019
VMI Program/Value-Added Service Proposal
March 18, 2020
Page 5
The City of Santa Ana
General Stores
Tiered Pricing Model (Proposed)
Contract Materials
For designated contract materials (e.g., actively -managed by SSC at COSA General Stores), a
fixed unit price by item model is proposed, based upon application of a fixed margin applied to
the manufacturer's/supplier's material cost to establish the fixed unit price. Based upon
COSA's annual purchase volume of a contract SKU, a two-tier margin is proposed with
different margin applied to SKU's reflecting an annual purchase volume less than or greater
than $10,000, for example. Contract material pricing to be reviewed/updated semi-annually
(January/July) with a 12-month look -back.
This model provides the following advantages to COSA: material pricing stability, market -
favorable pricing for COSA volume -intensive materials, diminished requirement for material
pricing management/competitive analysis, etc.
Similarly, for non-contract/special order materials, a fixed margin model is available, based
upon COSA purchase order line value, given lack of annual demand data for one-off, project -
related materials. This model provides the following advantages to COSA: enhanced job cost
estimating, market -favorable pricing, automated PO pricing management, etc
Contract Duration
Shamrock Supply would like to extend the original proposed duration of the contract of 3 Years
with 2 additional renewal periods to a 5 Year contract with 2 additional renewal periods.
25D-41
SHAMROCK SUPPLY COMPANY, INC.
City of Santa Ana
RFP No.: 20-019
VMI Program/Value-Added Service Proposal
March 18, 2020
Page 6
The City of Santa Ana
GeneradStores
Extranet Portaa
The Shamrock Supply Extranet is a publicly accessed Internet site that allows customers to view
privileged information once logged in using a Username and Password. The Extranet is an extension of
the public website found at http://www.shamrocksupply.com as it uses the same resources (server,
database, etc) and extends the information normally available to the public with information that is
tailored to the logged -in user (i.e. information specific to the user's company). One of the benefits of
working with the Extranet is the ability to access items that are identified as part of a material
agreement, or contract, with Shamrock Supply. Yet the site also allows users to search the entire
product catalog, which consists of approximately 2 million items, without the need to logout or make
any special adjustments.
25D-42
EXHIBIT B
25D-43
REQUEST FOR PROPOSALS (RFP) NO. 20-019
FOR
MAINTENANCE REPAIR AND OPERATIONS (MRO) SUPPLIES ON
CONSIGNMENT BASIS
CITY OF SANTA ANA
Santa Ana Public Works Agency
20 Civic Center Plaza
Santa Ana, CA 92701
Gabriela P. Lomeli
Project Manager
Phone: (714)565-2692 (Office)
Email: glomeli(a),santa-ana.org
Release:
KEY RFP DATES (Subject to change at discretion of City):
Issue Date:
Pre -Proposal Meeting (optional):
Deadline for Requests for Information:
Proposal Due Date:
Projected Award Date:
Nabil Saba, PE
Interim Executive Director
Public Works Agency
Monday, February 24, 2020
Tuesday, March 3, 2020 at 9:00 a.m.
Friday, March 6, 2020 at 5:00 p.m.
Wednesday, March 18, 2020 at 2:00 p.m.
Tuesday, May 19, 2020
25D-44
NOTICE INVITING PROPOSALS
NOTICE IS HEREBY GIVEN that proposals will be received from qualified firms to provide
Maintenance, Repair and Operations Supplies on a Consignment Basis.
Responses to this Request for Proposals (RFP) will be accepted until Wednesday, March 18, 2020.
Proposals received after this date/time will not be considered.
Responses to this Request for Proposals (RFP) must be submitted electronically to the PlanetBids
system no later than Wednesday, March 18, 2020 at 2:00 p.m. Proposals received after this
date/time will not be considered.
Additionally, it is a requirement that four hard copy proposals also be sent by courier service,
mailed, or hand delivered in an enclosed sealed envelope and marked clearly with the following:
"SEALED PROPOSAL FOR
MAINTENANCE REPAIR AND OPERATIONS (MRO)
SUPPLIES ON CONSIGNMENT BASIS
RFP NO.20-019
IN THE CITY OF SANTA ANA
DO NOT OPEN WITH REGULAR MAIL"
City of Santa Ana
Attn: Gabriela P. Lomeli
Public Works Agency; M-22
20 Civic Center Plaza, Ross Annex
Santa Ana, CA 92701
It is the responsibility of the proposer to ensure that any proposals submitted have sufficient time
to be received by the City of Santa Ana prior to this proposal due date and time.
For further instructions regarding hard copy submission proposals, refer to PlanetBids.
All notifications, updates and addenda will be posted online on PlanetBids at
https://www.planetbids.com/portal/portal.cfm?CompanyID=20137. Proposers shall be
responsible for monitoring the site to obtain information regarding this solicitation. Failure to
respond to required updates may result in a determination of a nonresponsive proposal.
25D-45
TABLE OF CONTENTS
I. INTRODUCTION / PROJECT DESCRIPTION
IL PROPOSAL TERMS AND CONDITIONS
M. INSTRUCTIONS TO PROPOSERS
A. CITY RESPONSIBILITIES
B. PROPOSER RESPONSIBILITIES
C. REQUEST FOR INFORMATION OR CLARIFICATION
D. ADDENDA
E. LICENSES & PERMITS
F. INSURANCE
G. INFORMATION PACKET
H. PRE -PROPOSAL MEETING
I. CITY RIGHT TO REJECT
J. BID PROTESTS
IV. SUBMITTAL REQUIREMENTS
A. GENERAL
B. PROPOSAL CONTENTS
1. STATEMENT OF QUALIFICATIONS
2. SCOPE OF SERVICES AND SCHEDULE
3. FEE PROPOSAL
4. CERTIFICATIONS
V. PROPOSAL REVIEW (CONSULTANT SELECTION
A. EVALUATION AND RATING
B. SELECTION
VI. CONTRACT AWARD
A. REQUEST FOR COUNCIL ACTION
B. EXECUTION OF AGREEMENT
VIL IMPLEMENTATION
A. KICK-OFF MEETING
B. NOTICE TO PROCEED
VIIL PUBLIC RECORDS
IX. EXPARTE COMMUNICATIONS
X. CONFLICT OF INTEREST
APPENDIX
ATTACHMENT I:
ATTACHMENT 2:
ATTACHMENT3:
ATTACHMENT 4:
ATTACHMENT5:
ATTACHMENT 6:
ATTACHMENT 7:
ATTACHMENT 8:
ATTACHMENT 9:
ATTACHMENT 10:
SCOPE OF WORK
SAMPLE AGREEMENT
NON -COLLUSION AFFIDAVIT
NON -LOBBYING CERTIFICATION
NON-DISCRIMINATION CERTIFICATION
AGREEMENT STATEMENT
REFERENCES
PRICING
ADDITIONAL QUESTIONS
PROPOSER'S STATEMENT
2
3
5
7
9
9
9
10
10
11
City of E24Qa fig 20-019
`� e Tw
I.
INTRODUCTION / PROJECT DESCRIPTION
Nature of Work:
The City of Santa Ana ("City") seeks proposals to obtain the services of a qualified firm to
provide maintenance, repair and operations supplies on a consignment basis.
Electronic Proposal Submittal and Signature:
Four [4] hard copies are required to accompany an electronic submittal of the complete
proposal package on PlanetBids. One of the hard copies shall be marked as "ORIGINAL" and
shall be signed by a company official with the power to bind the company and submitted to
the City of Santa Ana Please be explicit in identifying the appropriate person with legal
authority to bind the company.
The Statement of Qualifications shall be limited to a maximum of twenty (20) double -sided
pages (excluding front and back covers; section dividers; and attachments such as resumes,
forms). Font size shall be minimum 11-point Arial. Proposal exhibits shall be maximum 11"
x 17".
Proposal Evaluation and Rating:
The criteria for evaluating the proposals submitted will take the following items into
consideration:
1. Responsiveness to the RFP
2. Qualifications and Experience
3. Pricing
TOTAL:
MAXIMUM
EVALUATION
POINTS
30
30
40
100
The City has established a proposal review committee to evaluate proposers based on the
response to the RFP, which includes adherence to outlined instructions and format, and the
City evaluation criteria set forth above. A final score will be calculated for each submitted
proposal and used to rank the proposers.
Project Funding:
In the event sufficient budgeted funds are not available for a new fiscal period, the City shall
retain the right to notify the provider of such occurrence in writing at least thirty (30) days
before the end of the current fiscal period and terminate the contract on the last day of the
current fiscal period without penalty or expense to the City.
City of Santa Ana RFP 20-019
29 LDF247
Pre -proposal Meeting (Mandatory)
A pre -proposal meeting is not scheduled. All questions related to this RFP are to be submitted
via Planetbids by Thursday, February 6, 2020 at 5:00 p.m.
IL PROPOSAL TERMS AND CONDITIONS
By submitting a Proposal, the Proposer acknowledges that it has thoroughly examined and
accepts the Terms and Conditions of this RFP as described below:
A. EXAMINATION
Proposer represent that it has thoroughly examined and become familiar with the services
and responsibilities required this RFP and that it is capable of effectively and efficiently
performing quality work to achieve the City's objectives. Any attachments referenced
herein or any interpretations, clarifications or amendments subsequently posted in the
relation to this RFP are fully incorporated.
B. EXECUTION OF AGREEMENT
The City and the selected Proposer will enter into an Agreement similar to that as shown
in Attachment 2, in the Appendix of this RFP. If a Proposer is unwilling or unable to
execute an Agreement within thirty (30) days after being notified of selection under this
RFP, the City reserves the right to select the next most qualified Proposer or call for new
Proposals, whichever the City deems most appropriate.
C. PROPOSAL VALIDITY
Services, pricing and warranties indicated in a respondent's Proposal must be valid for a
period of 120 days after the submission of the Proposal.
D. PRE -CONTRACTUAL EXPENSES
Santa Ana shall not, in any event, be liable for any pre -contractual expenses incurred by
Proposers in the preparation of its proposal.
E. JOINT OFFERS/SUBCONSULTANTS
Where two or more Proposers desire to submit a single Proposal in response to this RFP,
they should do so on a prime- subconsultant basis. The City intends to contract with a single
firm and not with multiple firms doing business as a joint venture. Should the use of
subconsultants be offered, the Proposer shall provide the same assurances of competence
for the subconsultant plus the demonstrated ability to manage and supervise the
subcontracted work. Subconsultants shall not be allowed to further subcontract with others
for work under the Agreement. The provisions of the Agreement shall apply to all
subconsultants in the same manner as the Proposer.
F. DRUG -FREE WORKPLACE
City of Santa Ana RFP 20-019
29 LDF348
The awarded Contractor certifies compliance with Government Code Section 8355 in
matters relating to providing a drug -free workplace. Failure to comply with these
requirements may result in suspension of payments under the Contract or termination of
the contract or both, and the Contractor may be ineligible for award of any future City
contracts
G. AMERICANS WITH DISABILITIES ACT
The awarded Contractor hereby certifies that it will comply, as applicable, with the
Americans with Disabilities Act of 1990 ("ADA"), 42 USC §§ 12101 et seq., and its
implementing regulations, including Subtitle A, Title II of the ADA. Contractor will not
discriminate against persons with disabilities nor against persons due to their relationship
to or association with a person with a disability. Any contract entered into by the awarded
Contractor (or any subcontract thereof), relating to this RFP, shall be subject to the
provisions of this paragraph.
H. INDEPENDENT CONTRACTOR
Contractor is considered an independent Contractor and neither Contractor, its employees,
nor anyone working under Contractor will be considered an agent or an employee of City.
Neither Contractor, its employees, nor anyone working under Contractor, will qualify for
workers' compensation or other fringe benefits of any kind through City.
L LITIGATION STATUS
Each Proposer must include in its proposal a complete disclosure of any alleged significant
prior or ongoing contract failures, any civil or criminal litigation or investigation pending
which involves the Proposer or in which the Proposer has been judged guilty or liable.
Failure to comply with the terms of this provision will disqualify any proposal. The City
reserves the right to reject any proposal based upon the Proposer's prior history with the
City or with any other party, which documents, without limitation, unsatisfactory
performance, adversarial or contentious demeanor, significant failure(s) to meet contract
milestones or other contractual failures.
J. NEGOTIATIONS
The City reserves the right to negotiate final contract terms with any Proposer selected.
The contract between the parties will consist of the RFP together with any modifications
thereto, and the awarded Contractor's proposal, together with any modifications and
clarifications thereto that are submitted at the request of the City during the evaluation and
negotiation process. In the event of any conflict or contradiction between or among these
documents, the documents shall control in the following order of precedence: the final
executed contract, the RFP, any modifications and clarifications to the awarded
Contractor's proposal, and the awarded Contractor's proposal. Specific exceptions to this
general rule may be noted in the final executed contract.
Negotiations shall be confidential and not subject to disclosure to competing Contractors
unless and until an agreement is reached. If contract negotiations cannot be concluded
City of Santa Ana RFP 20-019
2900449
successfully, the City reserves the right to negotiate a contract with another Contractor or
withdraw the REP.
III. INSTRUCTIONS TO PROPOSERS
A. CITY RESPONSIBILITIES
The City will provide information in its possession relevant to preparation of required
information in REP. The City will provide only the staff assistance and documentation
specifically referred to herein.
B. PROPOSER RESPONSIBILITIES
Point of Contact: The selected proposer will assume responsibilities for all services in its proposal.
The selected proposer shall identify a sole point of contact with the greatest knowledge in regard
to the required service operations and contractual matters, including payment of any and all
charges resulting from the Agreement.
Evidence of Financial Capacity: Proposer may be requested to submit its most recent audited
financial statement, evidencing proposer's financial capacity to fully perform the required
services, including provision of equipment and personnel expenses over a ninety (90) day
period. If said financial statement does not reflect full ninety (90) day operational capacity,
proposer may include a letter of credit as evidence of supplemental capacity.
C. REQUEST FOR INFORMATION OR CLARIFICATION
All questions or requested clarifications to the City shall be made only in writing to the
Q&A section located in PlanetBids by the deadline provided. No verbal requests or responses
will be accepted. Significant interpretations or clarifications will be addressed via addenda
to this REP.
D. ADDENDA
Any changes in RFP from the date of release to date of submittal will result in an addendum
or amendment. Notification of such addendum or amendment shall be posted on PlanetBids at
httos://www.olanetbids.com/portal/oortal.cfm?Comr)anvlD=20137 as set forth in the Notice Inviting
Proposals. Addenda shall become part of the agreement documents.
E. LICENSES & PERMITS
The selected proposer shall be required to obtain a City of Santa Ana Business license within
ten (10) business days of selection and must provide a copy to the City projects manager or
designee prior to commencing any work in Santa Ana.
Additionally, Contractor shall obtain at its sole cost and expense all licenses, permits, and
approvals that may be required by law for the performance of the services required by this
REP. Contractor shall have the sole obligation to pay any fees, assessments, and taxes, plus
applicable penalties and interest, which may be imposed by law and arise from or are necessary
for Contractor's performance of the services required by this RFP and the resulting agreement.
F. INSURANCE
City of Santa Ana RFP 20-019
290550
The Selected Proposer shall provide the required evidence of insurance coverage as set forth in the
Scope of Work within ten (10) business days after receipt of notice that the contract has been
awarded. Failure to provide the required insurance certificates shall be cause for the annulment
of the award and the forfeiture of the proposal guaranty.
G. PAYMENT INFORMATION PACKET
The selected proposer shall return a completed payment information packet within ten
(10) business days after the successful proposer has received notice that the contract has been
awarded.
H. PRE -PROPOSAL MEETING
Should a pre -proposal be scheduled, the date, time and location is identified on the cover
page of this REP. The meeting will include discussion of the project scope and a question -
and -answer session. It is highly recommended that the Proposer's key team members attend
this meeting. Significant interpretations or clarifications will be addressed via addenda to
this REP, as described above in "Section D: Addenda."
L CITY RIGHT TO REJECT
The City reserves the right to reject any or all proposals submitted and no representation is made
hereby that any contract will be awarded pursuant to this RFP or otherwise.
The City reserves the right to accept or reject the combined or separate components of this
proposal in part or in its entirety or to waive any minor inconsistency, informality
or technical defect in the proposal.
The City reserves the right to reject, replace and approve any and all subcontractors. All
subcontractor(s) shall be identified in the response to the REP. Subcontractors shall be the
responsibility of the successful proposer and the City shall assume no liability of such
subcontractors.
J. BID PROTESTS
Bidders may file a "protest" to an RFP with the City's Purchasing Department. hi order for a
Bidder's protest to be considered valid, the protest must:
1. Be filed in writing within five (5) business days of either the RFP issued date or before
5:00 p.m. of the 5th business day following the posting of Bid Results/Notice of Intent
to Award Contract on the City's website.
2. Clearly identify the specific irregularity or accusation;
3. Clearly identify the specific City staff determination or recommendation being protested;
4. Specify, in detail, the grounds of the protest and the facts supporting the protest; and
5. Include all relevant, supporting documentation with the protest at time of filing.
City of Santa Ana RFP 20-019
29 LDF651
If the protest does not comply with each of these requirements, it will be rejected as invalid. If
the protest is valid, the City's Purchasing Manager, or other designated City staff member, shall
review the basis of the protest and all relevant information. The Purchasing Manager will provide
a written decision to the protestor within ten (10) business days from receipt of protest. The
decision from the Purchasing Manager, or his/her designee, is final and no further appeals will
be considered.
IV. SUBMITTAL REQUIREMENTS
A. GENERAL
1. Proposals will be accepted electronically as specified in:
REP SECTION I - INTRODUCTION / Electronic Proposal Submittal and Signature
11. Deadline:
Proposals are due to the City of Santa Ana at the date, time, and location specified in the
Notice Inviting Proposals.
B. PROPOSAL CONTENTS
The proposal format and page limitation, if any, are specified in REP SECTION I -
INTRODUCTION / PROJECT DESCRIPTION.
Proposals are to be prepared in such a way as to provide a straightforward, concise
delineation of capabilities to satisfy the requirements of this REP. Colored displays,
promotional materials, etc., are not necessary or desired. Emphasis should be concentrated
on conformance to the REP instructions, responsiveness to the REP requirements, and on
completeness and clarity of content. Dividers and clear organization of content and material
are encouraged.
A responsive proposal shall contain the following documentation:
1. STATEMENT OF QUALIFICATIONS
a. Cover Letter — Proposals shall include a letter signed by a principal or authorized
representative who can make legally binding commitments for the entity.
b. Contract Agreement Statement: Proposal shall include a statement outlining
your concurrence or concerns with any and all provisions as contained in the
Agreement attached herein as Attachment 2 in the Appendix.
c. Companv Background: Proposal shall provide an introduction and general
description of the company's background, nature of business activities, and
experience in MRO supplies, consignment inventory, and product support
services.
City of Santa Ana RFP 20-019
29 LDF'52
d. Supplier Facilities: Describe the range of activities performed by the
facilities/location(s) and provide a detailed breakdown of the capabilities and
resources available.
e. Supplier Organization and Staffing: This section should describe the proposer's
organization and representation team. The narrative should include the name of
staff, their background and qualifications, and their role in providing representation
to the City.
f. Account Management: Indicate the name and title of the person who will have the
overall account management responsibility as specified in this REP. Provide a
brief resume of the account manager's background, training, experience and length
of time with the company. Specifically, discuss the individual's experience in
managing a program of similar size and scope as described in this REP.
g. Organization Chart: Provide an organizational chart, including functions and
responsibilities of your company's recommended account management team for
the City.
h. References: Proposal shall include a listing of relevant projects with references
for three public entities for which Proposer has performed similar work within
the past five (5) years.
2. SCOPE OF SERVICES AND SCHEDULE:
Proposal shall include a Scope of Services and Schedule which details the work
phases to be completed, the tasks to be accomplished, the deliverables to be provided,
and the schedule / timeline to complete the project, based upon the requested Scope
of Work detailed in Attachment 1 of this REP.
3. PRICING:
(i) Proposers are required to provide pricing on all items on the Bid List (Exhibit 1),
which is a sample. The Bid List is meant to be a representative sample of the types
of items purchased by the City and includes the estimated annual usage for each
item.
(ii) For each product category, proposers are asked to enter a percentage discount form
the Manufacture
(iii)Pricing shall remain firm for the entire Agreement term. Thereafter, any
proposed pricing adjustment for follow-on renewal periods shall be submitted
to the Contract Manager in writing at least ninety (90) days prior to the new
Agreement term. The City reserves the right to approve or deny any pricing
adjustments. The City shall enforce, adjust, or cancel escalating price agreements
as it sees fit. The net dollar amount of profit shall remain firm during the period
of this agreement. Adjustments increasing the proposers profit shall not be
allowed.
City of Santa Ana RFP 20-019
29 LDF853
4. CERTIFICATIONS:
The following forms shall be signed and included as part of the proposal submittal
package:
• Attachment 3:
Non -Collusion Affidavit
• Attachment 4:
Non -Lobbying Certification
• Attachment 5:
Non -Discrimination Certification
• Attachment 6:
Agreement Statement
• Attachment 7:
References
• Attachment 8:
Pricing
• Attachment 9:
Additional Qualifications
• Attachment 10:
Proposer's Statement
V. PROPOSAL REVIEW (CONSULTANT SELECTION)
A. EVALUATION AND RATING
The criteria for evaluating the proposals are specified in:
RFP SECTION I - INTRODUCTION / PROJECT DESCRIPTION.
B. SELECTION
The committee may interview the top ranking proposers. The City will recommend
award of the contract to the proposer who will provide the best value to the City. City
reserves the right to begin negotiations and enter into a contract without interview or
further discussions.
A. REQUEST FOR COUNCIL ACTION
Following evaluation and rating by the proposal review committee, the Project Manager
will recommend award of a contract to the proposer providing the best value to the City.
B. EXECUTION OF AGREEMENT
The Scope of Services, Schedule, and Fees submitted in the proposal will be the basis of any
negotiation of final terms which will lead to a completed agreement ready for
execution based on the standard Agreement attached herein as Attachment 2 in the Appendix.
A. KICK-OFF MEETING
A kick-off meeting will be held after award of contract. Consultant and its team will
meet with City of Santa Ana staff to conduct introductions, discuss scope of services, and
implementation process.
B. NOTICE TO PROCEED
City of Santa Ana RFP 20-019
2W954
Following the kick-off meeting, a formal Notice to Proceed (NTP) may be issued after
the agreement is fully executed, and all required bonds, insurance documents and
contents of the Information Packet have been received and approved.
VIII. PUBLIC RECORDS
Bidders may file a "protest" to an RFP with the City's Purchasing Department. hi order for a
Bidder's protest to be considered valid, the protest must:
1. Be filed in writing within five (5) business days of either the RFP issued date or before
5:00 p.m. of the 5th business day following the posting of Bid Results/Notice of Intent
to
Award Contract on the City's website.
2. Clearly identify the specific irregularity or accusation;
3. Clearly identify the specific City staff determination or recommendation being
protested;
4. Specify, in detail, the grounds of the protest and the facts supporting the protest; and
5. Include all relevant, supporting documentation with the protest at time of filing.
If the protest does not comply with each of these requirements, it will be rejected as invalid. If
the protest is valid, the City's Purchasing Manager, or other designated City staff member,
shall review the basis of the protest and all relevant information. The Purchasing Manager will
provide a written decision to the protestor within ten (10) business days from receipt of protest.
The decision from the Purchasing Manager, or his/her designee, is final and no further
appeals will be considered.
IX. EX PARTE COMMUNICA (IONS
Proposers and Proposers' representatives should not communicate with the City
Councilmembers about this RFP. hi addition, Proposers and Proposers' representatives should
not communicate outside the procedures set forth in this RFP with an officer, employee or
agent of the City, including any member of the evaluation panel, with the exception of the RFP
Facilitator, regarding this RFP until after Contract Award. Proposers and their representatives
are not prohibited, however, from making oral statements or presentations in public to one
or more representatives of the City during a public meeting. A "Proposer" or "Proposer's
representative" includes all of the Proposer's employees, officers, directors, consultants and
agents, any subcontractors or suppliers listed in the Proposer's proposal, and any individual
or entity who has been requested by the Proposer to contact the City on the Proposer's behalf.
X. CONFLICT OF INTEREST
City of Santa Ana RFP 20-019
ZSV-%5
Proposer warrants and represents that it presently has no interest and agrees that it will not
acquire any interest which would present a conflict of interest under California Government
Code sections 1090 et seq., or sections 87100 et seq., during the performance of services under
any Agreement awarded. The Proposer further covenants that it will not knowingly
employ any person having such an interest in the performance of any Agreement awarded.
Violation of this provision may result in any Agreement awarded being deemed void and
unenforceable.
City of Santa Ana RFP 20-019
ZSV 156
APPENDIX
ATTACHMENT 1— SCOPE OF WORK
1. PROJECT BACKGROUND
The City currently contracts for a consignment inventory program for the City's Central Stores
Division. Under this program, a selected vendor stocks the City's Central Stores warehouse with
inventory that will remain property of the vendor until the inventory items are issued to end -users.
The intent of a consignment inventory program for the Central Stores operation provides several
benefits, including reduced inventory costs, discounted pricing, and other soft cost savings.
Proposers shall provide access to their products and services in a manner that provides the best value
(e.g. prompt delivery, lower pricing, high quality, environmentally preferable options, being a
responsive efficient customer focused supplier). With that intent, the City is interested in evaluating
the costs and benefits of supplier proposals based on the requirements as specified in this RFP.
2. GENERAL REQUIREMENTS
Proposer must be able to demonstrate the capability of providing the required services as detailed in
this specification by possessing adequate available resources, including personnel, facilities, product
access, order processing and delivery capabilities, equipment systems, organization structure,
operations controls, quality control, and other related factors. Proposers must disclose any
partnership utilized to fulfill the requirements of this RFP.
3. TECHNOLOGY AND EQUIPMENT
The City is interested in Proposer to provide City's Central Stores Division with innovative
technology, software, equipment, scanning equipment and all the tools necessary for real-time
inventory capabilities. Proposer who can provide online ordering capabilities is preferred.
4. BARCODE
Barcoding is required. Proposers shall barcode products sold to the City. Bar coding shall comply
with International Bar Code (IBC) standards and shall include product name, manufacturer name,
part number and pack size.
5. DELIVERY SCHEDULE
a. Delivery Time: Items ordered should be delivered as soon as possible, but no later than two
business days from the date of each order.
b. Expedited Delivery Time: Must deliver by the neat day of order placement.
c. Delivery Location:
City of Santa Ana Corporate Yard/Central Stores
215 S. Center Street, Building A
Santa Ana, CA 92703
City of Santa Ana RFP 19-074
ItD267
APPENDIX
ATTACHMENT 1— SCOPE OF WORK
6. ESTIMATED QUANTITIES ON PRICE SHET:
Quantities shown in Exhibit 8-Price Sheet are estimates only and are not guaranteed. Submit unit
pricing on the estimated quantity and unit of measures specified. The City may order more or less
than the estimated quantity indicated on bid price sheet.
7. HOURS OF OPERATION
a. The City's Central Stores is open Monday -Friday. Deliveries are to be made from 7:OOam to
4:30pm.
8. FEE PRICING
Proposers shall provide monthly and fiscal year pricing, using Attachment 8. Pricing shall remain
firm for the first year of the contract. Thereafter, price increases may be submitted for consideration,
at the anniversary date, when submitted to the Contract Manager in writing at least ninety (90) days
prior to the anniversary date. City reserves the right to approve or deny any pricing adjustments.
City of Santa Ana RFP 19-074
ItD268
APPENDIX
ATTACHMENT 2 — SAMPLE AGREEMENT
PROFESSIONAL SERVICES AGREEMENT
CITY OF SANTA ANA
THIS AGREEMENT is made and entered into this day of 2020 by and between
(hereinafter "Consultant') and the City of Santa Ana, a charter city and municipal corporation organized and
existing under the Constitution and laws of the State of California (hereinafter "City").
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms
and conditions hereinafter set forth, the parties agree as follows:
1. TERM
This Agreement shall commence on 2020 for a three (3) year term with the option for
the City to grant up to two one-year renewal options exercisable by the City Manager and the City
Attorney, unless terminated earlier in accordance with Section 15, below.
2. SCOPE OF WORK
Consultant agrees to perform during the term of this Agreement, the tasks and obligations including all
labor, materials, tools, equipment, and incidental customary work required to fully and adequately
complete the services described and set forth in Scope of Services - Exhibit A, attached hereto and
incorporated into this Agreement by reference.
3. SCHEDULE OF SERVICES
Upon Notice to Proceed issued by the City, Consultant shall complete services and shall perform and
deliver them to the City as described and detailed in Exhibit A. Consultant shall meet the work
deliverables within the schedule and compensation approved herein.
4. COMPENSATION
City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates,
fees, and charges identified in Compensation - Exhibit B, attached hereto and incorporated into this
Agreement by reference, in an amount not to exceed over the entire life
of the Agreement, including any renewal period(s).
5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or
of 8 )
APPENDIX
ATTACHMENT 2 — SAMPLE AGREEMENT
sublicense any and all copyrights, designs, and other intellectual property embodied in plans,
specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any
tangible medium of expression, including but not limited to, physical drawings or data magnetically or
otherwise recorded on computer disks (CD)s, USB jump drives or equivalent, which are prepared or
caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall
require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for
any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and
warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes
no such representation and warranty in regard to Documents & Data which were provided to Consultant
by the City. City shall not be limited in anyway in its use of the Documents and Data at anytime, provided
that any such use not within the purposes intended by this Agreement shall be at City's sole risk.
6. PAYMENTS & INVOICES
a. Consultant shall submit a monthly invoice by the fifteenth of the month to the City for the services
rendered in the prior month.
b. All invoices for work performed under this Agreement shall be submitted in a format approved by the
City. Invoices shall include the following information at a minimum:
i. Consultant's invoice number and City's agreement number
ii. Beginning and ending dates for services
iii. City Project and/or Task Order number and/or name (if applicable)
iv. Work site address/location (if applicable)
V. Tasks or deliverables completed, and percentage (%) of total services completed.
vi. Remaining Overall and Task Order budget available
c. It is the Consultant's responsibility to keep required Certificate of Insurance current. Payments will
be delayed until current Certificate of Insurance is received and approved.
City will, within 45 days of receiving such statement in a manner that meets the City's requirements,
review the statement and subsequently pay the approved charges thereon.
7. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor
and not an employee of the City. This Agreement is not intended nor shall it be construed to create an
employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or
control over the professional manner in which Consultant performs the services which are the subject
matter of this Agreement; however, the services to be provided by Consultant shall be provided in a
manner consistent with all applicable standards and regulations governing such services. Consultant shall
pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes
relating to employees and shall be responsible for all applicable withholding taxes.
of 8 )
APPENDIX
ATTACHMENT 2 — SAMPLE AGREEMENT
8. INSURANCE
Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall
require its subcontractors, if any, to obtain and maintain insurance as described below:
a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability
insurance which shall include, but not be limited to protection against claims arising from bodily and
personal injury, including death resulting therefrom and damage to property, resulting from any act or
occurrence arising out of Consultant's operations in the performance of this Agreement, including,
without limitation, acts involving vehicles. The amounts of insurance shall be not less than the
following: single limit coverage applying to bodily and personal injury, including death resulting
therefrom, and property damage, in the total amount of $1,000,000 per occurrence, and $2,000,000,
in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and
representatives as additional insured(s); (b) be primary and not contributory with respect to insurance
or self-insurance programs maintained by the City; and (c) contain standard separation of insured's
provisions.
b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less
than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -
owned automobiles.
c. Worker's Compensation Insurance. hi accordance with the provisions of Section 3300 of the Labor
Code, Contractor, if Contractor has any employees, is required to be insured against liability for
worker's compensation or to undertake self-insurance. Prior to commencing the performance of the
work under this Agreement, Contractor agrees to obtain and maintain any employer's liability
insurance with limits not less than $1,000,000 per accident.
d. Professional liability (errors and omissions) insurance, with a combined single limit of not less than
$1,000,000 per claim and $2,000,000 annual aggregate shall be maintained.
e. The following requirements apply to the insurance to be provided by Consultant pursuant to this
section:
i. Consultant shall maintain all insurance required above in full force and effect for the entire
period covered by this Agreement.
ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and
shall be approved in form by the City Attorney.
iii. Certificates and policies shall state that the policies shall not be cancelled or reduced in
coverage or changed in any other material aspect without thirty (30) days prior written notice
to the City, except for 10 days' notice for non-payment of premium.
3of8)
APPENDIX
ATTACHMENT 2 — SAMPLE AGREEMENT
f. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or
refuses to furnish the City with required proof that insurance has been procured and is in force and
paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement.
Such termination shall not affect Contractor's right to be paid for its time and materials expended prior
to notification of termination. Contractor waives the right to receive compensation and agrees to
indemnify the City for any work performed prior to approval of insurance by the City.
9. INDEMNIFICATION
To the fullest extent permitted by law, Consultant shall indemnify, defend and hold harmless City, its
officers, agents and employees (collectively, the "indemnified parties") from and against any and all
claims (including, without limitation, claims for bodily injury, death or damage to property), demands,
obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs
and expenses (including, without limitation, attorney's fees, disbursements and court costs) of every kind
and nature whatsoever (individually, a claim; collectively, "claims"), to any work performed or services
provided under this Agreement arising out of, relating to or pertaining to the negligence, recklessness or
willful misconduct of Consultant, its principals, officers, agents, employees, vendors, suppliers,
contractors, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they
maybe liable for any or all of them. Notwithstanding the foregoing, nothing herein shall be construed to
require Consultant to indemnify the indemnified parties from any claim arising from the sole negligence
or willful misconduct of the indemnified parties. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation
upon the amount of indemnification to be provided by the Consultant.
10. LAWS AND REGULATIONS
Consultant shall keep itself fully informed of and in compliance with all local, state and federal laws, rules
and regulations in any manner affecting the performance of the Project or the services and shall give all
notices required by law. Consultant shall be liable for all violations of such laws and regulations in
connection with services. If the Consultant performs any work knowing it to be contrary to such laws,
rules and regulations and without giving written notice to the City, Consultant shall be solely responsible
for all costs arising wherefrom. Consultant shall defend, indemnify and hold City, its officials, directors,
officers, employees and agents free and harmless, pursuant to the indemnification provisions of this
Agreement, from any claim or liability arising out of any failure to comply with such laws, rules or
regulations.
11. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such information is reasonably
understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such
information except in the performance of this Agreement, and further agrees to exercise the same degree
of care it uses to protect its own information of like importance, but in no event less than reasonable care.
"Confidential Information" shall include all nonpublic information. Confidential information includes not
of 8 )
APPENDIX
ATTACHMENT 2 — SAMPLE AGREEMENT
only written information, but also information transferred orally, visually, electronically, or by other
means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party
is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to
any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the
Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without
an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently
developed by the Consultant without reference to information disclosed by the City.
12. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which
would conflict in any manner with performance of services specified under this Agreement, as further
specified in Certifications - Exhibit C, attached hereto and incorporated into this Agreement by
reference.
13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Consultant, and
supersedes any and all other agreements, oral or written, between the parties. hi the event of a conflict
between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail.
This Agreement may not be modified except by written instrument signed by the authorized
representatives of the parties. The parties agree that any terms or conditions of any purchase order or
other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not
bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no
representations, inducements, promises or agreements, orally or otherwise, have been made by any ply,
or anyone acting on behalf of any party, which is not embodied herein.
14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may
not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the
City and any such assignment, transfer, delegation or subcontract without the City's prior written consent
shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability
to have any of the services which are the subject to this Agreement performed by City personnel or by
other consultants retained by City.
15. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of termination. hi
such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all
services performed by Consultant prior to receipt of such notice of termination, subject to the following
conditions:
a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City
of 8 )
APPENDIX
ATTACHMENT 2 — SAMPLE AGREEMENT
b. all work product(s) completed as of such date, and in such case such work product(s) shall be the
property of the City unless prohibited by law, and Consultant consents to the City's use thereof for
such purposes as the City deems appropriate.
c. Payment need not be made for work which fails to meet the standard of performance specified in the
Recitals of this Agreement.
16. DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual
orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the
recruitment, selection, training, utilization, promotion, termination or other employment related activities.
Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal,
state and local laws and regulations, and as further specified in Certifications - Exhibit C, attached hereto
and incorporated into this Agreement by reference.
17. JURISDICTION -VENUE
This Agreement has been executed and delivered in the State of California and the validity, interpretation,
performance, and enforcement of any of the clauses of this Agreement shall be determined and governed
by the laws of the State of California. The parties further agree that Orange County, California, shall be
the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason
of this Agreement.
18. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits,
approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by
the laws and regulations of the United States, the State of California, the City of Santa Ana and all other
governmental agencies. Consultant shall notify the City immediately and in writing of its inability to
obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause
for termination of this Agreement.
19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in
writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified
mail, postage prepaid, or sent by facsimile or other telegraphic communication in the manner provided in
this Section, to the following persons:
To City: Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
of 8 )
APPENDIX
ATTACHMENT 2 — SAMPLE AGREEMENT
Facsimile (714) 647-6956
With courtesy copy to: Executive Director of Public Works
City of Santa Ana
20 Civic Center Plaza (M-22)
P.O. Box 1988
Santa Ana, California 92702
Facsimile (714) 647-5635
To Consultant:
A party may change its address by giving notice in writing to the other party. Thereafter, any
communication shall be addressed and transmitted to the new address. If sent by mail, communication
shall be effective or deemed to have been given three (3) days after it has been deposited in the United
States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by
facsimile, communication shall be effective or deemed to have been given twenty-four (24) hours after
the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set
forth above. For purposes of calculating these time frames, weekends, federal, state, County or City
holidays shall be excluded.
20. MISCELLANEOUS PROVISIONS
a. Additional provisions, if any, are identified as Additional Provisions — Exhibit D, attached hereto and
incorporated into this Agreement by reference.
b. Each undersigned represents and warrants that its signature herein below has the power, authority and right
to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully,
including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such
authority or power is not, in fact, held by the signatory or is withdrawn.
c. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of
this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.
of 8 )
ATTEST:
APPENDIX
ATTACHMENT 2 — SAMPLE AGREEMENT
CITY OF SANTA ANA
DAISY GOMEZ Kristine Ridge
Clerk of the Council City Manager
APPROVED AS TO FORM:
SONIA R. CARVALHO
City Attorney
C
John Funk
Assistant City Attorney
RECOMMENDED FOR APPROVAL: CONSULTANT:
Nabil Saba (Name)
Interim Executive Director (Title)
Public Works Agency
Tax ID#
of 8 )
APPENDIX
ATTACHMENT 3 — NON -COLLUSION AFFIDAVIT
(Title 23 United States Code Section 112 and
Public Contract Code Section 7106)
To the CITY OF SANTA ANA DEPARTMENT OF PUBLIC WORKS
In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the BIDDER declares that the bid
is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or
corporation; that the bid is genuine and not collusive or sham; that the BIDDER has not directly or indirectly induced or solicited
any other BIDDER to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived or agreed with
any BIDDER or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the BIDDER has not in any
manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the
BIDDER or any BIDDER, or to fix any overhead, profit, or cost element of the bid price, or of that of any other BIDDER, or to
secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all
statements contained in the bid are true; and, further, that the BIDDER has not, directly or indirectly, submitted his or her bid
price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not
pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent
thereof to effectuate a collusive or sham bid.
Note: The above Non -collusion Affidavit is part of the Proposal. Signing this Proposal on the signature portion thereof
shall also constitute signature of this Non -collusion Affidavit. BIDDERS are cautioned that making a false certification
may subject the certifier to criminal prosecution.
Signed
State of California
County of
Subscribed and swom to (or affirmed) before me on this day of 120 , by proved
to me on the basis of satisfactory evidence to be the person(s) who appeared before me.
Notary Public Signature Notary Public Seal
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
APPENDIX
ATTACHMENT 4 — NON -LOBBYING CERTIFICATION
The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and
belief, that:
4- No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any
person for influencing or attempting to influence an officer or employee of any federal agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with
the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the
entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or
modification of any federal contract, grant, loan, or cooperative agreement.
If any funds other than federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence any officer or employee of any federal agency, a Member of Congress,
an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal
contract, grant loan, loan or cooperative agreement, the undersigned shall complete and submit a "Disclosure
of Lobbying Activities".
This certification is a material representation of fact upon which reliance was placed when this transaction was made or
entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section
1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less
than $10,000 and not more than $100,000 for each such failure.
The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of
this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such sub recipients shall certify
and disclose accordingly.
Firm
Signed and Printed Name:
Title
Date
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
APPENDIX
ATTACHMENT 5 — NON-DISCRIMINATION CERTIFICATION
The undersigned contractor or corporate officer, during the performance of this contract, certifies as follows:
1. The Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion,
sex, or national origin. The Contractor shall take affirmative action to ensure that applicants are employed, and that
employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such
action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or
recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training,
including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants
for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.
2. The Contractor shall, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state
that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or
national origin.
3. The Contractor shall send to each labor union or representative of workers with which he/she has a collective bargaining
agreement or other contract or understanding, a notice to be provided advising the said labor union or workers'
representatives of the Contractor's commitments under this section, and shall post copies of the notice in conspicuous
places available to employees and applicants for employment.
4. The Contractor shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules,
regulations, and relevant orders of the Secretary of Labor.
5. The Contractor shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and
by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books,
records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain
compliance with such rules, regulations, and orders.
6. In the event of the Contractor's non-compliance with the nondiscrimination clauses of this contract or with any of the
said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the
Contractor may be declared ineligible for further Government contracts or federally assisted construction contracts in
accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may
be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations,
or order of the Secretary of Labor, or as otherwise provided by law.
of 2 )
APPENDIX
ATTACHMENT 5 — NON-DISCRIMINATION CERTIFICATION
7. The Contractor shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of
paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of
the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such
provisions will be binding upon each subcontract or purchase order as the administering agency may direct as means of
enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Contractor
becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the
administering agency, the Contractor may request that the United States enter into such litigation to protect the interests
of the United States.
8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended,
No discrimination shall be made in the employment of persons upon public works because of race, religious creed, color,
national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in
Section 1420, and any contractor of public works violating this Section is subject to all the penalties imposed for a violation
of the Chapter.
Signed:
Title
Firm:
Date
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
of 2 )
APPENDIX
ATTACHMENT 6— AGREEMENT STATEMENT
Proposer understands that the Proposer will enter into an Agreement similar to that as shown in Attachment 2, in the
Appendix of this RFP. If a Proposer is unwilling or unable to execute an Agreement within thirty (30) days after being
notified of selection under this RFP, the City reserves the right to select the next most qualified Proposer or call for new
Proposals, whichever the City deems most appropriate.
Proposer concurs to the statements in the sample agreement, with the exception of the following:
Firm Name
Printed Name:
Signature:
Title:
Date:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
APPENDIX
ATTACHMENT 7 — REFERENCES
List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies,
equipment or services included in the scope of the proposal specifications. The City reserves the right to contact each of
the references listed for additional information regarding your firm's qualifications.
Reference
Customer Name:
Address:
Contract Amount:
Description of supplies, equipment, or services provided:
Reference
Customer T
Address:
Contract Amount:
Description of supplies, equipment, or services provided:
Reference
Customer Name:
Address:
Contract Amount:
Description of supplies, equipment, or services provided:
Contact Individual:
Phone Number:
Facsimile Number:
Year:
Contact Individual:
Phone Number:
Facsimile Number:
Year:
Contact Individual:
Phone Number:
Facsimile Number:
Year:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
C
W W
o�
W 1'
� a
x
W
W
U
cc
a
7
C
}}
Z
O
O
N
m
Ln
O^
V
On
M
W
m
O
G¢
d
C C
Ln
�--�
m
N
Ln
m
�--�
U
n
'r
m
N
Z
¢
m
v~i
W
O
l7
w
l7
U
U
w
U
U
U
U
U
U
U
U
U
zLoCD
m
U
w
K
O
^
J
J
W
m
O
m
N
p
Z
Z
00
Y
Ln
00
OF
N
p
Z
Z
Y
Ue
m
U
H
0�1
O
J
Opt
w
J
n
m
v
U
a
O
O
g
Cu7
u
a
Z
w
N
N
v
v
N
�
�
O
LnQ
N
LL
aj
u
O
U
d
m
J
W
U
Q
ON
Q
Q
U
ry
Z
p
Z
r
Y
Y
LL
N
Z
g
Y
OO
o
Z
f
o
N
Z
c
m�
p
CZ0
Z
Q
U.
N
J
co
G
u
0
O
m
O
W
H
J
f
J
to
cJ_c
C
pW
Ory
co
N
y
c
�
O
p
W
m
ti
O
VU
i
N
w
'i
w
p
w
m~
zn
zn
a
Q
N
Q
Ln
Q
O
I)f
LL
X
X
X
X
W
Z
Q
11,
N
Z
U
N
N
m_
d
Q
W
J
Z
Y
O
W
J U
J
m
W
LLI U
x
l7
p
m
Q
ti
w
w
O
H
p
p
Q u
X
Ln
g
g ti
Z
=
U
*'
N
Z p;
d' Vl
V
I
W
L
v2i
2
p
W
w
Z
w
Q
p_
�
O
W Q
W
W
W
W Q
Q
p
m
o
OU
in
O
V
U iF
U
J U
J
J
J
J U
LL
rl
N
m
lf7
l0
I�
W
cn
O
r-I
N
m
V
lf1
r
W W
�
U
Z —
W 1'
� a
x
W
W
U
a
z
O
J
Q
Ln
0
0
O
Ln
0
In
O
0
0
O
O
In
O
O
In
0
0
W
O�
O
O
ZU
m
.ti
N
.--i
N
W
V
m
N
l0
v~1 Q
w
C
C
O
J
U'
X
m
V1
u
VI
u
N
u
V1
u
VI
u
N
u
Q
V1
U
Q
Q
W
K
d
CC
d
[C
d
[C
d
CC
d
K
d
CC
d
[C
d
w
W
OW
Y
Y
Y
U
z
g
uu
Q
LL
01
O
O
N
'i
�J�[[
xJx
m
J
m
m
O
V
V
\
O\
J
X
N
L�
LnN O
c
G
Ln O
w
w
m
m
LL
LL
LL
m
Ln
H
d
d
d
ro
m
ob
m
oo
v
N
N
o
m
0o
v
m
v
m
Ln
ao
�q
N
m
N
m
N
m
N
ti
o
O
O
,y
o
w
o
0
0
o
m
w
g
w
g
w
g�
.�
00
w
,�
a
,�
d
,y
a
,�
d
m
m
io
m
�o
ni
io
x
Q
Q
Q
m
m
Q
a
a
a
d
u
u
u
Q
m
Z
Z
w
U
nf
Ld
Ug
a
QQgw
h
oO
.
K
J
p
H
O
Q
w
X
O
-m
XC7
cm
o
m
m
u
Z
2
w
S
d
x
nev
LL
J
�_
o>
o
=
�~
u
2
u
w
x
u
w
>
CO
w
L
D
2
J
m
Q
00
00
o
m
�J
Z~
W
w
K
W
Q
N
>j
X
O
Z
2
W
d
N
v=i
~
W
Z
m
m
p
O
w
a
z
g
¢
oo
2
O
d
w
w
w
CC
cOc
w
O\
w
nQ
�
H
m
m
a
iv
w
U
J
w
m
J
J
c
C
X
W
O
G
w
cY
G
O
J
_
Y
U
0]
Z
u
G
g
W
d
g
0
co
-
LL
LL
N
N
K
Z
J
J�
O
d
N
O
J
m
w
H
N
N
d
Q�
c
_
w0
O
K
J
w
2
LLj
Z
Y
Y
w(
Ln
V7
d
w
w
L
U'
m
Y
N
N
H
m
Q
U
N
d Y
d\
Z
O
D
m
(�
Z
H-
H
H
H
J
N
m
W
N
N
m
m
>>
m
K
Z
010101
O
O
O
O w
O
O
�_
Q W
Q
O
O O
0
0
0
d N
O
O
Q
Q
J
J
J
J
J
J
J
S a
H
H H
H
U
H
Q .--i
0] v1
H
2 0
2=
l7
C7
C7
C7
0 LL
(D
(D ti
H
n
ro
rn
m
a
in
w
ao
m
o
.�
N
m
v
vi
rl
ri
rl
ri
N
N
N
N
N
N
N
N
N
N
m
m
m
m
m
m
W W
z
U
Z -
W 1'
x a
x
W
W
U
a
z
O
J
Q=)
O
O
N
O
O
O
N
O
O
O
O
N
N
N
0
0
N
O
Z
N
N
m
V
O
N
N
O
O
O
m
n
00
00
Ln
O
ti
m
Z
M
v~f Q
w
w
w
m
w
w
w
w
w
w
w
w
w
w
w
w
m
w
w
w
0
7
0
z
Z
—
LL
J
m
u
00
m
2
m
D
m
=
u
Y
o
r,
4 u
N
o
Ln
O
N
00
p
Z
o
v
a
w
N
4
^
Q
u
o
Q
u
m
°°
Q
Om
zw
m
u
Y
a
d
o
o
�
Q
v~i
X
Q
Z
o
a
Q
v
vUi
N
O
N
_
d
Q
Z
W
(D
YF
u
vi
x
N
x
m
F
U
O
u
O
Q
N
2>
U
w
Ofm
o
Q
W
V
\
V
N
N
K
LL
O
O
2
N
d
d
N
'ryryi
Z
\
\
Ou
>
N
U
Z
N
Q
cc
O
a
vi
u
a
x
s
=
N
v
Z
u
a
o
m
x
O
a
02
O
W
0
Lo
m
Q
U
W
K
N
,�./
V
LL
J
Y
m
g
Z)
N
K d
m
p
p
Ox0
LL
g
u
U\
ZF2
m
x
x} u
o
u
d
a
a
o
0
,n
N
m
CS_7
O
Q
}
F Q
N
0Y1
w
N
Z
W
K
H
H
d
H
Z U
K
LL
Y
Y
w
N
iwi m
g
D
Z IV
M
Z
2
Z
Y
Q X
W
N
Q
Q
N N
N
K O
O
K
\ N
W
D
V
N m
a
N
Q
d
W
Z
d CO
a)
W
�--�
Q>
O
Q E
0
0
d' x
a
a
N
w
W
Z
W
m
0
D
d i
e
v 4
n2
nf
E
pW,
.�
rn
Z
m-
O
H
O
H
m
Q
J H
M
H
N
Z
w
u
U
Q
J K
O_
J
N 0:
K .-
2i
m
J
w\
J
Nz
N
W
S
W
W>
LL
Z\
m
Z
Z
N
Z
�~/1 O
O
W
H d
K d
W
02=
Q
O
mOvO}
N W
O
O
Q
0
wo-
J
Jg
QQN�
>>
�i
u'If
ZQo
W
=
U
> LL
m
d
m
u U
W U
U
U
N
N
Y Q
2 .--I
U it
Z H
l0
I�
W
0)
O
.--I
N
m
N
w
I-
m
01
O
H
N
m
N
m
m
m
m
V
V
V
V
V
-Z,�
V
V
N
N
N
N
N
N
§
§)
m
k
§\�cc
z
r
r
°@c
R§
m
rL,
N
¥ a
_
�
r
r
�<
_
(
5
5
5
5
5
<
<
<
<
<
<
<
<
<
<
2
<
j
/
CD
_
\
Ln
\
o
zitm
\§
°
\
a)\
\
7
\
\
\
\
\
\
°
~
®\
e
)\\2jk
\
\
\
00
))14
\
#§
(
%
k
0
C
?
e\\/�
Z>>
c
B
_
2
§
/
/[
6
§
)
/'
2
=
z
g�#2-2
r1i
Ln
Fes(
§
�&
B\S\
-J�z�«--�
�a2=�4§
(
ggLn
o
20
30
5
<
%
5)
®
3
0u
f
-
G§J
g
§
_
\\//
k(}\»fa
§m
Gy»»§
2§§
)
§§\
®
&&��&
/&«}\\
(\(a)
/)Ln
0kr\°E)$
\§}\{$
°±'6
//\
Wuu
\k
s
p
&
a
a
�0
FL
m
d
\ z
(
%°[[//yj��(��
*««=u%z«/
=
..5
=
= .oWF:Of
�
®
§§�
§e®z�a��
8�
G
»/s/
/
/7@
»tR[)
\
)
W
�
W
U
Z
W
—
1'
�
x
a
W
W
U
a
z
O
J
ZO
O
O
O
ti
Ln
0mm
On
On
W
Ln
Z
0'
v7
v7
v7
Ln
,y
v~f
Q
w
O
W
W
W
W
U
U
N
N
N
m
0
z
0
U
W
g
N
m
N
rn
r�
n
m
o0
n
O
O
O
Ln
0
m
0m
Low
"so
2
2
2
2
d
2
U
U
U
J
H
Z
�
0]
d
LL
d.
p,
O
d
O
l0
Ln
N
m
N
m
m
CO
W
Z
O
N
d
N
Q
In
a
O}
Z
m
J
H
�
2
N
0
p
2
0
V
w
�o
Cc
LL
�J
W
W
Q
0
J
O
a
o
x
J
W
p
W
cc
�G
n
of
m
J
On
Q
CO0
W
Q
}
Z
W
W
d
J
vUi
W
~
m
w
m
O
W
O
v=i
cX
Z
LL
0
J
O
ro
Q
O
W
Z
Q
j
Of
U
Z}
O
N
}
J
O
N
Z
Z
.�
N
O
LL
2
U
U
v~i
Q
d W
LL
m
LL
VQw]
m
Q
Z?
m
O
w
d
Q
U
0>
K
p]
d
Z
H
W
LLj
i�
W
N
W
Z
w
H
w
J
U
nf
W
Z~
W
Y
Z
W
OJ
J
Z
W
K
U
J
Q
O] lO
N
z
LL
J
J
LL
z
z
m
m
g
g
g
z
Q
g
z
Y
Z x
O�
o
U
v~i
�
u
m
u
U
.�
u
Ou
in
Cf
N .�
m
n
v
n
Ln
n
w
n
n
n
ao
n
m
n
.�
00
N
ro
m
00
v
00
APPENDIX
ATTACHMENT 8 — PRICING
B. Percentage -Off List Price Per Category. Provide the percentage -off list price for the categories listed
below as applicable. Include a link to current list pricing or attach documents. Proposers who are
unable to provide at least 75% of the categories listed below may be disqualified at the discretion of the
City.
Category
% Discount
Abrasives
Adhesives, Sealants and
Tape
Cleaning
Electrical
Fasteners
Fleet and Vehicle
Maintenance
Hand Tools
Hardware
HVAC and Refrigeration
Lighting
Lubrication
Machining
Material Handling
Outdoor Equipment
Paint, Equipment and
Supplies
Plumbing
Pneumatics
Power Tools
Power Transmission
Pumps
Raw Materials
Safety
Security
Test Instruments
APPENDIX
ATTACHMENT 8 — PRICING
C. Financial Incentives. List any financial incentives (rebates, etc.)
D. Escalation Clause: Pricing increases, if any, shall not exceed the annual Consumer Price Index (CPI).
Any anticipated increases must be submitted ninety (90) days prior to the annual renewal date with
supporting documentation and will require prior approval by the City.
PROPOSER
SIGNATURE:
NAME:
TITLE:
DATE:
By my signature above, I,
), of
(Name),
Name),
hereby certify under penalty of perjury under the laws of the State of California, that I am officer or
employee of the organization with authority to obligate the organization.
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
APPENDIX
ATTACHMENT 9 — ADDITIONAL QUALIFICATIONS
Proposer's Additional Statement of Qualifications
The City will evaluate Attachment 9 — "Additional Qualifications Worksheef' for Proposer's provision of any of the
following three (3) value -add service categories. Proposer may select one or more categories for which Proposer can
perform. Proposer must complete Attachment 9 — "Additional Qualifications Worksheet" for consideration.
Catgory 1: End -User Functionality (circle Yes or No)
YES
NO
Can Proposer provide online ordering capabilities through a dedicated portal,
displaying contract pricing?
Catgory 2: Vending Machine Solution or Other Solutions (circle Yes or No)
YES
NO
Can Proposer provide an electronic supply vending machine solution?
YES
NO
Does electronic supply vending machine solution have the functionality to track
multiple users?
YES
NO
Can you provide other similar solutions?
Catgory 3: Inventory Controls (circle Yes or No)
TNO
Can Proposer provide scheduled on -site visits to inventory expendable facilities
hardware and supplies? The frequency of each visit shall be no less than once a
month or as otherwise requested by the Authority.
YES
NO
Is there Additional Cost for Category 1? If so, what is the cost?
Yes
No
Is there Additional Cost for Category 2? If so, what is the cost?
YES
NO
Is there Additional Cost for Category 3? If so, what is the cost?
PROPOSER
SIGNATURE
NAME:
TITLE:
DATE:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
4 �
W
y
Q
4�
CN
C
N
z
w
Z
�C
U
U
�
O
a
s
U
Lam.
G
U
U
ti
O
s.
U
ti
p
�
a'1
w