HomeMy WebLinkAbout27507Contract No.:
Contract Title:
Contract Period:
Using Agencies:
Terms:
Total Contract
Amt.:
Buyer Name:
Requisiti
DATE:
P-14-582-0
LIBRARY BARCODE
LABELS
10.1.2014 -9.30.2017
LIBRARY
N45
$20,000.00
Louann Jones
on No: 9621400008 -----------------------
10.13.2014
Vendor Number:
Name/Address:
Representative:
Phone No.:
Email:
Org: 96250130
Supersedes:
ciJ NEW c=J RENEWAL c===J ADJUSTMENT c===J REFERENCE
DESCRIPTION:
SPECIAL INSTRUCTIONS:
DISTRIBUTION:
DEPARTMENT: _L:_:_ibr...:car.o..y ________ __
REQUISITIONER: _E_ric_S_ha_rd_lo_w ______ _
Claudia Melancon
Carina Gil
Completed By: Date:
0000277532
OAT A 2 CORPORATION
222 TURNER BLVD
ST PETERS MO 63376
JOHN MCKAMEL Y
636.278.8888 X323
johnm@data2.com
TICK DATE
Completed By: Date
me. 10.13.2014
201~ SEP 29 PH 2= 17
County of Fresno
INTERNAL SERVICES DEPARTMENT
ROBERT BASH, DIRECTOR -CIO
Facility Services Fleet Services • Graphics
Information Technology Purchasing
Security Telecommunications
PROCUREMENT AGREEMENT
Agreement Number P-14-582-0
September 19, 2014
Data 2 Corporation -Q:::C)O~II 5'32...
Attn: Linda Blevins
222 Turner Blvd.
St Peter's, MO 63376
The County of Fresno (County) hereby contracts with Data 2 Corporation (Contractor) to provide
Library Barcode Labels in accordance with the text of this agreement, County of Fresno
Request for Quotation No: 525-5286 and the attached contractor's response to County of
Fresno Request for Quotation No: 525-5286 by this reference made a part hereof.
TERM: This Agreement shall become effective October 1, 2014 and shall remain in effect
through September 30, 2017.
EXTENSION: This Agreement may be extended for two (2) additional one (1) year periods by
the mutual written consent of all parties.
MINIMUM ORDERS: Unless stated otherwise there shall be no minimum order quantity. The
County reserves the right to increase or decrease orders or quantities.
CONTRACTOR'S SERVICES: Contractor shall perform the services as described in the
contractor's response, attached, at the rates set forth in the contractor's response.
ORDERS: Orders will be placed on an as-needed basis by Fresno County Main Library under
this contract.
PRICES: Prices shall be firm for the contract period.
MAXIMUM: In no event shall services performed and/or fees paid under this Agreement be in
excess of twenty thousand dollars ($20,000.00).
ADDITIONAL ITEMS: The County reserves the right to negotiate additional items to this
Agreement as deemed necessary. Such additions shall be made in writing and signed by both
parties.
4525 E. Hamilton Avenue 1 Fce5no, Califocnia 93702-4599/ (559) 600-7110 1 Fax (559) 600-7126
PROCUREMENT AGREEMENT NUMBER: P-14-582-0
Data 2 Corporation
September 19, 2014
Page 2
DELIVERY: The F.O.B. Point shall be the destination within the County of Fresno. All orders
shall be delivered complete as specified. All orders placed before Agreement expiration shall
be honored under the terms and conditions of this Agreement.
DEFAULT: In case of default by Contractor, the County may procure the articles/services from
another source and may recover the loss occasioned thereby from any unpaid balance due the
Contractor or by any other legal means available to the County. The prices paid by County shall
be considered the prevailing market price at the time such purchase is made. Inspection of
deliveries or offers for delivery, which do not meet specifications, will be at the expense of
Contractor.
INVOICING: An itemized invoice in duplicate shall be mailed to requesting County department
in accordance with invoicing instructions included in each order referencing this Agreement.
The Agreement number must appear on all shipping documents and invoices. Invoice terms
shall be Net 45 Days.
TERMINATION: The County reserves the right to terminate this Agreement upon thirty (30)
days written notice to the Contractor. In the event of such termination, the Contractor shall be
paid for satisfactory services or supplies provided to the date of termination.
LAWS AND REGULATIONS: The Contractor shall comply with all laws, rules and regulations
whether they are Federal, State or municipal, which may be applicable to Contractor's business,
equipment and personnel engaged in service covered by this Agreement.
AUDITS AND RETENTION: Terms and conditions set forth in the agreement associated with
the purchased goods are incorporated herein by reference. In addition, the Contractor shall
maintain in good and legible condition all books, documents, papers, data files and other
records related to its performance under this contract. Such records shall be complete and
available to Fresno County, the State of California, the federal government or their duly
authorized representatives for the purpose of audit, examination, or copying during the term of
the contract and for a period of at least three years following the County's final payment under
the contract or until conclusion of any pending matter (e.g., litigation or audit), whichever is later.
Such records must be retained in the manner described above until all pending matters are
closed.
LIABILITY: The Contractor agrees to:
Pay all claims for damage to property in any manner arising from Contractor's operations under
this Agreement.
Indemnify, save and hold harmless, and at County's request defend the County, its officers,
agents and employees from any and all claims for damage or other liability, including costs,
expenses, causes of action, claims or judgments resulting out of or in any way connected with
Contractor's performance or failure to perform by Contractor, its agents, officers or employees
under this Agreement.
INSURANCE:
Without limiting the COUNTY's right to obtain indemnification from CONTRACTOR or any third
parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect, the following
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PROCUREMENT AGREEMENT NUMBER: P-14-582-0
Data 2 Corporation
September 18, 2014
Page 3
insurance policies or a program of self-insurance, including but not limited to, an insurance
pooling arrangement or Joint Powers Agreement (JPA) throughout the term of the Agreement:
A. Commercial General Liability
Commercial General Liability Insurance with limits of not less than One Million Dollars
($1 ,000,000.00) per occurrence and an annual aggregate of Two Million Dollars
($2,000,000.00). This policy shall be issued on a per occurrence basis. County may require
specific coverage including completed operations, product liability, contractual liability,
Explosion-Collapse-Underground, fire legal liability or any other liability insurance deemed
·necessary because of the nature of the contract.
B. Automobile Liability
Comprehensive Automobile Liability Insurance with limits for bodily injury of not less than
Two Hundred Fifty Thousand Dollars ($250,000.00) per person, Five Hundred Thousand
Dollars ($500,000.00) per accident and for property damages of not less than Fifty
Thousand Dollars ($50,000.00), or such coverage with a combined single limit of Five
Hundred Thousand Dollars ($500,000.00). Coverage should include owned and non-owned
vehicles used in connection with this Agreement.
C. Professional Liability
If Contractor employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W., M.F.C.C.) in
providing services, Professional Liability Insurance with limits of not less than One Million
Dollars ($1 ,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00) annual
aggregate.
D. Worker's Compensation
A policy of Worker's Compensation insurance as may be required by the California Labor
Code.
Contractor shall obtain endorsements to the Commercial General Liability insurance naming the
County of Fresno, its officers, agents, and employees, individually and collectively, as additional
insured, but only insofar as the operations under this Agreement are concerned. Such
coverage for additional insured shall apply as primary insurance and any other insurance, or
self-insurance, maintained by County, its officers, agents and employees shall be excess only
and not contributing with insurance provided under Contractor's policies herein. This insurance
shall not be cancelled or changed without a minimum of thirty (30) days advance written notice
given to County.
Within Thirty (30) days from the date Contractor signs and executes this Agreement, Contractor
shall provide certificates of insurance and endorsement as stated above for all of the foregoing
policies, as required herein, to the County of Fresno, Main Library Business Office, 2420
Mariposa, Fresno, CA 93721 stating that such insurance coverage have been obtained and
are in full force; that the County of Fresno, its officers, agents and employees will not be
responsible for any premiums on the policies; that such Commercial General Liability insurance
names the County of Fresno, its officers, agents and employees, individually and collectively, as
additional insured, but only insofar as the operations under this Agreement are concerned; that
such coverage for additional insured shall apply as primary insurance and any other insurance,
G:\PUBLIC\CONTRACTS & EXTRACTS\0\P-14-582-0 AGREEMENT. DOC
PROCUREMENT AGREEMENT NUMBER: P-14-582-0
Data 2 Corporation
September 18, 2014
Page 4
or self-insurance, maintained by County, its officers, agents and employees, shall be excess
only and not contributing with insurance provided under Contractor's policies herein; and that
this insurance shall not be cancelled or changed without a minimum of thirty (30) days advance,
written notice given to County.
In the event Contractor fails to keep in effect at all times insurance coverage as herein provided,
the County may, in addition to other remedies it may have, suspend or terminate this Agreement
upon the occurrence of such event.
All policies shall be with admitted insurers licensed to do business in the State of California.
Insurance purchased shall be purchased from companies possessing a current A.M. Best, Inc.
rating of A FSC VII or better.
COMING ON COUNTY PROPERTY TO DO WORK
Contractor agrees to provide maintain and furnish proof of Comprehensive General Liability
Insurance with limits of not less than $500,000 per occurrence.
INDEPENDENT CONTRACTOR: In performance of the work, duties and obligations assumed
by Contractor under this Agreement, it is mutually understood and agreed that Contractor,
including any and all of Contractor's officers, agents, and employees will at all times be acting
and performing as an independent contractor, and shall act in an independent capacity and not
as an officer, agent, servant, employee, joint venturer, partner, or associate of the County.
Furthermore, County shall have no right to control or supervise or direct the manner or method
by which Contractor shall perform its work and function. However, County shall retain the right
to administer this Agreement so as to verify that Contractor is performing its obligations in
accordance with the terms and conditions thereof. Contractor and County shall comply with all
applicable provisions of law and the rules and regulations, if any, of governmental authorities
having jurisdiction over matters the subject thereof.
Because of its status as an independent contractor, Contractor shall have absolutely no right to
employment rights and benefits available to County employees. Contractor shall be solely liable
and responsible for providing to, or on behalf of, its employees all legally-required employee
benefits. In addition, Contractor shall be solely responsible and save County harmless from all
matters relating to payment of Contractor's employees, including compliance with Social
Security, withholding, and all other regulations governing such matters. It is acknowledged that
during the term of this Agreement, Contractor may be providing services to others unrelated to
the County or to this Agreement.
NON-ASSIGNMENT: Neither party shall assign, transfer or sub-contract this Agreement nor
their rights or duties under this Agreement without the written consent of the other party.
AMENDMENTS: This Agreement constitutes the entire Agreement between the Contractor and
the County with respect to the subject matter hereof and supersedes all previous negotiations,
proposals, commitments, writings, advertisements, publications, Request for Proposals, Bids
and understandings of any nature whatsoever unless expressly included in this Agreement.
This Agreement supersedes any and all terms set forth in Contractor's invoice. This Agreement
may be amended only by written addendum signed by both parties.
G:\PUBLIC\C~CTS & EXTRACTS\0\P-14-582-0AGREEMENT.DOC
PROCUREMENT AGREEMENT NUMBER: P-14-582-0
Data 2 Corporation
September 18, 2014
Page 5
INCONSISTENCIES: In the event of any inconsistency in interpreting the documents which
constitute this Agreement, the inconsistency shall be resolved by giving precedence in the
following order of priority: (1) the text of this Agreement (excluding County's Request for
Quotation No. 525-5286 and the Contractor's Quote in response thereto); (2) the County's
Request for Quotation No. 525-5286 and (3) the Contractor's quotation made in response to
County's Request for Quotation No. 525-5286.
GOVERNING LAWS: This Agreement shall be construed, interpreted and enforced under the
laws of the State of California. Venue for any action shall only be in County of Fresno.
Please acknowledge your acceptance by returning all pages of the signed original of this
Agreement to my office, retaining a copy for your files.
Please refer any inquiries in this matter to Louann Jones, Buyer II, at 559.600.7118 or
ljones@co. fresno. ca. us.
FOR THE COUNTY OF FRESNO
Gary E. Cor
Purchasing anager
4525 East Hamilton Avenue
Fresno, CA 93702-4599
Date:
GEC:LMJ:hrs
G:\PUBLIC\CONTRACTS & EXTRACTS\0\P-14-582-0AGREEMENT.OOC
PROCUREMENT AGREEMENT NUMBER: P-14-582-0
Data 2 Corporation
September 18, 2014
CONTRACTOR TO COMPLETE:
Company:
Type of Entity:
0 Individual
0 Sole Proprietorship
S Corporation
Signed by:
Print Name and Title
Signed by:
Print Name and Title
Address
TELEPHONE NUMBER
ACCOUNTING USE ONLY
ORG No.: 96250130
Account No.: 7265
Requisition No.: 9621400008
(08/14)
FAX NUMBER
G:\PUBLIC\C~CTS & EXTRACTS\O\P-14-582-0AGREEMENT.DOC
0 Limited Liability Company
0 Limited Liability Partnership
0 General Partnership
Date
Date
City State Zip
Page 6
c Of FRESN
REQUEST FOR QUOTATION
NUMBER: 525-5286
LIBRARY BARCODE LABELS
June 20, 2014
PURCHASING USE
ORG/Requisition: 9625/9621400008 G:\PUBLIC\RF0\525-5286 LIBRARY BARCODE LABELS. DOC
IMPORTANT: SUBMIT QUOTATION IN SEALED PACKAGE WITH QUOTATION NUMBER, CLOSING DATE AND BUYER'S NAME
MARKED CLEARLY ON THE OUTSIDE TO:
COUNTY OF FRESNO, Purchasing
4525 EAST HAMILTON AVENUE, 2nd Floor
FRESNO, CA 93702-4599
CLOSING DATE OF BID WILL BE AT 2:00 P.M., ON AUGUST 1, 2014.
QUOTATIONS WILL BE CONSIDERED LATE WHEN THE OFFICIAL PURCHASING TIME CLOCK READS 2:00P.M.
All quotation information will be available for review after contract award.
Clarification of specifications is to be directed to: Louann M. Jones, e-mail ljones@co.fresno.ca.us, phone (559)
600-7118.
GENERAL CONDITIONS: See "County Of Fresno Purchasing Standard Instructions And Conditions For Request For Proposals
(RFP'S) and Requests for Quotations (RFQ'S)" attached. Check County of Fresno Purchasing's Open Solicitations website at
https://www2.co.fresno.ca.us/0440/Bids/BidsHome.aspx for RFQ/RFP documents and changes.
BIDDER TO COMPLETE
UNDERSIGNED AGREES TO FURNISH THE COMMODITY OR SERVICE STIPULATED IN THE ATTACHED QUOTATION SCHEDULE AT THE
PRICES AND TERMS STATED, SUBJECT TO THE "COUNTY OF FRESNO PURCHASING STANDARD INSTRUCTIONS AND CONDITIONS FOR
REQUEST FOR PROPOSALS (RFP'S) AND REQUESTS FOR QUOTATIONS (RFQ'S)"ATTACHED.
Except as noted on individual items, the following will apply to all items in the Quotation Schedule.
1. Complete delivery will be made within calendar days after receipt of Order.
2. A cash discount % days will apply. -----
COMPANY
ADDRESS
CITY STATE. ZIP CODE
TELEPHONE NUMBER FACSIMILE NUMBER E-MAIL ADDRESS
SIGNED BY
PRINT NAME TITLE
PD-010 (5/14)
Quotation No. 525-5286
COUNTY OF FRESNO PURCHASING
STANDARD INSTRUCTIONS AND CONDITIONS FOR
REQUESTS FOR PROPOSALS (RFP'S) AND REQUESTS FOR QUOTATIONS (RFQ'S)
Note: the reference to "bids" in the following paragraphs applies to RFP's and RFQ's
GENERAL CONDITIONS
By submitting a bid the bidder agrees to the following conditions. These conditions will apply to all subsequent purchases based on this bid.
1. BID PREPARATION:
A) All prices and notations must be typed or written in ink. No erasures
permitted. Errors may be crossed out, initialed and corrections
printed in ink by person signing bid.
B) Brand Names: Brand names and numbers when given are for
reference. Equal items will be considered, provided the offer clearly
describes the article and how it differs from that specified. In the
absence of such information it shall be understood the offering is
exactly as specified.
C) State brand or make of each item. If bidding on other than specified,
state make, model and brand being bid and attach supporting
literature/specifications to the bid.
D) Bid on each item separately. Prices should be stated in units
specified herein. All applicable charges must be quoted; charges on
invoice not quoted herein will be disallowed.
E) Time of delivery is a part of the consideration and must be stated in
definite terms and must be adhered to. F.O.B. Point shall be
destination or freight charges must be stated.
F) All bids must be dated and signed with the firm's name and by an
authorized officer or employee.
G) Unless otherwise noted, prices shall be firm for one hundred eighty
( 180) days after closing date of bid.
2. SUBMITTING BIDS:
A) Each bid must be submitted on forms provided in a sealed
envelope/package with bid number and closing date and time on the
outside of the envelope/package.
B) Interpretation: Should any discrepancies or omissions be found in
the bid specifications or doubt as to their meaning, the bidder shall
notify the Buyer in writing at once. The County shall not be held
responsible for verbal interpretations. Questions regarding the bid
must be received by Purchasing stated within this document. All
addenda issued shall be in writing, duly issued by Purchasing and
incorporated into the contract.
C) ISSUING AGENT/AUTHORIZED CONTACT: This RFP/RFQ has
been issued by County of Fresno, Purchasing. Purchasing shall be
the vendor's sole point of contact with regard to the RFP/RFQ, its
content, and all issues concerning it.
All communication regarding this RFP/RFQ shall be directed to an
authorized representative of County Purchasing. The specific buyer
managing this RFP/RFQ is identified on the cover page, along with
his or her telephone number, and he or she should be the prirnary
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS. DOC
point of contact for discussions or information pertaining to the
RFP/RFQ. Contact with any other County representative, including
elected officials, for the purpose of discussing this RFP/RFQ, its content,
or any other issue concerning it, is prohibited unless authorized by
Purchasing. Violation of this clause, by the vendor having unauthorized
contact (verbally or in writing) with such other County representatives,
may constitute grounds for rejection by Purchasing of the vendor's
quotation.
The above stated restriction on vendor contact with County
representatives shall apply until the County has awarded a purchase
order or contract to a vendor or vendors, except as follows. First, in the
event that a vendor initiates a formal protest against the RFP/RFQ, such
vendor rnay contact the appropriate individual, or individuals who are
managing that protest as outlined in the County's established protest
procedures. All such contact must be in accordance with the sequence
set forth under the protest procedures. Second, in the event a public
hearing is scheduled before the Board of Supervisors to hear testimony
prior to its approval of a purchase order or contract, any vendor may
address the Board.
D) Bids received after the closing time will NOT be considered.
E) Bidders are to bid what is specified or requested first. If unable to or
unwilling to, bidder rnay bid alternative or option, indicating all
advantages, disadvantages and their associated cost.
F) Public Contract Code Section 7028.15
Where the State of California requires a Contractor's license, it is a
misdemeanor for any person to submit a bid unless specifically
exempted.
3. FAILURE TO BID:
A) If not bidding, return bid sheet and state reason for no bid or your narne
may be removed frorn rnailing list.
4. TAXES, CHARGES AND EXTRAS:
A) County of Fresno is subject to California sales and/or use tax (8.225%).
Please indicate as a separate line item if applicable.
B) DO NOT include Federal Excise Tax. County is exernpt under
Registration No. 94-73-03401-K.
C) County is exempt from Federal Transportation Tax. Exemption
certificate is not required where shipping papers show consignee as
County of Fresno.
D) Charges for transportation, containers, packing, etc. will not be paid
unless specified in bid.
1A PD-010 (5/14)
Quotation No. 525-5286
5. W-9-REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND
CERTIFICATION & CALIFORNIA FORM 590 WITHHOLDING
EXEMPTION CERTIFICATE:
Upon award of bid, the vendor shall submit to County Purchasing, a
completed IRS Form W-9-Request for Taxpayer Identification Number
and Certification and a California Form 590 Withholding Exemption
Certificate if not currently a County of Fresno approved vendor.
6. AWARDS:
A) Award(s) will be made to the most responsive responsible bidder;
however, the Fresno County Local Vendor Preference and/or the
Disabled Veteran Business Enterprise Preference shall take
precedence when applicable. Said Preferences apply only to
Request for Quotations for materials, equipment and/or supplies only
(no services); the preferences do not apply to Request for
Proposals. RFQ evaluations will include such things as life-cycle
cost, availability, delivery costs and whose product and/or service is
deemed to be in the best interest of the County. The County shall be
the sole judge in making such determination.
B) Unless bidder gives notice of all-or-none award in bid, County may
accept any item, group of items or on the basis of total bid.
C) The County reserves the right to reject any and all bids and to waive
informalities or irregularities in bids.
D) Award Notices are tentative: Acceptance of an offer made in
response to this RFP/RFQ shall occur only upon execution of an
agreement by both parties or issuance of a valid written Purchase
Order by Fresno County Purchasing.
E) After award, all bids shall be open to public inspection. The County
assumes no responsibility for the confidentiality of information
offered in a bid.
7. TIE BIDS:
All other factors being equal, the contract shall be awarded to the Fresno
County vendor or, if neither or both are Fresno County vendors, it may be
awarded by the flip of a coin in the presence of witnesses or the entire bid
may be rejected and re-bid. If the General Requirements of the RFQ state
that they are applicable, the provisions of the Fresno County Local Vendor
Preference shall take priority over this paragraph.
8. PATENT INDEMNITY:
The vendor shall hold the County, its officers, agents and employees,
harmless from liability of any nature or kind, including costs and expenses,
for infringement or use of any copyrighted or uncopyrighted composition,
secret process, patented or unpatented invention, article or appliance
furnished or used in connection with this bid.
9. SAMPLES:
Samples, when required, must be furnished and delivered free and, if not
destroyed by tests, will upon written request (within thirty (30) days of bid
closing date) be returned at the bidder's expense. In the absence of such
notification, County shall have the right to dispose of the samples in
whatever manner it deems appropriate.
10. RIGHTS AND REMEDIES OF COUNTY FOR DEFAULT:
A) In case of default by vendor, the County may procure the articles or
service from another source and may recover the cost difference
and related expenses occasioned thereby from any unpaid balance
due the vendor or by proceeding against performance bond of the
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS.DOC
11.
endor, if any, or by suit against the vendor. The prices paid by the
ounty shall be considered the prevailing market price at the time such
urchase is made.
B) rticles or services, which upon delivery inspection do not meet
pecifications, will be rejected and the vendor will be considered in
efault. Vendor shall reimburse County for expenses related to delivery
f non-specified goods or services.
C) egardless of F.O.B. point, vendor agrees to bear all risks of loss, injury
r destruction to goods and materials ordered herein which occur prior to
eli very and such loss, injury or destruction shall not release vendor from
ny obligation hereunder.
Term of less than fifteen ( 15) days for cash payment will be considered as net
in ev luating this bid. A discount for payment within fifteen (15) days or more
will b considered in determining the award of bid. Discount period will
com ence either the later of delivery or receipt of invoice by the County.
Stan ard terms are Net forty-five (45) days.
12. SPE IAL CONDITIONS IN BID SCHEDULE SUPERSEDE GENERAL
CON ITIONS:
13.
The" eneral Conditions" provisions of this RFP/RFQ shall be superseded if in
confli t with any other section of this bid, to the extent of any such conflict.
With he invoice or within twenty-five (25) days of delivery, the seller must
provi e to the County a Material Safety Data Sheet for each product, which
contjns any substance on "The List of 800 Hazardous Substances", published
by th State Director of Industrial Relations. (See Hazardous Substances
lnfor1ation and Training Act, California State Labor Code Sections 6360
throu h 6399.7.)
14. REC CLEO PRODUCTS/MATERIALS:
Vend rs are encouraged to provide and quote (with documentation) recycled
clable products/materials which meet stated specifications.
Vend r warrants that any product furnished pursuant to this Agreement/order
shall upport a four-digit year format and be able to accurately process date
and ti e data from, into and between the twentieth and twenty-first centuries,
as w II as leap year calculations. "Product" shall include, without limitation,
any ieee or component of equipment, hardware, firmware, middleware,
custo or commercial software, or internal components or subroutines therein.
This arranty shall survive termination or expiration of this Agreement.
In the event of any decrease in product functionality or accuracy related to time
and/o date data related codes and/or internal subroutines that impede the
produ t from operating correctly using dates beyond December 31, 1999,
vend r shall restore or repair the product to the same level of functionality as
warra ted herein, so as to minimize interruption to County's ongoing business
proce s, time being of the essence. In the event that such warranty
camp iance requires the acquisition of additional programs, the expense for
any uch associated or additional acquisitions, which may be required,
includ ng, without limitation, data conversion tools, shall be borne exclusively
by ve· dor. Nothing in this warranty shall be construed to limit any rights or
reme ies the County may otherwise have under this Agreement with respect to
defec s other than year performance.
1B PD-040 (5/14)
Quotation No. 525-5286
16. PARTICIPATION:
Bidder may agree to extend the terms of the resulting contract to other
political subdivision, municipalities and tax-supported agencies.
Such participating Governmental bodies shall make purchases in their
own name, make payment directly to bidder, and be liable directly to the
bidder, holding the County of Fresno harmless.
17. CONFIDENTIALITY:
All services performed by vendor shall be in strict conformance with all
applicable Federal, State of California and/or local laws and regulations
relating to confidentiality, including but not limited to, California Civil Code,
California Welfare and Institutions Code, Health and Safety Code,
California Code of Regulations, Code of Federal Regulations.
Vendor shall submit to County's monitoring of said compliance.
Vendor may be a business associate of County, as that term is defined in
the "Privacy Rule" enacted by the Health Insurance Portability and
Accountability Act of 1996 (HIPAA). As a HIPAA Business Associate,
vendor may use or disclose protected health information ("PHI") to perform
functions, activities or services for or on behalf of County as specified by
the County, provided that such use or disclosure shall not violate HIPAA
and its implementing regulations. The uses and disclosures if PHI may not
be more expansive than those applicable to County, as the "Covered
Entity" under HIPAA's Privacy Rule, except as authorized for
management, administrative or legal responsibilities of the Business
Associate.
Vendor shall not use or further disclose PHI other than as permitted or
required by the County, or as required by law without written notice to the
County.
Vendor shall ensure that any agent, including any subcontractor, to which
vendor provides PHI received from, or created or received by the vendor
on behalf of County, shall comply with the same restrictions and conditions
with respect to such information.
18. APPEALS:
Appeals must be submitted in writing within seven (7) working days after
notification of proposed recommendations for award. A "Notice of Award"
is not an indication of County's acceptance of an offer made in response to
this RFP/RFQ. Appeals should be submitted to County of Fresno
Purchasing, 4525 E. Hamilton Avenue, Fresno, California 93702-4599.
Appeals should address only areas regarding RFP contradictions,
procurement errors, quotation rating discrepancies, legality of procurement
context, conflict of interest, and inappropriate or unfair competitive
procurement grievance regarding the RFP/RFQ process.
Purchasing will provide a written response to the complainant within seven
(7) working days unless the complainant is notified more time is required.
If the protesting bidder is not satisfied with the decision of Purchasing,
he/she shall have the right to appeal to the Purchasing Agent/CAO within
seven (7) business days after Purchasing's notification; except if, notified
to appeal directly to the Board of Supervisors at the scheduled date and
time.
If the protesting bidder is not satisfied with Purchasing Agent/CAO's
decision, the final appeal is with the Board of Supervisors.
19. OBLIGATIONS OF CONTRACTOR:
A) CONTRACTOR shall perform as required by the ensuing contract.
CONTRACTOR also warrants on behalf of itself and all
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS. DOC
subcontractors engaged for the performance of the ensuing contract that
only persons authorized to work in the United States pursuant to the
Immigration Reform and Control Act of 1986 and other applicable laws
shall be employed in the performance of the work hereunder.
B) CONTRACTOR shall obey all Federal, State, local and special district
laws, ordinances and regulations.
20. AUDITS & RETENTION:
The Contractor shall maintain in good and legible condition all books,
documents, papers, data files and other records related to its performance
under this contract. Such records shall be complete and available to Fresno
County, the State of California, the federal government or their duly authorized
representatives for the purpose of audit, examination, or copying during the
term of the contract and for a period of at least three (3) years following the
County's final payment under the contract or until conclusion of any pending
matter (e.g., litigation or audit), whichever is later. Such records must be
retained in the manner described above until all pending matters are closed.
21. DISCLOSURE-CRIMINAL HISTORY & CIVIL ACTIONS:
Applies to Request for Proposal (RFP); does not apply to Request for
Quotation (RFQ) unless specifically stated elsewhere in the RFQ document.
In their proposal, the bidder is required to disclose if any of the following
conditions apply to them, their owners, officers, corporate managers and
partners (hereinafter collectively referred to as "Bidder"):
• Within the three-year period preceding the proposal, they have been
convicted of, or had a civil judgment rendered against them for:
o fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state, or
local) transaction or contract under a public transaction;
o violation of a federal or state antitrust statute;
o embezzlement, theft, forgery, bribery, falsification, or
destruction of records; or
o false statements or receipt of stolen property
Within a three-year period preceding their proposal, they have had a public
transaction (federal, state, or local) terminated for cause or default.
22. DATA SECURITY:
Individuals and/or agencies that enter into a contractual relationship with the
COUNTY for the purpose of providing services must employ adequate controls
and data security measures, both internally and externally to ensure and
protect the confidential information and/or data provided to contractor by the
COUNTY, preventing the potential loss, misappropriation or inadvertent
access, viewing, use or disclosure of COUNTY data including sensitive or
personal client information; abuse of COUNTY resources; and/or disruption to
COUNTY operations.
Individuals and/or agencies may not connect to or use COUNTY
networks/systems via personally owned mobile, wireless or handheld devices
unless authorized by COUNTY for telecommuting purposes and provide a
secure connection; up to date virus protection and mobile devices must have
the remote wipe feature enabled. Computers or computer peripherals
including mobile storage devices may not be used (COUNTY or Contractor
device) or brought in for use into the COUNTY's system(s) without prior
authorization from COUNTY's Chief Information Officer and/or designee(s).
No storage of COUNTY's private, confidential or sensitive data on any hard-
disk drive, portable storage device or remote storage installation unless
1C PD-040 (5/14)
Quotation No. 525-5286
encrypted according to advance encryption standards (AES of 128 bit or
higher).
The COUNTY will immediately be notified of any violations, breaches or
potential breaches of security related to COUNTY's confidential
information, data and/or data processing equipment which stores or
processes COUNTY data, internally or externally.
COUNTY shall provide oversight to Contractor's response to all incidents
arising from a possible breach of security related to COUNTY's
confidential client information. Contractor will be responsible to issue any
notification to affected individuals as required by law or as deemed
necessary by COUNTY in its sole discretion. Contractor will be
responsible for all costs incurred as a result of providing the required
notification.
23. PURCHASING LOCATION & HOURS:
Fresno County Purchasing is located at 4525 E. Hamilton Avenue
(second floor), Fresno, CA 93702. Non-holiday hours of operation are
Monday through Friday, 8:00A.M. to 12:00 Noon and 1:00 P.M. to 5:00
P.M. PST; Purchasing is closed daily from 12:00 Noon to 1:00 P.M. The
following holiday office closure schedule is observed:
January 1*
Third Monday in January
Third Monday in February
March 31*
Last Monday in May
July 4*
First Monday in September
November 11*
Fourth Thursday in November
Friday following Thanksgiving
December 25*
New Year's Day
Martin Luther King, Jr.'s Birthday
Washington -Lincoln Day
Cesar Chavez' Birthday
Memorial Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Christmas
* When this date falls on a Saturday, the holiday is observed the
preceding Friday. If the date falls on a Sunday, the holiday is observed
the following Monday.
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Quotation No. 525-5286 Page 2
TABLE OF CONTENTS
BIDDING INSTRUCTIONS CONTRACT SUPPLY .......................................................... 3
PARTICIPATION ........................................................................................................... 12
LOCAL VENDOR BID PREFERENCE AND DISABLED VETERAN BUSINESS
ENTERPRISE BID PREFERENCE ............................................................................... 13
PREFERENCE CERTIFICATION LOCAL VENDOR AND/OR DISABLED VETERANS
BUSINESS ENTERPRISE ............................................................................................ 16
REFERENCE LIST ........................................................................................................ 18
QUOTATION SCHEDULE ............................................................................................ 19
BARCODE SPECIFICATIONS AND SAMPLES ........................................................... 20
SAN JOAQUIN VALLEY LIBRARY SYSTEM BARCODE DESCRIPTION .................... 21
CHECK LIST ................................................................................................................. 22
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Quotation No. 525-5286
BIDDING INSTRUCTIONS
CONTRACT SUPPLY
Page 3
The County of Fresno is requesting bids for the provision of single and double barcode labels as
shown within this Request for Quotation.
LOCAL VENDOR PREFERENCE AND DISABLED VETERAN BUSINESS ENTERPRISE BID
PREFERENCE: The Local Vendor Preference and Disabled Veteran Business Enterprise
Preference does apply to this Request For Quotation.
DEFINITIONS: The terms Bidder, Proposer, Contractor and Vendor are all used
interchangeably and refer to that person, partnership, corporation, organization, agency, etc.
which is offering the quotation and is identified on page one of this Request For Quotation
(RFQ).
ISSUING AGENT: This RFQ has been issued by County of Fresno, Purchasing. Purchasing
shall be the vendor's sole point of contact with regard to the RFQ, its content, and all issues
concerning it.
INTERPRETATION OF RFQ: Vendors must make careful examination of the requirements,
specifications and conditions expressed in the RFQ and fully inform themselves as to the quality
and character of services required. If any person planning to submit a quotation finds
discrepancies in or omissions from the RFQ or has any doubt as to the true meaning or
interpretation, correction thereof may be requested in writing from Purchasing by July 18,
2014, 10:00am PST.
Questions shall be delivered to County of Fresno Purchasing, 4525 E. Hamilton Avenue,
Fresno, CA 93702, or email: ljones@co.fresno.ca.us.
NOTE: Time constraints will prevent County from responding to questions submitted after the
cutoff date.
Any change in the Request for Quotation will be made by written addendum issued by the
County. The County will not be responsible for any other explanations or interpretations.
AWARD: Award will be made to the vendor(s) offering the services, products, prices, delivery,
equipment and system deemed to be to the best advantage of the County. The County shall be
the sole judge in making such determination. Award Notices are tentative: Acceptance of an
offer made in response to this RFQ shall occur only upon execution of an agreement by both
parties or issuance of a valid written Purchase Order by Fresno County Purchasing.
RIGHT TO REJECT BIDS: The County reserves the right to reject any and all bids and to
waive informalities or irregularities in bids.
AUTHORIZED CONTACT: All communication regarding this RFQ shall be directed to an
authorized representative of County Purchasing. The specific buyer managing this RFQ is
identified on the cover page, along with his or her telephone number, and he or she should be
the primary point of contact for discussions or information pertaining to the RFQ. Contact with
any other County representative, including elected officials, for the purpose of discussing this
RFQ, it content, or any other issue concerning it, is prohibited unless authorized by Purchasing.
Violation of this clause, by the vendor having unauthorized contact (verbally or in writing) with
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Quotation No. 525-5286 Page4
such other County representatives, may constitute grounds for rejection by Purchasing of the
vendor's quotation.
The above stated restriction on vendor contact with County representatives shall apply until the
County has awarded a purchase order or contract to a vendor or vendors, except as follows.
First, in the event that a vendor initiates a formal protest against the RFQ, such vendor may
contact the appropriate individual, or individuals who are managing that protest as outlined in
the County's established protest procedures. All such contact must be in accordance with the
sequence set forth under the protest procedures. Second, in the event a public hearing is
scheduled before the Board of Supervisors to hear testimony prior to its approval of a purchase
order or contract, any vendor may address the Board.
CODES AND REGULATIONS: All work and material to conform to all applicable state and
local building and other codes and regulations.
NUMBER OF COPIES: Submit one (1) original and three (3) copies of your quotation no
later than the quotation closing date and time as stated on the front of this document to County
of Fresno Purchasing. Each copy to be identical to the original, include all supporting
documentation (e.g. literature, brochures, reports, schedules etc.). The cover page of each
quotation is to be appropriately marked "Original" or "Copy".
FIRM QUOTATION: All quotations shall remain firm for at least, 180 days.
TAXES: The quoted amount must include all applicable taxes. If taxes are not specifically
identified in the quotation it will be assumed that they are included in the total quoted.
SALES TAX: Fresno County pays California State Sales Tax in the amount of 8.225%
regardless of vendor's place of doing business.
TAXES, PERMITS & FEES: The successful bidder shall pay for and include all federal, state
and local taxes direct or indirect upon all materials; pay all fees for, and obtain all necessary
permits and licenses, unless otherwise specified herein.
SPECIFICATIONS AND EQUALS: Brand names, where used, are a means of establishing
quality and style. Bidders are invited to quote their equals. Alternate offers are to be supported
by literature, which fully describes items that you are bidding.
No exceptions to or deviations from this specification will be considered unless each exception
or deviation is specifically stated by the bidder, in the designated places. If no exceptions or
deviations are shown, the bidder will be required to furnish items exactly as specified herein.
The burden of proof of compliance with this specification is the responsibility of the bidder.
LITERATURE: Bidders shall submit literature, which fully describes items on which they are
bidding, not later than the closing date of this bid. Any and all literature submitted must be
stamped with bidders name and address.
MERCHANDISE RETURNABLE FOR FULL CREDIT: Bidder agrees to accept for full credit
any merchandise sold by him on contract or award resulting from this bid, if returned in good
condition by the County.
GUARANTEE AGAINST DEFECTS: All items are to carry a full guarantee against defects in
materials and workmanship and guarantee against breakage and other malfunctions when
performing work for which they are designed.
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Quotation No. 525-5286 Page 5
PACKAGING: Each item listed in the bid gives as p~rt of its description the minimum
packaging size that the County would order. The C~unty feels it more reasonable to order the
successful bidder's standard "carton" sizes; therefore, each bidder is asked to fill in the
information for each item. Normally the circumstances resort to minimum package size orders.
Be sure to fill in your "standard" carton size on the quotation schedule if different from stated.
Quote separate prices on each individual item in County unit of measure (e.g., EA, DZ, PG, not
your standard carton price).
SAMPLES: On request, samples of the products on; which you are bidding shall be made
available to the County. County will designate where samples are to be delivered.
Successful bidder's samples may be retained for checking against delivery, in which case
allowance will be made to vendor.
VENDOR ASSISTANCE: Successful bidder shall furnish, at no cost to the County, a
representative to assist County departments in determining their product requirements
MINOR DEVIATIONS: The County reserves the right to negotiate minor deviations from the
prescribed terms, conditions and requirements with the selected vendor.
QUOTATION REJECTION: Failure to respond to all questions or not to supply the requested
information could result in rejection of your quotation.
BIDDERS' LIABILITIES: County of Fresno will not be held liable for any cost incurred by
vendors in responding to the RFQ.
PRICE RESPONSIBILITY: The selected vendor will be required to assume full responsibility
for all services and activities offered in the quotation, whether or not they are provided directly.
Further, the County of Fresno will consider the selected vendor to be the sole point of contact
with regard to contractual matters, including payment of any and all charges resulting from the
contract. The contractor may not subcontract or transfer the contract, or any right or obligation
arising out of the contract, without first having obtained the express written consent of the
County.
PRICES: Bidder agrees that prices quoted are a maximum for the contract period, and in the
event of a price decline such lower prices shall be extended to the County of Fresno. Prices
shall be quoted F.O.B. destination
CONFIDENTIALITY: Bidders shall not disclose information about the County's business or
business practices and safeguard confidential data which vendor staff may have access to in
the course of system implementation.
NEWS RELEASE: Vendors shall not issue any news releases or otherwise release information
to any third party about this RFQ or the vendor's quotation without prior written approval from
the County of Fresno.
BACKGROUND REVIEW: The County reserves the right to conduct a background inquiry of
each proposer/bidder which may include collection of appropriate criminal history information,
contractual and business associations and practices, employment histories and reputation in the
business community. By submitting a quotation/bid to the County, the vendor consents to such
an inquiry and agrees to make available to the County such books and records the County
deems necessary to conduct the inquiry.
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Quotation No. 525-5286 Page 6
EXCEPTIONS: Identify with explanation, any terms, conditions, specifications or stipulations of
the RFQ with which you CAN NOT or WILL NOT comply.
ADDENDA: In the event that it becomes necessary to revise any part of this RFQ, addenda will
be provided to all agencies and organizations that receive the basic RFQ.
SUBCONTRACTORS: If a subcontractor is proposed, complete identification of the
subcontractor and his tasks shall be provided. The primary contractor is not relieved of any
responsibility by virtue of using a subcontractor.
CONFLICT OF INTEREST: The County shall not contract with, and shall reject any bid or
quotation submitted by the persons or entities specified below, unless the Board of Supervisors
finds that special circumstances exist which justify the approval of such contract:
1. Employees of the County or public agencies for which the Board of Supervisors is the
governing body.
2. Profit-making firms or businesses in which employees described in Subsection (1) serve
as officers, principals, partners or major shareholders.
3. Persons who, within the immediately preceding twelve (12) months, came within the
provisions of Subsection (1), and who were employees in positions of substantial
responsibility in the area of service to be performed by the contract, or participated in
any way in developing the contract or its service specifications.
4. Profit-making firms or businesses in which the former employees described in
Subsection (3) serve as officers, principals, partners or major shareholders.
5. No County employee whose position in the County enables him to influence the
selection of a contractor for this RFQ, or any competing RFQ, and no spouse or
economic dependent of such employee, shall be employees in any capacity by a bidder,
or have any other direct or indirect financial interest in the selection of a contractor.
INVOICING: All invoices are to be delivered in duplicate to the County of Fresno Main Library
Business Office, 2420 Mariposa, Fresno, CA 93721. Reference shall be made to the
purchase order/contract number on the invoice.
PAYMENT: Upon satisfactory completion of work, specified herein and approval by the County,
payment will be made in full. Terms of payment will be net forty-five (45) days. County will
consider the Bidder's cash discount offer, as previously stated under the General Terms and
Conditions in lieu of the net forty-five (45) days payment terms.
CONTRACT TERM: It is County's intent to contract with the successful bidder for a term of
three (3) years.
RENEWAL: Agreement may be renewed for a potential of two (2), one (1) year periods,
based on the mutual written consent of all parties.
QUANTITIES: Quantities shown in the bid schedule are approximate and the County
guarantees no minimum amount. The County reserves the right to increase or decrease
quantities.
ORDERING: Orders will be placed as required by County of Fresno Main Library.
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Quotation No. 525-5286 Page 7
TERMINATION: The County reserves the right to terminate any resulting contract upon written
notice.
INDEPENDENT CONTRACTOR: In performance of the work, duties, and obligations assumed
by Contractor under any ensuing Agreement, it is mutually understood and agreed that
CONTRACTOR, including any and all of Contractor's officers, agents, and employees will at all
times be acting and performing as an independent contractor, and shall act in an independent
capacity and not as an officer, agent, servant, employee, joint venturer, partner, or associate of
the COUNTY. Furthermore, County shall have no right to control or supervise or direct the
manner or method by which Contractor shall perform its work and function. However, County
shall retain the right to administer this Agreement so as to verify that Contractor is performing its
obligations in accordance with the terms and conditions thereof. Contractor and County shall
comply with all applicable provisions of law and the rules and regulations, if any, of
governmental authorities having jurisdiction over matters the subject thereof.
Because of its status as an independent contractor, Contractor shall have absolutely no right to
employment rights and benefits available to County employees. Contractor shall be solely liable
and responsible for providing to, or on behalf of, its employees all legally-required employee
benefits. In addition, Contractor shall be solely responsible and save County harmless from all
matters relating to payment of Contractor's employees, including compliance with Social
Security, withholding, and all other regulations governing such matters. It is acknowledged that
during the term of the Agreement, Contractor may be providing services to others unrelated to
the County or to the Agreement.
SELF-DEALING TRANSACTION DISCLOSURE: Contractor agrees that when operating as a
corporation (a for-profit or non-profit corporation), or if during the term of the agreement the
Contractor changes its status to operate as a corporation, members of the Contractor's Board of
Directors shall disclose any self-dealing transactions that they are a party to while Contractor is
providing goods or performing services under the agreement with the County. A self-dealing
transaction shall mean a transaction to which the Contractor is a party and in which one or more
of its directors has a material financial interest. Members of the Board of Directors shall
disclose any self-dealing transactions that they are a party to by completing and signing a
Fresno County Self-Dealing Transaction Disclosure Form and submitting it to the County prior to
commencing with the self-dealing transaction or immediately thereafter.
HOLD HARMLESS CLAUSE: Contractor agrees to indemnify, save, hold harmless and at
County's request, defend the County, its officers, agents and employees, from any and all costs
and expenses, damages, liabilities, claims and losses occurring or resulting to County in
connection with the performance, or failure to perform, by Contractor, its officers, agents or
employees under this Agreement and from any and all costs and expenses, damages, liabilities,
claims and losses occurring or resulting to any person, firm or corporation who may be injured
or damaged by the performance, or failure to perform, of Contractor, its officers, agents or
employees under this Agreement.
MATERIALS TO BE NEW: All materials shall be new and of merchantable grade, free from
defect. No bid will be considered unless it is accompanied by a complete list of manufacturer's
catalog numbers of the items, which the bidder proposes to furnish, together with full descriptive
literature on all items so enumerated. If item proposed differs from these specifications, bidder
shall present specific explanation of functioning and structural characteristics for those details
which differ from the specifications listed herein.
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Quotation No. 525-5286 Page 8
INSPECTION: All material and workmanship shall be subject to inspection, examination and
test by the County at any and all times during which manufacture and/or construction are carried
on. The County shall have the right to reject defective material and workmanship or require its
correction.
INSURANCE:
Without limiting the COUNTY's right to obtain indemnification from CONTRACTOR or any third
parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect, the following
insurance policies or a program of self-insurance, including but not limited to, an insurance
pooling arrangement or Joint Powers Agreement (JPA) throughout the term of the Agreement:
A. Commercial General Liability
Commercial General Liability Insurance with limits of not less than One Million Dollars
($1 ,000,000) per occurrence and an annual aggregate of Two Million Dollars ($2,000,000).
This policy shall be issued on a per occurrence basis. COUNTY may require specific
coverages including completed operations, products liability, contractual liability, Explosion-
Collapse-Underground, fire legal liability or any other liability insurance deemed necessary
because of the nature of this contract.
B. Automobile Liability
Comprehensive Automobile Liability Insurance with limits for bodily injury of not less than
Two Hundred Fifty Thousand Dollars ($250,000.00) per person, Five Hundred Thousand
Dollars ($500,000.00) per accident and for property damages of not less than Fifty
Thousand Dollars ($50,000.00), or such coverage with a combined single limit of Five
Hundred Thousand Dollars ($500,000.00). Coverage should include owned and non-owned
vehicles used in connection with this Agreement.
C. Professional Liability
If CONTRACTOR employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W.,
M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than
One Million Dollars ($1 ,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00)
annual aggregate.
D. Worker's Compensation
A policy of Worker's Compensation insurance as may be required by the California Labor
Code.
CONTRACTOR shall obtain endorsements to the Commercial General Liability insurance
naming the County of Fresno, its officers, agents, and employees, individually and collectively,
as additional insured, but only insofar as the operations under this Agreement are concerned.
Such coverage for additional insured shall apply as primary insurance and any other insurance,
or self-insurance, maintained by COUNTY, its officers, agents and employees shall be excess
only and not contributing with insurance provided under CONTRACTOR's policies herein. This
insurance shall not be cancelled or changed without a minimum of thirty (30) days advance
written notice given to COUNTY.
Within thirty (30) days from the date CONTRACTOR executes this Agreement, CONTRACTOR
shall provide certificates of insurance and endorsement as stated above for all of the foregoing
policies, as required herein, to: Carina Gil, Fresno County Library, 2420 Mariposa, Fresno,
CA 93721 stating that such insurance coverage have been obtained and are in full force; that
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Quotation No. 525-5286 Page 9
the County of Fresno, its officers, agents and employees will not be responsible for any
premiums on the policies; that such Commercial General Liability insurance names the County
of Fresno, its officers, agents and employees, individually and collectively, as additional insured,
but only insofar as the operations under this Agreement are concerned; that such coverage for
additional insured shall apply as primary insurance and any other insurance, or self-insurance,
maintained by COUNTY, its officers, agents and employees, shall be excess only and not
contributing with insurance provided under CONTRACTOR's policies herein; and that this
insurance shall not be cancelled or changed without a minimum of thirty (30) days advance,
written notice given to COUNTY.
In the event CONTRACTOR fails to keep in effect at all times insurance coverage as herein
provided, the COUNTY may, in addition to other remedies it may have, suspend or terminate
this Agreement upon the occurrence of such event.
All policies shall be with admitted insurers licensed to do business in the State of California.
Insurance purchased shall be purchased from companies possessing a current A.M. Best, Inc.
rating of A FSC VII or better.
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Quotation No. 525-5286 Page 10
BIDDER TO COMPLETE:
Name of Insurance Carrier:
Public Liability: Expires:
Automotive Insurance: Expires:
Worker's Compensation: Expires:
Proof of maintenance of adequate insurance will be required before award is made to vendor.
GUARANTEED PICK UP AND/OR DELIVERY: Bidder will be considered in award of bid only if
they can guarantee. Enter guarantee on this line (i.e. number of days from receipt of order to
delivery):
By:
(Authorized Signature)
ADDITIONAL ITEMS:
The County may require additional items from those in bid schedule.
Price list for additional items:
List your company's Purchase Order mailing address:
SUBCONTRACTORS:
List all subcontractors that would perform work in excess of one/half of one percent of the total
amount of your bid, and state general type of work such subcontractor would be performing:
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Quotation No. 525-5286 Page 11
GUARANTEE: The successful bidder shall fully guarantee all aspects of the project for the
minimum period of one (1) year. Such one (1) year period shall commence upon the date of
final acceptance by County. The guarantee shall include but in no way be limited to
workmanship, equipment and materials.
DISPUTE RESOLUTION: The ensuing contract shall be governed by the laws of the state of
California .Any claim which cannot be amicably settled without court action will be litigated in the
U.S. District Court for the Eastern District of California in Fresno, CA or in a state court for
Fresno County.
DEFAULT: In case of default by the selected bidder, the County may procure the services from
another source and may recover the loss occasioned thereby from any unpaid balance due the
selected bidder, or by any other legal means available to the County.
ASSIGNMENTS: The ensuing proposed contract will provide that the vendor may not assign
any payment or portions of payments without prior written consent of the County of Fresno.
ASSURANCES: Any contract awarded under this RFQ must be carried out in full compliance
with The Civil Rights Act of 1964, The Americans With Disabilities Act of 1990, their subsequent
amendments, and any and all other laws protecting the rights of individuals and agencies. The
County of Fresno has a zero tolerance for discrimination, implied or expressed, and wants to
ensure that policy continues under this RFQ. The contractor must also guarantee that services,
or workmanship, provided will be performed in compliance with all applicable local, state, or
federal laws and regulations pertinent to the types of services, or project, of the nature required
under this RFQ. In addition, the contractor may be required to provide evidence substantiating
that their employees have the necessary skills and training to perform the required services or
work.
AUDITS AND RETENTION: The Contractor shall maintain in good and legible condition all
books, documents, papers, data files and other records related to its performance under this
contract. Such records shall be complete and available to Fresno County, the State of
California, the federal government or their duly authorized representatives for the purpose of
audit, examination, or copying during the term of the contract and for a period of at least three
years following the County's final payment under the contract or until conclusion of any pending
matter (e.g., litigation or audit), whichever is later. Such records must be retained in the manner
described above until all pending matters are closed.
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Quotation No. 525-5286 Page 12
BIDDER TO COMPLETE THE FOLLOWING:
PARTICIPATION
The County of Fresno is a member of the Central Valley Purchasing Group. This group consists
of Fresno, Kern, Kings, and Tulare Counties and all governmental, tax supported agencies
within these counties.
Whenever possible, these and other tax supported agencies co-op (piggyback) on contracts put
in place by one of the other agencies.
Any agency choosing to avail itself of this opportunity, will make purchases in their own name,
make payment directly to the contractor, be liable to the contractor and vice versa, per the terms
of the original contract, all the while holding the County of Fresno harmless. If awarded this
contract, please indicate whether you would extend the same terms and conditions to all tax
supported agencies within this group as you are proposing to extend to Fresno County.
D Yes, we will extend contract terms and conditions to all qualified agencies within the
Central Valley Purchasing Group and other tax supported agencies.
No, we will not extend contract terms to any agency other than the County of Fresno.
(Authorized Signature)
Title
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Quotation No. 525-5286
COUNTY OF FRESNO
LOCAL VENDOR BID PREFERENCE
AND
Page 13
DISABLED VETERAN BUSINESS ENTERPRISE BID
PREFERENCE
The Local Vendor and Disabled Veteran Business Enterprise Preferences apply to this RFQ.
Whenever the Purchasing Agent purchases supplies, materials and/or equipment for the County
through the use of competitive bids, the Purchasing Agent, in evaluating the price or bid for
such supplies, materials and/or equipment shall determine if each bidder is a Fresno County
Local Vendor (FCLV) and/or a Disabled Veteran Business Enterprise (DVBE). Bidders that are
either an FCLV or a California State Certified DVBE may be granted a preference when
determining the award of a bid. FCLV and DVBE, for the purposes of this section, are defined
below.
A. Fresno County Local Vendor (FCLV)
1. The vendor has its headquarters, distribution point or locally-owned franchise located in
or having a street address within the County for at least six (6) months immediately prior
to the issuance of the request for competitive bids by the Purchasing Agent; and
2. The vendor holds any required business license by a jurisdiction located in Fresno
County; and
3. The vendor employs at least one (1) full-time or two (2) part-time employees whose
primary residence is located within Fresno County, or if the business has no employees,
shall be at least fifty percent (50%) owned by one or more persons whose primary
residence(s) is located within Fresno County.
B. Disabled Veteran Business Enterprise (DVBE)
A vendor must be certified by the State of California as a Disabled Veteran Business Enterprise
(DVBE) as of the close of the competitive bid process in which they are participating. State
certification as a DVBE is issued by the California Department of General Services.
Other Conditions
1. Any vendor claiming to be a FCL V as defined above, or a DVBE shall so certify in writing to
the Purchasing Agent. The Purchasing Agent shall not be required to verify the accuracy of
any such certifications, and shall have sole discretion to determine if a vendor meets the
definition of a FCLV.
2. Any person or business falsely claiming to be a FCLV or DVBE under this section shall be
ineligible to transact any business with the County for a period of not less than three (3)
months and not more twenty-four (24) months as determined at the sole discretion of the
Purchasing Agent. The Purchasing Agent shall also have the right to terminate all or any
part of any contract entered into with such person or business.
3. In the event that the Purchasing Agent rejects a vendor's claim that they are a FCLV and/or
a DVBE, and as such declares them to be ineligible, such vendor shall be entitled to a public
G:\PUBLIC\RFQ\525·5286 LIBRARY BARCODE LABELS. DOC
Quotation No. 525-5286 Page 14
hearing before the Board of Supervisors and a five (5) day notice of the time and place
thereof.
4. This section shall not apply to contracts required by state or federal statutes or regulations
to be awarded to the lowest responsible bidder or otherwise exempted from local
preference.
Preferences
FCLVs and DVBEs that submit a bid within five percent (5%) of the lowest responsive and
responsible bid will, under certain specified circumstances, qualify to submit a new bid within
two County business days of County's notification. Such new bids must be in an amount less
than or equal to the lowest responsive and responsible bid previously determined by the
Purchasing Agent. If the Purchasing Agent receives new bids from qualifying FCL Vs and/or
DVBEs, he shall award the contract to the FCLV or DVBE that submits the lowest responsive
and responsible bid. If no new bids are received, the contract shall be awarded to the original
low bidder as announced by the Purchasing Agent. The lowest responsive and responsible bid
shall be solely determined by the Purchasing Agent.
The Purchasing Agent will consider the following four categories of bidder relative to the Fresno
County Local Vendor Preference and the Disabled Veteran Business Enterprise Preference.
Vendor Preference Categories
1) FCL V-Fresno County Local Vendor as defined above.
2) DVBE -Disabled Veteran Business Enterprise as defined above; a DVBE is not also a
FCL V unless specifically designated as such.
3) FCL V & DVBE -A vendor that is both a Fresno County Local Vendor and Disabled
Veteran Business Enterprise as defined above.
4) VNP-Vendor No Preference; A vendor that is neither a Fresno County Local Vendor
nor a Disabled Veteran Business Enterprise.
The following table identifies the various combinations of vendor preference categories that
could be received in response to an RFQ. It also indicates when a vendor qualifies for a re-bid
under either the FCLV or DVBE Preference.
The first column of the table identifies the Vendor Preference Category of the bidder that the
Purchasing Agent has determined to be the lowest cost, responsive and responsible bidder.
Each vendor preference category is shown in the columns to the right. The table indicates
when a vendor category qualifies for a re-bid relative to the low bid category in the first column
(read left to right).
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS .DOC
Quotation No. 525-5286 Page 15
Low Bid Submitted by FCLV & DVBE FCLV DVBE VNP Vendor Preference Category JNot a FCLV)
FCLV & DVBE No Re-bid No Re-bid No Re-bid No Re-bid Award to Low Bid Opportunity Opportunity Opportunity Opportunity No Re-bid Opportunity
VNP May Re-bid May Re-bid May Re-bid No Re-bid Award Subject to when within when within when within Opportunity Preference Re-bid 5% of low bid 5% of low bid 5% of low bid
FCLV May Re-bid No Re-bid No Re-bid No Re-bid Award Subject to when within Opportunity Opportunity Opportunity Preference Re-bid 5% of low bid
DVBE May Re-bid May Re-bid (Not a FCLV) when within when within No Re-bid No Re-bid
Award Subject to 5% of low bid 5% of low bid Opportunity Opportunity
Preference Re-bid
Applying the Preferences
In determining the award of a Request for Quotation (RFQ), the Purchasing Agent will first
identify the lowest cost responsive and responsible bidder, and award will be made to that
vendor when such vendor is both a FCL V and a DVBE.
If the lowest such bidder is not an FCLV, it will be determined if the Local Vendor Preference
and/or the DVBE Preference are applicable to other bidders. The preferences will then apply to
bids submitted by FCL Vs and DVBEs that are within 5% of the designated low bid. The vendors
submitting bids that are within the 5% will be granted an opportunity to submit a new bid. It
must be stressed that in the event of a tie between a FCLV and a DVBE that is not a FCLV, the
FCL V shall take precedence in award of the contract. This condition is necessary to remain
consistent with Fresno County Charter Section 12 (h), which specifically calls for a preference to
local vendors.
When the lowest responsive and responsible bidder is a FCLV, other bidders who are both
FCLVs and DVBEs will have the opportunity to re-bid.
When the lowest responsive and responsible bid is from a non-local DVBE, all FCLVs will be
offered a re-bid opportunity.
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS.DOC
Quotation No. 525-5286
PREFERENCE CERTIFICATION
LOCAL VENDOR
AND/OR
Page 16
DISABLED VETERANS BUSINESS ENTERPRISE
The Fresno County Local Vendor Preference (FCLV) and the Disabled Veteran Business
Enterprise Preference (DVBE) are applicable to this Request for Quotation as previously
explained.
Qualified Vendors that desire consideration as a FCLV and/or a DVBE under this RFQ must
complete the "Statement of Local Vendor Certification" and/or the "Statement of DVBE
Certification", each is included below, and submit it/them as a part of their quotation. Late
submittals of these certification forms will not be considered. Submission of either or both
certifications will qualify the vendor for treatment as a local vendor or a DVBE for purposes of
this RFQ only. The certification(s) made under this RFQ do not qualify the vendor for a
preference under any other RFQ.
NOTIFICATION OF RE-BID
If a vendor's bid qualifies under the Fresno County Local Vendor Preference or the DVBE
Preference, the vendor will be notified of his/her opportunity to re-bid. If so notified, the Vendor
must submit his/her re-bid within two County business days of notification.
Notification will be issued by e-mail or Fax, whichever is preferred by the vendor. Notification to
Vendor shall be considered complete upon County's transmission of e-mail or Fax. It will be the
vendor's responsibility to check his/her e-mail or Fax messages for notification. The vendor's
delay in retrieval of his/her notification will not alter the two (2) County business day period
allowed for re-bid submission.
FCLVor DVBE TO COMPLETE:
Indicate ONE method for notification of re-bid opportunity by providing the appropriate e-mail
address or Fax number. Submit this document as a part of your quotation.
E-Mail Address or Fax Number (Identify contact person)
G:\PUBLIC\RF0\525-5286 LIBRARY BARCODE LABELS.DOC
Quotation No. 525-5286
STATEMENT OF LOCAL VENDOR CERTIFICATION
COUNTY OF FRESNO
Page 17
Qualified local vendors desiring consideration under the Fresno County Local Vendor Preference must complete the
following and submit with their quotation (print or type).
(individual submitting bid) (title)
of/for Certify that
(Company Name) (Company Name)
Is a Fresno County local Vendor as defined within this RFQ and therefore qualifies for the Local Vendor Preference.
Signature Title Date
(Print Name)
STATEMENT OF DISABLED VETERAN BUSINESS ENTERPRISE
CERTIFICATION
Qualified vendors desiring consideration under the Fresno County DVBE Preference must complete the following and
submit with their quotation (print or type).
(individual submitting bid) (title)
of/for Certify that
(*Company Name) (Company Name)
Is a Disabled Veteran Business Enterprise certified by the State of California and therefore qualifies for the DVBE
Preference.
State of California DVBE Certification Number:
Signature Title Date
(Print Name)
*Company name on file with the State of California DVBE program.
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS.DOC
Quotation No. 525-5286 Page 18
VENDOR MUST COMPLETE AND RETURN WITH REQUEST FOR QUOTATION.
Firm: ---------------------------------------
REFERENCE LIST
Provide a list of at least five (5) customers for whom you have recently provided similar
products/services. Be sure to include all requested information.
Reference Name: _______________________ Contact:
Address:
City: Zip: ---State: --------------------------------------
Phone No.: _____________ Date:
Service Provided:
Reference Name: _______________________ Contact:
Address:
City: State: --------------------------------------Zip: ---
Phone No.: (_) Date: -----------------
Service Provided:
Reference Name: _______________________ Contact:
Address:
City: --------------------------------------State: ---Zip:
Phone No.: (_) _________________ Date:
Service Provided:
Reference Name: _______________________ Contact:
Address:
City: State: --------------------------------------___ Zip:
Phone No.: (_) Date: -----------------
Service Provided:
Reference Name: _______________________ Contact:
Address:
City: State: --------------------------------------Zip: ---
Phone No.: ( __ ) _________________ Date:
Service Provided:
Failure to provide a list of at least five (5) customers may be cause for rejection of
this RFQ.
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS.DOC
Quotation No. 525-5286
QUOTATION SCHEDULE
QUANTITIES LISTED ARE NOT A GUARANTEE OF ORDER QUANTITIES
PRICE SHOULD INCLUDE ALL CHARGES, INCLUDING SET -UP
Page 19
ITEM QUANTITY UNIT Unit Price Extended
Price
Single book barcode labels 1000 ea $ $
Single book barcode labels 2500 ea $ $
Single book barcode labels 5000 ea $ $
Single book barcode labels 10000 ea $ $
Single book barcode labels 15000 ea $ $
Single book barcode labels 20000 ea $ $
Double book barcode labels 1000 ea $ $
Double book barcode labels 2500 ea $ $
Double book barcode labels 5000 ea $ $
Double book barcode labels 10000 ea $ $
Double book barcode labels 15000 ea $ $
Double book barcode labels 20000 ea $ $
PACKAGING: State package quantities
MINIMUM ORDER: State minimum order quantities and charges for less than minimum order
quantity (if not stated it will be assumed there are none).
PLEASE PROVIDE A SAMPLE OF YOUR BARCODE PRINTING, SIMILAR TO WHAT WE
ARE REQUESTING, WITH YOUR QUOTE.
PRICE QUOTE MUST INCLUDE ALL COSTS, INCLUDING SHIPPING AND ANY
APPLICABLE TAXES.
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS.DOC
Quotation No. 525-5286 Page 20
BARCODE SPECIFICATIONS AND SAMPLES
Material:
Laminate:
Adhesive:
Label size:
Sheet size:
Barcode:
CPI:
Check Digit:
Single Labels
4 mil resin coated paper
1.5 mil non reflective matte
2 mil permanent
1-3/8" X 5/8"
8-1 /2" x 11" or 11" x 13-1 /2"
Coda bar
10.0
Mod 10-Type 0
Double Labels
4 mil resin coated paper
1.5 mil non reflective matte
2 mil permanent
1-3/8" X 5/8" X 5/16"
8-1/2" x 11" or 11" x 13-1/2"
Coda bar
10.0
Mod 10-Type 0
(See accompanying sheet for Check Digit Calculation)
Format:
SPECIFY PRINT
METHOD:
Sheet Sheet
SINGLE LABELS: Have "SAN JOAQUIN VALLEY LIBRARY SYSTEM": printed at the top.
Immediately beneath is the barcode. Immediately beneath the barcode is the eye-readable
number.
DOUBLE LABELS: The top part of the double label is identical to the single label. The bottom
portion contains only the eye-readable form of the number.
Example of single book barcode label:
Example of double book barcode label: 11il~ll111~~·rll[ ~~~i~lmllli'~ij[ll~l'~~~~~~~r,
5 0772 08307077 4
5 0772 06307077 4
G:\PUBLIC\RFQ\525·5286 LIBRARY BARCODE lABELS .DOC
Quotation No. 525-5286
SAN JOAQUIN VALLEY LIBRARY SYSTEM
BARCODE DESCRIPTION
Coda bar Mod 10 Check Digit Calculation
Page 21
We use standard Codabar 14 digit fixed barcodes with no start/stop characters and with a
modulo of 10, Right to Left, Double, Add, Double. A patron barcode starts with the number "4"
and item barcodes start with the number "5". The last digit is called the 'check digit' or
'checksum character'. The check digit is found when the barcode is created by an arithmetic
calculation on the digits in the barcode. When the barcode is read and decoded by the Horizon
system, this same arithmetic operation is performed and the resulting value is checked against
the value of the check digit in the barcode. If the check digit is valid, the process continues.
The following is the check digit calculation using an example barcode:
5 0772 00024237 3
"The first number "5" indicates the type of barcode: 4 for patron or 5 for item.
" The next 4 digits "0772" are the library's institution code.
"The next 8 digits "00024237" indicate the unique serial (sequential) number of the item or
patron.
"The last digit is the calculated check digit for this barcode.
To calculate the check digit of the above barcode, the calculation will use the first 13 digits:
There are 7 ODD position digits: 5 1 1 0 1 5 6
There are 6 EVEN position digits: 3 9 0 0 0 8
1. Start with total set to 0.
" If EVEN position digit: add to total.
" If ODD position digit: number = digit multiplied by 2.
If number is greater than or equal to 10 then number= number-9.
2. Add number to total (total will be the sum of the calculation of the 13 digits).
3. Calculate the remainder of total divided by 10.
4. If the remainder= 0, that is the check digit.
If the remainder is not 0, then the check digit = 10 -Remainder.
Example Codabar Check Digit Calculation:
Barcode:50772000242373
50772000242373
o eo eo eo eo eo eo check digit
((5x2)-9) +0 + ((7x2)-9) + 7 + (2x2) + 0 + (Ox2) + 0 + (2x2) + 4 + (2x2) + 3 + ((7x2)-9)
1+0+5+7+4+0+0+0+4+4+4+3+5=37
Remainder: 37/1 0=3. 7
Check digit: 10 -7 =3
G:\PUBLIC\RFQ\525·5286 LIBRARY BARCODE LABELS. DOC
Quotation No. 525-5286 Page 22
CHECK LIST
This Checklist is provided to assist the vendors in the preparation of their bid response.
Included in this list, are important requirements and is the responsibility of the bidder to submit
with the bid package in order to make the bid compliant. Because this checklist is just a
guideline, the bidder must read and comply with the bid in its entirety.
Check off each of the following:
1. Front page of the Request for Quotation (RFQ) has been signed (original signature)
and completed.
2. One (1) original and three (3) copies of the RFQ have been provided.
3. Addenda front page, if any, have been completed, signed and included in the bid
package.
4. The completed Reference List as provided with this RFQ.
5. The Quotation Schedule as provided with this RFQ has been completed, priced
reviewed for accuracy and any corrections initialed in ink.
6. Indicate all of bidder EXCEPTIONS to the County's requirements, conditions and
specifications as stated within this RFQ.
7. The Participation page as provided within this RFQ has been signed and included
8. The Local Vendor Bid Preference and Disabled Veteran Business Enterprise Bid
Preference section (if applicable) has been completed signed and included.
9. Bidder to Complete page as provided with this RFQ.
10. Specification, descriptions etc. for items offered under bidder(s) quotation.
11. Lastly, on the LOWER LEFT HAND CORNER of the sealed envelope, box, etc.
transmitting your bid include the following information:
County of Fresno RFQ No. 525-5286
Closing Date: August 1, 2014
Closing Time: 2:00P.M.
Commodity or Service: Librar~ Barcode Labels
-
This Checklist does not need to be returned with your bid.
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS .DOC
j-J-14-582-U
Contractor's Response
COUNTY Of fRESNO
REQUEST FOR QUOTATION
NUMBER: 525 .. 5286
LIBRARY BARCODE LABELS
June 20, 2014
PURCHASING USE
ORG/Re uisition: 9625/ 9621400008 G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS. DOC
IMPORTANT: SUBMIT QUOTATION IN SEALED PACKAGE WITH QUOTATION NUMBER, CLOSING DATE AND BUYER'S NAME
MARKED CLEARLY ON THE OUTSIDE TO:
COUNTY OF FRESNO, Purchasing
4525 EAST HAMILTON AVENUE, znd Floor
FRESNO, CA 93702-4599
CLOSIN~ DATE OF BID WILL BE AT 2:00 P.M., ON AUGUST 1, 2014.
QUOTATIONS WILL BE CONSIDERED LATE WHEN THE OFFICIAL PURCHASING TIME CLOCK READS 2:00P.M.
All quotation information will be available for review after contract award.
Clarification of specifications is to be directed to: Louann M. Jones, e-mailljones@co.fresno.ca.us, phone (559}
600-7118.
GENERAL CONDITIONS: See "County Of Fresno Purchasing Standard Instructions And Conditions For Request For Proposals
(RFP'S) and Requests for Quotations (RFQ'S)" attached. Check County of Fresno Purchasing's Open Solicitations website at
https:l/www2.co.fresno.ca.us/0440/Bids/BidsHome.aspx for RFQ/RFP documents and changes.
BIDDER TO COMPLETE
UNDERSIGNED AGREES TO FURNISH THE COMMODITY OR SERVICE STIPULATED IN THE ATTACHED QUOTATION SCHEDULE AT THE
PRICES AND TERMS STATED, SUBJECT TO THE "COUNTY OF FRESNO PURCHASING STANDARD INSTRUCTIONS AND CONDITIONS FOR
REQUEST FOR PROPOSALS (RFP'S) AND REQUESTS FOR QUOTATIONS (RFQ'S)"ATTACHED.
Except as noted on individual j_tems, the following will apply to all items in the Quotation Schedule.
1. Complete delivery will be made within "1-) b calendar days after receipt of Order.
2. A cash discount % days will apply .
. 0 11·, /-1 2 e o ~~ Po t.a-no { J
COMPANY
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ADDRESS
sT. !1°.t T£.£s
CITY STATE ZIP CODE
( l.%) ~ 7 ~ -J')> .J t
FACSIMILE NUMBER
t:vs-korc,-st..rvr'ce_@ dtda.:l.t!.tJ/Yf
E-MAIL ADDRESS
SIGNED BY
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PRINT NAME TITLE
Jo\11-) \1\\c..\L.c_\ \J\'lC.J:'--/
Cr:.s(D Y.h< -~~ [. s>= >· ~:; ~~~::.; PD.010 (5114)
Quotation No. 525-5286
COUNTY OF FRESNO PURCHASING
STANDARD INSTRUCTIONS AND CONDITIONS FOR
REQUESTS FOR PROPOSALS (RFP'S) AND REQUESTS FOR QUOTATIONS (RFQ'S)
Note: the reference to "bids" in the following paragraphs applies to RFP's and RFQ's
GENERAL CONDITIONS
By submitting a bid the bidder agrees to the following conditions. These conditions will apply to all subsequent purchases based on this bid.
1. BID PREPARATION:
A) All prices and notations must be typed or written in ink. No erasures
permitted. Errors may be crossed out, initialed and corrections
printed in ink by person signing bid.
B) Brand Names: Brand names and numbers when given are for
reference. Equal items will be considered, provided the offer clearly
describes the article and how it differs from that specified. In the
absence of such information it shall be understood the offering is
exactly as specified.
C) State brand or make of each item. If bidding on other than specified,
state make, model and brand being bid and attach supporting
literature/specifications to the bid.
D) Bid on each item separately. Prices should be stated in units
specified herein. All applicable charges must be quoted; charges on
invoice not quoted herein will be disallowed.
E) Time of delivery is a part of the consideration and must be stated in
definite terms and must be adhered to. F.O.B. Point shall be
destination or freight charges must be stated.
F) All bids must be dated and signed with the firm's name and by an
authorized officer or employee.
G) Unless otherwise noted, prices shall be firm for one hundred eighty
(180) days after closing date of bid.
2. SUBMITTING BIDS:
A) Each bid must be submitted on forms provided in a sealed
envelope/package with bid number and closing date and time on the
outside of the envelope/package.
B) Interpretation: Should any discrepancies or omissions be found in
the bid specifications or doubt as to their meaning, the bidder shall
notify the Buyer in writing at once. The County shall not be held
responsible for verbal interpretations. Questions regarding the bid
must be received by Purchasing stated within this document. All
addenda issued shall be in writing, duly issued by Purchasing and
incorporated into the contract.
C) ISSUING AGENT/AUTHORIZED CONTACT: This RFP/RFQ has
been issued by County of Fresno, Purchasing. Purchasing shall be
the vendor's sole point of contact with regard to the RFP/RFQ, its
content, and all issues concerning it.
All communication regarding this RFP/RFQ shall be directed to an
authorized representative of County Purchasing. The specific buyer
managing this RFP/RFQ is identified on the cover page, along with
his or her telephone number, and he or she should be the primary
G:IPUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS.DOC
point of contact for discussions or information pertaining to the
RFP/RFQ. Contact with any other County representative, including
elected officials, for the purpose of discussing this RFP/RFQ, its content,
or any other issue concerning it, is prohibited unless authorized by
Purchasing. Violation of this clause, by the vendor having unauthorized
contact (verbally or in writing) with such other County representatives,
may constitute grounds for rejection by Purchasing of the vendor's
quotation.
The above stated restriction on vendor contact with County
representatives shall apply until the County has awarded a purchase
order or contract to a vendor or vendors, except as follows. First, in the
event that a vendor initiates a formal protest against the RFP/RFQ, such
vendor may contact the appropriate individual, or individuals who are
managing that protest as outlined in the County's established protest
procedures. All such contact must be in accordance with the sequence
set forth under the protest procedures. Second, in the event a public
hearing is scheduled before the Board of Supervisors to hear testimony
prior to its approval of a purchase order or contract, any vendor may
address the Board.
D) Bids received after the closing time will NOT be considered.
E) Bidders are to bid what is specified or requested first. If unable to or
unwilling to, bidder may bid alternative or option, indicating all
advantages, disadvantages and their associated cost.
F) Public Contract Code Section 7028.15
Where the State of California requires a Contractor's license, it is a
misdemeanor for any person to submit a bid unless specifically
exempted.
3. FAILURE TO BID:
A) If not bidding, return bid sheet and state reason for no bid or your name
may be removed from mailing list.
4. TAXES, CHARGES AND EXTRAS:
A) County of Fresno is subject to California sales and/or use tax (8.225%).
Please indicate as a separate line itern if applicable.
B) DO NOT include Federal Excise Tax. County is exempt under
Registration No. 94-73-03401-K.
C) County is exempt from Federal Transportation Tax. Exemption
certificate is not required where shipping papers show consignee as
County of Fresno.
D) Charges for transportation, containers, packing, etc. will not be paid
unless specified in bid.
1A PD-010 {5/14}
Quotation No. 525-5286
5. W-9-REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND
CERTIFICATION & CALIFORNIA FORM 590 WITHHOLDING
EXEMPTION CERTIFICATE:
Upon award of bid, the vendor shall submit to County Purchasing, a
completed IRS Form W-9-Request for Taxpayer Identification Number
and Certification and a California Form 590 Withholding Exemption
Certificate if not currently a County of Fresno approved vendor.
6. AWARDS:
A) Award(s) will be made to the most responsive responsible bidder;
however, the Fresno County Local Vendor Preference and/or the
Disabled Veteran Business Enterprise Preference shall take
precedence when applicable. Said Preferences apply only to
Request for Quotations for materials, equipment and/or supplies only
(no services); the preferences do not apply to Request for
Proposals. RFQ evaluations will include such things as life-cycle
cost, availability, delivery costs and whose product and/or service is
deemed to be in the best interest of the County. The County shall be
the sole judge in making such determination.
B) Unless bidder gives notice of ali-or-none award in bid, County may
accept any item, group of items or on the basis of total bid.
C) The County reserves the right to reject any and all bids and to waive
informalities or irregularities in bids.
D) Award Notices are tentative: Acceptance of an offer made in
response to this RFP/RFQ shall occur only upon execution of an
agreement by both parties or issuance of a valid written Purchase
Order by Fresno County Purchasing.
E) After award, all bids shall be open to public inspection. The County
assumes no responsibility for the confidentiality of information
offered in a bid.
7. TIE BIDS:
All other factors being equal, the contract shall be awarded to the Fresno
County vendor or, if neither or both are Fresno County vendors, it may be
awarded by the flip of a coin in the presence of witnesses or the entire bid
may be rejected and re-bid. If the General Requirements of the RFQ state
that they are applicable, the provisions of the Fresno County Local Vendor
Preference shall take priority over this paragraph.
8. PATENT INDEMNITY:
The vendor shall hold the County, its officers, agents and employees,
harmless from liability of any nature or kind, including costs and expenses,
for infringement or use of any copyrighted or uncopyrighted composition,
secret process, patented or unpatented invention, article or appliance
furnished or used in connection with this bid.
9. SAMPLES:
Samples, when required, must be furnished and delivered free and, if not
destroyed by tests, will upon written request (within thirty (30) days of bid
closing date) be returned at the bidder's expense. In the absence of such
notification, County shall have the right to dispose of the samples in
whatever manner it deems appropriate.
10. RIGHTS AND REMEDIES OF COUNTY FOR DEFAULT:
A) In case of default by vendor, the County may procure the articles or
service from another source and may recover the cost difference
and related expenses occasioned thereby from any unpaid balance
due the vendor or by proceeding against performance bond of the
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS. DOC
vendor, if any, or by suit against the vendor. The prices paid by the
County shall be considered the prevailing market price at the time such
purchase is made.
B) Articles or services, which upon delivery inspection do not meet
specifications, will be rejected and the vendor will be considered in
default. Vendor shall reimburse County for expenses related to delivery
of non-specified goods or services.
C) Regardless of F.O.B. point, vendor agrees to bear all risks of loss, injury
or destruction to goods and materials ordered herein which occur prior to
delivery and such loss, injury or destruction shall not release vendor from
any obligation hereunder.
11. DISCOUNTS:
Terms of less than fifteen ( 15) days for cash payment will be considered as net
in evaluating this bid. A discount for payment within fifteen (15) days or more
will be considered in determining the award of bid. Discount period will
commence either the later of delivery or receipt of invoice by the County.
Standard terms are Net forty-five (45) days.
12. SPECIAL CONDITIONS IN BID SCHEDULE SUPERSEDE GENERAL
CONDITIONS:
The "General Conditions" provisions of this RFP/RFQ shall be superseded if in
conflict with any other section of this bid, to the extent of any such conflict.
13. SPECIAL REQUIREMENT:
With the invoice or within twenty-five (25) days of delivery, the seller must
provide to the County a Material Safety Data Sheet for each product, which
contains any substance on "The Ust of 800 Hazardous Substances", published
by the State Director of Industrial Relations. (See Hazardous Substances
Information and Training Act, California State Labor Code Sections 6360
through 6399.7.)
14. RECYCLED PRODUCTS/MATERIALS:
Vendors are encouraged to provide and quote (with documentation) recycled
or recyclable products/materials which meet stated specifications.
15. YEAR COMPLIANCE WARRANTY:
Vendor warrants that any product furnished pursuant to this Agreement/order
shall support a four-digit year format and be able to accurately process date
and time data from, into and between the twentieth and twenty-first centuries,
as well as leap year calculations. "Product" shall include, without limitation,
any piece or component of equipment, hardware, firmware, middleware,
custom or commercial software, or internal components or subroutines therein.
This warranty shall survive termination or expiration of this Agreement.
In the event of any decrease in product functionality or accuracy related to time
and/or date data related codes and/or internal subroutines that impede the
product from operating correctly using dates beyond December 31, 1999,
vendor shall restore or repair the product to the same level of functionality as
warranted herein, so as to minimize interruption to County's ongoing business
process, time being of the essence. In the event that such warranty
compliance requires the acquisition of additional programs, the expense for
any such associated or additional acquisitions, which may be required,
including, without limitation, data conversion tools, shall be borne exclusively
by vendor. Nothing in this warranty shall be construed to limit any rights or
remedies the County may otherwise have under this Agreement with respect to
defects other than year performance.
1B PD-040 (5/14)
Quotation No. 525-5286
16. PARTICIPATION:
Bidder may agree to extend the terms of the resulting contract to other
political subdivision, municipalities and tax-supported agencies.
Such participating Governmental bodies shall make purchases in their
own name, make payment directly to bidder, and be liable directly to the
bidder, holding the County of Fresno harmless.
17. CONFIDENTIALITY:
All services performed by vendor shall be in strict conformance with all
applicable Federal, State of California and/or local laws and regulations
relating to confidentiality, including but not limited to, California Civil Code,
California Welfare and Institutions Code, Health and Safety Code,
California Code of Regulations, Code of Federal Regulations.
Vendor shall submit to County's monitoring of said compliance.
Vendor may be a business associate of County, as that term is defined in
the 'Privacy Rule" enacted by the Health Insurance Portability and
Accountability Act of 1996 {HIPAA). As a HIPAA Business Associate,
vendor may use or disclose protected health information ("PHI") to perform
functions, activities or services for or on behalf of County as specified by
the County, provided that such use or disclosure shall not violate HIPAA
and its implementing regulations. The uses and disclosures if PHI may not
be more expansive than those applicable to County, as the 'Covered
Entity" under HIPAA's Privacy Rule, except as authorized for
management, administrative or legal responsibilities of the Business
Associate.
Vendor shall not use or further disclose PHI other than as permitted or
required by the County, or as required by law without written notice to the
County.
Vendor shall ensure that any agent, including any subcontractor, to which
vendor provides PHI received from, or created or received by the vendor
on behalf of County, shall comply with the same restrictions and conditions
with respect to such information.
18. APPEALS:
Appeals must be submitted in writing within seven (7) working days after
notification of proposed recommendations for award. A 'Notice of Award"
is not an indication of County's acceptance of an offer made in response to
this RFP/RFQ. Appeals should be submitted to County of Fresno
Purchasing, 4525 E. Hamilton Avenue, Fresno, California 93702-4599.
Appeals should address only areas regarding RFP contradictions,
procurement errors, quotation rating discrepancies, legality of procurement
context, conflict of interest, and inappropriate or unfair competitive
procurement grievance regarding the RFP/RFQ process.
Purchasing will provide a written response to the complainant within seven
(7) working days unless the complainant is notified more time is required.
If the protesting bidder is not satisfied with the decision of Purchasing,
he/she shall have the right to appeal to the Purchasing AgenUCAO within
seven (7) business days after Purchasing's notification; except if, notified
to appeal directly to the Board of Supervisors at the scheduled date and
time.
If the protesting bidder is not satisfied with Purchasing AgenUCAO's
decision, the final appeal is with the Board of Supervisors.
19. OBLIGATIONS OF CONTRACTOR:
A) CONTRACTOR shall perform as required by the ensuing contract.
CONTRACTOR also warrants on behalf of itself and all
G:\PUBUC\RFQ\525-5286 LIBRARY BARCODE LABELS. DOC
subcontractors engaged for the performance of the ensuing contract that
only persons authorized to work in the United States pursuant to the
Immigration Reform and Control Act of 1986 and other applicable laws
shall be employed in the performance of the work hereunder.
B) CONTRACTOR shall obey all Federal, State, local and special district
laws, ordinances and regulations.
20. AUDITS & RETENTION:
The Contractor shall maintain in good and legible condition all books,
documents, papers, data files and other records related to its performance
under this contract. Such records shall be complete and available to Fresno
County, the State of California, the federal government or their duly authorized
representatives for the purpose of audit, examination, or copying during the
term of the contract and for a period of at least three (3) years following the
County's final payment under the contract or until conclusion of any pending
matter (e.g., litigation or audit), whichever is later. Such records must be
retained in the manner described above until all pending matters are closed.
21. DISCLOSURE-CRIMINAL HISTORY & CIVIL ACTIONS:
Applies to Request for Proposal (RFP); does not apply to Request for
Quotation (RFQ) unless specifically stated elsewhere in the RFQ document.
In their proposal, the bidder is required to disclose if any of the following
conditions apply to them, their owners, officers, corporate managers and
partners (hereinafter collectively referred to as 'Bidder"):
• Within the three-year period preceding the proposal, they have been
convicted of, or had a civil judgment rendered against them for:
o fraud or a criminal offense in connection with obtaining,
attempting to obtain, or performing a public (federal, state, or
local) transaction or contract under a public transaction;
o violation of a federal or state antitrust statute;
o embezzlement, theft, forgery, bribery, falsification, or
destruction of records; or
o false statements or receipt of stolen property
Within a three-year period preceding their proposal, they have had a public
transaction (federal, state, or local) terminated for cause or default.
22. DATA SECURITY:
Individuals and/or agencies that enter into a contractual relationship with the
COUNTY for the purpose of providing services must employ adequate controls
and data security measures, both internally and externally to ensure and
protect the confidential information and/or data provided to contractor by the
COUNTY, preventing the potential loss, misappropriation or inadvertent
access, viewing, use or disclosure of COUNTY data including sensitive or
personal client information; abuse of COUNTY resources; and/or disruption to
COUNTY operations.
Individuals and/or agencies may not connect to or use COUNTY
networks/systems via personally owned mobile, wireless or handheld devices
unless authorized by COUNTY for telecommuting purposes and provide a
secure connection; up to date virus protection and mobile devices must have
the remote wipe feature enabled. Computers or computer peripherals
including mobile storage devices may not be used (COUNTY or Contractor
device) or brought in for use into the COUNTY's system(s) without prior
authorization from COUNTY's Chief Information Officer and/or designee(s).
No storage of COUNTY's private, confidential or sensitive data on any hard-
disk drive, portable storage device or remote storage installation unless
1C PD-040 (5/14}
Quotation No. 525-5286
encrypted according to advance encryption standards (AES of 128 bit or
higher).
The COUNTY will immediately be notified of any violations, breaches or
potential breaches of security related to COUNTY's confidential
information, data and/or data processing equipment which stores or
processes COUNTY data, internally or externally.
COUNTY shall provide oversight to Contractor's response to all incidents
arising from a possible breach of security related to COUNTY's
confidential client information. Contractor will be responsible to issue any
notification to affected individuals as required by law or as deemed
necessary by COUNTY in its sole discretion. Contractor will be
responsible for all costs incurred as a result of providing the required
notification.
23. PURCHASING LOCATION & HOURS:
Fresno County Purchasing is located at 4525 E. Hamilton Avenue
(second floor), Fresno, CA 93702. Non-holiday hours of operation are
Monday through Friday, 8:00A.M. to 12:00 Noon and 1:00 P.M. to 5:00
P.M. PST; Purchasing is closed daily from 12:00 Noon to 1:00 P.M. The
following holiday office closure schedule is observed:
January 1*
Third Monday in January
Third Monday in February
March 31*
Last Monday in May
July 4*
First Monday in September
November 11*
Fourth Thursday in November
Friday following Thanksgiving
December 25*
New Year's Day
Martin Luther King, Jr.'s Birthday
Washington -Lincoln Day
Cesar Chavez' Birthday
Memorial Day
Independence Day
Labor Day
Veteran's Day
Thanksgiving Day
Christmas
• When this date falls on a Saturday, the holiday is observed the
preceding Friday. If the date falls on a Sunday, the holiday is observed
the following Monday.
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Quotation No. 525-5286 Page 2
TABLE OF CONTENTS
BIDDING INSTRUCTIONS CONTRACT SUPPLY .......................................................... 3
PARTICIPATION ........................................................................................................... 12
LOCAL VENDOR BID PREFERENCE AND DISABLED VETERAN BUSINESS
ENTERPRISE BID PREFERENCE ............................................................................... 13
PREFERENCE CERTIFICATION LOCAL VENDOR AND/OR DISABLED VETERANS
BUSINESS ENTERPRISE ............................................................................................ 16
REFERENCE LIST ........................................................................................................ 18
QUOTATION SCHEDULE ............................................................................................ 19
BARCODE SPECIFICATIONS AND SAMPLES ........................................................... 20
SAN JOAQUIN VALLEY LIBRARY SYSTEM BARCODE DESCRIPTION .................... 21
CHECK LIST ................................................................................................................. 22
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Quotation No. 525-5286
BIDDING INSTRUCTIONS
CONTRACT SUPPLY
Page3
The County of Fresno is requesting bids for the provision of single and double barcode labels as
shown within this Request for Quotation.
LOCAL VENDOR PREFERENCE AND DISABLED VETERAN BUSINESS ENTERPRISE BID
PREFERENCE: The Local Vendor Preference and Disabled Veteran Business Enterprise
Preference does apply to this Request For Quotation.
DEFINITIONS: The terms Bidder, Proposer, Contractor and Vendor are all used
interchangeably and refer to that person, partnership, corporation, organization, agency, etc.
which is offering the quotation and is identified on page one of this Request For Quotation
(RFQ).
ISSUING AGENT: This RFQ has been issued by County of Fresno, Purchasing. Purchasing
shall be the vendor's sole point of contact with regard to the RFQ, its content, and all issues
concerning it.
INTERPRETATION OF RFQ: Vendors must make careful examination of the requirements,
specifications and conditions expressed in the RFQ and fully inform themselves as to the quality
and character of services required. If any person planning to submit a quotation finds
discrepancies in or omissions from the RFQ or has any doubt as to the true meaning or
interpretation, correction thereof may be requested in writing from Purchasing by July 18,
2014, 10:00am PST.
Questions shall be delivered to County of Fresno Purchasing, 4525 E. Hamilton Avenue,
Fresno, CA 93702, or email: ljones@co.fresno.ca.us.
NOTE: Time constraints will prevent County from responding to questions submitted after the
cutoff date.
Any change in the Request for Quotation will be made by written addendum issued by the
County. The County will not be responsible for any other explanations or interpretations.
AWARD: Award will be made to the vendor(s) offering the services, products, prices, delivery,
equipment and system deemed to be to the best advantage of the County. The County shall be
the sole judge in making such determination. Award Notices are tentative: Acceptance of an
offer made in response to this RFQ shall occur only upon execution of an agreement by both
parties or issuance of a valid written Purchase Order by Fresno County Purchasing.
RIGHT TO REJECT BIDS: The County reserves the right to reject any and all bids and to
waive informalities or irregularities in bids.
AUTHORIZED CONTACT: All communication regarding this RFQ shall be directed to an
authorized representative of County Purchasing. The specific buyer managing this RFQ is
identified on the cover page, along with his or her telephone number, and he or she should be
the primary point of contact for discussions or information pertaining to the RFQ. Contact with
any other County representative, including elected officials, for the purpose of discussing this
RFQ, it content, or any other issue concerning it, is prohibited unless authorized by Purchasing.
Violation of this clause, by the vendor having unauthorized contact (verbally or in writing) with
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Quotation No. 525-5286 Page4
such other County representatives, may constitute grounds for rejection by Purchasing of the
vendor's quotation.
The above stated restriction on vendor contact with County representatives shall apply until the
County has awarded a purchase order or contract to a vendor or vendors, except as follows.
First, in the event that a vendor initiates a formal protest against the RFQ, such vendor may
contact the appropriate individual, or individuals who are managing that protest as outlined in
the County's established protest procedures. All such contact must be in accordance with the
sequence set forth under the protest procedures. Second, in the event a public hearing is
scheduled before the Board of Supervisors to hear testimony prior to its approval of a purchase
order or contract, any vendor may address the Board.
CODES AND REGULATIONS: All work and material to conform to all applicable state and
local building and other codes and regulations.
NUMBER OF COPIES: Submit one (1) original and three (3) copies of your quotation no
later than the quotation closing date and time as stated on the front of this document to County
of Fresno Purchasing. Each copy to be identical to the original, include all supporting
documentation (e.g. literature, brochures, reports, schedules etc.). The cover page of each
quotation is to be appropriately marked "Original" or "Copy".
FIRM QUOTATION: All quotations shall remain firm for at least, 180 days.
TAXES: The quoted amount must include all applicable taxes. If taxes are not specifically
identified in the quotation it will be assumed that they are included in the total quoted.
SALES TAX: Fresno County pays California State Sales Tax in the amount of 8.225%
regardless of vendor's place of doing business.
TAXES, PERMITS & FEES: The successful bidder shall pay for and include all federal, state
and local taxes direct or indirect upon all materials; pay all fees for, and obtain all necessary
permits and licenses, unless otherwise specified herein.
SPECIFICATIONS AND EQUALS: Brand names, where used, are a means of establishing
quality and style. Bidders are invited to quote their equals. Alternate offers are to be supported
by literature, which fully describes items that you are bidding.
No exceptions to or deviations from this specification will be considered unless each exception
or deviation is specifically stated by the bidder, in the designated places. If no exceptions or
deviations are shown, the bidder will be required to furnish items exactly as specified herein.
The burden of proof of compliance with this specification is the responsibility of the bidder.
LITERATURE: Bidders shall submit literature, which fully describes items on which they are
bidding, not later than the closing date of this bid. Any and all literature submitted must be
stamped with bidders name and address.
MERCHANDISE RETURNABLE FOR FULL CREDIT: Bidder agrees to accept for full credit
any merchandise sold by him on contract or award resulting from this bid, if returned in good
condition by the County.
GUARANTEE AGAINST DEFECTS: All items are to carry a full guarantee against defects in
materials and workmanship and guarantee against breakage and other malfunctions when
performing work for which they are designed.
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Quotation No. 525-5286 Page 5
PACKAGING: Each item listed in the bid gives as part of its description the minimum
packaging size that the County would order. The County feels it more reasonable to order the
successful bidder's standard "carton" sizes; therefore, each bidder is asked to fill in the
information for each item. Normally the circumstances resort to minimum package size orders.
Be sure to fill in your "standard" carton size on the quotation schedule if different from stated.
Quote separate prices on each individual item in County unit of measure (e.g., EA, DZ, PG, not
your standard carton price).
SAMPLES: On request, samples of the products on which you are bidding shall be made
available to the County. County will designate where samples are to be delivered.
Successful bidder's samples may be retained for checking against delivery, in which case
allowance will be made to vendor.
VENDOR ASSISTANCE: Successful bidder shall furnish, at no cost to the County, a
representative to assist County departments in determining their product requirements
MINOR DEVIATIONS: The County reserves the right to negotiate minor deviations from the
prescribed terms, conditions and requirements with the selected vendor.
QUOTATION REJECTION: Failure to respond to all questions or not to supply the requested
information could result in rejection of your quotation.
BIDDERS' LIABILITIES: County of Fresno will not be held liable for any cost incurred by
vendors in responding to the RFQ.
PRICE RESPONSIBILITY: The selected vendor will be required to assume full responsibility
for all services and activities offered in the quotation, whether or not they are provided directly.
Further, the County of Fresno will consider the selected vendor to be the sole point of contact
with regard to contractual matters, including payment of any and all charges resulting from the
contract. The contractor may not subcontract or transfer the contract, or any right or obligation
arising out of the contract, without first having obtained the express written consent of the
County.
PRICES: Bidder agrees that prices quoted are a maximum for the contract period, and in the
event of a price decline such lower prices shall be extended to the County of Fresno. Prices
shall be quoted F.O.B. destination
CONFIDENTIALITY: Bidders shall not disclose information about the County's business or
business practices and safeguard confidential data which vendor staff may have access to in
the course of system implementation.
NEWS RELEASE: Vendors shall not issue any news releases or otherwise release information
to any third party about this RFQ or the vendor's quotation without prior written approval from
the County of Fresno.
BACKGROUND REVIEW: The County reserves the right to conduct a background inquiry of
each proposer/bidder which may include collection of appropriate criminal history information,
contractual and business associations and practices, employment histories and reputation in the
business community. By submitting a quotation/bid to the County, the vendor consents to such
an inquiry and agrees to make available to the County such books and records the County
deems necessary to conduct the inquiry.
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Quotation No. 525-5286 Page 6
EXCEPTIONS: Identify with explanation, any terms, conditions, specifications or stipulations of
the RFQ with which you CAN NOT or WILL NOT comply.
ADDENDA: In the event that it becomes necessary to revise any part of this RFQ, addenda will
be provided to all agencies and organizations that receive the basic RFQ.
SUBCONTRACTORS: If a subcontractor is proposed, complete identification of the
subcontractor and his tasks shall be provided. The primary contractor is not relieved of any
responsibility by virtue of using a subcontractor.
CONFLICT OF INTEREST: The County shall not contract with, and shall reject any bid or
quotation submitted by the persons or entities specified below, unless the Board of Supervisors
finds that special circumstances exist which justify the approval of such contract:
1. Employees of the County or public agencies for which the Board of Supervisors is the
governing body.
2. Profit-making firms or businesses in which employees described in Subsection (1) serve
as officers, principals, partners or major shareholders.
3. Persons who, within the immediately preceding twelve (12) months, came within the
provisions of Subsection (1 ), and who were employees in positions of substantial
responsibility in the area of service to be performed by the contract, or participated in
any way in developing the contract or its service specifications.
4. Profit-making firms or businesses in which the former employees described in
Subsection (3) serve as officers, principals, partners or major shareholders.
5. No County employee whose position in the County enables him to influence the
selection of a contractor for this RFQ, or any competing RFQ, and no spouse or
economic dependent of such employee, shall be employees in any capacity by a bidder,
or have any other direct or indirect financial interest in the selection of a contractor.
INVOICING: All invoices are to be delivered in duplicate to the County of Fresno Main Library
Business Office, 2420 Mariposa, Fresno, CA 93721. Reference shall be made to the
purchase order/contract number on the invoice.
PAYMENT: Upon satisfactory completion of work, specified herein and approval by the County,
payment will be made in full. Terms of payment will be net forty-five (45) days. County will
consider the Bidder's cash discount offer, as previously stated under the General Terms and
Conditions in lieu of the net forty-five ( 45) days payment terms.
CONTRACT TERM: It is County's intent to contract with the successful bidder for a term of
three (3) years.
RENEWAL: Agreement may be renewed for a potential of two (2), one (1) year periods,
based on the mutual written consent of all parties.
QUANTITIES: Quantities shown in the bid schedule are approximate and the County
guarantees no minimum amount. The County reserves the right to increase or decrease
quantities.
ORDERING: Orders will be placed as required by County of Fresno Main Library.
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Quotation No. 525-5286 Page 7
TERMINATION: The County reserves the right to terminate any resulting contract upon written
notice.
INDEPENDENT CONTRACTOR: In performance of the work, duties, and obligations assumed
by Contractor under any ensuing Agreement, it is mutually understood and agreed that
CONTRACTOR, including any and all of Contractor's officers, agents, and employees will at all
times be acting and performing as an independent contractor, and shall act in an independent
capacity and not as an officer, agent, servant, employee, joint venturer, partner, or associate of
the COUNTY. Furthermore, County shall have no right to control or supervise or direct the
manner or method by which Contractor shall perform its work and function. However, County
shall retain the right to administer this Agreement so as to verify that Contractor is performing its
obligations in accordance with the terms and conditions thereof. Contractor and County shall
comply with all applicable provisions of law and the rules and regulations, if any, of
governmental authorities having jurisdiction over matters the subject thereof.
Because of its status as an independent contractor, Contractor shall have absolutely no right to
employment rights and benefits available to County employees. Contractor shall be solely liable
and responsible for providing to, or on behalf of, its employees all legally-required employee
benefits. In addition, Contractor shall be solely responsible and save County harmless from all
matters relating to payment of Contractor's employees, including compliance with Social
Security, withholding, and all other regulations governing such matters. It is acknowledged that
during the term of the Agreement, Contractor may be providing services to others unrelated to
the County or to the Agreement.
SELF-DEALING TRANSACTION DISCLOSURE: Contractor agrees that when operating as a
corporation (a for-profit or non-profit corporation), or if during the term of the agreement the
Contractor changes its status to operate as a corporation, members of the Contractor's Board of
Directors shall disclose any self-dealing transactions that they are a party to while Contractor is
providing goods or performing services under the agreement with the County. A self-dealing
transaction shall mean a transaction to which the Contractor is a party and in which one or more
of its directors has a material financial interest. Members of the Board of Directors shall
disclose any self-dealing transactions that they are a party to by completing and signing a
Fresno County Self-Dealing Transaction Disclosure Form and submitting it to the County prior to
commencing with the self-dealing transaction or immediately thereafter.
HOLD HARMLESS CLAUSE: Contractor agrees to indemnify, save, hold harmless and at
County's request, defend the County, its officers, agents and employees, from any and all costs
and expenses, damages, liabilities, claims and losses occurring or resulting to County in
connection with the performance, or failure to perform, by Contractor, its officers, agents or
employees under this Agreement and from any and all costs and expenses, damages, liabilities,
claims and losses occurring or resulting to any person, firm or corporation who may be injured
or damaged by the performance, or failure to perform, of Contractor, its officers, agents or
employees under this Agreement.
MATERIALS TO BE NEW: All materials shall be new and of merchantable grade, free from
defect. No bid will be considered unless it is accompanied by a complete list of manufacturer's
catalog numbers of the items, which the bidder proposes to furnish, together with full descriptive
literature on all items so enumerated. If item proposed differs from these specifications, bidder
shall present specific explanation of functioning and structural characteristics for those details
which differ from the specifications listed herein.
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Quotation No. 525-5286 Page 8
INSPECTION: All material and workmanship shall be subject to inspection, examination and
test by the County at any and all times during which manufacture and/or construction are carried
on. The County shall have the right to reject defective material and workmanship or require its
correction.
INSURANCE:
Without limiting the COUNTY's right to obtain indemnification from CONTRACTOR or any third
parties, CONTRACTOR, at its sole expense, shall maintain in full force and effect, the following
insurance policies or a program of self-insurance, including but not limited to, an insurance
pooling arrangement or Joint Powers Agreement (JPA) throughout the term of the Agreement:
A. Commercial General Liability
Commercial General Liability Insurance with limits of not less than One Million Dollars
($1,000,000) per occurrence and an annual aggregate of Two Million Dollars ($2,000,000).
This policy shall be issued on a per occurrence basis. COUNTY may require specific
coverages including completed operations, products liability, contractual liability, Explosion-
Collapse-Underground, fire legal liability or any other liability insurance deemed necessary
because of the nature of this contract.
B. Automobile Liability
Comprehensive Automobile Liability Insurance with limits for bodily injury of not less than
Two Hundred Fifty Thousand Dollars ($250,000.00) per person, Five Hundred Thousand
Dollars ($500,000.00) per accident and for property damages of not less than Fifty
Thousand Dollars ($50,000.00), or such coverage with a combined single limit of Five
Hundred Thousand Dollars ($500,000.00). Coverage should include owned and non-owned
vehicles used in connection with this Agreement.
C. Professional Liability
If CONTRACTOR employs licensed professional staff, (e.g., Ph.D., R.N., L.C.S.W.,
M.F.C.C.) in providing services, Professional Liability Insurance with limits of not less than
One Million Dollars ($1,000,000.00) per occurrence, Three Million Dollars ($3,000,000.00)
annual aggregate.
D. Worker's Compensation
A policy of Worker's Compensation insurance as may be required by the California Labor
Code.
CONTRACTOR shall obtain endorsements to the Commercial General Liability insurance
naming the County of Fresno, its officers, agents, and employees, individually and collectively,
as additional insured, but only insofar as the operations under this Agreement are concerned.
Such coverage for additional insured shall apply as primary insurance and any other insurance,
or self-insurance, maintained by COUNTY, its officers, agents and employees shall be excess
only and not contributing with insurance provided under CONTRACTOR's policies herein. This
insurance shall not be cancelled or changed without a minimum of thirty (30) days advance
written notice given to COUNTY.
Within thirty (30) days from the date CONTRACTOR executes this Agreement, CONTRACTOR
shall provide certificates of insurance and endorsement as stated above for all of the foregoing
policies, as required herein, to: Carina Gil, Fresno County Library, 2420 Mariposa, Fresno,
CA 93721 stating that such insurance coverage have been obtained and are in full force; that
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Quotation No. 525-5286 Page 9
the County of Fresno, its officers, agents and employees will not be responsible for any
premiums on the policies; that such Commercial General Liability insurance names the County
of Fresno, its officers, agents and employees, individually and collectively, as additional insured,
but only insofar as the operations under this Agreement are concerned; that such coverage for
additional insured shall apply as primary insurance and any other insurance, or self-insurance,
maintained by COUNTY, its officers, agents and employees, shall be excess only and not
contributing with insurance provided under CONTRACTOR's policies herein; and that this
insurance shall not be cancelled or changed without a minimum of thirty (30) days advance,
written notice given to COUNTY.
In the event CONTRACTOR fails to keep in effect at all times insurance coverage as herein
provided, the COUNTY may, in addition to other remedies it may have, suspend or terminate
this Agreement upon the occurrence of such event.
All policies shall be with admitted insurers licensed to do business in the State of California.
Insurance purchased shall be purchased from companies possessing a current A.M. Best, Inc.
rating of A FSC VII or better.
G:\PUBLJC\RFQ\525-5286 LIBRARY BARCODE LABELS. DOC
Quotation No. 525-5286 Page 10
BIDDER TO COMPLETE:
Name of Insurance Carrier:
Public Liability: Expires: 1 o /zo (2..oiLf
Automotive Insurance: Expires: I(
Worker's Compensation: Expires:
Proof of maintenance of adequate insurance will be required before award is made to vendor.
GUARANTEED PICK UP AND/OR DELIVERY: Bidder will be considered in award of bid only if
they can guarantee. Enter guarantee on this line (i.e. number of days from receipt of order to
delivery):
By: ~ -:6<2:,;_,
At:lthOiized Signature)
ADDITIONAL ITEMS:
The County may require additional items from those in bid schedule.
Price list for additional items:
List your company's Purchase Order mailing address:
M1"/lj o2 (} O~rf() RA77 0 ,J
SUBCONTRACTORS:
List all subcontractors that would perform work in excess of one/half of one percent of the total
amount of your bid, and state general type of work such subcontractor would be performing:
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Quotation No. 525-5286 Page 11
GUARANTEE: The successful bidder shall fully guarantee all aspects of the project for the
minimum period of one (1) year. Such one (1) year period shall commence upon the date of
final acceptance by County. The guarantee shall include but in no way be limited to
workmanship, equipment and materials.
DISPUTE RESOLUTION: The ensuing contract shall be governed by the laws of the state of
California .Any claim which cannot be amicably settled without court action will be litigated in the
U.S. District Court for the Eastern District of California in Fresno, CA or in a state court for
Fresno County.
DEFAULT: In case of default by the selected bidder, the County may procure the services from
another source and may recover the loss occasioned thereby from any unpaid balance due the
selected bidder, or by any other legal means available to the County.
ASSIGNMENTS: The ensuing proposed contract will provide that the vendor may not assign
any payment or portions of payments without prior written consent of the County of Fresno.
ASSURANCES: Any contract awarded under this RFQ must be carried out in full compliance
with The Civil Rights Act of 1964, The Americans With Disabilities Act of 1990, their subsequent
amendments, and any and all other laws protecting the rights of individuals and agencies. The
County of Fresno has a zero tolerance for discrimination, implied or expressed, and wants to
ensure that policy continues under this RFQ. The contractor must also guarantee that services,
or workmanship, provided will be performed in compliance with all applicable local, state, or
federal laws and regulations pertinent to the types of services, or project, of the nature required
under this RFQ. In addition, the contractor may be required to provide evidence substantiating
that their employees have the necessary skills and training to perform the required services or
work.
AUDITS AND RETENTION: The Contractor shall maintain in good and legible condition all
books, documents, papers, data files and other records related to its performance under this
contract. Such records shall be complete and available to Fresno County, the State of
California, the federal government or their duly authorized representatives for the purpose of
audit, examination, or copying during the term of the contract and for a period of at least three
years following the County's final payment under the contract or until conclusion of any pending
matter (e.g., litigation or audit), whichever is later. Such records must be retained in the manner
described above until all pending matters are closed.
G:\PUBLIC\RFQ\525·5286 LIBRARY BARCODE lABELS.DOC
Quotation No. 525-5286 Page 12
BIDDER TO COMPLETE THE FOLLOWING:
PARTICIPATION
The County of Fresno is a member of the Central Valley Purchasing Group. This group consists
of Fresno, Kern, Kings, and Tulare Counties and all governmental, tax supported agencies
within these counties.
Whenever possible, these and other tax supported agencies co-op (piggyback) on contracts put
in place by one of the other agencies.
Any agency choosing to avail itself of this opportunity, will make purchases in their own name,
make payment directly to the contractor, be liable to the contractor and vice versa, per the terms
of the original contract, all the while holding the County of Fresno harmless. If awarded this
contract, please indicate whether you would extend the same terms and conditions to all tax
supported agencies within this group as you are proposing to extend to Fresno County.
r7l Yes, we will extend contract terms and conditions to all qualified agencies within the LJ Central Valley Purchasing Group and other tax supported agencies.
No, we will not extend contract terms to any agency other than the County of Fresno.
1 Title /./
G:\PUBLIC\RFQ\525·5286 LIBRARY BARCODE LABELS. DOC
Quotation No. 525-5286
COUNTY OF FRESNO
LOCAL VENDOR BID PREFERENCE
AND
Page 13
DISABLED VETERAN BUSINESS ENTERPRISE BID
PREFERENCE
The Local Vendor and Disabled Veteran Business Enterprise Preferences apply to this RFQ.
Whenever the Purchasing Agent purchases supplies, materials and/or equipment for the County
through the use of competitive bids, the Purchasing Agent, in evaluating the price or bid for
such supplies, materials and/or equipment shall determine if each bidder is a Fresno County
Local Vendor (FCL V) and/or a Disabled Veteran Business Enterprise (DVBE). Bidders that are
either an FCLV or a California State Certified DVBE may be granted a preference when
determining the award of a bid. FCL V and DVBE, for the purposes of this section, are defined
below.
A. Fresno County Local Vendor (FCL V)
1. The vendor has its headquarters, distribution point or locally-owned franchise located in
or having a street address within the County for at least six (6) months immediately prior
to the issuance of the request for competitive bids by the Purchasing Agent; and
2. The vendor holds any required business license by a jurisdiction located in Fresno
County; and
3. The vendor employs at least one (1) full-time or two (2) part-time employees whose
primary residence is located within Fresno County, or if the business has no employees,
shall be at least fifty percent (50%) owned by one or more persons whose primary
residence(s) is located within Fresno County.
B. Disabled Veteran Business Enterprise (DVBE)
A vendor must be certified by the State of California as a Disabled Veteran Business Enterprise
(DVBE) as of the close of the competitive bid process in which they are participating. State
certification as a DVBE is issued by the California Department of General Services.
Other Conditions
1. Any vendor claiming to be a FCL Vas defined above, or a DVBE shall so certify in writing to
the Purchasing Agent. The Purchasing Agent shall not be required to verify the accuracy of
any such certifications, and shall have sole discretion to determine if a vendor meets the
definition of a FCL V.
2. Any person or business falsely claiming to be a FCL V or DVBE under this section shall be
ineligible to transact any business with the County for a period of not less than three (3)
months and not more twenty-four (24) months as determined at the sole discretion of the
Purchasing Agent. The Purchasing Agent shall also have the right to terminate all or any
part of any contract entered into with such person or business.
3. In the event that the Purchasing Agent rejects a vendor's claim that they are a FCL V and/or
a DVBE, and as such declares them to be ineligible, such vendor shall be entitled to a public
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE lABELS. DOC
Quotation No. 525-5286 Page 14
hearing before the Board of Supervisors and a five (5) day notice of the time and place
thereof.
4. This section shall not apply to contracts required by state or federal statutes or regulations
to be awarded to the lowest responsible bidder or otherwise exempted from local
preference.
Preferences
FCL Vs and DVBEs that submit a bid within five percent (5%) of the lowest responsive and
responsible bid will, under certain specified circumstances, qualify to submit a new bid within
two County business days of County's notification. Such new bids must be in an amount less
than or equal to the lowest responsive and responsible bid previously determined by the
Purchasing Agent. If the Purchasing Agent receives new bids from qualifying FCL Vs and/or
DVBEs, he shall award the contract to the FCL V or DVBE that submits the lowest responsive
and responsible bid. If no new bids are received, the contract shall be awarded to the original
low bidder as announced by the Purchasing Agent. The lowest responsive and responsible bid
shall be solely determined by the Purchasing Agent.
The Purchasing Agent will consider the following four categories of bidder relative to the Fresno
County Local Vendor Preference and the Disabled Veteran Business Enterprise Preference.
Vendor Preference Categories
1) FCLV-Fresno County Local Vendor as defined above.
2) DVBE -Disabled Veteran Business Enterprise as defined above; a DVBE is not also a
FCL V unless specifically designated as such.
3) FCL V & DVBE-A vendor that is both a Fresno County Local Vendor and Disabled
Veteran Business Enterprise as defined above.
4) VNP-Vendor No Preference; A vendor that is neither a Fresno County Local Vendor
nor a Disabled Veteran Business Enterprise.
The following table identifies the various combinations of vendor preference categories that
could be received in response to an RFQ. It also indicates when a vendor qualifies for a re-bid
under either the FCLV or DVBE Preference.
The first column of the table identifies the Vendor Preference Category of the bidder that the
Purchasing Agent has determined to be the lowest cost, responsive and responsible bidder.
Each vendor preference category is shown in the columns to the right. The table indicates
when a vendor category qualifies for a re-bid relative to the low bid category in the first column
(read left to right).
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS. DOC
Quotation No. 525-5286 Page 15
Low Bid Submitted by FCLV & DVBE FCLV DVBE VNP Vendor Preference Category (Not a FCLV)
FCLV & DVBE No Re-bid No Re-bid No Re-bid No Re-bid Award to Low Bid Opportunity Opportunity Opportunity Opportunity No Re-bid Opportunity
VNP May Re-bid May Re-bid May Re-bid No Re-bid Award Subject to when within when within when within Opportunity Preference Re-bid 5% of low bid 5% of low bid 5% of low bid
FCLV May Re-bid No Re-bid No Re-bid No Re-bid Award Subject to when within Opportunity Opportunity Opportunity Preference Re-bid 5% of low bid
DVBE May Re-bid May Re-bid (Not a FCLV) when within when within No Re-bid No Re-bid
Award Subject to 5% of low bid 5% of low bid Opportunity Opportunity
Preference Re-bid
Applying the Preferences
In determining the award of a Request for Quotation (RFQ), the Purchasing Agent will first
identify the lowest cost responsive and responsible bidder, and award will be made to that
vendor when such vendor is both a FCL V and a DVBE.
If the lowest such bidder is not an FCLV, it will be determined if the Local Vendor Preference
and/or the DVBE Preference are applicable to other bidders. The preferences will then apply to
bids submitted by FCL Vs and DVBEs that are within 5% of the designated low bid. The vendors
submitting bids that are within the 5% will be granted an opportunity to submit a new bid. It
must be stressed that in the event of a tie between a FCL V and a DVBE that is not a FCLV, the
FCL V shall take precedence in award of the contract. This condition is necessary to remain
consistent with Fresno County Charter Section 12 (h), which specifically calls for a preference to
local vendors.
When the lowest responsive and responsible bidder is a FCL V, other bidders who are both
FCL Vs and DVBEs will have the opportunity to re-bid.
When the lowest responsive and responsible bid is from a non-local DVBE, all FCLVs will be
offered a re-bid opportunity.
G:\PUBLIC\RFQ\525·5286 LIBRARY BARCODE LABELS. DOC
Quotation No. 525-5286
PREFERENCE CERTIFICATION
LOCAL VENDOR
AND/OR
Page 16
DISABLED VETERANS BUSINESS ENTERPRISE
The Fresno County Local Vendor Preference (FCL V) and the Disabled Veteran Business
Enterprise Preference (DVBE) are applicable to this Request for Quotation as previously
explained.
Qualified Vendors that desire consideration as a FCL V and/or a DVBE under this RFQ must
complete the "Statement of Local Vendor Certification" and/or the "Statement of DVBE
Certification", each is included below, and submit it/them as a part of their quotation. Late
submittals of these certification forms will not be considered. Submission of either or both
certifications will qualify the vendor for treatment as a local vendor or a DVBE for purposes of
this RFQ only. The certification(s) made under this RFQ do not qualify the vendor for a
preference under any other RFQ.
NOTIFICATION OF RE-BID
If a vendor's bid qualifies under the Fresno County Local Vendor Preference or the DVBE
Preference, the vendor will be notified of his/her opportunity to re-bid. If so notified, the Vendor
must submit his/her re-bid within two County business days of notification.
Notification will be issued by e-mail or Fax, whichever is preferred by the vendor. Notification to
Vendor shall be considered complete upon County's transmission of e-mail or Fax. It will be the
vendor's responsibility to check his/her e-mail or Fax messages for notification. The vendor's
delay in retrieval of his/her notification will not alter the two (2) County business day period
allowed for re-bid submission.
FCLVor DVBE TO COMPLETE:
Indicate ONE method for notification of re-bid opportunity by providing the appropriate e-mail
address or Fax number. Submit this document as a part of your quotation.
E-Mail Address or Fax Number (Identify contact person)
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS.DOC
Quotation No. 525-5286
STATEMENT OF LOCAL VENDOR CERTIFICATION
COUNTY OF FRESNO
Page 17
Qualified local vendors desiring consideration under the Fresno County Local Vendor Preference must complete the
following and submit with their quotation (print or type).
(individual submitting bid) (title)
of/for Certify that
(Company Name) (Company Name)
Is a Fresno County local Vendor as defined within this RFQ and therefore qualifies for the Local Vendor Preference.
Signature Title Date
(Print Name)
STATEMENT OF DISABLED VETERAN BUSINESS ENTERPRISE
CERTIFICATION
Qualified vendors desiring consideration under the Fresno County DVBE Preference must complete the following and
submit with their quotation (print or type).
(individual submitting bid) (title)
of/for Certify that
(*Company Name) (Company Name)
Is a Disabled Veteran Business Enterprise certified by the State of California and therefore qualifies for the DVBE
Preference.
State of California DVBE Certification Number:
Signature Title Date
(Print Name)
*Company name on file with the State of California DVBE program.
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE lABELS. DOC
Quotation No. 525-5286
VENDOR MUST COMPLETE AND RETURN WITH REQUEST FOR QUOTATION.
Firm: !?A 711.....2 Lt< .!L/o L!lf/t' ..u
S-lLs:.~tf)4rovf,____ ;_ REFERENCE LIST !I ().f/ &Lhm e-n T
Provide a list of at least five (5) customers for whom you have recently provided similar
products/services. Be sure to include all requested information.
Reference Name: ------------Contact:
Address:
City: -------------------State: ___ Zip:
Phone No.: (_) _________ Date:
Service Provided:
Reference Name: ------------Contact:
Address:
City: -------------------State: ---Zip:
Phone No.: (_) _________ Date:
Service Provided:
Reference Name: ------------Contact:
Address:
City: State: -------------------Zip: ---
Phone No.: (_) Date: ---------Service Provided:
Reference Name: ------------Contact:
Address:
City: Zip: ---State: --------------------Phone No.: (_) Date: ---------Service Provided:
Reference Name: ------------Contact:
Address:
City: State: -------------------Zip: ---
Phone No.: ( __ ) _________ Date:
Service Provided:
Page 18
Failure to provide a list of at least five (5) customers may be cause for rejection of
this RFQ.
G:\PUBLIC\RFQ\525·5286 LIBRARY BARCODE LABELS.DOC
Quotation No. 525-5286 Page 19
QUOTATION SCHEDULE
QUANTITIES LISTED ARE NOT A GUARANTEE OF ORDER QUANTITIES
PRICE SHOULD INCLUDE ALL CHARGES, INCLUDING SET ·UP
ITEM QUANTITY UNIT Unit Price Extended
Price
Single book barcode labels 1000 ea $.0/!1.5 $ II, CJS
Single book barcode labels 2500 ea $.d!J9S $ __J q J'tf
Single book barcode labels 5000 ea $ .. llJ!q5 $ sq_7<
Single book barcode labels 10000 ea $ /)/! t}:S $ I /9, _<)()
Single book barcode labels 15000 ea $ , /)II 9.5 $;19,~
Single book barcode labels 20000 ea $ ., tJIJ Cf5 $c;)3<f 00
Double book barcode labels 1000 ea $.a J-'1~ $ I 4 . .20
Double book barcode labels 2500 ea $ ,!J/9'~ $ ~5SD
Double book barcode labels 5000 ea $ OF/c0 $ ·/!, ao
Double book barcode labels 10000 ea $ ~ (} /-y'.;;J--$ J LJ.2 oo
Double book barcode labels 15000 ea $ I !JI-'(J-$d)3, oo
Double book barcode labels 20000 ea $ 0 I L.j.....J.. $cJ ).J./, ()0
PACKAGING: State package quantities (~&CJ () ) tJ..he)s lh r _Y.J() c)~ 0
7 I
MINIMUM ORDER: State minimum order quantities and charges for less than minimum order
quantity (if not stated it will be assumed there are none).
PLEASE PROVIDE A SAMPLE OF YOUR BARCODE PRINTING, SIMILAR TO WHAT WE
ARE REQUESTING, WITH YOUR QUOTE.
PRICE QUOTE MUST INCLUDE ALL COSTS, INCLUDING SHIPPING AND ANY
APPLICABLE TAXES.
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS.DOC
Quotation No. 525-5286 Page 20
BARCODE SPECIFICATIONS AND SAMPLES
Material:
Laminate:
Adhesive:
Label size:
Sheet size:
Barcode:
CPI:
Check Digit:
Single Labels
4 mil resin coated paper
1.5 mil non reflective matte
2 mil permanent
1-3/8" X 5/8"
8-1/2" x 11" or 11" x 13-1/2"
Coda bar
10.0
Mod 10-Type 0
Double Labels
4 mil resin coated paper
1.5 mil non reflective matte
2 mil permanent
1-3/8" X 5/8" X 5/16"
8-1/2" x 11" or 11" x 13-1/2"
Codabar
10.0
Mod 10-Type 0
(See accompanying sheet for Check Digit Calculation)
Format:
SPECIFY PRINT
METHOD:
Sheet Sheet
SINGLE LABELS: Have "SAN JOAQUIN VALLEY LIBRARY SYSTEM": printed at the top.
Immediately beneath is the barcode. Immediately beneath the barcode is the eye-readable
number.
DOUBLE LABELS: The top part of the double label is identical to the single label. The bottom
portion contains only the eye-readable form of the number.
Example of single book barcode label: SAN JOAQUIN VALLEY LIBRARY SYSTEM
IIIII~ 111111 ~II IIlii Ill~ I\ 111\1111!111111111111111 11111111111
5 9372 08229976 2
Example of double book barcode label:
5 0772 08307077 4
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS.DOC
Quotation No. 525-5286
SAN JOAQUIN VALLEY LIBRARY SYSTEM
BARCODE DESCRIPTION
Coda bar Mod 1 0 Check Digit Calculation
Page 21
We use standard Codabar 14 digit fixed barcodes with no start/stop characters and with a
modulo of 10, Right to Left, Double, Add, Double. A patron barcode starts with the number "4"
and item barcodes start with the number "5". The last digit is called the 'check digit' or
'checksum character'. The check digit is found when the barcode is created by an arithmetic
calculation on the digits in the barcode. When the barcode is read and decoded by the Horizon
system, this same arithmetic operation is performed and the resulting value is checked against
the value of the check digit in the barcode. If the check digit is valid, the process continues.
The following is the check digit calculation using an example barcode:
5 0772 00024237 3
" The first number "5" indicates the type of barcode: 4 for patron or 5 for item.
" The next 4 digits "0772" are the library's institution code.
"The next 8 digits "00024237" indicate the unique serial (sequential) number of the item or
patron.
" The last digit is the calculated check digit for this barcode.
To calculate the check digit of the above barcode, the calculation will use the first 13 digits:
There are 7 ODD position digits: 5 1 1 0 1 5 6
There are 6 EVEN position digits: 3 9 0 0 0 8
1. Start with total set to 0.
" If EVEN position digit: add to total.
" If ODD position digit: number= digit multiplied by 2.
If number is greater than or equal to 10 then number= number-9.
2. Add number to total (total will be the sum of the calculation of the 13 digits).
3. Calculate the remainder of total divided by 10.
4. If the remainder= 0, that is the check digit.
If the remainder is not 0, then the check digit = 10 -Remainder.
Example Codabar Check Digit Calculation:
Barcode:50772000242373
50772000242373
o e o e o e o e o e o e o check digit
((5x2}-9) +0 + ((7x2)-9) + 7 + (2x2) + 0 + (Ox2) + 0 + (2x2) + 4 + (2x2} + 3 + ((7x2)-9)
1+0+5+7+4+0+0+0+4+4+4+3+5=37
Remainder: 37/10=3.7
Check digit: 1 0 -7 =3
G:\PUBLIC\RFQ\525·5286 LIBRARY BARCODE lABELS. DOC
Quotation No. 525-5286 Page 22
CHECK LIST
This Checklist is provided to assist the vendors in the preparation of their bid response.
Included in this list, are important requirements and is the responsibility of the bidder to submit
with the bid package in order to make the bid compliant. Because this checklist is just a
guideline, the bidder must read and comply with the bid in its entirety.
Check off each of the following:
1. _L
2. J
3. 7 --
4. /
5. /
6. _L_
7. /
8. _L
9. c/
10. 7
11. /
Front page of the Request for Quotation (RFQ) has been signed (original signature)
and completed.
One (1) original and three (3) copies of the RFQ have been provided.
Addenda front page, if any, have been completed, signed and included in the bid
package.
The completed Reference List as provided with this RFQ.
The Quotation Schedule as provided with this RFQ has been completed, priced
reviewed for accuracy and any corrections initialed in ink.
Indicate all of bidder EXCEPTIONS to the County's requirements, conditions and
specifications as stated within this RFQ.
The Participation page as provided within this RFQ has been signed and included
The Local Vendor Bid Preference and Disabled Veteran Business Enterprise Bid
Preference section (if applicable) has been completed signed and included.
Bidder to Complete page as provided with this RFQ.
Specification, descriptions etc. for items offered under bidder(s) quotation.
Lastly, on the LOWER LEFT HAND CORNER of the sealed envelope, box, etc.
transmitting your bid include the following information:
County of Fresno RFQ No. ~5=2=5:.....-5::.:2::.:8:..::6~------------:'1
; Closing Date: August 1, 2014 '
::
1 Closing Time: _2=::..::0...::0....:P....:·.:..:.M:.:... _______________ 'l
'!l Commodity or Service: Library Barcode Labels ';
~~~-.--'I:>P .-,...,..,x::u:., ...... ~~;u-_.,x; ~·•""'"'·-. --.CJ •. -\-& •• <::i .,,_::eJw .•• m•.->=• ..... o.>t ..... :w .• ms::._· :z .• xi:i-IX~ .:;:w_,.,:;r::n •. :o •~-::>-..;>;.rxu:;_;:s;:......,..~h,. ~:. ....
This Checklist does not need to be returned with your bid.
G:\PUBLIC\RFQ\525-5286 LIBRARY BARCODE LABELS.DOC
COUNTY OF FRESNO
ADDENDUM NUMBER: ONE (1)
RFQ NUMBER: 525-5286
LIBRARY BARCODE LABELS
July 21, 2014
PURCHASING USE I
c::c::i G-\PIIBIICIRE0\525-5286 ADD 1 DOC
IMPORTANT: SUBMIT QUOTATION IN SEALED PACKAGE WITH QUOTATION NUMBER, CLOSING DATE AND BUYER'S NAME
MARKED CLEARLY ON THE OUTSIDE TO:
COUNTY OF FRESNO, Purchasing
4525 EAST HAMILTON AVENUE, 2N° FLOOR
FRESNO, CA 93702-4599
!CLOSING DATE OF BID WILL BE AT 2:00P.M., ON AUGUST 1, 2014.1
QUOTES WILL BE CONSIDERED LATE WHEN THE OFFICIAL PURCHASING TIME CLOCK READS 2:00P.M.
Quotes will be opened and publicly read at that time. All quotation information will be available for review after contract award.
Clarifications of specifications is to be directed to: Louann M. Jones, phone (559) 600-7118, e-mail
CountyPurchasing@co.fresno.ca.us, fax (559) 600-7126.
NOTE THE FOLLOWING AND ATTACHED ADDITIONS, DELETIONS AND/OR CHANGES TO THE
REQUIREMENTS OF REQUEST FOR QUOTATION NUMBER: 525-5286 AND INCLUDE THEM IN YOUR
RESPONSE. PLEASE SIGN AND RETURN THIS ADDENDUM COVER PAGE WITH YOUR QUOTATION.
)> Corrections to label size, paper and laminate thickness specifications
)> Do NOT include or show the County of Fresno (8.225%) tax rate on quotation
)> Questions from Bidders period has been extended to July 25. 2014, 10:00pm PST
ACKNOWLEDGMENT OF ADDENDUM NUMBER ONE (1) TO RFQ 525-5286
COMPANY NAME: ,V/h71~ f!o.IRPO f/1720 1\/
~ ~ . , (PRINT)
SIGNATURE: ~ 4~
NAME & TITLE:
(PRINT)
G:\PUBLIC\REQ\525-5286 ADD 1.DOC (4/11)
Labels: Process & Materials
In general, the following is the sequence of production:
1. File generation.
2. Final inspection and packaging.
The materials are:
• 4-mil paper
• 2-mil adhesive
• 1.5-mil matte laminate
If you need any additional information, please let us know.
Regards,
John McKamely
Business Development Manager
References
Dawn Valentine
Santa Clara County Library
14600 Winchester Blvd.
Library Administration
Los Gatos, CA 95032
408-287-9826
dvalenti@library.sccgov.org
Tammy Flood
Atlanta-Fulton County Library
1 Margaret Mitchell Square
Atlanta, GA 30303
404-730-1805
Tammy.flood@fultoncountyga.gov
Lisa Harris
Alameda County Library
2450 Stevenson Blvd.
Fremont, CA 94538
510-745-1511
Lisa.harris@aclibrary.org
Michael Vee
City of Sunnyvale
650 West Olive Avenue
Sunnyvale, CA 94086
408-730-7327
myee@sunnyvale.ca.gov
Heidi Dowling
Columbus Metropolitan Library
101 S. Stygler Road
Gahanna, OH 43230
614-479-3068
hdowling@columbuslibrary.org