Mount Clemens - Services - Purchasing

Purchasing

Contact Information

Terese Lucci, City Purchasing Assistant
City of Mount Clemens
One Crocker Boulevard
Mount Clemens, MI 48043

Phone: (586) 469-6818 ext. 6
Fax: (586) 469-7014
tlucci@cityofmountclemens.com

 

The City of Mount Clemens Purchasing Department is responsible for overseeing all purchases on behalf of the City in a cost-effective, efficient, legal, and ethical manner, and for supplying City employees with the goods and services needed to perform their duties.

The Purchasing Department also receives bids for various services and projects, such as, road construction, snow removal, building maintenance, water plant and sewer plant chemicals, cleaning supplies, printing, etc.

 

 

 

 

Current Bids and Proposals

The City of Mount Clemens is accepting sealed bids for MOTOR OILS AND GREASES until TUESDAY, NOVEMBER 14, 2017.  Please visit www.mitn.info to download a copy.  If you have any questions, please call the Purchasing Department at 586-469-6818 x 319.

Frequently Asked Questions

What is the process for submitting a bid to the City of Mount Clemens?
The City of Mount Clemens is now part of an organization called Michigan Inter-governmental Trade Network (MITN), a group of agencies that joined forces to create a Regional Bid Notification System to notify companies of new bid opportunities partnering with IPT (Interactive Procurement Technologies) by BidNet. All bids, quotations and proposals are now being posted online. All vendors are encouraged to visit www.mitn.info in order to register their company and gain access to new bids and proposals. By selecting automatic bid notification, your company will receive e-mails anytime the City (and all other participating agencies) has a bid opportunity that matches your company’s business. If you do not have internet access, please call 1-800-677-1997, extension 214 and speak to a representative at Bid-Net.

Are bid openings available to the public?
Yes, they are open to the public. Typically, they are available for viewing in the Mount Clemens Treasurer’s Office on Tuesdays at 9 a.m. The City of Mount Clemens publishes its bid opportunities on the MITN site, City Cable Television and on the City’s website.

Are bid tabulations public information, or do I need to file a Freedom of Information Act (FOIA) request?
Bid tabulations are public information. A FOIA request is not needed to access this information. Bid tabulations are available upon request. Call or e-mail the Purchasing Department to request a copy.

Is Mount Clemens City Commission approval needed before a bid will be awarded?
Yes, for those products or services in excess of $1,500.00.

Does the City of Mount Clemens charge a fee for plans and specifications for a given project?
Typically, there is no charge. There are occasions, however, when a minimal fee will be charged for large plans and/or sets of drawings for certain projects.

General Bidding Conditions

All information requested of the vendor shall be entered in the appropriate space on the appropriate form including referenced, release of liability waiver, non-collusive affidavit, etc. Failure to do so may disqualify your offer.

All information shall be entered in ink or typewritten. Mistakes may be crossed out and corrections inserted before submission of your bid. Corrections shall be initialed in ink by the person signing the bid.

Corrections and/or modifications received after the closing time specified will not be accepted.

Time of delivery shall be stated as the number of calendar days following receipt of the order by the vendor to receipt of the goods or services by the City.

Time of delivery may be a consideration in the award.

Prices shall be stated in units of quantity specified in the bid document. In case of a discrepancy in computing the amount of the bid, the unit price shall govern. All quantities stated, unless indicated otherwise, are estimated and the City reserves the right to increase or decrease the quantity at the unit price bid as best fits its needs.

It is understood and agreed that all bids are F.O.B. DESTINATION with the shipping costs or any other related costs figured in your bid. All bid prices shall remain in effect for at least ninety (90) days for the purpose of reviewing prior to awarding. If you are bidding for estimated annual requirements, your bid pricing shall remain in effect for one year from the date of the award by City Commission. Bid prices submitted by the successful bidder for longer term contracts shall remain in effect for the length of the contract.

There will be no minimum quantities for each purchase by the City. Your bid may be rejected if minimum quantities are required.

All shipments are inside delivery unless otherwise indicated.

Invoices will be paid on a Net 30 basis from date of invoice.

All bids shall be signed by an authorized officer or employee of the bidder.

Bids must be submitted by the date and at or prior to the time specified to be considered. No late bids, telegraphic, faxed bids or telephone bids will be accepted.

A certificate of insurance showing (1) adequate coverage for Public Liability, Property Damage, and Worker’s Compensation, and (2) showing the City of Mount Clemens as an additional named insured on your policy with yours as primary coverage is required before any work can begin. An Accord Form must be submitted by the vendor’s insurance agent. Please see attached insurance requirements for all service matters.

All bids submitted for consideration must be in a sealed envelope as follows:

  • Name of item to be bid
  • Sealed Bid number
  • Closing date and time
  • Unless otherwise stipulated, one copy of bid is sufficient

All bids, regardless of method used for delivery, are to be delivered to the following address:

      City of Mount Clemens
      Purchasing Department
      One Crocker Boulevard
      Mount Clemens, Michigan 48043

If the bid is to be express mailed, “Bid Documents Enclosed” must be clearly marked on the package.

Bids may be withdrawn in person by a bidder, or authorized representative, provided their identity is made known and a receipt is signed for the bid, but only if the withdrawal is made prior to the stated bid deadline.

The City of Mount Clemens reserves the right to postpone the bid opening.

Brand names and numbers, when used, are for reference to indicate the character or quality desired, unless specifically stated as “no substitutes”. Equal items will be considered, provided your offer clearly describes the article. Offers for equal items shall state the brand and number, or level of quality. When brand or level of quality is not stated by the bidder, it is understood the offer is exactly as specified. When bidding alternate, please enclose a brochure on what you are bidding.

Where applicable, please indicate warranty information on bid form.

Samples of articles, when required, shall be furnished free of cost, of any sort, to the City of Mount Clemens. Samples of articles selected may be retained for future comparison. Samples which are not destroyed by testing or which are not retained for future comparison will be returned upon request at your expense.

The City of Mount Clemens is tax exempt. Do not include taxes in your bid.

The City reserves the right: (1) To award bids received on the basis of individual items, or groups of items, or on the entire list of items, (2) To reject any or all bids, or any part thereof, (3) To waive any irregularity, informalities or errors in the bidding process (4) To accept the bid that is in the best interest of the City, including bids that are not for the lowest amount.

If you would like to submit a statement of “no bid,” please submit it in the same format as you would submit a bid.

Where applicable, permits must be pulled and all city and state regulations must be in compliance.

Attention is called to the fact that the vendor must ensure that employees and applicants for employment are not discriminated against because of their race, color, religion, sex or national origin, in accordance with Executive Order 11246 Equal Employment Opportunity.

Please include at least three references with your bid in the spaces provided on attached sheets.

In cases of the discovery of any omissions or obstacles which would affect the proper completion of any detail of a project, contractor shall prepare bid to include the equipment or work omitted. In every case, complete work is expected.

ALL BIDS MUST INCLUDE MATERIAL SAFETY DATA SHEETS FOR MATERIALS AS REQUIRED BY M.I.O.S.H.A (where applicable).

Insurance Requirements

The contractor/subcontractor shall not commence work under this contract until he has obtained the insurance required within this contract. All insurance coverage shall be with issuance carriers acceptable to the City of Mount Clemens. If any insurance is written with a deductible or self-insured retention, the contractor/subcontractor shall be solely responsible for said deductible or self-insured retention. The purchase of insurance and the furnishing of a certificate of insurance shall not be a satisfaction of the contractor/subcontractor’s indemnification of the City of Mount Clemens. The contractor/subcontractor is responsible to meet all MIOSHA requirements for on-the-job safety. The contractor/subcontractor and his subcontractor/subcontractor shall procure and maintain during the life of this contract for the following coverage:

a. Workers Compensation Insurance in accordance with all applicable statutes of the State of Michigan. Coverage shall include Employers Liability Coverage.

b. Commercial General Liability Insurance on an “Occurrence” basis with limits of liability not less than $1,000,000.00 (as stated above level of hazard) per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, and Property Damage.

c. Motor Vehicle Liability Coverage, including Michigan No-Fault Coverage with limits of liability not less than $500,000.00 per occurrence combined single limit bodily injury and property damage for all vehicles used in the performance of the contract. The City reserves the right to require specific limits of coverage if the contract involves the use of a motor vehicle for other than transportation to the work site.

d. Additional Insured. Commercial General Liability Insurance as described above shall include an endorsement stating the following shall be an additional insured: “The City of Mount Clemens, including all elected and appointed officials and employees and all other individuals working on behalf of the City are named as additional insured and said coverage shall be considered to be the primary coverage rather than any policies and insurance or self-insurance retention owned or maintained by the City of Mount Clemens.”

e. Cancellation Notice. Workers Compensation Insurance, Commercial General Liability Insurance, and Motor Vehicle Liability Insurance as described above shall include an endorsement stating that thirty (30) days advance written notice of cancellation, non-renewal, reduction and/or material change shall be sent to:

City of Mount Clemens
Terese G. Lucci, Purchasing Assistant
One Crocker Boulevard
Mount Clemens, MI 48043

f. Professional Liability, where applicable.