Offers by Telephone, Telegram, Fax, Or Electronic Mail Will Not Be Accepted

Offers by telephone, telegram, fax, or electronic mail will not be accepted.

Return Bid to:

Pulaski County Purchasing Department

201 S. Broadway, Suite 440 It is the responsibility of bidder to read and comply

Little Rock, AR 72201 with all conditions listed on following page.

BID NUMBER: 17-T-009/ DATE ISSUED: April 21, 2017 / DATE & TIME OF BID OPENING: May 11, 2017 @ 10:00 a.m.

COMMODITY CLASSIFICATION:Disaster Pouches / CONTRACT PERIOD/DATE DELIVERY REQUIRED: As Specified in Bid

DEPARTMENT:Coroner /BUYER:Tina Brookens / DELIVERY DATE:As Specified in Bid

Pulaski County is requesting competitive sealed bids to establish a contract for the purchase and delivery of Disaster Pouches (body bags) according to the following conditions and specifications.

It is solely and strictly the responsibility of the bidder to ensure that the bid is received by the Pulaski County Purchasing Department on or before the specified date and time. The County will in no way be responsible for delays caused by any occurrence. The bid time will be and must be scrupulously observed. Under no circumstances will bids delivered after the opening date and time be considered. If due to inclement weather, natural disaster or for any other cause the Purchasing Department where bids are to be submitted is closed on the due date, the deadline for submission shall automatically be extended until the next business day on which the Purchasing Department is open, unless the contractor is otherwise notified by the Purchasing Department. The time of day for submission shall remain the same. Offers by telephone, telegram, fax, or electronic mail will not be accepted. Bidders will not be allowed to withdraw or modify their bids after the opening date and time.

In accordance with Arkansas Code Annotated 14-22-111, vendors qualifying for county preference and wishing to request same must do so in writing prior to opening date and time. County preference request must be submitted under separate cover. Any request included in sealed bid will not be accepted. To aid this office in routing mail, please mark envelope containing county preference request as follows: Preference - 009.

Award of this bid is contingent upon the appropriation of funds by the Pulaski County Quorum Court. It is the responsibility of the bidder to read and comply with all terms and standard conditions listed on the reverse side, especially item number 14.

Delivery date may be a determining factor in the award of this bid. Bidders are to list earliest possible completion date in the space(s) provided.

If a particular brand name is specified, it is not the intent to discriminate against any "equal" product from another manufacturer. The intent is to establish a minimum standard requested for this purchase. If there are any objections of specifications herein, bidder must submit their dispute in writing to the Pulaski County Assistant Comptroller, 201 S. Broadway, Suite 440, Little Rock, AR 72201, seventy-two (72) hours prior to date and time of bid opening. Complete descriptive literature should be submitted with the bid document or the bid may be rejected.

Questions regarding bid procedures and merchandise/service being requested should be directed to Tina Brookens, Lead Buyer @ 501-340-8390 or email .

FOR EVALUATION PURPOSES, WE REQUEST THAT YOU SUBMIT TWO COPIES OF YOUR BID.

EXECUTION OF BID

Upon signing this Bid, the bidder certifies that he/she has read and agrees to the requirements set forth in this bid proposal including specifications, conditions and pertinent information regarding the articles being bid on, and agrees to furnish these articles at the prices stated. Unsigned bids will be rejected - no exceptions.

NAME OF FIRM: PHONE NUMBER: FAX NUMBER:

BUSINESS ADDRESS, STREETS: CITY:STATE:ZIP

SIGNATURE OF AUTHORIZED PERSON:DATE:

PRINTED OR TYPED NAME:TITLE:

ARKANSAS SALES OR USE TAX NUMBER: ______STATE CONTRACTORS LICENSE NUMBER: ______

Bid Number 17-T-009Page 1

TERMS AND STANDARD CONDITIONS

PLEASE READ CAREFULLY

1.When submitting an "Invitation to Bid", the bidder warrants that the commodities covered by the bid shall be free from defects in material and workmanship under normal use and service. In addition, bidder must deliver new commodities of the latest design and model, unless otherwise specified in the "Invitation to Bid".

2.Sales or use tax is not to be shown in bid price but is to be added by the vendor to the invoice billing to the County. The County is not exempt from Arkansas Sales and Use Tax. Vendors are to register and pay tax directly to the Arkansas State Revenue Department.

3.Discounts offered will be taken when the County qualifies for such. The beginning date for computing discounts will be the date of the invoice or the date of delivery and acceptance, whichever is later.

4.When bidding other than the brand and/or model specified in the "Invitation to Bid", the brand and/or model must be listed and descriptive literature attached to bid document.

5.Identical Bids: In the event of two or more identical low bids, Arkansas Code Annotated Section 14-22-111 shall apply.

6.Specifications furnished with this "Invitation to Bid" are intended to establish a desired quality or performance level, or other minimum dimensions and capacities, which will provide the best product available at the lowest possible price. Other than designated brands and/or models approved as equal to designated products shall receive equal consideration.

7.Samples of items when required must be furnished free and, if not called for within 30 days from the date of the bid opening, will become the property of Pulaski County.

8.Prices quoted shall be "Free on Board" (F.O.B.) to destination at designated facility within Pulaski County. Charges may not be added after the bid is opened.

9.In the event a contract is entered into pursuant to the "Invitation to Bid", the bidder shall not discriminate against any qualified employee or applicant for employment on the basis of political or religious opinions or affiliations, or because of age, race, sex, national origin, handicap, disability, sexual orientation, gender identity, genetic information, veteran status, or other non-merit factors. The bidder must include in any and all subcontracts, a provision similar to above.

10.The Purchasing Department reserves the right to award items, all or none, or by line item(s).

11.Quality, time and probability of performance may be factors in making an award.

12.Guarantees and warranties should be submitted with the bid, as they may be a consideration in making an award.

13.Any ambiguity in any bid as the result of omission, error, lack of clarity or noncompliance by the bidder with specification, instructions and all conditions of bidding shall be construed in the light most favorable to the County.

14.The bid number must be stated on the face of the sealed envelope. If it is not, the envelope will be opened to be identified and the bid enclosed therein will not be considered or counted in the tabulation.

15.All terms and conditions stated herein shall constitute a complete and integrated document and the covenants contained herein shall not be altered or modified by parol evidence unless such modifying term, conditions or covenants are in writing and are signed by the vendor and the agent of Pulaski County.

16.CONSTRUCTION:

A.When noted, the Contractor is to supply Pulaski County with evidence of having and maintaining proper and complete insurance, specifically Worker's Compensation in accordance with the laws of the State of Arkansas, public liability and property damage. All premiums and costs shall be paid by the Contractor. In no way will the County be responsible in case of accident.

B.When noted, a certified check or bid bond in the amount of 5% of the total bid shall accompany bid when bid exceeds $20,000.00.

C.A performance bond equaling the total amount of any bid exceeding $20,000.00 must be provided for any contract for the repair, alteration or erection of any public building, public structure or public improvement [pursuant to Arkansas Code Annotated Section 22-9-203].

17.Liquidated damages shall be assessed beginning on the first day following the maximum delivery or completion time entered on the bid form and/or provided for by the plans and specifications.

18.Whenever a bid is sought seeking a source of supply for a specified period of time for materials and/or services, the quantities of usage shown are estimated ONLY. No guarantee or warranty is given or implied by the participants as to the total amount that may or may not be purchased from any resulting contracts. These quantities are for the bidders' information ONLY and will be used for tabulation and presentation of the bid and the participant reserves the right to increase or decrease quantities as required. Bidder agrees to this condition upon the signing of this document.

19.Pulaski County reserves the right to reject any and all bids, to accept in whole or in part, to waive any informalities or technicalities in bids received, to accept bids on materials or equipment with variations from specifications in those cases where efficiency of operation will not be impaired and unless otherwise specified by the bidder, to accept any item in the bid. If unit prices and extensions thereof do not coincide, Pulaski County may accept the bid for the lesser amount whether reflected by the extension or by the correct multiple of the unit price.

*** NOTICE TO BIDDERS LOCATED IN PULASKI COUNTY***

Pulaski County is prohibited by ordinance from awarding bids to companies that are delinquent in paying Pulaski County property taxes. If your business address is within Pulaski County, you must submit with your bid proof of payment of real and personal property taxes due in 2016, or your bid may be disqualified.

TITLE VI CIVIL RIGHTS ACT COMPLIANCE AND ASSURANCES

The successful bidder, and all sub-recipients, sub-grantees, sub-contractors, successors, transferees, and/or assignees shall:

a.Comply with Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), prohibiting discrimination on the basis of race, color, national origin, age, sex, and disability through its applicable federal statutory or regulatory authorities, or other pertinent directives, circulars, policy, memoranda, and/or guidance and will give assurance that it will promptly take measures necessary to ensure such;

b.Abide by all applicable Federal provisions, and Pulaski County requests, regarding access to records, accounts, documents, information, facilities, and staff;

c.Comply with all program and/or compliance reviews, and/or complaint investigations conducted by Pulaski County or any Federal department or agency;

d.Maintain and preserve all project records for a minimum of three (3) years or as further required by Pulaski County and Federal record retention requirements;

e.Assure that all records or materials are timely, completely, and accurately provided to Pulaski County upon request, and

f.Comply with data collection and evaluation requirements, as required by Pulaski County, related laws, or program guidance.

DISADVANTAGE BUSINESS ENTERPRISES

Pulaski County, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into, pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

PULASKI COUNTY NONDISCRIMINATION ASSURANCES

The successful bidder, as well as, all sub-grantees, sub-contractors, successors, transferees, and/or assignees, providing goods and services to Pulaski County, shall comply with Pulaski County Ordinance 15-OR-25, prohibiting discrimination on the basis of political or religious opinions or affiliations, age, race, sex, national origin, handicap, disability, sexual orientation, gender identity, genetic information, veteran status, or other non-merit factors. The successful bidder shall include a similar provision in all contracts or agreements with sub-grantees, sub-contractors, successors, transferees, and/or assignees requiring compliance with Pulaski County Ordinance 15-OR-25. The successful bidder shall provide records of such contracts or agreements with sub-grantees, sub-contractors, successors, transferees, and/or assignees to Pulaski County upon request.

DELIVERY

Pulaski County requests delivery within 10 days after receipt of order. If this delivery schedule cannot be met, bidder must state number of days required to place commodity in County's designated location. Failure to state delivery time obligates bidder to complete delivery by County's requested date. Extended delivery dates may be considered when in the best interest of the County.

Delivery ______days after receipt of order.

F.O.B.:Pulaski County Coroner’s Office

FL 30FC

3915 W 8th Street

Little Rock, AR 72204

SCOPE

It is the intent of Pulaski County to establish a contract for the purchase and delivery of disaster pouches (body bags) on an as needed basis.

TERM OF CONTRACT

The initial term of this contract shall be for three (3) years from date of award. This contract is subject to one (1), three (3) year renewal option, to be mutually agreed upon by Pulaski County and the Contractor. No contract will be automatically renewed at the end of any contract term. Written confirmation shall be required.

ESCALATION CLAUSE

Quoted prices must remain firm for the first year of the contract. Each year the contractor may request a price adjustment, not to exceed an increase of 5%, provided the contractor submits acceptable documentation that an increase in cost has been experienced. Acceptable documentation includes but is not limited to manufacturer’s dated price lists or invoices (before and after price increase) and manufacturer’s letters certifying the date and the amount of the cost increase. In the event of a general price schedule decrease, the County shall be guaranteed full benefit of the price reduction. Requests for price adjustment shall be submitted to the Pulaski County Assistant Comptroller, 201 South Broadway, Suite 440, Little Rock, AR 72201, Fax: (501) 340-8352.

NON-APPROPRIATION CLAUSE

Notwithstanding anything contained in this Agreement to the contrary, if the Pulaski County Quorum Court fails to appropriate funds for subsequent period within the term of this Agreement, the County shall not be obligated to make payments beyond the then current fiscal appropriations period provided that Company shall have received a written notification of the occurrence of the following events:

a)Funds are not appropriated for a subsequent period during the Term of this Agreement for the acquisition of services and functions which, in whole or in part, are essentially the same services and functions for the performance of which the services and functions were purchased;

b)County has exhausted all funds legally available for all payments due under this Agreement; and

c)Such non-appropriation did not result from any act or failure to act of County.

Then, Company's only remedy shall be to terminate this Agreement at the end of the period which notice is given and take possession of any equipment owned by the Company. Company shall be entitled, however, to any payments and other payments due and owing during any previous period.

EQUIVALENT

Whenever these specifications mention an item by name and use specific descriptions as refers thereto, it is intended to convey to the bidder an understanding of the standard of excellence required. Items of equal type, quality, and size that will conform substantially to the standard of excellence established to provide equivalent merit, strength, durability, and to perform the required function in accordance with these specifications may be offered. Pulaski County shall have the final approval of whether a substitute item is equal to the item specified. The bidder shall submit detailed description for any item(s) bid immediately upon request to do so.

SAMPLES

The Bidder must supply samples of the disaster & mesh pouches in the color intended for this bid. Samples will not be returned, if the samples are not supplied, Bidder will be disqualified for being unresponsive. Samples must clearly identify the Bidder, the bid number, and must be received before the bid opening date.

TERMINATION

The County reserves the right to terminate this agreement with thirty (30) days written notice if the successful Bidder fails to perform in a manner deemed acceptable to the County. Upon delivery of such notice by the County to the successful Bidder, the successful Bidder shall discontinue all services in connection with the performance of this agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such order or contracts are chargeable to this agreement. As soon as practicable after receipt of notice of termination, the Bidder shall submit a statement to the County for payment of that portion of the agreement successfully performed.

QUANTITIES

Quantities set forth in the Invitation to Bid are estimates. Contractor must furnish the quantity ordered whether more or less than the estimate. Estimated quantities are based, where possible upon buying practices during previous contract periods. Estimate quantities set forth are annual quantities.

SPECIFICATIONS

1. Heavy DutyDisaster Pouch with Envelope Opening

Quantity 2,500 each

• Size 36” X 93”
• 133” Plastic Zipper (heavy duty) with two (2) sliders
• Weight of pouch shall be no more than six (6) pounds empty.
• Envelope opening shall be 83” x 27”
• Fabricated of heavy duty laminated polyester fabric
• Pouch must hold a minimum of 300 pounds
• Minimum burst strength of material (lbs./sq.in.) 206 pounds
• Minimum burst strength of zipper (lbs./sq.in.) 200 pounds
• Completely sewn with nylon thread
• Not affected by temperature extremes
• Shall not deteriorate or mildew
• Shall not tear, even if punctured
• Impervious to blood, body fats, etc.
• Minimum odor detected when closed
• Six (6) handles for easy lifting by only two people or helicopter. (If vertical handles used, pouch shall not sag.)
• Autopsies shall be able to be performed within pouch
• Shall be packaged in a 24” x 24” heavy duty viscera bag
• Each pouch shall contain bio-hazard tag
• Unacceptable Colors: Red and Black
• Shelf life shall be a minimum of 10 years and guaranteed against defect

1. Mesh Floater Pouch

Quantity 50 each