Regular City Council Meeting

1 REGULAR CITY COUNCIL MEETING MUNICIPAL MINUTES CITY OF TUPELO STATE OF MISSISSIPPI MARCH 7, 2023 Be it remembered that a regular meeting of the Tupelo City Council was held in the Council Chambers in the City Hall building on Tuesday, March 7, 2023, at 6:00 p.m. with the following in attendance: Council Members Chad Mims, Travis Beard, Lynn Bryan, Nettie Davis, Buddy Palmer, Janet Gaston and Rosie Jones; Ben Logan, City Attorney and Missy Shelton, Clerk of the Council. Council Member Chad Mims introduced Rev. Gloria McKinney who gave the invocation. Council Member Travis Beard introduced Alehia Sims, Heidyn Berry and Cami Jo Fullerton who led the pledge of allegiance. Council President Lynn Bryan called the meeting to order at 6:00 p.m. CONFIRMATION OR AMENDMENT TO THE AGENDA AND AGENDA ORDER Council Member Beard moved, seconded by Council Member Palmer, to confirm the agenda and agenda order, with the following addition: Add: Item # 13..........IN THE MATTER OF RESOLUTION AUTHORIZING THE REQUEST FOR PROPOSALS (RFP) FOR THE PROCUREMENT AND PURCHASE OF THE COMPONENTS OF THE TUPELO POLICE DEPARTMENT'S REAL-TIME COMMAND CENTER The vote was unanimous in favor. PUBLIC RECOGNITION Council Member Palmer asked that everyone remember Leesha Falkner in their prayers. Council Member Davis reminded everyone that "Time for Tupelo" is almost here and that anyone who can, participate in the trash pickup on March 25. She also introduced two of her cousins, Hershel and Jennifer Brown, who are visiting from out of state. Next, Mrs. Davis requested prayer for the family and friends of Lynda Beverly, who recently passed. Council Member Beard gave a “shout out” to the Code Enforcement group and the great job they are doing. Council Member Jones asked for prayers for the family of the person who was killed in the weekend shooting at Cheers. Council Member Bryan congratulated the Tupelo High School Basketball teams on their trip to the State 6A playoffs. The Wave Boys made it to the second round in the tournament. The Wave Girls were runners up in the championship game.  2 MAYOR'S REMARKS Mayor Jordan requested prayers for safe travel for the Tupelo Performing Arts. He also mentioned that Molly Farned will be having some procedures and to remember her and Alex. Lastly, he invited everyone to come to the Wing Fest this weekend in Fairpark. IN THE MATTER OF APPROVAL OF MINUTES OF FEBRUARY 21, 2023 COUNCIL MEETING Council Member Palmer moved, seconded by Council Member Beard, to approve the minutes of the February 21, 2023, regular City Council meeting. The vote was unanimous in favor. IN THE MATTER OF BILL PAY Bills were reviewed at 4:30 p.m. by Council Members Beard and Palmer. Council Member Beard moved, seconded by Council Member Davis, to approve the payment of the checks, bills, claims and utility adjustments. The vote was unanimous in favor. APPENDIX A IN THE MATTER OF BUDGET AMENDMENT #4 FOR FY 2023 CFO/City Clerk Kim Hanna presented Budget Amendment #4 for 2022-2023. Council Member Davis moved, seconded by Council Member Beard, to approve Budget Amendment #4, as presented. The vote was unanimous in favor. APPENDIX B IN THE MATTER OF APPROVAL OF MAJOR THOROUGHFARE COMMITTEE MEETING MINUTES JANUARY 9, 2023 Council Member Mims moved, seconded by Council Member Gaston, to approve the Major Thoroughfare committee minutes of January 9, 2023. The vote was unanimous in favor. APPENDIX C IN THE MATTER OF BID AWARD FOR BID # 2023-003 MT NORTH VETERANS BLVD IMPROVEMENTS (REESE ST TO HAMM ST) The City advertised and accepted bids for Bid # 2023-003MT - North Veterans Blvd Improvements (Reese St to Hamm St). Council Member Palmer moved, seconded by Council Member Beard, to award the bid to the lowest and best bid of James A. Hodges Construction, Inc., in the amount of $1,814,124.47, and to give the Mayor and City Clerk authorization to execute all documents. The vote was unanimous in favor. APPENDIX D IN THE MATTER OF AWARD OF BID #2023-011PD POLICE TAHOES The City advertised and accepted bids for Bid #2023-011PD - 7 Up-fitted Police Chevrolet Tahoes. One bid was received from Cannon Chevrolet Nissan in the amount of $404,586.00. Council Member Davis moved, seconded by Council Member Jones, to find the single bid as commercially reasonable, and to  3 award the bid to Cannon Chevrolet Nissan in the amount of $404,586.00. The vote was unanimous in favor. APPENDIX E IN THE MATTER OF APPROVAL OF TUPELO PARK & RECREATION ADVISORY MINUTES OF NOVEMBER 8, 2023 Council Member Gaston moved, seconded by Council member Mims, to approve the minutes of the Tupelo Park and Recreation Advisory Board for the November 8, 2023 meeting. The vote was unanimous in favor. APPENDIX F IN THE MATTER OF APPROVAL OF CADENCE BANK ARENA MINUTES OF JANUARY 23, 2023 Council Member Palmer moved, seconded by Council Member Jones, to accept the minutes of the January 23, 2023, meeting of the Cadence Bank Arena. The vote was unanimous in favor. APPENDIX G IN THE MATTER OF APPROVAL OF A SERVICE AGREEMENT WITH TEREX UTILITIES, INC. Council Member Gaston moved, seconded by Council Member Davis, to approve a service agreement with Terex Utilities, Inc., for the inspection, maintenance and repair of hydraulic bucket and digger- derrick line trucks for Tupelo Water and Light. The vote was unanimous in favor. APPENDIX H IN THE MATTER OF APPROVAL OF EMERGENCY PURCHASE OF FOUR (4) 150 kVA THREE-PHASE PADMOUNT TRANSFORMERS TWL Director Johnny Timmons requested the Council approve the emergency purchase of four (4) 150 kVA 3-phase padmount transformers. The lowest quote submitted by Arkansas Electric Cooperatives, Inc. is $13,600.00 each, for a total of $54,400.99. This cost is subject to review at the time of shipment with the lead time a minimum of 13 months. Council Member Beard moved, seconded by Council Member Mims, to approve the order for the emergency purchase. The vote was unanimous in favor. APPENDIX I IN THE MATTER OF APPROVAL OF EMERGENCY PURCHASE OF TEN (10) 167 kVA SINGLE-PHASE PADMOUNT TRANSFORMERS TWL Director Johnny Timmons requested the Council approve the emergency purchase of ten (10) 167 kVA single-phase padmount transformers. The lowest quote submitted by Arkansas Electric Cooperatives, Inc. is $9,000.00 each, for a total of $90,000.00. This cost is subject to review at the time of shipment with the lead time a minimum of 12 months. Council Member Davis moved, seconded by Council Member Mims, to approve the order for the emergency purchase. The vote was unanimous in favor. APPENDIX J 4 5  6 CHECK INFORMATION FOR COUNCIL MEETING March 07, 2023 FUND CHECK NUMBERS POOL CASH ID-416207-416220;416221-416505 EFT 50002079-50002105 TWL ADJUSTMENTS ELECTRONIC TRANSFERS AS SHOWN ON THE FACE OF DOCKET INVOICES AS SHOWN ON FACE OF DOCKET APPENDIX A  7 APPENDIX B  8 APPENDIX B  9 APPENDIX B  10 APPENDIX B  11 APPENDIX C  12 APPENDIX C  13 AGENDA REQUEST TO: Mayor and City Council FROM: Dennis Bonds, City Engineer DATE March 1, 2023 SUBJECT: IN THE MATTER OF BID AWARD FOR BID # 2023-003 MT NORTH VETERANS BLVD IMPROVEMENTS (REESE ST TO HAMM ST) DRB Request: DRB Request to approve the award of bid for Project No. 2023-003 MT to James A. Hodges Construction, Inc. in the amount of $1,814,124.47 and authorize Mayor and City Clerk to sign on behalf of the city, the contract documents subject to subsequent ratification. The low bid amount is 18.3% below the Engineer’s estimate of $ 2,220,217.10. APPENDIX D  14 March 1, 2023 T19-290 City of Tupelo 71 East Troy Street Tupelo, MS 38804 Attention: Dennis Bonds RE: NORTH VETERANS MEMORIAL BOULEVARD IMPROVEMENTS (REESE STREET to HAMM STREET) Following the receipt and opening of bids on the captioned project, we have checked and tabulated the bids. A copy of the Bid Tabulation is enclosed. You will note that James A. Hodges Construction, Inc. of Saltillo, MS, submitted the lowest bid in the amount of $1,814,124.47. The Engineers estimate was $2,220,217.10. Based on these prices we recommend awarding the contract to the low bidder. Those in attendance at the bid opening were: John White Engineering Solutions, Inc. Tyler Hathcock Engineering Solutions, Inc. Collins Simpson Ste-Bil Grading Allen Tatum Phillips Contracting Co., Inc Chad Rankin James A. Hodges Construction John Oakes James A. Hodges Construction Tom Garrett B&B Concrete Blake McCullough B&B Concrete Murff Cook Cook & Son, LLC Randle Boyd J.M. Duncan Jennifer Shumpert City of Tupelo Stephen Reed City of Tupelo Ben Logan City of Tupelo Dennis Bonds City of Tupelo John White, PE, PLS APPENDIX D  15 APPENDIX D  16 APPENDIX D  17 Minute Entry Sign Up Sheet Date: 2/28/2023 Time: 10:00AM Bid# 2023-003MT Department: PUBLIC WORKS BID# 2023-003MT Improvements (Reese Street to Hamm Street) Project: Attandance Company j D~ r'\ l.J~; -1-e cS I APPENDIX D  18 NORTH VETERANS MEMORIAL BOULEVARD IMPROVEMENTS REESE STREET to HAMM STREET CITY OF TUPELO, MISSISSIPPI BID PROPOSAL (# 2023-003MT) The BIDDER agrees to perform all WORK for the construction of NORTH VETERANS MEMORIAL BOULEYARD IMPROVEMENTS, REESE STREET TO HAMM STREET as described in the CONTRACT DOCUMENTS and shown on the Construction Plans for the following Unit Prices within the times specified in the Contract Agreement subsequent to the date specified in the NOTICE TO PROCEED. CONTRACT - VETERANS BOULEYARD WIDENING, REESE STREET to HAMM STREET UNIT PRICE I TOT AL ITEM DESCRIPTION QUANTITY WORDS AND FIGURES PRICE I. Clearing & Grubbing I L.S . $5,000.00 Five Thousand Dollars $ 5,000.00 2. Removal of Concrete 190 S.Y. $10.00 Ten Dollars $ $1 ,900.00 3. Removal of Asphalt Pavement 1,855 S.Y. $10.00 Ten Dollars $ $18,550.00 4. Removal of Curb & Gutter 81 Lin . Ft. $10.00 Ten Dollars $ $810.00 5. Removal and Replacement 22 Each $150.00 Of Signs One Hundred and Fifty Dollars $ $3,300.00 6. Borrow Excavation, AH, 5,298 C.Y . $12.00 FME, Class B9 Twelve Dollars $ $63,576.00 7. Unclassified Excavation, FM, AH 4,545 C.Y. $9.00 Nine Dollars $ 40,905.00 8. Solid Sodding, All Types 3,785 S.Y. $3.68 Three Dollars and Sixty-Eight Cents $ 13,928.80 9. Watering 76 KGal. $20.00 Twenty Dollars $ $1 ,520.00 APPENDIX D  19 IO. Mowing IO Acre $100.00 One Hundred Dollars $ $1 ,000.00 11. Grassing 5 Acre $2,000.00 Two Thousand Dollars $ 10,000.00 12. Temporary Silt Fence 7,982 L.F. $3.00 Three Dollars $ $23,946.00 13 . Wattles, 12" 100 L.F. $5.00 Five Dollars $ 500.00 14. Select Borrow (PM) 2,149 C.Y. $12.00 Twelve Dollars $ 25,788.00 15 . Granular Material 2,464 C.Y. $70.00 (Crushed Stone) Seventy Dollars $ 172,480.00 16. Geotextile Fabric 11,238 S.Y. $2.50 Two Dollars and Fifty Cents $ 28,095.00 17. Granular Material 510 C.Y. $35.00 (Clay Gravel) Thirty-Five Dollars $ 17,850.00 I 8. Hot Mix Asphalt, MT 1,992 TON $175.50 (9.5 mm) One Hundred Seventy-Five Dollars and Fifty Cents $ 349,596.00 19. Hot Mix Asphalt, MT 893 TON $199.75 (12 .5 mm) One Hundred Ninety-nine Dollars and Seventy-Five Cents $ 178,376.75 20. Hot Mix Asphalt, MT 1,763 TON $199.75 (19 mm) One Hundred Ninety-Nine Dollars and Seventy-Five Cents $ 352,159.25 21. Cold Milling of Bituminous 570 S.Y. $12.71 Pavement, All Depths Twelve Dollars and Seventy-One Cents $ 7,244.70 22. Class B Structural Concrete, 6C.Y. $1 ,500.00 Minor Structures, Per Plans One Thousand Five Hundred Dollars $9,000.00 23 . Concrete Sidewalk 2,765 S.Y. $47.25 Forty-Seven Dollars and Twenty-Five Cents $ 130,646.25 APPENDIX D  20 24. Concrete Driveway 150 S.Y . $66.50 With Reinforcement Sixty-Six Dollars and Fifty Cents $ 9,975.00 25. SKT-350 End Section I Ea. $6,825.00 Six Thousand Eight Hundred and Twenty-Five Dollars $ 6,825.00 26 . Guardrail 130 L.F. $37.80 Thirty-Seven Dollars and Eigh!Y Cents $ 4,914.00 27 . 30" HP Pipe 11 L.F. $79.11 Seventy-Nine Dollars and Eleven Cents $ 870.21 28 . 18" RCP 8 L.F. $46.13 Forty-Six Dollars and Thirteen Cents $ 369.04 29. 30" RCP 7 L.F. $85.91 Eighty-Five Dollars and Ninety-One Cents $ 601.37 30. 48" RCP 13L.F. $182.16 One Hundred Eighty-Two Dollars and Sixteen Cents $ 2,368.08 31. 18" Concrete FES 2EA. $1 ,545.00 One Thousand Five Hundred and Forty-Five Dollars $ 3,090.00 32 . 30" Concrete FES I EA . $1 ,928.25 One Thousand Nine Hundred Twenty-Eight Dollars and $ 1,928.25 Twenty-Five Cents 33 . 36" Concrete FES I EA . $2,484.75 Two Thousand Four Hundred Eigh\y-Four Dollars and $2 ,484.75 Seventy-Five Cents 34. Castings 205 LB. $3.00 Three Dollars $ 615.00 35 . Segmental Block Retaining 140 L.F. $110.25 Wall One Hundred Ten Dollars and Twenty-five Cents $ 15,435.00 36. Detectable Warning 22EA . $190.91 One Hundred Ninety Dollars and Nine\y-One Cents $ 4,200.02 37 . Temporary Traffic Stripe, 14,764 L.F. $0.41 Skip Yellow Forty-One Cents $ 6,053.24 APPENDIX D  21 38 . Temporary Traffic Stripe, 16,014 L.F. $0.41 Edge White Forty-One Cents $ 6,565.74 39. Temporary Traffic Stripe, 15,890 L.F. $0.41 Continuous Yell ow Forty-One Cents $ 6,514.90 40. Temporary Detail Stripe, 572 L.F. $0.41 White Forty-One Cents $ 234.52 41. Temporary Detail Stripe, 1,420 L.F. $0.41 Yellow Forty-One Cents $ 582.20 42. Temporary Legend White, 4,064 S.F. $0.41 Forty-One Cents $ 1,666.24 43. 6" Thermoplastic Traffic Stripe, 7,382 L.F . $0.62 Skip Yellow Sixty-Two Cents $ 4 ,576.84 44. 6" Thermoplastic Edge Stripe, 8,007 L.F . $1.29 Edge White One Dollar and Twenty-Nine Cents $ 10,329.03 45 . 6" Thermoplastic Traffic Stripe, 7,945 L.F. $1 .29 Continuous Yellow One Dollar and Twen!}'.-Nine Cents $ 10,249.05 46. 6" Thermoplastic Detail Stripe, 286 L.F. $3.09 White Three Dollars and Nine Cents $ 883.74 47. 6" Thermoplastic Detail Stripe, 710L.F. $3.09 Yellow Three Dollars and Nine Cents $ 2,193.90 48 . Thermoplastic Legend, White 2,032 S.F. $10.30 Ten Dollars and Thirty Cents $ 20,929.60 49. Roadway Construction Stakes I L.S . $1 .00 One Dollar $ 1.00 50. Flowable Fill l0 C.Y. $200.00 Two Hundred Dollars $ 2,000.00 51. Maintenance of Traffic 1 L.S . $90,000.00 Ninety Thousand Dollars $ 90,000.00 APPENDIX D  22 52 . Additional Construction Signs I S.F . $10 .00 Ten Dollars $ 10.00 53. Standard Roadside Construction 128 S.F . $20.60 Signs, Less than IO Square Feet Twenty Dollar and Sixty Cents $2 ,636.80 54 . Barricades, Type II1 48 L.F. $30.90 Single Faced Thirtv Dollars and Nine!}'. Cents $ 1,483.20 55 . Mobilization I L.S . $137,367.00 One Hundred Thirty-Seven Thousand Three Hundred and $ 137,367.00 Sixty-Seven Dollars TOTAL OF BID ITEMS (1-55) $ 1,814,124.47 $ One Million, Eight Hundred Fourteen Thousand , One Hundred Twenty-Four Dollars and Forty-Seven Cents (TOTAL IN WORDS) NOTE: BIDS shall include sales tax and all other applicable taxes and fees . In case of discrepancies between unit price words and figures , words shall govern. In the case of discrepancies between the total price listed and the total price computed using Quantity multiplied by Unit Price (in words), the computed price as tabulated by the Engineer shall govern in determining the lowest base bid. Bidder agrees that Bids may not be withdrawn within ninety (90) days after the actual date of the opening thereof. Should there be reasons why the contract cannot be awarded within the specified period; the time may be extended by mutual agreement between the Owner and the Bidder. 0~ RESPECTFULLY SUBMITTED: Company Signature ~ J l 1 c . Attest SEAL (if Bid is by a Corporation) Title q>.2B(1?ENJ: Address APPENDIX D  23 THE AMERICAN INSTITUTE OF ARCHITECTS AJA Document A310 Bid Bond KNOW ALL MEN BY THESE PRESENTS, THAT WE James A. Hodges Construction Inc. 128 1 County Road 811. Saltillo. MS 38866 as Principal, hereinafter called the Principal, and The Gray Casualty & Surety Company P.O. Box 6202 Metairie LA 70009-6202 a corporation duly organized under the laws of the State of LA -----------=-'------------ as Surety, hereinafter called the Surety, are held and firmly bound unto _C_ ity,_o_f_T_u,_pe__lo_ _ _ _ _ _ _ _ _ __ _ __ _ 71 East Troy St, Tuplelo, MS 38804 as Obligee, hereinafter called the Obligee, in the sum of Five Percent of Amount Bid ---------------------- Do IIa rs ($ 5% ), -for-the-payment ---- --------------- of which sum well and truly to be made, the said Principal and the said Surety, bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally, firmly by these presents. WiEREAS, the Principal has submitted a bid for North Veterans Memorial Boulevard Improvements Reese Street to Hamm Street Bid # 2023-003MT NOW, THEREFORE, if the Obligee shall accept the bid of the Principal and the Principal shall enter into a Contract with the Obligee in accordance with the terms of such bid, and give such bond or bonds as may be specified in the bidding or Contract Documents with good and sufficient surety tor the faithful performance of such Contract and for the prompt payment of labor and materials furnished in the prosecution thereof, or in the event of the failure of the Principal to enter such Contract and give such bond or bonds, if the Principal shall pay to the Obligee the difference not to exceed the penalty hereof between the amount specified in said bid and such larger amount for which the Obligee may in good faith contract with another party to perform the Work covered by said bid, then th is obligation shall be null and void , otherwise to remain in full force and effect. Signed and sealed this 28th day of -------- James A. Hod es Construction Inc. ·- .-= (Principal) - <{: - = : 002 : -1 .. ...... (Seal) (Title) AIA DOCUMENT AJt0 • BID BOND • AJA • FEBR RY 1970 ED. • THE AMEI'JCAN INSTITUTE OF ARCIDTECTS. 1735 .Y. AVE., .W., WASHINGTO , D.C. zooo,; APPENDIX D  24 THE GRAY INS URA CE COMPANY TH E GRAY CASUALTY & S RETY COMPANY GE ERAL POWER OF ATTORNEY KNOW ALL BY THESE PRESENTS, THAT The Gray Insurance Company and The Gray Casualty & Surety Company, corporations duly organized and existing under the laws of Louisiana, and having their principal offices in Metairie, Louisiana, do hereby make, constitute, and appoint: Michael Addison on behalf of each of the Companies named above its true and lawful Attorney-in-Fact, to make, execute, seal and deliver, for and on its behalf and as its deed, bonds, or other writings obligatory in the nature of a bond, as surety, contracts of suretyship as are or may be required or permitted by law, regulation, contract or otherwise, provided that no bond or undertaking or contract of suretyship executed under this authority shall exceed the amount ofSl0,000,000. Surety Bond Number: Bid Bond Principal: James A. Hodges Construction Inc. Obligee: City ofTupelo This Power of Attorney is granted and is signed by facsimile under and by the authority of the following Resolutions adopted by the Boards of Directors of both The Gray Insurance Company and The Gray Casualty & Surety Company at meetings duly called and held on the 26th day of June, 2003. "RESOLVED, that the President, Executive Vice President, any Vice President, or the Secretary be and each or any of them hereby is authorized to execute a power of Attorney qualifying the attorney named in the given Power of Attorney to execute on behalf of the Company bonds, undertakings, and all contracts of surety, and that each or any of them is hereby authorized to attest to the execution of such Power of Attorney, and to attach the seal of the Company; and it is FURTHER RESOLVED, that the signature of such officers and the seal of the Company may be affixed to any such Power of Attorney or to any certificate relating thereto by facsimile, and any such Power of Attorney or certificate bearing such facsimile signature or facsimile seal shall be binding upon the Company now and in the future when so affixed with regard to any bond, undertaking or contract of surety to which it is attached. IN WITNESS WHEREOF, The Gray Insurance Company and The Gray Casualty & Surety Company have caused their official seals to be hereinto affixed, and these presents to be signed by their authorized officers this 12th day of September, 201 l. By ~7~, Atto,t ~4,- Michael T. Gray Mark S. Manguno President, The Gray Insurance Company Secretary, and The Gray Insurance Company, Vice President, The Gray Casualty & Surety Company The Gray Casualty & Surety Company State of Louisiana ss: Parish of Jefferson On this 12111 day of September, 2011, before me, a Notaiy Public, personally appeared Michael T. Gray, President of The Gray Insurance Company and Vice President of The Grny Casualty & Surety Company, and Mark S. Manguno, Secretary of The Gray Insurance Company and The Gray Casualty & Surety Company, personally known to me, being duly sworn, acknowledged that they signed the above Power of Attorney and affixed the seals of the companies as officers of, and acknowledged said instrument to be the voluntary act and deed, of their companies. dfb< ::,~ Lisa S. Millar, Notary Public, Parish of Orleans State of Louisiana My Commission is for Life I, Mark S. Manguno, Secretary of The Gray Insurance Company and The Gray Casualty & Surety Company, do hereby certify that the above and forgoing is a true and correct copy of a Power of Attorney given by the companies, which is still in full force and effect. IN WITNESS WHEREOF, I have set my hand and affixed the seals of the Companies this 28th day of February · , 207.~ i~ ~~- The Gray llb--urance U '\Jvtl}Jl ll!,' The Gray Casual y & Surety Company APPENDIX D  25 AGENDA REQUEST TO: Mayor and City Council FROM: John Quaka, Chief DATE March 1, 2023 SUBJECT: IN THE MATTER OF AWARD OF BID NUMBER 2023-011PD JQ Request: Please accept this letter of request to approve bid number 2023-011PD to Cannon Chevrolet Nissan for the purchase of 7 Up fitted Police Chevrolet Tahoe’s, total amount is $404,586.00. APPENDIX E  26 CITY OF TUPELO (7) Police Tahoes Reverse Auction Specification Lump Sum price for (7) Tahoes (per specifications) Reverse Auction Start Date / Time Feb 28, 2023 10:00 AM US/Central Reverse Auction End Date / Time Feb 28, 2023 10:30 AM US/Central (7) Police Tahoes per specifications Company Bid Amount ($ | USD) Bidding Date / Time Cannon Motors $ 404,586.00 Feb 28, 2023 10:12:46 AM US/Central APPENDIX E  27 REQUEST FOR *Un-Priced Technical Proposals* To provide Six (6) Chevy Tahoe 2WD Police SUVS BID # 2023-011PD A Reverse Auction Event For The City of Tupelo, Mississippi CITY CONTACT: Lieutenant Robert A. Vail Tupelo Police Department robert.vail@tupeloms.gov 662-841-6498 Ext. 204 BID MANAGEMENT CONTACT: PH Bidding Group Cory Dewett cory@phbidding.com 662-407-0193 Publication Dates: February 3, 2023 & February 10, 2023 Un-Priced Responses Due: February 23, 2023 at 2:00 PM Reverse Auction: February 28, 2023 at 10:00 AM APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 1  28 ADVERTISEMENT FOR PROPOSALS Notice is hereby given that the City of Tupelo will receive un-priced technical proposals to prequalify vendors for: Six (6) Chevy Tahoe 2WD Police SUV Vehicles Bid # 2023-011PD Deadline for receipt of un-priced technical proposals is February 23, 2023 at 2:00 PM, local time. Un-Priced propsals, including Specification Response Form and all other documents shall be submitted electronically at www.tupelomsbids.com. Pursuant to MS Code 31-7-13 and House Bill 1109, this commodity will be procured through a multi-step procurement process, including a Reverse Auction. In Phase One, un-priced technical proposals are evaluated for potentional acceptability based upon pre-determined criteria. In Phase Two, only those bidders whose technical proposals are determined acceptable shall be invited to provide priced bids for consideration. The City of Tupelo encourages vendor participation in this multi-step process. Complete instructions are provided in the specifications package. Specifications and detailed instructions regarding the bid process may be obtained by visiting the website www.tupelomsbids.com. Specification response forms, along with all other required information detailed in the bid instructions should be submitted no later than 2:00 PM on February 23, 2023 per the detailed bid instructions. Un-priced Specification Response submissions will be evaluated, and vendors meeting the required specifications will be invited to participate in the Electronic Reverse Auction process on February 28, 2023 at 10:00 AM. Approved vendors will be given detailed instructions regarding the reverse auction. The City of Tupelo reserves the right to extend the auction date if necessary, to complete the pre-qualification process. Pricing will only be accepted from qualified bidders during the reverse auction process. For any questions relating to the electronic submittal or reverse auction process, please call PH Bidding Group at 662-407-0193. The City of Tupelo is an equal opportunity employer and hereby notifies all bidders that it will affirmatively insure that, in any contract entered unto pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, sex, age, disability or national origin in consideration for an award. The City of Tupelo reserves the right to reject any and or all bids, waive technicalities, informalities or irregularities in the bids received, solicit new bids or to choose that bid which is deemed to be in the best interest of the City of Tupelo. Jennifer Shempert Purchasing Agent Publishing Dates: February 3, 2023 & February 10, 2023 APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 2  29 INFORMATION FOR BIDDERS Six (6) Chevy Tahoe 2WD Police SUV Vehicles Bid # 2023-20PD I. General Bidder Requirements/Information The City of Tupelo is looking to purchase Six (6) 2WD Chevrolet Tahoes for use in the Police Department. The City of Tupelo will accept un-priced proposals for pre-qualification until February 23, 2023, at 2:00 PM, local time. The un-priced specification responses may be submitted electronically at www.tupelomsbids.com. The responses will be evaluated, and vendors meeting the required specifications will be invited to participate in the online reverse auction process on February 28, 2023, at 10:00 AM, local time. All un-priced proposals must be equal in performance and quality to the specifications. 1. The City of Tupelo reserves the right to reject any and all bids, to waive any informalities in the bid, or award the bid to whomsoever they may choose. 2. The specifications, as stated, are minimum requirements and may be exceeded by the bidder. Additional consideration may be given for exceeding the minimum requirements and all bids will be evaluated against the specifications set forth in this bid package. 3. A manufacturer’s part or item numbers may be shown only to describe the item and to determine the level of acceptable quality. Other manufacturer’s “equal” items may be bid. The acceptance of “equal” items lies with the City of Tupelo whose decision shall be final. All items shall be delivered FOB to the location specified on the purchase request in Tupelo, Mississippi. 4. All bid prices shall be net, FOB destination, with transportation charges prepaid by vendor. 5. Delivery will be a consideration in the awarding of this bid. 6. The burden of proof of specifications is the responsibility of the bidder. 7. The City of Tupelo will reject any and all bids that include an escalation charge or clause (including fuel surcharges). II. SUBMISSION OF UN-PRICED TECHNICAL PROPOSALS There are several documents to submit in order to be considered for invitation to participate in the Reverse Auction and possible award on this product. Proposals shall contain all documentation as listed in the instructions to bidders. It is understood that bidders who submit proposals have read, understood and accepted these specifications as written, and by submitting a proposal, agree to meet the specifications as written. Proposal modifications, alterations or corrections received after the closing time specified shall not be considered. Proposals must remain valid for a minimum of sixty (60) days from the opening date. City of Tupelo is a Tax-Exempt Government Entity. To be considered, un-priced technical proposals must be signed by an owner or authorized officer or manager of the bidding company. It is the bidder’s responsibility to ensure timely and complete proposals are received with all required documentation included. Late and/or incomplete proposals will not be considered. If you are selected to receive an invitation to provide priced bids, complete instructions for submitting priced bids shall be provided in the invitation. APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 3  30 III. QUESTIONS Failure to examine any specifications and instructions will be at the bidder’s risk. All procedural and technical questions, or if the attached specifications are incomplete, not clear, or not standardized, shall be made in writing, and addressed to the following: General questions regarding this request and questions concerning the technical specifications should be directed to Lieutenant Robert A. Vail, Purchasing Agent, at the City of Tupelo Purchasing Department, 400 N Front St, Tupelo, MS 38804. The phone number is 662-841-6498. Email: robert.vail@tupeloms.gov For questions regarding obtaining bid documents or regarding the online reverse auction process, prospective bidders may contact PH Bidding Group at 662-407-0193 or cory@planhouseprinting.com. No oral explanations by any member of the City of Tupelo nor City of Tupelo staff will be binding. Receipt of addenda must be acknowledged in writing. Submitting vendors shall be responsible for ensuring that they have received any and all addenda. IV. OPENING Pricing will only be accepted through the Reverse Auction process by vendors that are approved through the multi-step process. Unpriced proposal openings shall be conducted any time after they are received. From that point forward, unpriced proposals will be considered under advisement. City of Tupelo may conduct written or oral discussions with potential bidders. The City of Tupelo reserves the right to determine responsive offers or proposals, waive minor informalities in the process, to reject any and all offers or proposals, and to invite priced bids from those companies believed most advantageous to the City. V. OTHER THIS IS A MULTI-STEP PROCUREMENT PROJECT TO BE COMPLETED IN TWO SEPARATE PHASES. • Phase One is the solicitation and receipt of unpriced technical proposals for consideration. Deadline for receipt of technical proposals February 23, 2023, at 2:00 PM. • Phase Two is the Reverse Auction Event in which bidders will provide priced bids for the items requested, based upon their approved technical proposal. If your un-priced technical proposal is approved as acceptable, you will be invited to enter the Reverse Auction Event and given detailed instructions by PH Bidding Group. PH Bidding Group can be contacted at 662-407-0193 or via email at cory@phbidding.com • The reverse auction will begin on February 28, 2023, at 10:00 AM CST. The reverse auction will be set for a 30-minute time slot. Any bids submitted within the last 3 minutes of the bid will extend the bid time by an additional 3 minutes to prevent bid sniping. Each additional bid after that will cause another 3-minute extension and will continue until 3 minutes have gone by without a bid. At that point, the auction will end. • Reverse Auction is an auction event in which bidders submit pricing in a decreasing manner. In the City of Tupelo Reverse Auctions, all bidders will be able to see their ranking in the bid process and will have the opportunity to lower their bid as often as possible if they see fit. They will not be able to see other vendors or vendor pricing during the process, only their ranking in the bid process. • More information regarding the live Reverse Auction event will be provided in the invitation to participate. APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 4  31 VI. INSTRUCTIONS The following information applies to all proposals. The documents listed below must be included in your un- priced response. The preferred method for receiving responses is via electronic submission at www.tupelomsbids.com. UN-PRICED PROPOSAL SUBMISSION BY ELECTRONIC MEANS: Log-in at www.tupelomsbids.com and perform the following steps: A. Scan in all required documentation as a pdf file. B. On the left side of the webpage, click on “Public bids”. C. Click on the appropriate bid that you will be participating in. D. Click on the “Submit Bid” tab. 1. Fill in your profile information (or check for accuracy id auto populated). 2. Under the “PDF Attachments section” Drag and drop your pdf file into the box as outlined or click on the “click here” link inside the submission box to find your file. 3. Under the “Review and Verify” section, click the box agreeing to the terms and conditions. 4. Click “Submit” when you are ready to submit your file. 5. You will receive confirmation when your response has been submitted. If you do not receive a response, your submission has not been received. If you have questions about whether the response was received, you can contact cory@phbidding.com or call 662-407-0193. E. One submitted and the solicitation period has ended, The City of Tupelo will review all solicitations, and all approved bidders will be able to take part in the reverse auction process once it begins. Note: The reverse auction will take place at https://phbidding.procureport.com. Separate registration for usage to the reverse auction site is required. If you are approved to participate in the reverse auction, detailed instructions will be sent to you. F. The bid submission can be redacted at any time prior to the bid opening time. The following items should be included in the electronic submission: 1. Submission Cover Letter (Form A) 2. Completed Response Form (Form B) 3. Product Brochures 4. Warranty Information 5. PH Bidding Supplier Agreement 6. Any other information vendor would like for the City of Tupelo to consider Any questions regarding the website, response submissions, or reverse auction process can be directed to PH Bidding Group at 662-407-0193 or cory@phbidding.com. APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 5  32 *FORM A* Submission Cover Letter for Un-priced Technical Proposals Six (6) Chevy Tahoe 2WD Police SUVS Bid # 2023-011PD The undersigned proposes to provide Police vehicles as per the specifications provided by the City of Tupelo and the subsequent proposal from the bidder named below: If, after reviewing all vendor submissions, the City of Tupelo decides to invite ______________________________ (your company name) to submit priced bids, we agree to participate in the reverse auction, which will take place on February 28, 2023 at 10:00 AM. We understand that detailed instructions regarding the reverse auction process will be emailed to all approved vendors. It is understood that we have only one opportunity to submit an un-priced technical proposal. We affirm that we have read and understood this request for un-priced technical proposals and understand that Phase Two must be completed before the items are awarded. We understand that any missing information or documents required by the BID may be cause for rejection of the proposal. We acknowledge that the City of Tupelo has the sole discretion and authority to determine whether our proposed commodity meets the specifications issued and if it will meet the requirements and needs of the City of Tupelo. We understand that the City of Tupelo may or may not invite our participation in Phase Two (REVERSE AUCTION – Priced Bids) of this procurement. We agree to abide by the terms and conditions of the PH Bidding Group Supplier agreement and understand that any questions regarding the agreement or the bid process should be directed to 662-407-0193 or cory@phbidding.com. If we are invited by the City of Tupelo to participate in Phase Two (REVERESE AUCTION – Priced Bids) of this procurement, the invitation should be directed to: Printed Name _________________________________________________________________ Title ________________________________________________________________________ Company Name _______________________________________________________________ Email _______________________________________________________________________ Phone ______________________________________________________________________ APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 6  33 *FORM B* SPECIFICATION RESPONSE FORM Six (6) Chevy Tahoe 2WD Police SUVS Bid # 2023-011PD The undersigned proposes to furnish Six (6) Chevy Tahoe 2WD Police SUV Vehicles, which meets the specifications provided. The undersigned certifies that the minimum specifications, terms and conditions contained in this BID have been considered and understood. By submitting a response, I/We do certify that the commodities offered do meet the specifications contained in this Invitation to Bid. Please check ‘✔’ each line item – confirming specifications listed will be met. PATROL UNIT VEHICLE SPECIFICATIONS ACKNOWLEDGE ITEM MINIMUM SPECIFICATIONS VARIANCE YES NO General New 2WD Chevy Tahoe Patrol Unit Quantity Up tp Four (4) Units will be purchased CC15706-2WD Body Color-Black Wheels - 17 x 8, Steel Wheels Wheel, Spare, 17 x 8, Steel H0U-Cloth, Jet Black, Interior Trim Defogger, Rear Window, Electric Interior/ Power Door Locks Cosmetics Keyless Remote Entry Remote Keyless Entry Package, Police/Special Svc Unit 5.3L ECOTEC3 V8 Engine 50-STATE EMISSIONS Transmission MHS Transmission, 10-SPEED AUTO Grille Lamps/Speakers Wiring Horn/Sirens Circuit Factory specifications and literature will be Manual and included with the bid - operator's manual, parts Specs book, and service manual PATROL UNIT UPFIT SPECIFICATIONS ACKNOWLEDGE ITEM MINIMUM SPECIFICATIONS VARIANCE YES NO Xcel siren light control Audio Code 3 Slimline 100-watt speaker Phantom Elite VHF antennae kit Video Rear View Camera System Blue LED Flush mount lights Tahoe Tag bracket 60L-BW 60” perimeter bar 60R-BW 60” perimeter bar Lighting TH21 Outliner Bracket for Tahoe Pillar Mounted Spot Lamp, Left side Code 3 Thin Super Visor Light Dual Color Code 3 Mega thin stick 8 LED head APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 7  34 PATROL UNIT UPFIT SPECIFICATIONS (continued) Jotto Desk console 2023 Equipment Jotto Desk arm rest 2023 Consoles Jotto Desk cupholder Installation Complete installation of all lights, sirens, speakers, and two-way radio systems and consoles Warranties FLEET-BID ASSISTANCE/CE and FLEET ORDERING ASSISTANCE Maintenance A standard GM Warranty – 3 Assistance years/36,000 miles bumper to bumper, on the vehicle itself; 5 years/100,000 miles extended on the Powertrain K-9 UNIT VEHICLE SPECIFICATIONS ACKNOWLEDGE ITEM MINIMUM SPECIFICATIONS VARIANCE YES NO General New 2WD Chevy Tahoe K-9 Unit Quantity One (1) Unit will be purchased CC15706-2WD Body Color-Black Wheels - 17 x 8, Steel Wheels Wheel, Spare, 17 x 8, Steel H0U-Cloth, Jet Black, Interior Trim Defogger, Rear Window, Electric Power Door Locks Interior/ Keyless Remote Entry Cosmetics Remote Keyless Entry Package, Police/Special Svc Unit 5.3L ECOTEC3 V8 Engine 50-STATE EMISSIONS MHS Transmission, 10-SPEED Transmission AUTO Grille Lamps/Speakers Wiring Horn/Sirens Circuit Factory specifications and literature will Manual and be included with the bid - operator's Specs manual, parts book, and service manual APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 8  35 K-9 UNIT UPFIT SPECIFICATIONS ACKNOWLEDGE ITEM MINIMUM SPECIFICATIONS VARIANCE YES NO Audio Code 3: C3100 100-watt Siren Speaker Code 3: Non-Serial Breakout Box Code 3: 2 60” outliner perimeter bar Hardware EzK9: EZ Rider 1/3 inmate 213 K9 system for Tahoe Code 3: Thin Multicolor Visor Light Code 3: Tag Bracket with 2 CD 3801B Light Code 3: 2-MR6B Lights Lighting Go Rhino: 5168-4L91 Push Bumper with 4 MR6-B and 2 CD 3801B Lights Code 3: Mega thin Stick 6 Head Code 3: XceL Siren Light Control HP-5020: Ace K9 Hot N Pop Pro Equipment Jotto Desk console 2023 Consoles Jotto Desk arm rest 2023 Jotto Desk cupholder 2 Radios-Flashlight Charger-Radar System Installation Ace K9 Hot N Pup Pro EZK9 EZ Rider 1/3 Inmate 2/3 K9 System Factory specifications and literature will Manual and be included with the bid - operator's Specs manual, parts book, and service manual ADMINISTRATIVE UNIT VEHICLE SPECIFICATIONS ACKNOWLEDGE ITEM MINIMUM SPECIFICATIONS VARIANCE YES NO General New 2WD Chevy Tahoe Administrative Unit Quantity One (1) Unit will be purchased CC15706-2WD Body Color-Black Wheels - 17 x 8, Steel Wheels Wheel, Spare, 17 x 8, Steel H0U-Cloth, Jet Black, Interior Trim Defogger, Rear Window, Electric Power Door Locks Interior/ Keyless Remote Entry Cosmetics Remote Keyless Entry Package, Police/Special SVC Unit 5.3L ECOTEC3 V8 Engine 50-STATE EMISSIONS Transmission MHS Transmission, 10-Speed Auto Grille Lamps/Speakers Wiring Horn/Sirens Circuit Factory specifications and literature will be Manual and included with the bid - operator's manual, Specs parts book, and service manual APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 9  36 ADMINISTRATIVE UNIT UPFIT SPECIFICATIONS ACKNOWLEDGE ITEM MINIMUM SPECIFICATIONS VARIANCE YES NO Audio Code 3 C3100 100-Watt Siren Speaker Admin with ½ Cage and Push bumper lift Tag Bracket with 2 CD 3801B Hardware Go Rhino 5168-4691 Push Bumper with 4 MR6-B + 2C03801B Lights Code 3 thin supervisor multicolor visor light. Code 3 Mega thin Stick G Head Lighting Code 3 MRC Blue 60” Outliner Perimeter Bar Code 3 Xcel Siren Light Control Jotto Desk console 2023 Equipment Jotto Desk arm rest 2023 Consoles Jotto Desk cupholder Jotto 475-1711 Single Cell Prisoner Transport System with window armor and Installation Door Panel 2 Radios and Flashlight Charger. Radar System Factory specifications and literature will Manual and be included with the bid - operator's Specs manual, parts book, and service manual GENERAL BIDDER’S REQUIREMENTS ACKNOWLEDGE GENERAL REQUIREMENT VARIANCE YES NO The City of Tupelo reserves the right to reject any and all bids, to waive informalities in the bid, or to award to whomsoever they may choose. DELIVERY DATE: Anticipated Delivery Date: *In the box to the right, please state the anticipated delivery date of your supplied unit. Bidder is to state details of all standard and extended Warranties furnished, including parts and labor for all components. Any warranty labor to be performed by the City of Tupelo mechanics is to be reimbursed by the bidder at the City of Tupelo’s current labor rate. A telephone call by City of Tupelo Fleet Maintenance Personnel is to constitute sufficient notification for warranty service to the bidder for standard factory stock items and non-standard factory items. Transportation is to be furnished at bidder’s expense for all warranty related work outside a 10-mile radius from Tupelo City limits. The City of Tupelo shall not be liable for any warranty related charges, payments, and billings. No warranty service and parts charges are to be invoiced to the City of Tupelo. Parts and service availability are to be provided for a minimum of 5 years APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 10  37 GENERAL BIDDER’S REQUIREMENTS (continued) Delivery - The successful bidder will deliver fully assembled vehicles to Tupelo Police Department at 400 N Front St, Tupelo, MS 38804. The Bidder is to notify the City of Tupelo of any delays in delivery extending beyond two (2) weeks from the Final Anticipated Delivery Date stated in this document. Failure to coordinate major delays in delivery with the City of Tupelo designated personnel shall release the City of Tupelo of this purchase order contract. A telephone call or written communication is to be provided to the City of Tupelo Fleet Management Division a minimum of Six (6) days prior to delivery stating the anticipated date and time unit is to be delivered. All items must be as specified or approved equal by the City of Tupelo. Specification Response Form Complete Document Checklist and Bid Requirement Acknowledgment Please include all below documents in order for your Specification Response Form to be considered: ACKNOWLEDGE ITEM VARIANCE YES NO Equipment Brochure Included: Written Warranty Information/Service Information Included: PH Bidding Supplier Agreement Included. Checking this box acknowledges that you understand your responsibilities under the PH Bidding Supplier Agreement. If your product meets specifications and you are approved to participate in the reverse auction, you will be given full details regarding participation in the reverse auction. If you will require technical assistance for the submission of the specification response or the reverse auction process, this will require you to either contact PH Bidding Group at 662-407-0193 or cory@phbidding.com at least one day prior to the specification response deadline or the reverse auction date. APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 11  38 BIDDER INFORMATION Company _______________________________________________________________ Physical Address _____________________________________________________________________ Billing Address _______________________________________________________________________ City________________________________ State ___________ Zip _____________________ Phone ________________________ Email _________________________________________ Authorized Agent Name ____________________________________________ Title ____________________________________________________________ Signature ________________________________________________________ APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 12  39 Supplier Agreement INTENT AND CONTACT This document shall detail the conditions upon which a supplier, contractor, vendor or other individual, business or corporation seeking to do business with any client who has contracted, whether verbally, by resolution or any other means with PH Bidding Group for the use of its reverse auction platform shall be allowed to utilize the PH Bidding Group Reverse Auction Platform located at https://phbidding.procureport.com/. Only through completion of this document and unconditional agreement to this agreement in its entirety will you or your assigns, agents or employees or other designees be allowed to utilize this platform to submit pricing to the client(s) of PH Bidding Group. This Agreement contains provisions for an administrative fee, discussed in Section 16. PH Bidding Group hereby agrees to all sections contained within which outline its obligations and responsibilities. PH Bidding Group Contact information is: PH Bidding Group 605 West Main Street Tupelo, MS 38804 662.407.0193 cory@phbidding.com TERMS OF USE Reverse Auction and Strategic Procurement Software – One Time Use Agreement for Suppliers Only If you have difficulty in completing this document, email us at cory@phbidding.com or call us direct at 662.407.0193. By participating in the reverse auction procurement process initiated by PH Bidding Group and its strategic partner(s), you agree that you have accepted this agreement in its entirety, without exception, and that you, your representatives, and assigns agree to the following terms, statements and conditions: Definitions: “PH Bidding Group” shall mean the provider of a Reverse Auction Event Platform used in conjunction with Buyers to negotiate pricing on desired service, goods, or information. “You”, “Supplier” or “Suppliers” shall mean anyone signing this agreement that will use or direct the use of PH Bidding Group’ Reverse Auction Event Platform for the purpose of selling services, goods or information to Buyers who retain the services of PH Bidding Group. “Buyer” shall mean any client or customer of PH Bidding Group who chooses or has chosen in the past to procure through the use of a Reverse Auction Event Platform or information provided by or in conjunction with PH Bidding Group. APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 13  40 “Reverse Auction Event Platform” shall mean the platform accessed within or from or in conjunction with the website address at https://phbidding.procureport.com/ , which is used by various Buyers to procure services, goods or information. 1.) All information related to bids, projects, specifications, and terms of sale to potential clients of PH Bidding Group are based on information received directly from the client, and not necessarily approved by PH Bidding Group. PH Bidding Group makes no warranty concerning information approved by its clients for use in reverse auction events. 2.) PH Bidding Group cannot and will not be held liable for delays in reverse auction events, server failures or changes in scheduling for reverse auction events. 3.) You acknowledge that PH Bidding Group is merely the conduit through which pricing is achieved for the benefit of our clients, and not an endorsement of our clients’ creditworthiness, ability to perform upon a contract or agreement, nor the proper use of materials, equipment or any other service or goods purchased through the use of our reverse auction software. PH Bidding Group shall not be held liable clients’ failure to perform or award upon a given reverse auction event. All agreements that arise between suppliers and buyers are then the sole responsibility of those two parties, wherein PH Bidding Group shall be indemnified. 4.) This agreement shall be good for a one-time use of PH Bidding Group’s reverse auction strategic procurement solution. Only through acceptance of this agreement are you permitted to utilize the bidding platform. In the event that you violate any of the terms of any part of this agreement, PH Bidding Group may, in its sole and absolute discretion, terminate your ability to access the platform. In the event that PH Bidding Group terminates your access to the reverse auction software for any reason, neither you nor your assigns, affiliates, employers, employees or subsidiaries or beneficiaries shall have a claim against PH Bidding Group, its employees, assigns or beneficiaries. 5.) PH Bidding Group shall provide basic training and basic instruction (if requested) concerning the operation of the supplier side functions of its reverse auction software, which is operated entirely online. Supplier shall be solely responsible for his or her attendance to this training. PH Bidding Group shall make reasonable efforts to accommodate training to Supplier’s schedule, but Supplier acknowledges that he or she is ultimately solely responsible for attendance. Supplier agrees not to attempt to reverse engineer, model or copy this software. 6.) It shall be the supplier’s responsibility to comply fully with the terms and conditions set forth by clients of PH Bidding Group, and to ensure that supplier conduct falls within state purchasing laws. 7.) It shall be the sole and absolute responsibility of the Supplier to meet all deadlines for specification responses and sample presentations or the attending of any pre-bid conferences or any other functions as may be required from time to time by either PH Bidding Group or the Buyer. Failure to meet any of these deadlines or appointments does not entitle the supplier to an extension of the deadline or a delay in the scheduled date of the reverse auction event. 8.) Supplier shall also be solely responsible for his own access to the Internet. If Supplier has no access to the Internet and is unable to locate access on his own, PH Bidding Group may, at its sole and absolute discretion, assist Supplier in locating sufficient Internet access for the purposes of participating in a contemplated Reverse Auction Event. Supplier also agrees that he is solely responsible for using his access to the Internet in a responsible manner in conjunction with this Reverse Auction Event so as not to intentionally interfere with another Supplier’s access to the Reverse Auction Event. APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 14  41 9.) It shall be the sole and absolute responsibility of the supplier to ensure that it meets all state and federal regulations with respect to product offerings and its ability to offer such items or services. 10.) Suppliers agree that any and all information they provide shall be accurate and truthful. PH Bidding Group shall take reasonable precautions deemed necessary in its sole and absolute discretion to protect and safeguard that information but shall not be held liable in the event of a breach of that security. PH Bidding Group does not guarantee either the validity of your information or the safety of the information you provide. In the event your information becomes compromised, PH Bidding Group will issue you a new password. 11.) Supplier agrees that he has no right to transfer this one-time use license. 12.) Supplier agrees that he shall have no claim against PH Bidding Group for any virus that may infect the hardware or software of the supplier as a direct or indirect result from the use or perceived use of PH Bidding Group’ reverse auction software. 13.) Supplier agrees that his sole remedy in the event that supplier determines he dislikes the reverse auction process or service is to stop using the service. 14.) Supplier agrees that he will neither share nor leak his password to the service for the purpose of allowing competitors of PH Bidding Group to view the reverse auction process or allow unauthorized persons to view a Reverse Auction Event for the purpose of providing information to other unauthorized users, regardless of intent or consequence. In the event of a breach of this section of the agreement, PH Bidding Group may, in its sole and absolute discretion, remove access to the Reverse Auction Event or any other portion of Internet based material from the Supplier. 15.) Supplier agrees that in the event of an Internet or server failure on the side of PH Bidding Group, arrangements may be made by PH Bidding Group in conjunction with the buyer for an alternate date for the Reverse Auction Event. Suppliers shall have no claim against PH Bidding Group, its employees, assigns or beneficiaries. 16.) An investment of time and financial resources is necessary for the continued operation of Reverse Auction Events run on PH Bidding Group platform. Therefore, a transaction fee based solely upon the final awarded purchase price shall be charged to the supplier. This transaction fee shall be self- assessed by the Supplier, who, by participating or reviewing or viewing PH Bidding Group’ Reverse Auction Platform, website or information prepared by or in conjunction with PH Bidding Group, acknowledges receipt of service from PH Bidding Group regardless of the means of the final arrangement of pricing, whether through PH Bidding Group’s Reverse Auction Event or other direct negotiations or bids. Supplier agrees that if he or she at any time has used the Reverse Auction platform or any portion or part of the software or Internet platform or website or information provided by or prepared by or in conjunction with PH Bidding Group for purposes of a contemplated bid, the fees described within this agreement as being due to PH Bidding Group shall be due in full in accordance with normal billing procedures set forth herein and are fully earned by PH Bidding Group. APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 15  42 Fees shall be self-assessed by the winning Supplier in the following amount and shall apply to all bids: 4% of the total contract price, including all service agreements, extended warranties and equipment. Fees shall be paid to PH Bidding Group in the following manner: All fees, in full, shall be due to PH Bidding Group within 15 calendar days of payment by the purchasing entity to the winning vendor for equipment, materials or other items by the Buyer. Partial payments shall not be accepted, and payments which are not received within 60 calendar days shall immediately accrue interest at the rate of 2% monthly plus a recurring monthly service fee of $50. Supplier agrees that after 90 (ninety) days of non-payment, Supplier shall be considered in default of this agreement by PH Bidding Group and subject to all necessary and legal means of collection of this debt. In addition, Supplier agrees to pay all fees and lost monies required to collect Suppliers debt to PH Bidding Group. Jurisdiction for all collection efforts shall be Tupelo, Mississippi exclusively. Suppliers should ensure that their total bid includes all fees due to PH Bidding Group. Supplier agrees that it is his sole and absolute responsibility to include fees due PH Bidding Group with all submitted bids. Supplier agrees that any and all future orders or transactions arising from the use of PH Bidding Group’ Reverse Auction Event Platform shall be subject to the fees listed above and payable based upon the same guidelines. Future orders and transactions shall include but not be limited to, accessories, modifications, or aftermarket equipment. 17.) By participating in this Reverse Auction Event or by viewing materials associated with this Reverse Auction Event, Supplier agrees not to attempt circumvention or contemplate circumvention or enter into any agreement that would circumvent this agreement in any way, whether intentional or unintentional which results or may result in avoiding fees due to PH Bidding Group or negotiating directly with Buyer or avoids or attempts to avoid the Reverse Auction Event. These circumvention techniques could include but shall in no way be limited to verbal agreements, bids written on paper delivered by any means or electronic communications, signals, or other means of communication. 18.) Supplier agrees that all content provided by PH Bidding Group is considered the sole property of PH Bidding Group. Unauthorized sharing or use of these materials and content is prohibited. Supplier agrees that he will use this content solely for the purpose of participating in a Reverse Auction Event in good faith. 19.) PH Bidding Group may alter this agreement at any time. Notice shall be given to Supplier within 24 hours of PH Bidding Group’s alteration of this agreement if currently in force either by email, the posting of specific related information within the bid package located within the Reverse Auction Bid platform that will be used by Supplier to gather information on this specific bid, or by certified mail. PH Bidding Group is hereby informing Supplier that our preferred method of notification is by using the Adobe Acrobat protected document format (PDF), delivered by email. 20.) This Agreement and all rights of the parties associated with it shall be governed by the laws as set forth within the State of Mississippi. Jurisdiction relating to any matters arising from the use of this agreement shall be the City of Tupelo, Mississippi. If any portion of this agreement is found to be unenforceable, whether due to illegality or misappropriation, the remainder of this agreement and its enforceability shall survive in full and shall be in no way affected. This agreement constitutes the entire agreement between the parties. No other verbal representations, examples, or correspondence, whether electronic, verbal or written, shall survive the signing of this agreement. APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 16  43 Acceptance - This agreement is hereby accepted in its entirety, without exception. I assert under penalty of law, I am the authorized signatory for the following organization, company, group or individual: Organization, Company, or Individual represented: _________________________________________ Authorized Representative (Printed Name): _________________________________________ Title of Authorized Representative: _________________________________________ BILLING INFORMATION: Email Address: __________________________________________ Physical Address: __________________________________________ __________________________________________ Mailing Address (if different): __________________________________________ __________________________________________ Office Phone: __________________________________________ Mobile Phone: __________________________________________ Signature: _______________________________________________ Date: ____________________________________ Return this Agreement, with your completed Bid Response Package to PH Bidding Group before the vendor response deadline outlined in the bid advertisement or bid documents. You may scan and submit this agreement with your bid response to the applicable bid management site or you may email the completed, signed pages to cory@phbidding.com. For questions regarding this agreement or the bid item(s), you may contact PH Bidding at 662-407-0193. If you will require technical assistance for the submission of the specification response or the reverse auction process, this will require you to contact PH Bidding Group at either 662-407-0193 or cory@phbidding.com at least one day prior to the specification response deadline or the reverse auction date. APPENDIX 2023-011PD CITY OF TUPELO- SIX (6) CHEVY TAHOE 2WD POLICE SUVS E 17  44 ADDENDUM 1 City of Tupelo, MS Six (6) Chevy Tahoe 2WD Police SUV Vehicles Bid # 2023-011PD This Addendum 1, dated February 13, 2023, supersedes, and takes precedence over specifications for the above listed bid, which shall remain in full force and effect, except as herein modified: Item 1: There is to be an additional Tahoe added to the bid with the following specs. The purchase will now include a total of Seven (7) Tahoe’s, each with a police upfit package. Specifications for Additional Tahoe PATROL UNIT VEHICLE SPECIFICATIONS ACKNOWLEDGE ITEM Minimum Specifications YES NO VARIANCE General New 4WD Special Service Tahoe Performance Mechanical limited slip Differential & Mechanical Transfer case single speed Wheels, 18" bright silver Painted aluminum Front skid plate Electronic precision shift Trailering equipment Air cleaner, high capacity Connectivity Chevrolet infotainment (3)3 8" diagonal color touchscreen & Technology Additional features for compatible phones include: Bluetooth audio streaming, voice command passthrough to phone, wireless Android auto and Wireless apple carplay Capable 2 power outlets, 120 volt Keyless open including ext. Range remote keyless entry Keyless start Onstar services & Wi-fi hotspot capable Interior Air conditioning, tri zone Auto climate control Seats, front 40/20/40 split Bench (deletes center Console/usb data ports) Seats, second row 60/40 split Folding bench Floor covering, rubberized-vinyl Exterior Headlamps, led Power dual outside mirrors, heated Front windshield wipers, rain sensing Safety & HD rear vision camera Security Theft deterrent system, Unauthorized entry Front and rear park assist APPENDIX E  45 Other Pillar mounted spot lamp, left Red & white front auxiliary Dome lamp Wiring, grille lamps/speakers Rear door lock inoperative Rear window switch inoperative Wiring, horn/sirens circuit Auto door lock disable Front recovery hooks PATROL UNIT VEHICLE SPECIFICATIONS Lighting Code 3: Bar Light Code 3: Megathin Rear Bar Code 3: Tag Bracket and Light Code 3: Siren Light Control Code 3: C301 Siren Speaker Hardware GoRhino Push Bumper with 6 MRG LED Lights Jotto Console Jotto Front and Rear Code 3: Running board LED Bar Code 3: Side Window Lights Bid must include price of installation END OF ADDENDUM 1 APPENDIX E  46 Parks Advisory Board and Sports Council Meeting November 8, 2022 Advisory Members Present Advisory Member Absent Staff Present Robin Faucette, Ward 1 Vacant, Ward 3 Alex Farned, Director Mike Maynard, Ward 2 Cheryl Dexter, Ward 6 Deana Carlock, Office Manager Boyce Grayson, Ward 4 Laura Kramer, Sports Director Davey Cole, Ward 5 Amy Kennedy, Aquatic Director Mattie Mabry, Ward 7 Leigh Ann Mattox, Recreation Director Chris Edmondson, Sports Director Jim Ingram, President TSC Ben Haas, Sports Director Janet Gaston, City Council Representative Chad Mims, City Council Representative Staff Absent Leesha Faulkner, Oren Dunn Museum Curator 1. Robin Faucette called the meeting to order. 2. Davey Cole made the motion to approve the agenda with Jim Ingram making the second. Pass unanimously. 3. Davey made the motion to accept the minutes with Mike Maynard making the second. Pass unanimously. 4. Davey made the motion to accept the treasure report with Mattie Mabry making the second. Pass unanimously. 5. Member Reports a. Tupelo Youth Soccer Association – Report received. b. Tupelo Youth Baseball Association – Report received. c. Tupelo Softball Association – Report received. d. Tupelo Basketball Association – Report received. e. Tupelo Tennis Association – Report received. f. Tupelo Therapeutic Recreation Association – Report received. g. Tupelo Aquatic Club – Report received. h. Tupelo Disc Golf Association – Report received. i. Tupelo Skate Park Association – Report received. j. Tupelo Flag Football Association – Report received. k. Friends of the Park – Report received. l. Tupelo Fourth of July Celebration Association – Report received. m. Veterans Council – Report received. APPENDIX F  47 n. Oren Dun Museum Association 6. The Board was given a fall recap of events and sports. 7. The Board was updated on the Skate Park project and Pickleball project. 8. The Board was updated on the contracts for Sports Council. 9. The Board was given an update on the pickleball league. 10. The Board was provided a calendar of events. 11. Davey made a motion to adjourn with Mike making the second. Pass unanimously. Robin Faucette – Chairman of Tupelo Parks Advisory Board Jim Ingram –President of Tupelo Sports Council Alex Farned – Director of Tupelo Parks and Recreation APPENDIX F  48 APPENDIX G  49 APPENDIX G  50 APPENDIX G  51 APPENDIX G  52 APPENDIX H  53 03/09/2023 APPENDIX H  54 APPENDIX H  55 APPENDIX H  56 APPENDIX H  57 APPENDIX H  58 APPENDIX H  59 APPENDIX H  60 APPENDIX H  61 APPENDIX H  62 APPENDIX H  63 APPENDIX H  64 APPENDIX H  65 APPENDIX H  66 APPENDIX I  67 APPENDIX I  68 APPENDIX I  69 APPENDIX J  70 APPENDIX J  71 APPENDIX J  72 APPENDIX K  73 APPENDIX K  74 APPENDIX L  75 APPENDIX L  76 APPENDIX L  77 APPENDIX L  78 APPENDIX L  79 APPENDIX L  80 APPENDIX L  81 APPENDIX L  82 APPENDIX L  83 APPENDIX L  84 APPENDIX L  85 APPENDIX L  86 APPENDIX L  87 APPENDIX L  88 APPENDIX L  89 APPENDIX L  90 APPENDIX L  91 APPENDIX L  92 APPENDIX L