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Contract Terms and Instructions
962-A3-COURIER/DELIVERY SERVICE - EL PASO AREA ONLY
Start Date: 05/2004
End Date: 11/2012
Section 1: 1.1 DESCRIPTION OF CONTRACT: 962-A3 Courier/delivery service for expedited pickup and delivery of packages within designated areas for the El Paso area. 1.2 TYPE: Automated Firm Price with the exception of CPI-W allowed increases (see 1.13 Price Changes). 1.3 TERM OF CONTRACT: March 1, 2004 through August 31, 2012 EXTENSION PERIOD: September 1, 2012 through November 30, 2012 1.4 DELIVERY: As specified. 1.5 MINIMUM ORDER: None. 1.6 SPOT PURCHASE OPTION: None. 1.7 ZONE: This is a special service contract that covers the areas identified in the zone map (or see paragraph 3.4). 1.8 SHIPPING INFORMATION: Not applicable. 1.9 WARRANTY: Not applicable. 1.10 CASH DISCOUNT: Applicable cash discounts are identified in line item descriptions. 1.11 EDUCATIONAL DISCOUNT: Applicable educational discounts are identified in line item descriptions. 1.12 QUANTITY OR LARGE ORDER DISCOUNT: Vendors are encouraged to offer discounts for one-time delivery or large single orders of items. 1.13 PRICE CHANGES: Price decreases may be accepted at any time. 1.14 FUNDING OUT: Any blanket purchase order (an order calling for multiple deliveries over a specified period of time) is contingent upon the continued availability of appropriations. 1.15 POINT OF CONTACT: Vendor contacts are listed at the end of the contract. 1.16 RECYCLED PRODUCTS: Efforts have been made to identify any product meeting the criteria definitions of recycled. If you have any questions regarding recycled products, please contact the Recycling Coordinator at (512) 463-3034. 1.17 HUB VENDORS: HUB vendors are identified in the Contract Vendor List as "HUB". 1.18 INTERPRETATION: Questions concerning terms and conditions and technical specifications should be directed to: Melissa McIlroy, CTPM, CTCM Texas Procurement and Support Services Phone: (512) 463-3174 E-mail:firstname.lastname@example.org 1.19 PURCHASE ORDERS: Only contract purchase orders issued by the Texas Comptroller of Public Accounts (CPA) or orders issued through a CPA contract are eligible for contract pricing. 1.20 COMMODITY CODE CONVERSION: In order to facilitate with the CPAs conversion to the NIGP commodity codes, the commodity code numbers for items on this contract may change at some point during the term of the contract. The specification, price, and other terms of the contract will remain the same. Section 2: - Specific Contract Instructions 2.1 INTRODUCTION: This contract is to provide courier/delivery service for the El Paso area as identified in the map and zone information. Service shall be available to outlying areas based on additional service fees. The service can be initiated from any qualified ordering entity by telephone request. Possible packages could range from standard letter type, flats or boxes. Boxes will be limited to 100 pounds. One vendor has been awarded this contract. Regular service hours will be 7:30 a.m. to 5:30 p.m., five days a week excluding official state holidays. Either vendor may be utilized by the service requester. If vendor is unable to provide the service required, the user may utilize any service that can fulfill the requirement. Holiday, after hours and weekend service may be available with allowable service charges. 2.2 COURIER/DELIVERY SERVICE REQUIREMENTS: The contract carriers must provide all of the following pickup and delivery services for the scheduled delivery commitments indicated: A. Hotshot - Defined as non-stop within reasonable travel time. This service is only available as feasible. The vendor will indicate if service request is feasible. B. 1 Hour - Defined as delivery within one hour after request. C. 2 Hour - Defined as delivery within two hours after request. D. 4 Hour - Defined as delivery within four hours after request. E. Same Day - Available by 10:00 a.m.; delivered by 5:00 p.m. F. Regularly Scheduled Hot Shot - Defined as regularly scheduled non-stop with reasonable travel time. This service is only available as feasible. The vendor will indicate if service request is feasible. G. Regularly Scheduled 1 Hour - Defined as regularly scheduled delivery within one hour after request. H. Regularly Scheduled 2 Hour - Defined as regularly scheduled delivery within two hour after request. I. Regularly Scheduled 4 Hour - Defined as regularly scheduled delivery within four hours after request. J. Regularly Scheduled Same Day - Regularly scheduled delivery available by 10:00 a.m.; delivered by 5:00 p.m. The service level time clock begins when the requester initiates the call for pickup. Failure to provide the service within the required timeline will result in the delivery being performed at no charge to the qualified ordering entity. Any delivery not made within 10% of scheduled delivery time will be considered delinquent. If package is not ready at time of pickup, scheduled delivery begins when package is available for pickup. Further, continued delinquent pickup and delivery complaints can result in the termination of the contract for the respective vendor. This contract, in general, does not cover second day service. The level of service requested must fall within the time available. It is known that there will be exceptions to this such as undeliverables which must be delivered by 10:00 a.m. the next business day. Entities will still be responsible for payment of undeliverables if the reason for such is not the fault of the vendor. The State acknowledges the courier/delivery commitment does not apply when the delay is due to causes beyond the vendor's control including, but not limited to, the following: the availability during normal business hours or refusal of a person to accept delivery; wrong addresses; acts of God; riot; strikes or other labor disputes; civil commotions; natural events such as extreme weather phenomena or natural disasters. If weather or hazardous conditions become an issue, both requester and vendor shall make concurrence about shipment. Regarding addressing of mail, the sender must use the addressee's physical address and not the post office box. The physical address should appear in the second to last line of the address, above the city, state and zip code. Letter mail pieces undelivered under this contract shall contain mail material deemed "Extremely Urgent" by the qualified ordering entity, pursuant to 39 CFR Part 320.6(d) which reads as follows: (Excerpt from 39 CFR Part 320.6) - "(d) The sender must prominently mark the outside covers or containers of letters carried under this suspension with the words 'Extremely Urgent' or 'Private Carriage Authorized by Postal Regulations (39 CFR 320.6)' or with a similar legend identifying the letters as carried pursuant to this suspension. In addition, each outside container or cover must show the name and address of the carrier, and the name and address of the addressee. Carrier records must be sufficient to show that the delivery of the letters was completed within the applicable time limitations, if carried under the authority of paragraph (B) of this section, and must be made available for inspection at the request of the postal service. The required records may be either in the form of notations on the containers or covers of any letters asserted to be carried under this suspension, or in the form of records kept by employees of the actual times they pick up and deliver such materials." 39 CFR Part 320.6(b)(1) says, "Letters dispatched within 50 miles of the intended destination by noon must be delivered within six hours or by the close of business day and those dispatched after noon must be received by 10:00 AM of the next business day." The awarded vendor is not to depart a user entity with a package unless it is properly marked. Vendor may accomplish this by means of stamp, label, etc. 2.3 APPLICABLE LAWS: Contract carriers shall be required throughout the term of this contract to comply with all applicable federal, state or local laws pertinent to such carrier and the subject matter of this contract, whether statutory or regulatory. Qualified ordering entities utilizing this contract shall ensure that mail pieces comply with applicable requirements for the purposes of such laws, rules and regulations. Letter mail pieces delivered under this contract shall contain mail material deemed "extremely urgent" by the qualified ordering entity. 2.4 USE OF CONTRACT: Qualified ordering entities (with exception of Cooperative Purchasing Participants) will be expected to utilize this contract exclusively for courier/delivery service except when available services do not meet their requirements. 2.5 VOLUME REQUIREMENTS/PICKUP SERVICE: The carrier shall not place any minimum piece requirements on any qualified ordering entity participating in this contract which would serve to exclude or be grounds for charging fees higher than those quoted under this contract. If daily service is required, the user may coordinate daily pickups with the vendor. This service shall be provided at no charge to the user. Vendor shall verify that description and quantities picked up correspond with invoice/packing slip. Vendor shall verify purchase order number is on invoice/packing slip and sign. Vendor must provide preprinted bills of lading to each pickup site. Vendor may assess a waiting fee if any user detains them for more than 10 minutes. 2.6 DESIGNATED SERVICE AREA: The designated delivery service areas are defined by the zone map (or see paragraph 3.4). The zones indicate destinations. 2.7 TRACKING: The vendor must be able to provide tracking capabilities on all packages. In case of lost package or if the vendor was unable to deliver, the user must be contacted within 10 minutes of the scheduled delivery time (within the 10% guideline on delivery). 2.8 TRANSIT CONTAINERS: The vendor will not be responsible for any delivery supplies such as envelopes, boxes, etc., this will rest solely as a responsibility of the user. However, on bulk deliveries, transportation from the designated pickup spot will rest with the vendor. The user shall also be responsible for package identification on each package. This is above and beyond the delivery ticket. 2.9 DECLARED VALUE: Vendor shall provide declared value liability coverage for any package at no additional cost to user entities at the value declared of $50.00. Entities requiring higher declared value liability coverage may procure coverage outside of this contract from an insurance carrier or use another carrier as necessary. 2.10 LOST/DAMAGED GOODS: The vendor will be responsible for the minimum declared value of each damaged or lost package payable to the using entity. Section 3: Contract Specific 3.1 BILLING/PAYMENT: All charges shall be billed to the specific using entity billing address as specified by the user. Users will be billed directly by vendor under the blanket purchase order number issued by the user. Billing will be required at a minimum monthly but may be done bi-monthly. The vendor shall establish a unique billing account and may invoice users at intervals of their choosing (at minimum monthly) with adequate detail to identify: Date, mail piece, tracking number, entity billing number, destination and cost. 3.2 PAYMENT: Payment of outstanding invoices shall be made at least monthly and in accordance with Government Code, Title 10, Subtitle F, Chapter 2251, 1 TAC 114.7. 3.3 BILLING CORRECTIONS: The State shall return any bills for correction of billing errors without prejudice. Under no circumstances should a billing discrepancy not be resolved within 15 days. 3.4 CHARGES: Zones have been identified by zip code. All charges will be based on furthest point, pickup or delivery. For Example: Zone A to Zone C=C Charge Zone C to Zone A=C Charge Special Service charges are in addition to weight and zone charges. Zone A Zip Codes: 79901, 79902, 79903, 79905, 79906, 79930 Zone B Zip Codes: 79907, 79915, 79925, 79936. Zone C Zip Codes: 79904, 79908, 79924, 79934 Zone D Zip Codes: 79922, 79932, 79928 (see Attachment A) 3.5 ACCOUNT SET-UP: The using entity is responsible for contacting the vendor to set-up accounts. 3.6 SPECIAL ORDERING INSTRUCTIONS: Qualified ordering entities must establish a blanket order against the contract by submitting a contract purchase requisition indicating the commodity code representing the closest monetary value of expected courier/delivery expenditures. Purchase orders will automatically include the following language: "This is an automated contract blanket order for courier/delivery services effective date of order through January 31, 2004 (quantities to be called as needed). Any outstanding balances will be canceled if not ordered by the end of the contract period." SPECIAL NOTICE: BLANKET ORDERS ON THIS CONTRACT CAN BE ELECTRONICALLY ENTERED. EXAMPLE: If you have estimated your previous year expenditures to be $1,000, then a contract requisition should be submitted, establishing a blanket order. Orders can be placed against this blanket order up to the maximum of $1,000. Care should be given in tracking usage so as not to exceed the amount. If a user gets close to the "not to exceed" amount, they will need to issue another contract purchase requisition to cover estimated additional usage. NOTE: Do not use a purchase order change to renew or extend an expiring purchase order. VENDOR - FLEX EXPRESS COURIER/DELIVERY SERVICE - ZONE A HOTSHOT NON-STOP $33.50/EA 1 HOUR SERVICE $27.50/EA 2 HOUR SERVICE $25.00/EA 4 HOUR SERVICE $17.50/EA SAME DAY $13.50/EA REGULARLY SCHEDULED HOTSHOT NON-STOP $27.50/EA REGULARLY SCHEDULED 1 HOUR SERVICE $27.50/EA REGULARLY SCHEDULED 2 HOUR SERVICE $23.50/EA REGULARLY SCHEDULED 4 HOUR SERVICE $13.50/EA REGULARLY SCHEDULED SAME DAY $13.50/EA COURIER/DELIVERY SERVICE - ZONE B HOTSHOT NON-STOP $30.00/EA 1 HOUR SERVICE $27.50/EA 2 HOUR SERVICE $23.50/EA 4 HOUR SERVICE $17.50/EA SAME DAY $13.50/EA REGULARLY SCHEDULED HOTSHOT NON-STOP $26.50/EA REGULARLY SCHEDULED 1 HOUR SERVICE $24.00/EA REGULARLY SCHEDULED 2 HOUR SERVICE $21.00/EA REGULARLY SCHEDULED 4 HOUR SERVICE $12.00/EA REGULARLY SCHEDULED SAME DAY $12.00/EA COURIER/DELIVERY SERVICE - ZONE C HOTSHOT NON-STOP $35.00/EA 1 HOUR SERVICE $30.00/EA 2 HOUR SERVICE $27.50/EA 4 HOUR SERVICE $16.50/EA SAME DAY $13.50/EA REGULARLY SCHEDULED HOTSHOT NON-STOP $26.00/EA REGULARLY SCHEDULED 1 HOUR SERVICE $26.00/EA REGULARLY SCHEDULED 2 HOUR SERVICE $23.50/EA REGULARLY SCHEDULED 4 HOUR SERVICE $13.50/EA REGULARLY SCHEDULED SAME DAY $13.50/EA COURIER/DELIVERY SERVICE - ZONE D HOTSHOT NON-STOP $36.50/EA 1 HOUR SERVICE $33.50/EA 2 HOUR SERVICE $31.00/EA 4 HOUR SERVICE $28.50/EA SAME DAY $18.50/EA REGULARLY SCHEDULED HOTSHOT NON-STOP $36.00/EA REGULARLY SCHEDULED 1 HOUR SERVICE $33.50/EA REGULARLY SCHEDULED 2 HOUR SERVICE $31.00/EA REGULARLY SCHEDULED 4 HOUR SERVICE $28.50/EA REGULARLY SCHEDULED SAME DAY $16.00/EA COURIER/DELIVERY OVER 100 LBS. - ZONE A PER POUND CHARGE $ 0.10 COURIER/DELIVERY OVER 100 LBS. - ZONE B PER POUND CHARGE $ 0.10 COURIER/DELIVERY OVER 100 LBS. - ZONE C PER POUND CHARGE $ 0.10 COURIER/DELIVERY OVER 100 LBS. - ZONE D PER POUND CHARGE $ 0.10 COURIER/DELIVERY OVER 1000 LBS. - ZONE A PER POUND CHARGE $ 0.17 COURIER/DELIVERY OVER 1000 LBS. - ZONE B PER POUND CHARGE $ 0.17 COURIER/DELIVERY OVER 1000 LBS. - ZONE C PER POUND CHARGE $ 0.17 COURIER/DELIVERY OVER 1000 LBS. - ZONE D PER POUND CHARGE $ 0.17 SPECIAL SERVICES - ZONE A BOBTAIL/LIFT GATE $20.00/HR VAN CHARGE N/C WAITING TIME $25.00/HR AFTER HOURS $20.00/EA HOLIDAY $30.00/EA BUS SERVICE $15.00/EA ATTEMPTED PICKUP $17.50/EA WRONG ADDRESS $17.50/EA SPECIAL SERVICES - ZONE B BOBTAIL/LIFT GATE $20.00/HR VAN CHARGE N/C WAITING TIME $25.00/HR AFTER HOURS $20.00/EA HOLIDAY $30.00/EA BUS SERVICE $15.00/EA ATTEMPTED PICKUP $17.50/EA WRONG ADDRESS $17.50/EA SPECIAL SERVICES - ZONE C BOBTAIL/LIFT GATE $20.00/HR VAN CHARGE N/C WAITING TIME $25.00/HR AFTER HOURS $20.00/EA HOLIDAY $30.00/EA BUS SERVICE $15.00/EA ATTEMPTED PICKUP $17.50/EA WRONG ADDRESS $17.50/EA SPECIAL SERVICES - ZONE D BOBTAIL/LIFT GATE $20.00/HR VAN CHARGE N/C WAITING TIME $25.00/HR AFTER HOURS $20.00/EA HOLIDAY $30.00/EA BUS SERVICE $15.00/EA ATTEMPTED PICKUP $17.50/EA WRONG ADDRESS $17.50/EA DECLARED VALUE $50.00 base @ no charge $.50 IN $50 INCREMENTS ZONE "D" PER MILE CHARGE $ 1.50/MILE 87359 1-75-288-0636-1 FLEX EXPRESS INC SUITE 904 100 N CENTRAL EXPRESSWAY RICHARDSON TX 75080 MANDO LUNA Phone: 915-774-9775 Fax: 915-774-0634