01-50 LB Bagged Deicing Supplement Specifications 6100066274.pdf

SPECIFICATIONS

Bagged De-Icing Materials (50 LB. bags) - Supplement

6100066274

1. OVERVIEW: This Invitation for Bid (IFB) 6100066274 (identified here and in the other documents as the “Contract”) is being issued by the Pennsylvania Department of General Services (DGS) as a supplement to IFB 6100060797 and 6100061430 and will cover the requirements for Commonwealth of Pennsylvania (Commonwealth) Agencies for 50 LB. bags of Rock Salt. In addition, Local Public Procurement Units (COSTARS), as defined by the Commonwealth Procurement Code, may use this contract in accordance with the COSTARS Provision contained within the contract terms and conditions.

2. METHOD OF AWARD: Award will be made by line item to the lowest responsive and responsible bidder.

This solicitation has been divided into two line items. A description of each item is provided below. DGS reserves the right not to award any or all items, based upon its determination of what is in the best interest of the Commonwealth.

ITEM 1 – This line item is for full truckload deliveries, FOB Destination, to the DGS Warehouse in Harrisburg, PA. A single award will be made by line item.

ITEM 2 – This line item is for full truckload deliveries, FOB Destination, to any other Commonwealth agency location, statewide. A single award will be made by line item.

3. BIDDING INFORMATION: The following documents are required to be completed and returned/attached with your electronic bid. These are in addition to any other requirements to submit documentation within the bid specifications. Bids may be rejected for failure to complete and return required documents.

• Attachment A - 50 LB. Bag De-Icing Bid Sheet in Excel format. Do not provide in PDF format.

Failure to return this document or to return it without bid pricing will result in the bid being rejected.

• Attachment B - GSPUR-89 Reciprocal of Limitations Act Requirements (State of Manufacture)

• Attachment C - Supplier Point of Contact Form

• Attachment D – Lobbying Certification Form

• Attachment E – BOP-2201 Worker Protection and Investment Certification Form

• Attachment F – Iran Free Procurement Certification Form

• Material Safety Data Sheet

• COSTARS Program Contractor Election to Participate form (if applicable)

4. COMPLETING BID SUBMITTAL: Bidders must enter bid pricing into the attached 50 LB. Bagged De- Icing Bid Sheet (Attachment A) and submit it along with the electronic bid response.

The Commonwealth is requesting bidders submit pricing on a “per bag” basis for all line items.

Suppliers should enter their company name in the yellow highlighted area near the top of the sheet.

Suppliers should enter unit (per bag) pricing in the yellow highlighted cells for each line item on which they are bidding. The extended price column will calculate automatically.

5. QUANTITIES: All quantities are estimates and are predicated upon previous annual usage. Estimates are contingent upon the business decision to distribute materials from the DGS Warehouse or have the materials delivered direct from the Supplier.

6. SPECIFICATIONS: The materials furnished through this contract are required to conform to the following specifications:

ROCK SALT – PCID 1177 Sodium Chloride (Attached)

7. MINIMUM ORDER QUANTITY: The minimum order quantity under this contract shall be one full truckload of approximately 840-896 bags per bid item (this will depend on how the awarded Supplier ships the product). Orders cannot result in exceeding the maximum truck weight. A truckload order may be split between two agency locations to meet the minimum order requirement (see Truckload and drop shipment option).

8. BAG SHIPMENT REQUIREMENTS: Since this product is being utilized in response to, or anticipation of inclement weather during the winter months, it is critical to the safety of Commonwealth citizens that using entities be able to utilize their shipments in a timely manner. As such, it is imperative that the Supplier ships the product(s) in accordance with the following requirements:

Bagged Rock Salt shall be supplied in 50 LB. bags of single or multi-wall construction, designed to contain 50 LBs. of Rock Salt. The bags shall consist of commercially good quality, free of such defects as wrinkles, cuts, or tears, as well as any other defects, that would make the bags unsuitable for their intended use. The film tensile strength should be 2000-PSI minimum (machine direction) and have seam strength of 2000-PSI minimum or it’s equal. The Supplier is responsible for replacing any spilled Rock Salt due to poor quality packaging. The Commonwealth will reject any material if it fails to conform to any of the requirements of the bid or it has become caked, hard or sticky in shipment.

Product shall be stacked evenly and well balanced on the pallet. Wood pallets shall not be cracked, split, or broken. Product shall not be leaning, bulging or overhanging the sides of the pallet. All six (6) sides of the stacked product shall each be covered with one piece of heavy cardboard to minimize the possibility of bags being punctured by the forklift in loading/unloading. Additionally, shipments shall be shrink wrapped a minimum of three (3) times for damage protection. Product that is delivered in any form of a shipping sack or bulk bag will not be accepted.

9. DELIVERY: All deliveries shall be FOB Destination to any using State Agency and/or COSTARS member (if the bidder elects to allow COSTARS participation), statewide. Delivery locations will be designated on the purchase order. Deliveries shall begin within (5) calendar days after receipt of a purchase order and be completed within five (5) business days thereafter. The Supplier is required to notify the destination recipient of shipment within 24 hours of delivery, so an agency representative is present to receive the material.

10. TRUCKLOAD AND DROP SHIPMENT OPTION: In order to meet a truckload order quantity, ordering agencies may combine orders as long as they are located in the same or adjacent counties. Suppliers shall drop shipment free of charge to accommodate a combined order.

11. DGS WAREHOUSE REQUIREMENTS: This section lists the requirements and guidelines for deliveries being made to the DGS Warehouse or any Commonwealth Warehouse location.

i. DGS WAREHOUSE DELIVERIES: All deliveries shall be F.O.B. Destination. Shipments to the DGS Warehouse (warehouse) are required to be delivered via boxed truck.

The warehouse contact number to establish time and day for delivery is 717-525-5810.

Shipping and Receiving at the warehouse is scheduled between the hours of 8:00 AM and 2:30 PM Monday thru Friday, except state holidays.

The DGS Warehouse and Distribution Center will be operational during the hours of 8:00 AM to 2:30 PM Monday through Friday, except state holidays. All times are local.

In order to maximize the utilization of space in both the warehouse and delivery trucks, it is imperative that product be stacked evenly and well balanced and is not bulging or overhanging the sides of the pallet, as outlined in section 8 of these specifications. If product arrives and is found to be bulging, overhanging, leaning or is in any way unbalanced, the warehouse may reject the delivery and/or ask the Supplier to modify their pallet stacking method for future deliveries. Should the issue persist, it may result in corrective action, up to and including termination of the Supplier’s contract.

ii. DELIVERY APPOINTMENT: The Commonwealth requires the following information via facsimile, telephone or email to schedule a receiving appointment.

• Carriers Name

• Pallet and piece count

• Commonwealth of Pennsylvania purchase order number

• Person’s name and telephone number who is requesting appointment

• Shipper’s name

• Trailer number, tracking number and/or pro number

• **Delivery Appointments are required for all LTL and truck load shipments.

• **If all the required information is not provided, a delivery appointment will not be made.

iii. INBOUND SHIPMENT DOCUMENTATION REQUIREMENTS: The following two items are required to accompany each shipment:

• Packing Slip Info. – If shipment has multiple Purchase Orders and/or multiple Packing Slips please include a consolidated master Packing Slip.

• Bill of Lading (see subsection v. for more information)

iv. PACKING SLIP REQUIREMENTS: A separate packing slip is required for each purchase order. If the shipment requires more than one trailer (e.g., multiple trailers, one PO), a separate packing slip outlining the particulars of each trailer is mandatory. Required information for each packing slip:

• Purchase order number

• FOB Information

• Trailer number (if known)

• Packing slip/shipper reference number

• Backorder status

• Carrier name

• Pieces and weight

Required Information for Each Line Item:

• Product description

• Commonwealth material number (Supplier Part Number is Not Mandatory)

• Number of units/pieces

• Number of cartons

• Backorder status

v. BILL OF LADING (BOL) REQUIREMENTS:

• All Commonwealth of PA Purchase Order numbers must be referenced on the BOL.

• BOL must be filled out to show the actual carton/piece count first, the number of pallets second, total shipment weight third. Drivers must have the ability to verify the carton/piece count at time of loading and sign for carton/piece count (Shipper Load and Count is not allowed without prior consent of the Commonwealth Warehouse Manager/Appropriate authority

• Note “DO NOT BREAK DOWN OR TOP LOAD” on pallets or BOL

• Drivers must Date, Sign and Print their name legibly on the BOL.

• All full truckloads must be SEALED with SEAL NUMBER noted in general comments area.

• All PO’s shipped in one day to one Commonwealth of PA Warehouse location MUST be consolidated onto one BOL/one carrier PRO.

• All vendors using 3rd Party Logistics to distribute their product must ensure that the

Vendors name appears in the shipper info, NOT just the name of the company physically tendering the freight to the carrier. Vendor name must be listed first, followed by that of the 3PL company.

• Refer to the Sample BOL, included with this solicitation package.

12. PRICE ADJUSTMENT: The Supplier's original bid price(s) will be adjusted (up or down) on the first business day in October, January and April of each year to offset the volatility of the transportation costs associated with the contract. The adjustment in transportation costs is calculated by comparing the most current U.S. Department of Labor – Bureau of Labor Statistics (BLS) Producer Price Index (PPI) for Truck Transportation, not seasonally adjusted (series PCU484) and comparing it with the established contract base index.

The amount of the price adjustment will be equal to the actual percentage difference between the most current monthly index and the established contract base index.

Calculation of the adjustment is derived from the following: (Monthly Index – Base Index) / Base Index = Percentage Difference

The base index for this contract is 183.9 as determined by using the BLS PPI for Truck Transportation, not seasonally adjusted (series PCU484) that was in effect at the time of the original bid (June 2024).

Contract prices will be adjusted up or down by multiplying the original bid prices by the percentage difference. If the percentage difference falls between 2% and -2% there will be no adjustment and the original bid prices will remain firm.

A Change Notice to the contract will be issued to incorporate the price change and all contract prices will be adjusted for deliveries on or after the effective date listed on the Change Notice. The price change will only apply to orders placed after the effective date. The price change shall not apply to any orders placed prior to the effective date.

It is the intent of DGS to have the price changes effective on the first business day of October, January and April, however, this date may vary slightly due to unforeseen circumstances.

13. SUPPLIER POINT OF CONTACT: Each awarded Supplier is required to designate a point of contact person who is available to answer questions regarding the Supplier’s ability to deliver the product. This person is responsible for monitoring the Supplier’s supply and will notify the Commonwealth of any problems meeting in-season delivery schedules before they exceed the shipping deadline. Suppliers should complete the Supplier Point of Contact Form, included as Attachment C of the solicitation package, and return it with their bid.

14. ADDITION OF LINE ITEMS: Additional line items that are reasonably construed to be within the scope of this procurement may be added to the contract at the request of the using agency. In the event that DGS determines that the additional line item should be added, DGS will contact all Suppliers who have been awarded a contract as a result of this procurement and request pricing of the new item. Award of the new item shall be based upon the lowest price received from the responding Suppliers.

15. WORKER PROTECTION AND INVESTEMENT: Pursuant to Executive Order 2021-06, Worker Protection and Investment (October 21, 2021), the Commonwealth is responsible for ensuring that every Pennsylvania worker has a safe and healthy work environment and the protections afforded them through labor laws. To that end, Suppliers and grantees of the Commonwealth must certify that they are in compliance with all applicable Pennsylvania state labor and workforce safety laws. Such certification shall be made through the Worker Protection and Investment Certification Form (BOP-2201), included here as Attachment E, and submitted with the bid, proposal or quote.

16. E-INVOICING: The PA Office of the Budget has initiated an E-Invoicing program that enables vendors to submit invoices via email. Submitting invoices via email enables vendors to save printing and postage costs, paper supplies, and mailing time needed to transmit paper invoices. The program’s guidelines are available on the E-Invoicing website, located at http://www.budget.pa.gov/Services/ForVendors/Pages/default.aspx

17. POST AWARD ADMINISTRATION: The Suppliers performance shall be monitored and evaluated in accordance with the requirements outlined in the Contract. At a minimum, the Suppliers’ performance shall be evaluated on an annual basis. Suppliers may be required to attend Contract Performance Review meetings. These meetings will be for the purpose of providing Supplier performance reviews, discussion of issues either party may have concerning the Contract or to evaluate the overall progress of http://www.budget.pa.gov/Services/ForVendors/Pages/default.aspx the Contract. The meetings will be held quarterly, semi-annually, or annually at the discretion of the Department of General Services, or upon special request of the using agencies. Specific Supplier performance issues may be addressed through weekly or bi-weekly conference calls, as a way to assess Supplier progress.

18. INQUIRIES: Direct all inquiries concerning this IFB in writing with the subject heading of “Bagged De- Icing Materials (50 LB. Bags) Supplemental Bid 6100066274” to:

Joslyn J. Thomas Department of General Services Bureau of Procurement 1800 Herr Street 2nd Floor, Arsenal Building Harrisburg PA 17103.

Telephone: 717-425-5043 E-mail: Joslthomas@pa.gov mailto:Joslthomas@pa.gov