01-50 LB Bagged Deicing Supplement Specifications 6100066641.pdf

SPECIFICATIONS

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

6100066641

1. OVERVIEW: This Invitation for Bid (IFB) 6100066641 (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 Calcium Chloride. 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: This solicitation is comprised of four line items, each representing a specific PennDOT District. Each line item encompasses full truckload deliveries to any agency location covered within the given District. Award will be made by line item to the lowest responsive and responsible bidder.

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.

NOTE: For a further illustration of the PennDOT Districts and the Counties contained within each District, refer to the PennDOT District Map, included as an attachment to this solicitation.

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.

6. SPECIFICATIONS: The materials furnished through this contract are required to conform to the following specifications: CALCIUM CHLORIDE – PCID 1178 Calcium 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 Calcium Chloride shall be supplied in 50 LB. bags of single or multi-wall construction, designed to contain 50 LBs. of Calcium Chloride. 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 Calcium Chloride 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.

Shipments of Calcium Chloride shall be made on non-returnable, 40” W x 48”L, heavy duty pallets not to exceed 3,000 LBs. per pallet load and shipped on trucks capable of forklift unloading. If a receiving location does not own a forklift or have any means available to unload pallets and the carrier is required to utilize a lift-gate service to unload the shipment, the Supplier may assess a lift-gate service charge, not to exceed $50 per pallet.

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), with the defined District. 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, two adjacent counties within a District may combine orders. Suppliers shall drop shipment free of charge to accommodate a combined order.

11. 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.

12. 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.

13. 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.

14. 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.

15. 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

16. 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 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.

17. INQUIRIES: Direct all inquiries concerning this IFB in writing with the subject heading of “Bagged De- Icing Materials (50 LB. Bags) Supplemental Bid 6100066641” 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 http://www.budget.pa.gov/Services/ForVendors/Pages/default.aspx mailto:Joslthomas@pa.gov