2. Bagged Deicing Specifications.doc

Department of General Services

GSPUR-13B

Rev. 2/20/01

SPECIFICATIONS

CONTRACT SCOPE/OVERVIEW: This bid # CN00038318 will cover the requirements of the Commonwealth of Pennsylvania for the following commodities, Calcium Chloride (50 lb. bags), Solar (Evaporated) Salt (50 lb. bags), and Rock Salt, (50 lb. bags).

TERM OF CONTRACT: The Contract shall commence on the Effective Date but no earlier than Sept 1, 2014 and expire on August 31, 2016 PRICE ADJUSTMENT FOR RENEWALS: Price adjustments for renewals shall be negotiated and mutually agreed upon by the Supplier and the Commonwealth of Pennsylvania. Reviews will be conducted with the supplier. Any increase request must be accompanied with appropriate documentation to justify the increase. If renewal pricing is not agreed upon by both the Commonwealth of Pennsylvania and the awarded supplier, the contract will not be renewed. The Department of General Services reserves the right to renew any and or all supplier contracts. Non-renewed contracts will be competitively re-bid.

BIDDING INFORMATION: Bidders are to supply company name and bid pricing on the excel bid sheet.

The Commonwealth is requesting bidders submit pricing as follows:

1) LOT 1: “Per bag” pricing for Calcium Chloride, Rock Salt, and/or Solar (Evaporated) Salt for pallet delivery per District. (Minimum delivery is one pallet; one pallet shall contain Industry standard quantity (approximately 48 to 56 (50 lbs.) bags).

2) LOT 2: “Per bag” pricing for Calcium Chloride, Rock Salt, and/or Solar (Evaporated) Salt for truckload delivery per District. (Minimum delivery is one truckload; a truckload is defined as approximately 850 bags per truck).

3) LOT 3: “Per bag” pricing for Calcium Chloride, Rock Salt, and/or Solar (Evaporated) Salt for truckload

Delivery to DGS warehouse in Harrisburg (Minimum delivery is one truckload; a truckload is defined as approximately 850 bags per truck).

Minimum quantity delivered will either be a pallet or a truckload. The Commonwealth is requesting the supplier provide per bag pricing if the minimum delivery is one pallet and per bag pricing if the minimum delivery is one truckload.

Do not enter pricing on the Invitation for bid (IFB). Bidders must sign the Invitation for bid (IFB), print their name and circle which title is appropriate.

The following documents are required to be completed and returned with your bid. Bids may be rejected for failure to return with your bid.

1. Invitation For Bid – Signed by an Authorized Signatory and title circled (see signature procedure attachment)

2. State of Manufacture Chart (This is the Reciprocal limitations Act GSPUR-89 included as an attachment to this bid)

3. Material Safety Data Sheet

4. Costars Program Election to Participate form (if applicable)

5. Copy of active DGS Certified Small Business certification (if applicable)

6. One (1) original completed excel bid sheet by CD. Do not provide in PDF format. Must be Excel format.

7. One (1) hard copy of the completed excel bid sheet

AWARD: For award purposes, this Invitation for bid (IFB) has been divided into the following three (3) lots. A description of each lot is provided below. The Commonwealth reserves the right to not award any or all of the lots, in full or partially, based upon its determination of what is in the best interest of the Commonwealth.

Note: The Pennsylvania Department of Transportation District Map is a defined area that includes specific counties in each District. The Districts are numbered as follows: District 1, 2, 3,4,5,6,8,9,10,11 and 12. There is no District 7. The Pennsylvania Department of Transportation District Map identifies what County is included in each District. The awarded bidder of each District, for either pallet or truckload line items will be responsible to provide the awarded product, FOB delivery, to any State Agency and to Costar members if the bidder chooses to provide to Costars, within that defined District.

LOT 1 – This lot encompasses pallet delivery FOB Destination to each of the Districts as identified by the attached Pennsylvania Department of Transportation District Map. A single award will be made by line item (material) for each District to the lowest responsive and responsible bidder for the line item in the District.

LOT 2 – This lot encompasses full truck load deliveries FOB Destination to each of the Districts as identified by the Pennsylvania Department of Transportation District Map. A single award will be made by line item (material) for each District to the lowest responsive and responsible bidder for the line item in the District.

LOT 3 – This lot encompasses full truckload deliveries FOB Destination to the DGS Warehouse in Harrisburg. A single award will be made by line item (material) to the lowest responsive and responsible bidder for the line item.

Submit pricing and Company name on the attached excel bid sheet in the yellow highlighted areas only. There are four (4) separate tabs on the excel bid sheet.

2) Tab one (1) Calcium Chloride pallet and truckload District delivery. This is Lot 1 & 2

3) Tab two (2) Rock Salt pallet and truckload District delivery. This is Lot 1 & 2

4) Tab three (3) Solar (evaporated) Salt pallet and truckload District delivery. This is Lot 1 & 2

5) Tab four (4) DGS Warehouse delivery. Calcium Chloride. Rock Salt & Solar (evaporated) Salt.

This is Lot 3

For the purposes of this IFB, a pallet shall contain industry standard quantity (approximately 48 to 56 (50 lbs.) bags). A truckload shall be comprised of approximately 15 to 18 pallets. Orders cannot result in exceeding the maximum truck weight.

The Commonwealth will not pay for separate services under this contract. Bid prices for all lots shall be “FOB Destination” for all deliveries. Bid prices shall include transportation, delivery, and handling charges. Bidder must enter all pricing information on the excel bid sheet.

QUANTITIES: All quantities are estimates. Department of General Services (DGS) Warehouse estimates are predicated off previous year’s usage. Estimates are contingent upon the business decision to distribute materials from the DGS Warehouse or have the materials delivered direct from the supplier.

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.

SPECIFICATIONS CALCIUM CHLORIDE: Calcium chloride shall conform to the requirements of CALCIUM CHLORIDE: AASHTO M144, Type S, Grade 1, Class A or B

SPECIFICATIONS ROCK SALT: Rock Salt, Ice Control, type 3, Class A, grade 1.

SPECIFICATIONS Solar (Evaporated) SALT: Shall conform to the most current version of PCID No. 1085, Evaporated Crystals (Attached) BAG SHIPMENTS: Bagged Calcium Chloride, Solar (Evaporated) Salt, and Rock Salt shall be supplied in 50 lb bags conforming as follows: Heavy-duty bag of single or multi-wall construction, designed to contain 50 lbs. of Calcium Chloride, Solar (Evaporated) Salt, or 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 its intended use. The film tensile strength is 2000-PSI minimum (machine direction) and has seam strength of 2000-PSI minimum or its’ equal. The contractor is responsible for replacing any spilled Calcium Chloride/Rock Salt/Solar (Evaporated) Salt due to poor quality packaging. The Commonwealth will reject Calcium Chloride/Rock Salt/Solar (Evaporated) salt if it fails to conform to any of the requirements of the bid or it has become caked, hard or sticky in shipment.

Ship all bagged Calcium Chloride, Rock Salt, and Solar (Evaporated) Salt 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. Note: All DGS warehouse deliveries require a boxed truck for deliveries. Cover pallets with one piece of heavy cardboard to minimize bags being punctured by the forklift in loading/unloading. Shrink-wrap bag shipments for protection in shipping.

MINIMUM ORDER QUANTITY FOB DESTINATION: Either one pallet of a specific commodity, i.e., Calcium Chloride, Solar (Evaporated) Salt, or Rock Salt containing industry standard quantity (48 to 56 (50 lb.) bags per bid item). Or one full truckload of approximately 840-896 bags per bid item. (This will depend on how the awarded supplier ships the product) A truckload may be split once (see Truckload and drop shipment Option)

In the event a supplier is awarded more than one material for a specific location the mix and match of materials is acceptable when feasible.

DELIVERY: FOB Destination Delivery shall begin within five (5) calendar days after receipt of a purchase order and completed within five (5) working days thereafter to delivery locations designated on the Purchase Order. The supplier is required to notify the destination recipient of shipment so a Department representative is present to receive the material.

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.

Department of General Services Warehouse Deliveries: The warehouse shall have the option to have truckloads shipped to a location other than the warehouse. Suppliers shall direct ship the order and include a charge of $50.00 for shipping to the changed destination. All orders placed this way shall be invoiced at the Warehouse location delivery price.

Product shall be delivered FOB with freight included in price.

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 AM and 3:00 PM Monday thru Friday, except state holidays.

The DGS Warehouse and Distribution Center will be operational during the hours of 7:00 AM to 4:00 PM Monday through Friday, except state holidays.

· All times are local

DELIVERY APPOINTMENT: The Commonwealth of Pennsylvania requires the following information via facsimile, telephone call, or Email to schedule a receiving appointment:

· Carriers Name

· Pallet and piece count

· Commonwealth of Pennsylvania purchase order number

· Persons 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

ATTENTION: IMPORTANT: The following section defines the conforming and non-conforming product classification. Please review these guidelines for examples of product that The Commonwealth of PA considers “unfit” for receipt.

Specific to your Agreement, the Commonwealth of PA reserves the right to refuse any non-conforming product.

The Commonwealth of PA designated carriers are required to:

· Refuse any non-conforming product or pallets at the Vendor’s facility specific to your Vendor Agreement

· Sign for Piece Counts – No Shipper Load and Counts are allowed without prior authorization from The Commonwealth of PA, Warehouse & Distribution Division for suppliers who prepay freight.

The Commonwealth of PA strongly encourages the use of our designated carrier base. We have established receiving procedures that will greatly improve the timeliness and quality of our product.

If you choose to utilize a carrier outside of this Guide, we retain the right to refuse partial shipments of non-conforming product.

Shipment Preparation

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 sample)

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:

1. Purchase order number

2. FOB Information

3. Trailer number (if known)

4. Packing slip/shipper reference number

5. Backorder status

6. Carrier name

7. 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

Bill of Lading (BOL) Requirements

· All Commonwealth of PA Purchase Orders in the format, XXXXXXXXX, 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.

ABCD Corporation

123 Any Ave, Yuma AZ 65009

Shippers Signature:

Print Name:

Received By:

CONTRACTOR POINT OF CONTACT: Each awarded contractor is required to designate a point of contact person who is available to answer questions regarding the contractor’s ability to deliver the product. This person is responsible for monitoring the contractor’s supply and will notify the Commonwealth of any problems meeting in-season delivery schedules before they exceed the shipping deadline.

Company Name:

Contact person:

Telephone Number:

E-mail Address:

EMERGENCY DELIVERY PROVISION: In the event of, and for the duration of, any state of emergency or disaster declared by the Governor, the supplier for any county in which the emergency of disaster is officially declared shall attempt to provide continuous twenty-four hour service as directed by the Commonwealth. For the purpose of maintaining necessary communications and services, the Contractor has designated, in the space provided below, a primary and if available, a secondary contact person or title. The Contractor guarantees that the persons so designated will be available throughout the emergency.

· EMERGENCY POINT OF CONTACT: __________________

· PHONE NUMBER: _____________________

· SECONDARY POINT OF CONTACT: __________________

· PHONE NUMBER: _____________________

INQUIRIES: Direct all questions concerning this contract to the appropriate buyer named herein.

Jean Halbleib

Department of General Services

Bureau of Procurement

555 Walnut St, 6th Floor

Harrisburg PA 17101

Telephone: 717-346-8188

Fax: 717-346-3820

E-mail: Jhalbleib@pa.gov