094_State+Contract+Summary+Updated.docx

ND STATE CONTRACT INFORMATION

307 N. Wabasha St.

EUC/13

St. Paul, MN 55102 Contact(s): Wendi Rodewald, wendi.rodewald@ecolab.com 952-852-0967 Matt Gill, matthew.gill@ecolab.com 708-906-9279

CONTRACT INTRODUCTION

This contract is for the purchase of high-quality warewashing chemicals.

COOPERATIVE PURCHASING

This contract is a cooperative purchasing contract established pursuant to North Dakota Century Code §§ 15.1-09-34(1) (k) and 54-44.4-13. This contract is made available to other government entities. “Government entities” means counties, cities, townships, institutions under the jurisdiction of the State Board of Higher Education, public primary and secondary educational entities, governmental boards and commissions, and nonprofit entities established on behalf of public entities for the purpose of purchasing. This contract is an open-ended cooperative purchasing contract. “Open-ended” means that other government entities may participate in this contract, but participation by other governmental entities is not mandated or guaranteed.

PURCHASING CARDS

The Purchasing Agency may place orders by issuance of a purchase order, or may elect to place an order and make payment using a purchasing card. The contractor must accept a purchasing card without passing the processing fees for the purchase card back to the Purchasing Agency.

FREIGHT CHARGES AND F.O.B. POINT

Delivery and passage of title under this contract shall be as follows: All deliveries will be F.O.B. to any North Dakota destination, freight included. Title will pass to Purchasing Agency upon delivery to the specified destination. If expedited freight is requested, charges will be invoiced to the purchasing agency.

DELIVERY LEAD TIME AND ORDERING

Delivery must be made within 10 days after the Contractor receives an order from the Purchasing Agency by use of a purchase order or purchasing card. Within 5 days after receiving the order, the Contractor learns that the delivery requirements cannot be met, the Contractor must immediately notify the Purchasing Agency in writing of the delay and the approximate date delivery may be expected. Any item not delivered within the established delivery period may be canceled at no cost to the State, and purchased elsewhere. Inability to deliver or intentional delays shall be cause for contract termination and the Contractor may be debarred.

ENVIRONMENTALLY PREFERABLE PRODUCTS

The EPP abilities claim made shall be documented by third party certification, and referenced clearly to the product. Any product submitted must be officially certified by EcoLogo (Eco), Green Seal (GS), Scientific Certification Systems (SCS), Green Guard, Environmental Protection Agency (EPA DfE) or equivalent. Any other green certification organization cited shall be provided upon request. The State reserves the right to determine if the product meets product specifications and EPP claims. The State intends to provide product s that will comply with N.D.C.C. 54-44.4-07 - Procurement of environmentally preferable products, as feasible within the warewashing chemicals specified in this contract.

MATERIAL SPECIFICATIONS

Warewashing chemicals shall meet or exceed the following specifications contained within this solicitation, inclusive of the Bid Response Form.

A. Specifications furnished with this solicitation are intended to establish a desired quality or performance level, or other minimum dimensions and capacities, which will provide the best product available at the lowest possible price.

B. The State requires submission of the MSDS sheet by electronic means after notice of award, before contract execution from the bidder for review by the State. A substance may be rejected if not acceptable for use within a secure institution.

C. MSDS Sheets, Shipping and Updates. Whenever a hazardous chemical or infectious agent is obtained, regardless of dollar amount or procurement method, the vendor is required to submit copies of the appropriate Material Safety Data Sheets (MSDS) with the initial shipment and with the first shipment after a Material Safety Data Sheet is updated. The vendor must send the initial or updated Material Safety Data Sheet with a complete container, partial container or single product. The vendor, distributor or manufacturer may make access to Material Safety Data Sheets available online via their website, however, Material Safety Data Sheets must be provided as stated herein, regardless of online availability, to meet state and OSHA requirements.

D. All products furnished throughout this contract shall be in compliance with any and all requirements established or as set forth by any regulatory agencies that legally or otherwise have authority to establish requirements for such products. Example: OSHA regulations.

E. Bidder must be a manufacturer, an authorized manufacturer’s distributor or dealer of any products quoted on this IFB.

F. Bidder must honor, at a minimum, the manufacturer’s standard warranty on all items purchased under this contract.

G. Bidder must have a website or catalog or hard copy list of products, with pricing, available for all contract end-users upon request.

H. Bidder must have been in the business, supplying similar type product, for at least two years prior to the submittal of this IFB.

I. All products sold on this contract must be manufacturer's current production items.

J. All chemicals delivered on this contract must have a minimum of 12 months remaining before date of expiration.

K. Defective Product Returns. Any product delivered under this contract that does not conform to the requirements of this solicitation, in the opinion of the State, is considered defective. Upon notice of defective product by the Purchasing Agency or SPO Contract Administrator, the return of defective product and all related expenses will be the complete responsibility of the Contractor. Full refund to the Purchasing Agency account must be completed within one billing cycle of the return request. The Purchasing Agency may purchase this product from an alternate source without obligation. The State requires complete refund to the Purchasing Agency’s account as resolution for defective product returns. In no case will returned defective product be allowed to remain with the Purchasing Agency for more than 10 days after notice of defective product was sent to the Contractor. Product remaining at the Purchasing Agency 10 days after notice of defective product will become the property of the State. The Contractor retains responsibility for disposal cost for defective product.

L. Defective Product Replacement. Contractor shall replace, free of any charges, within 10 days of notice, any product supplied within this contract, that does not meet product performance requirements, not limited to:

· Product that is wet and lumpy

· Product that is unfit to pass through dispensing equipment

· Product that is passed use by date

· Product that is damaged in shipment

· Product that does not meet specifications for use

· Product that is not sealed

· Product that does not have a current MSDS sheet prior to or upon receipt

DISPENSING EQUIPMENT

Upon request by the ILO, the contractor shall furnish, install and maintain an acceptable electronic type warewashing dispenser, ‘pot and pan’ washing detergent dispensers and related equipment of standard manufacture, at no additional cost to the State with the following specifications:

A. Contractor shall provide new dispensers and new dispensing systems for installation. Used or reconditioned dispensing units may only be installed with written approval from end-user.

B. Equipment Specifications, with schematics, if applicable, will be sent to the ILO prior to any installation of dispensing or related equipment for review prior to installation.

C. Contractor must provide PH test strips and chlorine test strips for warewashing dispensing systems at no charge to end-user. Contractor must also provide training as to proper use of test strips for product.

D. Dispenser warewashing compound reservoir shall be constructed of hard, durable plastic and or stainless steel.

E. Dispenser must fit into existing cage, or the contractor will be responsible for supplying and replacing existing cages that will accommodate the awarded equipment.

F. Upon contract period termination, the contractor will credit fully any unopened products, purchased by the Purchasing Agency within this contract within 30 days.

G. Dispenser shall be designed to automatically control the desired concentration of the warewashing detergent solution to the commercial warewashing machines by feeding the warewashing solution only when necessary.

H. Dispenser shall incorporate an “anticipated circuit” which affords the greatest economy and accurate control of the desired concentration to the detergent wash solution. The control will prevent ‘overshooting of the amount’ of the warewashing chemical into the detergent wash solution.

I. Dispenser shall utilize a detergent dispensing unit that dissolves the warewashing detergent by water fed into the dispensing unit, as controlled by a solenoid valve.

J. Dispenser shall have the ability to sense concentrations to allow for optional dispensing of warewashing compounds over a range between 0 (zero) and 0.5% concentrations.

K. Dispenser shall have a visible warning device to signal the need for replenishment of the warewashing detergent.

L. HMIS Rating: any product with a HMIS Hazard Rating of “2” or greater, upon normal dilution to a usable solution shall have a dispensing hose protected and equipped with a stainless steel braided hose, and all connections to appliances must be rated as NPT, NO SLIP ON CONNECTIONS. The contractor will periodically inspect such connections for wear and replace as needed.

INSTALLATION AND REMOVAL OF DISPENSER AND RELATED EQUIPMENT

Contractor will provide installation and all parts necessary tom complete the installation of dispensing equipment. The State will provide suitable water and electrical connections on or adjacent to the warewashing machines.

A. Contractor must have installation, service and repair capabilities for the chemical dispensers and dispensing systems of products submitted on this IFB.

B. Skilled workmanship required: Contractor will provide, a journeyman plumber to perform work and connections to connect warewashing dispensers and related equipment to potable water sources as provide by the State, at all locations.

C. Installation and removal of installed dispensers or related equipment shall be designed for removal upon termination of the contract period without interruption of service or additional costs to the State for parts or labor.

D. Upon completion of installation of dispensing and related equipment, the contractor shall submit a written report of date of installation, location, and serial number of each piece of equipment, as applicable. This report will be reviewed and signed by the contractor, and presented to the ILO or state representative. Additional equipment installed will be added to this report and submitted to the ILO. It is critical that all installed equipment be included on this report.

E. Rinse injectors: shall be installed on warewashing machines as needed.

F. Removal of Installed Dispensers and related equipment: Contractor will be responsible for removing the existing dispensers, and will make every effort not to incur damage any piece of the removed equipment. The removed dispensers and related equipment will be returned to the previous contractor by the State. New installations will occur when the current stock is anticipated to be consumed. It is possible that not all installations will be carried out on the same date. The dispenser removal and installation process will be coordinated by the ILO or the staff at the Purchasing Agency.

G. Water Connections: No installation shall create a cross connection or back siphonage in the potable water supply.

SPRAY BOTTLES

Contractor must provide trigger spray bottled and manufacturer product labels for spray bottle use, for all chemicals they supply to end-users upon request. These labels will be adhesive-backed and must adhere to plastic spray bottles. Content on labels will include, at a minimum, the following information:

A. Name of Product B. Product Description C. Application /Use D. Warning or Cautions or Hazards E. Safety Instructions F. First Aid of Emergency Medical Treatment

SERVICE

Contractor shall be required to provide on-site service calls at all Purchasing Agencies:

Service representative shall have minimum of one year of experience installing, servicing and repairing all dispensers or dispensing systems bid.

A. Service calls will be performed by technically trained personnel.

B. A minimum of one service call per four (4) week period.

C. Emergency services call on site within twenty-four (24) hours after notification of immediate attention.

D. Contractor shall give notice of a service call no later than forty-eight (48) hours prior to the intended on-site arrival. If the service call is agreed to be scheduled at the same time every four week period, no prior notice is required. The Purchasing Agency will provide a facility staff member (ILO) to accompany the contractor during the on-site service call.

E. Contractor personnel will inspect and properly maintain all dispensing equipment, as supplied, and those dispensing warewashing chemicals within this contract.

F. Inspect all warewashing machines, cleaning, adjusting and calibrating of dispensing equipment or mechanical parts. Inspections will include, but are not limited to:

a. Gauges

b. Valves

c. Wash arms

d. Rinse nozzles

e. Interior of all machines

f. De-liming when necessary, using de-liming chemicals supplied by Purchasing Agency

g. Training of facility personnel on de-liming

h. Instruct facility personnel on optimal operation of equipment performance

i. Calibrate dispensing equipment for optimal operation, using concentrations of warewashing chemicals

j. Other customer service issues, as it relates to this contract

k. Reporting of each service call will include, but it not limited to these details:

1) Date, in and out time of service call

2) Contract service personnel and manager

3) Name of institution

4) Manufacture & model of warewashing machine serviced

5) On-site location of machine

6) Type and model of dispenser

7) Product dispensed

8) Percentage of concentration, state change

9) Procedures to dispense

10) Condition of machine

11) Wash water temperature

12) Rinse water temperature

13) Condition of processed material (warewashed)

14) Sanitizer and disinfectant, as applicable

15) Water hardness

16) General condition of machine, including a list of checks for each Machine, as applicable for Arms Arm End Caps Bypass Conveyor Curtains Door Drain Heaters Jets Nozzles Overflow Pump Scrap Tray Switch Tanks Temperature Gauge Thermostat Timer Vacuum Breaker Water Pressure Final Rinse PS Final Rinse Temperature Wash Temperature Detergent Titration- Drops Rinse Additive Sanitizer-ppm Pot and Pan Sanitizer-ppm Water Level

17) On hand inventory

18) If repairs or adjustments are needed, state specific machine, reasons, and recommendations

19) Copy of service call will be provided to the on-site location and available in an electronic downloadable format

PRODUCT TESTING

The State may and reserves the right to periodically test products, to verify compliance with specifications. If the product fails, the contractor will be notified, and additional testing may be required at an approved laboratory to verify product performance at no cost to the State for such testing. The State reserves the right to determine if a product meets acceptable standards for the intended use. If the product does not meet acceptable standards; the contractor may provide an acceptable alternate product and the State may approve the substitution through amendment to the contract. The State may choose to purchase a replacement product from another source, with no obligation to the contractor, or terminate the contract for all products.

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