6-HEA131713 RFC - FINAL.pdf

Version 8.3.17

DA Template No. 13-10673

BID HEA131713

CAR SEATS

Request for Bids and Resulting Contract

GENERAL BID REQUIREMENTS

1.0 SCOPE:

Salt Lake County Contracts and Procurement, on behalf of the Salt Lake County Health Department’s (SLCoHD) Community Health Division invites your company to bid on providing multiple car seats for its Injury Prevention Program.

The Injury Prevention Program works to prevent injuries among all Salt Lake County residents. One aspect of this program includes the Car Seat Program which provides car seat safety checks and low-cost car seats for qualifying Salt Lake County residents.

SLCoHD anticipates purchasing up to 1,800 (approximately 600 per year) car seats through this solicitation (SEE ATTACHMENT 1 – SPECIFICATIONS).

2.0 CONTENTS:

If any provision or specification in this “Request for Bids and Resulting Contract” (RFC) is ambiguous or is disputed by a bidder, the bidder must notify the County Contracts and Procurement Division prior to the opening of the bids. No dispute or protest concerning the ambiguity of these specifications or provisions of this RFC shall be accepted following opening of the bids.

3.0 QUESTIONS:

Questions shall be submitted through our online solicitation system, Utah Public Procurement Place (UPPP) powered by Bonfire. Questions are due prior to the question due date and time specified. If a question/answer changes the RFC document, the change will be released in an amendment to the solicitation event. Bidders who have stated their “Intent to Bid” in the UPPP system will receive email notice of questions and amendments. Do NOT contact the Agency, Division, Department, or other County officers or employees.

4.0 PRE-PROPOSAL WEBEX MEETING

Interested Proposers are invited to participate in a pre-proposal WebEx meeting to discuss the project and to ask questions about this RFC. It will be held on June 30th, 2026, beginning at 2:30 pm. Please contact Bibi Whitehead (bwhitehead@saltlakecounty.gov) to request the WebEx meeting information.

Proposers are encouraged to submit their questions in writing before the meeting through the county’s online solicitation system the Utah Public Procurement Place (U3P) powered by Bonfire. The meeting is for informational purposes only and is not binding. If the RFP needs to be modified or clarified, the County will issue a written amendment on U3P.

https://solutions.sciquest.com/apps/Router/SupplierLogin?Custorg=StateOfUtah mailto:bwhitehead@saltlakecounty.gov

5.0 CONTRACT TERM:

The contract resulting from this solicitation will become effective on the date of execution with a three (3) year term. The County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

6.0 ANNUAL PURCHASES:

No minimum or maximum quantity or purchases under this contract can be specified.

For information purposes only and not as a guarantee of usage by the County, approximate annual amount under this contract may be $40,000.

The goods and services for the resulting contract(s) may be needed in the event of a natural disaster.

7.0 DELIVERY:

The bid pricing being offered must include delivery charges and be shipped FOB Destination, Freight Pre-Paid.

• Car seats are to be delivered to King Arthur Storage:

o King Arthur Storage c/o SLCoHD 1440 W. 7800 S.

West Jordan, UT 84088

• No dock available for unloading.

• Scheduled delivery preferred.

• Ship multiple items per box to help reduce shipping when possible.

• Send items in one shipment instead of multiple shipments when possible.

8.0 AWARD:

Salt Lake County may award bids and contracts to suppliers through a preference system. Please refer to the preference attachment.

Salt Lake County may reject any or all bids if it is deemed to be in the best interest of the County.

The County reserves the right to award multiple contracts to the responsive, responsible bidders meeting specifications who bid the lowest overall cost to the County in order to ensure that all needs are met for different types of seats needed for a variety of children of varying heights, weights and ages. SLCoHD would like as wide a range as possible of car seat options to be able to offer qualifying families within the community.

Purchases will be made based upon the type of seat needed, price, availability, and delivery.

Users are to review all supplier price lists, scope of work document and/or brochures for available products and what is covered under this multiple award contract. Users should determine the best value to their organization by requesting detailed quotes from all suppliers.

9.0 PRICING:

County will determine the low bidder based upon price(s) bid on the attached bid schedule. The price to be paid by County upon each order placed under the contract(s) will be the price that the successful bidder submitted for that item. Bid price(s) are to remain firm for at least 12 months following contract execution. Pricing will include shipping cost in the price of each seat, and a standard warranty must be included (SEE

ATTACHMENT 2 – PRICE SCHEDULE).

10.0 PARTIAL BID SUBMISSION:

Submission of a partial listing of items on the bid schedule sample list may result in your bid being deemed non-responsive.

11.0 PRICE ESCALATION / DE-ESCALATION:

The price(s) proposed must be guaranteed for 12 months following contract execution, and any request for price adjustment must be for an equal guarantee period. A request for a price increase may be made at least 60 days prior to the anniversary of the contract execution and must include sufficient documentation supporting the request.

Justification for a price increase should be linked to an independent index or indicator not controlled by either the County or the Proposer and cannot exceed 3% annually. The County may reject or accept price escalation in its sole discretion. Any price escalation to the contract must be approved by the County as a written amendment to the resulting agreement.

The County will be given the immediate benefit of any decrease in the market, or allowable discount.

The County has the right to correct an incorrect invoice before paying.

12.0 WARRANTY:

Must include a Standard warranty that is typically included with car seats.

13.0 AUDITING:

The supplier agrees, at no additional cost, to make available to Salt Lake County all records; published price lists and invoices relative to this contract. Information to assist Salt Lake County personnel in performing periodic audits and price checks will be provided during regular business hours.

14.0 TERMS AND CONDITIONS:

Bidder agrees that if awarded a contract under this solicitation, Salt Lake County’s Terms and Conditions, attached, will apply.

15.0 PAYMENT:

Payment will be made after completion of delivery and signed acceptance by the County.