Addensum 3 - ARFQ EDD2500000009.pdf

Proc Folder: 1480498

Doc Description: Various Books

Proc Type: Agency Purchase Order

Date Issued Solicitation Closes

2024-08-07 2024-08-19

BID RECEIVING LOCATION

PROCUREMENT OFFICER

DEPARTMENT OF EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON WV 25305

us

VENDOR

Vendor Customer Code:

Vendor Name :

Address:

Street:

City:

State:

Principal Contact :

Vendor Contact Phone:

10:30

FOR INFORMATION CONTACT THE BUYER

Michelle L Childers

(304) 558-2686 michelle.childers@k12.wv.us

Vendor Signature X

State of West Virginia Agency Request for Quote

Educational

Solicitation No

ARFQ 0402 EDD2500000009

Country :

Extension:

FEIN#

All offers subject to all terms and conditions contained in this solicitation

Date Printed: Aug 7, 2024 Page 1

Reason for Modification:

Addendum 3 issued to modify the closing date for the bids and attach revised specifications.

Version

Zip :

DATE

FORM ID: WV-PRC-ARFQ-002 2020/05

ADDITIONAL INFORMATION

The West Virginia Department of Education , Office of PK-12 Academic Support, is soliciting bids for the purchase of Book Set:

Amazing Structures, per the attached bid requirements, terms and conditions and specifications.

Books must be delivered by September 13, 2024

Note: Shipping, delivery and handling fees must be inclusive and must be incorporated in the item's price. Shipping , delivery and handling fees charged separately shall be the responsibility of the vendor and will not be paid by the agency.

I INVOICE TO

DEPARTMENT OF

EDUCATION

BLDG 6, RM 700

1900 KANAWHA BLVD E

CHARLESTON

us

Line Comm Ln Desc

WV

Book Set: Amazing Structures

Comm Code Manufacturer

60101721

Extended Description:

(EDUCATIONAL) Book Set: Amazing Structures

Must include the following six books in each set:

Amazing Structures Stadiums Amazing Structures Skyscrapers Amazing Structures Roller Coasters Amazing Structures Dams Amazing Structures Tunnels Amazing Structures Bridges

Qty lsHIP To

DEPARTMENT OF

EDUCATION

OFFICE OF EARLY &

ELEMENTARY LEARNING

1900 KANAWHA BLVD E,

BLDG 6 RM 500

CHARLESTON

us

Unit Issue

925.00000 EA

Specification

WV

Unit Price Total Price

Model#

Note: Shipping, delivery and handling fees must be inclusive and must be incorporated in the item's price. Shipping, delivery and handling fees charged separately shall be the responsibility of the vendor and will not be paid by the agency.

I SCHEDULE OF EVENTS

Line Event Event Date

Date Printed: Aug 7, 2024 Page 2 FORM ID: WV-PRC-ARFQ-002 2020/05

Document Phase Document Description Page

EDD2500000009 Draft Various Books

ADDITIONAL TERMS A D CONDITIONS

See attached document(s) for additional Terms and Conditions

SOLICITATION NUMBER: ARFQ EDD2500000009

Addendum Number: No.03

The purpose of this addendum is to modify the solicitation identified as ("Solicitation") to reflect the change(s) identified and described below.

Applicable Addendum Category:

I ✓ ] Modify bid opening date and time

[ ✓ I Modify specifications of product or service being sought

Attachment of vendor questions and responses

Attachment of pre-bid sign-in sheet

Correction of error

Other

Description of Modification to Solicitation:

Addendum issued to publish and distribute the attached documentation to the vendor community .

1) The purpose of this addendum is to modify the bid opening (Solicitation Closes) date to August 19, 2024 and attach revised specifications . Changes are marked in red.

No additional changes.

Additional Documentation: Documentation related to this Addendum (if any) has been included herewith as Attachment A and is specifically incorporated herein by reference.

Terms and Conditions:

1. All provisions of the Solicitation and other addenda not modified herein shall remain in full force and effect.

2. Vendor should acknowledge receipt of all addenda issued for this Solicitation by completing an Addendum Acknowledgment, a copy of which is included herewith.

Failure to acknowledge addenda may result in bid disqualification. The addendum acknowledgement should be submitted with the bid to expedite document processing.

Revised 6/8/20 12

ATTACHMENT A

Revised 6/8/20 12

REQUEST FOR QUOTATION

ARFQ EDD2500000009 - Books

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Education, Office of PK- 12 Academic Support (WVDE) is soliciting bids to establish a contract for the one-time purchase of books.

Complete book order must be delivered by SeptembeF 13, 2024 October 31, 2024.

Delivery Address: The West Virginia Department of Education, Office of PK-12 Academic Support, Building 6, Room 500, 1900 Kanawha Blvd., East, Charleston, WV 25305-0330.

This address will accept dock delivery by freight carriers.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 "Contract Item" or "Contract Items" means the list of items identified in Section

3.1 below.

2.2 "Pricing Section" means the schedule of prices, estimated order quantity, and totals contained in wvOASIS used to evaluate the Solicitation responses.

2.3 "Solicitation" means the official notice of an opportunity to supply the State with goods or services that is published by the West Virginia Department of Education.

3. GENERAL REQUIREMENTS:

3.1 Contract Items and Mandatory Requirements: Vendor shall provide Agency with the Contract Items listed below. Contract Items must meet or exceed the mandatory requirements as shown below.

Revised 10/27/2014

3.1.1 Commodity Line 1 - Quantity (925) Book Set: Amazing

Structures - Set of 6 Books

3.1.1.1 Must include the following six books in each set:

3.1.1.1.1 Amazing Structures Stadiums

3 .1. 1.1 .2 Amazing Structures Skyscrapers 3 .1 .1.1.3 Amazing Structures Roller Coasters

3.1.1.1.4 Amazing Structures Dams

3.1. 1.1.5 Amazing Structures Tunnels

3.1.1.1.6 Amazing Structures Bridges

3.1.1.2 Authors: Rebecca Pettiford

REQUEST FOR QUOT A TION

3.1.1.3 Publisher: Jump!

3.1.1.4 Must be shipped complete.

3.1.1.5 Must be new

3.1.1.6 Must have no reference pertaining to Common Core.

3.1.1. 7 Price quoted for each book must be inclusive of

Shipping, Delivery and Handling Fees. Shipping, Delivery and Handling Fees charged separately shall be the responsibility of the Vendor and will not be paid by the Agency.

3.1.1.8 Must be paperback.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies with a purchase price on all Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest overall total cost as shown on the Pricing Section.

4.2 Pricing Section: Vendor should complete the Pricing Section by providing the unit price of the commodity line items in WVOASIS. Vendor should complete the Pricing Section in their entirety as failure to do so may result in Vendor' s bids being disqualified.

Vendor should electronically enter the information into the Pricing Section through wvOASIS, if available, or as an electronic document.

5. ORDERING AND PAYMENT:

5.1 Ordering: Vendor shall accept orders through wvOASIS, regular mail, facsimile, e mail, or any other written form of communication. Vendor may, but is not required to, accept on-line orders through a secure internet ordering portal/website. If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how Agencies may utilize the on-line ordering system. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Agency orders on-line.

5.2 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

6. DELIVERY AND RETURN:

Revised 10/27/2014

6.1 Delivery Time: Complete book order must be delivered by SeptemheF 13, 2024 October 31, 2024. Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met.

6.2 Late Delivery: The Agency placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from a third party.

Any Spending Unit seeking to obtain items from a third party under this provision must first obtain approval of the Purchasing Section.

6.3 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B. destination to the Agency's location. Vendor shall include the cost of standard order delivery charges in its bid pricing/discount and is not permitted to charge the Agency separately for such delivery. The Agency will pay delivery charges on all emergency orders provided that Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

6.4 Return of Unacceptable Items: If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor' s expense and with no restocking charge. Vendor shall either make arrangements for the return within five (5) days of being notified that items are unacceptable, or permit the Agency to arrange for the return and reimburse Agency for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agency's location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency ' s discretion.

6.5 Return Due to Agency Error: Items ordered in error by the Agency will be returned for credit within 30 days of receipt, F.O.B. Vendor's location. Vendor shall not charge a restocking fee if returned products are in a resalable condition. Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor' s customary restocking fee or 5% of the total invoiced value of the returned items.

7. VENDORDEFAULT:

7 .1 The following shall be considered a vendor default under this Contract.

7.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2 Failure to comply with other specifications and requirements contained herein.

7.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

7.1.4 Failure to remedy deficient performance upon request.

7 .2 The following remedies shall be available to Agency upon default.

7.2.1 Immediate cancellation of the Contract.

7.2.2 Immediate cancellation of one or more release orders issued under this Contract.

7 .2.3 Any other remedies available in law or equity.

8. MISCELLANEOUS:

8.1 No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

8.2 Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contract. By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

8.3 Reports: Vendor shall provide quarterly reports and annual summaries to the Agency showing the Agency's items purchased, quantities of items purchased, and total dollar value of the items purchased. Vendor shall also provide reports, upon request, showing the items purchased during the term of this Contract, the quantity purchased for each of those items, and the total value of purchases for each of those items. Failure to supply such reports may be grounds for cancellation of this Contract.

ADDENDUM ACKNOWLEDGEMENT FORM

SOLICITATION NO.: EDD2500000009

Instructions: Please acknowledge receipt of all addenda issued with this solicitation by completing this addendum acknowledgment form. Check the box next to each addendum received and sign below.

Failure to acknowledge addenda may result in bid disqualification.

Acknowledgment: I hereby acknowledge receipt of the following addenda and have made the necessary revisions to my proposal, plans and/or specification, etc.

Addendum Numbers Received:

(Check the box next to each addendum received)

[ ] Addendum No. 1 [ ] Addendum No . 6

[ ] Addendum No. 2 [ ] Addendum No. 7

[ ] Addendum No. 3 [ ] Addendum No . 8

[ ] Addendum No. 4 [ Addendum No. 9

[ ] Addendum No. 5 [ ] Addendum o. 10

I understand that failure to confirm the receipt of addenda may be cause for rejection of this bid. I further understand that any verbal representation made or assumed to be made during any oral discussion held between Vendor' s representatives and any state personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

Company

Authorized Signature

Date

NOTE: This addendum acknowledgement should be submitted with the bid to expedite document processing.

Rev ised 6/8/20 12