AGENCY REQUEST FOR QUOTATION-ARQF RJC20-27.docx

AGENCY REQUEST FOR QUOTATION

Solicitation# ARFQ RJC20*27 Motor, Rail and Supplies for Correctional Security Gate-Outside

SPECIFICATIONS

1. PURPOSE AND SCOPE: Central Regional Jail and Correctional Facility is soliciting bids to establish a one-time contract for a motor, parts and accessories to repair and outside perimeter security gate. The specific supplies are listed in Section 4 and must be that type and or brand with no deviations permitted.

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” means the list if items identified in Section 4 and on the Pricing Pages.

2.2 “Pricing Page” means the schedule of prices, estimated order quantity and total contained in WVOASIS or attached hereto as Exhibit A, and used for 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 Central Regional Jail and Correctional Facility.

3. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the qualifications listed below. Compliance will be determined prior to contract award by the State through documentation provided by the Vendor with its bid or upon request, Vendor must provide any documentation requested by the State to assist in confirmation of compliance with this provision. References, documentation, or other information to confirm compliance with this experience requirement are preferred with the bid submission but may be requested after bid opening and prior to contract award.

4. GENERAL REQUIREMENTS:

4.1 MANDATORY REQUIREMENTS (AS SPECIFIED NO SUBSTITUTIONS):

(1) SLIDEDRIVER-40C (CORRECTIONAL), 222 CE-ST, 1 HP, 1FPS, 6” DRIVE WHEELS, 4000#, WITH PHOTO BEAM EDGE

(1) FACTORY INSTALLED HEATER, 208/240V

(1) WEATHER STRIPPING BRUSHES AND SNOW SCRAPER KIT

(36) FEET OF ALUMINUM DRIVE RAIL

(1) BASE EXTENSION 12”

(1) GALVANIZED COVER AND T-LOCK

(1) GALVANIZED CHASIS ONLY

5. CONTRACT AWARD:

5.1. Contract Items: The Contract is intended to provide Agencies with a purchase price on all Contract ITEMS. The contract shall be awarded to the Vendor that provided the Contract Items meeting the required specifications for the lowest overall total cost as Shown on the Pricing Pages.

5.2. Pricing Page: Vendor should complete the Pricing Page (Exhibit A) by inserting the cost for each item listed, even if that cost will be ‘zero’ dollars to affirm your ability to offer the product at no cost. Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified. Vendor should type or electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Pages for bid purposes by sending an email request to the following address: mahalia.d.hamner@wv.gov

6. ORDERING AND PAYMENT:

6.1 Ordering: Vendor shall accept orders through wvOASIS, regular mail, fax, 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 the processing Agency orders on-line.

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

7. DELIVERY AND RETURN:

7.1. DELIVERY TIME: Vendor shall deliver standard orders within 30 delivery days after the orders are received. Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met.

7.2. LATE DELIVERY: The Agency placing the order under this contract shall be notified in writing if the orders will be delayed for any reason. Any delay that could cause the Agency harm will be grounds for Cancellation of the delayed order, and/or obtaining the items ordered from a third party.

Any Agency seeking to obtain item from a third Party under this provision must first obtain approval of the Purchasing Division.

7.3. 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 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 the Vendor invoices those delivery costs as a separate charge with the original freight bll attached to the invoice.

7.4. RETURN OF UNACCEPTABLE ITEMS: If the Agency deems the Contract Items to be unacceptable, the Contract Items call be retuned to the Vendor at the Vendor’s expense and with no restocking charge. Vendor shall either make arrangements for the return within (5) five days of being notified that the items are unacceptable or permit the Agency to arrange for the return and reimburse the Agency for the delivery expenses. If the original packaging cannot be utilized for return, Vendor will supply the Agency with the 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.

7.5 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 is returned products are in a resaleable condition. Items shall de deemed to be in a resalable condition if the are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower if the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

8. VENDOR DEFAULT:

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

8.1.1. Failure to perform Contract Services in accordance with the requirements contained herein.

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

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

8.1.4. Failure to remedy deficient performance upon request.

8.2. The following remedies shall be available to Agency upon default.

8.2.1. Immediate cancellation of the Contract.

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

8.2.3. Any other remedies available in law or equity.

9. MISCELLANEOUS:

9.1 NO SUBSTITUTIONS: Vendor shall supply only contract Items specified in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

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

9.3 REPORTS: Vendor Shall provide quarterly reports and annual summaries to the Agency showing the Agency’ items purchases, quantities of items purchased, and total dollar value of the items purchased. Vendor shall also provide reports, upon request, showing the items purchased for each of those items, ad the total value of the purchases for each item. Failure to supply such reports may be grounds for cancellation of this Contract.

9.4 Contract Manager: During its performance of this Contract, the Vendor must designate and maintain a primary contract manager responsible for overseeing the Vendor’s responsibilities under Contract. The Contract manager must me available during normal business hours to address customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below:

Contract Manager: _____________________________________________________ Telephone Number: ____________________________________________________ Fax Number: __________________________________________________________ Email Address: ________________________________________________________