Amended S000000114 Fire Protective Coveralls.pdf

Amended Bid Solicitation #S000000114

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number:

Amended S000000114 Solicitation Issued:

April 12, 2022

Description: Fire Protection Coveralls

Department: Arkansas Department of Agriculture – Forestry Division

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: May 11, 2022 Bid Opening Time: 1:00 P.M., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Julia Shackelford Buyer’s Direct Phone Number: 501-371-6079

Email Address: Julia.shackelford@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:Julia.shackelford@arkansas.gov https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by TSS Office of State Procurement (TSS OSP) on behalf of the Arkansas Department of Agriculture – Forestry Division (hereinafter referred to as the “Agency”) to obtain pricing for Fire Protection Coveralls that meet current National Fire Protection Association (NFPA) 1977 certified standards.

Direct all questions, comments, or concerns you may have regarding this solicitation to TSS Office of State Procurement.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

https://arkansas-gov.zoom.us/j/89294996316?pwd=WXB1Q2s0R1VLWU9XWEF3aVRXVkswQT09

Meeting ID: 892 9499 6316 Meeting Password: 324284

Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by 3:00 p.m., Central Time on or before May 2, 2022.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on May 4, 2022. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Business Days” means Monday through Friday, 8:00 a.m. to 4:30 p.m. Central Time, excluding State

Holidays. A list of Arkansas State Holidays can be found at the following link:

https://www.sos.arkansas.gov/news/state-holiday-calendar/ https://arkansas-gov.zoom.us/j/89294996316?pwd=WXB1Q2s0R1VLWU9XWEF3aVRXVkswQT09 https://www.sos.arkansas.gov/news/state-holiday-calendar/

C. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

D. “Requirement” means something required.

E. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

F. “Shall” and “Must” mean the imperative and are used to identify requirements.

G. Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

I. The terms “Invitation For Bid”, “IFB” and “Solicitation” are used synonymously in this document.

1.5 MINIMUM SPECIFICATIONS FOR FIRE PROTECTIVE COVERALLS

A. The Contractor shall provide fire protective coveralls that must meet the following minimum specifications:

1. One-piece, full body protection that meets current NFPA 1977 Standards and current

Underwriters Laboratories, Inc. (UL) requirements.

2. Fabric: 6-ounce, Nomex.

3. Color: yellow.

4. Reflective tape: minimum of 2” triple trim high visibility fluorescent lime/yellow and silver trim on arms, legs and back.

5. Zippers on legs for easy on and off: Length of zipper should be 14-inches.

6. Zippered front, fabric covered.

7. Pockets: One (1) breast, one (1) radio, two (2) rear, and two (2) cargo.

8. Size range: small to five (5) extra-large, regular, and tall for all sizes.

1.6 ESTIMATED QUANTITIES

The quantities listed in ARBuy are estimated for bidding purposes only and may vary according to the Agency’s needs. The Agency has the right to increase or decrease the quantities and add additional sizes on an as needed basis.

1.7 MINIMUM ORDER

The Agency anticipates ordering eight hundred and fifty (850) coveralls the first year.

1.8 WARRANTY

All items must be warranted from the date of delivery for a period equal to or greater than the standard warranty. Warranty must cover defects in material and workmanship and must cover all costs associated with the replacement of defective item.

1.9 SAMPLES AND PRODUCT DATA SPECIFICATION SHEETS

A. Contractor should submit product data specifications sheets with their bid submission or when requested by TSS OSP.

B. When requested by TSS OSP or the Agency, the Contractor shall provide, within 30-Business Days, one large coverall sample that is of the same quality as specified within this IFB. Sample is waived for the existing Contractor who is currently supplying the coveralls to the agency.

1. If this delivery date cannot be met, the Contractor shall state the alternate number of Business

Days required to provide the sample in the Agency’s designated location as specified in Section

1.11. See the Bid Response Packet to state the alternate number of Business Days.

C. Contractor shall mark the sample with the company name, address, bid number, and item number.

D. Contractor shall provide the sample at no additional cost to the State and the sample will become property of the Agency.

1.10 DELIVERY REQUIREMENTS: FOB DESTINATION, FREIGHT/SHIPPING AND HANDLING COST

PAID

A. The Agency requests delivery within ninety (90) Business Days after receipt of order.

1. If this delivery date cannot be met, the Contractor shall state the alternate number of Business

Days required to place the commodity in the Agency’s designated location as specified in Section

1.11. See the Bid Response Packet to state the alternate number of Business Days.

2. Failure to state the alternate number of Business Days in the Bid Response Packet, obligates the Contractor to complete delivery by the Agency's requested timeframe. Extended delivery dates may be considered when in the best interest of the state.

B. Contractor shall provide all transportation expenses for FOB Destination to the location as specified in Section 1.11 Delivery Location.

C. Contractor shall notify the Agency of any anticipated delays or plant shutdowns that will affect the delivery requirement.

D. Contractor shall be responsible for any loss or damage that occurs during shipping, prior to the order being received by the Agency.

E. Contractor shall properly package items to prevent damage during shipping.

1.11 DELIVERY LOCATION

A. Contractor shall deliver the Fire Protection Coveralls to the following location:

Arkansas Department of Agriculture – Forestry Division 20 Industrial Blvd.

Hwy. 225W Greenbrier, AR 72058

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a term contract to a single Contractor.

B. The anticipated start date for any resulting contract will be August 1, 2022, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor based on an All or None total basis.

B. Prospective Contractor shall bid on all items. Should a Prospective Contractor fail to price all items, the Prospective Contractor’s bid may be rejected.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response in ARBuy. Pricing must be proposed in U.S. dollars and cents.

d. Completed Proposed Subcontractors Form, if applicable.

e. Completed Exceptions Form, if applicable.

2. The following items, which must be submitted prior to a contract award to the Prospective

Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

c. One large coverall sample

d. Product Data Specification sheets

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

https://arbuy.arkansas.gov/

2.4 PRICING

A. Prospective Contractor shall enter all pricing in the ARBuy portal only.

B. Prospective Contractor shall include all costs in their bid price that is associated with fulfilling the

Requirements of this IFB including but not limited to the following:

1. FOB Destination, shipping/freight and handling cost paid.

2. One Large Coverall Sample

3. Product Data Specification Sheets

C. If any cost is not identified by the successful Contractor but is subsequently incurred in order to achieve successful operation, the Contractor shall bear this additional cost.

D. To allow time to review bids must be valid for ninety (90) days following the bid opening.

E. DO NOT submit any ancillary information not related to actual pricing.

2.5 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section of this IFB.

2.6 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates – Solicitation Terms and Conditions):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Commodities Contract by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Commodities Contract can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.6.A and 2.6.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/