Amended S000000116 Mens Low Quarter Slip-On Canvas Shoes.pdf

Amended Bid Solicitation #S000000116

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 S000000116 Solicitation Issued:

April 12, 2022

Description: Men’s Low Quarter Slip-On Canvas Shoes

Department: Arkansas Division of Correction

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: May 11, 2022 Bid Opening Time: 1:30 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 Division of Correction (hereinafter referred to as the “Agency”) to obtain pricing and a contract for Men’s Low Quarter Slip-On Canvas Shoes.

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/87550070691?pwd=SnFZM2lLM2ROVTNWZ3NPSlNsdzRldz09

Meeting ID: 875 5007 0691 Meeting Password: 019165

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/87550070691?pwd=SnFZM2lLM2ROVTNWZ3NPSlNsdzRldz09 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 MEN’S LOW QUARTER SLIP-ON CANVAS SHOES

A. The Contractor shall provide Men’s Low Quarter Slip-On Canvas Shoes that meet the following minimum specifications:

1. Heavy weight (11oz) double-layer canvas uppers.

2. Padded cuffs and full-cushion insoles with arch support.

3. Heavy-duty, non-skid, non-marking vulcanized rubber soles.

4. Color: Navy Blue

5. Machine washable.

6. Size Range: whole sizes 6-15.

7. Brand Name Reference: Bob Barker 2155NV, Goaltex Style HDSO-N, or approved alternate.

1.6 ESTIMATED QUANTITIES

A. 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 WARRANTY

A. 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.

1.8 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. Contractor should list the brand and model number of the Men’s Low Quarter Slip-On Canvas Shoes they are bidding on. (See Bid Response Packet.)

C. When requested by TSS OSP, the Contractor shall provide, within ten (10) Business Days, one sample pair of Men’s Low Quarter Slip-On Canvas Shoes that is of the same quality as specified within this IFB. Sample is waived for the vendor who is currently supplying the shoes to the agency.

1. If the ten (10) Business Day time frame cannot be met, the Contractor shall state the alternate number of Business Days in the Bid Response Packet required to provide the sample at the Agency’s location listed below.

a. Sample must be sent to the following FOB Destination address:

Arkansas Division of Correction Attn: Flora Johnson 2403 E. Harding Ave.

Pine Bluff, AR 71601

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

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

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

PAID

A. The Agency requests delivery of product within thirty (30) Business Days after receipt of order.

1. If this delivery time frame 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 1.10. 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.

B. Contractor shall provide all transportation expenses for FOB Destination to the locations as specified in Section 1.10 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.

1.10 DELIVERY LOCATION

A. The Contractor shall deliver the quantiles and sizes of Men’s Low Quarter Slip-On Canvas Shoes as specified in the Purchase Order to the following locations:

Benton Unit 6701 Highway 67 Benton, AR 72015-8488

Maximum Security Unit 2501 State Farm Road Tucker, AR 72168

Randal L. Williams Unit 7206 West 7th Street Pine Bluff, AR 71603

Cummins Unit Highway 338, PO Box 500 Grady, AR 71644

McPherson Unit 302 Corrections Drive Newport, AR 72112

Texarkana Regional Correctional 305 East 5th Street Texarkana, AR 71854

Delta Regional Unit 880 East Gaines Dermott, AR 71638

Mississippi County Work Release 727 North County Road 599 Luxora, AR 72358

Tucker Unit 2400 State Farm Road Tucker, AR 72168

East Arkansas Regional Unit 326 Lee 601 Brickeys, AR 72320

North Central Unit 10 Prison Circle Calico Rock, AR 72519

Varner Unit Highway 388, PO Box 600 Grady, AR 71644

Ester Unit 7500 Correction Circle Pine Bluff, AR 71603

Northwest Arkansas Work Release 600 West Sunset Springdale, AR 72764

Wrightsville Unit 8400 Highway 386 Wrightsville, AR 72183

Grimes Unit 300 Corrections Drive Newport, AR 72112

Ouachita River Unit 100 Walco Lane Malvern, AR 72104

Hawkins Center for Women 22522 Asher Avenue Wrightsville, AR 72183

Pine Bluff Unit 890 Free Line Drive Pine Bluff, AR 71603

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 begin 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 and pricing must be submitted through ARBuy, the State’s eProcurement system.

The system can be accessed at https://arbuy.arkansas.gov.

1. Pricing must be proposed in U.S. dollars and cents.

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 Proposed Subcontractors Form, if applicable.

d. 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 pair of Men’s Low Quarter canvas slip-on shoes 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 pricing for all items in the ARBuy e-Procurement 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. Sample of one pair of Men’s Low Quarter Slip-On Canvas Shoes.

3. Product Data Specification Sheets.

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

D. Bid pricing must be valid for one-year beginning August 1, 2022.

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/