ARFQ 0608 DCR2500000116 Specs.pdf

REQUEST FOR QUOTATION

ARFQ 0608 DCR2500000116

Acorn Model 3325-M0028 15” Compact Lavatory with multi-sided bowl – Replacement; or equal

Revised 01/27/2025

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Homeland Security -

Division of Administrative Services (DAS) is soliciting bids on behalf of the West

Virginia Division of Corrections and Rehabilitation (DCR) for a one-time purchase of

Acorn Model 3325-M0028 15” Compact Lavatory with Multi-Sided Bowl -

Replacement; or Equal for Western Regional Jail located at 1 O’Hanlon Pl, Barboursville, WV 25504.

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 and on the Pricing Pages.

2.2 “Pricing Pages” means the schedule of prices, estimated order quantity, and totals contained in wvOASIS or attached hereto as Exhibit A, and 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 WV Division of Administrative Services.

3. GENERAL REQUIREMENTS:

3.1 Contract Items and Mandatory Requirements: Contract item must meet or exceed the mandatory requirements listed below.

3.1.1 Contract Item #1 – Acorn Model 3325-M0028 15” Compact

Lavatory with Multi-Sided Bowl – Replacement; or Equal

3.1.1.1 The Vendor must provide a quantity of twelve (12) Acorn

Model 3325-M0028 15” Compact Lavatory with Multi-

Sided Bowl – Replacement: or Equal.

3.1.1.2 Must have multi-sided bowl measuring 12 ¾” x 8 ¼” x 5” deep with 1-1/4” NPT Female standard elbow waste outlet.

3.1.1.3 Lavatory Valve must be arranged to support the fixture through the wall and services from the chase.

3.1.1.4 Must be Air-Control pneumatically operated, push button valve using atmospheric air. Push button is vandal-resistant and requires less than 5 pounds to activate valve.

3.1.1.5 Valve must include a 0.5 GPM flow control and shall be remotely located up to 10 feet from the operating push button.

3.1.1.6 Must be fabricated from 14-gauge, 304 stainless steel.

3.1.1.7 Must be seamless welded and exposed surfaces shall have a satin finish.

3.1.1.8 Must have countertop with an air-circulating raised rib soap holder.

3.1.1.9 Cabinet interior must be sound deadened with fire-resistant material.

3.1.1.10 See Exhibit – B for diagram.

3.1.2 Alternative ‘or Equal’ Submission

3.1.2.1 Vendor submitting an alternate brand must provide

alternate brand information with alternative product number on Pricing Page when submitting bid response.

Failure to submit documentation for an “or Equal” product can result in vendor’s bid being disqualified.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agency 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 Page.

4.2 Pricing Page: Vendor should complete the Pricing Page by providing a total cost for the hardware being requested. Vendor should complete the Pricing

Page in their entirety as failure to do so will result in Vendor’s bids being disqualified.

The Pricing Page contains a list of the Contract Items and estimated purchase volume. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the

Contract or any individual item is guaranteed or implied.

Vendor should electronically enter the information into the Pricing Page through wvOasis, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Page for bid purposes by sending an email request to the following email address:

Lucinda.L.Carroll@wv.gov.

4.3 Confidentiality Policies and Information Security Accountability:

Vendor agrees to adhere to the Confidentiality Policies and Information

Security Accountability Requirements which can be found at https://www.state.wv.us/admin/purchase/privacy/. At the Agencies’ discretion, the Agency can require the Vendor and its employees to execute the Confidentiality Agreement.

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:

6.1 Delivery Time: Vendor shall ship the Contract Items immediately after being awarded this Contract and receiving a purchased order or notice to proceed. Vendor shall deliver the Contract Items within (60) sixty calendar days after receiving a purchase order or notice to proceed. Final cost shall include shipping charges and delivery charges. Contract Items must be delivered to the facility address of the DCR

Agency submitting the purchase order.

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 mailto:Lucinda.L.Carroll@wv.gov 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 Agency seeking to obtain items from a third party under this provision must first obtain approval of the WV Division of Administrative Services.

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. VENDOR DEFAULT:

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.

7.2 Failure to remedy deficient performance upon request. 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.

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

7.3.1 Immediate cancellation of the Contract.

7.3.2 Immediate cancellation of one or more release orders issued under this

7.3.3 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

8.4 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any 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: