ARFQ DCR24-83 - Specs - Barber Services for Inmates Hair cutting.pdf

REQUEST FOR QUOTATION

ARFQ DCR2400000083

Barber Services for Inmates Hair cutting

Revised 10/27/2014

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 (WVDCR) and the Potomac Highlands Regional Jail (PHRJ) to establish an open-end contract for Barber Services for Inmate Hair cutting to extend for the period of one year with the possibility of 3 one-year renewals.

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 Services” means Inmate Hair Cuts for The Potomac Highlands Regional Jail located at 355 Dolan Drive, Augusta, WV.

2.2 “Pricing Page” means the page, contained in wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

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.

2.4 "Business Hours" means Monday - Friday 8:00 AM to 5:00 PM EST excluding weekends and Federal and State holidays, which are as follows:

• New Year's Day (January I)

• Martin Luther King Day (Third Monday in January)

• President's Day (Third Monday in February)

• Memorial Day (Last Monday in May)

• Juneteenth (June 19)

• West Virginia Day (June 20)

• Independence Day (July 4)

• Labor Day (First Monday in September)

• Columbus Day (Second Monday in October)

• Veterans Day (November 11)

• Thanksgiving (Fourth Thursday in November)

• Day After Thanksgiving (Fourth Friday in November)

• Christmas Day (December 25)

Barber Services for Inmates Hair cutting

Revised 10/27/2014

3. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1. Vendor and all Vendor staff must be a minimum of 18 years old.

3.2. Vendor and all Vendor staff must have a valid Driver’s License. Proof of valid licenses must be provided upon request to the Agency.

3.3. Vendor and all Vendor staff must have current WV State Barber/Cosmetologist License. These License shall be submitted at time of bid.

4. MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1.1 Inmate Hair Cuts-The vendor must be a licensed Barber or Cosmetologist in good standing in the State of West Virginia.

4.1.1.1 The working environment is in an operational regional jail facility. All work related to this contract must be conducted in accordance with all WV Division of Corrections and Rehabilitation policy and procedures for working within a facility.

4.1.1.2 Vendor and all Vendor staff must pass a Background Check.

4.1.1.3 Vendor shall not sub-contract the barber services.

4.1.1.4 Vendor shall provide his/her own tools and all supplies needed to fulfill the scope of work outlined in the specifications provided. A tool inventory shall be kept at all times. Vendor shall insure tools/supplies are secure from inmate population.

4.1.1.5 Facility does not allow scissors in the facility. Vendor must use clippers/trimmers only.

4.1.1.6 Vendor must be able to cut all hair types, including male and female hair.

4.1.1.7 Vendor shall not trim any facial hair, including beards and mustaches.

4.1.1.8 Inmates are allowed one (1) haircut per month

Barber Services for Inmates Hair cutting

Revised 10/27/2014

4.1.1.9 The Vendor shall provide Inmate haircut services at least once a month, Monday through Friday, between the hours of 8:00am - 4:00pm. The exact date(s) and times shall be coordinated with the Jail Counseling Staff.

4.1.1.10 Vendor must clean up and sanitize the area upon completion.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide Agency with a purchase price for the Contract Services. The Contract shall be awarded to the Vendor that provides the Contract Services meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages.

5.2 Pricing Page: Vendor must complete the Pricing Pages (Exhibit A) by listing Flat Rate Amount for each line item and the extended Amount for each item listed (individual Flat (x) estimated Number of Hair Cuts per month), and overall total cost (this number should come from the estimated Number of Hair Cuts). Vendor should complete the Pricing Pages (Exhibit A) in their entirety as failure to do so will result in Vendor’s bids being disqualified.

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

The Pricing Page (Exhibit A) contains a list of the Contract services and estimated monthly Hair Cuts. No future use of the Contract or any individual item is guaranteed or implied and these estimates are for contract award purposes only and may not be an exact quantity of Hair Cuts per month needed.

6. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency.

7. PAYMENT: Agency shall pay per hair cut rate as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract for the previous month. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

8. INVOICING: Invoice shall be submitted for payment monthly (in arrears) and must include the following information: Date of Services, master Contract Number, and complete address of Vendor.

Barber Services for Inmates Hair cutting

Revised 10/27/2014

9. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

10. FACILITIES ACCESS:

10.1. Vendor shall notify Agency immediately of any lost, stolen, or missing tools.

10.2. Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

11. VENDOR DEFAULT:

11.1. The following shall be considered a vendor default under this contract.

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

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

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

11.1.4. Failure to remedy deficient performance upon request.

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

11.2.1. Immediate cancellation of the Contract.

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

11.2.3. Any other remedies available in law or equity.

Contract Manager:

Telephone Number:

Fax Number:

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