ARFQ DCR2600000075 Specifications.pdf

REQUEST FOR QUOTATION

ARFQ 0608 DCR2600000075

Resident Haircuts for

Gene Spadaro Juvenile Center

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Homeland Security Division of Administrative Services is soliciting bids on behalf of the Gene Spadaro Juvenile Center located at 106 Martin Dr., Mt. Hope, WV 25880, to establish a contract for barber services for residents as further described in these specifications.

2. DEFINITIONS: Definitions can be found in Section 2 of the General Terms and

Conditions. The terms listed below shall have the meanings assigned to them as follows:

2.1 “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 1)

• 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)

2.2 “Contract Items” means the list of items identified in Section 4.1 below and on the Pricing Page.

2.3 “Pricing Page” 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.

2.4 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the West Virginia Division of Administrative Services.

3. 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 license must be provided upon request to the Agency and/or Facility.

3.3 Vendor and all Vendor staff must have a current West Virginia Board of Barber and Cosmetologist License, be in good standing in the State of West Virginia and the vendor must provide documentation with bid response.

4. GENERAL REQUIREMENTS:

4.1 Contract Items and Mandatory Requirements: Vendor shall provide Agency with the Contract Items listed below on an open-end and continuing basis. Contract Items must meet or exceed the mandatory requirements as shown below.

4.1.1 Contract Item 1: Resident Haircuts

4.1.1.1 The working environment is an operational juvenile facility. All work related to this contract must be conducted in accordance with all WV Division of Correction protocol for working within an operational facility.

4.1.1.2 Vendor must be able to pass a background check.

4.1.1.3 Vendor must provide Resident Haircut services with a minimum of one (1) time every month. The vendor shall coordinate with the Facility Counseling Staff.

4.1.1.4 Vendor will be providing an estimated quantity of twenty-five (25) haircuts a month at the facility.

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

4.1.1.6 Vendor must maintain their assigned workstation and the immediate surrounding area in a clean, neat, and sanitary condition, free from hair, debris, and refuse.

5. CONTRACT AWARD:

5.1 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 Item meeting the required specifications for the lowest overall total cost as shown on the Pricing Page.

5.2 Pricing Page: Vendor must complete the Pricing Page by providing unit cost for each contract service. A Vendor must complete the Pricing Page in their entirety as failure to do so will result in Vendor’s bids being disqualified. A no bid entered on the Pricing Page will result in Vendor’s bid being disqualified.

Any product or service not on the Agency provided Pricing Page will not be allowable. The state cannot accept alternate pricing pages, failure to use Exhibit A - Pricing Page could lead to disqualification of Vendor’s bid.

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.

Vendors shall electronically enter the information into the Pricing Page through wvOASIS, if available, or as an electronic document. In most cases, Vendor can request an electronic copy of the Pricing Page for bid purposes by sending an email request to the following email address: Erin.L.Dial@wv.gov.

5.3 Piggyback Clause: The WV Division of Administrative Services (DAS) reserves the right to extend the terms, conditions, and prices of this contract to other Agencies/Institutions who express an interest in piggybacking on this contract. Each of the piggybank Agencies/Institutions will issue their own purchasing documents liability for any agreement between Vendor and the other Agencies/Institutions who desire to exercise this option.

5.4 Consumer Price Index (CPI): Said contract shall be for a base period of one (1) year, with four (4) one (1) year renewal options. Automatic renewals are prohibited.

Vendor and Agency must mutually agree in writing to the renewal of said contract.

There shall be no contract price increases within the first twelve (12) contract months from the date of the award of the contract. After the expiration of the initial twelve

(12) contract month period. The Vendor may, no less than thirty (30) days prior to the contract anniversary date, request a price adjustment in writing. Said price adjustment will be evaluated based on the prior year Consumer Price Index (CPI) compared to the current year’s CPI, or 3%, whichever is less. All price adjustments mailto:Erin.L.Dial@wv.gov must be approved by the Agency prior to implementation, at Agency’s sole discretion. Approval of price adjustments is not guaranteed. Agency will issue a Change Order to said contract for any approved price adjustment(s).

5.5 Confidentiality Polices and Information Security Accountability: Vendor agrees to adhere to the Confidentiality Policies and Information Security Accountability Requirements which can be found at http://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.

6. PERFORMANCE: Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

7. PAYMENT: Agency shall pay per haircut, 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: Invoicing 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.

9. TRAVEL: Vendor shall be responsible for all mileage and travel cost, 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: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency's facilities. In the event that access cards and/or keys are required:

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

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

11. VENDOR DEFAULT:

http://www.state.wv.us/admin/purchase/privacy/

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.

MISCELLANEOUS:

12.1. 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: