ARFQ PRI27_001 Blanking Press Repair.pdf

REQUEST FOR QUOTATION

Solicitation # ARFQ PRI2700000001

Tag Plant Equipment Repairs & Parts

WVDCR-West Virginia Correctional Industries

Revised 01/27/2025

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Division of Corrections and Rehabilitation -

Correctional Industries is soliciting bids for a One-time Purchase of certain parts and the installation of Die, testing and conducting a one-time maintenance of its Blanking Press, which is a part of its License Tag/Plate making equipment located at Mount Olive Correctional Center, Mount Olive, West Virginia.

The Blanking Press was manufactured by Rouselle, and is a model number 6A, single point gap frame.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below.

Additional definitions can be found in Section 2 of the WVDCR General Terms and

Conditions attachment.

2.1 “Contract Item” or “Contract Items” means the list of items identified in Section 4.1 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 West Virginia Correctional Industries.

2.4 “Agency” means the Agency of the State of West Virginia listed on the specifications for procurement of goods or services under this contract.

2.5 “Facility” means the Agency of the State of West Virginia listed on the specifications for procurement of goods or services to be provided under this contract.

2.6 “Unit” means the smallest measurable amount of an item and is identified on the Pricing

Pages in the unit column. The Unit will only be utilized for bid evaluation purposes.

2.7 “Unit Price” means the price of an individual unit of an item as shown on the Pricing Pages.

2.8 “Repair Services" shall mean all services and applicable parts to be provided by Vendor under an award of this Contract.

2.9 “Or Equal” shall mean that any alternate product proposed will meet or exceed the minimum specifications and performance of the item the Agency is seeking.

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3. QUALIFICATIONS:

3.1 Installation & Services:

3.1.1 Installation will need to be scheduled in advance with the designated Plant Manager.

The Contact information will be provided upon award. No contact is permitted with anyone other than the designated Buyer listed in Section 5.2 during the solicitation period.

3.1.2 Vendor representative who installs and/or provides the maintenance work should be

OEM/Factory trained and, or, have three (3) years minimum experience in service and repair on the Blanking Press machine. Vendor should provide Proof of

Experience with bid, or within 24 hours of Agency request for review and approval.

3.1.3 If the Vendor has not shown sufficient experience to meet the needs of this solicitation, the Agency will document the deficiency(ies) and make an award to the

Vendor who has shown it can perform the work requested.

4. GENERAL REQUIREMENTS:

4.1 Mandatory Contract Item Requirements: Vendor must provide Agency with the

Contract Items listed below. Contract Items must meet or exceed the mandatory requirements as shown below.

4.1.1 Blanking Press Maintenance Service:

4.1.1.1 Vendor shall install Die, associated parts and perform applicable testing to ensure the machine/die is working properly.

4.1.1.2 Vendor shall perform all necessary examinations and adjustments to operate equipment at the specified manufacturer’s limits; adjust or replace any applicable parts or safety devices upon Agency notification for continued operation.

4.1.1.3 As applicable, Vendor shall train one to three Agency personnel equipment upon repair and/or installation settings.

4.1.1.4 Vendor shall obtain written approval from Agency prior to performing any additional work or providing additional parts for the Blanking Press under this contract.

4.1.1.5 Should it become necessary to repair the Blanking Press due to parts failure, and/or service that is purchased for the one-time maintenance, Vendor shall be solely responsible for correcting at its own expense within thirty calendar days or less, unless otherwise agreed by the Director of

Correctional Industries.

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4.1.1.6 Vendor travel expenses are to be included in its quoted price for the service requested. This expense will not be paid separately.

4.1.2 Parts:

4.1.2.1 All parts to be provided must be new, or obtain Agency written approval for any remanufactured parts that may be required.

4.1.2.2 Shipping/freight of parts are to be FOB Destination. This fee must be included in the quoted prices on the Pricing Page.

4.1.2.3 A list of Parts to be provided are included on Exhibit B. Part numbers provided are known parts and/or were purchased previously.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide the 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 and experience for the lowest overall total cost as shown on the Pricing Pages.

5.2 Pricing Pages: Vendor must complete the Pricing Pages by providing unit cost for each item listed. Vendor must complete the Pricing Page in its entirety as failure to do so will result in Vendor’s bids being disqualified. A “no bid” entered on the Pricing Pages will result in Vendor’s bid being disqualified.

Any product or service not on the Agency provided Pricing Pages will not be allowable.

The state cannot accept alternate pricing pages, failure to use Exhibit A Pricing Page could lead to disqualification of vendors bid.

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 address: Alberta Kincaid (alberta.l.kincaid@wv.gov).

6. ORDERING AND PAYMENT:

6.1 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.

mailto:(alberta.l.kincaid@wv.gov

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6.2 Payment: Vendor shall accept payment in accordance with the payment procedures of the

State of West Virginia.

7. DELIVERY:

7.1 Delivery Time: Vendor shall ship the contract items immediately after being awarded the one-time purchase contract and receiving a purchase order or notice to proceed. The Agency requires delivery to be within 15 working days after receiving a purchase order or notice to proceed (in writing/email).

7.1.1 Parts and Service are to be delivered to: Mount Olive Correctional Complex, I

Mountainside Way, Mount Olive, WV 25185 to the attention of WV Correctional

Industries – Chad Taylor.

7.2 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 cause harm to an

Agency will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from a third party.

7.3 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.

8. VENDOR DEFAULT:

8.1 The following shall be considered a vendor default under this Contract.

8.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

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

8.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract

Services provided under this Contract.

8.1.4 Failure to remedy deficient performance upon request.

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

8.2.1 Immediate cancellation of the Contract.

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

8.2.3 Any other remedies available in law or equity.

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9. MISCELLANEOUS:

9.1 No Substitutions: Vendor shall supply only Contract Items, as listed in Section 4, submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

9.2 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 Contract.

9.3 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.

Vendor Point of Contact -

Contract Manager:

Telephone Number:

Fax Number:

Email Address:

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EXHIBIT A – PRICING PAGE FOR ALL ITEMS/SERVICES

Vendor is to enter their price for the Services requested as listed in Section 4, including its anticipated travel expenses and shipping/freight of parts listed on Exhibit B.

Item 1: Service / Labor / Travel – per Section 4.1.1 $_________________________

Item 2: Total of Parts listed on Exhibit B $_________________________

Per Section 4.1.2

Total = $_________________________

Authorized Signature: _____________________________________________________________

Printed Name of Authorized Signatory: _______________________________________________

Email Address: ___________________________________________________________________

Telephone Number: _______________________________________________________________

Tag Plant Equipment Repairs & Parts

WVDCR-West Virginia Correctional Industries

Revised 01/27/2025

EXHIBIT B – PARTS LISTING PAGE

Item Description Part No. Qty Unit Price Amount

Head Pivot Bar 31219000 1

Head Adjust Bar 31218000 1

Bushing, Flanged Bronze 31116000 4

Bushing, Flanged Bronze 31111000 12

Gear Fountain Roll 30T 31099000 1

Gear Center Roll 45T 31098000 1

Gear Center Roll 35T 31097000 4

Gear Fountain Roll Drive 31094200 1

Washer Stub Shaft 31046200 4

Head Bottom Frame End

Plate

31041000 1

Head Bottom Frame Side

Plate

31040000 1

Head Tie Rod 31039000 6

Head Top Frame Side Plate 31038000 1

SHIPPING Total 1

Total of Parts/Shipping $ __________________

(copy to Exhibit A -Pricing Page)