Attachment_1_General_Informations_(002).docx

ATTACHMENT 1

RFQ 076PR9032

Bottled Water

Attachment 1

RFQ 076PR4002

Bottled Water

GENERAL INFORMATION

You are invited to review and respond to this Request for Quotation (RFQ), entitled Bottled Water. In submitting your bid response, you must comply with the instructions found herein. The goods and services required are outlined below, and in Attachment 2, 2024 CHP Delivery Area Locations. Please read the attached documents carefully.

All bid responses must be received no later than the date and time specified on the face page of this RFQ and in Attachment 1, Key Action Dates, Section E, to be considered a responsive bid.

A. Purpose

The State of California, California Highway Patrol (CHP), Business Services Section, is seeking bids to provide bottled water delivery and dispenser rental to various CHP Area offices located throughout the State of California, as outlined in Attachment 2.

B. Availability

The bidder shall be ready to begin work immediately upon contract award date as specified in Attachment 1, Section E.

C. Description of Work to Be Performed

It is the bidder’s responsibility to:

· Provide cold or hot/cold monthly water dispenser rental and monthly delivery of 5-gallon bottled water. Quantities and delivery locations are identified in Attachment 2.

· Vendor must provide new and sanitary water dispensers (cold and hot/cold) as identified in Attachment 2 within 14 days of purchase award before any deliveries of the 5-gallon bottled water are to be made.

· Provide the requested goods and services to the Area offices identified in Attachment 2. If you are not able to provide the requested goods and services, then you are required to indicate so on Attachment 2.

· The bidder shall be required to replace any dispenser that malfunctions, at no cost to CHP, within 48 hours of receiving notice.

· The bidder shall provide a Monthly Usage and Cost Report(s) for all listed Area(s) on Attachment 2, electronically to designated CHP Purchasing staff.

The unit cost for water and dispensers shall remain constant for the term of the contract and should provide CHP the ability to increase or cancel service at CHP Area Offices and Locations, as needed.

The bidder will forward invoices monthly, in areas, to the delivery address indicated on Attachment 2.

It is CHP’s responsibility to:

After purchase award, if necessary, provide written notification to the bidder to cancel, add 5-gallon bottled water and/or dispensers to any CHP Area office identified in Attachment 2.

CHP shall notify the bidder, in a timely manner, of broken or malfunctioning water dispensers, broken or leaky water bottles, and/or water bottle seals that appear to be opened and/or tampered with.

D. Period of Performance

The term of this purchase agreement is for one (1) fiscal year, to begin November 15, 2024, through November 15, 2025, or once the California State Budget is passed, whichever comes first. Should it be necessary to change the period of performance, a written change order to the purchase agreement and agreed upon by all parties is required.

E. Key Action Dates

Listed below are key action dates and times by which the action must be taken or completed. If CHP finds it necessary to change any of these dates, it will be accomplished via an addendum to this RFQ.

See next page for Key Action Dates.

Key Action Dates Date

1. Release of RFQ: November 5, 2024

2. Submission of Bid Responses: November 13, 2024 (No later than 2:00 PM, PST, November 13, 2024)

3. Intent to Award: November 15, 2024

4. Contract Award: November 15, 2024

All dates after the submission of bid responses are approximate and may be changed if needed to allow the CHP additional time for evaluation and contract execution.

F. RFQ Response Guidelines

This RFQ and the Bidder’s bid response will be made part of the contract. Responses to this RFQ must contain all information requested and must conform to the format described in this RFQ. It is the Bidder’s responsibility to provide all required information and any other information deemed necessary for the State’s ability to evaluate and verify the Contractor’s ability to meet all requirements defined in Section C.

· Facsimile bids will not be accepted for this RFQ.

· Bid responses mailed or hand delivered to the address shown below. Bid responses shall be sealed and must be received as indicated under Key Action Dates above, no later than November 13, 2:00 p.m., PST.

Mail bid to: Hand deliver to:

· The RFQ number, the company name and address must be clearly marked on the bid envelope. The envelope shall be marked “MAILROOM DO NOT OPEN”.

· Non-sealed bids may be cause for rejected.

· CHP is not responsible for receipt of any bid which is improperly labeled and accepts no responsibility for lost and/or late delivery of bids.

· A bidder may withdraw their bid by submitting a written request to the CHP buyer identified in the RFQ and signed by the bidder’s authorizing agent identified on the face page of the RFQ.

G. Award of Contract

Per Department of General Services Bidder’s Instruction (GSPD-451), where more than one item is specified in the solicitation, the State reserves the right to determine the lowest responsible bidder, either on the basis of individual items, combination of items as specified in the solicitation, or on the basis of all items, included in the solicitation, unless otherwise expressively provided.

Refer to Attachment 2, Cost Sheet.

H. State Holiday Schedule for November 1, 2024, through December 25, 2025

The CHP will honor the following state holiday schedule from November 15, 2024, through December 25, 2025. CHP staff will not be available, nor will the Contractor have access to any CHP facilities for delivery and/or water dispenser equipment on these dates:

State Holidays - Fiscal Years 2024 through 2025

November 11

January 1

November 28

January 15

November 29

April 1

December 25

May 27

July 4

September 2

November 11

November 28

November 29

December 25

I. Billing/Invoice

Upon award of contract, awarded supplier must send invoice(s) directly to the designated delivery locations. Invoices must be submitted referencing the “Agency Fiscal Order Number” noted on the awarded purchase order.