CRFQ DOT1800000043 Specifications.pdf

CRFQ 0803 DOT1800000043

REQUEST FOR QUOTATION

[DOT0318C122]

CRAFCO ROADSAVER 221 or EQUAL

Revised 10/27/2014

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Purchasing Division is soliciting bids on behalf of West Virginia Divisions of Highways (WVDOH), District Three (D-3), to establish an open-end contract for Crafco RoadSaver 221 Hot-Poured Seal & Crack

Filler, or EQUAL.

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 Purchasing Division.

3. GENERAL REQUIREMENTS:

3.1 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.

3.1.1 CRAFCO ROADSAVER 221, or EQUAL, hot-poured asphalt-

based seal and crack filler, for District Three.

3.1.1.1 Hot-poured sealant must be supplied in solid form which when melted and properly applied forms a resilient adhesive and flexible compound that resists cracking in cold temperatures and resists flow and pick-up in warm temperatures.

3.1.1.2 Hot-pour sealant must be able to be applied to either pressure-feed melted applications or pour pots.

3.1.1.3 Hot-pour sealant must be free-flowing and self-leveling when melted.

3.1.1.4 Hot-pour sealant must meet the temperature performance limits of 64-28 for crack sealing and 64-34 for crack filling.

3.1.1.5 Hot-pour sealant must be compatible with ASTM D6690

(AASHTO M324) type II and exceed all requirements of

ASTM D6690 (AASHTO M324) type I and federal specification S-SS-164.

3.1.1.6 Hot-pour sealant must meet the following specifications:

Test ASTM D6690

(AASHTO M324)

type II spec. limits

Cone penetration 90 max.

Flow 3 mm. max.

Softening point 176°F (80°C) min.

Resilience 60% min.

Bond, -20°F (-29°C) 50 ext

Pass 3 cycles

Asphalt compatibility Compatible

Minimum application temperature

380°F (193°C)

Maximum heating temperature

400°F (204°C)

Unit weight at 60°F 10 lb. per gal.

3.1.1.7 Or EQUAL merchandise proposed by vendor must have

manufacturers’ literature demonstrating adherence to the mandatory requirements and must be submitted with bid.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies 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 Pages.

4.2 Pricing Pages: Vendor should complete the Pricing Pages by supplying the

Unit Price per-pound, then multiply the Unit Price by the Estimated

Quantity and enter this amount as the Extended Price and the Grand Total cost. The Exhibit A Pricing Page has been provided in Excel and formatted to automatically calculate the total bid amount when the Unit Price per-pound is entered. However, it is the vendors’ responsibility to ensure the calculations for their bid is correct before submitting. In the event of an error, the Unit Price will prevail. Hot-applied asphalt-based crack sealer and filler, to be supplied in individual boxes of 50 pounds, or less. Vendor should complete the Pricing Pages in their entirety as failure to do so may result in Vendor’s bids being disqualified.

The Pricing Pages contain 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 Pages through wvOASIS, if available, or as an electronic document.

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. Invoices are to be sent to 624 Depot Street, Parkersburg, WV 26101.

6. DELIVERY AND RETURN:

6.1 Delivery Time: Vendor shall deliver standard orders within 10 working days after orders are received. Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met. Vendor is to deliver all materials to THE WEST VIRGINIA DIVISION OF HIGHWAYS, DISTRICT THREE HEAVY MAINTENANCE facility located at 1685 Mill Run

Road, Parkersburg, WV 26104. Vendor shall notify the District Three Storeroom 1 day prior to deliver at (304) 420-4667.

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 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 Purchasing Division.

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.

7.1.4 Failure to remedy deficient performance upon request.

7.2 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.

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

Contract.

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: ____________________________