DOTAX RFQ 25 TAX 03 Amended.pdf

STATE OF HAWAII

DEPARTMENT OF TAXATION HONOLULU, HAWAII

October 10, 2024

REQUEST FOR QUOTES (RFQ)

DOTAX RFQ-25-TAX-03

PURCHASE & INSTALLATION - NEW CUBICLES, PARTITION, AND PANELS

FOR THE DEPARTMENT OF TAXATION MAUI OFFICE

Offers shall be received via the Hawaii State eProcurement System (HIePRO) no later than the date and time stated on HIePRO and must be submitted in strict accordance with the instructions herein.

All offers must be made by 4:00 PM Hawaii Standard Time on Friday, November 08, 2024, and must be submitted in strict accordance with the instructions herein.

Contractors are required to survey the site and make their own measurements to ensure the equipment and configurations ordered will fit the spaces, area, and any existing equipment for which they are ordered. On-site surveys shall be done prior to making an offer, so please plan accordingly. To schedule an appointment for a site survey, please call Weisi Gao at (808)587-1502.

The Department of Taxation reserves the right to reject any or all offers and to waive any defects when such rejection will be in the best interest of the public.

INSTRUCTIONS TO OFFERORS

1. All offers shall be made on the Offer Form furnished by the Department of Taxation (DOTAX) and shall be signed by the offeror with the offeror's business address and telephone number. The offeror is requested to submit its offer using the offeror's exact legal name as registered with the Department of Commerce and Consumer Affairs, State of Hawaii. No substitutions of materials or items not expressly provided for in the Instructions to Offerors, Scope of Services, Special Provisions and General Conditions will be considered or accepted.

2. Any offer that contains any erasures or alterations not properly initialed or that contains other irregularities may be rejected as not in the best interest of the public. Any offer which constitutes a conditional offer, or a counter proposal will be rejected outright.

3. Offers must be submitted through HIePRO on the Offer Form provided no later than the date and time indicated in the solicitation. Offers received after the deadline shall not be accepted.

The offer price shall include all applicable taxes and any other costs incurred per this RFQ.

Work to be performed under this solicitation is a business activity taxable under Chapter 237, Hawaii Revised Statutes (HRS), and vendors are advised that they are liable for the General Excise Tax (GET) and all other applicable taxes. If, however, the offeror is a person exempt by the HRS from paying the GET and therefore not liable for the taxes on this solicitation, the offeror shall state its tax-exempt status and cite the HRS chapter or section allowing the exemption.

4. In case of error in extension of offer price, unit price shall govern.

5. Costs for developing the proposal are solely the responsibility of the offeror. DOTAX shall not reimburse such costs. Contractors are required to survey the site and make their own measurements to ensure the equipment and configurations ordered will fit the spaces, area, and any existing equipment for which they are ordered. Please include layout drawings (i.e., 2D or 3D view) with your offer. All offers/proposals become the property of DOTAX.

6. DOTAX will award the contract as a lot, all or none basis, to the lowest-priced responsive, responsible offer or, when applicable, on the offer that provides the best value to the State.

7. The offeror is advised that to be awarded a contract under this solicitation, the offeror will be required to be compliant with all laws governing entities doing business in the State including the following chapters and pursuant to HRS §103D-310(c):

a. Chapter 237, General Excise Tax Law;

b. Chapter 383, Hawaii Employment Security Law;

c. Chapter 386, Worker's Compensation Law;

d. Chapter 392, Temporary Disability Insurance;

e. Chapter 393, Prepaid Health Care Act; and

f. §103D-310(c), Certificate of Good Standing (COGS) for entities doing business in the State.

Prior to awarding this contract, DOTAX shall verify compliance of the offeror.

Vendor Compliance – Hawaii Compliance Express (HCE) Vendors may choose to use the HCE, which is an electronic system that allows vendors/contractors/service providers doing business with the State to quickly and easily demonstrate compliance with applicable laws. It is an online system that replaces the necessity of obtaining paper compliance certificates from the Department of Taxation, Federal Internal Revenue Service, Department of Labor and Industrial Relations, and Department of Commerce and Consumer Affairs.

Vendors/contractors/service providers intending to use HCE to demonstrate compliance are advised to register with HCE as soon as possible at https://vendors.ehawaii.gov. The annual registration fee is $12.00, and the ‘Certificate of Vendor Compliance’ is accepted for the execution of the contract and final payment. If a vendor/contractor/service provider is not compliant on HCE at the time of the award, the offeror will not receive the award.

Vendor Compliance – Paper Documents Vendors not utilizing HCE to demonstrate compliance shall provide the paper certificates to the Department. Paper compliance certificates are required from the Department of Taxation, Federal Internal Revenue Service, Department of Labor and Industrial Relations, and Department of Commerce and Consumer Affairs. All certificates must be valid on the date it is received, and all applications for applicable clearances are the responsibility of the offeror.

8. Please read the General Conditions (AG-008), which is made part of this contract and was uploaded on HIePRO.

9. Contractors are required to survey the site and make their own measurements to ensure the equipment and configurations ordered will fit the spaces, area, and any existing equipment for which they are ordered. On-site survey shall be done prior to making an offer, so please plan accordingly.

To schedule an appointment for a site survey, please call Weisi Gao, phone number 808-587-1502.

10. Open Public Records

Per HRS § 92F-12, Agency records that must always be disclosed includes Government purchasing information, including all bid results (except as prohibited by HRS § 92F-13). Your offer and any attachments will be open public records. If an exception applies, mark that information “Confidential.” For example, proprietary information such as trademarks or copyrights may be marked as “Confidential” if you do not want that information open for public inspection.

https://vendors.ehawaii.gov/

SCOPE OF SERVICES

All products and services provided by the Contractor shall be in accordance with this RFQ, including its attachments and any addenda. The Department of Taxation seeks to purchase and to have installed four (4) new cubicle workstations including any electrical needs. For each workstation:

• Approximately 54 sq ft of work space and about 65” high for each cubicle station.

• A 2 drawer cabinet with locks Tackable panels to have metal frames with fabric sound-dampening covering of color and texture approximately matching the covering of the new cubicles, if possible.

• 2 overhanging storage cabinets with lockable lids and florescent light figures under the storage cabinets.

• Help relocating existing file cabinets.

Location of work:

Department of Taxation 54 S. High Street #208 Wailuku, HI 96793-2198

Contractors are required to survey the site and make their own measurements to ensure the equipment and configurations ordered will fit the spaces, area, and any existing equipment for which they are ordered. Please include layout drawings (i.e., 2D or 3D view) with your offer.

SPECIAL PROVISIONS

Contractor:

The term "Contractor" means an individual, partnership, firm, corporation, joint venture or other legal entity undertaking the execution of work under the terms of the contract with DOTAX, and acting directly or through his, their or its agents, employees or sub-contractors.

Performance Bond:

No performance bond is required for this contract.

Final Payment Requirement:

Except for any contract of less than $2,500 or any contract entered into pursuant to section 103D-307, HRS,

1. A tax clearance certificate from the Department of Taxation and the Internal Revenue Service, current within two months of issuance date; and a certification from the Contractor affirming that the Contractor has remained in compliance with all laws as required by section 3-122-112, HAR.

or

2. A current Certificate of Vendor Compliance obtained through Hawaii Compliance Express showing the statuses for Hawaii Department of Taxation, Internal Revenue Service, Hawaii Department of Commerce & Consumer Affairs and Hawaii Department of Labor & Industrial Relations as either compliant and/or exempt. See the General Conditions, Item 17.

Invoicing and Payment:

The Contractor shall submit an original invoice to DOTAX. Section 103-10, HRS, provides that DOTAX shall have thirty (30) calendar days after receipt of invoice or satisfactory completion of contract to make payment. For this reason, DOTAX will reject any bid submitted with a condition requiring payment within a shorter period. Further, DOTAX will reject any bid submitted with a condition requiring interest payments greater than that allowed by section 103-10, HRS.

Confidentiality:

The Contractor and its subcontractors, employees, and agents shall be responsible for the security and confidentiality of any and all documents and information. Any breach of this provision shall be cause for termination of this Contract and shall subject the Contractor, its employees, agents, and subcontractors to prosecution as provided by federal and state law

Timely Response to All Contacts by the Department:

If Contractor is contacted and is not immediately available, call back to the Department should occur by the end of the same business day or early the following business day.

Interpretations of Provisions:

Notwithstanding any other provisions, if there is any doubt as to the interpretation of any of the provisions of the contract, the interpretation given and made by the Department of Taxation, Administrative Services Office, shall govern and control. In addition, the parties agree that the Department of Taxation, Administrative Services Office shall have the sole power to decide and resolve matters that may come up in the future and that are not covered by the contract.

Conflicts and Variations:

In the event of any conflict or variation between the provisions of the Special Provisions and the General Conditions, the provisions of the Special Provisions shall control.

Liability Insurance:

The contractor shall maintain in full force and effect during the life of this contract, liability and property damage insurance to protect the contractor and its subcontractors, if any, from claims for damages for personal injury, accidental death and property damage which may arise from operations under this contract, whether such operations be by himself or by a subcontractor or anyone directly or indirectly employed by either of them. If any subcontractor is involved in the performance of the contract, the insurance policy or policies shall name the subcontractor as additional insured.

As an alternative to the contractor providing insurance to cover operations performed by a subcontractor and naming the subcontractor as additional insured, contractor may require subcontractor to provide its own insurance which meets the requirements herein. It is understood that a subcontractor's insurance policy or policies are in addition to the contractor's own policy or policies.

The following minimum insurance coverage(s) and limit(s) shall be provided by the contractor, including its subcontractor(s) where appropriate.

Coverage Limits Commercial General Liability $1,000,000 per occurrence $2,000,000 aggregate

Basic Motor Vehicle Insurance $1,000,000 per accident and Liability Policies

OFFER FORM

DOTAX RFQ-25-TAX-03

PURCHASE & INSTALLATION - NEW CUBICLES, PARTITION, AND PANELS

DEPARTMENT OF TAXATION, STATE OF HAWAII

Offeror: ______________________________________

___________________2024

Mr. Gary S. Suganuma Director of Taxation 830 Punchbowl Street Honolulu, Hawaii 96813

Dear Director Suganuma:

The following offer is made to provide the goods and services indicated in the following offer to the Department of Taxation, State of Hawaii, at the location in the Scope of Services, all according to the true intent and meaning of the specifications hereinafter contained.

The undersigned states that he/she/it has carefully read and understands the terms and conditions specified in the Instructions to Offerors, Scope of Services and Special Provisions attached hereto, and in the General Conditions, by reference made a part hereof and available upon request, for this contract, and that the Administrative Services Officer reserves the right to reject any or all offers and to waive any defects when in his/her opinion such rejection or waiver will be in the best interest of the Department of Taxation.

The undersigned further understands and agrees that by submitting this offer, 1) he/she/it is declaring his/her/its offer is not in violation of Chapter 84, Hawaii Revised Statutes, concerning prohibited state contracts, and 2) he/she/it is certifying that the price(s) submitted was (were) independently arrived at without collusion.

The undersigned hereby proposes PURCHASE & INSTALLATION - NEW CUBICLES, PARTITION, AND PANELS in strict compliance with the Instructions to Offerors, Scope of Services, Special Provisions, and General Conditions, for the Total Offer Price (inclusive of all federal, state, and local taxes and any other costs incurred) of:

Dollars

The undersigned represents: (Check one only)

A Hawaii Business incorporated or organized under the State of Hawaii; OR

A Compliant Non-Hawaii business not incorporated or organized under the laws of the State of Hawaii, but registered at the State of Hawaii, Department of Commerce and Consumer Affairs, Business Registration Division to do business in the State of Hawaii and has a separate branch or division in the State that is capable of fully performing under the contract.

State of incorporation _______________________________________

Offeror is:

Sole Proprietor Partnership Corporation Joint Venture

Other _______________________________________________

If Offeror is a "dba" or a "division" of a corporation, please furnish the exact legal name of the corporation under which the contract, if awarded, will be executed:

Federal I.D. No. _________________________________________

Hawaii General Excise Tax License I.D. No. ____________________________________

Payment address (other than street address below): ________________________________

City, State, Zip Code

Business address (Hawaii street address): ________________________________________

City, State, Zip

Respectfully Submitted, (x)____________________________________ Date: ____________________ Authorized Original Signature

Name and Title (Please Type or Print)

Telephone No.: ________________________ Email Address: ______________________