ESBD_File_336466_Detailed Specifications 4378.docx

Aggie Buy #

02-PATT-ITB-4378

Detailed Specifications Vendor Pool Master Order – Cost Plus Pricing on Light-Duty and Recreational Vehicle Tires

READ THIS DOCUMENT ALONG WITH THE QUESTIONS FOUND IN THE BID MODULE. THE SECTIONS AND QUESTIONS CORRESPOND. IF HAND-DELIVERING, INCLUDE ALL BID QUESTIONS AND YOUR RESPONSE TO THEM.

Introduction:

Texas A&M University is seeking Vendor Pool Master Order – Cost Plus Pricing on Light-Duty and Recreational Vehicle Tires (including load range E) for Transportation Services located on the campus of Texas A&M University, in College Station, TX, for the period of Initial Term through 8/31/2028, with no option to renew. Estimated annual spend is $125000.

Initial Term:

9/1/2023 – 8/31/2028

Master Order Terms and Conditions:

Upon award, vendors will be called upon to provide Product(s)/Service(s) “as needed”. Products(s) and/or Service(s) shall be rendered at times and in quantities requested by Texas A&M. Quantities are estimated only and do not guarantee a purchase. Actual need may be more or less than estimated.

Texas A&M University will in no way be obligated for any quantity that falls short of any estimated totals. If renewal is not mutually exercised, any unused quantities as of 8/31/2028, shall be considered cancelled. All quantities listed herein are only for pricing purposes, and actual purchase amounts may be higher.

Bidder Contact Information:

Bidder shall list the Name, Email, and Phone Number of the person completing this bid response.

Second Party & Account Executive:

Bidder shall list the Company Name, Address, Person Name, Email, and Phone Number for the Account Executive Point of Contact to be placed as Second Party on the subsequent Master Order. Bidder shall maintain an Account Executive throughout the duration of the agreement’s term(s).

Vendor Update Responsibility:

The vendor acknowledges and accepts the responsibility of updating his/her vendor profile with the most up to date information. Texas A&M shall not be held responsible for the transmission of any communication from Texas A&M to a location that is undesirable to the vendor, when that location is listed on the Vendor Profile(s) (id est: PO sent to the wrong location, but the location is on the Vendor profile).

Brand:

Regarding this agreement, Texas A&M owns any data/images depicting or produced by Texas A&M and does not authorize its use by the vendor for any other purpose than what is requested by Texas A&M. For example, but not limited to the example herein, a vendor distributes copies of product or information from or produced for Texas A&M.

Online Services:

If available, Bidders shall indicate where the following online services are available to Texas A&M:

Online Catalog Current Product Information Access to other vendor/manufacturer current product line Access to vendor/manufacturer product specification Ability to track ordered shipments Access to customer invoice/billing information Other, please specify-

Sustainability:

Texas A&M is committed to campus sustainability initiatives. Support of these initiatives necessarily includes the purchase of Product(s)/Service(s) that minimize the impact on the environment to the greatest extent possible. Texas A&M requests Bidder assistance in campus sustainability initiatives by informing in any bid response, or other discussions, of Bidder’s sustainability practices or environmentally sustainable product offerings. For example, alternative products available from Bidder which may be recyclable or reusable, end of life (obsolescence) return of equipment to Bidder, energy-saving devices, return to Bidder or shipping containers, packaging or like excess materials.

Reference Requirements:

At minimum, Bidder shall provide a list of three (3) higher education clients who have utilized the Bidder’s Product(s)/Service(s) comparable in type and scope of Product(s)/Service(s) in this solicitation in the last three (3) years, including institution name, point of contact, telephone number and email address. Texas A&M reserves the right to contact each reference to verify that similar services were provided and inquire about the reliability of the Bidder’s performance history. A negative reference may be grounds for disqualification.

HUB Subcontracting Plan (HSP):

It is the policy of the State of Texas and Texas A&M to encourage the use of Historically Underutilized Businesses (HUBs) in our prime contracts, subcontractors, and purchasing transactions. The goal of the HUB Program is to promote equal access and equal opportunity in Texas A&M contracting and purchasing.

Subcontracting opportunities are anticipated for this Invitation for Bid/Request for Proposal and therefore a HUB Subcontracting Plan (HSP) is required. Failure to submit a comprehensive, acceptable HSP will be considered a material failure to comply with the requirements of the Invitation for Bid/Request for Proposal and will result in rejection of the submittal. The HUB Subcontracting Plan shall be submitted with the Invitation for Bid/Request for Proposal response by the date and time specified.

For information regarding the HUB Subcontracting Plan requirements, please contact Cindy Gillar at 979-845-9010 or via email at c-gillar@tamu.edu. Documents attached are the State of Texas HUB Subcontracting Plan form, HSP Quick Checklist, and Prime Contractor Progress Assessment Report (PAR) form. The State of Texas HSP forms can also be found at the following site: http://www.window.state.tx.us/procurement/prog/hub/hub-forms/.

If the HUB Subcontracting Plan is not returned with your response or is not approved, your entire response will not be considered.

Payment & Invoice:

Payment shall be Net30, after receipt of approved invoice and acceptance of Product(s)/Service(s). Invoices shall refer to the Master Order agreement and must reference what is quoted here-in. All applicable warranty terms or shortened link thereto shall be stated with the corresponding Product(s)/Service(s) on or appended to the corresponding invoice.

Vendor shall provide an invoice per shipment including a description, manufacturer's model number, cost price, discounted price for each item, and extended price. Vendor shall provide estimated delivery time(s) on any quotes(s) or pre-completion invoice(s). Vendor shall be responsible for clearly identifying all items on all invoices by using descriptive English language words. Items shall be invoiced using the same unit of measure listed on the purchase order.

Authorization and confirmation of order shall be given via Pay Order (PO) or P-Card. Invoices shall reference PO and Contract number awarded. Electronic copies of invoices shall be sent to invoices@tamu.edu.

Bidder agrees to notify and provide in writing Texas A&M any changes in pricing thirty days (30) prior to when the changes will take effect.

Insurance Requirements:

Insurance review not required.

Inventory & Shipping:

Service and delivery are very important to Texas A&M. Vendor must have sufficient inventory and staff to provide Product(s)/Service(s) in the requested and/or reasonable time frame. Product(s)/Service(s) delivery is expected on regular working days and during normal hours of operation, unless otherwise stated by order or approval. The current general days and hours of operation are Monday through Friday, 8:00 a.m. until 5:00 p.m.

If a needed Product(s)/Service(s) is not in stock or not offered, the vendor may offer a substitution for an equivalent. Offering a substitution or alternative does not guarantee consideration.

If expedited delivery is requested, the requestor shall pay the expedited shipping or delivery charges, if any and if agreed upon at the time the order is placed.

Shipping terms shall be FOB Destination, Freight Allowed or Added. “Destination” means the recipient owns the Product(s) when it is received at destination. “Allowed” means shipping charges are included in the price. “Added” means shipping charges are additional. No shipping charges or additional shipping charges will be accepted without prior approval.

Cancellation Terms:

Upon award, any order is subject to cancellation, without penalty, either in whole or in part, if funds are not appropriated by the Legislature or otherwise not made available to the using agency. Texas A&M reserves the right to immediate cancellation due to non-performance. Texas A&M reserves the right to cancellation with thirty (30) days written notice.

Texas A&M reserves the right to return or deny any Product(s)/Service(s) deemed by Texas A&M as unbefitting of the description of the Product(s)/Service(s) at no charge.

All orders of Product(s)/Service(s) not accepted by Texas A&M within specified timeframe may be cancelled if:

prior approval is not given for an extended delivery date by Texas A&M; the order does not state an approved extended delivery date; the Product(s)/Service(s) ordered by the supplier is lost in shipment to the supplier or to Texas A&M; Texas A&M does not agree to accept a late delivery date. Texas A&M reserves the right to order elsewhere if the Product(s)/Service(s) are not available within its preferred time frame.

Warranty & Returns:

Standard manufacturer warranty shall transfer to Texas A&M University and be handled by the vendor.

Bidder shall submit manufacturer’s parts warranty(ies) and any service warranty(ies). Vendor shall be expected to provide prompt service that is due under any warranty. Performance in these areas shall be a definite factor in the renewal or termination of the agreement. Vendor shall be required to indicate any warranty terms on any Product(s)/Service(s) where applicable. Return authorization and/or freight-call tags will be provided as needed. Full credit may be received for returning unused stock and non-stock items within 60 days. No restocking fees shall apply.

Manuals & Trainings:

Vendor shall provide all service/operational parts manuals on product(s)/service(s) ordered either in hard copy or electronic copy in English language. Vendor shall provide manufacturer’s specifications, as requested. If online training is available, vendor shall provide training to all users.

Additional Vendors:

Texas A&M reserves the right to create a vendor pool and add to that pool, once the pool has been established. Each additional vendor will be required to complete an Invitation To Bid document and approved by Procurement Services prior to being placed into the pool.

Additional Items:

Texas A&M reserves the right to add additional Product(s)/Service(s) listed in vendor’s catalog. At the time of a Product(s)/Service(s) addition, the successful vendor shall submit a quote to Texas A&M’s Procurement Services for approval. Upon approval, a change order shall be issued to the awarded Texas A&M Master Order.

Product(s)/Service(s):

Product(s)/Service(s) shall be bid on per requirements OR EQUIVALENT found below.

Texas A&M University reserves the sole right to determine equivalency. All quantities listed herein are only for pricing purposes, and actual purchase amounts may be higher. Bidder response shall contain all Product(s)/Service(s) needed for a TURN-KEY execution and delivery. Bid response may contain more offerings, in addition to what is detailed in the line-item table below. Bidders may submit with bid response any catalog(s) or Excel book(s) of Product(s)/Service(s) offered, published price and pricing. If special pricing is offered, in lieu of what is requested below, then an updated pricing sheet must be part of a deliverable in any entailing master order.

Product(s)/Service(s) – Line-Item Table:

Quote only one (1) of the line items of Item# 1 and Item# 2 in the table below on electronic response. For the other of either Item# 1 or Item# 2, put “N/A” or “0”. Then, as an optional choice, quote Item# 3. If line-item pricing is somehow different, please upload a document with line-item pricing, IN TABLE FORMAT, in the previous section’s corresponding question. If responding manually (certified mail or hand-deliver), simply notate on each line item or append a document with your response.

3.

Tire and Wheel Assembly Mating Service – includes balance where appropriate, relevant, and/or possible – Bidding this item is optional.

Comments:

Award Criteria:

In accordance with Texas Education Code 51.9335, Texas A&M University shall make the award based on, but not limited to, the following best value criteria:

- The purchase price;

- The reputation of the vendor and of the vendor's goods or services;

- The quality of the vendor's goods or services;

- The extent to which the goods or services meet the institution's needs;

- The vendor's past relationship with the institution;

- The impact on the ability of the institution to comply with laws and rules relating to historically underutilized businesses and to the procurement of goods and services from persons with disabilities;

- The total long-term cost to the institution of acquiring the vendor's goods or services;

- Any other relevant factor that a private business entity would consider in selecting a vendor; and

- The use of material in construction or repair to real property that is not proprietary to a single vendor unless the institution provides written justification in the request for bids for use of the unique material specified.

Other relevant factors deemed necessary to evaluate the offer and determine the best value for the University:

- Vendor’s ability to meet the minimum specifications;

- Delivery requirement;

- The quality, availability and adaptability of equipment offered to required application.

- Warranty terms

By submitting a bid in response to this solicitation, Bidder agrees to the selection and award process, and accepts Texas A&M University’s judgment and decision of award. Texas A&M reserves the right to accept or reject any or all bids, waive informalities and technicalities, and accept the offer considered the most advantageous to the University. Texas A&M reserves the right to make the decision as to the system, Product(s)/Service(s) best meets the minimum specifications and best suits the needs of the University. The decision by Texas A&M University is final.

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