Instructions to Bidders Final.docx

STATE OF CONNECTICUT

DEPARTMENT OF CORRECTION

STANDARD BID & CONTRACT – INSTRUCTIONS TO SUPPLIERS

These instructions supplement the applicable Department of Administrative Services (DAS) General Letter 71 templates and associated standard contract terms.

In the event of a conflict, DAS templates and statutory requirements shall govern.

Suppliers are responsible for reviewing and complying with:

· CT DAS General Letter 71 (GL-71) templates

· Supplier Solicitation Response Guide

· Addenda and Amendment Instructions issued for the solicitation

1. Submission of Bids

1. Bid Due Date and Time Bids must be posted online via the Department of Administrative Services CT Source Bid Board no later than the date and time stated in the solicitation. Late submissions will not be considered.

2. Bid Completeness and Execution

· Incomplete submissions may be rejected.

· All required forms must be fully completed and executed by an individual authorized to bind the Supplier.

· Unsigned bids may be rejected.

· Any corrections, erasures, or alterations to pricing or response documents must be clearly initialed by the authorized signatory or properly authorized designee.

· Supporting documentation authorizing a designee must be included when applicable.

3. Bid Format Bids shall be prepared electronically, typewritten, or legibly handwritten in ink as permitted by the solicitation. Submissions prepared in pencil will not be accepted.

4. Conditional or Alternate Responses

· Responses that condition, modify, or limit solicitation requirements may be rejected.

· Alternate bids or responses submitted in addition to the primary response will not be considered unless expressly permitted in the solicitation.

5. Pricing Requirements

· Prices shall be stated in decimal format and represent net pricing.

· Pricing must include all delivery and transportation costs, fully prepaid to the destination specified.

· Taxes from which the State of Connecticut is exempt must not be included.

· In the event of a discrepancy between unit pricing and extended totals, unit pricing shall prevail.

6. Collusion Certification By submitting a response, the Supplier certifies that the bid is submitted independently, without collusion, fraud, or coordination with other respondents.

2. Samples (When Required)

1. Submission of Samples Samples must be provided when required by the solicitation and at no cost to the State.

2. Evaluation and Retention

· Accepted samples establish a minimum quality standard unless the solicitation specifies otherwise.

· Samples may be retained for comparison with delivered products.

· Suppliers must clearly indicate if return of samples is requested and feasible.

3. Award Considerations

1. Basis of Award Awards may be based on, but are not limited to:

· Compliance with specifications

· Quality

· Delivery terms

· Price

· Administrative costs

· Past performance

· Financial responsibility

2. Award Structure The Department reserves the right to:

· Award by item, group of items, or total bid

· Reject any or all responses, in whole or in part

· Waive minor technical irregularities

· Make awards deemed to be in the best interest of the State

3. Bidder Responsibility The Department may reject any Supplier:

· In default of a prior State contract

· Found to have made material misrepresentations

· Whose principals or key personnel are in default or violation of State contracting requirements

4. Clerical Errors The Department reserves the right to correct clerical or administrative errors in awards.

4. Contract Formation and Performance

1. Contract Existence An award notice constitutes intent to contract but does not authorize shipment or performance until all contractual requirements are satisfied.

2. Assignment Contract rights or obligations may not be assigned without prior written approval from DAS and the Department of Correction.

3. Acceptance Period Suppliers have ten (10) calendar days from notice of award to refuse acceptance. Failure to refuse within this period constitutes acceptance.

4. Non-Performance Failure to deliver goods or services as specified may result in:

· Open market purchases by the State

· Supplier liability for excess costs incurred

· Deduction of replacement purchases from contracted quantities

5. Rejected Goods Rejected items must be removed from State premises within 48 hours, or immediately if safety or health concerns exist.

5. Delivery and Payment

1. Condition of Goods All goods delivered must be new unless otherwise specified.

2. Delivery Location Deliveries shall be made to the designated State facility loading dock unless otherwise stated.

3. Verification Deliveries may be subject to re-weighing or inspection using State-certified equipment.

4. Payment Terms Unless otherwise specified, payment terms are net 45 days following receipt of goods or a proper invoice, whichever is later.

5. Financial Adjustments

· Charges owed by a Supplier may be offset against amounts due.

· Payments to the State must be made payable to the Treasurer, State of Connecticut.

6. Required Contract Documentation Upon award, the successful Supplier shall complete and execute the State of Connecticut Contract for General Letter Purchases, along with any additional documents required by DAS or the Department of Correction. Please see Bidder’s Checklist below for required documents.

7. Supplier Guidance and Addenda Suppliers are strongly encouraged to review:

· DAS Supplier Solicitation Response Guide (for instructions on preparing and submitting responses): https://portal.ct.gov/-/media/das/ctsource/documents/supplier-solicitation-response-and-addenda-guide.pdf

· All solicitation addenda issued prior to the due date Failure to acknowledge and comply with addenda may result in rejection of the response.

BIDDER'S CHECKLIST

· The Bid Proposal must be signed by a duly authorized representative of the company (unsigned bids are automatically rejected) and the signed Exhibit B Price Schedule must be included with your bid.

· The bid prices you have offered in Exhibit B have been reviewed and verified.

· The price extensions and totals have been checked. (In case of discrepancy between unit prices and total prices, the unit price will govern the bid evaluation).

· Any errors, alterations, corrections or erasures to unit prices, total prices, etc. must be initialed by the person who signs the bid proposal or his designee. Such change made and not initialed means automatic rejection of bid.

· The payment terms are NET 45 Days. Net Terms for periods less than 45 days (Ex. Net 30) may result in bid rejection. (You may offer cash discounts for prompt payment.) Exception: State of CT Small Business Set-Aside bids payment terms shall be in accordance with CGS 32-09h.

· Reference Exhibit A and/or Statement of Work for any technical or descriptive literature, drawing or bid samples that are required have been included with the bid.

· The delivery information block has been completed. (Be specific: In most cases, "as ordered" or "as required" is not complete information.)

· Any addenda to the bid have been signed and included.

· The bid is mailed or hand-delivered in time to be received no later than the designated opening date and time. Late bids are not accepted under any circumstances. Please allow enough time if mailing in your bid.

· Read, sign and return the Department of Correction's Guide for Contractors in the Correctional Environment (3 pages) with your Bid Proposal.

· Read, sign and return the OPM Form 1 (if bid is over $50,000 – 2 pages) with your bid proposal.

· All CHRO forms (4 pages) must be completed entirely regardless of the number of employees, even if the company is family owned and/or operated and must be submitted with each bid or bid may be rejected.

· Complete, sign and notarize the OSHA CERTIFICATE OF COMPLIANCE form.

· Complete and sign the BIDDER'S STATEMENT OF QUALIFICATIONS.

· VENDOR NAME MUST APPEAR ON ALL BID DOCUMENTS.

· VERIFY THE FOLLOWING FORMS ARE INCLUDED IN YOUR BID PACKAGE:

· BID PROPOSAL – COMPLETE, SIGN AND DATE

· EXHIBIT B – PRICE SCHEDULE – REVIEW, COMPLETE, SIGN AND DATE

· BIDDER QUALIFICATIONS - 2 PAGES / COMPLETE AND SIGN

· BIDDER INFORMATION – 2 PAGES / COMPLETE AND SIGN

· SECURITY REGULATIONS - 2 PAGES / REVIEW AND SIGN

· CHRO FORMS - 4 PAGES / COMPLETE AND SIGN

· OSHA COMPLIANCE - COMPLETE, SIGN AND NOTARIZE

· CERTIFICATE OF AUTHORITY – COMPLETE AND SIGN

· NONDISCRIMINATION CERTIFICATION FORM A - FOR INDIVIDUALS

1 PAGE – OR - NONDISCRIMINATION CERTIFICATION FORM B - FOR ENTITIES - 1 PAGE - COMPLETE AND SIGN

· BID ADDENDUM (IF APPLICABLE) – REVIEW & SIGNTop of FormBottom of Form