OneTimePurchaseRFQ - LCC heat transfers PRI19-25.docx

REQUEST FOR QUOTATION

PRI19*52

LCC HEAT TRANSFERS

SPECIFICATIONS

1. PURPOSE AND SCOPE: West Virginia Correctional Industries is soliciting bids to establish a contract for the one time purchase of heat transfers.

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” means heat transfers as more fully described by these specifications.

2.2 “Pricing Page” means the pages, contained in wvOASIS or attached as Exhibit A, upon which Vendor should list its proposed price for the Contract Items.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by WV Correctional Industries.

3. GENERAL REQUIREMENTS:

3.1 Mandatory Contract Item Requirements: Contract Item(s) must meet or exceed the mandatory requirements listed below.

3.1.1 Heat Transfers must be black.

3.1.2 Heat Transfers must be 2”, Arial Black font.

3.1.3 Heat Transfers available must read INMATE vertically and must be 2” wide and 12.5” long.

3.1.4 Heat Transfers available must read WVDCR on first line and INMATE on second line horizontally, each word must be 9.5” wide and 2” tall with a line spacing of 0.5” between words.

3.1.5 Heat Transfers must be washable. Must withstand laundering with temperatures reaching 200 degrees Fahrenheit.

3.1.6 Heat Transfers must be able to be applied to 65% polyester/35% cotton.

3.1.7 Heat Transfers platen size must be 14x16 inches.

3.1.8 Heat Transfers must be compatible with a DK16 and DC16 Heat Transfer Press.

3.1.9 Samples will be requested from the lowest responsible bidder.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies with a purchase price for the 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 Page: Vendor should complete the Pricing Page by entering unit price of fabrics (including shipping), grand total and completing Bidder/Vendor Information Section. Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

Vendor should type or electronically enter the information into the Pricing Page to prevent errors in the evaluation.

4.3 Bid Deadline: Bids must be received by 07/03/19 at 12:00pm EST. Late bids will not be accepted. Bids can be entered in wvOASIS; emailed to Jennifer.L.Martin@wv.gov; faxed to 304-558-6056; or mailed to WV Correctional Industries, Attn: Jennifer Martin, 617 Leon Sullivan Way, Charleston, WV 25301.

5. PAYMENT:

5.1 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

6. DELIVERY AND RETURN:

6.1 Shipment and Delivery: Vendor shall ship the Contract Items immediately after being awarded this Contract and receiving a purchase order or notice to proceed. Vendor shall deliver the Contract Items within 30 calendar days after receiving a purchase order or notice to proceed. Contract Items must be delivered to Agency at Lakin Correctional Center and Jail, WV Correctional Industries, ATTN: Valerie Rhodes, 11264 Ohio River Road, West Columbia, WV 25287.

6.2 Late Delivery: The Agency placing the order under this Contract must be notified in writing if the shipment of the Contract Items will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the Contract, and/or obtaining the Contract Items from a third party.

Any Agency seeking to obtain the Contract Items from a third party under this provision must first obtain approval of the Purchasing Division.

6.3 Delivery Payment/Risk of Loss: Vendor shall deliver the Contract Items F.O.B. destination to the Agency’s location.

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.

Revised 10/27/2014