Optical - Children - Statement of Work.pdf

Statement of Work Department of Corrections – Optical - Frames & Lenses and Equipment for Children

CONTRACT SCOPE/OVERVIEW: This Invitation for Bid (IFB) will cover the requirements for Department of Corrections (DOC), Pennsylvania Correctional Industries Optical Laboratory (PCI), located at Cambridge Springs and SCI Chester for eyeglass frames, lenses, cases, equipment, supplies, parts and other parts and accessories as needed for children’s glasses.

TERM OF CONTRACT: The term of the Contract shall commence on the Effective Date (as defined below) and shall end on the Expiration Date identified on the Contract, subject to other provisions of the Contract.

The Effective Date shall be: a) the Effective Date printed on the Contract after the Contract has been fully executed by the Contractor and the Commonwealth (signed and approved as required by Commonwealth contracting procedures) or b) the “Valid from” date printed on the contract, whichever is later.

This is a one-year contract with the option of four one-year renewals.

ELIGIBILITY: In order to be eligible for award, a vendor must be the manufacturer of offered products or an authorized dealer or supplier of manufacturer’s products. If a vendor is not the manufacturer of the offered products, vendor must include, with its bid, a letter signed by the manufacturer stating the vendor is authorized to sell the manufacturer’s products.

A vendor failing to provide signed manufacturer’s letter attesting to authorization to sell manufacturer’s products may result in rejection of bid.

AWARD: This will be a multiple award contract by manufacturer. Awards will be made to the vendor offering the greatest discount from the most recent manufacturer’s official, published price list. One award will be made for each manufacturer’s complete line of available products.

SINGLE DISCOUNT: Only one discount will be accepted. The percentage discount from the appropriate price list must contain a numeric figure not to exceed four (4) digits (example 26.15%).

PRICE LIST: Price lists must be submitted with the bid electronically. The Commonwealth standard Terms and Conditions shall supersede any terms and conditions referenced on vendors submitted price list. Vendor agrees to supply price lists upon request. All price lists must be identified in bid. Vendor bid prices are to be FOB Destination and shall include all transportation, delivery and handling charges. No additional charges will be permitted.

PRODUCT AND PRICING UPDATE: The awarded vendor is permitted to submit an updated contract price list at time of renewal only, to reflect new products, manufacturer’s price changes and deletion of discontinued products. Price lists must be received at least sixty (60) days before the end of the term for pricing change consideration.

All requests must be accompanied by the manufacturer’s latest, official, published price list along with a letter of verification from the manufacturer. Vendor will be notified in writing by DOC indicting approval or disapproval of the requested update. An updated Contract will be sent to the vendor upon approval.

SUPPLEMENTAL PRICE LIST: DOC, in its sole discretion, may allow the vendor to add supplemental price lists to their contracts during the contract year, for additional or improved items only. All requests to add a supplemental price list must be in writing and submitted, along with a copy of the supplemental price list, to DOC for review and, at its discretion, approve or disapprove the request. Items on a supplemental price list cannot be sold to DOC until the request is approved, in writing.

SAMPLES: The vendor may be required to supply PCI a sample of items offered in the bid for demonstration and evaluation purposes.

WARRANTY: One year on frames, rubber frames, lenses and shields.

ORDERING/SHIPPING/DELIVERY: DOC will submit a purchase order to the vendor. The vendor must confirm receipt of the purchase order within 24 hours, via email, and include an approximate shipping date.

Orders shall be delivered within seven (7) calendar days after receipt of the purchase order, unless mutually agreed upon between PCI and the vendor. PCI will contact the vendor to arrange for the return and replacement of unacceptable products, which will be at the vendor's expense.

ORDER ACCURACY: The vendor will maintain a minimum of 99% order accuracy, by the delivery date specified on the purchase order. The supplier(s) shall deliver specified goods to the ordering location per the requested delivery date. DOC must provide at least seven (7) days lead-time on all orders to be delivered. Out of stocks, late deliveries, partial orders and backorders will count against the supplier’s order accuracy rating. Failure to meet the 99% order accuracy requirement may result in DOC declaring that the supplier is in default as set forth in the terms and conditions of the contract.

QUALITY CONFORMANCE: Failure of any material to meet the specified requirements herein, at the discretion of PCI, may be cause for refusal to accept further shipment of materials. PCI, with approval from DOC, reserves the right to award items to another vendor to maintain supply. If the awarded vendor repeatedly fails to meet material specifications on orders, DOC and PCI may exercise the option to re-bid the item and award to another vendor. PCI may return or refuse to accept any material with obvious defects or that fails to meet any of the requirements specified herein.

REPORTS: PCI may request reports, as needed, showing the late deliveries and calculation of the percentage. The formula for the fill rate is defined as: Total Items Delivered and Accepted divided by Total Items Ordered and PO backorders. The report will provide a summary with the total percentage met each month and a detailed listing of deliveries that have not been met.

For questions regarding this IFB please contact:

Leslie Cherry, Procurement Specialist, Department of Corrections 717-728-4038 lcherry@pa.gov.

mailto:Shostetler@pa.gov