PR2425842 RFQ DOCUMENT.pdf

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Request for Quote PR2425842 Water Softener System Replacement and Reconditioning

The Washington State Department of Corrections (DOC) issues this Request for Quotes (RFQ) under the authority of the Revised Code of Washington (RCW) 39.26. DOC reserves the right to modify specifications, dates, and times.

Posting Date………………………………September 12, 2024

Bids are due………………………………November 4, 2024 (No later than 5:00 pm PDT)

Procurement Coordinator………………Kaylea Kuhlman

(564) 999.3954

Email bids to……………………………...kdkuhlman@doc1.wa.gov

Deliver via Standard Mail to……………Washington State Department of Corrections

Attn: Coyote Ridge Correction Center 1301 N Ephrata Ave Connell, WA 99326

IMPORTANT:

All correspondence must be submitted via email with RFQ PR2425842 in the subject line.

The Procurement Coordinator is the SOLE POINT OF CONTACT for this solicitation. All communication between suppliers and DOC shall be with the Procurement Coordinator only.

Description of Requirement

DOC is seeking quotes for the purchase and delivery of the replacement and reconditioning of the water softener and components. Specifications can be found in Appendix A.

Delivery shall be made to the following address: Washington State Department of Corrections Coyote Ridge Correction Center 1301 N Ephrata Ave Connell, WA 99326 mailto:kdkuhlman@doc1.wa.gov

Acceptance of Terms

The Bidder/Supplier is required to read and understand all information contained within this entire RFQ. By responding to this RFQ the Bidder/Supplier confirms acceptance of, and agreement with, DOC General Terms and Conditions and all the general and specific provisions, requirements, stipulations, and specifications described in this RFQ.

DOC General Terms and Conditions are not automatically printed or sent out with this RFQ. To view them please visit: https://doc.wa.gov/about/business/docs/contracts/general-terms-and-conditions.pdf

Special terms or requirements There is a mandatory site visit, October 4, 2024. You must attend the site visit to submit a bid. See the specification sheet for more information regarding the site visit.

Bidder Notice

Emailed quotes will be accepted. Please quote net prices at which you agree to furnish any or all of the described goods and services F.O.B. destination, freight prepaid and included.

The State reserves the right to accept or reject quotes on each item separately or as a whole. By signing the pricing agreement below the vendor affirms having read the conditions noted in this document; agrees thereto and has stated hereon the prices at which he will furnish and deliver.

Bidder responsiveness

All quote documents including this RFQ form, specification check sheet, statement of work, and amendments (if applicable) must be completed, signed, dated, and returned on or before the bid due date and time in order for the bid to be considered responsive.

Washington’s Electronic Business Solution (WEBS)

The DOC posts all bidding opportunities for purchased goods and services to the State of Washington Department of Enterprise Services (DES), Washington’s Electronic Business Solution (WEBS) system. Bidders will be able to download all bids and amendments through the WEBS system. If your firm is not currently registered and would like to receive future bidding opportunities, you will need to register free of charge with the WEBS system. Your firm can register by going online to: http://www.des.wa.gov/services/ContractingPurchasing/Business/Pages/WEBSRegistration.aspx

Appendices/Attachments

Appendix A. Specifications

Amendments

Any changes made prior to the due date and time will be done through a written amendment posted in WEBS. Any oral communication is NOT binding to the Purchasing Activity.

https://doc.wa.gov/about/business/docs/contracts/general-terms-and-conditions.pdf http://www.des.wa.gov/services/ContractingPurchasing/Business/Pages/WEBSRegistration.aspx

Solicitation Timeline

Date RFQ issued September 12, 2024

Mandatory Site Visit October 4, 2024 9:00 am Question period ends October 14, 2024 5:00 pm PDT Answers posted no later than October 16, 2024 5:00 pm PDT Complaint period ends October 28, 2024 5:00 pm PDT Bids due November 5, 2021 5:00 pm PDT Bid review November 6, 2021 TBD Apparent successful bidder announced No sooner than November 7, 2024 TBD Debrief period ends November 14, 2024 5:00 pm PDT Protest period ends No sooner than three (3) business days after the apparent successful bidder is announced.

5:00 pm PDT

Awarded purchase order released No sooner than November 20, 2024 TBD

Questions All questions regarding this solicitation must be submitted via email to the procurement coordinator.

Answers/responses will be posted to Washington’s Electronic Business Solution (WEBS) per the solicitation timeline.

Complaints, Debriefing and Protests

A vendor may file a complaint in writing regarding this solicitation within five (5) business days of the bid response deadline for: unnecessarily restricting competition, unfair/flawed evaluation or scoring process, or the solicitation requirements are inadequate or insufficient to prepare a response.

Complaints will be responded to in a timely manner and posted to WEBS, along with any amendments made to the solicitation (if applicable). Complaint may not be raised again during the protest period.

Complaints must meet the following requirements:

a) Must be in writing.

b) Must be sent to the procurement coordinator prior to the deadline.

c) Should clearly articulate the basis for the complaint.

d) Should include a proposed remedy.

After the announcement of the apparent successful bidder, DOC will offer a three (3) day debriefing conference period to any bidder upon request. Participation in a debriefing conference is a prerequisite to submitting any protest.

Bidders will have 5 business days after their debriefing conference to file any protest. The protest may only be for one or more of the following reasons:

a) A matter of bias, discrimination, or conflict of interest on the part of an evaluator;

b) Errors in computing the scores; or

c) Non-compliance with procedures described in the procurement document or agency protest process

Evaluation and Award Criteria

• Responsiveness - Bidder conformed to all solicitation requirements.

• Responsibility - Bidder is qualified and capable of fulfilling contract obligations.

• Pricing or cost factors - Pricing of responsive bids are evaluated.

• Non-cost factors - Non-cost factors such as non-PCB or other certification preference of responsive Bids will be evaluated.

In support of the state’s economic and environmental goals, we encourage you to consider the following elements in responding to our bids. These are not a factor of award (unless specified in this document):

• Using environmentally preferable products and products that exceed EPA Guidelines

• Supporting a diverse supplier pool, including small, mini, micro, and veteran owned businesses.

• Including products made or grown in Washington

Minority and Women’s Business Enterprises (OMWBE):

In accordance with the legislative findings and policies set forth in Chapter 39.19 RCW, the State of Washington encourages participation in all its contracts by MWBE firms certified by the Office of Minority and Women’s Business Enterprises (OMWBE). Participation may be either on a direct basis in response to this solicitation/invitation or as a subcontractor to a bidder/proposer. However, unless required by federal statutes, regulations, grants or contract terms referenced in the bid/proposal document, no preference will be included in the evaluation of bids/proposals, no minimum level of MWBE participation shall be required as a condition for receiving an award and bids/proposals will not be rejected or considered non-responsive on that basis. Any affirmative action requirements set forth in federal regulations or statutes included or referenced in the contract documents will apply.

Bidders may contact OMWBE at (360)753-9693 to obtain information on certified firms for potential subcontracting arrangements.

Failure to complete and return all documents and/or attachments will cause your bid to be found incomplete and non-responsive.

Purchase Card Acceptance

DOC is committed to utilization of the Washington State purchasing cards for vendor payments. This allows for expedited payment of goods and services received.

Are purchasing (credit) cards accepted? Yes____ No____

Offer/Bid

Vendor Name: ___________________________________ Tax ID:___________________(NOT SSN)

Address: _________________________________________________________________________

City/State/Zip:_________________________________ Facsimile: ( ) _____________________

Supplier Contact: ____________________________ Telephone: ( ) _____________________

Email Address: ____________________________________________________________________

Duration of warranty coverage - Parts: ________ (days) Labor: ________ (days)

Bidders are encouraged to offer a discount for prompt payment of invoice which will be utilized in determining the lowest responsive/responsible Bidder. To be considered in the state’s evaluation, period of entitlement must be thirty (30) calendar days or greater.

Attention Supplier: Any prompt payment discount must be referenced on the invoice submitted to the agency.

VENDOR GUARANTEES DELIVERY

F.O.B. DESTINATION WITHIN ________

DAYS OF RECEIPT OF ORDER

Supplier Will Allow

Discount for payment within 30 days Net 30

Name/Title (please print)

SHIPMENT WILL BE MADE

FROM______________________________

VIA______________________________

Signature Date

Pricing Agreement

REQ.

ITEM NO.

DESCRIPTION QTY UNIT UNIT

PRICE

TOTAL PRICE

1.

Water Softener System Replacement and Reconditioning.

See accompanying specifications.

Attendance at site visit is mandatory to submit bid.

EA

2. Optional Maintenance/Service Agreement

1 YR

Total __________

In submitting this bid, the authorized signatory of the Bidder’s Certification acknowledges having read and understood the entire RFQ document and amendments incorporated prior to the bid due date, and agrees to comply with its terms and conditions, as written, including any Certifications and Assurances. The authorized signatory also agrees to fulfill the offer for categories made in this bid and any subsequently awarded contract.

CONTRACTOR CERTIFICATION FOR COMPETITIVE PURCHASES

CONTRACTOR CERTIFICATION EXECUTIVE ORDER 18-03 – WORKERS’ RIGHTS

WASHINGTON STATE GOODS & SERVICES CONTRACTS

Pursuant to the Washington State Governor’s Executive Order 18-03 (dated June 12, 2018), the Washington State Department of Corrections is seeking to contract with qualified entities and business owners who certify that their employees are not, as a condition of employment, subject to mandatory individual arbitration clauses and class or collective action waivers. A scoring preference* in the bid evaluation of 5% will be given to any bidder who provides evidence as set forth herein

*The preference is applied for evaluation purposes only. If awarded, the vendor’s pricing would be as bid.

I hereby certify, on behalf of the firm identified below, as follows (check one):

NO MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE

ACTION WAIVERS FOR EMPLOYEES. This firm does NOT require its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

OR

MANDATORY INDIVIDUAL ARBITRATION CLAUSES AND CLASS OR COLLECTIVE ACTION

WAIVERS FOR EMPLOYEES. This firm requires its employees, as a condition of employment, to sign or agree to mandatory individual arbitration clauses or class or collective action waivers.

I hereby certify, under penalty of perjury under the laws of the State of Washington, that the certifications herein are true and correct and that I am authorized to make these certifications on behalf of the firm listed herein.

FIRM NAME: _____________________________________________________ Name of Contractor/Bidder – Print full legal entity name of firm

By: ______________________________ Signature of authorized person

Title: ______________________________ Title of person signing certificate

Date: ________________________________

___________________________________ Print Name of person making certifications for firm

Place: ________________________________ Print city and state where signed

CONTRACTOR CERTIFICATION

WAGE THEFT PREVENTION – RESPONSIBLE BIDDER CRITERIA

WASHINGTON STATE GOODS & SERVICES CONTRACTS

Prior to awarding a contract, the Washington State Department of Corrections is required to determine that a bidder is a ‘responsible bidder.’ See RCW 39.26.160(2) & (4). Pursuant to legislative enactment in 2017, the responsible bidder criteria include a contractor certification that the contractor has not willfully violated Washington’s wage laws. See Chap. 258, 2017 Laws (enacting SSB 5301).

I hereby certify, on behalf of the firm identified below, as follows (check one):

NO WAGE VIOLATIONS. This firm has NOT been determined by a final and binding citation and notice of assessment issued by the Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, any provision of RCW chapters 49.46, 49.48, or 49.52 within three (3) years prior to the date of the above-referenced procurement solicitation date.

OR

VIOLATIONS OF WAGE LAWS. This firm has been determined by a final and binding citation and notice of assessment issued by the Washington Department of Labor and Industries or through a civil judgment entered by a court of limited or general jurisdiction to have willfully violated, as defined in RCW 49.48.082, a provision of RCW chapters 49.46, 49.48, or 49.52 within three (3) years prior to the date of the above-referenced procurement solicitation date.

I hereby certify, under penalty of perjury under the laws of the State of Washington, that the certifications herein are true and correct and that I am authorized to make these certifications on behalf of the firm listed herein.

FIRM NAME: _____________________________________________________

Name of Contractor/Bidder – Print full legal entity name of firm

By: ______________________________ Signature of authorized person

Title: ______________________________ Title of person signing certificate

Date: ________________________________

Print Name of person making certifications for firm

Place: ________________________________ Print city and state where signed http://app.leg.wa.gov/RCW/default.aspx?cite=49.48.082 http://app.leg.wa.gov/RCW/default.aspx?cite=49.46 http://app.leg.wa.gov/RCW/default.aspx?cite=49.48 http://app.leg.wa.gov/RCW/default.aspx?cite=49.52 http://app.leg.wa.gov/RCW/default.aspx?cite=49.48.082 http://app.leg.wa.gov/RCW/default.aspx?cite=49.46 http://app.leg.wa.gov/RCW/default.aspx?cite=49.48 http://app.leg.wa.gov/RCW/default.aspx?cite=49.52

Zero PCB Preference Evaluation

DOC PCB purpose statement

Polychlorinated biphenyls, commonly known as PCB’s, have adverse effects on human health and the environment. Accordingly, the State of Washington including the Department of Corrections through its procurements of goods is trying to minimize the purchase of products with PCB’s and to incentivize its vendors to sell products and products in packaging without them.

PCB Evaluation Clause

Pursuant to RCW 39.26.280 a scoring preference* in the bid evaluation of 5% will be given to any bidder who provides evidence as set forth herein, that the products and/or product packaging in quoted in this RFQ, do not contain any PCBs. In the event products and/or product packaging are tested, and no products or product packaging contain zero PCBs, a preference of 5% will be given to bidders who provide evidence that the products and/or product packaging, identified for PCBS testing quoted in this RFQ contain the least amount of PCBs possible. The method for testing products and/or packaging for PCBs must be per the U.S. Environmental Protection Agency (EPA) Analytical Method 1668c.

*The preference is applied for evaluation purposes only. If awarded, the vendor’s pricing would be as bid.

Add-On Option

a) By mutual agreement the quantity of items purchased may be increased within six (6) months of the date of award provided the original purchase price, terms, conditions, and specifications remain the same.

b) All subsequent purchases shall be effected by issuance of a purchase order by the Contract Administrator.

c) Contractor will not process orders referencing a state Purchase Order from an unauthorized purchaser. Contractor in violation of this requirement may be subject to cancellation of purchase order add-on privileges.

I hereby certify, under penalty of perjury under the laws of the State of Washington, that the certifications herein are true and correct and that I am authorized to make these certifications on behalf of the firm listed herein.