Promotional Items Specifications ARFQ BCF22-13.docx
DOCX document 35 KB Posted
- Attached to
- Promotional items
- Solicitation number
- ARFQ 0511 BCF2200000013 2
- Issued by
- Monroe County, West Virginia
About this file
This is a Request for Quotation (RFQ) specification document issued by the West Virginia Department of Health and Human Resources, Bureau for Children and Families (WVDHHR BCF) for the procurement of promotional items. The solicitation seeks bids to establish a contract for five specific promotional items: Kapston San Marco Messenger Bags (navy with faux brown leather trim and custom logo), Imprinted Monticello Padfolios (faux leather in navy, brown, or black with full color imprint), Soft Touch Pens with Stylus (blue barrel with silver trim), Lanyards (navy blue with detachable clip), and 2-Ply Adjustable Face Masks (charcoal with purple Elder Abuse Awareness ribbon logo). All promotional items must feature Adult Protective Services branding, including the agency's phone number (1-800-352-6513) and state seal or Elder Abuse Awareness ribbon imagery. Each item has detailed specification requirements regarding dimensions, materials, colors, and customization. Awarded vendors must submit proofs to BCF for approval prior to production. Contract items must be delivered within 30 calendar days of purchase order receipt to WV DHHR BCF Nicholas County in Summersville, West Virginia.
The contract will be awarded to the vendor providing the lowest overall total cost for all specified items meeting the mandatory requirements. Vendors must complete the Pricing Page (Exhibit A) in full as incomplete submissions may result in disqualification. Payment will be made in accordance with West Virginia state payment procedures. The procurement is covered in part or in whole by federal funds, requiring all bidders to acknowledge and adhere to federal provisions for federally funded procurements. Delivery terms are F.O.B. destination, with vendors responsible for all shipping costs and risk of loss. Late deliveries must be communicated in writing, and unacceptable items will be returned at vendor expense with no restocking charges. Vendor defaults include failure to provide items meeting specifications, non-compliance with applicable laws, and failure to remedy deficient performance upon request.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
ARFQ BCF22*13
| REQUEST FOR QUOTATION |
| Promotional Items |
SPECIFICATIONS
1. PURPOSE AND SCOPE: The West Virginia Department of Health and Human Resources (WVDHHR), Bureau for Children and Families (BCF) is soliciting bids to establish a contract for the purchase of Promotional Items.
NOTE: This request is covered in part or in whole by federal funds. All bidders will be required to acknowledge and adhere to “Attachment 1 - Provisions Required for Federally Funded Procurements”.
NOTE: The WVDHHR has developed an EEOP Utilization Report and it is available at: https://dhhr.wv.gov/office-of-drug-control-policy/news/Documents/EEO Uitlization Report Completed Form 1-29-21-final-PDF review for approval to submit %283%29.pdf
1. 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 Promotional Items 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.
2. GENERAL REQUIREMENTS:
3.1 Mandatory Contract Item Requirements: Contract Item must meet or exceed the mandatory requirements listed below.
3.1.1 Kapston San Marco Messenger Bag (or equal) with Custom Logo
3.1.1.1 Must be navy in color with faux brown leather trim.
3.1.1.2 Must have main compartment padded pocket sized to accommodate at least a fifteen (15) inch laptop.
3.1.1.3 Must have a zippered main compartment.
3.1.1.4 Must have a front slip pocket with additional storage.
3.1.1.5 Must have an adjustable shoulder strap and top grab handles with trolley strap.
3.1.1.6 Must not be less than twelve (12) inches in height by fifteen and one half (15 1/2) inches in width by three and one quarter (3 ¼) inches in depth.
3.1.1.7 Custom logo must appear on the front pocket section of bag between the handle straps.
3.1.1.8 Custom logo will be “Adult Protective Services 1-800-352-6513” and have the state seal in full color. State seal high resolution image file in full color will be provided to the awarded vendor.
3.1.1.9 Awarded vendor must email a proof to BCF for approval prior to producing products. Email address will be provided to the awarded vendor.
3.1.2 Imprinted Monticello Padfolio (or equal) with Full Color Imprint
3.1.2.1 Padfolio must be no less than thirteen (13) inches by ten and a half (10 ½) inches by one and one half (1 1/2 ) inches.
3.1.2.2 Padfolio must be faux leather in navy blue, brown or black color.
3.1.2.3 Padfolio must have a zippered closure.
3.1.2.4 Padfolio must hold standard letter size note pad.
3.1.2.5 Padfolio must include at least one (1) pen holder.
3.1.2.6 Padfolio must have zippered inner compartment to secure items.
3.1.2.7 Custom logo must appear on the front cover of the Padfolio.
3.1.2.8 Custom logo will be “Adult Protective Services 1-800-352-6513” and the purple Elder Abuse Awareness ribbon.
3.1.2.9 Awarded vendor must email a proof to BCF for approval prior to producing products. Email address will be provided to the awarded.
3.1.3 Soft Touch Pen with Stylus with Agency Name and Phone Number
3.1.3.1 Pen must be a minimum of five (5) inches to a maximum of six (6) inches in length.
3.1.3.2 Pen must be metal.
3.1.3.3 Pen must include stylus tip opposite the writing tip.
3.1.3.4 Pen must be blue color for barrel with silver trim
3.1.3.5 Pen must be medium point blue ink and be retractable.
3.1.3.6 Pen barrel must feature rubberized finish.
3.1.3.7 Custom imprint will be: “Adult Protective Services 1-800-352-6513”.
3.1.3.8 Awarded vendor must email a proof to BCF for approval prior to producing products. Email address will be provided to the awarded.
3.1.4 Lanyard with Agency Name and Phone Number
3.1.4.1 Lanyard must be sized thirty-six (36) inches to forty (40) inches in overall length by five eights (5/8) inch to one (1) inch in width.
3.1.4.2 Lanyard must be navy blue in color.
3.1.4.3 Lanyard must have breakaway safety snap.
3.1.4.4 Lanyard must include detachable clip with metal swivel hook for attachment purposes.
3.1.4.5 Imprint must be white on front sides of lanyard.
3.1.4.6 Custom imprint will be: “Adult Protective Services 1-800-352-6513”.
3.1.4.7 Awarded vendor must email a proof to BCF for approval prior to producing products. Email address will be provided to the awarded vendor.
3.1.5 2-Ply Adjustable Face Mask with Purple Elder Abuse Awareness Ribbon Logo
3.1.5.1 Must be adult size mask.
3.1.5.2 Must be a one-color mask in charcoal with black straps
3.1.5.3 Must have adjustable ear loops and bendable nose band
3.1.5.4 Must have a filter pocket
3.1.5.5 Must be washable and reusable
3.1.5.6 Custom imprint will be the purple Elder Abuse Awareness ribbon.
3.1.5.7 Purple Elder Abuse Awareness ribbon imprint on the right side of mask.
3.1.5.8 Awarded vendor must email a proof to BCF for approval prior to producing products. Email address will be provided to the awarded vendor.
3. 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 completing Exhibit A – Pricing Page. 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. PAYMENT:
5.1 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.
5. 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. Vendor shall deliver the Contract Items within 30 (thirty) calendar days after receiving a purchase order. Contract Items must be delivered to Agency at WV DHHR BCF Nicholas County, Attn: Amber Moore, 707 Professional Park Drive, Summersville WV 26651.
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
File details come from the government source that posted it. Updated .