Request for Quotation Building Materials and Supplies.pdf

REQUEST FOR QUOTATION

Building Materials and Supplies

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Division of Corrections and Rehabilitation, Pruntytown Correctional Center and Jail, Agency, is soliciting bids to establish a contract for an open-end purchase of Building Materials and Supplies. The facility is located at:

Pruntytown Correctional Center and Jail, 2006 Trap Springs Road, Grafton, WV 26354.

LIFE OF CONTRACT: This contract becomes effective October 1, 2019 and extends for a period of (1) year. This contract may be renewed upon the mutual written consent of the

Agency and Vendor. Any request for renewal must be submitted to the Agency thirty (30) days prior to the expiration date of the initial contract term or appropriate renewal term. A contract renewal shall be in accordance with the terms and conditions of the original contract.

Renewal of the contract is limited to three (3) successive one (1) year periods.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below.

2.1 "Contract Items" means Building Materials and Supplies more fully described by these specifications.

2.2 "Pricing Page" means the schedule of process, estimated order quantity, and totals contained in wvOasis, or attached hereto as Exhibit A, and used to evaluate the Solicitation responses.

2.3 "Solicitation" means the official notice of an opportunity to supply the State with goods or services that is published by the Agency.

3. GENERAL REQUIREMENTS:

3.1 Mandatory Contract Items Requirements: Vendor shall provide Agency with the

Contract Items listed below on an open-end and continuing basis. Contract Items must meet or exceed the mandatory requirements shown below.

3.1.1 Pine Lumber, surfaced on four sides, size to include but not limited to:

2" x 4"x 8' long; 2" x 4" x 10' long; 2" x 6"x 8' long; 2" x 6" x 10' long; 2" x 8" x

12' long; ¾" x 12" x 10' long

3.1.2 Pressure Treated Lumber, surfaced on four sides, size to included but not limited to:

2" x 4" x 8' long; 2" x 4" x 10' long; 2" x 6" x 8' long;

2"x 6" x 10' long; 2"x 6" x 12' long; 4" x 4" x 8' long; 4" x 4" x 10' long;

6" x 6" x 8' long; 6" x 6" x 10' long

3.1.3 Plywood CDX; size to include but not limited to:

5/8" x 4' x 8'; ¾" x 4' x 8'; ½" x 4' x 8'

3.1.4 Plywood, Lauan, size to include but not limited to:

¼" x 4' x 8'

3.1.5 Drywall; size to include but not limited to:

5/8" x 4' x 8'; 5/8" x 4' x 12'

3.1.6 Cement Backerboard, same or equivalent to James Hardie Backer

Board, size to include but not limited to:

¼" x 3' x 5'

3.1.7 Green Board Water Resistant Drywall, size to include but not limited to:

5/8" x 4' x 8'

3.1.8 All-purpose Sand, size to include but not limited to 40 to 80 pound bags

3.1.9 Ready Mix Concrete, same or equivalent to Quikrete Concrete Mix, size to include but not limited to 40 to 100 pounds bags

3.1.10 Thin Set Adhesive, same or equivalent to Henry 430 Commercial

Tile VCT; to include but not limited to one to five gallon bucket

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide the Agency with a purchase price on all 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 Page.

4.2 Pricing Page: Vendor should complete the Pricing Page by giving the price per each unit, total of all units combined in the extended amount prices combined in the grand total.

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.

The Pricing Page contains a list of the Contract Items and estimated purchase volume. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the Contract or any individual items is guaranteed or implied.

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

5. ORDERING AND PAYMENT:

5.1 Ordering: Vendor shall accept orders through regular mail, facsimile, email, or any other written form of communication. Vendor may, but it is not required to, accept on-line orders through a secure internet ordering portal/website. If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how Agencies may utilize the on-line ordering system is properly secured prior to processing Agency orders on-line.

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

6. DELIVERY AND RETURN:

6.1 Delivery Time: The Vendor shall deliver standard orders within seven (7) calendar days after orders are received. Vendor shall deliver emergency orders within five (5) calendar days after orders are received. Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met. Orders are to be shipped/delivered to Agency at Pruntytown Correctional Center and Jail, 2006

Trap Springs Road, Grafton, WV 26354.

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

6.3 Delivery Payment/Risk of Loss: Vendor shall deliver the Contract Items F.O.B.

destination to the Agency's location. Vendor shall include the cost of standard order delivery charges in its bid pricing and is not permitted to charge the Agency separately for such delivery. Agency will pay delivery charges on all emergency orders provided that

Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

6.4 Return of Unacceptable Contract 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 the Contract 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 Contract 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: Contract Items ordered in error by the Agency will be returned for credit within thirty (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 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 the 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 Items provided under this Contract.

7.1.4 Failure to remedy deficient performance under 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.

8. MISCELLANEOUS:

8.1 No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this contract.

8.2 Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfil its obligations under this Contract. By signing its bid, Vendor certifies that is can supply the Contract Items contained in its bid response.

8.3 Reports: Vendor shall provide quarterly reports and annual summaries to the Agency showing the Agency's items purchased, quantities of items purchased, and total dollar amount of the items purchased. Vendor shall also provide reports, upon request, showing the items purchased during the term of this Contract, the quantity purchased for each of those items, and the total value of purchases for each of those items. Failure to supply such reports may be grounds for cancellation of this contract.

8.4 Contract Manager: During its performance of this contract, Vendor must designate and maintain a primary contact manager responsible for overseeing Vendor's responsibilities under this contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract.

Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ___________________________

Telephone Number: __________________________

Fax Number: ________________________________

Email Address: ______________________________