Request for Quotation - Specifications RFQ 561036ITQ 17-02 021317.doc

Request for Quotation: Special Requirements

Reference Contract: Bituminous Materials, Plant Mix 561036ITQ

DATE: March 28, 2017

RFQ NUMBER: RFQ 561036ITQ 17-02

OVERVIEW: This Request for Quote (RFQ) 561036ITQ 17-02 is issued to all Qualified Suppliers identified on the Bituminous Materials Counties of Interest Form on the Pennsylvania Department of General Services (DGS) statewide Invitation to Qualify (ITQ) contract 561036ITQ, identified herein as the “Contract”. This RFQ will cover the requirements of the Pennsylvania Department of Transportation, identified herein as the “Department”, for the provision of Bituminous Materials, Plant Mix.

Suppliers are requested to submit fixed pricing for the delivery of bituminous materials, plant mix for those locations identified on the bid sheet that correspond to the counties they have previously identified on their Counties of Interest form.

The Commonwealth of Pennsylvania will utilize and accept E-mail based bidding for this RFQ. It is the responsibility of each contractor to ensure that its bid response is received at the Bid Receipt Location prior to the Response Date and Time.

PURPOSE: The purpose of this RFQ is to solicit quotes for projected Job Specific and/or Group Jobs identified on the bid sheet that correspond to the counties the supplier has previously identified on their Bituminous Materials Counties of Interest form.

ISSUING OFFICE/RESPONSE DATE/BID RECEIPT LOCATION: Qualified Suppliers shall submit their fixed price quotes to the Issuing Office no later than 2:00 PM, local prevailing time, Harrisburg, PA, on April 4, 2017.

Qualified Suppliers shall submit their fixed price quotes and RFQ Cover page via E-mail at the following web address: ra-gsbopbb@pa.gov. Note: Qualified Suppliers shall submit their fixed price quotes via e-mail and do so in EXCEL format, NOT a PDF.

QUOTE SUBMITTAL: All quotes shall be submitted using the E-mail location listed above in Response Date/Location. In order to be considered, price quotes must be received by the individual identified in the ISSUING OFFICE/RESPONSE DATE/BID RECEIPT LOCATION prior to the response deadline for submission of quotes.

CONTRACTOR INTEGRITY & RESPONSIBILITY PROVISIONS AND CLAUSES: Updated versions of the Contractor Integrity & Responsibility Provisions and Clauses can be found in the attached Appendix A. The updated clauses found in Appendix A are incorporated as part of this Specification and supersede the versions of these clauses found in the Standard Contract Terms and Conditions for Department of General Services Statewide Contracts for Supplies.

TERM OF PURCHASE ORDER: Price quotes must be firm for all Jobs started by 11:59 PM May 19, 2017, at which time the purchase order expires. Purchase Order shall be issued and work must be started prior to the date/time the purchase order expires. While materials may be accepted after the expiration of the purchase order, all work must be continuous unless delayed/postponed by weather, documented mechanical breakdown, and/or mutual agreement between the District and the supplier. Purchase orders issued pursuant to this RFQ may be extended for specific additional periods only by mutual agreement between the Awarded Supplier and the Commonwealth. If the purchase order is extended, the same terms and conditions shall apply and the price shall not increase. Purchase Orders may not be extended beyond December 1, 2017.

INSTRUCTIONS FOR COMPLETING BID ITEM SHEETS: The bid item sheet information is in Excel format. The Excel Workbook has two worksheets. Sheet one is Job Specific –Supplier Haul, Specific Job - Paver Delivery Locations. Sheet two is Group Jobs – Supplier Haul, Group Jobs - Paver Delivery Locations.

When completing the item sheet(s), please ensure that you complete with the following information:

Job Specific:

· Material Price/Ton

· Total Individual Job Price

· Supplier Code as Listed in PA Bulletin 41

· Highway County Number of Supplier Plant (Attachment ‘A’ PennDOT by Plant Number)

· Supplier Name – Insert your company name (Legal name and DBA name if applicable)

· SAP Supplier Number

· Material Required/Supplied – HMA/WMA (See Award - WARM MIX/HOT MIX) Group Jobs:

· Supplier Code As Listed In PA Bulletin 41

· Highway County Number of Supplier Plant (Attachment ‘A’ PennDOT by Plant Number)

· Material Price/Ton

· Total Individual Job Price

· Group Total Price (the total of the individual job prices)

· Supplier Name – Insert your company name (Legal name and DBA name if applicable)

· SAP Supplier Number

· Material Required/Supplied – HMA/WMA (See Award - WARM MIX/HOT MIX)

Suppliers must identify Supplier Code as Listed in Bulletin 41 for each material bid. Suppliers must identify the intended approved source of supply for each material bid per job.

Attach the Bid Item Excel Spreadsheet and the RFQ Cover Page with your E-mail and send both to ra-gsbopbb@pa.gov. If you have any questions, please contact:

John Jones, Phone: 717-346-3848, E-mail: jotjones@pa.gov Note: Qualified Suppliers that submit price quotes via email shall do so in EXCEL format, NOT a PDF.

Specific Requirements for Job Items #302 (Material 322476)

The bid items listed above require the temperature range of the material placed directly over bridge deck membranes must be between 270 degrees Fahrenheit and 300 degrees Fahrenheit. The delivered temperature may be measured by the use of a properly calibrated intrusion thermometer intended for measuring temperature of plant mix bituminous materials. Infra-Red thermometers are not permitted to be used for material acceptance. The calibration should be performed by the material source, NECEPT Certified plant technician and should be witnessed by a department representative. When temperatures are measured at the time of delivery, an electronic record of the results, time, date and geographic location shall be kept on file in the engineering District Office and be made available to the awarded supplier when requested in writing, an email request is preferred.

AWARD: FOB - JOB SPECIFIC - DELIVERY TO DEPARTMENT PAVER/ WIDENER: Award made to the lowest responsive and responsible bidder based on total price per individual job number regardless of manufacture process.

The Commonwealth is requesting prices for each individual job number. Suppliers are invited to submit quotes in response to each individual job number in accordance with the guidelines set forth in this document. There is only one award per individual job number.

“INDIVIDUAL JOB NUMBER” – An individual job number requirement with Job #, County, SR, From, To, Minimum Delivery Rates, Material Description, Estimated Tonnage, Price/Ton, Total Price, Supplier Code as Listed in Bulletin 41, Highway County Number of Suppliers Plant, Supplier SAP #, Virgin Asphalt Content (VAC), and Warm Mix/Hot Mix. Suppliers may submit a price for each individual job number. Suppliers are not required to submit a quote for all individual job numbers. (Job Specific Bid Sheet) FOB - GROUP JOBS - DELIVERY TO DEPARTMENT PAVER/ WIDENER: Award to the lowest responsive and responsible bidder based on total price per group regardless of manufacture process.

Where it is operationally and economically feasible, individual job numbers were grouped together. The difference between the individual job numbers and the grouped job numbers is the way in which the individual job number requirements (Job #, County, SR, From, To, Minimum Delivery Rates, Material Commodity Code Number, Material Description, Estimated Tonnage, Supplier Code as Listed in Bulletin 41, Highway County Number of Suppliers Plant, Supplier SAP #, Price/Ton, Individual Job Price, Group Total Price, Virgin Asphalt Content (VAC), and Warm Mix/Hot Mix) are placed in groups for supplier pricing and award. Suppliers are invited to submit quotes in response to each grouping of jobs in accordance with the grouping structure set forth in this document. The Commonwealth is requiring prices for each individual job number within a group.

The grouping structure on the bid sheet will require suppliers to price each individual job number as those terms are defined below.

“GROUP AWARD” – A group of individual jobs within each County. Suppliers responding to a group award must submit intended source of supply and price for each individual job number in the group. Any quote for a group award that contains a bid price of $0.00 for any individual job within that group shall cause rejection of that group bid. (Group Jobs Bid Sheet) DELIVERY TIME F.O.B. DESTINATION/DEPARTMENT PAVER: The supplier shall commence delivery on the date indicated on the Purchase Order. The supplier may commence delivery earlier than the Delivery Time specified if the County Maintenance Manager and the supplier agree upon the earlier time. The County Maintenance Manager can postpone the Delivery Time, without liability for demurrage damages, provided notice of the delay is given to the supplier at least 24 hours prior to the Delivery Time. Suppliers may request revised delivery schedules in writing from the County Maintenance Manager if the County Maintenance Manager postpones the Delivery Time.

MEETING: A meeting may be required between the County Manager and Suppliers prior to the awarding and issuance of purchase orders. The purpose of the meeting is to discuss scheduling, materials, problem resolution, escalation procedures, etc.

WEIGHING: Weighing conducted by competent, qualified personnel using measurement and computation methods conforming to standard engineering and construction practices. A certified weight slip from the supplier must accompany each truckload. Use an electronic, digital measuring device if a source has the capability in its scale. The Department of Agriculture, Bureau of Standard Weights and Measures must approve the scale used, or tested and approved by a Scale Repair Service with testing capabilities with appropriate weights and procedures as contained in Scale Code NBS Handbook 44.

The Commonwealth reserves the right to have truck deliveries check weighed at independent weighing stations. If it is determined that a vehicle owned or leased by the supplier operated on public highways carrying weight in excess of the registered gross or axle weight limits established in Chapter 49 of the Motor Vehicle Code, The Department is not liable for payments for that amount of material equal to the excess over the registered gross and/or axle weight limits. The supplier may elect to deliver the excess material to the Department without charge or to retain the material in the vehicle.

Additional responsibilities are referenced in Specification 408/ (latest version), Section 107.23 and all supplements there to.

DELIVERY TICKET: The supplier shall furnish with each shipment an original and one copy of a Certified Delivery Ticket. In cases where computerization requires the supplier to retain the original copy, two (2) copies of the delivery ticket are acceptable, however, stamp or indicate one (1) of the copies “ORIGINAL DUE TO COMPUTERIZED OR AUTOMATIC MACHINE ACCOUNTING.“

ADDITIONAL REQUIREMENTS FOB DESTINATION DEPARTMENT PAVER/WIDENER: In deliveries to Department paving equipment, no dump trailers are allowed. Suppliers are responsible for having all necessary equipment required compatible with Department paving equipment, including but not limited to: pans, spill plates and tailgate chains. Department personnel will control flow regulation at tailgate.

The Department is responsible for reasonable and documented demurrage damages the shippers of the bituminous material charge the suppliers for delays at the delivery location that are clearly the fault of the Department. The supplier shall include with its request for reimbursement for demurrage damages copies of appropriate documentation showing actual delay expense incurred by the supplier. The Department is not responsible for demurrage damages as a result of stacking of trucks at the delivery location or documentable breakdown of Department equipment at the delivery location. Suppliers also are not liable for liquidated damages or other damages for delays in shipment due to documentable supplier equipment and/or plant breakdown.

ADDITIONAL DELIVERY REQUIRMENTS: All planned project dates listed on the bid sheet are estimates and are subject to change. Final planned project dates are communicated to the supplier through the County Manager or their delegate. A Contract Purchase Order is issued for each Job Number or Group Job listed. Actual delivery dates and working hours will be listed on the Purchase Order.

The Supplier shall commence delivery on the date indicated on the Purchase Order. The supplier may commence delivery earlier if mutually agreed upon with the County Maintenance Manager. The County Maintenance Manager can postpone the delivery time, without liability for demurrage damages, provided notice is given at least 24 hours prior to the scheduled delivery time. Supplier may request revised delivery schedules in writing if postponed by the County Maintenance Manager.

Upon commencement of delivery, the supplier is responsible to deliver material, without interruption at a minimum rate or the entire tonnage whichever is less as specified in the Contract. Failure to meet minimum delivery rates may result in the assessment of liquidated damages proportionate to the percentage of quantities received against the quantities ordered.

If a supplier cannot or does not commence delivery at the Delivery Time, the Department can terminate the order and issue the order to the next most economically feasible supplier, utilize RFQ 561036ITQ 17-01 Source pricing, or seek liquidated damages (Reference 561036ITQ, Part IV, #23 Liquidated Damages). If the order is issued to another supplier, immediate availability is a factor in the selection process, and the delinquent supplier is responsible for any excess cost to the Commonwealth.

QUANTITIES: Quantities are estimates to complete a job, and please be aware that the actual requirements may be exceeded up to 50% over the provided estimates. The Department will order additional quantities at the prices bid, if necessary, to complete the job.

RFQ 561036ITQ 17-02 INVOICING:

A. Submitting Invoices: Vendor must submit one complete original invoice to the “Bill To” address on the Purchase Order or via the eInvoice process (more information is provided in item G. below) and must include the following items:

1. Mandatory Items

a. Vendor Name and Address

b. Purchase Order Number

c. Invoice Date

d. Invoice Number

e. Invoice Quantity

i. It is very helpful if invoices reflect quantities per delivery and delivery date for each line item on the invoice. Grouping multiple day deliveries on an invoice requires the Commonwealth to determine which Goods Receipt (GR) in our system match the appropriate invoice. This can cause delays and in some cases more information requested in order to make determination.

f. Invoice Gross/Total Amount

i. Items on invoice should be listed by unit price and extended price, and grand total due for all items on the invoice.

g. CHANGE: Do not submit the following documentation with your invoice. These documents must be provided to the PennDOT County office who issued the purchase order and received delivery. These forms can found under Forms/Publications/Maps at www.penndot.pa.gov.

i. CS-4171B (Certification of Compliance) - Complete Step 5 by including Virgin Content% and JMF#

2. Preferred Items

a. SAP Vendor Number

b. Delivery Date

c. Purchase Order Line Item Number referenced on invoice line items.

B. Decimals and Rounding: Decimal places for delivery ticket quantities and invoice quantities must be limited to two places (hundredths). If the third digit is 5 or greater, round to the next highest hundredth digit place. If the third digit is less than 5, round to the next lowest hundredth digit place.

C. Rejection of Invoices: The Commonwealth may reject invoices which contain incomplete information, inaccurate information, are for materials or services outside of purchase order validity dates, or are believed to be duplicates. Invoice rejections will be communicated to the vendor by letter indicating the reason for rejection and corrective actions needed. Vendors can help prevent delays in payment due to rejections by ensuring all invoicing information is complete, accurate and submitted timely after delivery of service or materials.

The vendor may elect to provide a better grade material in lieu of the purchase order material grade and will invoice at the original quoted price for the lesser quality material on the purchase order. The invoice should include the following text: “Material _____________ was delivered in lieu of lesser quality material _______________ on the purchase order at the purchase order price.”

D. Corrected Invoices: If a corrected invoice is required as a result of a rejection or for other reasons, it is important for timely processing that the following guidelines by followed:

1. The corrected invoice should be stamped with “Corrected Invoice” in a manner which makes it clearly visible without covering other information.

2. The corrected invoice number needs to be labeled as such, along with the original invoice number being replaced clearly designated. Both invoice numbers are required to avoid delays in payment.

3. A concise description of the reason for the correction should be placed on the invoice if possible. The description can be on separate attachment if necessary, but is not preferred.

E. Duplicate Invoices: Vendors should only submit original invoices once as described above. Multiple submissions of the same invoice will not result in faster payment. To the contrary, duplicate invoice submission will result in a delay due to increased research needed to resolve. If you have doubts that your invoice was received please use the contact information below to verify if resubmission is needed prior to sending.

F. Contact Information for Invoicing: For invoice status inquires – Vendor may check payment status of submitted invoices by accessing Comptroller Office website at www.budget.pa.gov. Select Services, for Vendors, then Payment Lookup from the navigation links.

For other invoice questions – use the website address above however; select Supplier Service Center from the navigation link under Vendors.

For questions regarding your purchase order or contract please contact the “Purchasing Agent” listed on your purchase order or contract.

G. eInvoice Submission: For faster processing of invoices for payment, and greater visibility of your invoices, we strongly encourage you to submit your invoices via our eInvoice process. Details for eInvoicing can be found on the Comptroller Office website at www.budget.pa.gov. Select Programs, E-Invoicing. This will allow you to also save money on printing hard copies of your invoices, as well as postage for mailing them, while getting them submitted more quickly, speeding up the payment process.

We also encourage you to sign up for ACH deposit of your payments. When coupled with Electronic Addendum (EA), this gets your payments deposited to your account directly, and gives you the visibility and information you need to apply your payments from the Commonwealth appropriately. For more information on ACH and Electronic Addendum, contact the Vendor Data Management Unit at Comptroller Operations via e-mail at RA-PSC_SUPPLIER_REQUESTS@pa.gov or by phone at 877-435-7363.