RFQ-2017-103_Samsung TVs.docx

RFQ-2017-103

REQUEST FOR QUOTE (RFQ)

Requisition Number

RFQ-2017-103

Title 17 Samsung Commercial TVs Quote Due Date & Time

5/18/2017 2:00 PM

Olympia WA Time

ANNOUNCEMENT AND SPECIAL INFORMATION

Bidders are required to read and understand all information contained within this entire quote package.

Upon release of this solicitation, all parties must direct all communications concerning this solicitation to the Procurement Coordinator listed above. The Employment Security Department (ESD) may disqualify any Bidder who communicates to anyone besides the RFQ Coordinator. ESD considers all oral communication unofficial and non-binding on ESD. Bidders should rely only on written statements issued by the RFQ Coordinator.

PLEASE SUBMIT BIDS VIA EMAIL DIRECTLY TO THE PURCHASING COORDINATOR LISTED ABOVE.

PLEASE NOTE: EMAIL SUBMISSIONS SHOULD HAVE RFQ-2017-103 IN THE SUBJECT LINE.

SOLICITATION OVERVIEW

Purpose: The purpose of this solicitation is to purchase 17 Samsung Commercial TVs for WorkSource Columbia Basin.

Delivery: Supplier guarantees delivery on or before JUNE 30, 2017 which is the end of the state’s fiscal year or be subject to cancellation. Delivery must be made during business hours of 8:30 a.m. to 5:00 p.m.

Purchaser/Ship to Location: Location requires inside delivery on the 1st floor (no loading dock) Employment Security Department WS Kennewick 815 N Kellogg ST, Suite D Kennewick, Washington 98366

ACQUISITION AUTHORITY

ESD issues this solicitation under the authority of Chapter 39.26 RCW Procurement of Goods and Services.

BIDDER INFORMATION

Within thirty (30) days of being identified as the ASV, Vendor must be licensed to conduct business in Washington, including registering with the Washington State Department of Revenue. The Vendor must collect and report all applicable taxes.

The Department encourages participation in all of its contracts by firms certified by the Office of Minority and Women’s Business Enterprises (OMWBE). However, no preference will be included in the evaluation of proposals. No minimum level of OMWBE participation shall be required as a condition for receiving an award and proposals will not be rejected or considered non-responsive on that basis. Annual procurement participation goals for OMWBE are calculated for this type of project based upon OMWBE firms registered in WEBS. These goals are voluntary. For information on certified firms, Vendors may contact OMWBE at 360-664-9750 or http://www.omwbe.wa.gov.

Bidder further offers to furnish materials, equipment or services in compliance with all terms, conditions, and specifications herein including all amendments. Submitting this document constitutes complete understanding and compliance with the terms and conditions and certifies that all-necessary facilities and personnel are available and established at the time of bid submittal.

Vendors are required to complete the following vendor information chart and include with their submissions.

Company Name

Typed Name

Address

Title

City State Zip

Phone Number

Statewide Vendor Number

Email

Federal Tax Identification Number Do not provide social security number

Signature

Field Orders The Apparently Successful Vendor will be expected to comply, which will include ESD’s standard field order terms and conditions.

In no event is a Vendor to submit its own standard contract terms and conditions in response to this solicitation. The Vendor may submit exceptions in writing with their submission. All exceptions to the contract terms and conditions must be submitted as an attachment to vendor submission.

The Department will review requested exceptions and accept or reject the same at its sole discretion.

This Department reserves the right to modify or change the field order terms and conditions at any time prior to execution of the field order.

SCHEDULE

All times listed in this RFQ are local (Pacific) times for Olympia, WA and the time emails are registered on the department’s servers shall be the official time of record. The Department reserves the right to revise the above schedule at its sole discretion.

The Department reserves the right to make changes to this RFQ at any time prior to the RFQ response deadline. In the event it becomes necessary to revise any part of this RFQ, addenda will be published on the Washington’s Electronic Business Solution (WEBS) website at https://fortress.wa.gov/ga/webs/. For this purpose, the published questions and answers and any other pertinent information shall be provided as an addendum to the RFQ and will be placed on the website.

The Department also reserves the right to cancel or to reissue the RFQ in whole or in part, prior to execution of a contract.

2:00 PM

2:00 PM Pacific Time

THE FOLLOWING DATES ARE ESTIMATES ONLY

BIDDER COMPLAINTS

Bidders may submit complaints up to five (5) business days prior to the bid response deadline. Complaints must be based on the following:

· The solicitation unnecessarily restricts competition;

· The solicitation evaluation or scoring process is unfair or flawed; or

· The solicitation requirements are inadequate or insufficient to prepare a response.

Complaints must be in writing and sent to the Procurement Coordinator. The complaint must clearly articulate the basis for the complaint and include a proposed remedy. The RFQQ coordinator will respond in writing. The response will be posted on WEBS including any changes to the solicitation.

Vendor Questions Vendors may submit written questions to the RFQQ coordinator via email. Questions must be received by the date listed in Section 5. Only questions received via email will be answered, Vendors may not submit verbal questions.

The Department will be bound only to the Department’s written answers to questions. Questions will be documented and answered in written form when posted on WEBS at https://fortress.wa.gov/ga/webs/.

QUOTE SUBMITTALS

Bidders must submit bid Responses by 2:00 p.m., Pacific Time on May 18, 2017. Bidders are responsible for allowing sufficient time to ensure timely receipt by the Procurement Coordinator. ESD shall consider all Bidder e-mails and files received after the bid due date and time as a late bid. Bidders assume all risk for the method of delivery.

Bidders are asked to remember that e-mail transmission is not instantaneous. In some cases email can take several hours. Vendors are asked to send their Responses well before the deadline. The arrival time at the ESD mailbox referenced above will be the measure of timeliness. Responses arriving after the deadline may be rejected regardless of when they were sent. Late Responses may be automatically disqualified from further consideration.

Prices quoted are to include all equipment, materials, delivery/shipping, and labor charges (if applicable). There will be no additional charges allowed. The prices listed below are to be all inclusive of expenses related to this bid.

Regardless of FOB point, Contractor agrees to bear all risks of loss, injury, or destruction of goods and materials ordered herein which occur prior to delivery and acceptance. Such loss, injury or destruction shall not release Contractor from any obligation hereunder.

PLEASE QUOTE ON THE FOLLOWING SPECIFIED MATERIALS OR “APPROVED EQUAL”. If quoting other than specified, vendor must indicate equal offering and include make, model and part numbers and submit complete descriptive literature to facilitate evaluation. Failure to do so may void quote. If quote does not indicate other than specified, ESD must assume vendor is offering as specified. In addition to the requirements below, all TV’s must include the three(3) year manufacture warranty.

Vendors are required to use the format below in submitting their bids.

Employment Security Department WS Kennewick 815 N Kellogg ST, Suite D Kennewick, Washington 98366

EVALUATION & AWARD

Award shall be made to the lowest Responsive and Responsible Bidder (the “Apparent Successful Bidder” or “ASB”) on the evaluation and award criteria established herein and subject to consideration of all factors identified in RCW 39.26.160. The ESD will not give Award results over the phone. Scoring and evaluation information will be available once notification of the Apparent Successful Bidder has been made via WEBS. Scoring and evaluation materials can be obtained through the Purchasing coordinator by written request.

All proposals will be reviewed by the RFQ Coordinator to determine compliance with administrative requirements and instructions specified in this RFQ. Failure to comply with any part of the RFQ may result in rejection of the proposal as non-responsive.

The Department also reserves the right at its sole discretion to waive minor administrative irregularities. ESD reserves the right to contact vendors for clarification on their submission.

ESD RIGHTS RESERVED

ESD may, after bids are submitted in response to this solicitation:

· Reject all bids and rebid or cancel the solicitation;

· Request best and final offers from Responsive and Responsible bidders; or

· Award the contract to the lowest Responsive and Responsible bidder

ESD may choose to award this solicitation on an "all or nothing" basis or to accept any portion of the items bid, excluding others; whichever is in the best interest of ESD.

BIDDER DEBRIEFING CONFERENCE

After ESD announces the ASB, all Bidders may request a debriefing conference by submitting an e-mail request to the Procurement Coordinator. Bidders must submit all requests within three (3) business days of the announcement of the Apparent Successful Bidder. ESD will hold Debriefing Conferences on the date and time specified in the Procurement Schedule. At ESD’s option, ESD may conduct a Debriefing Conference either in person or by telephone and are limited to a maximum of one hour in length. Discussion at the debriefing will be limited to the scoring and/or placement of the Bidder. The conference shall not include a comparison of other bids. Failure to request and participate in a Debriefing Conference waives the Bidder’s right to Protest.

BIDDER PROTESTS

Who may protest?

A party may submit a protest in response to this solicitation, provided that all of the following conditions have been met:

1. The protesting party has submitted a bid in response to this Solicitation.

2. An announcement of the Apparent Successful Bidder has been posted on WEBS.

3. The protesting party has requested a debriefing conference within three (3) business days of the announcement of the Apparent Successful Bidder.

4. The protesting party has participated in a debriefing conference with the agency.

Protest Submission Requirements:

Bidders protesting the selection of the Apparent Successful Bidder must submit their protest, in writing, within five (5) business days following their debriefing conference with the agency.

Bidders should include all issues they wish to raise when submitting a protest. Bidders are limited to one protest in response to this solicitation. The ESD Contracts Office will only consider protests setting out an issue of fact concerning one or more of the following subjects:

1. A matter of bias, discrimination, or conflict of interest on the part of an evaluator;

2. Errors in computing the scores; or

3. Non-compliance with procedures described in the procurement document, ESD protest process or DES requirements.

All protests shall be in writing and signed by the protesting party or an authorized agent of the protesting party. Protests may be submitted electronically via email to the Procurement Coordinator or via mail to:

EMPLOYMENT SECURITY DEPARTMENT

CONTRACTS OFFICE

PO BOX 9046

OLYMPIA, WA 98507-9046

All protest shall include the following information:

· Name, address, phone number, FAX number, and contact person.

· Title of solicitation, including solicitation number and solicitation coordinator.

· A statement as to which of the allowable issues is being protested.

· A description, in chronological order, of the facts and circumstances leading to the belief that a protest is warranted.

· Statements, activities, etc., of each involved party.

· A proposed resolution of the protest.

· Copies of all documents referenced in the protest. A copy of the protestor’s bid or this solicitation document does not need to be included with protest.

Protest Review Process:

Upon receipt of a protest, ESD will assign a neutral party with no involvement in the evaluation and award process to investigate and respond to the protest. The investigation will not include a review of bids submitted or the evaluation scores received. As stated above, the scope of the review is limited to issues related to the evaluation process or how the process was executed. Protests not based on procedural matters will not be considered and will be rejected as without merit if they relate to issues such as an evaluator’s professional judgment regarding the quality of a proposal or ESD’s assessment of its own needs or requirements.

If a protest may affect the interest of any Bidder, ESD reserves the right to provide such Bidder with a copy of the protest and provide them with an opportunity to submit any relevant information regarding the protest to ESD.

ESD will consider all facts available and issue a decision within ten (10) business days from receipt of the protest unless additional time is required, in which case the protesting party will be notified by the Contracts Office of the delay.

This protest procedure constitutes the sole administrative remedy available to Bidders under this Solicitation. If a protesting bidder does not accept the agency protest response, they may attempt to seek relief from superior court. Chapter 34.05 RCW, Administrative Procedures Act (APA) does not apply to this procurement.

12. Public Records Proposals submitted in response to this competitive procurement shall become the property of the Department. All proposals received shall remain confidential until the contract, if any, resulting from this RFQQ is signed by the Commissioner of the Department, or his Designee, and the apparent successful Contractor; thereafter, the proposals shall be deemed public records as defined in Chapter 42.56 of the Revised Code of Washington (RCW).

Any information in the proposal that the Vendor desires to claim as proprietary and exempt from disclosure under the provisions of Chapter 42.56 RCW, or other state or federal law that provides for the nondisclosure of your document, must be clearly designated. The information must be clearly identified and the particular exemption from disclosure upon which the Vendor is making the claim must be cited. Each page containing the information claimed to be exempt from disclosure must be clearly identified by the words “Proprietary Information” printed on the lower right hand corner of the page. Marking the entire proposal exempt from disclosure or as Proprietary Information will not be honored.

If a public records request is made for the information that the Vendor has marked as "Proprietary Information," the Department will notify the Vendor of the request and of the date that the records will be released to the requester unless the Vendor obtains a court order enjoining that disclosure. If the Vendor fails to obtain the court order enjoining disclosure, the Department will release the requested information on the date specified. If a Vendor obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to Chapter 42.56 RCW, or other state or federal law that provides for nondisclosure, the Department shall maintain the confidentiality of the Vendor's information per the court order.

A charge will be made for copying and shipping, as outlined in RCW 42.56. No fee shall be charged for inspection of contract files, but twenty-four (24) hours’ notice to the RFQ Coordinator is required. All requests for information should be directed to the RFQ Coordinator.

image1.png