RFQ 87_Adm_Doc_Staff_Clothing_2023 REV 1.docx
DOCX document 51 KB Posted
- Attached to
- REQUEST FOR QUOTE for Staff Clothing
- Solicitation number
- 87
- Issued by
- Nez Perce County, Idaho
About this file
This document is a Request for Quote (RFQ) issued by the Idaho Department of Juvenile Corrections (IDJC) for staff clothing items to be provided to the Juvenile Correction Centers in Lewiston, Nampa, and Saint Anthony, as well as the IDJC's training academy. The RFQ provides specifications for the required clothing items, delivery timelines, invoicing requirements, and the ability for IDJC to make changes to the items during the contract term. The initial contract term is one year, with options to renew or extend the contract for up to five years total. Quotes are due by September 25, 2023.
The award will be made to the responsive, responsible vendor with the lowest total cost, with a 10% price adjustment for any quotes with screen-printing done outside of Idaho. IDJC reserves the right to include or exclude a specific line item for jackets in the award. The contractor must provide quarterly reports on purchases by location, and comply with the State of Idaho's requirements regarding not being owned or operated by the government of China.
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STATE OF IDAHO
Idaho Department of Juvenile Corrections
RFQ 87
Staff Clothing Items for IDJC
REV 1
Purpose The Idaho Department of Juvenile Corrections (IDJC) is requesting quotes for a staff clothing to be provided to the Juvenile Correction Center in Lewiston (JCC-Lewiston), to the Juvenile Correction Center in Nampa (JCC-Nampa), to the Juvenile Correction Center in Saint Anthony (JCC-Saint Anthony) and to IDJC’s training academy (POST) staff, as further detailed in this Request for Quote (RFQ).
The contact for this RFQ is:
Jason Urquhart, Purchasing Agent, IDJC Phone: 208-577-5426 Email: jason.urquhart@idjc.idaho.gov
Time Lines Written Questions Due (by 11:59:59 p.m. Mountain time): September 13, 2023
Quotes Due (by 5:00 p.m. Mountain time): September 25, 2023
Specifications See Exhibit A – Specifications.
Delivery As orders are placed under the Contract, the Contractor shall deliver staff clothing items meeting the specifications found within Exhibit A - Specifications, FOB Destination, to each location listed in this section, coordinating delivery with the identified contact or designee. Contacts and locations are:
JCC-Lewiston, 140 Southport Ave., Lewiston, ID 83501 Contact: Tracy Kimberling Phone: 208-799-5271 Fax: 208-799-5086 Email: tracy.kimberling@idjc.idaho.gov
JCC-Nampa, 1650 11th Ave. North, Nampa, ID 83687 Contact: Levi Griffith Phone: 208-465-8443 Fax: 208-465-8484 Email: levi.griffith@idjc.idaho.gov
JCC-Saint Anthony, 2220 E. 600 N., Saint Anthony, ID 83445 Contact: Brady Withers Phone: 208-624-3462 Fax: 208-624-0973 Email: brady.withers@idjc.idaho.gov
POST (Peace Officer Standards and Training), 700 S. Stratford Dr., Meridian, ID 83642 Contact: Matt Heuring Phone: 208-577-5421 Fax: 208-334-5120 Email: matt.heuring@idjc.idaho.gov
Delivery must occur within the time frame you identify on Exhibit B – Price Sheet.
Invoices The Contractor must submit invoices to the contact (see section 4, Delivery) for the location to which delivery was made after orders are delivered. The minimum information that must appear on each invoice is:
| 5.1 | Contract number; |
| 5.2 | Location name; |
| 5.3 | Item manufacturer and model number |
| 5.4 | Item basic description (such as “baseball caps”) |
| 5.5 | Sizes for each item; |
| 5.6 | Item unit price (itemize embroidery costs and screen-printing costs, if any, and include a description of what was embroidered or screen-printed onto the item(s)); |
| 5.7 | Item extended price (unit price times quantity delivered); |
| 5.8 | Total invoiced; |
| 5.9 | Delivery date; and, |
5.10 Any backorder information.
Embroidery and Screen-Printing We have identified our embroidery and screen-printing requirements within Exhibit A – Specifications; however, IDJC reserves the right to require other embroidery and screen-printing in accordance with its needs, and will advise the Contractor with any particular order of other needs, to which the Contractor must comply, and provide pricing in accordance with Exhibit B – Price Sheet. (Note that we require a breakdown of how embroidery is priced and a breakdown of how screen-printing is priced on Exhibit B – Price Sheet.)
Item Changes We have identified our staff clothing items that we anticipate that we will need within Exhibit A – Specifications. Needed items are subject to change during the term of the Contract, and IDJC reserves the right to seek to add items, delete items and modify item specifications. During the initial one (1) year term of the Contract, IDJC may add items, delete items and modify item specifications upon thirty (30) calendar day notice to the Contractor at any time. Thereafter, IDJC may add items, delete items and modify item specifications upon thirty (30) calendar day notice to the Contractor no more frequently than semi-annually*. These changes will occur via amendment to the Contract, if mutually agreed upon in writing by both parties.
Additionally, IDJC’s needs may already be met or partially met for the initial term of the Contract, and so IDJC makes no guarantees as to purchasing the quantities we have estimated, for the entire term of the Contract.
(* With the exception that if facilities or divisions are added, this may occur at any time, and the items that are needed for those facilities or divisions may be added at any time.)
JCC-Nampa Training JCC-Nampa may order the same or similar items that POST orders, and in those instances may require embroidery or screen-printing that is either the same as what POST orders, or may require different embroidery or screen-printing.
Additional Facilities or Divisions and Deletion of Facilities or Divisions IDJC reserves the right to add facilities or divisions (POST is an example of a division) to the Contract with no more than thirty (30) calendar days’ written notice (email at a minimum) to the Contractor.
Additionally, IDJC reserves the right to delete facilities or divisions from the Contract with no more than thirty (30) calendar days’ written notice (email at a minimum) to the Contractor.
Reports The Contractor must submit reports to jason.urquhart@idjc.idaho.gov on purchases made under the Contract, by location. The first report is due one hundred twenty (120) calendar days after that first day of the initial term of the Contract, and shall be due at least quarterly thereafter. The minimum information that must appear on each report is:
10.1 Contract number;
10.2 Location name;
10.3 For each item purchased by the location during the quarter:
| 10.3.1 | Item manufacturer and model number |
| 10.3.2 | Item basic description (such as “baseball caps”) |
| 10.3.3 | Sizes for each item; |
| 10.3.4 | Item unit price (exclusive of any costs for embroidery or screen-printing); |
| 10.3.5 | Embroidery costs per item (if any) and a description of what items were embroidered and what was embroidered on them; |
| 10.3.6 | Screen-printing costs per item (if any) and a description of what items were screen-printed and what was screen-printed on them; |
| 10.3.7 | Quantity delivered for each item; |
| 10.3.8 | Delivery date. |
Notices See section 29, Notices, in the State of Idaho Standard Contract Terms and Conditions. Section 29.A is changed to read:
“A. For notice to the State, the address, phone and facsimile number are:
Idaho Department of Juvenile Corrections 954 W. Jefferson St.
Boise, ID 83702
OR
P.O. Box 83720 Boise, ID 83720-0285 Phone: 208-334-5100 Fax: 208-334-5120
Additionally, for notice to the State, the email address to use is jason.urquhart@idjc.idaho.gov, courtesy copied to jen.callahan@idjc.idaho.gov.”
Priority of Documents See section 34, Priority of Documents, in the State of Idaho Standard Contract Terms and Conditions. The last paragraph of section 34 is changed to read:
“Where terms and conditions specified in the Contractor's Bid, Proposal or Quotation differ from the terms in the Solicitation, the terms and conditions in the Solicitation shall apply. Where terms and conditions specified in the Contractor’s Bid, Proposal or Quotation supplement the terms and conditions in the Solicitation, the supplemental terms and conditions shall apply only if specifically accepted by the Idaho Department of Juvenile Corrections in writing.”
Termination for Convenience (The right to terminate the Contract for convenience only pertains to the initial one (1) year term of the Contract. This termination for convenience provision shall not apply to any renewal or extension periods.)
IDJC may terminate the Contract at any time without cause, upon thirty (30) calendar days’ written notice to Contractor, specifying the date of termination. Upon termination of the Contract under this section 13, the Contractor will be compensated only for products delivered and accepted by IDJC up to the date of termination. No later than thirty (30) calendar days from the effective date of termination under this section 13, the Contractor shall provide IDJC a settlement statement showing the amount the Contractor claims is owed with supporting documentation to the satisfaction of IDJC.
Effect of Termination for Convenience (Since the right to terminate the Contract for convenience only pertains to the initial one (1) year term of the Contract, this effect of termination for convenience provision shall not apply to any renewal or extension periods.)
Upon termination for convenience by IDJC, IDJC may award another party a contract to complete the delivery of services contemplated by the Contract. Additionally, upon termination for convenience of the Contract by IDJC, the Contractor shall:
14.1 Promptly discontinue all work, unless the termination notice directs otherwise;
14.2 Terminate all orders, if any, to the extent that they relate to the performance of work terminated by the termination notice;
14.3 Assign to IDJC, in the manner and to the extent directed by IDJC, all right, title, and interest of the Contractor under the orders so terminated, in which case IDJC shall have the right, in its discretion, to settle or pay any or all claims arising out of the termination of such orders;
14.4 With the advance approval of IDJC, settle all outstanding liabilities and all claims arising out of such termination of orders the cost of which would be reimbursable, in whole or in part, in accordance with the provisions of the Contract;
14.5 Promptly return to IDJC any property provided by IDJC pursuant to the Contract; and,
14.6 Deliver or otherwise make available to IDJC all data, reports, estimates, summaries and such other information and materials, confidential information, as may have been accumulated by the Contractor in performing the Contract, whether completed or in process.
Ownership or Operation by China Pursuant to Idaho Code section 67-2359, the Contractor certifies that it is not currently owned or operated by the government of China and will not for the duration of the Contract be owned or operated by the government of China. The terms in this section defined in Idaho Code section 67-2359 shall have the meaning defined therein.
Award Award will be made to the responsive responsible vendor with the lowest Total Cost, as provided on Exhibit B - Price Sheet.
16.1 For quotes where the screen-printing is produced outside of the state of Idaho, a ten percent (10%) additional cost shall be added to the Price per Each for Screen-Printing for Line Items 2, 3, 6, 7, 9 and 10 for evaluation purposes only. The additional ten percent (10%) is not added to any purchase order or contract that may result from this RFQ; it is for evaluation purposes only. Additionally:
16.1.1 If all quotes have the screen-printing done within the state of Idaho, section 16.1 shall not apply.
16.1.2 If all quotes have the screen-printing done outside of the state of Idaho, section 16.1 shall not apply.
16.2 IDJC reserves the right to either include Line Item 14 (Jackets) in the award of the Contract or exclude it, in its sole discretion. IDJC will notify the Vendor to whom the award will be made of its decision prior to award. You do not have to provide pricing for Line Item 14 in order for your quote to be considered for award.
Contract Term The initial term of the Contract shall be one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended or amended. Renewal and extension terms, if exercised, may be for one (1) year periods, or for longer or shorter periods, in the sole discretion of IDJC. The anticipated total Contract term is five (5) years.
Response Complete Exhibit B – Price Sheet, and e-mail, fax, mail, or hand-deliver/courier your quote (Quotation as defined in the Solicitation Instructions to Vendors) via IPRO (IPRO LOGIN) so that it is received at the location specified on the Signature Page prior to the deadline established above.
Quotes must be accompanied by a signed Signature Page. Quotes must include all Required Submittal Items (See below).
If submitting via IPRO complete Exhibit B – Price Sheet AND in enter the Total Cost from Exhibit B – Price Sheet in IPRO, and UPLOAD all Required Submittal Items.
| List of Attachments |
| Required Submittal Items |
Exhibit A – Specifications Exhibit B – Price Sheet Exhibit C - Photos Signature Page Solicitation Instructions to Vendors State of Idaho Standard Contract Terms and Conditions
Exhibit B – Price Sheet Signature Page image1.png
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