RFQ Event #96 Administration Document.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

The IDAHO MILITARY DIVISION

Invitation to Bid (ITB) ITB Number #96

REVERSE POLARITY PAPER

TABLE OF CONTENTS

4 BACKGROUND……………………………………………………………………………………………………………………………………………………………..2

11 AWARD……………………………………………………………………………………………………………………………………………………………………….5

17 RECORDS MAINTENANCE…………………………………………………………………………………………………………………………………………….8

ATTACHMENT 2-BID SCHEDULE…………………………………………………………………………………………………………………………………………11

ITB Administrative Information

ITB Lead:

Mark Ward, Buyer Department of Purchasing 650 W. State St. Boise, ID. 83702 Mark.Ward@adm.idaho.gov 208-332-1609

IPRO powered by Luma

up a total of five (5) years, upon mutual agreement of both parties. Contractor must start services on TBD.

PURPOSE

The Idaho Military Division (IMD), through the Idaho Division of Purchasing (“DOP”), is requesting Bids from qualified Contractors for reverse polarity paper (Polarity Paper) in accordance with the specifications provided in this ITB.

GENERAL INFORMATION, solicitation instructions and standard terms and conditions This Solicitation is issued by the state of Idaho (the “State”) via IPRO powered by Luma. The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB will be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO powered by Luma. It is the responsibility of the Bidder to monitor IPRO powered by Luma for any updates or amendments. Any oral interpretations or clarifications of this ITB will not be relied upon. All changes to this ITB must be in writing and posted at IPRO powered by Luma to be valid. Alternate Bids are not allowed.

INQUIRIES

Questions or other correspondence must be submitted in writing to the ITB Lead listed below. QUESTIONS MUST BE RECEIVED BY 12:00 P.M. Mountain Time ON THE DATE LISTED IN THE ITB ADMINISTRATIVE INFORMATION. Written questions must be submitted using Attachment 1, Bidder Questions. Official answers to all written questions will be posted on IPRO as an amendment to this ITB.

ITB Lead: Mark Ward, Buyer Phone: 208-332-1609 Fax: 208-327-7320 E-mail: Mark.Ward@adm.idaho.com

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at (Contract Terms and Conditions) must also be submitted in writing, using Attachment 1, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

BACKGROUND

Reverse Polarity Paper is used on range targets as an alternative for heating blankets. This paper will offer the same level of night vision acuteness for someone using night vision goggles while reducing cost across the board. Polarity paper will be mounted on trajectory at the ranges for units to utilize. Paper will allow for the ease of use of materials for units to engage targets in nighttime scenarios.

SPECIFICATIONS

These specifications are the minimum mandatory specifications that your Bid must meet in order for the State to consider your Bid for award. Restate each specification listed in this section, followed by your response demonstrating that your Bid meets or exceeds the required specifications; provide model, part #, or description, as appropriate.

Reverse Polarity Paper Manufacturer/model number: NSN 2540-01-450-5881 Thermal Paper or Equal This item must meet the following specifications:

5.1 Rolls that come in 2 feet wide by 500 feet long (1,000 sf per roll);

5.2 OD green color;

5.3 Average thickness 6.8 ml;

5.4 Not Self-Adhesive;

5.5 Tear resistant;

5.6 Target Material, Passive, Green;

5.7 Sensitive to IR targeting weapon systems;

5.8 Flexible laminated material and;

5.9 Reverse polarity paper on range targets produce the required “thermal” image required for thermal infrared weapon sights as required by Army Training Circular (TC) 25-8. The paper must produce apparent thermal signature in three to five (3-5) and eight to twelve (8-12) micron wavebands.

QUANTITY

The quantity provided in the line item section in IPRO powered by Luma is the quantity which will be awarded. There are no maximum or minimums guaranteed with quantities. IMD will order on a as needed basis. Estimated Annual Quantity: Sixty 60 rolls

COST

Provide your fully burdened Total Cost on the Price Sheet (Attachment 2).

BILLING PROCEDURE

The Contractor must provide a signed invoice upon delivery. The invoice must be submitted no later than thirty (30) calendar days after acceptance (see section 12). No invoice will be accepted or paid without receipt of required documentation. Invoices submitted without the required documentation will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

Invoices and reports are to be submitted to:

Agency Contact Person: Idaho Military Division Accounting Agency Name: Idaho Military Division Address: 4040 W Guard St Bldg. 600 Boise ID 83705 Electronic invoices:

sroinvoices@imd.idaho.gov

SUBMISSION REQUIREMENTS

9.1 Required Bid Submission Items

Your Bid Submission must consist of the following:

9.1.1 Sample of material must be provide prior to award. Samples shall be sent to the following:

Mark Ward 650 W. State St. Boise, ID. 83702

9.1.2 State of Idaho Signature Page

The State of Idaho Signature Page must be completed and submitted as part of your Bid.

9.2 Bid Submission Methods

Bids may be submitted electronically via IPRO powered by Luma. Do not fax or e-mail your Bid. Your Bid must be received at the Division of Purchasing by the date and time specified on the header document. The official time, for bid closing purposes, is the Division of Purchasing’s time clock.

9.2.1 Electronic Submission via IPRO powered by Luma

Submitting electronically via IPRO powered by Luma, upload all the Required Bid Submission Items and enter your cost in IPRO powered by Luma for each line item; as the “Total Cost”.

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB.

When submitting via IPRO powered by Luma, be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under which submit in IPRO powered by Luma, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails.

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

10 Trade Secrets If your Bid contains trade secret information which you have identified, you must also submit a redacted copy of the Bid (in electronic format, with the word “redacted” in the file name) with all trade secret information removed or blacked out; as well as a separate document containing a complete list (per the instructions in the three (3) paragraphs directly below) of all trade secret information which was removed or blacked out in the redacted copy.

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

1. AWARD

Award will be made to the responsive, responsible Bidder with the lowest Total Cost and the closest item to meet the identified specifications.

The apparent successful bidder will be required to demonstrate that the Polarity Paper meets or exceeds the specifications included in this ITB to be considered for award. If the paper does not meet or exceed the specifications, the successful bidder will be found non-responsive, and no further consideration will be given.

Note: In the event of conflict with the State’s Standard Terms and Conditions, or other terms, conditions or requirements contained in this ITB, the following provisions will take precedence:

Acceptance Upon receipt, the Polarity Paper will be inspected to ensure the requirements and specifications are met. The Acceptance period will be thirty (30) calendar days from the delivery date of the Polarity Paper. If the Polarity Paper do not meet the specifications detailed in this ITB. IMD will notify the Contractor via email notification. The Contractor must pick-up, correct any discrepancies, and re-deliver within thirty (30) calendar days after notification from IMD, at no additional cost to IMD. The Acceptance period will start over upon re-delivery of the Polarity Paper. The Polarity Paper will not be accepted by IMD until they meet all of the Contract requirements and specifications.

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Delivery Contractor will deliver to the Idaho Military Division, 36000 Range Road Boise, ID 83716. IMD will unload the polarity paper. Contact information will be issued once a contract is awarded.

Forty-eight (48) hour notice is required before delivery between the hours of 8a-5p (MT)Monday-Friday.

Please contact Monica Degard at (208-801-4257) Compliance with Reverse polarity paper on range targets must produce the required “thermal” image required for thermal infrared weapon sights as required by Army Training Circular (TC) 25-8.

Price Adjustment Clause Prices must be firm for six (6) months from the effective date of the Contract. A price adjustment may be considered two (2) times per year thereafter. If a price adjustment is requested, the Contractor must notify DOP and IMD in writing as further detailed below.

The Contractor must provide a letter identifying the line item(s) of the Contract, the amount of the increase for each item, and a detailed reason for the increase. The Contractor must provide supporting documentation such as letters from suppliers, price index, etc. Increases will be limited to the actual increases to the Contractor that are applicable industry wide. Price increases will not be effective until an Amendment to the Contract is agreed to by all parties and executed by DOP.

If there is an industry wide price decrease, the Contractor must notify IMD immediately and make the price decrease effective on the same day it becomes effective for the Contractor.

Insurance Requirements

Within five (5) days of notification of award (or such other time as designated by the Purchasing Activity), the apparent successful Bidder or Offeror will provide certificates of insurance required herein and will maintain the insurance during the life of the Contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the five (5) business day period may be cause for your Bid or Proposal to be declared non-responsive or for your Contract to be cancelled.

Contractor must carry liability and property damage insurance that will protect it and the State of Idaho from claims for damages for bodily injury, including accidental death, as well as for claims for property damages, which may arise from operations under the Contract whether such operations be by themselves or by anyone directly or indirectly employed by either of them.

Contractor will not commence work under the Contract until it obtains all insurance required under this provision and furnishes a certificate or other form showing proof of current coverage to the State. All insurance policies and certificates must be signed copies. After work commences, the Contractor will keep in force all required insurance until the Contract is terminated.

16.1 Commercial General and Umbrella Liability Insurance. Contractor must maintain Commercial General Liability (CGL) and, if necessary, Commercial Umbrella insurance with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it will apply separately to the Contract.

16.1.1 CGL insurance must be written on ISO occurrence form CG 00 01 (or a substitute form providing coverage) and will cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract).

16.2 Commercial Automobile and Commercial Umbrella Liability Insurance. Contractor must maintain Commercial Automobile Liability and, if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident. Such insurance must cover liability arising out of any auto (including owned, hired, and non-owned autos).

16.2.1 Bidder or Offeror may request a waiver from providing Commercial Automobile and Commercial Umbrella Liability Insurance in its Bid or Proposal if the Bidder or Offeror will not use any owned, hired or non- owned vehicles to conduct business under the Contract, if it is awarded the Contract, and the State of Idaho will consider the request. If the Bidder or Offeror submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of Bids or Proposals, the State of Idaho may not consider the request.

16.3 Workers Compensation Insurance and Employer's Liability. Contractor must maintain workers compensation and employer's liability. The employer's liability will not have limits less than $1,000,000 each accident for bodily insurance by accident or $1,000,000 each employee for bodily injury by disease.

16.3.1 Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the State of Idaho, as evidence that the Contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

16.4 State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract must include the State of Idaho, the (agency) and its divisions, officers, and employees as additional insured, but only with respect to the Contractor’s activities to be performed under the Contract.

16.4.1 The Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the State of Idaho, the (agency) and its divisions, officers, and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

16.4.2 If a liability insurance policy provides for automatically endorsing additional insured when required by contract, then, in that case, the Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

16.5 Notice of Cancellation or Change: Contractor will ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions.

16.6 Contractor will further ensure that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, will not affect the coverage(s) provided to the State of Idaho, and its divisions, officers and employees.

16.7 Acceptable Insurers and Deductibles: Insurance coverage required under the Contract must be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho. The Contractor will be financially responsible for all deductibles, self-insured retention’s and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the State on or related to the Contract and will provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability.

16.8 Waiver of Subrogation: All policies must contain waivers of subrogation. The Contractor waives all rights against the State and its officers, employees, and agents for recovery of damages to the extent these damages are covered by the required policies. Policies may contain deductibles but such deductibles will not be deducted from any damages due to the State.

Records Maintenance Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records will be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

ITB EVENT #96 Reverse Polarity Paper

ATTACHMENT 1-BIDDER QUESTIONS

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

ITB0#### Title Page 12

ITB EVENT #96 Reverse Polarity Paper

ATTACHMENT 2 – bid schedule ITB Event #96 Reverse Polarity Paper

This Bid Schedule must be submitted with your quote via IPRO powered by Luma.

Provide your TOTAL COST for Reverse Polarity Paper for the initial one (1) year contract, meeting the specifications outlined in Section 5. Your TOTAL COST must be fully burdened to include all costs to complete the material request in the Scope of Work in accordance with the details provided in this solicitation.

The Idaho Military Division (IMD). 4040 W Guard St. Bldg. 600 Boise ID 83705

Each

Reverse Polarity Paper

Total Cost image1.png