RFQ_Explanation_and_Instructions~1.pdf

Request for Quotation Explanation, Instruction, Terms and Conditions Section 1 Explanation of the Request for Quotation Form

1.1 Cell 1 is the title of this Procurement. This title is used for reference purposes, but does not provide a complete description of the goods/services sought through this procurement.

1.2 Cell 2 reflects the Date that this Procurement was issued by the Suffolk County Sheriff’s Department.

1.3 Cell 3a is the SCSD Employee that has issued this Procurement, and is the SCSD’s contact person for this Procurement.

1.4 Cell 3b is the telephone number for the SCSD employee identified in Cell 3a.

1.5 Cell 4 is the selection of the legal mechanism and authority by which this Procurement has been issued.

1.6 Cell 5 is the selection by the SCSD as to whether this Procurement will result in the award of the entire contract to a single vendor, or multiple awards to multiple vendors. As an example, if this Procurement is for a series of five items, and if the SCSD selects that this shall be a Procurement awarded to Multiple Vendors, then after the Quotes are received, the SCSD has the option of awarding the entire contract to a single vendor, five contracts to five separate vendors, or any other combination thereof, assuming five or more vendors bid on the RFQ.

Accordingly, when the SCSD selects Multiple Vendors, the Procurement is tantamount to a separate Procurement for each item identified in Cell 13 Schedule of Goods/Services.

1.7 Cell 6 is the selection by the SCSD as to whether this Procurement will result in an Installment Contract, or not. An Installment Contract is a contract where performance is fulfilled with multiple deliveries of goods by the vendor, each of which is at the request of the SCSD and which results in a separate payment by the SCSD for each such delivery. If the Contract is NOT an Installment Contract, then the vendor must complete performance of the Contract, in its entirety, with one delivery, in the case of a contract for goods.

1.8 Cell 7a reflects the date that the contract duration begins, and which the vendors contractual obligations begin.

1.9 Cell 7b reflects the date that the contract duration ends, and which the vendors contractual obligations end, with the exception of continuing post-termination contractual obligations.

1.10 Cell 8 reflects the deadline, in number of days, for the vendor to deliver goods for an order. In the event of an Installment Contract, the deadline shall mean the number of days in which the vendor must deliver the goods per each Order Installment. For a non-Order Installment Contract, it is the number of days for the vendor to deliver the goods from the date of the Award. A failure to fulfill any order by the deadline is a breach of the agreement by the vendor

1.11 Cell 9 reflects whether the SCSD requires a product sample with the vendor’s bid. If a Sample is required, there may be additional instructions regarding the Sample contained in Cell 13, Schedule of Goods/Services and/or Cell 17, Specifications.

1.12 Cell 10 is the selection by the SCSD as to where they wish the goods to be delivered. For a selection of FOB HOC, then to the Back Gate of the House of Correction, 20 Bradston Street, Boston, MA; for FOB NSJ, then the Back Gate of the Suffolk County Jail, 200 Nashua Street, Boston, MA; For the Chelsea Training Center, the loading bay at 180 Crescent Avenue, Chelsea, Massachusetts; For Civil Process, the lobby at 132 Portland Street, Boston, MA. Additional information regardint the delivery location may be located in Cell 13, Schedule of Goods/Services and/or Cell 17, Specifications. The term “FOB” shall have the meaning as defined by the Uniform Commercial Code, as adopted by the Commonwealth of Massachusetts.

1.13 Cell 11a is the date of the deadline for the vendor to submit is Response to this RFQ.

1.14 Cell 11b is the mode of delivery for the vendors Response to this RFQ. There may be additional instructions, especially is a product Sample is required, contained in Cell 13, Schedule of Goods/Services and/or Cell 17, Specifications.

1.15 Cell12 is relevant only for Installment Contracts. It reflects the minimum number of units that the SCSD will order for each Order Installment.

1.16 Cells 13 and its subparts represent the goods/services sought with this RFQ.

1.17 Cell 13a is the SCSD’s unique number that is assigned by the SCSD to individual good/service sought with this procurement.

1.18 Cell 13b is the description of the Good/Services sought for the corresponding Item #. This cell may also contain additional instructions, terms and/or conditions. Additional descriptions of the Goods/Services may be included on Cell 17 of the optional Additional Specifications Form, if used.

1.19 Cell 13c, applicable for contracts for Goods, is the quantity of goods or Units sought with this Procurement, if such quantity is known by the SCSD. Certain Installment Contracts may not provide a quantity.

1.20 If applicable, Cell 13d is filled in by the responding vendor. Cell 13d is used when the value in Cell 13c is greater than 1. If so, then the vendor must provide the cost, in U.S. Dollars, for each individual Unit.

1.21 If applicable, Cell 13e is filled in by the responding vendor. For a non-installment contract for goods, the vendor shall multiply the value in cell 13c with the value in cell 13d and place the resulting value as U.S. Dollars in Cell 13e. For Installment Contracts where the Quantity in Cell 13c is not provided by the SCSD, Cell 13e becomes non-applicable. For a Contract for Services, the vendor shall place the cost, in U.S.

Dollars, for the corresponding Service in Cell 13e.

1.22 Cell 14a is filled in by the responding vendor. In Cell 14a, the vendor must provide the legal name of the person/entity that is responding to this RFQ.

1.23 Cell 14b is filled in by the responding vendor. In Cell 14b, the vendor must provide the address of the entity provided in Cell 14a.

1.24 Cell 14c is filled in by the responding vendor. In Cell 14c, the vendor must provide the state of the entity provided in Cell 14a.

1.25 Cell 14 d is filled in by the responding vendor. In Cell 14d, the vendor must provide the zip code of the entity provided in Cell 14a.

1.26 Cell 16 is filled in by the responding vendor. In Cell 16, the vendor must provide the date of its response to this RFQ.

1.27 Cell 15b is filled in by the responding vendor. In Cell 15b, the vendor must provide the name of the person that is authorized by the entity to submit a response to this RFQ.

1.28 Cell 15c is filled in by the responding vendor. In Cell 15c, the vendor must provide the title of the person identified in cell 15b.

1.29 Cell 15d is filled in by the responding vendor. In Cell 15d, the vendor must provide the telephone number of the person identified in cell 15b.

1.30 Cell 15e is filled in by the responding vendor. In Cell 15e, the vendor must provide the email address of the person identified in Cell 15b.

1.31 Cell 15a is filled in by the responding vendor BY HAND. In Cell 15a, the person identified in Cell 15b must place his/her signature.

1.32 Cell 17, which is part of the optional Additional Specifications Form, provided a more detailed description of the Goods/Services. I may also provide additional instructions, terms and conditions for this contract.

Section 2 Instructions to the Vendor to Respond to this RFQ

2.1 The RFQ consists of the Request for Quotes Form, and possibly the optional (1) Schedule of Goods/Services Continuation Sheet (Continuation Sheet) and/or (2) Additional Specifications to the RFQ (Spec. Sheet). The RFQ form must be filled out by the vendor and returned pursuant to the RFQ. If the Continuation Sheet(s) is/are used, then the Vendor must fill out the Continuation Sheet(s) and return them as part of their quote pursuant to the RFQ. The Spec Sheet shall not be returned as part of the Quote.

2.2 On the RFQ Form and the Continuation Sheet, if applicable, the Vendor must fill in 13d, if applicable, 13e, if applicable, cells 14 and cells 15.

2.3 The Vendor MAY NOT insert into its response, or charge the SCSD after the award, any shipping, handling, fuel or other miscellaneous costs.

The vendor must build all of its costs in the values entered into cells 13d and 13e.

2.4 Any Samples provided as part of a response to this RFQ become the property of the SCSD, free of any charge or fee.

2.5 A vendor is not awarded a contract until it receives an Award Letter from the SCSD. The date that the Award letter is sent is the date of

Award.

Section 3 Additional Terms and Conditions

3.1 The Terms and Conditions of the Commonwealth of Massachusetts are incorporated into this Contract.

3.2 The contract awarded from the RFQ may be terminated for the convenience of the SCSD at any times, with 7 days notice.