RFQ# S36_15 Forklift.docx

RFQ# S36_15

Quote Due: February 17, 2015

REQUEST FOR QUOTATION

THIS IS NOT AN ORDER

Return to:

Cheney, WA 99004-2410 ATTN: James Scott

QUOTE TITLE: 12,000 LB LPG FORKLIFT

QUOTES ACCEPTED UNTIL: 5:00PM February 17, 2015

Bids must be received & stamped on or before the due date & time at the specified location

Email questions regarding this RFQ to jamess@ewu.edu

(see specifications below)

SUB-TOTAL

SALES TAX @ 8.7%

Ship to:

Eastern Washington University

105 CES

Cheney, WA 99004

Alternate bids will be accepted only if they meet or exceed the required specifications. Specification sheet must be included in the bid. Only new items will be considered. Used or refurbished items will not be considered.

Provide Delivery Date __________

Does this product meet any Green Certification Standards? ___________ yes __________ no

Please Provide Warranty Information

REQUIRED RESPONSES

COMPANY INFORMATION

Firm Name (As it appears in WEBS): ______ Street and Number:

City and State: Zip: ______ Name typed or hand written:

For emailed quotes, typed name is considered a signature Signature: Date:

Title:

Phone Number: Fax Number: ______ Email :

UBI Number: or T.I.N. Number:

We have read all portions of the RFQ in addition to the conditions noted above and the standard terms and condition; agree thereto and have stated hereon the prices at which we will furnish and deliver to location named above the articles as specified. Prices are valid for sixty (60) days.

REFERENCES

Bidders shall submit three recent customer references of companies you have provided similar items for, one of which should be in Higher Education if possible.

1. Company Name

Address

Company Phone Number

Contact Person

Contact Phone Number Email

2. Company Name

Address

Company Phone Number

Contact Person

Contact Phone Number Email

3. Company Name

Address

Company Phone Number

Contact Person

Contact Phone Number Email

WARRANTY - Bidders are to indicate any warranties, both manufacturer's and others, and warranty period associated with your products. Specify service period limitations versus parts and labor.

Manufacturer Warranties:

Other Warranties:

RETURN POLICY - Bidders are to state their firm's return product policy for goods determined to be defective on arrival or damaged. This policy should indicate the prescribed time for notification by the University of any unsatisfactory conditions, length of time until the University is supplied with replacement good and procedures for returning goods (e.g., RMA numbers). Eastern Washington University does not pay shipping charges for damaged goods returned to vendor or for repaired/new goods re-sent to EWU.

Return policy/procedures:

Notification time: Replacement time:_________________________

RETURN AT UNIVERSITY CONVENIENCE - Bidders are to indicate how return policies differ from the question above if the delivered goods are in acceptable condition but EWU finds that, through no error of vendor, that the goods are unusable. Please list associated costs for return of merchandise, if any.

Return policy/procedures:

Notification time: Replacement time:

Restocking fee:

AUTHORIZED SERVICE - Bidders are to indicate for which products on this bid they are factory-authorized representatives.

Bidders are to provide the nearest manufacturer-authorized warranty/service center of proposed items including their address, contact person and phone number.

Service Center:

Address:

Contact Person: Phone: Fax:

Email: WWW:

QUOTE INSTRUCTIONS

QUOTE DUE DATE

5:00 PM February 17, 2015.

(1) COMPLETING QUOTE: Vendors must provide the requested pricing information on the Request for Quote page (page one and two of this document). Vendors must also complete and submit pages 1-6 of this document.

(2) SUBMITTING QUOTES: Quotes may be faxed to 509-359-7984, mailed or emailed to jamess@ewu.edu. If the quote is faxed or emailed, the original documents are not required. If quote is sent via USPS or common carrier, indicate the Quote Number on the outside of the envelope. Submit information requested on Pages 1-6 of this RFQ. Attach any supporting documentation. The Vendor is responsible for the means of delivering the Quote to the appropriate office on time. Any Quote received after the hour specified in the Request for Quote will not be considered. Companies must submit proposals and all supporting documentation to:

Delivery Address

When original copies are submitted, an authorized representative must sign quotation in ink. The Vendor is responsible for the means of delivering the quote to the appropriate office on time. Delays due to the methods used to transmit the quote including delay occasioned by the internal mailing system of the campus will be the responsibility of the Vendor. Likewise, delays due to inaccurate directions given, even if by campus staff shall be the responsibility of the Vendor. The quotation must be completed and delivered in sufficient time to avoid disqualification for lateness due to difficulties of delivery.

(3) LATE QUOTES: Any quote received after the hour specified in the Request For Quote will not be considered.

(4) QUOTE FORM: Vendors are required to use the Quote Forms furnished by the University. Attach any supporting documentation to the quote. Please retain a copy for your records.

(5) REQUIREMENTS AND GUARANTEE: The vendor shall warrant all materials delivered and installed under this RFQ to be new and free from defects, damage, or failure for any reason whatsoever which Eastern Washington University may reasonably determine is the responsibility of the vendor.

(6) In support of the State’s economic and environmental goals, we encourage you to consider the following elements in responding to our solicitations. These are not a factor of award (unless otherwise specified in this document):

· Using environmentally preferable products and products that exceed EPA guidelines

· Supporting a diverse supplier pool, including small, minority, and women-owned firms

· Featuring products made or grown in Washington

(7) AMENDMENTS TO SPECIFICATIONS: In the event it becomes necessary to revise any part of this RFQ, addenda will be posted on WEBS, Washington's Electronic Business Solution. URL: http://www.ga.wa.gov/webs/ Notice of an addendum should be sent via e-mail by the WEBS system to advise the addendum is available for download. It is the responsibility of Respondent to check for any addendums.

(8) PRICING

Response prices must include all cost components needed for the delivery of the goods and/or services as described in this document. All costs associated with the goods and/or services specified must be incorporated into the price of the Response to this Solicitation. Failure to identify all costs in a manner consistent with the instructions in this Solicitation is sufficient grounds for disqualification.

(9) MINORITY AND WOMEN”S BUSINESS PARTICIPATION:

In accordance with the legislative findings and policies set forth in RCW 39.19, the Eastern Washington University encourages participation in all of its Contracts by the State of Washington Minority and Woman Owned Business Enterprise (MWBE) firms either self-identified or certified by the Office of Minority and Women’s Business Enterprises (OMWBE). While EWU does not give preferential treatment, it does seek equitable representation from the minority and women’s business community. Further, Bidders are encouraged to subcontract with firms certified by the Washington State Office of Minority and Women’s Business Enterprises (MWBE) and are encouraged to utilize qualified, local businesses in Spokane County and Washington State where cost effectiveness is deemed competitive and Bidders may contact OMWBE to obtain information on certified firms for potential sub-contracting arrangements. Nothing in this section is intended to prevent or discourage Proposals from non MWBE firms as well as MWBE firms. Proposers who are MWBE or intend to use MWBE Subcontractors are required to identify the participating firm on Appendix D Proposer Information.

A directory of MWBE firms is published quarterly by the Washington State Office of Minority and Women’s Business Enterprises (OMWBE). Copies of the directory are available from the State OMWBE (360-753-9693) or may be viewed at the Public Works Department, 2702 S 42nd St Suite 201, Tacoma 98409, and the Tacoma Public Library, 1102 Tacoma Avenue South, Tacoma, 98405. Contact the Contract Compliance Office for additional information at (253) 798-7250.

The following information is for reporting purposes only and is voluntary:

Certified Sate Small Business: State Certification Number: ___________________________

(10) RESERVED RIGHTS: Eastern Washington University expressly reserves the following rights:

A. To reject any and/or all irregularities in the Quotes submitted.

B. To reject any and/or all Quotes or portions thereof.

C. To base awards with due regard to quality.

D. To make the award to any Vendor whose Quote, in the opinion of the Buyer and Purchasing management, is the lowest and best Quote.

E. On multiple item Quotes, to select individual items based on cost and qualitative factors unless the Vendor stipulates “all or nothing” on the Quote.

(11) AWARD CRITERIA: Per RCW 39.26.160, http://apps.leg.wa.gov/rcw/default.aspx?cite=39.26.160 award will be made to the lowest responsible and responsive Vendor based upon, but not limited to, the criteria cited in the RCW.

After award of the bid/quote, copies of the documents or results may be requested by emailing rdempsey@ewu.edu. Request should contain the bid/quote number, its due date and the information being requested. A charge may be assessed for copies of documents. The bid must be awarded before information can be released.

(12) SELECTION OF APPARENT SUCCESSFUL BIDDER

Final award to apparent successful bidder will be upon issuance of Purchase Order. Should Apparent Successful Bidder fail to comply with these solicitations terms, specifications and conditions and/or contract negotiations fail to be completed within one (1) month after initiation, the Purchasing Buyer may immediately cease contract negotiations and cancel order. Purchasing Buyer may declare the Bidder with the second lowest cost the new Successful Bidder and enter into contract negotiations with that Bidder. This process will continue until no qualified Bidders remain.

(13) IN-STATE PREFERENCE/RECIPROCITY

Pursuant to RCW 39.26.260, RCW 39.26.270, RCW 43.19.704 and WAC 200-300-075, the Department of Enterprise Services has established a schedule of percentage increases to be added to Response from Bidders in states that grant a preference to Contractors located in their state or for goods manufactured in their state. The percentages related to each respective state are provided in the Reciprocity List located at http://www.ga.wa.gov/pca/recip.htm and apply only to Response received from those states listed.

The appropriate percentage will be added to each Response bearing the address from a state with in-state preferences rather than subtracting a like amount from Washington State Bidders.

This action will be used only for analysis and award purposes. In no instances shall the increase be paid to a Bidder whose Response is accepted and awarded a Contract.

(14) COMPLAINT PROCESS

Pursuant to RCW 39.26.170, the complaint process allows bidders to focus on the solicitation requirements and evaluation process and raise issues with these processes early enough in the process to allow EWU to correct a problem before bids are submitted and time expended on evaluations. Complaints may be made only by vendors who intend to submit a response to the solicitation. Complaints filed on the day solicitation responses are due shall be reviewed and considered if time permits. Complaints that do not follow these procedures shall not be considered.

The procurement complaint process will meet the following minimum requirements:

3) The procurement coordinator or designee will respond to complaints in writing. The procurement coordinator will consider all available facts and provide a response to the bidder. The response will include the decision, how the review was conducted and the basis upon which a decision was made.

4) The response to complaints including any changes to the solicitation will be posted as an amendment on WEBS.

5) The Purchasing Manager will be notified of all complaints and provided a copy of the response.

6) The complaint may not be raised again during the protest period.

7) The complaint process does not include an appeal process. This complaint procedure constitutes the sole administrative remedy available to vendors under this solicitation.

(15) PROTEST PROCEDURE: Pursuant of RCW 39.26.170, the protest process occurs after the bids are submitted and evaluated. This allows bidders to focus on the evaluation process to ensure its integrity and fairness. Protests can raise issues related to the evaluation process as set out in the solicitation or how the process was executed. This allows for evaluation process errors and problems to be corrected before a contract is executed. Protests that do not follow these procedures shall not be considered.

The protest process will meet the following requirements:

1) After the announcement of the apparent successful bidder (ASB), bidders will be offered a debriefing upon written request.

2) Bidders will be given 3 business days after the ASB is announced to request a debriefing.

3) Bidders are required to participate in a debriefing as a prerequisite for submitting a protest.

4) Bidders will be given 5 business days after their debriefing to file a written protest.

6) Protests are to be submitted to the EWU Purchasing Manager and the procurement coordinator.

7) A written response within 10 business days from receipt of the protest, unless additional time is needed. The protesting bidder shall be notified if additional time is needed.

8) The final determination of the protest shall:

· Find the protest lacking in merit and uphold EWU’s action; or

· Find only technical or harmless errors in EWU’s acquisition process and determine EWU to be in substantial compliance and reject the protest; or

· Find merit in the protest and provide EWU options which may include:

-- Correct the errors and re-evaluate all proposals, and/or -- Reissue the solicitation document and begin a new process, or -- Make other findings and determine other courses of action as appropriate.

9) The protest decision is final. If a protesting bidder does not accept the protest response, the bidder may try to seek relief from superior court. If EWU determines that the protest is without merit, EWU will enter into a contract with the apparently successful vendor. If the protest is determined to have merit, one of the alternatives noted in the preceding paragraph will be taken.

Upon receipt of a protest, a protest review will be held by EWU. EWU’s Director or an employee delegated by the Director who was not involved in the procurement will consider the record and all available facts and issue a decision within five (5) business days of receipt of the protest. If additional time is required, the protesting party will be notified of the delay.

In the event a protest may affect the interest of another Vendor that also submitted a proposal, such Vendor will be given an opportunity to submit its views and any relevant information on the protest to the RFQ Coordinator.

(10) EASTERN WASHINGTON UNIVERSITY STANDARD TERMS AND CONDITIONS HTTP://ACCESS.EWU.EDU/PURCHASING/DOING-BUSINESS-WITH-EWU/STANDARD-TERMS-AND-CONDITIONS.XML Eastern Washington University RFQ #S36_15 1 | Page