RFQ SCRT201701.docx

Request for Quotes (RFQ) SCRT201701 18” Diamond Saw Blade The Washington State Department of Transportation (WSDOT) issues this Request for Quotes (RFQ) under the authority of the Revised Code of Washington (RCW) 39.26. WSDOT reserves the right to modify dates and times. Any changes will be sent electronically as Amendments to all users of Washington’s Electronic Business Solution (WEBS) who downloaded this RFQ.

Posting Date 01/27/17

Quotes Are Due 02/15/17 at 2:00pm

Anticipated Award Date 03/01/17 (usually within one month of due date)

Deliver Quotes to SCRTEFbids@wsdot.wa.gov

IMPORTANT: Bids must be delivered via Email to SCRTEFbids@wsdot.wa.gov and should have the following information in the body of the email:

· RFQ Number

· Bid Due Date and Time

· Procurement Coordinator’s Name

· Bidder’s Company Name & Address

Required bid submittals shall be attached to the email as PDF, Microsoft Word, or Microsoft Excel format.

Description of Requirements:

The Washington State Department of Transportation (WSDOT) is seeking quotes for 20 EA – 18” Diamond Saw Blades to be shipped to:

2809 Rudkin Road Union Gap, WA 98903

All special terms, conditions, and technical requirement will be described in upcoming sections.

Bid Submittal The following checklist identifies the submittals which will comprise a Bid. Any Bid received without a REQUIRED submittal may be rejected as being non-responsive. Please identify each page of the submittals, as well as any supplemental materials with your company name or other identifiable company mark.

· Signature (REQUIRED): Complete, print, sign and return in PDF format the Authorized Offer & Contract Signature Page as instructed (SEE PAGE 13). WSDOT prefers blue ink.

· Price Sheet (REQUIRED): Complete and return a copy of the Price Sheet Appendix (sample provided) as instructed. Failure to address each line item as instructed may result in a bid being rejected for lack of responsiveness.

· Technical Specifications (REQUIRED): Complete, and return the Technical Specifications Appendix (sample provided) as instructed. Failure to address each line item may result in a bid being rejected for lack of responsiveness. Material deviations from the specifications may disqualify the Bid.

Format One (1) copy of all required documents shall be submitted as attachments to an email addressed to SCRTEFbids@wsdot.wa.gov. All attached documents must be legible and completed in ink or with an electronic printer or other similar office equipment, and properly signed by an authorized representative of the Bidder. WSDOT prefers the same file format(s) as the format(s) used to create the submittals (i.e. MS Word, Excel) unless written information is included as a part of the submittal, such as a signature. For submittals with written information or copies of other documents such as licenses, please submit as a .pdf. All changes and/or erasures shall be initialed in ink. Unsigned quote will be rejected unless satisfactory evidence was submitted clearly establishing the Bidder’s desire and intent to be bound by the Quote, such as a signed cover letter. Incomplete or illegible quote may be rejected.

Due Date and Time Quote packages must be received on or before the due date and time at the email address specified on the cover page. Time of receipt will be determined by the receipt date/time posted on the WSDOT email system when the email is received in the SCRTEFbids@wsdot.wa.gov inbox.

Vendors should allow sufficient time to ensure timely receipt of the proposal by the RFQ Coordinator. Late Responses will not be accepted and will be automatically disqualified from further consideration.

WSDOT assumes no responsibility for delays caused by Vendors’ e-mail, network problems or any other party. Zipped files cannot be received by WSDOT and must not be used for submission of Responses.

If a Quote is late or received at a location other than that specified it will be rejected.

Quote Opening After the Quote due date and time, the Procurement Coordinator will open and process the quotes protecting the confidentiality of the contents. The names of the Bidders will be recorded and made available upon request, Quote contents will not be available for public view until after the announcement of the Apparent Successful Vendor has been made (RCW 39.26).

General Provisions

· Bidder Responsiveness, Responsibility and Price Factors which will be evaluated based on the Evaluation Process described in this section.

· WSDOT anticipates that one award will be to the bidder that have been determined to be Responsive, Responsible and offer the lowest cost based on the evaluation and award criteria established herein and subject to consideration of all factors identified in RCW 39.26, WAC 200-300, and other criteria identified in the RFQ.

· Bidders whose quotes are determined to be non-responsive will be rejected and will be notified of the reasons for such rejection.

· To aid in the evaluation process, after the Quote due date and time, WSDOT may require individual Bidders to appear at a date, time and place determined by WSDOT for the purpose of conducting discussions to determine whether both parties have a full and complete understanding of the nature of Contractual requirements. In no manner shall such action be construed as negotiations or an indication of WSDOT’s intention to Award.

WSDOT reserves the right to: (1) Waive any informality; (2) Reject any or all quotes, or portions thereof; (3) Accept any portion of the items quote unless the Bidder stipulates all or nothing in their quote; (4) Cancel an RFQ and re-solicit quotes; (5) Negotiate with the lowest Responsive and Responsible Bidder to determine if that quote can be improved for the Purchaser; (6) Award on an all or none consolidated basis taking into consideration ”lifecycle costs”; and (7) Award in aggregate when in the best interest of the state.

Determination of Responsiveness Quotes will be reviewed initially on a pass/fail basis to determine compliance with administrative requirements as specified herein.

WSDOT reserves the right to determine at its sole discretion whether a Bidder’s response to a minimum RFQ requirement is sufficient to pass. However, if all Bidders fail to meet any single RFQ requirement, WSDOT may reject all quotes and cancel the RFQ or waive the requirement from the RFQ’s requirements for responsiveness.

Responsive quotes will be further evaluated based on the requirements in this RFQ.

Determination of Responsibility During evaluation, WSDOT reserves the right to make reasonable inquiry to determine the responsibility of any Bidder. Requests may include, but are not limited to, financial statements, credit ratings, references, record of past performance, clarification of Bidder’s offer, and on-site inspection of Bidder's or Bidder's Subcontractor's facilities. Failure to respond to said request(s) may result in a quote being rejected as non-responsive.

Price Evaluation Only Responses that have been determined to be both Responsive and Responsible will have costs evaluated.

Costs will be evaluated as follows:

Price sheets will be evaluated to verify that all line items have been completed and to verify that the Evaluated Cost is correct. The Evaluated Cost will be calculated by adding the Extended Price for each item together to achieve the Subtotal. In the event of a mathematical error in the calculation of the Extended Price, unit prices shall prevail. The Subtotal will then have Prompt Payment Discounts (if offered), applied to the totals to arrive at the Evaluated Cost.

The bidder offering the lowest Evaluated Cost will be determined to be the lowest bidder.

See Price Worksheet Appendix.

Specification Evaluation Once the lowest bidder has been determined, the lowest bidders’ specifications, including any offered equals or alternatives, may be reviewed by a stakeholder group consisting of subject matter experts.

The stakeholder group will perform an advisory role to the Procurement Coordinator and review and make a finding as to whether or not a submitted specification, including any offered equal or alternative, meets the intent of the RFQ specifications.

The stakeholder group will inform the Procurement Coordinator of its finding in order to assist the Procurement Coordinator in determining if the lowest bidder’s submitted specifications will be acceptable in meeting WSDOT’s needs. WSDOT shall be the sole and final arbiter of whether the submitted specifications, including any proposed equals or alternatives, are acceptable.

Selection of Apparent Successful Bidder The Bidder whose quote is the most advantageous to WSDOT, will be declared the Apparent Successful Bidder. To ensure conformity with RFQ terms and minimum requirements, WSDOT reserves the right to request data, test, and measure as part of the evaluation process prior to award. Failure to provide requested data which ensures conformity with the RFQ terms and minimum requirements within ten days may result in disqualification.

Prior to the Award, WSDOT may negotiate with an Apparent Successful Bidder to determine if a Quote can be improved.

Designation as an Apparent Successful Bidder does not imply that WSDOT will issue an Award to your firm. It merely suggests that at this moment in time, WSDOT believes your quote to be responsive. This designation allows WSDOT to perform a responsibility analysis and ask for additional documentation. WSDOT is also at liberty to re-review and determine whether the quote is truly responsive as initially believed. The Bidder must not construe this as an Award, impending Award, attempt to negotiate, etc. If you act or fail to act in reliance of this notification, you do so at your own risk and expense.

Announcement of Apparent Successful Bidder (ASB) WSDOT will notify all Bidders of the Apparent Successful Bidder prior to the actual Award. This notification is usually communicated by a means outside of the WEBS notification system.

Award An Award, in part or full, is made by WSDOT signature on the signature page (Authorized Offer and Contract Signature Page). WSDOT may include an Award Letter which further defines the Award and is included by reference in the Contract.

WSDOT reserves the right to Award on an All or Nothing consolidated basis.

Following the Award, all Bidders will receive a Notice of Award; usually through a WEBS notification.

Bid Information Availability after announcement of ASB After the notification of the apparently successful bidder has been made, information regarding results of the RFQ may be obtained by contacting the Procurement Coordinator. Bidders may also schedule an appointment to review the bidding process

Terms and Conditions The following terms and conditions apply in accordance with Washington State Laws and Regulations, and the Washington State Department of Enterprise Services, which are hereby incorporated by reference.

Right to Cancel WSDOT reserves the right to cancel or reissue all or part of this Solicitation at any time as allowed by law without obligation or liability.

Changes No alteration in any of the terms, conditions, delivery, price, quality, quantities, or specifications of an order resulting from this solicitation will be effective without prior written approval of the WSDOT.

Acceptance This Request for Quote and any order resulting from this solicitation expressly limits acceptance to the terms and conditions stated herein. Any terms proposed by Supplier are objected to and hereby rejected, unless otherwise provided for in writing by WSDOT.

Brands When a particular brand is specified, it shall be construed solely for the purpose of indicating the standard of quality, performance, or use desired. Brands of equal quality, performance, and use may be considered, provided the Supplier specifies the brand and model and submits descriptive literature. WSDOT shall be the sole and final arbiter of whether a proposed equal is in fact of equal quality, performance or use and whether a proposed equal is acceptable.

Any bid containing a brand which is not of equal quality, performance, or use specified must be represented as an alternate and not as an equal. WSDOT will review the Bidder’s proposed alternate, including any specification exceptions and supporting documentation, in determining whether or not the proposed alternative will be acceptable in meeting WSDOT’s needs. WSDOT shall be the sole and final arbiter of whether the proposed alternate is acceptable.

Rejection All goods or materials purchased herein are subject to written approval by WSDOT. Any rejection of goods or materials resulting because of nonconformity to the terms and specifications of this order, whether held by WSDOT or returned will be at Supplier’s risk and expense.

Infringements Supplier agrees to protect and save harmless WSDOT against all claims, suits, or proceedings for patent, trademark, copyright, or franchise infringement arising from the purchases, installation, or use of goods and materials resulting from this solicitation. Supplier assumes all expenses and damages arising from such claims, suits, or proceedings.

Warranties Supplier warrants that items supplied as a result of this solicitation conform to specifications herein and are fit for the purpose for which such goods are ordinarily employed, except that if a particular purpose is stated, the material must then be fit for the particular purpose.

Liens, Claims, and Encumbrances Supplier warrants and represents that all the goods and materials ordered as a result of this solicitation herein are free and clear of all liens, claims, or encumbrances of any kind.

Save Harmless Supplier shall protect, indemnify, and save WSDOT harmless from and against any damage, cost, or liability for any injuries to persons or property arising from acts or omissions of Supplier, his employees, agents, or subcontractors, howsoever caused.

Anti-trust Supplier and WSDOT recognize that in actual economic practice, overcharges resulting from anti-trust violations are in fact borne by WSDOT. Therefore, Supplier hereby assigns to WSDOT any and all claims for such overcharges.

Default WSDOT may terminate any order or contract resulting from this solicitation, without penalty or further liability, upon not less than Thirty (30) days prior written notice to Supplier, if Supplier defaults on any provision of the order or contract and fails to cure such default within that Thirty (30) day period, or such longer period, as may be reasonably determined by WSDOT, if Supplier is diligently working to cure the default.

Termination In the event of a breach by Supplier of any of the provisions of an order or contract resulting from this solicitation, WSDOT reserves the right to cancel and terminate the contract forthwith upon written notice to Supplier. Supplier shall be liable for damages suffered by WSDOT resulting from Supplier’s breach of contract.

Attorney’s Fees In the event of controversy, claim, or dispute arising out of any order or contract resulting from this solicitation for which the Supplier is adjudged by a court of competent jurisdiction to be at fault, Supplier shall pay to WSDOT all attorney’s fees, costs and expenses incurred by WSDOT in connection therewith.

Dealer Authorization The Bidder, if other than the manufacturer, shall provide upon request a current, dated, and signed authorization from the manufacturer that the Bidder is an authorized distributor, dealer or service representative and is authorized to sell the manufacturer's products. Failure to provide manufacturer’s authorization upon request may result in Bid rejection.

Add-on By mutual written agreement, additional quantities of items may be purchased within 12 months of the date of award provided the original purchase price, terms, conditions, and specifications remain the same.

Add-on purchases shall be submitted to the Supplier using a WSDOT Purchase Order and shall reference the original contract or purchase order.

Pricing - Include all Cost Components in Pricing Bidders must identify and include all elements of recurring and non-recurring costs in their pricing. Unless otherwise specified, this must include, but is not limited to, all administrative fees, maintenance, manuals, documentation, FOB Destination shipping charges, labor, travel, training, consultation services, wiring and supplies needed for the installation (including cost of all uncrating, disposal of shipping materials), set-up, testing and initial instruction to agency personnel, warranty work and maintenance of the products/services, handling charges such as packing, wrapping, bags, containers, reels; and any processing fees associated with credit card payment.

Notwithstanding the foregoing, in the event that market conditions, laws, regulations, or other unforeseen factors dictate, at WSDOT’s sole discretion, additional charges may be allowed during the contract term.

Purchase Card Acceptance It is not mandatory that suppliers accept the credit card as payment; however, WSDOT encourages suppliers to consider this alternate payment process. Any processing fees associated with the purchasing card must be included in the product pricing and not as a separate fee.

Shipping Instructions Unless otherwise specified, all goods are to be shipped prepaid, FOB Destination. Where shipping addresses indicate room numbers; Supplier shall make delivery to that location at no additional charge.

Where specific authorization is granted to ship goods FOB shipping point, Supplier agrees to prepay all shipping charges and route as instructed, or if instructions are not provided, route by cheapest common carrier and bill WSDOT as a separate item on the invoice for said charges. Each invoice for shipping charges shall contain the original or a copy of the bill indicating that the payment for shipping has been made.

WSDOT reserves the right to refuse COD shipments.

Identification All invoices, packing lists, packages, shipping notices, instruction manuals, and other written documents affecting this order shall contain the applicable purchase order number. Packing lists shall be included with each shipment pursuant to this order, indicating the contents of each package therein.

Cash Discount In the event WSDOT is entitled to a cash discount, the period of computations will commence on the date of delivery or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount is made part of the contract but the invoice does not reflect the existence of a cash discount, WSDOT is entitled to a cash discount with the period commencing on the date it is determined by WSDOT that a cash discount applies.

Payments and Assignments Invoices will not be processed for payment until items invoiced are received. WSDOT will not honor drafts nor accept goods on a sight draft basis. Furthermore, the provisions or monies due under this contract shall only be assignable with prior written approval of WSDOT.

Statewide Vendor Payment Registration Suppliers are required to be registered in the Statewide Vendor Payment system, prior to submitting a request for payment under this procurement. Purchasers who are Washington state agencies require registration to be completed prior to payment.

The Washington State Office of Financial Management (OFM) maintains a central contractor registration file for Washington State agencies to process contractor payments. To obtain information and registration materials visit the Receiving Payments from the State website.

Collection of Retail Sales and Use Taxes In general, Suppliers engaged in retail sales activities within the State of Washington are required to collect and remit sales tax to Department of Revenue (DOR). In general, out-of-state Suppliers must collect and remit “use tax” to Department of Revenue if the activity carried on by the seller in the State of Washington is significantly associated with Contractor’s ability to establish or maintain a market for its products in Washington State. Examples of such activity include where the Contractor either directly or by an agent or other representative:

· Maintains an in-state office, distribution house, sales house, warehouse, service enterprise, or any other in-state place of business;

· Maintains an in-state inventory or stock of goods for sale;

· Regularly solicits orders from Purchasers located within the State of Washington via sales representatives entering the State of Washington;

· Sends other staff into the State of Washington (e.g. product safety engineers, etc.) to interact with Purchasers in an attempt to establish or maintain market(s); or

· Other factors identified in WAC 458-20 .

Department of Revenue Registration for Out-of-State Suppliers Out-of-state suppliers meeting any of the above criteria must register and establish an account with the Department of Revenue. Refer to WAC 458-20-193, and call the Department of Revenue at 800-647-7706 for additional information. When out-of-state suppliers are not required to collect and remit “use tax,” Purchasers located in the State of Washington are responsible for paying this tax, if applicable, directly to the Department of Revenue.

Public Disclosure of Purchasing Information Per WAC 200-300-115, after bids, quotes or proposals have been received, all such information becomes the property of the purchasing activity and shall not be released or otherwise distributed until after the evaluation has been completed and final award(s) announced. Evaluation team members shall maintain confidentiality of information to ensure the integrity of the process. The purchasing activity assumes no responsibility for the confidentiality of bids, quotes or proposals after award.

Any document(s) or information which the bidder believes is exempt from public disclosure per RCW 42.17.310 shall be clearly identified by bidder and placed in a separate envelope marked with bid number, bidder's name, and the words "proprietary data" along with a statement of the basis for such claim of exemption. The state's sole responsibility shall be limited to maintaining the above data in a secure area and to notify bidder of any request(s) for disclosure within a period of five years from date of award. Failure to so label such materials or failure to provide a timely response after notice of request for public disclosure has been given shall be deemed a waiver by the bidder of any claim that such materials are, in fact, so exempt.

Copies of documents related to this or any other WSDOT procurement that are subject to public disclosure may be requested after the formal award is announced via the Washington Electronic Business Solution (WEBS) by sending an email to PublicDisclosureRequests@WSDOT.WA.GOV. When requesting procurement documents be sure to include the name of the procurement coordinator and the solicitation number for the information you are requesting.

Gifts The supplier shall comply with all applicable sections of the State Ethics law, RCW 42.52, which regulates gifts to State officers and employees. Under that statute, any State officer or employee who has or will participate with the Supplier regarding any aspect of the Contract involving the purchase of goods or services is prohibited from seeking or accepting any gift, gratuity, favor or anything of economic value from the Supplier. Neither the Supplier nor any agent or representative shall offer anything of economic value as a gift, gratuity or favor directly or indirectly to any such officer or employee.

Title VI Notice to the Public It is Washington State Department of Transportation (WSDOT) policy to ensure no person shall, on the grounds of race, color, national origin, or sex, as provided by Title VI of the Civil Rights Act of 1964, be excluded from participation in, be denied the benefits of, or be otherwise discriminated against under any of its federally funded programs and activities. Any person who believes his/her Title VI protection has been violated may file a complaint with WSDOT’s Office of Equal Opportunity (OEO). For Title VI complaint forms and advice, please contact OEO’s Title VI Coordinator at 360-705-7082 or 509-324-6018.

Appendices

COMPLAINT, DEBRIEF AND PROTEST PROCEDURES…………………………………………

SPECIFICATION REQUREMENTS ………………………………………………………………………

PRICE WORKSHEET………….………………………………………………………………………………

SPECIAL TERMS AND CONDITIONS ……………………………………………………………….

CERTIFICATIONS & ASSURANCES

We make the following certifications and assurances as a required element of submitting this Bid, affirming the truthfulness of the facts declared here and acknowledging that the continuing compliance with these statements and all requirements of the RFP are conditions precedent to the award or continuation of the resulting Contract.

1. We have read, understand, and agree to abide by all information contained in the RFP, all Appendices, and incorporated documents.

2. The prices in this Bid have been arrived at independently, without engaging in collusion, bid rigging, or any other illegal activity, and without for the purpose of restricting competition any consultation, communication, or agreement with any other Bidder or competitor relating to (i) those prices, (ii) the intention to submit an offer, or (iii) the methods or factors used to calculate the prices offered. The prices in this Bid have not been and will not be knowingly disclosed by the Bidder, directly or indirectly, to any other Bidder or competitor before Contract award unless otherwise required by law. No attempt has been made or will be made by the Bidder to induce any other concern to submit or not to submit an offer for the purpose of restricting competition. However, we may freely join with other persons or organizations for the purpose of presenting a Bid.

3. The attached Bid is a firm offer for a period of 90 days following the Bid Due Date specified in the RFP, and it may be accepted by WSDOT without further negotiation (except where obviously required by lack of certainty in key terms) at any time within the 90-day period. In the case of a protest, our Bid will remain valid for 90 days or until the protest and any related court action is resolved, whichever is later.

4. In preparing this Bid, we have not been assisted by any current or former employee of the state of Washington whose duties relate (or did relate) to the state's RFP, or prospective Contract, and who was assisting in other than his or her official, public capacity. Neither does such a person nor any member of his or her immediate family have any financial interest in the outcome of this Bid. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.)

5. We understand that the state will not reimburse us for any costs incurred in the preparation of this Bid. All Bids become the property of the state, and we claim no proprietary right to the ideas, writings, items or samples unless so stated in the Bid. Submittal of the attached Bid constitutes an acceptance of the evaluation criteria and an agreement to abide by the procedures and all other administrative requirements described in the RFP.

6. We understand that any Contract awarded as a result of this Bid will incorporate all RFP requirements. Submittal of a Bid and execution of this Certifications and Assurances document certify our willingness to comply with the Contract terms and conditions appearing in the RFP, all Appendices, and incorporated documents if selected as a Contractor. It is further understood that our standard Contract will not be allowed as a replacement for the terms and conditions appearing in the RFP, all Appendices, and incorporated documents of this RFP.

7. By submitting this Bid, Bidder hereby offers to furnish materials, supplies, services and/or equipment in compliance with all terms, conditions, and specifications contained in this RFP.

8. We are not submitting any exceptions.

AUTHORIZED OFFER & CONTRACT SIGNATURE PAGE

In submitting this Bid, the Authorized Signatory below acknowledges having read and understood the entire RFP and agrees to comply with its terms and conditions including the Certifications and Assurances. The Authorized Signatory also agrees to fulfill the offer made in this Bid and any subsequently awarded Contract.

In witness whereof, the parties hereto, having read this Contract in its entirety, including all attachments, do agree in each and every particular and have thus set their hands hereunto.

This is an Award for: SCRT201701, 18” Diamond Saw Blade will be effective upon WSDOT final signature.

APPROVED (WSDOT)

APPROVED (VENDOR/CONTRACTOR)

Department of Transportation 2809 Rudkin Road Union Gap WA 98903

Washington State Department of Transportation

Bidder’s Company Name & Address

Signature Date

Signature Date

Typed or Printed Name, Title

Typed or Printed Name, Title

Lindy Giles, Fiscal Analyst

Procurement Coordinator’s Typed or Printed Name, Title

CONTACT INFORMATION

CONTACT INFORMATION

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ProtestPolicy.doc complaint, Debrief, and Protest Procedures

Instructions on How to File a Complaint, Request for Debrief, and Protest

The purpose of these instructions is to provide a clear and transparent process for vetting issues or concerns with the Washington State Department of Transportation (WSDOT) competitive procurement solicitations. All WSDOT competitive solicitations will be posted in the Washington Electronic Business Solution (WEBS) and will include these instructions.

Complaints, requests for debrief, and protests will be:

· In writing; and delivered either in person, by USPS, courier, or email to the Procurement Coordinator identified on the cover page of the solicitation.

· Signed by the complaining or protesting Bidder, unless sent by email.

· Be submitted and delivered within the time frame outlined in this document.

· Identified with the WSDOT solicitation number.

· Identified as “Complaint”, “Request for Debrief”, or “Protest” in the subject line of the correspondence or email.

Complaint Process

The complaint process is available to bidders with unresolved issues or concerns that were not resolved during the question and answer period of the solicitation. Every attempt should be made to address and resolve issues or concerns during the question and answer period.

A complaint must be received by the Procurement Coordinator, not less than five (5) business days prior to the deadline for bid submission. The Procurement Coordinator’s name, PO Box, physical address, and email address will be listed on the cover page of the solicitation.

Grounds for Complaint

To be considered, complaints may be based only 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.

Complaint Content

The complaint shall include:

· The legal name of the Business, mailing address, phone number, email address, and the name of the individual submitting the complaint.

· The solicitation document name and number and reference to WSDOT as the issuing agency.

· Specific and complete statement of WSDOT action that is the subject of the complaint.

· Facts and arguments.

· Specific reference to the basis for the complaint.

· Description of the relief or corrective action requested.

Complaint Review Process

The Procurement Coordinator will consider all the facts available after receiving a complaint.

The Procurement Coordinator will send the response to the complaint directly to the Supplier and post the complaint and the response in WEBS prior to the bid submission deadline.

If additional time is needed to provide a response to the complaint and it affects the bid submission deadline, the Procurement Coordinator will extend the bid submission date with an amendment to the solicitation.

The WSDOT response to the complaint is final and not subject to appeal or protest.

Debrief Conference (Protest Precondition)

Following the announcement of the Apparent Successful Bidder, a Bidder who submitted a responsive bid may request a debrief conference. A debrief conference provides an opportunity for a Bidder to discuss their bid and evaluation with the Procurement Coordinator.

Request For Debrief Conference

The request for a debrief conference must be made via email to the Procurement Coordinator at the email address listed on the cover page of the solicitation. Subject line must include “Request for Debrief”. The request for a debrief conference must be received by the Procurement Coordinator within three (3) business days after the announcement of the Apparent Successful Bidder.

Location of Debrief Conference

A debrief conference may be conducted in person at a designated WSDOT facility, or by telephone, as determined by the Procurement Coordinator, and may be limited by WSDOT to a specified period of time.

The failure of a Bidder to timely request and attend a debrief conference shall constitute a waiver of the right to submit a protest.

Protest Process

The protest process is available only to a Bidder who submitted a responsive bid.

The protest period begins the first business day after the protesting Bidder has attended a debrief conference.

For a protest to be considered it must be submitted and received by the Procurement Coordinator within five (5) business days after the debriefing conference.

Grounds for Protest

To be considered, protests may be based only on the following:

· Bias, discrimination, or conflict of interest on the part of an evaluator;

· Errors in computing the scores; or

· Non-compliance with procedures described in the solicitation document, Department of Enterprise Service’s policy, or applicable State or Federal laws or regulations.

Protest Content

A protest shall contain the facts and arguments upon which the protest is based, and shall be signed by a person authorized to bind the Bidder to a contractual relationship.

At a minimum, the protest shall include the following information:

· Business Name, mailing address, phone number, email address, and the protesting Bidder’s name.

· Solicitation document name, number, and reference to WSDOT as the issuing agency.

· Specific and complete statement of WSDOT action(s) being protested.

· Specific reference to the grounds for the protest.

· Description of the relief or corrective action requested.

Protest Authority

The Fleet Administrator has been delegated as the Protest Authority for WSDOT Transportation Equipment Fund (TEF) procurements. The Procurement Coordinator will forward the protest to the Procurement and Materials Manager within one (1) business day.

Protest Review Process

The Fleet Administrator will assign a neutral party who was not involved in the evaluation and award process of the protested solicitation.

The neutral party will objectively review all protest materials submitted by the Bidder and all other relevant facts known to WSDOT.

The Fleet Administrator may request the authority to sign a contract before the protest process is completed from the Director, Department of Enterprise Services, due to exigent circumstances.

Protest Decision

The Fleet Administrator will review the recommendation of the neutral party and issue a decision within ten (10) business days of receipt of the protest. If more time is required, the Fleet Administrator will notify the protesting Bidder, in writing, of any delay.

The final determination shall:

· Find the protest lacking in merit and uphold the award;

· Find only technical or harmless errors in the procurement process, determine substantial compliance, and reject the protest;

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

· Correct errors and reevaluate all proposals; or

· Reissue the solicitation document; or

· Make other findings and determine other courses of action as appropriate.

The protest authority’s decision is final and no appeal process will be allowed.

References:

Chapter 39.26.170 RCW - Procurement of Goods and Services

Complaints and Protests Policy # Department of Enterprise Services 170-00

Solicitation SCRT201701 image3.emf

Specification-SCRT201701.doc Specification Requirements

18” Diamond Saw Blade

Specification Requirements

Be sure to address each line below. Failure to do so may result in bid rejection

Check

If Meet or Exceed

Describe Offered Alternatives

Note: Equals or Alternatives offered may be evaluated by subject matter experts. Equals or Alternatives offered that are not found to meet the specification requirements may cause the bid to be rejected.

I.

General:

1.

This specification is intended as a general indication of the type of equipment desired. Because of the variation in types of equipment available, other configurations may be evaluated and WSDOT reserves the right to reject any and all bids which do not meet the intent of the specifications in the judgment of the Department. Bidders shall furnish complete specifications of the unit bid, including make and model numbers as well as all other pertinent data to facilitate evaluation for compliance with the intent of the specifications. See the Specification Evaluation section of the RFQ.

II.

18” Diamond Saw Blade to be used on a Dynatech plunge cut attachment to cut concrete grinds for raised recessed pavement markers

MFG: _________

Model:_________

1.

Blade OD 18”

2.

Steel Core Thickness .187

3.

Arbor Size: 1.750 w/2 each 7/16” drive pinholes on a 3” bc w 1 each .375 kw

4.

Diamond Segment Thickness .250

5.

Diamond Segment Height .375 Diamond Bearing

6.

Diamond Type MBS 960>

7.

Diamond segment hardness 102-105 on the Rockwell B hardness scale

8.

Diamond Size 30/40 and 40/50

9.

Diamond Concentration 35 conc.

10.

Diamond Segment Coverage must cover a minimum of 86% of blade OD

11.

Total Diamond Weight per Blade 118 Carats Minimum

12.

Diamond core and segments must be manufactured in the USA

13.

Delivery is required on or before March 15, 2017

End of Document

RFQ SCRT201701 18” Diamond Saw Blade

Bidder Company Name _________________ image4.emf

Price Worksheet - SCRT201701.doc

Price Sheet

Request for Quotes # SCRT201701 18” Diamond Saw Blade

Instructions:

1. Provide unit prices. Extend the amount in the designated columns. Provide Subtotal.

2. All Unit Prices submitted are to be no more than two places to the right of the decimal point (on a per dollar basis).

3. Failure to address each line item as detailed may result in a bid being rejected for lack of responsiveness.

4. Enter prompt payment and purchasing card information in the space provided following the Price Sheet.

5. Indicate Make, Model, Year and number of hours in the space below description column.

Company Name:

Item

Description

Est. Qty.

Unit

Unit Price

Extended Price

(Unit Price X Est. Qty.)

1.

18” Diamond Saw Blade – F.O.B. Union Gap

EACH

Make:_______________________

Model:______________________

Delivery ARO: __________ days

Subtotal

Sum of Items 1,2,3

Preferences

Subtotal times Prompt Payment Discount % (see Payment Term below)

Evaluated Cost

Subtotal minus Preferences

Payment Term

Prompt Payment Discount % 30 days, or net 30 days.

Prompt payment discount periods equal to (or greater than) 30 calendar days will receive consideration and bid pricing will be reduced (for evaluation purposes only) by the amount of the discount. WSDOT will interpret the absence of an entry here to be 0%.

Purchasing Cards

Visa Master Card American Express Discover Other:

A bidder accepting purchasing cards as a form of payment understands that there shall not be any separate fee for use of the purchasing card. WSDOT will interpret the absence of an entry here to mean that no purchasing card is accepted.

A bidder that offers (1) a prompt payment discount and (2) accepts purchasing cards as a form of payment agrees that the discount applies for payments made using a purchasing card during the discount time period.

RFQ – SCRT201701 18” Diamond Saw Blade image5.emf

Special T's & C's.doc

Special Terms and Conditions

Vehicle & Equipment Bidding Requirements

1.1 General:

Equipment offered for this contract must be new (unused) and a current production model that require no manufacturer or dealership modifications. Units may be sold, prepared, and delivered to WSDOT, or its designated agent, by a dealer who is factory franchised for the specific makes and models of equipment offered.

All accessories and features listed herein shall be those supplied by the Original Equipment Manufacturer (OEM). Any accessories, features, or operational performance required by FMVSS, Washington State Motor Vehicle Laws, OSHA or WISHA laws or mandates, that apply to the equipment being bid, shall be provided by the manufacturer. All units associated with this purchase shall be of the same design and quality as those sold through normal retail channels; and they shall possess the latest technology, accessories, and features offered on standard retail units; whether or not they are called for in the following specifications.

Failure to comply with the any specified requirement of the contract constitutes a breach of contract. WSDOT may cancel all or any part of this contract, without incurring any costs whatsoever, including delivery, shipping, or re-stocking fees.

1.2 Specification Clarification and Changes:

Clarification for any item in these specifications may be obtained from the WSDOT Equipment Administration Office

Contracts for the purchase of WSDOT owned equipment are official documents that carry legal implications. After award, there shall be no deviations from any requirements stated in the contract during the manufacturing or assembly process of the equipment identified herein, without a contract change amendment by the WSDOT Equipment Administration Office.

1.3 Equipment Demonstration:

Prior to a contract award, and during the bid evaluation process, Bidder(s) may be required to demonstrate the performance capabilities of the equipment offered in their bid.

Performance demonstration(s) must be conducted within fourteen (14) calendar days after notification that such demonstration(s) is required. Bidder(s) shall conduct all demonstration(s) within Washington State and are responsible for their costs associated with the demonstration(s).

The Bidder(s) will coordinate with the Procurement Coordinator listed on the front page of the solicitation and the WSDOT, Equipment Administration Office at (360) 705-7884 to establish the location, date and time of the performance demonstration(s).

1.4 Delivery; and Acceptance:

WSDOT will require the successful vendor to provide the “Supplier Confirmation of Specification Compliance” at time of delivery. The form is attached at the end of these bidding requirements. Suppliers are responsible for ensuring that all equipment purchased, pursuant to this contract, complies with all of the requirements and specifications listed in the contract.

Supplier(s) shall provide the following documents for review at time of delivery for each item:

1. The manufacturer’s line production sheet stating the equipment serial numbers and listing all of the equipment’s components

2. Completed Invoice

3. Supplier Confirmation of Specification Compliance

4. The Manufacturer’s Statement of Origin (MSO)

5. Axle weight slips (for all units with axles)

6. A completed Washington State title application showing both the legal and registered owner as; Washington State Department of Transportation 7345 Linderson Way S.W. Tumwater WA 98501. The mailing address is P.O. Box 47357, Olympia WA 98504. Out of state Supplier(s) may contact WSDOT, Equipment Administration Office at (360) 705-7897/7884 to obtain a Washington State title application.

Suppliers must notify WSDOT at the phone number listed on the contract or the equipment order, twenty-four (24) hours prior to equipment delivery. This is to ensure that a WSDOT employee is available to sign and date the bill of lading (or other type delivery document) and receive the above mentioned documents, to indicate WSDOT has accepted delivery of the equipment.

When the unit is ready for final delivery, it may be delivered to WSDOT facilities (as specified on the contract and or equipment order) between the hours of 7:00 am and 3:00 pm, Monday through Friday. Deliveries shall not be made during other hours, on weekends or on legally recognized state and federal holidays.

WSDOT will not accept any responsibility for equipment that has been delivered to or left at a WSDOT facility, unless a WSDOT employee has signed and dated the bill of laden or other delivery documents indicating WSDOT has accepted delivery of the equipment.

Supplier shall be solely liable for any equipment damages that occurred prior to WSDOT accepting delivery of the equipment.

1.5 Supplier Shall Meet the Delivery Terms of this Contract:

Should the Supplier become aware, in advance of an equipment delivery date, that the Supplier will be unable to meet the contract delivery date; the Supplier may make a written request to the WSDOT Equipment Administration Office for a contract change order modifying the equipment delivery date. Should the Supplier fail to meet the contract equipment delivery date, liquidated damages will be assessed. The amount of liquidated damages will be calculated by using WSDOT’s established Equipment Rental Rate Schedule that is in effect as of the date of the contract or equipment order. Liquidated damages will be assessed at the established per day equipment rental rate for each late delivery day, not to exceed ten percent of the equipment’s purchase price. Damages will not be assessed unless an equipment rental actually occurs and documentation is provided to the contractor. This assessment represents a reasonable forecast of WSDOT’s actual damages for having to rent replacement equipment. WSDOT shall deduct the liquidated damages for late delivery from Supplier’s invoice.

1.6 Warranty Services and Performance:

Equipment suppliers must provide technical support and reasonable equipment modifications for a period of 90 calendar days after the date the equipment is reported in service per manufacturer and/or factory warranty requirements. This is to ensure that the purchased equipment is capable of performing the specified operational functions.

Bidders/Suppliers must include, as part of the bid, the factory and/or manufacturer’s one year warranty, which shall cover 100% parts and labor for the entire unit offered. This warranty must be honored by all authorized factory and/or manufacturer’s dealerships.

Supplier shall be liable for all costs associated with warranty repair(s), including, but not limited to, materials, parts, labor, and transport of equipment that are disabled due to the failure of the equipment during the warranty period.

Warranty coverage will not commence until the date the completed equipment is placed into service as reported by WSDOT pursuant to the warranty requirements, or 30 days after final payment for the equipment, whichever occurs first.

The equipment Bidder/Supplier must be capable of and will be liable for providing repair parts and supply support for a period of ten (10) years after the delivery date of the equipment.

During the warranty period Supplier must begin physical repairs on equipment failures within 72 hours after WSDOT has notified the Supplier of an equipment failure. Should the Supplier fail to begin equipment repairs within 72 hours after notification, WSDOT may elect (based on operational requirements) to make the warranty repairs. Should WSDOT elect to make such warranty repairs, the Supplier agrees to fully reimburse WSDOT for all parts, materials, labor, shipping and travel costs incurred by WSDOT for such warranty repairs. WSDOT shall provide Supplier with a detailed invoice, and Supplier agrees to remit payment to the WSDOT within thirty days (30) after receipt of the invoice. Failure to provide and complete warranty service/repair within two weeks (14 calendar days) of vehicle/equipment entering contractor’s facility may be sufficient grounds for WSDOT to deny the contractor from bidding in future contracts due to poor performance.

During warranty period the Supplier may, upon notification of a warranty failure, authorize WSDOT equipment repair technicians to make warranty repairs when it advantages WSDOT and the Supplier. The Supplier shall reimburse WSDOT for all costs associated with the warranty repair.

1.7 Training:

Equipment Supplier shall provide on-site instructor(s) to conduct eight hours of operator training per unit delivered and eight hours of repair technician training per unit delivered. During the eight hour training period, the length and number of training session(s) required may vary based on the equipment’s complexity and personnel experience levels. Training session(s) may be less than eight hours should the WSDOT on-site supervisor or Equipment Training Manager determines that all personnel have completed training and the Supplier’s training obligation has been fulfilled. The training session(s) shall include, but not be limited to, the below listed items.

1. Operator training will be designed to familiarize personnel with the controls, safety features, operating characteristics and operator checks and services.

2. Operator training may include teaching operators shifting, acceleration, and braking techniques to maximize operational effectiveness of the unit's power train configuration for equipment so configured.

3. Mechanic training shall be designed to familiarize service and repair technicians with preventative maintenance checks and services, system diagnostics procedures, repairs, adjustments, and any unique requirements associated with the entire unit.

4. All training shall be scheduled and coordinated with the ship to addressee.