RFQ Specifications.docx

REQUEST FOR QUOTATION

WSH2700000001 Intercool P-323-50 Glycol

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration (OSA) Purchasing Division is soliciting bids on behalf of the Department of Health Facilities (DHF), William R. Sharpe, Jr. Hospital for an open-end contract to provide intercool P-323-50 glycol to the facility.

NOTE: The contract awarded as a result of this solicitation may be funded in whole or in part with Federal Funds and thus this solicitation and its resulting awarded contract are subject to the requirements of the attached Federal Funds Addendum.

NOTE: The WVDHHR has developed an EEOP Utilization Report and it is available at:

https://dhhr.wv.gov/office-of-drug-control-policy/news/Documents/EEO%20Uitlization%20Report%20Completed%20Form%201-29-21-final-PDF%20review%20for%20approval%20to%20submit%20%283%29.pdf

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1. Contract Item” means intercool P-323-50 glycol as more fully described by these specifications.

2.2. “Percentage Markup” means the percentage markup over vendor cost that the Vendor will apply to all purchases of Eligible Items under this Contract.

2.3. “Vendor Cost” means the price the vendor pays for an item from their supplier.

2.4. “Total Cost” means the price that the Vendor will charge the facility for the purchase of Eligible Items under this Contract. The Total Cost is the Vendor Cost plus the percentage markup.

2.5. “Pricing Page” means the schedule of prices, percentage markup, estimated usage, and totals contained in wvOASIS or attached hereto as Exhibit A – Pricing Page and used to evaluate the Solicitation responses.

2.6. “Solicitation” means the official notice of an opportunity to supply the State with goods or services as published on WSH2700000001.

3. GENERAL REQUIREMENTS:

3.1. Mandatory Contract Item Requirements: Contract Item must meet or exceed the mandatory requirements listed below.

3.1.1. Intercool P-323-50 Glycol

3.1.1.1. Vendor shall provide the facility with contract items on an open end and continuing basis.

3.1.1.2. All contract items must meet the specifications as listed on the Pricing Page.

3.1.1.3. Vendor shall maintain access to product lines for all eligible items listed herein.

3.1.1.4. Vendor shall provide timely communication and responses to all matters related to contract administration, issue resolution, and actively work to resolve any identified problems.

3.1.2. Delivery of the Glycol on 3.1.1

3.1.2.1. Vendor should provide an all-inclusive delivery fee on the Pricing Page to include all needed miscellaneous fees such as, but not limited to, fuel, environmental & regulatory compliance, recapture, shipping, delivery, and hazardous materials.

4. CONTRACT AWARD AND PRICING PAGE:

4.1. Contract Award: The Contract is intended to provide Agencies with a purchase price for the Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest total cost as shown on the Pricing Pages.

4.2. Pricing Page: Vendor should complete the Exhibit A - Pricing Page by unit cost, estimated annual total cost, and estimated annual grand total cost. Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

4.3. Pricing: The items in this solicitation are commodity items that will fluctuate in price over the life of the contract. The Consumer Price Index (CPI) is a measure of the average change over time in the prices paid by urban consumers for a market basket of consumer goods and services. Indexes are available for the U.S. and various geographic areas. Average price data for select utility, automotive fuel, and food items are also available. The price of the commodity when ordered will fluctuate with the CPI. The awarded vendor will submit the CPI showing the price fluctuation from their original bid amount throughout the life of the contract as the goods are ordered.

5. PAYMENT: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

6. DELIVERY AND RETURN:

6.1. Delivery: Contract Items must be delivered to Hospital at William R. Sharpe, Jr. Hospital, 936 Sharpe Hospital Road, Weston, WV 26452.

6.2. Delivery Payment/Risk of Loss: Vendor shall deliver the Contract Items F.O.B. destination to the Agency’s location.

6.3. Return of Unacceptable Items: If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. Vendor shall either make arrangements for the return within five business (5) days of being notified that items are unacceptable, or permit the Agency to arrange for the return and reimburse Agency for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agency’s location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency’s discretion.

6.4. Return Due to Agency Error: Items ordered in error by the Agency will be returned for credit within 30 calendar days of receipt, F.O.B. Vendor’s location. Vendor shall not charge a restocking fee if returned products are in a resalable condition. Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

7. VENDOR DEFAULT:

7.1. The following shall be considered a vendor default under this Contract.

7.1.1. Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2. Failure to comply with other specifications and requirements contained herein.

7.1.3. Failure to comply with any laws, rules, and ordinances applicable to the Contract Items provided under this Contract.

7.1.4. Failure to remedy deficient performance upon request.

7.2. The following remedies shall be available to Agency upon default.

7.2.1. Immediate cancellation of the Contract.

7.2.2. Immediate cancellation of one or more release orders issued under this Contract.

7.2.3. Any other remedies available in law or equity.

8. MISCELLANEOUS:

8.1. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: _________________________________________________

Telephone Number: ________________________________________________

Fax Number: ______________________________________________________

Email Address: ____________________________________________________

Revised 10/27/2014