RFQ StoneandAggregate.docx

REQUEST FOR QUOTATION

Stone and Aggregate – Cedar Lakes Conference Center

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Purchasing Division is soliciting bids on behalf of the West Virginia Department of Agriculture – Cedar Lakes Conference Center, 82 FFA Drive, Ripley, WV 25271 to establish an open-end contract for various sizes and types of stone, aggregate, and sand to include delivery FOB to Cedar Lakes Conference Center.

2. DEFINITIONS: The terms listed below shall have the following meanings assigned to them throughout and for the purpose of this solicitation. Additional definitions can be found in Section 2 of the General Terms and Conditions.

2.1 “Contract Items(s)” – The list of items available for Vendor to provide pricing as identified in Section 3 of this Solicitation and reference throughout.

2.2 “Agency” – For the purposes of this contract, this refers to Cedar Lakes Conference Center, 82 FFA Drive, Ripley, WV 25271

2.3 “Contractor” or “Vendor” – Interchangeably used throughout this Solicitation and in any cited Sections of the West Virginia Department of Agriculture’s Standard Specifications.

2.4 “FOB” or “Free on Board” – Indicates that the price for goods includes delivery at the Vendors expense to a specified point, and that the Vendor retains liability for less damage until the goods are delivered.

2.5 “Pricing Page” means the pages, contained in wvOASIS or attached at Attachment A, upon which Vendor should list its proposed price for the Contract Items.

2.6 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the Purchasing Division.

3 GENERAL REQUIREMENTS:

3.1 Contract Items and Mandatory Requirements: Vendor shall provide Agency with the Contract items listed below on an open-end and continuing basis. Contract items must meet or exceed the quality industry standards specific to the material listed.

3.1.1 Materials: All materials bid and provided under this contract must meet or exceed mandatory requirements as show below and adhere to industry standards.

3.1.1.1 Limestone

· #8

· #57

· #67

3.1.1.2 Landscaping

· Oversized Decorative Pebbles

· Cherokee

· Small Decorative Pebbles

3.1.1.3 Additional

· #4 Gravel

· Mason Sand

4 CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide the Agency 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 overall total cost shown on the Pricing Page.

4.2 Pricing Page: Vendor should complete the Pricing Page by providing their price per ton for each line item and multiplying that unit price by the requested quantity to determine the extended amount for each line item, the extended amounts for each line will be added together to determine the grand total cost for their bid. 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 Vendors should type or electronically enter the information into the Pricing Page to prevent errors in the evaluation.

4.4 Vendor shall factor into their bid prices any related overhead expenses, equipment, materials, and delivery to established location when calculating their bid price for each Contract Item.

5 ORDERING AND PAYMENT:

5.1 Ordering: Vendor shall accept orders through regular mail, email, or any other written forms of communication. Vendor shall maintain and keep current its phone numbers, email address, locations, and ordering/billing/payment addresses with WVDAG and in wvOASIS. Vendor may, but is not required to, accept online orders through a secure internet ordering portal/website. If Vendor can accept online orders, it shall include in its response a brief description of how the Agency may utilize the online system. Vendor shall ensure that its online ordering system is properly secured prior to processing Agency orders online.

5.2 Invoicing: Invoices submitted to WVDAG/Cedar Lakes for payment should contain the following information:

· Vendors name and payment remit-to address, as they appear in Vendor’s wvOASIS account

· The ordering Agencies delivery site

· The Contract item description, unit price, quantity, and extended total

· The date(s) Contract items were delivered

5.3 Payment: Upon completion of the work indicated on the Order, Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia. The State of West Virginia currently utilizes a Purchasing Card program, administered under contract by a banking institution, as well as Electronic Funds Transfer as methods to process payment for goods and services. The Vendor shall accept the State of West Virginia’s Purchasing Card and Electronic Funds Transfer for payment of orders under this Contract. Electronic Funds Transfer for payment is available through the WV State Auditor’s Office. The Vendor may visit the WV State Auditor’s website (wvsao.gov) for all necessary forms and instructions.

6 PROJECT ACCEPTANCE, DELIVERY AND RETURN:

6.1 Project Acceptance and Written Verification of Receipt: Upon receipt of an order, the Vendor shall advise Cedar Lakes in writing within three (3) calendar days of their acceptance or refusal of the order. As verification of receipt, Vendor much provide written acknowledgement of any orders and any Revisions/Modifications thereto sent by Cedar Lakes. Failure to provide the Agency with written acknowledgement of any orders/revisions within three (3) days of receiving the order shall be considered refusal of the order. In the event of refusal, the WVDAG at its own discretion could cancel the order and seek to obtain the goods or services from the next low bid Vendor or proceed with an emergency purchase from the open market.

6.2 Delivery Time: Vendor shall promptly commence and complete standard orders withing five (5) working days after orders are received. If for any reason the Vendor anticipates a delay or failure for any reason to commence its delivery/provision of 100% of the ordered Contract Items, Vendor shall provide, in writing, to the ordering Agency the reason for its failure no later than three (3) business days prior to the Agency Order date, and no later than 4:00 pm.

Vendor shall deliver emergency orders within 24 hours of the order date, or per the agreed upon timeframe established by the Agency and the Vendor.

Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery 2quantity is met. No Vendor is authorized to ship project related goods or begin work/services, nor is the WVDAG authorized to receive materials, prior to the issuance of an order.

6.3 Late Delivery: The Agency placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from another awarded Vendor or proceed with an Emergency Purchase from the open market.

The Agency placing the Order under this Contract must be notified in writing by the Vendor no later than five (5) business days prior to the scheduled start date from the Agency’s order. Any failure to notify, acknowledge receipt of WVDAG’s writing Orders/Revisions resulting in delivery delay, or failure to start or complete the project per the WVDAG scheduled due dates, or failure to provide Contract items in compliance with the quality requirements of this Contract, may be determined by the WVDAG at its sole discretion as harmful to the Agency and as such, shall result in WVDAG’s cancellation of the Order.

6.4 Delivery Payments/Risk of Loss: Standard order delivery shall be F.O.B. destination to the Agency’s location. Vendor shall include the cost/discount of standard order delivery charges in its bid pricing and is not permitted to charge the Agency separately for such delivery. The Agency will pay delivery charges on all emergency orders provided that Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice. Deliveries made by the Vendor shall be comprised only of Contract items intended for delivery at that location and specified in the pricing pages, contract specifications or Order. At no time shall property belonging to the WV Department of Agriculture / Cedar Lakes Conference Center be utilized as a lay-down or storage facility by the Vendor, or items left with the intention of being distributed to an alternate location.

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 ordnances applicable to the Contract Services 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 orders issued under this Contract.

7.2.3 Any other remedies available in law or equity.

8 MISCELLANEOUS:

8.1 No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

8.2 Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contract. By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

8.3 Vendor Name Change: It is the Vendor’s responsibility to notify the WVDAG/Cedar Lakes of name changes or acquisition by another company during the term of the contract. The WVDAG/Cedar Lakes must be notified in writing of the change/acquisition and intention for the contract’s ownership within 10 days of the change. Failure to do so may result in payment delays.

8.4 Reports: Vendor shall provide the Agency with quarterly reports, annual summaries, and/or monthly reports as requested by the Agency and/or the West Virginia Purchasing Division showing quantities, total dollar value of the Contract items purchased, ordered, shipped, and invoiced with dates in spreadsheet format as defined by the Agency. Failure to supply such reports may be grounds for cancellation of this Contract.

8.5 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 and return this information with the Pricing Page.

Contract Manager: _______________________________________ Telephone Number: ______________________________________ Email Address: __________________________________________

Vendor shall inform the Agency in writing of any changes to the information provided above within 10 calendar days of such changes. Failure to comply may be grounds for cancellation of this contract.