RFQ222 - Attachment 1 - Administrative Information - Hunter Education Graduation Hats.pdf

IDAHO DEPARTMENT OF FISH & GAME

RFQ222 – HUNTER EDUCATION GRADUATION HATS

ATTACHMENT 1 – SECTION 1

RFQ Title: Hunter Education Graduation Hats

RFQ Solicitation Contact: Doug Peterson, Purchasing Agent Doug.Peterson@idfg.idaho.gov 208.287.2816

Submit Electronically via IPRO: https://purchasing.idaho.gov/information-for-vendors/ipro-epurchasing-system/ipro-login/

Deadline to Receive Questions: See IPRO

RFQ Closing Date: See IPRO

Contract Term: Three (3) year contract term.

A. Purpose The Idaho Department of Fish & Game (IDFG) is requesting Quotes from qualified vendors for the purchase and delivery of Hunter Education Graduation Hats (Hats) as further detailed below.

B. General Information & Solicitation Instructions This Solicitation is issued by IDFG via IPRO - https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGro up=LUMA. The RFQ Lead is the only contact for this Solicitation. All correspondence regarding this RFQ must be in writing. In the event that it becomes necessary to revise any part of this RFQ, amendments will be posted at IPRO.

It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this RFQ will not be relied upon. All changes to this RFQ must be in writing and posted in IPRO to be valid. Alternate Bids are not allowed.

C. Submission Requirements Your response to this RFQ may be submitted electronically via IPRO or email (see below for additional details).

IDFG will not be accepting manual submissions for this solicitation. Your submission must include the Required Submittals listed below and be received prior to the deadline established in IPRO. Failure to provide any of the documents or submission on a form different from those provided may cause your submission to be found as non-responsive.

Electronic Submission:

IPRO – Enter your pricing in IPRO ( https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGro up=LUMA ) and upload all Required Submittals.

Email:

Send an email to the Solicitation Contact (listed above) and attach all Required Submittals.

mailto:Doug.Peterson@idfg.idaho.gov https://purchasing.idaho.gov/information-for-vendors/ipro-epurchasing-system/ipro-login/ https://purchasing.idaho.gov/information-for-vendors/ipro-epurchasing-system/ipro-login/

D. Required Submittals As part of your response to this RFQ, the following documents are required.

Attachment 2 – Price Sheet Attachment 3 – Signature Page Product sample (Sample hat to be screen printed or embroidered can be non-printed. Sample hat that will be a patch must be submitted with a patch heat sealed to the hat.)

E. Award Award will be made, all or none, to the responsive, responsible bidder with the lowest total cost, as provided on Attachment 2 – Price Sheet, as to be determined in the best interest of the State.

F. Resulting Contract If IDFG awards a contract from this Solicitation, it will do so by issuing a Contract Purchase Order (CPO) document from the State’s eProcurement system (IPRO), which will be an acceptance of the successful bid. The CPO will be comprised of the following documents; this RFQ, including any incorporated documents; the successful bid, including any clarifications requested by IDFG; and an artifact formalizing any requirements agreed upon through Contract discussions or negotiations, if applicable.

The following documents are incorporated into this RFQ as if set out in their entirety, whether or not they are attached in IPRO:

Solicitation Instructions for Vendors – January 2017 State of Idaho Standard Contract Terms and Conditions – May 2021

If not attached in IPRO, the documents may be found on the “Information for Vendors” page of the State’s Division of Purchasing (DOP) website (https://purchasing.idaho.gov/governing-laws-and-policies/ ). If multiple versions of any of these documents are available on the website, the version in effect on the day the RFQ is issued shall apply.

ATTACHMENT 1 – SECTION 2

The following special terms and conditions are incorporated into the resulting Contract to supplement or add to the

State of Idaho Standard Contract Terms and Conditions.

A. Quantity While the quantities provided in the RFQ are total estimated quantities, and are used for evaluation and award purposes, actual quantities may vary; no minimum or maximum quantities are guaranteed or implied.

B. Pricing All prices must be fully burdened and firm for one (1) year from the effective date of the Contract. A price adjustment may be considered on an annual basis thereafter. If a price adjustment is requested, the Contractor must notify IDFG in writing, thirty (30) calendar days prior to the anniversary date of the Contract. Contractor must provide supporting documentation, such a letter from the supplier(s) or manufacturer(s), to support each increase.

Increases will be limited to the actual increase accrued by the Contractor. IDFG reserves the right to approve or deny the request.

In the event that the request is denied by IDFG, Contractor may take one (1) or more of the following actions:

1) revise the request and resubmit to IDFG, 2) accept the denial and continue to provide the hats per the Contract,

3) terminate the Contract. If Contractor elects to terminate, a ninety (90) day written notice must be submitted to IDFG. If Contractor elects to terminate the Contract, Contractor will still be responsible for fulfilling any Order placed after receipt of written notice and before Contract termination date.

https://purchasing.idaho.gov/governing-laws-and-policies/

C. Orders Orders will be placed once a year by IDFG via an IDFG Purchase Order (PO). Estimated yearly quantities of hats purchased are between three thousand (3000) and four thousand (4000) hats. No minimum or maximum quantities are guaranteed or implied. Contractor must confirm receipt of each PO and provide an estimated delivery date within forty-eight (48) hours after receipt of each PO from IDFG. Each PO will indicate the item(s) to be purchased, quantities, delivery contact, and delivery location.

D. Delivery Contractor must provide an estimated Delivery date on Attachment 2 – Price Sheet. The Contractor will be responsible for the unloading of the hats. Freight FOB destination, prepaid and allowed.

Delivery must be made Monday through Thursday, 8:00 am to 4:00 pm local time excluding state of Idaho recognized holidays (https://www.idaho.gov/government/holidays.html), unless otherwise approved in writing by IDFG. Contractor must notify IDFG, in writing, no less than seven (7) business days prior to delivery. IDFG delivery contact information will be provided upon Award.

Sample Delivery Location – Attention William Seybold IDFG Clearwater Region, 3316 16th Street, Lewiston, ID 83501

Delivery Location IDFG Southwest Region, 15950 North Gate Blvd, Nampa, ID 83687

E. Acceptance Upon receipt of the hats, they will be inspected by the delivery contact (or approved designee) to ensure the requirements and specifications are met. The Acceptance period will be for thirty (30) calendar days from the date the hats are delivered.

In the event the specifications are not met, the Contractor must pick-up, correct any discrepancies, and re-deliver within thirty (30) calendar days after notification from IDFG, at no additional cost to IDFG. In the event that the hats do not meet the requirements, specifications, or found with discrepancies that are not fixed by the Contractor during the Acceptance period, IDFG reserves the right to reject the hats via email notification.

If approved by IDFG, the Contractor may correct discrepancies on-site at IDFG’s location in lieu of pick-up and return shipping. The Contractor will be responsible for providing all labor; tools, parts, supplies, and work-site clean up to make any necessary corrections. The timeframe for corrective action will still be as identified above.

F. Warranty Manufacturer warranty of the Hats must be honored by the Contractor and provided to IDFG as needed.

The contractor is responsible for all warranty requirements. No third-party warranties will be allowed.

G. Invoicing & Payments Invoices – Invoices must be submitted as further detailed below. Invoices submitted prior to Acceptance, or without the required information listed below, will be returned to the Contractor for correction and resubmission.

Invoices must include the following information:

• Contractor Company Name & Contact Information

• Contract Name & Number (CPO #)

• Invoice Number & Date

• Itemization of the purchased goods to include: description matching the contract, quantity, unit of measure, unit price, extended price, and total invoiced amount.

Payment – Payment for correctly submitted invoice will be made in accordance with Idaho Code 67-2302 (https://legislature.idaho.gov/statutesrules/idstat/Title67/T67CH23/SECT67-2302/).

https://www.idaho.gov/government/holidays.html https://legislature.idaho.gov/statutesrules/idstat/Title67/T67CH23/SECT67-2302/

H. Remedial Action In addition to any remedies available to the State under law or equity, the State may it its sole discretion require one (1) or more of the following remedial actions if any of the service does not conform to the Contract requirements: 1) require the Contractor to take corrective action to ensure that performance conforms to the Contract requirements, 2) require the Contractor to subcontract all or part of the Contract at no additional cost to IDFG, 3) withhold payment or require payment of actual damages caused by the discrepancy, 4) terminate the Contract pursuant to Section 2.I, Termination of Contract, in addition to any remedies imposed by the State.

If IDFG must perform or hire a separate contractor to perform any of the Contract’s requirements, which is the responsibility of the Contractor under the terms of the Contract, IDFG may withhold the actual cost to IDFG from the Contractor’s payment(s).

I. Termination of Contract For Cause - See Section 2, Termination, of the State of Idaho Standard Contract Terms and Conditions – May 2021.

For Fiscal Necessity – See Section 27, Termination for Fiscal Necessity, of the State of Idaho Standard Contract Terms and Conditions – May 2021.

For Convenience – Either party may terminate this Contract for its convenience at any time upon providing its written notification at least ninety (90) calendar days prior to the desired termination date.

ATTACHMENT 1 – SECTION 3

A. Requirements The Hats must be the latest model of the manufacturer's current standard production, as offered to commercial trade. All Hats must conform in design, strength, quality of materials, and workmanship to current engineering practices and accepted standards of the industry.

B. Brand Name The brand name(s) specified in this solicitation are intended to be descriptive, but not restrictive; indicative of the quality and characteristics of items that meet the minimum requirements. Contractor offering an “equal” must include documentation, which demonstrates, to IDFG’s satisfaction, that the offered item(s) meets the requirement of the solicitation. In the event documentation is not satisfactory, IDFG reserves the right to seek clarification from the Contractor. Failure to provide satisfactory documentation or a clarifying response to IDFG may eliminate the Contractor from further consideration.

C. Hat – General Specifications The Following specifications are the minimum that IDFG is willing to accept.

1. Example models: Sport-Tek STC26, Richardson 112 or equal.

2. Must be bright orange in color, blaze orange or equal.

3. Solid fabric front dome with mesh back or solid fabric front and back. No foam fronts.

4. Must have an adjustable back (snap back or micro hook and loop).

5. Must have a pre-curved visor.

6. Profile: mid

7. No less than five (5) panels.

8. Material: Cotton-Poly / Nylon Mesh or equal.

9. Size: One size fit most (OSFM or OSFA).

10. Idaho Hunter Education Program Graduate logo may be either screen printed, embroidered, or a patch with heat seal. Log to be centered on the front of the hat. Logo is approximately three (3) inches wide and two and a half (2.5) inches tall.

See Exhibit A below.

11. A sample must be provided for approval before the contract is awarded. Details and address provided in section 2, D. is where sample is to be shipped for approval.

Exhibit A

C. Submission Requirements